Project Scope Statement

Scope Statement

Project Name:District Support Services Space

Department:DSS

Project Manager:Janine Reid

Date: 7/18/08

Revised 7/21/08


Role / Responsibilities
Project Manager: Janine Reid / Administrative, organization, general project guidance along with oversight of public service outlets (project coordinator)
HPLD Project Sponsor: Janine Reid / Authorizes funds for project, represents project to Board and other Leadership. Gives formality to the project by authorizing it as justified/needed.
Technical Support: Susan Staples / Infrastructure and server technical expertise and support
Financials: Andrew Romero / cost assessment and financing implications
Facilities: Bob Arellano / Identify potential spaces; review for suitability, feasibility, building structure and mechanical system functions
Public Services: Elena Rosenfeld / Coordination of remodels of Public Service spaces
Collection Resources: Cameron Duff / Largest space requirement

Decision Structure

  1. Project Sponsors (project sponsor is responsible for obtaining Board direction/support)
  2. Project Team
  3. DSS Staff and Public Service staff affected

Project Justification

  1. DSS has run out of space. Every staff does not have an office space. Daily functions are impeded by lack of adequate receiving, distribution and storage space.
  2. Desirable to bring DSS functions together.
  3. Space required in order to achieve future service functions; i.e., vehicle space, ContactCenter, additional staff in DSS.

Project Overview

DSS has expanded into all space available in the Farr Regional Library and the Centennial Park Library. Currently 50 staff, plus receiving of over $1,000,000 of library materials and delivery of ,000,000 items occur in about 7,000 square feet. In order to catch up with growth that occurred since the opening of the Erie Community Library and the Carbon Valley Regional Library, to alleviate crowded conditions, and to expand services, we are planning to find at least 15,000 square feet of space.

Project Product

The Final product will include:

  • 5 – 10 year solution
  • Expanded space for Farr and CentennialPark library

Measures of Success

  1. affordable solution
  2. sustainable solution
  3. Desirable to be connected to a branch library.

Project Milestones

1. Narrow down choices to one viable option, to begin implementation January 2, 2009 or sooner.

Assumptions/Limitations

  • Assumption – It is desirable to have DSS functions in one facility
  • Assumption – It is desirable to attach DSS functions to a branch
  • Assumption – the best place for DSS services is Greeley/Evans or somewhat south no more than 10-12 miles
  • Assumption: the District will add the following space requirements during the next 5 years
  • Training Coordinator position
  • ContactCenter
  • Vehicles
  • Storage

Long-Term Plans

The Lincoln Park Library lease expires in 2013. Based on activity levels and demographics of the area, we question whether or not the 13,000 facility is adequately serving its target population.

One possibility is to build a new branch somewhat east and south of downtown Greeley, with administrative space attached.

Notes from July 18, 2008 meeting.

Present: Janine Reid, Elena Rosenfeld, Susan Staples, Cameron Duff, Bob Arellano

We considered 7 options:

  1. build a DSS facility
  2. rent/lease
  3. add on to the Farr Regional Library
  4. create a store-front library at CentennialPark, and move all DSS services into most of the CP building
  5. purchase an existing building
  6. build a new LP facility, including space for DSS
  7. close LP and CP. Build a new library somewhere in between and include DSS space

Each option was reviewed. In light of the fact that we have unknowns around the Lincoln Park facility, as well as concerns over revenue as we enter into an economic downturn, we agreed a 5-10 year solution is reasonable. Renting/leasing or adding on to the Farr Regional Library appear to be the most viable alternatives for the following reasons:

  1. we need a relatively quick solution (not the minimum 2-3 year process it would to build a new building), since people share desks, work at home, and we can’t expand capabilities without more space
  2. political maneuvering is minimal

Next steps:

Identify properties to rent/lease. We identified Dale’s Carpet, the former State Farm at 30th Street and 8th Avenue, and Albertson’s on 23rd Avenue. (Bob)

Visit with Mayor of Evans to understand long-term development plans. (Janine)

Arrange meeting with architect and possibly general contractor to understand feasibility and costs of converting rented/leased space to DSS needs, or to add on to the Farr Regional Library. (Janine)

Develop preliminary cost estimates of each option under consideration, in time for inclusion in the 2009/10 budget.

ConfidentialPage 112/6/2018