Title
Adoption of Resolution Amending the Capital Budget by Increasing Appropriations in the Library Improvements Capital Project in Fund 310 by $253,000 for the Bay Farm Island Library Drainage Project, Energy Efficient Lighting Upgrades, Replacing Water Fountains With Water Bottle Fill Stations, Maintenance of the Main Library Heating Ventilation and Air Conditioning (HVAC) System and Other Facilities Upgrades. (Library 21052300)
Body
To: Honorable Mayor and Members of the City Council
EXECUTIVE SUMMARY
The “new” Main Library at 1550 Oak Street opened in November 2006. The West End neighborhood library and the Bay Farm Island neighborhood library both saw renovations that were completed in 2010. The construction of the Main Library was funded by both a grant from the California State Library and funding from a local Library Bond (Measure O). The remaining Measure O monies were used for the Neighborhood Library’s renovations. As part of the fiscal year (FY) 2020-21 closeout process, staff has identified $624,872 in remaining Measure O bond proceeds that are available for Library Capital Projects and Expenditures.
This report presents the recommended spending plan for the balance of this Library Bond funding. To spend down the remaining funds, the Library proposes completing several unfunded projects, deferred projects, capital purchases, supplementing cost overruns for recently completed projects and off-setting some of the future Internal Service Fund (ISF) costs in the upcoming FY 2022-23 Library Budget.
BACKGROUND
In 2005, the construction of the Main Library was funded by a grant from the California State Library and local Library Bond Measure O. Once the Main Library was completed and opened, staff utilized the remaining Measure O funds for improvements for both neighborhood libraries. The improvements at both the West End and Bay Farm Island library locations were completed in 2010. It was believed the any remaining funds from the Library Bond would be used for smaller capital projects and purchases. Each subsequent budget cycle small amounts were appropriated for various projects over the years until it was thought the fund was expended. Staff recently determined that there is a remaining balance of Measure O Library bond proceeds of $624,872. This report requests the appropriation of the funds for the Library to spend the remaining balance.
DISCUSSION
Recommended Expenditures
1. In 2019-20 The City undertook a drainage diversion project around the Leydecker Park / Bay Farm Island Library building. In the past whenever there was a heavy rain, water would drain off the softball field, across the walking path and down a slope into the building. On the Library side, water would seep under the emergency door at the rear of the building, frequently flooding the children’s book area and the book stacks. A more robust redesign of the drainage project created a cost overrun. Without this project, the recent rain storm in October would have flooded at least half of the Bay Farm Island Library, resulting in a closure of at least two weeks. Since this project’s completion, the library remained completely dry. Staff is recommending that $70,000 of the remaining bond funds be appropriated to cover the Library’s share of this project, which was had costs allocated to Public Works and Recreation and Parks.
2. In 2021, the City initiated an LED lighting upgrade for the Main Library. Implementing this project helps the City reach the goals set in the Climate Action and Resiliency Plan (CARP) by providing the environmental benefits of removing 14.26 passenger vehicles from the road reducing CO2 emissions, which is the equivalent of saving 2,567.54 acres of forest while producing increased kilowatt and financial savings over time. The project was delayed due to Covid-19 and the shutdown of most businesses. Material costs increased and the project cost more than was originally budgeted. Staff is recommending that $50,000 of the unspent bond proceeds be appropriated to cover the cost increase for the LED lighting upgrade project.
3. Staff is in the process of replacing the furnace and air conditioning unit for the West End Library. The upgrade also includes upgraded filtration systems, which will make the West End library ready to serve as a cooling and clean air center should the need arise. The project also includes weatherproofing and sealing the windows to meet energy efficiency requirements. Part of this project included replacing the gas water heater to help meet the City of Alameda’s (City) Green House Gas reduction goals, but the funding is no longer available. The West End Library building will be an example to the community that the City is preparing for Climate Change and programs for the community were being planned. Staff is recommending that $48,000 of the unspent bond proceeds be appropriated for the completion of the electrification project.
4. In an effort to make the Libraries a comfortable and safe place for the community to gather, the Library would like to change out some water fountains at all three locations with water bottle fill stations to avoid people using drinking fountains. Staff is recommending that $25,000 of the unspent bond proceeds be appropriated for this project.
5. The Main Library has been open for 15 years. Many of the table tops throughout the building have had words and images carved into the wooden surfaces. The tables now provide an uneven writing surface and offer offensive words and images for all to see. Staff has determined that the tables either need to be replaced or refinished. The cost to have the original furniture manufacturer refinish the tables is less than replacing all the tables. Staff is recommending that $40,000 of the unspent bond proceeds be appropriated to refinish the tables and add a Plexiglas sheet that can be replaced at a lower cost should it become damaged.
6. Recently the Main Library experienced an underfloor heating fan burning out and a controller failing which resulted in an acrid electrical smell throughout the building. The HVAC contractor is repairing this unforeseen incident; however, the contractor also noted that many of the system components have exceeded end of life or are nearing end of life and will need replacing soon or incidents like this one may happen with more frequency. Staff is recommending that $20,000 of the unspent bond proceeds be appropriated to complete the repair and begin replacing components on a schedule.
Additional Projects for Future Consideration
Staff recommends $300,000 of the remaining bond funds be reserved for the future Seed and Tool Library to be located at the Jean Sweeney Open Space.
The remaining bond funds of $71,872 can be applied towards off-setting the Library’s Internal Service Funds (ISF) budget in the upcoming FY 2022-23 budget cycle.
ALTERNATIVES
• Appropriate funds for one or all of the proposed projects as recommended by staff in order to initiate work on the projects.
• Direct staff to return with a spending plan for a different set of projects for use of the remaining Library bond proceeds.
FINANCIAL IMPACT
Staff recommends appropriating a total of $253,000 of the unspent bond proceeds into a new Library Improvements capital project for the following uses:
|
|
Project |
Amount |
|
1 |
Bay Farm Island Drainage Project |
$70,000 |
|
2 |
LED Lighting Upgrade |
$50,000 |
|
3 |
West End Library Electrification |
$48,000 |
|
4 |
Water Bottle Fill Station Installation |
$25,000 |
|
5 |
Table Top Re-finishing |
$40,000 |
|
6 |
Main Library HVAC System Repair |
$20,000 |
|
|
Total |
$253,000 |
Staff recommends reserving $300,000 for the future Seed and Tool Library at Jean Sweeney Park, and using the remaining $71,872 to offset the Library’s contribution to the Facility Maintenance Internal Service Fund (ISF) in FY 2022-23. Staff will present the proposed change in funding source for the Facility Maintenance ISF as part of the FY 2022-23 Mid-Cycle Budget Update in 2022.
Approving these recommendations will fully expend the remaining Measure O bond fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is in conformance with the Alameda Municipal Code and all policy documents.
ENVIRONMENTAL REVIEW
This action is not subject to environmental review as the activity is not a "project" for purposes of the California Environmental Quality Act (CEQA) because it is an organizational or administrative activity of the City that will not result in direct or indirect physical changes in the environment, in accordance with CEQA guidelines, section 15378(b)(5).
CLIMATE IMPACT
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Adopt a Resolution amending the capital budget by increasing appropriations in the Library Improvements Capital Project in Fund 310 by $253,000 for the Bay Farm Island Library Drainage project, energy efficient lighting upgrades, replacing water fountains with water bottle fill stations, maintenance of the Main Library Heating Ventilation and Air Conditioning (HVAC) system and other facilities upgrades.
CITY MANAGER RECOMMENDATION
The City Manager concurs with the Library Director’s recommendation.
Respectfully submitted,
Jane Chisaki, Library Director
Financial Impact section reviewed,
Annie To, Finance Director
cc: Eric Levitt, City Manager