Site Selection & Acquisition Policy

Sno-Isle Libraries Board Policy

Purpose

To establish the accountabilities and requirements of the selection and acquisition of real property by Sno-Isle Libraries (Library District) for the purpose of providing library services.

Scope

The Library District Board of Trustees (Board) recognizes that library site selection and property acquisition are strategic decisions having long-lasting impacts. The authority, process, and criteria that support these decisions are of great importance, not only to the Library District, but also to local communities, the environment, and future generations.

The selection and acquisition of real property is governed by the Board and compliant with applicable Federal, State, and local laws, regulations, and ordinances. The Library District shall not acquire any interest in real property unless such acquisition is authorized by a majority vote of the Board.

The Executive Director is responsible for carrying out the directives of the Board regarding site selection and acquisition of real property. All contracts must be executed in the name of Sno-Isle Intercounty Rural Library District and all real property agreements handled in accordance with the Library District’s purchasing policies and procedures.

The Board may delegate to the Executive Director its authority to enter into and execute agreements, instruments of conveyance and all other related documents pertaining to the conveyance of real property. If the Executive Director is unavailable, unable, or unwilling to carry out this responsibility, the Board has the authority to act in this capacity or may delegate it to the Deputy Director or a Department Director.

Implementation

Definitions

Site selection

The process of seeking out potential real property to be considered for possible acquisition.

Real property

Any land or property that is fixed in its location. This includes permanent buildings and fixtures, site improvements, and any interests, benefits, and rights (such as water rights, access rights, rights of way, and leases) inherent in the ownership of the property.

Site Selection

The Library District will conduct reasonable due diligence and feasibility analysis that may include but not be limited to the following criteria to evaluate the suitability of a location for a new library facility:

• Clear title
• Zoning & Boundaries
• Geotechnical Evaluations
• Property liens, rights-of-way, easements, covenants, or other deed restrictions due to wetlands, water frontage, steep slopes, historical or cultural sites, or other local, state, or federal regulations
• Projected library services demand within geographic area
• Site capacity
• Environmental reviews
• Access and Accessibility (public transportation, pedestrian, and automobile)
• Visibility
• Neighborhood compatibility
• Space for adequate parking
• Cost factors (land costs, building costs, site development costs)
• Demographic patterns
• Community preference
• Potential community partnerships

Real Property

The Library District may acquire real property only when it has operational and financial capacity to complete the requirements of the transaction.

Transactions involving real property are guided by site selection criteria developed by the Library District.

Intent to acquire real property by purchase, exchange, donation, options, lease or other means and all real property sales or disposals will be first approved by the Board. Prior to negotiating a purchase and sale agreement with property owner(s) and / or their representative(s), the Executive Director (or designee) will meet with Board to discuss terms and conditions of a draft purchase and sale agreement, budget considerations, and possible contingencies.

All reasonable and appropriate professional real estate due diligence will be conducted prior to acquisition of any real property.

Prior to a final purchase and sale agreement, the Executive Director (or designee) will secure professionally prepared appraisal reports estimating the market value of the real property being considered for acquisition as of a specific date. The Board may waive securing an appraisal report. Real property may be purchased or acquired for more or less than appraisal value. The final purchase and sale agreement negotiated with the property owner(s) and / or their representative(s) will be contingent upon approval by a majority vote of the Board at a scheduled Board meeting in public session.

All real property must be conveyed with insurable title, free of outstanding liens or encumbrances, including taxes, special assessments, water and refuse bills, and any other charges assessed subject to such exceptions as specifically authorized by the Board. In no event shall property be acquired where outstanding liens and/or encumbrances exceed the fair market value. All property must be conveyed with insurable title.

Capital facilities planning extends over a period of many years, and with this foresight, the Library District may evaluate sites for future libraries well in advance of community readiness to fund the construction of a new library. In such a case, when the site selection process reveals a pattern of rising land costs and decreasing land supply in a particular target area, the Board may authorize the Executive Director (or designee) to purchase options for the future purchase of desirable properties. With the approval of the Board, an option may be exercised / extended at an appropriate time or, if conditions change, it may be allowed to expire.

The Library District will not own any real property outside the jurisdictional boundaries of the Sno-Isle Intercounty Rural Library District.

Real property will not be acquired for the purpose of generating rental income.

Jointly Owned Properties

When the Library District shares ownership of properties with another agency(ies), the same site selection and real property acquisition procedures are followed. However, prior to acquisition, a memorandum of understanding between the parties defining each party's responsibility and authority will be executed.

Associated Policies and Laws

• Washington State RCW 27.12.210. Library trustees – Organization – Bylaws – Powers and duties
• Washington State RCW 27.12.300. Gifts – Title to property
• Washington State RCW 42.30.110 Executive Sessions
• Sno-Isle Libraries Board Policy. Debt Management
• Sno-Isle Libraries Board Policy. Equity
• Sno-Isle Libraries Board Policy. Library Facility Ownership
• Sno-Isle Libraries Board Policy. Unreserved and Reserved Fund Policy

Process

This policy is reviewed every four (4) years by the Executive Director (or designee), who makes recommendations to the appropriate Board committee. The committee reviews the recommendations, revises the policy as necessary and appropriate, endorses, and advances the policy to the full Board for approval.

Policy History

Date approved: April 29, 2024
Next review date: 2028
Adopted: 2007