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HomeMy WebLinkAboutUpdate Palm Desert Library "Refresh" ProjectCITY OF PALM DESERT CITY CLERK DEPARTMENT STAFF REPORT REQUEST: STATUS UPDATE REGARDING THE "REFRESH" PROJECT BEING UNDERTAKEN BY THE RIVERSIDE COUNTY ECONOMIC DEVELOPMENT AGENCY (EDA) 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: March 24, 2011 CONTENTS: • Staff Report • Exhibit A- Palm Desert Library Schematic Design Report, 12.28.10 • Exhibit B- Palm Desert Library Design Schematic • Exhibit C- Palm Desert Library Finishes - Color Palette • Exhibit D- Library Promotion Cmte. Prelim. Minutes, Feb.16, 2011 (Excerpt) Recommendation By Minute Motion: 1) Concur with the recommendations of the Library Promotion Committee as have been provided for Design Schematic and Color Palette, and including those provided at its regular meeting March 16, 2011; 2) receive and file report for the "Refresh" Project being undertaken by the EDA for the Palm Desert Public Library as presented. Committee/Commission Recommendation Throughout the meetings of September and November 2010, January, February, and March 2011, the Library Promotion Committee has recommended ongoing progress with Schematic Design and Schedule for the Library "Refresh Project." Subject to conducting the meeting on Wednesday, March 16, 2011, at 3:00 p.m., additional details and progress information will be available for presentation to the City Council. (Minutes of the previous Library Promotion Committee Meetings, including detailed discussion about the Library Project, have been provided to City Council on an ongoing basis, the most recent being Minutes for the January 19, 2011, Meeting.) The Committee continues to be very excited about the project and the enhancements to come. Background At the regular meeting on August 26, 2010, City Council was formally introduced to the "Refresh" Project for the Palm Desert Public Library, which is due for such treatment after nearly 15 years of constant and heavy use (Multi -Agency Library opened April 1996). Palm Desert's Public Library is a branch of the Riverside County Library System operated by LSSI. Riverside County solicited architectural services proposals in early 2010, selected the collaboration of Holt Architects/Group 4, and the Library Promotion Committee and Project Management Team have been working with them closely since August 2010 to gather data from Library Customers, Volunteers, and Staff; conducting meetings to refine data collected from the various user groups and integrating it into an updated and practical solution for enhancing our Library for all constituents, including achievement of some level of LEED Certification. (See Exhibit A.) Staff Report - Library "Refresh" Project March 24, 2011 Page No. 2 At its January 11, 2011, meeting, the Riverside County Board of Supervisors approved the Schematic Design and to proceed with Design Development and Construction Document Phases of the Palm Desert Library Renovation Project. As the project now enters final stages of these Phases, Holt Architects is getting ready to submit documents to the Department of State Architect (DSA) for approval. Due to it being on College of the Desert's Campus, all interior renovation work and improvements for the Library must be submitted to DSA for approval. In order to achieve sometime savings, the project is anticipated to go out to bid simultaneously with completion of DSA's review and approval. While previously scheduled to be under construction starting in October 2011, with the aforementioned time savings, the project is now anticipated to commence construction in July and last approximately four to six months. Based upon data presented regarding costs to relocate, lease available commercial space, and resulting discussion during its January 19, 2011, meeting, the Library Promotion Committee recommended full closure of the Public Library during construction of the "Refresh" Project. It was felt that closure of the facility would allow more expedient and efficient construction and conserve available project funds for actual improvements to the existing facility instead of paying rent. As Palm Desert is affiliated with the County Library System, customers can easily use any one of the County's Library Branches (e.g. Cathedral City, La Quinta, Indio) with their current Riverside County Library Card. Contact has also been made with the City of Rancho Mirage, whose staff readily responded to our inquiry and would welcome Palm Desert residents to use their Public Library during our renovation. Additionally, since Palm Desert already offers a weekly Bookmobile stop, it will be easy to augment our Library Services in this manner. With this year's truncated schedule for our educational and entertainment program series that typically begin in the fall, staff will make contact and strive to arrange facilities that would work well for this much -loved aspect of our services (e.g. Joslyn Center, College of the Desert, or Public School Facilities). Fiscal Analysis 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. 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 s ecifically for providing Library Services to Palm Desert residents. Funds were requested by e County in August 2010 and subsequently transferred in early September. / _ Submitted by: Ra elle D. Klassen, C, City Clerk r Jghrffl. Wohlmuth, City Manager ments (as noted) Reviewed: ANM i/// 1A?AA inance/City Treasurer Cl[TY COUNCIL ANION APPROVED ✓ DENIED RECEIVED OTHER AYES: 1111 ., fy(lp �`� NOES: AOX ABSENT: ABSTAIN: ------- VERIFIED BY:..�. 1 y Original on File with Citv Jerk's Office EXHIBIT "D" A PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING VII. OLD BUSINESS FEBRUARY 16, 2011 A. CONSIDERATION OF INCORPORATING A FREE-STANDING DRIVE -UP BOOK DROP RECEPTACLE INTO THE REFRESH PROJECT AT THE PALM DESERT LIBRARY. The following is a verbatim transcript of this portion of the meeting: Ke LK Louise Kermode, Library Committee Chair TK Tonya Kennon, County Librarian JMB Councilmember Jean M. Benson LC Lois Cardona, Library Committee Member JB Joan Beasley, Library Committee Member BR Bobbie Rosenberg, Library Committee Vice Chair JK Jeannie Kays, City Librarian, Palm Desert Library EM Ella Manor, Library Committee Member BB Barbara Bowie, Desert Zone Manager, Riverside County Libraries MH Marilyn Hahn, Library Committee Member SP Sergio Pena, Riverside County Economic Development Agency AB Aaron Bonner, Library Committee Member RDK Rachelle D. Klassen, City Clerk LK Sergio is not here. TK He may be on the way. I was explaining to them that it was raining pretty badly up through the Cabazon area, so I kind of had a difficult time coming through. mmul- LK TK LK And it's really windy out there. I just had to come in from Palm Springs, and it's really windy. Well, do you know anything about ... he was going to investigate about the book drop and talking to the Fire Department. Correct. He was able to have that discussion and foresees no problem getting the loading zone in. Oh, good. 9 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 TK So, I don't think we'll have any issues with that. I'm not sure if you had other concerns about having the exterior drops there in the parking lot, separate from the loading zone for the automated bin sorter. LK Well, that's one thing we wanted to talk about. We wanted to find out what the Committee thought. Lois, what do you feel about having it separate, where you don't have to get out of the car? LC I'm perfectly able to get out of the car now, but I ain't gonna always be, and I think we do have a number of people in our community who would feel better about having the other drop. Unfortunately, there will be other people who use it, too, but I think we really do need to have it, given our aging population. LK I know Marilyn feels that way, so I won't even ask her. Joan? JB I had some other homeowners ask me about it specifically, and they were concerned that it might be gone. BR Do we have it now? We have a drive by drop that you don't have to get out ... am I missing it ... where is it? LK Yes, there are two of them. (Inaudible) BR That's what I'm saying ... don't you have to get out to... ?? No, you don't have to get out. JB Depends on how long your arm is. JMB And how close you get to the curb. JK Legally, you have to drive in the wrong lane so you can use it from your driver's door. ?? What do you think, Bobbie? LK Yes, if you have a comment... 5 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 BR I actually would rather hear what Sergio has to say about how approachable that is and how much sense it makes. I actually don't think that that's ... you know, we discussed this last month, and part of it was the difficulty of people shoving stuff in and clogging the system and ruining the books. I don't know. I don't know how much sense it makes. If it makes a lot of sense, great. If it's not going to cost a huge amount, I guess that's good, too. if it's outrageously expensive and isn't really convenient to driving up without going on the wrong side of the street, I don't know. LK I've done that for 20 years. BR I'm sorry? LK I said I've done that for 20 years. BR You've driven on the wrong side of the street for 20 years? LK Just around....oh, please. Ella, what's your feeling? EM I already said. BR We're going that way. LK Oh, I thought you said ... you turned to Bobbie. EM No, I ... what did I say? JB I don't think you gave an opinion. LK Would you kindly iterate what it was you said? JMB You know, it doesn't have to be in the same place it is now. It can be ... down in Carlsbad, it's completely away from the library, but you turn in and you go down and then come back up right by it and on your way out. We just need to find someplace there that there's an outside drop on the ring road around the Library. Of course, the closer it is when they take the cart to get the books ... but it just has to be someplace that people that don't want to get out of the car, or can't, can drop their books. I just think we've had it so long, and to take it away now is regressing instead of making it easier for people. ?? But it should be an easy one for the driver. PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 JMB Right, so it could be clear down to the other corner. I don't care where it is, but I do know that you're concerned about them going out and taking the cart out to pick up the books. You don't want it to kingdom come and back, but it can be a little bit farther away than it is now if it's more convenient. I just think they need to find a place on that to drop it. JK Is it okay if I make some comments about the cons of having a book drop? I don't think we have it in the budget at all, in any line items in our budget. I did a price quote today. I called Demco, who sells library products, and to replace the three book bins that we have now (because if we have one, we'd have to have three, I believe, due to the demand), it would be $24,000 ($8,000 each). LK Why can't they be where they are now? Why do you have to move them? JK Well, even if we didn't move them, we would need new ones because they are really ugly. One of them even says "no records"... LK Records? JK Records. BR As in 78 rpm's. JK Yes, that's how old they are. No records. They are rusted, they are dented, the kids skateboard off of them. They are very expensive to replace, and we can't just get one with an open hole because the sand blows in, rain... JMB No, it has to be secure, but I think that the expense ... I just feel very strongly...) don't know about the rest of the Council, but I myself feel very strongly that we have to have an outside drop. JK Well, my suggestion was that, you know, we have the loading zone ... I don't think I suggested that, but instead of it, we would have the loading zone, and we would certainly, be willing to come out to people's cars if they wanted us to ... if you didn't want to get out of your car ... we would come out and take the books from you. It would just take a quick phone call if you have a cell phone. We have our homebound service, we're happy to even go to your house and pick them up... 7 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 LK Jeannie, why do you need three? Why can't you go with just two? JK Because they're very full all the time. LK If they're very full, then they're very much used, then I don't think they should be eliminated. JK Right, but we're paying two hundred and some thousand dollars for an automated book return for people to put it in the building and check it in instantly themselves, which is one of the main reasons for the remodel, and if we have the book bins, then it defeats the purpose of the automated book return. LK Well, the majority of our Committee feels that we should have an outside return... should we make a motion or something? JB Is there some way that the existing bins could be repaired, refurbished, repainted, or whatever by I don't know who, the metal shop at COD, and reused instead of $24,000 to buy new ones? JK It's possible. They need some welding as it is now. RDK I think they have that. I don't know that there is a machine program there anymore, but I think we could maybe find somebody. JB I think there's a local vendor or... JK Did they move those from the old library, those book returns, or did they buy those new? BB (Inaudible) LK If those are so full ... you know, people might return books at night, and they might not want to get out of their cars. If they're full, then they are certainly being used, so to take away something that's used ... yes, Bobbie... JK Well, we're replacing it with new technology. LK I understand, but people don't want to get out of their car all the time. BR People have to get out of their car and go into the Library to check out a PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 book. I understand that if a person cannot get out of their car (I wonder why they're driving, but that's neither here nor there), is there any way that we could post a kid for a couple of bucks or something... no, seriously ... by those things for a month or a week or two weeks, just to see who really is using them? For example, Louise, if people are just sticking stuff in there because they don't want to walk ... I walk into the Library, that's neither here nor there ... but if a person is able to walk into the Library, and they're simply using that to shove their books in, then we don't have to cater to those folks. And maybe that's why they are always so full is because people are just going, I don't want to go in that door, I'll just shove them in here. Or do we really actually need them, Jean, because people really cannot walk through the doors to the Library? JMB Well, of the new libraries that this group has done, they showed pictures of ... through Temecula and other places where they've put libraries —do you know the locations of some they've done with this new automation, if they have outside drops? BR Good question. JK That's a very good question. EM What about Temecula, Barbara? BB I don't know. I was just asking Jeannie if she remembered. TK Temecula's drop is inside. You actually have to come into the building and then feed it through like at Rubidoux. BB (Inaudible) it's right there by the front door. JK But ours is going to be the first building in the County to have an exterior ... in our system. TK Correct JMB So there's no other one with... JK And that was done, part of the design for that ... I'm sorry ... was to allow people to return when the building is closed. N PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 BR When the building is closed. So that takes that argument away, doesn't it? So when the building is closed, there is still a way to return the books. What we're concerned with is people who are not able, and the question I think is how many of those are there, and can we serve them in a different way? JMB I don't think it's that they're not able, it's more convenient to, if you've got a bunch of books and you're on your way to work, to be able to put them in the outside drop rather than get out of the car, walk in, walk back ... I just think it's a convenience. It isn't a matter of you can't walk it. JK But they're only going to walk to the side of the building. They're not walking in the front door. We're putting it right outside, on the sidewalk. LK Marilyn? MH Well, how many books does the cart —how many books are you planning to have in the box if you have one. I mean, you're saying it's always full. Well, how many does it hold, and how often is it emptied? JK It's emptied every morning. We get a full book cart, six shelves, every day. That's probably ... I don't even know how many that is. MH So that's from the night before. JK Over 300 books, I would say. MH From the night before. JK Yes. We circulate about 1,000 books a day in and out of the Library. BB It isn't just the night before, though. It's all through the day. JK It is all the next... LK Because it's first thing in the morning, is that what you're saying? First thing in the morning it's emptied? JK But people stop all day long. My office window is right there, so I see the people. A lot of them, they park their car, they stand up, they walk across and put them in. Or they can't reach out of their window, so they'll stand up and put them in. The other issue is the staffing to do the book drop 10 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 and to check in the items, to feed them into the conveyor belt system. I project it at an hour a day. Currently it's a half hour every day to empty the book drop, and then we manually discharge everything, which takes hours to do. With the new system, it will speed it up. So I'm estimating an hour a day, minimum wage person, it's $2,840 approximately every year in labor, not to mention the maintenance of the book returns, COD power washing them once a year for us, graffiti removal, and then if there's ever any workers comp, you know (inaudible) somebody hurt their back doing the ... bending down and pulling things out and pushing the heavy cart in the building. And it's hot outside. I mean, I don't want it to sound trivial, but it's very hot outside when they do that book drop, and items sit out there in the sun, and they melt. The audio books sit out there, and they melt. JMB Well, I think there should be a notice on it, "No audio books." JK There is, but people don't read. JMB Well then I think if they're damaged, the tapes, they should be billed. BB They are. JK They are. If we know for sure it was that person... JMB Well, it had to be the last person it was checked out to, they put it in there. LK Well, I don't think we're going to change our positions. Do we do a motion...? ?? Does Sergio have a suggestion? LK Sergio, come sit up with us. You can't hide in the corner, you know. Sergio, we have a new member here, Aaron Bonner. SP Sergio Pena, County of Riverside, Economic Development Agency. I've been communicating with various people here. MH Could you speak up a little bit? Your voice is soft. SP Yes. I do have some news on the request on whether or not we can have a loading area where it's currently striped as a fire lane in front. I spoke with the head of the City of Palm Desert Fire Planning Department, and he 11 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 confirmed that, very conceptually, that he didn't see a problem with us requesting a loading for the purpose of dropping off books and automatic book return. However, we still need to formally submit and go through a review and approval process. As to the position of whether or not we should have book bins or not, I think I'd like to kind of take a back seat and just do as you wish. JB So you don't have a suggestion for another... SP Location? JB ...location or something like that? SP It's a tough topic because we really are trying to reduce the amount of operational costs by the staff at the Library, but at the same time, we need to balance the conveniences that we serve the public. So, you know, if the group decides, hey, look, it's a convenience that we need to upkeep, then we just have to make sure we can pay for it, just like everything else ... it's like a balanced budget, make sure it equals out at the end of the day. JMB Well, maybe we could get The Desert Sun to do a poll, do a poll on what you (inaudible) (Inaudible) JMB ...so maybe we could do a poll on the remodeling of our Library ... do you want an outside drop? SP Well, we did do a poll for everything else. EM Well, listening to both sides, I agree with our Librarian. MH Chairman, is it not possible at all, or is it too fiscally irresponsible to have someone go out there and empty it at two in the afternoon again or something? I don't know. I mean, it just seems like, you know, in this day and age that it should be a convenience for the patrons. I can't believe that it's such a big issue. Anyway, that's my feeling. I think we should have one. BR Actually, we haven't paid for it all along. What we're talking about right now is something that doesn't feel fiscally responsible to me to spend 12 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 $24,000 to spend another, I don't know, $3,000 or more a year to have somebody running back and forth and taking books out because it might be inconvenient for somebody who doesn't want to get out of their car on the way home from work or the way to work. I don't think that's responsible of us to pay for that kind of service. On the other hand, to convenience somebody who, people who ... I'm all for taking care of folks who are disabled to the point where it's too hard for them to do that. And somehow or other, I believe we need to balance both issues, whether we have a button that you push that says... somebody can come out and help someone who is actually bound in that car and cannot comfortably get out. Perhaps we need to table this for another month. This has nothing to do with what we're doing with the Library. This particular ... am I right? SP Correct BR This particular issue is separate from that, and I think we need to look at this a little harder. If we're going to be fiscally responsible, let's think hard about how we're spending money. It's a very big amount of money to convenience folks that really don't need that kind of convenience. I was at the Library before, and I saw two people using the book drop, and I was wondering why they were using the book drop. I mean, taking those two steps ... take two more steps. There's no reason. The other part of it is that we've got ... this goes along with what we haven't been doing all along ... we have this wonderful new technology that is to make the library more economic with regard to people who will be servicing the library, so you walk up, as I understand it, on the outside to a slot, you put your book on the slot, and it goes in automatically. If you walk up to a box and put your book in the box, and somebody else has to unload the box, put it on that slot so it goes through automatically, we're defeating our own purpose. If it's somebody who really can't get to the slot on the outside, then we have to think of how we take care of them. Therefore, I suggest that we table this for one more month and think about it. And can we have somebody looking outside, seriously? MH What does Rancho Mirage Library have, does anybody know? JB Yes, they have a window ... they built it to have a window and a lane that drives to the window, and you can, right from your car window (inaudible) on the belt. LK But you're talking about labor saving, too. Right now we've been having that in our budget, we're paying for that, and if the people that take the 13 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 books out of the bin, put it in the automatic slot, that's going to cut down on the labor of taking the books in on the shelves....in other words, you take it out of the outside containers, and the person could put it in the lost, so it'll sort itself anyway, so it will reduce (inaudible) that way. JMB There's no way on the design of this building that we could have what Rancho has. SP Oh boy. MH See, we are throwing it back at you. SP That's okay. And I apologize for the inference, but ... well, we would have to create a drive through entrance where it would be somehow connected to the existing staff area. So we're talking about new construction, new structure. JB There's isn't. There's isn't even close to where the other... SP I personally haven't seen it, so I'm trying to think through what the solution could be. (Inaudible) JB Well, yes, they did, but I'm just saying, when you put it in the drive through window, it's clear at the other end of the building from where the one inside is that you put the books in. It's way at the end of the building. SP Well, I'm thinking of a long belt that connects those two things... JB But maybe inside that one, maybe it goes into a bin. 1 don't know what it does. SP So it does the same thing that... JK Actually, their automated return from when they were first built ... I took a tour, and it wasn't operating. It was just an expensive belt. (Inaudible) JB But in any case, they built a road coming by the side of their building, which they had planned when they built. SP Well, if you'd like... 14 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 JB I don't see how we could put a road next to our building. SP ...I could take a stab at providing some general ideas to kind of frame the conversation about how much it would cost, because I think that's what it's going to come down to. Then I could bring that back with me next time. At this point, I would be ill advised to suggest I would know how much that would cost without some... JMB Well, if there was some way that it could be inside the building so it drops inside the building so they get out of that problem. SID Well, I definitely understand the intent, and I can take that and kind of work with the architects and see if they have any ideas, and if you guys have any ideas, we're welcome to them as well. LK Shall we table this, then? Is everybody... EM I would recommend that we table it and not get any bids or any work on your part. You've got enough to do. LK Then what's the point of tabling this? ?? So we can discuss it, look out her window, and then decide next month if you want to go ahead and spend the money for the architect and our representative to take their time to look into it. JK I like the doorbell idea if there's a way to mount a buzzer on one of the posts. LK What if you come at night? BR Well, don't. Why would you come at four o'clock in the morning, why, why would you do that? If you know that it's available at certain hours, then that's when you go. You know... LK Are we trying to convenience the customer, or are we trying to get them to convenience us? BR Oh, no...l think we are trying to convenience the customer and their tax pockets, indeed. I do not think that we need to concern ourselves with people who want to return books in the middle of the night. And the truth 15 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 is, I believe they actually can return books in the middle of the night; they just will have to get out of their cars to do it. LK Well, let's table this, then. I don't think anybody's going to change their minds. We haven't heard from Aaron. AB I'm just taking it all in right now. LK Rachelle, do we vote to table something? RDK And actually, I would recommend that we continue it to the next meeting. LK It doesn't have to be voted on? RDK Yes, it can be, or with Committee concurrence if there are no objections. We would be happy to take your direction and continue it to the next meeting. LK Very good. JK We do have plenty of time. JMB I just have one other question. I do think it's worth Sergio's time to see if there's a way to incorporate it. To say that it's wasting time and money to do that ... we're designing the building now is what we're doing. It's what thought we were doing anyway, and I think if that's something that we want to see incorporated, I think we need to see how it can be done. If it can't be done, then us diehards that think it's necessary will concede that it can't be done. But we need to know whether it can or can't be done and what it costs to do it and is it worth it. So, I do think we need some preliminary look at it. I don't think we need detailed drawings, but I think you need to look at the Rancho Mirage one, see how that works, and see if there is any way that it could be done someplace on that ground and then we decide whether we want to spend more money on it or whether forget it. But I think just to table it to think isn't going to accomplish anything. I think we have to know the figures. SP Well, thank you. I appreciate the gracious offer to (inaudible) my work load. I agree, I think it's kind of my job to make sure you guys are well informed so you can make a decision based on the facts. So thank you. We'll have something for you next time. PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 B. UPDATE ON LIBRARY REFRESH PROJECT The following is a verbatim transcript of this portion of the meeting: Ke LK Louise Kermode, Library Committee Chair SP Sergio Pena, Riverside County Economic Development Agency RDK Rachelle D. Klassen, City Clerk AR Andrea Redewill, Holt Architects BR Bobbie Rosenberg, Library Committee Vice Chair JMB Councilmember Jean M. Benson JK Jeannie Kays, City Librarian, Palm Desert Library TK Tonya Kennon, County Librarian EM Ella Manor, Library Committee Member JB Joan Beasley, Library Committee Member AB Aaron, Bonner, Library Committee Member BB Barbara Bowie, Desert Zone Manager, Riverside County Libraries LK You have the floor now. SP Great. We're on Old Business? RDK Yes. SP Update on the Library Refresh Project LK Yes, we're still on B... that's you. SP Okay, good. Well, we did have a couple of project meetings, and I believe we have an approval on materials and finishes... didn't give us enough time to prepare the renderings for you today, but at this point I would like to introduce Andrea to give us kind of an update on where we're at, and then we'll kind of finish up with the schedule of when we could start construction. AR Thank you. BR I have a question ... may I? 17 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 SP Yes. BR The process of speeding up the beginning... have you looked at that? SP Absolutely, and I have news on that. BR Good news? SP I think you'll like it. BR Oh, really? AR Did you want to go with that first, or...? SIP No, why don't you .... because I think this will generate some discussion, whereas... AR Well, I'm here to present an updated finish board for you that's been revised since we last met. But I think we have pulled together a very pleasing palate for the Library that really fits in with some of the existing elements of the structure and the building itself. I'm not sure if this was previously discussed, but the management made a decision early on in the project to go with carpet tiles throughout the building to make it easier when spills or stains occur, easier for maintenance, and we've picked two carpet samples here, from Shaw Carpet, that has different patterns to it that we will be playing out throughout the Library in different sitting areas, interchanging them, as well as some accent tiles that will be interspersed throughout the space. Some paint colors here from Dunn -Edwards ... we have a few field colors and accent colors that, as we look at the building, will be highlighting certain areas, some nice colors to really pull out some of the patterns and colors in the carpet. Overall, it's somewhat subtle and neutral within the space, and I've passed around just a printout of what we've proposed thus far. It's a little dark on the printout. I might leave these with you guys for the end of your meeting that you can come up and take a look at what's being proposed. One of the nice things in regard to the flooring is in the marketplace, rather than having carpet, we are looking at a resilient flooring in that area. It's a very cleanable and moppable surface, and what makes it nice it's in that area where a lot of browsing and a lot of gathering is going to occur, and the material in the flooring is very soft underfoot but is very durable in high traffic areas. And it'll really highlight that entrance a lot, and I think for the patrons coming through the space, it'll be a nice element in the marketplace area. Are PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 there any questions with regard to the finishes? I know it's hard to see from... JMB Is there any thought or distinction that you're going to do for the children's area? AR Yes, I think mostly within the furniture itself and then really play it up with some accent tiles and checkerboard patterns and really pull out some of the color within the sitting spaces. SP Can I add to that? AR Yes SIP In general terms, we looked at a lot of different designs. We had some where we had 12 different carpet tiles, and then our maintenance people at College of the Desert were saying, well if you're going to do that, we're going to need "x" amount of product, you know, should we need to replace a few carpet areas. So we started leaning toward the direction of using a fewer number of items but still having enough accent to make this look very aesthetically pleasing. So in the children's area, that's one of those areas where you have a different carpet type and maybe a different pattern, and I think what you described was maybe even, you know, some of the textures within the carpet may be a little different. So the differences are subtle, but they're different nonetheless. I think where we're going to make the bold statements are in the furnishings. Does that answer your question? JMB Well, you know, we had somebody put up a painting on the wall to make the kids look like it was more childlike than the whole library, and I just wondered ... if the whole library is going to look the same, you wouldn't know where the kids were supposed to be or if there was anything juvenile about it. JK We picked out some really neat furniture. We emphasized that we like things with little animals on them. The book bins will possibly have little animal shapes cut out in the wood. TK Definitely child friendly... JK The furniture is (inaudible) 19 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 Sp I still think we have some renditions of the furnishing selections to go through. We're not at this stage, but it sounds like you're interested. We will definitely bring it and show it to you. I think ... maybe you can update us a little bit on where we're at in the furnishing selection. AR Well, overall, the furnishing selection is going through a process of just really fine tuning the selections that are preferred by the team. Right now, we're really focusing on the specialty areas, such as the marketplace and the children's area, to pick some great selections that we feel will be very fitting for the space. In the marketplace, the main concern is nice display furniture to really engage the patrons and enhance that space. The children's area as well ... some playful furniture that fits within the layout of the furniture plan as well as encourages different activities of that area that go on in the library. Some other furniture in the teen space ... just really looking at those unique areas that we're proposing in the library and finding the right furniture to really enhance and improve our entire vision for the library as well as on top of furniture, we're looking at some specialty ceiling treatments within all those unique areas. One of the ideas that we're throwing out is in the ceiling area in the children's area, dropping some floating clouds along the hot air balloons there to really bring some playfulness in the area ... and different treatments like that that we can really... JMB I wondered if (inaudible) AR Yes ... we would happy to bring forward as much information as we can as it gets to a point where we feel that it is appropriate to present. SP I believe the renderings will do wonders. They'll show the picture ... I think you're seeing slides of the progress, and I think the renderings will tie everything together. So hopefully —we're hoping you're as excited as we are to see what we have. AR Is it okay if I leave these up and maybe collect them... Sp Any other comments on the materials or finishes? Are we making the right choices? Too dark, too light? We kind of debated this back and forth. It took us a while to arrive here. LK Is it easier to keep a dark carpet clean or a light one? SP Well, I think we have some comments on that. 20 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 TK It's definitely easier to keep a dark carpet clean just because of the way the public tends to use our libraries, and also the dark carpet kind of acts as a backdrop to the furniture, which will make the space pop a little more, so you kind of play with the furniture and kind of, you know, let the carpet be the backdrop, even though it is gorgeous. So you have a lot more options with your furniture when your carpet is kind of just a little bit more subdues. JMB Are you using both of those or either one? AR We'll be using both of these. They're more complementary patterns that can be interchanged and quarter turned throughout the space to create different effects. LK It's not going to look like you just ran out of one tile —because they're so similar. AR Well, it's hard to demonstrate on this size of tile. We have big samples that really show the extent of the patterns. There are some pretty distinct differences between the tiles that when set next to each other —we've ordered some more samples to maybe do somewhat of a mockup that we can demonstrate in a larger space what the differences would be. SP What happens in the carpet is that you can have the exact same colors, or fabrics, but they create different patterns. They tighten up the loops or they spread them out or they cut them ... they do different things with them, and so even though you may have the exact same carpet color and style, it will look different once you place it down. And so that's what she's talking about in terms of ... this carpet the is just one of the patterns to be used. It's not to be used everywhere. AR Any other questions? EM What is this resilient flooring for the lobby? How hard is it? AR Oh, it's not hard at all. It's very giving. EM Because it'll have to be cleaned so often. AR Right, and we did look at a number of different flooring options to take into consideration. We were originally looking at a cork flooring, which is 21 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 actually used in the Rancho Mirage Library, and spoke to them over there, and although it is a nice flooring, it's a little harder than they like, and it was very difficult in maintenance, so we worked with many different flooring reps to find a flooring that is actually very giving underfoot but is used in high traffic areas. We found that this flooring itself is used in a lot of medical applications, even used in the Eisenhower Medical Center in their lobby area. So it's really used in some high maintenance and high traffic areas and has that real... forgiveness underfoot for... SP We could either pass it around or leave it up. AR Either way. (Inaudible) SP Leave it up? Okay. AR I'll leave it with you guys so that you can come see it as you wish. RDK And we thought because there's a lot of natural light in that library... (Note: Tape was changed at this point; however tape recorder was not working correctly... the following comments are based on the Recording Secretary's notes from the meeting) LK It looks like two different colors. AR It depends on which direction you're looking at the carpet. SP Address the issue of could we compress our design schedule to start construction sooner. Both I and Tom Howell made a few calls to the Department of State Architect (DSA). We did not get a very positive outcome. In April, we could go to the County Board of Supervisors and ask for authorization to go out to bid. At that same time, we would submit to DSA for review and approval. We would be advertising for bid at the same time drawings were to the State. The end result is that we could start construction at the end of July. BR Sounds good to me. AR I do have one more update regarding the artwork, the mosaics by Barbara Shaw, the original artist. We are looking at an exterior application to put 22 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 them on the face of the building. She would like them to be protected as much as possible. They are arranged in a way that tells a story, and we will keep the story in place and in sequential order. JMB Will there be signage or some kind of plaque for the mosaics explaining who the artist is? RDK We will work with Art In Public Places. JK When do we pack? SP In five months. We have to give proper notice to the public, we have to find a leasing facility to store the books, and we have to relocate staff. JB Does this work with COD's schedule? SP We have several meetings set up the first week of March. JMB The old Palm Desert Police Department building has a basement that might be used for storage of the books. RDK Maybe they would be agreeable to allowing that use on a temporary basis. (Note: New tape at this point; and verbatim continues) SP Thank you. So, I mentioned a few things ... you know, how does the Bookmobile work, how do services during the closure work? Again, five months. We're still trying to figure that whole thing out. I mean, I don't know who we should direct that at or... TK Library staff will work it out. SP Okay. Any other comments, questions? JK I do think that the end of July is much better for COD than (Inaudible) I think to at least get some of the work started before the semester begins would be very helpful. AB I agree. JK And since we're contractually obligated to provide circulation services for them, there are things that should happen before (inaudible) 23 PRELIMINARY MINUTES PALM DESERT LIBRARY PROMOTION COMMITTEE MEETING FEBRUARY 16, 2011 JMB And it gives you time to check with places like the Senior Center and different ones and the other libraries, what their programs are, what space they can give, and what times. RDK Rancho Mirage has already graciously agreed to accept our library patrons (inaudible) Councilmember and their City Manager. BB Be sure they're willing to give them back. EM And we will be able to check out books? RDK You'll have to get a card from them because they're not, you know, we're not reciprocal, they're not part of our system, but if you get a card there, you certainly can. But the comment they made is that many are part of the State Library System, so there is an agreement back and forth that they'll serve whoever wants to use their services. SIP Well, thank you. Thank you, everyone, for having us and for bearing with... our responses to your questions sometimes are not exactly what you're willing to listen to, but thank you anyway. BR Good job. LK So you'll be back next month... SP Yes, I believe so, with renderings. I think we have to consult with our architect to see if we can prepare something for you. If not, then I think we may see you the following month, but we're definitely going to see you with some glossy prints. LK Alright, well thank you for coming. SP Thank you. VIII. REPORTS AND REMARKS A. Council Liaison (Mayor Jean Benson) None 24 H J K L M N O Q R S T U V I 111 1 IILLo jRE 7r - - j CH1LD IV tPi �m rJ LT_ _a„N�E vcvut„a FE,2 .. NN"�Y� ..�_. LIBRARY .. IWENILE COLLECTION 4 .. &SEATING I� DISRLAI �: _ n LOCAL HISTORY D&�. HOL`SELF ADULT CHECKOIR FICTION: LOBBY ,..'.,• A,SEFERENIE COMPUTER j DESK TEENS ZONE' TEoe E "Tr STAFF WORKROOM J 3 OFFICE �l ' k RESTR MS STORAGE E COMMUNITY ' i --,oFn ROOM I I KITCHEN 2 �'j 7rl K L M N 0 O R S 3 3 6 5 4 m x m W il PALM DESERT LIBRARY FINISHES CARPET TILE: Shaw Contract — Chroma, Spectrum, and Tru Colours VCT: Armstrong, BioBased Tile STORAGE & BREAKROOM TILE: Arizona Tile Cebu Series WALL BASE: RESILIENT FLOORING: Burke Flooring Gerflor Taralay Impression Fibra Series PLASTIC LAMINATE Wilsonart Laminate CASEWORK PAINT: Dunn Edwards FIELD WALL COLOR CEILING WALL COLOR SAND DUNE FINEST SILK CARPT 5 WINDOW COVERING Skyco Shading ««............... ec............... ... I . . . . . . . . . . I u................ a ................ r................ V44 SANDSTONE ...... . ACCENT WALL ACCENT WAL- ACCENT WALL ci EXHIBIT "A" Riverside County Library System Palm Desert Library Schematic Design Report 12.28.2010 e a o u• 4 HOLT ARCHITECTS ARCHITECTURE AND PLANNING EXECUTIVE SUMMARY INTRODUCTION The purpose of the schematic design report is to summarize the planning and design process to date. It includes the product of work leading to the City's and County's selection of the schematic design option under the preferred building program for the renovated Palm Desert Library. PROJECT BACKGROUND The Palm Desert Library is part of the Riverside County Library System and is operated by Library Systems and Services, Inc. (LSSI). The library currently shares a 40,000 SF building with the College of the Desert Library, where they occupy approximately 20,000SF. The library shares an entrance, mstmoms, and circulation desk with the College of the Desert Library. The library was built in 1996 and has only undergone maintenance work since its completion. The College of the Desert master plan has identified a new centrally located library within the campus and has long term plans to vacate their portion of the library, at which time the Palm Desert Library could expand to occupy the entire 40,000 SF building. Holt Architects in partnership with Group 4 Architecture, and Linda Dernrners were hired to review and recommend upgrades to the existing library program, as well as upgrades and improvements to the building systems. PROJECT SCHEDULE This report represents the conclusion of the Schematic Design phase. Design Develoment is scheduled to be completed by mid February 2011, at which time the project team will begin Construction Documents. Bidding/ award, and Construction Administration will follow. Based on the current schedule, the project will go out to bid early fall of 2011, with construction starting in late fall of 2011, and project completion in spring of 2012. The current schedule and budget is based on the library closing during the remodel and does not account for a potential temporary library during this closure. Palm Desert Library — Schematic Design Report December 2010 SCHEMATIC DESIGN REPORT Palm Desert Library: existing facility Palm Desert Library: existing facility Palm Desert Library: existing facility SCHEMATIC []1MRW106i.1y SCHEMATIC DESIGN I wry Imo. —PIE PROJECT PARTICIPATION The design process is organized around a series of interactive meetings and site visits to review progress, provide input, and confirm direction. These included: Project management team (PMT) meetings which are composed of members from Riverside County, City of Palm Desert, LSSI as well as the design team: • Sergio Pena, Project Manager, County of Riverside Economic Development • Teresa Gallavan, Marketing Manager, County of Riverside Economic Development • Tanya Kennon, County Librarian, Riverside County Library System • Rachelle Masson, City Clerk, City of Palm Desert • Barbara Howison, Deputy Administrator, LSSI • Barbara Bowie, Desert Zone Manager, LSSI • Jeannie Kays. City Librarian, Palm Desert Library. Focus Croup meetings with the following user and community groups to c+r I "m discuss program and design requirements: {eµ� >r,.i 7��'•-rc I I _ . Palm Desert Library Staff SEE • Friends of the Library • Volunteers of the Library Technical Meetings with the following groups to discuss design and building system requirements: • College of the Desert • Library Building Facilities • LSSI The project also conducted an online survey to gather additional input from the public on what they would like to see in the renovated Palm •' Mora Desert Library. The survey is currently still active and findings will be incorporated into the next phase of the project. Ai Thisphase also included apresentation to the Library Promotion Committee (LPC) and subsequent presentation to the LPC will be made to keep them [xe! e`-�..;` 11 '. abreast of the work being done. The preferred conceptual design plan will be presented for approval to the Riverside County Board of Supervisors and the Palm Desert City Council. t - PMT Po SITE ViSH The project management team meeting commenced the Schematic Design phase with a focus on refining the conceptual floor plan and staff room layout. Addtionally, proposed carpet schemes were reviewed. During the 2 Palm Desert Library — Schematic Design Report December 2010 meeting, the team reviewed the overall schematic floor plan and the two floor plan options that proposed alternate solutions to address the size of the proposed staff workroom, the location of the family restrcom and design/size of the Friends of Library book sale alcove and workroom. Two alternate staff area options were proposed to the Project Management Team. Option 1 enlarged the staff workroom by displacing the staff lounge to the Northeast comer of the Marketplace area and locating the Friends of the Library booksale alcove in the Southeast comer of the Marketplace, adjacent to the proposed "Friends" workroom and Family Restroom. Option 2 proposed a similar solution to enlarging the Staff Workroom by relocating the proposed Staff Lounge to an alternate location. This option located the Staff Lounge in the Southeast corner of the Marketplace, with the "Friends" book sale alcove and workroom located in the Northeast corner of the Marketplace. Option 2 did not accomodate the addtional restroom required through a prelimary code evaluation. Therefore, Option I was concluded to be the preferable option expressed by the Project Management Team. The Schematic Floor Plan was reviewed by the PMT. Modification were made from the previous plan to accomodate the number of workstations/ employees and staff office required by the Library. The PMT requested that the Schematic Floor Plan be modified to accomodate a 9-bin automated material handling system for future expansion with a 5-bin system being initially installed. The PMT also requested the storage area within the Staff Workroom to be enclosed. Five carpet schemes were reviewed with four different carpet options in each scheme. The PMT expressed preference towards Interface Colores carpet line with a desire to possibly explore other options for the children's area. A final Schematic Design meeting was proposed as scheduled to review the changes requested by the PMT. PMT #7 WEBCONFERENCE The final meeting for Schematic Design was a review of the final Schematic Floor Plan that proposed changed to the design to accomodate a 9-bin automated handling system. Options were also proposed to provide alternate design solutions to maximize the Friends Workroom and Book sale alcove. The development of this area remains an open item and will be futher explored during the Design Development phase. Floor options, file samples and paint options were preliminarily reviewed with the Project Management Team to initiate the development of the finish/material board during Schematic Design. This meeting marked the conclusion of the Schematic Design Phase. Palm Desert Library - Schematic Design Report December 2010 SCHEMATIC DESIGN REPORT SCHEMATIC DESIGN r Z6, ! HOLT ARCHITECTS ARCHITECTURE AND PLANNING_ ■ TIMOTHY M. HOLT, A.I.A. ■ IOHN E. HOLT, A.I.A. ■ PALM DESERT LIBRARY RIVERSIDE COUNTY ECONOMIC DEVELOPMENT AGENCY OPINION OF PROBABLE CONSTRUCTION COST October 26, 2010 Interior Improvements Item Measure - Quantlry $/Measure Cost Demo Sq Ft 22,600 $4.00 $90,000.00 Metal Shelving Stacks Sq Ft 22,500 $2.50 $56,250.00 Metal Framing / Drywall LF 150 $90.00 $13,500.60 Doors/Frames/Hardware Unit 8 $1,500.00 $12.000.00 Intenor Windows Unit 5 $500.00 $2,500.00 Acoustics / Suspended Ceiling System Allowance 1 $20,000.00 $20,000.00 Floor Coverings: Carpet (Broadloom) Sq Ft 15,400 $3.00 $46.200.00 Floor Coverings: Tile Sq Ft 3.900 $6.00 $23,400.00 Floor Coverings: VCT Sq Ft 676 $2.00 $1.350.00 Painting Sq Ft 22,500 $6.00 $135,000.00 Remodel Eyjsdng Toilet Rooms Sq Ft 875 $85.00 $74,375.05 New Toilet Rooms New Toilet Room Plumbing Interior Room ID Signage Sq Ft 120 $200.00 $10,000.00 $24.000.00 $10,000.00 Allowance 1 Unit 20 $200.00 $4.000.00 Mechanical Sq Ft 22,500 $10.00 $226,000.00 Sprinklm System Sq Ft 22,500 $1.75 $39,375.00 Electrical Sq Ft 22,500 $5.00 $112,SW 00 Li htl Fixture 8 Control Upgrade Ft 22,600 $15.00 $337,500A0 Sub -Total: Interior Improvements Sq Ft 22,500 $54.53 $1,225,950.00 Facility Improvements Itmrl I Measure I Quantityl stmeasurel host Roofing Sq Ft 1 42,000 $10.00 $420,000.00 IT Cabling / Switching Allowance Allowancel 1 $100,000.00 $100,000.00 Fire Alarm System Sq Ft 39,900 $1.90 $75,810.00 Energy Improvements: Low-E GIaAn(West Clerestory) Sq Ft 1,420 $28.00 $39,760.00 Exterior Building Signage Allowance 1 $5,000.00 $5,000.00 Sub -Total: Facility Improvement Allowances Sq Ft 22,500 $28.47 $840,570.00 CONSTRUCTION TOTAL No FFBE) 1 $1,W7,520.OD Alternates item: Measure Quantity Add or Deduct Value: Site Improvements Allowance 0 $0.00 $0.00 Deduct: Energy Improvements: Glazing - Film Tinting Sq Ft 1,420 -$15.00 -$21,300.00 Add: Energy Improvements: Exterior Window Blinds Sq Ft 1,420 $12.00 $17,040.00 Add: Energy improvements: Interior Shades West Clerestory) Sci Ft 1,500 $39.00 $58,500.00 Add: Floor Coverings: CarpetTiles Sq Ft 15.500 $2.00 $31,000.00 PALM DESERT LIBRARY RENOVATION OPINION OF PROBABLE COST: 10r26/10 COUNTY OF RIVERSIDE PAGE i OF 2 PALM DESERT LIBRARY RIVERSIDE COUNTY ECONOMIC DEVELOPMENT AGENCY OPINION OF PROBABLE FF&E COST October 26, 2010 FF&E and Technology Equipment Provider Item Measure Quanti Cost: Info/Welcome & Reference Desk EA 2 _$/Measure $15,000.00 $30,000.00 Self Checlaouts & Display Shelving_ End Panels & Stack Canopies Sq Ft Sq Ft 22.500 22,500 $4.00 $0.00 $90,000.00 _ $0.00 Reader, Group Study & Technology Table Standard Furniture Sq Ft 22,500 $4.00 $90,000.00 Sq Ft 22,500 $10.00 $225,000.00 Office Furniture Sq Ft 22,500 $2.00 $45,000.00 Check-out machines EA 4 $22,000.00 $88,000.00 Check -in & Automation Handling LS 1 $100.000.00 $100,000.00 Security, Gates 2 $15,000.00 $30,000.00 Computers (Staff, ao, & Internet) 12 $2,000.00 $24,000.00 Print Release Station E 2 $4,500.00 $9.000.00 Conlin 1 $69,ODO.00 $69,000.00 Sub -Total: FF&E 22,500 $35.56 $800,000.00 FF&E Budget $750,600.00 Balanoa $50,000.00 PALM DESERT LIBRARY RENOVATION OPINION OF PROBABLE COST: 1=6110 COUNTY OF RIVERSIDE PAGE 2 OF 2 m a oil I11111111111111 N O o c 0 o $ a a d a w w a C Q s N a a a U O q C A Or M �I A M 'V d pr d N 8 N = Cl C d 3 E U u T A N C V1 1� U L A N Y y Y o _ d E V E E a n l0J >' y N o V 1 J `y- y:"u c u u u u q C V C N1 pdn N Y€ d A d O N .� N .� O f yy V ^ C, A a itl In A .NN .N a C C A me A A 9 O W d } a Q M i0 't o ro� ywy yiy i u wa vsi v+S"•O> 0 0 mmmoc^nmO p c LL~ W Q Q' 2 2 F JdO O a O O j j VI 00 a O d V 'C 'C 'C E 5 i g` g` c c c c c w e c a m Cy E- c '^ E a a n i Ea ? ., ., ,G G c m u u m y 9 0 0 d 0 0 E o 0$ C 0 'C 'E c 5 00 3 3 3 0 0 0 0 t s e m G c e W fwo_uu393��_uur�oo •y ---- m �zrcrc ITTI