Library Building Task Force

Minutes

01 August 2002

City Council Chambers

 

 

 

Members present:

Dean Baker, Beth McKinnon, Jim Reynolds, Jack Townes, Jane Troeh, Gary Warkentin. Pam Webber and Michele Cheshier was absent.

Guests:

 Randy Ealy, Bev Anderson, Katinka Bryk, Peggy Piersall

 

Jim called the meeting to order at 9:10. Jane moved that the minutes of the last meeting be approved. Jack seconded the motion and they were unanimously accepted.

 

Randy Ealy presented the current status of the application for $10,000 technical support grant from the Governor’s Task Force which needed a definition of the scope of work of the LBTF, an approximate price tag for the entire project, and if we will need any loans. The LBTF felt it was premature to be trying to guess the price of the final project and was hoping the scope could be simplified to the work of the task force rather than the entire construction project?  Jim said that he would draft a responsive letter for review by Randy and Beth.

 

Jim then outlined three things he sees that need to be done by the LBTF

  1. Creating a “Directional Vision”: as an integral part of the future life of the community; how the location, space and function of the library will influence the way people live, learn, meet, socialize, shop and move about the town.
  2. Creating a solid foundation for effective fund raising; research government and private foundation sources, w4rite the “case” document to support grant requests, and develop a development plan sufficient to achieve the goal
  3. Develop a budget for our work…the feasibility study will cost money

 

There were some questions about the city’s routine for reimbursement and how the task force would finance its expenditures. Randy said that he would look into the logistics. Bev presented a report on the various uses of meeting rooms in Estacada and the meeting rooms that are available at the present time.

 

The principal item of business was the assignment of Working Committee Chair positions to members of the task force with the understanding that those chairs would seek additional help from members of the community. Jim made the following assignments with consent of the Committee:

  1. Finance: Dean Baker
  2. Location: Jack Townes and this committee will be made up of the LBTF
  3. Structure: Gary Warkentin with help from Jack, Beth and Pam
  4. Communications: Jane Troeh with help from Bev and Pam

 

Subcommittee descriptions and subcommittee rules were prepared by Jim and are attached to these minutes.

 

Jim discussed the need for this task force to maintain the highest degree of integrity.

If any committee member could benefit in any way from the choice of sites, contractors, or businesses that will be involved in building this library, please disclose their  relationships or interests to the committee or to Jim, privately.  He further asked us to keep the site choices confidential until the Task Force’s recommendation is made public by the City Council.

 

There will be a LBTF tour of possible sites on Saturday the 3rd of August at 1:00 pm. Gary will work on site size requirements before the tour.

 

Jim will update the City Council at their September 9th meeting on the progress of the task force.

 

The next meeting is set for the 5th of September at 9 am. Meeting was adjourned at 11:15 am.

 

A meeting of the LBTF was held on the tour bus Saturday afternoon, August 3, without notice and with all members present. Jim called the meeting to order at 1:30 pm for the purpose of considering the desirability of opening a bank account in the Committee’s name to handle receipts and expenditures. Dean Baker recommended that the Committee establish its own account so that he could function more efficiently, especially on the numerous small expenditures that will arise. Dean and Jim anticipated that contributions for the committee’s work should flow into the Foundation and then to the Committee account as the Foundation sees fit. Regarding City funds or grants that go first to the City, it would be up to the City whether it wished to reimburse vendors directly or fund the Committee account for that purpose. After further discussion, it was moved, seconded and unanimously resolved that Dean Baker be authorized to establish a bank account for the work of the Committee. Dean is to write procedures for check signing and expense authorization. Jim is to contact the City to advise of the Committee’s intentions. The meeting was then adjourned to proceed with the tour of possible site locations.