Board of Trustees

MANCOS LIBRARY DISTRICT

BOARD OF TRUSTEES

SPECIAL BOARD MEETING

June 24, 2009

9:00a.m.

211 W. First St.

Mancos Public Library

Minutes

I. Call to Order

Meeting called to order at 9:16

1. Roll Call

Bob Wilson, Robin Strother, Betty Janes, Patsy Smith, Clara Martinez.

1. Discussion items

1. 1. Landscaping – irrigation

Provide and install blow off and backflow preventer:

1. 1. 1. Provide and Install 375’x 1.5” mainline for sprinklers
      2. Provide and install 3-185’ x1” pipes for future use
      3. Provide and install 1-375’ x 1” pipe to farthest planter for future use

Jack recommends waiting until the sprinkler system is installed before we install the backflow preventer.

Anti Weed mitigation: Ryegrass broadcast workday to be planned for July. Patsy and Betty will head project.

1. 1. Construction updates

Minor issues with locks and keys, locksmith will return to finish. Toilets are working, but marginal. The Engineers needs to give us direction regarding what needs to be added, perhaps a water pump and pressure tank. Portable toilet will be on property until the end of the week. Commissioning is moving forward, will probably occur the first week of July. Outlets need to be relocated as the furniture is being moved in, Jack has it set up. The sign guy knows where the process is and will finish when the construction is finished. Additional casework in the staff room finished, fireplace is finished, fan switch is being worked out to manage 7 fans. Styrofoam pellets (sips material) are dripping out of the ceiling in the NW corner of the large room, this didn’t start until the air system was turned on, Jack is going to mitigate this week. Jen from Ambient Energy identified issue of task lighting for staff and pursuing the credit for LEED.

Electrician is moving outlets around, if MPL can pay electrician directly it will be helpful for Jaynes. Lights are working for now and can be adjusted as needed in the future with Durango Electric. Jack has told Mancos Town project is finished. All Jaynes is signed off, Library to follow up with town and building inspector. Floodplain certification will occur at the end of this week.

1. 1. Opening information

Tuesday June 30^th, 11:45 for Lunch for select visitors. Clean up at 12:30.

Everyone to move outside and ribbon to be put on door. Harp music to start at 12:45.  Ribbon Cutting Ceremony starts are 1:00. There will be speakers and then Bob Wilson will speak and then Julia will give instructions about ribbon cutting and building entry. Board member and Patsy will cut ribbon.

1. Adjournment

Meeting adjourned at 10:16.

Next meeting scheduled July 30.

MANCOS LIBRARY DISTRICT

BOARD OF TRUSTEES

SPECIAL BOARD MEETING

June 16, 2009

2:00p.m.

211 W. First St.

Mancos Public Library

MINUTES

I.   Call to Order

Meeting was called to order at 2:08p.m.

1. Roll Call

Bob Wilson, Robin Strother, Mike Frisoni, Patsy Smith, and Jack

Stuart (guest) were present.

1. Action items

1. 1. * Approve new construction change orders and final total

estimate

Robin moves and Mike seconds to approve the current potential

change orders and an estimated total for the Jaynes’ contract of

$2,515,000.  Motion passed.

1. 1. Handyman jobs for old and new library

The new shelving in the storage areas at the new library will be

approximately $1,500, with additional costs for repairs at the old

library.

1. Discussion items

1. 1. Construction updates
      • An update on the “street improvement” approval by the Town of Mancos was presented.  This will be on the Town agenda for the June 24, 2009 meeting.
      • Robin moves and Bob seconds to give Patsy the authority to pay up to $2,000 for flood plain certification, which is required by FEMA.  Motion passed.
      • Jack presented information about the grading discrepancy based on comments from Chris Wilbur.  Jack talked to the architect and Jack recommended not to pursue it.
      • Jack discussed all of the items that are currently being done.

1. 1. Commissioning Report discussion

The Commissioning agent was here last week for testing and he

will the do the inspection the week of June 22.

1. 1. Landscaping discussion

Z Excavation will give quotes for trenching in the main irrigation line

and for topsoil.

1. Adjournment

The meeting was adjourned at 3:00p.m.

MANCOS LIBRARY DISTRICT

BOARD OF TRUSTEES

REGULAR BOARD MEETING

June 4, 2009

Minutes  6:00 p.m. at the Mancos Public Library

I. Call to order

Il. Roll call

III. Amendments to the agenda

Move 7C to 9C and add 7C Vote to approve two additional June construction bills. Add Landscaping Strategy to New Business D. Add LEED Commissioning Status to Building Report

IV. Minutes of the previous meetings for action

1. May 7, 2009 regular meeting
2. May 26, 2009 special meeting

Robin moves to approve the May 7^th and May 26^th minutes, Mike second’s, all in favor, none opposed, motion carries.

V. Recognition of visitors

No visitors.

VI. Correspondence

No Correspondence.

VII. Financial reports

1. *  Approve May bills and financial reports.
2. *  Approve payment of Jaynes Construction May invoice
3. Vote to approve two additional June construction bills.

Mike moves to approve May bills, Jaynes invoice  and additional June construction invoices.  Betty seconds, all in favor, none opposed, motion carries.

VIII.     Report of librarian

1. Kate wrote a grant to the Colorado State Library and was awarded $175 for the 2009 Summer Reading Program.

1. June programs include:

• • Kim Sheek will present a series of adult Artist Trading Card classes on June 2^nd, 9^th , and 16^th, and July 7^th;

• • Emily Easton will present a storytelling program for adults on June 25^th;

• • Open Mic night is June 18^th at the Bakery;

• • Rennasaince Faire:  June 27 – 28;

• • The Summer Reading Program will begin June 10^th with a Grossology program on June 17^th – the kid’s will make a cardboard box town, and June 24^th will be the San Juan Mt. Assn. River Time.  The reading contest will continue all summer.

1. Charlene and I will be attending a CLiC workshop on “Conflict: Getting Caught in the Middle” on June 3, 2009 at the Rawlings Library in Pueblo.  This is the next to the last workshop in the Supervisory Training Program that I began in 2007.

1. I will compile the financial information for the 2008 audit for Heidi Trainor in June.

1. I gave a tour and presentation to”Leadership Montezuma” of the old and new library on May 14^th.

1. Victoria and I will give a presentation to the Masons’ on the new library building project on June 16^th.

1. The staff and I are excited about this transition time as we begin the move to the new library!

IX. Reports of officers and committees

1. Building project report

1. Matt was here on May 21 to perform the architect punchlist.  Jack will let Susan know when the punchlist items are complete and then Jaynes will formally notify Matt and Patsy that they are done. Generally the architect will come back to check on things, but they would like to wait until the opening. Jaynes may take pictures and then walk with Patsy, Bob, Robin and/or Mike for an on-site inspection.

1. Prime Contract Changes:

#005:  Add South Plaza

Total: $ 30,000 (NTE)

Revised contract amount: $ 2,502,373

1. Potential Change Orders:

# 29: Misc. electrical changes – $876

# 30: Winter conditions/temporary heat allowance – ($9,056)

# 35: Hardware keying (estimate only) – $1,000

# 38: Alley subgrade soils – $4,480

# 41: Add clear floor panel – $550

# 042: Add tile bullnose trim at toilet accessories – $645

#043: Add countertops in Staff Area (estimate only) – $2,500 (* note that

one countertop has been deleted, so this amount will be significantly less)

#044: Add bracing on east overhang- $2,278

#045: Revise microwave cabinets – $500

#114: CPR#16 – Add ceiling fans – $4,749

Total: $8,522

#033: Drywall at children’s room ceiling – $1,795

#034: CPR#26 – Add exterior library signs – $1,408

#036: Exit devices on interior vestibule doors – $3,538

Total Contingency: $70,000

Approved changes deducted from contingency to date: $62,783

Potential Change Orders: $8,522

Balance owed on Contingency: $1,305

4.  Asphalt paving grading – the budget is $5000 and the actual costs were $3190, there will be a credit for $1810.

5.  The Fire Alarm system is in operation.

1. Susan is checking into the projection screen and lockers this week.
2. There are three reports from Western Technologies in May
3. Timeline:

Finish date: June 3

Commissioning and testing: May 4 – June 2

Install shelving: June 8 – 12

Move books: June 14

Install furniture: week of June 14^th

Opening Ceremony: June 30^th

A. 1 LEED   Commissioning Status.

Mike reports on commissioning process: Seal of the plenum floor was complete, no modifications. The air quality test was positive–no flushing required. The lighting needs to be signed off. The program is programmed with on and off time for all of the rooms. Library needs re-programming to have a manual override installed to adjust lighting controls. Patsy will work with electrician. Hot water needs adjustment to not scald, toilets need adjustment. Air sensors and air flow need adjustment. Sustainability room needs air return.

Capital Campaign report

1. The Library received nine donations in May for a total of $1,875.00.

1. The total for our local capital campaign donations to date is $ 278,176,

1. The Friends will place the first order of bricks the first week of June.

1. The Naming Quilt will be complete for the opening of the library.  We are still taking donations for the quilt squares at $25 each.

1. Donor Wall Report

Robin moves to make $5000.00 budget available for the donor wall project. Betty seconds, all in favor none opposed. Motion carries. Design job will be put to bid to comply with library by-laws.

X. New Business

A.   Moving information and schedule

Old library closes after June 6^th. Moving will take place after June 7^th.

Community Book Move will take place on Sunday the 14^th.

B.  Donor name plates

Names of donors for objects which have been gifted need to be arranged. Robin likes Cortez Rec Center signage. Patsy will go look at those.

C.* Projector screen

Robin moves to give Patsy authority to proceed with Jaynes to procure projector screen and staff librarian lockers not to exceed $5000. Betty second’s, all in favor, none opposed. Motion carries.

D. Landscaping Strategy

Betty brings up the issue of weeds taking over due to no landscaping and the stop-gap strategy of planting grass in the interim before we have budget for the landscaping. Robin agrees that it needs to be attended to soon before we are overrun with weeds. Bob offers to donate rye grass to library. Betty will contact SW Seed to find out the procedure for planting seed. Patsy will find out if a team of staff can plant seed during the closed time.

XI. Old Business

No old business

XII. Public Comment

No Public

XIII. Adjournment

Robin moves to pre-approve the June operating cost bills now in order to not have to have a second June meeting. And, have a special meeting for the last Jaynes bill. And, then go back to the last Thursday of the month meetings on July 30. Betty second’s, all in favor, none opposed, motion carries.

Mike moves to adjourn, Robin second’s, all in favor, none opposed, meeting adjourned at  7:55.

NEXT MEETING: Special meeting TBA, Regular meeting July 30 at the new library.