Waterville council reviews Bolton & Menk proposal for phased library renovation

The Waterville City Council on May 11 heard a presentation from Bolton & Menk on a proposed renovation of the city library and discussed phasing and budget constraints but did not take action on contracting or funding. Mayor William Conlin called the special meeting at 10 a.m. in council chambers and approved an amended agenda before the interview with the consultant firm.

Angie Knodel of Bolton & Menk said the firm’s first step would be a meeting with library representatives and city decision-makers to identify which existing elements could be reused, define needs and wants, and establish a program for the new space. She said the firm would develop sketches and concept plans and meet every two to three weeks with the project group so the design could advance collaboratively. "We would keep budget considerations central throughout the process," Knodel said, adding that a firm cost estimator would participate during design development so the city could "understand costs in real time" and avoid discovering major cost issues only after bids are received.

Knodel cited the City of Blue Earth library renovation as a comparable example. She said that project included restroom upgrades, security improvements, documentation of existing conditions and reuse of shelving; the construction cost was about $327,000 for roughly 5,000 square feet, and some desired improvements were not pursued because they exceeded the available budget. Mayor Conlin asked whether Blue Earth obtained additional funding; Knodel said no, that project used allocated funds and later requested a small additional appropriation pending council approval.

Administrator Teresa Hill asked for clearer cost breakdowns over the life of the project and requested the percentage of total cost represented by each phase so the council could incorporate items into the city budget. Knodel said the firm could segment the proposal into separate cost components (for example: demolition, interior finishes, door and entrance improvements, ADA access, lighting and acoustics) and identify which items could be deferred.

Councilor Jennifer Grobe emphasized limited local funding and urged that the project be broken into manageable pieces. The group discussed a rough target of about 3,000 square feet for the library remodel, reuse of existing shelving and possibly the existing front desk, and the need to plan electrical and connectivity for specialized library equipment. Knodel cautioned that major HVAC changes could become expensive quickly and recommended the cost estimator help prioritize work.

On ownership of drawings, Knodel said the firm could provide design documents in PDF format to the city. "I don't want to draw anything or waste anybody's time" on concepts that are far beyond the city's budget, she said, affirming the importance of a working budget and a decision-making group within the city to approve directions as the design advances.

The council and consultant discussed potential grant searches; Administrator Hill said outside grant sources may be more relevant than county boards and noted the library system had not committed direct financial support. The council clarified that furniture, shelving, equipment and internet-related items would likely remain the responsibility of the library rather than the city.

No vote or contract award for design services occurred at the meeting. Bolton & Menk said it would provide a final concept plan and cost estimate and then present a proposal for a next phase based on the council’s direction. The council adjourned at 10:38 a.m.

Actions recorded at the meeting included approval of the amended agenda (motion by Scott Potter, seconded by Tim Smith; motion carried 5-0) and a motion to adjourn (motion by Tim Smith, seconded by Scott Potter; motion carried, recorded 4-0).