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HomeMy WebLinkAboutAgenda Statement 1974/05/07 Item 03a,b AGENDA ITEM NO. [3a, b ] CHULA VISTA CITY COUNCIL MEETING OF: May 7,1974 ITEM TITLE: A. B. Report on Progress of New Library Resolution - Appropriating and Authorizing Expenditure of Funds for Architect's Fees for Library Director of Public Works/City Engineer~ INITIATED BY: BACKGROUND ~ The City Librarian met with Consultant Holt and Architect Williamson on April 22. Subject of the meeting was the study and discussion of revised schematic drawings as prepared by the architect. On the upper level the revised circulation desk area will provide for efficient handling of library materials and easy access for the user to the library. A careful study of the circulation workroom was made to assure that there will be sufficient space for the various functions involved. There was considerable discussion on provision for after-hour book returns. A change was also made in the rest-room block to permit the custodian entry to all these areas without carrying equipment out into the public carpeted areas of the library. On the lower level changes have been made to increase the shipping and receiving area to provide ample room for un- packing of library materials and supplies. The staff lounge has been re- located adjacent to the staff entrance, with the staff rest-rooms at the foot of the stairway. ~ The City Council, by Resolution 7162 on January 22, 1974, approved an agreement between the City and Richard George Wheeler, A.I.A. and Associates for design and construction as a City Library facility. The City Council also, by the same resolution, appropriated the sum of $24,000 for architect fees in the preparation of schematics and cost estimates for Phase 1 per the agreement. The architect has completed Phase 1 for the total cost of $21,138.17. (continued on supplemental sheet) ATTACHED: Resolution [X] Ordinance [ ] Agreement [ ] Plat [ ] See EXHIBITS [X] No. 1 Financial Statement: Appropriate $154,000 from the unappropriated reserves of the Federal Revenue Sharing Funds. Commission-Board Recommendation: N.A. Department Head Recommendation: A. Accept report and approve resolution authorizing appropriation of balance of architect's fee. B. Council direct staff regarding proposed use and enlargement of audi- torium. City Manager Recommendation: 1. Recommend app~opriation for architect's fee. 2. Recommend having architect approach enlarged arid optional-use auditorium via special specifications as a basis for bid alternate(s). Cost information regarding this aproach will be available at the time of the meeting. 3. It is noted that, if we increase the size of the auditorium, we may need to increase the parking lot space needs. (( j),/U Ag~nda Item #3a,b Supplemental Page 2 The City Council, at its meeting of April 16, 1974, approved the schematics and authorized the architect to proceed to Phase II per the agreement. The estimated cost of construction at the completion of the schematic phase is $2,228,616. Therefore, the balance of the architect's fee, according to the agreement, is 85% of 8% of the estimated cost or $151,546. It is recommended that the balance of the fee as indicated above plus a small contingency of $2,454 for possible changes in the estimated cost upon completion of the working drawings be appropriated at this time. The agreement between the architect and the City provides for specific approval by the City Council before proceeding from the first phase to the next. Therefore, the Council retains control even though the total architect's fee has been appropriated. This action will also apply to the expenditure of revenue sharing funds in the first entitle- ment period. While a written approval for the extension of time for the first and second entitlement periods has not been received from the office of the Treasury, a phone call to the office indicated no problem and that a letter would be forthcoming. The architect is to the point that a decision regarding increasing the seating capacity must be made in order not to delay plan preparation. He has indicated that approximately 10 square feet per seat is required. Therefore, if the seating capacity is increased to 200 seats or 50 seats more than shown in the schematics, it would require the addition of 500 square feet. This would add $20,000 to the cost of the building ($40 per square foot). Likewise, if a 250 seat auditorium is desired, the cost would increase approximately $40,000. It is proposed that the auditorium have a sloping floor, which of course is designed primarily for the showing of films. This type of arrangement does not lend itself to expansion by folding partitions. Likewise, folding partitions do not totally filter sound and the utilization of the auditorium and adjacent rooms separated only by folding partitions would at times be disruptive to concurrent meetings. The librarian and consultant have indicated that the sloping floor auditorium is desirable for library related activities. The Council indicated the possibility of utilizing this area for large Council meetings. It should be recognized that if this is the Council's wish, the desires of the librarian and consultant would have to be compromised, probably to a flat floor room. The flat floor room, of course, lends itself to expansion by the use of folding partitions. Any space or room developed for multi-purpose use must of necessity compromise the functional efficiency of the room in order to accommodate different types of uses. The Council therefore needs to decide if it wishes to utilize the auditorium for Council meetings on a continuous basis or only on occasion. If the latter, it would seem that the sloping floor would not be that great a hindrance. Further, the size of the auditorium needs to be established. --,--...- ~ -1;2C}() Porm No. CA 102 7,-66 CERTIFICATE OF CITY FINANCE OFFICER Certification of Unappropriated Balance I HEREBY CERTIFY that the money required for the appropriation of funds for the purpose set forth in the attached resolution is available in the Treasury, or is anticipated to come into the Treasury, and is otherwise unappropriated. Amount $ /5'i C'co <::f: Fund ~r~ &~",e, ft/f'/"I~G 41'l'l, IteCTv ~<-j - IZI L"/~rl · 4~ C;' ~~~ ,<~ 9~/;-YOCI' r.;,Lte.v. ,,;~ ~:u , Finance Officer The Cit /.::""C C,h h~u Vista Date ~ ~Jo .- '7>1 By /L .O/Z. Purpose Bidder l' , Lf9 - f1C'c ,- 5-y~1 Certification of Unencumbered Balance I HEREBY CERTIFY that the indebtedness and oblig- ation to be incurred by the contract or agreement author- ized by the attached resolution can be incurred without the violation of any of the provisions of the Charter of the City of Chula Vista, or the Constitution or the laws of the State of California, that sufficient monies have been appropriated for the purpose of said contract, that sufficient monies to meet the obligations of the contract are actually in the Treasury, or are anticipated to come into the Treasury to the credit of the appropriation from which the same are to be drawn, and that said monies now actually in the Treasury, together with the monies antic- ipated to come into the Treasury, to the credit of said appropriation are otherwise unencumbered. Amount Not to Exceed $ Finance Officer The City of Chula Vista Date By Fund Dept.jActivity Purpose Bidder Certificate No. 'I ~ 7,')-"\ 'I," :'" 1u