to: Roger L. Stancil, Town Manager
from: Bruce A. Heflin, Assistant Town Manager
subject: Library Construction Options
date: September 8, 2008
The purpose of this report is to provide information about options for construction of the Library expansion project and explain our recommendation to vacate the Library for the duration of the construction process. Unless instructed otherwise by the Council, we plan to instruct the project’s designers to proceed with project design document preparation and construction contract specifications based on the estimated 14 month vacancy described in Option A.
In November 2003, voters approved a $16.23 million bond for improvements to the Chapel Hill Public Library. In October of 2006 the Town executed a contract with Corley, Redfoot, Zack Inc., working with Robert A. M. Stern Architects, to prepare plans for the library expansion project and improvements to Pritchard Park. In September 2007, the Town executed a contract with Clancy & Theys Construction Company to provide construction management services for the project. In January of 2008, the Council approved a Special Use Permit for the project and authorized the Town Manager to work with the Town’s consultants to complete project design documents and construction contract specifications.
During the development of these final design documents and construction contract specifications the staff requested that Clancy & Theys, the construction managers, provide the Town with construction options that reflect a range of costs, project durations and likely impacts on Library services. Based on their detailed cost estimates and suggested construction phasing plans the staff has developed the attached summary of three possible construction options (Attachment 1).
The attached summary of options shows significant cost and time savings associated with Option A. We believe this option is not only the most cost effective but ultimately will be the least disruptive to Library services. Option A requires that we leave the current site at the onset of construction. This is anticipated to be in late winter or early spring of 2009.
Leaving the site would necessitate finding another location and identifying funds to pay any expenses associated with operating from a temporary site. These costs could include lease payments and costs for physical changes required to the operate at the new site We have not identified a certain location, as it would be premature to do so, but our initial inquiries indicate that there are some spaces in the area that could accommodate our needs. We are working with Business Management to identify some funding options to cover operating and “upfit” expenses and believe we should be able to find the funds needed.
Accommodating the needs of Library users during the period services are relocated will require that the public be well informed of necessary changes in Library operations. As we study specific relocation options, Library staff will develop a public outreach strategy and then will return to the Council with a report on their recommendations for assuring Library users will be fully informed of upcoming service delivery changes.