5/11/2010 PLANNING AND CONSTRUCTION COMMITTEE Minutes

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Library Project(continued) Input From Helene and Library Staff,,.Helene provided lists submitted by staff members,as well as items she has reported. These lists are attached to the printed set of these minutes. The issues were all reviewed and discussed...some of which included the following: - w • pads to be mounted under counter...Rick said l can do this. 0 C1I Circulation desk counter difficulties..-Rick recommended bringing architect Stewart Roberts to come and listen to the staff as to problems they're experiencing at the counter. Rick said that adding the extra book/CD drop took up the urge portion of work station on the counter. with the staff discussing their problems with Stewart Roberts this may work towards resolution. Phone system problem...Catherine reported the problem was an issue at the High School and the Library and High School are connected to new phone system, 0 Door locks are still a problem. Helene said the doors are not locking at the time library is closing. She said 5 minutes after closing they tend to lock. Taylor MacDonald said Bill said he would try to put lock schedule in 10 minutes earlier. All agreed that while this may be a quick-fix,this matter should be resolved. Conference Room door lock still not corrected.,.people can get'Into the room,but then door locked and can only be opened from outside the room. No exterior trash barrel at entrance/cigarette butt container...Catherine will look to see what type of barrels are available and she will make sure there is a cover so seagulls can't pull out trash. Catherine will also obtain a cigarette butt container. Interior Si ns .._.,,Rick advised that Sign Design is going to replace a good number of the plagues on the donor wall. The Committee stressed that all plaques should be consistent and readable. Lane s air g==.Rick advised that adding the trees to the landscape will cost$12,960,which includes ufltree's mark-up. Sheldon Gilbert noted that these should be deep-rooted trees so they don't pop up out of the parking lot paving. Rick Pomroy said that's what the landscape architect suggested so they. should be deep-rooted trees, The Committee requested that Catherine get other price quotes. Rick said in getting quotes price at prevailing wage. SLC...Helene advised that according to Patience Jackson, if we don't get the final submission in by next week then we wouldn't get the final grant payment in this fiscal year. Rick painted out that we could have everything for the final submission clone except what's needed from the contractor and we don't get that until contractor is paid. we won't be fully paying the contractor until landscaping completed. Following discussion, it was agreed that Rick Pomroy will e-mail Patience Jackson to see whether NMLC will.accept what we have for the submission and pass payment i this fiscal year. Invoices Rick said final amount owed to l uffiree is$117,464.84. Rich proposed that the Committee approve the total amount but Accounting cut two checks to Buf ee...one in the amount of$1.00,000 to be paid fly and the other in the amount of$17,464.84 to be paid when contractor work finished. The Commute agreed with this approach, Motion: Janice Mills motioned to approve the Bufftree invoice in the amount of$117,464.84 with payment to he made in one check of$100,000 and In a separate check o $17,464,84 when contractor-work is finished; Irving Goldberg seconded this motto ; and it was unaftiniously passed.