Board of Library Trustees
Previous Board Meeting's Minutes:
September 30, 2008
Attending: Maureen Lyons, Barbara Burt, Glenn Ytzen, Thomas Colbert, Allan Thoreson, Carole Winkleblack plus two members of the public.
President called the meeting to order at 4:31 pm.
Carole Winkleblack presented the proposal from ASI - Modulex for signage design and fabrication for the new Library. The maximum proposed cost is $48,000.00 which is within the remaining furnishings budget. Tom moved to accept the proposal from ASI - Modulex. Barbara seconded the motion and it was unanimously approved.
Carole explained the process for getting bids on moving the Library. Four companies made a site visit, only Hawkeye North American submitted a bid by the deadline. The bid amount was $24,525.00. $25,000.00 had been budgeted for moving expenses. Barbara moved to accept the moving bid by Hawkeye North American. Tom seconded the motion and it was unanimously approved.
The meeting was adjourned by the Board President at 4:48 pm.
September 23, 2008
Attending: Maureen Lyons, Barbara Burt, Glenn Ytzen, Thomas Colbert, Allan Thoreson, Carole Winkleblack, Jamie Rochleau.
President called the meeting to order at 4:30 pm.
Minutes of August 18 & August 26 th, 2008 were approved with the clarification that the Story Construction line item be added to the August 26 th minutes that the budget has been exceeded by $60,000.
Construction Overview (Jamie Rochleau):
Jamie reported the project is moving along. The south meadow won’t be planted until spring. Carpet is being installed. November 7 th is substantial completion date. Jamie reported that the Story Construction fee has increased over original estimate since the project has continued on for 17 months when it was supposed to be 15 months long.
Construction Bills and Operating Bills Approved:
Jamie reviewed the current construction bills totaling $327,438.41. Maureen moved to approve the bills. Barbara seconded the motion and it was unanimously approved.
Change Order Report:
The original change order budget has been exceeded by $20,000. Jamie reviewed change orders approved by Carole. They are CK-026, CK-113, CK-120, CK-109, CK-112, and CK-108. Two new change orders were presented: #114 to put solid surface sills in the rotunda at a cost of $1,254 and #128 for counter flashing at a cost of $749. Barbara moved to approve the change orders. Tom seconded that motion and it was unanimously approved.
Other Agenda Items:
1. Carole informed the Board that RFP’s have been sent out for the moving companies to do the move from the old to the new library. Proposals are due next Monday, September 30. The Board will meet that day to select the moving company.
2. One company submitted a proposal for signage by the deadline September 22. ASI- Modulex from Grinnell submitted a request for qualifications. We will vote whether to approve this at the next meeting on September 30th.
3. Carole distributed a copy of the acknowledgement of the donation of CD’s by the family of J.W. Reginald Scurr . Barbara moved we accept this gift from the Scurr family. Tom seconded the motion and it was unanimously approved.
4. Carole discussed her meeting with Mike Schlesinger regarding the Times-Republican idea to print a user’s guide for the new Library available by December 22nd. The Board was in favor of this proposal. Extra copies will be available at the Library.
5. Sandy Gowdy is organizing a book brigade to move the large type collection as a symbol of the move. The brigade will be from 4:30 to 5:00 pm on Friday, November 21, the night of the Holiday Stroll. 250 bags could be printed at a cost of approximately $750 with the library logo on a reusable bag.
6. The proposed meeting room policy was discussed. The Board was in favor of the parameters set up.
A special Board meeting will be on September 30th.
The meeting was adjourned by the Board President at 5:50 pm.
Past Board meeting minutes are available by request at the Marshalltown Public Library.
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