Library trustees send draft agreement with foundation to city council for review

The Carmel-by-the-Sea Library Board of Trustees voted to forward a revised draft agreement between the city and the Carmel Public Library Foundation to the City Council for its review, the trustees decided at a board meeting.

City Attorney Bridal Burrett told trustees that revisions made after a Feb. 4 staff presentation had resolved prior concerns about contract administration and funding responsibilities. "So as a spoiler alert, I want to tell you that I have very good news for you today, with respect to this agreement," Burrett said while describing the changes and the agreement included in the trustees' packet.

The agreement covers the foundation’s proposed funding toward the Harrison Memorial Library renovation — described in the meeting as a project to provide seismic, accessibility, technology and systems upgrades. Burrett said the combined architect and construction costs are projected to be in the range of $15 million to $20 million, and that three city contracts will be needed: one with the foundation (the agreement under review), one with an architect and one with a construction contractor.

Trustees discussed items that are not included in the draft agreement. Several trustees and staff said arrangements for temporary relocation of library services during construction — and any relocation costs — were still being worked out by an ad hoc committee. Trustee Phil Pardue asked whether the draft agreement should address temporary relocation; staff and trustees said relocation plans and costs are being developed separately and are not part of the current agreement.

Ashley (staff), who has been participating in selection and relocation planning, told the board the ad hoc committee that includes Mary Jo Williams and Marie Claire Gore has been identifying potential alternate locations and estimating potential relocation costs. The board did not adopt any change to the draft agreement to add relocation language.

City Administrator Chip Pierrick told trustees the City Council has made the project a priority and said the architect's forthcoming contract will include "a very robust outreach and education process." Pierrick described the library’s role in the community: "people who call HML their, their second home, that, you know, we see them, the librarians let them in the back door, and they come in, and they read the New York Times, and maybe take a nap in front of the fireplace for a while. That is their, that's their community center, That's their social circle." He said the council expects to review the agreement and related documents in the near term.

Representatives of the Carmel Public Library Foundation spoke in support of the restoration. "CPLF is dedicated to this vital restoration and rehabilitation of our cherished library ensuring its legacy for generations to come," said Alex, representing the foundation, and pledged fundraising, leadership and community engagement.

A trustee described the draft agreement as an "overview document and a financial agreement" and said the board is focused on ensuring services and public involvement throughout the project. The trustees also reaffirmed their previously stated five guiding principles for the project, emphasizing continued access for patrons and consideration of employees during the renovation.

Trustee Phil Pardue made the motion to forward the draft agreement to the City Council "as written." The motion received a second and was approved on a roll-call vote. The board recorded votes of yes from Marie Claire Gore, Phil Pardue, Mary Jo Williams and John Krisscher; the clerk announced the motion approved.

The board also heard that the RFP process for the library master plan has proceeded: an RFP issued in August produced six proposals, an architectural selection committee was appointed, and the council previously committed $250,000 toward initial architectural services. Burrett said a draft architect contract has been prepared and is under review and staff hopes to return that contract to trustees and council shortly.

The trustees concluded by asking staff to pass their comments and the forwarded agreement to the City Council, which is scheduled to consider the matter at a future meeting. The board also set its next regular meeting for Wednesday the 26th at 9 a.m.

Votes at a glance: - Motion: Forward the proposed draft agreement between the City of Carmel-by-the-Sea and the Carmel Public Library Foundation regarding the Harrison Library Project to the City Council as written. Mover: Phil Pardue. Second: not specified on the record beyond an audible "Second that." Outcome: approved (roll-call yes votes recorded for Marie Claire Gore, Phil Pardue, Mary Jo Williams and John Krisscher).