August 4, 2008 Minutes of Special Meeting

The Board of Trustees of Illinois Valley Community College District No. 513 convened a special session at 5:30 p.m. on Monday, August 4, 2008 in the Board Room (C307) at Illinois Valley Community College.

Members Physically Present

David L. Wilcoxson, Board Chair
Paula J. Endress
David O. Mallery
Thomas C. Setchell
Cassie Fuller, Student Trustee

Members Absent

Dennis N. Thompson, Vice Chair
Lori E. Scroggs, Secretary
Deborah L. Sweeden

Others Physically Present

Jerry Corcoran, President
Cheryl Roelfsema, Interim Vice President for Business Services and Finance
Sue Isermann, Interim Vice President for Academic Affairs
Walt Zukowski, Attorney

APPOINTMENT OF SECRETARY PRO-TEM

In the absence of Dr. Scroggs, it was moved by Mr. Setchell and seconded by Mrs. Endress to appoint Mr. David Mallery as Secretary Pro-Tem. Motion passed by voice vote.

APPROVAL OF AGENDA

It was moved by Mrs. Endress and seconded by Ms. Fuller to approve the agenda as presented. Motion passed by voice vote.

BID APPROVAL – TRUCK DRIVER TRAINING FACILITY

It was moved by Mr. Mallery and seconded by Mrs. Endress to approve the architects’ recommendation to accept the base bid and alternate bids 1, 2, and 3 from Phalen Steel Construction Company in the amount of $601,892.00 along with a 5 percent contingency, 7.75 percent in A&E fees, and printing costs of $2,500 for a total of $681,134.00 for the truck driver training facility. The base bid, alternate 1, and alternate 2 will be paid from the building fund in the Operation & Maintenance (Restricted) Fund and alternate bid 3 will be paid from the information technology program account in the Education Fund. The bids were considerably more than projected but all bids were close together. The facilities committee recommended the base bid and alternates 1, 2, and 3 be approved. The base bid included 30-year shingles. Alternate 1 is for a metal roof similar to those on the existing campus with a longer life expectancy. Alternate 2 included storm shutters mounted on the inside of the windows for protection during severe storms. This is a safety investment as this building will become the storm shelter for the east campus. Alternate 3 is for the computer network wiring to connect this building with the existing campus. The motion passed by voice vote.

BID APPROVAL – ROAD-PARKING LOT/REPAIR-REPLACEMENT (CDB)

It was moved by Mr. Setchell and seconded by Mrs. Endress to accept the recommendation of Chamlin Associates and the Capital Development Board to approve the bids of Halm Electrical Contracting, Inc. for $236,417 and Len Trovero construction for $1,880,170. The facilities committee had no concerns with the electrical portion of the bid; however, they were concerned with the rising price of asphalt and explored what options were available to the College. Ultimately, they decided to go with the bid as is and not take the gamble of the possibility of price increases. The facilities committee recommended the base bid and alternates 1 and 2. Alternate 1 included a second entrance to the parking lot and alternate 2 included curbs and islands. The motion passed by voice vote.

PROTECTION, HEALTH, AND SAFETY PROJECT – ACCESSIBILITY WORK

It was moved by Mrs. Endress and seconded by Ms. Fuller to approve the accessibility work as a Protection, Health, and Safety (PHS) project at an estimated cost of $71,700 using surplus PHS funds and authorize submission of the appropriate resolution to the Illinois Community College Board. This project would include a sloped walk with small retaining walls, curbs and handrails at the main entrance. One exterior door and one vestibule door would have an automatic door opener installed to allow access to the building at the main entry. The courtyard sloping walk on the east would be increased in width and a rail would be installed between the sloping walk and the adjacent lower walk to prevent wheel chairs from falling off this edge of the walk. The courtyard sloping walk at the west would have concrete curbs and rails added to each side to keep wheel chairs from going off the end of the walks. The estimate for this project is $55,000 with a contingency of $8,250, A&E fees of $7,650 and reimbursable printing costs of $800 for a total estimate of $71,700. The motion passed by voice vote.

INCREASE IN TRUST FUND AMOUNT

It was moved by Mrs. Endress and seconded by Mr. Setchell to approve an increase in the trust fund by $319,120 for a total of $1,819,120. A trust fund was established with
Citizens First National Bank to cover IVCC’s portion of the Capital Development Board Project – Road-Parking Lot/Repair-Replacement. The bids for the project were significantly higher than what was previously estimated. In order to move forward and award the bids, additional funds need to be added to the trust fund. The motion passed by voice vote.

CLOSED SESSION

It was moved by Ms. Fuller and seconded by Mrs. Endress to convene a closed session to discuss collective negotiating matters between the public body and its employees or their representatives.

Student Advisory Vote: "Aye" – Ms. Fuller. Roll Call Vote: "Ayes" – Mr. Setchell, Mrs. Endress, Mr. Mallery, and Mr. Wilcoxson. "Nays" – None, motion carried.

On a motion by Ms. Fuller, seconded by Mrs. Endress and carried unanimously, the regular meeting resumed at 6:49 p.m.

ADJOURNMENT

It was moved by Mr. Mallery, seconded by Mrs. Endress, and carried unanimously to adjourn the meeting at 6:50 p.m.