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02-19-1987 - Special . Q u CITY COUNCIL OF EDGEWATER SPECIAL MEETING FEBRUARY 19, 1987 MINUTES Mayor Baugh called the meeting to order at 7:30 P.M. in the Edgewater Library. He stated the purpose was to meet with the Library Construction Committee to review the report and recommendations on the feasibility study for the new Library, and a supplement to authorize the execution of a tri-partite agreement between Radnor/Volusia County/City of Edgewater. ROLL CALL (Council) Mayor Earl Baugh Present Councilman David Mitchum Councilman Louis Rotundo Present City Attorney Jose'Alvarez Councilman Russell Prater Present City Clerk Connie Martinez Councilman Neil Asting Present Chief Lawrence Schumaker ROLL CALL (Library Construction Committee) Present Excused Present Present David McCallister JoAnne Sikes Mary Rice Present Present Present Jack Bevel Shirley Garthwaite Gayle Harmon Excused Present Present Also present were: Mr. Donald O'Lone, Mr. Jack Clapper, and a young lady who was not introduced, from O'Lone & Associates; and Mrs. Lynne Plaskett, Planning Assistant/Grant Administrator; and Mr. Jim Wheeler, County Library Director. Councilman Asting recommended that the Chief be excused from the meeting. Mayor Baugh said he had no objection, and there were no other objections from Council. Councilman Asting recommended they cover the letter and agreement and there were no objections from Council. Authorization for execution of tri-partite agreement between Radnor/Volusia County/City of Edgewater - Mayor Baugh pointed out this was an item previously tabled by Councilman Mitchum. Councilman Mitchum removed it and recommended it be put back. Councilman Asting seconded the motion. Motion CARRIED 5-0. City Clerk Martinez read the February 18th memo from City Attorney Alvarez recommending that an attached letter be executed if the Agreement is accepted. The attached letter was addressed to Joseph Benedict, III, Temporary Chairman of the Volusia County Growth Management Commission. Councilman Asting stated this meets his concern regarding paragraph 4 of the Agreement (regarding payment of County impact fees) and he personally approves of the letter. Mayor Baugh asked for a motion to execute this Agreement and that the letter from the Mayor's Office be a part of the Agreement. Councilman Asting so moved. Councilman Rotundo seconded the motion. Motion CARRIED 5-0. Review the report and recommendations on the feasibility study for the fund raising program for the new Library - Mayor Baugh asked for Chairman Dave McCallister's comments. Mr. McCallister stated they're going real strong and have a good organization working on it and the Committee is working well together. Mr. McCallister then turned the meeting over to Mr. O'Lone. Mr. O'Lone complimented the cooperation of the City in this fund raising and congratulated the News Observer of New Smyrna Beach for their support and help in this program. He reviewed the beginning of the report and then intro- duced Mr. Jack Clapper. , ~ o o Review the report and recommendations on the feasibility study for the fund raising program for the new Library (Continued) - Mr. Clapper thanked Edgewater for the fine hospitality. He stated they had 75 interviews by appointment, in addition to 22 at random. He said 99% recognized the need to expand the Library facilities, and 84% felt a campaign was appropriate. He read various statistics based on the responses. He noted that the $200,000. grant notification has generated additional excitement. He read from excerpts of the epilogue. Mr. O'Lone then read their recommendations, including a goal of $250,000. to $300,000. for a campaign to run 12 weeks. He pointed out they need to establish a campaign cabinet or steering committee. He said during the campaign period, they'll get the money through 3-year pledges, and they'll get into a collection procedure later, and will be accessible during the pledge period itself to advise regarding the method of collection. Mr. O'Lone briefly reviewed the listing of those interviewed from page 18. He said page 22 shows some rules of thumb about fund raising in general. He then read a part of page 26 regarding the cash statement. He noted that an acknowledgement card will be sent to all who participated in the interviews. Mr. O'Lone stated that page 34 is the chart of organization with the campaign chairman at the head. He reviewed the others listed under that chart. He referred to page 37, which was a write up on February 11th of the News Observer regarding the grant. Mr. O'Lone stated that a resident director will live here during the campaign period, and it will be 12 weeks. He said they have the enthusiasm and the people here to create this program. He stated that he'll present the proposed contract to the City Administrator and the Mayor for their retention of O'Lone for their consideration. He expressed his appreciation for cooperation. Mayor Baugh asked Chairman David McCallister for any questions. Mr. McCallister thanked Mr. O'Lone for the presentation and the fund raising potential study, and the Council for having them meet as a Special Meeting to hear it. Mayor Baugh then asked for Council questions. that if the fund raising is with pledges, the start building until some of the pledges come payoff earlier. Councilman Mitchum asked what this will cost and Mr. O'Lone replied it's in the contract. Mayor Baugh said if they go out for other people to bid on this, he'd prefer not to comment now. Councilman Mitchum asked if it's a fee and not percentage and Mr. O'Lone agreed that's right, and cautioned against percentages as it should go on a flat fee basis. Councilman Asting stated it's a well organized study and they've gone to great detail and depth in surveying the potential. He said he'd like to study it and wait to see if other organizations bid. Councilman Rotundo pointed out City will fall short when they in. Mr. O'Lone said some will Councilman Rotundo asked if Mr. O'Lone would help them to select a campaign chairman and Mr. O'Lone replied yes. Councilman Rotundo asked if he will be a liaison and Mr. O'Lone said they'll live here with the chairman during the campaign. Councilman Asting asked if they'll concentrate their efforts only in Edgewater or State-wide and Mr. O'Lone replied Edgewater alone. Mrs. Sikes asked about other grants and Mr. O'Lone replied yes, but if they go for national grants, they'll ask what the community has done and first monies and first hand should come from the home town. He added that they'll prepare proposals for foundations, and the service area of the Library will be covered. He noted that they'll be involved on the search committee for the chairman. -2- Council Special Meeting Minutes February 19, 1987 . . l ~v o o Review the report and recommendations on the feasibility study for the fund raising program for the new Library (Continued) - Councilman Rotundo asked Mrs. Harmon if they get a lot of people from Oak Hill and Mrs. Harmon replied there's quite a number from Oak Hill, New Smyrna Beach, and the unincorporated areas. Councilman Asting suggested they enlarge the area to include these people. Mr. O'Lone agreed it will be what is defined as the Library service area. Mayor Baugh asked if they'd received anything from the federal people about the grant and Mrs. Harmon replied she received the letter saying we're included in their program pending submittal of certain paper work and the deadline to comply with that is March 16th. Mayor Baugh suggested they include the News Journal from New Smyrna Beach in the acknowledgements because they publicized and advertised as much as the News Observer. Mr. O'Lone agreed they'd address a letter indicating it was their oversight. Councilman Asting asked if there's a problem with getting the additional information required and Mrs. Plaskett replied she has it in her hands and she'll follow up to see the information Mr. Wheeler provides is there in sufficient time. Mayor Baugh asked Mr. Wheeler for his comments. Mr. Wheeler replied he likes the way it's organized and the way it's going. Councilman Asting asked Mr. O'Lone if it would be feasible to include the entire County of Volusia or if they should limit it to locally. Mr. O'Lone replied no, but there might be one or two foundations in Volusia County that might be applicable. Mayor Baugh pointed out they'll receive a lot more people when they have a larger Library. Mrs. Sikes pointed out the response from the general public has been great and they've been patient with what they have to put up with the current facility. Mr. McCallister stated it's a large undertaking and will take a lot of work to produce it and will probably take about 5 years. Mr. O'Lone welcomed any telephone calls to his office or a personal appearance to come because it's a big decision. Mayor Baugh said he wants to review it and Mrs. Sikes said they'd like to review it also. There was discussion about the review by all to get a general consensus of those who work with the Library. Mr. McCallister agreed they'd meet and review it and get back to the Council. Mayor Baugh complimented them on a fantastic job with this project. Mrs. Sikes complimented Mrs. Harmon and Mrs. Plaskett, Mr. Wheeler, and the Council. Mrs. Garthwaite and Mrs. Rice agreed with her comments. Mr. Les Mason, from the audience, asked if they'll get off and Mayor Baugh replied it's up to the community. out now is the time to get a loan with low interest. Mrs. Garthwaite expressed her appreciation of the Library staff, and there was general agreement. Mrs. Harmon thanked them on behalf of the three employees and their volunteers. a mortgage and pay it Councilman Asting pointed Mayor Baugh requested a motion to adjourn. Councilman Asting so moved. Councilman Prater seconded the motion. Meeting was adjourned at 8:22 P.M. Minutes submitted by: Lura Sue Koser r4S ~ -r 1; AT~ {~ /,~- CITY CLERK/ ADMIin TRA'6' Approved this 2nd da j, March ,198~ ~~ fl= -3- Council Special Meeting Minutes February 19, 1987