HomeMy WebLinkAboutLibrary "Refresh" Project - 73-300 Fred Waring Dr. CITY OF PALM DESERT
CITY CLERK DEPARTMENT
STAFF REPORT
REQUEST: REPORT REGARDING THE"REFRESH"PROJECT BEING UNDERTAKEN
BY THE RIVERSIDE COUNTY ECONOMIC DEVELOPMENT AGENCY
FOR THE MULTI-AGENCY LIBRARY, 73-300 FRED WARING DRIVE,
PALM DESERT
SUBMITTED BY: Rachelle D. Klassen, City Clerk/
Staff Liaison to the Palm Desert Library Promotion Committee
DATE: August 26, 2010
CONTENTS: • Exhibit A - Staff Report to Riverside County Board of Supervisors
• Exhibit B - Holt Architects/Group 4 Proposal Overview and Upcoming
Schedule
• Exhibit C - Desert Sun Articles
• Exhibit D - Palm Desert Public Library Statistics
• Exhibit E- Palm Desert Library Promotion Committee Minutes of April 28,
2010, and July 21, 2010
Recommendation
By Minute Motion, receive and file the report for the "Refresh" Project being
undertaken by the Riverside County Economic Development Agency for the
Palm Desert Public Library.
Committee/Commission Recommendation
At both its April 28, 2010, and July 21, 2010, meetings, the Library Promotion Committee
unanimously and enthusiastically supported the project.
Executive Summary
After 14+years of seven-day-a-week use at the Palm Desert Multi-Agency Library on the College
of the Desert Campus, both its interior decor and functionality need to be freshened. Because
of constituent concerns that were becoming more frequent and relevant, staff from the City,
County, and College began talking in early 2009 about what could be done to make things better.
A project commenced to obtain professional services to both refresh the feel and make better use
of available space and staff time. Funds for the Palm Desert Public Library are set aside in Palm
Desert RedevelopmentAgency ProjectArea Pass-through accounts specificallyto provide Library
Services, and College of the Desert agreed to repaint and re-carpet its portion of the 43,000
square foot facility as part of the current project as well.
No City or County General Fund expenditures are required for this project that is estimated at
$3,500,000 and includes interior redecoration, circulation and reference desk repositioning and
modernization incorporating RFID (Radio Frequency ID) self-check, in addition to updating
renovated areas with current ADA (Americans with Disabilities Act) requirements.
Staff Report - Library "Refresh" Project
August 26, 2010
Page No. 2
Background
Library facilities serve as important venues for community social and cultural events, and play an
important role in enhancing community cohesiveness. From its beginnings at what is now the
Portola Community Center,45-480 Portola Avenue, the Palm Desert Public Library/Multi-Agency
Library new facility on the campus of College of the Desert(COD) opened its doors in April 1996.
It is a well-established and well-used resource for our community. Over those years, hundreds
of thousands of people have obtained hundreds of thousands of circulated materials and attended
a myriad of informational and entertainment programs at the facility. (Supporting statistical reports
and newspaper articles are attached.) The interior decor and furnishings reflect this heavy use,
and in early 2009 a joint effort by the College, City, and County commenced to freshen the
Library.
The City of Palm Desert provides its Public Library Services as part of the Riverside County
Library System. Currently as such, County Library Services are part of the Riverside County
Economic Development Agency. Prior to this project getting underway, in 2006 COD officials
notified the City Manager that they were undertaking the process of relocating their library back
to its former site mid-campus, which would involve a substantial redesign and retrofit of that
structure to meet their students' current needs. At the time, the estimated time frame for this
process was four to five years. And it meant that the City/County would be able to assume the
entirety of the 43,000 square-foot Multi-Agency Library within provisions of the existing three-party
Lease Agreement that would require compensating COD for the additional area in the
approximate amount of$3 million. City/County staff were aware that the Public Library fixtures,
furnishings, and equipment were reaching a critical point of needing to be replaced, but in light
of being able to assume the whole building in the near-term, it was agreed that the appropriate
time to do so would be upon COD's departure.
While COD still intends to relocate its library, the time line has been extended to approximately
2014-2015. Therefore, the City/County could no longer wait to launch an upgrade project in its
half of the Multi-Agency Library. COD agreed to participate by at least repainting and re-carpeting
its half to achieve an economy of scale for the project, and also make it easier for the City/County
to assume the entire building without having to do these redecorating projects immediately upon
moving in.
When the decision was made to move forward with a meaningful Palm Desert Public Library
enhancement project, including furnishings upgrades and, most notably, RFID(Radio Frequency
ID) self-check, County staff proposed, and City staff agreed, utilizing the Palm Desert
Redevelopment Agency Project Area Pass-through Library District funds that have been accruing
specificalty for providing library services to Palm Desert constituents. At the present time, there
is more than a sufficient fund balance to perform this $3.5 million project, along with buying out
COD at the appropriate time in the future.
Staff Report - Library "Refresh" Project
August 26, 2010
Page No. 3
Since late 2009, the County Library System, through the Economic Development Agency,
developed the project, advertised for qualified firms, evaluated the qualifications of submitting
firms, and conducted interviews of the top-ranked submissions. Evaluation of the qualifications
and interviews were conducted jointly with County and City staff participation. This resulted in
Holt Architects of Rancho Mirage, in collaboration with Group 4 Architects of San Francisco, being
chosen forthe project and the Board of Supervisors giving its approval on July 13, 2010. (Board of
Supervisors Staff Report attached.)
The City's Library Promotion Committee was introduced to the project at its meeting of April 28,
2010, and wholeheartedly endorsed it. The Committee has been concerned about the condition
of furnishings and overall functionality of the Palm Desert Public Library for the past few years as
both the physical and technological demands on the facility have become greater and increasingly
difficult to fulfill in keeping with expectations of the public we serve (e.g. public computer stations).
Therefore, the Committee, Library and City staff are particularly excited about the involvement of
renowned Library Services Expert Linda Demmers in this process as part of the architect's team.
Project is now underway, and a copy of the upcoming schedule of site visits, including staff and
stakeholder interview sessions commencing on August 30-31, is attached to this report.
City Councilmembers, Library Promotion Committee, and staff are invited to provide input in this
initial stage of the process. In order to gather additional public input, a Library User Survey is
being developed that will be available in the Library, as well as electronically on both the Library
and City websites, during the month of September to gather valuable user information that will
help the architects program the "Refresh." Staff plans to issue a press release to alert all
interested persons to participate in the survey.
Initially, the architectural collaboration was anticipating an October 2011 construction start.
However, that may change due to the service demands on the Public Library during the months
of October through April. The interviews and site visits will help flesh out firmer dates for all
aspects of the project. As it moves forward through the process, periodic updates will be
provided, including anticipation of an unveiling of the revamped facility at project completion.
Fiscal Analysis
No City or County General Fund expenditures are required for this project that is estimated at a
total of$3,500,000 and includes interior redecoration,circulation and reference desk repositioning
and modernization incorporating RFID (Radio Frequency ID) self-check, in addition to updating
renovated areas with current ADA (Americans with Disabilities Act) requirements.
Staff Report - Library "Refresh" Project
August 26, 2010
Page No. 4
The monies being utilized are generated through Palm Desert property taxes as part of existing
Redevelopment Project Area Pass-through Agreements with Riverside County and are earmarked
specifically for providing Library Services to Palm Desert residents.
Submitted by: Reviewed:
Ra helle D. Klassen, C , City Clerk Paul S. Gibson, Dir. of Finance/City Treasurer
Reviewed:
in cCarthy, ACM for elopment
r ed: CiTYCOtJNCiLACTTON
APVi�O�'F;D nF,NT�I?
.
R�C�IVED S�- OTF�EiZ _
M�+,P'"TI�C DA'i'E ' ' (�
n . Wohlmuth, City Manag A��?�;:
Nors:
AI3S�?NT:
A[�STAIIV:
Attachments (as noted) vER�F'IEt� ►�v� ��� �K_
Original on File with City Clerk's Oilice
H:IWPdafaIWPDOCSI Sta/f ReportsVibrary refresh-2010.wpd
EXHIBITA
� . *.,.
SUBMITTAL TO THE BOARD OF SUPERVISORS � �� �`
,,��„o COUNTY OF RIVERSIDE, STATE OF CALIFORNIA '�
��
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N o FROM: Economic Development Agency SUBMITTAL DATE:
June 30, 2010
w� o SUBJECT: Palm Desert Library Renovation
V m `�'
a� j RECOMMENDED MOTION: That the Board of Supervisors:
aw �
�o }� 1. Approve in-principle, the Palm Desert Library Renovation Project;
u.� m
P 2. Approve the use of the City of Palm Desert Redevelopment Agency, Library Improvement
� District Funds for the total project budget of$3,500,000;
,�
�W 3. Delegate project management authority for this Project to the Assistant County Executive
-� Q Officer/EDA, in accordance with applicable Board policies; and,
�
� (Continued�
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n � Robert Field
w a
,p — Assistant County Executive Officer EDA
a � Current F.Y.Total Cost: $3,500,000 In Current Year Budget: Yes
o, Q FINANCIAL Current F.Y. Net County Cost: $ 0 Budget Adjustment: �.�es
DATA
� Annual Net County Cost: $ 0 For Fiscal Year: 2010/11
o � SOURCE OF FUNDS: City of Palm Desert Redevelopment Positions To Be �
Agency, Library Improvement District Fund Deleted Per A-30
Re uires 4/5 Vote �
C.E.O. REQ�Ai1Mid�y4TION: AP QVE
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p a Prev. Agn. Ref.: District: 4 Agenda Number:
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Economic Development Agency
Palm Desert Library Renovation
June 30, 2010
Page 2
RECOMMENDED MOTION: (Continued)
4. Direct the Auditor-Controller to increase estimated revenues and appropriations
as outlined in Schedule A below.
� BACKGROUND:
', The multi-agency library is located within the City of Palm Desert and operated by the
, County of Riverside, through its contract with Library Systems and Services, Ina (LSSI),
! and in cooperation with the College of the Desert. It is the second most visited library
within the County of Riverside Library System. Currently there is an opportunity to
fundamentally improve the operational model of the facility and to modemize it with
technological upgrades. The increased efficiencies will allow the library to provide
additional services and flexibility to modify its programs within its cur�ent operational
� budgets.
On January 16, 2010, the Economic Development Agency (EDA) advertised a Request
for Qualifications (RFQ) regarding the selection of a firm to provide architectural services
for the proposed Project. The RFQ was distributed for the purpose of selecting the most
qualified firm to provide architectural services for the renovation Project.
Per Board Policy H-7 and the Government Code, a selection comminee was formed that
included representatives from EDA, City of Palm Desert, College of the Desert, and LSSI
to review each firm's qualifications and to interview selected firms. Currently EDA is
developing the Scope of Services needed for the Project and may split the Scope of �
Architectural Services into finro parts: 1) Building Programming, Conceptual Design, and
Schematic Design, and 2) Design Development, Construction Documents, Bid,
Construction Documents, and Close-Out.
Once the Project has been properly described and an architect selection process
completed, the Economic Development Agency will return to the Board for approval of
an Architectural Services Agreement for the Project.
PROJECT BUDGET:
The approximate allocation of the project budget is as follows:
Design $ 349,817
Specialty Inspections and Testing $ 120,000
il Construction $1,800,000
Project Management $ 112,000
FF8�E $ 800,000
I Proiect Contincaencv $ 318,183
TOTAL $3,500,000
I FINANCIAL IMPACT: (Commences on Page 3}
�
Economic Development Agency
' Palm Desert Library Renovation
June 30, 2010
� Page 3
� FINANCIAL IMPACT:
Sufficient funds for this Project are budgeted for FY 2010/11. All associated costs
i pertaining to this Project wiil be fufly funded by City of Palm Desert Redevelopment
Agency, Library Improvement District Fund.
I SCHEDULE A
I
Increase Estimated Revenues:
'' 21200-1100400000-769200 Other Gov-City Governments $3,500,000
� Increase Aparoariations:
21200-1100400000-542040 Buildings—Capital Projects $3,500,000
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•ACOUSTIC/LIGHTING ANALYSIS
•� ,�.�;
•BUILDING ENVELOPE ASSESSMfNT
`v�wi ndows
ro� � �I��� Qsolar •COMPLETECOMPLIANCE
��P1e, ey��p7^ g g�F •IMPROVE SYSTEMS PERFORMANCE
`J� °INTEGRATE SfCURITY
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summer day
•ENHANCE OCCUPANT ENVIRONMENT
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HOLT ARCHITECTS
ARCHITECTURE AND PLANNING
PALM DESERT LIBRARY
Project Schedule/Work Plan
(:)IZ;1 E�"I_
Phase 1- Programming and Conceptual Design
07/21/2010 Library Promotion Committee Meeting
08104/2010 Kick-off/PMT 1 Web-conference
Project directory and communications
Project work plan and schedule
Review community outreach
Review background materials and in-house research
Setup base drawings
08130-3112010 Site Visit 1
Day 1: Staff Workshop and Tech Meetings
Day 2: Tech Meetings and PMT 2
Project Goals
Initial Program Findings
Programming and analysis
Review building systems
9115-16/2010 Site Visit 2
Day 1: Focus GrQups and Follow-up Tech Meetings
Day 2: Staff Workshop and PMT 3
Preliminary program concepts
Present preliminary code and building system analysis
Existing constraints and challenges
10104-0512010 Site Visit 3
Day 1: Staff Workshop
Day 2: PMT 4
Present draft builtling program
Evaluate program verification plans and design opportunities
Review preliminary project budget and construction costs
Conduct community outreach
1012512010 PMT 5 Web-conference
Select preferred space plan
Review scope and project budget
Review phasing plan and temporary library operations
10/29/2010 End of Programming and Conceptual Design Phase
Deliverables: Project scope and project phasing plan
Preliminary floor plan
Project budget and construction cost model
Updated project schedule
10129/2010 Program and Conceptual Design Report
11/01/2010 Architects Presentation to City Council/County Officials
Phase 2 — Schematic Design (Dates To Be Confirmedl
11122-23/2010 Site Visit 4
Day 1: Staff Workshop
Day 2: PMT 6
Present design approach and site design
Present furniture and finish plans
Select colors, materials, finishes
Develop SD documents
Update building code analysis
Update project budget and construction cots
Update furniture and finish plans
12113/2010 PMT 7 Web-conference
Final SD presentation
Final SD revisions
12122/2010 End of Schematic Design Phase
Deliverables: Furniture plan and budget
Project schedule
Project budget and construction cost estimate
Color and finish board
Perspective renderings
Building code analysis
Phasing plan
SD documents
12/22/2010 Schematic Design Report
_I_
_�f ,
G R O U P 4 MEETING ON �
30 And 31 August 2010 ' /
A R C H I T E C T U R E At Palm Desert Library(Unless Otherwise Noted)
RESEARCH + pROJECT
P L A N N I N G, �r,c pALM DESERT LIBRARY
Site Visit#1 And PMT#2
211 LINDEN AVENUE
AGENDA
SO. SAN FRANCISCO Day 1 —Staff Workshop and Tech Meeting
c n 9 a o a o u s n G4 land at 10:10,first meeting at I1:00
T:6 5 O•e>>•o�0 9 1. 11:00-1:00 getting to know you lunch(BH+BB+JK?+TK?)
F:6 5 0•e�,•�9, � 2. 1:00-2:30 walk-through with staff(branch staff, JK)
3. 2:30-4:00 meet with staff/intro to LD+G4(branch staff, JK)
E:mail@g4arch.com 4. 4:00-5:00 Tech Meeting#1: Friends of Library
a. Current space and role
b. Future needs
Day 2—Tech Meetings and PMT#2
G4 depart at 6:20, last meeting ending at 4:30
5. 9:00-10:00 Tech Meeting#2: LSSI &LSSI IT Dept.
a. RFID timeline
b. Automated Handling System
6. 10:00-11:00 Tech Meeting#3 College Librarian&College IT Dept.
a. Joint use
b. Integration of County RFID and College 3M Systems
7. 11:00-12:00 Tech Meeting#4: Library City/County Building Facilities
W A Y N E G E H R K E a. Building systems(mechanical, lighting,etc.)
b. Other building facility issues
A R C H I T E C T
8. 12:00-1:301unch(prep for PMT)
J A M E 5 P. D I E R K E 5 9. 1:30-3 30 PMT#2(at Holt Architects, Conference Room)
a. Project Schedule/Site Visit#2: Sept. 15 & 16
A R C H I T E C T
b. Project Goals
c. Demographics and Research
DAVID M. STURGES
d. Initial Program Findings
A R C H I T E C T
D A W N E. M E R K E S E N D
A R C H I T E C T
D A V I D S C H N E E
A R C H I i E C T
g:\10388-01 palm desert library\g-mtgs+pres\site visits\2010-09-30 agenda site V1S1t.dOCX
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BOOkS THE DESERT SUN � SUNOAY,MARCH 14,2010 � ES
Jodi Picoult '� Newman
� ...........-.. m...
11L ° �� u�en�� .
ICLLl\7.S CI�CIUI. ` o.ia.»v GRI.NYU ..
�u � . � . ., buddy
life, writing ' � ��
` � ��i �� tells all in
���� �
Chicago Tribune x ,� . .�� ��� �OO�
She wlces none of it for ��
granted.Not the sales fi�,nires, "�"
f.unc,fortune.fact tha�hcr , � � ' � , � �'' BY 11M MFRRITT
name pops up on besl-sellrr �;
lists with the frequency of � �^; Newsday
� "Paul and Me:53 Years of
Crealcishly popular scri6es such �`�� � �,,. Adventures and Misadventures
ae Stephen King and Mary ` t� +�Y" , �� �, ���� With My Pal,Paul Newman,"
Higgins(;lark. ,Y ' �a r� - by A.ti.Hotchner,Nan A.
If yodm indincd in trusl � 'I'�ilese/UouUleday(25(pages,
what I�di Picoult says—and `� ; � $26.95)
iFyou're not,then you Te the �`, K „J' Paul Ne�v-
kind of cynic who probably ��
isn't interested in her or her �` ?` man,who died
bookc,an a she is�ill, '"''""� P� � ,a�n �n 2008 at age
Y�+'Y ' � ,,,: '�� R3 ai his home
afler 17 novels and 18 years on r `" �! . in Westport,
die job,just as humble, Conn.,was not
wide-eyed and harclworking�.c OENNf i�ITiON SPEqAI TO THE DF.SERT SUN V���- your average
she was at the bey,inning of �eannie Kays is the li6rarian at the Paim Desert Public Library. N�"ma" ageless,ite
her tareer. blue-eyed Hollywoai leading
1 c�n't lx6eve anyone buys • •
mY�o�..Picouh says from L1br�lall S ee S lllCreaSe ll1 mH`�5��ua"y�`�"'a`
her home near Hanover,;�.H. guy who scarfed down domes-
"I would've been happy Just tic beer and hamburgeis and
Ixing published and liaving retxlled against supe�slardnm.
my mother buy a copy.Cve tra��fiC as eC onom s O�.�i.L s ��nwriter and author A.E.
been very fortunate. � Hotchner,a longtime pal,
lt's still a liltle bit ot a mir- writes ihat Newmvi never
acle." signed autograplu bewuse
Even mirades,though,need "the majesty ot Ihe act wa,e oC
some muscle behind them BY pE►iNK A BRRTON J�p��p,a�e�� tery never dies on a book" fensive to hun."
For Picoult,43,the push Special to The Desed Sun She said the goal of the library is to Hotchner's engaging buddy-
comes�om a rigorous wri[ing The sour ewnomy has caused people Title:City librarian "help provide infottnation in whatever buddy memo'v begins when
schedule—she's up at 5 each to cvt back on purchasing books and ��Palm Desert Public�ibrary, form it might be—from books to the Newman inhe�its a role in a
moming and,after a going to the movies and instcad sent 73•300 Fred Waring Drive Intemet to one of our online databases. 1955 Hotchner teleplay,origi-
ttuee-mile wallc with a long- them in greater numbers ro their pt�lic Started at Iibrary:2002 in Riverside For instance we have an automobile re- nally intended for James Dean.
time al,setdes down ui her libraries. County Library system;2005 in Palm
P pau•database and one that provides ao- New�ntn was soon triumph-
home office to write until 3:30 That's at leas�t the ccperience of Jean- ��rt cess tn acxdemic journals and another ing in the film"Somebaiy Up
p.m.,when her three chiidren nie Kays the city 6bratian a[[he Palm �����'Floating librarian in all of to online medipl artides." There Likes Me"and later
barge in 6rom school—and Drsert Public Library,a Uranch ot the the Coachella Valley branches of the �y��o put in time u a suUstitute dassics like"C;ewl Hand I.uke"
an amazin abili to ut her Riverside Coun Public Lib Riverside County Library;substitute
g ty p ty rary sysiem' teacher teacher,said she felt"sorry for reachecs and'"fhe Stiny."
fmger on hot-button soual is- "Even Uefore the e�onomy went south, who not only have to face the budget Houhner reveals that New-
Edutation:8achelor of science in
sues that her novels ea7�lore we werc very busy,very much in de- �ementary education 6om Missouri State �����but aD the rest they are going man earned$12 milGon for
with honesry,authenticity and mand,"said Kays."&rt now it's even throu .
emouonal wer. busiec We'd like to be the hub of the University;master of library and Sh mak�ng"The Towering Infer-
P° information science,University of `Y'm ako worried a(wut peoyle who no'but lnnnd�he e�xrience
Her trademark is the do- community,the resoura everyone Washington. can't read;'she said.`"I'hey're mia�sing `like going to the dentist"
mestic dratr�,1,the story�hat �hinks of." FamYy.Husband,Mike,a real estate agent out on a lot oFgreat stuff,and they pardy because oiego-vi�ing
puls ordinary peopte in the Urban sociologiai Ray Oldenburg Hobbies:Readin�movies and Zumba aren't able ro fiilly participate in scxiery." co-star Steve McQueen.
midst of contemporuy crises: coined the term The Third Place m de- fitness dasses One of the ways(he Palm Desert Li- Throughcwt,Hotchner is a
teen suicide.Uullying,child- scribe what lu called Qie anchor of a ���:�g�Ro Genius:A Memoi�" 6rary works to enrich sodety is with a cleartyed observer of New-
hood sexual abuse,school vio- community,usually a free or incrpen- py�r�tor E Villase�or xries of free prog-ams that range from man's personal tih(Newman's
lence. sive pL�ce. Favorite a�Rhor:"I love so many,but lectures and a musicat series to a cook- widow is auress Joanne
But in novels ach as"My "We think people should look at their �peqally Judy 81ume,Laura Ingalls �g p�m that has drawn cayadty �1�oodward),and his anbniish
Siste�'s Keeper"(2004),a story library u the Uiird place,"said Kays. Wilder,Janet Evanovich(she makes me aowds for the last four or five yrears. over the accidental dea�h of his
about parenls who wnceive a "You have harm,you have your wnrk- laugh),Erma Bombeck—generalry fluHy Asked what else a library nught pro- son,Sco��
child so that an euiier child,ill place and}rou shotild have the library." fidion." vide,she said she had visited a"Gbtary He aLw follows Newman's
with leuke�tua,will have a She said with the economy down,the Favorite movie based on a book:'To Kill a in upstate New York that lent fishing secoud career as a daring
match for blood marrow do- number of dients checking items out Mockingbird" poles and[ackk and another Ihat lent race-car driver.
naaon,and which was made from the library at 73-300 Fred Waring tools.Though I wouldn't want to main- The lwo men are lucklcss
into a 2(N)9 movie sturing Drive hac shown a strong gain.ln Jan- shdves that we'cl love to have,"she said. tain it,I guess we might lend golf c1uUs boaters—die'v cratt brars an
C'an�eron Diaz,f'icoult doesn't uary 2W5,visi[ors checked out 2b,196 Kays said she alto has noticed that the ur tennis equipment' amusing exaemental name
use the family-in-peril motif as DWs.This January,the number book sale put on by the Friends of the She said the PaLn Desert LiUrary at tha[can't be reyeated herc—
a cheap ginvnick. jumped to 35,223. Library has become more popular. one time had vinyl remrds that could be and chatnber music aficiona-
Hec books are written with "Our biggest wmplaint is that we '9 had one woman tell me that she checked out,but"it was so hot the dos.
naturalness a�id�air. de�n't have enough,"she said."We don't just couldn't afford any�onger to go to records would warp Uy the time it took In Hotchner's eyes,his fa-
She knows how to tell a sto- have enough parking,not enoligh the bookstore to bny new books so she the clienu to get from their cazs inro the mous 6uddy was an impulsive,
ry,and how to fill it with in- boaks,not enough movies,not enough was uistead going to die book sale library." absent-minded,higtily com-
triguin�,believable chancters. computers because,to a large extent,we where ne•arly new books cost$1 or Knys said she went tn graduate Gbrary petitive rebd who funded
Her latest novel,"House az�e a victun of our own success." two;'she said in a recent inteiview. school at the University oF Washington many good causes,not just the
Rules"(Atria),published�ast She acknrnvledges dtat even with Kays said the role of a library is'vi while working for the Bill and Melinda epa�ymous food company
week,is a whodunit with a greater demand,the library faces the constant 6iix as it Vies to stay avrent Gates Foundaaon in Seattle. that has given hundreds of
twist The young m�m accused same financial wnstraints as the rest of with technological changes. "[ran into(Bi�Gates)the other day �nillions to charity.
of murder,Jacob Hunt,has society.The library's book budget took a "When I was a kid,a library was in a Burger King here;'she said."1 went �or instance,Newman pro-
AspergeTs syndrome. 60 percent hit this yeaz�when die contri- books,books,bouks,"she said."Now up ro him—even though he had no duced,co-wmte az�d acxed in
To research"House Rules,' Uution hom[he c.ity of Palm Desert we carry movies and music and have idea who 1 was—to diank him for 19R4's"Ha�•ty&Son"as a�a-
she met with seven yonng went from$55,000 to�20,Oi)0. computers.We are trying to bcidge the paying my way t}voush library scho�l. vor to a dying friend.
people with Asperger's and "4�ii love to provide everything for ev- digital divide We ll always be a place for Cm sure he thought I was a stalker,a '[Urns out the guy who
wrresponded with many erybaty,but of comse financial hardships books,of wurse.People love twoks and strange library stallcer lady,but 1 just played so many anti-heroes
more. make it diffiailt to Iceep items on the love the feel of books.Resides,the bat- needed to thank him." was just an old softy.
EXH I B IT D
Report on CFlAC(County Free library Advisory Comm.) 7/15/10 meeting:
1/Tonya Kennon-newiy hired Riverside County Library introduced herself;she began work
May 1;previously administrator of Tustin Schoot District libraries.
2/Below are library usage statistics for Riverside County libraries-fiscal year July 2009 to June
2Q10; besides increase in library patronage also computer usage and program attendance have
greatly increased. 2009 circulation figures were a 10-1296 increase over the previous year.
3/LSSI staff gave a brief report nn various�rant opportunities which are availabie and their role
in assisting branch managers in the process. ,
4/Ecanomic Development Agency--recently oversight of County Library System- info officer is
Tom Freedman
5/Previaus topic/cancern:law re: access to iibrary patron's records
6/All 5taff Day on July 3U
Joan Beasley, Palm Desert Representative
� Estimated FY 2007-05 FY 2008-09 FY 2009-10
Population Total Total Total (
Libra Served Circulation Circulation Circulation
Anza 4,311 14�601 17,809 � 29,053 ;
Calimesa 8,500 32,885 35,415 60,84T '
Cathedral Cit 57,000 69,683 22,607 ' 132,738 `
Can on Lake 15,000 46,688 56,380 76,121
Caacheila 35,2d7 - 44,226 ` -38,556 43,108
Coachella Valie Bookmobile n/a 6,156 4,256 29,483
Desert Hot S rin s 22,01_1 64,830 . �`57 066 80,T34
Eastvale 35,000 38,840 50,501 85,598
EI Cerrito 10,000 .. . ;'. 17 688 26 976 ` 72,384
Gien Avon 43,470 125,126 110,385 120,8fi5 ,
Home Gardens 9,461 66,200 52,134 ' ` 62;464
Hi h rove 3,445 8 259 8,855 18,873
Id Ilwild 6,G00 34 036 `;31,904 < ° 60,227 '
Indio 71,000 84,808 7T,361 95,741
Lakeside �`.25,OOU ` 52 447 '• `. 61,248 ' 142,747
La�uinta 41,000 142,529 213,788 281,281
Lake Elsinore 35 000 :`. �- 80,6b5 ' 86 413 . '''' 87,336
Lake Tamarisk 1,000 5,602 6,813 14,002
Mecca _ � .5,402 _ . : •. 24,840 ::: ,�„47,8q4 : 6T 234
Mission Trail 25,000 75,280 84,447 98,196 �
Norco ' 27,263 '7B 812 „ 85,110 ` 92,344
Nuview 4,135 10,998 14,676 62,302
� Perris 51,397 ' 188,134 . 186;224 �`•` 285,161
Patm Dese�t 355,255 386,100 4
Paloma Valle 15,000 27,144 : 'S7 074 , � 43,7
Robidoux 36,500 45 600 45,846 69,631
Romola�d ' 7,500 20 071 ` 26;925 33,6B0
San Jacinto 46,5q0 49,943 60,687 109,899
Sun Ci `''29,500 187 748 '. : 168182 ` 39Z;300
Temecula Cit 60,000 715,079 770,464 8b6,342
Temecula Coun -GraCe Mellman 40,000 . 163 428 •• �176 879;. 129,112
Thousand Palms 5,120 23,359 30,865 • 53,666
Valle Vista ' 31;000 . '; 68,696 '=�79,000 ` 9T 220
Westem Count Bookmobile n/a 7,826 11,381 3B,238
Woodcrest 15,000 104,599 "` ` °119,841 ' ` 102,487
Total Libra Circulation 3,067,729 3,264,911 3,525,653
Palm Desert Public Library Statistics
Summary: �anuary 2009-December 2009
Compiled by: ]eannie Kays, City Librarian
Category 2009
Annual
Total
Circulated Items 394,994
Reference uestions 60 817
Door Count 267,7g7
Programs: # per
mo/attendance
� Preschool 40/947
• Famil 40/3 979
• Youn Adult 86/1,157
• Adult 144J3,749
Volunteers: # 752/8,253
eo le/# hrs
Meeting Room Use: 1,187/9,815
#meetin s/attendance
Shut-in Delivery: 59j80/276
# Shut-ins/# Visits/ #
Items delivered
Bookmobile 537
Attendance
.,/�
P1�1�M
DESERT
LIBRARY
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O
EXH I B IT E
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
Member Rosenberg asked whether next year the Committee will be
able to argue the bottom line and not line by line. In other words,
once the remodei is complete, if the Committee wanted to move
funds from the book budget back to the events budget, was that
something that could be done with ease?
Councilmember Benson responded that she felt this was something
that could be done easily. Ms. Klassen added that the Committee
and staff could revisit that matter.
Member Beasley moved to, by Minute Motion, accept the proposed Library
budget for fiscal year 2010/2011 as amended. Motion was seconded by Member Manor
and carried by a 6-0 vote.
� C. PRESENTATION OF THE LIBRARY REFRESH PROJECT BY
RIVERSIDE COUNTY ECONOMIC DEVELOPMENT AGENCY
The following is a verbatim transcript of this portion of the meeting:
�
RDK Rachelle D. Klassen, City Clerk
SP Sergio Pena, Riverside County Economic Development Agency
LK Louise Kermode, Library Committee Chairman
BR Bobbie Rosenberg, Library Committee Vice Chair
JB Joan Beasley, Library Committee Member
JK Jeannie Kays, City Librarian
JMB Councilmember Jean M. Benson
ES Eileen Strain, Library Volunteer Coordinator
EM Ella Manor, Library Committee Member
BB Barbara Bowie, Desert Zone Manager, Riverside County Libraries
RDK I'm sure you all know, we've discussed it many times here, our Multi-
Agency Library opened in April of 1996. As you can just see by these
statistics, the way the growth has been and the usage and the number of
people through the front door and the programs over the years, we've
used it well, and it's time to re-carpet, repaint, and maybe do some other
things. About a year ago, we met with...well, actually, longer than that
ago...as you know, we were going to maybe move into the other half of
the Library, buy out the College...that is still in the works but at some point
4
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
farther in the future than it was four years ago. Four years ago, we were
thinking about moving in about now, 2010/2011, something like that. Well,
now that's been extended out probably another (inaudible)...anyway, we
need to re-carpet, we need to freshen the place up. We've worked with
the County, and even before Nancy Johnson left and went to Azusa, she
was on board with this and said okay, let's work on this. And there are
monies, it's not General Fund money. It's money through the pass-
through agreements that we have with the County. There's a certain
percentage of the money that comes from property tax that gets put into
this fund, and it's designated for use on our Library or to serve Palm
Desert Library constituents. And so that's how we...we're fortunate
enough to get Mr. Sergio Pena involved, Supervising Facilities Project
Manager, at the Riverside County Economic Development Agency, which
I understand the Library is under now...
SP That is correct.
RDK ...okay, so Library services will be managed by the Economic
Development Agency. Here's Sergio. He is a godsend to me because I,
you know...take minutes at a meeting, type notes, type tables...l'm there.
I manage the records....but Sergio is Mr. Construction and Architecture.
SP Thank you for that introduction. Actually, you kind of stole my thunder
there a little bit.
RDK Oh, shoot, well go ahead.
SP That's okay. I was brought in late last year, and where I started was trying
to dovetail into some of the conversations Rachelle had, Barbara Bowie,
Barbara Howison, and with our County Librarian. I even saw some
correspondence, I think, from this committee. Oh, I'm sorry...am I
speaking loud enough?
EM No
SP No? Okay. I started late last year reading through some of the
correspondences that we had between some of the players...Rachelle
Klassen, Barbara Howison, and Barbara Bowie, and Nancy Johnson.
Reading through that, I tried to organize the scope of...intent of the Library
moving forward. One of the first things I was asked to do was generate a
budget...hey, how much is this going to cost? So, knowing very specific
5
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
things about the Library that we wanted to do, and not knowing the extent
of what it's going to do to the facility...does it have the infrastructure
needed to do these things...l think...we opted to bring in a design
professional earlier on to get a cost estimate together that we could
present to both the County and the City and use that as the baseline, the
framework for hey, how much is this going to cost, to make sure we don't
have cost overruns in the future. And you guys, you know, the
Committee, knowing....full aware, ahead of time, what are we getting
ourselves into. So, what did we do? We advertised for an architect in
mid-January. We received 46 statements of qualifications. It was a
laborious effort between the College of the Desert, the City, the County,
and LSSI, who operates the facility. We short-listed five firms, which all
were great...they interviewed very well. There was a pair of firms that
collaborated...one is Group 4 out of San Francisco, and the second is Holt
Architects out of Rancho Mirage. And they had some very interesting
ideas...
LK What is the name of the company?
SP Holt Architects from Rancho Mirage and Group 4 out of San Francisco.
Some of the ideas, I think, caught Jeannie's eye and Rachelle's and some
of the people involved in those interviews, and I think the goal is to really
capture this opportunity, you know, since we know we have to replace
carpet, replace paint, to figure out if there's, you know, (inaudible)
operational model that could extend library hours within the operational
budgets that we have. So the design process that we're looking at
now...we'll take a look at the Library statistics that Jeannie showed and
see how we can use the funds that we have available to meet the needs.
Maybe the facility changes a little bit and how it's organized, but really
we're looking at servicing the needs with what we have to use.
Where we're at now....we're negotiating the fee with the architect. We're
probably at the tail end of that. We really can't encumber or obligate
ourselves into that agreement until the County formally requests from the
City Redevelopment area the "project" (quote, unquote). And so from that
point on, I think the County, you'll see, will move forward much more
quickly in the design process. And what I mean the design process is
you'll start seeing some of the imagery about what we feel the Library
could be. You know, you'll see a lot of conversations with yourself...hey,
do you like this, do you like that, and Jeannie will be involved as will
Barbara Bowie, Barbara House, and Rachelle, and then you guys are as
6
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
well. We've actually set up, or have an intent to set up, some workshops
and surveys and things of that nature moving forward. One of your
questions is probably well, when will it start and when will it finish? I have
a schedule in here, and I just noticed there's an error at the end of this, but
I'll pass it around anyways...then you can see...l apologize for the small
print...there are just a lot of things I tried to fit in that one page. Really, for
those that may not already be aware, the Library is actually governed by
the State of California. It's built on College grounds, so we have to go
through the State to make any modifications or any improvements. And
so...we feel that's our biggest deterrent. We feel we can get to the State
fairly quickly with the design that, you know, everyone's in consensus with
and approves. So with that being said, we can probably see some work
start at the end of the year or early next year. Now, the phasing of it wifl
be a little more complicated because we do want to keep the Library open,
and we haven't fully thought out how that's going to happen. That's what
the design process will allow us to do is kind of figure out the nuts and
bolts of which parts of the Library can we keep open to make sure we
continue to service the needs of the public.
Now, I've kind of been saying a lot of things about exactly what we're
going to do. I think I'm really here to ask...is this a process, you know, the
project itself...is this kind of what we're expecting out of the Library
Committee.
LK Why don't you give the people an idea of what you plan...what the
changes would be...
SP Okay
LK ...something more specific
SP Okay
LK ...more carpeting
BR Doesn't sound like carpeting and painting to me.
SP It's a little bit more. If you've noticed a lot of....and this is, again, coming
from the architect who presented to us, so (inaudible) regurgitating that
idea...but you've seen a shift of people visiting different places other than
the place they work or the place where they reside, their home. And so,
7
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
Barnes & Nobie, Borders...you've seen them create an environment which
is a little bit more pleasing and comfortable for people to visit...you see the
cafes attached. Hey, it's kind of a connection with the kitchen, and so
there's this idea of creating, at the front door, kind of a marketplace.
Maybe it's not Starbuck's, but maybe it's an area where people can visit,
and it has that appearance that...you know, displays change frequently,
there's an ability to purchase things, books mainly, but there was an idea
of, you know, a beverage counter or cafe...we don't know exactly how that
fits into that marketplace idea, but a front door for the people to visit in
addition to the Library services that we're giving. And I know there are
some obstacles with that, but moving away from the reference desk, the
checkout counter, making it self-serve, alleviating some of the staff time
required to service those needs, allowing the public to come in and out,
check out books...how do you let them do that? There is a technology
called RFID, which you can track books, and if people leave without
checking them out, it will sound an alarm. So that means we need to put a
security system in, too, to make sure we can have that in place. The
casework changes a little bit. Instead of being this impersonal thing where
you have someone sitting across on the other side of the counter, they
become smaller, and people can now walk through the Library a little bit
less encumbered. There are still some security controls we have to set for
that to happen.
So I talked a little bit about being able to expand hours. How do we do
that with the design of the facility? The architect presented another library
where they actually sectioned off areas that weren't used as much, and
they really focused on hours where, locations where they could literally
close parts of the library so that you need less staff to operate. What that
allows you to do is then...not cut staff, that wasn't the intent...is to allow
the staff to work maybe later hours. You know, if you have finals week for
College of the Desert, allow you to work Saturdays, maybe even Sundays,
I don't know if that's ever been discussed. And I'm sorry if I'm speaking
about things that are really...but these were some of the discussions
being talked about during the interviews about well, what could we do...do
we just want to replace the paint and carpet, or do we want to take a look
at (inaudible). The types of displays that we have, or shelving for books
and media, DVDs, CDs, needs to be a little bit more flexible than what we
have now. It keeps changing. It seems like some things are overstocked,
and some things are under. So we can look at furnishings that would
accommodate the changing media (inaudible).
8
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMUTION COMMITTEE MEETING APRIL 28, 2010
JK Computers...
SP I'm sorry...
JK Additional public computers.
SP Yes, probably the biggest one. It's just...outfit the Library with more
computers and computer labs, allowing....when you bring in a lot more
computers into a facility, you increase the heat load, which means more
cooling, so there's some ramifications to that.
RDK So part of it includes an energy audit, a design...a survey of the flow in the
Library. We're looking...it's sort of like your house...all I need is
carpet...oh, well now the paint looks really bad...oh, the furniture looks
really bad, so one thing led to another, and we said well, if we're doing
this, let's look at everything, let's Iook at how people flow, how...
SP The County of Riverside actually has a partnership with Southern
California Edison to improve the energy efficiency of buildings, and they
actually pay to do these audits. And once you have the audit, you have
the option of going in either direction...well, maybe we replace the
unit...and we go a little bit further...increase the energy efficiency of the
glazing, add insulation....and knowing that we have a lot of (inaudible) in
that Library...there's finro things happening — one, you are allowing a lot of
heat to go in. Secondly, your books are receiving a lot of direct sunlight,
and so that could add to the deterioration of the material in the room. So
we're also, in conjunction with that energy audit, looking at protecting
some of the material inside with shading devices that are...with coatings
on the glazing. I'm glad you brought that up. Acoustics....there were
some discussions about it being too loud when some programs are being
held, so how can we create areas so that programs can function while we
still hold normal library, you know, service of people just trying to read or
check out books. Roofing material has, you know, a replacement of
maybe after 10 years or 15 years, depending on the product and the
warranty. We will take a look at the roof as well and upgrade the
bathrooms to current ADA standards. There were actually a couple things
in the Library that are fire, life, and safety hazards, and we will improve on
those items as well.
JMB Has there been any thought to...or do they even have them in any of the
libraries...to a handicapped section. And the reason I mention that is the
9
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
two lower levels of books, you can't get at, and I noticed....not just myseif
but other people that are there...nobody can look at those two lower levels
of books, and if there was some way that the books could be higher or
movable in some way or that space used for something else....you know,
we do everything we can to get the handicapped into the Library, but then
once they get in there, they are still handicapped.
(tape changed from side 1 to side 2)
JK ...(inaudible) it's really hard...and maybe making some accommodations
in certain areas where that would be of interest to people...
JMB Right...instead of having so many, just if there's just a section that they
knew they were (inaudible) and that even goes with the Hot Picks...you
can't get down to the lower level. What's on the counter is great...you
can't get to the lower level.
SP Well, we'll add that to the scope that we currently (inaudible) I do think it
creates an opportunity that...it's a great looking facility now...l just think
(inaudible) make it look wonderful.
ES The point here, which you made very well, is that we have a lot of
volunteers, and they are not teens. They can't get down there. They
actually say, "I don't do lower shelves," and the little ones don't do the top
ones.
BR Well, actually, we could put all the children's books on the lower shelves.
EM Is there any idea of using wood flooring, or is that too far in the future?
SP Well, they actually do make hard surfaces that have an acoustic quality to
it, but...it sounds counter-intuitive...so it costs a little bit more.
BR I'm sorry...I can't hear you.
SP They actually do make a wood product, or hardwood products, that have
an acoustic value to them. But just like it sounds counter-intuitive, it is,
and it costs a little bit more than normal, so we could potentially go in that
direction. I think that the decision whether we do or not, I think we could
arrive at in the design process, evaluating the benefit of putting in wood
versus all the other priorities that we've set for ourselves...the self-
10
APPROVED MINUTES
ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
checkout, the RFID, the giazing, the acoustics, the (inaudible), energy,
and so we take a look at a comparison. We've established a budget.
There are some long-term goals that I think, you know, the City and
College of the Desert and the County and LSSI have, and so we've really
backtracked from the funds available to what's available for this project.
So those are really our limitations, but I can tell you from doing a similar
library, that there is plenty for a lot of the things like the wood. We're
actually taking a look at photovoltaics that we connected with some of the
energy audit that we're going to do with Southern California Edison.
College of the Desert is currently looking at putting in photovoltaics in their
parking areas, so we're hoping to piggy-back that.
(inaudible)
SP Solar panels. Speaking in jargon, I'm sorry.
RDK Maybe there's an opportunity to do maybe a combination of carpeting and
wood flooring.
SP Yeah
RDK Were you thinking wood flooring for the look or the...
EM No, more for the room, for the meeting room.
RDK Oh, the Community Room.
EM Because that is so (inaudible)
RDK Okay
(inaudible)
JB The Palm Springs Art Museum put wood in when they redid their building,
and it's much easier to keep clean.
SP I'm partial to wood myself.
JK I had mentioned that, especially in the lobby, we need some sort of
moppable surFace because we have a lot of spills, but atso a surface that
is smooth enough so that the book carts don't rattle...like a tile or stone. If
11
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you've been to the La Quinta Library, it's like, I don't know, mountain bike
sounding...it's really loud (inaudible) but something solid and smooth
would be nice, but not slippery and not noisy.
JB Mr. Pena...
SP Yes
�B ...you said (inaudible) survey and meetings and...
SP Correct
JB Does that mean it's for the public?
SP Well, it's really up for discussion, to be honest with you. The architect's
proposal currently includes meetings for the public. 1 can tell you that
sometimes it's a bit more difficult to consolidate a consensus when you
have a lot of people (inaudible). In terms of delivering our project within
certain timeframes, I like to have an idea of maybe who the stake holders
are, you know, we like to have a representative from each stake
holder...City, the County, LSSI, the Library Committee...whomever they
may be...and so that we can (inaudible) to a point of contact what input is
for the project because I've actually encountered in other projects where if
we don't comply with requests, there's (inaudible)
JB Is it possible to do something like email or write-in or suggestion box kind
of thing so the public can, you know, kind of participate? Just
suggestions.
JK I think that would be a good thing.
SP Yes, we actually have...we have a workshop right now planned. I'm
questioning is that the right approach. You know, it's really for discussion.
JB I think you're right. You get a group of people together, and they
(inaudible) you know, they saw a beautiful library in Timbuktu, and why
can't we have that...that becomes problematic, but if there's a way they
can make a suggestion (inaudible)...
SP Okay
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JB It doesn't have to be in a formal meeting.
SP And I agree. If everyone, you know, in the community can take
ownership in the process of, hey, look, I've put in my finro cents, and look, I
see it, it really brings out the turnout opening day. And if people take a
sense of ownership, they will take care of it a little bit better, so I think iYs a
benefit that we do something like what you were suggesting.
JB And you're saying that College of the Desert is partnering with this, so
they're going to be upgrading their side.
(inaudible)
JB I'm just wondering if the College students had any input because they're
the people that walk into the lobby.
SP Currently, we're looking at asking the architect (inaudible) on using the
College of the Desert's side of the Library for use by us, long-term. It
doesn't mean we're going to do the construction of it. There's a plan in
place for what it would look like long term. The College of the Desert is
interested in the project. I think...they're on the fence on whether or not
they want to also participate in its financial cost and put in monies on that
side.
RDK They've committed to paint and carpet, so we will get an economy of
scale, but I don't know that they are in a position to go much further like
we would like to do, like maybe change the configuration of some of the
aisles and that kind of thing. (inaudible) like Mr. Marman said, we've
never had a very accessible place that could do art shows and things.
Maybe we could make that a little more....there's no place to hang things
currently.
SP And that's really what we're, you know, I think everyone who has really
talked about this is looking at it like, wow, we have an opportunity to really,
I mean, without expending large amounts of cash, to really tweak this, so
then you get, you know, integrate all these other things that you're hoping
to do.
JK And some of the things that you all might be interested in knowing would
be that we are hoping to move the reference desk closer to the front
because it's way at the end, so it would be nice to bring the reference
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desk closer, and eliminate the youth desk because we'd have a one
reference desk unit where we could see the youth department and see the
entire Library. And the first section of shelving where we have the large
print books and the audio books...Sergio talked about that....but
reconfigure that so there's a little bit more room to get between the aisles
and just a more open feel to it and more pleasant.
JB Were the architeets asked to consider any modifications to that one patio
area that is not being used?
SP Well, there is a component right now in their proposal to not only take a
look at that, what they (inaudible) improvements, which could include that,
but also parking...so really right now, it's more of a testing phase, you
know, how much is it going to cost to do this, how much is it going to cost
to do that, or what's the end cost of doing this, what happens....because
there's a domino effect...as you change one thing, other things change
with it. Instead of jumping into this without knowing all the impacts, we
really wanted to test the design process with those types of
questions...you know, can we modify this instead of directing them and
then not liking the product at the end.
JB What's your time line? You said that possible some activity would start
January of 2011.
SP Correct
JB So you have to know the full plan before you can start any part of the plan
(inaudible)
SP We have...we actually have 90 days...hang on one second...l'm so
sorry...60 days for the fact collection...
JB 60 days from now?
SP From the time we execute...we have an executed agreement. The clock
will start, I believe, fairly soon. I think we are weeks away from having a
formal request from the County to the City. I think...at the same time, I'm
not going to wait until that formal request is made. At the same time,
we're going to be talking to the architect and get him under an agreement.
We're just not going to send it through to be executed. So I think we'll be
maybe two weeks off from the time that formal request is made. From that
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point on, we have 60 days to do all the fact finding, the energy audits, the
acoustic audits...anything that we need to research, we have 60 days to
do.
JB So that will happen across the summer.
SP Mmm-hmm. We have 30 days for the design process, the testing
of...okay, we have all the data now...now what are the ideas to matching
up with what we actually have in the facility to make a decision on what is
the entire scope? And we do have, you know, I don't if you want me to
share the price tag of this now or later...
(inaudible)
SP ...okay...on our project budget, we are looking at $3.5 million.
Construction costs we're looking at $1.7 million; furnishings cost
$500,000; computers $300,000; architect $360,000....1'm going through
these real fast but, you know, these numbers change up or down.....$3.5
million for the entire project, okay.
?? And where is this money coming from?
SP This is actually coming from the residents of the City of Palm Desert.
There is a Redevelopment area created in 19...
RDK We have four Redevelopment...four Project Areas in our Redevelopment
Agency. I believe not all of them are part of what we collect or
minimally...some contribute more than others, but that doesn't matter to
you folks. But in taxes, to give you a brief RDA lesson, when project
areas are established, there is what is called a base property tax
line...correct me if I'm wrong, Jean...and then we establish a project area.
The County continues to get that base with some slight over the years,
you know, increases here or there. But then because the value of project
areas, particularly in the City of Palm Desert, increases because we do
building, we make improvements, the streets are better, that we get nice
houses here, it's called tax increment. And so here's the base line when
the project area was established, and then building comes in and beautiful
homes, think of BigHorn, and that assessed valuation...that increment in
the difference between the base line project area and what's the
difference, that gets shared with the City. That's how we are able to do a
lot of things here in the City. But the County says, okay, thaYs fine, but
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we'd like our little portion off of that, too. So we have cooperative
agreements, pass-through agreements, with the County, with the School
District, and they take a part of what we benefit from, that tax increment,
they also get a portion of that. And wisely, in years past, when our
agreements were established, they designated a certain portion for library
services, library district funds, in the City. So this money has been
collecting all this time, since 1975, '78, '80...it's been collecting to do
things for the Library, and so that's where this money's coming from. IYs
money that's already there, it's been paid through your property taxes,
through everybody's property taxes in the City, and so that's how we are
able to...
BR And how much in is that fund now?
RDK Approximately $10 million. Sa by using this $3.5 million, we also need to
set aside about $4.5 million, what we've set aside to buy out our lease on
the other half of the Library when and if that happens. Can't promise
anything there, but they have still intended to...they're going to move back
into their...retrofit their old library building...if you're familiar with that, on
the campus, and use that and then we would be able to assume the entire
building.
BR How does that money work? Is that...where is it sitting, how is that
invested?
RDK It sits in a trust at the City of Palm Desert.
BR And it's invested?
RDK Through our investment policy. So that's part of...not—in the past couple
of years, it hasn't grown much, you know, with interest earnings and things
like that. But over the years, it has increased with interest earnings.
BR Okay, thank you.
RDK So the City of Palm Desert has, you know, is able to sit it in trust and earn
an amount of interest on it that's allowed and then now we say Okay, let's
get into that nice fund and improve our Library.
SP In answer to your question, that's why I believe we're at the end of this
year we'll be finalizing some of the design documents.
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BR You know what, we're older, and we don't hear you, and my hearing is
really good.
SP I'm sorry, I'm so sorry. I've had this problem all my life, so I apologize. To
answer her original question...when do we actually see
construction...knowing, then, the 60 days fact finding, the 30 days for the
design process, I think at that point all of the decisions will be made, and
we're just working, we're creating those large sets of drawings, the
blueprints, that allow a contractor to build....or modify, you know, we're not
making a new library, we're just, you know...
BR It sounds like the outside will be affected, too...is that not true?
SP Well...
BR I'm not objecting, I'm just asking the question.
SP Well, I personally believe that library is very attractive from the exterior.
BR Don't we all?
SP And so some of the things we've talked about is really not modifying it,
maybe painting it or...but there was talk about the entrance...there's that
large part of concrete with...is it palm trees...there's some sort of trees.
?? (inaudible)
SP Yes, going into that entrance. There were talks about, hey, is that inviting
enough for people to come in? Are we allowing...
JMB Well, just a canopy over that...
SP Well...
JMB ...at the entrance would make a big difference because now it looks bland.
I just thought a canopy over it, you know, with "Palm Desert Library,"
people would know that's where to go, but now you look like you're going
into a prison cell.
17
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SP So those were some of the comments that we've been receiving. it starts
getting really expensive when you start touching exteriors of buildings, and
I'm mindful of the three and a half...
JB ThaYs inexpensive...l have another question...l seem to be dominating
questions, I'm sorry. Anybody else can just jump right in here. Have we
hired...has an architect been hired...you mentioned that there were two,
that it was down to a choice of two...
SP Actually, if I could clarify it a little bit. We interviewed five...
JB Okay, I've got that.
SP ...we are currently negotiating a fee with one.
JB Which one is that?
SP The one is actually a collaboration of two.
JB There's nothing simple about this, is there?
SP The reason for the collaboration...Holt Architects is a local architect from
Rancho Mirage. Group 4 is a nationally recognized architecture, but
they're based out of San Francisco. They have access to Linda Demmers
and have been...they've probably built 300 libraries. They're front of the
curve of what libraries are doing to service public needs. They have some
great ideas, and so Holt Architects Group and Group 4, that's their name,
are collaborating for our project.
JB Thank you, sounds good.
SP Any other questions?
JB I'll think of something. So will you be coming back to this group with some
more input or something?
SP As much as you'd like me to, as much as you'd like me to. I really, you
know...
JB I know it isn't started yet, so it's hard to know.
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APPROVED MINUTES
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SP Yeah....some of the first, well...however you want to run this.
RDK Sure, perhaps when you get...we've been, you know, it's just been a work
in progress.
SP Yeah, yeah.
RDK Maybe once they have some...once they've done their audits and their
run-throughs, and like you said Linda Demmers...it didn't mean anything
to me, but all the library people really lit up...that she's a nationally known
and recognized consultant in architecture, and she will come and study,
watch the people in the library, watch the staff in the library, what works,
what doesn't work. So that will be part of what the architecture firm, the
collaboration, what they bring back...and say, okay, this is what you
need...if you want to do it right, this is what you need to do. But then they
will have to negotiate a little bit...okay, can you do it within our budget.
SP Yes.
RDK So I would say maybe once they have something that we can show you,
renderings, some plans, that will be...that we can put our fingers on and
say, oh, this is nice or oh, this isn't going to work for us, you know, in the
desert here in the City of Palm Desert, so I think that would be
appropriate. Do you think perhaps...will you know more even in, say, like
July? What will you know in July?
SP Well, actually...July, that's 7/10, huh?
RDK Okay, September?
SP No, that...we're going to be right in the middle of it in July.
RDK Okay. Would that be appropriate, then? When will the...
SP Let me explain, a little bit, the design process. It's iterative, it's not...here
it is, take or leave it. What it is, is...they talk to you, get a sense of what
you're looking for, come to the table, get some ideas, present a few
options, and you mold the options that you like. And then, I think, what I'm
hearing is, once we've polished that option that we like, we bring it to this
group.
19
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PROMOTION COMMITTEE MEETING APRIL 28, 2010
RDK And we'll certainly take into account all of your questions and your ideas
through today, which are some of the things, yeah, that we've had...might
have been thrown out before.
SP And that doesn't mean you only get to see it once. If what I'm hearing is
we'd like to be involved a little bit more, I think, you know, we can
establish those lines of communication so that you keep seeing what is
happening, and your comments are....am I speaking loud enough? Sorry.
?? Yes, now your(inaudible) is good....you voice is low.
SP Yeah, I'm sorry.
RDK His mother never yelled at him...keep it quiet...
?? He never yelled back.
SP So, you know, we can do that.
RDK Even if...what will you know in June? Any more....l mean...
SP Well, in June we should have the executed agreement: We should
know...between the architect...we already know what our budget is. We
may...June...April, May, June...that's a month and a half.
JMB If we could just, while you're deliberating, say in July, if we just had a
memo that said we now have the architect and this and that.
SP Okay
JMB I know...and I don't know...were you involved with Roy's Desert Center?
SP That's actually my previous boss, he was actually...
JMB Oh...after we did get the architect, because that was an existing building,
and that's what we're dealing with here is an existing building. Once the
schematic was done, and we're going to this and that and the other thing,
then the Committee got involved in looking...now is everything on that list
we want, and maybe that's some of the first steps you come in with after
you get the architect, and he gets his rendering, and show then this is
what we're proposing, and check and make sure these items are covered.
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PROMOTION COMMITTEE MEETING APRIL 28, 2010
And then you can go into more detail later on down the line, but just a
schematic to begin with, that would be helpful. I would say July or
August...well, we don't meet in August...so September, even.
SP I think what we'll have late June, early July, is definitely...our goal is to
have that formal request, you know, by Board action to the City, so that
basically formalizes the project and puts in place the funds for it. Without
that, you know, I'm afraid there's not much...
JMB Yeah, that's all we really need to know. We don't have to be on the
ground floor, except when you start going forward to make sure everything
is covered in that, and I think that would be...would suffice to say we're
involved.
SP Okay
JMB I don't mean to speak for the rest of you, but it seems to me that that
would be a good way to go.
SP And I apologize if I rambled today. There are a lot of little pieces, and I
didn't want to bring a big old packet of information. I wanted it to be more
conversational.
JMB Well, you'll probably get more discussion on the color of the walls and the
color of the carpet than you will anything else.
SP That's okay.
LK Barbara, since you're with the County, do you (inaudible)
BB No, I'm really with LSSI.
SP And LSSI has been part of the process all the way through.
LK Do you have any comments or anything?
BB No, we're excited. And, you know, I don't know if any of you have any
more questions about RFID, the Radio Frequency tags on the books, but
that's going to change the procedure for checking out a lot of the
materials.
21
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ADJOURNED PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING APRIL 28, 2010
LK You'd better explain that.
JK Sure. The Radio Frequency Identification tags are...they have a little
sensor in it, and it knows what book it is. And when you place a stack of
books on a mat, the sensor pad, it will go "bmmp", and they're all checked
out at once.
BB And there's a list right on the screen telling you so that you can make sure
that every one is on there.
JK And it's fascinating, it's really neat.
BB And it prints out a receipt for you, so that you know what...and shows you
when those books are due back at the Library. And you can do it yourself.
JK But one of the other neat aspects of it is that when they check in, the
machine will go "bloop" and check them all back in. Can you spell
"bloop„�
LK How do you identify yourself when you check a book out?
JK Your Library card. Your Library card number is already in the computer.
But we want to add a conveyor belt. We want to reconfigure the back
workroom, add a conveyor belt with sorting bins, so that all of the
children's books, for example, go into one bin, the DVD's go in another
bin...so it does a little rough sorting. For us, the computer/conveyor belt
system will check in the items for us, allowing our staff to get out on the
floor, to talk to the people, to stand next to them as they're checking out,
rather than, you know, being behind the big barrier of a desk. It'll be
friendlier, and so we think that, you know, a Iot of people are leery about
self-check and things like that, but it's actually going to bring us out from
behind the desk and so...take us away. So that's RFID. It's really cool,
pretty cool stuff.
?? I suppose libraries of the future, we will all be carrying electronic devices
that have all of our books in there that will be able to check in and out and
not just buy on-line for $12.95 or....right? Is that where we're going,
guys?
JK We're already there.
22
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PROMOTION COMMITTEE MEETING APRIL 28, 2010
?? We're already there, but the Library is not aiready there, and that way, you
definite�y don't need the two bottom rows, so the next time we decide to
move around with carpet and paint, we may just need an 8x10 room.
RDK They'll just have syringes, and they'll just inject it into us (laughter). It's
just like the microchips in dogs.
JMB Well, I think what we need is when we put that stack of books on there is
for it to say, oops, you read that one, you read that one...
?? But Jean, it doesn't matter because if you're like me, I forget about it
(inaudible) may as well just read it over again.
JMB Well, I've been reading a lot over again.
LK Do we need any more of Mr. Pena's time?
RDK I think we're good, if everybody (inaudible).
SP Thank you, thank you for being patient.
RDK He'll be back to give us more exciting updates.
SP I sure will.
JB And we'll have more questions.
RDK Sure, absolutely. Even if you think of things, if you want to email me, I
could forward them to Sergio.
SP Yeah, this binder, by the time we're done with it, you'll see five more like it.
We track all the information, all the comments...it's my job to make sure
all comments are answered appropriately and resolved.
LK Thank you.
SP Thank you.
VI. CONTINUED BUSINESS
None
23
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PRELIMINARY MINUTES
PALM DESERT LIBRARY
PROMOTION COMMITTEE MEETING JULY 21, 2010
���. OLD BUSINESS DRAFT
A. PRESENTATION OF APPROVED LIBRARY FUND BUDGET FOR
FISCAL YEAR 2010/2011
Ms. Klassen noted that the Library budget was approved by the
City Council at its meeting of June 24, 2010, in the amount
requested by the Committee. She added that while the total was
the same as last year, some of the individual line items had been
adjusted.
With Committee coneurrence, the report was received and filed.
� B. UPDATE ON LIBRARY REFRESH PROJECT
The following is a verbatim transcript of this portion of the meeting:
�
SP Sergio Pena, Riverside County Economic Development Agency
LK Louise Kerrnode, Library Committee Chair
TH Tim Holt, Holt Architects
JB Joan Beasley, Library Committee Member
AR Andrea Redewill, Holt Architects
JK Jeannie Kays, City Librarian
JMB Councilmember Jean M. Benson
RDK Rachelle D. Klassen, City Clerk
EM Ella Manor, Library Committee Member
SP First of all, thank you for having us...myself, again. I'm joined by Leticia
DeLara from Supervisor Benoit's ofFice, Tim Holt and Andrea from Holt
Architects out of Rancho Mirage.
LK Would anyone like something to drink? We have cold drinks,
cookies...hetp yourself.
SP Okay. Just to reiterate my role in this whole process...l'm basically acting
as an agent for the County of Riverside. I review the project concepts that
4
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�����.�� '�C��.
PRELIMINARY MINUTES
PALM PROMOTIONFCOMMITTEE MEETING DRAFT JULY 21 2010
�
Tim generates, or will generate. I'll review the cost estimates, adhering to
County standards, City standards, your standards, and I'll communicate
the facility needs that, you know, you request, the Committee requests,
and anyone else, to make sure that they're integrated into the project and
monitor the different aspects of the project and then provide reports to
whomever would like one. So at this point I would like to really turn it over
to Tim Holt and his team to just give us an overview of his design process.
TH Thank you very much. We appreciate the opportunity to sit and discuss
this with you because I believe it could be said fairly accurately this is not
a real cut and dried, well-understood process. Many times the design
effort that is put forward, not only to create new buildings but to renovate
existing ones, can bring about more questions sometimes than answers.
We interviewed with Sergio's department at Economic Development
Agency about four months ago I believe, something like that, and at that
time proposed to provide a design service to the County and the City and
the Library to...which would include a consulting architectural firm. I know
' you just asked that question, so perhaps I'll bounce right to it. We
identified another firm that is San Francisco area based. They are literally
library specialists, having completed over 250 libraries in the last decade
in the United States. Right now their work load is spread out from
Massachusetts to Ohio and Minnesota, Kansas, and they do a lot of work
here in California because, of course, they're based here. Library design
is becoming very, very specialized. As with many others area of life that
we deal with right now, emerging technologies have brought about a
number of new changes and new ways to display, to control books, for
staff to handle things most efficiently, and there are a number of new
factors evolving rather rapidly within the library industry today. It's for that
reason that we felt that our team could be strengthened by a consultant
that really is a hands-on expert and is dealing with these things on a very
large basis continually. So we brought a proposal forward to the County
which includes a firm called Group 4 Architects from the San Francisco
area. They're a consultant to our team, and they will participate primarily
in the programming and the schematic design phases. Those are the
initial design phases as we begin to explore options and that type of thing.
They're very innovative. They've done some extraordinary work. And in
addition to them, we've added to our team a program specialist. She
works exclusively to help to program libraries...that is, to visit the existing
facilities, laok at all the various functional aspects within the library itself,
and make recommendations and suggestions as to how that can improve,
5
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PRELIMINARY MINUTES DR
PALM DESERT LIBRARY A�,`
PROMOTION COMMITTEE MEETING JULY 21, 2010
how the system and the display and everything can improve. Her name is
Linda Demmers. She's rather weil-known nationally and has provided this
service for some of the most significant new libraries in our country. So
we feel we've got a team assembled that can really bring a very high
quality, innovative, and state-of-the-art response to some of the
challenges that we have here at this library.
We'll undertake this beginning the very first week in August, if that's alright
with you, and we'll initiate the programming process. That, involving those
other two entities, Group 4 and Linda Demmers, is going to take about 60
days to unfold. There will be a series of ineetings here at the Library,
on-site. We'll have some other teleconference type of exchanges with
them as well during that time. But Jeannie's staff will be getting very
familiar with Linda and their Andrea and others that will be here. There
will be a series of workshops, interviews...we're really going to kind of
break down yaur Library function and then reconstruct it from a conceptual
standpoint. And, of course, in that process, as you might imagine, there
will be many options identified. There's just not one best way to do this
that will be arrived at real quickly, but a series of alternatives or options
will be brought forward, and then we'll have another workshop with you
and exchange which of these three...for example, you may like
component parts of each of the three of them, and so our challenge will be
to take that information, that input back, combine it, and bring forward a
final conceptual p{an so that when this work will be done in that first 60
days, so let's say August and September, that amount of intensity will
underway...a lot of interface with the building and with staff. Following
that, which will largely generate the input that we need, we have another
60-day timeframe to allocate to the schematic design phase. This is
where we'll be bringing forward options of various floor plan design
modifications and alternatives. In the meantime, we'll be looking at a
number of other things that we've been asked to consider in the building.
Those would be such things as sustainable, perhaps new sustainable
materials, updating the ADA compliance aspect in terms of toilet room
facilities, there's an exiting issue that needs to be dealt with over on the
south side that enters up to the bathroom area, bringing those toilet rooms
up to ADA compliance standards, looking at the energy consumption issue
of the building and what the energy cost history has been...we'll be
exploring some of that information and searching in the process for those
types of alternative appendages or changes within the building that might
enhance the energy responsiveness of the building. We'll be looking at
6
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functionai aspects...book drop functions and things like that. There are a
nurnber of new systems out that we would like to explore and see if we
can squeeze them into the budget — that's always a problem, of course,
and a challenge, but that's what you're asking us to do. So we'll bring
forward those types of alternative things as well. I think you can probably
expect, based on what we now view as the scope of this project, it will
be...it will be contained within the existing building, at least inasmuch as
the budget that we have been given to this date. As Jean said, we don't
have any thoughts of additions to the building right now. The funds just
aren't there, but internal modifications...we'll look to enhance the
performance of the climate control system. We'll look to improve the
lighting quality in several areas. We'll look at acoustical issues and where
we have a lot of reverberation that perhaps could be eliminated. The
interior finishes in large measure will be new and changed, the floor
covering for example. We'll be bringing forth several ideas and options for
you in terms of new possible floor coverings, a new color scheme, and
lastly, the furniture issue, everything from book stacks to tables and
chairs, those types of things...we'll be bringing forward alternatives.
Sergio's created a separate budget for the furniture aspect of the project,
which is kind of separate from the building, the actual building
modifications themselves, and from that standpoint, then, we'll deal with
those issues and interface with them as well.
I could probably go on to needless detail right now, but it might be more
beneficial if I just stop right there and ask you what's important to you.
What would you like me to respond to?
JB All of this also includes the College half of the Library, or not?
TH In terms of the programming, we were not asked to reprogram, realign if
you will, redesign the College area. The discussion with regard to that
northerly portion of the building was regarding floor covering and painting,
I believe, was the scope that we were given to consider. And so that's
really the limit of what we expect to do on that northern portion,
AR There was an aspect of consideration in terms of maybe possible future
phasing and looking at kind of a master planning aspect of looking at that
space as a future possibility...limited in the amount of detail that we would
go into.
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, 2010
TH Realizing, as has already been mentioned, that at some point the College
wil( move out, and the rest of the building can be brought up to, hopefully,
the standard that this portion's at.
.1B So you will try to maintain the in#egrity of whatever flooring, coloring,
painting, whatever...throughout the �ntire building so that in the future it
would mesh.
TH Yes, indeed.
JK And the College did say they would find the money somewhere, at least
for the carpet and possibly the paint (inaudible)
JB It looks like it will be the beginning of December before the two phases are
done?
TH That is correct. We've been. asked ta consider possible incremental
periods when there may be a necessity for, or a desirability for, public
exposure, a public meeting, or it's been stated that we will be presenting
this to the City Council at some time, so I've created a schedule that I'll
give to Sergio, and that would allow for the possibility, if they so desire, to
have a presentation to City Council and/or County ofFicials or anyone else
that's interested, right at the very beginning of November, the month of
November, right after Halloween, and then another one, if it works out,
about mid-December. I realize the holidays will be coming on quickly at
that time, but we look to wrap up these first two phases, which will then
bring to conclusion Group 4 and Linda Demmers' involvement. And then
my firm, Holt Architects, will take the project to design development, to the
preparation of construction documents, the approval process at DSA,
which is necessary, I think you are aware of that, and then the bidding and
construction administration phases of the work as well.
JB How long is that usually?
TH I kind of roughed out some thoughts for you as to what we might expect.
So assuming the first two phases are completed by mid-December, the
design development phase will occur in January and February of 2011.
That will need your approval prior to moving on to construction
docurnents, the preparation of the construction drawings. That's a three-
to four-month process. That will take us through about April of...
8
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AR June
TH ...June, I'm sorry, June of 2011, and then we'll submit at that time to the
State agency, DSA, for the pian check review...
RDK That's the State Architect, right?
TH The Office of State Architect, exactly. And Steve Renew is pretty
emphatic about the need to do that because the building is located on the
campus...many students will be coming in and out...l suppose somebody
could contend that, but it's okay. The accessibility issues will be resolved.
There will be no new structural concerns for them, and the Fire Marshal
we work with all the time, so those are the two primary components at the
DSA office, sa I'm not expecting an overly lengthy or complex plan check
process at the State. That would be followed by a competitive bidding
process, and we usually allow about 60 days for that from the time of
advertisement to the construction industry, conducting pre-bid
walk-throughs or conferences at the Library for bidding contractors,
receiving bids, analyzing them, confirming the validity of their bonding
situation, and then getting a contract written to enter construction and
authorize them to proceed...that's about a 60-day time frame. So that's
going to take us into about September of 2011. And the construction
period, I believe, is going to be a real challenge because I know that you
want to operate the Library and have us rebuild it a!I at the same time, so
there will be, I think, a need to recognize that the construction duration will
be a little longer than it would be if the building were vacated or if it were
new. I'm allowing in my mind right now about an eight-month...l think
that's very conservative...it may be as short as six...for construction. If
that were the case, you could look to occupy the entirely refurbished
building, with new furniture and finishes, at about May or June of 2012.
SP Okay. So these dates and time frames, I'm sure, are kind of a shock to
everyone...Tim and I, we did kind of digest them and go through them.
Comments?
JK So...okay, I have a comment. So this schedule that you originally
presented where construction was going to start in January is...
SP Correct
9
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JK ...wrong.
SP Well...
JK Because we planned our aduit programs based on your schedule, and
now...
SP Okay...well, we were two weeks away...we were two weeks behind on
executing his agreement, so I lost two weeks there...
JK Okay, so construction is expected to begin when?
TH About October.
JB Of 2011...
TH Of 2011 ... and it will extend through the early portion of 2012. It may be
able to wrap up in April/May.
JB Six to eight months.
JK Okay, so January is now October.
TH Yeah, we're...it's like six to eight months.
JK Okay...because we, you know, we have seasons, and...
TH Okay
JK ...summer reading, so (inaudible)
SP Now, in previous conversations I've had with, you know, yourself, Barbara
Howison, the initial kind of reaction we get is...the design process, as
defined, can..,t don't want to say it can be a leisurely pace, but we can do
it in such a way...
RDK (inaudible)
SP Oh, okay...is that what it is?
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RDK Since you're soft spoken anyway (inaudible) doesn't amplify, but we do
need it for the tape, but you could speak up just slightly.
SP Oh, okay, I'm sorry. So the initial direction, I think, from the
comments/reactions we received is make sure can do it right because
once we get into construction, we're going to have to do it very quickly or
in such a way that there are no disruptions ar very minimal disruptions to
the library operations. So, you know, that's the direction Tim Holt
received. He has generated this schedule based on those interpretations.
There are always ways we can do...to compress this schedule. This is, I
think, a first take, you know, a first choice and a preferred schedule, but I
think the question maybe we have to you is...is this acceptable, is this
kind of what you're expecting?
JB What's the choice?
SP I mean, there are ways, there are things we can do, but is the necessity
there for us to speed it up?
JB You could.
SP Tim?
TH I think...
JB (inaudible) to wait for are the way they are.
TH That's my feeling. Thank you. At the same time, there's a full-on
recognition, on our behalf, that to expedite the praject is in everyone's best
interest, and we fully realize that. We might ask Jeannie if there's a
particular time of the year that you would favor or that would be most
beneficial for the intensity of the construction operation to occur. Would
you rather have it in the summer, or would you rather have it in the winter?
Or does it really make that much difference based on the function and how
many folks are coming and going?
JB Yeah, the least busy time because we have about 20,000 people a month
coming through the Library, and we circulate 33,000 items a month.
We're very busy. When you say the working with Linda Demmers is going
11
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PROMOTION COMMITTEE MEETING � 2010
�
to take place in August and September, those are probably our slowest
months. So she's going to see us at our most leisurely. You know, she's
going to see us at our down time, and she's not going to see us in our
busy, busy time, so we'il have to, you know...l know she's a professional
(inaudible) but those months would be really good for construction. It's
really hot here, but those would be the months where we don't have
anything of significance going on. As far as our big season, the snowbirds
arrive in October, and they stay till about April, so October through April is
one of our busiest times of the year, and then right now we're in the
middle of summer reading program, so June and July are really busy.
TH So if construction were to wrap up in September, that would almost be
ideal for you. If construction could conclude...
JB That would be a miracle, wouidn't it?
JK Would it make much of a difference if we were closed? I can't make that
decision, but a lot of us are looking at each other going "How are we going
to be open with paint fumes and carpet glue and noise?"
TH IYs a very good question. If it were possible to not be open during that
period, it would, one, expedite the process. It would keep the public and
staff from having to deal with the issues of dust and construction activity,
which is...it's virtually impossible to do it without some of that. The
contractors will be directed to shield everything and to tape it all of and
everything, but it's a significant challenge in any public building to do that.
You can imagine what it's like in your own homes, but now take it to a
public building. And this one's gat an unusual shape to it, as you very well
know. This room right here would be a whole lot easier to work in than
that library, so...with curved surfaces and the roof situation and things like
that. It's going to be something that we have to handle delicately, but I, for
one, am not expecting the construction operation to be 100% dust-free
and that kind of thing...it's not going to happen in this world, so...they'll do
the very best they can, I don't want to alarm you. But if you could work on
something like that, it would enhance the process and keep everybody
healthy and so on. And if it's that much of a benefit, Sergio, I'm certainly
willing to look at what we might be able to do in terms of the sequencing to
accelerate the schedule. I hesitate to make too many promises this early.
I think that we are collectively gaing to have a really interesting and
informative, insightful experience this fall with this process, with Linda and
12
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Group 4, and if we can move that process along very, very much
according to schedule and have a really good understanding, the rest of
the project, I believe, can go very smoothiy, and we can look at ways that
we might expedite things. And perhaps something like a pre-meeting
down at DSA's office will help us, if we go down when we're maybe
three-quarters completed with the construction documents and give them
a heads-up and that type of thing. We're certainly willing to do that. That
is probably in my mind the single greatest variable, by the way, on this
schedule. I offer that perhaps they can do it within a 30-day time frame,
and I hope I'm not being too optimistic, but we'll do everything we can to
contain it.
JMB Would it be possible if you could set, number one, if you were going to
close, would it be a week, two weeks? How much time...in closing, how
much time do you need?
TH I need more like three to four months.
JB Yeah, there's no point in closing for two weeks.
JMB I thought he was just saying that the carpet and the things that were
disruptive to the people coming in and out. Painting is...
JK There's a...l think there's a lot.
TH There's a lot...
JK (inaudible) the ceiling's got stains...
JMB So would it be possible to have the Bookmobile outdoors during that time
so that it isn't completely closed and you've got a place to...
JB People could check out books.
JK The other big problem is that the College of the Desert will be open during
the school year, and they'll expect us to have their side open.
JB Right
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JK So the schedule you listed October through May, it almost seems like it
shouid be the opposite...
TH May through October
�K ...May through October, because the College is closed for the summer,
and I expect that they will probably be closed (inaudible)
RDK Or would there be a possibility with limited hours...maybe open four hours
a day and then give the rest of the time for construction? 1 know the City
does a lot of projects at night and has in the past, even when we did some
remodeling in the interior.
TH Absolutely, that is a possibility.
JK I mean, I'm flexible, but I'm not in charge of the schedule.
RDK Right. We might have to work very closely with the County...so maybe like
a limited schedule.
JK And maybe we could find an alternative location for our summer reading
program (inaudible)
LK What's in the old library building on Portola?
JK That's the Community Center.
RDK That's for community purposes, and there are some offices there. It's
rented out for other purposes, for community purposes.
JMB You know, you might want to look at, for the alternative reader...for the
kids' summer program...the Senior Center is always looking for
inter-generational programs. Maybe they'd be interested, and they've got
room aver there. They might be interested in hosting the kids for the
summer for their reading program...
JB I think that's a great idea.
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JMB ...and it's convenient, you know, it's not that far. I'm sure Peter
Rittenhouse would be wiiling to work with you in their community rooms
that they have there, and it would be an inter-generational thing, and some
of the seniors can help with it.
AR One of the things that, also, during the early programming and schematic
design phase that will probably help in the phasing of construction is
something called the marketplace that Group 4 originally presented, and
that will provide some opportunities for us to explore different ways for the
library to operate in a limited function while construction is going on. And
for those of you who are not aware of the marketplace cancept, Group 4
will be talking about it a lot more in depth, but it goes into looking at areas
of the library that can function at limited hours without your full staff,
whether it's the book drop or the check out situation, while the remaining
library remains closed...and kind of looking at how we can design a
building that can operate in different modes and with different capacities of
staff. So that would probably be one aspect that we'll be looking for, and I
think as we move forward, as Tim said, a lot more things will come into
place, and we can continue to look at how we can appropriately construct
a building that meets your operations.
JK And just to...l appreciate your honesty about the timeline. Nothing would
be more annoying than to say, "Oh, we're behind (inaudible)" instead of
saying, "Look, it's going to take this long", you know....l appreciate that.
I'd rather know up front than to be surprised and have it keep being
pushed back.
TH Public sector design and construction is virtuaily exclusively what we do,
and f understand extremely well the steps that must be taken and the
approval processes that are appropriate to it, the factors that must come
into play. The timeline that I've identified also seeks to accomplish
high-quality documents. So if we can have high-quality, complete,
error-free documents, it means so much more during the construction
process because we don't have to continually be contending with
contractors regarding change orders but even worse, coming back to you
requesting additional funds, which could be very awkward,,and it's a place
I don't like to be. So we work hard to try to control that on the front end of
the project. Does it take a littte bit more time to do it well and do it
thoroughly? Of course. That's what we're going to seek to do.
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JB In the first phase, from August 15t to October 1 St, the first 60 days, where
you said there would be meetings and workshops...
TH Yes
JB Is that just within the Library or for the community or...?
TH That's up to you. We're gaing to be scheduling things with Jeannie and
her staff, and if you want to bring other folks into those interchanges, they
are more than welcome. I think, speaking for Group 4 and Linda, we'd
rather err on the side of getting all this information up front and not leaving
it till down in the sequence where that will cause two steps forward, three
steps back dancing, and we'd like to stay away from that if we could. So
whoever, the stakeholders, the end users, the folks that really need ta
� provide input, we'd invite that to happen. Yes (inaudible)
�B Well, the August to October 1 St time, the year-round residents area
available and are here. The winter people aren't. So I don't know if
they're kind of being left out of that. I don't know if that matters that much.
EM I think it does. They always say we do things in the summer time when
people can't...
JB ...give their input? I don't how big of a deal that is, and I don't know how
you could change that when, you know, August to October...
SP A way we can consider that is we can push it back (inaudible) but then
again, it puts everything else back.
JB But that's opposite of what we're trying to do.
SP Yeah
AR Do you have a database of users that, you know, maybe if people aren't
around, they can still be contacted (inaudible)?
SP Yeah, that's a great idea. Do we have a way to communicate with
them...email, phone...to invite them?
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ULY 21, 2010
JK We do have...well, we have our library card database, but I'm not sure of
the privacy (inaudible)
EM What about the newsletter?
RDK The newsietter we can do, and that goes online, but it only...it won't hit
people that aren't here. It only hits residences that are in Palm Desert, but
definitely we will make announcements as appropriate, you know, that
there is a public forum or a public idea session...absolutely. We have
gone down to two...our BrightSide is a two-month item instead of a
monthly item now as a cost-saving measure.
SP Oh
RDK And I believe the September/October is about full, but if you knew here
within the next two to three weeks...two weeks, yeah, I think about August
15th would be the deadline...we could announce it in the
September/October, and then the next one would be
November/December, the next BrightSide issue.
SP Any other comments on...for Tim, his group, moving forward? I do have
to apologize a little bit, before we move on, about the last schedule that I
sent out. I did notice from one of the phases, from construction
documents to 50% construction documents, that the dates did not
populate themselves, they weren't linked, so the durations did not add to
themselves. So...it's a mistake on my part. So what that means is
that...do you have copies of what you have?
TH I do.
SP Now, take them with a grain of salt. It's a work in progress.
TH Andrea prepared these this afternoon, and we were very careful to put the
word "draft" on it.
SP Great, thank you, I appreciate that.
TH It's just the first shot on the wall here, and I think in the coming weeks and
months, we'll be able to refine this more and, if anything, we'll try to see if
we can tighten it up as best we can.
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PROMOTION COMMITTEE MEETING �� JULY 21, 2010
SP So, with that being said, I think we're...l apologize we don't have any
visuals to show or more progress, but hopefully...you know, we've already
contracted...we've had it before, and so we are showing some (inaudible)
and hopefully we are meeting your expectations. If we're not, ptease let
us know. We'll be more than happy to be accommodating and respond to
your requests.
LK Is there any date for another meeting at (inaudible)
SP Well, actually, I think we do. For this particular group, I don't know, we
haven't decided, but, you know, Rachelle...you let us know.
RDK September?
JB Well, that's when they said they'd be getting...taking ideas...after
September they're putting it on paper.
SP Correct
AR And I think we are looking to have our first site visit with Group 4 and
Linda Demmer to be August 30t" and 315t, if that would work with you all.
JB To attend it or to plan our next meeting after that?
AR Well, probably...
TH I tMink if you can coincide them, it might be most time-efficient, unless you
have other things to deal with that...
JB And when and where...that's going to be at the Library?
TH At the Library the final two days of August...the 30th and 31St.
JK I know you talked about programming...during the month of August, will
people be contacting us about (inaudible)?
TH Yes, we will.
JK Will you be working privately or...?
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TH Pretty much privately, but we will be in contact with you about information
that we're going to ask of you, and there will be some forms that we'd like
to get filled out prior to that first site visit.
�B What other groups of people or...who else should be there to give input at
that#ime do you think?
AR I think we're still working out...within the next week or so, we're working
on kind of a final agenda. We wanted to proposed a date for you to make
sure there is no conflict, and then we're putting together the exact
schedule of the days, and then we can conform...
JB For example, would City Council people be coming to that? You know, is
that what it's for?
TH If they would like to provide input into library functions and some of their
preferences, of course.
SP Is it okay to have kind of an expanded discussion at this time?
RDK Yes, that's exactly what this is for.
SP Okay, great. If I can answer that in two parts. One part is how Tim
responded to the question before, trying to get all the input all at once so
that, you know, we can digest all the different issues, concerns, and
idiosyncrasies of problems that we could have if we're not thinking about
this quite right. That's one approach that requires a lot of due diligence, a
lot of work. It looks like he's up for the task, so that's great. A different
approach is to select a narrow group of people that creates a strata of a lot
of opinions within the community to expedite the decision making process.
Now, when I talked about maybe consolidating the schedule, I was
thinking along those lines. Are we creating the right process for this
group? Is it too cumbersome? You know. Is expediting it more important
than community input? It sounds like we want some input.
JB So by the end of August you will have already spent a month with staff...
SP Correct
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�B ...(inaudible) you know, suggestions, ideas and looked at the library and
gotten (inaudible)
TH We will, but Group 4 will be here for the first time...
JB Yeah, but they'll be the kind of things they (inaudible) they will have
gathered information for 30 days, seemingly, so then...
EM 60 days
JB No, the end of August...
AR We would be planning on kicking off early in August, within this two or
three weeks, and we'd be looking at a lot of data and, you know,
demographics and a lot of research and data that...
JB Will you be talking to Library staff?
AR Yeah, and requesting information, you know, like this information
(inaudible) looking at that. The first site visit, with Group 4 and Linda
Demmers, we'd be looking to really start to engage the staff with staff
interviews, possibly some user surveys, focus group mee#ings, and then
potentially a meeting with whoever that you guys decide are the key
decision holders...
JB The meetings with the staff that you just mentioned are in late August?
AR Yes
JB Prior to this date or...
AR This is the date (inaudible) two-day workshop...
SP I think that's where....l'm getting lost myseff. Okay, so the difference
between Holt and Group 4 and the meetings with staff...l think that's
where we need clarification.
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TH We'll all be there, tagether, on the 30th and 31St to conduct interviews,
workshops, we're going to probably ask Jeannie to set those two days
aside and give us accessibility to the building and her people as much as
is possible.
SP And prior to is the fact finding for preparation for those two days.
TH Exactly.
JMB I think it would be...in (ooking at the schedule here, if your 10/4-10/5 Site
Visit 3 to Present Draft Program and Design Option...l think if you
presented that at the last Council meeting September...we only have two,
and we'll be busy the first couple ones because we don't meet till the end
of August and first of September, but if we had at the first of September's
meeting that design that you're going to present...
RDK But what about the Library Committee seeing it on the 15t"? The Library
Committee would be set to meet on the 15th, and then we could take that
to Council at the second meeting...
JMB At the second meeting?
RDK But it saunded to me as though they weren't making a presentation to the
Council until November. I heard that earlier.
SP Yeah.
TH Yes. If you look...
RDK With something more fleshed out. They'll be getting...l'm taking
something...l'm just going to say that we've discussed this, we'll take
these Minutes to the August 26th meeting as an informational item. That
was the City Manager's and my thinking, so we will be making it, other
than the question in the press already, we will be making everyone
aware...
JMB Then you might tell John to add to that information that if any
Councilmember wants to add any...
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RDK Provide input
JMB ...in the interim to contact you.
RDK Yes
JMB And that would expedite that because somebody's going to have
something to say, I'm sure, but we don't want them to say, "Well you
asked us last."
RDK Right
JMB In that memo, then, on September, you could get the Council input.
RDK Sure. And then....we typically take August off. This group is
typically...hardly any committees meet in August, so if we did meet again,
the next available date would be September 15t�'.
JMB That would be before the presentation on the 17�", so...for the Library
Committee, because we said the 17th, right? 10/04...
RDK Right
JMB ...10/5, Site Visit to Present Draft Program, and that draft program could
be at that...
RDK Our next regular meeting would be September 15th. How does that fit
in...and you would have more information, you'd have more background
then, that you'd have something more to show us, or...?
TH Oh sure, we'd bring you updates.
RDK And we could invite you as a Comm�ttee, you could be...the only thing is,
any time you have a quorum, we have to notice it. As you know, Brown
Act regulations and things, so if you were all...we'd have to notice it as a
Study Session on the 30t", on the 31St....which of the days did you want to
be there, did you want to be there both, how much staff, you know...?
JB Oh yeah, we can deal with that.
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RDK Okay. That is the only...
.1B We can use a pseudonym or something.
RDK i mean if finro at a tirne were to go, or something like that.
JK You know, we can invite the Friends President...
RDK Sure
JK ...and volunteers.
(inaudible)
RDK There you go, okay, right.
TH This group, right?
RDK Right, we're the Library Promotion Committee.
TH And that's the 15t" of...
RDK September.
TH September, yeah.
RDK That would be our regular meeting date at three o'clock.
JB Okay, my question is...on the 30th and 31St, are there going to be reporters
there?
SP I don't know....Miss Blake?
RDK There would be if it's a noticed meeting.
(inaudible)
SP I'm sorry, has everyone met Miss Blake?
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RDK We didn't introduce her. Biake Herzog is our new reporter, beat reporter,
for the City of Palm Desert.
JB She does a fine job.
RDK Yeah. She wrote the nice article that we received.
SP Thank you.
JB There will be notice to the public, so other people might be there.
SP Oh, I see.
JK Probably what we would do is focus on staff the first day and then have
the second day for input. And Indio (inaudible) and invited different people
(inaudible)
JB Okay, that sounds good.
SP Have there been any other public notices where you ask the public to
come to...l'm trying to get a sense for the amount of public that actually
comes out.
JB Well, on August 31St, there won't be a heavy turnout.
RDK I think school starts on the 30t", if I'm not mistaken, for some districts. And
I believe...yes, I have someone on my staff who has already asked for
that day, that morning, because she needs to take her kids to school, and
they go to Washington Charter.
(inaudible)
SP Is that the right day? I mean, this is kind of why, you know...
RDK That's why we're here.
SP ...we need to ask. You don't have to answer it now. Just take it home
and let us know.
JB This is the first day of school? Oh, boy.
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(Inaudible)
�B You know you have to go forward and do what you have to do (inaudible)
JK (inaudible)
TH That's fine. Just so you know, this is just a proposed series of dates, and
we certainly can be flexible. If the two prior days work better for you or
something, don't hesitate to suggest that. We can maneuver this a little
bit.
�B Now's the time (inaudible)
JK Well, if we could push it up a week, that would be good, but I know
(inaudible) your prep work, and you can't get it done, we'll make it work,
but the 23�d, 24tn would be better. I didn't realize that that was the first day
of school. .
TH Let us explore that and see if we can schedule that with Group 4.
JK �kay.
SP Great, thank you for your input, again. Do you have anything else for us?
JB Very coherent presentation...thank you.
SP Thank you.
LK And we will be seeing you.
RDK Thank you.
SP Thank you for your time.
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