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HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 01/09/2012Ames Public Library Board of Trustees Minutes of the Special Meeting January 9, 2012 The Ames Public Library (APL) Board of Trustees met in special session on Monday, January 9, 2012, in the Dale H. Ross Board Room at 515 Douglas Avenue with Bradley, Budd, Campbell, Luckett, Manus, Meier, Rawlins, Schill, and Stow in attendance. Library Director Art Weeks and Assistant Library Director Lynne Carey were also present. Library Architect Jeff Scherer participated telephonically. Call to Order: Board President Luckett called the meeting to order at 7:00 p.m. Resolution on Construction Delivery for Library Renewal Project: Trustee Manus said the committee started with the resolution the architect had provided and made some changes. Most importantly, in the first paragraph they expanded the opening sentence to address timely completion of the project and use of a general contractor. In the second section, they eliminated some of the details about the selection of the qualified professional because they prefer to let staff work on that with Scherer’s guidance, but added language stating that once the selection is done, the scope is established, and the cost is determined, the information will come to the board for review. Manus said the committee decided not to include a dollar amount in that section, either, since the matter will come back to board anyway. Scherer was in accordance with the committee’s thinking, but pointed out that he had provided a cost estimate of one percent (1%) for the qualified professional and suggested that they continue to use that number in the budget. During discussion, there was clarification that: the word “timely” in the first paragraph did not refer to any precise timeline, but that Scherer understood that time was of the essence and there is expeditious completion of the project in the contract he discussed with the city attorney; the board did not intend to get deeply involved in the project or micro-manage at every step along the way; “general contractor” is not a delivery method -- rather, it describes who carries the method out – so the term “single prime bid” (the descriptive language for the document for issuing the bid) would be used instead; the contract for Phase II will direct the architect to identify the scope, delivery method, project scope and direction, all restrictions and responsibilities, so it was not necessary to include that information in the resolution. Moved by Stow, seconded by Campbell, to adopt the following resolution: Whereas the Board of Trustees, Ames Public Library, desires to: Minimize the risks associated with the construction of the renovation and addition to the existing library, maximize the benefits of the project budget of Twenty Million Dollars ($20,000,000.00), and ensure timely completion of the construction project within budget by deploying a Single Prime Bid delivery method. Provide the staff of the Ames Public Library with professional assistance in the execution of their duties associated with the Owner-Architect Agreement and the Owner-Contractor Agreement. Proceed as expeditiously and professionally as possible with the completion of the design and contract documents so that the project can benefit as much as possible from a timely bidding. Continue in the relationship with the architect for Phase I of the project. Therefore, the Ames Public Library Board of Trustees hereby resolves the following: 1. Direct the Ames Public Library staff to develop, in collaboration with the architect for the project, Meyer, Scherer & Rockcastle, Ltd., a list of the duties and responsibilities for the administration of the project as will be required by the Owner-Architect Agreement and the Owner-Contractor Agreement. The Library Board understands that the cost of the time required by the architect to work with the staff is included in the current Phase I Owner-Architect agreement. 2. Based on this list of duties, complete the negotiation with Meyer, Scherer & Rockcastle, Ltd. for the Phase II Agreement, in accordance with this resolution. 3. Proceed with the selection of a qualified professional in an advisory capacity to provide assistance with the APL construction management duties and responsibilities that the staff of the Ames Public Library is required to provide. The Library Board will determine, once the selection process, scope of work, and cost is established, the level of involvement it wishes to have in the final selection and deployment of this professional advisor. Furthermore, the Board of Trustees, Ames Public Library, hereby resolves to: Direct the Architect to prepare the Contract Documents based on a Single Prime Bid delivery method for the construction of the renovation and addition to the existing library. Be it known that the Library Board reserves the right, subject to discovery of evidence and bidding conditions during the preparation of the Contract Documents, to reconsider this recommendation. Vote on Motion: 8-0. Resolution adopted unanimously. Luckett said the entire board very much appreciated Scherer taking time out of his vacation to help them out. In turn, Scherer complimented the trustees for their thorough deliberations. Trustee Comments: Manus thanked everyone for their time and assistance on this. Campbell said he felt all had done a good job. Schill said his kids are excited about having more library computers. Budd also expressed thanks to everyone for helping. Adjournment: Moved by Campbell, seconded by Rawlins, to adjourn at 7:26 p.m. Motion approved unanimously. The next regular meeting will be on Thursday, January 19, 2012, at 7:00 p.m., in the City Council Chambers, 515 Clark Avenue.