Minutes of the Meeting of the Special Library Committee
Wednesday, September 21, 2005

Call to Order

The meeting was called to order by Mayor Wehrle at 7:02 p.m. in the Council Chambers at City Hall.

Roll Call

Members Present: Mayor Wehrle, Ted Anderson, Marge Sherwin, Stuart Harper, Kathy Addison

Members Absent: Mark Bartels, Kathy Kolb

Staff Present: Scot Simpson, Alan Tollefson

Guests: Charles Lange, Grant County Historical Society; LaVon Hall, Grant County Genealogical Society; Jeanne Doll, Shot Doll & Bernadette Abing, Lancaster Tourism; R.B. Smiley; Jerry Patterson; Monte Muller, Community Band ; Judy Wehrle; Eric Urtes, Strand Associates; Dave Timmerman, Herald-Independent

Minutes

The minutes of the August 31 meeting were approved as mailed. Motion by Anderson, second by Sherwin. Carried unanimously.

Discussion & Feedback on Concept Presented at the Last Meeting

Mayor Wehrle clarified that Strand Associates was lending its expertise to help describe and advance the project, but there is no guarantee they will be the primary firm as the project moves forward. He also pointed out that all drawings shown to date are only suggestions and concepts for discussion - nothing is set in stone.

The mayor reviewed his comments from the last meeting: Lancaster needs something to cause people to stop here; it is possible to route through all the cities and tourist attractions in the County without passing through Lancaster; Lancaster should partner with Potosi and Cassville in a sort of "sister cities" relationship to stimulate tourism in all three communities; there is much history in Lancaster within a rectangle of about six blocks by two blocks - we could set up a walking tour or "taxi tour" with plaques designating structures of historical significance; the Dewey Church can play a part in the project perhaps as an art gallery or coffee shop. Bob Smiley suggested filming the Lancaster Players during the Dewey Day program and selling the video inside the Church.

Eric Urtes of Strand passed around a new concept drawing. It had been revised based on feedback following the last meeting. Changes included the elimination of odd angles, maintaining the lines of the existing building, and an expanding the patio for the band (about 50 feet wide). Another change in concept would be to use a heavy timber structure for the patio covering instead of metal. He also clarified that the "2nd floor" of the addition would bring in light but not have an actual floor. Parking has also been shifted from Pine Street to Jefferson Street. A Chamber office could be located off the lobby. The library would control access to the lower level meeting room. It would be important to keep the library on one level for ease of staffing. As much green space and as many trees as possible would be maintained. More specific engineering and design would come later in the process.

He noted that the drawing shows a historical museum "stealing" about 2,000 square feet from the existing library which needs to be made up in the library addition. The Library Board's consultant had recommended adding roughly 5,000 square feet which means the addition shown has to include about 7,000 square feet.

Bob Smiley expressed concerns about the roof line with an expansion at the front of the building and water issues in the lobby area. Monte Muller said that the main concern of the band is to have enough flat area - currently they use about 45 x 45 feet. He also said the band wouldn't want the patio covering to absorb sound.

Mr. Urtes passed around pictures of a possible canopy (the example was at a gas station). The covering could be uplighted. There would also be a possibility for a coffee cart on the patio and storage in a "buffer area" for chairs and music stands. The need for electrical outlets was also stressed.

Bob Smiley asked about the possibility of using a "band stand" with a dome. Mr. Muller responded it would be hard to make it large enough for the 60 piece band. Also, the acoustics would not be as good. Mr. Urtes mentioned the advantage of having the patio next to the building for ease of library and other uses besides the band.

The potential museum expansion was discussed. While the drawing shows it to the South, it could also go West. Kathy Addison asked about putting the museum to the West and putting the patio next to it with the band facing North instead of West. Then the sun would be to the side.

Scot Simpson said the various groups interested in the museum should talk about the amount of square footage they need. The genealogical society should do the same. Alan Tollefson said he had spoken with James Hibbard of U-W Platteville who is willing to help in that regard.

LaVon Hall noted that the Lancaster Historical Society wants its memorabilia to stay in Lancaster. She sees Lancaster history separate from Grant County

Scot Simpson said other groups would need to catch up with the Library in this process. The Library has already determined is overall space needs and has a road map for future steps in the process. He urged everyone to "think big" at first. Things can always be scaled back if need be. The project will require lots of patience and perseverance.

The Mayor asked the various groups if they were on Board with the overall concept. All agreed they were. The Mayor said he appreciates the Library Board's patience as a larger project comes together.

Scot Simpson suggested the next steps:

• Space needs for non-library uses need to be identified (in writing).
• A building program would be the next step.
• Then architect selection and pre-funding design.

There also needs to be more dialog with the community. Funding will have to come from community members so they will have to buy into the project. He would like to see the two historical societies (Lancaster and Grant County) get together and jointly define their space needs. The Chamber of Commerce will probably keep about the same space it has now in City Hall.

LaVon Hall said she would work with Alan Tollefson on space requirements for the genealogy collection. LaVon noted that while she would be ready to turn over the materials in her custody, a Genealogical Society member from Platteville who also has a collection may not be.

Future decisions to be made:

• Who will take the next steps: staff or consultants?
• Who will be chosen as architect for the project and how will that be done?
• Will we use a professional fund raiser?

Stuart Harper asked: when the project is built, who will pay for the heat and other utilities in the non-library portion of the building? Also, will there be one fund raising effort or separate ones by each interest group? Scot Simpson said he believed some donors may specify one area or another for their contribution while others may be willing to give to the project as a whole. He said the City Council will have to assume ultimate responsibility for operating expenses. Costs can still be allocated by function. He assumes that the Chamber will pay rent, just as they do now at City Hall. He suggested including an operating endowment within the capital campaign to assist with ongoing operating costs. The building will never make money, but costs can be offset by revenues and donations.

Eric Urtes noted that the Library Board had toured other libraries and he recommended a tour of museums as well. He suggested the Veterans Museum in Madison as a good example.

The next meeting will be Wednesday, November 16 at 7:00 at City Hall. By that time, more specific space needs for non-library portions of the project should be identified.

The meeting adjourned at 8:30 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