Library planning meeting #3 8/27/06
Report by Mindy Gallagher and Deirdre Helfferich See also: New Library Building Meeting attendees: Kate Billington, Don Cameron, Mindy Gallagher, Eric Glos, Deirdre Helfferich, Hannah Hill, Amy Cameron Luick, Mike Musick, Margaret Rogers, Lois Sala, Mark Simpson, Lisa Sporleder, Tony Tangermann, Frank & Quinn Therrell, Bob Trigg. Tim Easton concerts Earned approximately $2,400, gained lots of publicity for the library. T-shirt sales People want sweatshirts, t-shirts selling well, about 40 at concert. Being sold at In the Heart of Ester, the Annex, the Republic, and out of a bag Helfferich carries around with her. Maintenance and volunteering Lots of volunteers for construction, not many for regular maintenance. Helfferich suggested that the new library will probably need a roster or schedule of library sitters. Library budget cash on hand: approx. $4,700 with recent t-shirt sales and imminent deposits outstanding expenses: $4,250 amount left over for expenses, etc.: $450 (note: this amount erroneously reported as $550 at the meeting, because Helfferich can’t add and subtract….) Our expected expenses through to the next Lallapalooza (end o' March 2007): $1,100 soil testing (check sent, not yet cashed)
$400 heating fuel
$50 rent x 7 months = $350
$300 land payment x 8 months (including August) = $2400
Land Survey report:
Frank gave the report. The survey appears to be done (by Kallen Associates), but no plat or legal description is in hand. Essentially, we don’t know:
a) if there will be a cost associated with the survey, although when Frank asked for a rough estimate, he was told it would be about $3,000 or so (it might be a donation from either Winther or Kallen Associates);
b) if there is a cost, we don’t know if it will be charged to the ECA, Frank, or Rick Winther;
c) Frank and Winther discussed getting the legal description for the land; Winther suggested Kallen Associates, so Frank said okay and contacted them for the survey. Winther and Frank discussed splitting the cost (if there is one). Frank emphasized the the split of the survey cost was a verbal agreement, and not necessarily binding; i.e., it may still be open for discussion.
A discussion on this brought out two points:
1) no board member can commit the ECA to spending more than $500 without the okay of the general membership. To clarify what the president can and cannot do, the bylaws state that the president cannot vote on ANY issue before the board (such as the commitment of $500 or less) unless there is a tie vote and he/she needs to vote to break the tie. So, he doesn't have the authority to commit ANY funds on his own. Only the board can do that, and only the membership can commit more than $500. What isn't clear is what the punishment is for the president committing the ECA to over $500. The bylaws state that if a board member commits funds over $500, they will be personally liable for the money they obligated. They are silent what the penalty is for the president violating this prohibition against committing ECA funds. All they say is that he just plain can't vote on any board issue (other than a tie). The ECA president is more of a leader of the meetings, a mediator, or a figurehead, rather than an executive officer á la president of the United States.
2) the library committee thought that the survey was being done as a favor to Frank, and doesn’t have funds set aside for a survey, nor did it approve use of the monies in the library account for it.
Because the borough had a lot number and was billing the property taxes as though the lot was a separate piece, all parties involved thought there was a legal description already in place. The legal description is necessary to the sale, but Sala and Gallagher brought up the point that normally the survey costs are borne by the seller, not the buyer. Musick added that normally the seller passes on some of those costs through the sale price. The problem here is that there was an agreed-upon price, and THEN all concerned found out there was no survey.
Decision: After much discussion, the group decided that Frank and Helfferich should talk with Kallen Associates and with Rick Winther and find out if there is a charge for the survey, and if so, what it is.
If Kallen Associates intends to bill the ECA, it should be pointed out that the ECA is a 501(c)(3) nonprofit corporation, and that donations are tax-deductible, and perhaps Kallen Associates might need a tax deduction? Winther might also need a tax deduction, so this could be mentioned to him. Also, any parties involved should be informed that the ECA will have to approve any expenditure beyond $500 at their next general membership meeting (first Sunday in October).
The library has some leeway as to how it spends its funds independent of the ECA general membership, but doesn’t have the funds available (see above).
If the ECA or the library has to bite the bullet and pay up, we’ll have to solicit for donations to find the money. Otherwise, Frank may be liable.
Soils report:
Musick gave the report. The soil is dry, permafrost about 24 feet below the surface. The soil is silt down to the frozen tailings. Should be okay to build on. Ed Clarke of Soils Alaska will be giving a few more options on recommended foundations/footers to use on this type of soil (gave only one in his report to the ECA).
Building Construction schedule:
no schedule really possible until funding and design are ready, but rough estimate for building start date is June 2007. Suggestions were made to put down tailings this year, but these could only be done on the driveway, since we don’t really know where the building will be. More brush clearing should be done.
Design/architectural plan:
Sandy Jamieson is doing an artist’s concept that we can give to an architect or foundation as part of an initial proposal. We will need this by the fall general membership meeting, so somebody will have to let Jamieson know that. Tamsin Stone is unlikely to be our lead architect, but would still like to participate. Gary Pohl may be willing to do this; we’ll have to ask, or find another architect.
Funding (proposal team):
A grant proposal writing team will be needed: Billington and Luick will get people together to do this. Suggested people to ask were: Maggie Billington (editor), Sandy Gillespie, Sue Hills, Sarah Hilton, Monique Musick, Debbie Rimer, Mark Simpson, Lisa Sporleder (editor).
Other item: Simpson said that his sister, Paula, retired librarian, has volunteered to act as consultant on library needs. Helfferich noted that Judie Triplehorn from the Keith Mather Library has also volunteered to do this. | 
