SPECIAL TRUSTEE BOARD MEETING

Minutes

Friday, September 4, 2009

The meeting was called to order at 12:00 noon pm by Blaine Robertson, chairman. Board members present were Blaine Robertson, Gordon Timothy, Henry Benavidez, Jeniel Facer, Pam Beard, and Judy Dewey, secretary. Also present was Jared Peterson representing CRSA.

Award of Construction Bid

The first item of business was discussion regarding awarding the bid for construction of the addition and remodel of the library. Jared brought up the matter of the roof. If we want the foam roof, the library will not be finished until 2011 because a foam roof can only be applied during hot, dry weather. If on the other hand, we will settle for the membrane roof, the library will be finished late summer 2010. One issue discussed is that the current roof is a foam roof, guaranteed by Shirley Roofing, which guarantee would only continue if Shirley Roofing were to do the repairs after the remodel is completed. The roof on the addition would be guaranteed by the contractor for one year and 20-25 years by the manufacturer. Leaks where they will join could be a problem if one guarantor claimed it was the other’s roof that was leaking. The decision was made to go with the membrane roof on both the old and new portions, complete the library in 2010, and have one guarantor for one roof.

Upon Gordon’s motion and Pam’s second of the motion, the bid of $2,269,719 was awarded to the low bidder, Bateman-Hall Inc. of Idaho Falls. All votes were in the affirmative. Judy was asked to write a letter to them informing them of the award.

In connection with the start of construction, Judy was asked to inform the person wanting to move the Beehive Facility house that it must be gone by September 11, 2009, which is the day before the ground breaking.

A pre-construction meeting with the contractor and the sub-contractors is scheduled for Tuesday, September 15^th, at 2:00pm at the library.

Jared pointed out that as construction ensues communication is to be as follows:

1.       The board and the director will communicate with the architects. The architects will communicate with the general contractor.

2.       The contractor will communicate with the architects who will relay matters to the board and the library director.

3.       Sub-contractors will communicate with the general contractor.

Weekly meetings with the architects, contractors, library director, and any board members who wish to attend are tentatively set for Wednesdays at 11am.

Construction Budget

Gordon moved and Henry seconded the motion to add one item of business to the agenda. All voted in favor. Blaine would like to approach the school district and talk with them about the library acquiring some of the junior high school property adjacent to library property. Such additional property could be used for parking and future expansion.

The meeting was adjourned at 1:02 pm upon Gordon’s motion.