WARRENVILLE PUBLIC LIBRARY DISTRICT

COMMITTEE OF THE WHOLE MEETING

WEDNESDAY, APRIL 9, 2008 – 7:00 P.M.

1.Call to order – Trustee Clark called the meeting to order at 7:00 P.M.

2.Roll call

ATTENDEES:Trustee Arlowe, Clark, DuRocher, Johnston and Stull

ABSENT:Trustee Goodman

ALSO ATTENDING:Director Sandy Whitmer, Administrative Assistant Jackie Davis, and Matt Hichens from Newman Architecture

3.Presentation on Roof Replacement Project – Matt Hichens from Newman Architecture

Matt Hichens introduced himself to the Board of Trustees and gave a brief history of the original library building and the 2003 building addition.He stated that the original roof was completed in 1987 and typically roofs installed at that time lasted approximately 15 years. The original roof was not replaced during the 2003 building addition due to cost concerns.

In March, a complete roof inspection along with measurements was completed by Newman Architecture. Numerous photos were taken of the roof which will be given to the library on a CD for their files.

The current roof is a ballasted EPDM roof system with stones holding down the membrane. This type of roof is still the most cost effective roofing available, however it is very difficult to locate leaks and the stones can puncture the membrane.

The roofing on the 2003 building addition is a fully adhered EPDM rubber membrane system. This system costs more due to the labor to adhere the membrane, but visual inspections for leaks and tears in the membrane are much easier to conduct.

Mr. Hichens recommends that the library remove the ballasted system and install a system similar to the one on the 2003 addition. This roof will have a 20 year warranty which will be approximately 4 years behind the addition’s warranty. The cost for this type of roof will be approximately $10,000-$15,000 more than a ballasted system.

If cost is a factor, Mr. Hichens stated that you could request the contractor to remove only the insulation that has gotten wet over the years since it loses 25-50% of its insulating capabilities. However, this can be difficult since work will be done on a dry day so the damaged insulation is not always visible. Due to the age of the roof, his recommendation is a complete tear-off down to the metal deck, removing all existing insulation and installing new insulation with a fully adhered membrane.

Another factor that was considered and researched by Mr. Hichens is the addition of secondary drains which are now required by building codes due to recent roof collapses. The secondary drainage system helps prevent a roof collapse as it removes water that might be building up in clogged drains, causing a large weight load on the roof. The 2003 building addition roof has a drain every 30-40’ with the code-required secondary drains. Mr. Hichens was told by Mr. Ron Mentzer of the City of Warrenville, and confirmed with the Building Department, that the library would not have to install a secondary drainage system on this part of the building as it is considered a re-roofing project. The library may choose to ask for alternate bids for the installation of one or two secondary drains.

Mr. Hichens stated that removing all the stone from the ballasted roof will remove considerable weight and improve the structural capabilities of that portion of the roof.

Trustee Johnston asked if scuppers are an option.Mr. Hichens stated that the size of the parapet on the old building is not deep enough to install them but he will investigate this option.

Mr. Hichens reported that Newman Architecture has updated the drawings and that all parameters with the City are in place. He would suggest board approval to move forward with the fully adhered system versus a ballasted system.Newman Architecture will present a set of drawings, specifications manual, along with a detailed roofing specification.

Trustee Clark asked if Newman Architecture’s fee was included in the $60,000-$75,000 roofing estimate.Director Whitmer stated that the board had contracted separately with Newman Architecture previously for approximately $8,000.

Mr. Hichens stated that there will be bid requirements that the bidder must meet in order for the bid to qualify.Some requirements might include how many years in business and how many years experience in installing a certain manufactured roof or equal.

Trustee Johnston asked if there were any other types of roof systems to consider. Mr. Hichens stated that in 20 years of practicing architecture he feels that the EPDM systems are the best. There are other systems but they are more expensive which include thermal plastics that are similar to the EPDM and a white EPDM which is more eco-friendly as it reflects the sun rather than absorbing it.

Mr. Hichens also suggested that the library consider contracting with a qualified roofing company in the future to perform a yearly or bi-yearly roof inspection where all caulk joints, copings, and membranes are inspected and fixed or replaced before leaks occur.

Trustee Arlowe asked if there is any inspection of the completed project.Mr. Hichens stated that Newman Architecture will compile a punch list on behalf of the Library District and it will be specified that the roofing manufacturer perform their own punch list and inspection.Until the manufacturer has signed off on the installation the warranty papers are not issued.

Trustee Clark asked if the library must hire the low bidder. Mr. Hichens stated that unless the contractor does not meet the qualifications as stated in the specifications you must accept the low bid.

It was the consensus of the board to put this item on the April 16, 2008 Regular Board Meeting agenda for discussion and action to install a fully adhered EPDM system with a complete tear off of the existing roof.

Mr. Hichens would like to have a target date of releasing the bid documents in mid-May, bid opening in late May and installation in June.

5.Adjournment

MOTION: Trustee Stull moved, Trustee DuRocher seconded to adjourn the Committee of the Whole Meeting at 7:52 p.m. Voice vote – all ayes. Motion carried. (Trustee Goodman absent)

Respectfully submitted,

Heather Stull

Secretary

Warrenville Public Library District

Board of Trustees