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HomeMy WebLinkAbout1992-12-09 BOLT MINS , I , . . . " MINUTES LIBRARY BOARD OF TRUSTEES DECEMBER 9, 1992 3:30 PM LIBRARY CONFERENCE ROOM BOARD MEMBERS PRESENT: Chair Alexander, Trustees Donovan, williams, Ex-officio member Lathers. BOARD MEMBERS ABSENT: vice Chair Viesca (excused), Trustee Wilson (excused) CITY STAFF PRESENT: Library Director Lane, Assistant Library Director Palmer Deputy city Manager, Jim Thomson; Special proj ects Manager, Marty Chase; Budget Manager, Dawn Herring; Senior Management Assistant, Shauna Stokes ; Administrative Analyst II, Gerald Young I. APPROVAL OF MINUTES - Meeting of October 28, 1992 OTHERS PRESENT: MSUC (Donovan/Williams) to approve the minutes of the October 28, 1992 meeting as submitted. II. CONTINUED MATTERS A. Library Board Budget MSUC (Donovan/Williams) that any reductions in the Library Board budget be taken from the travel account, as all other accounts are related to staff functions and are necessary. (Trustee Williams left the meeting at 4:07 pm) B. Loss of reinstatement of a portion of Library book budget Director Lane reported that Council followed the city Manager's recommendation not to restore the money for books and materials cut from the current year's budget. The rationale behind this was that additional books are being purchased for the EastLake High School/Library. . Joanna Lathers, Hilltop High School student, was selected by the Youth Commission to represent the youth of Chula vista in library matters. The Library Board requested this ex-officio position. LIBRARY BOARD OF TRUSTEES - 2 - DECEMBER 9, 1992 The EastLake books, however, will be duplicates of those already available at other Chula Vista Libraries. Cutting the budget of the Library at 365 F Street by $25,623 means 1,543 fewer currently published books and potential circulation loss of 20,717 transactions. Deputy City Manager Thomson explained that this was part of the cuts that each department was obliged to make. Chair Alexander asserted that the Library's two percent cut constituted a cut in service to the public since fewer books would be available for the pUblic to read. other departments were not required to decrease their service levels. III. NEW BUSINESS A. Development Impact Fees for Libraries - Marty Chase Marty Chase, Special Project Manager, informed the Trustees that the City is in the process of revising the City's development impact fees as they relate to pUblic facilities. DIF fees are based on the need generated by the new development. Using a formula of the total population at build-out of the project multiplied by the library standard of .6 square feet per capita determines the square footage of library space needed for a developing area. Once libraries needs are assessed, an attempt is made to estimate the cost of building and maintaining these facilities. Previous DIF fees covered the cost of an opening day collection only, the revised DIF will provide adequate funding for collection expansion past the first year. DIF fees are currently $2,500 per dwelling unit. An increase of 26% is proposed. This increase could have been considerably larger, but the City is currently not considering building a permanent library in EastLake until the High School pilot project's effectiveness is determined. Deputy city Manager Thomson proposed that the Library Master Plan be updated after an evaluation of the Otay Ranch situation and the EastLake High School Library pilot program is tested. At that time the Library component of the DIF would be updated to include necessary library facilities. . LIBRARY BOARD OF TRUSTEES - 3 - DECEMBER 9, 1992 Chair Alexander asked how Chula vista's development impact fees compared with other high growth areas in San Diego. Mr. Chase replied that Chula vista was within the top third. Deputy City Manager Thomson reported that the city is trying to update the public facility development impact fees every year. Once the otay Ranch project question is determined, there will be a separate otay Ranch development impact fees. The cost of the revision to the master plan can be financed from these fees. B. Amended South Chula vista Library Plans Director Lane reported on the changes in the plans for the South Chula vista Library as a result of an informal critique by the State Librarian. She displayed the revised plans and a model. All the elements of the previous plans have been incorporated into the new ones, but rearranged. The most significant change is the main entrance now faces east towards the bulk of the parking rather than south. . The Library Director believes that the changes improve the plans. The revised plans address some of the concerns of other City Departments as well as those of the state Librarian. Because of the short time frame required by the state Grant, the city Council reviewed and approved these revised conceptual plans at the Council meeting of December 8th. Director Lane reported that the Mayor voiced his discomfort in approving the plans before the Library Board of Trustees reviewed them. Deputy City Manager Thomson added that even though the Council approved the plans, they would like to hear any concerns about the plans the Trustees may have. Jim Thomson asked the Trustees to give staff direction as to whether it would be helpful to schedule special meetings if they are necessary. . Director Lane reported at the December 8th Council meeting Councilmember Rindone asked if the structure was being planned so that a second floor could be added at a later date. This request would most likely require a reapplication. It would also make the construction costs higher resulting in a budget change. Councilman Fox suggested a mural be painted on the outside of the building to help defray graffiti. Architect Legorreta is very interested in this, but currently no funding is available. Councilman Moore asked that a turnout for LIBRARY BOARD OF TRUSTEES - 4 - DECEMBER 9, 1992 buses be placed in the San Diego Gas and Electric easement to unload passengers. MSUC (Williams/Donovan) that Library Board accepts the revised plan presented by the Library Director. Chair Alexander reported that the Trustees had an adequate amount of time to review the functional elements of the new design received in their meeting packets, even through the Council met the day before the Trustees did. C. Need for update of the Library Master Plan Chair Alexander asked when work on revising the master plan would begin. Deputy City Manager Thomson suggested that this be delayed until the Otay Ranch jurisdictional issue is resolved and the impact of the EastLake High SChool/Library pilot project is evaluated. He estimated this would not happen until FY 1994-95. (David Palmer, Assistant Library Director, arrived at 4:37 pm) Director Lane reported that the Eastern Territories portion of the Library Master Plan is now out of date and should be updated. When the plan is revised, it will include a time schedule of when the libraries are scheduled to open and also a financing plan showing how much these libraries will cost and where the funds would come from. The Eastlake Development Company wants the city to make a decision as to whether the City is going to build a permanent library facility in the EastLake Village Center. The City probably would commit to make a decision three to five years after the EastLake High School/Library pilot project is begun. IV. LIBRARY DIRECTOR'S REPORT A. EastLake High School/Public Library Update Deputy City Manager Thomson has worked on the city's team on negotiating a contract with EastLake Development Company. He thinks a final agreement will be made in a month. . . . LIBRARY BOARD OF TRUSTEES - 5 - DECEMBER 9, 1992 David Palmer stated that the School District has been extremely cooperative up to this point in working out issues on the contract. We are waiting for the Administrative response of the Sweetwater School District so that the contract could go to Council and the School Board in January. If this could be accomplished, the library would open to patrons in February or March. Recruitment of staff would be the most time consuming factor in opening this branch. Chair Alexander asked about security at EastLake High School. Assistant Director Palmer reported that the General contractor is providing security on site during the constructions phase. An on-site security person will be hired after the completion of construction. Chair Alexander asked Ex-officio Trustee Lathers her impression of the EastLake Library. Trustee Lathers said that the library is difficult to find from the parking area. The computer system is not operational so books are checked out by hand. The number of books is minimal and there is no mechanism to find them. B. EastLake Development Corporation proposal for EastLake permanent library The City is negotiating a new contractual agreement with the EastLake Development Corporation which is committed to provide rental space, staff and books in SPA I. The City has negotiated to transfer the funds for rental space, staff and books to the Library at EastLake High School. The EastLake Development Company still wants a permanent library building in the future EastLake Village and has suggested the possibility of building a library for the city and leasing it back. If the City does not build a library in EastLake Village, the City may exchange that acre site dedicated to a library for another acre site located elsewhere for a library. C. Museum Update The museum is scheduled to open on January 17th. V. COMMUNICATIONS A. Friends Betty Roche reported that the Friends received a thank- you letter from Project HandClasp for the 200 lbs of LIBRARY BOARD OF TRUSTEES - 6 - DECEMBER 9, 1992 medical books and publications they donated. This makes Chula Vista and the bookstore known round the world. Betty reported that the new Friends Board members for 1993 are: Harry Labore, President Frances Reeves, Vice President Marge Clark, Treasurer Ronnie Berman, Secretary The Friends will have their annual meeting on January 13, 1992. Due to City wide budget cuts, funds to pay for the volunteer coffee refreshments were discontinued. The Friends of the Library have offered to pay $165 to keep this function operating. The Friends will help with the grand opening of the Chula Vista Heritage Museum. Director Lane thanked the Friends for the Christmas cheer their poinsettias bring to the Library. B. Public Comments Robert Coye suggested the City arrange a bus route past the new South Chula vista Library. Assistant Director Palmer replied that there is a bus stop near the new library site. There had been a suggestion for a bus turnout but Chula vista Transit does not want their busses to pullout and re-enter traffic. The street will be widened adequately to make this unnecessary. C. Written Comments None D. Board Comments Trustee Donovan welcomed Joanne Lathers to the Board and hoped that she enjoys her term as an ex-officio Board member representing youth. Chair Alexander welcomed Joanna Lathers to the Board. VI. ADJOURNMENT - The meeting adjourned at 5:16 pm. The next Library Board of Trustees meeting will be held on January 27, 1993 at 3:30 pm in Conference Room One.