Regular Meeting Minutes – January 15, 2020

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Board of Trustees 

of the 

Huntley Area Public Library District 

Minutes of the Regular Meeting 

January 15, 2020 

 

 

CALL TO ORDER: 

A Regular Meeting of the Board of Library Trustees was held on January 15, 2020 in the Program Room of the Huntley Area Public Library District, 11000 Ruth Road, Huntley, IL 60142President Budzynski called the meeting to order at 5:30 p.m. 

 

ATTENDANCE: 

Trustees Present:  Chris Budzynski, President; David Novalinski, Vice-President; Sean Cratty, Treasurer; Shannon McKibben, Secretary; Marjorie Smith and Leslie Threadgill-Smith 

Trustees Absent:  Vito Benigno 

Also present were:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Head of Circulation and Outreach Services; Sergio Ramos, Head of Maintenance; Alison Andrews, Wold Architects and Engineers; Walter Hadeler, Gilbane Building Company; Thomas Leonard, Gilbane Building Company 

 

PUBLIC COMMENTS: 

There were no public comments. 

 

REGULAR BUSINESS: 

APPROVAL OF THE MINUTES: 

Vice-President Novalinski moved and Treasurer Cratty seconded that the Board approve the minutes of the Regular Meeting held on December 18, 2019 as presented.  On a voice vote, the motion carried. 

Vice-President Novalinski moved and Trustee Threadgill-Smith seconded that the Board approve the minutes of the Executive Session held on December 18, 2019 as presented.  On a voice vote, the motion carried. 

 

FINANCIAL REPORT AND CHECKS: 

Secretary McKibben moved and Vice-President Novalinski seconded that the Board approve the Income/Expense Report and Transaction List for December 2019 as presentedRoll call votes were:   

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

MONTHLY INCOME-EXPENSE REPORT: 

The Library Board reviewed the Income/Expense Report-December 2019 and there were no questions. 

 

LIBRARY DIRECTOR’S REPORT: 

Director Novak reported that an invitation only Groundbreaking Ceremony is scheduled for Wednesday, February 19th at noon.  The February Regular Monthly Board Meeting of the Board of Library Trustees will follow the Groundbreaking Ceremony at 1 p.m.  The Municipal Securities Rulemaking Board requires annual bond filing through the Electronic Municipal Market Access (EMMA) platform.  Chapman & Cutler, the library’s building project bond counsel, will file the required standard statements with EMMA at a cost of $1,750.  Prior to the demolition of the trailer, there will be a required asbestos inspection for $2,800.  Demolition is tentatively scheduled to begin on March 9thThe Huntley Area Administrators Round Table (HAART) has scheduled a joint board event on May 11th at 7 p.m. at the Cosman Center.  More information to follow.  Director Novak will be meeting with a firm that provides topography services during the construction of the building program.  This photography would be done for purposes of monitoring construction and providing location services post-construction at a cost of $12,400.  The Board was not interested in pursuing this service.  The retreat will be on Saturday, February 1st from 8 a.m. to 1 p.m. in the North Room of the Park District’s Cosman Center.  Topics for discussion so far include Building Project Update, Groundbreaking Ceremony, Public Relations Policy, and Outdoor Signage. 

 

COMMITTEE REPORTS: 

POLICY:  There was no report. 

FINANCE:  There was no report. 

FACILITIES:  There was no report. 

FRIENDS FOUNDATION:  Presented by KampwerthThe Friends Foundation raised $59,079 last year and made a $45,000 donation to the library.  The Giving Tuesday Annual Plea has raised just under $5,000 to date.  President Budzynski thanked the Friends for their continued support of the library on behalf of the Board and library staff.  The Baubles and Bling Fundraiser is scheduled for February 1st and the Culver’s Fundraising Night in Huntley is scheduled for March 31st.   

 

NEW BUSINESS: 

DISUSSION AND APPROVAL OF CONSTRUCTION BIDS: 

Walter Hadeler, of Gilbane Building Company, presented that the building project is currently $128,410 over budget with $516,000 worth of trade allowances.  The construction bids need to be approved so that Gilbane Construction Company may begin signing contracts with the bidders.  Alternates do not need to be accepted at this time.  Mr. Hadeler handed out a letter from Gilbane Construction Company with recommendations for awarding contracts, based on the bids received, for the new addition and renovation project.  Gilbane Construction Company has “reviewed the bids with each firm and confirmed that they appear to understand the scope, schedule, and requirements of the work.  Each firm was pre-qualified for this work and has successfully completed similar work on other projects.  We recommend approval of their bids as the lowest responsible bids”. 

 

Treasurer Cratty moved and Vice-President Novalinski seconded that the Board approve Bid Package 02A – Building & Selective DomolitionJohler Demolition for $186,225.  Roll call votes were:   

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

Secretary McKibben moved and Treasurer Cratty seconded that the Board approve Bid Package 03A – Cast-in-Place Concrete – Abbey Paving & Sealcoating for $476,450.  Roll call votes were:   

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

Vice-President Novalinski moved and Treasurer Cratty seconded that the Board approve Bid Package 04A – MasonryJimmy’Z Masonry for $239,267.  Roll call votes were:   

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

Secretary McKibben moved and Treasurer Cratty seconded that the Board approve Bid Package 05A – Structural & Misc Steel – TA Bowman for $292,200.  Roll call votes were:  

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

Treasurer Cratty moved and Vice-President Novalinski seconded that the Board approve Bid Package 06A – General Trades – Shales McNutt for $3,060,236.  Roll call votes were:   

Ayes:  Budzynski, Cratty, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno 

The motion carried: 6-0-1 

 

Treasurer Cratty left the meeting at 6:15 p.m. 

 

Vice-President Novalinski moved and Trustee Threadgill-Smith seconded that the Board approve Bid Package 06B – Casework & Architectural Wood Work – Phoenix Woodworking for $214,626.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Secretary McKibben moved and Vice-President Novalinski seconded that the Board approve Bid Package 07A – Roofing – Metalmasters Roofmasters for $454,383.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Secretary McKibben moved and Vice-President Novalinski seconded that the Board approve Bid Package 08A –Aluminum Entrances, Windows, & Glazing – Reliant Contract Glazing for $557,900.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board approve Bid Package 09A – Painting WorkOosterbaan & Sons for $118,400.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Trustee Threadgill-Smith seconded that the Board approve Bid Package 09B – Soft Flooring Work – Rockford Carpetland for $189,900.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Trustee Threadgill-Smith moved and Vice-President Novalinski seconded that the Board approve Bid Package 09C – Hard Flooring Work – TSI Flooring for $90,130.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Trustee Threadgill-Smith moved and Secretary McKibben seconded that the Board approve Bid Package 21A – Fire Protection – Absolute Fire Protection for $158,150.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board approve Bid Package 22A – Plumbing – Jensen’s Plumbing & Heating for $354,800.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board approve Bid Package 23A – Mechanical – Flo-Tech Mechanical for $1,579,000.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Trustee Smith seconded that the Board approve Bid Package 26A – Electrical – Carey Electric for $1,537,315.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Trustee Threadgill-Smith moved and Secretary McKibben seconded that the Board approve Bid Package 31A – Site Concrete WorkAbbey Paving & Sealcoating for $141,485.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Secretary McKibben moved and Trustee Threadgill-Smith seconded that the Board approve Bid Package 31B –Asphalt Paving Work – Schroeder Asphalt Services for $204,236.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board approve Bid Package 32A – Landscaping Work – Breezy Hill Nursery for $94,900.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Trustee Threadgill-Smith moved and Vice-President Novalinski seconded that the Board approve Bid Package 33A – Site Utilities & Excavation – DK Contractors for $705,601.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board approve Alternate #001 – Provide Removing & Replacing Existing Stone Veneer & Hearth with New Stone Veneer as indicated in the Contract Documents for $54,174.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Secretary McKibben moved and Vice-President Novalinski seconded that the Board approve Alternate #002 – Add Complete Renovation of Existing Restrooms (Ceilings, Flooring, Wall Tile, New Fixtures & Specialties) for $84,920.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Trustee Threadgill-Smith seconded that the Board approve Alternate #003Add Mill & Resurface Drives & Existing Parking (Select Areas) for $29,878.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Vice-President Novalinski moved and Secretary McKibben seconded that the Board postpone approving Alternate #004 – Add Radiant Ceiling Panels, including associated piping, fittings, valves, etc. for a complete system for $127,300 until a future date.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

Trustee Threadgill-Smith moved and Vice-President Novalinski seconded that the Board approve Alternate #V005 – Voluntary Alternate: Painting of existing wood ceiling at A104, A114, & A115 for $21,000.  Roll call votes were:   

Ayes:  Budzynski, McKibben, Novalinski, Smith and Threadgill-Smith 

Nays:  None 

Absent:  Benigno, Cratty 

The motion carried: 5-0-2 

 

OLD BUSINESS:  There was no Old Business. 

UPCOMING DATES: 

The Board Retreat will be February 1, 2020 at 8 a.m.  The Groundbreaking Ceremony will be February 19, 2020 at noon.  The next Regular Monthly Board Meeting of the Board of Library Trustees will be Wednesday, February 19, 2020 at the Huntley Area Public Library District at 1 p.m. 

BOARD DISCUSSION: 

There was no Board Discussion. 

EXECUTIVE SESSION: 

There was no Executive Session. 

ITEMS FROM EXECUTIVE SESSION FOR ACTION: 

There were no items from Executive Session for action. 

ADJOURNMENT: 

There being no further items to discuss, Vice-President Novalinski moved and Secretary McKibben seconded that the Library Board adjourn at 6:30 p.m.  On a voice vote, the motion carried. 

 

Respectfully Submitted, 

Shannon V. McKibben, Secretary 

Important Alerts: April Board Meeting Canceled. Read More. Library tentatively scheduled to reopen on May 2, 2020, Read More