MINUTES OF THE
BOARD OF TRUSTEES
SPECIAL BOARD MEETING
Ella Jane Martini, Chairperson,
called the Special Board meeting of the Bay County Library System Board of
Trustees to order at
Roll call present: Don Carlyon, James Davison, Mark Kaplenski and Ella
Jane Martini
Excused: Derald Adcock
Other: Kevin Ayala, Linda Heemstra, Marilyn
Kaeckmeister, Steve List, Fred Martini,
Mark Oetting, Paula Pashak, Sheila Pearsons,
Eileen Schulz, Linda Smith,
Denise Trudell, Kurt
Welch and Sarah Wohlschlag
OPEN TO THE PUBLIC
OLD
BUSINESS
South Side Branch Design – Kurt Welch, architect from Fishbeck, Thompson,
Carr and Huber, began the discussion by recapping from the last design meeting
where design schemes ‘A’, ‘B’ and ‘C’, were discussed and it was determined
that ‘B’ and ‘C’ were not financially acceptable. Architects then looked at Scheme ‘A’ and
although this plan fit closer to the budgeted amount for South Side, Scheme ‘D’
was created, using more of the existing footprint of the building; leaving the
public bathrooms in their present location, increased slightly to be in compliance
with ADA requirements. The side entrance
will remain, with windows replacing the existing main entrance; a smaller
circulation desk is featured; two administrative offices will remain along with
the current mechanical room; a staff restroom has been enlarged for
K.
Welch suggested the possibility of reusing the current HVAC system, in an
effort to save some money on the renovations.
Trustees discussed this possibility but determined as these units are
approximately 10 years old it would not be beneficial to keep.
Kevin
Ayala explained that the original budget for the South Side Library was at $1.2
million, with some of this money already spent on the initial design and site
preparation, $1.1 million remains in the budget. D. Carlyon commented that it is his concern, as
he is aware of the necessity to work within a budget and also that this renovation
project is intended to last over the next 40 some years, that by comparing the
cost of schemes ‘C’ at $1.2 mil and ‘D’ at $1.033 mil, it equals out to
approximately $4,000 a year more to do significant renovations compared to only
doing the minimal. He does not want to
start out with the building the library currently has only to end up with the
same building. E. J. Martini agreed;
stating she is not in favor of reusing the current HVAC system as they are
already 10 years old. She is aware of
the need to be careful of the cost of the renovations, but agrees with D.
Carlyon that when the South Side Branch Library’s renovations are complete,
they should have the same classy style the other branches do.
Trustees
discussed the ‘sources of revenue’ listed on the Construction Project Cost
Estimates and GMP’s spreadsheet. K. Ayala responded there is the money which
has been anticipated would remain after the projects are complete. Trustees could determine whether some of this
money could be used for the South Side Branch construction project to increase
that budget to $1.3 or $1.4 mil. If the
pledges all come in, trustees could decide to add an additional $200,000 to the
South Side construction budget, increasing it to $1.4 mil for the project. He cautioned that by making this decision it
would obviously reduce the funds available for future repairs, equipment
replacement, etc. E. J. Martini
commented that if the board decided to transfer $300,000, less than half of
this money, and add it to the project, there would still be $500,000. K. Ayala concurred.
Linda
Heemstra suggested that a closer look be taken at each of the line items to
determine whether the amount designated in each is truly necessary. Trustees discussed reusing shelving, some
furniture, etc. A comment was made by
staff that the Circulation Desk is too large for this building and could be
pared down some.
The
question was asked what the cost would be if a garage was added on as shown in
design ‘D’ but with the building being renovated to scheme ‘C’. L. Heemstra commented whether it would save
the cost of changing the interior of the garage in order to incorporate the
bookmobile into the existing building.
Architects believed it would be possible but pointed out there is still
the expense associated with adding a garage to the current structure for
additional roofing, roof structure, exterior wall, exterior finish, etc.
Mark
Kaplenski agreed that a comparable building needs to be constructed; stating
taxpayers have approved the project and it needs to be delivered as promised.
After
further discussion, trustees were in agreement to approve scheme ‘C’ with the
alternate for a bump out for the bookmobile.
Also, it was agreed there is no need to divide the program room or to
move the public restrooms. The budget
will be set at $1,494,000, by adding an additional $300,000, leaving a
remaining of about $1.4 mil to use on the renovations of the South Side Branch
Library.
Motion J.
Davison, seconded by D. Carlyon, to approve Scheme ‘C’ with the alternate of
the bump out for the bookmobile. Roll
call: D. Carlyon yes; M. Kaplenski –
yes; J. Davison – yes; E. J. Martini – yes.
Motion Carried.
E.
J. Martini commented once these designs are brought back to the board, trustees
will approve the transfer of the money at that time. K. Welch anticipates these plans may be ready
in approximately two weeks. J. Davison
requested that he be able to bring back the architect’s fee at that time as
well.
OTHER
Summer Reading Program – Staff shared that the Summer Reading Program is going
very well; Wirt Library alone has signed up over 1,300 participants; some
decrease has been noted at the South Side Branch but staff believes it is due
to the bridge being closed all summer.
Bookmobile and Sage Branch have seen increases as well.
NEW
BUISINESS
Library Beverage policy – Trustees directed that before this policy becomes
effective additional waste baskets will be purchased and placed throughout the
Library. It was noted the Library’s Code
of Conduct would also need to be changed to reflect the new Beverage Policy.
Motion
by J. Davison, seconded by M. Kaplenski, to approve the second draft of the
Library Beverage Policy. Motion carried.
It
was understood by all trustees this Beverage Policy would become effective on
OTHER
Subpoenas – E. J. Martini stated that it is her understanding there may be staff
served with a subpoena and explained that if they are, they should be aware
that the Library carries legal coverage for them. E.
Motion
by J. Davison, seconded by D. Carlyon, to authorize the attorney to contact the
former Director to retrieve the Library’s records.
Motion carried.
Statue for the
Motion M.
Kaplenski, seconded by E. J. Martini, to approve the donation of the statue, Wondrous Words, location to be
determined. Motion carried.
ADJOURN
Motion J. Davison, seconded by M. Kaplenski, to adjourn
the meeting at
_____________________ _______________________
Mark Kaplenski Eileen
Schulz
Trustee Recording
Secretary