HomeMy WebLinkAboutMinutes 1989SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Thursday, January 26, 1989
Room 2401
CIVIC CENTER
11E10BERS PRESENT: Ald. Collens, Feldman, Juliar, Morton. Rainey, and Rudy
PIZ ESIDING OFFICIAL: L: Ald. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Joel Asprooth, Don %fright, Richarc Lan%on, Doris llolin, %iary
Ann Cappo any+ Kim Kuttner, and Arr ':c°nn=>r
APPROVAL OF THE MINUTES OF THE NOVEMBER 30, 1988 MEETING
Ann hienner requested a correction be made on her statement - ern;nI the location of
libraries outside of the downtown areas in surrounding comrrur,.,,ic>;. Tl,e intent of her
statement vas to question why Evanston needel to have its librar. ['�e rfnar�town, not wrhy
those communities chose not to have downtown locations for :-e:r :i,�raries. Il ith this
correction, the minutes of the Novernber 30, loQS meeting were unanimously approved.
REVIEW OF THE LIBRARY COMMITTEE'S GOAL FOR 1989
Chairman Collens .announced that the Committee's Aor'� for t`.- -;nsisted of two
closely related tasks. The first was to respond t,-% t'le City -n„n= ;:
-=,-e;t `-7r a specific goal
statement on the Conirrittee's act#%ities for 1'4SO. ref nndl%, ;h<°
t e rzeedeo to sort nut
the role; ,-i..^. f ]r t.'—
rr .,.,-t. Tt,e
Cornlnittee -xoido be lookine at the rop• required to
„`)r3r% as the,
rxa:nine these steps, `7egin to determine .% )o %%as ,:o#ng to oo ..
-.. Committee
members 3ttention to the chart of tasks preRareo 11%, 11r. C,3rt.`
::raft 3' >uggester!
language koal. C rorrmittee rrernbers also haC a memo fro=r- t—
_.. _.. 1`3oar- x#th Their
sug�:esti n; on ho%k- rt-sm nsibilit% shmild 'oe
ar :i:'ni f!r,. 'swan .c,t c> _ .i! <[�'. r t �nr-r,>t.
>• - r� .,,,A
1rhrar, t`i r=, .xi, [1 ,I[ ;,,,p.,;[3
selection of arrhltert ,rc'. romplet#can .of the des#pr) Cevel,opmeht
e
that this goal took the Cormn#tte, .inC the II trary a %ery long .�.r •
~� ~ .,r"- ['1" .� [� —oil of
the steps outlined in the (_hart. 11r. Fatter re%ie�%ed each of the ,'
_ -'n tiart. nder sit"
decisions he noted that negotiation, f-)r the exaonder' site arc -
,n ,,;gh %1,3
There nav be some alt,_•natko-onf121-ration ) Ati eri,riented uit
r:os' _ ; [he final
,-onfiizfir3t#on shoulc '3e settled upon ti� the c r,r of tune. In r:�,;: "-
: - .estic- from -N;d.
fiudv 3brn#t -asponsihtlities, '1r. !-arter expl:aiec Clit the -',.art .,
- -ne .Op-h
tried t,7 nr;[llno IUst the -r,alor t35�s ,'I,- »,n -,,f
p",;nt
® nt?rr I,3tIC"�`rp5, %o .3ttpmpt tiaw "It—n - .r?., a: t'?is ]= till t;
fit:r�,.
He e\pl.a#-v- that f it.1re rliagra--s \%cult' "e,--or ••-iic!a ,re C�tal.
Special Committee on the ,Main Library
Minutes - January 26, 1989
"image Two
2. The second task was identified as interim service decisions, those involving a question
of whether to stage construction or create an off -site space for interim service.
3. The third task, clarification of responsibilities and definition of 1989 goat, were the
tasks being considered at this meeting.
4. The fourth task an the architectural competition was subdivided into four phases; the
decision to have a competition (already trade); the negotiation of a consultant contract
(now underway). the first phase of the competition, which includes acceptance of the
contract and preparation for the competition, and the actual conduct of the
competition program. He explained the difference between the two phases of the
consultant's work with the first phase of gearing up for the competition and taking
approximately three months. He noted a one month break at the end of '.1a\ before the
actual competition would begin in July. He stressed the importance of ha'.ing all site
issues resolved either before or during that time period before the cor*-'petition can
•nave forward to its final phases.
5. T`le fifth task was the review and acceptance of the building progra"n statement,
during which time the Committee would have that statement presenter: to there for
their understanding and acceptance.
(i. The sixth task involved funding decisions which would be .]t se%eral <ey points and
probably under consideration during much of the projects lift'. He- tdentifieo t:]anges to
the Capital Improvement Arograrn and the results of the fund raising report is to kev .
points. Additional information may become available as the oroject -eves along
requiring new decisions.
7. The seventh task would be developing a contract with the \yenning architect and. if all
went according to the schedule, that task \would probably take pface :n the 'ate fall.
S. T tie eighth task becolnes the architects initiation of the ce\elcpment phase
`l!ong with preparing cost estifnates. This ;iihseoiientl\ t')e Nr•'23ratlon �f
%vorktne <1ra�Llnv-; follo`x—I hl hicl {inn Inr! �.�,;]r•.� .,f .�.,, .;..,lr+
A<<()rl-finr to this schedule It Is antwinate(" that the rho:en ]rr'1i P_'t Ail: ^"!'• just t)t
getting into the design deyeloprnent phase 3t t`!e end, of I�4° Ait`� .';� activity
continuing into '911f along. .%ith the (-orstrui'tlon )f the prole-t i7 +r.
',1r. Carter ; nphasized
t'le prohrrinar\ nett ]re of thl,
�Ijtline
.in(h t'l.It .ts Jr cse .,as
to gl\e
i->Irlr ltt:�e r<'r,,h�rs a
=el er.�ii. �\t�r�;ru ?f t'`'
[I c'
fr., t', �• ,�
Nr�, rfP
t')
'�P ;s
St.3tt'r:
t�']t [�'I, .i3r'"ran, .\ ]S A' _1t
t'orlllrltItr_n
,1. err 1r1{If' S,-, .-,r,
,,f t'.c
terrP` .S" ('r':,' c-
,^e• rS-.I Dr
-N 1ri. \ t o r ton ask er{ wh% he 'A of Ft:lke sill 11 .1 :oOF tl,'t' 1,� •+-.lkc' [ ' p r*,'"._:.]n .;r' '."A [rl[''r l:n
ser',1(7F- uo111c7 be 7r()vtder:. Vr. 1_,3rter respondeO, that por')ap, th'..' t r11t' ..c `)e .'tene°(1, wilt
`'t' :xpec tad: that it—i-) tit' be ilnder Cnt,Inl lt[t'e 'Or ] ',7orv'r 'r-e. ' P said t`le
,`r -i:id)nhE 3 one ini-' '•l"71;;;! .'t'olllrr' Smnf, ;}rof+'Sslonal "C" r' 'stjncmP
A�iar Noldrt `)e ir\,j:\ve In elt ler ,taring-_)nstru( tlon •-)r `)l}11'll i• 7:.lt'lllt\.
V )rtOn JrL!Nr that t.5di caPrI51on IJP "',3Ce ,l> jd]()rl .3, ;)d)Sil lt' int' U 'Irrnr?
:[;nk? rt'1[ t1'e1 '.Lt)IIiC heg:n In Fee rliar\.
Special Committee on the Main Library
Minutes - January 26, 1989
Page Three
Chairman Collens felt that parts of the problem had been studied as far as service was
concerned, but we needed more refined information on actual costs. Chairman Collens
requested that staff come back with more specifics as to what is involved in making interim
service decision. She identified it as a question of both geography and construction, Aid.
Feldman reminded Committee members of the potential impact of staging on the final design on
the library building. He wanted to make sure that the design would not be compromised by the
decision to -stage. Ald. Rudy commented on the time factor of staging stating that the library
might have to live with three years of construction before completion rather than eighteen
months. He also speculated on what the connection problems might `)e bet%veen the two stages.
,old. Rainey requested that an itemized account of the effect of ztaging or not staging be
developed. Committee members wanted to see a comparison of -ost, tune, design impacts and
service impacts in considering whether or not to stage construction. sld, 1lorton commented
that some data %vas already available and was given to their in e3rljer reports by the Library
Board.
\Id, Rudy commented on alternative site configurations and `final -orf:rur3t:ons that, aside
from setting design goals, we would like some opportunit% [o ha,,- t`ie cesikner5 to suggest the
site arrangement. :old. Feldman observed that %hen t`)e ro,rrrittee Disc lsser' the square
footage necessary for the librar` and the necessity for an expanded site, th;'re xere not a lot of
variables left. He saw Borne olav in the set backs, but '3HIie��^ xA .;,Are Qning to use the
footprint developed. He felt the Committee needed to resol-,r- )r n)t there %ill be
setbacks and. if so, which ones. Once that decision is finalize~, t^a: x .:lr. t3wt care of the
configuration. %1r. Asprooth observed that the issue to deal x,[ titet'•'- ther- is any
opportunity to expand hevond the established setbacks. It xas ',3[ the e.r•isting
setbacks were to be fixed and they needed to be clarified at th.� -t. --hair- an Collens felt
that the Committee had defined a specific footprint m t`)e tl)v,. `)ad sent to the
Council and if there is anvthinr, to be changed, it would be ber-au_F, major piece of
information during the competition process. Ald. Feldman requf"stP�: ta: 1 )e '-inutes reviexed
to see if the Committee made a specific decision in this re gar�. . _. _c�, roT-
r'nented on the
number of square feet for t,`ie li5rary and whether 'xe had 50t11 n�'t _ fl.or 3re3s required
Aithin the footprint beine _nnstdereri. He felt it was irnport,�--, :he rt-!.3[ionshcp
5et•tieen a fined footprint ,incl these nurr.bers.
(-h3tr1-nan Collens suggest-d that the ite-n on r-I;irifjr-.l(:of1 0' -.
..,. ;Ie 13he^ riff the
major task list since that is xhat the Corrm.ittec is dointt to arr;,•'
She .gent on to
re�ie%% the fourth step, decisions on t`)e ar,-hitectl:ral co+rpc tit :'
~F '"at t``e ftr,t step had
been taken with the cecision to hate .3 convention. Tilt-
use!:, neQ3t13tton of .3
constt;tans r-on(r.art is in the hands of t1)e manac�,-r 3t
-car t-e ;chase Df
Pret-3':ng f,ir the rnrrpµi:[i{,r , :hr' c-)rr,nentec tfill the -:anti,;i[ .
. . ram- Ot'f'
�j!f„r,tlt t3".�� t;ld! t`lat t1't' \^i� '�`.I�t"P -SF1C :''t' lr�t:t`-;l '�{�.'ar-
'_• -,• 1
thCyr� i.'h,, �''r tr'II :t A'i t1-1 tf'r'
t �)IT 0tir10n ar t: chat the t'ounI-II is ,-atec t3. There reec.•'
-e _: - .Wt, 3r c,
program st.3ternent. :lid. Rudti requester: an outline of x'h-3t
:-.3. Nr t-e ar,)'z%-. '
statt"rent. Aid- Feldman asked if there ,tias a ;ectton of the .-o"
..- 3[?real; .�~tch dea!t
wjth the valr3es of the rornr--unity to x ,ich contestants xzrr' t.,) —7
"`f� a^k-i; in
3ffirrmatj,,e. a!d. Feldman stres5i-d the irrportarwe of party, .
_. —e^t Der=.se one
the state'rents frerlue-)II-% 'nade %. as thit %%e %%ante-i the 3rr'::-
)f Cie
c *'rTiiinit\. �tr. �'ar[er rr'.o'nCeC t a dAtit';[inn i t, ,I, .'t„
:.. n;tr.-. Sur`' a
Lin i[t t,3[e^3ent tii, rerrtmiinP 7 ittr'r' n, ,,—, ,if
0 1 ' )r i 11 on -onsict'ratiun, !')r t4,t' ^,etl li,)r3r,
Special Committee on the Main Library
Llinutes - January 26, 1989
"age Four
CJ
Aid. Feldman expressed his interest in having such a meeting conducted and suggested a number
of other organizations be invited to participate. Mr. Carter responded that he had talked to the
consultants about fnesign Evanston's offer and that they were very enthusiastic about working
with them. Chairman Collens suggested that a revised chart should break down the first phase
of the consultant's work program into: building program statement: competition rules: and
community statement as Separate bars on the chart. She asked for information on how fast
Design Evanston could p+1t together a forum and how that Aoiild fit into the procey,.
Ald. Morton asked for clarification on the community state -vent. \Ir. Carter stated that it was
the understanding of the consultant that they would need to develop a cormunity input segment
for their program, AJd. Rainey asked if the consultant's saw the community input forum as a
launching point for the development of the competition. Ilr. Carter responded that he wasn't
sure how the consultants saw that fitting into their program. but t``at it couto serve that
purpose. 'Mir. Asprooth asked the Committee hotL they saw the rom—r:nitv inp it session and
underscored the irnport.ance of hating a consultant understand ho%L '.Le .asked t'1!s aaproach. He
.jrged the Committee to define the role earh. Alr;, k,ollens felt it '.La, ^e essay. to linderstanc
,L•hat questions the community rneeting should be raising and ho%k t'lat ;Zot imrluct�d in the
program statement. \Ir. Lanyon commented that the '-onsultant sholitr or• nhre -, -raft of thH
rrogra•n as thev see it 5ased upon all the information that Elie-, have r?rp .ter !rr, - t`}e Librar,'
Board and prepare dis{a13yS and organize a meeting around this !o-u� they t!lar, ,t3rting the
process .kith public inLol,.ement where VOL] %ere to get rnore ranctn-r r•>>oonse,. Chairman
Collens thought that the purpose of the meeting %vould he to have the• ;n,uitart', 'rear chat
kind of lihrary the citizens '.%ant. ald. Feldman felt that the consult}nt'_, �r)cess '.%ould
greatly enhanced b,, a potpourri of values as expressed bL variou, ;^sins e-,rsrituencie,. •
. oere should be no commitment to follov. anv particular point of but t`)e ,nforination
would be helpful in arty Digest about what the li!)rary plans are suppcse, to resp:nd to. This
would give them a hood idea of the rich fabric of the eornmimity, A.C. Rur'v e•r hasized that
the precornpetition preparation was the only place A -here dire-t ant-,
tt};es place. In response t,3 •old. Rainey's question about `low '-ornmon L ,s !']r ,--petitions t,]
follow the Chicago motel .where displays a-ert? set lip anyl the people iti-e^. r. '.]tr, 11!.
Rlldv responded that ft xas -ommon to hays iot ti ,ct,.-a-t'�• 'espcn�Pd
that it tLa, the intent of this 1-omor-tition to ha LP the 1isp1a,,. t, •r, rerr, •(,�C
C,i] lmittee 'nerrbern of : ,e dIiE)IaL'S of 11)e
Therf• folloAed ,3 g2!ner.3! ,-Iibc1ission on %xtie ther ne-�lgn ti,3n,)tnr) .'c
..: rei, l? f: the
r•S'nrnunit,, inp[it zessi+-n. \Lhat general questions >rlutifn `7e raisoc, -
- ;~•a; Las neece~ to
prepare for the Eneeting. t,ternbers of the t'wnrrllttee that
:,huuld pelt the ar 7S?'3"i together :n ronII10 CtA i t'' r'it' C^lt'. _
3 L: - 'f `1- to
enrour.a} e na�[1•-:Gatic'r. �!r, hud. !elt that .r :s ~t .:c' - )r�'
_ .. - ,t
;lP nef'tlIli ,-�,,- +1�\to ,'t, •ilirni]e .` 't~f ,.ir..,11 ,�f1,a�� rn.-
-.- - --- .-�L. -
.>.3 r t i'- � r', E o
!l3lCinbn �-Ml-ris r.jr•le'! t'le dijC:]s5ion Eo the C7Ue's:ion 'J.` !'.r'r SPierli;
Rainey rer311e,d that th3[ •.Las one of the tasks th,3t the e-nn,ultant's sa'.
- km—C; 7--fors In
tit, di srlis�. jon t`lat f,;i!.,,Led it Las '_larifie(j t1,a t`e jurors t^'-.
_a •ae-_,.e(; bL t`)e
.-,insiiIta s her,}Eise, that ".i['. the n()tL ledge '3! 11'r '.l.l, "eL I11,1 tN '}r'r! ^_
._ .'. ". ~'it ?tIfIC
:f L`l C' !'ir'. >C IC"rills tL?� !''ft to t')e ' li•'rT [. T'-,C' �:'r art t�rl.ir 1L '�':. •:
_ �( r''F' ,;r1;11i:'�t'�
WIN' troll }: c ``�:�`� t``,it r.v7:1 r•� [!�f' ,` ±T'.,'f�Ett!'" t.L+1 '.L .,
.� .J
ijt)!L, rl3' -.e!, .3nd 3t .]rle, d
'':it:
I; "o E"S xPre ,i r14; r•'aN
,73rtlr;;l3tl'-I) ]f jrr;ie•-t,.
0
Special Committee on the Main Library
Minutes - January 26, 1989
Page Five
It was also explained that there were safeguards in the process to prevent competitors from
attempting to design to the preferences of known judges. It was clarified that the Board would
be getting a panel of names from the consultant within a series of categories. Kith that would
be a description of their qualifications and rationale for choice. From that panel the board
makes a selection which they will in turn recommend to the Committee. %Is. Cappo stressed
that the consultant would be developing a list of architects and the Library Roard would be the
resource on other members of the panel representing local interest. The Library Board will also
make a recommendation on the composition of the jury, that ii, the number of librarians,
architects, engineers, etc. Ms. Wolin discussed the delicate natire of selecting and discussing
the qualifications of highly qualified architects. Vs. \[oiin stressc',-, the importance of having
highly qualified architects on the jury to guide the competition arc felt that the consultants
could provide that advice. Aid. Feld -man observed that it worllc be desirable to have a
rornmunity input siate-nent before considering jury selection so t`az the state rent of values
could be used in evaluating the kind of jurors neede,l.
•lid. Morton requested, in the interest of sa�-tng time, that 3 list )f ill '',e items agreed upon by
the Committee be prepared. aid. Rainey asked when the Com:'-ittee +%as going to begin to
ri—eive some of the substance of the precompetition preparations.-Ihair'rar Collens responded
that the Committee would see a contract from the consultant b-, tht' enc of Fe']ruarv. at the
nett greeting Chairman Collens t'lought there ;night be a rellsrr, --art 'Dr ;3s�. a presentation
on the buttding program stateirlent, and additional tnfornitinr -)n ahasiniz. -lld. Rainey
suggested that the public meeting be scheduled at the next rneetinr -,f ;`1e �,—=rittoe.
,aid. Rainev raised the auestion as to \whether the Corrmitte� r:IC ac'—rt some of the
40 tigelines prior to having a contract with the consultant. 11r, arter responded that the
timelines were ronceptual and would probably get revised once tFir ;-tract x it`i the consultant
got iinder'.vay. Chairman Collens noted other critical ole,rents - tie ti:rehne as well. She
noted that it '.%as subject to change and its purpose wa, to giro ap;:r_.;'--ation )f `+ow -such time
different tasks '.would take in their relationship to one -inot`it!r,
Chairman Dhserved that c+urini tl,e se�nnd phaSe )f t`}r 1---petition. there could
be little r,lrect invol\A'nent of the Comrrittt'e. The` 'xotlif:, 11ol%ed again at
the ti-re the '.kinne7 is selec-ted aril ne P--ftl itre i;()(Ir rr t :+• ,
itn,+ittc't' '.Iot11i7 be r"�ie\\ink tree rnattrlaI r-,e,'o p e ;or (`'( -... =nr.t:')I}. (.`'air'^an CDllenj
replica in t`le of fir-T,ato e. Accor(".inc: to the _ hdrt these •* .1te': )I- ad\ t\ the end ')f
\la\.
In reSD,1r}St' t,- ] O(1t StlOn "turn 110. i=elnr:,an, Clair —,in i 'I!,'n,, `a' i~t �r'}rnittee
IL'nlliQ xe �llti rn it t; ilk ;he 1:caI t,i te,re }t. 1 rtr "i,i1N i
)r t'-le,i i•,h
.t ,1 Is b1i'17?t']te ., `i^.i 1, !' aft t'.i ,_ 't. ;��t.' t i
It,
corrr-i--er,t anti ;'.lnoraising. ha;r-ndn-f)Hons riot,-r.' t:`.3t the ".t , •►
further ilone before we `}ad a -pore uxa,-t cl)tton �f
t r10it' r 1,-1N, 07. "[,ntr-. t '.fit', t`)e 3r_!};ter"t, 3 [il1E'i;1(?'} t1.is r 3 1 �r!' :Cllr�:,Jn if ttit'
Cit\ t'� t''e kkwner of the rompetit:Uri. It '.1.:in pointt— i1 It th?t 1• 3r' 1_`'` :Q1t:Otl t<}
'1COCtl l" A A,l r,e first \l l-)ner `!11; -;'" rr)t t• .3<- 't'�._" .; ; .1.15 .'}']t
re-.
".' 1F, .3r la
(',e �'�lin'. !I :cep ;c' x(�wr }\r t•,t' °I"ld� :t' 'r'� .31 -\ .. �� .4L �: t-'?
xtim the etcl!ie t:oT, '.1,),:.cl `'t•,
nl.0 �rar+I 1'ie t t`?e firsi<e 3}G t''li [`c'rT t''e\ _'i•?r"t '•I,
ih.3t file _IiIteSta ^r.S "'.otIid .�eP', t0 L, 11-.3t IIn fT''}t.
Special Committee on the Main Library
Minutes - January 26, 1989
~age Six
FJ
Chairman Collens suggested that Number S, Architectural Drawings, be divided into two phases,
design development and working drawings. Aid. Feldman identified this as a very critical stage
where we no longer have the benefit of the jury nor the benefit of the consultants for the
competition. The design development may be significantly different from the original concept
in the competition. Aid. Rudy clarified that the process moves from concept to design
development where you sign off on the design of the project and go to the final phase of %'orking
drawings. Each stage cost more and the further you get into it, the more expensive the
changes. Ald. Rudy commented that, at this stage, the principle architect is on board and it is
the staff that shepherds the project through its final stages. Ald. Rainey asked if there would
he a construction manager involved at this phase and lir. Carter replied in the affirmative.
Chairman Collens speculated on when the committee might go out of business, whether that
would be at the conclusion of the competition, or at the design development phase. She
identified three more points at which cost estimates would become increasingly more fir-n: at
the conclusion of the design development phase, at the conclusion of the working drawings, and
at the bidding.
It kas clarified for Aid. Rainey that regardless of the architects selerted there would be
competitive hlddine on the construction.
:did. Feldman asked when the Committee would have to first go to the Connell on am' funding
decisions. Vr. Carter responded that would probably be in the spring at thc' tine the Capital
lfnprove'nent Program is prepared. Bald. Rudy commented that he would pro--fer to see the
ntiing decisions in place before going to the competition. In response, Chairman Collens •
��ated that the long bar on funding decisions had several points •vithin it, so ~'e of '.khlch would
occur before the conduct of the competition. She emphasized that the Committee would hive
to determine the magnitude of the cost for the project before going out to the rornpetltion. She
ernphasizeri that the total cost of the project and the cost of doing the buildsn are tuo separate
COSTS.
Ald. Pudv requested that the Library Hoard suhrnit Borne graphic to illustrate t`,f� prese^t library
area and the proposed library area. Alo. Rudy .tlsr) suggested that a headsr.tr .r-C-r -iIte ceclstor€s
Inc lijrle so;i) ethlne on .•nnlnv issues.
C I)airman Coll?ns �iirerted Committee rnerlber's attention t3 the r�e r,r3r.L l^' f•3 r the
Librar\ Floard 0hlcl) ra\e the LiSrarN Board's view of repons€hilit,, role• `,)r the project
-1r'Juped under three heading;: Cit\ C.ouncl:.Special C0rr,rrilttre: LI!:rar, iz+;.,r^: and l;'ty
st,aIf Ll')r)r\ stitf. 1 i)::er the flrtit ht'adire. t1w f'rt €te'r "ap ro,\e 311' crtra !S" A1'� a'T'en(,Nd
lr ]L:r' .ati";r 1\ .i l 'r:nl"3c. ts. :)i.1rti 1n( ''.t'St�'_"�. 'In t -e t•,,.: ,te-r, t-v :-i "' .tas
,,, .1•I ins ItIf', 1I. .�r..r- •,r. natll:'i€, 1I+..,1€� .r)r,'l+`.."_ r�."�. �y'� � _. _. .''4'.
`.1.)rt,3n :}sh"(, 3)oUt the pu:_`Ill r['1.3t€ons I )4; tilt'
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.is !:d't f tllat ,Jr',1;r3 i . `on,' cf t`l.lt »t IS !'n t1he ')'ld%"I fir "+',.t. •
Special Committee on the Main Library
Minutes - January 26, 1989
Page Seven
•
0
11
Aid. Rudy felt some post competition publication was important to the program as a means of
encouraging people to make the submittals. He felt the decision to publicize the result should
be made in advance of the competition. Chairman Collens identified the three components of
the post competition activities as publishing a catalog, conducting an award ceremony and a
public exhibi tion for at total cost of $ l 5,000.
Chairman Collens announced that she and Mr. Carter would pull together revised drafts of the
two documents discussed this evening and a yet of the minutes under a cover letter to the City
Council explaining where the Committee is in its present work progrdrn.
NEXT MEETING DATE
The Committee selected February 21 for its next meeting date. For that sect meeting the
Committee %-anted to discuss site configurations, a date for the community forum, and the
interim service questions. Aid. Rainey requested that there be an objecri%e discussion by
professionals in the field on the pros and cons of staged construction. Air,. Rudy felt the
Committee needed to be specific about what they were going to ask and uho t'iey were going to
ask. %t ere A-e going to ask for the cost difference between the tuo approaches' Aid. Rainey
clarified she mereiv canted something that would shed some light on the pros and cons not a
definitive statement upon which they would base a decision.
Aid. Feldman requested that Mr. \t right get from the consultant
statement which would include objectives and evaluation 7riteri
The second rneeting date was set for %iarc`i 15, 1989.
Veeting adjourned approximately 10 p.m.
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SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Wednesday, March 15, 1989
Room 2403 7:30 P.M.
CIVIC CENTER
MEMBERS PRESENT: Aid. Collens, Feldman, Jullar, and Rainey
MEMBERS ABSENT: Morton and Rudy
PRESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Don Wright, Charles Anderson, Jay Carow, Doris Wolin, Mary
Ann Cappo, Barbara Buchbinder-Green. Ray Green, and Steve
Y as
APPROVAL OF MINUTES FOR JANUARY 26, 1989 MEETING
Aid. Feldman moved approval of the January 26 minutes. Seconded by Ann Rainey. Motion
passed. No nays. Chairman Collens commented that the last meeting set the stage for the
agenda items of this evening's meeting which included questions on staging construction, public
hearings, and site limits.
PUBLIC HEARINGS ON THE LIBRARY
Chairman Collens askad k1r. (-arter to comment on Design Evanstnr'5 --sc^nse to tieing involved
in hearings on the library. Yr. Carter reminded Committee members :^.at Design Evanston had
volunteered at an early date to help conduct an input meeting as par; ), the preparation for an
architectural competition. The idea ,vas to bring the design corr^-unit� together to offer
criteria and suggestions for the consultant to include as part of the `:a-�;zrcune material sent to
contestants. At the last m..eeting of the Library Committee, this ;de -.as ?\aancec to a 5roader
hearing 'ln ,3 range of ;iJrary issues and not just design relater. .1n-,. _Irt,�r reper*ed that
Design 17%ar15ton disc'.Jsse- --) re it the !J`Jrar',' 1rnif—t :i ten.:.:.. T ,i-
recon-wr_'nc }ti'or %vas t' cpllt the `�eartngs Into t14n, one .k, t - ,. _ " `r. .••,
communit\ hosted hL rDPsign Evanstoon and a seconC
the Library Committee which would be a general community itlpIJtQ, i`esign z7,-anston
felt more comfortable in dealing with the technical aspects and felt :',. : -e Litrary `cr"rrlittc'e
would be the best part,.- to conduct an overall Tearing. Thee thmight t'-e -ontent of the :�xo
would be very different and both %vould be useful. Following this 're='."s, t~e consultant 'xould
write up the results arc this '%oold constitute Design E•.anst ,n's ': n to he;c c:e`ine
completion prograr-.
Special Committee on the Main Library
Minutes - March 15, 1989
Page Two
AId. Feldman clarified that the meeting to be held by Design Evanston would have to do with
defining the program statement as far as design is concerned. This would contain the
"definition" of Evanston, the values and unique qualities that we want the architect to consider.
He felt that having the point of view of such organizations as Design Evanston, Preservation
Commission, and Preservation League would be very relevant to a program statement. He felt
there was a difference between this type of input and the kind of concerns that would be raised
by the average citizen or user of the library. Mr. Carter commented that, in his discussion with
the consultants, they were enthusiastic about the kind of help they would get from such a
meeting. They felt it would give them the kind of feedback they needed to frame a good
program statement. Chairman Collens asked Mr. Carter to bring this up before Design Evanston
at their next regular meeting and get them to consider some dates.
Chairman Collens asked for clarification on the second hearing and asked what would be
covered. Would the discussion be around the program statement or on anv general topic relating
to the library? Ald. Feldman commented that he saw it as an obligation to hold a public nearing
on whatever is being planned. This would include comment on all the work that the Library
Board has done or the Committee has done, the things that are being considered. He felt the
library project was such a significant one for the community that a public hearing would be
required. Chairman Collens asked what specifically we would be asking the participants to
respond to. She did not wish to create the impression through a public hearing that we did not
have an idea of what we wanted in a library or how to proceed. She wanted some idea of how to
frame the hearing and to announce it in a way that gave it focus. Ald. Feldman felt that, if we
had a site and a program along with plans for a competition and Design Evanston's input for a
program statement along with the work -to -date, that was a great deal for the citizens of
Evanston to comment upon. Ald. Rainey felt that there ought to be an open hearing on the
Committee's presentation and stressed the obligation to hear people. Chairman Collens asked
for clarification as to what was put on the table that would be subject to influence. -1 Id.
Feldman felt that it would all be subjec, to influence, but he excected that ve would hear
mainly how people felt and that we might not learn a great deal tr--t is new because of the
thorough job the Committee had done to date. However, he pointer ^ :t t`iat we might get new
information or insights we had not thought of before. He felt --t t',e process itself was
justification enough whether or not any new information or changes Aid. Juliar agreed
that the process was important on such a major public ,project. ;mpor ;ance of
involving the community whether or not anything new '.vas learner. �e `.elt that it ---fight be
necessary to hold more than one hearing and to hold them at differe-t stages of development.
Committee members discussed at length the type of meeting which arulc be held, the kind of
information available in advance and the timing of conducting s.r- a 7eeiing. C. -airman
Collens expressed the hope, because of the homework already Bore ,he Cor-,rnI,tee, some
confirmation of what has been done so far or comments whir~ - ..r. suQghst z ;nift in
direction. Chairman Collens suggested the need to first re-�ze" the _ -••-s' :;;:�ent
to make sure that the Committee was in accord with thit.
Mr. Fright commented that the Library Board was prepared to brir2 :!:eir program :;acement
before the Committee to explain to them how the new library zp „c differ from - -e old in
relationship to the program statement. He suggested that a highly ;.rr?yia[ed state---ent. not
the architectural one, would be most appropriate for purposes of exnla.-:72 r`e riffererti•�s.
. Special Committee on the Main Library
Minutes - March 15, 1989
Page Three
Committee members agreed that it would not be useful to hold a public hearing on the library
until the site issues were finally resolved. Ald. Feldman urged the Committee to make sure that
whatever information is put out in advance of any hearing, that it demonstrates the thought,
care, planning, professionalism, and the problem solving that the committee, the Library Board
and all the people associated with this project had put into it. He wanted to make certain that
the public understood this was not a casual approach full of arbitrary choices. Committee
members discussed what aspect of the competition might be covered in the hearing. They felt it
was important to explain what a competition was, how it worked, and why it was chosen as an
approach to design a new library.
The Library Board members commented that they had anticipated holding a forum that would
trace the chronology of what brought them to the decisions that they have arrived at. They
would like to do this to help explain to the Committee what they feel has been a very positive
process. They expressed the need to do this soon and regretted that it had not been done a little
earlier. Committee members agreed that this form would be worthwhile, but acknowledged that
it would not replace the need for the kind of hearing they had been discussing. Committee
members felt the timing was critical because there was a great deal of misinformation and
sometimes a lack of information concerning the whole library process. Ald. Rainey suggested
that some sort of fact sheet be prepared in advance of the hearing and that a brief presentation
be made on the main items to be discussed. Committee members speculated on whether the
Council Chambers would be big enough or whether they would need to hold a hearing at some
place like the high school. It was also felt that there was critical rhythm to the public
presentation saying that the timing between the Library Board's forum and the general public
hearing should be fairly close.
DISCUSSION OF COMMITTEE'S UNDERSTANDING OF SITE CONFIGURATION LIMITS
Chairman Collens referred to the flow chart of tasks discussed at their last meeting and noted
there was an item on final site configuration. Aid. Morton had raised the question as to what
this meant and expressed the belief that the site limits had been set. \1r. Carter explained the
reason for including questions around alternative and final site configurations by referring to the
last site configuration presented to the City Council. It was felt t a,, such a configuration
would provide just enough space for the library; however, as the •-r; ;progresses mto the
design phase, it might be possible to find that some minor shifts in one or -pore of the proposed
yards might be required to make the whole design work more efficiently. In such a
circumstance, might not it be better to be able to examine those alternatives rather than being
totally bound by the lines as now defined? He stated that the present footprint had been
expressed as a preference, but felt there ought to be some way to -xa,- .ne it if we fine there is
some need for adjustment later on. He was not speaking of Nx- -o-, .ariatiom f- 7 that
footprint, but rather the opportunity to modify it if the need arise-,. 'e:dman __ enterl
that if there was a good case to be made for any changes, the Comr, Dugf it to be a:-.e to go
back to the Council and request them. Chairman Collens comment-r Dr) ner discussions with
Ald. Rudy and said that he understood the context in which the lines e-P rrawn.
SELECTION OF NEXT MEETING DATE;
The Committee agreed to meet for approximately one hour on \tar_- =° at 7:00 p.m. for the
sole purpose of hearing a summary of the building program stateme--: :e made br Library
Board members,
Special Committee on the Main Library
Minutes - March 15, 1989
Page Four
Committee members agreed to set a second meeting date for Thursday, April 13 at 7:30 p.m. to
discuss the contract for the architectural competition and for any follow-up discussion on the
program statement.
DISCUSSION OF STAGED CONSTRUCTION
Chairman Coliens thanked Mr. Green and Mr. Yas for their willingness to appear before the
Committee and assist them In understanding some of the advantages and disadvantages of
staged construction as an approach for building the new library. She asked that they follow the
outline of questions provided by Mr. Carter. Aid. Feldman stated that the two things he was
most concerned about were how much added cost there would be for doing staged construction
and what kind of impact that would have on the design. Mr. Yas commented that they had not
done a specific study of any cost for this particular operation, but they would be responding to
the questions based upon their general experience.
In responding to the question as to whether there would be a premium in the building cost for
doing staged construction, Mr. Green replied in the affirmative. He described it as a
"watch -like" situation where you have to build one side of the building before you build the
second side, the operations are slower, it takes a longer time, and therefore costs more. He also
felt that the design of the building would, in some ways, be effected by staged construction. At
this stage, it would not be possible to say whether the premium would be 2% or 20% in terms of
time or money. Mr. Yas, in commenting on how staged construction would effect the design, he
stated that it was merely another variable in the design problem. He felt the biggest impact
would be on the building's systems which would have to be built within the first stage of
construction. Mr. Green commented that staged construction would have an effect upon the
operation of the library and that effect was bound to be negative. He stated that they had done
many additions to buildings while they were in operation and that obviously it could be done, but
there was always some nuisances or inconveniences involved.
Mr. Wright asked if there was space enough on the site for construction equipment? Mr. Green
replied that, while the site was tight, there would be space enough. The logistics of ordering
and storing materials would be more difficult. Mr. Yas suggested that soace might be available
on the parking lot across the alley.
Chairman Collens asked whether they had an opinion as to the comparative cost of doing staged
construction versus moving to a temporary location, constructing a ne%6- library and moving back
in again. Mr. Green replied that there were a great many aspects to such comparisons that it
was not an easy thing to estimate and that they had not done such an evaluation. He stressed
that such an analysis is multifaceted and that some costs may cancel one another. In responding
to the question as to just how "bad" it would be to live with phases-onstruction, tie said that
was very subjective. Some people would adapt easily and others Ao,..: - )t. In any --ase, he did
not feel it was easy to live with. %ir. Yas said that he had tai,. '(D the-)Lreclor of the
Wilmette library about the problems he had and that he had stated t",at the real Nuisances were
only in the six weeks when the two buildings were being interconnectec. In descrzbing how the
basic of staged construction worked, Mr. Green stated that you bulls -�e first half, move what
you can into that section build the second half, then move the mater.,.s back into that section,
and then finally spread the entire collection over the completed lin_rar�. Mr. Green suggested
that a balance sheet be prepared and cost scenarios be developed if ' e Committee wanted to
examine in detail the alternatives of a temporary site versus phaso c construction. Vr. Yas
stated that before doing a cost benefit analysis some assumptions uo.. -ave, to be made around
the size of the building to be included. He felt that such a matrix A- o= helpful in making a
decision.
Special Committee on the Main Library
Minutes -March 15, 1989
Page Five
In discussing a possible offsite location for a temporary library, Mr. Green stated that the big
issues are where it would be, how big, how is parking handled, what kind of space is provided,
what sort of finishes are included, etc? Mr. Yas commented on the potential problem of an
obscure temporary site which might reduce the use of the library. Mr. Green indicated that
there were a great many variables in considering temporary facilities including the question of
building a temporary building which could be later used for something else. Another option
might be moving to an existing building, but he felt it would be difficult to find one which could
take the stack loading. In the response to a question as to where a temporary site might be
found, Mr. Carter suggested the parking lot on the west side of Chicago Avenue behind the
present library. He suggested that the timing of the opening of the new parking garage might
make it possible to take this parking lot out of circulation for awhile to build a temporary
structure for the library or a permanent building which would then house another municipal use
such as a new Levy Center. Mr. Yas responded that there were several scenarios to be
evaluated. Looking at the possibility of using a temporary or "Butler" building he estimated it
might cost as much as $750,000 and take up to two years to complete. He emphasized that it
would, in fact, be a wasted building because it would simply have to be torn down in the end. In
doing a permanent building as a shell to house library on a temporary basis, the cost of
construction and demolition would be saved since the building would eventually be used for
another function. He stressed that if you were able to put both a library and a Levy Center up
for bid for construction at the same time, that would probably result in the greatest cost
saving. Mr. Yas did not think that a Butler type building would be appropriate on that site even
for a temporary building because of its appearance.
Chairman Collens raised the question of "overbuilding" with a interim structure for housing the
library and how that effected the market for a building which would then be used for another
purpose. Mr. Green responded that even though the building would be made structurally
stronger then would be typical for an office building, he did not see that as an impediment to
eventual reuse of the building. It just means that the initial costs of the building is slightly
more than it would have been otherwise. He felt it would be helpful if there was some
preordained use for that building, however. Another option he mentioned was building an
interim library in the research park and then turning the building over to the park for their use.
He felt this was the only other reasonable site available for such a use.
A reviewing some of the factors to be considered in staged construction, Mr. Yas pointed out
that their earlier study indicated that staged construction would cost approximately 5250,000
more than building the library all at once. He felt it would be helpful to put the various
trade-off cost in some sort of matrix so people would have a clear understanding of the
advantages and disadvantages which could be quantified. He also stressed that there were
subjective parts of the evaluation which could not be quantified and there ,ncludec Issues around
disruption of library function and nuisances of construction.
Chairman Collens asked how along it would take to construct and move into a Butler building
and there was some disagreement as to exactly how long that would take. Mr. Green felt one
could be erected within a year or less. Even though one could be erected in a fairly short
period of time, ,you still need to construct the same internal systems as }'ou would in any other
building. Building a permanent shell for an interim library which woulc then go to another use,
would take a little longer than a year to construct. Chairman Collens commented on the timing
stating that if we started tomorrow to build a temporary or interim it might be ready by
the time the competition is completed and work is about to begin on thi :.:racy.
Special Committee on the Main Library
Minutes - March 15, 1989
Page Six
A Library Board member Inquired as to the possibility of using a floor of the new parking garage
as a temporary library and the response was that physically this wouldn't be possible because of
the ramping of the floors. Another question was whether or not the warehouse in the research
park could be used and the response was that the structure was being rehabilitated for incubator
lab space. Chairman Coilens also commented that the entire systems of that building are going
to have to be replaced first. There was further problem with its location and parking. Terra
Museum was also mentioned, but it Is not big enough nor does it have the floor loading capacity
needed. The high school as a temporary site had been ruled out because of the shortage of
parking.
In summarizing the advantages and disadvantages of building a permanent structure to house the
library on an interim basis and building a temporary structure, Aid. Feldman stated that the
City would at least be getting back its full value for having invested in a building as opposed to
paying for temporary construction and then paying to have it all demolished. He asked whether
there would be a disadvantage to a Levy Center moving into a shell that had been constructed
for an interim library. Mr. Green responded that the interior finishes should be designed for the
Levy Center and that the library would not be seriously inconvenienced by occupying a building
which was going to be used for another function. ,Mr. Green felt if there was to be a
disadvantage it would be to the library on a temporary basis rather than the Levy Center. ,Mr.
Yas felt that it would be better to design the two buildings at the same time if that were
possible.
Aid. Feldman returned to the question of staged construction on the design of the building.
Acknowledging that the design would be effected, his concern was whether the high aspirations
for the design of a new library could still be met having to deal with staged construction. Mr.
Yas responded that it was not possible to be absolutely certain until sitting down to do the
design, but staging could offer advantages as well as potential disadvantages. He felt the higher
probability to do an outstanding design rested with doing it all in one phase. Mr. Green saw
phased construction more as a constraint, in the same way that the site is a constraint, but he
did not believe any of those constraints meant that Evanston would not get a great library. Aid.
Rainey observed that in discussing the various advantages and disadvantages of temporary
locations, no mention was made of the additional time it takes to build a new library in this
way. She also asked whether there had been a formalized city-wide search for a temporary site
or whether the options had come from different groups of people holcing discussion such as the
Library Committee had held? She asked about any examination of the Bell and Howell facility,
etc, Chairman Collens replied that as far as she knew that type of search had not been made,
but she referred to the work the Library Board had done in site evaluations. Aid. Rainey stated
that she would like to see a complete survey of the City and evaluation of temporary locations.
It was requested that staff survey the existing possibilities.
Aid. Feldman asked how we would know if we were paving toc ".izh a once for staged
construction? At what stage would we know? Would we need to aec,ce that before the design
competition? Mr. Yas responded that it would be helpful to do a cost benefit analysis with a
number of scenarios and assumptions in advance of doing an actual design. There would have to
be some sort of schematic design also done to see if everything would :it, however. Mr. }'as felt
a decision should be made before going into the competition.
Committee members discussed the timing on the development of a Levy Center, its program
statement and the possibility of using the Chicago Avenue parking lot site for its construction.
Special Committee on the Main Library
Minutes -March 15, 1989
Page Seven
Board member Carow was asked to give his views as an architect on the discussion held this
evening. He commended Mr. Green and Mr. Yas for their helpfulness and their analysis. He felt
that temporary building could be initiated soon and be ready in time. He did see some problems
with the major entrance on a phasing approach to doing the library. In commenting on moving In
an out of temporary facilities, he noted that it had been his firms experience that it was easier
to move stacks than to box books. He thought the cost of moving could be reexamined. He
expressed his concern over the disruption factor and felt that it was a big one.
Meeting adjourned approximately 9:50 p.m.
c
STAFF
DATE:
7Y45/5l
ff
A
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Wednesday, March 29, I989
Room 2403 7:00 P.M.
CIVIC CENTER
MEMBERS PRESENT: Aid. Collens, Feldman, Juliar, and Morton
MEMBERS ABSENT: Rainey and Rudy
PRESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Don Wright, Richard Anderson, Mary Ann Cappo, Ann Kepler,
and Barbara Kriigel
PRESENTATION OF THE PROGRAM STATEMENT BY DON WRIGHT
Chairman Collens invited Mr. Wright to review the Evanston Public Library Building Program
Statement for the Committee. Mr. Wright began by characterizing the building program
statement as a highly detailed examination of each of the library's many functions broken down
by section and addressing what is wanted and what is required in a new library. The document
distributed to Committee members was in the form of a looseleaf notebook containing 123 pages
of material. This particular document was first completed in October of 1987 and later revised
in February of 1989. It represented the culmination of thoughts. ideas, and technical
requirements for a new library as compiled over a long period of time in consultation with
technical staff of the library, the Library Board, and their consultant, ',:r. Rohlf. He felt the
document had been helpful to the staff in planning as well as the Library Board. He felt it
would be most helpful to guide the architects who will be entering the competition for a new
library so that they would know the spatial relationships and space requirements expected to be
considered in that competition.
.Mr. Wright briefly outlined some of the earlier history of previous-onsultant reports on
possibilities for expanding the library or reorganizing the present race. "e pointed out that
there had been a long history of the development of the mater;a. :n;s current program
statement dating back to 1981 with subsequent revisions in 1985 and ' °F%.
He then led Committee members through the organization of the program statement and its
organization. In particular, he called attention to the chart on spatial relationships between the
different functions of the library. This diagram emphasized which areas -)f the library needed to
be most closely related to one another and would be a primary guide tc ar-•hitects in laying out
the arrangement of functions within the library.
R
Special Committee on the Main LIbrary
Minutes - March 29, 1989
Page Two
He Illustrated how the summary sheets which dealt with the function, seating, collection, and
square footage of these functions, were organized. The table was coded by number to show
where further detail could be found on each function in the balance of the document while this
particular this table gave the basic numbers on such things as number of volume, square feet,
and seating capacity so that the general overview could be obtained on all of the functions.
Although the summary table is four pages long, it represents a very quick and handy overview of
the basics of the entire program statement.
Mr. Wright went on to point out the second section of the program statement which contained
the architectural, physical, and esthetic requirements of the library in a series of a brief
narrative statements. Following a series of general statements, the section was then broken
down into technical requirements on such items as mechanical systems, communication systems,
security, etc.
Mr. Wright distributed two graphs which demonstrated the physical differences between the
various functions of the library as they exist now and will exist in the new building. One graph
was arranged by the size of each function and the other by the order in which the functions
appeared in the program statement. Committee members felt that it would be helpful to have a
table showing the square foot differences between the old library and the new library functions
as well. Mr. Wright said that could be easily arranged.
In response to Committee's questions about established standards for each of the functions, Mr.
Wright replied that there were no specific standards as such, but that the library consultant had
been particularly helpful in bringing his knowledge of different library functions from across the
country. Staff members also contributed their judgment based on their own knowledge of space
needs. One of the major changes pointed out was the unification of the entire adult collection
which would result in greater convenience and less confusion.
Mr. Wright went on to explain the third section of the building program statement which
provided highly detailed information about each of the 16 separate functional areas of the
library. Included within each of these technical descriptions was a scale volume diagram of the
old space compared to the new space, listing of activities, and identification of important
relationships to other functions of the library and details on space requirements and equipment.
Mr. Wright did not attempt to go through the entire document, but felt with the explanation of
its organization, Committee members would be more comfortable in going through the report on
their own between now and the next meeting.
Committee members were very favorably impressed with the thoroughness. thoughtfulness, and
the amount of detail contained in the building program statement. Thev felt it did a great deal
to raise their level of confidence in the calculations on the various soace needs which ::ill have
to be accommodated in a new library. In discussing how to communicate the content of this
document to the general public, it was suggested that a narrative be -written which summarizes
some of the key points and describes in a more visual way just how- the new library will differ
from the old. Mr. Wright responded that they had already done t•a•o or three drafts on such
narrative and would be happy to share that work with the Committee. Committee members felt
that a good narrative would be essential to better understanding of %vnat was to be accomplished
with a new library.
In response to questions about how much of the new library space !�e immediate!,: filled
and how much space would be left to accommodate future growth, !'�. '� -:Qht respondec that it
depended upon the particular function of the library we were ta!'.:�.o bout. In general, he
thought about two-thirds of the shelf space would be filled b; t`e present collection.
Committee members asked about various aspects of the new librar; irc:uding a discussion on
videos, paperbacks, and the need for ample space for the boom and reference material.
Special Committee on the Main Library
Minutes - March 29, 1989
Page Three
Committee members thanked Mr. Wright for his presentation and urged that a good narrative be
developed to accompany the building program statement with major changes in the library
highlighted.
Chairman Coliens announced that the next meeting would be held on April 13 at 7:30 p.m. and
that she anticipated more discussion on the question of whether temporary space might be
available and discussion on the competition consultants contract and the narrative on changes in
the library.
kieeting adjourned approximately 8:15 p.m.
STAFF: i I,ti�•%L2
DATE:
r r �
7Y52/54
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Thursday, April 13, 1989
Room 2404 7:30 P. 1%,'.
CIVIC CENTER
%+EMBERS PRESENT: Aid. Collens, Feldman, %forton, Rainey, and Rudv
PRESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Wright, Anderson, Carow, Cappo, Kepler, Lanvon, and \%oiin
APPROVAL OF MINUTES
Chairman Collens called Committee members attention to two sets of minutes, the 15th of
%'arch and the 29th of March. Aid. Rainey moved approval of both sets of minutes. Seconded
by Aid. Morton. Motion passed. No nays.
RESPONSE TO ALD. FELDMAN'S INQUIRY ON LIBRARY SPACE REQUIREMENTS
Aid. Feldman felt the response was adevuate and no discussion follo►L _
REVIEW OF NARATIVE ON CHANCES BETWEEN PRESENT LIBRARY AND NEW ONE
Chairman Coliens called Committee members attention to the two ►Prsions of the descriptive
changes comparing the old library to the new and asked for comments. Ale. Vorton asked about
the future of the new bookmohile once the ne.v library is created. 'err. 'A r:eht responded that
they were experimenting with several patter-)s of servrf-e with the T,e,.► rook—c' rrile and that they
wOUld !,e repnrtinF har, to the flnar(d and ",e Pirnan St,rvir.es C,).. "le nett t`rree to
fntlr rrrr)rt�
a. id. I't-lc;rnan asi,ec if these rt_-�r'urr'ents exult" 7e lsed in conjunctlor "r:—Ni- ., et•tlny On
the lihrarv. The answer was in the affirmative. The date for the L.`-. roc r^'s •r'c'eting .►as
sehedulyd for \'av Ist in the auditorium of the Potary building. as to
whether the mate might he -ham!ed in order to get rlotire into t`-v `- x-;rs^Is A htc`l goes to
every Evanston household. The Library Foam --ernbers explaine(- t-o. -ar. z-'t the ;;ate for t')e
first free \Ionday so that all Council rrerrh,ers otslrt attend. T'-e� d t'e '.'nnr.a` late
%%as m1portant for coot,rave in the F\anstnn FyvWr^sir - t',(--v .►as no►► .t
rr,( Ming of the r'e5ear(--h Part, ►li)rnrnttIpe 4,-"rtllet} for tl)at �3tr' tale anr. '\�r�,
�Ijh lr were on I`)at k_nnnr ittee. .t'd. Fe!c: an stit-c •ie .►oiilr, .. '"wht `?e
aIlhnr to i'hange that 'date. 1_i"rary Poar"--e,rtiers tnr'.3t"atorl -.:.. �'r1nLrn� t',e
�,3tt` Of their meetiriv hecause Srochtlres hac, .%!ready 1feen printer'. ar',
Special Committee on the Main Library
Minutes - April 13, 1989
Page Two
Mr. Wright discussed the organization of the forum and stated that the first person would
discuss the background of the project which provides the basis for the current recommendation,
Mr. Carow would present the current recommendation of the Library Hoard followed by a
presentation of the chairman of the special committee. 'Next there would be a question and
answer period. At the end of approximately forty-five minutes there would be a wrap-up
conclusion by the board president and then board members would stay and answer any remaining
questions should there be more. They saw the meeting as approximately forty-five minutes of
presentation and forty-five minutes of question and answer. They expected their presentation
to be well organized to cover everything that needed to be covered, Chairman Collens
recommended that the proceedings be taped. %1r. Tright commenter that they were also
attempting to get coverage from the cable station.
In response to a question from Chairman Collens, Vr. Wright responded that the descriptive text
before them was only part of a packet of materials which would be available to the meeting. He
stated that the Library Roard would be assembling a packet of materials in the following week.
old. Feldman requested information relating to the size of the library, testimony on the need
for downtown location and other issues covered by the Committee tie part of that packet of
information. ;Ald. Rainey felt the two page descriptive summary of .-~,anees het•.veen the old
library and new lihrary along %with the square footage figures would he t"e Tust valuable piece
of information. Committee members concurred that this was the .ettr•r form of the two
narratives.
Ald. Collens asked for some sharpening of text to make the nerds : '!ttte clearer on the
audio/visual section. She also asked for some clarification on text or. 000kmobile dealing
with "needed inhouse functions." Ald. Vorton commented on the nee- -.epp the documents
brief and clear to insure that they would be read by the general public. Ste felt more emphasis
should be given to the sections dealing with the future and less to the ire=_ent. -\ld. Collens felt
that it was extremely important to explain to the community what .'s ronjz with the present
library. She felt it was important to be clear on the justification as :- xhy we needed a new
library. Llrs. Rainey questioned whether the Committee should t^e docLrrnent. She
recommended that the table on change in square footage be ad(4r'r -art of the package.
There followed a general discussion over whf-ther the committee +.a� `-.- '-r 2r Ll!�!ng opinions.
Ald. Rudv felt that it %voulrl be better to east they document in .a ua. .,-t•f!ned the r)rnblems
rather than putt!n�z tt in ,i futurt' ano prestrvt cuncext. %that is urjnv ;•r ••,;`k .%e are solving it
shoulO be the foots.
COMMENTS ON THE BUILDING PROGRAM STATEMENT
Cairr'an pollens f-)r am additional comments on the- statemt,T. -\lr.
r. id% .isker' �Oiar ,t.indar~s ,ir'rc riser' in sottinp lip rroTt—tione.. 1`r. orc•�-c "a there
e\perlence \kit'i W rar!es narionkLi(le. His oxpertise along 't!th sia to
formulate space projections. •\Id. Pudy felt it �.vould he helpful ar. acr,e•1,-,\ which
indicated what standards %kere used or `)ou ortain numbers .%ere ;n t�e a sense of
standards. L10mrr'ittee r-,embers discussers conference ronr; and pu`I.: ••at.-v soar •,.
a
Special Committee on the plain Library
,klinutes - April 13, 1989
Page Three
Chairman Collens raised questions about the general description of the community on the first
page of the document and expressed her concern about the impression that might be left with
the reader under the statement "we are one of eight high income communities". She felt variety
and diversity better described Evanston. She felt this related to the range of services which
would be required from the library. She also raised questions about "nonmanufacturing
concerns" mentioned in the second paragraph. During the discussion it became clear that much
of the language came from the recent bond perspectives and needed to he edited better library
purposes. Chairman Collens also thought there should be mention mace of the bookmobile and
the branch libraries. Chairman Collens commented on the thoroughness and detail contained in
the technical part of the building program statement.
Chairman Collens asked what other materials the competitors would get 'j.•hich would give them
a sense of the character of the Communitv. Vr. Carter commented that a hreat deal of that
would come out of the forum which is going to he held by resign Evanston. ]t would also come
from various interviews, review of the Comprehensive General Plan, etc.
There was discussion on having more than one entrance to the librar, xit.`, a single control
point. The relationship of the entrv\vay to the parking and maintaining an enT-,-incf- on Orrington
were also discussed. Its felt that this could be made more clear in tre aroKri�rt statement so
that we might have one control point but more than one entrance.
Aid. Feldman felt some investigation was necessary as to how many pe,;ip ;ripe to the library
and how many people have parked elsewhere and walked in.
Ald. Rudv raised the question of cost estimates on furniture and ecm,-,--ert. He asked if there
was to be new furniture or a combination of new and existing furnit jre. `t right felt that
there would be very little furniture which would be transferable. Vr. I first -or^mented that a
number had been included in the earlier estimates and \vas 1.2 millicl.. 41d. Fud\ felt the
estimate was too low. He felt that these numbers should be prior to the
development of this \ears Capital Improvement Program.
STATUS REPORT ON CONSULTANT CONTRACT FOR THE DESIGN COMPETITION
%fr. Carter distrihutt-ct a -Teruo from the t'ity Vanager descrihinQ t : ;tat .s of the contract
talks with the consultants and indicatinr there mere few remaining .;s,as. It uas anticipated
that a contract conic' ! e agreed upon in the near f.iturr-.
NEXT MEETING DATE
It Aar ,'r ICNr -int t., crr inot',e• • et-tim{: _,3tc amt,!
,-ivallat-h` on 0he 'l)f?t`3.'t ]r iiternaii\" te(',00rar\ (lr'3iir3('i ! )r r'
'.ieetinp ac`iourned approximately 8:31 p.m.
STAFF- P",� E d;c�
PATr:
7) 67 h4
r
l�
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Friday, December 1. 1989
Room 2404 7:30 A.M.
CIVIC CENTER
1'E\IPERS PRESENT: Ald. Collens. Feldman. Juliar. and "orton
PPESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Cappo. '`Wolin. Wright Anderson. Allen. and Newberger
APPROVAL OFMINUTES FOR THE NOVEMBER 14, I989 MEETING
Motion was unanimously passed to approve the November loth minutes as written.
APPROVAL OF REVISED BUILDING PROGRAM STATEMENT
Chairman Collens called Committee members attention to the revised pages from the building
program statement which Mr. Wright had prepared in cooperation 'xith Aid. Rudy. She asked if
Committee members agreed to the changes in the substitute pages. Ald. Juliar moved approval
of the changes and recommended that thev be forwarded to the Clt,. Council for their approval.
Seconded by Ald. ltorton. Motion passed. No nays.
ANNOUNCEMENT ON THE DESIGN EVANSTON FORUM
Chairman Collens announced that Design Evanston would be concur—rng a forum on the design
challenge statement for the competition for new library that N-entng in the Citv Council
chambers.
INTERIM SERVICE ALTERNATIVES
Chairman k-ol!ers ,-3 attt'ntior io a report from the Llbrar,. fit;" I- " n,;j-4 ronce"'Inl' titer
preferences for phased (,e%e!r)pment teased upon the responses of a -er if ,'they
have gone through a strut [ar experience.
Aid. Feldman commented that the document was an impressive ark .—ent. but that )is concern
is on the Question of design. cost. and potential delays. He was es:^e-:ally concernec about the
design issue and was hopeful that some reassurance might come )f the design forum. He
commented that the Library Committee had done an excellent jot: �` e'etencing to the limit its
dlsr-tission on each of the vital issues anc he felt the same effort ;-oulr' he extenced to the
question of the impact of phased development on the design of the ..
Special Committee on the Main Library
Minutes - December I, 1989
Page Two
Chairman Collens raised a question about an earlier report which mentioned increased staff and
hours at the branch libraries during construction. W. Wright responded that they would be
doing this with the present staff and that if phased construction were used instead of an off -site
location, the number of hours would be less.
Chairman Collens asked Mr. Carter to report on his survey of possible temporary sites. Mr.
Carter reported that the staff had conducted an exhaustive search of potentially available sites,
principally within the Downtown, but at other sites as well. He reported that the substantial
space needs for an interim library made it extremely difficult to find an adequate site. In
consulting the Planning Department survev docurnent of Downtown properties, they found very
few which could cualifv. They also found nothing available for rent ire the Do�kntown which
could meet the spare requirements. He stressed that the 25.000 scuarn feet required was not
available in any single location. He reported that staff extended their survey to areas outside
the Downtown to some of the industrial areas in the Citv where 25.0r,G square feat was availabie
at some locations. but each of these had particular problems such as en, ironmental questions
and extremely remote and. sometimes obscure. locations which could ha%e a-egative impact on
service. There was also the high cost of renting space. A number of these :ocations were not
well served by public transportation. In discussing the idea of renting property, he emphasized
that it would have to be rented well in advance of any actual need to order to be sure the
property would be available when construction was to begin as well as for the period of
construction. This could result in paying rent for a number of years. He further indicated that
there was an unknown cost of renovation of any rental building to meet the reeds of the library
function as well as the unknown cost of all the handicapped accessibility recuirements which
would have to be met even in a temporary location. Using the average rents for the types of
areas looked at, for only two and one-half years a downtown loeatcor cost approximately
$ 1.250,000 with other locations ranging from $500,000 to `b750,000. exclusive of other costs.
Mr. Carter reported that he is still awaiting a response on the cost of constructing and equipping
temporary structures as a possible option. He stated that he did not look: favorably on this
option because of the cost of building and equipping such a structure would later be thrown away
when the building was no longer needed.
Committee members inctuired about specific properties which the,, kere a•xare of as possible
rentals, however each of these were too small to accommodate the Iibrary needs.
Mr. Newburger raised the ouestion of a temporary building in the south end of town to later
become a new site for the south branch. The question of the high schoe! as a temporary location
was raised again and it was pointed out that location had been ruled out sue to the severe
parking problems.
C`air+T,an Collens %%I,ai sites might hey a�arlahle for t �c,5,;: •° �_ bu,'.-.nQ. \tr.
carter rrsDonrec, that. again, opportunities %vere se"erel�
think of was possthly rn the Pesearch Park on the site of t':r `:ire• =at, varaee. The
disadvantages included moving the library services to a different lorat,on frorr the one people
are familiar with, the displacement of significant parking ano tr•.e eorrp',ratIons of gaining
agreement with all of the parties involves'.
Aid. Horton raised the question of whether the Library Board was zo:nQ tc try to provide the
same level of service or whether thev could be making some changes. .tright responded
that thev were going to attempt to approximate the present sere.-_s have with some
possible adjustments and variations. This included they had looker - .mber of cifferent
configurations including having the popular collection in one place ,r t t -.ranches and having
the reference center at one place and the children's section in anot`,_• !(;cation. I',)st of the
collection would be available on one or two days service by-our3Nr Aith much of the
f�Special Committee on the Main Library
Minutes - December I, 1989
Page Three
collection stored off -site. While they looked at many different configurations, their main
concern was that they would have to meet all of the handicapped accessibility requirements for
all locations even though they were temporary. He cited the experience of the City of Joliet
who evaluated this type of option for themselves and abandoned it for phased location rather
than attempting to refit the one building they found. The Committee discussed the possibilities
of breaking the collection up in more than one location. The position of the Library Board was
that such breaking up of collection would be a serious reduction in service as well as excess
cost. He felt the experience of other libraries had demonstrated that phased development could
be done successfully in spite of some temporary nuisances and inconveniences and without the
great additional cost incurred from renting and equipment temporary space. In the discussion of
using existing school libraries, it was pointed out that there would be a problem of what to do
with present library staff during the interim period.
Mr. Wright commented that staffing was not so much a particular issue, but where we want to
spend the money is really the question. He would rather see the money that would go into
off -site location support used for the new building instead. Aid. Feldman commented that the
requirements for off -site location seem to be so imposing that lie was surprised that libraries all
over the country aren't forced into considering phased construction. He wondered if that was
what libraries were doing and asked to get the corrobation from other libraries on this process.
He also felt that we should be able to get opinions from architects who have been involved in
the process as well. Mr. Wright responded that he could get more examples from all over the
country, not just the local area as provided in his report. He stated he could think of only one of
a library which moved off -site. Usually this happens when the community is undergoing rapid
change and expansion. He thought that the majority of libraries do phased development,
especially those over 50,000 to 60,000 square feet. Aid. Feldman asked for some history of such
developments with different libraries and some opinions from architects involved in those
projects.
11s. Cappo commented that she had discussed the phasing problems with an architect who had
worked on phasing a hospital expansion at Lutheran General under extremely demanding
conditions. It had been his opinion that the library phasing would be far less of a challenge.
Aid. Feldman commented that his concern was more with any potential limitations on design
caused by phasing rather than construction difficulties. its. Cappo's response was that this
could be part of the challenge reouired in the competition as is cealing witn site limitations.
.old. Feldman wanted to be certain that the constraints on design would not be such as to give us
a building that would be something; less than what we really wanted. If there were libraries all
over the country which have carried out such construction, he felt there should be techniques
and testimonv which would allow the Committee to feel more comfortable -aking this decision.
Chairman Collens commented that % e also needed to have a :-N'ter icea -)f Oiv potential
difference in the cast of Going phased construction. ,She noted th,i- 4.4. �_irc' corstructioT,
cost might also be offset by cost of rent and renovation of :zr te por1r� oft -site
location. Chairman Collens asked about the special requirements '..;r `tancicappee. accessibility
and 14r. Wright explained that this included access to the ertire collection which had
implications for the shelving. not just rest rooms and entrances. He indicated that these
requirements would "kick in" on their present location if any major remodeling were undertaken
and would apply to any temporary facility of the library.
Chairman Collens stated that the Committee needed to make tie ^:ecision on phased
development before the materials went out on the competition so t~ai !"e entrants would know
what is expected. Ald. Feldman expressed the desire for more data —av:ng that decision
similar to the information presented by the Board that morning, artic!es )r interviews with
architects giving their perspective dealing phased coristrucnon and its
Special Committee on the Main Library
Minutes - December I, 1989
Page Four
limitations on design options. He felt it was important to build the proper case for phased
development. Mr. Carter agreed that the Committee needed to continue to ask the question.
not only of members of Design Evanston but with architects who have worked on library projects
involving phased construction. He stated that staff would continue to get as much testimony as
possible over the next month or so to assist in making that decision. Committee members
discussed whether or not. in fact, they would have sufficient information on which to make a
decision and that it might come down to a question of "no choice." Even if that were the case,
it would be helpful to at least be able to explain why doing phased construction was not a bad
alternative.
Chairman Collens asked for information on the cost implications of doing handicapped access at
four smaller sites among which the collection might be split. She saw this as a seemingiv
attractive alternative to people if they did not understand what the irrolications really were.
Ald. �'orton asked members of the Library Foard about their oun research prior to taking a
position on phased development. Vs. Cappo responded that the document before the Committee
represented most of the actual research and the other factor was the large list of unknowns that
accompany a decision on an off -site location. These included: the availabilit% of locations;
anticipated costs versus unknown costs; the ouestion of handicapped accessibility. and staff
utilization. They would prefer to see the staff time go to serving the public rather than in
accommodating all the changes which would be necessary in their operations to make off -site
location work. Vs. Wolin commented that her desire would be to see the ne�� library built in a
single phase, but given the reality of the situation concerning oft -site locations and their cost.
site would rather see the money go into building a new library than into temporary locations.
There appear to be too many limitations and unknowns. so sh,, favored doing phased
development. Aid. Feldman asked for clarification on his understanding of the Library Board's
preference. He thought that they had expressed a position in favor of off -site location for
interim service at an earlier date. Mr. Wright explained that it was the position of the Board if
equal space were available in a downtown location. 'fir. Carter asked if maintaining
uninterrupted service at a known location was not one of the main arguments for the Poard's
support of phased development. He felt it would be particularly conf.ising if the collection were
Broken up into a series of satellite locations. He asked if an additional r,isadvantage was not the
sizeable amount of the collection which would have to go into storage if they ~roved. This was
confirmed by Library Board members.
Aid. Feldman emphasized that. should thev choose to go into phase Cevelopment. this phasing
must be very carefully designed so that everything runs smoothly. He felt this would take a
special kind of planning which needed to be built into the project. Vr. Wright pointed out that
the Green report had also called attention to the need for special planning in doing the phased
development. The Committee went on to discuss how much anticica'.on of phased de%eiopment
un,ild have to be included in the preliminary design provided in the
NEXT MEETING DATE
Chairman Collens announced the next meeting_ date for the Committee was Monday. December
1 I. 7:30 P_V. Ald. Morton announced that she would not be able to attend that meeting.
EXECUTIVE SESSION
Chairman Collens asked for an executive session to discuss a teal estate --+atter
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
Monday, October 30. 1989
Room 2404 7:30 P.M.
CIVIC CENTER
MEMBERS PRESENT: Ald. Collens, Feldman. Juliar. Morton and Rainey
PRESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Wright. Anderson. Cappo. Allen. Chiss, Wolin, Kepler, Bracket.
Godshock, Dienner and Lindwall
REVIEW OF TASK AND TIMELINE CHART
Chairman Collens announced that the chart, while looking familiar, had been substantially
revised and added to.. She asked Mr. Carter to lead Committee members through the chart and
explain any changes. Under the task, "Negotiations for expanded site." Ms. Dienner objected to
the classification of this task being completed and indicated that the agreement had not yet
been signed. It was agreed to identify this task as still pending. He anticipated that there
would be some further discussion on zoning and parking considerations with the final site
configuration being established between January and February.
\'r. Carter indicated the necessity to have resolved the ouestion of interim service decisions by
the end of Februarv. This would include the decision as to whether or not the project would be
built in two phases or an off -site temporary location for the Iibrary woijld be used, Under
"Decisions on .architectural Competition" he stated that the derisinn har teen made by the
Council, the contract for the consultant negotiated and anticipates' Council approval at their
first meeting in November. Under "Public input on what is desired in a librarv." he anticipated
that Design Evanston would host an input meeting for a design community some time in
December and that a general public hearing would likely be held in the month of January.
i'nder "Puilding Prograr, Statement." the Committee has reviewer anC 3ccePted the program
an(' it uas anticipated t",at thev would be taking a recommenrat. ° . -�-e city 11 ouncil in
\ovearrher.
Vnder "Funding Decisions." he noted the consultant's fund raising report was before the
Committee for their acceptance. He communicated that cost estimates would be refined curing
January and February followed by the determination of funding level for the project in \larch.
Private fund raising efforts would continue from April through the entire construction period.
t rider "First Phase of Competition - preparation and acceptance of -or-net:tion materials." he
inrlrcateo that the consultant would begin the assembly of all competi:.:,r aerials ane rules by
r•iid-\ovember and that this would run through the month of Februar,. a;:t:c:pated that the
c'esign challenge statement would be developed during the months of 7:er and January and
that some form of value engineering review would also be t3r<:r,t7 place our,ng this
precompetition phase. He anticipated that the review and approval of —aterials as well as jury
composition would run between March and mini -April.
J
Special Committee on the Main Library Project
Minutes - October 30, 1989
Page Two
Aid. ,\lorton raised concerns about the timing of the public hearing and how a citizen making a
suggestion would be assured that suggestions could be considered in a timely way. Mr. Carter
responded that it would be the Library Committee's task to respond to or delegate the request
to the proper party. Since the hearing would occur during the development of competition
materials, he felt there would be time to respond. Committee members further discussed the
timing of receiving citizen input and the difficulty of scheduling a hearing for January.
Committee member wanted to make sure that whatever the timing was on the public hearing,
that there was sufficient time to allow response. Aid. Vorton further suggested that early
outreach to the public through various publications advising them of the City's interest in their
comments be started right away. She saw this as a means of developing enthusiasm for the new
library. The next issue of Highlights was suggested as a means of notifying the public.
Mr. Carter anticipated that the first phase of the competition would be concluded in April of
1990. The second phase would begin in April, giving the contestants approximately three months
in which to respond with designs. The ratification of the winner through the jurv, 'Library Board,
Committee and City Council would run from July through September.
Under "Develop Interim Operating Plan." ,Mr. Carter explained that this involved a question of
how the library was going to handle the logistics of their operations during construction. They
would have to develop an operating plan depending upon whether they would have an interim
off -site location or whether the project was phased.
Linder "Site Preparation," :Mr. Carter explained that the timing of the engineering, the utility
relocation and alley construction would have to be carefully coordinated with the construction
schedule of the new library so as to avoid any problems of having to undo work carried out
prematurely or creating unnecessary delays by waiting too long. The engineering for site
preparation should begin in ,harsh of 1990 and the actual scheduling of construction determined
when we are a little further along on the project.
Under "Developing the Contract with the .architect," it was anticipates that it v.ould be about a
two -month process for negotiating beginning in October of 1990 A!t- final Council approval
early in 1991.
Under "Design Development." Yr. Carter explained that this was a stage where the concept
design was refined and the architect prepared final drawings and ccrrstruction specifications.
He anticipated that this period would take from mid -January through the end of June of 1991.
In addition to the actual preparation of architectural drawings, there should be some cost
control analyses such as Value Engineering included.
Under the "Construction Contract," it was anticipated that r _ hrC h%
mid -.august and construction begun by rrid-September of 1991.
In conclusion, 11r. Carter indicates' that a more complex timeline chart •arth decision points
included was being developed at this time, but the present chart does at least have most of the
task and a reasonable estimate of the time involved to perform their. He nnteo that there are a
number of intricate timing and interrelationships which will have t� be thought through. In
response to a question from Ald. Vorton on an estimate for ronstr .rt:.gin, he responses that it
xvas diffictilt at this stage to estimate hecause .%e had yet to der:ce or not will be
phase construction or whether the library will operate in a is -v:r off-;,te :ocat+on.
Completion might tome as early as October of 1992 or run inot;.e, r.t` s. He ,naictec
that. while this was a long and complex process, that everyone tikc-. nf. .eJO; Inp for wa,,5 to
collapse the timeframe wherever possible. There are, however certa:-� ar(,rHsses ~ram' si•rnplo
cannot be shortenec+ and must be taken in sequence. He felt that it :•.u;r tir' neressary to be
disciplined about the decision points and not let those stretch out beta .5" *r•#••. Carr, lost
if not months.
Special Committee on the Main Library Project
Minutes - October 30, 1989
Page Three
APPROVAL OF CONSULTANT CONTRACT FOR MANAGING THE COMPETITION
Chairman Collens reminded Committee member of Council action in approving an architectural
competition for determining the preliminary design of the new library. She reviewed the early
materials distributed at that time which included a contract, budget and schedule for the
competition. She explained that the Committee now needed to recommend a specific contract
to the City Council for the consultant to begin his work. The Committee had earlier agreed to
the concept of the contract and would now approve the details.
Chairman Collens reviewed the breakdown of the $110,000 contract with Committee members.
She indicated that there were no new charges or items in this contract compared to the one
submitted in January.
In response to Aid. Feldman's request for the number of expected entrants, %1r. Wright
responded that the consultants are expecting 450 to 500 based upon their recent experience with
another library competition. It could even go as high as 700 to 1.000.
Chairman Vorton asked for clarification on how much the consultants got from the entrance fee
as part of their commission. It was explained that the consultant got 10) of the $80 fee for the
first 100 with an increasing sliding scale as the numbers went up. Discussion followed on the
relationship between a large number of entrys to the increased possibilities of better design and
the increased material costs to the City.
In response to the question from Aid. Morton concerning how many consultants were involved,
Mr. Wright responded that there was a need to revise the documents to indicate that the City is
doing business with a firm rather than a certain number of individuals. The contract should read
between the City of Evanston and Design Competition advisory Services Inc. Mr. Wright went
on to review a number of typos in the contract which he has corrected and wwouldclarify with
the consultant the following day. Chairman Collens brought up a clause u hich had to do with
the consultants assisting in putting together an advisory council. Mr. \f right indicated that this
did not appear to be necessary and it was an item which coule be deleted. Upon further
discussion, the Committee agreed and this item was deleted.
Ald. Vorton asked about extra staff that might be required to assist .L ." t` e -ornpetition. Airs.
Collens indicated that the cost for this staff was included in the total buepet of $1 10,000. Aid.
Feldman moved that the Committee recommend to the Cite Council approtial of the contract
for consultant services on the competition with the minor amendments made. Seconded by Aid.
Raine%. Motion passed. \o nays. Chairman Collens requested that the contract be brought
before the City Council at their \ovember 6th meeting.
.plc'. Fve dman mentionec' sr, nouin on the amount of time it tior.. ces;vn the library
through a competition versus the RFQ process. From the inforrr rcec t�.) him, it
appeared that the maximum time saving of the RFC would be t4o months. Vr.
Newburger raised the question of whether a large number of entrants ,:aranteed a better design
than the R FO process. Ald. Collens responded that there was no guarartee. but that most of the
Aldermen were convinces that the competition provided a better=!.anee of achieving best
design.
.Ald. Rainev asked for clarification on the $SC entrance fee. She asp.-,— ,t,rr to inquire of the
--onsultant how that fee Aas determined. It was suggested that ;nCicated as a
r-11nimurn figure for an entrance fee as stated in the contract with t~.e r. ,.',I,t% of 'aisrng it if
that were appropriate. Discussion follox�ed as the the possible irnpac: the ;ee.
Special Committee on the [pain Library Project
Minutes - October 30, 1989
Page Four
CONSIDERATION OF THE PROGRAM STATEMENT
Chairman Collens reviewed the Committee's last work on the program statement which included
a number of minor changes as well as a redrafting of the introductory information on Evanston.
There had been Committee agreement that the building program statement was thoughtfully
prepared and presented the necessary scope of library space needs and their interrelationships.
Chairman Collens asked what materials should be forwarded to the City Council for their
understanding. review and approval of the building program statement. 1lr. Carter stated that
his understanding of the previous discussion with the Committee was that they were well
satisfied that the building program statement reflected the needs of the library and suggested
that the Committee send some form of summary of the building program statement rather than
the entire document to the Council. Chairman Collens suggested that for the next Library
Committee meeting a complete packet of Council materials be presented for the Committee's
review and approval. She felt that a comparison between the old an[ the new space allocations
was essential and discussion followed on which of the previously developed materials should be
included or revised to be made more complete. Chairman Collens emphasized that what the
Committee was asking the Council to do is to agree that the new library. in terms of its space
needs, and function. is defined in the building program statement. This is the library we want.
Aid. Rainey suggested that the Council receive the full building program statement rather than
just a summary because of the magnitude of the project and the decision. Chairman Collens felt
that some sort of summary would be essential even if the Council receives the full building
program statement. Aid. Juliar felt that the Council members would want the entire document.
VALUE ENGINEERING
Chairman Collens stated that Value Engineering was one of a number of ways in which a project
gets a focus on cost control and expertise to help provide an interface between the different
professions on the project. She called attention to materials distributed concerning a proposal
from Mr. Howard Ellegant to provide Value Engineering services. Aid. Feldman asked Mr.
Carter to explain how the proposal would work. Mr. Carter states that he could not fairly
represent Mr. Ellegant's proposal and work program and that Mr. Ellegant anc others might be
invited at a later date to more adequately describe their services. He went on to give a
generalized view of how he saw Mr. Ellegant's approach based upon an earlier interview. Mr.
Carter explained that his earlier view of Value Engineering was one of rather ruthless cast
cutting of items of quality and aesthetic features with only regard for bottom line cost. Mr.
Ellegant's approach required all of the active participants in the development of the project to
first find how that project was supposed to function and what it was that thev valued most as a
means of giving priority to elements u,it!iin a building statement anc to get a cc-moniv agreed
to statement on the frost important functions. He emphasizeC - .. t,�e callec for
taking tirnC up front. before getting into preliminary design or deg, e•e.:c rt to establisn
"values" of the project. Then you were in a better position to dec:c:o- ,here N�Dror.ies coulc be
achieved. This type of process relied heavily upon the synergism �.kr.,r.h took place in the group
dynamics of working jointly on the functions of the project. 71 he product of this process
provides greater direction to the entrants in the competition as to ;.-hat is really important in
the library as opposed to the unprioritized building program statement.
Special Committee on the Again Library Project
IMinutes - October 30, 1989
Page Five
A second stage at which Value Engineering becomes an important cost saving technique is at the
design development stage where materials, finishings, lighting and the like are determined. A
third stage where Value Engineering might be helpful is when the project actually goes out for
bid and when those bids are reviewed. Mr. Carter stated that this time. staff was not making
specific recommendations, but simply trying to show the Committee a technique to help keep
the project cost conscious and within budget. He suggested that the Committee look at several
different techniques and services offered by different firms.
Ald. Feldman observed that this might be one way in which the City could get most of what they
wanted at the least cost. He liked the idea of assigning a value to a priority so that the
contestant could have a better idea of what to emphasize. Chairman Collens commented that
011swang and Wittsling would be taking the building program statement and developing the
design challenge from that statement and that they would be translating the library and
community needs to the entrants. She assumed that this included Chairman Collen's observation
that the translation of a building program statement into a design challenge was a task the
consultants for the competition. Mr. Carter thought that the consultants assignment was more
one of gathering input from which to create the design challenge rather than drawing it up
themselves. it was felt that there might be some duplication or overlap here in this phase of
Value Engineering. Ald. Feldman commented that the Value Engineering seemed to be a
somewhat more scientific way of doing the same thing. Ald. Rainey asked if the consultants had
ever worked with Value Engineering in another community and at what point they use those
services. She wanted to know how the Value Engineering interfaced with the competition
project. She also indicated she would like to know what some of the alternatives to Value
Engineering might be. She stated she had no problem with using Value Engineering at a later
date in the project.
Chairman Collens indicated that the staff would be preparing some form of glossary which
would explain a number of the different terms that are currently being used and creating some
confusing. These include Value Engineer, cost estimator, project manager, construction
manager, etc. ,old. Rainey requested a response from the consultant on his experience in
working with Value Engineering and related techniques as part of design competitions.
Chairman Collens reviewed a letter from the consultants responding to an earlier request of the
Committee as to how cost control would be handled as part of the cDr-,oetition. It uas further
pointed out that a cost estimator was suggested as part of the jury selection. Chairman Collens
indicated she would like more information on what the other, more traditional kinds of
consulting on cost control and where in the process they should be applied. Design input
meeting discussion was held as to the timing of this meeting. It was hoped that it could be done
just before or just after Thanksgiving. The Committee agreed to auast a response from Design
Evanston as to what would oe appropriate for their schedule.
On the question of the general public hearing on the new libran, _-- air^-ar Collens felt that
there would probably not be a date available until some time in ]aruarv. Committee members
went on to discuss the content and purpose of the public hearing. -did. Feldman thought that
there should he some materials available indicating what the plans are, chat as been decided,
what remains to be decided and what the general direction is. Then there should be some
opportunity to let the people tell the Committee what they thought about the plans for the
library. He did not see it as a sales presentation. He felt that most of the time should be spent
listening rather than telling. :\!d. Rainev observed the need to be realistic about expectations
concerning input that would drastically alter the course now beir. She thought it
%%ould be more constructive to call it something other than a public hear:n!.
Special Committee on the Main Library Project
Minutes - October 30, 1989
Page Six
At the same time, however, she felt that the meeting should be highly publicized so anyone who
wishes to come and comment can do so. Comparison were made between this hearing and the
one conducted by the Library Board earlier in the year. It was felt that the presentation part
should be much more limited. Aid. Rainey suggested that what should be provided at this
meeting would be different forms of reassurance that the community would be getting the kind
of library facilities it wanted. Shel Newburger commented that whoever puts on the hearing
will have to be prepared to tell the whole story because there are always people who are
unaware of the history of decisions and the reasons behind them. He mentioned that when the
City built the present library, there were many people who felt something was being imposed
upon them without their participation. Chairman Collens requested that between now and the
next meeting Committee members consider content of the public hearing and an appropriate
date.
FUND RAISING FEASIBILITY STUDY
Chairman Collens asked the Library Board Chairman what the next steps were on fundraising.
She reported that the Board had met with the consultant and reviewed the report at an earlier
meeting. They would now refer the report to their development committee for review and
recommendations back to the Board.
Ald. Rainey asked how the question of library financing was phrased for the potential donors.
Chairman Collens responded that the process was a very informal, conversational one rather
than having a specific set of questions to respond to. Committee members went on to discuss
this question and the gap between the City's capacity and the total funds needed for the
library. There was discussion around how the $17,000.000 figure was established for the library
and what the estimated actual cost would be. The $ 17,000,000 was established by the bonding
capacity and does not bear a relationship to what the projected library might require.
Shel Newburger raised the question of whether or not the added revenues from state income tax
could be considered as a source for covering the shortfall. Chairman Collens responded that this
was a possibility. but there are many competing demands in the budget policy committee is now
dealing with this issue. She went on to explain some of the consideration the budget policy
committee is dealing with concerning these funds. She indicated there .gas a wide difference of
opinion as to what ought to be done with the money.
NEXT MEETING DATE
Committee members selected Tuesdav, %o4ember loth, 7:30 a.m, as their next meeting date
because there were no evenings available. Their subsequent meet.nQ date .vas scheduled for
F'riday. December I st 7:30 a.m. Committee members selected .1loncav, December I I th at 7.30
p.m. for a subsequent meeting.
INTERIM LIBRARY SERVICE
Chairman Collens reviewed some of the Committee's earlier discussion on the issue of phased
development versus an alternative interim site for the librarv. The first ouestion %khich has to
be determines' is whether or not there is actually an interim site which could accommodate the
librarv. She requested a staff report on alternatives so that they coc:ic*. valance that against the
possibility of phased construction. :did. Morton asked if there was ar% ad%antage to pulling the
c.hildren's library out to a separate location. %Ir. 11 right respondec "gat there were different
configurations that they could have and that he would outline these in a report.
Special Committee on the Main Library Project
Minutes - October 30, 1989
Page Seven
Aid. Feldman observed that the discussion held earlier with Mr. Yas and Mr. Green turned out to
be inclusive because there was no specific evidence to support either alternative. He felt that
this was going to be a very difficult and crucial decision, therefore it felt it was necessary to
get as much information as possible on the possible effect on design as well as service.
Chairman Coilens felt that some additional professional advice would probably be needed to
assist the Committee in making this difficult decision. Discussion followed on the timing of
renting or building space to accommodate the library on a temporary basis and the substantial
amount of lead time which would be required for planning and conducting such a move. In
response to a question form Aid. Rainey, ,Mr. Wright indicated that by utilizing the two branch
libraries if they had 25,000 to 25,000 square feet to handle the main collection, they could
provide a good quality of service. Aid. Rainey asked what would be preferable. a good interim
location or phased development as far as the library operations were concerned? Mr. Wright
responded that they could get better service with an interim location, but he did not know what
the trade-offs were as far as costs were concerned.
Chairman Collens requested that the comparative costs of moving versus phased construction be
reexamined.
Meeting adjourned approximately 10:00 p.m.
STAFF:
DATE:
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
I
MINUTES
DRAFT NOT APPROVED
Wednesday, November 14, 1989
Room that+ 7:30 A.M.
CIVIC CENTER
MEMBERS PRESENT: Aid. Collens, Feldman, and Rainey
PRESIDING OFFICIAL: Aid. Collens, Chair
STAFF: Carter
OTHERS PRESENT: Wright. Lindwall, Cappo, Wolin, Anderson, Gottschalk, and
Newberger
APPROVAL OF NIINUTES OF OCTOBER 30, 1989
With minor editorial changes, Ald. Feldman moved approval of the minutes. Seconded by Aid.
Rainey. Motion passed. No Nays.
REVIEW OF PROGRAM STATEMENT
Chairman Collens opened tile• discussion of the Building Program Statement by raising the
question as to what form the Iluilding Program Statement should be sent to the Council. There
was a question as to whether they' should receive the summary preparr.'d by the Library Board,
with the deleted material presented as an appendix. the full pr,,g,rarrl statement or a
combination of these materials. Nts. Lindwall distributed a table of Contents for a reorganized
program statement which would make the staff's recommended approach easier to follow.
Chairman C011ens rtuestioned why the docurnent had been rearranged and Ms. Lind\\all stated
that it would allow the Council to concentrate on the key points, ratht:r than becoming; hogged
down in details intended for the architect.
"Jr. 1t right explained the differences in the arrangement between tl,c• t'xo documents. It was
explained that some of the detail, which was mainly to guide the archltf•ct. was left out in the
shortened ver5ir. r. It %va, stwi,stcd that these details he presented a, .00 ;inpendix.
Aid. Rainey felt that the background information section on the jr-munity was not an
appreprrate description for F: anston and reouested that rt be chang'_c to reflect more of the
real character of Fvanston. Ald. Feldman agreed that they \\c•re in nef_'a of a better, all around
statement describing; 17vanston for a number of documents. Chap rr-r:r Collens suggested that
there might be a better start-mcnt contained in the C0rnprehensl'.t' Plan. t re uas
general discussion as to `:.hat S(�rt .)f focus thc Introdii-tion shol,lr,' :" \tat f'lt— e' Lt5 olJght
to be included. A no,mit_er of c(1110rlal cha3rlg'eS writ' Suhg,Ustecf -.of! sRreed t0 \l l;T,r' d Ile\\
introduction along the Ilne� sugk,ested by the C.Omnllttee.
Aid. Rainey felt that any comparisons in the Building Program Statement between the old and
new library ought to be turned around so that the focus is upon what the new librar\ rs going to
have rather than the problems of the old library.
Chairman Collens called for any comments on the mtemo to the Counc.!. Al(-_ Collens asked that
references concermilp differences bet\kt,en the Llbrar` hoarc's jr.t*:nal building: program
Sttteinent anc! the cl.irrent rfortjment be ctc•lc'tcu. :tic. I-c'ldmaii r; u\r" :t tr e reorg ,\,:rc r1, full
I\llllding I'rO�r.i tl-it erllerlt 1S arTl(' )dC'L' !'\ the : C!I'To' Itte(' l;C c C_allnt.: 1\1[ll the
c (I:Irlllttct 's rc, �riimurw..mi on for acceptan( e. S(,r-,_r CrC h\ Motion passed \,' \,iis.
Special Committee on the Main Library
Minutes - November 14, 1989
Page Two
NEXT MEETING DATE
Chairman Collens announced the next meeting of the Committee would be Friday, December Ist
at 7:30 A.M.
In discussing the agenda for the next meeting. Ald. Feldman asked whether the open question of
phasing the library or selecting an interim off -site location would affect the advertising for the
competition. Mr. Wright explained that the consultant would only to seeking permission to
place an ad in the architectural journals as soon as possible because of the long lead time
involved. The issue of phased construction needed to be resolved prier to the distribution of
materials to the entrance which would come later. Chairman Collens announced that at the
next meeting, the consultant would be asking the Committee to make some decisions on the
competition jury. She also indicated that a report on interim service during library construction
would be discussed.
fir. Wright
reported on his conversation with the consultants on
the rationale for
the 180
registration
fee. He stated that the consultants felt strongly that
the fee should be
under a
$100 so as
not to discourage entrants. Aid. Paine% stated that
she felt 5125 was
a more
reasonable figure
and wanted to discuss this with the consultants at
the° r- next meeting.
She dirt
not feel that
this figure Would discourage interested entrants.
Ald. Feldman brought up what he considered to he one of the most tiiffir!rlt t.isl•s on the library
and that was the question of phased d..v%clopment versus an interim C1,airrnan Collens
asked staff about the Current Status anc Vr. Carter responded that thr: 104- was to develop
an outline of the major issues and questions to guide that choice. lie a.r,,;Id also he looking for
technical assistance to help answer some of the questions tht•v tiri,ihle to answer.
Chairman Collens asked about the survev of interim locations and Mr. f��:rter responded that it
would be part of the staff's work. Staff has one or two possibilities ,n mind but has not
completed their search.
Ald. Feldman
asked what
the timeline
was on decisions for an intc°r,•• plan, Mr. Carter
responded that
the process
had begun and
could stretch into .Ianuar� f"- a final decision. Aid.
Feldman asked
if the date
of the forum
had heen set and %1r. c-art"' -e5ponded that Design
F'.anstor .c.:ti meetir,fi',
tt ;:?
u:t'I. an(' .. .:tc
'.inirir` ht ,t i7:_:t ''0
Aid. Rainey felt the C t-,rnmittee needed to set a priorltv nn resolving t c, ,uestion of an interim
site versus phased de%elopment to encourage an ac ti%c site search ar.r _onclusion. She raised
concerns about the prohlerns enc:ountere(i in phase(' construction. -`ere followed general
discussion of whether a site search v otdc, ttirn tip opportlinitiec. but C or----.ttt•e nlernbers «anted
to i:no�ti as soon as po,;s2hle teat the ptir;n uhirh r` ieht c•Nist. `,!s. cC)o asko.(,. whetht•r it
%'.'ould Fc 'C°?rful t:' .' %.• ;r'c i'.,.F.r, t,, „ifl:c? ,ir r•hr Tr' Sr•%irc'}t .,, I+JSt
another 5i";rre f It+ t rri'atILiri a i rt'nc+rt :)jii-1hC COMI'T,ittt•e j'_.' tri,z '•�aS JC(Ceptaf+le.
Chairman Collens indicatec that the issue of interirn fo atton %erSu5 j,' �_S.r-g v.ould be tf-,v main
agenda item at their next meeting.
Meeting, adjourned approximately 8:45 A.V.
SI-AFF:
Date. !/1,7,-7
m e r r•
7�5ki55
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
IMP AFT NIOT A PPROVEn
Friday. nec-ernber I. I neSck
P oom 2404 7.30 A. �'.
CIVIC C NTEP
vr'.'I FRS PPESFN'T: Air'. Collens Feldman. lifliar. anrt
Pr'ESIM" %; (-1rFlClrxL: e%lc. Collens. Chair
ITAFF: Carter
CIPEPS PPESES.T: Capps. `IWin. 4 right .Anderson. All,-t). ari '.r'`•'max„r
APPROVAL OF ,MINUTES FOR THE NOVEMBER 14, I989 MEETING
Motion was ElnanimollsIv passed to approvo the \o%e"r,ber 140) rnlnutt,s •t� .r rl[t,•r.
APPROVAL OF REVISED BUILDING PROGP Ali STATEMENT
Chairman Collens called Committed mernhers attention to the re`rised p..vp s fror- the hurldinF
program stater -lent %tihirh ",'r. %% right had prepares' in cooperation t- .1I0. f' )c the if
Committee memhers ip'rePd to the rhanVe s in t I w subsi ittit e pap vi. ' It;. 71111;1* --'u%ccr atlprovaI
of tI,e rhanves inc' rerommonder! IhaI thes, ;,e, !or u.:rder' to the ' It, I�-eir :ipprt)%-11.
('wc )nded h% A lc!. "orton. Motion passed. \ (, nay-.,.
ANNOUNCEMENT ON THE DESIGN EVANSTON FORUM
Chairman t k)U�-ns wnotinced that F)esign I �ar1�(i)n ut,tllr` t'e conct.r' -,i' :r f'r . - on the r'r•5r>'n
c-hallen�,r statement for tale ror retition for tit -a hh,rar� rfmt t_l[� ._uunril
chat -hers.
INTERT%; SFPVICE ALTEPNATIVES
+,I1ar.t , i t ) ,!-, .r t.,i [}•. I. r :rl
arc- -i cIrmlar t'�pdrlc'nt
ald. f t`I i'n l.; rl )f`if"enter' that tl't' 0.ocilmt•nt 1.'is i!1 sn,pressl%(' a'd
Is nn 11,1- citIcsTIor.. of r(tisr(:'n. r'nst. arht4t pi) tc'ntta r+'la\s. f1f' l\,ZS r'�j'• slll rt rr..rT1e{ .;!'.t)rll II;e
rrt'slp_'n Eiiilf' ,3rlr' �'.•l5 ��flt-)dill` t�l t �f�r'1t' ."N�lGGllr,3r'r't' '1�1('I?t '-�lr"t• � r t• jEnI) f,,r Ir f!d
ron,r•.t• tt•(' th;rt I►'t' I_II)r:!rr' E' I t t •t• i43i' r't)nt' ,lr' r,Ilr'nl 14)t- , ••,II•rif
�I sr rlstilI, l'1r-`' t)f [Ile \I 1gI1� w, ale' I e I I t1'e it rt�t• t- I,ir - ,r. " 'tent r"' I�) lI'l'
If (Jh.ts£'Ca f't'\e'�tlp•, 'III WT 11W CI'itCr' I)l I'lo
Special Committee on the �Aain Library
i t inutes - December I, 1989
Page Two
Chairman Collens raised a question about an earlier report which mentioned increased staff and
hours at the branch libraries during construction. Nir. Wright responded that they would be
doing this with the present staff and that if phased construction were used instead of an off -site
location, the number of hours would be less.
Chairman Collins asked t,lr. Carter to report on his survey of possihlo ternporar} sites. t'r.
Carter reported that the staff had conducted an exhaustive search of pti]tentialk available sits.
principally within the nottntown. but at other sites as well. l4e rt-portefl tr,at the substantial
space needs for an interim Iihrary mace it extremely r'iffictilt t') find an ademlate site. In
ronsteltinv the Planning hepartrnent sijrvev document of Dountov.n Dropert!es, the\ found very
felt which could' cualifv. They also found nothing ay.Wauk, for rf,,,t in t}ie Dot.ntottn t.hic'1
cotild meet the spare reouirements. He stressed Tftat the 21%r,00 scllarr' ff'et r('ai11rv(1 +','as not
available in anv singly loration. He reported that staff e\tendvci tht'!r surtev to areas o(ltsir4o
the Downtov.n to some of the industrial areas in t`le City ti%he-ro 25.''rr, sauar.' f(.t't +as ,,t,silahle
at some Iorations. hilt eacl� of these har. particular prnbly ,is suck 'r'r)t;rnr ~e ,t�l ellcstsotl�
indi N\trervivIv rerriore and. so, r,etlrres ohs$-iJrr-, l(]ratjot is it'hif-fl rr)11Fia.,, -, .•' ,city 111)D,-L T On
service. There •Sas also the high f-n5t of rent IfIg Sparc'. A t1llMbcr )f tfvst' -itions1tCrt' not
+':ell server', by puhlit' transportation. In discussin'g the ir`r-a of rc'r,tlrij pry; rift, `"t' t r,phasizrd
that it v:ould' hake to be rented ':.ell in acfyaftre of ant at-ttlal rl+'r in to ;,t• 5urr_- tilt•
property he ava!lahe ' `tied constr(!rlinn 1t 5 t') l;r['fr' ".c I :5 f•}r ! It pt'rIn{' rlf
construction. This could rt'Sl1It In pat lrlj? rent for I rlllrr)ht'r Of t e it I •_ f :�t` "r .f f th,it
there ttas an unl-.nov.n cost ')f renovation of an} rerital ')ulldinft t'} -et t`,f flit• !ihriirt
function as tt'ell as the tlnknottn cost of all the handicappedtthicll
wotild have to he met even in a temporart loratlnn. I sln�! 11)e a',�•riv.r• !,,r t't• ttpes of
areas looked at, for onit t'.t'o and one-half years ,i (4ov.ntot\n rat.'• - Ist approy:rrat.!lt
51.25G,Orri tt'ith other locations ran�in� from �SGG,rJ{�0 to $75t;,raGri. �'tclusl'. ' t f other (.casts.
`Ir. Carter reported that he is still att'altlnv a response on the rust ')f e7orStri.,-t!ng and t'Quipping
temnoritrt struc-turos as a possihlt' option. Ho st:.ttt-r t'lat `,e r+;r rot ! 'o . f3tr)ra1)lt I)n this
option herallse of the I'.)St Of himirflnu ano r'ouippint' such ,I atc'r ` e, t!,ro,tn
tt'len tilt' !milclmg uas no lonver St'r f�r'ri.
Cor^r"Ittee membors incifi-e(' ai)out ipecifir properties tthl'"I, tl,t". .+•"t' apart- of as possihlo
rt;'•l',al�,. }lUur•tCr t'a' rI ,)f t^[•<< '.trr r )I, ,1, ill To ar r w,!r.
I rr. ":r'tthijrper ratsor' tilt' Question of a ternporart f)lrtid inp in 16t• S_ouil end t)1 tOti. r. to tater
heror)e a ne:'. site fo, The Sotith hranrh. The ctle5tion of the `ligf' v{ ,)-,I 3s a it•r-i(]Orar. _)r-11i()n
^. y5 r liserl ,af!ain ane it 'Add DOinied. otlt t'lat I()raTli)n har lr•rr, r ;ICC LNJt relit• t,7 1`t Sty\ere
r in ini- r)rnh1e,i,ic,
.r,.r,� {... r•• [T •1 t— IL0 "t ,,[' , r "r . ,
{. . .•�t,f }, ti•' T`I,T. ,i._. r,. :1t�P l�."il:rll tlf'S .� t'r' �r'�r.•I '!' '' sir' - '�.
}1 tit;lti i )SS;r:I', ;I1 T' f• Pesear-1, Par- ()n C'I• •,r,-vr l Itt 6'.jr_�• ! t
•'tl�ad'\�;iltak'r'1 Irl[-Illrit'rt rlf' 11)fa I0:r3r`, Ser':lt-f•5 tt) .[ ['.Ifft'"F'r't 0r1 froft' tI`,' [�r'r• pt.•':[)Ir'
!tr• f,)r'tlll�f '.tlt`l, t`,e c'15plarf-1--nit f](i"LMV ,Jr'r' •• rr'`r^pltf',111gnG ,}' :'31;ISn}'
t�'ret'1T h !j{ ,,t tTl. ]l I I,f t')l' pdrtlt•s ,tl\'O
`r,rt .)rl r t;Ct•t' 1`n -1. ,+1't'It'r tl't' I_. 'f.jf r'..Ir I tft tJ
rtlr t' _if �ttr�t1 r tF't't r:u;l[. t,t, rr 11•I!1,' �[)r'r c, '•,Sr, rlf: It >t)I)nC t•
Qt)Ir1{* t .,.nt Ir•',]to t',t' !`.rN�l'lit �t'".. •'S t`1 F't bath•
:)''S.II'le jf Ili>tr^t.ilti .'4f'(' \ j�l.it'c,77C. ti f'['il;p't"
:'ill rtirit1,)n5 ^rl1j4Ifir '',1\I!ir t`'t' ZIIDIiI;tr c,'Wt-'r"t!or, ii' ')r-c pi--f r• . t' ^rjnrl Vr, � .:t,'•11
t` r rr'ference t_t'nter 11 -)r)t• I--Idr'r.' anr• Tfre ch!I:•rt•('S ;t' Tlc,rl I ' )(7wtln(,
h(' at3113hie -)n on,- or 1\+n ("a\5 5frt;rr' ``\ r .+it''
Special Committee on the Alain Library
1linutes - December 1. 1989
Page Three
collection stored off -site. While they looked at many different configurations, their main
concern was that they would have to meet all of the handicapped accessibility requirements for
all locations even though they were temporary, lie cited the experience of the City of Joliet
who evaluated this type of option for themselves and abandoned it for phased location rather
than attempting to refit the one building they found. The Committee disrussed the possibilities
of breaking the collection up in more than one location. The positron of t'lc' Library board was
that such breaking up of collection would be a serious reduction In 5er'.ire. as '.Fell as excess
cost. He felt the experience of other libraries had dt'rnonstrated that phased development could
be clone successfully in spite of some temporary n(lisancvs and inron-,eniences and '.01hout the
great adc'itional cost Incurred from renting and ecluipr-lent tt'rnporar-, sp r '. In the discussion of
+lsing existinr, sr'hool librarlr's. it was pointed out that there v oidc' �.(. a prnhrer i of %> hat to rfo
,tiith prt-sent library siaf f during the interim period.
Vr. '4right rorr!menterf that Staffing 1v.]s not do rr+1r_11 ;l partl(-Mar iScUr','),It where ^e lkant to
spend the none% is reaps tht' question. Hc' wr)uld rat`)er see the -'one• that urnrld go into
off -sit,- loc-,3tion support usee for the new httlWing instrad. A10. F ,1r'r• e:- cum!riented that the
r,-cuirernents for off -site location seers) to he so Irrposinp that lit' t,a,; surprises that lihraries all
over the rountry aren't forced Into considering phased ronstrtlrtlon. f'.c• :,onc4 rv0 If that -x,is
,-:,hat libraries %%ere doing -lnd asked to get the 7orrohItion from of er !i;r,ries on this process.
He also felt Ihat we sholllr+ !;a able to get opinions from arrhire-is '.." . ` :ti(' been Involve{.' in
the process as ,yell. '''r, \1riviii responder: that he r-culr £et rnort frrj-' ill o,-er the
country, not just the local area as provides in his report. He staivri itunl•. :f only one of
a library which moved off -site. Lsually this happens %then the (:o^ r' :rlt'. Is indergoing rapid
change and expansion. He thought that the rnajurlt� of librari-• p?);(rt-e de%elopment.
especially those over 50,OGG to 60.000 souare feet. Ald. Feldman az ,e•r- ,,,r :o e Illstr)r% of such
developments %t ith different libraries and some opinions from arrr;t-mot= .ri%olved in those
projects.
Nis. C:appo commented that she had discussed Che phasinf' prohlems ':•It` an architect who lead
l.iorled on phasing a hoso0al expansion at Lutheran Gener.-ir Ir'r- r •'tt-e')el dernanOing
conditions. It Had been his opinion that the ltbr,r� rth,ising iiu(rfr ':t `. ;r4N ,)f •1 nc�lllenge.
A10. Feldrran ron,rnenter that his concern '.t,is r"ore .%W, am o':tr t ,i 'w,itatlons on desipn
caused by phasing rather than ronstructi,)rl (i)fflrtlllit•s, ttti. l'�Gr,,':-..c�r)f151' '•gas that this
,-o,.,!C bt. P-.,r 'A lk,t. >,;}It'rltan r�'Qi1!rvr' ti,"-Ir" .,)t" -,G .-. ' Ci1f. I, It• iIIInS'S.
i!('.. Feldrr, an -.\,anted t.t he -ertain that tr t' constra!^tS ,)rl r+,,•hjkn .. -t• 5,!rf, -i5 to pity Us
-1 hrlllr'rng that vnuld t,t, sornething less shall ':.hat tkt' rr ilk '.kantc-. -rr ,,-ere I!t'rarles ,ill
f)tr,r the rt�untr% %1'['I'-h. l`a3.(- rarrled out -;UCyi constr!ictjorl, he ft—, �''4, ,Ir,' br' t• rhr11C13e5
and tectimor"Et , Jcl-t ,,nuic., 1110il, the cor"' 01" 1F',IJ i'! rl5kOr1.
.?ri '+. r <',f .. .,. [' .:[ 1,• ! ..tom. t„ h,,l\r.• .-�
-• .. f 1' r'
•71".'t!tlal
1l r•r• ., -
., r
r,
.ocatlon. i',.(Irr•.in 1r,)f1i 4t't' st.t> ,..: rrc'':!tE'rrtric
ii�t>r'
,ind tr. \c rWht rtpl.3lnt r' [''i[ this Inc_hi0oo jc--t•ss to th(' c':
t'rt!!)n
:t h hole
i`,Iplirltions !,)r till- ch, k�;nn, not I!r5t re-t r(mr•-` ariO r'ntranr,•N.
rcicltvf-
t"'.:1 thv sc'
rt>cliIirernt,iits '.t.)ulr4 11•I�I Ir!" or, [heir present Ioclzir,I, ,I IT,% tr'diOl'
srlr !+.o111C lnnl; I any tee r )rar'. facllit\ oI thc' ',':*,r'..
- Ij,•n, ,'C' h P" ,
,� St..it l'lii[ [ t ('OrT', 1(tC'>' •},.•r•r't•r, In 'r3.
�-.• rcl,7r'�
�IlalSf'C
f,`r.ltlpt�-r,nt h,.r,lrr' the r• }lNr+afS lhv,)t otit on 11,f. ...p(•t�[If)n 4.,
.. tr i^.ts 1.. .-'C r.nr)'.1
-Tor', a1d. Fr�lr. :n e�crt�stit>rf 1 ,r t ,r)r ,'.ur•' r....
t t''
'tr Isir)s
!lar Tr) 1t.t i rl t•4)r r`c.l ,') r 1 presented t)% t`it• fl (la r~ 11`.1[ rT)or� I1 �'
r lif''. .
- r+-
ilf Ilitects f- 01%1their er5 ecll%r '-' ^
r 1' f) p e 31..nk' f` r.•.35+�f
*r-
? ,
,t•-.� �
l-
Special Committee on the Alain Library
I�tinutes - December 1. 1989
Page Four
limitations on design options. He felt it was important to build the proper case for phased
rtevelopment. Vr. Carter agreed that the Committee needed to continue to ask the question,
not only of members of Design Evanston brit with architects who have •.worked on library projects
involving phased construction. He staterf that staff wotlrl r_ontintre to Vet as much testimony .15
possible over the nett month or so to assist in malting that derision. Coi—littee members
r+iscussc'rf r: hother or riot. in fact, thev wortlr' have sufficient infor'-\ it ion, On r, hich it) mako a
c'--cisinn anr' that It :+ fight come (io\tn to a cuestion of 'in(-) choice," r\^n I tkat •afire the case.
it wouir' be helpful to at least be able to explain u•hv r+oinp phase(' , r)nst*}I thin t%as not a bacl
alternative.
Chairman C otlens as!;er' for information on the r-ost Implications of roir r !'3ndic tipped access at
four sr••iaHer cites arr,ont, %khich the t-ollertinn might he split. sl'e •?%-. t"I" 35 .3 seenlln ly
attractive <lft(rnativc to POOple If the\' Clirl riot Itnder5t3lld V.hat Cie ir-c11,-3tlons rt'ally were.
AY. "orton asked nlernhers of the l.ihrary Po,ird ahout thr'ir o\\n-,,5ea-r t1 )r1,,r to takinp a
position on phased r't've!onr,t'nt. Vs. Cappo rospori0e(' that the r+orl, -'r t
:t'f -)rc t'u' i:or-lrnittt-e
representec -,,lost of the at -teal research anr4 the other factor \\as the, ,r,
'!.t �' Irnknov cis that
accompanv a rieciiion on an off -site location. These Inclurted: i`c s.
?;'-slit\ of locations:
anti(-ipatec' costs ve-stts unknov.n costs: the oue'stion of hanr'ir,,prc'r
: 5 , )il,t, ano St lff
utilization. ltiev -.votild prefer to see the staff time Wo to scr\irlr' t e
aur, l' ratlier than in
accommoriating .all th(' rhanpes which \•ou30 he ne'(-t-ssar\ In th,'Ir ;p......
;r - t< I'iakt' uff-site
location \\or'.., \'s. V olin cor-)rnented that })er c'.esiry \\uulr I)e t„ st'•'
( tits-rr', huilt in a
single phase, hilt preen the realii\ of the situation ronrerninp dt-tit'' c,-
ii:wis and their cost.
she would rat')er se'e they monev go into building a nv%,\ Iibr.ar, t1':I1t
tr•rptir.ir\ locations.
There appear to he too man, limitations and unknov.ns, so t
,\r,rt rump phased
developr•ieni. Alcf. Ft-ldrndn aske•i4 for clarification on his
t,!e Li,'rar\ Board's
preference. Ht' thought that the\ had expressed a position in fa\_r )f
)ff-sit,• location for
interim service it .in earlier date. %ir. \'` right explained Dial it \\as " _ ::asition of the Board if
equal space Vert, available in a dov:nto\\n location. ',Ir. {--ar- r
:stet" if maintaining
uninterruptod servict' at a i•nourl location \\as not one' of the rna •' .. - e-nt5 for the lloa.d's
support of phasic' fevt'lopttl('rit. ll(- felt it \.oidd t)e particularl\ r=lu
`. tt'e •- )Ilectlon ~ere
broken up Into 3 series of satellite locations. He .iskc•(' if .rn arr!itl,,f .:
.' \ it't ij t' \\as not tsle
sizeably arl'ount of the collet-tion which \.mild ha\e to go into
('urlfirmt-c* h\ 1-i')rar\ Hoard t-iembors.
Ald. Feldman ernpl1aslze'd ttlat. should the\ choose to go ;rilo ph,tw ,cr t',nt. ills r•tlasIf:i
must he \er\ cart -fully designed so that evervthinv runs 5rnoothl\. ,' is \\oul" take I
st)ertal l,inr' of planninp which needed to hc' hunt into the project. ' ' 21't nointec' out ilia
the Green rvoort har' alcn r-alled attention t,l the nee(- ftrr tper-iai .' :z is nt? 0tv phas•'!
rat,\,.{tlptt,t'nI. The Co—r-ittnl' \(efit rin t:) (41S, IISti U till, !.int" .'
i�(a I,1\. rtl ,.,t, ,, lire,' it t' L'rt'li `\.1'\ , :1 i7!1 7r, ,IC: t'r' � . ' •
NEXT MEETING BATE
CI C o I I t ' i i � ,if)f)okin(-e(� tilt.' fle.I rne('tIr1p r'aI.' Ir)r tilt` i nr- I' Ofied e'l r yr
1 I. 7:30 P.". '\lrl. Vorton announced that she \\oidd not he able in is e•'t,t):
EXECUTIVE SESSION'
( I'.l Ir"'af} ()I IefIs .ls1, C'(' ft)r 3n t'\eC(it 1%0 5('St. I[)n t,) (tl s('I IS, I r, I' r
"et, I!1)), a(iI011r( :p rn\ir-atel\
r-T:1FF:
l) EC: r'')er
7) 7;'77
SPECIAL COMMITTEE ON THE MAIN LIBRARY PROJECT
MINUTES
DRAFT NOT APPROVED
,\' onday, December 11. 1989
Room 2404 7:30 P.M.
CIVIC CENTER
ME!IHERS PRESENT: Aid. Collens. Feldman, !torton, and Rainey
PRESIDING OFFICIAL: Aid. Collens. Chair
STAFF: Carter
OTHERS PPESE`T: Cappo. Wolin. Wright. Anderson, �'e�%ber¢er anc Lindwall
APPROVAL OF MINUTES FOR DECEMBER 1, 1989
With two minor corrections. Aid. Feldman moved approval of the December I, 1989 minutes.
Seconded by Aid. \Iorton. Motion passed. No nays. Aid. Rainey commented that, while she had
not been at the December Est meeting, the minutes had been written in such a way that she felt
she had been there.
DISCUSSION OF PUBLIC INPUT SESSION ON THE NEW LIBRARY
Chairman CoPens reminded Committee members that thev had discusses+ having a public forum
on the new library and that if they wanted to get a notice into the nett issue of Highlights, they
would have to act on that this evening. Committee members discusses ":hether or not the site
issue had to be finally settlers before conducting this forum and the ,r pIxations of its timing.
%[hile Committee members felt it was essential to ha%e a public forum, they were also
concerned about not waiting so long that its input would be too 'atP to be useful to the
competit ion.
Committee members went on to discuss the structure and purpose -. --e fcri rr and what they
might expert from it. Thev acknowleOged that the,. roulc' not he r""= " .fir '..hat people mr01,,t
sa,. anO that comment on issue's alreac',, resoled such as the ^e,•r `. ._A `••3r„ its 'oc-ation.
etc.. uas like]v but there was also a good possihilit� for coristr ; = eat on :P-(- thini7-
people might like to see or not see in a nea lit)rar�. Committed that !t voulc'
be helpful to try to structure the forum with an emphasis upon �krat :-e re-.k !ihrarti should 5e
like and that this ir;ormation souls' he helpful to the architects entor -•v :^r• ror-,petit:cr.
Chairman Collens distrihuter' a draft artrrle for Hiehlights :� staff. Ccr-,rr1ittec=
memt•ers !t-lt tr)e text refldrted the context they Mantes' f-r t')e puts:,- forth,.
71iet r-ac'e ,t fe, w ds'itoriaj rhanees, selected Thursr!a`, February •'- is 7;.r, p,n . in the
Civic Canter as the dale, time. and place and r!irerted staf f to "!rle in T,W next
issue of Hiehlit?itits. It was further suggested that an announcer "c a` r%itirf- fora} 5e
Prepared to he rirr ulated at public places such as the library to .2. about the
meeting and %k~at sort of comment would be looked for. These !r• - .oec -,rig of ll•e small
Oetails dealing with furnishings. lighting. rest rooms, anc+ the litre.
Special Committee on the gain Library
1 f inutes - December 1 I. 1989
Page Two
INTEAIAI SERVICE ALTERNATIVES
Chairman C'ollens noted that this was an agenda item in case staff har< anv new information
since the !ast meeting and acknowledged that this was a tight time frame. %'r. It right
commented that thev were still waiting for responses to the inquiries then had sent to libraries
and architects outside this area. \1r. Carter states' that staff had mace contact with a
representative of the Chicago F'uilder's Association who wooW be 'xillinp to come out and
Hiscuss questions on phases' development. Staff woulra also he lnokinp for romeone from the
American institute of Architects to core and comment as well. i`'e felt it :.oi+4 be helpful for
both the btlitcfers and architects ooints of %ie%% to be representec' !r oerson before the
Committee so that they %-oulr+ have a chance to ask: questions. "r. Carter stated the staff
would brief these individuals in aevance on the ouestions for which the Committee is seeking
some response.
DESIGN CMIPETITION STATUS REPORT
.Ale. Feldman asrec' �tr. Carter if ht� has' an\' r(,rnrrUnwatlon frog-^esigr L�znst,)n. suhsecue.nt
to the c'esIvn form.-oncerniry the-r inDL11 Oil tl-r t'e5117r ST;tt'-erT. \'r, Carter
recnonded that '7e has' tall-eri to the President. Pennett 7ohnson. 5hnut nutttrc topetl,,er a small
suhcnrnmittre of 5e%eral rifferent (`iscipl;nes to C'.e�e!np a r.3ft st 1r-':'rt on the ctesign
rhallenve. 11r felt t`'I- v—,is a Ili.ely ant)ro ach tnr tl,e nrvariZat'(Jn dr)(,, t' ut :-t". :.gi1lC discuss It
at their neyt meeting on Thursc{a%. recember I-' t11. ; lc. F-Ier-tan re•cWstec that Pesign
Evanston pet the last set of Lihrary Committee r-ninutes .kf,irh rr,.-?rec some of the
Committee s ic'eas on the design challenge.
a!d. Feldman asS ed if there has' been anv communication between t"c' hear- and "r. C111swang
�,inre the resign forum. "s. Cappo re snoneer' that there tsar beer ro of'':- al communication.
''tit thev % oldd he mcf-tint, with him on the 19T',, P'(- ��aulC t re mt•etlrp 'A!1- v consultants lust
prior to that r-eettng. The Poard meeting uoutO be the first offic:a. ^-eeting with the
consttltant. Cne of the 4ev objectives was to arrive at a progress+or of that neec! to take
place anc! a defining of roles. Piscussion of iur\ selection an(, cor-nelitier' fetes will be high on
the agenda.
i-hairman C'ol'ens quf'Stioner' hot% many meetings the ronsijht trt .rtencFr to have ktsth other
proups since he had mentioned a numher of orpanlzat ions from .t-1 trr t,e —�t,'r be seeking input.
N.'s, t;appo stressef the need for clarif,cat,on v.ith the constilt,.int .:s to t'-e 7umber of meetings
as part of their agenda, t,tr. 1t right sat the meeting of t41e hoarr' .is t`— 'ntrodlif-1,on to the
:� hole romm-tttion rrnrF'cs. aid Ff-10r-an -inter for ihr' rerr,r ..s his pie.. that the
`+:nr•tion of tf`e -znS:fIt Irt .k as to help us r ake 0unc"ar- t•rtta; rt',- c c for them To tr,. to
1,0'al T' Ns 'IL e. 71e slons. ' t, t appo
't"pnne't't that 1'-- :S r f 1tr,co'r,Tarc r'j7 i c, L�S r- I t'._ sl The
C'I<' '('t -f'�t'r-t tht• Il:rocs. }+esoorse- tii5 t''.., z`w r,!rtt..t •-••'er poter: ']I .',;rorS
on their gttahflrst,nns anc presertee a list t.) ti r L:brarti Po-_.r- ' '-eir sei--T.or an(,
(-ornmlttee endorsement.
S. c'appe, t'xplainer t'-at :t -vas the Poard's uncicrgtanding that thf'�, lar ','ec Vr. Cllsv,-ang and
1 r 1{ tts�Irp a q I I(-�t �� .jrf, '.` f % hac' ekDeriet' t"M thr'� �tc)t. r' appear ;- - titres tav they and
IA0(ilCl \kork or t`e 1Ihrar� DroIe(-t toet't''t'".
Special Committee on the Main Library
Minutes - December 11. 1989
Pape Three
OTHER LOUSINESS
Ald. Rainey asl••ed if there had been any discussion of traffic issues during phased construction
such as access and egress, etc. She felt that some investigation on how serious those problems
might he should be initiated early. Site commented on hog% confining the site was for new
construction and its possible impact on Church Street traffic. Ntr. Carter apreed to ask Traffic
Engineer. Lave Jennings. to come and tall: to the Committee about this issue, The Committee
also requested that the ouestion of moving utilities and the alley be addressed again for
clarification.
Aid. Feldman asl•-ed Don V right if the library were air conditioned and discussed the possibilities
of reducing the amount of dust during construction by maintaining a higher pressure inside the
huilding than out.
DISCUSSION OF INTERIM SERVICE ALTERNATIVE
Chairman Col lens reminder' Committee members of their reauest of k'r. %t right to detail more
exactly how the off site interim service concept would he complicated of the handicapped
accessibility regulations. Vr. \t right responded that he \yas av:artinp a renal opinion from Itr.
Pill as to whether or not the regulations applied in this set of cirrumstarro's. Pe commented
that he dirt have an informal opinion from another attorney that they He said that the
interpretation would have to apply on a site by site basis.
Alct. Rainey raised a ouestion as to how 6fficult it woulr+ artijal'�, be to male temporary,
locations handicapped accessible. In the discussion that follower' an the lav s implications, isles.
stacks, telephones and washrooms were identified as the specific arr•4s uhirh Wou[d need
attention, ter, \t right clarified that the height of stacks vas regulated only within the
reference area. In response to ; lcl. Ferr'r^an's e]eleStlnn as to uh\ the rocuirer-ents could be
particularly onerous, s'r, f right responded that there would be arc'itional remodeling costs
beyond those normally recuirec' for a temporary library space anr' that the actual space
reouirements would be greater. Perhaps the greatest difficu[t� is n,,t-r�ouing that the actual
cost would he until a specific buil0ing vas selected and anal ze-. ) oij lust don t know in
ad%anee hoc rt",(-Iilt Et ., !II re.
The Committee r'Iscttssed t' e ouestion of !egal interpretation on t"e extent of the handicapped
accessibility regulations in converting existing huileinps to tt—Dorar� use. Ale. Painev
commented that whether or not the regulations apply, that xe s`oulc ^)al•e anv temporary
'orations reasnnabh. acct-ssihle even if we aren't reMflred to do sr,. 5"-e r itec exarrples from her
or.n pe•rsor<al^sf`.icult — `'arch-aprrd peoDlt• r att"'--Dl.inp t.,- .-Aerate in
1-'ca lr'1'di� 1 o'Ier`, pt;l r.t or 't.t tilt tilt, -r,, :evi �k it roi,iinp c .'re'a�.inp tip
the col'ection %gas 0,e san-t- as ha%ing a s,rgle off -site location. '' ,t ,s. t'-e necc to rent earl',
and for a !Ong time period. aerhaos up to three years, If ue uarilol t. e;arantee space available
at the time of rnnstruction, %ke ,kouY ha%e to start renting rig,t,r s re ayailat;ilit�. ald.
Paine% norntec' out that there «ould he tt,e a(der! disad�antagt ,'. ;. r .p retail space which
'night nther\k Ise vr) to nek'. husinesso".
Al,-'. f elr'mar that the decision to put the librar,, sr. �cations -Aithin the
Dov,ritown %t.(-ulr; `)aye to be because phased development «oulc' crr — ronc"itions.
Special Committee on the Main Library
11inutes - f7ecemher 1 1. 1989
Page Four
In response to a Question from Aid. Vorton on current vacant storefronts and space as being
much too small to accommodate the librarv's function.
�'r. Newberger brought up the Question of the delav over accuiring the %t ornan's Club property
and how that might impact competition. Ald. Feldman responded that it was his understanding
that. if negotiations went to litigation. that would add a fev., months lont'er to the time you
Could actually begin construction. Chairman Collens commented that she xas uncertain of the
impart of the timing of the competition since she did not know the nature of the delav in
negotiations or hoc lonp that might take. 1'here follouec' some general discussion on timing
implications of eminent domain and at what point the Cit% could he certain of having the site.
Committee members clarified' that it was not a matter of whether -the site could be available
but when. Chairman Collens speculated on the loss of momentum on the completion of
competition and the artual beginning of construction should there be a long ce,3\.
ale!. Rainey commented on the timing of the competition and its core-21elion stating that she
tkould life to see the material available during the nice «e,,ther so it v.nulc rt' easier for people
to pet to, to see. Cllalrrnan Collo ns respondo.,c that Vr, 0!ls\1.ane '-ar al.o oointed out the
c'esirahility of ha%inp the competition results announced at gor-e lame .:r:rua' �.ent in r�anston
which would vine O)em maximim, exposure.
�'r. \e�e.berger commented that. as a taxpayer, he was aitally snit-r-st— :r seeing the library
project expedites' ber3use the longer the delays. the greater tree rosi. .=cr —ittee members
expressed their desire also to see the new library move along as auickl� as aossirale.
NEXT MEETING DATE
Committee members selected Thursday. January 1 1, 1990 at 7:30 p.m. for t` e:r next meeting.
k'eetinp adjourned approximately 9:30 p.m.
STAFF: a,44::rz�
Date:
r
7N 147' 5r,