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Bozeman Public Library Board of Trustees Meeting
Library Director’s Office
Bozeman Public Library
December 23, 2003
8:30 A.M.
ATTENDANCE
Trustees: Brenda Davis, Chair; Jerry Bancroft; Bob Gutzman; Cindy Christin, Lois Dissly, Terri Dood, and Mary Jo Stanislao, Staff; and Alice Meister, Director.
CALL TO ORDER
The meeting was called to order by Chair Davis at 8:39 a.m.
APPROVAL OF MINUTES
The minutes of the December 16th Board meeting were submitted.
ITEMS FOR DISCUSSION: PROJECT COSTS
Bancroft reported on a December 19th meeting he had with City Manager Clark Johnson and Administrative Services Director Miral Gamradt regarding funds for the Library project. They discussed the money needed to complete the project, which would be $3,000,000 and then the additional amount of $1,000,000 to do the project well. Five strategies were discussed: additional bonding; borrowing against a future revenue stream such as income from the coffee shop or depot; sale of a portion of the site; the City providing in-kind services; and using the Capital Improvement Program (CIP) funds for project needs. Bancroft then distributed a “Project Balance Sheet,” which showed two scenarios. The first one was using a $1,000,000 bond to complete the project and the second one showed a patchwork
scenario, which would utilize funds from selling off part of the property, using income streams, and using City-provided services. It also would use the recommendations of the design team to save money on the building: run the window wall to the floor; reduce the parking lot size and landscaping; reduce the lighting budget to $440,000; eliminate the north tower; and eliminate site work at the Nash Finch Building. Davis expressed hesitation about the bond issue due to negative public sentiment about taxation. There would also be bond costs, the cost of the election, and the publicity work needed to help it pass. The Library’s public relations could be negatively impacted if there were another bond issue. There was some discussion whether there would be another person or group to raise the additional $1,000,000 to do the building well, but none surfaced. Bancroft said that Overland Partners needed authorization from the Trustees
before proceeding, as he had told them to stop work at present. In order to realize a possible 3% savings by having the bidding process next month, Overland needs to move to the bid documents phase. After discussion, the Trustees felt that the $9,150,000 amount would include the amenities that make the building attractive, and they wanted to take the project to bid and see where the bids came in. Action Bancroft moved to authorize the architectural design team to prepare bid documents for the new Library building in the range of $9,150,000 with a series of deduct alternates to bring the cost down to $7,800,000. Gutzman seconded, and the motion passed. The Trustees will decide via e-mail the amount to request from the Foundation to put in the City account to take care of further bills, as the bond funds have been expended.
PUBLIC COMMENT
There was none.
ADJOURNMENT
The meeting was adjourned at 9:36 a.m. The next regular meeting will be Tuesday, January 20th at 3:00 p.m. in the Library Director’s Office.
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