SPECIAL BOARD MEETING
Allegan District Library
August 4, 2011
The meeting was called to order at 7:00 p.m. with all Trustees and Director Perrigo present.
President Kiella set forth the agenda for the meeting:
1. Policy and Guidelines for Requests For Proposal
2. How do we want to create job specifications?
3. What is the role of the Facilities Committee?
Additional questions for discussion would include the following:
1. How do we specify when we don’t know exactly what needs to be done on each job?
2. Should we hire someone to help us with our specifications?
3. How does the board wish to be informed on policy?
Trustee Browne felt that the board should entrust the Facilities Committee to bring recommendations back to the board. Discussion followed: Trustee Browne pointed out that while companies usually have a Facilities Manager in house to guide them through these matters, we may be best served by hiring an independent party for this purpose. The policy of having the specifications prepared by an independent party will avoid the appearance of a conflict of interest should the firm hired to create the specifications also become a bidder on the project. Hiring Michigan Township Services (or a similar entity) was suggested as a neutral source of assistance.
Action: Moved by Trustee Browne, supported by Trustee Watts, that we ask the Facilities Committee to study and recommend policies and guidelines for all future work to be done. Motion carried.
Facilities Committee will oversee posting of request for bids in the newspaper by Director, for this present job, with a limited time frame for obtaining bids (one week). Director will contact the four contractors who gave initial bids and explain that we now have standardized criteria for bids so that they may adjust their bids accordingly. It was felt that we should run this ad immediately for the current soffit job. Trustee Jerkatis will put together a descriptive list of Project Details for the bid notice (RFP).
The trustees concurred to take up the question of the mechanism for awarding contracts for action at a later meeting.
The trustees concurred that a Waiver of Liens would be an important inclusion in both the soffit job and the new policy.
Meeting adjourned at 7:31 p.m.
Carol B. Garofalo, Secretary