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HomeMy WebLinkAbout1993-01-27 BOLT MINS ., I' ! I . . . MINUTES LIBRARY BOARD OF TRUSTEES JANUARY 27, 1993 LIBRARY CONFERENCE ROOM 3:30 PM BOARD MEMBERS PRESENT: Chair Viesca, Williams, Ex- Chair Alexander, Vice Trustees Donovan, Wilson, officio Member Lathers BOARD MEMBERS ABSENT: None CITY STAFF PRESENT: Acting Library Director Palmer, Deputy City Manager Jim Thomson OTHERS PRESENT: Robert Coye, Jim Ellis, John Mattox, Betty Roche, John Rojas Chairman Alexander asked that the agenda be reordered to allow John Rojas, President of the Chula vista Historical Society, an opportunity to speak. Mr. Rojas offered his personal invitation to the Trustees to attend the reception for the Chula Vista Heritage Museum on Saturday, January 30th. The reception will be provided by the Friends of the Chula vista Public Library from 1 - 3 pm. He thanked the Library for its participation in making the Museum a reality. (Trustee Williams arrived at this time) I. APPROVAL OF MINUTES - Meeting of December 9, 1992 MSUC (DonovanjViesca) that the minutes of the December 9, 1992 meeting be approved as mailed. The following three items were taken out of order. II. CONTINUED MATTERS C. South Chula vista Library Since the last Trustees meeting the schematic designs had been sent to the State Library for review. Because these plans differed from the ones submitted in the grant application and a different architectural firm had been selected to design the building, a formal process to amend the grant application was required before the State could officially review them. Bond Act Manager, Richard Hall, met with Library staff on January 15th to discuss the State Librarian's concerns regarding the furnishings plan. His suggestions were incorporated into new plans which were resubmitted to the State Library on January 21st. Mr. Hall has requested LIBRARY BOARD OF TRUSTEES - 2 - JANUARY 27, 1993 further changes which are currently being incorporated into new plans which will be sent to the State when completed. After approval of the schematic plans by the State Library, the staff will proceed to design development. The revised site plan, floor plan and a color working model of the building were presented to the Board. The Trustees were asked for their comments on the schematic plans and model. Vice Chair Viesca asked if the plans provided for a second story or lower level addition. Councilman Rindone had also asked about a second story. Based upon the service area in the grant application, the State requires that the plans provide for a future expansion of 10,000 square feet in order to meet future needs. The grant application is fairly rigid. Because the Library had submitted plans for a one story building, adding additional levels at this time would require the Library to reapply for the grant. Also by industry standards, it's difficult to justify the cost of designing and building a second story when adequate areas for expansion are available at ground level. Acting Director Palmer reported that the State Library requires that all furnishings and book stacks in the building program be purchased prior to the opening of the library. However, all furnishings need not all be in place at that time. This is important because the Library's total materials collection represents a build- out of several years and won't be available when the Library first opens. Trustee Williams questioned the architects as to how they planned to deal with graffiti. Mr. Mattox replied that graffiti resistant materials and paint would be used in conjunction with plantings that would make the application of graffiti difficult. Chairman Alexander was concerned about signage, both on the City streets approaching the library and on the site. Trustee Donovan she had expected more color. Acting Director Palmer briefly reported on the project time schedules. Before the design development phase can officially begin, the State Library's must approve the schematic plans. The design development phase, which would include lighting, signage, mechanical/electrical . . . LIBRARY BOARD OF TRUSTEES - 3 - JANUARY 27, 1993 design, is estimated to take one month. By mid-April work should begin on the working or construction drawings which are scheduled to be completed by July 1st. According to the grant guidelines, the construction award must be let by the end of August. The Library's goal is to make this August 30th deadline. Both Richard Hall and the State Librarian feel this is an exciting project. In addition to the requirements set by the State, the City of Chula vista has a Design Review and Conditional Use Permit Process. The Design Review Committee reviewed the current plans on January 25th. The City Council will review the color model and site plans at 4: 00 pm on January 28th with a Town Meeting later that evening for community input on the color. The conditional use permit process requires review by the Montgomery Planning Commission, the Planning Commission and finally the City Council. These formal meetings are planned to occur at the end of February or early March with Council approval expected around the beginning or middle of April. The Library is in the process of hiring a proj ect manager and negotiations with the firm selected should begin soon. III. NEW BUSINESS E. Literacy Title VI Application Acting Director Palmer asked that the Trustees support the Literacy Team's application for FY 1993-94 Title VI Grant funds. This grant would continue the successful writing program which was started this year with a similar Title VI grant. In addition, if funded, the grant will help defray the Literacy Team's staff expenses from the City's general fund. MSUC (Williams/Donovan) The Library Board of Trustees supports the Literacy Teams application for Title VI funds. The Trustees also sent their appreciation to the staff for applying for this grant. LIBRARY BOARD OF TRUSTEES - 4 - JANUARY 27, 1993 D. Trustee to serve on selection committee for Library Director MSUC (ViescajWilliams) that Chairman Alexander would serve on the selection committee for a new Library Director. MSUC (ViescajWilliams) that Trustee Donovan would serve as an alternate on the selection committee. II. CONTINUED ITEMS A. Library Budget The Library has requested $3,372,890 for next year's base budget. Funds from sources other than the General Fund; grants, EastLake Development funds, and A V insurance fees were subtracted from the base budget to calculate the two, five and ten percent cuts requested to accompany the budget application. The Library staff developed the following goals and priorities in preparing the budget and the cuts for FY 1993-94: 1. To provide optimal service to the public during a period of decreasing budgets and increasing service outlets. 2. Maintain book and library materials budget at current or appropriate proportional levels. 3. Find new efficiencies to handle continued increase in circulation and library usage. 4. Meet scheduled August 30, 1993 ground breaking for South Chula vista Library as well as other construction related deadlines 5. Develop measurable criteria for evaluation of service at EastLake High School. 6. Develop appropriate service and management plans in anticipation of the FY 1994-95 opening of the South Chula vista Library. 7. Explore new revenue sources, including establishment of a Library Foundation. Acting Library Director Palmer asked the Board if they concurred with these goals and priorities. There was general consensus on the goals as presented. Trustee Donovan suggested Sue Miller be contacted to help contact potential donors and help with the establishment of a Foundation. Acting Library Director Palmer said that . . . LIBRARY BOARD OF TRUSTEES - 5 - JANUARY 27, 1993 Mrs. Miller has previously indicated her willingness to assist in this manner. The Library is requesting two supplemental budget items: additional book money, and a Principal Librarian for the South Chula Vista Library to help with furnishing plans, book selection and community outreach. Budget cuts were discussed in the budget transmittal memo mailed in the Trustee's packet. Trustee Donovan expressed concern of the size of the library materials cut. A loss of 10% would result in a 31% reduction in the materials budget. (Trustee wilson left at this time) Mr. Palmer relayed that as terrible as these cuts might be, Chula vista is in much better financial condition than many other cities. Other libraries have had to face drastic reductions in materials and staff budgets. B. Library Board Budget Copies of the Library Board's budget were mailed with the Trustee's packets. There were no questions. III. NEW BUSINESS A. Town Meeting regarding South Chula vista Library January 28, 1993 Trustees were notified of the Council Workshop at 4:00 p.m. Thursday, January 28th, prior to the Town Meeting at the Otay Community Center. Acting Director Palmer informed the Trustees that Ricardo Legorreta would not be able to attend these meetings, but Miguel Almarez would speak in his place. B. Americans with Disabilities Act requirements This item was covered in the in the Director's letter to the Trustees along with additional back-up information. C. CALTAC 1993 Regional Workshops in Library Leadership This item was covered in the Library Board package. LIBRARY BOARD OF TRUSTEES - 6 - JANUARY 27, 1993 IV. LIBRARY DIRECTOR'S REPORT A. EastLake High School/Public Library Update-Contract Copies of the draft contract between the City of Chula vista and the Sweetwater Union High School District were distributed for Trustees to review. Staff hopes to begin operation in this facility at the end of April. EastLake High School will begin year-round classes starting in July 1993. B. Museum reception-opening This item discussed previously. V. COMMUNICATIONS A. Friends Betty Roche, reported that: -The bookstore made $26;449 in 1992. -The Friends are hosting the museum reception. -The Friends annual meeting was well attended. Retiring Director, Rosemary Lane, was given a lifetime membership to the Friends of the Library in honor of her service to the Community. B. Public Comments Mr. Coye made several suggestions regarding directional signage for the new library in addition to suggesting that an electronic sign be included on the grounds to alert passers-by of upcoming library programs. C. written Comments - None D. Board Comments vice Chairman, viesca welcomed Joanna Lathers' addition to the Library Board. Trustee Donovan was delighted to see the working model of the new Library, but felt the colors had been toned down. Chairman, Alexander, commended Acting Director Palmer on the excellent job he is doing. He also expressed his regrets regarding Rosemary Lane's retirement, and sent his best wishes. . . . LIBRARY BOARD OF TRUSTEES - 7 - JANUARY 27, 1993 VI. ADJOURNMENT - The meeting adjourned at 5:46 pm. The next Library Board of Trustees meeting will be held on February 24, 1993. COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT (ADA) The city of Chula Vista, in complying with the Americans with Disabilities Act, requests individuals who require special accommodation to access, attend and/or participate in a City meeting, activity or service request such accommodation at least forty-eight hours in advance for meetings and five days for scheduled services and activities. Please contact JoAnn Howard for information or your request at (619) 691-5193. California Relay Service is available for the hearing impaired.