MINUTES OF THE BOARD OF TRUSTEES OF THE PUBLIC LIBRARY OF CINCINNATI AND HAMILTON COUNTY Date: October 8, 2013 Meeting: Regular Place: Board Room - Avondale Branch Library - 3566 Reading Road REGULAR MEETING CALL TO ORDER ROLL CALL Trustees Present: Mr. Hendon, Mrs. LaMacchia, Mr. Sittenfeld, Mr. Wright, Mr. Zaring and Mr. Moran Trustees Absent: Mrs. Trauth Present: Kimber L. Fender, Greg Edwards, Mary Bennett- Brown and Molly DeFosse PUBLIC COMMENTS None. ACTION ITEMS FINANCE & AUDIT COMMITTEE REPORT Mr. Zaring requested: RESOLUTION ACCEPTING TAX LEVY AMOUNT AND RATE Hamilton County Auditor Dusty Rhodes has forwarded to all County Fiscal Officers the following resolution for acceptance of 2014 tax levy rates and amounts. The resolution is to be approved by each board and returned to the Auditor before October 24. Resolution Accepting the Amounts and Rates as Determined by the Budget Commission & Authorizing the Necessary Tax Levies and Certifying Them to the County Auditor Board of Trustees Rev. Code, Secs. 5705.34 WHERE AS, This Board of Trustees of the Public Library of Cincinnati and Hamilton County in accordance with the provisions of law has previously adopted a Tax Budget for the next succeeding fiscal year commencing January 1st, 2014; and WHERE AS, The Budget Commission of Hamilton County, Ohio, has certified its action thereon to this Board together with an estimate by the County Auditor of the rate of each tax necessary to be levied by this Board and what part thereof is without, and what part within the ten mill limitation; therefore be it RESOLVED, By the Board of Trustees of the Public Library of Cincinnati and Hamilton County, Hamilton County, Ohio, that the amounts and rates, as determined by the Budget Commission in its certification, be and the same are hereby accepted; and be it further RESOLVED, That there be and is hereby levied on the tax duplicate of said Joint District the rate of each tax necessary to be levied within and without the ten mill limitation as follows: 2 and be it further RESOLVED, That the Clerk of this Board be, and is hereby directed to certify a copy of the Resolution to the County Auditor of Hamilton County. REVISIONS TO THE 2013 ANNUAL APPROPRIATIONS AND ESTIMATED RESOURCES Authorization is requested to revise appropriations as follows: Building & Repair Fund Purchased and Contracted Services - increase by $ 1,000,000.00 Capital Outlay - Increase by $ 2,500,000.00 Net change $ 3,500,000.00 Gift Fund Purchased and Contracted Services - increase by $ 5,000.00 Net change $ 5,000.00 Program Fund Supplies - decrease by $ (10,000.00) Purchased and Contracted Services - increase by $ 10,000.00 Net change $ - Kersten Fund Supplies - decrease by $ (10,000.00) Purchased and Contracted Services - increase by $ 10,000.00 Net change $ - The revisions are necessary to account for architect fees and capital outlay associated with building projects, account for anticipated expenditures from various gifts, and to move money between objects within the program support funds. AUTHORIZATION TO TRANSFER FUNDS The 2013 Appropriations established in December 2012 provided for $2 million to be transferred from the General Fund to the Building and Repair Fund. The funds will be used to fund the capital projects as approved by the Board in February 2013. Authorization is requested to transfers those funds. 3 Mr. Zaring moved that the Board approve the resolution, appropriation changes, and the transfer as proposed. Mr. Hendon seconded. Voting for the motion: Mr. Hendon, Mr. Sittenfeld, Mr. Zaring, Mrs. LaMacchia, Mr. Wright, and Mr. Moran…6 ayes. The motion carried. (22-2013). LIBRARY OPERATIONS – FACILITIES COMMITTEE REPORT The Library Operations – Facilities Committee met October 3, 2013. Committee Chairman Bob Hendon and Committee member Ross Wright attended (via teleconference), and staff members Kim Fender, Greg Edwards, Molly DeFosse, and Jeff Gerrein were in attendance. Mr. Hendon recommended that the Board take the following action: AUTHORIZATION FOR PUBLIC BIDDING – MAIN LIBRARY ROOF REPLACEMENT PROJECT Approve placing the following bid advertisement for the Main Library Roof Replacement project. Further, authorize the Library Director to review bids with the Chair of the Facilities Committee and enter into a contract with the low bidder. ADVERTISEMENT FOR BIDS Sealed bids will be received by the Board of Trustees of the Public Library of Cincinnati and Hamilton County at the Third Floor Administrative Offices of the Main Public Library, 800 Vine St., Cincinnati, Ohio 45202, until 12:00 noon, local time, Tuesday, November 19, 2013, for furnishing of labor, materials, equipment, services and supervision necessary to complete the project titled: MAIN LIBRARY ROOF REPLACEMENT Proposals shall be in accordance with the Contract Documents prepared by K4 Architecture, LLC, 555 Gest Street, Cincinnati, OH 45203, 513/455-5005. Bids received after the stated deadline will not be accepted. Bids by facsimile transmission will not be accepted. Proposals will be publicly opened and read aloud. All interested parties are invited to attend. An individual lump sum bid for trade contract TC-01 is requested. The estimate for the contract is: TC-01 General Trades…………………………………………. $1,965,000.00 Total $1,965,000.00 The Summary of Work for the proposal in TC-01 is: General Trades work associated with the replacement of 51,000sf of membrane roofing on multiple levels. The proposed work is to include the following: Remove existing built up roofing system to deck, and install new insulation and modified bitumen membrane roofing system. Install new base flashing, new metal edge counter flashing at wall locations, new metal edge flashing or coping where applicable, new leads at existing roof drains and vent pipe locations, and new flashings at all other penetrations. Refurbish (3) terraces with new membrane roofing and pavers on pedestals. 4 Also included will be demolition and removal of abandoned chiller platform and screen, and repairs to existing pipe and tube railing at terraces Starting Monday, October 28, 2013, bidders may purchase Contract Documents (full sets only) at the cost of reproduction from ARC Reprographics, 2863 Sharon Rd., Cincinnati, OH 45241, 513/326-2300. A pre-bid meeting will be held at the Main Library, 800 Vine Street, Cincinnati, Ohio 45202 on Wednesday, November 6, 2013, at 1:00 p.m. Bidders shall submit with their bid a bid guaranty in the form of either (1) a combined bid guaranty and contract bond for the full amount of the bid or (2) a certified check, cashier’s check drawn on a solvent bank or irrevocable letter of credit in the sum of ten percent (10%) of the bid amount, including base bid and alternates, as bid security. The bid guaranty shall be in strict compliance with Sections 153.54, 153.57, 153.571, as applicable. The Bidder to whom the contract is awarded will be required to furnish a contract bond in the sum equal to 100% of the proposal. Bidders shall comply with the Prevailing Rates on public improvements in Hamilton County, Ohio as ascertained and determined by the Ohio Department of Commerce Bureau of Labor & Worker Safety as provided in Section 4115 of the Revised Code of Ohio. Submitted bids shall not be withdrawn for a period of sixty days following the date of the bid opening. The Owner will award contracts to the lowest responsible bidders. The Board of Trustees of the Public Library of Cincinnati and Hamilton County reserves the right to reject any or all bids and to waive informalities in bidding. By Order of: The Board of Trustees of the Public Library of Cincinnati and Hamilton County, Ohio. AVONDALE ACCESSIBILITY PROJECT Approve that a contractor does not meet the standard of responsible bidder, required by the Ohio Revised Code, if the contractor appears on the Ohio Facilities Construction Committee (OFCC) debarment list. Approve the following contract awards and project budget if Triton Services does not appear on the OFCC debarment list. Contractor Bid Triton Services $640,800.00 Blau Mechanical $27,547.00 Hudson Piping $196,830.00 United Electric $119,000.00 TOTAL $984,177.00 Project Budget: Contracts: $984,177.00 Contingency: $98,400.00 Total Budget: $1,082,577.00 Approve the following contract awards and project budget if Triton Services is found to appear on the OFCC debarment list. Contractor Bid 5 DER Development Co. $653,335.00 Blau Mechanical $27,547.00 Hudson Piping $196,830.00 United Electric $119,000.00 TOTAL $996,712.00 Project Budget: Contracts: $996,712.00 Contingency: $99,670.00 Total Budget: $1,096,382.00 Authorize the Director to approve change orders that do not increase the overall budget and to execute the Certificate of Substantial Completion. All change orders will be reported to the Board for confirmation. Please note that since bids were just received on October 1, these numbers are preliminary and may change. If there is a change, the results will be reviewed with the Chair of the Library Operations – Facilities Committee and reported to the Board in December. ST. BERNARD/READING PROJECT Authorize the Director to enter into a contract with the firm of Dugan & Meyers Construction Co., the firm the Board ranked second when reviewing Statements of Qualifications for construction management services, should negotiations with Messer reach an impasse negatively impacting the project’s timeline. CLIFTON PROJECT Approve increasing the contract with McClorey & Savage by $32,000 rather than hiring a construction manager and to bid the work with a General Contractor instead of individual trades. At the Committee meeting, Robin Savage with McClorey & Savage provided an update and overview of the designs, including mostly completed floor plans for all three floors. ENERGY RETROFIT PROJECT PHASE II Approve transferring 70% of the EPAct tax credit to Building Intelligence Group LLC and 30% of the tax credit to Motz Consulting Engineers Inc.