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HomeMy WebLinkAboutKPL - Central Library Project Update - May 2008KITCHENER PUBLIC LIBRARY ~ ~ ~ Report To: Chair Vrbanovic and Members of Finance and Corporate Services Date of Meeting: May 12, 2008 Submitted By: Kitchener Public Library Board Prepared By: Sonia Lewis, CEO, Kitchener Public Library Penny-Lynn Fielding, Manager, Strategic Planning and Projects, KPL Ward(s) Involved: All Date of Report: May 7, 2008 Subject: KITCHENER PUBLIC LIBRARY CENTRAL LIBRARY PROJECT UPDATE RECOMMENDATIONS: In recognition of the vital role libraries play, and will continue to play, in the health of the community; and in recognition of Council's and the public's previous support for a renovated and expanded central library on its current location, the Kitchener Public Library Board recommends: That Kitchener City Council allocate the $32.5 million previously earmarked from the Economic Development Investment Fund towards funding the renovation and 54,400 square foot expansion of the existing Main Library on its current location (KPL Option 3); and, That Kitchener City Council direct KPL staff to work with City Finance staff to bring back a report in September outlining options for funding the balance of the projected construction costs from various means which could include the city's 10-year capital forecast, a library capital campaign, and other possible funding options; and, That Kitchener City Council direct KPL staff to proceed with the next stage of the project which includes engaging an architect and preparing detailed design concepts and costing; and further, That Kitchener City Council direct KPL staff to continue work on a joint parking solution with City staff and other organizations located in the Civic District area. EXECUTIVE SUMMARY: In response to the Citizens' Forum endorsement of an improved and enhanced central library, Kitchener Public Library has developed three options for revitalizing the current Main Library. Each option will strengthen the central library, allowing it to serve as a city-wide resource, a Kitchener Public Library Central Library Project Update May 7, 2008 neighbourhood branch for the growing downtown, and an anchor for branch libraries distributed throughout the community. The optimum improvement plan is to renovate and add 54,400 sq. ft. to the existing Main Library. The two alternative options are to renovate only or to renovate and add 30,000 sq. ft. The additions would be to the back of the library in the area that now serves as a parking lot. In all three options the renovations would be substantial. Renovations would improve the layout, make the design more flexible to accommodate future changes, refresh the interior, add some space, provide capacity to support new technologies, and introduce energy efficiency measures. Two of the options would provide a significant increase in space, allowing for added growth in collections and services. Plans to enhance the current Main Library complement the Civic District vision endorsed by Council in November 2007. The Civic District visioning process recognized the important role the library plays in supporting the arts and culture focus of the district. Project costs, excluding parking, range from $20M to $43M. Parking costs add $6M to the renovation only option and $8M to the other two options. With the renovation only option the current 44 parking spaces would remain in use. During construction, services would be provided from the existing building by phasing construction or from a temporary leased facility. For a two year period total estimated costs for phasing construction range from $812,000 to $1.2M. The leasing option would cost approximately $4.1 M. Following construction, the impact on the annual operating budget is $299,000 for option 1, renovation only, $817,000 for option 2, renovation plus 30,000 sq. ft., and $1.2M for the option which renovates and adds 54,400 sq. ft. Through a series of public presentations and information sessions, displays at all KPL locations and the Kitchener Market, and a survey, over 1,100 members of the community participated in KPL's public engagement process from mid April to early May 2008. Survey responses demonstrate there is public support to improve the Main Library. Of the 507 surveys completed by early May, 64% indicated a preference for the option to renovate and add 54,400 sq. ft. Population growth, changing demographics, emerging technologies, and the need for increased literacy, including technological literacy, continue to have an impact on the role of Kitchener Public Library. In the information age, effective public libraries are essential to the economic well-being and quality of life of communities. KPL is a cornerstone of lifelong learning, skills development, and opportunity in today's knowledge- based economy. In an increasingly complex world, information and knowledge have become the new currency. KPL provides access to information which empowers citizens to function more effectively. This role will become even more important in the future. All three options improve and enhance the existing Main Library. In assessing the community's needs for current and future library services, the KPL Board concluded option 3 which renovates and adds 54,400 sq. ft. was the optimum plan and is recommending it to Council. However, recognizing that full funding for option 3 may not be available, the Board developed option 1, renovation only and option 2, renovation with a 30,000 sq. ft. addition. Kitchener Public Library Central Library Project Update May 7, 2008 BACKGROUND: The need for a new library to meet the community's growing demand for library resources and services was first identified in 1999. The current library was built in 1962 and no longer adequately meets the needs of Kitchener's estimated 213,305 residents. Kitchener Public Library (KPL) commissioned a series of studies and assessments of the Main Library and solicited public feedback regarding a new central library from 2000 - 2007. A complete list of project milestones is included in Appendix A. In September 2004, Kitchener Public Library presented City Council with a business case documenting the need for a new Central Library. An improved and expanded central library would allow KPL to address the need for: • Space for Services and Programs -The format and display of collections and library resources continues to change and space allocations must be flexible to accommodate new and expanded services and programs. • Services for Teens and Children -Crowded and outdated areas for teens and children work against the changing role of the public library as a desired destination. • Accessibility -The current Main Library meets the minimum requirements of the building code but does not reach the standards indicated in the City of Kitchener's Accessibility Plan. The new Accessibility for Ontarians with Disability Act will introduce customer service regulations that will challenge the library's accessibility standards. • Ambience - A library can provide access to wonderful collections, programs, and services, but if the atmosphere is not inviting and comfortable, people will not visit and linger. • Building and Technology Infrastructure - The Main Library is now a 46 year old building with aging building and mechanical systems. The technology needs of a modern library are challenged by an inflexible technology infrastructure. In 2005, the City of Kitchener committed up to $32.5M towards the construction of a new central library. KPL contracted with Levitt Goodman Architects and Phillip Carter Architect to finalize the library building program, to prepare conceptual drawings for a new central library, and to provide a cost estimate for the project. Total project costs in 2006 were estimated to be in the range of $53M - $65M for construction of a new central library on Centre Block. In May 2006, the City of Kitchener held a Centre Block Citizens' Forum to solicit public feedback on the development of the Centre Block. The 19 member citizens' panel reached consensus on the following: • A strong central library is critical. • Library services need to be expanded. • There needs to be a redefinition of what a library is...to include a broad offering of services. • A strong central library is the anchor to a strong branch system. • Kitchener needs an improved and enhanced central library. In light of community input, in July 2006, Council decided the Centre Block would be developed without the library project. This report updates Council on the work undertaken by Kitchener Public Library on the central library project since July 2006. Kitchener Public Library Central Library Project Update May 7, 2008 REPORT: In response to the 2006 Centre Block Citizens' Forum, the Kitchener Public Library: • Examined the future role of the library in the community • Reviewed the library service model and community library development plan • Explored partnership opportunities within the Civic District • Studied options for the redevelopment of the current library site Future Role of the Library in the Community Kitchener Public Library was established almost 125 years ago and today serves the City of Kitchener with five library locations. The Kitchener Public Library Board has a vision for the future that is focused on continued development of a strong public library system. Like the 2006 citizens' panel, the Board believes a strong central library serves as the anchor to a strong neighbourhood branch system. Population growth, changing demographics, emerging technologies and the need for increased literacy, including technological literacy, continue to have an impact on the role of Kitchener Public Library. In the information age, effective public libraries are essential to the economic well-being and quality of life of communities. KPL is a cornerstone of lifelong learning, skills development and opportunity in today's knowledge- based economy. In an increasingly complex world, information and knowledge have become the new currency. KPL provides access to information which empowers citizens to function more effectively. This role will become even more important in the future. Kitchener Public Library plays and will play a critical role in community building. It does this by providing welcoming, accessible community spaces. The library serves as a learning partner, particularly for preschool and lifelong learning. KPL provides services for civic integration of immigrants and newcomers. The library acts as an economic anchor for community regeneration. In October 2007, Kitchener Public Library met with community leaders in the business, education, technology, and community service sectors, to explore the role KPL will play in this community's future. The key message was the role of the library is evolving, and by embracing technology and designing facilities to be flexible and accommodating to change, the library will continue to serve the future needs of the community. Through partnerships and collaboration the library can expand its outreach into the community and capitalize on technology to build a new 20t" century library model. As we examined the future role of KPL in the community, it became apparent that an expanded and renovated Central Library in downtown Kitchener aligns with several strategies and initiatives of the City of Kitchener in: Plan for a Healthy Kitchener, Community Strategic Plan 2007- 2027; City of Kitchener Downtown Strategic Plan Vol. 111 2005 - 200 7; City of Kitchener 2007-2010 Economic Development Strategy; and City of Kitchener CulturePlan ll. Quality of Life Public libraries are logical partners for initiatives that focus on people and quality of life. Libraries are widely available, highly regarded public institutions that provide a broad range of information services and support for diverse constituencies. Few community services enjoy the type of public support that is generally given to public libraries. Kitchener Public Library is one of the Kitchener Public Library Central Library Project Update May 7, 2008 best used facilities in the community with over 95,000 active library cardholders and 2.2 million items checked out annually. KPL will continue to play an important role in providing access to information, technology, and community space that contributes to quality of life. The library is and will be an important focal point for social interaction in the community; providing a safe and comfortable environment where members of the community meet and interact. Leadership and Community Engagement The public library is a place for the community to meet, exchange information, and to become engaged. Families rely on the library to provide information for preschool learning and early literacy; students connect with the library's resources, technology, and study space to further their education; people rely on libraries to get them online; and local businesses are increasingly tapping into the library's online databases to keep themselves competitive. Libraries are places where people connect, not just with books and computers, but with other people. Modern libraries transcend their archival responsibilities and function as places for learning and community interaction. Diversity Libraries are valued community resources for New Canadians wanting to bridge two cultures through access to resources in their native language and through free and open access to the vast resources, services and technology offered at the public library. Development The library monitors community growth patterns and plans new facilities and services to meet the demand for library service. Over the last 37 years, KPL has been building a network of neighbourhood libraries. In 2004 Kitchener opened its newest library in partnership with St. Mary's High School. KPL continues to develop neighbourhood branches and the library's capital forecast for 2015-2016 includes plans for a new southwest library branch. Dynamic Downtown KPL's Main Library is located in downtown Kitchener providing library service and community space for the surrounding neighbourhood and serving as a valuable resource for the entire city. The Kitchener Public Library has been a solid downtown anchor and a neighbourhood amenity for almost 125 years. Libraries attract visitors to downtown areas as a destination and meeting place. A Place for People The library is an important focal point for social interaction in the community. The library fulfills this role by providing a safe and comfortable environment where members of the community can meet and interact. Public libraries are not just book depots but gathering places with room for people to sit, meet, and socialize. Libraries create vibrant public places that attract a steady stream of visitors seven days a week, after 9 to 5 business hours, and during weekends. KPL Service Model and Community Library Development Plan Library service is delivered to the City of Kitchener through an integrated library network consisting of a central library, community libraries, and community outreach activities. Together, the three service delivery methods ensure that library service is provided to the residents of Kitchener in a distributed and cost effective way. Kitchener Public Library Central Library Project Update May 7, 2008 The Central Library serves as the dynamic hub of a network that provides library service to the community. In addition to serving as the community library for the people who live and work in the downtown neighbourhoods, the Central Library supports the branch libraries through the depth of its specialized collections and resources, and through administrative, building maintenance, information technology, program development, marketing, and materials acquisition. In other words, everyone who uses the Kitchener Public Library benefits from the downtown Central Library, even if they have never actually visited the building itself. The community libraries provide neighbourhood library service focusing on meeting the needs of the unique communities they serve. The current branch libraries offer a range of services including collections, programming, computer access, and children's services. Community libraries rely on the Central Library to provide specialized collections, resource staff, and enhanced collections and programs to supplement the services offered at the neighbourhood level. Through a daily delivery system over 90,000 items annually are shipped between the Central Library and the community libraries. KPL has built a strong network of community libraries over the past 37 years. The first community library opened in 1971 in Stanley Park and the newest community library opened in 2004 in Country Hills. As neighbourhoods have grown and demand for library service has increased, the community libraries have experienced expansion (Forest Heights) and relocation to larger facilities (Grand River Stanley Park and Pioneer Park). In addition to the physical locations, library service is brought out into the community: through library staff who visit schools (over 10,500 students were visited by the library in 2007), through library staff and volunteers who bring the library to homebound readers (over 3,800 visits were made in 2007), through story time programming at community centres and daycare sites (over 1,100 children participated in 2007), through 13 deposit library collections in community sites including hospitals and centres for at risk children, and through participation in community events including Kidspark, Word on the Street, and the Multicultural Festival. As our community grows and new residential development expands the library's service areas, planning for future library locations is ongoing. KPL continues to examine and define the role of the community library within the larger library system, to review the current locations of the branch libraries within the community, and to recommend future library service areas. KPL's capital forecast includes plans for a new community library in Kitchener's southwest in 2015 - 2016. Partnership Opportunities within the Civic District Kitchener Public Library, working jointly with neighbouring organizations (Centre-In-The-Square, Kitchener-Waterloo Art Gallery, and the Registry Theatre) undertook a public visioning process for the Civic District in 2007. The purpose of the visioning process was to identify new opportunities for the programming of, and use of land in, the Civic District. The Main branch of the Kitchener Public Library is a longstanding anchor organization within the downtown Civic District. The Civic District visioning process recognized the important role the library plays in supporting the arts and culture focus of the district. Through a series of public consultations (survey, focus groups, public meeting, and design charette) the public imagined a Civic District that would be: a place where people meet, a creative and inspiring place, a place for culture and learning, a place for creative businesses, and a place with open public space. The public library is Kitchener Public Library Central Library Project Update May 7, 2008 that kind of place and by expanding and renovating the current Main Library KPL can contribute significantly to the new Civic District vision. A reoccurring theme in the Civic District vision was the need to build pathways and connections within and around the district. Through programming and design the vision is to connect the various organizations in the district. A large surface parking lot is currently a barrier to creating connections and pathways between the library and the rest of the district. Participants in the public visioning process recognized the need to accommodate parking within the district and recommended that parking be underground or in a consolidated structured facility. Enhanced and expanded parking within the Civic District would allow for adjacent, off-site parking for library customers. In November 2007, City Council passed a resolution endorsing the development of a greater vision for the Civic District that is focused on enhanced arts, cultural, educational, and related uses within the Civic District. Redevelopment of the Current Main Library Site Following the Centre Block decision, KPL initiated a study with Levitt Goodman Architects to assess to what degree the existing Main Library building and site could meet KPL's future space and functional requirements as outlined in the 2005 library building program. The architect's report indicated: • There is space on the existing library site to expand at the back of the library • A renovated and expanded Main Library can meet the space and functional requirements identified by the library and community Like a previous study completed in 2003 by the Walter Fedy Partnership, the Levitt Goodman assessment concluded that adding a third floor above the existing building would not be cost effective due to the extensive structural reinforcing required. As a result of the architect's findings, and consistent with public feedback, the Kitchener Public Library Board adopted a formal motion in support of expanding and renovating the Main Library on its current site at 85 Queen St. N. Three options for renovation and/or expansion of the Central Library were developed: • Option 1 Renovation Only • Option 2 Renovation and 30,000 sq. ft. Addition • Option 3 Renovation and 54,400 sq. ft. Addition A conceptual drawing of a renovated and expanded Central Library is included in Appendix B. All three options include a significant renovation that would address major deficiencies with the existing building. Through renovation, space can be used more efficiently. This would create some space for more books, DVDs and computers. Most of the first and second floors would become public spaces. Services to children would be consolidated in one child-friendly space. The capacity to support new technologies would be enhanced by upgrading electrical and cabling systems. The building would be more energy efficient by replacing windows and updating mechanical systems. Updated and refreshed interior spaces, along with a new cafe would create a welcoming ambience. The renovation in all three options would extend the second floor of the existing building in the north- east corner above the current Children's department. The added expense to reinforce the existing Kitchener Public Library Central Library Project Update May 7, 2008 structure to accommodate this addition would be justified in order to maximize usable public space on the second floor of the library. The first option to renovate only would allow the library to gain some space through a reorganized layout of library services and collections. There is some space for future growth in collections and computers and some opportunities to address accessibility issues. The existing 44 parking spaces would remain at the back of the library; however, additional parking needs would require space on an adjacent site. The second option would renovate the existing library and add 30,000 square feet of space to the back of the building. With this added space, KPL would offer expanded collections of books, DVDs, and foreign language resources. Added space means collection size would increase by 20%. The number of public computers would grow by 60%. The third, and ideal option, would add 54,400 square feet at the rear of the current Main Library. This option would create a fully accessible building. Future space for collection growth and new services would be easily accommodated. Collection space would increase almost 50%. Recognizing that access to technology for all residents is critical as Kitchener moves into the new economy, the number of public computers would triple. Added space means areas to sit, read and study would be expanded. For planning purposes KPL has assumed 200 parking spaces would be needed. All three options would require space on an adjacent site to address parking needs. In the case of option 1 parking needs would be partially met by the existing lot behind the library. Off-site parking options adjacent to the library are being explored in partnership with other Civic District organizations. All three options improve and enhance the existing Main Library. In assessing the community's needs for current and future library services, the KPL Board concluded option 3 was the optimum plan and is recommending it to Council. However, recognizing that full funding for option 3 may not be available, the Board developed options 1 and 2. FINANCIAL IMPLICATIONS: Capital Cost Projections Levitt Goodman Architects worked with cost consultant, Hanscomb Ltd. to produce an order of magnitude cost estimate for the three redevelopment options for the Main Library. At this stage, the accuracy of these estimates is in the range of plus or minus 20%. The cost estimates assume a construction start in 2008. For planning purposes Hanscomb Ltd. recommended we assume construction costs will escalate by approximately 6% per annum. Estimates are summarized in the tables below. Kitchener Public Library Central Library Project Update May 7, 2008 Table 1 provides a building cost estimate to renovate and/or expand the existing library. Table 1 Estimated Library Building Costs Construction 2008 Option 1 Option 2 Option 3 Library Building Costs Renovation Only Renovation and Renovation and 30,000 sf Addition 54,400 sf Addition Library Construction and Contingency Costs $14,139,000 $21,000,000 $28,878,000 LEED Allowance $1,060,000 $1,575,000 $2,166,000 Site and Contingency Costs $649,000 $911,000 $983,000 Total Building Costs $15,848,000 $23,486,000 $32,027,000 Parking costs are outlined below in Table 2. The parking cost estimate addresses the library's total parking need for 200 spaces. An estimate of $40,000 per space, including contingencies, was used as the basis to determine parking costs. Table 2 Estimated Parking Construction Costs Construction Start 2008 Option 1 Option 2 Option 3 Library Parking Costs Renovation Only Renovation and Renovation and 30,000 sf Addition 54,400 sf Addition Parking - 150 spaces $6,000,000 Parking - 200 spaces $8,000,000 $8,000,000 Total Parking Costs $6,000,000 $8,000,000 $8,000,000 Kitchener Public Library Central Library Project Update May 7, 2008 Table 3 provides estimates for the projected construction costs and other capital costs associated with a renovated and/or expanded Central Library. Table 3 Estimated Total Project Costs Construction Start 2008 Total Project Costs Option 1 Renovation Only Option 2 Renovation and 30,000 sf Addition Option 3 Renovation and 54,400 sf Addition Library Construction and Contingency Costs $14,139,000 $21,000,000 $28,878,000 LEED Allowance $1,060,000 $1,575,000 $2,166,000 Site and Contingency Costs $649,000 $911,000 $983,000 Subtotal Building Costs $15,848,000 $23,486,000 $32,027,000 Professional and Design Fees $1,414,000 $2,100,000 $2,888,000 Project Manager $283,000 $420,000 $578,000 LEED Registration and Certification $50,000 $50,000 $50,000 LEED Consulting Fees $85,000 $85,000 $85,000 Public Art $300,000 $300,000 $300,000 Furnishings/Equipment/Technology $1,414,000 $2,786,000 $4,357,000 Library Collection Growth $400,000 $1,000,000 $2,100,000 Subtotal Fees, Equipment, Collections $3,946,000 $6,741,000 $10,358,000 Parking $6,000,000 $8,000,000 $8,000,000 Total Estimated Project Cost $25,794,000 $38,227,000 $50,385,000 Possible Range High + 20% $30,953,000 $45,872,000 $60,462,000 Low - 20% $20,635,000 $30,582,000 $40,308,000 Kitchener Public Library Central Library Project Update May 7, 2008 Operating Cost Projections For a two year period during construction, KPL will incur temporary costs to operate. Options for providing library service during construction include an option to phase construction and allow service to continue on the existing site during construction, and an option to provide library service out of a temporary leased space. The feasibility of phasing construction will be determined during the design and tender phases of the project. In addition, a detailed service plan will be developed. Table 4 compares the estimated cost of phasing construction versus the cost of leasing 20,000 sq. ft. for two years. Table 4 Estimated Added Costs for Operations during Construction Comparison of Phasing Construction vs. Leasing Temporary Space Construction Start 2008 Phased Construction Temporary Operating Costs Relocation of During Construction Option 1 Option 2 Option 3 Library Service Options 1, 2, 3 Project Phasing $707,000 $1,050,000 $1,444,000 Leased Temporary $1 269 000 Location , , Leasehold Improvements and $1,920,000 Contingency Costs Moving Costs $400,000 $400,000 $400,000 $400,000 Storage Costs $516,000 $516,000 $516,000 $516,000 Total Costs During Construction 2 ears $1,623,000 $1,966,000 $2,360,000 $4,105,000 Annualized Costs $811,500 $983,000 $1,180,000 $2,052,500 Kitchener Public Library Central Library Project Update May 7, 2008 Table 5 provides an estimate of the impact on operating costs for a renovated and expanded Central Library. Potential savings in energy costs resulting from the implementation of environmental and energy efficient design are not reflected in the 2010 operating costs. Energy savings and return on investment for LEED will be determined in the design phase of the project. Table 5 Estimated 2010 Annual Operating Budget Impact (Post Construction) Option 1 Renovation Only Option 2 Renovation and 30,000 sf Addition Option 3 Renovation and 54,400 sf Addition Central Library staff $189,000 $501,000 $703,000 Central Library collection maintenance $20,000 $50,000 $108,000 Central Library building operating/maintenance $90,000 $266,000 $410,000 Net Impact $299,000 $817,000 $1,221,000 2008 Municipal Appropriation $8,396,000 $8,396,000 $8,396,000 2008 Per Capita* $38.19 $38.19 $38.19 Anticipated 2010 Municipal Appropriation** $9,206,000 $9,724,000 $10,128,000 2010 Per Capita*** $41.23 $43.55 $45.36 rt 2008 population estimate 219,853 ** Includes 3% annual increase plus net operating impact *** 2010 population forecast 223,282 Funding Strategy The greatest potential funding source is the $32.5M from the Economic Development Investment Fund. This funding remains earmarked for the Central Library project and is subject to Council approval. The library will investigate grant opportunities from the federal and provincial governments including potential infrastructure grants. Incentive programs for sustainable, energy efficient projects available through the Ontario Power Authority and Kitchener Wilmot Hydro, and the Federation of Canadian Municipalities Green Municipal Fund will be explored. Kitchener Public Library Central Library Project Update May 7, 2008 The KPL Board anticipates developing a fundraising campaign for the central library project. A fundraising feasibility study undertaken in 2005 during the Centre Block project concluded there was support in principal for KPL to raise funds for a new library. However, the consultants indicated that fundraising would be challenging as KPL lacks a significant history of major capital campaigns. Assuming a comprehensive marketing and communications strategy was in place and appropriate volunteer leadership was attracted, the consultant suggested KPL establish a preliminary campaign goal of $5M and that the goal be reassessed six months into the campaign. KPL continues to explore and be open to partnerships. The greatest opportunity for cost sharing is with Civic District organizations seeking a common parking solution. COMMUNICATIONS: The plan to renovate and expand the Main Library on its current site at 85 Queen St. N. is based on input received from the Citizens' Forum and in response to public engagement undertaken to solicit community feedback on the need for enhanced library service. As outlined in Appendix A, KPL has involved the public in each phase of the central library project including surveys, focus groups, public open house, and presentations from the architects who developed the building program and conceptual designs. The Library has heard from the public and stakeholders that there is support for a new central library. The Civic District visioning process engaged the public in creating a new vision for the district. The library was recognized as having an important role as an anchor institution on the block and for contributing to the arts and culture focus of the Civic District. In October 2007, KPL met with community leaders to explore the role the library will play in our community's future. The message was the library continues to have an important role as a provider of information and leisure and, increasingly, as a community gathering place. In April and May 2008, three options for renovation and/or expansion of the Main Library were presented to the public and feedback was sought on the community's vision for the Central Library. To invite the public to learn more about the project the library advertised in the Community Newspaper, delivered posters to all Kitchener Community Centres, distributed 800 flyers through the downtown neighbourhood association, created an online blog, and promoted the project at all KPL locations. Through a series of public presentations and information sessions, displays at all KPL library locations and the Kitchener Market, and a survey, over 1,100 members of the community participated in KPL's public engagement process. Total survey respondents (507 completed surveys) indicated that it was very important for the Main Library, through renovation and/or expansion to: • Provide space for library collections to grow and to accommodate new formats and means of accessing information - 75% • Incorporate energy efficient and sustainable green design features - 64% • Create a welcoming and attractive library space - 63% • Consolidate all services to children in one functional and child-friendly space - 51 Option 3, renovation and a 54,400 sq. ft. addition, was the preferred option for 64% of survey respondents. Option 2, renovation and a 30,000 sq. ft. addition, was the preferred option for 19% of survey respondents, and Option 1, renovation only was the preferred option for 8% of survey respondents. Kitchener Public Library Central Library Project Update May 7, 2008 Nine percent of survey respondents did not select a preferred option for renovation and/or expansion of the Main Library but did indicate that it was very important for the library to: • Provide space for library collections to grow and to accommodate new formats and means of accessing information - 45% • Create a welcoming and attractive library space - 41 • Consolidate all services to children in one functional and child-friendly space - 32%. Detailed survey results are included in Appendix C. As the Central Library project moves forward there will be future opportunities for public involvement in the design phase of the project. Updates on the status of the Central Library project are available via the library's website. This report to Council will be made available to the public at http://www.kpl.ora. CONCLUSION: The options outlined in this report respond directly to the conclusions of the 2006 Citizens' Forum and will create the strong central library that the citizens' panel identified as being critical to this community. Recent public consultation undertaken by KPL demonstrate support for the plan to enhance the current Main Library. A revitalized Central Library will be a significant catalyst for the development of the Civic District and downtown neighbourhoods. As a gathering place that attracts citizens from all walks of life, the renovated and expanded Central Library will be a modern, dynamic facility in a vibrant city. KPL's vision is to create a resource rich destination that contributes to the quality of life of every resident. It will be an open, safe public place for individuals to imagine, discover, and connect with the world of information. The enhanced Central Library will be a valued community and cultural asset that helps make Kitchener and its downtown a special place where people want to live, work and visit. It will be a dynamic centre that supports neighbourhood library service in all parts of our growing city. After years of detailed research and numerous opportunities for public input, the Kitchener Public Library Board recommends Option 3, renovation and a 54,400 sq. ft. addition, as the preferred option for meeting the community's desire for an `improved and enhanced central library' within the downtown Civic District. Sonia Lewis, CEO Penny-Lynn Fielding Kitchener Public Library Manager, Strategic Projects and Planning, KPL Attachments: Appendix A -Project Milestones Appendix B -Conceptual Design Appendix C -Central Library Survey Results Kitchener Public Library Central Library Project Update May 7, 2008 APPENDIX A Project Milestones The Need In 1999, the Library Board recognized the need to begin planning for a new central library in order to meet the community's growing demand for library resources and services. The current library was built in 1962 and has had two major additions. The Studies 2000 Branch Libraries: Review and Cost Benefit Analysis -Beckman Associates Library Consultants Identified space deficiencies at the Main Library. 2003 Main Library Assessment Study- Beckman Associates Library Consultants Concluded the current building no longer met the needs of Kitchener's rapidly growing population. 2003 Kitchener Public Library Queen St. Redevelopment Feasibility Study- The Walter Fedy Partnership Addition of a 3rd floor to the existing building was not cost effective due to the extensive structural reinforcement that would be required. 2003 Site Evaluation -Beckman Associates Library Consultants Selected Centre Block as the preferred site for a new central library of the six downtown sites evaluated. 2004 Business Case- Kitchener Public Library Business case presented to the City of Kitchener documenting the need for a new central library. In 2005, the City of Kitchener committed up to $32.5M towards the construction of a new central library. 2005 New Central Library Building Program -Levitt Goodman Architects and Philip Carter Architect The architects finalized the library building program, and prepared conceptual drawings for a new central library with cost estimates. 2005 Fundraising Feasibility Study- Ketchum Canada Inc Concluded KPL has a positive image in the community and there is support in principal for the library to raise funds, however it would be challenging for KPL to raise funds as it lacks a significant history of major gift fundraising. 2007 Assessment of Main Library Facility and Site -Levitt Goodman Architects The assessment indicated that there is space on the existing library site to expand and a renovated and expanded Main Library can meet the space and functional requirements identified by the library and community. Kitchener Public Library Central Library Project Update May 7, 2008 Public Engagement 2003 -The Library undertook extensive public consultation on a new central library through a series of open houses, surveys, focus groups, and stakeholder meetings. In total over 1,400 members of the community offered input. The Library heard from the public and stakeholders that there was support for a new central library. 2004 - KPL undertook additional public consultation following the presentation of the business case to the City of Kitchener. The majority of participants favoured construction of a new central library. 2005 -Following completion of the building program and conceptual drawings, KPL updated the community on the new central library project and the architects presented the conceptual drawings to the public. 2006 -The City of Kitchener held a Centre Block Citizens' Forum to solicit public feedback on the development of the Centre Block. There was support for an `improved and enhanced Central Library'. 2007 -The Civic District visioning process solicited community input into a new vision for the Civic District. The public was invited to participate in the process through a survey, focus groups, and a design charette. The Library was recognized as having an important role in contributing to the arts and culture focus of the block. 2007 -Community leaders in business, education, technology, and community service sectors, met with KPL to explore the role the library will play in this community's future. The key message was the role of the library is evolving, and by embracing technology and designing facilities to be flexible and accommodating to change, the library will continue to serve the future needs of the community. 2008 -Three options for renovation and/or expansion of the Main Library were presented to the public at a series of public meetings and presentations, displays at the Kitchener Market and all KPL library locations, and an online blog featuring the Central Library project. Feedback was gathered via a survey available on the library's website and distributed to all KPL library locations. Option 3, renovation and the addition of 54,400 sq. ft., was the preferred option for renovation and/or expansion of the Main Library. Kitchener Public Library Central Library Project Update May 7, 2008 APPENDIX B Conceptual Design The Levitt Goodman rendering of the Central Library is one possibility of how KPL could, through renovation and expansion, achieve the need for improved and enhanced library service to the community. The architect's rendering is not a final design, but rather one representation of what is possible on the current Queen St. library site. The first image represents a view from Queen St. The second illustrates the view from the corner of Ahrens St. and Queen St. 17 Kitchener Public Library Central Library Project Update May 7, 2008 APPENDIX C Central Library Survey Results (Preliminary Results - 507 Respondents) 1. Have you visited the Kitchener MAIN Library in the past 12 months? Yes 89% 453 No 10% 53 2. Which KPL library location do yc Main Library Forest Heights 14% Grand River Stanley Park Country Hills Pioneer Park Not a regular user ~u visit most often? 55% 281 70 10% 53 10% 49 7% 33 1% 6 3. How important is it for the Main Library, through renovation and/or expansion to: Create a welcoming and attractive library space? Very Important 63% 319 Important 25% 143 Not Important 8% 39 Provide space for library collections to grow and to accommodate new formats and means of accessing information? Very Important 75% 379 Important 20% 103 Not Important 3% 15 Increase the number of computer workstations to meet the demand for and need to access resources electronically? Very Important 45% 230 Important 38% 192 Not Important 15% 77 Offer space for art displays, lectures and cultural events? Very Important 39% 197 Important 41% 208 Not Important 19% 94 Consolidate all services to childre n in one functional and child-friendly space? Very Important 51% 260 Important 35% 179 Not Important 12% 59 Increase physical accessibility by lowering book shelves and widening aisles? Very Important 40% 203 Important 41% 206 Not Important 17% 85 Kitchener Public Library Central Library Project Update May 7, 2008 Preserve archival collections in climate controlled storage areas? Very Important 49% 246 Important 39% 198 Not Important 10% 50 Incorporate energy efficient and sustainable green design features? Very Important 64% 323 Important 25% 129 Not Important 8% 42 Expand library parking? Very Important 46% 231 Important 30% 153 Not Important 22% 112 4. Based on your responses to the previous questions, which of the three options for renovation and/or expansion of the Main Library would best meet the present and future need for library service in the community? Renovation and 54,400 sf Addition 64% 325 Renovation and 30,000 sf Addition 19% 96 Renovation Only 8% 42 No Response 9% 44 5. What is your vision for an enhanced Central Library? A total of 236 comments were provided. Recurring themes are summarized below. Vision • A strong, vibrant central library is essential for Kitchener's redevelopment and improvement. To do this, the library must accommodate all current and future needs, including increased space for an ever-increasing population. • A cultural focal point for Downtown Kitchener that enables access to information for all, is a venue for workshops, presentations, art and media exhibits, and a place for people to relax and enjoy their leisure time in comfortable, friendly surroundings. • A community cultural and knowledge centre for Kitchener and area, a destination, a model for revival of the downtown core and reflective of the economic and population growth in this area. • I would like to see a physically accessible space with an inviting and warm atmosphere. I feel it should be a centre point of the community where people want to go for open access to knowledge and information whether it be Internet, print or through community lectures, etc. • Our city's public library should be a prominent building in the downtown core. • I believe that libraries, as public places that are open and free to all, are one of the best investments that a community can make. • The Central Library serves not only as an information hub with special collections, staff expertise and programmes for the whole community, it is a destination that makes Kitchener proud, a cultural center with all kinds of events, information in all formats, music, art, a state of the art welcoming place that will attract people of all communities, nationalities and ages, and people will know to be leading edge in the area of information technology. Kitchener Public Library Central Library Project Update May 7, 2008 Build for the Future/More Space (49 comments) • A bigger, well laid out library with up to date service points and collections. This library is tired, unattractive and challenging. • Build the largest one possible. • Expansion in addition to renovation is extremely important -the library has to have room to grow. • A library which accommodates present and projected growth demands. • My vision for an enhanced central library is a facility that can accommodate an expanding local population, house a growing collection, and achieve the highest standards of energy efficiency. Option 3 realizes this vision. • It should be large, airy, and welcoming and beautiful and it should leave enough space for future needs. Kitchener is growing and this new library should reflect this trend. • Option 3 is not an option. It is a must do. Anything less is a waste of time and money. Do the right thing now for the long term. • An attractive, well designed facility which meets our needs for the next 50 years. • Expand so future renovations will not be needed for a long long time. • I strongly support a revitalized library that recognizes that the population of this region is growing. The plans need to look to the future and not just address the concerns of today. • A building for the future -one that will enable expansion to be able to handle everything needed for at least 20 years. • We need to invest now for our future -our local government spends money on redevelopment of our downtown -let's spend more so our central library can be a place citizens want to go. • Build and invest for another 50 years -Option 3! Collections, Services and Resources (68 responses) • A place that invites the community in, with excellent collections and programming. • Better kid's department and programs. • Space for meeting people and socializing apart from necessary quiet spaces, with a quality well run coffee place. • The central library should be a gathering place. • Room for expanded collections housed together in spaces that make sense and are accessible would be wonderful. • Somewhere with more recent books, different types of materials available and lots of places to sit and read. • I think it's very important to have free access to computers for an expanded audience. • More programming for teens. Kitchener Public Library Central Library Project Update May 7, 2008 Parking (56 comments) • Without adequate parking, it just won't work. • I would like to see free parking. The library is supposed to be free and you get out of your car and have to pay to go to the library. • The idea of a collaborative underground parking lot to accommodate Centre in the Square, the Art Gallery and the Library is an intriguing idea that should be expanded upon. • Need to expand parking if expanding library. Community Libraries (10 comments) • The growth of Kitchener is outward and there should be more branches within the growth area. • Main library needs updating/enlarging; however, thought must be given to the branches and their needs and the needs of their clients. • I think the library should focus more on providing better service to non downtown patrons especially newer areas with growing populations. • I would like to see an expanded Forest Heights library. • We need an attractive, efficient central location. However, expansion and improvement of all branch locations will require attention too. Cost (7 comments) • A Central Library is fine, but to spend a large amount of money on it is not a wise decision. • I am against spending $26 to $51 million. Our property taxes are too high already. • I'd like to see some other alternatives where the money could be better spent! • Too much money at this time.