Agenda Item D.3
DISCUSSION/ACTION ITEM
Meeting Date: November 19, 2024
TO: Mayor and Councilmembers
SUBMITTED BY: Matthew R. Fore, General Services Director JoAnne Plummer, Neighborhood Services Director
SUBJECT: Options for the Provision of Temporary Offsite Library Service s During the Library ADA, Safety, and Building Improvement Project RECOMMENDATION:
A. Direct Staff to pursue a short-term lease at 6500 Hollister Avenue, Suite 100 to serve as a temporary Library location d uring construction of the Library ADA, Safety, and Building Improvement Project, or provide Staff with alternate direction; and B. Authorize Staff to research and apply for grants for emergency backup generators at the Goleta Valley Library and Community Center.
BACKGROUND:
In October of 2023, the City received a Building Forward Library Facilities Improvement Program grant ($4.2 million) from the California State Library to make several infrastructural improvements to the Goleta V alley Library (Library). On December 19, 2023, Council adopted Resolution No. 23-75, authorizing the City Manager to accept the grant funds and execute the grant agreement. On May 21, 2024, Council authorized the City Manager to execute an agreement with J effrey Miller Architect and Design (JMAD) for Architectural and Engineering services for the Goleta Valley Library ADA, Safety, and Building Improvements Project (CIP No. 9130) and to accept a donation of $250,000 from the Friends of the Goleta Valley Libr ary (Friends) to fund the City’s grant match for the Americans with Disabilities Act (ADA) restroom improvements portion of the project.
On October 1, 2024, Council received a presentation from Staff on several options for the provision of modified Library services during construction of the Library ADA, Safety, and Building Improvement Project (Project). Council requested that Staff return with additional information on three of the five options presented.
1 Meeting Date: November 19, 2024
DISCUSSION:
The purpose of this agenda item is to provide additional information on the following three (3) of the five (5) options presented. In is important to note that under all recommended options, Library Staff will increase outreach and offsite programming both pre and post construction during the transition to and from the temporary offsite location. For context in evaluating the options described below, the total area for each site comprised of public circulation, Staff work area, and Friends space is shown below:
Usable Area (SF) Goleta Valley
Library
Goleta Community
Center
6500 Hollister
Circulation, Staff
Work Area, Friends
space
11,193 2,880 2,560
Programming Space 940 7,3151 7,3151
1. Option 1: Provide modified Library services from the Goleta Community Center (GCC): Council expressed concern that the area of Classrooms 1-3 (approximately 1,980 square feet) was insufficient to effectively serve as a temporary location. It is important to note that Staff mistakenly told Council on October 1st that Classrooms 1- 3 totaled nearly 3,000 SF. This was in error; the area of Classrooms 1-3 is only 1,980 SF. Council also noted concerns regarding the use of the GCC as a temporary Library location due to the absence of a heating and air conditioning system, which would prevent the Library from continuing to serve as a Warming Center and Cooling Center during severe weather. Staff is evaluating the capacity of the electrical system to accommodate the use of portable fans and heaters until a formal HVAC system is added to the facility.
In response to City Council concerns, Staff evaluated using additional space in the GCC. Staff determined that the additional classrooms, dining room and auditorium would not work well for collection but would be a significant asset for a variety of programming. Due to the requirement to staff the collection area in separate spaces, the best use of staffing resources was to utilize Classroom 4 primarily for infant/toddler and children weekday programming such as storytimes. Usi ng Classroom 4 during the week provides an additional 660 SF, bringing the total area to 2,640 SF for direct Library services to the public . In addition, the dining room, auditorium and other classrooms on the east wing could be utilized for smaller programming such as After School Homework Help and book club meetings, or larger gatherings and events such as Star Wars Day and Summer Reading Program performances.
In Option 1, the office spaces that were previously utilized as the Senior Center and interim GCC Administrative Office would be used as staff /volunteer workspace and Friends sorting area . This would allow for relatively close proximity to the separate service locations in Classrooms 1-3, Classroom 4, or the dining room and auditorium.
1 Approximately 6,090 SF of programming space is available at the Goleta Community Center (Classrooms 4 and 6, dining room, and auditorium) an additional 1,225 SF of programming space is available at the Goleta City Council Chambers.
2 Meeting Date: November 19, 2024
2. Option 2: Provide Library services from a new, portable, modular classroom to be sited on the GCC west parking lot: The modular classroom contemplated for Option 2 would provide approximately 2,026 SF of public space for collection and services. As in O ption 1, the staff work room and space for the Friends organization would be located in office space behind the GCC and would support operations within the modular unit. While not as seamless as stated in Option 1, programming related to Library Services could also be accommodated within the GCC in various classrooms and multi-purpose spaces.
In the past several weeks, Staff has worked with a modular vendor to refine costs, timing for delivery and installation, and logistics associated with Option 2. During a site visit with the modular vendor, it was clear that the new modular unit would need to be sited in the west GCC parking lot, just north of the existing modular classrooms that are currently leased by Rainbow School. This is necessary to connect to existing utilities.
Staff also met with the design team of the GCC Americans with Disabilities Act (ADA) Project to better understand the exact location and potential sequence of construction work nearby Rainbow School and the surrounding paths of travel, which would be inaccessible during demolition and replacement of the sewer lateral and concrete pathways, which would also result in regular and prolonged utility interruptions. Based upon this discussion, Staff believes that the GCC ADA Project would also have to be postponed during the Library Project should Option 2 be implemented.
The cost to postpone the GCC ADA Project is estimated to be $230,000 - $350,000 as discussed in the Financial Impacts Section below. Staff was unable to obtain more information on the cost of the modular unit. However, the vendor noted that the initial base quote of $805,000 did not include the costs to outfit the modular with an HVAC system, fire suppression and monitoring system, or low voltage cabling. The provider also noted that the initial estimate did not account for the potential presence of asbestos during demolition, costs to repurpose the modular from Library services to pre-school classrooms, or additional site preparation to eliminate swales and ponding of water during rain events.
It is important to note that the manufacturer’s initial estimate of the lead time to design, manufacture, and install the new modular classrooms is approximately nine (9) months from signing of the contract . Therefore, the new modular unit would not be available when construction on the Library initially begins, but rather some time thereafter, resulting in a potential lapse in Library service.
In conclusion, for the reasons set forth above, Staff no longer recommends Option 2 as a temporary location for Library Services during construction of the Library Project.
Staff will continue to refine costs and timeline associated with the replacement of the existing aged modular classrooms for inclusion in the Fiscal Year 2025 -26 Capital Improvement Budget in Spring of 2025.
3 Meeting Date: November 19, 2024
3. Option 3: Lease commercial or institutional space : In recent weeks, Staff, including the City’s Librarian, evaluated several vacant commercial spaces that could serve as a temporary Library location (see Attachment 1) , focusing attention on sites that: 1) were move-in ready; 2) provided adequate parking; and 3) were equipped with an HVAC system.
Staff visited five (5) commercial sites, which ranged in size from 3,500 SF to 24,000 SF. Lease costs over the anticipated 24 -month lease term ranged between approximately $222,000 and $472,000. Similarly, parking varied among the sites and the amount of work needed to occupy the sites and the time needed t o complete the tenant improvements varied among the sites.
One lease option has emerged as Staff’s overall recommendation to house temporary Library services during construction on the main Library branch – 6500 Hollister Avenue. This site, located just south of City Hall offers approximately 2,500 SF. The space would be used for public circulation, Staff workspace, and space for the Friends.
It includes access to a common kitchen/break room, common and modern restrooms, and a common, shared information t echnology (IT) equipment space. IT staff from both the Black Gold Cooperative Library System and Acorn Technology Services, Inc., the City’s managed services provider, have evaluated the space and have found it to be a viable location.
The site is essentially move-in ready with only minor modifications needed to occupy the space. The lease cost for this office space over the two -year lease term is approximately $220,000, which is considerably lower than comparable retail space.
This location also includes an HVAC system, which would allow the space to serve as a Warming Center and a Cooling Center during severe weather events subject to lease terms.
The lease includes ten (10) dedicated parking spaces, which would be marked for the City of Goleta. Staff is exploring the ability to sublease additional unused spaces at the site. Additional on -street parking is available nearby. Library staff would park at City Hall and walk across the lot to the site at 6500 Hollister Ave. to save parking spaces for Library patrons. Additional on -street parking would be available on Cremona Drive and at the adjacent City Hall parking lot. Moreover, unlike the current Goleta Valley Library location, a bus stop is located in close proximity to 6500 Hollister.
It is important to note that 6500 Hollister Avenue is the only available site that is move- in ready and as such, Staff is confident that modified Library services could commence seamlessly and concurrently with construction of the Library Project. All of the other viable sites listed on Attachment 1 would require substantial work to make them ready for occupation, the cost of which is currently not known. Moreover, the timeline to scope the necessary work, obtain permits, solicit bids and award contracts to vendors and to complete the work and the cost associated with this is also unknown, but would result in a gap in Library services when the Library is closed for construction. For this reason, 6500 Hollister Avenue is the only location that Staff is recommending. 4 Meeting Date: November 19, 2024
Other Information Requested by Council
Beyond service delivery options, Council also requested information related to engagement with the Friends of the Goleta Valley Library , the Goleta Union School District, and Library-related obligations to the County of Santa Barbara. Engagement with Friends of the Goleta Valley Library: The library administrative team members have met with the Friends president to discuss the project and the need to transition Library services to a temporary, alternat e location and close the Library during construction. The Friends expressed concerns about the closure, sharing that the membership is just returning to the post-COVID numbers, and the organization is regaining momentum. The Friends fear another loss in momentum to the organization and its ability to support Library services, posed by the closure of the Library for construction.
Staff recognizes and respects the efforts and needs of the Friends organization and appreciates the significant positive impacts of their support on the quality and extent of Library services that are made possible to the community. Staff have identified space in each of the relocation options for the Friends to maintain volunteer office hours, receive material and monetary donations, accept memberships, and process and inventory donated sale items.
Library-Related Obligations to the County of Santa Barbara : Staff met with County Community Services Department representatives on October 30, 2024 , to share details about the Building Forward Grant, officially noticing the County of impacts to Library Services during construction per Section 5.f. of the Agreement for Operation of the Free Countywide Library System Agreement. Staff will present the conceptual plan for closure and modified services to the County Library Advisory Commi ttee (CLAC) in December 2024, with additional details to be shared at the CLAC meeting in March of 2025.
Communication with Goleta Union School District (GUSD): Staff have been in communication with the GUSD Superintendent regarding the anticipated library closure and will be discussing partnerships and identifying opportunities for collaboration during the library’s modified service levels to ensure continuation of service to local families.
Request for Timeline Extension from Building Forward Grant Manager: At the October 1st meeting, Council inquired about the feasibility of obtaining an extension to the June 30, 2027, grant deadline to complete the Library Pr oject in order to allow portions of the Library to remain in use during construction. Staff reached out to t he Bu ilding Forward Grant Manager at the State Librarian’s Office. According to the Grant Manager, extensions are rare and generally considered when a project is within 12 months of completion. Generally, extensions would be considered in response to 5 Meeting Date: November 19, 2024
events or circumstances that delayed construction , such as natural disasters, supply chain disruptions, etc.
In the present case, an extension request to avoid facility closure is not impossible but would require substantial time and process to navigate. The request would constitute a change in the Scope of Wor k, which would be elevated to the State Librarian for consideration and wo uld take approximately six (6) months to receive a decision.
Should the extension be granted, additional work would be required by the design team to phase and sequence the work and an updated cost estimate since phasing work would add additional time to t he construction timeline, which would likely increase costs. If the extension were not granted, then the Project could not be completed by the original grant deadline of June 30, 2027.
New Staff Recommendation – Option 3 – Lease Commercial Space:
Based upon current information gathered, Staff recommends that the City pursue a short- term lease (approximately two years) for the property located at 6500 Hollister Ave, Suite 100.
Under this scenario, Library services would include:
Limited distribution of collection materials for all ages (Adults, Teens, Children) Holds pick-up for requested materials from shared Black Gold collection Limited computer workstations for public use and printing Free public Wi-Fi for patron connectivity
Approximately 1-2 staff workstations for circulation and reference services Approximately 2-3 self-check machines
Potential for modified programming in offices within the leased space Potential for modified programming at either the Goleta City Hall Council Chambers or at the GCC during the provision of Library services throughout construction.
Close proximity to City Hall allows for efficient access between the two sites. This supports Staff in transferring materials from storage on the second floor of City Hall to replenish the collection at the temporary site. Providing programming from Council Chambers provides patrons with nearby access to the Library collection and services from the adjacent temporary site.
Option 3 would allow the Americans with Disabilities A ct Project at the GCC to proceed as planned. Option 3 also maintains the City’s participation in the Black Gold Cooperative Library System, including access to shared resources for borrowing and lending . It also fulfills the City’s contractual obligations pursuant to the Fiscal Year 2023-2024 Agreement for Operation of a Free Countywide Library System among the County of Santa Barbara and the Managing Cities.
6 Meeting Date: November 19, 2024
Second-Ranked Staff Recommendation
If Council rejects Option 3, the Staff Recommended Option, then Staff would revert to its original recommendation from the October 1, 2024, Council meeting - Provide modified Library services from the GCC and postpone the GCC ADA Improvements Project until the Library Project concludes (est. June 2027). In this scenario, the GCC ADA Improvements Project would be delayed until after the Library Project concluded.
Next Steps
Staff recommends that Council direct Staff to pursue a short-term lease for the space at 6500 Hollister Avenue, Suite 100 , to serve as a tem porary Library location during the construction of the Library ADA, Safety, and Building Improvement Project . Should Council agree with this recommendation, Staff will return to Council to seek authority to enter into lease negotiations and to temporarily secure sites through a financial deposit.
Pursuant to the Municipal Code, Council approval is required to execute a lease agreement.
Regarding costs, Staff has provided rough estimates of the costs associated with each option. Based upon Council direction, Staff will return to Council in the near future to request appropriations specific to the preferred option.
Finally, as mentioned above, some Councilmembers have expressed the desire to maintain heating and cooling stations at City facilities. Severe weather events, which often trigger the need for these cooling stations, often also result in power outages, which would render the heating and cooling stations inoperable. For this reason, it is recommended that Council authoriz e Staff to research and apply for grants to fund the design and implementation of emergency backup generators at both the Goleta Valley Library and the Goleta Community Center.
FISCAL IMPACTS:
The original preliminary cost estimate for Option 2, the purchase of modular classrooms to be placed at GCC, was $805,000. While the modular provider acknowledges that this cost is understated, Staff does not have updated cost information to account for the additional elements described above. As stated above, due to irreconcilable conflicts with construction activities, Staff believes that the GCC ADA Project would also have to be postponed during the Library Project should Option 2 be implemented . The cost to postpone the GCC ADA Project is estimated to be $230,000 - $350,000 as shown in the table below.
Staff has refined the preliminary cost estimates for Option 3 (the Staff Recommended Option) and Option 1 (the Second-Ranked Staff Recommended Option) shown in greater detail in the table below.
7 Meeting Date: November 19, 2024
RECOMMENDED OPTION (Lease) SECOND-RANKED OPTION
(GCC Classrooms 1-3)
Cost Component
Estimated Cost Cost Component Estimated Cost
Lease* 220,000 Classroom Prep $20,000
HVAC/Janitorial/General
Maintenance
$35,000 Temporary ADA Parking $15,000
Black Gold/IT
Infrastructure
$20,000 Black Gold/IT
Infrastructure
$20,000
Liability Insurance $0 Loss of GCC Rental
Income
$22,000
Moving Costs (pre and
post construction)
$150,000 Moving Costs (pre and
post construction)
$150,000
Reactivate Dumbwaiter
at City Hall for 2nd Floor
Library Storage
$15,000 Reactivate Dumbwaiter
at City Hall for 2nd Floor
Library Storage
$15,000
ADA Project Delay and
Restart Costs2
$230,000-
$350,000
Total Est. Cost $440,000* Total Est. Cost $472,000
$592,000*
*Does not include the cost of subleasing additional parking spaces or furniture that cannot be relocated from the Library.
LEGAL REVIEW BY: Megan Garibaldi, City Attorney
APPROVED BY: Robert Nisbet, City Manager
ATTACHMENTS:
1. Leasable Sites Evaluated
2. Site Layout of 6500 Hollister Ave.
3. PowerPoint Presentation
2 Assumes an 18-month delay to the estimated $3 million project. The range of costs are derived by applying an annual inflation rate of 5.1% and 7.7% 2 to the project cost, representing the most recent 10- year and 5-year average of the California Construction Cost Index. 8 ATTACHMENT 1
Leasable Sites Evaluated
9 Attachment 1 - Leasable Sites Evaluated
Location Area (sq. ft.) $/sq. ft. Monthly Two-Years Parking HVAC Work Needed to Occupy Move-In Ready
(Recommended)
6500 Hollister Ave.
3,500 (2.500 SF
Exclusive Use) 2.64 $ 9,240$ 221,760$
10 Assigned spaces;
ample on-street
parking; City Hall
overflow Yes Minor - Removing partition walls
Potential but Not Move In
Ready
5749 Calle Real (Fed Ex) 4,608 4.27 $ 19,676$ 472,228$ Ample but Challenging Yes Substantial time and unknown
cost
5677 Calle Real (Carrows) 5,087 3.30 $ 16,787$ 402,890$ Plenty Yes Substantial time and unknown
cost
5559 Calle Real (SB MS) 12,263 0.68 $ 8,333$ $200,000* Ample Yes *Substantial time and unknown
cost for ADA compliance; HVAC;
lighting; and building system
inspection/evaluation.
Not Available/Discarded
189 N. Fairview (Bed Bath) 24,000
Minimum lease term is too long
for City needs and cannot be
partitioned to viable space
5638 Hollister (CommUnify) 24,600
No Cohesive leasable space
available; awkward Layout;HVAC
in disrepair
271 N. Fairview (phys. Therapy) 2,062 Not Available
5748 Calle Real (Bob's Vacuum) 2,432 <2,500 sq. ft.
5692 Calle Real (Outback
Restaurant) 3,761
Difficult conversion from
restaurant to Library space
120 Cremona 4,536 2.60 $ 11,794$ 283,046$ Assigned spaces Yes Not conducive to Library
operations; space located on 2nd
floor
10 ATTACHMENT 2
Site Layout of 6500 Hollister Ave.
11 HayesCommercial.com | Santa Barbara, CA
FIRST FLOOR PLAN
HOLLISTER AVENUE
LOS CARNEROS WAY
Common
Common
Kitchenette
Common
Lobby
Common
gym
Common
breakroom/
kitchen
Suite 130
Leased
Suite 120
Leased
Suite 110
Leased
Suite 150
Leased
Common
Common
Patio
Roll-up
Suite 140
2,733 SF
Lab
Experience. Integrity. Trust.
Since 1993
P . 3
6/3/24 The information contained herein has been obtained from the owner of the property or from other sources deemed reliable. We have no reason to doubt its accuracy, but we do not guarantee i t.
Francois DeJohn
805.898.4365
[email protected]
lic. 01144570
Dylan Ward
805.898.4392
[email protected]
lic. 01472452
12 ATTACHMENT 3
PowerPoint Presentation
13 Options for Temporary
Offsite Library Services
During the Library ADA,
Safety, and Building
Improvement Project
City Council
November 19, 2024
Presented by:
Matt Fore, General Services Director
JoAnne Plummer, Neighborhood Services Director
14 2
15 Background
•October 2023: City awarded $4.2M from California State Library to mak
e the following infrastructure improvements to the Goleta Valley Library (Project)
ADA Path of Travel and Restroom Upgrades
HVAC Modernization
Life Safety and Security Upgrades
LED Lighting Retrofits
Door/Window Replacements and Upgrades
Fascia Repair and Exterior Paint
3November 19, 2024 City Council Meeting
16 Background – Cont’d
•Project must be completed by June 30, 2027
•Staff estimates that the Library will be closed for 18-24 months to allow for:
Construction activities
Relocation of materials and equipment housed at the Goleta V
alley Library (pre and post construction); and
Prudent time contingency for a 50+ year-old facility
4November 19, 2024 City Council Meeting
17 Background – Cont’d
•On October 1st, Staff presented several options for providing temporary Library Services during construction of the Project •City Council directed Staff to return to Council with additional inf
ormation on the following options:
1. Provide Library services from the GCC; postpone the GCC ADA Improvements Project
2. Provide Library services from a new modular classroom at the GCC Campus
3. Rent or lease commercial or institutional space
5November 19, 2024 City Council Meeting
18 Comparison of Usable Space
* Additional Programming Space Available
•GCC: Classrooms 4 and 6, dining room, and auditorium
(6,090 SF)
•City Hall – Council Chambers: 1,225 SF
Month Day, Year City Council/Committee Meeting Name 6
Usable Space (SF) Goleta Valley
Library
Goleta Community
Center
6500 Hollister Ave.
Circulation, Staff &
Friends work
space
11,193 2,880 2,560
Programming Space 940 7,315* 7,315*
19 Option 1 – Use Classrooms 1-3 at GCC
•Council expressed concerns with Classrooms 1-3
Too small to adequately serve as a temporary location for Libr
ary services
No HVAC: could not be used as heating/cooling center
•Potential Solutions
Classroom 4 could be used for infant/toddler and children’s progr
amming
Dining Room, Auditorium and other classrooms could be used as needed f
or other programming and larger gatherings
Fans and heaters for climate control (subject to electrical system toler
ance)
•Correction: Classrooms 1-3 are 1,980 SF , not 2,900
7November 19, 2024 City Council Meeting
20 November 19, 2024 City Council Meeting 8
21 November 19, 2024 City Council Meeting 9
Additional Programming Space to Include*:
• Classroom 4: 660 sq ft
• Classroom 6: 616 sq ft
• Dining Room: 2,135 sq ft
• Conference Room: 247 sq ft
• Auditorium: 2,432 sq ft
• Total: 6,090
Goleta Community Center
*Additional Programming Space at GCC could also be considered for all Options. 22 Option 2 – New Modular Classroom at GCC
•New modular – 2,026 SF of public space (net of restrooms, f
ood prep areas)
•Staff workspace and Friends of Library: located in rear of GCC •Additional programming to be held in classrooms and multi- purpose spaces in GCC
•Staff no longer recommends Option 2
Demolition/construction of pathways, sewer lateral around Rainbow School would r
equire GCC ADA Project to be
postponed during Library Construction (similar to Option 1) Cost to Postpone ADA Project: $230,000-$350,000 est.
10November 19, 2024 City Council Meeting
23 Option 2 – New Modular Classroom at GCC
•Original, preliminary cost estimate: $805,000
•Cost is understated. Does not account for:
HVAC system
Fire suppression system and fire monitoring system
Low voltage cabling
Potential presence of asbestos
More extensive site preparation
•Specific costs will be ready for FY 2025-26 CIP Budget Meeting •Lead time to deliver and install new modular: est. 9 months from date
of contract execution, resulting in delayed services
11November 19, 2024 City Council Meeting
24 Option 3 – Lease Commercial Space
•Staff compiled a list of ten (10) potential lease sites •Visited five (5) sites
•Primary Focus:
•Sites that are “Move-in Ready”
•HVAC System
•Adequate Parking
•Feasible Option under Library Project Timeline
12November 19, 2024 City Council Meeting
25 New Recommendation
Lease of 6500 Hollister Ave.
•Located immediately south of City Hall – close to Library materials to be stor
ed on the 2nd floor
2,560 SF
HVAC System
10 dedicated parking spaces
•Ample on-street parking
•Overflow parking at City Hall
•Bus stop nearby
•Move In Ready – minor modifications needed to occupy
•Would allow ADA Project at Community Center to proceed 13November 19, 2024 City Council Meeting
26 November 19, 2024 City Council Meeting 14
27 November 19, 2024 City Council Meeting 15
28 16November 19, 2024 City Council Meeting
6500 Hollister Ave.
Total Area: 2,560 sq ft
29 Communication with Friends of the Goleta Valley
Library
•City Staff met with the Friends of the Library President to discuss the Project,
closure, and options for an alternative location during construction
•Friends of the Library expressed concerns about the closure Friends membership is returning to pre-Covid levels
Risk loss of momentum with another closure
•City Staff are committed to providing space in each of the temporary locations f
or the Friends to maintain volunteer hours, receive
materials and monetary donations, accept memberships, and process and inventory donated sale items.
17November 19, 2024 City Council Meeting
30 Library-Related Obligations to County of Santa
Barbara
•City Staff met with County representatives to share details about the Libr
ary Project and to notice the County of impacts to Library services during construction.
•City Staff will present a conceptual plan for closure and modified services to the County Libr
ary Advisory Committee in December
2024 and March 2025.
18November 19, 2024 City Council Meeting
31 Communication with Goleta Union School District
•City Staff continue to communicate with the Goleta Union School District Superint
endent on potential partnerships and
collaboration opportunities during construction of the Library Project.
19November 19, 2024 City Council Meeting
32 Request for Grant Extension
•City Staff contacted the State Librarian’s Office regarding an extension
to the June 30, 2027 deadline
•Extensions are rare; considered ~1 year out from completion •Natural disasters, supply chain disruptions, etc.
•Extension to avoid closure would constitute a change in scope •Elevated to State Librarian for consideration – decision takes six (6) months
•Additional design work/cost and construction cost for
phased approach
•Risk of missing grant deadline if extension is not granted 20November 19, 2024 City Council Meeting
33 21
Financial Impacts – Staff Recommendation
Cost Component Estimated Cost
Classroom Prep $20,000
T
emporary ADA Parking $15,000
Black Gold/IT
Infrastructure
$20,000
Loss of GCC Rental
Income
$22,000
Moving Costs $150,000
Reactivate Dumbwaiter
at City Hall
$15,000
ADA Project Delay and
Restart Costs
$230,000-$350,000
Total Estimated Cost $472,000-$592,000*
Cost Component Estimated Cost
Lease $220,000
HVAC/Janitorial/Gen
Maintenance
$35,000
Black Gold/IT
Infrastructure
$20,000
Moving Costs $150,000
Reactivate Dumbwaiter
at City Hall
$15,000
Total Estimated Cost $440,000*
Recommended Option - Lease 2nd Ranked Option - GCC
*Does not include the cost of subleasing additional parking spaces or furniture that cannot be relocated from the Library.
November 19, 2024 City Council Meeting
34 Recommendation
A. Direct Staff to pursue a short-term lease at 6500 Hollister Avenue, Suite 100 to serve as a temporary Library location during construction of the Library ADA, Safety, and Building Improvement Project, or provide Staff with alternate direction; and
B. Authorize Staff to research and apply for grants for emergency backup generators at Library and Community Center .
22November 19, 2024 City Council Meeting
35 23
Questions
36