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March 2010 Special Meeting

St. Charles City-County Library District

Minutes of Special Meeting of

Board of Trustees

March 29, 2010

The St. Charles City-County Library District Board of Trustees met at a Special Meeting on 6:00 pmon Monday, March 29, 2010at the Administrative Office, 77 Boone Hills Drive, St. Peters, MO.

Board Members present:

  • Mr. Greg Dohrman
  • Ms Myra Crook
  • Mr. John Thoelke
  • Dr. Jerry Cook
  • Mr. Gary Heggs
  • Ms. Lisa Pelikan

Board Members absent:

  • Ms. Debbie Haupt
  • Ms. Mary Reese

Library Staff present:

  • Mr. Carl Sandstedt, Director
  • Ms. Betty Murr, Deputy Director
  • Mr. Richard Schultz, Coordinator of Finance and Support Services
  • Mr. Frank Noto, IT Coordinator
  • Ms. Maggie Preiss, Children’s Services and Marketing Coordinator
  • Ms. Kristin Williams, Development Coordinator
  • Ms. Karen Golab, Purchasing
  • Mr. Jim Brown, Branch Manager, Spencer Road
  • Mr. Brad Smith, Information Resource Manager, Non-profit Development
  • Mr. Dennis McCann, Southern Illinois University-Edwardsville Intern

President Greg Dohrman called the meeting to order at 6:05 p.m. Mr. Dohrman deferred public comments until Mr. Kevin Harms, Cornerstone Architecture, presents his information on the Spencer Road Branch construction project.


Formal Agenda

10-02 Spencer RoadBranch Replacement

Mr. Kevin Harms, Cornerstone Architecture

Mr. Harms presented the Board members and Mr. Sandstedt with a budget analysis, an over/under budget comparison, and a description of the value engineering options in the bid.  Mr. Harms indicated that his budgeted amount for the project varied by $381,580 from the lowest, or base, bid.  Meaning, Mr. Harms’ estimate of the cost of the project was approximately $381,000 under the lowest bidder on the project.  He concluded that two of the main reasons why he underestimated the cost were 1.) because we added some square footage to the project and, 2.) because he way under estimated the cost of the masonry and steel work.  Ms. Pelikan asked Mr. Harms to identify the three items on his list that he would favor doing in order to save money and the three items on his list that he would not favor doing in order to save money.

3 Items to save money:

1. opt for alternate lighting system

2. opt for electric heat in the HVAC system

3. change stone to split-faced block

3 Items considered risky in order to save money:

1. change any interior finishes

2. change resin panels to etched glass

3. change auto-flush or wall mounted toilets

Furthermore, Mr. Harms took this opportunity to compare the differences between the lowest bid and the second lowest bid on the project .

Demien (Lowest bid):

  1. $6, 299,000.00
  2. 450 days to complete
  3. $144,000 less than Blanton

Blanton (Second lowest bid):

  1. $6,443,080.00
  2. 365 days to complete
  3. $144, 000 more than Demien

In the past, the District has always taken the lowest bid on construction projects. 

At 6:30 p.m., Mr. Dohrman opened the floor for public comments.

Jeff Blanton and John Colonder, both from Blanton Construction, presented the Board members and key staff with a packet of information and materials from their company.  In their opinion, their bid is the most competitive and provides the district with several value engineering alternatives.  It reflects the best value to the district.

Dave Demien from Demien Construction took the opportunity to present his opinion on why the District should move forward with his company, as they were the lowest bid in this process.  Larry Juern, Vice-President of Demien Construction, presented the Board members and key staff with a letter defending their position as the “low responsive bidder for the new Spencer Road Branch Library”.  In Mr. Demien’s opinion, the key difference as to why Blanton is even considered is due to the time to complete factor.  Mr. Demien also indicated that had the District indicated that time was a determining factor in the bid process, his company may have focused more on their timeline.  However, the District did not “spell that out”.  Mr. Demien also invited the District the opportunity to re-bid the project if in fact the District feels like Demien Construction is working unfairly with them. 

Mr. Dohrman asked whether or not there were any questions that the Board members had of either one of the construction companies’ representatives present at the meeting.  There were no questions.  However, Mr. Heggs took this opportunity to express how awkward of a situation this was for everyone here and expressed that he had lost some confidence in Mr. Harms due to how much he underestimated the project. 

Mr. Dohrman inquired as to whether any of the Board members objected to eliminating options 4 and 5 on Agenda Memo 10-02:

                Option 4:  Adjust the bid to bring into budget and re-bid the entire project

                Option 5:  Abandon the project and start over again.

There were no objections from any Board members; therefore, options 4 and 5 were eliminated.

At 7 p.m., all of the representatives from both construction companies left the open session voluntarily.

The open session meeting continued.

Mr. Noto, Information Technology Coordinator, informed the Board members that the bids do not include technology costs which he estimates will be approximately $300,000.  The bids also do not include the cost of furnishings which Ms. Golab, Purchasing and Projects, estimates very loosely at $600,000.

MOTION:Mr. Thoelke moved to accept the Demien bid including options 1 and 2, electric HVAC and the alternate light package.  Ms. Pelikan seconded.  Motion passed six affirmative, zero negative, zero abstentions, and two absent.

MOTION:  Ms. Pelikan moved to adjourn the open session.  Mr. Thoelke seconded.  Motion passed six affirmative, zero negative, zero abstentions, and two absent.

The meeting adjourned at 7:18 p.m.

Respectfully submitted

April C. Wootten

Recording Secretary




Secretary Board of Trustees             Date