Memorandum

To:                  Library Commission

From:              Susan Hildreth, City Librarian

Subject: Revision of Project Scope for Parkside Branch Library

Date:               June 23, 2003

Background

The Parkside Branch Library is currently scheduled for a complete renovation as part of the Branch Library Improvement Program.  The focus of the Branch Library Improvement Program is to renovate 19 branch libraries and to build five new branch libraries, four replacing currently leased facilities and one new branch library in Mission Bay.   Although some renovation projects include small additions in order to accommodate seismic and ADA required modifications, the only branch that is scheduled for a significant expansion is the Richmond Branch Library.  Expansions at other branches are minimal to none; for example, Western Addition Branch has no additional square footage planned at this time.  The San Francisco Public Library has adopted, supported by the will of the voters (Proposition E passed in June 1994), a service strategy of many, fairly small, neighborhood libraries of typically about 6,000 square feet each.  Proposition A, passed in November 2000, which created the Branch Library Improvement Program, did not include funding or a charge from citizens to provide significant additional square footage at existing, City-owned branches.  Proposition A’s charge for existing, City-owned branches was to make them seismically safe, ADA, and code compliant, with flexible infrastructure for current and future technology. In neighborhoods with branches in close proximity, additions were not anticipated to compensate for ADA and seismic improvements; for example, Parkside Branch is close to West Portal branch. 

The Parkside Branch Library renovation project budget was initially set at $2,880,000.  In 2001, all projects were reduced by 5% to create a reserve for the Branch Library Improvement Program in anticipation of not receiving $10 million in State Proposition 14 funding. This $10 million had been anticipated from the State when the funding amount for the Branch Library Improvement Program was determined by the City and proposed to the voters on the November 2000 ballot. With the 5% modification, the Parkside Branch Library renovation project budget is now $2,736,000.

Parkside Branch Library Project Planning

On September 28, 2002, a public kick-off meeting for the project was held at the branch. The meeting was well-attended and members of the public made it clear that they wanted an expansion for the branch.  Library staff acknowledged that clear desire and committed to the community to determine if the scope of the project could be modified.

As a result of a request for proposal process, several architectural firms were selected to work on the first of the branch library renovations, which included Parkside.  Thomas Hacker Architects, a Portland, Oregon, firm that has done numerous renovations and new construction for the Multnomah County Library, was assigned to the Parkside project.  The Library asked the architects to do an initial study to determine the most feasible options for expansion of the branch, given the limitations of the budget and property. 

The Parkside Branch Library is on City-owned land that is under the jurisdiction of the Recreation and Parks Commission.  The Library was given a footprint of land allocated for its use when the Parkside Branch Library was built.  The footprint allows the library to extend to 23^rd Street.  The availability and configuration of land was considered by the architects in their expansion studies.

Supervisor Fiona Ma is supportive of an expansion of the Parkside Branch Library and has been helpful in facilitating meetings between interested members of the community, including representatives of the Parkside Library Expansion and Renovation Committee (PERC), and Library staff.

On May 17, 2003, another community meeting was held at the branch that was well-attended by the public. Representatives from Thomas Hacker Architects reviewed their studies and identified an expansion scheme of 985 square feet at an additional cost of about $500,000.  The recommended expansion scheme is the most efficient use of space and existing building systems that retains the architectural character of the building and allows for the Branch Library Improvement Program’s objectives to be fulfilled (seismic & ADA) while keeping the size of the existing collection intact.  The consensus of the meeting attendees was that they preferred to attempt to go forward with the expansion.  Please see the attached meeting handout and drawings.  Staff supports the expansion concepts presented by Thomas Hacker Architects.  Also, it was clearly stated that funds for the expansion are not currently included in the project scope. Staff suggested that the project scope be reviewed by the Library Commission at the Commission’s June 26, 2003 meeting. 

Key Issues

The Library Commission and staff are dedicated to gathering and responding to the interests and needs of the community regarding improvement of library services, and, therefore, take the request for a change in project scope seriously.  At the same time, it is clear that the bond program is not yet fully funded.  Because completion of  the program is dependent on receiving $10 million from State Proposition 14 funding, and it is unknown at this time how much, if any, of that funding the City and County of San Francisco will receive, it is not fiscally prudent to increase any of the  project scopes until more is known about the outcome of State funding proposals.

Currently, the Richmond Branch Library expansion and renovation project, ($4.6 million in State funding) is being considered for funding.  The Library anticipates learning the outcome of that proposal by the fall of this year.  The Library is preparing several project applications for the 3^rd and final cycle of funding to be submitted in January 2004.  The Library may apply for as much as $20 million more in projects, which could result in $13 million in State matching funds.  A new State Library Construction Bond Act has been proposed for $2 - $4 billion which would allow projects that were deemed eligible in the 3^rd round of Proposition 14 to be funded immediately from the new Bond Act.  Of course, that measure must be placed on a State ballot and approved by a majority of voters, all of which is a significant challenge, given the current economic environment. Those interested in the Parkside Branch Library expansion are encouraged to actively support efforts to get the Richmond project funded and get the new bond on the ballot to ensure that their expansion could be funded as well.

Recommendation

Staff recommends that the Library Commission review the funds available to support the requested expansion of project scope for the Parkside Branch Library in relation to the outcome of the State Proposition 14 grant for the Richmond Branch Library expansion and renovation.  Staff has prepared scenarios, discussed in detail in the Bond Program Budget Review, which indicate that the Parkside Branch Library expansion could be funded if the Richmond project is approved by the State.

In order to respond to the community’s expansion requests, the original schedule for the Parkside Branch can no longer be met.  Originally, the Parkside Branch Library was scheduled to reopen before West Portal closed.  If the Commission decides to wait for a determination on the Richmond Branch Library grant application before beginning Parkside Branch Library design work, Parkside and West Portal will be closed at the same time.  Therefore, we recommend West Portal design be accelerated as much as possible and Parkside construction be delayed until after West Portal re-opens.  (See attached schedule)

Attachments:

§ Conceptual Plan Studies dated May 17, 2003

§ Needs Assessment & User Survey Findings

§ Branch Library Program Summary Schedules Parkside Branch Expansion Option