HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 08/08/2013Ames Public Library Board of Trustees
Minutes of the Special Meeting
August 8, 2013
The Ames Public Library (APL) Board of Trustees met in special session on Thursday, August 8,
2013, in Conference Room 135 of City Hall, 515 Clark Avenue, with Bradley, Briese, Budd,
Campbell, Eason, Manus, Meier, and Stow in attendance. Trustee Acker was excused. Library
Director Carey and Construction Advisor Brad Heemstra were also present.
Call to Order: Board President Stow called the meeting to order at 5:30 p.m.
Report of Bids for Window Restoration Project:
Moved by Manus, seconded by Budd, to adopt a resolution receiving the report of bids
submitted in response to Invitation to Bid No. 2013-255 for the Ames Public Library Wood
Window Restoration Project and recommends that the City Council award the contract to
Scott Petersen Construction, Inc., of Tyler, Minnesota, in the amount of $125,860.
The trustees were interested in knowing about the low bidder. Heemstra said he was very
comfortable with Scott Petersen, who was the only person who came to the pre-bid meeting and
who also attended the bid opening. Earlier in the day, Petersen had told Heemstra that he was
working on getting his performance bond and certificate of insurance, and he would like to mobilize
next week.
Vote on Motion: 7-0. Motion approved unanimously. Resolution declared adopted.
Revised Change Order #4 with A&P/Samuels Group:
Moved by Eason, seconded by Meier, to adopt a resolution recommending that the City
Council approve Revised Change Order No. 4 with A&P/Samuels Group, a Joint Venture,
which includes the following items and results in a deduction of $22,714 from the total
contract cost:
• Add $2,832 to cut down existing piers in Youth Services area on the south end of the
building;
• Add $15,128 to demolish and reconstruct an unsalvageable west wall;
• Deduct $65,663 by removing the replacement of the wood windows from the scope of
work;
• Add $8,211 to repair existing brick walls on the south end of the building; and
• Add $16,778 for structural work needed for relocation of the kitchenette in the historic
section.
Heemstra explained that the revised change order would correct a typographical error—the error
had actually been corrected, but it didn’t get corrected before it got onto the City Council Agenda.
Correcting it now will straighten out the amount and will coincide with Change Order #5.
Vote on Motion: 7-0. Motion approved unanimously. Resolution declared adopted.
Change Order # 5 with A&P/Samuels Group
Moved by Bradley, seconded by Briese, to adopt a resolution recommending that the City
Council approve Change Order No. 5 with A&P/Samuels Group, a Joint Venture, which
includes the following contract modifications in the amount of $79,082:
• Add $22,387 for dimmable vestibule and lobby lighting and related equipment;
• Add $14,766 for improvements to the south wall of the 1904/1940 section;
• Add $5,257 for a new door and door hardware in the telecommunications room;
Agenda Item 4
• Add $11,432 for structural repair work to an existing load-bearing wall in a seminar
room;
• Add $1,277 for book drop and study room revisions;
• Add $6,539 to correct existing structural problems in the 1940 gallery and corridor
walls;
• Add $11,532 for replacement of steel columns at the north end of the 1984 addition;
and
• Add $5,892 to connect an undocumented 8” line into the new 15” storm sewer.
There was some discussion about the vestibule and lobby lighting option. Heemstra said dimmable
lighting would suggest that the building is not open, but still reveal it to be an inviting place. Stow
added that the committee liked the idea of having the bike rack area outside the entrance and the
bus stops better lit.
Heemstra explained that the additional $14,766 for the south wall actually represents only a portion
of the cost of the work that will be done. A $30,000 allowance had been included in the budget from
the outset because the architects didn’t know what the condition of the wall would be until the 1983
work was removed. The change order amount is going to be used in conjunction with that allowance
and the full amount will be used to make repairs and ensure that the exposed wall will be attractive.
Discussion followed about some of the other change requests. Eason stated that he likes the idea of
dimming the lights in the lobby; the Journalism Department at the University of Iowa has done that
and he feels it makes a big difference aesthetically and improves safety.
Vote on Motion: 7-0. Motion approved unanimously. Resolution declared adopted.
Stow said it had been noted in the Building Project Committee that from now on, many of the
changes the Board will be asked about will be aesthetic or preferential; work has progressed beyond
the point where many new issues will be uncovered. Future requests are likely to include furniture,
furnishings, or upgrades to computers and technology.
Heemstra said he is pleased the library still has a healthy change order allowance of 7.5%
Eason asked if there were a list of wants. Carey said staff is the process of identifying needs and
wants, especially technology enhancements. She noted that after the proposals come in for the
automated materials handling system at the end of the month, the budget will be better refined.
Stow asked if trustees would be interested in having a half-day meeting with the various staff
committees to talk about what they are working on, ask questions, and offer input. It was agreed that
a meeting should be set up in September or October.
Adjournment: Moved by Manus, seconded by Eason, to adjourn at 5:55 p.m.
Vote on Motion: 7-0. Motion carried unanimously.
The next regular meeting will be on Thursday, August 15, 2013, at 7:00 p.m., in the City Council
Chambers, 515 Clark Avenue.
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Karen C. Thompson, Administrative Assistant Jane Acker, Board Secretary
Agenda Item 4