SWAN LIBRARY TRUSTEES
SPECIAL MEETING OF JULY 25, 2011

 Present:  Trustees Kevin Doherty, Pat Cammarata, Lynne Philipps, Linda Smith, Mariadele Theodorakos, Colleen McKenna, Carole Patterson, Mary Anne Braunbach, Chris Sargent, Library Director Susan Rudnicky
Absent:   Dona Scharping, Pat West
Guests:    Susie Gaylard, Jim Krencik from the Journal-Register

President Kevin Doherty opened the Special Meeting of the Swan Library Trustees at 7:05pm reporting that the notice for this meeting was posted at the County Office Building, Albion Post Office and Fischer’s Newsroom and with the Journal-Register Newspaper being notified as required.  He received email confirmation of attendance from 6 trustees (Philipps, Braunbach, Cammarata, Sargent, Smith and McKenna) confirming a quorum would be present.

Motion to authorize President Kevin Doherty to execute the Letter of Commitment with Farm Credit East for the building of the new Swan Library as recommended by the Attorney was made by Mary Anne, seconded by Colleen.   Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Motion to authorize the Administrative Assistant to prepare and authorized officers to sign a check from the MSSB Permanent Improvement Fund to Farm Credit East in the amount of $13,250 for one half of the Commitment Fee per their July 14, 2011 proposal, was made by Pat, seconded by  Carole.  Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Motion to authorize the President to execute and deliver, upon approval of the Attorney, the Letter to Proceed to LeCesse Construction Services, LLC, approving a Managed Construction at Risk Contract under the specifications prepared by King and King and released December 6, 2010 with addenda, in an amount totaling 3.1 million dollars, consisting of a fixed Management Fee of $187,523, fixed General Terms and Conditions of $179,790, and a Guaranteed Maximum Price for Construction line items of not more than $2,732,687.  Savings in the GMP portion of the contract shall be credited in their entirety to the Library, was made by Lynne, seconded by Chris.   Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Motion to authorize the President to execute and deliver the AIA form A133 with LeCesse Construction Services, LLC, detailing the work described in the Letter to Proceed, was made by Linda, seconded by Dele.   Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Motion to appoint Kevin Doherty to serve as a non-compensated Construction Project Representative on behalf of the Library, in lieu of a Clerk of the Works, participating in bi-weekly job meetings and serving as the principal contact for communication between the Architecture or Construction firms and the Swan Library Association was made by Linda, seconded by Carole.   Yes-8 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos)   No-0   Abstain-1  (Doherty)

Motion to authorize Kevin in that capacity to approve or reject any suggested change in scope or detail of the Project with a cost less than $5,000 which does not reduce the efficiency of mechanical design or the aesthetic presented in the King and King renderings; reporting any action or potential action in writing to the Trustees was made by Pat, seconded by Mary Anne.   Yes-8 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos)   No-0  Abstain-1  (Doherty)

Motion that no change in scope or detail with a cost in excess of $5,000 or which shall impact the aesthetic presented by King and King be made without approval of a majority of the Trustees upon the direct and specific recommendation of the Project Building Committee was made by Mary Anne, seconded by Colleen.  Yes-8 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos)   No-0  Abstain-1  (Doherty)

Motion to authorize the Administrative Assistant to draw and authorized officers to sign a check from the MSSB Permanent Improvement Fund to pay Woods Oviatt Gilman for invoice 223435 for $1,723 was made by Lynne, seconded by Dele.  Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Motion to authorize the groundbreaking in August at the new site under the auspices of the Campaign Committee, those costs for which not covered by specific donation to be paid from the Local Campaign Expense account was made by Mary Anne, seconded by Lynne  Yes-9 (Braunbach, Cammarata, McKenna, Patterson, Philipps, Sargent, Smith, Theodorakos, Doherty)   No-0

Adjournment: Motion to adjourn the meeting at 8:30pm.  Unanimously approved.

Respectfully submitted,

Lynne Philipps, Secretary