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HomeMy WebLinkAbout1993-10-27 BOLT MINS . . . . fl MINUTES LIBRARY BOARD OF TRUSTEES OCTOBER 27, 1993 LIBRARY CONFERENCE ROOM 3:40 PM BOARD MEMBERS PRESENT: Chair Viesca, Vice Chair Donovan, Trustee Williams BOARD MEMBERS ABSENT: Trustees Alexander and Wilson CITY STAFF PRESENT: Library Director Palmer OTHERS PRESENT: Robert Coye, Liz Hildreth, Christina Orin, Betty Roche Chairman Viesca called to inform the Trustees that he was experiencing car trouble and would be late in arriving. The following non-action items were discussed as listed. II. CONTINUED MATTERS B. Library Reorganization Progress Library Director Palmer reported that the Library reorganization is progressing slowly. One of the first steps, recommending the Assistant Director position be exchanged for a Principal Management Assistant, has been proposed to the City Manager. However, this position may be frozen throughout the rest of the fiscal year. Director Palmer will keep the Trustees informed. C. Inlex Sale to DRA The sale of INLEX to DRA (Data Research Associates) has been completed. This is a welcome situation as DRA is large enough to be able to maintain the Inlex package as a separate sUb-system as well as channel resources into research and development to bring about continued enhancements to the Library's system. III. NEW BUSINESS IV. LIBRARY DIRECTOR'S REPORT A. Report on Arturos Barrios Director Palmer reported that the Arturos Barrios event was a great success. Approximately 1,000 children attended the children's race at EastLake Greens on Library Board of Trustees - 2 - October 27, 1993 , Saturday, November 16th. Many more runners participated in the 5K and 10K races on Sunday. The Library expects to receive $10,000 from this year's race which will be used to purchase spanish language materials for the Castle Park library. These materials will be transferred to the South Chula vista Library when it opens. The Library received seven thousand dollars from last year's race, $2,000 of which was used to support the Chula vista Heritage Museum and $5,000 allocated to the EastLake Library for the purchase of children's books. B. ADA Grant Implementation Director Palmer reported that the ADA model services center is open and ready for business. Equipment in the center includes: The Reading Edge - a machine which reads printed material aloud over headphones or onto a cassette A large screen OPAC with voice output (earphones or cassette) A low vision magnification system donated by the Eyes Physicians Group in Chula vista A telephone for the deaf at the reference desk Hearing enhancement in the auditorium similar to that found at the Old Globe Theater The grant also provided staff training to enable staff to be more sensitive to the needs of the disabled. Mr. Palmer invited the Trustees to visit the center. C. Odawara visitors On october 28th, 45 members from Chula vista's sister city, Odawara, Japan will be in town. The Library will provide our visitors with a short tour and. a small reception in the Children's area. While at the Library, the Mayor of Odawara will receive three books to take back to the Odawara Library: History of the Chula vista Public Library, Carl's Afternoon in the Park, and Pictures of San Dieqo. The civic Center Library has established a small sister city collection, most of which is in Japanese, in its Local History Room. D. EastLake Library story Hours Business at EastLake is steady and attendance at Saturday morning story hours has gone from zero to 58 in three weeks. The EastLake Library is actively publicized . . . . Library Board of Trustees - 3 - October 27, 1993 through the EastLake Homeowners Association mailings. Flyers are also distributed at the Center Library promoting the EastLake Library as a place to study. dues civic quiet E. Technical Services LAN (Local Area Network) The Library is establishing a LAN (local area network) in its Technical Services division to link 15 terminals to make optimum use of software. The civic Center Library does not presently have a LAN though a large 50+ terminal system is planned for the South Chula vista Library. v. COMMUNICATIONS A. Friends Betty Roche reported that the Friends approved the expenditure of $19,695 to purchase items from the Library's wish list. These items include: Funds for the summer reading program Indoor plant care Ellison sign machine South Chula vista Library ground breaking funds $1,000 Design of Monthly Calendars Funding for Literacy and the Museum Biography and genealogy master index on CD Rom Columbia Granger's World of Poetry on CD ROM Book bags for the homebound Book truck for the homebound Children's films and programs Outdoor video return bin video recorder/monitor/stand Programs for Castle Park, Woodlawn Park and EastLake libraries Mrs. Roche also reported that the Friend's Bookstore received a 12 volume set on the history of Egypt published in London in 1903. This leather bound, gold edged set is valued between $600 to $800. The Friends are determining the best disposition of this item. Mrs. Roche also reported that the Book stop is in need of volunteers to sort materials for the bookstore. B. Public Comments Mrs. Orin asked if the ADA equipment (Leading Edge and voice-output OPAC) read materials in Spanish. Director Library Board of Trustees - 4 - October 27, 1993 Palmer reported that both machines will read in both English and spanish, but will not translate from one language to the other. Mrs. Orin also asked if there was an age limit for use of the ADA equipment. Mr. Palmer answered that, although the equipment is not intended to be used as a story telling device, it is available for anyone of any age who is in need of it. Mr. coye suggested that the Japanese craft books and accompanying videos given to us by our sister city be displayed for the Odawara visitors. (Chairman viesca arrived at 4:30 pm) Mr. Coye asked if the LAN tied into City Hall. He had read an article that reported that the status of current legislation would be available through Internet. Mr. Palmer reported that the system was limited to the civic Center Library, but would look into the Internet contact. C. written Comments None II. CONTINUED MATTERS A. South Chula vista Library Board members received a Council agenda statement that will award the bid for the South Chula vista Library on November 2nd. The agenda statement proposed two resolutions: One, awarding the bid to Douglas E. Barnhart, Inc.; and TWO, Accepting Change Order #1 reducing the scope of work and reducing the bid amount by $464,783. Douglas E. Barnhart was the low bidder with a bid of $6,553,355. This bid was reduced to $6,437,984 by the removal of four deductive alternates that were part of the bid document and totaled $115,371. These alternates included substituting one brand of temperature control system to another, deleting the entry courtyard fountain, deleting stack lighting support fixtures (these will be moved into the furniture package) and deleting some light fixtures in the skylights. Even with the elimination or transfer of the deductive alternates the project was still over budget. Consequently, a change order was negotiated by the Library's proj ect Manager, under the direction of the City Attorney. To bring the project within budget, $344,001 was taken from project building funds and . Library Board of Trustees - 5 - October 27, 1993 $120,772 from the funding for low voltage systems. Items from the building budget include: The 2 pepper trees on the site would be removed Exposed aggregate would replace the flagstone in the exterior entry Signage would be transferred to the furniture budget Interior graffiti coatings would be eliminated from staff areas only Ceramic steel column covers in the children's room would be deleted Dry stand pipe sprinkler system would be replaced with a wet system Speakers in public address system would be reduced 50% Carpet would be purchased from another vendor Box trees would be 24" rather than 36" trees Patina acceleration on the copper room would be deleted . Mr. Palmer informed the Trustees that most of the above savings resulted from value engineering and 98% of them would have no impact on staff and would not be noticeable by the public. Deletions from the low voltage system include: Simplified intrusion detection system Less expensive speakers in the Children's Story Hour Room sound system. Redesign of the LAN (local area network). Mr. Palmer reiterated that these changes would not affect program requirements nor be visible to the public. Because of the time spent in bring the project back in budget, the October 29th deadline for start of construction will not be met. Trustees were given a copy of Mr. Palmer's letter to the State Librarian asking for an extension until November 26, 1993. . Director Palmer reported that the State Library has approved the above deletions and revisions and are ever watchful that nothing changes the integrity or functionality of the building. The City Manager, Assistant City Manager, Deputy City Managers, and City Attorney have also reviewed these changes. Director Palmer asked the Trustees for their response. Library Board of Trustees - 6 - October 27, 1993 ~ vice Chair Donovan expressed dismayed regarding the loss of the courtyard fountain in the entry area. Director Palmer replied that it could be reintroduced at a later date by change order, should funds become available from the contingency budget. Also, the fountain could be the focus of a fund-raising effort or sponsored by the Friends of the Library who have indicated an interest in providing a large scale gift to the South Chula vista Library. Chairman viesca was concerned that purchasing the carpet from a different vendor might result in a less durable product. Director Palmer reported that any carpeting purchased would have to conform to the specifications set in the bid document. Mrs. Roche $45,294 in purchase of stated that the Friends of the Library their account and offered to place the fountain on their November agenda. had the Trustee Williams commended Mr. Palmer on the exceptional job he had done in bringing the project within budget. Director Palmer promised to bring any change order that would affect the building's functionality to the Board. Motion (Williams/ ) that the Library Board of Trustees responds favorably to the library's recommendation to award the bid and add Change Order #1. (Motion died for a lack of second.) Motion (Donovan/ ) - that the Library Board of Trustees support the change order and request the Friends explore funding of the courtyard fountain and for the city Council to look for additional funding to change the grade of the carpet as deemed necessary. (This motion also died for lack of a second) Discussion followed. Trustee Williams questioned the appropriateness of formally and publicly asking the Friends to fund the fountain in a motion before they had been contacted. He also stated that changing vendors would not necessarily reduce the quality of the carpet and if the less expensive carpet met the bid specifications, it should be adequate to do the job. MSC (Donovan/Viesca) that the Library Board of Trustees responds favorably to the award of bid and Change Order #1 as presented. The Trustees also request that the . . . Library Board of Trustees VI. - 7 - October 27, 1993 Library explore the possibility of acquiring additional funds to retain the fountain and that every effort be made to maintain the specified quality of the carpet. ADJOURNMENT - The meeting adjourned at Library Board of Trustees meeting December 8, 1993. 5:55 pm. will be The next held on