03-19-1991 LIB MINELf~; RIVER LIBRAf:Y BOFaFtCi Qf= TRUSTEES
M I I~1U-f ES
- MARCH 19 , 1991
TRUSTEES
Vicl::i Sullivan Chair Absent
Daryl E{ronniche Vice Chair Absent
K,en Ringstad Treasurer Present
Marsha O'Brien Secretary Present
Ciebra Anderson Present
I N A T T EIdGANCE
Mick: Stoifers, Librarian
Mark: Crarrett, Barrett'<, Floor Covering
hieeting was called to Dreier at 7:U1 p.m.
a.s Chair.
Treasurer f:en Ringstad acted
Debra moved to approve the minutes-from the meeting of February 19.
r"^t^sha seconded -motion carried.
There a~as no correspondence.
The Bill List for March was reviewed. k:en moved to approve it and
Ciebra seconded -motion carried.
Mark: Barrett pr^esented his suggestions for the entryway problem.
He showed us samples of rubber file that has raised circles 0r
squares. It is sF;id resistant, has it's own emulsion war, that
self-releases, and is law maintenance. Both 5x14: and Vandenberg
-Junior Highs have it on their ramps. It would require one day
for instal 1 ation, and another 2-3 days for the epoxy to dry ful 1 y.
Boards could be put across it during the drying time. Mark
measured the entryway to be 319 square feet. This product would
cost ~i to :#~8 sq. ft. installed. The Board later went out into
the entryway and measured just a straight walkway from doors to
doors at 1~~! sq , f t . After discussion , the Board decided to
table a decision until ai 1 rnernbers are present.
t'lic4:: presented the Annual Report to the City Co~rncil hdo Board
men-~bers were present . G,!~_rest ions were posed about the possibl e
addition. It would be a good idea to invite F'at f~::laer^s to a
future meeting to discusa this.
T'-~e shelving is here and wil 1 be Gut ~_rp after- the wal 1 s are painted.
301 ier• put in a bid of ~b5~r to pul 1 the old wal 1 paper off and
-~ paint, or ~~4~ir j~_tst to paint over the old paper. After discussion
and e;;amination of the old paper, it arcs decided that it would be
beet to remove the paper and paint. Marsha moved t0 approve the
bid from CieGol ier, f::en seconded -motion carried,
Verti~.al blrods for thr:~ Community loom have been ordered from
u~~-.Y-.~+~
a°
~'
'-' DF~ur-a made a motion to qo ahead and order the 15 additional
cl-,airs for the Lommuni~.:;~ Roam. Vicl::i was wandering if maybe
the old chairs could be used by Community Education.
fleeting adjourned - 8:iii p,m,
f;e~spr_~ctfully submitted,
tlarsha O'Brien
~~, f `~
(
amity of
~lk~ •
River
TO: VICKI SULLIVAN, LIBRARY
LIBRARY BOARD MEMBERS:
DEB ANDERSON
DON ROBINSON
JOHN DIETZ
MARSHA O'BRIEN
MILK STOFFERS, LIBRARIAN
SUBJECT: ARCHITECT FOR LIBRARY EXPANSION
PROJECT
BOARD CHAIR
FROM: PAT KLAERS, CITY ADM R OR
DATE: OCTOBER 29, 1993
Attached for your review is a draft Request for Proposal (RFP)
for architectural services for the library expansion project.
The RFP process attempts to solicit a specific dollar amount
bid from architectural firms. Information is attached to this
RFP which was produced by Eos Architecture and this is
acceptable to Eos Architecture to have this material included
in the RFP.
Also attached for your review is a brochure on QBS. QBS is
Qualification Based Selection of design professionals by public
owners. In reviewing our library expansion project, it may be
preferable to have the City go through a QBS process rather
than a RFP process.
In the RFP process, if the City receives a very low bid, then
it must question the quality of work it will receive. The RFP
process sometimes makes it difficult to compare "apples to
apples". It is much easier for a community to select an
architectural firm, then negotiate an appropriate fee.
It should be noted that the brochure on the QBS process first
recommends that if you are involved in a situation where you
have an existing relationship with an architectural firm, then
it is recommended that you continue that relationship and
jointly develop the new project scope, contract form, and fee.
In this regard, we already know that the fee from Eos is in an
acceptable range, but we can certainly negotiate this
architectural fee.
On the other hand, if the Library Board is firm in deciding to
go through the competitive selection process, then the QBS
guideline indicates that we should select three firms and
interview those firms. The meeting on 11/3 is scheduled in
order for the Board to select another firm to either interview
or send an RFP to and also to receive feedback on whether or
not local architect, Doug Moe, is interested in this project.
According to the brochure, if we want to go through the QBS
process, then we should simply interview Eos, Doug Moe, and one
P.O. Box 490 • 13065 Orono Parkway • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
other firm (or two other firms if Doug Moe is
Once the interviews take place then we
establish a contract form, and agree on a fee
The QBS process tends to establish the fee at
RFP process tries to establish the fee at
QBS process eliminates the need to solicit an
from architectural firms before the firm is
work. Once the firm is selected, then
architectural firm can negotiate the scoff
amount.
Finally, it should be noted that the
the firm selected or recommended by
Library Board is comfortable with the
confident that the City Council will
not interested).
rank the firms,
proposal.
the end while the
the beginning. The
exact dollar bid
selected to do the
the Board and
~e of work and the
City Council must approve
the Library Board. If the
selection process, I am
also be comfortable.
I recently received a letter from Don Robinson regarding his
not wanting to be reappointed to the Library Board. Talents in
line with the remodeling project are not a necessary
qualification for a good Library Board member. Staff is
prepared to take the lead as project manager for the library
expansion project and the role of the Library Board in this
project will be that of overseeing that the project meets the
goals of the Board.
cc: Lori Johnson, Finance Director
a ~''
3 ~' o
'N ~ ~ O
N C .'~
~_ L C ~
~ p ~~
.~. ,
~ v1
L H C 3
~ ~ O
0 0 ~ o a s
a 3
oO L u
~ ••-
o
N V ,V
~~ ~ ~ C
~ ~.O
~ of ~ ~ C
0 _~
7 ~
~ s~
L p~
~ c
C
.O O ~
~ Q N ~ C~
N
•O ~ ~
~ ~ ~ C
~ O
_ N ~ O
V O Q C N ~V .~
Q
4 O
~
W
O ZZ
~ ~
W ~
V o
y:
a- >
~ >
~ O
~ ~
~ZWW W
W W
V _
°'
=W~~'i'
O v W
F--
N m
~ c
Q
O ~
•
•
O V
t~
_!
V
W
F
c
0
.~
O_
O
V
...Q
3
N
L
O
W
r
'c
~R~
O
~.1~ C
O ~ s
O C C
a ~ :a
g ~ o
~ O ~
~ v L
Q~ ~
~^^ N
l.L • N
~ ~ a
~ ~ O ~
~ ~ N _
a
N
L Q~ O
L ~ 1 •N
`...CO ~ v N
Q ~ °' o
^ ~ o a
Z
o ~ Q
z
~::zo„
V '~til~H
~D~~a~
Qyo~a~
~~®dmo
c
O
~ D
O
~... Q
O N
~~
~ °
O m
O °~
~ •C
O ~
m
~ ~
O
N
~ ~ a
~ J
~ V O
- L
~ ~ ~
^ Q lJ._
~ S
'C i
Q1 Q
W ~
s ~
a
Q J
".~
~o
a~ .,,
~~
Z
. N
N
L
vi O
~ C
,t O
~ v
E ~
~ Q-
O ~
'-o v
~ •V
L
> ~
O
~ O
O O
E c
(n .p
^ Q.
V
.o
~ ~ o.
,~ ~r
0 ~ O Q.
'~ a a .E
V
~ O ~
N y ~ d
S ~ ~ £
N O
V
th
a~ ~n~a N ~
v
W ~°'~ ~ ~ Q=~ ~,C3 zy
W ~ ~~ o ,~ N L ~•Q ~.~ ~ aye a
O ro N ~ ~N o 0 0, 30
N N O ~ ~A ~~ V O V ~ N Q N ~ ~. j `O
~ o~ ~-a ~ O~ a ~ -o • E ~ F y m `n v a ~n
O O ~ ~ C OL .C Q3 C ~ ~ ~ O N N ~ Q ai F .O ~ ~ ~ U
O {i 0 --O C O O O O y m~ N
V~ c s Q- ~_ -D ~ a~ c i s ~ O~ .~ W d Z ~ o .p
C ~ V Q Q- ~ Q.
N N ,~ N O N p ~ ~ E N O i~ C W a.
m W ~acis oo`o °c sEo o~?•~•N OZCF g~
~ o
L O ~ s ~ ~ ~ ~ , ~ V ~ ~y_ C ~ V
Q ~QO Q,~O ~ a ~6'~ O O m.~ ~ Ov .1= o
~ •L
V L N V N Q ~ V ~ d
m •- ~ a eel o ~ e'9 ~" et a o • `v M ~ a c ~
N ~'_ N N O ~~- v 6 L ~-O ~~~ = O
•~ N C > ~ N -D i ~ N _•O Q 3 O .~ ~ Q N ~ O L O Q C
Q 6 O v ~ O i p -~ ~~ U p~ O s N
~ +_ c O ~., ~~ L C L co 3~` c v ~i ~~ a ~ o
O S V C C Q ~C _ ~ Q. ~ N U •-. ~ ~~ ~ ~• C C v 3 L
w O L N~ •v L O ~~~ O O X s O~ O _O7
N O• N v G a O~ "'O ~ C N {`~ N O_ c N v O 3 .n
3 cv ~ fl- ,o -° Q ~ cn ~ ~ .c O ~ a _°'~c ~i -a ~ a~ E
O o0 o v~ n o m N cn c~~~ a ~ ~~ ° ~; a~ 0 0 0
V ~ U N m N V ~ p C N N L Z'7J ~ -o o N~ V ~~
W O_ ~ L ~ V ~ N Q~ • V ~ y ~ ~ ~ O L ~ ~ },j t
c ~ N. c ~~~ ~ c U O w~ 0~ Q~ 0 0~~ O.
~~' o N o_ti o2~0 ~ a._ a.~.....- ~
CITY OF ELK RIVER
NOTICE OF REQUEST FOR PROPOSALS
FOR ARCHITECTURAL SERVICES FOR LIBRARY EXPANSION PROJECT
I. BACKGROUND:
The City of Elk River has worked with Eos Architecture in
the development of a project proposal for the public
library expansion. This project proposal was completed in
August, 1992. (See attachments.)
In 1993, the City worked with Eos Architecture in the
development of a concept design for the project expansion
and in the preliminary project cost estimates. (See
attachments.)
II. SCOPE OF PROJECT:
It is the goal of the City of Elk River to hire an
architect for the library expansion project before the end
of 1993, to break ground on the project in the
spring/summer of 1994, and to have the project completed
before winter, 1994.
The library expansion project has a maximum budget
(excluding FF&E) of $550,000 and calls for an expansion of
approximately 4,100 square feet along with some
renovations in part of the existing facility.
III. PROPOSED FORMAT:
Architectural firms submitting proposals for the library
expansion project must provide information on the firm's
experience and background in library construction, library
expansions, and renovations. References are required
along with a statement on the fees proposed for this
project. Information is also required on the proposed
level of service that will be provided by the
architectural firm, from the point of hiring to the
occupancy of the library expansion. A timetable should be
submitted outlining target dates for the completion of the
necessary steps for occupancy of the library expansion to
take place before winter of 1994. This timetable should
include the full range of architectural services from
preliminary design work, production of construction
documents, bidding of the project, and through
construction administration. The City is especially
interested in information related to construction
administration including the anticipated number of
meetings with the contractors, site visits, reports
submitted to the City project manager, and updates to the
Library Board.
" C NT BUILDING
UTILI7ATION
~:
1. Mechanical & Rest Rooms
2. Work Area & Storage
3. -Staff Lounge
4. Community Room
5. Entry & Circulation
6. .Circulation Desk
7. General Seating
8. Paperback Towers
9. Play Area
10. Juvenile Stacks
11. Table Seating
12. Adult Stacks
13
BLT~DING IJTILI7ATION
The existing facility is currently being utilized in the following manner:
~~ Square Feet:
1. Mechanical 8c Rest Rooms 311
2. Work Area 8c Storage 503
3. Staff Lounge 133
4. Gommt-nity Room 607
5. Entry & Circulation 421
6. Circulation Deslc 196
7. General Seating 546
8. Paperback Towers 75
9. Play Area 360
10. Juvenile Stacks 480
11. Table Seating 400
12. Adult Slacks 1,200
13. Wall Area (®8%) ~ 458
Gross Square Feet 5,690
Tlie most significant areas of deficiency identified Icy the library staff are anti will
increasingly be in the area of office space, -nain stacks, reading areas, work space, anti at
the circulation desk. Specifically, the adult services area should be doubled in size, the
audio /visual area should Dave a private VCR and audio station for two occupants, a fifty
square foot quiet study cubicle Is needed In the reference area, and storage space is
lacking.
.12
C NT SITE AREA TIN
The library currently operates in a building owned by tl~e Ciry of Elk River and located on
Proctor Avenue at 4th Street. A review of the zoning ordinance shows the site located in a
single family residential neighborhood. Any addition to tl~e building will require a
conditional use permit.
Site_Dat~
Total land area 40,300 sq, ft..(approx.)
Front yard building setbacks 30'
Side and rear yard setbacks IO'
Buildable area ®25% coverage 10,075 sq. ft.(approx.)
Parking regt-ired ®1/500 sq, h.. ~ 20
Parking available 23
Existing building footprint 5,690 sq. ft.(approx.)
Allowable expansion 4,385 sq, ft.(approx.)
Land area available for expansion 5,900 sq. ft.(approx.)
Tl~e major growth needs of the library are in tl~e main stacks and reading areas. The
configuration of the building on the site makes the most economical area for expansion to
the southwest side of the lot. Wi[l~in the confines of tl~e existing building location and the
zoning setback limits, the land area available for expansion is approximately 5,900 sq, ft.
upon which approximately 4,385 sq. ft. can be constructed t-ncier the zoning ordinance
regulations on maximt-m lot coverage. Tllis amount of expansion shot-!d accommodate the
library's operational needs until 2007-2012.
Expansion beyond this size will require tl~e acgt-isition of property to tl~e west ancVor north.
The actual parking required at peak library times can conveniently be met by the available
on-site and adjacent street parking spaces. The times of over crowded parking are usually
limited to events such as public meetings for the planning commission and city council.
Additional parking may be sect-red through an arrangement on the nearby school property.
30
PROPOSED SITE UTILI7A.TION
~~
Parking
Property
Lines
I
Potential
4- >/xpansion
Area
Building Setback Lines
i
4tli Street
i
i
a~
a
a~
0
V
O
~..
a
31
PROPOSED ADDI ION
ELK RIVER
PUBLIC LIBRARY ~
Eos
ARCHITECTURE
- ----1
_ ~
-- - ---
i ~'
f-
i ~
~ i ~~,
1 i ~ ~~ ---
~~~ 1
t~
~~; a
~ = ~ -- ---
_,
a ~ _ ~------- -
a ~ - -~-
~~~ ;~_-
:; ~ ~ ~~ _
o -~-~-_ ~o--o ~.
_ ~,
_k ..~ _ , 4_. p_®
.. ~ -.
_ O 9 ~"-~
~~O
I~
~~
--- ~ i
L-
--- --- ---- _ ~ N
0 3 5 10 20 50
FLOOR PLAN - ' ' '®"°~° '
~/ 1111111 \ i
\ ~,
I ~I-_~
~ = ~ `,
s
1-.t - __~._ _._--- " I
- --- - -- - - - - - ~' j__,_ ' J
~~ ~
~~ ~ ~ ~
•J
-~ -Ir1-~ 4i ~I
I 1 ~ IITu ~ l~ '
I
T ~ ~
I- - ~ ~ ~ ~ ~ ~ fI1117rt ~' I
' ~ I
~ ~ ~~ , . {
,.r-
,. ' I~ J ~~
. ~
_ ~-. ~ ,ut. , .
~ a ~ ~ r=~7-=i-=rr--1-T_:_~
d /. ,
1 V ~J ~,
~ -- -
I' I i.~ ;
a m ~ _, - ~ ,.~I
~1-~_`,
~ L_ L .
I ~i ~ ~ - - -
i
I ~ ~
' I
- I;os
'_ _~ r~ P-~ ""--------------- ARCIII'I'IiCTURf
- ~N _ _ _ _.
~ (~ ~(3 -------------- - _. -- ~ _--
- - ~I`o~csr'(.Q l•i br~r lic~cQ~f'~~oc, _ 02 S - l5 Z~S ,sp
October 19, 1993
ELK RIVER LIBRARY
ADDITION AND REMODELING
SCHEMATIC DESIGN
PRELIMINARY PROJECT COST ESTIMATE
---------------------------------------------------------------
DEMOLITION 7,800.00
SITEWORK 12,000.00
FOUNDATION 28,400.00
EXTERIOR WALLS 39,000.00
WINDOWS 12,000.00
DOORS 4,000.00
SUPER STRUCTURE 27,300.00
ROOF 30,600.00
INTERIOR WALLS/FINISHES 19,000.00
CASEWORK 23,200.00
MECHANICAL 43,500.00
ELECTRICAL 36,500.00
RENOVATION
Architectural 36,600.00
Mechanical 6,700.00
Electrical 11,900.00
Subtotal 338,500.00
10~ Estimating Contingency 33,800.00
General Conditions (8~) 27,100.00
Overhead and Profit (12~) 40,_600.00
TOTAL CONSTRUCTION
CONSTRUCTION CONTINGENCY (7~)
REIMBURSABLES
TESTING
SURVEY
F.F.E.
ADMINISTRATIVE COSTS
ARCHITECTURAL FEES
440,000.00
30,800.00
7,000.00
3,000.00
PROJECT COST
~~r
~ ~
--.;,y of ~~
ilk '
River
TO: LIBRARY BOARD MEMBERS
FROM: PAT KLAERS, CITY ADMIN~S, A~
DATE: DECEMBER 10, 1993 ~~ ~^
SUBJECT: REQUEST FOR PROPOSALS
Attached for your review are the five RFP's that the City
received for the library project. Two firms declined to submit
a proposal for this project.
One omission from the RFP was a statement on how many copies of
the proposal to submit. Accordingly, the City received
anywhere from one to six copies of the proposals from the five
firms. I will have the originals available at the meeting so
that the Board members can see the original photos and colored
pages that do not photo copy very well.
I look forward to a very interesting discussion on the RFP's on
12/14/93 and receiving direction from the Library Board on how
to proceed.
P.O. Box 490 • 13065 Orono Parkway • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
&FIRM
&ADDR1
&ADDR2
&TITLE
Boarman & Associates, Inc.
206 North 1st Street
Minneapolis, MN 55401
Sir or Madam
Buetow & Associates
2345 Rice Street ,~
St. Paul, MN 55113
Sir or Madam
Doug Moe Architects, Inc.
\\; 16684 Yale Street
Elk River, MN 55330
Doug
Leonard Parker & Associates
`; 430 Oak Grove
~,. Minneapolis, MN 55403
Sir or Madam
Meyer Scherel^& Rockcastle, Ltd. /
325 2nd Avenue North
Minneapolis, MN 55401
Sir or Madam '
Sirney Architects
6009 Wayzata Boulevard ~
St. Louis Park, MN 55416
Eos Architectural, Inc. ~,
470 Water Street !%"
Excelsior, MN 55331
Nick
r j ~'k
r
DOUGLAS A. MOE
ARCHITECTS
INCORPORATED
16684 Yal• Strset
Elk Rive, Minnesota 55330
(612) 441-5469
December 7, 1993
Mr. Patrick Klaers- City Administrator
City of Elk River
P.O. Box 490
13065 Orono Parkway
Elk River, Mn. 55330
Re: Public Library Expansion
Dear Mr. Klaers;
Thank you for the opportunity to submit a proposal for the
proposed Library Expansion. While I am anxious to become
more involved locally, I am going to have to decline the
invitation. My experience has been with developers who do
their own estimating and bid letting, so I don't feel com-
fortable dealing in those areas myself.
The preliminary studies by EOS look very good, as does the
new City Hall, so the selection process you are using seems
to be working and I commend you and your staff.
Sincerely,
oug as A. Moe
{A a ' ~MJ~
i. t!
The Leonard Parker Associates
Architects
430 Oak Grove, Minneapolis, Minnesota 55403
Telephone 612 871-6864 Fax 612 871-6868
6 December, 1993
City of Elk River
Attn: Patrick D. Klaers
City Administrator
PO Box 490
Elk River, Minnesota 55330
Re: Elk River Public Library Expansion Project
Deaz Mr. Klaers:
Thank you for including The Leonard Pazker Associates on your list to receive a request for proposal for
the above mentioned project.
We have decided at this time not to respond to the RFP for azchitectural services for this project. This
is in no way a reflection of the quality of the project and we wish you the best of luck in your endeavor!
Sincerely,
THE LEONARD R ASSOCIATES ARCHITECTS, INC.
__~ r'
Francis Bulbulian, AIA
Senior Vice Presi nt
LE,onard S Parltier Gary J Mahaffey Francis A. Bulbuliar. Stephan S- Huh
SPECIAL MEETING OF THE ELK RIVER CITY COUNCIL
CAPITAL IMPROVEMENT PROGRAM WORK SESSION
HELD AT THE ELK RIVER CITY HALL - CONFERENCE ROOM A
TUESDAY, JUNE 1, 1993
Members Present: Mayor Duitsman, Councilmembers Scheel, Farber, Dietz,
and Holmgren
Members Absent: None
Staff Present: Lori Johnson, Finance Director; Phil Hals, Street
Superintendent; Pat Klaers, City Administrator
Also Present: Library Board Chair, Vicki Sullivan; Library Board
Member, Deborah Anderson; Librarian, Mick Stoffers;
Great River Regional Library Representative, Ken
Behrenger
1. Call Meeting To Order
Pursuant to due call and notice thereof, the special meeting of the Elk
River City Council/CIP Work Session was called to order at 6:00 p.m. by
Mayor Duitsman.
2. Consider 6/1/93 City Council/CIP Agenda
COUNCILMEMBER SCHEEL MOVED TO APPROVE THE 6/1/93 CITY COUNCIL/CIP
AGENDA AS PRESENTED. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE
MOTION CARRIED 5-0.
3. Library Board Presentation
Library Board Chair, Vicki Sullivan, presented to the City Council an
overview of the proposed library expansion project. Vicki indicated
that during the Library Annual Report presentation, the Board was
directed to analyze the available finances for a library expansion
project and to present the findings to the City Council. It was
indicated that the library expansion report (August, 1992) showed a
proposed project in the $740,000-$894,000 range which included
remodeling expenses for the existing facility in the $182,000-$239,000
range. Of the remodeling expenses, approximately 25~ are required due
to handicapped accessibility and Americans with Disabilities Act, but
the remaining 75~ of the remodeling expenses were in the "nice to have"
category. Additionally, the construction expenses of the 4,400 square
foot addition of $418,000-$462,000 was believed to be a high estimate
and it was thought that the project could be completed for less than
that amount. The Board is hoping that a total expansion project can be
completed for approximately $500,000.
Vicki Sullivan also indicated that Lori Johnson, Finance Director, has
been working with the Board on available finances for the project.
Lori and Vicki reviewed the finances that are available for the project
Special City Council/CIP Work Session
June 1, 1993
Page 2
and indicated that it could be possible to finance the project over
twenty years with available designated revenues. This financing plan
is based on the assumptions of a $500,000 project with $160,000 cash
being available as of January, 1994. Additionally, it was assumed that
$127,000 would be available from TIF Plans No. 1 and No. 3 to help
finance this project. The balance could be financed over twenty years
based on available funding from the designated landfill reserve and
through using about $7-$10,000 from the annual library budget that is
approved by the City Council. The key issue in this proposal is the
use of TIF monies. Lori indicated there were several possible
financing options available depending upon the Council's commitment of
TIF Funds.
Discussion took place regarding use of TIF funds, the amount of money
available on an annual basis to finance a bond or a lease/purchase
plan, and the commitment from the Great River Regional Library System
for materials and staff if the expansion project takes place. It was
noted that a $500,000 project is very tight based on the initial
library proposal and that it may be appropriate to look at a project
more in the $550,000 range. This would require an additional
commitment of TIF funds.
It was noted that if a 4,400 square foot addition could not be
completed within this budget framework, the project expansion may have
to be scaled down. Additional funding beyond $550,000 would be
difficult to obtain.
It was the general agreement of the City Council that a project of
$550,000 for a library expansion would be acceptable. Also, it is
anticipated that this project would not happen until 1994 based on the
amount of preliminary work that would be needed before ground could be
broken.
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE STAFF TO PROCEED WITH THE
PREPARATION OF A TIF AMENDMENT ALLOWING THE USE OF TIF DISTRICT NO. 1
AND NO. 3 FUNDS AS PART OF THE CITY PARTICIPATION IN THE FINANCING OF
THE $550,000 LIBRARY EXPANSION PROJECT. COUNCILMEMBER DIETZ SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
City staff was directed to move forward with a TIF District No. 1 and
No. 3 amendment to allow the use of these funds for this project.
COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE CONSTRUCTION OF A LIBRARY
EXPANSION PROJECT IN AN AMOUNT NOT TO EXCEED $550,000. COUNCILMEMBER
DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0.
The Council indicated that the Library Board should develop an action
plan which would outline the steps necessary before bidding out the
project. The first step is assumed to be the selection of an architect
for the project.
Special City Council/CIP Work Session
June 1, 1993
Page 3
The City Administrator distributed a letter from Don Robinson which
requested appointment to the Library Board. It was noted that Ken
Ringstad has resigned from the Board.
COUNCILMEMBER DIETZ MOVED TO ACCEPT KEN RINGSTAD'S RESIGNATION AND TO
APPOINT DON ROBINSON TO THE LIBRARY BOARD TO FILL OUT KEN RINGSTAD'S
TERM OF OFFICE. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE
MOTION CARRIED 5-0.
4. Finance Department Annual Report - Lori Johnson, Finance Director
Finance Director, Lori Johnson, reviewed with the City Council her 1992
Annual Report. Lori indicated that most of the numbers related to the
finances of the City were presented last week with the Audit
presentation and her Annual Report would deal more with trends and
issues related to her department and only generally to the overall
financial status of the City.
Lori reviewed with the Council the work duties
her department and examples of some projects that
1992. The City Council discussed in detail
searches issue and the concern over responding to
how these verbal requests are a drain on the F
time.
that are undertaken by
she has worked on in
the special assessment
verbal requests and
finance Department staff
COUNCILMEMBER FARBER MOVED TO ADOPT A CITY POLICY CALLING FOR THE CITY
STAFF TO RESPOND TO SPECIAL ASSESSMENT SEARCHES ONLY WHEN THE REQUESTS
ARE PRESENTED IN WRITTEN FORM. COUNCILMEMBER HOLMGREN SECONDED THE
MOTION. THE MOTION CARRIED 5-0.
Lori reviewed with the Council the list of activities that took place
in 1992, the growth in the activity level from 1985 to 1992, the list
of all of the 1992 funds managed by the Finance Department, bond issues
for 1992 and the City bond rating, the 1992 General Fund Revenue and
Expenditure breakdowns along with the analysis of the General Fund Cash
Flow Balance, and the City investments for 1992.
Additional discussion took place on a City investment policy. The
Finance Director provided a handout outlining a City investment policy.
COUNCILMEMBER FARBER MOVED TO ADOPT THE CITY INVESTMENT POLICY AS
PRESENTED BY THE FINANCE DIRECTOR. COUNCILMEMBER HOLMGREN SECONDED THE
MOTION. THE MOTION CARRIED 5-0.
Lori continued with her Annual Report and discussed the 1992 interest
income for the City and the 1993 (and beyond) projects forecasted to be
undertaken. The City Council indicated that they would like to see
something happen very soon on the urban/rural tax district ratio and
also on a city-wide storm sewer funding mechanism.
The City Council thanked the Finance Director for her Annual Report.
6. Other Business/Staff Updates
Elk River City Council Minutes
June 21, 1993
5. Open Mike
Page 2
Jackie Schuelien, Chamber of Commerce Executive Director, invited the
City Council to attend the bridge dedication on June 23, 1993.
6.1. Consider Chamber of Commerce Proposal for Creamery Site
Duane Kropuenske, Chair of the Chamber Office Space Committee,
indicated that the Chamber of Commerce is seeking an area for a new
office which is more accessible to the public and which would offer
more office space. He stated they have been considering the City owned
property on Highway 10 and Main Street as this property is visible and
economically feasible for a Chamber of Commerce office. He stated that
the Chamber is proposing to relocate a building which is currently
located at 317 Main Street and owned by Mr. Dennis Chuba. Duane
Kropuenske reviewed the site plan proposed for the Chamber office. He
further indicated that the Chamber is proposing a long term land lease
which would permit it to locate the building on the City property.
COUNCILMEMBER HOLMGREN MOVED TO DIRECT STAFF TO WORK WITH THE CHAMBER
OF COMMERCE IN THE DRAFTING OF A PROPOSAL TO RELOCATE THE CHAMBER
OPERATION TO THE CORNER OF HIGHWAY 10 AND MAIN STREET AND TO HOUSE THE
CHAMBER IN THE BUILDING CURRENTLY LOCATED AT 317 MAIN STREET.
COUNCILMEMBER SCHEEL SECONDED THE MOTION. THE MOTION CARRIED 5-0.
6.2. Set Public Hearing to Consider Modification to Tax Increment Financin
Plans No. 1 and No. 3
Pat Klaers indicated that the Elk River City Council has considered
financing options regarding the proposed expansion of the public
library. One of the options is to underwrite a portion of the
expansion cost by amending the Tax Increment Financing (TIF) Plans No.
1 and No. 3. He stated that the first step in this process is to
conduct a public hearing and requested the Council to set a public
hearing date.
COUNCILMEMBER DIETZ MOVED TO CALL A PUBLIC HEARING FOR AUGUST 2, 1993,
TO CONSIDER A PROPOSED AMENDMENT TO TIF PLANS NO. 1 AND NO. 3.
COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0.
6.3. Consider Liquor License Renewals
The City Clerk presented the Council with the 1993-94 liquor license
renewals.
COUNCILMEMBER SCHEEL MOVED TO APPROVE THE LIQUOR LICENSES AS INDICATED
ON THE MEMO TO THE MAYOR AND COUNCIL FROM THE CITY CLERK DATED JUNE 15,
1993. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED
5-0.
6.4. Consider Quotes for Sod - City Hall
Phil Hals stated he has requested quotes from four companies to install
sod at the new City Hall/Police Facility. He recommended the Council
Elk River City Council Minutes Page 2
July 12, 1993
5.2. Consider Special 6/15/93 City Council Minutes
COUNCILMEMBER HOLMGREN MOVED TO APPROVE THE SPECIAL 6/15/93 CITY
COUNCIL MINUTES. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
5.3. Consider 6/21/93 City Council Minutes
COUNCILMEMBER FARBER MOVED TO APPROVE THE 6/21/93 CITY COUNCIL
MINUTES. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
6. Update on Open House Plans and Review Plaque Proposal
The City Clerk updated the Council on the Open House plans. She
indicated that the Open House will be held on September 11, and that it
will be held jointly with the Elk River Fire Department.
The Council reviewed the City plaque proposals. After much discussion,
it was the consensus of the Council to accept the recommendation made
by the EDA for Option #1.
COUNCILMEMBER HOLMGREN MOVED TO APPROVE OPTION #1 FOR THE CITY
HALL/POLICE DEPARTMENT PLAQUE. COUNCILMEMBER FARBER SECONDED THE
MOTION. THE MOTION CARRIED 5-0.
7. Update on Library Expansion Project
Councilmember Dietz updated the Council on the Library expansion
plans. He stated that the Library Board has met with the President of
Eos and has discussed the general expansion ideas. He indicated that
this does not commit the City to using Eos as the Library's architect
and that the Library Board will be requesting quotes from at least one
other architect for the expansion project. Councilmember Dietz
requested authorization from the Council to spend approximately $5,000
from the 1993 Library budget to have Eos work with the Library Board to
create a schematic Library expansion plan so that accurate cost
estimates can be obtained.
COUNCILMEMBER FARBER MOVED TO AUTHORIZE THE EXPENDITURE OF $5,000 FROM
THE 1993 LIBRARY BUDGET TO PUT TOGETHER A SCHEMATIC PLAN OF THE LIBRARY
EXPANSION. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
8. Frequent Flyer Policy
The City Administrator indicated that the 1992 Legislature approved a
law which requires local governing bodies to develop and implement
policies covering frequent flyer benefits for municipal employees and
officials. The City Administrator presented a draft policy for the
Council review. Mayor Duiteman indicated that he agreed with the draft
policy, however, he would like to see language added that would require
the employee to look for the lowest possible fare for airline tickets.
Elk River City Council Meeting
August 2, 1993
--------------
Page 4
treatment facility. The City Administrator stated that the City's role
is to provide a trunk water main from the tower, running southwest to
service areas requiring municipal water.
5.
6.
7.
COUNCILMEMBER FARBER MOVED TO ADOPT RESOLUTION 93-35, A RESOLUTION
ORDERING THE IMPROVEMENT AND PREPARATION OF PLANS AND SPECIFICATIONS IN
THE MATTER OF THE NORTHEAST AREA TRUNK WATER IMPROVEMENT OF 1993.
COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0.
Open Mike
No one appeared for this item.
Consider Modification to Tax Increment Financing Plans No 1 and No
3/Elk River Public Library/Public Hearing
Pat Klaers, City Administrator, stated that the proposed amendment
would enable the City to financially assist with the public library
expansion. He further stated that the School Board has reviewed the
proposal and offered no comment on the proposal. Sherburne County
Commissioners unanimously passed a motion in support of the proposal.
Mayor Duitsman opened the public hearing. There being no one for or
against the matter, Mayor Duitsman closed the public hearing.
COUNCILMEMBER DIETZ MOVED TO APPROVE THE AMENDMENT TO TAX INCREMENT
FINANCING DISTRICTS NO. 1 AND NO. 3. COUNCILMEMBER FARBER SECONDED THE
MOTION. THE MOTION CARRIED 4-0.
Signage Request by Assembly of God Church/Public Hearin
Steve Rohlf, Building and Zoning Administrator, presented the staff
report. Mr. Rohlf stated that the City Council had previously approved
changes to Assembly of God's conditional use permit, but that the issue
of lighting of the wall signage with neon had been tabled until a full
Council was present. Mr. Rohlf further stated the Council must
determine whether or not neon lighting of the 96 square foot wall sign
would meet the seven stipulations required for approval of a
conditional use permit. The Building and Zoning Administrator
explained that the lighted sign would be on the east side of the
building facing Highway 169, and that homes in the adjacent area are to
the north, south, and west. He stated that there may be one home in
the area that would receive indirect light from the sign. Mr. Rohlf
stated that the sign could be directly or indirectly lit. He further
stated that the question that had come up was whether or not a neon-lit
sign is appropriate in a residential neighborhood.
Mayor Duitsman opened the public hearing.
John Polden, 11751 196th Street, questioned why the church wanted a
lighted sign.
Bill Matthews, Pastor of Assembly of God Church, replied that people
are not aware of what the building is and they would like the sign
Elk River City Council Minutes
October 5, 1992
---------------
Page 4
COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE LOW BID FOR THE INSTALLATION
OF FENCING AROUND THE DUMPSTER FROM ART HIDDE IN THE AMOUNT OF $748.00
WHICH INCLUDES LABOR AND MATERIALS. COUNCILMEMBER KROPUENSKE SECONDED
THE MOTION. THE MOTION CARRIED 5-0.
6. Library Board Presentation
Vicki Sullivan, Library Board Chair, introduced the members of the
Library Board. She also introduced Vern Oleksowicz of the Great River
Regional Library. Vicki Sullivan presented the Council with
background regarding the present Library system and informed them of
the need for expansion of the Library system. She indicated that the
maximum shelf collection has been reached. She further stated that the
original planners of the present facility planned to expand the
facility and the Library Board felt this would be the most economical
and feasible option as the facility can be expanded to almost double
the current size. She further indicated that the Library Board has
received a letter of support from the Great River Regional Library
indicating that they will staff and increase the supply of collection
materials for the expansion. Vicki Sullivan stated that there is no
need for additional land acquisition to accommodate the expansion and
there is adequate parking available for the expansion. Vicki Sullivan
indicated that the projected cost for the expansion would be between
$600,000 and $800,000. This figure would include the remodeling of the
present Library.
Vicki Sullivan stated that the Library Board is aware that the City
would be able to fund a portion of the expansion, but that extra funds
will be needed for the project. She stated that the Library Board has
discussed the possibility of fundraising.
Pat Klaers, City Administrator, reviewed the funds that could be
available for the project. The Council suggested that the Library
Board look at other funding options such as a lease/purchase plan,
grants, and the possibility of seeking funds from surrounding
communities that use the Library.
It was the consensus of the Council to arrange to have a special
meeting with the Library Board to discuss funding options.
COUNCILMEMBER KROPUENSKE MOVED TO ACCEPT THE REPORT AS PRESENTED BY THE
LIBRARY BOARD AND FURTHER THAT THE COUNCIL SHALL ADDRESS THE FINANCE
ISSUE AT ANOTHER JOINT CITY COUNCIL/LIBRARY BOARD WORKSHOP MEETING.
COUNCILMEMBER HOLMGREN SECONDED THE MOTION.
Councilmember Holmgren suggested the possibility of constructing the
shell of the Library now due to the low interest rates available.
THE MOTION CARRIED 5-0.
The Council recessed at 8:12 and reconvened at 8:24 p.m.
7.1. Security System Bid
Elk River City Council Minutes
October 5, 1992
---------------
Page 5
Zack Johson, Eos Architecture, stated that he received five bids for
the security system for the City Hall/Police Station. Zack Johnson
indicated that he met with Security Services Corporation, the low
bidder, to review their bid and stated that he is certain that they
will be able to provide the services needed.
Tom Zerwas, Police Chief, indicated that he has checked other cities
for references and has had a good response from all references that he
checked. Pat Klaers informed the Council that staff will be further
evaluating the security system and that there may be some changes that
will be brought before the Council.
COUNCILMEMBER SCHULDT MOVED TO ACCEPT THE LOW BID FOR THE SECURITY
SYSTEM. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION
CARRIED 5-0.
7.2. Update on Office Colors
Pat Klaers informed the Council that staff is still looking at office
colors and that a recommendation will be made to the Council at a
future date.
7.3. Cable TV Update
Pat Klaers informed the Council that he has met with the Cable TV
Commission and that the Commission has authorized paying $45,500 for
the Cable TV system and prepayment for the Cable Consultant.
Lori Johnson informed the Council that she is working with the Cable
Consultant to put the bid package together.
COUNCILMEMBER KROPUENSKE MOVED TO PROCEED WITH AUTHORIZING BIDS FOR THE
CABLE TV SYSTEM AT THE NEW CITY HALL/POLICE STATION. COUNCILMEMBER
SCHULDT SECONDED THE MOTION. THE MOTION CARRIED 5-0.
7.4. Building Tour
Zack Johnson invited the Council to tour the new City Hall/Police
Station facilities. It was the consensus that the tour would take
place on Wednesday, October 28, during the lunch hour.
7.5. FF&E Update
Pat Klaers informed the Council that staff has been touring furniture
facilities. He indicated that the furniture will be purchased under
state contract. He indicated that the cost to furnish an office will
be approximately in the $3,000 range. He further stated that staff
would be keeping the limited amount of furniture that is in good
condition, but would like to refurnish the offices with new furniture.
Funds have been saved for the past few years for the FF&E and the City
needs to order new furniture within a month or so.
ITEM ~~6.
September 25, 1992
Elk River City Council
720 Dodge Avenue
Elk River, MN 55330
Dear City Council:
Elk River is a progressive, well-balanced city, ideal for growing
families. We have the opportunity to become a regional center for
meeting the needs of a large and diverse population that has chosen
this community to live in. One of those needs is an adequate public
library, which can improve the quality of life for all who use it.
We believe our current library building has become inadequate and time
has come to plan for the future. The City of Elk River has the
potential to provide an important and necessary resource for it's
citizens that will be in the best interest of a well developed
community.
After consideration of many options, the Elk River Public Library Board
of Trustees is recommending an addition to the existing building which
should serve the growing population well into the 21st century.
More than five years ago, the Board anticipated the need for an
expanded facility and began planning for the eventuality by putting
major capital into a future reserves fund, which has grown to-about
$100,000, enabling the funding of a library addition proposal.
The proposal includes a mission statement, space utilization,
collection development and staffing, site selection and project budget.
A missing key component is funding, pending discussion with the
Council.
We strongly urge the City Council's support of our proposal.
Sincerely,
Elk River Public Library Board of Trustees
Debra Anderson
Darryl Bronniche
Marsha O'Brien
Ken Ringstad
Vicki L. Sullivan
_`~ -~r
~-~~y or
ilk River
INTRODUCTION
ITEM ~b
TO: MAYOR & CITY COUNCIL
FROM: PAT KLAERS, CITY ADMIN,STRATOR
L
DATE: SEPTEMBER 30, 1992
SUBJECT: LIBRARY BOARD PRESENTATION
Attached for your review is the space needs report for the
public library dated August, 1992. This report has been worked
on by the Library Board and Zack Johnson of Eos Architecture
for over one year. The efforts of the Library Board are to be
commended for their work on this report.
The City Council has discussed the need for additional library
space for a number of years. This need was identified in the
Capital Improvement Program (CIP) that was drafted in the
summer of 1990. This issue has also been discussed in the
Library Board's Annual Reports to the City Council. The
finances for a library expansion have not been identified,
although everyone is aware that contributions were a major
force in having the original building constructed in the early
1970's.
BACKGROUND
In late summer 1991, the Library Board requested to use Zack
Johnson as a facilitator to help them analyze the space needs
at the library. Zack was used in a similar fashion to work
with the City Council in analyzing City Hall space needs prior
to being hired as the architect for the City Hall project. In
October, 1991, the City Council hired Zack to work with the
Library Board in developing a generalized plan for meeting the
library's current and future space needs. The results of
Zack's work with the Library Board is the document that is
attached.
OPTIONS FOR ADDITIONAL SPACE
In analyzing the needs of the library, the Board had to look at
both the short term and long term issues and examine all
possible options. These options included a complete relocation
of the library, working with the School District in
constructing a joint school/community library, constructing
satellite library facilities, being part of a community center
project at the City Hall site in the future along with
expanding on its existing site, and simply expanding on the
existing site as originally envisioned in the early 1970's.
720 Dodge Avenue N.W., Elk River, Minnesota 55330 (612) 441-7420
Library Board Presentation Page 2
September 30, 1992
------------------
After analyzing all of the short term and long term issues
relating to library space needs, the Library Board concluded
that expansion on its existing site was the most practical,
reasonable, and cost effective solution to their space needs
problem. After reviewing the report, the conclusion appears
to be sound, but the money needed for a building expansion must
be justified and therefore the need for additional space must
also be justified.
NEED FOR MORE SPACE
Pages 5 and 6 of the report displays the growth in the
circulation at the library. This growth helps to show the need
for additional space. The growth in circulation at the library
the first ten years of its operation was very dramatic. The
growth since 1983 has been less dramatic and shows a shifting
use of the library by the public. This lower growth also
reflects the changing technology of libraries.
Another indication of the need for more library space can be
seen in the general growth of the community and surrounding
area. When the original library space was constructed twenty
years ago, the population of the area was very small, but the
space was planned to last the community for a long time. It
now appears that it is time to provide additional space to meet
the needs of our growing population.
TYPE AND AMOUNT OF LIBRARY SPACE THAT IS NEEDED
Regarding how much space is needed, the
review Pages 10 and 11. Please not
guidelines listed on these pages are very
to overstate the amount of additional
based on our population. These guidelines
Great River Regional Library.
City Council should
e that the planning
generous and appear
space that is needed
are provided by the
How much additional space is needed is also reviewed on Page 15
and, again, the guidelines are very generous and somewhat
overstated. The report shows that the largest need is in the
"main stacks and reading" area and this conclusion was also the
consensus of the Library Board. The summary of the report
indicates that approximately 4200 square feet of expansion
space is needed (and can be built on the existing site) and
that this expansion can meet the City's needs for approximately
15 to 20 years. However, strictly following the guidelines on
Page 15 would indicate that by the time the library expansion
was completed in 1995, the City would then have to think about
adding more space. In fact, based on the guidelines, within 15
or 20 years, the City would need almost twice the amount of
expansion than what is proposed in this report. However, the
guidelines are generous and it is the belief of the Library
Board that a 4200 square foot addition should be sufficient for
the long term library needs.
Library Board Presentation Page 3
September 30, 1992
------------------
Pages 29 and 30 offer some conclusions on how to address the
space needs of the library. These pages reflect the long range
planning that the Library Board did in reviewing the space
needs of the library and also indicates some problems in how
far in the future the Library Board can reasonably make
projections on space needs. These pages also briefly address
future parking concerns.
LIBRARY CONSTRUCTION EXPENSES
If everyone can accept the conclusions of the report which
are: that additional space is needed; that the best way to
address the need for additional space is to construct an
addition to the existing building; and that no additional land
purchase is required in the long range as parking needs can be
addressed and there may never be a need to expand the building
beyond the expansion proposed; then the City needs to review
the proposed expenses for the expansion project. The expenses
for the project are reviewed on Page 32 of the report and also
in the attached letter from Zack at the end of the report.
This letter further explains the dollar ranges that are
projected for the expansion of the library. No plans for the
library expansion have been com leted, but we should be
looking at a project that is somewhere in the neighborhood of
$800-$850,000 and hope that the project comes in lower. These
figures are based on accepted "standards" in the library
profession that calls for an estimated $100.00 per square foot
of construction.
FINANCES FOR A LIBRARY EXPANSION PROJECT
The City definitely will be able to provide some funds to help
finance the library expansion, but everyone should be aware
that the City funds that may be available for this project are
also the same funds that would be available for other projects
based on priorities of the City Council. By this I mean that
the Park and Recreation Commission certainly has stated goals
to purchase flat, open, recreational land to develop into
recreation fields for youth activities and maybe softball
activities. To purchase 80 acres or so, and to develop fields,
could cost somewhere in the $500,000 range. As City funds for
capital projects are limited, it is foreseeable that the
library project and the Park and Recreation goals for
recreation fields will be "in competition" with each other for
the same funds.
One known source of money for the library project is the
existing library reserve that has been accumulated for the past
few years through revenues from part of the Landfill Surcharge
and the year end library budget fund balances. This reserve
currently is at the $100,000 level. Possible other sources of
funds include a lump sum cash contribution from the Liquor
Store and a lump sum cash contribution from the Municipal
Utilities. Also, if the City sells the old City Hall land,
Library Board Presentation
September 30, 1992
Page 4
then a lump sum cash contribution from this transaction may be
available. Further, some part of the project may have to be
put on a lease/purchase plan. A $30-$45,000 per year annual
payment for 10 to 13 years could be financed through a
combination of Landfill Surcharge money (the $.10 currently
allocated), Liquor Store profits, and maybe some NSP
contribution. (The NSP contribution does not become available
until 1996 as the NSP funds from 1991 through 1995 have already
been allocated for the development of the Community Ed/City
recreation fields and the purchase of the City Hall site.)
Also, if there continue to be no levy limits, the City has the
option of levying to cover lease/purchase or bond payments.
Another funding issue that needs to be reviewed is a possible
public referendum, but I believe everyone would like to avoid
this request to the citizens. Finally, donations from local
businesses, corporations, or individuals is another source of
funds. This source was used to help finance the original
building in the early 1970's. A project may not be possible
unless citizens, businesses, or corporations within the
community support this endeavor.
Using the $100,000 in reserves; and using $100,000 from the
sale of the old City Hall site and Liquor Store contributions;
and obtaining a $100,000 contribution from the Municipal
Utilities could provide the City with $300,000 for this
project. Two hundred thousand dollars of additional money
.could be reasonably handled through a lease/purchase plan that
could be financed through the annual Landfill Surcharge and
annual Liquor Store monies. This total of one half million
dollars would still leave us short of financing the project and
leads us to the need of fundraising for the project. How much
is needed to be raised would be determined by the total cost of
the project and whether or not the above estimates can be
achieved or if they can possibly be increased.
In dealing with fundraising, everyone should understand that
the City is not an experienced fundraiser, nor is fundraising
within the capabilities of the Library Board. They do not have
the expertise in fundraising, nor should they have the sole
responsibility for going throughout the community to raise
monies for this project. The Library Board can certainly be
the City's Ambassadors for spreading the word of the need for
this project and can make presentations, but the Library Board
would be hard pressed to take the lead in this without some
expert advice or some consulting services from professionals in
the field.
PROJECT TIMETABLE
A tentative schedule is listed on Page 33, and this schedule
can be adjusted based on Item #2 which calls for an
identification of financing options. From the point of hiring
an architect to the occupancy of an expanded library area, it
is projected to take 20 to 22 months.
Library Board Presentation Page 5
September 30, 1992
------------------
OCTOBER 5 CITY COUNCIL DISCUSSION
At this upcoming City Council meeting, it is expected that the
Library Board will make a presentation on the results of their
work for the past year and hit the highlights of the attached
report. The first key point of Library Board should be to
explain the need for additional library space. The second key
point for the Library Board should be to explain the rationale
behind the recommendation to expand on its existing site.
At this 10/5 meeting, the City Council can take any number of
actions on the report. The Council can accept the report;
accept the report with changes; delay action on the report and
ask for more information; accept the report and ask staff to do
financial work; put everything on hold; take action on certain
financial aspects of the project; or do anything in between.
The City Council may want to simply absorb the information
being presented and discuss this issue at a later date with the
Library Board.
One good thing about the proposed library project is that the
timetable is realistic and not overly ambitious whereby actual
expenditures fora building expansion would not take place
until 1994.
?111:4TER STREET
E.\CEISIOR, VI\XE$OTA Sjjjl
E.~~ 61'_•~'~•39'_S
61i-i?~-j?91
Eos
t'~RCHITECTCRE
PROJECT PROPOSAL
for the
PUBLIC LIBI~;ARY
City of Elk River, Minnesota
August, 1992
E~-~.u. ormc,emm• esi~.rntx
TABLE 4F CONTENTS
Introduction and Proposal Brief ~ 1
Mission Statement and Goals 2
Space Allocation Program ~
Site Selection and Analysis 29
Project Budget and Schedule 32
Acknowledgements 3~
INTRODUCTION
The lrlk River Public Library is part of the Great River Regional Library system. The
Great River Regional Library is asix-county library system consolidated under one
Board of Trustees and one administration. The signatories to the regional service
contract are the City of St. Cloud, Benton County, Morrison County, Sherburne
County, Stearns County, Todd County, and Wright County. The Great River
Regional Library is a "joint powers" organization which provides the operations staff
and materials which are housed in a building owned by the City of )rlk River.
ror the past several months, the Elk River Library Board has met to discuss the fuR~re
need for and scope of a public library in the City of);llc River. This Board was
appointed by the City Council, has adopted the following Mission Statement to
guide its efforts, and presents this proposal to the Council for its consideration.
PROPOSAL BRIEF
1. 4,200-4,400 sq. ft. addition to existing building.
2. Limited remodeling of existing building.
3. Completion scheduled for Summer, 1995.
4. Project budget is estirr~zted at $740,000-894,000 including the remodeling of the
existing building, an addition, fees, furniture and equipment, and a small
contingency.'
' See lros Architecrltre memo dated 6-23-92 att<~tched.
MISSION STATEMENT
The primary mission of the Great River Regional Library is to serve the citizens of
the region as an information center. The Library attempts to provide materials and
programs that will promote an educated citizenry and enriched personal lives.
'T'hese materials and programs are provided to help meet the educational,
informational, cultural, and recreational needs of the region.
GOALS
1. To assemble, preserve and administer, in organized collections, print and
non-print materials to promote as enlightened citizenship and to enrich
personal lives.
2. To serve the region as a center of information.
3. To provide a place where anyone may encounter the original, sometimes
unorthodox and critical ideas so necessary in a society that. depends for its
survival on free competition in ideas.
4. To support educational, civic and cultural activities of groups and
organizations.
5. To provide opportunity and encouragement for children, teenagers, and
adults to educate themselves continuously.
6. To seek continually to identify community informational needs, to provide
programs of service to meet such needs, and to cooperate with other
organizations agencies,. and institutions which can provide programs or
services to meet community needs.
7. To provide opportunity for recreation through the use of literature, music,
films and other art forms.
8. To collect items contributing to knowledge of local history.
2
COUNTIES SERVED BY THE GR F _A_ T
RIVER REGIONAL LIBI~;ARY SYSTEM
ELK RIVER
SPACE ALLOCATION
PROGF~~.M
PUBLIC LIB1~;A.RY
City of Elk River, Minnesota
SPACE ALLOCATION PROGl~~A.M
Tllis Space Allocation Program is a narrative of the activities, room types,
capacities and sizes of the facility. The major activities were identified through
work sessions with the staff and Board of the library. These were then broken
down into specific use areas and occupancy capacities were established. Square
footages were assigned to each area based on the design standards common in the
industry and minimum requirements established by the building codes.
This information is Presented here as the first step in defining the size and scope
of the future library needs and can be used as a basis for beginning the actual
design of the building at some later date. Phis program and the related charts and
drawings are not intended to represent a design for the facility and should not be
used to visualize how the building will look. Once the progrtm is adopted and a
final site is selected, the architectural and engineering research, code analysis,
calculations and design can begin.
BACKGROUND
The current building housing the Elk River Public Library was opened in 1975. The
library's annual cIrctilation that year was 37,547. The community's population taken in the
1980 census was 6785. Much growth has occttrred in the area doting the last 15 years and
the library is reaching its limits as capacity to accommodate the desired collection size and
programs. The cttrrent population sewed by~the hbrtry Is estimated at nearly 17,000 and
its annual circulation Is approximately 93,000.
The following plan addresses the serious space prohlems the llbrary is facing in Itght of
contInuing growth In the area and the increasing use of the llbrary that accompanies that
growth.
4
CIRCUI.A.TI4N STATISTICS
Adult Juvenlle Non-Print TOTAL Percent
Change
Past:
1972 9505 6229 153 15887 NA
1973 10048 5959 131 16138 1.6
1974 12704 7153 128 19985 23.8
1975 20611 16936 253 37800 89.1
1976 26426 16954 679 44059 16.6
1977 29590 20012 1269 50871 15.5
197$ 29797 18674 1754 50225 (1.3)
1979 32066 16577 1621 50264 0.0
1980 36191 21859 1683 59733 18.8
1981 43349 23012 2054 68415 14.5
1982 48696 26972 2780 78448 14.7
1983 49550 31975 5239 86764 10.6
1984 46991 33287 8440 88718 2.2
1985 44221 31471 12282 87974 (0.8)
1986 42229 30783 13024 86036 (2.2)
1987 38587 31791 11343 81721 (5.3)
1988 38613 38039 11674 88326 8.1
1989 NA NA NA 88593 0.3
1990 81137 (Included) 11142 92279 0.4
Source: Great River Regional Library
5
'I1~ere are a few notes regarding these statistics which should be highlighted:
The large increase in 1975 can be explained by the completion of the current facility.
Call-in renewals of checked out materials has not been allowed since 1983. At that time there was also
an increase in the allowable check-out period from 2 to 3 weeks and renewals were no longer an
option.
Some non-print materials (long play records, 16mm films, etc.) have and will decline in demand and
availability.
Most of the recent increase in circulation has occurred in the adult services but the staff has seen some
increase in juvenile services.
Since 1985, there has been a significant increase in the non-print materials circulation and a higher
percentage of users who are utilizing the library's information, resources, or site, instead of checking
out materials.
AREA SERVED BY ELK ~7-TVER LIBRARY
The Elk River facility current]}'serves the Ciry of Elk River and portions of the abutting townships. This
service area ea-tends north to Zimmerman; east only into the western edge of Ramsey; south to include
only the north half of Otsego; and west toward Big Lake only to just beyond the Elk River city limit.
This service area is defined by the service areas of the library facilities located in Princeton, Saint
Francis, Big Lake, Monticello, St Michael, Rogers, Maple Grove, Osseo, Anoka and Champlin. The
circulation records and user habits over the past few years were discussed with the library staff and
confirmed this borrowing pattern. The population served is approximately 17,000 of which nearly 70%
reside within the Elk River city limits.
6
SIJIZROUNDING LIB~'AIt.IES
~n~~
r
SERVED BY THE
ELK I~-iVER PUBLIC LIB1~;.ARY
~~~
8
POPULATION PROJECTIONS
1991 11,700
1992 12,300
1993 13,000
1994 13,715
1995 14,815
1996 16,000
1997 ~ 17,280
1998 17,885
1999 18, 510
2000 19,160
2001 19,830
2002 20,525
2003 21, 550
Source: City Staff
The above projections include only residents within the city limits of talc River. if
we project a continued growth trend at a similar rate, the city's' population in the
year 2010 will exceed 30,000. We can expect the surrounding areas to grow at .~
similar rate which will increase the overall size of the population served by 27%-
33% for a combined total of some 38,500 to 40,300. 1=or the purposes of this
report, we have adopted the following conservative estimates of the service area
size:
1995 18,000
2000 24,000
2010 36,000
9
PLA1~~~TING CRITERIA
A synthesis of the available design standards from the architectural and library
sciences industries, and the operating philosophies of the Elk River Library Board
and staff provided the following range of planning guidelines for determining
minimum space requirements for this facility. These guidelines are presented for
three future dates in our planning period and compared to the existing situation:
Planning Guidelines ~;xistin~
Size of collection ~ 1995 - 30,000 volumes 22,000
2000 - 45,000 volumes
2010 - 50,000 volumes
Linear feet of shelving 2,500 linear feet plus 1 foot for
every 8 books over 20,000.
1995 - 3,7501in. ft. 1,890
2000 - 5,6251in. ft.
2010 = 6,250 lin. ft.
Floor space for shelving 2,000 sq. ft. plus 1 sq. ft.. for
every 10 books over 20,000.
1995 - 3,000 sq. ft. 1,755
2000 = 4,500 sq. ft.
2010 - 5,000 sq. ft.
Periodicals 1995 = 65-80 titles 53
2000 = 80-100 titles
2010 - 80-100 titles
Reader space minimum of 1,200 sq. ft. for
40 seats plus 4-5 seats per 1,000
over 10,000 of population served
at 30 sq. ft. per reader space.
Y~L • ~. Ft..
1995 72-80 2,160-2, 400 34/946
2000 96-110 2,880-3,300
2010 144-170 4,320-5,100
Staff work space 1,000 sq. ft. plus 150 sq. ft. for
each full time staff member over 7. 370
10
Total floor space 0.6-0.7 sq. ft per capita
1995 l 0, 800-12, 600 5, 690
2000 14, 400-16, 800
2010 21,6oa25,2o0
It should be noted that these standards are primarily utilized for independent
facilities and not necessarily for libraries operating within a regional system The
efficiencies gained through a larger system can allow an 18-20 percent reduction in
space requirements.
Expansion space one-third of shelf space
1995 1,250 280
2000 1,875
2010 2, 080
As the future design process is started, a detailed review by the appropriate user
groups should be undertaken. The intent and expectation is that there will be
building efficiency and economy identified in the range of 7-10 percent through the
formal architectural design process.
11
BUII.DING ~ UTILIZA,TION
The existing facility is currently being utilized in the following manner:
.ILsg: S~,~are Feet•
1. Mechanical 3c Rest Rooms 311
2. Worlc Area Sc Storage 503
3. Staff Lounge 133
4. Community Room 607
5. )entry LAC CIrculatIon 421
6. CIrculatIon Desk 196
7. General Seating 546
8. Paperback Towers 75
9. Play Area 360
10. Juvenile Stacks 480
11. Table Seating 400
12. Adult Stacks 1,200
13. Wall Area <®8%) ~ 458
Gross Square Feet 5,690
Tl~e most significant areas of deficiency identi[ied Icy the library staff are anct will
increasingly Lie in the area of office space, main stacks, reading areas, work space, and at
file circulation desk. Specifically, the adult services area should be doubled in size, tl~e
audio /visual area should have a private VCR and audio station for two occupants, a fifty
square foot quiet study cubicle Is needed Iii file reference area, and storage space Is
lacking.
12
C NT BT_TILDING
UTILI7ATION
~:
1. Mechanical & Rest Rooms
2. Work Area & Storage
3. -Staff Lounge
4. Community Room
5. Entry & Circulation
6. ,Circulation Desk
7. General Seating
8. Paperback Towers
9. Play Area
10. Juvenile Stacks
11. Table Seating
12. Adult Stacks
13
CODES & REGULATIONS
A review of the current "Uniform Building Code" was conducted with the following
tindings noted:
An expansion to the c~-trent building or the constn-ction of a new factlIty should not he
required to adhere to any unexpected code requirements above and beyond other public
facilities.
Section 1302.0500 requlres a st~~te plan review far construction for which plans are
required to tae submitted to a state agency. T11is requirement will have little or no impact
on this project.
Section 1305.1775 requires that a recycling space within the building be designed into all
new constnction. Any significant addition or new building will need to incorporate space
for this fimction.
The recently adopted A-ne-icans Disabilities Act (ADA), Section 4.2.1, requires a minimum
clear.-nce L~etween slacks of 36": Section 8.3, requlres at least one check out aisle of 36" in
width; and Section R.4, limits the height of a card catalog to 48" above finished floor. 1'he
current rest rooms do not meet the standards of the ADA and should be remodeled as
soon as I[ Is economically feasible or as part of any building addition and/or remodeling.
DESIGN CRITERIA
A literatt-re search was conducted and the following associations and publications were
consulted:
1'l~e Minnesota Library Association.
The American Library Association.
Local Public Lilarary AdmInIstration.
"Planning Library Buildings"
"Architecit-ral Graphic Standards"
"Time Saver Standards for Building Types"
The Great River Regional Library.
The Minnesota Library Association has not adopted planning and design standards for
new constriction. 1'he American Libr:-ry Association has published some planning and
design criteria recommendations which were consulted and inrnrpor.-ted In this study.
1'he Great River Regional Library has developed some design standards and planning
guidelines which were Incorporated in this study.
14
SPACE ALLOCATION PROGF~~M
SUM[~vIARY
ACTIVITY AREA SOUARE FEET RE O~ZTVfEND BY•
~Q _2Q7Q Existing
Office 150 150 .150 Inc.
Work Room 400 400 500 370
Staff Coat Closet 15 15 15 p
Community Room 600 600 600 607
Staff Lounge 130 130 130 133
Main Entrance 390 390 390 421
Mechanical & Equipment 300 300 350 216
Private Rest Room 43 43 86 25
Public Rest Rooms 86 86 172 70
Storage 250 350 450 133
Janitorial Closet 50 50 50 0
Main Stacks & Reading 5,200 7,400 9,400 3,061
Circulation Desk 300 350 400 196
Walls ®6% 565 720 890 458
Total Area 8,479 10,984 13,583 5,690
In order to meet the recommended standards, the following square footage areas
would need to added to the existing facility:
2,789 5,294 7,893
15
Tl~e following form was developed to provide a brief description of the major
elements in each of the areas. For the purposes of this report, we needed only to
establish enough informsuion to allow an accurate estimate of the probable
construction costs.
I:IIc River Public Library
PROGRAM D[:SIGN CRI'ITRIA
Activity:
Square Peet Total
Proposed Spaces: Number: Per Spare:
Square Peet:
TOTAL SQ. IT.
Special Provisions:
Control Dimensions: Reason
Length
Width
I-Ieight
Access: ~ Near Public Entrance
On Main Circulation
On Secondary Circulation
Outside Exit
Near Parking
Emergency
Control: Security
Visual
Isolated
Acoustics: Noisy ?.one
Moderate Zone
Quiet Zone
Isolated
Storage: Type
Base-Lineal Peet
Wall-Lineal Peet
Secured
16
Furniture: Desk(s)
Table(s)
Chalr(S)
Bookshelves-Lineal Feet
Chalk/'faclcboard
Files
Letter/Legal
Equipment: Typewriter
Cal culator
Copier
Computer
Printer
Video
Special
Lighting: Incandescent
Fluorescent
Daylight
Special
Plumbing: Drinking Fountain
Sink(s)
Water Closet(s)
Urinal(s)
Special
Fire Protection: Detection
Alarm
Extinguish
Electrical: 115 V
208/230 V
Special
Control
Waterproof
Emergency
HVAC: Control
Exhaust
Humidity
Communication: Telephone(s)
Music
TV
Clock
Intercom
Bell
Audio /Visual
17
Elk River Public Library
PROGRAM llESIGN CRITERIA
Activity Area Name: ADMINISTRATIVE
Proposed Spaces: Square Feet Total
Number: I'er Space: Square Feet:
Office 1 150
150
TOTAL SQ. I'I'. 150
Sp~~al Provisions: None
Control Dimensions: None
Access: On Secondary Circulation
Control: Security
Acoustics: Moderate Zone
Storage: Base; Wa11; & Secured
Furniture: 2 Desk(s); 3 Chair(s)
Bookshelves; Marker/Taclcboard
Files -Letter
Equipment: Typewriter; Calculator
Computer; Printer
Lighting: ~ Fluorescent
Plumbing: None
Fire Protection: Detection; Alarm; Extinguish
Electrical: 115 V
I-IVAC: Control; Exhaust; Humidity
Communication: Telephone(s); Cloclc; Intercom
18
Elk River Public Library
PROGRAM DESIGN CRITERIA
Activity Area Name: WORK ROOM
Pro osed S aces:
p P Square Feet Total
Number: Per Space: S
quare Feet:
Worlc Room 1 400
400
TOTAL SQ. FT. 400
Special Provi ions: None
Control Dimensions: None
Access: On Main Circulation
Control: Visual
Acoustics: Moderate Zone
Storage: Base; Wall; Secured
Furniture: 1 -Desk; 3 -Chairs
Bookshelves; Marker/'I'ackboard
Files - Letter
Equipment: Typewriter; Computer
Lighting: Fluorescent
Plumbing: None
Fire Protection: Detection; Alarm; Extinguish
Electrical: 115 V; Emergency
I-~NAC: Control; Exhaust; Humidity
Communication: Telephone; Cloclc; Intercom
i9
Elk River Public Library
PROGRAM DCSIGN CRITERIA
Activity Area Name: STMT LOUNGE
Proposed Spaces: Square reet Total
Number: Per Space: Square reef:
Lounge 1 130 130
TOTAL SQ. IT. 130
Special Provisions: None
Control Dimensions: None
Access: On Second<<ry Circulation
Control: Visual
Acoustics: Moderate Zone
Storage: Base; Wall
rurniture: Table(s); Chair(s)
Bookshelves
Equipment: None
Lighting: rluorescent
Plumbing: ~ None
sire Protection: Detection; Alarm; Extinguish
Electrical: 115 V
I-iVAC: Control; Exhaust; Humidity
Communication: Telephone(s); Cloclc; Intercom
20
Elk River Public Library
PROGRAM DESIGN CRITERIA
Activity Area Name: MAIN ENTRANCE
Square Feet Total
Proposed Spaces: Number: Per Space: Square Feet:
Vestibule 1 100 _ 100
Lol~l~y 1 250 25U
Display 1 ~p y0
TOTAL SQ. IT. 390
Special Provisions: None
Control Dimensions: Building Code
Access: Near Public Entrance
On Main Circulation
Outside Exit
Near Parking
Emergency
Control: Security
Acoustics: Moderate Zone
Storage: None
Furniture: Marlcer/Tackboard
Equipment: None
Lighting: Incanciescent
Daylight
Plumbing: Drinking Fountain
Fire Protection: Detection; Alarm; Extinguish
Electrical: 115 V; Emergency
HVAC: Exhaust; Humidity
Communication: ~ Public Telephone; Cloclc
21
Elk River Public Library
PROGRAM DCSIGN CRITERIA
Activity Area Name: MECI-IANICAL & EQUIPMENT
Square Feet Total
Proposed Spaces: Number: Per Space: Square Feet:
Mechanical Room 1 300 300
TOTAL SQ. FT. 300
r r vi ~ n one
Control Dimensions: None
Access: On Secondary Circulation
Control: Security
Acoustics: Noisy Zone
Storage: None
Furniture: None
Equipment: Special
Lighting: Fluorescent
Plumbing: Special
Fire Protection: ~ Detection; Extinguish
Electrical: Special; Control; Emergency
I-iVAC: Control
Communication: None
22
Ellc River Pui~lic Library
PROGRAM llESIGN CRITERIA
Activity Area Name: COAT CLOSET
Square Feet Total
Proposed Spaces: Number: Per Space: Square Feet:
Closet 1 15 15
TOTAL SQ. FT. 15
Saecial Provision None
Control Dimensions: None
Access; On Secondary Circulation
Control: None
Acoustics: Moderate Zone
Storase: None
Furniture: None
Equipment: ~..
Shelf & Rod
Lighting: None
Plumbing: None
sire Protection: None .
Electrical: None
I.1VAC: None
Communication: None
23
Elk River Public Library
PROGRAM DESIGN CRITERIA
Activity Area Name: COMMUNITY ROOM
Square Feet Total
Proposed Spaces: Number: Per Space: Square Feet:
Community Room 1 600 600
TOTAL SQ. FT. 600
Special Provisions: None
Control Dimensions: None
Access: Near Public Entrance
On Main Circulation
Control: Security
Acoustics: Moderate Zone
Storage: None
Furniture: Tables; Chairs
Marker/Tackboard
Equipment: None
Lighting: Fluorescent
Plumbing: None
Fire Protection: Detection; Alarm; Extinguish
Electrical: 1 ] 5 V
Emergency
f-NAC: Control; Exhaust; Humidity
Communication: Clock; Intercom; Audio /Visual
2~
talc River Public Library
PROGRAM DESIGN CRITERIA
Activity Area Name: REST ROOMS
Square Feet Total
Proposed Spaces: Number: Per Space: Square Peet:
Private 1 43 43
Public, Men 1 43 43
Public,Women 1 43 43
TOTAL SQ. I'I'. 129
Special Provisions: ~ None
Control Dimensions: ApA
Access: Direct to
Control: None
Acoustics: Noisy Zone
Storage: None
Furniture: None
Equipment: None
Lighting: ~ Fluorescent
Plumbing: Sink
Water Closet
Fire Protection: Detection
Extinguish
Electrical: 115 V
I-IVAC: Control
Exhaust
Humidity
Communications: None
25
I:lk River Public Lilxary
PROGRAM DCSIGN CRITERIA
Activity Area Name: STORAGE
Square Feet Total
Proposed Spaces: Number: Per Space: Square Feet:
Storage 1 250 250
TOTAL SQ. FT. 250
Special Provisions: None
Control Dimensions: None
Access: On Secondary Circulzttion
Control: Security
Acoustics: Noisy Zone
Storage: Shelving
Furniture: None
Equipment: None
Lighting: Fluorescent
Plumbing: None
Fire Protection: Detection; Extinguish
Electrical: 115 V
I-iVAC: Control
Exhaust
Humidity
Communication: None
2G
I:Ik River Library
PROGRAM DESIGN CRITERIA
Activity Area Name: CUSTODIAL
Proposed Spaces: Square Peet Total
Number: Per Space: Square Peet:
Janitor Closet 1 50 50
TOTAL SQ. FT. 50
Special Provisions: None
Control Dimensions: None
Access: On Secondary Circulation
Control: Security
Acoustics: Noisy Zone
Storage: Shelving
Furniture: None
Equipment: Special
Lighting: Fluorescent
Plumbing: Mop Sinlc
Fire Protection: Detection
Extinguish
Electrical: 115 V
I-IVAC: None
Communication: None
27
Elk River Public Library
PROGRAM DESIGN CRITERIA
Activity Area Name: MAIN STACKS & READING
Square Peet Total
Proposed Spaces: Number: Per Space: Square Feet:
Genecal Area 1 7,000 7,000
TOTAL SQ. IT. 7,000
Special Provisions: None
Control Dimensions: None
Access: Near Public Ent+•ance
On Main Circulation
Outside Exit
Near Parking
Emergency
Control: Security; Visual
Acoustics: Quiet Zone
Storage: Base; Wall
Furniture: Table(s)
Clla If(S)
Bookshelves
Equipment: Special
Lighting: Incandescent; Fluorescent; Daylight
Plumbing: None
Fire Protection: Detection; Alarm; Extinguish
Electrical: 115 V; Emergency
I-1VAC: Control; Exhaust; Humidity
Communication: Telephone(s); Clock;
Intercom; Audio/Visual
2R
SITE SELECTION &
ANALYSIS
PUBLIC LIBI~;AItY
City of Elk River, Minnesota
LOCATION & SITE CONSIDERATIONS
The library Board discussed the long range needs and growth trends expected.
Options for expanding on the current propeny, acquisition of adjacent properties,
relocating to a new site, satellite facilities at the mall, community center and/or
downtown were considered.
We concluded that the current location, with an addition and remodeling program,
would continue to serve the facility needs for the next 8-10 years. With the rate of
change in societal habits and technological advances, it was decided to not look
beyond that period at this time but rather to formally review the situation every five
years and adapt this facilities needs plan at those times.
29
CLTRR]ENT SITE A R FA TION
The library currently operates in a building owned by the City of Elk River and located on
Proctor Avenue at pith Street. A review of the zoning ordinance shows the site located in a
single family residential neighborhood. Any addition to the building will require a
conditional use permit.
Total land area ~I0,300 sq. ft..(approx.)
Front yard building setbacks 30'
Side and rear yard setbacks 10'
IIuildable area ®25°rb coverage 10,075 sq. ft.(approx.)
Parking required ®1/500 sq. ft.. 20
Parking available 23
Existing building footprint 5,690 sq. ft.(approx.)
Allowable expansion 4,385 sq. ft.(approx.)
Land area available for expansion 5,900 sq. ft.(approx.)
Tl~e major growth needs of the library are in tl~e main stacks and reading areas. The
configuration of the building on the site makes the most economical area for expansion to
the southwest side of the lot. Within the confines of the existing building location and the
zoning setback limits, the land area available for expansion is approximately 5,900 sq. ft.
upon which approximately 4,385 sq. ft, can be constructed under the zoning ordinance
regulations on maximum lot coverage. This amount of expansion should accommodate the
library's operational needs until 2007-2012.
Expansion beyond this size will require the acquisition of property to tl~e west ancVor north.
The actual parking required at peak library times can conveniently be met by the available
on-site and adjacent street parking spaces. The times of over crowded parking are usually
limited to events such as public meetings for the planning commission and city council.
Additional parking may be secured through an arrangement on the nearby school property.
30
PROPOSED SITE 7ATION
r.. .. ..
Parking
Property
. Line
.l
~r-----~
Potential
~~
a
0
V
O
G.,
a
{- Irxpansion )
I
Area
Building Setback Lines
.. .. .. .. .. .. ..__.l.
4th Street
31
PROJECT BUDGET &
SCHEDULE
PUBLIC LIB1~;A.RY
City of Elk River, Minnesota
PROBABLE CONSTRUCTION COSTS
The following estimates of probable constriction costs were developed for the
building outlined in the Space Allocation Program. These costs were assembled
through a comparative analysis of a other libraries, the "Architects, Contractors Sc
Engineers Guide to Construction Costs", and the "Means Building Construction Cost
Data 1992". Since the base estimates were developed using 1992 figures, a 2.5%
annual inflation rate was added to project the expected costs of constriction in
future years.
Remodel existing facility.
5,690 sq. ft. ®$38-42/sq.ft.-
(work expected to be included are
items such as: carpet replacement;
accessibility improvements; heating and
air conditioning maintenance; painting
and wallcovering; relocation of shelving;
rest room upgrades; enlargement of
circulation desk; etc.)
Constrict addition.
4,400 sq. ft.. ®$95-105/sq.ft.-
Fees.
Architectural, engineering,
permits, testing, etc. -
Furniture, Fixtures, & equipment -
Project contingency.
5-7% -
Totals
* See Eos Architecture memo dated 6-23-92 attached.
$182,000-239,000
$418,000-462,000
$55,000-65,000
$50,000-70,000
$6.000-58,000
$740,000-894,000
32
PRELIMINARY PROJECT SCHEDULE
Ciry Council Review & Approval
Identify Financing Alternatives
Interview & Hire Architect
Preliminary Design & Refined Estimates
of Probable Construction Costs
City Council Review & Approval
Design Development & Refined Estimates
of Probable Construction Costs
Production of Construction Documents
Bidding and Negotiations
Groundbreaking
Constn~ction Administration
Occupancy
Oct'92
Oct'92 Jul'93 _
Aug-Sep'93
Oct-Dec'93
Jan "94
Feb-Mar "94
Apr Jun'94
Jul-Aug '94
Sep '94
Sep '94-Jun '95
Jun'95
33
ACKNO~I.EDGEMENTS
This proposal was prepared by the Elk River Public LlUrary Board at the
direction of the Elk River City Council.
Lihrary hoard Members:
Vicki Sullivan, Chair
Debra Anderson
Ken Rinsstacl
Daryt Bronniche
Marsha O'Brien
Technical assistance was provided by:
Miclc Scoffers, Ellc River Librarian
Verne Olelcsowicz, Great River Regional Library '
P:~t IClaers, City Administrator
Zack Johnson, Eos Architecture
34
?l 1C~TER tiTRf•.ET
r:~cE tsiok. aux~ewT,t 5533
FA\ 61?•~?4.39?8
MEMORANDUM bi'•~'~•3_91
~ TO: Library Board Members
EOS FROM: Zack Johnson
tlRClil'fGCTURE
DATE: 6-23-92
Re: Elk River Library
Eos X91123
We are close to completing this study and presenting it to the City Council. At
the last work session, one of the major concerns was the cost estimates for the
remodeling of the existing facility. My estimate of $182,000-239,000 is based on
our experience on other projects and what we would expect you will want in
the work and not based on a final design for the project. Approximately 75% of
this line item is "nice to have" and can be eliminated if you really want. I expect
the $418,000-462,000 for the addition is a bit conservative and some cost
reductions will be found possible during the detailed design. My caution to the
Board is that until you have completed a schematic design for the project, you
will not be able to apply more accurate estimates to the work. This is a budget
estimate (+/- 25°r6) at this point and not intended to be a final estimate of the
project costs.
Please document your thoughts and I will refine the report as appropriate. You
should also decide on a date for the presentation to the City Council.
Thank you.
End of Memo
erK~~. ui~c,knarn' FUPirnre
~~~~
~A
;^ .June 10 , 1992
•
a~ ~ i`
Great
Ru/~er Elk River City Council
Elk River, MN 55330
Regional
Library
Dear Council Members:
Headquarters I want to take this opportunity to let you know that
405 St. Germain Great River Regional Library applauds the effort being
St. cloud, Minnesota made by the Elk River Library Board to expand the
56301 public library. It is certainly in the community's
Telephone interest to enhance the life long educational
si2.2s~•~2s2 opportunities available to its citizens through the
Fax
672.251-0582 llbrary -
Great River Regional Library has participated in
discussions related to an expanded facility in Elk
River for several years. I have corked with the library
board to produce a draft building program document in
early 1991 that recommended a possible expansion of
3700 sq, ft.
Throughout this process, however, talk of expanded
facilities has been tempered with the fiscal realities
of levy caps. rrom budget years 1990 to 1992, GRRL has
been severely restricted in the amount of dollars the
board could budget. Those restrictions meant that no
additional open hours or staff hours were budgeted
during that time for existing GRRL branches.
Before levy caps, when branch communities expanded
facilities, GRRL tried to match that commitment in
terms of added hours and collection. With levy caps
lifted for budget year 1993, we hope to convince the
GRRL library board of the need for additional staff
,.hours and .materials. at .all.. GRRL. libraries . ?dew or
expanded facilities would certainly warrant the
consideration•of expenditures for additional hours and
materials as well.
When the Elk River Public Library is expanded, GRRL
will furnish the collection to fill the shelves. This
will not happen overnight, but gradually over time. The
library will also attempt to meet staffing needs as
demand grows. This would be contingent on adequate
funding from the library levy throughout the region.
ing Bernon,
Morrison, Sherburne,
Stearns, Todd,
and Wright Counties
The library's ability to fund these additional hours
and materials should be viewed in terms regional
library support. County support is crucial to the
budget process. Not only Sherburne county, but Todd,
Morrison, Stearns, Benton and Wright counties provide
the bulk of the dollars necessary to operate the
system. Federal and State support make up about 20~ of
the library"s budget. The maintenance of this income is
also crucial to meet the increasing service demands
placed on the system. If any of these funding sources
are ,jeopardized, or, if the budget cannot adequately
grow to meet demand, the ability of the library to
-~~~.:-.,-__provide more• hours~snd.:more materials to all of its
libraries will also be 3eopardized.
GRRL always appreciates a community's initiative in
enhancing its library services. It is our hope that
state, local and federal funding sources will respond
positively to that local initiative and that funding
will be available to meet the anticipated personnel
and materials expenditures. You can be assured that
we will continue to present the need for adequate
library budgets to the GRRL board and other funding
bodies.'
Good luck with Elk River's library building project.
Please let me know if I can be of any assistance.
Sincerely,
- - ~ ,
Verne Oleksowicz
Deputy Director - Extension Services
ELK RIVEF; LIBRARY BOAFtG OF TRUSTEES
MINUTES
• PIARCH 19 , 1991
TRUSTEES
Vicki Sullivan Chair Absent.
Daryl Bronniche Vice Chair ~ Absent
hen Ringstad Treasurer F•resent
Marsha O'Brien Secretary firesent
Debra Anderson F'r~esent
I N ATTEIJLiANCE
Mich St offers, Librarian
Marl: Barrett, ljarrett`s Floor Covering
Meeting was called to order at 7:G1 p.m. Treasurer t:en kingstad acted
as Chair.
Iiebra moved to approve the minutes .from the meeting of Febr~iary 19.
Marsha seconded - motion carried.
Tt-~ere eras no correspondence .
The Bill List for tlarch was reviewed. fen moved to approve it and
L"iebra seconded - motion carried.
I"~arl: Barrett presented his suggestions for the entryway problem.
He showed us samples of rubber the that has raised circles or
squares. It is skid resistant, has it's own emulsion war, that
self-releases, and is law maintenance. Both Sall; and Vandenberg
junior Highs have it on their ramps. It would require one day
for installation, and another 2-3 days for the epo::y to dry fully.
Boards could be put across it during the drying time. Marl;
measured the entry~•iay to be 319 square feet. This product would
cost ~•7 to :i•8 sq . f t , instal 1 ed . The board 1 ater went out into
the entryway and measured just a straight walkway from doors to
doors at 12tr sq . f t . After d iscussion , the Board decided to
table a decision until all members are present.
Micl; presented the Annual Report to the City Council. No board
members were present. C;!uestions were posed about the possible
addition. It would be a good idea to invite F'at k;laers to a
future meeting to discuss this.
Tt'~e shelving is here and will be put up after the walls are painted.
~eGolier put in a bid of ~b`Cr to pull the old wallpaper off and
paint, or ~45~~ just to paint over the old paper. After discussion
and e::amination of the old paper, it was decided that it would be
best to remove the paper and paint. Marsha moved to approve the
bid from UeGolier, l~;en seconded - motion carried.
Vertical blinds for the Community Room t-~ave been ordered from
l ~~
irebra made a motion to ~
go ahead and order the iC additional
chair-s for the Community Koom. Vicki was wond~rring if maybe
tf,e ald chairs could be used by Community Education.
Meeting adjourned - 8:~~1 p.m.
Fcespectful 1 y subrtritted,
Marsha O'E~rien
J