Committee backs starting library refresh with carpet and paint; staff to obtain additional bids before scope expands

The Clayton City Budget and Audit Committee on Jan. 13 reviewed a proposed phased refresh of the city-owned library and recommended moving forward with a conservative Phase 1 scope limited to carpeting and painting in the library interior while staff obtains additional contractor quotes and refines cost estimates.

Regina, Assistant City Manager, told the committee Phase 1 as originally drafted by the county architect excluded Hoyer Hall and furniture and focused on carpet and paint. The county architect’s estimate for carpeting was about $148,200 and painting and related construction allowances raised the county’s Phase 1 estimate to roughly $316,992; staff has already received one carpeting quote of approximately $90,000 and said two additional quotes for painting and carpeting remain pending. Regina said the county’s estimate includes contingency items the city may not need to carry, so staff expects the city’s realized cost to be lower than the county figure once competitive bids are gathered.

Committee members asked for clearer options to present to the City Council: a baseline package (carpet and paint), a second-level package adding furniture and small finishes, and a higher-construction option addressing walls/room reconfiguration and lighting. Members reiterated that the City, as building owner, would lead the project and that the library foundation has expressed interest in supporting upgrades but would not be required to fund Phase 1. Staff confirmed it will solicit bids with the library as the base bid and Hoyer Hall as an add-alternate so the projects can be evaluated separately.

Members discussed operational issues such as temporary closure and furniture storage during construction; staff said quotes for removal and storage of library materials and furnishings are still pending. One committee member noted a local commercial-furniture business owned by a Clayton resident has offered to provide estimates through a consortium and staff said that contact has been passed along for consideration.

Committee members asked staff to return to the City Council with firm quotes and at least two options (baseline and an expanded option) so councilors can evaluate costs and funding choices. Staff said it will present updated estimates and the recommended scope after receiving the outstanding proposals. No formal roll-call vote on the library refresh was recorded in the transcript; the committee’s discussion established a clear preference for starting with the conservative Phase 1 scope and seeking competitive bids.