Minutes of the Meeting of the Special Library Committee
Wednesday, January 25, 2006

Call to Order

The meeting was called to order by Scot Simpson at 7:05 p.m. in the Council Chambers at City.

Roll Call

Members Present: Mark Bartels, Stuart Harper, Ted Anderson, Marge Sherwin

Members Absent: Kathy Kolb, Kathy Addison, Mayor Wehrle

Staff Present: Scot Simpson, Alan Tollefson

Guests: Tracy Fillback, Library Board President; LaVon Hall, Grant County Genealogical Society; Dave Timmerman, Herald-Independent; Kurt Saterbak, fund raising consultant; Kim Leamy; Bruce Fritz

Minutes

The minutes of the November 16 meeting were approved as mailed. Motion by Sherwin, second by Anderson. Carried unanimously.

Follow-Up

Scot Simpson reported receipt of letters from the Grant County Genealogical Society, the Chamber of Commerce and the Grant County Historical Society. The Chamber and Historical Society both expressed continuing interest and support for being included in the project. The Genealogical Society is not ready to commit. They are considering both Lancaster and Platteville. They suggested we continue to consider them a possibility until we can't wait any longer for a firm commitment.

Mayor Wehrle passed around a map of the area showing how it was possible to visit 20 or more cities in Southwest Wisconsin that have tourism potential while never passing through Lancaster. He pointed out that Lancaster needs to market itself as a place to visit and a museum/library/cultural complex would provide a reason to stop here. Such a project could help tie together other attractions that exist here, all within a rectangle approximately 2 blocks wide and 6 blocks long.

Tracy Fillback reported that the Library Board wants to keep moving forward. It has authorized the retention of consultant George Lawson to undertake the next step in the planning process, which is the preparation of a detailed building program statement. This will be for the library portion of the project only. It will not include drawings or final plans. That will require an architect and at that point all interested organizations will have to supply a list of their requirements. Alan Tollefson suggested that perhaps the Library's document serve as a model for the other groups to follow in detailing their needs.

LaVon Hall reported she had worked on locating memorabilia associated with what is loosely called the Lancaster Historical Society (no formal organization exists). In the "bowels" of the Wastewater Treatment Plant, she found Col. Clark's bedroom set, a child's sled, a buggy, the Col.'s trunk, a youth chair and desk, and the ticket booth from the theater. There is paperwork in a City Hall closet and boxes and other things in Cal Lambert's basement, including a cabinet full of printer's type (approx. 4 x 8 feet). Cal wishes to donate this provided it will stay permanently in Lancaster. LaVon (as a committee of one) will meet Cal in February to see the items.

Someone asked Dave Timmerman if there were memorabilia at the Herald Independent. He replied that they also had type, some advertising plates and other items including bound volumes of the paper.

Scot Simpson said that the State Historical Society has volunteered to help in planning the museum portion of the project. The City is also working on legislative connections in hope of future funding. Scot said he would work with the historical groups prior to the next meeting to help move their planning along.

Presentation by Kurt Saterbak, Fund Raising Consultant

Mr. Saterbak of Janesville, Wisconsin, said he was familiar with Lancaster from his work with the Boy Scouts in this area about ten years ago. His father is also a friend of Lancaster's Cal Lambert. Mr. Saterbak senior started the consulting firm primarily to help smaller communities like Lancaster with their fund raising efforts.

Mr. Saterbak described an example of their work with the Edgerton Public Library, which recently embarked on a $3.8 million addition and renovation. The community raised $1 million and a referendum passed by 60%.

He distributed materials about his firm and left examples of their work. He said that capital campaigns require expertise and a consultant can help things move in an orderly fashion. Even large organizations with paid development staff hire consultants to help with large campaigns.

Fund raising consulting generally involves two contracts: one for a planning phase of about two months and a second for the campaign which typically takes a total of ten months (5 months of planning and 5 months of soliciting). Due to staff retirements, the Saterbak firm has reduced its commitments and completed only one contract of each type in 2005. Over the years, they have done many projects including several aquatic centers.

Mr. Saterbak recommended a book: The Capital Campaign by Kent Dove. He said that most campaigns follow certain principles (everyone builds a case for support and every campaign has people of like means soliciting each other), but the application of principles is flexible.

He said we are wise to do early planning, but cautioned that not too much time should elapse between the planning study and the campaign itself. The planning study is a snapshot in time that may go out of date and need to be repeated.

Scot Simpson suggested the need to build in an endowment for increased operating costs and Mr. Saterbak said that is an excellent idea. A rule of thumb is 25% of the construction cost for an operating endowment. He also said to expect a total project cost of roughly $200 a square foot. He said most people suffer "sticker shock" at the cost; Tracy Fillback said we've already had that.

Typically, 85% of contributions to a campaign come from individuals and only 15% from corporations and grant making agencies. Mr. Saterbak cautioned against expecting too much from grants as competition is fierce and sources limited. He also said grant exploration and writing is a separate area of expertise and not part of his firm's business. He said even though prospects for grants might not be great, it is important to try every avenue of funding. He said we should realize that the main source of support would have to come from individuals in the community.

Next Meeting Date

The next meeting was set for Wednesday, March 15, 2006, at 7:00 p.m. at City Hall.

The meeting adjourned at 8:35 p.m.

Respectfully submitted,

Alan M. Tollefson, recorder

Library Expansion Project | Community Minutes | History of Facilities | Historical Society | Needed Assistance | Space Estimate | Process | Band Needs