Library Building Task Force

Minutes

25 November 2002

Members present:

Dean Baker, Gary Warkentin, Jim Reynolds, Felix Rimberg, Jack Townes, Jane Troeh, and Pam Webber.

Guests: Dave Piper, Gloria Polzin,

Jim called the meeting to order at 8:15.

Felix/Jack moved/seconded that the minutes of the November 4th meeting be approved as read. It was approved unanimously.

Dean Baker (Finance Committee) had no new report.

Jane Troeh (Communications Committee) reminded the task force that her role would be changing, for she no longer would be a city council member as of December 9^th. Jim and the task force members agreed that Jane, if willing, should remain as a member of this Task Force. Jim suggested the welcoming of the new city council members, and too, should extend an invitation for them to attend the December 9-10 workshops.

Jack (Chair of the Site Selection Committee) distributed maps and land area measurements that he and Dean had formulated. A brief discussion followed on the three areas the task force has chosen for possible sites.

Jim informed the task force regarding the Gates Foundation, saying that our library may be eligible. Jim said that from experience working with a Michigan Library, that only libraries in Oregon, Washington, and Idaho are eligible for these funds.

Gary (Chair of the Structural Committee) reported on the process that the committee took to select a short list from the fifteen Statement of Qualifications submitted. Selected firms were Richard Pl Turi, Bohlin, Cywinski, Jackson, and the SRG partnership. A workshop presentation for the selected firms is scheduled for December 9-10^th. The schedule is as follows:

December 9^th

9:00-11:00 Richard Turi

1:00-3:00 Bohlin, Cywinski, Jackson

December 10^th

9:00-11:00 SRG Partnership

The types of questions to be asked were discussed. Jim was concerned that having set questions would hamper us from finding out what we wanted to know about the applying firms. Felix suggested coming up with an outline on subjects that could be used as guidelines for the questions. Subjects to be used would be: site, experience, client relations, finances, design and other library issues. Jim assigned Felix to come up with the outline and forward it to Dave Piper for editing and mailing to the three firms as soon as possible. Seating arrangement was discussed and it was determined that both the task force and structure committee be seated together and to be allowed to ask questions according to the guidelines set by the structure committee. Gary was asked to come up with a scoring system for the workshops that will take place at the Council Chambers.

Felix and the Task Force complemented the structure committee on all the hard work that was done so far and congratulated them on a job well done.

The next Library Building Task Force meeting scheduled for 11:00 am December 10^th at the Cazadero Restaurant immediately following the last workshop.

Beth asked that an additional site east of the Hitching Post be considered since the poll so overwhelmingly pointed to the wish for a downtown site. On behalf of a citizen request, Gary defined the property in front of the High School as another possible site. Jim said that if the sites that we are considering now do not turn out to be feasible, at that point the Task Force will add additional sites to the mix.

Randy asked that the task force get hard numbers from appraisers on the cost of these sites and apply our criteria methodically to the sites. Jim asked Randy if there was any chance that the city would participate in the appraisals of properties that are earmarked for urban renewal? Randy said that the city might be able to respond with one or more funds. He would take it to the City Council.

Dean asked at what point we would get architectural input on the sites? Gary said that that would happen at the workshops in December. Gary reported that the Structural Committee has begun the RFQ process for an architect and said that time needed to be allocated in the RFQ schedule for gathering legal advice and field trips to visit the works of the short list of architects. He also reported that a PGE representative contacted him to let him know that free consultation was available for electrical and mechanical elements of the new library. PGE is promoting green options for new buildings. The Task Force was very positive about the possibility.

Randy told the Task Force that the City is applying for a Community Development Block Grant that specifically targets acquiring land for parks. He said that the City is targeting the pond properties and plans to build a new city park with the acquisition.

The next meeting will be on November 25th, at 8:00am in the City Council Chambers. The meeting was adjourned at 10: 00.