Allegan District Library
Board of Trustees Special Meeting
March 7, 2016
Call to order
This special meeting was called to order at 7:00 PM by President Kiella.
Trustees present: Kevin Huff
Also present: Director Ryan Deery
Devin Erlandson, Assistant Director
Evelyn Lyzenga, Administrative Assistant
Pledge to the Flag: The pledge was said by all.
Excusing of Absences
Motion: Trustee Behm moved to excuse Trustee McLeod; Trustee McDaniel support, passed.
Vertification of Quorum: Quorum is present.
Vertification of Posting: President Kiella asked Administrative Assistant, Ms. Lyzenga, if there was proper posting of this meeting to the Library’s bulletin board; she answered in the affirmative.
Amendments and Deletions to Agenda: There was none.
1. Summary Letter from Legal Counsel, Bond Counsel and Municipal Advisor
Trustee Antkoviak reviewed a letter from Foster, Swift, our Library’s attorneys. The main point he shared was that the federal government has put a freeze on loans over 5 million dollars with the USDA until a new budget is approved. The current budget expires on April 28, 2017, approval could be 6-8 weeks from now. In light of this new situation, the Board held a discussion to consider other potential funding routes. During the discussion the fact was shared that our acceptability to the USDA is solid and all the multifaceted paperwork has been done and approved by the regional USDA office and that the other options would take quite a bit of time and potentially quite a bit of money.
Motion: Trustee Antkoviak moved to continue with the current USDA loan application, Trustee Buese support, passed.
Motion: Trustee Antkoviak moved to make reasonable efforts to undertake any phases of the improvement project that can be reasonably undertaken and to make partial payments to Quinn Evans using funds received thus far from the August 2016 millage; Trustee Huff support, passed.
Motion: Trustee Antkoviak moved to go forward to hiring the Construction Manager with contingencies and phased contract before receiving our funds; Trustee McDaniel support, passed.
2. Review of the ADL Building Committee Workflow Document
President Kiella directed everyone’s attention to this workflow document to have Board approval for the operation of this committee.
Motion: Trustee Huff moved to accept this workflow document for the Allegan District Library Building Committee; Trustee Behm support, passed.
3. Selection of Construction Management Firms for Presentation at Special Meeting on March 9, 2017
President Kiella reviewed a questionnaire for these firms that would be sent out to them before their presentation. He sought input from the rest of the Board for any other questions they might have. Each board member filled out a CM form to rate their first, second, third and fourth choices. The following motion was entered after complying the results.
Motion: Trustee Behm moved to invite Christman, Erhardt, Triangle and Owen, Ames & Kimble to present to the Board on March 9th at 6:00 PM; Trustee Buese support, passed.
4. Review of Director’s Selection Matrix for USDA
Director Deery said that once the Board makes their final decision for a Construction Manager, the USDA requires a matrix detailing why the Board made their decision with a written recommendation. He said it is be forwarded to the USDA regional office architect who will have to approve the Board’s choice. Once approved, the Board can tell the chosen CM firm. Director Deery made a matrix to facilitate this requirement. This met with Board approval and will be sent to USDA the morning after the March 9th special meeting.
5. Checking firm’s references
President Kiella stated that he would call the selected firm’s references.
President Kiella informed the board that the husband of his 1st cousin is the estimator for Christman. He does not believe this to be a conflict of interest. By straw poll the Board members did not feel there was a conflict of interest.
By acclaim this meeting adjourned at 9:07 PM. Next special meeting of the Board is March 9, 2017.