CITY/LIBRARY TASK FORCE

MEETING MINUTES

WEDNESDAY, NOVEMBER 7, 2007 – 7:00 P.M.

I. CALL TO ORDER – Alderman Dave Schultz called the meeting to order at 7:00 p.m.

a. Roll call – Alderman Dave Schultz, Library Trustees Bob Brown and Ed Clark

Also present: City Administrator John Coakley, Library Board President Sharon Goodman, Library Trustee Bob Johnston, Library Director Sandra Whitmer and Library Administrative Assistant Jackie Davis

b. Select Chairperson – Alderman Schultz was selected as Chairperson.

II. Public Forum

a. Citizen’s comments – Bob Johnston stated that in the concept plan for the Musselman Property and the City’s Subarea Plan, the library’s parking would be reconfigured on Stafford Place, with the current parking located across from the library eliminated. John Coakley responded that this concept is not definite at this time. Bob Johnston stated he is concerned since there was never an official intergovernmental agreement for the library’s use for those parking spaces.

III. APPROVAL OF MINUTES

a. City/Library Task Force regular meeting of August 8, 2007

MOTION: Sharon Goodman moved to approve the minutes of the City/Library Task Force Regular Meeting of August 8, 2007 as presented. Ed Clark seconded. Voice vote –all ayes. Motion carried

IV. OLD BUSINESS

a. Update on Intergovernmental Agreement with DuPage County regarding Stafford Place Parking

John Coakley stated that an intergovernmental agreement was executed in 2004 between the City of Warrenville and DuPage County for many items, one if which is public parking on Stafford Place. Part of the agreement is that the city cannot sublease or make other arrangements for those parking spots. Sandra Whitmer stated that in concept plans there is parallel parking on Stafford and the Library’s lower level parking lot is reconfigured with more parking spaces.

b. Update on development of Musselman Property and possible land exchange

Director Whitmer stated that she has been in communication with Ron Mentzer, Community Director, and is drafting a Resolution of Understanding between the City and the Library. The resolution proposes that the City and the Library work toward a solution that benefits both parties. It is proposed that the City and Library exchange triangular shaped pieces of property making it possible for the library to construct an addition on the west side of the building and a developer to make full use of the Musselman site.

The library’s attorney has reviewed the agreement and it has been returned to the City. Further drafts will be reviewed by staff and attorneys prior to the resolution’s presentation to the City Council and Library Board for approval.

John Coakley stated that this document gives both the city and library, and eventually the developer, enough detail s so planning can be completed by both parties.

c. Update on Bob Walters Commons development plan

Director Whitmer stated that the Library Board took action in October to approve the concept of the plan with the exception of the water feature, conditioned upon having the proper easements and legal agreements in place covering maintenance, scheduling use of the park, etc.

John Coakley stated the City approved $20,000 for design fees and that the City will be working on contracting with the design team and engineers, etc. It is likely that the process will take more time than proposed by the Committee.

Ed Clark stated that he feels both parties would need to approve the entire concept to which John Coakley agreed.

Dave Schultz stated that the City Council has concerns regarding the cost of the proposed improvements.

V. NEW BUSINESS

a. Intergovernmental Agreement re: shared storm water detention

Director Whitmer stated that this is not necessarily a new agreement, but that the City and the Library are working together to revise the agreement. Ron Mentzer is currently working on this since the current agreement does not reflect the Library’s as-builts.

All parties agreed that this Intergovernmental Agreement would need to be addressed as part of the development of Bob Walters Commons.

b. Public/After –hours use of library parking lot

Director Sandra Whitmer stated that this was a concern of library trustees regarding a comment made at a City Council meeting. The Library Board is concerned about the library’s parking lot being used by residents of the future development and that this will need to be addressed when the development is completed.

Dave Schultz inquired if the development would have an Owner’s Association. John Coakley stated that it would and the association would need to meet with the Library on this issue. It is likely that guidelines related to use of the library’s parking lot could be written into the Association’s by-laws.

c. Other business as may properly come before the Task Force

Director Whitmer thanked the city for the developer donation funds which were used to purchase new shelving.

d. Scheduling of next meeting date

The next meeting is scheduled for January 9, 2008 at 7:00 p.m. at the library.

VI. Adjourn

Motion: Ed Clark moved to adjourn the meeting at 7:33 p.m. Bob Brown seconded. Voice vote: all ayes. Motion carried.

Respectfully submitted,

Sandra Whitmer

Library Director