HomeMy Public PortalAbout2021.01.21 LBT Minutes Minutes—McCall Public Library Board of Trustees Meeting
January 21, 2021
Zoom/McCall Library Conference Room, 218 E. Park Street
Call to Order: 9:05
Attendance: Via Zoom—Jacki Rubin, Lola Elliot, Dawn Matus, Meg Lojek, Amy Rush, Bob Giles,
Anette Spickard, Linda Stokes. Guest: Trey Crookston, CM Co.
In Library—David Gallipoli
Amendments to Agenda: None
Approval of Minutes: Jacki made a motion to approve the minutes of 12/17/20, David
seconded. Minutes approved.
Director's Report:
Payment Approvals: Jacki motioned to approve payments for 12/31/20 and 1/14/21. David
seconded. All in favor.
Budget and Stats: December financial statements are online (https://www.mccall.id.us/financial-
statements).
Annual Library Report to Council: Meg conveyed that she was putting the final touches on the
annual report ahead of the submission deadline later in the day (1/21/21). The Board gave
the go-ahead to submit it without prior review, and agreed that Meg would share it with the
Board at a future date.
Direction to Staff for Website Redesign:
Meg presented three draft designs developed with Erin Greaves for the Library's website. After
reviewing them and another public library's website for reference, the Board and Meg agreed
on a basic direction regarding layout, navigation, font and features.
Annual Evaluation of Director: The evaluation is usually carried out in January, but this year,
the process is slightly delayed. Meg said she had recently received the necessary paperwork
and would talk to Jacki with the aim of putting the item on the agenda for the February meeting.
City Treasurer's Report:
LGIP deposit: In keeping with regular practice, Lola motioned to move 1st quarter donations
($3,445.00) to the Local Government Investment Pool (LGIP) account for the Library
expansion project. David seconded; all in favor.
Excess fund balance: About $100,000 in unspent funds (reserves) is expected to be available
for re-allocation in FY21 or 22 to the Library expansion once the City's audit is complete (final
numbers should be available in April-May). Meg noted that there is a Board resolution in
place saying that any excess cash within the Library fund should be used for the Library
expansion project. Mayor Bob confirmed that it is the Board's intent to ensure that the excess
funds be used for the expansion, and the recommendation of the Board is that the funds be
set aside for spending in FY21 or 22, depending on when a bond election is held.
Discussion of Library Expansion and Updated Cost Estimates:
City Manager Anette Spickard and Trey Crookston of CM Co. joined this portion of the meeting
ahead of the Jan. 28 Clty Council meeting. Meg reviewed revisions made in consultation with
Trey on project cost estimates, including reductions to some line items (among them, a
$290,000 reduction in the cost of the Library; the removal of roughly $900,000 for the Parks
building relocation; a reduction in the cost of parking spaces; and the deferral of the Library
Plaza portion of the project to a later date). The estimate also incorporates preliminary amounts
for anticipated donations, and a 2% overall inflation adjustment (actual inflation estimated at 2-
5%). Meg noted that some contingency funds would be available to help cover the higher costs.
Trey advised that future inflation trends are hard to predict, and added that in some cases,
project planners set a bond at an amount with a good likelihood of passage, and then bring the
project budget in line with that through adjustments. In the McCall Library's case, he said the
changes likely wouldn't be drastic, but would involve things like the level of finish used in the
building construction or slight square footage revisions.
Bottom line: The current estimated grand total for the Library expansion, including construction
costs and all fees, is $6.651 million, down from the original estimate of$8.189 million a year
ago (of which $6.723 million was just for construction, including the Parks building
relocation/rebuild). The new construction cost estimate suggests that efforts made to offset
inflation have been successful, the caveats being that actual inflation could be higher than
calculated, and anticipated funding from sources such as donations could change. On the plus
side, Jacki noted that fundraising by the Library Foundation and City funds that have been
earmarked for the expansion should contribute an additional $2 million or so in savings, which
would bring the amount of the bond below $5 million, as requested by the Mayor.
In response to a request from Jacki, Trey will provide a figure showing how much inflation has
added to the cost of the project in the year since the first bond election. Trey also confirmed
that, as noted below the estimate, delaying the project by an additional year would increase the
cost by 4-5%.
Discussion turned to the timing of the bond. Anette shared a SWOT analysis showing the pros
and cons of putting the bond on the ballot at different times, and asked for the Board's input by
the end of 1/21/21; the analysis will be shared with the City Council for its Jan. 28 meeting.
Jacki said she is still committed to putting the bond on the ballot in May, and noted that
delaying would add to the cost, slow momentum, and run the risk of lost grants and donation
pledges. Waiting until November when a City Council election is expected could also dilute
voter enthusiasm. Lola, Dave and Dawn agreed that May is a good time. Patrick, who was
unable to attend, said via email that he favors waiting until the fall of 2021. He cited the planned
school district bond and the pandemic's effects on voter confidence. Participants pointed out
that the school bond, which includes refinancing of existing debt at lower interest rates, could
actually reduce the taxpayer burden, and that deferring the expansion project will add to the
cost. Bob thanked everyone for their input, and said he would share the Board's views with City
Council. Jacki and Meg agreed to prepare a summary memo of the Board's discussion for the
Jan. 28 meeting.
Foundation Report:
Amy summarized the results of the Library Foundation's first public outreach annual campaign,
"KISS 2020 Goodbye." The goal of raising $20,000 was easily surpassed. The campaign drew
75 donors and total estimated contributions of$33,000. Looking ahead, the Foundation will
meet in February to discuss big-picture fundraising issues and to plan for an online auction in
the spring.
Friends Liaison Report:
To help the Friends streamline their meetings, Lola will begin sharing the Board's minutes in
advance. She relayed that Friends members are coming up with creative ideas such as a
concierge service to help patrons search for books in the Pumphouse collection.
City Council Liaison Report:
Bob thanked the Board for a productive discussion and said it helped him to prepare for the
Jan. 28 Council meeting.
Board Policy for Public Comment Guidelines: Tabled until February meeting or later.
Revision of McCall Public Library Strategic Plan —Adopt Draft, Goal #1:
Jacki motioned to adopt the draft with a plan to amend it as needed at a later date, after the
Board has had a chance to review all sections of the Strategic Plan; David seconded and the
motion passed.
Revision of McCall Public Library Strategic Plan— Preliminary Discussion of Goal#2:
Postponed until a later date.
Adjournment: 11:45
Next Meetings:
January 28, 5:30 PM—City Council discussion of Parks building and potential library bond
February 18, 9:00 AM — Board meeting
March 18, 9:00 AM— Board meeting
Minutes prepared by Dawn Matus, Secretary
Respectfully submitted by Jacki Rubin, Chair