Loading...
HomeMy WebLinkAboutMinutes - Library Promotion Committee January 19, 2011CITY OF PALM DESERT PALM DESERT LIBRARY PROMOTION COMMITTEE APPROVED MINUTES Wednesday, January 19, 2011 — 3:00 p.m. Administrative Conference Room CALL TO ORDER Chairman Kermode convened the meeting at 3:00 p.m. II. ROLL CALL Present: CITY COUNCIL ACTION Member Joan Beasley APPROVED DENIFI) Member Lois Cardona RECEIVED_, Fie nTElElz Member Marilyn Hahn MEETING DAT C ICI _ Member Ella Manor AYES. � n ,' scn Vice Chair Bobbie RosenberROES: 11nne Chairman Louise Kermode ABSENT: .Qr;„N ABSTAIN: T— Also Present: VERIFIED BY: Jean M. Benson, Mayor Original on File with City Clerk's Rice Rachelle D. Klassen, City Clerk Barbara Howison, Deputy Administrator, County Library System Jeannie Kays, City Librarian Tonya Kennon, County Librarian Eileen Strain, Volunteer Coordinator Robin Stewart, Special Events Coordinator Mary P. LaCross, Recording Secretary III. ORAL COMMUNICATIONS None APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 IV. CONSENT CALENDAR A. MINUTES of the Palm Desert Library Promotion Committee Meeting of November 17, 2010. Rec: Approve as presented. Upon motion by Member Beasley, second by Member Hahn, the Minutes of the Library Promotion Committee meeting of November 17, 2010, were approved as presented by a 6-0 vote. V. NEW BUSINESS A. ELECTION OF COMMITTEE CHAIR AND VICE CHAIR FOR 2011 Vice Chair Rosenberg moved to appoint Louise Kermode as Chairman of the Palm Desert Library Promotion Committee for 2011. Motion was seconded by Member Beasley and carried by a 6-0 vote. Member Beasley moved to appoint Bobbie Rosenberg as Vice Chair of the Palm Desert Library Promotion Committee for 2011. Motion was seconded by Member Manor and carried by a 6-0 vote. VI. CONTINUED BUSINESS None K APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 VII. OLD BUSINESS A. UPDATE ON LIBRARY REFRESH PROJECT The following is a verbatim transcript of this portion of the meeting: Key LK Louise Kermode, Library Committee Chair SP Sergio Pena, Riverside County Economic Development Agency TCH Thomas C. Howell, Holt Architects AR Andrea Redewill, Holt Architects JB Joan Beasley, Library Committee Member JMB Councilmember Jean M. Benson JK Jeannie Kays, City Librarian, Palm Desert Library LC Lois Cardona, Library Committee Member BH Barbara Howison, Deputy Administrator, County Library System ES Eileen Strain, Volunteer Coordinator, Palm Desert Library BR Bobbie Rosenberg, Library Committee Vice Chair MH Marilyn Hahn, Library Committee Member RDK Rachelle D. Klassen, City Clerk DS Deborah Schwartz, Public Art Coordinator SG Stan Greene, Library Committee Applicant LK Old Business... Update on Library Refresh Project... SP Well, thank you. Thank you again for having us here. It's a new year, so Happy New Year to everyone. We've done some work here in the last month and a half, or is it just a few weeks since we last saw you? I can't remember, but it's been a while. So ... we sat down with you last time. We had a few comments from the floor. We hopefully have addressed the majority of the comments. I think there was one that sticks out in my mind that we weren't able to address completely, but we feel that we're at a good stage. The County of Riverside has filed with the Board of Supervisors an approval of the schematic drawings, allowing us to move forward into design development and construction documents. So, it's a formal act that the County has to do so that we're able to move forward. It doesn't mean that any of the work that was done prior to can't be revisited if we hear something from the Committee. So with those kind of overview, 3 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 I'd like to kind of give Tom from Holt Architects a couple of minutes here to give us a brief overview of the project to date. TCH Actually, it's... SP Oh, I'm sorry, Andrea. AR Hello again. I'm just going to be passing around some floor plans in our design development phase that kind of show where we are to date and give you guys a better picture as well as something we'll talk about in a little bit ... one of the issues that you guys brought up in terms of signage for the Library. But as that goes around, like Sergio said, we're in the design development phase of the project. We're going to be refining what we did, the work we did, in the schematic design phase. Right now we're working with the team to further develop the finishes and material schemes ... to get, really, a clear picture of what this project is going to entail in the next month or so. We're looking to kick off the construction documents toward the end of February and in March and get this project moving forward because I know it's a high priority of all of us. Since we last visited, there's just been some minor changes to the floor plan, particularly around the Friends of the Library book sale alcove and work room. We looked to increase the size of that as much as possible, as well as the work room itself. You know, that was somewhat of a concern, and one of the challenges is that there is an additional restroom being proposed on the floor, and working that in. This is the solution that has been presented to date, and it seems to be a favorable direction for us to move forward with in this space. So before you, you have the plan, and you can look it over, and if you have any questions about it, we're open to discussing that. But other than that change since you've last seen this plan, it's been pretty established for the most part. One of the concerns, I know, that was brought up at our last meeting was the placement of the computer area and kind of where that was in relation to the overall design. We looked at that, we went back and forth, and before we came up to the final plan and schematic design, that was really addressed. And there's a couple of reasons where it stands now why it's proposed in the area. One of the significant factors is really trying to establish kind of the more public areas and the areas in the Library that might be louder, in a sense, of activity. We're really near the lobby and the computer area, where there's actually a lot of activity going on in those areas, as well as in the children's area and in the juvenile area. As you go further into the Library, this is kind of designated more into a quieter area of the Library, so that was M APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 partly an underlying design intent of why the computer area is towards the lobby area of the facility, to really designate kind of those louder activity areas from the quieter portions of the Library. Another aspect that goes into kind of where the location and the division of the spaces within the building is visibility, and from the lobby area, having the (inaudible) computer desk and this computer zone near the entrance of the Library gives you the feeling when you first walk in where you can kind of oversee and see into the Library and see, you know, kind of where the direction you want to go and move forward. So those are just some of the factors that played in, and of course, I know there was some concern of walking right into the area and immediately walking into a computer zone, and I think as we develop the project further, you'll see kind of the aesthetics and the design that goes into the overall areas, the Marketplace and the computer zone and the juvenile area ... you'll see that it'll really look nice. JB Could you explain on the schematic where the big glass doors are that shut off the Public Library? AR Yes. So if you look at the designation from the purple area here ... and directly to the right of that, you kind of go into an orange and blue area... JB That's not the color we have on our schematic, so if you could just say the name of the room... AR Okay. Let's see, do you see where the Holds... JB Holds and Self Checkout? AR ...Holds and Self Checkout area ... to the right of that, you'll see kind of a delineation in color... JB Right AR It's right about there. You'll see a box that says Restroom... that's where we're proposing the new restroom. SP It actually has an RR. LK Over here to the right? 61 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 AR RR? Where you see the RR? Right to the left of that is actually the partition where the divider is, and it comes in... JB So the Holds and Self Checkout will be available when only the College is open? JMB I was just going to ask... SP Correct. JK And the Friends book sale room will be still open ... all that will be open any time we're open. LC And the additional restroom goes where? AR The additional restroom is right in that area, and it'll be a single... JMB It's a restroom that's there by the one she just pointed out, by the Children's... is that going to be a children's restroom? AR It potentially will be a family restroom where you could bring a child in there as well as the parent. JMB Well, but... AR But it wouldn't be specifically for children. JMB Well, maybe there should be because the programs are mostly kids, and at the day school, at my day school anyway, they have smaller toilets and lower sinks and things the kids can use. You know, five -year -olds can go to the bathroom alone. AR Okay JMB And they don't need ... and a lot of them won't have their parents all the time with them maybe, so maybe it should be ... since it's there, I was looking at the Children's Room, but since it's right there, maybe that should be a children's bathroom. AR I think that's something we can definitely... that's a good point to take into consideration and see what we can... Lil APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JMB It seems to me it should be child -friendly if it's going to be... SP Actually, I love those. They have those at my son's preschool, and... JMB And we have them at my preschool. TCH You certainly could incorporate that, but the Building Code doesn't require you to have the lower size except for preschool age kids. JMB Well, that's (inaudible) TCH In that case, you'd also ... with the preschool, it requires an adult supervision in that space, but once you're into kindergarten or above, they actually for ... the State allows for the adult height toilets to be used. RDK Tom, I know that ... also a point that you should know is that because of these modifications we were making, we were required to install another restroom... TCH Correct RDK ...but if it had children's fixtures, would that meet Code? TCH No, you would have to add another one. In just looking at your budget, the restrooms are expensive spaces. If you decide that's the best use of money, of course we can incorporate that, but... JB How many stalls will this restroom have? TCH This one that we're talking to is just a single accommodation, and it was intended to be called "family" so either with kids or other adults that might need assistance from a family member could use this. JK We do have a customer right now who has ... we have to block off the restroom so that he can go in and assist his wife, so we have that situation now where we need ... a family restroom would be perfect. AR Any other comments or questions on the floor plan? JB I just asked if we'll still have an outside book drop. 7 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING AR You mean from the curbside or the... JANUARY 19, 2011 JB Yes, the curbside where you can drive through. AR I believe....l'm not too clear on that at the moment. SP Well, actually, the current plan ... if I can answer that... AR Yes, if you could, please. SP The current plan does not show drop bins for either books or media, and here's the reason why. We're putting in an automated system that hopefully catalogs with RFID everything in a certain way so that it's easier to shelve, and in doing so, what it allows us to do is lessen the burden of asking staff to sort through all of the different material. So, to kind of automate that entire system, you have to ask people to put it in the system inlet, which is ... we're showing right outside ... if you look at the staff work room... JB Yes SP ...towards the left-hand side, you'll see about eight boxes. JB Oh, okay. SP That's the location... JB That's the drop. SP Correct JMB Where is that? SP From the exterior of the building. AR Right above the "M". JMB And those will open to the outside? SP Correct. APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JB So the outlet or place to put your books in is actually from the sidewalk outside the Library. SP Yes. AR Correct. JB If you're inside the Library, what do you do with it? JK You go back outside and... BR You drop it off first and then go in the Library. JK But if someone brought, in all reality, if someone handed us some things, we would take them (inaudible) SP There's a self -feed side to the machine as well. JB And the Library could still put out a couple of the drive -by return boxes if they chose to do that. It wouldn't get sorted, but... SP Exactly. JK We're trying to avoid that because of... JB Well, I've had people, neighbors, say "I'd like to drive through and return the books." JMB Well, I think we'd have to ... in this area, with the amount of seniors and that that we have, I think we have to have an outside drop. JK But....my window is right outside the book drop, and I'm wondering... when you pull up to that drive, do you get out of your car? JMB I don't ... I open the door, but I don't have to get out. JK I see most of the people open their door, get out of their car, stand at the book drop, and put it in. 0 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JB They don't have to park and walk to the Library and look for a parking place. JK Right LK You get out, Jean? JMB No, I don't get out. I open the door if I don't get close enough. (inaudible) SP There are actually a couple of conversations going on. So I want to make sure we address both comments. The first comment is could you put in supplementary bins where you ask staff to relocate and put it into the automation system. The answer is yes. That's your choice, you know, working through with the Library staff. And the comment also was ... hey, when you're driving up, do you really use the book bin the way ... kind of like a fast food place where you stay in your car the whole time, or are you just getting out of your car and walking a few steps? Now are we just asking you to walk a few more steps? The answer to that right now is, right now that entire curb is painted red. In other sites, in other projects, we've been able to work with the Fire Department to maybe get one or two parking spaces 10 minutes, 5 minutes, for the use, particularly to just drop off books. So we feel we can address it both ways. We're obviously recommending, you know, to help the staff that work there. Obviously, there's an interest to serve the public as well that we have to consider, but I think we are recommending that we ask patrons to put the books in the system. BH And there is one advantage ... as soon as you put your book in that slot, it discharges it off your record, so if you use another library or ... you don't have to wait for them to go out and empty the book drop and clear your record ... it's done. JK And it's returned right into the air-conditioned building or the heated building. We've had issues just recently with the rain ... every book in the book bin got water damage. In one instance, when it poured for three days just recently, somebody stuck their entire canvas bag full of books in there, and it wedged the door open, and everything got wet, and then there it goes. And the last time, it was just moisture, and the books were just real wavy, and we had to close the book drop because of the iul APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 moisture. I know that doesn't happen every day and rarely, but there is a lot of concern about the heat damage and the items in the summertime. BR Is there heat damage? JK The materials we're getting now are not as bad, but people are very concerned to put their things in there, and they ask us is it okay to put my DVD in there? LK I thought there was a sign you couldn't put the DVDs in there. JK There is a sign that says you can't. But then people get (inaudible). But Barbara makes a good point about it's right off your account. LK Well, who makes this decision? I agree with Jean. I think that there should be an outside one and not have to get out of the car. You could be partially disabled and returning a book. And I don't get out of the car to put the book in the thing. ES (inaudible) not to be partially disabled, but partially lazy. BR Because if you are partially or fully disabled, you need to go in to get your book ... are we asking too much to step up and return...? ES You see, what happens, and I used to do that bin, no joke, people would put it in plastic bags and stuff it in ... and as Jeannie said, it would get jammed. But okay. Some people will just get out of their car, leave their books in a plastic bag, and drop it in to that little slot. They're still going to be in plastic bags, they're not going to undo it, they don't do it... JK It's a lot smaller. ES Well, then they're going to put it into... BH Then there's a conveyor belt that moves things along. JB So you're saying that by the automatic book return, there might be a couple of parking spots that people could pull into to get out ... if they didn't want to go in the Library and find a parking space... SP Correct. 11 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JB ...to get out and go put their book on the conveyor belt. SP We have not pursued that... MH Are you saying there might be or will be? SP Well, we can make it a requirement. I mean, you can make that my requirement as part of, kind of the swap between book bins. X Would that be a good concession if we said that there would be some loading zone spots? I know it's difficult for some people to get out of their cars, but would that be a good concession? MH Well, the reason that I'm asking is because I came over in December with a trunk full of books for donation, and I was having one of my "I can't walk" days ... my hip was very bad, I couldn't walk ... I couldn't find ... there are only a few handicapped spots... taken ... I could not find anything anywhere near. I'd have to get out, go into the Library, get someone to come back out to take them ... I left and went over and gave them to the Rancho Mirage Library. It's true. JB They've got a drive -by window that they have ... they built it that way, so it's there. SP Well... ?? A whole other issue. SP I have not contacted the Fire Department, but I'll make sure that we do and I have a response for you regarding the parking spaces where we currently have a red curb. MH I think that's really important. SP Okay. AR Any other questions or comments regarding the floor plan? If not, I'm just going to bring your attention to the other exhibit that I put in front of you, and that is another topic that was brought up. 12 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 RDK That reminded me. I'm not sure that the Committee is aware, but we found out, as a result of our Committee/Commission Celebration party in mid -December, that the mosaic pieces behind the circulation desk ... there are a couple on the columns as you enter ... that is a commissioned Art In Public Places/City of Palm Desert collection piece. So there are some very stringent things that have to be followed before we can relocate that. The good news is the pieces inside on that wall that is between the circulation desk and the work room currently, they are framed, so they can be taken off and relocated. We've been in contact with the artist, and in fact, Deborah Schwartz, our Public Art Coordinator, may stop by just to let us know if she's heard anything more. And I know in a previous discussion at the Committee level, we talked about maybe doing something on the outside to make things prettier, make it more inviting, and it's possible... we've asked the artist if she would be opposed to us putting them on the outside because part of it is already on the outside, so it should be able to withstand climate issues. So ... to fit in with this discussion about the exterior... AR Right. And that was definitely something that was brought up at that last meeting, so we will keep you informed as we find out information or as Deborah is able to report. But that is something that will be looked at and considered in the next few weeks or so, the possible relocation of the mosaics. Where that location will be, we will find out. Moving on to the exterior signage, these are just a couple studies ... just kind of want to preface it ... the words that you see, in terms of the signage, are just examples, not necessarily what is going to be the signage. But right now, we're looking ... it's actually the west elevation, disregard the label for east elevation... but on the west side, this is for the entrance of the Library... putting something near the entrance, right where you enter the building. I think there were a lot of comments about, you know, you come to the Library, and you don't know where to enter. Some people go through the Community Room ... so putting something near where you're supposed to go, to really direct people in the right direction and say, "Library is here, enter in this door." It's shown right now up on the canopy above. This is going to be studied further. Different variations may be looked at, and we'll look at terms of the height and maybe something that is kind of below the canopy or offset, but something in the general vicinity of the entrance to really help guide you and give you some way finding. The other elevation and side of the Library that we're looking to add signage is the south elevation, which is the elevation, the side of the building that faces Fred Waring. Right now, there's the current address 13 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 numbers on that building, and we're proposing potentially putting some signage, whether it's "Palm Desert Library" or whatever the name ends up being, along that (inaudible). You have some images, just kind of showing potentially how something like this could look. On the elevation, in the (inaudible) we were just talking about, there are some trees and such that we would take into consideration, the placement, but overall we're thinking in that general vicinity seems to be a very clear location for some possible signage to really get your eye and grab your attention as you're driving down Fred Waring, and then once you enter the parking lot, something again at the entrance that will really tell you where to go. So, if you have any questions about that or feedback. The other sides of the building are a little less prominent, but again we're just developing these concepts and kind of really trying to see, you know, look at the signage and how you enter the building from all aspects. JB Who else has to approve ... I mean, does College of the Desert have to approve whatever is put on the building on the exterior? You know, they have the say-so, yes or not. AR Yes, that's going to be definitely something that is kind of a joint decision between the two. That's why I was kind of directing your attention towards the wording, and it may be something completely different, but it would be an agreement between... SP Maybe we could put College of the Desert Library on one side and... EM There's got to be a way of putting on the left-hand side here "Library" underneath the canopy because that's too high? JB She mentioned that. AR Right. And that was something we had discussed, looking at the different vantages and seeing, you know, is it too high? At what level is it appropriate? Because you want to see it far enough where, as you're entering the parking lot, it's visible, but, you know, as you're walking up, it also wants to be clear as well. We'll be kind of studying that from different perspectives and vantage points to kind of get a good location that's visible to all entrances. Any other questions or comments? SP I have a couple of last statements on this. Last time we presented this, you saw it from afar. We're hoping that you can see a little bit more clear 14 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 this time around, and I know it may be a lot of information. You know, trying to make out what the shapes and all the different ... how the different spaces interact with each other, and how's it different? If you have any comments, feel free to get them to Rachelle or whomever you speak with on a day to day, Jeannie.... we'll be happy to address them as it goes forward. Our intent .... so, I spoke a little bit about schematic design and then the County allowing us to move into design development. At a certain point in the game, we do have to just, in a general sense, make an approval where we stop making large moves, and we start making incremental moves, small moves, so that we can actually see a finish to this. So we do urge you, if you have any large objections, to make those vocal today because we are moving forward. LK Sergio... S P Yes LK I see in the Community Room, or by it, there's a kitchen. Is that new, and what's going to be in it? That seems like a good idea. JB That's been there. LK That's been there? JB Uh huh. LK What is it, just a sink? JB It's got a refrigerator and a sink. LK It does? Wonderful. RSK And a stove. JK And a dishwasher. JMB I see the kitchen for the Community Room, but how about the Multi - Purpose Room? Is there any way that can have a coffee bar or something that .... they wouldn't need to go to the kitchen for, but they could have their soft drinks out (inaudible)... built into the wall ... we have one in our other 15 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 room that we meet in, just in the wall ... there's a sink where the coffee is made. JB Kind of like a wet bar. JMB A wet bar. LK Like here, like this. SP Okay JMB And then they don't have to truck all the way down to the Community Room kitchen to do anything. SP Okay, we'll make note of that. JB It's probably a plumbing situation. JK Plumbing. TCH The challenge there ... if there's not plumbing over that area, it's more than the supply lines, the waste lines, to tie back in, we have to cut into the slab and bring that across, and hope the elevations are sufficient for tie-in. So, it could be... BR Otherwise, that's a great idea. TCH It could be possible, but it would take some investigation to see if we even have enough space and then give some thought of what the cost would be to cut that much concrete and tie in. SP That's for the sink, but we could definitely still do a furnishing or something... (inaudible) ?? Microwave SP ...so you could have beverages there. it• APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JMB Well, it doesn't have to have a sink if it has a wet bar that you could use for serving and... BR A dry bar. AR That's something we definitely will look into and get back to you on that. LK Any other questions? When will we meet again? SP Well, we actually had intended to bring you a visual, more than this, of the interiors. We're still developing those, and we feel ... what did we agree on, about a month? AR I think at your February meeting. RDK February 16tn SP Yes, and that's tentative at this point. If we can maybe within two weeks confirm whether or not we can deliver that, but our intent is to give you kind of a full picture of what the inside is going to look like. Does that sound like a good idea, or not? BR It sounds marvelous. SP Great. JMB Have we decided what's going to happen when you do start, whether we're going to be open, closed...? SP Wow, you have excellent timing, excellent timing. Is there anything else we want to present or show before we move into that conversation? AR No, I think that was it in terms of updates of the progress. SIP Okay. I have a few handouts to answer your question. Does everyone have a copy of the handouts? Okay, we'll start with this one right here, the 8 Y2 x 11 that says Palm Desert Library Relocation. I think what we'll do is, we'll go through this in an overview fashion, and then we'll come back to the summary sheet because I believe that's kind of the best place to really continue the conversation. So, let me talk a little bit about EDA. We also have a Real Properties Division. We asked the real estate agent 17 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 to take a look at what the market looks like right now in terms of being able to lease commercial space. So they went out, they took a look at what's being listed, they drove around the area, they tried to find places that would maybe work for a library, and then for relocatables or modular buildings. I place a few calls to a few vendors that we've used in the past, and we asked for quotes for different sizes of units, and we formulated costs that way as well. And then for the third option, for phased construction, using their past experience, Holt Architects developed a cost for what savings we would get if we move from the phased construction that we're currently planning for to just doing a complete construction outright, having total use of the space. So, if we turn the page to the next page, Leasing Real Properties, you're going to see various examples of that market today, of the leased properties available. We have not made contact with any real estate agent that represents any of these owners. We have not negotiated anything. These lease rates per square foot do not include taxes, insurance, custodial costs, maintenance costs, electrical costs, any upgrades to the existing building. They do not include any of that. Okay? JB Who does the moving into if we're going to re -setup the Library in another building? SP I would do as part of the project, and I would move it back into the Library as part of the project. LK ToysRUs is moving out, too. JMB What? LK ToysRUs is moving out. SP Correct. LK Do you have that down, too? SP Two moves, it would be two moves. ?? She was saying ToysRUs was moving. SP Oh, ToysRUs. W. APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING LK Yes, they just said they're moving to Indio. JMB Well, we might have that leased, though, so... LK Oh, it's leased already? JMB No, but there are prospects. LK Oh, okay. That won't do, then. JANUARY 19, 2011 SP So, as you can see, the rates are anywhere from $1.40 to $1.85 per square foot. I'd like to move on to the next page. When we're talking about relocatable buildings, they are very standard. They have sizes that they manufacture and we have to adhere to. They are 24x60 or 2462, it kind of ranges a little bit by a couple of feet depending on the manufacturer. And we're showing you a couple different layouts. You can see the smallest one, or the more standard one, is about 1,400 to 1,500 square feet. The highest standard size you can get is about 5,700 or 6,000 square feet. You can get onto higher, non-standard square footages, like the 18,000 square feet where we currently occupy, but there's obviously a premium for that, too. Move on to the next page real quick... LK Question S P Yes LK What is our library's square footage now? SP 18,000 LK 18,000. That's the number down here under Option 3. SP Correct LK Okay RDK That's usable. TCH With the lobby, it's 20,000 19 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 SP Correct LK 20,000 square feet TCH With the lobby LK With the lobby BH Which is jointly used... SP So, on the next sheet, you're going to see a simple little matrix of the modular options. Option #1 is for that 1,400/1,500 square foot option. Option 2, you can see how the price goes up once you get into custom. JB If you got a modular unit, it would go in the parking lot...? SIP Correct JB ...or the lawn or...? SP We don't have a specific plan in place just yet for where it could go. It's going to be in the parking lot somewhere. We'll work out the details of how to get water there, how to get electrical there. We would do waste containers and have to export out on an interim basis. And then, finally, the next sheet shows phased construction, and this may be better suited in the larger sheet that was handed out as well. Tom, would you care to start? TCH Thank you, Sergio. The key item in phasing the construction is to work in the lobby area. College plans, during the winter break, they're closed, so that would give one window that seems likely at this point. That'll occur sometime in December of this year and they'll reopen in January. They don't know exact dates yet, so maybe six weeks, maybe as much as eight weeks, as few as four. So the whole thing is built around that. So, the first phase, which you see up here, with these two pick bars on the bottom, is preparing for it. The reason why the staff area would be done first is once the lobby is closed, and this area is where the staff is now, so we would need to relocate them and get their space ready. We would have about two months if we stayed on track of where construction could begin in October to complete the work in December. That itself is very tight, especially for the restrooms, where contractors have to prepare shop K11 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 drawings, order materials, have it fabricated off -site, and get on -site. For some of those components, it's fairly tight. But it is doable. So the first phase, just to recap, we allow the staff to come down into their new area. It could also accomplish the Community Room at the same time, and that would then prepare for Phase 2, and the lobby would be closed and renovated during the College's closure during the break. LK I have a question. TCH Yes LK Where does the painting and the roof come in in this schedule? TCH That could happen at any time because ... the outside roof could happen any time, the painting would happen area by area, so each area would ... it's almost like it's its own separate renovation. The trades would come in, they'd have to complete that whole area, turn it over, the punch list would have to be complete, there'd have to be sign -off, then that area would have to be protected against future construction. I'll touch more upon that later. And the area within the lobby is to help within that is picked to stop where the clerestory (sp?) is now, which you may remember is just about above where the folding partition is. It's in that vicinity, and that clerestory (sp?), because there's the change in the ceiling plan, would give us the best option for stopping new paint and marrying into the next area, which would be Phase 3, which would be the bulk of the Library, in which case you'd have to vacate the majority of it. We looked at a number of ways that we could try to divvy that up, but because there's no sidewalk access to the south or to the east, we could add that, but that would just be spending dollars that you would never use again, so the bulk of the area would have to be closed during Phase 3, but the lobby, with its market place, could be open. Then with maybe 2,000 square feet that would be usable, you could choose to move in the final configuration, or you could use it as an interim library. From an architectural or construction standpoint, this is still the most complicated approach. Asking the contractors to complete areas and then protect them on future phases is going to have a cost impact, number one because of the length of schedule. If you noticed on here, it's about an eight -month overall schedule. If it was done all at once, it could very easily be condensed down to a four- or five -month time period, so the savings alone from not having the contractors on -site that long would be a substantial savings, but you would also broken up ... you would also incur 21 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING 11 &U-- TCH JANUARY 19, 2011 more cost by each trade that has to mobilize, demobilize as they finish their work, and do punch lists. It's hard to, without putting it out to bid or being further along, it's hard to get specific numbers from a contractor, so we would place before you a more conservative number. It could be $150,000 or $200,000 more to phase this. Actual costs may be less, but we don't want to steer you down a path where you'd have to change gears in a very short timeframe and still be getting construction as planned. So if we leased one of these properties, we would do it all at once. That would be our recommendation. It would shorten the construction time to the absolute minimum. JMB I would think that would be the only way to go. I can't see doing it in phasing and then having one of them look tacky by the time the rest of them got done, with all the people, not purposely, but people coming and going and knocking it around, and then it doesn't look new when it's all done. It seems to me if we're going to move for the period that it takes to do it, we should just move and get everybody out and get it done. TCH You would have 100% support from this side of the table. ?? What a surprise. SP Thank you for saying that. We would highly encourage the group here to allow us the Library for the duration of the construction to be unoccupied. JMB I want to know where this 74-245 building is, which is the cheapest one. What building is that? Is that down by Deep Canyon? JK Is it next LG's Prime Steakhouse and Tarbell? SP Let me talk a little bit about the numbers, the range of low to high for leasing of real property. For the low, the 73,000 that you see, that's the $1.40 for 41,000... JMB I wasn't looking at the cost for the six months, I don't care what it costs. I was looking at the lowest one, which is $110,000. RDK It's at the corner ... isn't that 74245... 22 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JK It's El Paseo RDK El Paseo and 111, near Cabrillo... SP Oh, the 6,000 square feet? JK It's an office building. JANUARY 19, 2011 RDK Right. Right next to LG's, the Desert Magazine building. JMB And then the next cheapest one ... I don't think we need to go out to Corporate Way or ... I think that's too far out. I think it has to be around 111 or Fred Waring (inaudible) BR I have a question. SP Yes BR I would like to know why we can't be cooperative with the cities around us that have wonderful libraries and simply close our beautiful library for four to six months, store our stuff, and have a new wonderful library to move into instead of spending all this. Am I alone? I would like to hear. (change of tape) SP We actually do not have an argument against that. We would support that decision. BR Oh, well ... I like that a lot. ES Me, too. JK I think we just want to make sure that the community ... we want to represent what the community wants (inaudible) BR And I think if it's presented properly to our community, our community has a lot of good sense, and at this time when we've got financial things to think about and people are really aware, I think, of where money goes, I think that it could be ... we would still have our Bookmobile, which can be utilized for things. Can the staff be utilized in other libraries to help out or 23 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 whatever? It seems to me that that would be quite the win -win for everybody. JMB If we use the Bookmobile in conjunction with that, it could be for those people who can't get to Cathedral City or someplace else, if we, you know, had a route for them that they went and used it more than we use it now. We could probably put a few more books in there than what they have. JK Even just instead of having it stop at Palm Desert Country Club, have it stop at the Library. RDK Or City Hall. JK Have it stop here or there. RDK Depending on what construction... JK Depending on safety. JMB Probably having it stop here would be better because there's construction trucks and stuff and everybody coming in there. If it stopped here, there would be plenty of parking out here during the week. JK But I don't know if that's going to negatively affect Palm Desert Country Club. They get about 22 visits a week. JMB But it might be more if it wasn't open, though. And people from the surrounding area could come over there, too, if they knew, you know, this is temporary, but the Bookmobile will be here if you really want to go. JB How does the schedule fit in with COD's plans? Do they need it open, because it's the only computer lab on campus, now? BR Is it really? JK We are working to change that. SP We are making the assumption that we are to remain ... the College of the Desert Library is to remain open. (inaudible) 24 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 LK Even with the painting and the carpeting? SP We would have to create some sort of separation between our side of the house and their side of the house. TCH That's going to be the case irregardless of whether we single phase or multiple phase it. We would look to time the closing of the Library, you know, the winter break would still be a nice transition point or, if we're able to move through DSA quicker than what DSA has projected, it could afford the opportunity in summer. That would be the nicest. If any of you have friends at DSA, we would welcome any encouragement to move it off the waiting desk to in front of an actual staff member. JMB Is there any chance, if we did it all in one phase, of starting it this July or June instead of October? SP Wow. Can we get back to you on that? JMB It seems to me that the sooner you can get started on it instead of waiting. If people get used to it during the summer that it's closed, and there's not that many people using it, though it's very busy, that if we could get started earlier and not wait until October til everybody is back to start the thing, seems to me if we could start it, you know, no later than the first of July, it would be far better. TCH Our biggest challenge, to elaborate, our biggest time block is this is under the jurisdiction of the Division of State Architect. I should elaborate — that's DSA. JMB Well, they'll be looking for something to do because they might be out of a job... TCH In our initial conversations, they were just forthright and said with budget cutbacks, already it was such that plans would literally wait about a month before someone was clear to look at them. They said it would take at least one month for them to make a review of the plans, even though it's only a tenant improvement, and then after they return the comments back to us, to schedule time to get back with them and review comments, their recommendation was at least two months. So their feedback to us is at least a four -month window. 25 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JMB That's ridiculous. JANUARY 19, 2011 TCH So that's why I say if anyone has connections or good friends at the Division of State Architect, we're happy to work with you to expedite that process, but that ... even if we went to bid ... even if we went to plan check February 1st, that's still June before we would get clearance. So that kind of gives you a window why we're really ... at this point, October is a realistic start time, allowing for respective board approvals of the contracts for construction. If we get lucky and they don't have much to do and we can move it through shorter, absolutely, if we could begin in the summer time and... JMB Well, I don't think they're going to building many State buildings. They're not going to start any new projects in the State, so they might be looking for something to do. TCH That would be great. MH Jeannie, how would that impact the programs that you have for children that are in school if we did it in the summer? I mean, you know, it seems like that's one of the things ... look how many kids are (inaudible) JK Unfortunately ... well, I guess fortunately, we're busy all the time, so we have our wonderful summer reading program, but then in the season we have our wonderful adult program. JMB Maybe we could work with the Y to do some of our summer reading programs. JK Or maybe an elementary school, maybe Lincoln would be nice, if they have an auditorium or something. We would just have to work that out. JMB There are other places that they could have those programs. BR For summer, Joslyn would probably be available. JK Yeah, maybe summer. JMB For summer, yeah. 26 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JK In the winter, we're not sure. We're going to cross that bridge when we get closer to it. MH But you're saying realistically it's very doubtful that we could start anything beginning of the summer. SP Well, Tom, who's laid out the same schedule to me ... well, we'd like to make some calls to DSA and just verify the timeline as far as (inaudible) JMB Tell them you're going to lose the contract if you don't start earlier. SP I would love to say that, but I don't know if I can. JK You know, Marilyn, we could ... in summer we could do a shortened summer reading program. We get our biggest traffic in the first two weeks of summer reading program, which is in June, and then as it goes along, everything decreases a little bit. So, the end of July, first week of August, it is a lot fewer. It's still a lot of children, but we...we would love to have the construction start in the summer, but we're just bound by this... EM But Jeannie, most of the children are brought in cars, aren't they? So why can't they drive five more miles to someplace else? JK Sure. If that were a possibility, we could ... maybe we could partner with a neighboring branch and have our events there. I don't know. BR I think that's the most workable thing we have to deal with, is what to do with the kids program. JMB (inaudible) community room at Palm Desert Country Club that probably isn't used in the summer... BR It's not used at all anymore, is it? JMB I don't know. BR I think that's been... (inaudible) 27 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 JK What happened to ... that used to be a library. The Palm Desert Country Club branch. JB Abut there are ownership issues. (inaudible) JMB Maybe that's something you could check to see the earliest date we could possibly start. SP Yes, you bet. We will definitely have something back to you on that. Any other comments, questions, discussion? We're hoping to move this in a direction, nudge us in a direction, we would appreciate it. BR What direction do you have in mind, Sergio? SP Well, as you can tell, there's a lot of complexities with all the different options, right? And there's negotiations if you move for us to move in a direction of leasing, but in a concept form, to allow us the Library for the duration of construction so we can minimize the amount of time that we have. We're just looking for that kind of direction. BR Do we need a motion for this? Well, I move that we allow the Library to be constructed without barriers and that we close our Library in the meantime and continue....this is too long a deal, you'll have to figure it out ... to close, you know, use our programs if we can and use our cooperation with our friendly neighborhood libraries because we will be there for them when they need us. LK I'd like to interject a comment. Stan Greene is an applicant to be on our Library Committee, and he's been a City Manager, and I wondered if you had any experience, any comments you could make that would help us. SG I would ask that you contact the State and ask if they'll fast track and that the City would pay the cost. That would allow them to subcontract for people that they don't have. We did that in the City of Oxnard for our developers, and they participated, and you can move plans very, very quickly if they'll do that. SP We shall see. APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING SG Thank you. EM I'll second that motion. BR Okay, so we've got a motion (inaudible) JANUARY 19, 2011 RDK And then, could we also perhaps include that we would use the Bookmobile as one of our alternate locations as well as partnering with our neighboring cities' libraries and encourage... BR Sure, could you put that into a really nice format, Mary? JMB So we could start the communication with the other libraries by telling them what we're going to do and see what ... not surprise them in June and send 50 kids down there. ?? And publicize. ?? Shall we vote? LK Approval for Bobbie's motion? All Aye LK Any negatives? Passed unanimously. RDK And Madam Chair, Deborah Schwartz, Public Art Coordinator, is here, so if you don't mind, we could see if she has anything to talk about regarding our art piece. DS Hi, I'm sorry I was at another meeting. There's public art in the Library. There are several pieces. One of the pieces is behind the current circulation desk. There are six small mosaics, I believe, behind the circulation desk, and then there are two larger mosaics, one on either side. They are all public art, and they are all governed by Federal and State laws. They can't just be removed or destroyed without contacting the artist. So I've been doing some work. Our artist has moved, got married, changed her name ... but I finally found her, and I sent her an email today letting her know that we are doing some growth construction on the Library that will require the movement of the pieces. And I think APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 this group, Rachelle told me earlier, spoke about doing some artwork on the outside of the building, so we may be able to just relocate that to the exterior of the building. At this point, because it's an actual construction project that has a purpose, the artist can't say "my art needs to stand" when everything else around it goes down. So we do have some leeway to move it. She may say "I don't want it used this way" and there may be some issues there. But we are in good faith trying to relocate the art, not destroying the art, so I will keep all of you updated as I hear. I ran back to my office quickly before I came here to see if she had emailed me back, but she had not yet. But it is something that will need to go into the consideration, but also know that there is artwork already on site that can be moved. So just to update you on that. RDK So we'll be in touch as we go along. DS Excellent. LK Anything more, Sergio? SP No, that concludes our presentation and our update today. LK Thank you so very much. SP Thank you for your time and your patience in having us again. For purposes of clarification, the motion was to direct that: 1) The Palm Desert Library be closed for the duration of construction; 2) consideration be given to contacting the Division of State Architect to request that they fast track their review and approval of the construction plans; 3) adult and children's programs be continued as much as possible, utilizing the Bookmobile as one of the alternate Library locations as well as partnering with the libraries in neighboring cities; 4) residents be alerted of the Palm Desert Library closure well in advance and that they be encouraged to utilize other neighboring libraries and County branch libraries during this construction period. With Committee concurrence, the report was received and filed. 30 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 VIII. REPORTS AND REMARKS A. Council Liaison Mayor Benson noted that she would share the Library schematics with the rest of the City Council. Ms. Klassen added that this would go to the City Council once it gets to the next step, probably in March. B. Librarian Ms. Kays noted that the Library and its events was promoted on Facebook and Twitter; in fact, she had recently spoken with a representative of Congresswoman Mary Bono Mack, and the Congresswoman was following the Palm Desert Library on Twitter. She distributed the Library statistics for the months of November and December 2010, noting the numbers were similar to those of previous years. She said circulation may be less this year because the book budget was less. Barbara Howison, Deputy Administrator, County Library System, said the increase in circulation for 2008 and 2009 could possibly be due to Cathedral City residents using the Palm Desert Library while the Cathedral City Library was being repaired after the fire in early 2008. Ms. Kays noted that the Palm Desert Library was still #2 in the County behind Temecula, whose December circulation was 52,000. C. Special Events Coordinator Ms. Stewart reported on various events: Film Screening — 150 people attended "The 800 Mile Wall" film screening on January 18th. Bob Allen Concert — 140 people attended this January 18th concert. 31 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 Chef at the Library Series — Last week's event was "Salsa Dawg" and "Gadget Gal" from Kitchen Kitchen, and 106 people attended. She noted that her phone was very busy with people making reservations for the remaining Chef Series and concerts. In addition, "T is for Tuesday" was starting to take off. She distributed copies of the January adult calendar and the January/February children's and young adult calendar. Ms. Kermode expressed concern that information about many of the Library activities was put in the newspaper the day of the activity, and people could miss out on the events if they didn't read the paper in the morning. Ms. Stewart responded that she was working with The Desert Sun to advertise the events; in addition, they were included in many of the weekend issues where upcoming events are listed. Ms. Kays had also appeared on several radio shows to promote these events, and this had been very well received by patrons. D. Volunteer Coordinator Ms. Strain reported the following: Volunteers: 55 for November, 47 for December Hours: Dropped by 136 between November and December Homebound: Shut-ins 7 in November, 6 in December Visits: 10 in November, 8 in December Items delivered: 41 in both November and December She noted she had two new volunteers in December and one young adult, and she already had three new volunteers so far in January. She said Jean Stone, the Public Relations person at Atria, indicated there were 12-15 new residents. They were having a dinner for these new residents, and Ms. Stone was going to introduce them to the homebound program. E. Friends of the Palm Desert Library Ms. Beasley distributed copies of the Annual Financial Report for the Friends of the Palm Desert Library for January 1, 2010, through December 31, 2010. Income for the bookstore was approximately 32 APPROVED MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING JANUARY 19, 2011 the same in 2010 as in 2009. She said membership dues envelopes would be mailed out this week. F. Committee Chair None G. Committee Members None H. Staff Selection of Budget Subcommittee for Fiscal Year 2011 /2012 Ms. Klassen noted that the City was starting its budget planning process for Fiscal Year 2011/2012. Staff was thinking things were looking good until the Governor released his budget proposal, which does not bode well for the City of Palm Desert or any city in California. She asked for two volunteers from this committee to work on the Library budget. She said it was not expected that any funds would be added to the budget, and staff would recommend that the Library budget be maintained at its current level and not be lowered. Member Manor and Vice Chair Rosenberg volunteered to serve on the Budget Subcommittee. IX. ADJOURNMENT Member Beasley moved to adjourn the meeting at 4:25 p.m. Motion was seconded by Vice Chair Rosenberg and carried by a 6-0 vote of the Committee. �J Mary P. LaCro , R cording Secretary 33