The Medina County District Library Board of Trustees met in a special session on Thursday, April 9, 2026, at Medina Library. With a quorum present, President Caleb Parker called the meeting to order at 5:01 p.m. The Pledge of Allegiance was recited.

Roll call: The following members were present: Caleb Parker, Sarah Vachon, Brian Harr, Ann Marie Flannery, and Christopher Jakab.

Approval of the Agenda: Mr. Harr motioned, and Ms. Flannery seconded the motion to approve the agenda. Motion carried.

Bid Review for the MCDL Medina Library 2026 Roof Project: Executive Director Julianne Bedel stated the administration has worked with Constructions Resources, Inc. and Bricker Graydon Wyatt to solicit bids for the MCDL Medina Library 2026 Roof Project in accordance with Ohio Revised Code Section 3375.41. A legal notice was placed in the Medina Gazette for the required period. We received three sealed bids at the April 3 deadline. The bids were opened publicly, read aloud, and tabulated. The lowest and best bid received was submitted by Willham Roofing for a total amount of $2,505,742. After consultation with Construction Resources, Inc. and legal counsel, Ms. Bedel recommends without any reservations that the Board of Trustees award the contract to Willham Roofing.

Mr. Jakab asked about the following: addendums, pre-bid meeting, start and completion dates, and notice to proceed. Ms. Gaebelein answered that an addendum was sent after the pre-bid meeting to direct contractors wanting to obtain physical copies of the contract documents. Mr. Brzezinski stated that the pre-bid meeting took place on March 23, 2026, and four subcontractors and four mechanical contractors attended. Ms. Bedel stated the project would commence at the end of August. Ms. Gaebelein replied that the estimated completion date was slated for the end of November and a notice to proceed would be sent. Mr. Jakab also asked Mr. Griffith if he had previously worked with Willham Roofing, and Mr. Griffith replied that yes, he had.

Resolution 26-02: Mr. Jakab introduced the following resolution and moved its passage:
Awarding Contract To Willham Roofing Co., Inc. For The Roof And Hvac Improvements Project As The Lowest Responsible Bidder And Authorizing Execution Of Contract With The Contractor

The Executive Director recommends awarding a contract to Willham Roofing Co., Inc. (the "Contractor") for the MCDL Medina Library 2026 Roof Project (the "Project") as the lowest responsible bidder and requests authority to execute a contract with the Contractor for the Project.

Rationale:

1. The Library has identified a need for the Project.
2. The Board's design professional, Construction Resources, Inc. ("CRI"), prepared design documents for the Project.
3. Working with CRI, the Executive Director and Fiscal Officer solicited sealed, competitive bids in accordance with the Ohio Revised Code Section 3375.41.
4. A legal notice for the Project was placed in the local newspaper for the bid period required by the Ohio Revised Code. At the bid deadline, the bids were opened publicly, read aloud, and tabulated. The Library received three bids for the Project.
5. Upon opening of the bid, the Contractor was the apparent low bidder for the Project and provided a bid of $2,505,742.00.
6. The Executive Director and Fiscal Officer reviewed the Contractor's bid and evaluated the Contractor, and has determined that the Contractor's bid is responsive to the specifications and that the Contractor is responsible to perform the work.
7. The Executive Director recommends awarding the contract for the Project to the Contractor, as the lowest responsible bidder, in the total amount of $2,505,742.00 (the "Contract Sum").
8. The Executive Director also requests authority for the Executive Director and Fiscal Officer to execute change orders on behalf of the Board in a total amount not-to-exceed 10% of the Contract Sum. Change orders in excess of that aggregate amount will be brought to the Board for its approval.

The Board of Trustees resolves as follows:

1. Based upon the recommendation of the Executive Director, the Board awards the contract for the Project to the Contractor as the lowest responsible bidder and authorizes the Executive Director and Fiscal Officer to execute a contract with Contractor in the amount of the Contract Sum.
2. The Board further authorizes the Executive Director and Fiscal Officer to sign change orders related to the Project in a total amount not to exceed 10% of the Contract Sum. Change orders in excess of that aggregate amount will be brought to the Board for its approval.

Ms. Vachon seconded the motion.

Roll Call Vote: Ms. Vachon - Aye; Mr. Harr - Aye; Ms. Flannery - Aye; Mr. Jakab - Aye; Mr. Parker - Aye. Motion carried.

Ms. Bedel stated on April 15, 2024, the Board of Trustees selected Construction Resources, Inc. as the most qualified firm to serve as the architect of record for the MCDL Medina Library 2026 Roof Project. We are now asking the Board of Trustees to approve the proposal from Construction Resources, Inc. as Amendment 3 to our existing agreement for Contract Administration and field observation of the MCDL Medina Library 2026 Roof Project.

Resolution 26-03: Mr. Harr introduced the following resolution and moved its passage:
Authorizing The Execution Of Amendment 3 To The Architect Agreement With Construction Resources, Inc. For The Roof Renovation Project

The Executive Director and Fiscal Officer requests authorization to negotiate and execute Amendment 3 to the Architect Agreement ("Amendment 3") with Construction Resources, Inc. ("CRI") for the Roof Renovation Project (the "Project").

Rationale:

1. The Board previously executed an Agreement, Amendment No. 1, and Amendment No. 2 with CRI to provide design professional services for the Project with the option to request a proposal from the Architect for the Construction Administration ("CA") Phase Services at the completion of general contractor bidding, and to add the CA Phase Services for the Project via a written amendment.
2. General contractor bidding has been completed, and CRI has submitted a proposal to perform the CA Phase Services for the Project in the total amount of $84,800.00.
3. The Executive Director and Fiscal Officer recommend that the Board authorize the CA Phase Services for the Project in the amount of $84,800.00 and requests authority, with the assistance of legal counsel, to negotiate and execute Amendment 3, incorporating the CA Phase Services into the Agreement.

The Board of Trustees resolves as follows:

1. The Board authorizes the CA Phase Services for the Project and approves Amendment No. 3 to the Agreement for the Project in the total amount of $84,800.00.
2. The Board authorizes the Executive Director and Fiscal Officer, working with other administrators and legal counsel, to negotiate, and execute Amendment 3 to the Agreement on behalf of the Board.

Ms. Jakab seconded the motion.

Roll Call Vote: Ms. Vachon - Aye; Mr. Harr - Aye; Ms. Flannery - Aye; Mr. Jakab - Aye; Mr. Parker - Aye. Motion carried.

Resolution 26 - 04: Interfund Transfer: Ms. Flannery motioned and Ms. Vachon seconded the motion that the Medina County District Library Board of Trustees hereby approves the $1,800,000 Interfund Transfer from the 2026 budget from 101 General Fund to the 401 Building/Repair Fund. Motion carried.

Mr. Harr asked about the amount of the transfer. Ms. Gaebelein stated that this transfer, along with the transfer in December 2025, would cover the project, contingency costs, and the amended proposal with Construction Resources, Inc. Ms. Vachon inquired about the estimated hours needed by Construction Resources, Inc. for field observations. Ms. Bedel stated Mr. Griffith estimated slightly on the high side, but it could be amended if needed. Mr. Harr wanted to know how change orders would be managed. Ms. Bedel replied that if a change occurred, legal counsel would be consulted. Ms. Gaebelein stated that any change over 10% of the Contract Sum would be brought to the Board for approval.

Adjournment: There being no further business, Ms. Vachon motioned, and Mr. Jakab seconded the motion to adjourn the meeting at 5:15 p.m. Motion carried.

Caleb Parker, President
Ann Marie Flannery, Secretary

Next Board Meeting
Monday, April 20, 2026
6:00 p.m.
Medina Library