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MEETING MINUTES OF THE BOARD OF LIBRARY DIRECTORS
MONDAY, DECEMBER 5, 2011
BRISTOL PUBLIC LIBRARY, 5 HIGH STREET, BRISTOL, CT 06010
ATTENDEES: Bonnie Lodovico, James Roy, Veronica Hunter, Jeffrey Boyko, Elizabeth Kanachovski, Donna Papazian, Fran Alshuk
Library Director Francine Petosa
ABSENT: Elizabeth Welch
Council Liaison Derek Czenczelewski
Item 1 – Call to Order
Chairperson Lodovico called the meeting to order at 6:30 p.m.
Item 2 - Audience Participation
None.
Item 3 – Approval of Minutes
Director Boyko MOVED to approve the Minutes of the November 7, 2011 Meeting. Seconded by Director Papazian.
DISCUSSION: Director Roy requested that the first paragraph of Item No. 5.a. Finance Committee be corrected by replacing the word “Goodsell” with the word “Centennial”.
A vote was taken on the Motion and it was unanimously approved with the above-noted correction.
(*Note: Director Alshuk was not present for this vote.)
Item 4 – Communications
None.
(*Note: Director Alshuk arrived to the meeting at 6:34 p.m.)
Item 5 – Committee Reports
a. Finance Committee
Director Roy reported that the trust funds are recovering nicely from the drastic drop in 2010. The funds are currently down $296,231 from the high point at that time.
b. Property Committee
Director Hunter reported that Director Roy visited the West Hartford Library for a demonstration on their Smart Board. He suggested that the Property Committee meet again to discuss this issue at length.
Director Petosa reported that she met with the Police Chief and he gave her the name of an officer to contact regarding an in-house staff training session.
c. Policy Committee
No report.
d. Strategic Planning Committee
No report. Director Petosa will be meeting with the staff to discuss their concerns and wishes and to see how they can be worked into the new Strategic Plan which will cover the next three years.
Item 6 – Ad-Hoc Committee Reports
a. Library Director’s Report
Monthly stats were included in the regular monthly packets to all Board members. Director Petosa reported that the Manross Library received a thank you note from the Forestville Village Association thanking them for all that they did for the Pumpkin Festival. She also noted that a patron wrote a letter to the Bristol Press stating that the Library was a wonderful and much-needed refuge during the October snowstorm. She has spoken to the Mayor about keeping the Library open longer hours in the event of future severe storms. The Mayor stated that “he would have to think about that.”
The $500.00 donation from the McDonald’s Restaurant grand re-opening will be used for Children’s programs during Christmas vacation week. Publicity will acknowledge the gift from McDonalds and how it was used to fund the programs.
The Library’s first annual preschool fair which was held in the Children’s Department on 11/9/11 and was by organized by Valerie Toner showed a great turnout and was very successful. Ms. Toner has recommended holding another fair in the Spring and then continuing to hold them twice a year.
The Page position at Manross has been filled and the new hire began working on 12/2/11.
b. City Council Liaison Report
No report.
c. Friends of the Library
Director Kanachovski reported that the holiday book sale was very successful and Director Petosa reported that it brought in $2,200. The Friends voted to buy one small duck for the Ducks on Parade and it was agreed that the two libraries will share custody. The artists will meet sometime in January.
Chairperson Lodovico read into the record a thank you note from the Friends of the Library to the Board acknowledging their donation to the Festival of Trees.
d. Manross Library Renovation Committee
Director Papazian reported that the Committee met on December 1, 2011. The Committee is up to date on all of the Proposed Change Orders, installation of the elevator is now scheduled for Thursday, and sheet rocking will be completed after the elevator installation. Carpenter Construction will then take approximately one week for all of the finishing touches. The outside concrete has been poured and is covered and the asphalt was to be patched today. The doors and windows were installed on Friday. A temporary CO will be obtained after the elevator installation has been completed so that patrons can get to the bathrooms on the lower level. Calco Co. has been hired to clean up the mold within the next few weeks. Gutters and downspouts are scheduled to be installed this week. Kitchen renovations will be last with quotes coming in on 12/15/11.
Director Petosa reported that she has sent a memo to the Director of Public Works to remind him of the funds available for parking lot renovations in the spring and was told that it “would be discussed when all other aspects of the project have been completed.”
Director Petosa discussed the mold issue as well and Chairperson Lodovico asked that this matter be kept on the Agenda under old business until the air handler issue has been resolved.
Item 7 – Old Business
a. Gutter installation at Manross Library
Director Petosa reported that this issue remains in the hands of the Public Works Department.
b. Friends’ Grant recipients
Director Petosa reported that the Friends have handed out four separate grants, one each to Valerie Toner, Jodi Papazian, Teresa Goulden and Lynn Gardner for various programs. The second grant round will be in March.
c. David Graham Memorial Donations
Director Petosa reported that the donations received to date now total $1,963.00 and, at the family’s request, will be used for an author presentation/book signing.
d. Director Roy reported that the West Hartford Public Library has complimented Jay Manewitz for his work in the Bristol History Room. Director Petosa also reported that the Friends recently gave Jay $300 to finish enlarging and mounting the historic pictures around the room.
Item 8 – New Business
a. 2012-2013 Library Budget
Director Petosa reported that the budget kick-off meeting is this Friday, December 9th, and the budget is due on January 20, 2012. The largest line item will probably be the security system for the materials at the Main Library.
Chairperson Lodovico suggested that other security measures should be looked at with the Bristol Police and the Maintenance Supervisor and could include getting the security guard back on Friday’s. Director Petosa reported that many of these security issues and resolutions should be included in the new Strategic Plan. Director Boyko also recommended looking into companies who manufacture fake “security-looking” columns which might deter theft in the interim while waiting for the funds for a real security system.
Director Roy presented the new Connecticut Public Library Trustee Handbook which contains a list of sources of websites, grants and other activities that may be of great interest to the Board. The copy will be kept in the Director’s Office for anyone to look at.
Item 9 - Any other matters to come before the Board
None.
Item 10 – Adjournment
There being no further business to come before the Board, Director Kanachovski MOVED to adjourn the meeting at 7:28 p.m. Seconded by Director Roy and unanimously approved.
______________________________________
Gail Straun
Administrative Assistant
Note: The preceding meeting was not taped due to mechanical problems with the tape recorder.
Note: The preceding meeting was not taped due to mechanical problems with the tape recorder.
Administrative Assistant
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Board Members :
Bonnie Lodovico (Chairperson)
blodovico@snet.net
Donna Papazian
Donna_papazian@yahoo.com
Frank Chesky
fjciii@mac.com
A. James Roy
jimmarieroy@msn.com
Elizabeth Welch
Jason-welch@sbcglobal.net
Veronica Hunter
veronica.hunter@po.state.ct.us
Jeffrey Boyko
jeffboyko@hotmail.com
Patricia Bentley
Pat21661@yahoo.com |
Next Meeting Agenda
AGENDA
OF THE REGULAR MEETING OF THE BOARD OF
LIBRARY DIRECTORS
MONDAY, DECEMBER 5, 20116:30 p.m.
Bristol Public Library Meeting Room 2
5 High Street
Bristol, CT 06010
1. Call to Meeting
2. Audience Participation
3. Approval of Minutes
a. November 7, 2011
4. Communications
5. Committee Reports
Finance Committee
Property Committee
Policy Committee
Strategic Planning Committee
6. Ad-Hoc Committee Reports
a. Library Director’s Report
b. City Council Liaison Report
c. Friends of the Library
d. Manross Library Renovation Committee
7. Old Business
a. Gutter installation at the Manross Library
b. Friends’ Grant recipients
c. David Graham Memorial Donations
8. New Business
a. 2012-2013 Library Budget
9. Any other matters to come before the Board
10. Adjournment
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Previous Meeting Minutes
MEETING MINUTES OF THE
MANROSS LIBRARY RENOVATIONS COMMITTEE
THURSDAY, NOVEMBER 17, 2011
MANROSS MEMORIAL LIBRARY, 260 CENTRAL STREET,
FORESTVILLE, CT 06010
Attendees: Donna Papazian, Francine Petosa, Ronald Smith Roger Rousseau, Purchasing Agent George Wallace, Public Works
ABSENT: Kevin Fuller Anwar Hossain, Architect
Item 1 – Call to Order
Chairperson Papazian called the Meeting to order at 2:33 p.m.
Item 2 – Public Participation
None.
Item 3 – Approval of Minutes – November 3, 2011
Mr. Smith MOVED to approve the Minutes of the November 3, 2011 meeting. Seconded by Ms. Petosa and unanimously approved.
Item 4 – Approve Payment of Project Invoices
Chairperson Papazian presented Fairfield Testing Laboratory Invoice No. 11-08-16 in the amount of $765.00 to the Committee. Mr. Rousseau reported that the unit prices are correct in the context of the contract for testing services. However, there is no contract allowance for the $100.00 cylinder pickup/drop off charge, or for the 2% operations fee. He reported that the appropriate amount of the invoice should be $650.00
Mr. Smith MOVED to approve payment of Fairfield Testing Laboratory Invoice No. 11-08-16 in the amount of $650.00. Seconded by Ms. Petosa and unanimously approved.
Chairperson Papazian presented Fairfield Testing Laboratory Invoice No. 11-09-16 in the amount of $994.50 to the Committee. Mr. Rousseau reported that again, the unit prices are correct. He did state that he was reluctant to recommend payment of the invoice since he has not received any information on the testing that was done. In addition, the invoice again includes charges for pickup/drop off and an operations fee. He also does not agree with the quantity of 4 for the visual structural steel inspection.
Mr. Smith MOVED to postpone payment of Invoice 11-09-16 in the amount of $994.50 to await further information regarding the visual structural steel inspections and receipt of actual testing reports. Seconded by Ms Petosa and unanimously approved.
Chairperson Papazian presented The Lawrence Associates Invoice No. 10 in the amount of $325.00.
Mr. Smith MOVED to postpone action on The Lawrence Associates Invoice No. 10 until the Purchasing Agent receives the required revised information from the Architect. Seconded by Ms. Petosa and unanimously approved.
Item 5 – Review PCO #07 – Finish Hardware
Mr. Rousseau reported that the Contractor has assured him that the exclusions listed by Stanley are covered by Carpenter Construction. He recommended approval of PCO #7 noting, however, that he has not received comments back from the Architect on PCOs #07, #08, #09, #10, or #11. He stated that action can be taken by the Committee without the advice of the Architect, however having his input is preferential. Mr. Smith expressed his concern that the Architect is not participating as actively as he should be and the Committee agreed with his assessment.
Mr. Smith MOVED to approve PCO #07 in the amount of $3,745.00. Seconded by Ms. Petosa and unanimously approved.
Item 6 – Review PCO #08 – Change to site work configuration
Mr. Rousseau reported that he met with George Wallace and Carpenter Construction and they have negotiated a change on PCO #08 down to $11,878.68. No further action was necessary at this time.
Item 7 – Review PCO #09 – Roof Framing Change
Mr. Rousseau reported that this PCO was approved under PCO #3 at the last Committee meeting at a cost not to exceed $3,200. The new PCO #09 came in at $2,561.05 and Carpenter has been instructed to proceed with this change.
Mr. Smith noticed again that this PCO does not include the Architect’s signature. Mr. Rousseau reported that while the Architect has approved this concept of fireproofing, he has not given his approval to the cost estimate.
Item 8 – Review PCO #10 – Line Set Cover
Mr. Wallace reported that this PCO is for a cover over the condensate line that goes up the side of the building. Without it, all of the materials would be exposed. The Committee agreed that the cover is necessary to prevent vandalism. Mr. Smith recommended matching the color of the cover to the brick. The Contractor has specified that they will provide it in the same color as the gutters. Mr. Rousseau reports that the material appears to be PVC.
Mr. Smith MOVED to approve PCO #10 in the amount of $287.50 and to leave the choice of color up to the Director of the Library. Seconded by Ms. Petosa and unanimously approved.
Item 9 – Review mold issues in basement
Ms. Petosa reported that ConnOSHA was here on Monday and took samples of the mold which were sent to Wisconsin for testing. She further reported that Roger Spear informed her that the mold will require regular sanitization and that nothing more will be necessary. Mr. Rousseau will work with Gail to hire a vendor for cleaning. Mr. Smith suggested that the bathroom be repainted with mold resistant paint the next time that it needs to be painted. Ms. Petosa noted that she is still working with Public Works on updating the air handling unit for better ventilation.
Item 10 – Project and Job Meeting Update
Mr. Rousseau reported that the roof will be completed today and siding will be completed by the end of the day tomorrow. The concrete forming for the site work outside will also be done tomorrow. It was agreed at the Job Meeting that it is not anticipated that the site work will get in the way of the elevator contractor who is scheduled to arrive on Monday, 11/21. Mr. Rousseau further reported that it was agreed at the Job Meeting that all concrete work will be done 100% within the next two weeks, together with the installation of the storefront. It was noted, however, that the storefront installation may need to be postponed to avoid damage once the elevator contractor starts.
Mr. Rousseau then reported that the Contractor has been given notice to proceed with the site work changes and in doing so they have discovered a drainpipe on the site which is in conflict with the ADA sidewalk on the plan. Carpenter Construction has prepared a PCO for a solution to relocate this drainpipe.
Mr. Wallace noted that it does not appear that the boxing out for the hoist beam has been done. However, the Contractor has assured them that all work will be done in preparation for the arrival of the elevator contractor on Monday.
In response to question from Mr. Smith regarding the contractor’s schedule, Mr. Rousseau reported that the Contractor is being reasonably consistent with projected times on their new project schedule noting that both the work on the outside of the building and the site work are one week behind the revised schedule.
Item 11 – Any other matters to come before the Committee
Mr. Rousseau presented PCO #00011. Perforated Drain Pipe at Ramp, in the amount of $949.52. He reported that this PCO has been generated by the Contractor to move the drainage pipe that falls under the new sidewalk. He noted that the PCO shows a 4” perforated drain pipe while the pipe in the field is a 6” pipe. Mr. Rousseau was asked to confirm with the Contractor that the new pipe will be consistent with the existing pipe. Mr. Smith made it clear that he does not want to see any additional costs for couplers from 4” to 6”.
Mr. Smith MOVED to approve PCO #00011 in an amount not to exceed $949.52. Seconded by Ms. Petosa.
DISCUSSION: Mr. Smith questioned the need for 2 men for 3 hours and suggested that the dump truck charge for 8.00 hours is excessive. Mr. Rousseau reported that the dump truck is a daily charge and he will pursue this issue with the Contractor to adjust that charge accordingly.
A vote was taken on the Motion to approve PCO #00011 in an amount not to exceed $949.52 and it was unanimously approved.
Mr. Smith requested an update on the status of kitchen area renovations and the stained glass restoration. Gail Straun reported that the glass is being worked on.
Mr. Smith also questioned the concept of the entrance change and in not using the magnetic lock and intercom systems as previously discussed.
Ms. Petosa reported that she has given the issue further thought and, despite the fear of vandalism, has decided that it would be more prudent to have the new door open during working hours. A quote from Alarm Services Plus has been requested in order to relocate the outside security camera into the new foyer so that staff can keep a watch on that area. She further reported that the meeting room and the bathrooms will be kept locked unless they are being used for a program. She has discussed this arrangement with the Branch Supervisor and the Manross staff and they are in agreement with it. She noted that these changes will eliminate the expense of installing an intercom and magnetic lock system.
Mr. Smith next asked for a follow-up on Mr. Rousseau’s discussions with the Architect regarding his lack of participation in this project and his request for additional funds for site work. Mr. Rousseau reported that Mr. Hossain recalls stating that he wanted to do a survey and that the Committee stopped him from having an A-2 Survey performed. Mr. Rousseau responded by forwarding Mr. Hossain a copy of the October 22, 2010 meeting Minutes which state “Mr. Hossain reported that he met with Alan Weiner, City Planner, and many issues have been clarified. He stated that an A-2 Survey is not required so long as the survey done in 1973 by the City of Bristol Engineering Department was definitely an A-2…”. Mr. Rousseau has not received a response from the Architect since sending him the October Minutes. In terms of his invoice for the $2500, Mr. Rousseau reported that the Architect’s response was that he felt the committee needed to recognize he had applied effort toward correction of the site work design. The Committee agreed that this comment does not address their issues with the invoice.
Mr. Rousseau further reported that while Mr. Hossain stated that he would continue reviewing PCOs and payroll, he has not received any response from him regarding the PCOs which were sent to him on November 7th.
The Committee next discussed positioning of the bollard for the handicap button and it was agreed that Mr. Rousseau will advise the Contractor to place the bollard 5½’ from the door frame.
Mr. Rousseau expects that the Architect will be providing more input after receipt of the Contractor’s application for payment for the month of October.
Item 12 – Adjournment
There being no further business to come before the meeting, Ms. Petosa MOVED to adjourn the meeting at 3:28 p.m. Seconded by Mr. Smith and unanimously approved.
________________________________________
Gail M. Straun
Recording Secretary
Note: This meeting was not taped.
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Board Members :
Donna Papazian
Francine Petosa
Kevin Fuller
Ronald Smith
Arthur J. Ward
Roger Rousseau
Mark Peterson
George Wallace
Meeting Schedule :
October 22, 2010
November 18, 2010
December 16, 2010
January 20, 2011
Manross Library
260 Central Street,
Lower Level Meeting Room,
Forestville, CT
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Next Meeting Agenda
AGENDA
SPECIAL MEETING OF THE
MANROSS LIBRARY RENOVATIONS COMMITTEE
THURSDAY, JANUARY 19, 2012
2:30 p.m Manross Memorial Library
260 Central Street
Forestville, CT 06010
1. Call to Order
2. Approval of Minutes – Special Meeting 1/12/12
3. Review and discuss new kitchen proposals from Woods Pride and take any action as is necessary
4. Approve payment of project invoices and take any action as is necessary
5. Review and discuss outstanding PCOs and take any action as is necessary
6. Review and discuss status of security camera installation and take any action as is necessary
7. Review and discuss status of dedicated phone line for elevator and take any action as is necessary
8. Review and discuss status of additional lighting in lower foyer and take any action as is necessary
9. Review and discuss project and job meeting update and take any action as is necessary
10. Review and discuss status of flooring/mastic in lower foyer and take any action as is necessary
11. Discuss replacement of all lower level doors and hardware to meet fire code and take any action as is necessary
12. Review and discuss replacement of lower lobby ceiling tiles, lighting and vents and take any action as is necessary
13. Update on stained glass restoration
14. Discuss status of display window and take any action as is necessary
15. Discuss finishing items and taken any action as is necessary
16. Adjournment
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