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09/12/2000CITY COMMISSION SPECIAL WORKSESSION CITY OF CLEARWATER September 12, 2000 Present: Brian J. Aungst Mayor/Commissioner J. B. Johnson Vice-Mayor/Commissioner Ed Hooper Commissioner - arrived 1:06 p.m. Robert Clark Commissioner Ed Hart Commissioner Also present: William B. Horne II Interim City Manager - arrived 2:27 p.m. Garry Brumback Assistant City Manager Pamela K. Akin City Attorney Cynthia E. Goudeau City Clerk - departed 2:11 p.m. - returned 2:33 p.m. Mary Sue Diana Assistant City Clerk - arrived 2:11 p.m. - departed 2:33 p.m. Patricia O. Sullivan Board Reporter The meeting was called to order at 1:00 p.m. at City Hall to discuss library alternatives with library groups. ITEM #1 – Why Libraries in the 21st Century? Why a Main Library Library Director John Szabo said changes related to new technologies, such as e-books and DVDs, do not reduce a library’s space requirements. Printed books will continue to be a viable format. Most current books never will be available electronically. He said cities nationwide are constructing modern libraries. Most cities in Pinellas County have built larger facilities in recent years. It is estimated use of a new main library may triple current levels. Libraries that feature significant meeting space hire an events coordinator, who helps to attract potential revenue streams. Mr. Szabo reviewed differences between main and branch libraries. The City’s Main Library serves the entire City as a government document depository, and stores back issues of periodicals and the Clearwater Sun archives. Staff coordinates youth services and answers approximately 8,000 reference questions annually. He said the new Main Library is an important first step for downtown revitalization. ITEM #2 – Current Library Site & Harborview Site Analyses for Main Library Library Architect John Toppe of Harvard Jolly Clees Toppe Architects reviewed options related to a new main library. A staff project study team considered what could be built including the location, size, cost, and other concepts. The team considered renovating the Harborview Center or constructing a new library on top of the bluff. The current 49,435 square-foot Main Library is overcrowded. A 1993 needs assessment indicated a new Main Library should be at least 90,000 square feet. A 1996 update of the assessment indicated an increased need for 112,000 square feet. The City’s list of Penny for Pinellas projects presented before the 1997 referendum to extend the tax indicated the Main Library would be 90,000 square feet. Commissioners budgeted $12-million for the project. Based on budgeted funds, the City can afford to construct a 66,000 replacement library. If enough funds can be raised, a structure as large as 90,000 square feet could be built. The cost of a new library is based on the building’s size, site development, temporary relocation, related facilities such as parking and if a new building will be constructed or the Harborview Center renovated. Estimated costs related to renovating the Harborview Center range from $10.7- to $21.3-million. Brand new construction, including razing current Main Library and relocating services, is estimated to cost between $10.9 and $20.2-million. It is estimated a future downtown parking garage that also serves bluff top facilities would cost between $2- and $4-million. Mr. Toppe reviewed current library cost components: 1) $156/square-foot - construction; 2) $30/square-foot FF&E (Fixtures, Furniture & Equipment); 3) $1.85/square-foot – demolition; 4) $17,000/acre - clearing and site preparation; 5) $125,000/acre – site work; 6) $50,000/acre – landscape; 7) $11,000/space – parking garage; 8) $100,000/move – moving; 9) $15/square foot – fees for architecture/engineering & development management services; 10) varies by site – CEI and TIF fees; 11) 5% new or 10% renovation – contingency fees; and 12) $0 – inflation allowance. He estimated costs will increase 5% annually. Mr. Toppe reviewed Harborview Center cost components to renovate it for use as a library. Conditions that impact cost; 1) add windows & entrances to enhance exterior façade; 2) add zoning & humidity control to air-conditioning system; 3) add waterproofing due to water flow beneath building; 4) pour 6-inch post-tensioned concrete beneath first floor’s 5-inch slab, which is suspended on above-ground pilings; and 5) add steal beams to metal deck & resurface with concrete. Added Harborview Center costs: 1) $156/square-foot - construction; 2) $81/square-foot – renovation; 3) $1-million – exterior renovation; 4) $10/square-foot - 1st floor reinforcement; 5) $30/square-foot – upper floor reinforcement; 6) $450,000 – waterproofing; 7) $250,000 – humidity control; 8) $140,000 – public elevators; 9) $50,000 – service elevator; and 10) $50,000 – 3rd floor toilets. Mr. Toppe reviewed options to renovate the Harborview Center: 1) $10.7-million - 46,352 square-feet – one level - first floor – no street-level entrance – few windows & little view – reinforce first floor - Stein Mart & Pickles remain; 2) $18-million - 67,344 square feet – two levels – reinforce first floor - replace parking deck with second floor – displace Pickles for 3-4 months - Stein Mart & Pickles remain; and 3) $21.3-million - 90,000 square-feet – three levels – reinforce first and third floors - replace parking deck with second floor – displace Pickles for 3-4 months – impact Stein Mart during construction - Stein Mart & Pickles remain – one-third of third floor for library office & support uses only – He said a 90,000 square foot new Main Library could be located on the north bluff above the 28-foot elevation at the edge of Coachman Park with minimal impact on existing view corridors. A $15.2-million facility constructed on the Main Library’s current site would be 66,000 square feet. With $3.45-million in additional private funding, a 82,000 square foot facility could be built to include 30,000 square feet of unfinished shell scattered throughout the building. Public funds would provide 52,000 finished square feet in such a facility. In response to a question, Mr. Toppe said construction costs include all expenses to relocate the library’s contents and services when the current structure is razed and the new facility is constructed. ITEM #3 – Harborview Financial Analysis Fiscal Administrator Margie Simmons said the Harborview Center lost $303,000 in 1999. She anticipated the facility will earn $275,000 this year and $283,000 next year. Not counted in these figures is repayment of a loan from the City’s self-insurance fund used to transform the abandoned department store into the Harborview Center. The loan must be repaid whether the facility is used for a library or continues in its current capacity. It was noted the facility is in the red and continues to lose money. Ms. Simmons stated other related costs are for depreciation and cash deficits. Expensive repairs are needed. In response to a question, she estimated, at the end of this fiscal year, the Harborview Center will owe the insurance fund $1.9-million. ITEM #4 – Recommendations of Library Board Representatives a) Library Advisory Board Judy Melges, Chair of the Library Advisory Board, said her board recommends the main library be a signature building constructed on its current site. She recommended it be a minimum of 90,000 square feet with a design that allows future lateral expansion. She said needs for civic space continues to increase. She recommended the structure include up to 50,000 square feet in empty shell space scattered throughout the facility so that future expansion is designed into the building. b) Friends of Clearwater Libraries Rex Clark, President of Friends of Clearwater Libraries, said the new library should be at least 90,000 square-feet large. He also encouraged scattering empty spaces throughout the building. c) Greater Clearwater Public Library Foundation Mercedes Walker Dickinson said the Greater Clearwater Public Library Foundation supports a new main library. The foundation agrees the library should be at least 90,000 square-feet large and be constructed on its current site. She agreed with the concept to include empty spaces for future development. She said the foundation plans to leverage public dollars with private donations as an investment in the community. ITEM #5 – Public Input One person expressed concern the City may be over extended and unable to cover future costs related to a new main library and other planned City projects. Six persons spoke in support of the City constructing on its current site a new main library with a least 90,000 square-feet of space. One felt 90,000 square feet is inadequate to meet needs. ITEM #6 – Commission Discussion In response to a question, Mr. Szabo said use levels are expected to increase significantly after a new facility is built. Of the 82,000 borrowers currently served by the library, about half are City residents. It was noted the proposed project, including a contingency, would require an investment of $3.5-million in private funds. In response to a comment, Ms. Melges said the Library Advisory Board had not been advised of a proposal for 82,000 square-feet until yesterday. She opposed that concept, stating that plan would not provide adequate space. In response to a question, the City Attorney said City residents had approved a referendum in July to bond construction of the library at its general location. In response to a question, Mr. Szabo felt a new study would probably increase the 112,000 square-feet of space recommended in the 1997 study. He agreed the City cannot afford a building of that size. Concern was expressed regarding the amount of funding that could be raised for the project. Approval of a 90,000 square-foot facility built at a cost of $22-million was recommended. It was stated every great downtown features a great library. Concern was expressed without additional funding, only 50,000 square-feet of the 90,000 square-foot building would be completed. The library boards were challenged to raise the needed funds. Support of the 90,000 square-foot facility was expressed, if private funding comes forward. Concern was expressed estimates to repair Harborview Center deficiencies could be as high as $5-million. Consensus was to disregard the Harborview Center as a location for the library. In response to a question, Mr. Toppe said the 82,000 square-foot plan would be three stories and have a smaller footprint than the 90,000 square-foot design. In response to a question, Ms. Dickinson said the boards were unaware of the 82,000 square-foot plan and did not support it. Ms. Melges stated the feasibility study of potential contributions is out of date. Discussion ensued regarding fundraising activities. In response to a question, Mr. Toppe said the design engineering process should be complete within one year and the project ready for bid. Juliette Lewis, of the Greater Clearwater Public Library Foundation, did not know the ultimate amount that can be raised but requested the opportunity for the boards to raise funds for capital construction. In response to a question, Mr. Szabo felt enough funds could be raised to construct a 90,000 square-foot facility, although a smaller project would be less risky. The Interim City Manager stated the City can afford to construct a 66,000 square-foot facility. A larger library could be constructed if fundraising is successful. In response to a question, the City Attorney said two of the library boards are organized to raise funds. Rex Clark requested a chance to raise enough money to build the 90,000 square-foot facility. Concern was expressed two branch libraries are within several miles of the main library. It was noted some residents support relocating the main library to the St. Petersburg Junior College campus as a joint project. It was recommended a one-year drop-dead date for fund raising activities be established, that the view corridor be retained, and to relocate as much parking as possible to a garage. In response to a question, Ms. Simmons said the City maintains all reserve levels as required by City Commission policy. Concern was expressed the City also needs increased funding for Fire Department services. Staff was asked to submit expenses related to operations of a new library for review at the September 18, 2000 Work Session. Adjournment The special Work Session adjourned at 3:05 p.m.