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HomeMy WebLinkAboutAgenda Packet - LB - 1994.04.19 i RLINGAME PUBLIC LIBRARY r suwncnr+E Board of Trustees Agenda ut Aprit 19th, 1994 - 4:30 pmDuncan Annex SUGGESTED ACTION 1. CALL TO ORDER-- 2. RDER:2. ROLL CALL: 3. BILLS: City Checks: $ 55,021 .62 Approval Special Fund: $ 105.00 4. MINUTES: Approval 5. CORRESPONDENCE & COMMUNICATIONS: Information a. CLA Legislative Day- Copy of Registration Form b. State and Federal Funding Options - Memo to City Manager c. Pacific Bell -Article d. Bradford Foundation - Thank You Letter e. Legislative Update -April 8th from Michael Dillon, Lobbyist f. Planned Giving- Flier T g. Temporary Quarters Update - Report h. City Newsletter-Janaury thru March 1994 i. Brown Act - Memo from City Attorney 6. REPORTS: a. City Librarian's Report Information b. System Advisory Board Report - Trustee Cannon Information c. "Libraries In Crisis" Report - Trustees Information d.. Temporary Qusrters Update - Librarian Escoffier Information/Discussion 7. UNFINISHED BUSINESS: None 8. NEW BUSINESS: a. Funding Task Force Meeting- Date Set Information b. Legislative Day- May 3rd Informtion 9. FROM THE FLOOR: ru.ADJOURNMENT: AgendaA BURLINGAME Burlingame Public Library Board of Trustees Minutes March 15th, 1994 Call To Order: The meeting of March 15th, 1994 was called to order by President Taylor at 4:30pm. Trustees Present: Cannon, Dunbar, Robertson & Taylor Trustees Absent: Herman Staff Present: Mr. Alfred Escoffier, City Librarian Mrs.Judy Gladysz,Administrative Secretary Others Present: Marti Knight, Burlingame Resident Bills: M/S/C (Dunbar/Cannon) unanimously to approve the payment of City checks and Special Fund checks. Minutes of the Meeting of February 15th, 1994: The Minutes were approved as corrected and ordered filed. Trustee Cannon said the correction was "From the Floor" that the dates should read: May 3rd, Legislative Day and May 14th is the Legislative Breakfast. Correspondence and Communication: Correspondence was mailed in the Trustees packets. Reports: LIBRARIAN'S REPORT: The Board requested copies of the "Fear of Failure" letter sent to preschool and kindergarten children developed by Children's Librarian Cathy Somerton. Copies will be available later in the week. Trustee Dunbar asked about the status of temporary quarters. Librarian Escoffier outlined the current options under study: leasing a site in central Burlingame and constructing modular structures on a City-owned site or sites. He gage 1 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 • Fax (415) 342-1948 Patricia M. Bergsing, City Librarian added there currently appear to be very few sites available for lease which can take the floor loading necessary for the collection. He said modular structures are attractive because they can be specified will all of the options that are needed, including carpeting, shelving, HVAC systems, security, panic hardware, lighting, etc., making them a virtual turn-key operation to move into. Librarian Escoffier explained that this option would require a consultant to develop a feasibility study to ascertain costs and implementation issues. He said he is talking to consultants in this area. The Trustees feel that a consultant and feasibility study would be the best way to determine needs for temporary quarters. System Advisory Board Report: Trustee Cannon: Trustee Cannon reported on important upcoming dates: April 9th, 9:30-12:00: Educational Forum - sponsored by PLS and the South Bay League of WomenVoters and South Bay Library System. April 30th: Advocacy Training Workshop - sponsored by the Peninsula Library and South Bay Systems. May 3rd: Legislative Day- Sacramento May 14th: Legislative Breakfast- Stanford Park Hotel - Menlo Park CALTAC Report: Trustees Cannon Robertson and Herman attended the CALTAC Workshop in Benicia on February 26th and found it very informative. Unfinished Business: A. Foundation Update: Librarian Escoffier informed the Board that the Distribution Committee would be meeting the week of March 21st. He said the Foundation had contacted him and was informed that upon the death of George Paul Lechich, the office of Executor of the Duncan Trust has now passed to Jean Hunt Duncan's nephew, Walton Houston. In the future, letters requesting funds from the Trust will need to be sent to Mr. Houston. Some discussion followed. New Business: None gpage 2 From the Floor: Librarian Escoffier said the architect selection will take place in April. He said the City Manager is suggesting a committee made up of five people, to include one Board member, the City Librarian, Public Works Director and one other person. Depending on availability and scheduling, either Kris Cannon or Shirley Robertson will be willing to serve in this capacity. Librarian Escoffier reported that the detailed three-dimensional model for the library should be available the week of March 28th. It is being photographed and a cover is being made so it can be publicly displayed. Librarian Escoffier said the Friends of the Library are going to hold a general membership meeting on Thursday, May 12th at 7:00pm in the Community Room. He said there would be a brief presentation on the library building project. Librarian Escoffier announced that Susan Herman, (Trustee Herman's daughter and Telecommunications Director for the City of Los Angeles) will be attending the May 17th Board meeting to discuss telecommunications planning for the new library. The Board will meet in the California Room to accommodate any City staff or elected officials who might wish to attend. Marti Knight complimented the Board on the public briefing they held on the building. �-- Adjournment: The meeting of March 15th, 1994 was adjourned at 5:15pm. The next regular Board meeting will be held on April 19th at 4:30 in the Duncan Annex. Respectfully submitted, Alfred H. Escoffier City Librarian 04/01/94-Minutes-March ,Page 3 BURLINGAME 4 � City Librarian's Report April 19, 1994 Library Budget The Library Budget was submitted to the City Manager on April 8th. The next steps in the budget process include: City Manager review and recommendation, followed by a Council Study Session, June 8th, and Public Hearing on June 20th. Building Model The three dimensional model has arrived and is in the Browsing Room for public information. Staff are using the model to study functionality, work flow and space planning. Architect Selection Architect selection began April 6th. Six proposals were received. The Selection Committee met and pared the list down to 4 firms. Firms on the "short list" have been invited to make a presentation. A recommendation will be made to City Council in May. The selection committee includes: Ralph Kirkup, Public Works Director; Kris Cannon, Library Trustee; Joe Harvey, former Trustee and Treasurer; Al Escoffier, City Librarian. The City Manager is overseeing the process. Library Program Requirements In anticipation of moving into Design Development, staff is reviewing the building program originally drafted in 1990. Each member of the team is taking a specific function and outlining the requirements needed such as: number of workstations, shelving count, seating requirements, sight lines, special electrical needs, etc. This information will then be compiled into a revised document to review with the architect during design development. Temporary Quarters A preliminary outline of temporary quarters options has been drafted for study. We are beginning to get a truer picture of costs, sites and viable options. Research has been done on modular structures, leased quarters and tent-like temporary structures. Since it is likely that the architect for the building project will be able to assist with the temporary quarters design and implementation, we will hold off a decision in this area until the architect has been hired. -1- 480 Primrose Road • Burlingame, CA 94010-4083 • (415) 342-1038 Fax (415) 342-1948 PLAN Cabling Interviews with qualified vendors for cabling the Dynix system took place the first week of April. A vendor selection will be made later in the month. It appears the cabling costs will be under budget for most of the PLS libraries. Reference Division Barry Mills and Kathy Naftaly attended the first two sessions of "Effective Reference Performance." This is the major statewide training developed for Reference Librarians. Forty four people enjoyed the poetry readings in March. One of the featured readers was noted poet Jack Hirschman. Children's Services Summer program planning is nearly complete. The theme will be: "Peer-Amid Books--Read." This eight week program is designed to encourage children's reading during the summer. Cathy Somerton completed 35 programs for younger readers during the month, reaching a total of 824 children. This included: Saturday Story Times, Preschool story times, class visits to Easton and 19 programs in the schools. Nancy Montague Published Artist Staff Artist, Nancy Montague, celebrates her first published artwork in the _ prestigious children's magazine "Ladybug!" When she's not working at the library, or attending art classes, Nancy works on illustrations for children's books and magazines. She illustrated the poem "Where Do You Sleep," a copy of which is hanging in the Children's Room. Congratulations, Nancy! Easton Branch Lisa Dunseth continues to supervise the update of the Branch Library. Weeding collections continues. The carpeting is scheduled for the week of May 16th. The Branch will be closed for most of that week to allow for the carpet installation and subsequent move of most of the adult and children's materials. Estate Gift The Burlingame Public Library has been named in the Estate of Dorothea Jackson a former Burlingame resident. We are sincerely grateful for this thoughtful gift. Foundation Update The Peninsula Community Foundation has approved the request for start up funds for the formation of a library foundation. The first meeting with consultant Jim -2- Bower will be May 5th. Our funding task force consists of Kris Cannon and Mary Herman. Upcoming Events: o Friends Book Sale, April 22, 23, 24 o Library Advocacy Workshop, April 30 o Legislative Day, Sacramento, May 3rd o Kick-Off Funding Task Force Meeting, Jim Bower, May 5th o Friends Meeting, Presentation on the Building Program, May 12, 7 pm o Legislative Breakfast, Stanford Park Hotel, May 14th o Easton Branch Closed, May 16-May 30 o Library Board Meeting, May 17th, 4:30 pm, Guest: Susan Herman o Memorial Day, May 30, Closed CLAS -3- STATISTICS FOR MARCH 1994 REGISTERED BORROWERS: Total Registered: Burlingame Adults 19,430 Burlingame Children 3,999 Hillsborough Adults 2,821 Hillsborough Children 1 ,215 Universal Borrowers 1 ,060 -------------------------------------------------------------------------------------------------------------------- CIRCULATION ACTIVITY: Main Branch Adult Print Materials(books, periodicals, pamphlets, paperbacks) 23,356 1,378 Children's Print Materials (books, periodicals, pamphlets, paperbacks) 7,097 986 Audio Visual Materials(records, cassettes, films, videos, cd's) 5,178 132 TOTALS: 35,631 2,496 Main Total 1994 Circ: 35,631 Main Total 1993 Circ: 36,839 = 3.28 % Dec. Branch Total 1994 Circ: 2,496 Branch Total 1993 Circ: 986 = 12.51 % Dec. Grand Total 1994 Circ: 38,127 Grand Total 1993Circ: 2,496 = 3.94 % Dec. -------------------------------------------------------------------------------------------------------------------- REFERENCE ACTIVITY: Questions Directions Reference 5,594 2,048 Children's 300 125 ILL Borrowed: 241 Audio-Visual 470 948 ILL Lent: 477 Branch 156 102 ILL Total: 718 _ Total: 6,520 3,223 -------------------------------------------------------------------------------------------------------------------- C O L L E CT I O N S: MAIN BRANCH TOTAL VOLUMES/TITLES VOLUMES VOLUMES/TITLES Ad.Non-Fiction 112,215 /105,995 4,590 116,805/ 110,585 Ch.Non-Fiction 19,080 / 17,495 3,325 22,405 / 20,820 YA Non-Fiction 1,755 / 1,700 90 1,845 / 1,790 Ad. Fiction 45,510 / 43,795 4,805 50,315 / 48,600 Ch. Fiction 15,540 / 11,430 4,815 20,355 / 16,245 YA Fiction 2,530 / 2,345 295 2,825 / 2,640 Reference 5,395/ 5.360 125 5.520 / 5,485 Totals: 202,025 /188,120 18,045 220,070 / 206,165 OTHER MATERIALS: Estimated User Traffic: 3.5,666 Daily Avg.: 1,151 Maps 1,800 Records 4,510 Total Meetings: 14 Attendance: 365 Cassettes 4,445 Video Tapes 1,025 Children's Programs: 1 Attendance: 90 Compact Discs 935 ---------------------- _____�_�--------------------- ------------------------------------------ Deposited with the City Treasurer: Main: $4,249.03 Branch: $144.55 Xerox: $1,265.00 Rent: $1,733.70 Donations: $1,000. CLSA: $15,049.25 MONTHLY REPORT i MJNTH March_. 199 OUTREACH K TIYITIES I, Vclunteer Coordinator A. Hcurs worked 43 T, Volunteers A, Kimber of volunteers 4 + 6 Friends - g, Hours contributed 9 + 90= 99 3, Shut-in Patrons---Individual Visits A. Nlmber of patrons 11 + 30 B• Himber of visits Ma�E 22 C. Items circulated 132 Shut-in Patrons--Institutional Visits visits Materials circulated A, Hacienda 6 45 C. Easter Seals 1 40 D. Care West E. Marion Convent 20___ 5, Totals A. Shut-in patrons 11� Q S. Visits made --C. Items circulated • 226 Comments/Activities CORRESPONDENCE "B" March 17, 1994 TO: Dennis Argyres FROM: Al Escoffier W RE: State and Federal Financing Options for Library Construction I have been in contact with Richard Hall at the State Library. Richard coordinates the Proposition 85 Bond Act Library Construction for libraries in the state. The outlook is not very hopeful right now for state or federal funding. Here is a summary. 1) LSCA Title II Funds (Federal). This is Federal money which could be used for library construction. Preliminary applications are due January 1995 for the next funding cycle. Although we might qualify, there is only about $ 2 million dollars available nationwide. 2) Proposition 85 Bond Act Funds (State). There is currently no state money left from the Proposition 85 Bond Act. The only way money might be freed up would be if a jurisdiction who received funding decided not to build. Hemet is an example of a jurisdiction that did not build and $ 7 million was returned to the State. The money was then allocated to other projects which had already applied for funds under Proposition 85. (We were not far enough along in our process several years ago to apply for Proposition 85 Funds.) If more money is returned, and if the queue of projects does not meet the guidelines, it might be possible to apply, but this is a longshot. The State Library will keep us informed. 3) Bond Acts: AB61 and SB174. The most promising source, according the the State Library are two pending bond acts, which should they be approved, might offer us an opportunity to apply for funds before our construction. AB61- Library Construction Bond Act for $100M has passed the full Assembly and is now in the Senate Education Committee. Gary Hart is the Committee Chair. This will likely be on the November ballot. SB174- Library Construction Bonds, $ 150M, sponsored by Marks. This could be on the June or November ballot. StateLibrary.Funding CORRESPONDENCE "C" (Y) PACIFICE BELL A Pacific Telesis Company n+�1J W FOR RELEASE: CONTACT: March 7, 1994 Dan Theobald (415) 542-4589 z a) c6 Pacific Bell to Link Public Libraries Q) to Communications Superhighway (D Company President will lead Public/Private Coalition to Modernize Libraries and Schools for the Information Age Q) z Pacific Bell is making a $100 million investment in California public libraries and schools to start them rolling on the communications superhighway. (n 9 Q) At a press conference in Sacramento on February 14, Pacific Bell President Phil Quigley announced that the company will offer linkage for �> computer communications and videoconferencing -- the first lane of the superhighway -- to each of the nearly 7,400 public libraries, K-12 schools, and Q� Z community colleges in Pacific Bell service territory by the end of 1996. Q) Quigley also said he would lead businesses, regulators and legislators in 07 an initiative to ensure that every library and classroom in California is wired and Q) Q) equipped for full-speed superhighway access by the year 2000. CE "By offering a baseline capability to access information from anywhere in the world and engage in interactive distance learning, we will be providing students an on-ramp to the communications superhighway," said Quigley. "And z Q) by including libraries in our plans, we are ensuring that the on-ramp will be U) available to lifelong learners, as well as to young persons attending our schools." Q) z "This is a tremendous opportunity for public/private collaboration that will allow California public libraries to become full participants in the National Information Infrastructure," said California State Librarian Gary Strong. "I commend Pacific Bell for its efforts, and encourage other businesses to join in the initiative to ensure that everyone, everywhere can access the communications superhighway through their local public library." Strong said Pacific Bell's initiative will enhance the state library's own community Internet access program, a grant program for placing nearly 200 public access workstations in California libraries. Pending approval from the California Public Utilities Commission (CPUC), Pacific Bell will wire targeted locations within each institution for the video and data applications, install service for free, and waive usage charges for one year after installation. Pacific Bell also will work with the CPUC to develop a special educational access rate that will help ensure universal telecommunications service for libraries and schools statewide. In addition to basic data and video connectivity, Pacific Bell also will give public schools and libraries access to video-on-demand and other forms of interactive multimedia -- the high-speed lanes of the communications superhighway — as the company deploys its interactive broadband network across its territory in California. Specifics of Pacific Bell's education initiative include: • Switched digital service, allowing telecomputing and interactive telelearning capability, will be made available to all public libraries, K- 12 schools, and community colleges in Pacific Bell's service territory by the end of 1996. Subject to regulatory approval, each institution can get free installation of four ISDN lines for these applications, and Pacific Bell will waive the usage charges for the first year after installation. • The company will work with the California Public Utilities Commission to develop an educational access rate that will ensure affordable telecommunications connectivity for all schools and libraries in the state. • Subject to regulatory approval, Pacific Bell will connect public schools and libraries to its broadband network as it is deployed, allowing these institutions access to video-on-demand and other forms of interactive multimedia. • Pacific Bell will provide intra-building wiring at up to two sites at each public library and school -- a library media center, classroom or computer lab for telecomputing, and a location for interactive telelearning. The company also will contribute $5 million in "seed money" to organize and support a drive to raise the funds needed to wire the remainder of classrooms in the state for full broadband capability. • Pacific Bell President Phil Quigley will spearhead a public/private consortium to ensure that every California library and classroom is wired and equipped for full access to the communications superhighway by the year 2000. As part of this effort, Compression Labs, Inc. has agreed to work with Pacific Bell on a program to provide the group videoconferencing systems for the schools. • Pacific Bell will expand its partnership with the Detwiler Foundation and the California Community Colleges for placing donated computers in the schools. • The company will field dedicated resource teams which will work directly with libraries and schools to help librarians and teachers fully utilize the new telecommunications equipment and resources at their disposal. At the same time, the company will collaborate with universities and colleges to help increase the emphasis given to educational technology issues in the library sciences and teaching curricula. Pacific Bell has set up a special hotline -- 1-800-901-2210 -- to answer questions from libraries, schools, and community colleges, and to handle inquiries from businesses interested in participating in the technology initiative. Pacific Bell is a subsidiary of the Pacific Telesis Group, a worldwide diversified communications corporation based in San Francisco. l�Vh1 M C Jr LJ I N L)C IN U C "U BURL INGAME In q � G � Robert Bradford March 16, 1994 George and Ruth Bradford Foundation P.O. Box E San Mateo, CA 94402 Dear Mr. Bradford, Once again, the Burlingame Public Library would like to thank you for your grant in the amount of $1,000. Our current project of acquiring multi-cultural books on cassette titles is off to a wonderful start thanks to your grant. Our library users, including high-school and college students studying multi-cultural issues, will be delighted with our new additions. In the future, I will be sending you a list of the titles acquired for this particular project. Every title acquired through the Bradford Foundation grant will carry labels stating they are a gift of the Bradford Foundation. On behalf of the library users of Burlingame, I would like to thank you and the Bradford Foundation for this wonderful gift. Sincerely, Linda L. Santo Audio-Visual Librarian 480 Primrose Road • Burlingame, CA 94010-4083 (415) 342-1038 • Fax (415) 342-1948 APR-08-1994 L- 0-2 =ROM ?EN I NSUL►= L I CRY n--YSTE115 TO SPL r.b 1iHz r- _� CORRESPONDENCE "E" Apar 5, :994 TO CIS NahIRMU AM A L cooPIERATM UORAIM-M PROW Mat Mew,Lobbyist Lobbyist STM UMATE f,Wsly, Apra 22 is ttm Ian&T in wl>h Ust"Ibty Of WMW bibs my PM Po"CY c mu>atftu if they conga a st xft fistd impact. As s COURVUSCM6.hundreds of bids b.w bee. set for hearing this week stud the ugxt two wedm Nan-fiacai bilk must lm ter Patky M=ftm by=SIT bur. IL MF AND TM STATE NUDGL'i'I! Rc=d7 the'4 "s and bloom Subc u'U"NO. 2 00 Eduardon voxl4dered the Stats LpWATy bW&at. poamxtdy,The Pubric Lt*nry FatstdattiOn f mb iti 9=1= of 43 .1hon and Most of tba Stan Lt'braty items werr:�on "conseat." "C,oataent' mast thexe wan no bn from aaiy caxmIec� wdl do rhes 6ndget was adopted wi& no def>ade. HOPda4, "am and the PLL furtdWg WM tot bexome a buttrs 1W4*thk YW III. SR IMAM= '3caatvr Roberti Wok up SB 1449,the bwmefit meameat W au the Senate Floor'3h"sd4v morning Unfatumawy, since wvcnl Sanatm who support the bill 6. ab*mt ji " tho Hoar,the fhW vett was 24-12, three pons $hY Of the two-thirds nmdcd for an ucrgerzy rmwum Senator Roberti was granted lkcons datum =a plum to tale tbt bill up q*U acct Veek,wbm he is exPteted to $a the 27 Total ctoe W for MOP- 5atam+c ibrian BaVwit (R-Newport Beach), Cb.ir of the Send Local Ga �at Cmwftwe� rw to qmk in farvor of for the and vim one of 5 RgMhJi an Senators voting Ayr-- AU DFresiesi the bill enept Senator Stme P=* (X ZW t V'104 who "q*-" xY- -SrATEv'TDr VBRq= COMMIUMY SrANDAM On M,ondsy the Seneft Ja idatry mix ht ad SB 1"I--wyma,which �rculd substitute" aity m adasde for the mrr�ent "s>sta�wide ztzndWd3" is dct&miuin& Whiter or not wtaiu "aaea=" wzS considered obscme- In OPPftkion to the measure eras Doug Holtzman,Chain= of CLA!'s hLftfi� Psredam COmtmI mc. Mr. HoWunm was v,,q effective in maing chair the bill would do iaothiMg but result in the wpr*sim of mnAkudana y piroftewd mettaa W 4A4 MAe attd 1lnaristas subject to proreeutioa. Vx iow other rip 8;1 iamt presjeut in tion were the strati$ cOnA&M ►on of the letotivn Pktum AaaknV Ataoc6tlan, 2 i i rlrR--UO- 1'— 1.• JG rV.U1 1 L LLfnf-fm 1 J 1:J 1 LI TJ I U Rr'R--' 9'-9� SAT 2� . 2T MICHAEL �ILLON � A��SL'!C_ � _ �S2 s i t b9 ACLU,General fimused f0 c'Tow tr Rceerds, C29fvr,61 Boaffidcamw the awmw pf Bookstore Sedts Cruz, vw- Tl rmShoat the to sdulcm, the opposimn returned to the tlacute of the uamantapble pawAVO& of 11W m tatdd � tmN=1 this hilt sad.the ility four b� to rst y oprrate tgo o&26d services. c 4mequaa j the WU was ddtW& The fdiow"Scxmum voted "no, Mpinst the aacasar:r C hai� Roberti, CAdagn,Lo*pW, M"19 *NO+ W*M- bkmbers v*dng"ape" wareSmac=Hurtt, IxAlp, fey and Wr*te- Abstamilla fr, m the mca ww Senator'Torrm V sas 1"&MEMO test 'Feduradsy the Senibc Local Government Committee heard SB 1666-W001, wbich w"Id amthat array baerds of mper+►i m reAlc� ad=V iso dbtrWs psroperty we rmaue to aoatntrrprlae special distrIaL At the begimng 01 Ow ung, S.st,, 1Ke#ta proposed sorndnMts which wwottich a) provida tbat funding Way be ssbomced to Mmwi s only,b) tunic tlb*amoom of to Mreriea to 75% at the me u"lost over the past tyro years, *ad c)tie 0 16" w SB 1#+t8-Roberti. wzh mgr Vedf�j4 tha it ws'll not bcwm dkcdn if SB 1446 is ssgnti by the C,Owamur. Tba mcome was seat out for =nmdm=ts aid wry[ ba schc&lcd VRIn in Ciro "*L *t SR 16i.S SB 166 w M be wheduLed soars for hewing in the Saxtslte C* jThC amraa would praw a him is m of � =nay 9+a w WMWA - 1�s�is be r� mod yaw � is A:0*wkWnS hjs wro& for our Nbriries wwald bo appredaftd. VM TAX UFAX ML FM MMM CDUMES,AND S7MML T?Wt'R1M ST[3MUM gj SENATE REVENM AND TAXAIM 'the Swnc Rcvmm=d'Emtwu CoMutboe heard S& 1424 by St=mr���Uu wedu=&y aft unoon. The amore would exersapt gvv :mm eaceedrog$I,=!cram mia=ngzuvc==M Usaler the bid,cities wouid sm $105 sr&Doo counties$10 nuiVoo, and V=W dbWm avcr$13 milli. tkmmvcr,the oppoaitsm root to warn against the large rem= loss that the:tate would inner ata a result of dw bill. 'fie nwwure filled pmt by ase vase and bens ban gmra d resa asidwztk= % TOTAL P.02 CORRESPONDENCE "G" Library Temporary Quarters Requirements Goal: To maintain uninterrupted library service to the community during the 18-24 month period when the main library building is under construction. Essential Site Issues: o 20,000 square feet on one floor (open space) o Accessibility for foot traffic o Access to major public transportation o Parking space for at least 30 cars in the vicinity o Floor capable of 150 Ib per square foot of floor loading for books on at least 15,000 of the 20,000 sf o Ceiling height of 8 1/2 ` or more to accommodate stacks o Handicapped access o 27,000 linear feet of steel library shelving, earthquake braced o Lighting appropriate for stack and office areas o HVAC appropriate for the area o Panic Hardware for building security o Fire suppression system and/or alarm as required by Fire Dept o Restrooms, one set public, one staff _ o Office space for staff, at least 3,500 of the total space o Outdoor lighting for security at night o Sufficient power for lighting, machines, o Dedicated power for computers, automated system o Ability to install existing Merlin phone system o Ability to allow cabling of 25 computer terminals, using 10 base T cable plant. Use of Easton Branch: o The Branch collection of 17,000 volumes currently fills the branch shelves to capacity. We could expand the hours via reallocation of staff, but there is not room for additional collection capacity. Draft Temporary Quarters Summary Option Sites Est Cost $ SF Unknowns Examples Lease Cosallostra, plus Building 2 $ 800 K 40 Location of 2nd site warehouse space Modular Building, Lease 1 $ 1 ,000,000 50 Restroom lease Menlo, Hillsb used Utility Hookups (Mobile Modular, San Lorenzo) Porta- Structure 2 $ 1 ,716,000 85 Location of 2nd site Livermore, Rincon Site survey Branch Library Utility Hookups Tent (UCLA Type) 1 $ 2,057,230 98 Security Powell Lib, UCLA Tent (Simpler) 1 $ 650K 32 Security (Bubb Building, Humidity So. Carolina) Heating/Cooling False floor/seismic Modular Building, Similar to MP, Hills Buy 1 $ 1 ,075,000 54 Utility Hookups (G.E. Modular) Included In costs: carpeting; restrooms unless otherwise noted; shelving Not Included In costs: Approximately$ 103,000 (will be necessary for any altemative): Re- installation of phone system, $3,000; Re-installation of 10 base T cableplant for computer terminals: $ 5,000; Professional space plan for layout: up to $5,000; Storage of existing furniture: $ 15,000 est; Move costs: $60-70K per move, multiple sites will increase costs for move; Signage, publicity: $5000. Indlrect Costs not included: Parking; Delivery of books and materials between 2 sites (labor, vehicle, etc.) ;Cost of labor, materials, and database to split the collection and re-integrate later if 2 site alternative is chosen. Option # 1 Lease Building (2 sites) A. Storefront ( Cosa Nostra for example) 9,000 SF of total space (6,000 usable?) @ 1 .50 SF = 13,500/mo x 24 mos = $ 324,000 B. Warehouse for Collection 14,000 SF @ 1.00 SF= 14,000 x 24 mos= 336,000 C. Add-ons: $ 140,000 Shelving 75,000 Restrooms 50,000 (Disabled access) Carpet 25,000 Total: $ 800,000 D. Unresolved Issues: Parking Location of 2nd site warehouse Option #2: Modular Building Lease (1 site) k 20,000 SF @ $ 45.00 SF = $ 900,000 B. Add-ons Site preparation Shelving 75,000 Utilities Hookups Carpet 25,000 100,000 $ 1 ,000,000 C. Menlo Park and Hillsborough used this for their construction (Mobile Modular, San Lorenzo) Option #3 Porta-Structure (2 sites) A. 4,200 SF, potential capacity 50,000 vols $ 1 ,500,000 B. Storage for Collections: 175,000 (77% of collection) Approximately 9,000 SF needed 9,000 SF X 1.00 = 9,000/mo x 24 mos = 216,000 $ 1 ,716,000 C. Unresolved: Excludes Utility Hookups, site surveys Location of 2nd site D. Example: Rincon Branch, Livermore Public Library Option # 4 Tent (UCLA Type) (1 Site) A. 20,000 SF @a 98 SF $ 1 ,960,000 B. Add-ons: Shelving $ 75,000 Carpet 25,000 100,000 $ 2,057,230 C. Unresolved: Security D. Example: Powell Temporary Library, UCLA, 36,000 SF @ $ 3.5 M structure for 5 years Hodgetts and Fung Architects, Santa Monica Option # 5 Tent- Simple Design (1 site) A. 20,000 SF @a 13/SF $ 250,000 B. Add-ons, estimates: Local Contractor $ 100,000 Site Prep $ 100,000 Restrooms, rent 30,000 Shelving $ 75,000 HVAC $ 75,000 $ 380,000 $ 630,000 C. Unresolved: Humidity could be a problem for books Vendor will not be responsible (Bubb Buildings, So. Carolina) Heating costs False floor, seismic Option # 6 Modular Building- Buy ( 1 site) A. Modular Building (Butler type) 20,000 X 50SF = $ 1 ,000,000 B. Add ons: Shelving 75,000 $ 1 ,075,000 C. Example: CSM SF cost from architect for project CSM temporary quarters is 10,000 SF, collection is 1/2 the size of BPL. Work includes site work, concrete pad, restrooms, carpet, but not shelves. CORRESPONDENCE "F" The Peninsula Community Foundation presents- Getting resentsGetting Started in Planned Giving: A Special Service to Your Donors 8:30 a.m. to 1 p.m., Thursday, April 28, 1994 McClellan Funding Information Library, San Mateo PRESENTER: Dick Lamport of Gift Planning Associates returns for the fourth time to present his easy- to-understand introduction of planned giving for nonprofit staff and volunteers. Dick is a planned giving expert who also understands donor motivation and marketing. He has specialized in planned giving for 12 years and sen-es as counsel to 12 Northern California organizations. OsJEcrn,Es: This half-day workshop will provide practical information for nonprofit managers to use in building planned giving into their regular fund raising plans. The workshop will focus on: • How planned giving benefits donors • What steps to take to get board, staff and volunteers to plan far into the future • How to identify the best prospects for a planned gift and what to say to them in your materials • How to identify experts to help you with your prograrn, both pro Bono advisors and expert consultants • What strategies have worked for other community-based organizations • Where you should be in your program before you begin • The relationship between planned giving and endowments Mail registration form and fees to: Library, Peninsula Community Foundation 1700 S. El Camino Real, #301 • San Mateo, CA 94402-3049 ----------- ------------------------ Registration Form —April 28 Planned Giving Name: Name: Organization: Phone: Address: Street City State Zip Amount Enclosed: [$25 per person] Deadline is April 27. Course is limited to 25 registrants.