NSCLD Special Board Meeting & Capital Campaign Planning Work Session Minutes
Friday, July 11, 2014 – 9:00 AM
At Saguache Road and Bridge Building
Attendees: Board members Kate Vasha, Chair; Peter Anderson, Vice-Chair; Denny Davidson, Secretary; Carla Quintana, Treasurer; and Kim Smoyer. Other attendees: Parvin Johnson, Thom Ontko, Marika Popovits, Burt Wadman, Shirley Clark, Bea Ferrigno, and Sarah Koehn Frey, Library Director.
- Call to Order
Vasha called the meeting to order at 9:05 AM.
- Public Input
There was no public input.
- Crestone Baca Library Relocation Process (Kim Smoyer)
- Facilities Committee Report & Recommendation
Smoyer outlined the Facilities Committee’s final meeting and vote to move forward with Site 18. She then related the Facilities Committee’s follow-up discussion regarding an offer with an option to ask for more time to raise the funds to purchase the lots. The Facilities Committee recommendation was as follows:
- The NSCLD obtain an appraisal on the land (which the District would pay for at approximately $1500 – $2000).
- The NSCLD provide 5% of the final agreed upon asking price up-front (which would be subtracted from the full amount) that the landowner would keep regardless of whether or not the NSCLD is able to raise all of the funds.
- The NSCLD ask for 1 year to raise the remaining funds owed and close out the purchase contract.
- The NSCLD as the landowner to consider an option that if after one year the NSCLD has raised half (or more) of the remaining amount, the NSCLD be given an additional year to raise the remaining funds.
- If the option gets used, the NSCLD would give the landowner an additional 5% of the remaining amount owed (which the landowner would keep if the NSCLD proved unable to raise the additional funds).
Smoyer then presented additional information that had recently been received from the landowner, who had requested $6,000 and a time frame of 15 months to raise the remaining funds for the land purchase. The Board discussed both options extensively. Anderson made a motion to offer $6,000 and a time frame of 15 months, with the option to add up to 9 months with no additional payment to the landowner. Included in the motion was the caveat that the NSCLD will pay the appraised value of the land OR the asking price, whichever is lower. The NSCLD will pay for the appraisal and would split the closing costs. Davidson seconded, and the motion passed unanimously.
- Crestone Baca Library – Site Selection Recommendation
Smoyer asked the Board to take the Facility Committee’s recommendation of Site 18. Davidson made a motion to accept this recommendation, Anderson seconded, and the motion passed unanimously.
- Other Discussion/Questions
Discussion arose regarding the need to consider amending Wadman’s contract to include some form of depiction of the future library to use in future advertising and fundraising efforts. Anderson made the motion that the Board ask Wadman to provide a proposal with details, including cost, of different depictions, from simple drawings to a 3-D model, for the Board to consider at it’s August meeting. Davidson seconded, and the motion passed unanimously. Wadman agreed to provide a proposal to the Board.
- Next Steps
Smoyer will email the landowner to detail the process the Facilities Committee and the Board has gone through along with the NSCLD offer. Her response will inform the next steps.
- Capital Campaign Planning (Kim Smoyer)
- Campaign Structure – Options/Ideas
Smoyer led the participants in creative thinking exercises designed to generate lists that will serve the District well in the capital campaign. Additionally, the participants worked in groups on exercises that crystallized why a new library is important. Participants then worked together to create messages that take detracting arguments into consideration, yet still present a strong case for supporting a new library.
- Land Acquisition Funding Discussion vs Capital Campaign (Building)
Smoyer suggested that at this point, the District should focus on raising the funds for the land acquisition “quietly”, without going to large foundations. After discussion, the general consensus was that the District should initially raise $100,000 to cover the land purchase plus have a bit of a startup fund for the capital campaign. Smoyer will work with the Fundraising Committee to determine a plan for raising the $100,000.
- Feasibility Study – Professional Development Hire
Smoyer outlined the need for a Feasibility Study conducted by a professional. Koehn Frey questioned what the cost of such a study might be, and Smoyer estimated a figure of around $2,000. Discussion ensued regarding where the money for such a study would come from and who would write an RFP. In the end, Vasha and Koehn Frey offered to work together to write an RFP, and the proposals will be presented at the August meeting, at which time the Board will determine how to pay for such a service.
- Capital Campaign Checklist
Smoyer presented a checklist for planning a capital campaign, which made clear what work the NSCLD still has to complete before beginning such a fundraising campaign. Smoyer assured the participants that the contracted fundraiser will work closely with the District to ensure all pieces of the campaign are in place.
- Public Input
There was no public input.
- Meeting Adjourn
Vasha adjourned the meeting at 1:45 PM.