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HomeMy WebLinkAbout1992-01-22 BOLT MINS . MINUTES LIBRARY BOARD OF TRUSTEES LIBRARY CONFERENCE ROOM JANUARY 22, 1992 3:30 PM BOARD MEMBERS PRESENT: Chairman Williams, vice Chairman Alexander, Trustees Donovan, Viesca, Wilson BOARD MEMBERS ABSENT: None CITY STAFF PRESENT: Library Director Lane, Assistant Library Director Palmer OTHERS PRESENT: Betty Roche, Robert Coye I. APPROVAL OF MINUTES Meeting of December 4, 1991. MSUC (DonovanjViesca) to approve the minutes of the December 4, 1992 meeting as mailed. . II. COMMUNICATIONS A. Friends Betty Roche stated that the Friends had held their Annual Meeting and elected the nominated slate of officers. At the Annual Meeting, the income for the year was reported: Membership $3,252, Book Store $20,541 and interest of $1,057, for a total of $25,851.44. She also announced that the walls were taken down in the Bookstore sorting room and that it looks and works much better. Chairman Williams asked how the membership compared with 1991. Betty Roche indicated that she would give Chairman Williams an answer at the next meeting. B. Public Comments - Robert Coye recommended that Friends and Public Comments be the last items on the agenda. Chairman Williams asked that this issue be put on the agenda for the next meeting. . . . . LIBRARY BOARD OF TRUSTEES 2. JANUARY 22, 1992 III. CONTINUED MATTERS A. Completion of contract with State Library for South Chula vista Library Grant. Director Lane reported that the Library had received the signed contract from the State Library the first week in January. B. Revisions to Library Budget Goals and Priorities for FY92-93. Director Lane reported that she had an interview with City Manager, John Goss, on Friday, January 17 to discuss the Library's budgetary goals and priorities for Fiscal Year 1992-93. She indicated to the City Manager that there were two major changes since she drafted the November 22, 1991 memo outlining the initial goals and priorities. The first modification was the elimination of the proposed self check-out system because it was determined that the Kingsley self check-out module was not compatible with the Inlex circulation system. However, Inlex has indicated to the Library that they are hoping to develop its own self-check out system in the future. The second change was the addition of a Supplemental Request that would allow the Library to provide service at Eastlake High School beginning in September, 1993. C. Meeting on Eastlake High School/Public Library Branch, December 10, 1991. Dr. Ron Williams called a meeting on December 10, 1991, with the Library staff and Dr. William Hawes, Head of Instructional Support Services for the Sweetwater District, to discuss potential joint use of the Eastlake High School Library. During the discussion, the assumption was made that the Chula vista Public Library would operate the Eastlake High School Library after school hours and on Saturdays with a separate staff. The Library would also purchase a book collection, starting with 1,000 volumes in September and then adding 7,000 volumes during the remainder of the first year. The School District would provide 20,000 volumes at the School Library. (Ref:Board\Minutcs\12292.Mts) . LIBRARY BOARD OF TRUSTEES 3. JANUARY 22, 1992 The Sweetwater School District has proposed using the Library's Inlex system to check out both City and School owned materials. Under that plan, the Chula Vista Public Library would install the appropriate number of terminals, and would then input the high school book collection into the Inlex database. Although a single circulation system would make it much easier for the user, it would entail significant expense for the Chula vista Public Library. The Staff estimates the expense of integrating the school's database into the Library's automated system to be about $25,000. The bar codes alone would cost $7-$8,000. D. Local History Museum . Director Lane reported that the Library had received a mandate to establish a local history exhibit in the Senior Information and Referral Center (the small building on Third Avenue at the east end of Memorial Park). The Senior I&R Center is scheduled to move to the new Norman park Center once that building is completed. At the December 4, 1991, Library Board of Trustee's Meeting, Director Lane indicated that the City was looking at dividing the 700 square feet in the building between a local history exhibit, the offices of the new Downtown Manager, and offices for Parks and Recreation Staff. It now appears that Parks and Recreation Staff will be located elsewhere and that the entire front end, or "public face on Third' will be used for a local history display. The exhibit has now become a Library project and the department will be assisted by the Chula Vista Historical Society. Director Lane announced that the Board's tour of possible sites for a local history museum, scheduled for January 8, 1992 was cancelled because three of the five Board of Trustee Members could not attend. She suggested that the Board reschedule this tour. Chairman williams indicated that he felt that the Library Board of Trustees would be very busy during the next few years as new Libraries were being constructed. He suggested that a Chula Vista Historical Society Commission be established to oversee a local history museum. Chairman Williams asked that this item be put on the agenda for the next meeting. . (Rcf:8o~rd\Minutes\12292.Mts) . . . LIBRARY BOARD OF TRUSTEES 4. JANUARY 22, 1992 The tour of potential museum sites was then rescheduled for Wednesday, February 12 at 3:30 P.M. IV. NEW BUSINESS A. The schedule and process for hiring an architect for South Chula vista. The Director reminded the Board that the City had only hired an architect to do the work necessary for the Proposition 85 application. This included the plot plan, the floor plan and the elevation (drawings). At another time we might have been able to extend that contract, however, the city Council is looking very carefully at all consultant contracts, and the City Attorney felt that the present contract should not be extended. This meant that the Library had to draft a Request for Qualifications (RFQ) which was sent out to a list of archi tects who showed an showed an interest in the project. To date the Library has out over 50 RFQs. On Friday, January 17, the Library held an Architect I s Conference, in which we answered all the questions sent to us in writing. Response to the Request for Qualifications are due January 31. The r ewe r e approximately 50 people at the conference representing about 34 firms. Response to the Request for Qualifications are due January 31 B. Recommendation of a Trustee as a member of the Architects Selection Committee. Director Lane stated that the City Manager has appointed Jose viesca to be one of five members of the Architects Selection Committee. Director Lane requested that the Board take action to affirm the appointment. Director Lane indicated that there is plenty of work for the rest of the Board to do in the future, and she suggested that the Board appoint someone to work with the architect on the plans. The Library hopes to have a short list of five architects selected by February 14th. February 21 has been tentatively set as the interview date for the five short-listed firms. Once a firm has been selected City Staff will negotiate a contract. Director Lane suggested that Trustee Alexander be appointed to work with the architectural firm and the staff. (Ref:Board\Minutes\1Z292.MtS) . . . LIBRARY BOARD OF TRUSTEES 5. JANUARY 22, 1992 Trustee Wilson also indicated an interest and willingness to act as a liaison between the Board and the Architect. Chairman williams asked when we expect to go to bid for construction. David Palmer stated that November, 1992 is our goal. We must begin construction within one year of the date that we said we would begin construction, and that deadline is, August, 1993. Director Lane reported that the architects were told that the building program is not negotiable. However, the Library did indicate that there could be some changes in the design element. She also indicated that some of the archi tects have called the State Library asking about the possibility of making design element changes. The State Library said that was possible, but if there is something radically different, it would have to go back and be approved by the State Library. This doesn't mean a re- application, but means the Library must submit a new design to them and that could result in a possible delay of 2 to 6 months. Chairman Williams asked for a motion to reaffirm Jose viesca's appointment by the City Manager. MUSC (Donovan/Williams) to recommend that we nominate Trustee Viesca as a member of the Architectural Selection Committee. MUSC (Donovan/Viesca) to recommend two trustees, Trustee Alexander and Wilson to be liaison to the architect for the new library and represent the lay of the City of Chula Vista. (Ref:Board\Minutcs\12292.Mts) . . . LIBRARY BOARD OF TRUSTEES VI. 6. JANUARY 22, 1992 LIBRARY DIRECTOR'S REPORT A. Proposed 1% and 2% cuts in Library Budget for FY 92- 93. Director Lane distributed a copy of the budget transmi ttal memo that lists all the department's requests and outlines recommended potential 1% and 2% budget cuts. The Library is asking that the City accept cuts that were voluntarily made in the budget and add some travel funds to make up the first one percent (Option A). The second one percent would come from one of three options: option B - Close Woodlawn Park Branch; Option C - Discontinue the Literacy program and Option D - Close on Thursday evenings. The Library has recommended that by choosing option A and making a choice between Options B, C or D, a 2% cut would be achieved. Director Lane indicated that implementing anyone of the B, C or D options would be difficult, and that each one of the options has a particular constituency that would be effected. Chairman williams requested a Board opinion on the transmittal memo. The Board agreed to wait a month before making a decision, feeling they should visit with neighbors and friends and get a feeling for what people are thinking. ADJOURNMENT A. written Comments. None B. Board Comments. Trustee Jose Viesca stated that he is very happy that we are making progress on the new Library and is honored to serve on the Selection Committee. In terms of the local History Museum, Trustee vie sea suggested the possibility of adding on to the current I and R Center and working with the proposed Chula vista Historical Commission. Chairman williams stated that it is a pleasure to come together with friends once a month. (Rcf:Board\Minutcs\12292.Mts) . . . LIBRARY BOARD OF TRUSTEES 7. JANUARY 22, 1992 VII. ADJOURNMENT The meeting adjourned at 4:55 P.M. The next Library Board of Trustees meeting will be held on February 26, 1992 at 3:30 P.M. at the Literacy Center. (Ref:Board\Minutes\1Z292.MtS)