Library renovation on track; city plans April 14–May 14 temporary closure and service adjustments

Ed Vasquez, project manager for the library infrastructure grant project, told the board the renovation remains on schedule: plan-check comments have been reduced to three items, the city expects to advertise the construction bid from Feb. 19 to about April 10, with bid evaluation mid-April and a council award as late as May 7. Vasquez said the current schedule provides a 10-month construction window and that, if awarded, the contractor would be expected to start in June.

As part of the schedule, staff said the library would temporarily close to prepare collections for relocation and move activity. Staff and the board discussed planned dates and services: the city plans to move materials and begin temporary relocation activities April 14 and anticipates reopening May 14; the last day the library will be open before the partial closure is April 12. Staff cautioned the dates could shift depending on construction or procurement changes, but described April 14–May 14 as the working target.

Communications and service continuity were key topics. Economic Development Director Jenna Pruchenik and library staff said the city will launch a public communications campaign in early March (website, social media, printed materials and press releases) and that trustees will be provided a preview of the materials before public release. Staff discussed placing book drops at two mall locations (front and back) during the temporary relocation and noted the Pioneer Room could remain open for limited services. Staff also described multiple options for patrons to return or access materials during closure: letting patrons retain items without fines, keeping existing drop boxes until moved, using Linked Plus (regional interlibrary loan) more heavily and offering a limited “hold and pickup” selection at the temporary storefront similar to previous COVID-era operations.

IT, infrastructure and parking were identified as potential schedule risks. Staff said either relocation site would require new network infrastructure; the mall site likely requires a larger IT installation to serve the full collection and staff. Trustees asked about parking-lot upgrades that are needed for code compliance before reopening; staff said the public works director is leading that work and that council may be asked to allocate funds or approve a budget adjustment on March 19 or during the contract award process.

Board members pressed staff to shorten the one-month closure if possible. Staff said they will hire professional movers, coordinate with Information Systems to expedite technology setup, and work with mall management to place book drops and negotiate hours; they also said some logistics depend on finalized floor plans and blueprints that the mall owner and city planning must provide. Vasquez reported the team is still working through plan-check responses but remains hopeful for the advertised schedule.

Staff also discussed the library’s digital services during the move. Trustees directed staff to accelerate the planned Hoopla eligibility changes (a March 1 target was discussed); staff said reaching the March 1 date is doable but would require a narrower communications push and that the board should expect trade-offs between speed and breadth of outreach. Staff said OverDrive and the Palace platform would be emphasized to supplement access while physical services are limited.

Financially, trustees reviewed the library trust balance and discussed using trust funds for unfunded items tied to the move; staff said several items remain unfunded and that the next community workshop will focus on that list and potential Friends/Foundation support. Staff scheduled an early-March workshop before the board’s March 13 meeting to resolve outstanding unfunded items and communications details.