FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

September 27, 2010

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, September 27, 2010.  President Hale called the meeting to order at 6:00 p.m. 

 

            On roll call the following members were present:  Mrs. Cole, Mr. Coziahr, Mr. Hale, Mrs. Herring, Mrs. Humphrey and Mr. Johnston.  Also present were Ms. Falasz-Peterson, Director and Mrs. Geier, Business Manager.   Mr. Lasswell attended via telephone.

 

            M/S/P (Herring/Cole) to adjust the agenda so action items c-0901 and d- 0902 are completed before actions items a-0701 and b-0702.

 

            M/S/P (Johnston/Lasswell) to approve the consent agenda which includes the August board meeting minutes, treasurer’s report and approval of bills.

 

            Treasurer's Report:

GENERAL FUND CHECKING

08/30/10  Balance                                                                                         418,255.87

08/31/10  Interest 185736                                                                                    669.93

09/02/10  Checks issued - Payroll                                                                   (23633.32)

09/03/10  Deposit - Fines, fees, misc.                                                                  218.45

09/03/10  Waste Management payment                                                             (88.18)

09/10/10  AmerenCilco payment                                                                     (2,226.82)

09/13/10  AT&T payment                                                                                    (112.91)

09/16/10  Checks issued - Payroll                                                                  (23,318.13)

09/16/10  Visa payment                                                                                      (303.72)

09/16/10  Deposit - County taxes                                                                  469,143.77

09/17/10  Deposit - Fines, fees, misc.                                                                  657.95

09/17/10  AT&T payment                                                                                    (228.35)

09/23/10  Check issued - Postage for newsletter                                            (1,000.00)

09/23/10  Checks issued - NCPERS Group Life Ins.                                               (64.00)

09/24/10  AT&T payment                                                                                    (170.11)

09/24/10  Deposit - Fines, fees, misc.                                                                  283.76

09/27/10  Checks issued - Bills                                                                      (29,211.76)

09/27/10  Balance                                                                                         808,872.43

 

WORKING CASH FUND

08/30/10  Balance                                                                                         200,319.94

08/31/10  Interest 185701                                                                                    273.97

09/27/10  Balance                                                                                         200,593.91      

RESERVE FUND

08/30/10  Balance                                                                                      2,719,492.55

08/31/10  Interest 185728                                                                                 3,719.37      

09/27/10  Balance                                                                                      2,723,211.92

 

ENTERPRISE FUND

08/30/10  Balance                                                                                           33,839.23

08/31/10  Interest 185698                                                                                      48.27

09/24/10  Deposit - Rent                                                                                      250.00

09/27/10  Check issued - Bill                                                                                  29.40

09/27/10  Balance                                                                                           34,108.10

 

            Ms. Falasz-Peterson reported that she received 48 resumes for the public services librarian position.  She has conducted four phone interviews and plans on continuing with them when she returns from ILA.  She will conduct in person interviews in October.

 

            Ms. Falasz-Peterson informed the board that she has been looking into snow removal companies.

 

            Ms. Falasz-Peterson reported that the draft audit has been received. 

 

            Ms. Falasz-Peterson is finalizing the FY 2011 per capita grant application.  She heard that we should receive the FY 2010 monies by December.                                                                                        

 

            Ms. Falasz-Peterson reminded the board members that are up for reelection that the election petitions are in Mrs. Geier's office.

 

            Ms. Falasz-Peterson informed the board that she has received a meeting notice regarding the East Peoria Opportunity Zone.  The next meeting is Thursday, October 14th at 3:30 p.m. at City Hall.  Mr. Johnston agreed to attend.

 

            M/S/P (Johnston/Coziahr) to adopt Levy Ordinance #10-258.

 

            M/S/P (Herring/Cole) to change the November board meeting to November 22, 2010.

 

            The building committee did not have an official meeting in September, but Mr. Lasswell gave a brief report on a meeting with the city, the city's attorneys, Ms. Falasz-Peterson and the library's attorney earlier in the day

 

            Mrs. Herring reported on ALS news.

 

            M/S/P (Herring/Johnston) to recess at 6:20 p.m. until the attorney arrives.

 

            M/S/P (Herring/Coziahr) to return to regular session at 6:45 p.m.

 

            Attorney Brian Mooty arrived to report on the status of the contracts with PCM+d.  He stated that there has been a significant surge in the process of moving the contract work forward.  Mr. Mooty informed the board that the library would be entering into a minimum of five contracts with as many as 10-15 by the time the project is finished. 

 

            Mr. Mooty stated that the library will have contracts with two architectural firms.  PSA- Dewberry will have a contract for the library's interior design,  a contract for the technology design component and a fixtures and furnishing contract.  The library will also be entering into another architectural contract with PSA Dewberry for the building share that's proposed with PCM+d.  There will be a construction management contract with PCM+d to manage the construction of the library.  PCM+d is under contract as architect for the city and are currently negotiating a construction manager contract for the city's component.

 

             Mr. Mooty explained that because of all the contracts there is a lot of complexity.  He stated that there are two key contracts: the construction manager (CM) contract and the general conditions construction.  These contracts are coordinated together and they have to be sequenced together.  In the library's case, the goal is to have the construction management contract that the library enters into with PCM+d mirror the city's construction management contract with PCM+d.  These contracts will be entered into simultaneously and then PCM+d will agree in both contracts that one of their major responsibilities is to coordinate between the library construction and the city's responsibility of the shared space.

 

            Mr. Mooty reported that PCM+d has responded to comments made regarding the construction management contract and general contingents for the contract for the construction that the bidders will be required to follow.  In addition, PCM+d has also made suggestions to help move the process forward. 

 

     Mr. Mooty stated that earlier today, he met with representatives from the city and PCM+d to go over the construction management contract point by point to make sure provisions are working together and there are no conflicts in language or definitions.  Mr. Mooty reported that Jeffrey Zogby has been identified as the Project Manager for PCM+d.  He will be responsible for administering the construction management component of this project and participated extensively preparing the construction management agreement.  Mr. Mooty was able to clarify several issues about how PCM+d is going to manage the contract but also what the site supervision responsibilities are.  The proposal states there will be one site supervisor for both the city and library, what the site manager's fees are proposed to be and their responsibilities.  A major goal is to make sure we don't pay for something twice. 

            Mr. Mooty reported that there has been 50-60 changes coordinated in the construction management contract.  Mr. Mooty stated that there has been some discussion about the general conditions for the contract for construction, which will clarify what the contractors are being asked to do opposed to the construction manager.

 

            Mr. Mooty stated that there is another meeting scheduled for Monday, October 4 to go through the general conditions for the contract for construction.  He stated there are several points to coordinate on to pull it all together, but most of the language has been agreed to by the three parties.  Mr. Mooty stated that he believes that after the October 4 meeting, the attorneys should be in a position to put together the contracts that can be used by the city and the library for both the general condition and construction management contracts.

 

            Mr. Mooty stated that most of the PSA architectural agreements are in place.  However, they need to be reviewed to make sure they coordinate with the construction management contract.  Mr. Mooty also stated that PCM+d and PSA have already communicated as to which firm is going to be responsible for which piece of the design work with the construction manager looking over it all.  The construction manager will start participating in future design meetings.

 

            Mr. Mooty feels that a full set of documents should be ready for approval by the October board meeting.  He stated that it is important to make sure that the fees paid under each contract, when added together, fits within the library's budget.  Mr. Mooty informed the board that once the contracts have been signed, the construction manager would have a preliminary report and plan ready within 10 days.

 

            M/S/P (Herring/Coziahr) to table the approval of the PCM+d and PSA Dewberry contracts until the October board meeting.

 

            M/S/P (Herring/Coziahr) to adjourn the meeting at 7:00 p.m.