FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE SPECIAL MEETING

July 16, 2008

Members of the Fondulac District Library Board of Trustees met in special session on Wednesday, July 16, 2008. President Goff called the meeting to order at 6:08 p.m.

On roll call the following members were present: Mr. Goff, Mr. Hale, Mrs. Humphrey, Mr. Johnston and Mr. Lasswell. Also present were Ms. Falasz-Peterson, Director and Mrs. Geier, Business Manager. Mrs. Cole and Mrs. Herring were absent.

Mr. Goff began the meeting by asking the board that as the library moves towards a possible land swap or construction of a new building, do we want to continue to be landlords. He asked the board to give this some thought before the next board meeting. There was some discussion on this subject. Mr. Goff asked Ms. Falasz-Peterson to check to see if there are any requirements from the housing authority on terminating leases.

Mr. Hale asked if the land swap with the city includes just the property the current library building sits on or the whole acreage. Mr. Johnston stated he would prefer it to be the total acreage.

Mr. Goff turned the meeting over to Mr. Lasswell as the chair of the building committee.

Mr. Lasswell asked the board if anyone had any additions or deletions to the list of questions provided by Ms. Falasz-Peterson.

Mr. Goff feels the library needs to recognize that the city has a hierarchy of priorities and he thinks we need assurances that if the board agrees to move forward with this project, the city will continue to work toward developing the other sites.

Mr. Johnston stated that since the new location would be located near the Richland Farms area and most of the clientele would be from there, he wondered how security would be handled. Mr. Lasswell stated that a lot of the library’s clientele already comes from that area of town, as well as from other areas, so he doesn’t see this as an issue. Mr. Hale feels that with the area developing, the whole area will improve. Mr. Goff also stated that the additional TIF area along Washington is meant to upgrade the existing private developments.

Mr. Lasswell suggested that the board begin to look at the questions the board needs to address. He asked what the board feels are the deal breakers for the library that would cause us not to want to proceed.

Mr. Goff stated patron outcry would be a deal breaker. Mr. Johnston asked if there have been any questions about the city’s proposal. Ms. Falasz-Peterson stated that there hasn’t been. Mrs. Humphrey asked if there were a lot of people that walk to the current building. Ms. Falasz-Peterson stated that if the library were to move, we would probably see an increase in walking patrons and those are the people that would best benefit from the library’s services. Mr. Goff feels that at the current location there is the “Kroger connection.”

Mr. Lasswell feels that the city’s answers to some of the library’s questions could be deal breakers. He also stated that he felt some of the questions are hard to answer as they go hand-in-hand and depend on the city’s response. For example, what size building is the board interested in would depend upon how much land the library would receive from the city, which in turn would affect the amount of money the library would need to ask for in a referendum. The amount of money needed would then influence whether the board would go for a bond issue or tax rate increase in a referendum.

Mr. Goff wonders if the city has a building program for city hall. Mr. Hale asked if there is an amount of acreage that the city would swap with the library that would be a deal breaker. Mr. Lasswell stated that the board would have to make sure there was enough space to meet requirement with room for future expansion. Ms. Falasz-Peterson will add to the city’s questions, the library is interested in a building of 40,000 square feet expandable to 70,000 square feet, is this feasible? The board would prefer a one story structure.

Mr. Goff stated that he feels the library can certainly propose off the wall ideas. Mr. Lasswell stated that he got the impression from the June executive meeting that any expenses on shared spaces would be shared expenses, which he doesn’t have a problem with. Mr. Goff stated that he would like control to tilt the library’s way. Mr. Lasswell replied that the city also stated that the library would control scheduling for any shared space.

Mr. Goff wondered if a public/private partnership would get in the way of any procurement rules. He stated this is a legal question that perhaps the city attorney could answer. Mr. Lasswell asked if Mr. Goff was talking about construction. Mr. Goff replied he means without going out for hard bids in the newspaper, if the library says it is going to tag along and Cullinan Properties is going to build the whole thing. Mr. Lasswell thinks that the library would still have to go out for bids, as would the city. That is Mr. Goff’s question, do we have to go out for bid if the city gets bids for the whole project.

Mr. Lasswell stated that as for the question regarding mobilization for a spring 2009 referendum, he feels that depends on the amount of money needed for the project and how much space we will receive. He feels the same holds true for answering the question regarding bond issue or tax rate increase.

Again the board agreed that they are willing to share space with the city. Mr. Goff stated that cost and control are the two big questions. Mr. Goff also stated that the key on shared space is to look at it as an opportunity not as a challenge.

Regarding design, Mr. Lasswell has no problem with the outside being co-designed with PSA-Dewberry and Cullinan Properties. Mr. Goff stated that he thinks we could certainly state that the library will accept the city’s façade guidelines.

Mr. Lasswell asked if the board feels comfortable with a land swap or should the library get an appraisal. Mr. Goff stated that he has changed his mind and the library should go for a land swap with the hitch possibly being the rental properties. Mr. Goff wonders if the library is bound to look at them at their full market value since they are an asset. He also wonders if the library must have an appraisal. Mr. Hale feels that perhaps the board should have an appraisal on the library property. The board would like a clarification from the city on what properties they are including in a land swap and who would demolish the properties.

Mr. Lasswell stated that to him the biggest question for the city is how much space they are allotting the library. He feels we should tell them that we really can’t go any further in a decision until that question is answered. Mr. Goff would also like to know about their building and other business that are considering relocating to the civic triangle of the development. Mr. Hale asked what control the library would have over the grounds. Mr. Goff would like to see what the façade that Cullinan Properties is considering looks like. Ms. Falasz-Peterson is under the impression it will look something like Camp Street Crossing. Mr. Goff stated that a reference for the board to compare it to would be fine.

Mr. Hale asked if the board should invite the city to the next board meeting. Ms. Falasz-Peterson stated what she had thought she would write a letter to the mayor including the questions from the board and ask the city to reply in writing by July 24^th so their response can be included in the next board packet. She will be sure they know they are more than welcome to attend the July 28^th board meeting. Mr. Goff would also like city’s input on the critical path for the project and where the library fits into the project. Mr. Lasswell would also like the city to know that although the library has not committed to this project, the board is very positive.

The meeting was adjourned at 7:15 p.m.