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HomeMy WebLinkAbout2002-02-20 Council Minutes - Joint Work Session with Library CommissionKENAI CITY COUNCIL LIBRARY COMMISSION JOINT WORK SESSION FEBRUARY 20, 2002 6:00 P.M. KENAI CITY COUNCIL CHAMBERS MAYOR JOHN J. WILLIAMS, PRESIDING NOTES Council Present: Williams, Bannock, Swarner, Jackman, Moore and Porter Council Absent: Bookey Commission Members Present: DeForest, Brown, Rodes, Peters, Amen, Brenckle (arrived at 6:25 p.m.) Commission Members Absent: Heus Staff Present: Freas, Snow, Graves, La Shot, Jankowska, Semmens Others present: Members of the public, Friends of the Library, Architect Bill Kluge The Council and Commission members met to discuss the proposed expansion of the library. Peters explained a needs assessment was completed in 1995 which indicated an additional 15,400 square feet would be needed to bring the building up to a standard for the population and future five-year population growth. The issue was taken to the voters as a bond proposition on the ballot, along with a bond proposition for an ice rink. Both propositions failed. In October, 2000, council instructed the Commission to come back to council with a design and estimate for an addition and that if $ 1 million could be identified, council would consider going forward with the project. Peters noted, the estimate included in the work session packet, along with the preliminary plans, set the cost of the proposed addition at $1.2 million. The current plan would add 4,040 s.f. of useable space to the present library building and an unfinished area of approximately 3,200 s.f. If both were finished, it would add approximately 7,200 s.f., which would be about half of what the needs assessment indicated. Bill Kluge: Explained that in early conversations with the Commission, they decided to try to maximize the use of the property by including a second story to the addition to compensate for future needs of the library and to better protect from outgrowing the site on which the building is currently located. The two-story site plan indicates a Phase I, the first story adding 4,043 s.f. and a second level adding another 3,222 s.f., allowing for a future two-story addition of another 6,200 s.f. The proposed expansion would also allow for site modifications, i.e. change of diagonal parking to straight parking and clear the ADA access to the building. La Shot noted, funds were included in the present budget to make parking changes, but they were waiting to see what decisions would be made in regard to a library expansion before proceeding with that work. Jankowska added, the funds were for resurfacing and providing better drainage and not to expand the parking area. KENAI CITY COUNCIL/LIBRARY COMMISSION WORK SESSION FEBRUARY 20, 2002 PAGE 2 of 5 Other points made were: • If an addition is made, it would be more efficient to add a second floor. • Options to consider would be based on how long the building would be used as a library and not moved to a larger building, perhaps within ten years. • Should consider there probably won't be a lot of population growth in the area for the foreseeable future due to statistical data indicating an overall declining population. Council and Commission reviewed the plans with Kluge. Comments noted were: • The estimate was based on a second unfinished floor addition, including future restrooms, however, it would be unfinished and could be used for storage, but not open to the public. • If a one-story addition was constructed, additional space would be picked up from the elimination of the two stairwells and elevator space. Williams stated the question for council would be whether to adopt the two-story plan with the potential for expansion into the upper space later or eliminate the second floor and do only a first floor addition. Peters noted that even if an unfinished second floor was developed, the staff could use the unfinished area for work space and storage. Responding to a question of savings if a second floor were added, Kluge suggested having a new estimate prepared for either the first floor and unfinished second floor or just a one-story addition to be better informed of the difference in cost. Peters noted the Commission was supporting the second -story plan and that even with the Phase II future two-story expansion, the square footage gained would be less than the needs assessment suggested. The $1,190,000 cost estimate was reviewed. Comments included: • The estimate included a five percent estimate contingency and an eight month inflation cost. • The estimate did not include Kluge's fee. • The estimate does not include furnishings (Friends of the Library have offered $50,000 for furnishings). • The total package, including the complete design, construction, inspection, surveying, etc. would cost $1.4 million. Discussion regarding donating of services for construction was discussed, however with government projects, Davis/Bacon wages would enter into the costs, liability concerns, etc. Peters explained, the Friends of the Library and Library Commission would like to fund a portion or all of the cost with grants, however grants are unattainable usually without a firm commitment from the city and community input, etc. What amounts of grants that could be acquired would be difficult to foresee. KENAI CITY COUNCIL/LIBRARY COMMISSION WORK SESSION I FEBRUARY 20, 2002 PAGE 3 of 5 Council was asked if the Library Commission could solicit bequests and it was noted, a firm council policy would not allow that, however, it could be a function of the Friends of the Library. It was asked if the construction of an addition would mean additional staff personnel and Jankowska stated, if the second story were built and fully functional, additional staffing would be necessary. However, with a one-story or second story for storage use, additional personnel would not be required. It was also noted, approximately a 60% increase in heat would occur with a second story. In regard to funding for an expansion, Williams noted administration was currently in the midst of preparing the annual budget and an overview of the city's financial situation was not available. However, he felt the financial future of the city would be difficult. Williams continued, at the last budget season, the council discussed the level of comfort they would want in regard to the un-appropriated reserves. Currently the reserve was at $6 million and if council felt comfortable to lower it to $5 million, council would still have to consider ongoing and increasing costs to the General Fund which probably would necessitate a raise in taxes whether a library expansion is built or not. He added, it was possible to bring the reserve down to $5 million and build the expansion, but it would not be possible to do it without giving strong consideration to raising the taxes. Megan O'Neill -- O'Neill made the following points: • Stated she is a member of the Friends of the Library, which is very strong with several hundred members. • The community is committed to the library. • The library is one of the finest found but is running out of space. • The children are for whom the library should be expanded. • When people are considering relocation, they investigate schools, library, other facilities. • Thinks council would be investing in the future. • Their raffles are very popular, selling out every year. • Thinks it would be short -sided to think money is tight -- if that is done, the library will never be expanded. • The addition is predominantly for children, where the future lies. Nedra Evenson -- Evenson made the following comments: • There had been several generations of council members since she first was associated with the library and appealing for the expansion. • Is inconceivable to her the library had not already been expanded. • Thinks now is the time to expand the library and funds are somewhere to do it according to their needs. • They have been short of space for more than ten years. KENAI CITY COUNCIL/LIBRARY COMMISSION WORK SESSION FEBRUARY 20, 2002 PAGE 4 of 5 • To drag the issue on is insulting to the children, adults and she didn't know of a reason not to go forward with the expansion. Porter asked if the Commission had discussed the requesting of a bond issue on the ballot to fund the expansion. Peters answered no. He added, from past experiences, they didn't feel the public would want to fund an expansion through bonding. He interpreted the failed bond issues as the community wasn't against the expansion, they were against bonding for the expansion. Williams noted, it is a very favorable time to bond. Peters noted, to convince the voters it is a good time to bond has been difficult. During the last bond effort, there was a group in the community who raised $20,000 to defeat the proposition as they didn't want to raise their property taxes, even though only approximately 15% of the budget is raised through property taxes. He added, he believed the community supported the library. Peters also noted, the number of volunteers had decreased over the last number of years and he felt if there was a larger area in which to work, the volunteers would increase. Ricky Gease, Kenai Visitors and Convention Bureau -- Gease stated he believed the library functioned as a critical part of the community and Kenai has the finest public facilities on the Central Peninsula. He added, he personally hoped the expansion would get funded now because within four or five years, the Cultural Center would also be needing to expand as they were already reaching the maximum of their space. Gease added, he wanted to keep the city's facilities up and operational and how it is done is a hard question. He continued, he believed these were valid needs in the community and public facilities define a community. Margaret Gilman -- Agreed with O'Neill that it is the children of the community who need the expansion. She asked council to keep in mind, the library was the only place in Kenai that is free to any child to get books, which educate and help them be life- long learners and readers. She noted, five years ago the library bond was turned down as well as the hockey rink, but the council went ahead to build the hockey rink. Gilman added, she believed the library was one of the sterling assets of Kenai. Children in the schools visit the community libraries because of the cutbacks in funding to school libraries. She added, she believed council needed to look to the future and investigate the uses of the library and that the library expansion includes an addition for the children is very important. Debbie Sonberg -- Stated she felt that due to historical information, pushing for a bond issue would kill the project and she would prefer not to bond it at this time. Rebecca Gilman -- Stated she likes using the library and has volunteered there and thinks kids should have a bigger facility and better library. Councilman Moore stated to the Commission, the council gave them the $ 1 million figure and the Commission did their investigation and he supported council committing to the funds, contingent upon the Commission finding matching funds. KENAI CITY COUNCIL/LIBRARY COMMISSION WORK SESSION FEBRUARY 20, 2002 PAGE 5 of 5 Williams suggested waiting until administration forwards their budget information with what level of un-appropriated funds they feel would be acceptable. At that time, council will include all facets of spending in the city, including the commitment to the addition to the library. He added, the council was fairly committed to doing the project, but until the budget information is reviewed, it would be difficult for them to say how far they could commit. Williams asked the Commission to begin to explore grant opportunities, explaining the city would like to have some matching funds (even two to one) . He added, there would have to be some discussion about increased revenues. Brenckle asked if it would be possible for them, in their inquiries, to indicate the city will be committing funds, but the exact amount had not yet been determined. She added, she thought with making that statement, they may be in a better position to acquire positive responses from granting foundations. Williams stated they could say the city is very interested in committing the funds, but not say the city can and will commit the funds at this time. Porter noted, the Commission could show by the expenditures of drawings, cost estimates, etc. that the city has put out a good -faith effort. Responses back from grantors should then be brought to council to review and then consider moving forward or not. The work session adjourned at approximately 7:08 p.m. Notes transcribed and prepared by: 00 Carol L. Freas, City Clerk