Minutes: Evansville Community Center Case Validation Task Force: 9/21/2009

CASE VALIDATION TASK FORCE MINUTES
Monday, September 21, 2009, 7:00 p.m.
Union Bank & Trust

Minutes

Present: Chair Chris Eager, Lori Allen, Barb Andrew, Thea Brunsell, Toni Coats, John Decker, Ron DeKelver, Nicole Hamby, Bill Hartje, Dan Janes, Fred Juergens, Dan Laux, Janis Ringhand, Sverre Roang, Sherri Savchuk, Wally Shannon, Michelle Sturz, Consultant Kurt Saterbak. Absent: Betsy Ahner, Mary Calley, Gordon Franklin, Steve Hagen, Phil Hamilton, Carla Heimerl, Rose Helms, Jim Kopecky, Tim Magee, Kolleen Onsrud, John Peterson, Gene Prudhon, David Ross, Audrey Shomos, Gil Skinner, Diane Skinner, Greg Whitmore, John Willoughby, Phil Woodworth, Richard Woulfe, Doug Zweizig.


1. Call to Order: Welcome by Chair Chris Eager, thank you for coming. We will delve right into the process. Don’t worry about punctuation or spelling, we are looking at a higher level. State what is on your mind, this is an open discussion.

2. Review the First Draft

Overall Impression

First Thoughts

Wally Shannon - Can we address comments by Doug Zweizig first - Senior versus Community Center?

Chris Eager - Does the document state the case.

Thea Brunsell – Document is very thorough, what will we use this document for? Will we share it with others? Chris – we will each take 3 documents to share with others, to get their feedback. Kurt – this is a marketing tool, all arguments will be addressed in this document. Others will be asked to critique this document as well. All answers should be complete; this will be the basis for the Frequently Asked Questions (FAQ’s). The document does not get handed to donors, it will help the solicitors.

Fred Juergens – I have the notion that the document is not clear – look at page 11, who is a senior? Perhaps we should shuffle things around a little. Strike Senior Services, move definition elsewhere. Senior is over emphasized, could be edited.

Barb Andrew – Add a section on Community Services. Page 14 – meeting room, community, reception room – name should be consistent.

Thea Brunsell – How much space is dedicated to Woodchucks? Ron DeKelver – same size as existing space in school, size of equipment requires this amount of space.

Dan Laux – Concerns about dedicated space for Woodchucks (WC), 3900+ sq ft. It is the single largest use of space in community center. Limited number of people will use this space, way too much space is being dedicated to this use.

Lori Allen – Woodchucks are a new group, if they fizzle out, what additional costs would be lost, such as expense of special equipment or installations. Ron DeKelver – wall between sections is a double wall to keep out dust, dirt and noise. No other special installation except air exchange system, which we already have.

Sherri Savchuk – Original plan changed because of concerns about noise, dust, etc

Lori Allen – Use is specific for this area, the rest of the building is flexible.

John Decker – Space can be irreducible and still function. Equipment has already been purchased or donated by Woodchucks. Woodworking has become a driving force behind men joining the Center. This group has donated projects to the community in a phenomenal way. It would be unrealistic to build separately. Converting the space to other use would be a simple process. The air handling equipment might not be used, but the rest would be convertible. Many middle aged and older men have been energized by this program.

Ron DeKelver - Would be glad to give tours to anyone who is interested in seeing existing space.

Chris Eager – Would WC offer classes?

Fred Juergens – We are offering mentoring to middle school boys who are at risk. Mike Czerwonka, School Social Worker, is spearheading this project. Ads have offered classes; some new members have joined for that reason. U-Rock & Blackhawk offer classes; we could run similar classes here.

Chris Eager – The woodworking space will bring in other members or community members.

Fred Juergens – Would be happy to mentor other groups or scouts.

Chris Eager – Kurt – We can’t resolve this issue now, let’s move on with the process. Kurt Saterbak asked John Decker for a quote to insert into the brochure regarding community service aspect of WC..

Dan Laux – Is there an opportunity to use the school’s woodworking shop? My reaction is that it serves so few and takes so much space. Too much of a good thing for this situation. Maybe one of the Woodchucks could come forward to pay for the space. I don’t think there is enough meeting space. Audio Visual (AV) should be available in all rooms, to keep things equal. We have the opportunity to do this right, more meeting space should be available.

Sherri Savchuk – Do the WC make money?

Ron D – We accept donations for work, recoup expenses for materials, plus donations. All funds go back into Primetimers funds.

Bill Hartje – What would bring people into the center on a regular basis? WC is one thing, large meeting room would be used for some purposes; game room looks small for that type of activity. No windows in the game room, is that a detriment?

Fred Juergens – Changing design – is that our job? We should be getting message to BOD who are designing the building.

Chris Eager – Our comments will go forward, but on the other hand, we are going to make the case. Others will comment on size of WC, we need to make the case, issue needs to be addressed in some form. Let’s move on.

Sverre Roang – It seems like the document was written for a Senior Center, community was inserted afterward, feels like a senior center. Primary gift was for a Senior Center, but what if it’s not called the Senior Center, would it go over better if the name were changed?

Chris Eager – Don’t know if that is an issue, question should be raised. Community-Senior is slanted toward seniors.

Dan Laux – Not really slanted, needs to be clearer. Seniors are not excluded, everyone gets to use space.

Ron DeKelver – Community Center – define community – what area are we reaching out to.

Bill Hartje – How was employee/personnel expense arrived at?

Kurt Saterbak – There is a Business Operation Task Force – Gary Fuchs is Chair, with members Dave Olsen, Brad Fahlgren, Sandy Decker and Cindy Hurst. Following their format for responsibilities, sought out other centers for their positions and salary ranges. Non profit salaries compared – we are on the low end.

Bill Hartje - Does Executive Director salary include benefits? Kurt Saterbak – no, no benefits are included. FICA & Social Security are included, Workers Comp included. No insurance is allowed for at this time, the expense would be over whelming.

John Decker – My wife is on that committee, revenue and expense questions have bombarded Business Operations Committee. Nuts and bolts will come from another Task Force.

How is it Organized, does the information flow?

Nicole Hamby – It become somewhat redundant. Chris – that is by design, repetition makes people remember.

Barb Andrew – Needs to be more concise and to the point. Chris – too much fluff? Barb – if I have to write a term paper of 1000 words, but I could do it in 750, should it be 1000?

Dan Laux – Use of fact sheets, Evansville is special, but we compare to other communities. Evansville should do this project, but we are no more special than anyone else. We want to meet a need, does it support growth or cohesiveness. What is the evidence that we are more caring or special?

Sverre Roang – It says something extraordinary is happening here, but doesn’t state what. End of 2nd paragraph, page 5. I think it is weak, it is fluff, we don’t need the fluff, we are a great community and we want to do a great thing.

Chris Eager – We are bringing up a lot of things that I didn’t think of. Very good.

Narrative verses appendices - add to the body or vice versa

Chris Eager – Hearing none, we will move on.

Areas not covered

Chris Eager – Did we miss anything?

Nicole Hamby – Answers to case validation questions were not answered – will taxes go up or down, was not addressed in document. References didn’t answer questions.

Barb Andrew – Didn’t find answers – Plan B, number of pledges to start project? No answer.

Nicole Hamby – Budget from the city does not address affect on taxes.

Barb Andrew – Plan B is supposed to be addressed on page 31, paragraph 1, it isn’t there.

Kurt Saterbak – Plan B becomes Plan A. If Plan B meets the needs that Pan A would, but at a lower cost, then Plan A goes away. We work hard to make Plan A work out. Experience shows that when given and option, people will settle for a lesser plan. Our answer is that we will not exceed the funds raised when it comes to construction.

Dan Laux – Same page and vein, will utilize local trades and companies, does this mean we don’t go out for bids, would we overlook low bids. If we can get equal quality for less, would we overlook it?

John Decker – Can be a sore point with local businesses and suppliers. Is there a commitment to work with local businesses? Lots of comments out there already, lower bids should be addressed.

Lori Allen – If bids are not within a certain percent, can’t go outside the community?

John Decker – It is not a city project, don’t have to go to lowest bidder. Organization has the flexibility to choose the contractor it wants, regardless of bid.

Dan Laux – Look and feel of community, pride, old houses, my preference would be that we don’t skimp, we want to be proud of this in the future.

Bill Hartje – Who makes the decisions? How will the board be determined? Who makes the decisions? If we say we are only going to take low bids, it will be a problem

Chris Eager - Make information available about board structure and who is on the BOD. Won’t withhold information, but may not belong in this document.

Chris Eager – Any thing we missed?

Thea Brunsell – Other Task Force members’ e-mailed comments – will we address those? Chris – we will cover those later in another section of the agenda.

Chris Eager - Did we miss anything or something not covered?

Barb Andrew – What is the difference between operating and maintenance funds? Kurt will clarify.

John Decker – Use of photographs – may have precipitated Doug Zweizig’s comments. Might be a better selection of photographs, not so many seniors.

Barb Andrew – Should be just building on cover, not people, it obstructs the view of the building.

Sverre Roang – Too many renditions of building through out the document.

John Decker – I felt the same way – need to show ways it will be used, what will go on inside.

Chris Eager – Should the photos be of local people?

Toni Coates – Page 30, is this wise use of space for something that may not be needed?

Fred Juergens – I like it, it will not be given to donors, will be good for those who are using it. Clarifies that you can do something, not everything, but something. Resource for finding ways to encourage donors.

Lori Allen – I would think this (document) would be used often for solicitation.

Sverre Roang – I have worked with Dane County United Way – they created agenda for change. Created 7 areas of change, with goals with measureable results. People with money have saved and invested well, beef up benefits of investment section. Measure operations for return on investment. Define how it is actually working, might tip the scales for large contributions. How will the investment in the center pay off, if I invest, I will see x-y-z in results. Measureable matrix for results. Measure of success that the board will look at and measure future success for the community.

Chris Eager – We need accountability in the document. Something that is touched on but not really confirmed – what are comments? Should there be a membership – will we exclude those who can’t afford memberships.

Nicole Hamby – If taxes aren’t affected, we should have a user fee.

Barb Andrew – Should non-profits be charged?

Sherri Savchuk – Will we membership plus class fees? Chris Eager - Yes

Bill Hartje – What will membership fee get you? Membership seems to be for activity rooms, not community rooms.

Sherri Savchuk – Will we charge membership for county meal service? Janis Ringhand – no County pays rent to Center to serve meals there, no fees required.

Sverre Roang – Memberships for seniors should not be charged.

Thea Brunsell – Is there a Family fee vs Single fee?

Dan Janes – We need lifetime memberships for large investors. They will not want to pay annual fees if they donated a large amount ($100,000).

Bill Hartje – Non-profits could not pay $75 for room rental.

Barb Andrew – Non-profit no charge on some pages , other page says there is a charge.

Dan Laux – Storage and trash handling areas are always undersized, need more space for those.

Chris Eager – Are any areas over emphasized? None stated

Chris Eager - The good, the bad and the ugly?

Chris Eager – E-mailed comments – questions whether we can afford during this time, is it too much.

Dan Laux – Focusing on one other community is difficult because we don’t know what else is there. We can’t compare with them.

Fred Juergens – Fiduciary questions should be responsibility of BOD. Not our responsibility to determine if we should go forward at this time.

Bill Hartje – One suggestion – in the school referendum – geothermal heating was something special. The green movement is going on – makes ours special. Janis Ringhand – we have incorporated Green Building into the project, we have been in contact with Focus on Energy, Wisconsin Center for Energy and WPPI. We will follow LEEDS guidelines, but will not certify because of the cost involved. Bill Hartje - Green building – get this information into the documents.

Wally Shannon – Question – conservatively progressive? Not sure if this is not needed.

Chris Eager – Please turn in drafts to Janis.

Chris Eager – next meeting – what process do you want to follow – do not fast forward. Lots of good points brought up, need to talk about them and make the document something we can be proud of. Information will be reworked and redistributed on Thursday, September 24.

Next meeting – Tuesday, September 29, 2009 at 7:00 p.m. at UB&T Meeting Room.

Adjourned at 8:50 p.m.