MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

SPECIAL BOARD MEETING

April 26, 2006

Ella Jane Martini, Chairperson, called the Special Board meeting of the Bay County Library System Board of Trustees to order at 5:58 p.m. on April 26, 2006 in the Community Room of the Alice and Jack Wirt Public Library. 

Roll call present:  Derald Adcock, Don Carlyon, James Davison, Mark Kaplenski and

                             Ella Jane Martini

Other:                   Georgianne Adcock, Kevin Ayala, Dave Clark, Linda Heemstra,

                             Marilyn Kaeckmeister, Steve List, Mary McManman, Mark Oetting,

                             Sheila Pearsons and Eileen Schulz

OPEN TO THE PUBLIC

No public input.

OLD BUSINESS

South Side Branch Design – Dave Clark, architect from Fishbeck, Thompson, Carr & Huber, discussed the project of the South Side Branch construction project as it was depicted in June of 2000.  He pointed out some of the highlights that were planned for the building at that time, which included adding the Bookmobile and its staff.  With these designs the Library board then directed FTC&H to proceed with construction documents, which were approximately 60% completed before the project was placed on hold.  Skanska, the Construction Manager for this project, projected the cost for this design at $1.36 million.  He recalled, the cost estimates for South Side were presented the same time as those for Central were, and at that time, Library board trustees asked the architects to present alternate designs for the South Side Branch in an effort to reduce the budget.  FTC&H brought back to the board several different design options ranging in cost from $112,000 to $1,106,247.  By reducing the landscape allowance; choosing less expensive exterior material; scaling down the quality of the interior finishes; reducing some of the electrical systems, etc. resulted in option D and was estimated at a cost of $1.1 million.  Since these estimates were presented in 2002, there has been an increase in building materials.  Mark Oetting supplied a more accurate estimate based on today’s prices, for an example the option ‘D’, priced at $1.36 million in 2002, is now estimated at $1.78 in 2006.

Kevin Ayala stated there is $742,000 in the budget for the bricks and mortar cost of South Side, which was set back in 2002.  Trustees discussed whether there is any remaining contingency of the completed projects.  K. Ayala responded that there is approximately $150,000 left from the overall project contingency.

Ella Jane Martini stated, that based on the design being discussed this evening, there would be very little of the original building left; she suggested it may be more economical to build a new Library.  Both D. Clark and M. Oetting agreed with her, based on the renovations that took place with the Auburn and Sage Branch buildings and the condition of the current building of the South Side Branch Library. 

Jim Davison commented there would be legal requirements to meet first, which most likely would not be completed by year end, if the Library decided to construct a new building on the existing site.

D. Clark suggested that it would be beneficial for the Library staff and Trustees to determine exactly what they see the South Side Branch Library offering to the public.  It may well be the Library could be made smaller and still fulfill the needs of its patrons and staff. 

Don Carlyon asked the staff, in regards to the size of the current building, if it would be more practical to build smaller, stay the same size as it is today, or build a larger Library.  Sheila Pearsons responded that she does not believe she would recommend a larger building however looking at the circulation statistics for March, even with the Lafayette Bridge closed and the Wirt Library opened, South Side Branch circulated 200 more units than the same time last year. She believes that the collection could be downsized and still serve the South Side patrons, but would not recommend downsizing the size of the building too much as it is very crowded in the current building.  S. Pearsons pointed out, that when plans for the South Side Branch were first discussed, it had been determined then, that it would not duplicate services and collections that are being offered at the Wirt Library but rather be more focused on a quick service type Library where the collection would be made up of mostly Best Sellers, current materials etc., where patrons could park close to the building, pick up their materials and be on their way.  Patrons have stated many times that this type of quick service they find at the South Side Branch, is what they like most.

After further discussion trustees directed the architects to bring back preliminary designs of a smaller building and one designed at the size of the current building.  A tentative meeting schedule was set for either May 16 or May 17.  In the meantime, trustees will meet with staff to determine what a branch needs to offer to the public, what features, etc. that they would like to see.

ADJOURN

Motion M. Kaplenski, seconded by J. Davison, to adjourn the meeting at 7:00 p.m.  Motion carried.

_____________________                                          _______________________

Derald Adcock                                                           Eileen Schulz

Secretary/Treasurer                                                     Recording Secretary