MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
Special Joint Meeting with Building Authority
October 6, 2004
Michael Gray, Chairperson, called the Special Joint meeting of the Bay County Library System Board of Trustees with the Building Authority to order at 12:06 p.m. on October 6, 2004 in the County Commission Chambers, Bay County Building.
Present: Derald Adcock, James Davison, Michael Gray, and Howard Wetters
Excused: Ella Jane Martini
Others: Georgianne Adcock, Jim Armbruster, Kevin Ayala, Trish Burns,
Stephanie Corona, Marty Fitzhugh, Steve List, Steve Neavling, Rick Pabalis, Bob Redmond, Eileen Schulz, and Deb Stone
OPEN TO THE PUBLIC
There was no public input.
UNFINISHED BUSINESS
Central Library – Contaminated Soil
Superior Environmental Corporation Change Order # - 2a - $6,907.92 – Howard Wetters questioned whether this change order of $6,907.92 from Superior Environmental Corporation, for sample testing 830 cubic yards of soil, if it would also include testing for additional soil that may be contaminated. In response, Bob Redmond said that it would not; it covers only the 830 cubic yards discussed on the change order. He is aware there may be up to 1,700 cubic yards of additional contaminated soil but that it is not included in the cost of this change order from Superior Environmental Corporation.
Michael Gray added it is his understanding from the Board of Commissioners meeting he attended that the cost for removal of the soil would be subtracted from the purchase price paid to the County; he asked if this cost of $6,907.92 for testing would also be paid for by the County. B. Redmond confirmed it would be paid for by the County and added that the Building Authority has paid the County the purchase price of $187,000 minus $30,000 for environmental work. M. Gray asked if there were any items coming before the board today that would not be reimbursed by the county. B. Redmond responded that once the 830 cu. ft. of soil is removed and it is determined the additional 1,700 cu. ft. of soil is not contaminated, then the library would pay for its removal.
M. Gray asked Marty Fitzhugh, legal counsel for the County, as this change order was subject to legal counsel’s review, if the library board’s understanding is correct that this amount would be reimbursed by the County. M. Fitzhugh responded that she has just received this change order and therefore has not had adequate time for a thorough review; however she understands the necessity to move forward with this work and with that said, there are a few issues in the document that she would need more time to review. At this point she is not 100% in agreement with the charges for this work to the County, but has no question with the environmental work that has been done and no question with the need to clean up the site. She sees no reason why both boards would not go forward with the project. She believes she will be able to have a thorough review of the documents by the end of the week, contingent upon the availability of others involved with the construction project.
M. Gray shared with library trustees that based on the belief that all three of these change orders discussed will be reimbursed by the County, suggested that they be approved contingent upon M. Fitzhugh’s review. If there are any significant changes in the board’s expectation that the County will reimburse the library for all three change orders; the library board would call a special meeting for further discussion.
Motion by J. Davison, seconded by H. Wetters, to approve change order 2a from Superior Environmental Corporation for $6,907.92, to be reimbursed by the County. This motion is made contingent upon review by M. Fitzhugh, legal counsel for the County.
Roll call: D. Adcock – yes; J. Davison – yes; H. Wetters – yes; M. Gray – yes. Motion carried.
Superior Environmental Corp. Change Order # - 2b - $63,825 – H. Wetters asked Stephanie Corona, regarding this change order for the removal of up to 2,500 cubic yards of impacted soil/material, what the cost was per yard to remove soil at the Pinconning location. She responded the cost for removal of soil from the Central site is approximately $2.00/yd. more, as it is a greater distance to haul from Bay City than from Pinconning. It was established that this work was bid out and awarded to Superior Environmental Corporation.
Motion by J. Davison, seconded by D. Adcock, to approve change order 2b from Superior Environmental Corporation for $63,825, contingent upon review by M. Fitzhugh, legal counsel for the County.
Roll call: D. Adcock – yes; J. Davison – yes; H. Wetters – yes; M. Gray – yes. Motion carried.
Skanska Change Order #0009 – revised $46,811 – M. Gray explained this change order covers the cost of the initial excavation and stock piling of the contaminated soil. The board’s understanding that this cost would also be reimbursed from the County, subject M. Fitzhugh’s review of the document. H. Wetters noted the change order states that it is for the excavation and stockpiling of approximately 800 yards of unsuitable soil. He asked S. Corona if there is additional soil that needs to be excavated, would there be additional charges. S. Corona responded that there would be. H. Wetters noted the change order from Superior Environmental Corp. does not list additional excavation to be covered by the cost; however, J. Armbruster from Superior, assured the board it does cover the cost of additional excavation.
Motion by J. Davison, seconded by D. Adcock, to approve change order #0009 for $46,811 from Skanska contingent upon review by M. Fitzhugh, legal counsel for the County.
Roll call: D. Adcock – yes; J. Davison – yes; H. Wetters – yes; M. Gray – yes. Motion carried.
ANNOUNCEMENTS
Bay County Library System – New Director – M. Gray announced that the contract for the director of the Bay County Library System has been signed. Fredrick Paffhausen will begin as director on October 13, 2004.
Pinconning Branch Opening – M. Gray announced that the new, Pinconning Branch Library will be opened to the public on October 11, 2004 at 10:00 a.m. The dedication for the new building will be held on October 20, 2004 from 5:00 p.m. – 7:00 p.m.
Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 12:30 p.m. Motion carried.
Respectfully submitted,
______________________________ ______________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary