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HomeMy WebLinkAbout13-007 Affirming Library Expansion Project in Collaboration with Library Foundation based on a Voter-Approved Bond and Additional Fundraising Resolution 13-007 Library Expansion Project Page 1 of 4 RESOLUTION NO. 13-007 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PORT TOWNSEND, WASHINGTON AFFIRMING A PORT TOWNSEND PUBLIC LIBRARY EXPANSION PROJECT IN COLLABORATION WITH THE PORT TOWNSEND PUBLIC LIBRARY FOUNDATION, BASED ON A VOTER-APPROVED BOND AND ADDITIONAL FUNDRAISING RECITALS: A. By this Resolution, the City Council acknowledges the efforts of the Foundation to date in planning for improvements and an expansion of the Port Townsend Public Library, endorses the ongoing collaboration with the Foundation to accomplish the expansion, and affirms the need to consider a capital library expansion project at the Carnegie site. This Resolution directs the Mayor and City Manager to work with the Foundation to come to terms on an agreement that spells out roles and responsibilities of the City and the Foundation to move an expansion project toward accomplishment, subject to available funding. On an agreement being reached and approved by the City Council, the Council declares its intent to place a ballot measure not to exceed $3M before the voters in August or November, 2013, to provide funding for a library expansion at the Carnegie site. B. The City with input and assistance from the Port Townsend Public Library Foundation (Foundation) has been engaged for a number of years in planning for improvements and the expansion of the Port Townsend Public Library. C. In December, 2004, Vision 2010 &Beyond:A Strategic Plan identified expansion of the Library as a major priority. In 2006, Cardwell/Architects was hired to conduct a library expansion and improvements feasibility study. In 2007, Cardwell/Architects provided its Port Townsend Public Library Expansion/Improvement Study. In 2009, the City obtained a FEMA grant for a seismic retrofit of the library's Carnegie building. In 2010, the City Council, by Resolution 10-016 (adopted May 17, 2010), gave direction to proceed with the development plans for seismic retrofitting and "for library expansion to get the project ready for construction." The funding strategy on which this Resolution was based provided for a $3M councilmanic or voted bond and $265,000 City match for a FEMA grant as part of a funding goal of$11 M. D. The City and Foundation have entered into two agreements concerning Foundation fundraising efforts on behalf of the Library. (Agreements dated December 13, 2005 and December 19, 2008.) The Foundation has to date raised some $1.2M in cash and pledges, including, a challenge grant offer of up to $500,000 from the National Endowment for the Humanities (NEH) for the Library expansion project. (The grant requires a three-to- one match.) E. Through efforts of the City and the Foundation, and in addition to the $1.2M raised by the Resolution 13-007 Library Expansion Project Page 2 of 4 Foundation as set forth above, the following events have occurred to benefit the Library: 1. The City received a FEMA grant of up to $1M (75% FEMA and 25% City funded) to seismically retrofit the Carnegie Library building. 2. The Foundation has received a grant of$25,000 for the furnishings as part of the remodel of the Charles A. Pink House for the Library Learning Center to support library programs and events. 3. In 2011, the Foundation contributed $134,000 from donated monies to allow the City to make improvements to the Pink House for Library purposes. 4. The City obtained a Washington State Heritage Capital Projects Fund grant of $363,750 for Carnegie building improvements. (The grant requires a two-to-one match.) 5. The City has spent approximately$446,000 to date on design for the expansion, and $162,000 on the seismic retrofit improvements (design and construction), for a total of$608,000. All but $47,600, which came from the general fund, came from proceeds from the 2010 councilmanic bond for$3.7M for capital projects (including the library). F. Current plans for a two-story and basement expansion are now at the design development stage. The estimated construction cost of this project at this point is $9.1M, with$7.75M remaining to be accomplished. This includes south-side site work (partial Phase 4) and the expansion (Phase 5). The costs do include furniture, fixtures and equipment(FFE), and are based on 5% O/H. (February 14, 2013 Project Costs, attached to City Manager February 14, 2014 Memorandum in the February 19, 2013 City Council packet materials). G. At the February 19, 2013 Council meeting, concerns were raised regarding the efficacy of reducing the overhead cost to 5% and excluding funding for FFE. These concerns can be addressed through clarification of the project scope and timing as a precursor to an action on a bond measure. H. At the February 19, 2013 Council meeting, the City Manager recommended moving forward with a$3M bond this August with an understanding that if the additional funds to complete the project were not obtained within a 3-year window, the City would revise the current plan for the Library to accomplish Library improvements within the amounts authorized by the voters and in hand. A bond would be"not to exceed" $3M with a term "not to exceed" 25 years. I. At the February 19, 2013 Council meeting, the Foundation recommended the City Council place a $5.5M bond measure on the August 2013 ballot. On February 28, 2013, the Foundation submitted a memo to the City Council as follows: As stated in our presentation to the Port Townsend City Council (PTCC), at your February 19, 2013 meeting, the Port Townsend Public Library Foundation(PTPLF)prefers placing a$5.5M bond measure on the August 2013 ballot, the proceeds of which would be used for expansion of the Port Townsend Public Library(PTPL) at the Carnegie site. However,the PTPLF supports placing a$3M bond measure on the August 2013 ballot,the proceeds of which would be used for expansion of the PTPL at the Carnegie Site. Resolution 13-007 Library Expansion Project Page 3 of 4 Also, the PTPLF endorses the concept of an agreement between the City of Port Townsend and the PTPLF, in connection with placing a measure on the ballot, that spells out roles and responsibilities of the City of PT and the PTPLF to move expansion of the PTPL at the Carnegie site forward toward accomplishment. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Port Townsend as follows: 1. The City Council: • Acknowledges the efforts by the Foundation to date in planning for improvements and the expansion of the Port Townsend Carnegie Library, • Endorses the ongoing collaboration between the City and the Foundation to accomplish the expansion project, and • Affirms a Port Townsend Public Library expansion project on the Carnegie site, subject to available funding. 2. The City Council directs the Mayor and City Manager to work with the Foundation to develop an agreement for consideration by Council that spells out roles and responsibilities of the City and the Foundation to move the project toward accomplishment. Terms should include the following: a. Bond amount is "not to exceed" $3M (and"not to exceed" a 25-year term). b. Project scope. c. Project budget, including, full funding for FFE, overhead and contingency. d. Funding strategy, including amounts to be raised from donations and grants by collaborative effort of the City and Foundation. e. Benchmarks within which a portion of grants and donations would be raised, and a sunset period (three years). If the benchmarks are not met, and the total amount of an additional funding is not met within three years, then any expansion project would be revised according to plan to accomplish specified Library improvements within the amounts authorized by the voters and in hand. f. Alternative plan and process to address existing conditions that require action and other improvements that can be obtained should additional funding not be secured in an amount needed to construct the project as currently proposed or revised. g. Consideration of a plan addressing consequences of a failed ballot measure. The City Manager is directed to develop a process for Council consideration that provides for public input on the terms of an agreement and any alternative plan should additional funding not be available in an amount needed to construct the project as currently proposed or revised 3. On an agreement being reached and approved by the City Council, the Council declares its intent to place a ballot measure not to exceed $3M (and"not to exceed" 25-year term) before the voters in August or November, 2013, that would provide funding for an expansion of the Port Townsend Public Library on the Carnegie site based on the terms of the agreement reached between the City and the Foundation. Resolution 13-007 Library Expansion Project Page 4 of 4 ADOPTED by he City Council of the City of Port Townsend at a regular meeting thereof, held this -today of 2013. VI- Davi King, Mayor Attest. Approved as to form: Pamela Kolacy, MMC John P. Watts City Clerk City Attorney