11/4/2004 LIBRARY BUILDING COMMITTEE Minutes

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to describe where' we are in our fundraising efforts, and our plans to meet our target goal. The four key players in the fundraising effort are Tom O'Neill, David Burton, Ted Nadolny, and Sheldon Gilbert. Torn O'Neill reported that by next Monday he would have a pledge form ready. He plans to begin with a cocktail party organized by some New er seabury friends,with the hope of getting people involved over a longer period of time, i.e., a five-year pledge commitment. Sheldon Gilbert summarized the elements included in the fundraising effort: 1 RAising funds for construction through Foundation Grants, working with Martha Moore to identify who which are the most promising grants and the typical amounts of these grants 2 Identify capable individuals who are potential large donors and may be approached by persona who have business or personal relationships with the individuals_ State construction grant money of$1.6,million, for a larger library 4) Businesses, i.e.* banks, shopping centers, ,major businesses in the community that have already given to other causes and may be interested in contnibuting to the library fund Individuals and businesses who want to give. The Friends of the Library mail solicitation will be a good source for this category of donors. special events—i,e.t car wash} road race, brick-and beach naming me mon als, garden sculptures NEW BUSINESS Architect Selection. Sheldon announced that the three architect finalists interviewed were.J. Stewart Roberts, Ansley Woodard & McLean, and Beacon Industries. The panelists were unanimous that the number one choice was J. Stewart Roberts. Negotiations have begun with Mr. Roberts. Graaf Application. Sheldon Gilbert and Helene DeFoe attended a -hour meeting in canton on 1 /04/04. The two principals in the office were Patience Jackson and Aran Larsen. The entire application process was reviewed. There were some new elements introduced since the last application was filed in 2000. There is a lot of work involved in the application press. Sheldon and Helene will take on most of it; the architect has a responsibility to produce schematics and review the library building program. The key strategy in preparation of the application is to make it easy for the review committee to understand. Evaluation criteria were reviewed at the meeting. In their legislative program they expect to go to the state for a bond issue of ,million. On July 7th, we will be informed whether we have been given ani award, which will give us the go-ahead t inform the architect to proceed on a particular design. We will receive counseling from our representative, Patience Jackson, before submitting the grant application, particularly on the -design of t#ie project. The individual parts of the application are not difficult. Sheldon and Helene plan to keep it simple and straightforward, eliminating any"fluff', giving good, solid statements, ,ruling it easy for reviewers to understand. signofl~s by the Town will be needed a week before the Feb. 9th deadline. A new requirement under the construction program is to have a project manager, a registered architect or engineer with five gears of experience or, if not registered, a person with seven gears of construction management experience. There are three different contingencies in the structure of the application: 1 Design contingence 2 over-all contingency 3) Project contingency of % of the total cost after adding the first two contingencies The bottom line is that we do not grant to extend ourselves beyond the donation goal; the state grant, the Town's $3.51VIRlion, and the 1 million in fundraising donations. In summary, Sheldon stated that, although not difficult, there is a great amount of work to be done. Cornmittee members may be tapped to assist in various aspects of the process. Helene reminded the committee of the importance of keeping the Board of selectmen informed of our actions as we ,move forward in the grant application process. 2