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library4-28-05 Page 1 of 3 Yorkville Public Library Building Committee April 28,2005 7:00 pm. The meeting was called to order at 7:00 pm. by Jo Ann Gryder Present Carol La Chance, Library Board Gail Gaebler,Library Board Michelle Pfister, Library Director Jo Ann Gryder, Library Board Russ Walter, Library Board Marianne Wilkinson, Library Board Sandy Lindblom,Library Board Joe Gruber,Library Board Reco¢nition of Visitors Art Prochaska,Mayor Tracy Pleckham,Finance Director Rick M'Carthy, BCA Gary Williams, Building Department Matthew Falco,BCA Gary Williams spoke on behalf of the City of Yorkville's Building Department. He requested 5 sets of copies of the paperwork for the building permits so there is no waiting for the paperwork to go from department to department. The building is 40,000 square feet including the existing building. The fire alarm permit should be filed separately. The review process should take approximately 3 weeks. A question was raised if the city would waive the permit fees. Gary does not know the answer but can find out and let the library know by Monday. The building codes the Building Department uses are the IBC 2000 unamended. Construction Bond interest The actual amount of Bond interest available will not be available until the Bonds are sold and the money is put into the bank. At least %i of the Bonds are expected to be sold in June. Tracy conservatively estimated the interest to be $90,000. She said that is about 3%interest. The local Banks will bid on the Bonds so the library can acquire the best rate. Additional Funding from the City Art has gotten an agreement from 2 of the builders for the development fees. They will pay $250 of the$500 per home at the time of the final plat. The Bristol Bay development has about 2100 homes and he is not sure how many Prestwick has. Enerav Grant There was paperwork in the packet BCA provided with information about 2 different grants the library could apply for. The only drawback to qualifying for the grants is that the library would have to put more money into the plan for lighting and energy efficiency. Page 2 of 3 Budget Shortfall This was discussed. There is a shortfall because of the inflation of building materials. This was unexpected. Generally a 3 '/2%inflation rate is expected,but this year costs have gone up about 20 %. Rick and Matt explained that putting some of their suggestions in as alternate bids would free up the money the library is short, and if money becomes available they would be added back into the project. Omit means they would no longer discuss the option to leave the item out or change it. Value Engineering—Existing Library Renovation This will become an Alternate Bid item. Value Engineering—Square Foot Reduction It was decided that this would be omitted. The way Yorkville is growing,there is no way the Board members want a smaller Library. Storm water Detention After further evaluation,this does not look to be as complicated as was originally thought. The estimated cost is about$20,000. Water Main Location There was a sketch passed out to the Board members. The City Engineer would like to see a 20 foot setback from the water main. The way the plans are currently laid out there is only a 10 foot setback. The reason the setback needs to be so far is because of all the running sand in the area. Different options will be considered before anything is final. Revised Police Route Art disliked BCA's current plan for remodeling the parking lots. He would like to see the police have more than one exit form the parking lot. Matt had spoken to a police officer and felt the police liked the new plan. Perhaps the proposed revision could add a second exit from the police parking lot. Technology Scope Rich suggested that the Library should write a new contract with KJW W to be contracted under BCA. KJW W will still do exactly what it is doing,but the technology bid will go out at the same time as BCA's bid, and everything will be covered under the same insurance. Owner's Roresentative Rick handed out some information and forms to fill out with what he believes this project will require as far as an Owner's Rep, and what the people applying for the job will need to know about the job specifications. Pape 3 of 3 Project Schedule Due to the value engineering research, and the need to write up all the alternate bids, BCA will need additional time to prepare the construction documents for bidding. They end of July is when the bidding process is expected to be finished. There was further discussion about selecting an Owner's Rep. The board members decided that in order to choose the best qualified person for the job, each applicant should fill out the same paperwork and RFQ(Request for Qualification). The city attorney will be asked to review the paperwork provided by BCA and also will be asked if it is necessary to post an ad for the position, or if the selected people can be given the forms without posting the ad. Adiournment Jo Ann Gryder adjourned the meeting at 8:20 pm. Minutes submitted by Laura Leppert.