Improvements to the meeting rooms at the the John P. Holt Brentwood Library were identified as a priority in the Strategic Plan adopted in 2015.  Staff have been working with the Library Foundation to plan and implement a project that will provide for the renovation of Meeting Rooms A & B, which are the largest meeting spaces available in any City facility.  The Foundation has committed to funding the majority of the improvements, with assistance from the Friends of the Brentwood Library and the City.  Of the $176,000 project total, the Foundation is prepared to fund $148,000, which is inclusive of $15,000 from the Friends. The balance of $28,000 was pledged by the City Commission at its regular meeting on February 12, 2018.

Design and bidding have been completed by the Foundation with assistance from Library staff.  It was anticipated that the Foundation would contract with the general contractor for construction of the improvements, and that the City would simply donate its funds to the Foundation for that purpose.  However, development of the contract revealed the complexity of guaranteeing certain rights to the owner of the building (the City) where the City would not be the contracting party. After some discussion with the Foundation and the interim City Attorney, it was determined that the cleanest resolution would be to have the City contract directly for the improvements and have the Foundation and the Friends pay the City.

The attached Letter of Agreement with the Library Foundation commits the Foundation to providing funding of $114,000 to the City for this project.  The City will contract directly with Ryzec Building Group, LLC for completion of the improvements.  The Ryzec contract, which appears on this agenda under separate cover, provides for construction of improvements to the ceiling, lighting, and wall coverings in Meeting Rooms A & B, as well as renovations to the small kitchen space that serves those rooms.  The latter will include upgraded cabinets, flooring, and painting of the walls. 

In addition to the $114,000 to be paid to the City, the Foundation will direct-purchase appliances and lighting fixtures, to complete their total commitment of $148,000.

If approved, construction should take approximately 60 days and should be complete by the middle of May.  Please contact the Assistant City Manager with any questions.

The City Commission approved a $28,000 contribution to this project at the February 12, 2018 regular City Commission Meeting.  At that time, it was anticipated that the Foundation would be contracting for the improvements and the City would pay the Foundation.