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February 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES 

SPECIAL MEETING MINUTES Wednesday, February 8, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:01PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Kara King - Yes, by phone, Marilyn Szost - Yes

Pledge of Allegiance: All in attendance participated

Approval of Agenda:  J. Baldiga moves to accept the agenda,  M. Szost 2nd, all in favor motion approved.

Order of Business:  Suggestions and information from the building committee

  • Progress update on purchase of new build site. (900 Lakeville Rd) -

Purchase is now complete and the property is now officially owned by the ATPL.  The February tax bill will need to be paid as it was due prior to the sale.   Going forward the property will fall into the tax exempt status.  Most likely this is due to the timing of the transfer of ownership. The tax bill is approximately $1600.00.  *J. Elsarelli will show due diligence on the Board’s behalf  by following up on the tax bill.

  • Discuss suggested new building improvement suggestions from the Building Committee -
  1. Addition of Basement area, all storage areas
  2. Possibility of concrete slab in patio area
  3. Mechanical and IT moved to a lower level 
  4. Staircase will be needed
  5. Follow up regarding if an elevator is required

Motion to pursue adding a basement, extending concrete slab at patio area and staircase as above by J. Baldiga, 2nd K. King.  All in favor - motion approved.

  • Discuss past agreements with The Alan Group and how to proceed forward. 

The Addison Township Public Library and its Board is thankful for the donated time and resources of James Ratliff to this project, however, moving to the new property and working with Gene Louwaert could potentially save up to $100,000.00.  All contractual obligations between The Alan Group and The Addison Township Library and its Board have been met and are complete. The library purchasing policy was reviewed. It is not required to put this project out for the bid process. Fiduciary obligations to the community are to save money and to overall benefit the community, which is the Board's duty - Gene Louwaert is volunteering to be the General Contractor -  Discussion took place - 

  1. Baldiga motions to close out business with The Alan Group, thanking them for all efforts.  Payment of contractual obligation and payment with The Alan Group has been completed, therefore, consider to move forward with a new building direction.   J. Eller 2nd.   All in favor - motion carries.

  • Approve construction representatives, check signers and budget allocation with allowed budget amount. - Discussion took place - 

A motion by M. Szost to have 3 Construction Representatives to approve authorizing usage of Library Fund for building project; suggested representatives are Director Walker, the President and the Treasurer.  J. Baldiga 2nd’s this motion, all in favor -motion carries.

A motion by K. King, to approve funds, in the amount of,  not more than,8 $600,000.00, for expenses incurred toward the construction of a new library, from non operational library funds, with each dispersal of funds to be approved by all three of the Board designated representatives prior to dispersal. 2nd J. Baldiga.  Roll call vote to adopt the motion as stated;  M. Szost - Yes,    J. Baldiga - Yes, J. Eller - Yes, K.King - Yes, J. Elsarelli - Yes, motion carries.

Next Meeting: February 21, 2023 (unless otherwise noticed)

Adjournment: Motion to adjourn by J. Elsarelli, 2nd by M. Szost - all in favor - Meeting adjourned at 8:31 PM

Respectfully submitted

Jennie Eller

Recording Secretary