Library Building Task Force
Minutes
06 September 2002
Members present:
Dean Baker, Beth McKinnon, Jim Reynolds, Jane Troeh, Gary
Warkentin and Pam Webber. Jack Townes was absent. Frank Stechmeyer was present
as liaison from the Foundation
Guests: Gloria Polzin
Jim called the meeting to order at 9:10. The minutes of the
last meeting were approved.
Frank suggested that the minutes be available online. Jim
added it to the agenda under the communications committee report.
It was noted to change Dean’s phone number in the directory
of Task Force members.
The principal items of business were the subcommittee
reports.
Dean Baker reported that he and Randy make up the Finance
Committee. He has registered the Library Task Force name with the state as an
“association”, so we are now legitimate. He has opened a bank account with Key
Bank. Only one signature is needed and Jim, Dean or Randy are designated
signatories. He has set up the books on QuickBooks. Dean reported a
contribution by Jim to the Library Foundation which was then passed through to
fund the new bank account. Randy has filed for a grant of $10,000 for a feasibility
study that should be available in October. He passed around a “check request”
form that will have to be filled out in order to initiate a payment . It should
be turned in to Dean for authorization. Jane/Pam moved/seconded that the Task
Force approve the establishment of a Key Bank account for the Library Building
Task Force with Randy, Jim and Dean being the signatories and only one of their
signatures needed on any one check. It was unanimously approved. Dean/Jane
moved/seconded that if we were going to enter into any contract or obligation
we needed the support by resolution of the committee and Jim’s authorization.
The motion also enables the chair to negotiate and sign contracts. It was
approved unanimously.
Jane Troeh reported that she, Pam Webber, and Gloria Polzin
make up the Communications Committee.
They have met twice and have discussed methods of communication including
printed material included in the city billings, flyers in books, and key communicators
as ways to disseminate information. She handed out a letter for approval of the
committee and it was approved. She asked what the process should be for putting
articles in the newspaper? Jim responded that she could submit it to Beth or
Jim or the person whose committee is responsible for the subject area that the
article covers. The Task Force discussed making information available on the
web. It was decided that approved minutes of the entire committee and press
releases could be published on a link to the LBTF that Traci could set up.
Gary Warkentin reported that the Structural Committee was
made up of himself, Gloria Polzin, David Piper, Steve Niichel, Katinka Bryk and
Pam Webber. The committee has met twice. He discussed what they are learning
about the Request for Proposal and Request for Qualifications process. He has
discovered that the Qualifications-Based Selection of Architects and Engineers
is a method used by this city and there is a seminar on the process in Salem on
the 18th of September. Dean/Jane moved/seconded that we send someone
to the seminar. It was approved unanimously by the Task Force members.
Jim discussed his plans to report to the City Council on
Monday. He will present a preliminary budget of approximately $25,000 for
appraisals, communication, and grant writers. He will propose that the city,
the Library Board, and the Foundation to contribute towards the funding of the
budget.
The next meeting will be on September 23rd at 9
am in the City Council Chambers. The meeting was adjourned at 11:40.