Building Needs Assessment Work Group Minutes

September 26, 2019, 1:30 p.m.

SCLS Headquarters

Badger Room

Present:

Nan Brien                    SCLS Board Trustee

Kerrie Goeden             SCLS HR & Finance Coordinator

Mark Ibach                  SCLS Consulting Services Coordinator

Jesse Stewart              SCLS Fleet Manager

Vicki Teal                     SCLS Technology Services Coordinator                                  

Martha Van Pelt          SCLS Director

Excused:

Corey Baumann          SCLS Delivery Services Coordinator
Kristi Williams             SCLS Board Trustee

Call to Order: 1:37 pm

Approval of previous meeting minutes:  September 5, 2019

M. Van Pelt made a motion to approve minutes

J. Stewart seconded the motion

Approved

Action items:

Clean up the Master Space Recommendation (MSR) document

Review Combined List of Building Needs to assess if all space needs have been addressed on the MSR

Identify and assign square footage for all spaces on the MSR

Reports: 

Research findings regarding financing options – KG

Kerrie shared reports with the Work Group via email and are in the shared drive under Reports:

TIF Goals Objectives and Process

TIF Underwriting Policy

First Business Financing

Board of Commissioners of Public Lands (Common School Fund)

DPI legal advice on statutes regarding system building a new facility – MVP

The clearest direction I see for construction and bidding is listed under our very own contract agreement language:

Wisconsin Statute 43.17 (9) Contracts, Bidding and Borrowing

All contracts for public construction made by a federated public library system whose territory lies within 2 or more counties or by a federated public library system whose territory lies within a single county with a population of at least 500,000 shall be let by the public library system board to the lowest responsible bidder in accordance with s. 62.15 (1) to (11) and (14). For purposes of this section, the system board possesses the powers conferred by s. 62.15 on the board of public works and the common council. All contracts made under this section shall be made in the name of the federated public library system and shall be executed by the system board president and such other board officer as the system board designates.

Public construction is not defined by WI statute according to the League of WI Municipalities.

We will need to hire a project manager for this - to make sure all the laws and site plan reviews are done.  It might be easier to have a developer do the project so they handle all those details.

Email from John Debacher 9/12/2019

“It is our (DPI) position that a multi-county public library system, as a joint agency of its counties, would be subject to the same rules in acquiring and renovating or constructing public works projects. Because our agency does not have any authority to interpret the laws or ordinances related to the development of bid documents, plan review, or award of contracts, I suggest that, in addition to your legal counsel, you contact one or more of your counties for assistance. This article, from the Wisconsin Counties Association may be helpful:”

https://www.wicounties.org/uploads/jan-1-2016-legal.pdf

Discussion:

Are there any other space needs not yet included on the MSR?

Worked on the documents to include footage - done

Total tally of square footage once all building space needs have been added to the MSR – done

33,131 sf +

758 sf for WLA

Roughly 34,000 sf

Homework for Next Meeting: 

KG will find more detailed information from BCPL loan program and TIF

Vicki will combine BND with MSR to create a new building profile document.

Need nitty gritty report to share with “realtor.”

Next Meeting Date:  11/7/2019 10:00 a.m.

Adjournment: 3:3