HomeMy WebLinkAboutStaff Report 435-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
DATE: DECEMBER 6, 2010
REPORT TYPE: ACTION
CMR:435:10
SUBJECT: Update on the Design of the Main Library lI~provements (PE 11000)
and Staff Recommendation to Temporarily Relocate the Main Library
to the Arts Center Auditorium, Option No.1, During Construction of
Main Library
EXECUTIVE SUMMARY
Design of the Main Library Improvements has begun and will be completed so that construction
can commence in late 2012. This timing allows the Mitchell Park Library to be opened
(September 2012) and fully functional during the closure of Main Library. Service to residents
will still be needed in north Palo Alto, however, during the construction at Main. Staff is
therefore recommending a small temporary library in the Arts Center Auditorium (Option No.1)
immediately adjacent to Main Library. Construction as part of a separate CIP PF-07000,
Electrical and Mechanical Improvements to the Arts Center, will commence in the Spring of
2011 and will be completed in the spring of 2012, in time to accommodate the temporary library.
Sufficient funds are available within the total bond amount to provide a temporary Main
library.
RECOMMENDATION
Staff recommends that Council accept Option No.1 (see below) to provide a small temporary
Main Library in the Arts Center Auditorium during construction at Main Library and direct Staff
to return to Council with appropriate modifications to the Library bond program design and
construction management contracts for approval by Council.
BACKGROUND
On July 7, 2008, Council directed staff to proceed with placing on the November 2008 ballot a
library/community center bond measure. Measure N, which passed on November 4, 2008,
includes funding for construction of a new and expanded Mitchell Park Library and Community
Center (MPLCC), renovation of the Downtown Library and renovation and expansion of the
Main Library. Detailed history of the design development can be found in past City Manager's
Reports to Council (CMR:286:02, CMR:119:06, CMR:343:06, CMR:434:06, CMR:225:07,
CMR:321:08, CMR:473:08, CMR:149:09 and CMR:334:10) that can be viewed at:
http://www.cityofpaloalto.org/knowzone/reports/cmrs.asp).
CMR:435:10 Page 1 of6
Construction of the Downtown Library and the MPLCC has begun. The Downtown Library will
be completed in the summer of 2011 and the MPLCC will be completed in approximately
September of 2012. The schematic design phase (35%) for all of the library bond projects was
completed before the bond measure was placed on the ballot. The continuation of the design for
the Main Library has begun and will be completed in 2011.
DISCUSSION
Main Library Status Update
The design of the Main Library has started and the project status was discussed at meetings of
the following groups in November 2010; the Historic Resources Board, the Architectural Review
Board, the Library Advisory Commission, the Finance Committee, and a community meeting.
The Main Library improvements will include 4 small group study rooms that are acoustically
separated from the rest of the existing building, and a new detached program space that will seat
100 people. To accommodate the new program space, the Main Library will expand by
approximately 4,000 square feet from the current 21,000 square feet on the ground floor of the
building (CMR:434:06). The interior of the existing library will also be reconfigured to make
better use of areas that are vacated by relocating certain materials into the new detached building.
Lighting and other existing building systems will also be upgraded. All of the improvements
will be made with consideration for the historic nature of the existing building. The building will
be designed to Leadership in Energy and Environmental Design (LEED) "Silver" level.
Improvements to the Main Library will be the final phase of the Measure N Bond measure
projects.
Temporary Main Library-Needs and Options
The existing Main Library houses 130,000 items, including a historic collection. The new
Mitchell Park branch will house a good portion of these items but a large percentage will be put
into storage. A temporary Main Library will allow current Main Library users to have access to
a small, well-chosen variety of materials as well as a convenient place to pick up their holds, an
increasingly popular service. This will save automobile trips and help decrease cross-town
traffic and maintain a local amenity.
Several options are available for a temporary Main Library. A summary of these options is
available in Attachment A. Staff considered a variety of locations such as parks, private building
rentals, and public facilities and has summarized the most feasible options below:
• Option 1: Art Center auditorium, approximately 2,500 square feet; $350,000-500,000;
collection size 10,000 items
The auditorium at the Art Center is approximately 2,500 square feet. The auditorium could be
used as a place to pick up holds, drop off books and browse a limited selection of periodicals.
The collection size at the auditorium would be roughly 10,000 items. Parking for this'site would
be shared with the Art Center. The historic collection could be relocated to the existing
temporary library at the Cubberley Community Center and staff from the Main Library would be
dispersed to work at the Art Center auditorium, the existing temporary library at the Cubberley
Community Center and the new MPLCC. The construction cost is estimated to be $350,000 to
$500,000 and would include accessibility, lighting, shelving, new flooring, and other basic
upgrades to the auditorium. The key advantage of this option is that it is immediately adjacent to
the Main Library.
CMR:435:10 Page 2 of6
Construction of the first phase of the Art Center renovation project is scheduled to begin in the
spring of 2011 and be completed approximately one year later in the spring of 2012 (including
move-back time). Construction at the Main Library is scheduled to begin after the MPLCC has
re-opened in approximately September 2012. This would allow time to make improvements to
the Art Center auditorium that is needed to accommodate the temporary library prior to closure
of the Main Library.
• Option 2: Modular building at the Lucie Stern Center, approximately 2,880 square feet;
$500,000-$700,000; collection size 10,000 items
Modular buildings totaling approximately 2,880 square feet could be placed in the parking lot at
the Lucie Stem Center and be used as a place to pick up holds, drop off books, and browse a
limited selection of periodicals. The collection size in the modulars would be roughly 10,000
items. A significant disadvantage of this location is that parking at the Lucie Stem Center is very
limited and would be shared with other uses already there as well as spillover parking from the
adjacent elementary school. The historic collection at the Main Library could be relocated to the
existing temporary library at the Cubberley Community Center and staff from the Main Library
would be dispersed to work at the modular buildings, the existing temporary library at the
Cubberley Community Center, and the new Mitchell Park Library. The construction cost is
estimated to be $500,000 to $700,000 and would primarily include directing site utilities to the
trailer and potential reconfiguration of the parking lot to accommodate the modular buildings and
increased parking demand. Restoration of the parking lot would also be necessary after the
modulars are removed.
• Option 3: Leased East Bayshore Road office space, Program A, approximately 2,880 square
feet; $350,000-$500,000; collection size 10,000 items
Leased space in the immediate vicinity of the Main Library does not exist. however, various
lease space opportunities are currently available on East Bayshore Road, or east of Highway 101.
Staff recently toured two large spaces that are currently available, however, the challenge as to
what might be available in the year 2012, especially for a short term rental of 2 years, is
unknown. Current rents in the vicinity range from $1.50 to $3.50 per square foot per month. In
addition to this rent, smaller spaces in the range of 2,500 to 3,000 square feet are likely built out
as office space, or bare industrial space, so costs to build tenant improvements must also be
considered. After evaluating two current options, the overall cost for a leased space, for a 24
month term, plus tenant improvements, would be approximately the same as the cost for
converting an equivalent-sized space at the Art Center auditorium. While adequate parking
would likely be available, library staff felt that patrons would be unwilling to cross the freeway
to access a temporary library, particularly if they were pedestrians or bicyclists.
• Option 4: Leased East Bayshore Road office space, Program B, approximately 8,192 square
feet; $850,000-$1,000,000; collection size 50,000 items
This scenario is similar to Option 3; however a collection of 50,000 items could be housed in this
space. Like Option 3, this option has the disadvantages of being on the other side of the freeway
from the Main Library, the uncertainty of what spaces might be available for lease in the year
2012, and the disadvantage of a commitment or requirement of only a two year lease, which
landlords may be reluctant to entertain.
CMR:435:10 Page 3 of6
• Option 5: Existing temporary library at the Cubberley Community Center, approximately
5,000 square feet; $1,000-$10,000; collection size 45,000 volumes
An approximately 5,090 square foot temporary library with books, computer terminals, and
seating has been constructed in the auditorium of the Cubberley Community Center. This
temporary library has approximately 45,000 volumes, 28 reader table seats, 10 study carrel seats,
18 computers and associated seats, and 10 lounge seats. This temporary library is scheduled to
close upon the completion of the Mitchell Park Library in late 2012; however it could remain
open, using the same configuration as it has now, and serve as the temporary library during the
construction on the Main Library. Costs related to this option are primarily related to moving
and adjusting stacks and lighting as needed. The main disadvantage of using the temporary
library at Cubberley as the temporary Main Library is that it is in south Palo Alto, therefore not
as convenient to the patrons of Main Library.
• Option 6: No temporary Main Library facility.
The north Palo Alto community's closest library access for adult level materials would be the
Downtown Branch and would be difficult for those library users who currently walk or ride their
bikes to the library because Downtown Library is approximately 1.5 miles away from Main
Library. Having a temporary facility adjacent to the building being remodeled keeps the
community informed about the progress of the Main Library building and promotes an easier
transition into the Main Library when reopened. The community has expressed the desire to
have a temporary building and the favorable construction bidding climate allows the City to
allocate some funding for this temporary facility.
Recommended Option
The Options were discussed at the Community Meeting held on November 16. Although the
group was small, almost all of those commenting favored having a Temporary Main Library, and
having it in the Arts Center Auditorium (Option 1). The question of a Temporary Main Library
was also discussed at the Public Art Commission on November 18. Commissioners did not
make recommendations on this question, but noted the positive aspect of creating a connection
between the Arts Center and Main Library by using the Auditorium. The issue was also
discussed at the Library Advisory Commission meeting on the same day. The Library Advisory
,Commission did not make formal recommendations, but individual Commissioners indicated
that either locating the temporary library at the Art Center Auditorium (Option 1 ) or not having
a Temporary Library (Option 6) were both viable Options, and better than any of the other
Options.
Staff recommends that Option 1 (use of the Art Center Auditorium) be selected. If Council
selects this option, or any combination of Options 1 through 5, staff will return with a contract
amendment with Group 4 Architecture and Turner Construction to provide design and
construction management services.
Option 1 is most desirable because:
1) The Arts Center Auditorium is immediately adjacent to the Main Library and the best
location to serve residents who currently use Main.
2) The cost is comparable or lower than the other Options, except for Option 5 (Cubberley)
and Option 6 (no temporary facility). However, Option 5 is in south Palo Alto, several
CMR:435:10 Page 4 of6
miles away from Main Library. Option 6 would result in a temporary decrease in library
services available in north Palo Alto.
3) Design and construction costs for any temporary Main Library are bondable. Given
lower than anticipated construction costs on these projects, the City can provide a
temporary Main Library facility within the available bond funding if Council approves
moving forward with the new temporary library.
RESOURCE IMPACT
Design and construction costs for a temporary Main Library can be covered by bond funds and,
because of the low bids that have been received on the library projects to date, there is sufficient
financial flexibility to provide a temporary Main Library facility. A new CIP would be
established for this project, if approved by Council. Costs for the preliminary design needed for
the selected option will be paid from the Main Library CIP PE-11000 but will be tracked
separately.
After library projects in the first phase of construction and planning are completed, any
remaining funds from the first bond issue can and will be used for the Main Library project.
Regardless of whether a temporary Main Library is constructed or leased, a second bond issue
will be needed to construct the Main Library improvements, which are estimated at $15,000,000.
Funds donated for this project through the Palo Alto Library Foundation would only be used for
Library facilities and operational purposes.
For details on the bond issuance and the applicable tax rates and assessments for 2011, see the
Discussion section in CMR 337:10, August 2,2010. Once the second series of bonds is issued
for Main Library work (estimated to begin in late 2012), property owners will see a second
increase in their property taxes. This increase will be dependent upon the amount of bonds
required for the second issue and the prevailing interest rate at the time of the bond sale.
POLICY IMPLICATIONS
Choosing either to establish, or not establish, a Temporary Main Library would not constitute a
change in City Policy.
TIMELINE
The existing Mitchell Park Library has been closed and its staff, books, and equipment have been
relocated to a temporary library at the Cubberley Community Center. Construction of the new
Mitchell Park Library began in September 2010 and will be complete in approximately
September 2012. This timeline includes the installation of furniture and equipment and the
relocation of Technical Services staff now located at the temporary library at the Cubberley
Community Center.
The construction at the Main Library is being planned to start in the end of2012, so that Mitchell
and Main will not be closed at the same time. The public and Library Staff will both benefit
from this sequencing of the two projects. This timing also allows the Arts Center remodeling to
be completed so that it can serve as the temporary site for Main (Option 1 above).
Timing for other options depends on a number of other factors. Option 2 would require the
CMR:435:10 Page 5 of6
design and construction of supporting utilities and other ancillary items for the modulars. This
could be accomplished before the Summer of 2012. Options 3 & 4 are dependent on the real
estate market and the relative availability of leased space, Options 5 & 6 would require only
logistical and operational changes by Library Staff.
ENVIRONMENTAL REVIEW
On July 21, 2008, the Council confirmed the Director of Planning and Community
Environment's approvals of a 2007 Addendum to the 2002 fInal Environmental Impact Report
for the Main Library.
ATTACHMENTS
Attachment A: Temporary Main Library Options Matrix
PREPARED BY:
/
,I .~ _______ -----". / ./
(,.. ,
KAREN BENGARD
Senior Engineer
DEPARTMENT HEAD: (~-
J. MIC L SAf[OR
CITY MANAGER APPROVAL: r: c JAMES KEENE l,....Y" City Manager
CMR:435:10 Page 6 of6
'-
MAIN TEMPORARY LIBRARY
SITE SERVICE
~ Z ~. ~ (!) 5 0
(!) ~. z (!) 5 z ~ ~ a.. Z LU S2 ~ j:: ....
OPTIONS MATRIX .... 0 o .~ .~ 0 0 ':<:( a:::: LIJ U :r: CIQ u ~ u c;;
NO TEMPORARY USE REMAINING FOUR LIBRARIES FOR ALL SERVICES
NO TEMP & CUBBERLEY ENTIRE MAIN COLLECTION MOVE INTO STORAGE
TEMPORARY OPTIONS
OPTION 7 (PROGRAM A): ART CENTER ,( ,( ,( ,(
AUDITORIUM; APPROXIMATELY 2,500 SF.
OPTION 2 (PROGRAM A) :MODULARS ~ @ LUCIE STERN; APPROXIMATELY ,( ,( ,(
2,880 SF wi SHARED PARKING
~PTION 3 (PROGRAM A)
S3 LEASED OFFICE SPACE; APPROXIMATELY ,( ,( ,(
2,880 SF W / EXISTING PARKING
OPTION 4 (PROGRAM B)
LEASED OFFICE SPACE; APPROXIMATELY ,( S3 ,( ,(
8192 SF W / EXISTING PARKING
(l)ln 2009, Th-e-Ari Center Auditorium generatecFapproximately $45)(i" rentCiTrees
(2) In 2009, The Cubberley Community Center generated approximately $11 OK in renf'al fees.
(3) All Main staff to be moved to Leased Office Space
(4) The Historical Col/ection will b~ located @ Cubber/ey and accessible to the community
,( ,( 10,000
ITEMS
10,000 ,( ,(
ITEMS
10,000 ,( ,(
ITEMS
50,000 ,( ,(
ITEMS
ATTACHMENT A
MAIN·STAFF
~ ~ ESTIMATED
~ .... I¥ COST RANGE
<? m e
CIQ -CIQ Q z a ~ 0
,((4\ TBD (2)
50K-60K
,( ,((4) 350K-500K
(1) (2)
,( ,/(4)
500K-700K
(2)
,( ,/(4)
350K-500K
(2)
,1(3) S3 850K-1M