South Central Library System Board of
Trustees Minutes
3/23/2023, 12:15 p.m.
Chester Room
4610 S. Biltmore Lane, Suite 101, Madison, WI 53718
Meeting held via BlueJeans & in person
Action
Items:
Approved proposed
building project funding package
Approved bid package for Pankratz project with recommended subcontractors from
Keller
Accepted alternate bid of office pods of $118,000
Authorized amendment to A133-2019 Exhibit A
Authorized Gary
Poulson, Board President, to sign contracts
Approved $900,000 down payment to Keller, Inc. to begin construction
Approved 2023 board meeting dates
Present: D. Berland, N. Brien, B. Clendenning, P. Cox, S. Feith, N. Foth, M. Furgal, J. Honl, M. Nelson, G. Poulson, L. Ross, J. Sayer, T. Walske, J. Wright
Absent: T. Teelin
Excused: E. Galanter
Recorder: H. Moe
SCLS Staff Present: M. Van Pelt, K. Goeden
Guests: Devin Flanigan, Keller
Call to Order: 12:15 p.m. G. Poulson, President
a. Introduction of guests/visitors: Devin Flanigan, Keller
b.
Requests to
address the Board: None
Approval of previous meeting minutes: 2/23/2023
a.
Motion: N. Foth moved approved of the 2/23/2023 minutes. M. Nelson seconded.
b. Changes or corrections: None
c. Vote: Motion carried. G. Poulson abstained.
Financial
Statements: K. Goeden
provided an overview of the financial statements.
Bills for Payments: The payment amount is $172,108.48
a. Motion: B. Clendenning reviewed the bills for payment and moved approval. M. Furgal seconded.
b. Discussion: None
c. Vote: Motion carried.
Presentation: None
Committee Reports: G. Poulson noted E. Galanter volunteered to chair the Bylaws committee. S. Feith volunteered to serve on the Bylaws Committee as well.
a. Advocacy: No report.
c. Building
Needs Assessment Work Group: D. Flanagan provided a summary of the bids
received, the process for how the contractors were selected, and alternate costs
and savings.
S. Feith noted there are zero contingencies. SCLS has added contingency into
the funding proposal.
K. Goeden discussed the funding proposal.
N. Foth
inquired about the office pods versus cubicles. The cubicles are for staff
that work the majority of time remotely. The office pods are for staff more
regularly in the office.
S. Feith voiced her concern about taking contingency funds to a point that it
may impact service in the future. K. Goeden noted the technology contingency
is high so we are able to use some of it.
Action
Items:
a. The motion was
made to combine a. and b. into one action. Approve proposed building project
funding package and approve bid package for Pankratz project with recommended
subcontractors from Keller.
i. Motion: N. Brien moved approval of the proposed building project
funding package and bid package for Pankratz project with recommended
subcontractors from Keller. It was seconded by N. Foth seconded.
ii. Discussion: None
iii.
Vote: Motion carried unanimously.
c.
Accept alternate bid of office pods of $118,000
i. Motion: N. Brien moved approval to accept the alternate bid of office pods
of $118,000. L. Ross seconded.
ii. Discussion: None
iii. Vote: Motion carried unanimously.
d. Authorize amendment to A133-2019 Exhibit A
i. Motion: N. Brien moved approval to authorize amendment to A133-2019 Exhibit A. G. Poulson seconded.
ii. Discussion: This is an amendment to the entire contract with Keller with this pricing.
iii.
Vote: Motion carried unanimously.
e. Authorize appropriate SCLS board member to sign contracts
i. Motion: N. Brien moved approval to authorize appropriate SCLS board member, Gary Poulson, to sign contracts. L. Ross seconded.
ii. Discussion: None
iii. Vote: Motion carried unanimously.
f. Approve $900,000 down payment to Keller, Inc. to begin construction
i. Motion: N. Brien moved approval of $900,000 down payment to Keller, Inc. to begin construction. M. Furgal seconded.
ii. Discussion: None
iii.
Vote: Motion carried. B. Clendenning and S. Feith abstained.
g.
Approval of 2023 board meeting dates
1. May 17 Wednesday or 19 Friday at Biltmore Lane
i. Motion: M. Furgal moved to approve Wednesday,
May 17. Motion seconded.
ii. Discussion: Schedule conflict for B.
Clenndenning and S. Feith
iii. Vote: Motion carried.
2. June 22, 2023 Thursday at Pinney Branch of Madison
i.
Motion: N. Foth moved approval. Motion seconded.
ii. Discussion: None
iii. Vote: Motion carried.
3. July 27, 2023 Thursday at Waunakee Library
i.
Motion: M. Nelson moved approval. J. Honl seconded
ii. Discussion: None
iii. Vote: Motion carried.
4. November 17, 2023 Friday at Pankratz
i.
N. Foth moved approval. J. Honl seconded.
ii. Discussion: None
iii. Vote: Motion carried.
5. December 28, 2023 Thursday at Pankratz
i.
N. Foth moved approval. J. Honl seconded.
ii. Discussion: None
iii. Vote: Motion carried.
System
Director's Report: You
may view the System Director report online. The ground breaking will be in April.
More details to come.
SCLS
Foundation Report: The
July Foundation meeting will need to be rescheduled due to training that will
be provided to the SCLS board following the July meeting.
Administrative
Council (AC) Report: All
Directors met 3/16/2023. You may view the minutes online.
Information
sharing: None
Adjournment: 1:38 p.m.
For more information about the Board of Trustees, contact Martha Van Pelt
BOT/Minutes/3/23/2023