HomeMy Public PortalAbout2016.06.01 LBC MinutesMCCALL PUBLIC LIBRARY
Building Committee Minutes
June 1, 2016
Heather Haynes, Bill Thomas, Dean Martens, Andy Laidlaw, Jacki Rubin,Meg Lojek, Lynn
Lewinski, Karen Lannom
Called to order 1.1:02
Minutes approved, 1st Andy, 2nd Karen, all in favor
Old Business
• Meg, Andy, and Karen called Humphries and Waters. A letter of agreement was decided
upon. And we told them that we were limited to the LOT funding.
• They sent the letter to Meg yesterday for approval by City attorney. We need to get the
attorney approval before the Agreement can be given to the City Council and Mayor
signs.
• The letter proposed three visits for meetings. A lump sum of $25,000 is the total amount,
not including housing expenses. Four phases as described in their proposal.
• Discussion about their role in presenting the final results at the launch of fundraising
stage. It's currently not included in the letter of agreement, and it was not in the RFP. We
think it would be valuable. Meg will speak to them.
• Andy suggested asking them to make a video that could be played multiple times.
• The week of July 11 looks to be when Phase 1 visit will occur.
• Meg will forward the Agreement to the Library Board for review before Council meeting.
• Meg will ask Humphries Poll about when the lump sum payment will occur or how they
would like payment to occur. This needs to be added to the Agreement.
• Meg will discuss with them when deliverables will be due and add to the letter.
Motion that the Library Expansion Committee approves the preliminary letter of agreement,
contingent on attorney approval. 1st Heather, 2nd Karen. All in favor.
New Business
Meg will contact other two firms that they did not get the contract.
Week of July 11 will be the first visit by Humphries Poli.
Brainstorming lists of stakeholders/groups
• Each person on the committee will send Karen their list of people or groups to consider
for the Phase 1 meeting by Monday June 6 - people in groups we want to invite to the
Information Gathering Meetings. Karen will compile list for discussion at next mtg, June
15.
Taskforce for local business involvement
• We need a system in place to handle the fundraising aspect of things
• We need a grant writer (Carol Coyle mentioned) as part of this task force/subcommittee
• We did put in for LOT money to pay for a paid fundraiser - they meet June 8 to decide.
Once we know if we have or don't have that money, we can proceed.
• Meg emailed the committee the tax credit rules for donating to Idaho libraries
• Any donations can be processed by any librarian, that person will get a receipt, qualifies
them for the appropriate tax credit or write-off (in person or via mail) and the donor
needs to designate it. For the library expansion, it goes into a fund specifically for the
expansion.
• Dean - we need to figure out how to handle in -kind donations.
• Discussion to be continued in next meeting
Next meeting is June 15 at 11:00 am.
Meeting adjourned 12:05
1st Heather 2nd Karen
Minutes Pre.ared by Karen Lan = , Secretary
Respectfully submitted by Heather Haynes, Chair