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Item 9C - MemoITEM 9C ICITY OF SOUTHLAKE MEMORANDUM June 2, 2022 TO: Shana K. Yelverton, City Manager FROM: Stacey Black, Senior Director of Human Resources SUBJECT: Consider and provide direction on recommendations from the Library Task Force regarding the location, facility characteristics, service offerings, and complementary municipal uses for a new Southlake Public Library. Action Requested: City Council consider and provide direction on recommendations from the Library Task Force regarding a new Southlake Public Library. Background Information: Southlake Public Library. The Southlake Public Library serves a world - class community dedicated to learning, personal development, and success. The Library opened to the public on September 26, 2001 on the first floor of Southlake Town Hall. The Library occupies 10,240 square feet of dedicated space on the first floor of Town Hall and houses a collection of approximately 44,000 items. Additional space has been made available for administration and technical services staff offices and storage on the second floor of Town Hall. In addition, a shared meeting room space on the third floor is used for programs. Over the years, several concepts have been considered for the next evolution of the Library to address the community's growing needs and continue to provide best -in -class customer service. Library Study. In 2016, a Library Study was conducted, which included an extensive review of library patron needs and wants, recommended facility goals, and presented several facility options. Ultimately, an approximately 30,000 square foot facility was recommended. In the fall of 2021, the City of Southlake engaged the services of Hidell Associates Architects to review and update the 2016 Library Study. The 2021 study reviewed, validated, and updated the recommended facility goals shown in Attachment A. The 2021 study also solicited comments from respondents, which provided additional context to the survey results. Common themes identified in the comments include increasing the collection size, improving parking, increasing the size of the Library, creating a comfortable space, and providing access to natural light. Shana K. Yelverton, City Manager June 2, 2022 Page 2 ITEM 9C Library Task Force Background. City Council established the Library Task Force to help determine the best way to move forward to construct a new library. The Library Task Force Charter (Attachment B) establishes the purpose of the Task Force, which is to review options and make recommendations to the Southlake Library Board and the City Council for the location of the ultimate Southlake Public Library. The Task Force will also consider and advise City Council and appropriate boards and commissions on complementary municipal uses to enhance the customer experience at the facility. Using City master plans and technical studies as a guide, the Task Force may also suggest facility characteristics and service offerings for a new library and other recommended facilities and programs. Mayor John Huffman appointed Councilmembers Kathy Talley and Ronell Smith to lead a Citizen Task Force through a process to make recommendations to the Library Board and City Council. Seventeen community members joined the Library Task Force; refer to Attachment C for a complete listing of members. Library Task Force Process. The Library Task Force began their work in February 2022 and developed a process and timeline to tackle the charge given to them by the City Council with the goal of presenting recommendations to City Council at the June 7, 2022 City Council Meeting. WINTER 2022 FEBRUARY- MAY 2022 END OF MAY 25, 2022 JUNE 7, 2022 APRIL 2022 MAY 2022 They created four subcommittees to study and review available materials, conduct site visits, and develop preliminary recommendations to meet the established timeline. The subcommittees included: • Site Location; • Library Facility; • Complementary Amenities; and • Finance and Budget. The Task Force based their preliminary recommendations on the work of each Subcommittee. Public input was an essential part of the process, and they established an online comment card and held two Town Hall meetings to gather feedback. Following the meetings, they finalized their Shana K. Yelverton, City Manager June 2, 2022 Page 3 ITEM 9C recommendations and presented them to the Library Board to seek the Board's feedback. The final step in the Task Force's review process is to present their recommendations and the Library Board's feedback to the City Council for consideration. Public Input. On May 11 and May 16, 2022, the Task Force presented their work and preliminary recommendations to the public during two Town Hall meetings. Both meetings were recorded and available on the City's website at www.CityofSouthlake.com/Video0nDemand. In addition, the Task Force invited the public to share their comments and questions through an online comment card. As of June 2, 2022 at 12:00 pm, the City has received 281 comment cards, and they are attached in Attachment D. A review of the comments shows that 7% support Bicentennial Park, 55% support Carillon Parc, and 36% support Parkwood Drive for the future location of the Library. 2% support leaving the Library in Town Square. The comment card will remain open for public feedback until June 6, 2022, and the Task Force will provide any additional public feedback to the City Council prior to the June 7th City Council meeting. Library Task Force Recommendations. Site Location. The entire Library Task Force initially reviewed nine potential sites in the City as a possible future location for the Library. Following the review, the Task Force selected three sites for the Subcommittee to visit, review, and evaluate: • Bicentennial Park; • Carillon Parc; and • Parkwood Drive. The Site Location Subcommittee took the lead on the site recommendation process and produced a Site Evaluation Report (Attachment E) that outlined their process and review. The Site Evaluation Report includes each site's potential benefits and challenges as identified by the Subcommittee, scoring criteria, and scoring results. CARILLON PARC BICENTENNIAL if PARKWOOD PARK DRIVE CARILLON PARC 72 BICENTENNIAL PARK 61 PARKWOOD DRIVE 55 Shana K. Yelverton, City Manager June 2, 2022 Page 4 ITEM 9C Following the Town Hall meetings, the Task Force met and further discussed and evaluated the three site locations. After their review, the Task Force recommends City Council consider either Carillon Parc or Parkwood Drive for the location of the Library and multi -purpose performing arts facility. The Task Force believes the Bicentennial Park site presents the most challenges and provides the least amount of flexibility. In addition, depending on the recommended facility and complementary amenities, it will most likely require the removal of the north tennis courts and/or the baseball practice field to fully accommodate the facility and adequate parking. At this point, the Task Force does not recommend removing any existing amenities from Bicentennial Park to accommodate a new facility. Both Carillon Park and Parkwood Drive have adequate space for a library and multi -purpose performing arts facility. Neither site presents a perfect location. Each site has very different benefits and challenges, but either location could accommodate the facility. RECOMMENDATION SITE LOCATION RECOMMENDED: Finally, at the request of the Library Task Force, staff has engaged the services of Kimley-Horn to review the traffic at each site. A copy of their draft report is included as Attachment F. Library Facility Recommendations. The Library Facility Subcommittee reviewed possible facility characteristics and service offerings for a new library. In addition, the Subcommittee produced a Library Facility Evaluation Report (Attachment G) that outlined their process, review, and recommendations. Ultimately, the Subcommittee prepared two guiding facility statements and identified thirteen facility priorities they recommend be considered when developing the future Library. Following the Town Hall meetings, the Task Force met and further discussed possible facility priorities. As a result of their discussion, they modified the guiding statements and added a facility priority to directly recommend that the facility be accessible and inclusive for everyone of all ages and abilities. The Task Force's recommendations are included on the graphics on the next page. Shana K. Yelverton, City Manager June 2, 2022 Page 5 RECOMMENDATION FACILITY GUIDING STATEMENTS RECOMMENDATION LIBRARY FACILITY PRIORITIES 0 (_EXPANDED COLLECTION AREA DEDICATED SPACES ®CUSTOMER -FRIENDLY OPERATIONAL STAFF & CONFIGURATION AND SEATING STORAGE SPACE 0 /ONVENIENT PARKING & ACCESS0 INTEGRATED TECHNOLOGY C J DRIVE -UP WINDOW & RETURN J 0 � CAFt SNACE & DEMONSTRATION/ ®C\DEDICATED CHILDREMS SPACE 0 OUTDOOR SPACE \r 0 FLEXIBLE PROGRAM SPACE 0I SUSTAINABLE DESIGN ' 0 ACCESSIBLE AND INCLUSIVE FOR 0 rFRIENDS OF THE SOUTHLAKE ALL AGES AND ABILITIES. \„ LIBRARY SPACE ERE[DMME om IN THE 2021 LIBRARY STUDY ITEM 9C Complementary Amenities Recommendations. The Complementary Amenities Subcommittee reviewed possible complementary municipal uses to enhance the customer experience at the facility. The Subcommittee met several times to review relevant materials and conduct site visits. In addition, they identified and recommended critical and additional priorities that should be studied further for potential inclusion in a new facility (Attachment H). Ultimately, the Task Force recommends the facility include a multi- purpose performing arts component, and they recommend the City continue to explore the priorities identified by the Task Force. Finance and Budget. The City has long planned for an expanded library, and long-term financial projections contemplate associated capital and operational costs. Where possible, grants, sponsorships, and foundation funding will be obtained to offset the cost of a new library. Ultimately, the financial plan will consider the facility and match appropriate revenue to the planned uses. Library Board Comments. The Library Task Force presented their work and recommendations to the Library Board on May 25, 2022. The presentation was placed on the Library Board's agenda as a discussion item to allow the Library Board to discuss the item and provide feedback Shana K. Yelverton, City Manager June 2, 2022 Page 6 Financial Considerations: ITEM 9C and comments in their advisory capacity to the City Council. The Board meeting was recorded and is available to watch on the City's website at www.CityofSouthlake. comNideoOnDemand Library Board comments are also documented in Attachment I. Generally, the Library Board voiced concerns about parking, site accessibility, and economic factors. Recommendation Summary. In summary, the Library Task Force believes that the Library and multi- purpose performing arts facility could be successfully located at either Carillon Parc or Parkwood Drive. Both sites have pros and cons, but either location could accommodate the facility. The Task Force has developed two guiding facility statements and fourteen priorities for consideration that they believe will help guide the development of designing facility characteristics and service offerings to best meet the needs of the community today and into the future. The Task Force recommends the facility include a multi -purpose performing arts space. In addition, the Task Force recommends that the City should continue to explore the complementary amenities identified as priorities by the Task Force as the project progresses. RECOMMENDATION SUMMARY SITE LOCATION W, Carillon Parc or • Parkwood Drive Guiding Statements & 14 Identified Priorities Multi -purpose Performing Arts Space & Continued Exploration of Identified Priorities. The City has long planned for an expanded library, and long-term financial projections contemplate associated capital and operational costs. The plans for the Library are being developed with an understanding that additional taxes will not be required to fund its construction. Financial projections, including construction and operating cost estimates, will be prepared once decisions are made regarding the location, facility amenities, and programming. Shana K. Yelverton, City Manager ITEM 9C June 2, 2022 Page 7 Strategic Link: • Focus Area: Performance Management and Service Delivery • Business Objective: Achieve Best -in -Class Status Citizen Input/ Board Review: Library Task Force Town Hall meetings were held on May 11, 2022 and May 16, 2022 and an online comment card was available for public input. The Library Board discussed this item at the May 25, 2022 Library Board Meeting. Legal Review: N/A Alternatives: Changes as may be desired by the City Council. Supporting Documents: Attachment A: 2021 Library Study Recommended Goals Attachment B: Library Task Force Charter Attachment C: Library Task Force Members Attachment D: Online Public Comment Cards Attachment E: Site Evaluation Report Attachment F: Kimley Horn Draft Traffic Review Attachment G: Library Programming, Uses & Facility Priorities Report Attachment H: Complementary Amenities Priorities Attachment I: Library Board Comments and Feedback Staff Recommendation: City Council provide direction regarding the Library Task Force recommendations.