HomeMy WebLinkAboutAgenda Packet - LB - 2022.06.21CITY
v
0
ticow � �
rPORATED
Tuesday, June 21, 2022
City of Burlingame
Meeting Agenda - Final
Library Board of Trustees
5:30 PM
BURLINGAME CITY HALL
501 PRIMROSE ROAD
BURLINGAME, CA 94010
On September 16, 2021, Governor Newsom signed into law AB 361 which allows a
local agency to meet remotely when:
1. The local agency holds a meeting during a declared state of emergency
2. State or local health officials have imposed or recommended measures to
promote social distancing
3. Legislative bodies declare the need to meet remotely due to present imminent
risks to the health or safety of attendees
On May 16, 2022, the City Council adopted Resolution Number 054-2022 stating that
the City Council and Commissions will continue to meet remotely for at least thirty
days for the following reasons:
1. There is still a declared state of emergency
2. The State recommends that individuals in public spaces maintain social
distancing and wear masks
3. The City can't maintain social distancing requirements for the public, staff,
Councilmembers, and Commissioners in their meeting spaces
Members of the public may view the meeting by logging into the Zoom meeting listed
below.
Members of the public may provide written comments by email to
publiccomment@burlingame.org.
The length of the emailed comment should be commensurate with the three minutes
customarily allowed for verbal comments, which is approximately 250-300 words. To
ensure that your comment is received and read to the Library Board of Trustees for
the appropriate agenda item, please submit your email no later than 5:00 p.m. on
June 21, 2022. The City will make every effort to read emails received after that time,
but cannot guarantee such emails will be read into the record. Any emails received
after the 5:00 p.m. deadline which are not read into the record, will be provided to
the Library Board of Trustees after the meeting.
Online
City of Burlingame Page 1 Printed on 6/17/2022
Library Board of Trustees Meeting Agenda - Final June 21, 2022
1. CALL TO ORDER - 5:30 p.m. - Online
To access the meeting by computer:
Go to www.zoom.us/join
Meeting ID: 892 1879 0799
Passcode:949143
To access the meeting by phone:
Dial 1-669-900-6833
Meeting ID: 892 1879 0799
Passcode:949143
2. ROLL CALL
3. PUBLIC COMMENTS
Members of the public may speak about any item not on the agenda. Members of the public may suggest
an item for a future Library Board of Trustees' agenda during the public comment period. The Ralph M.
Brown Act (the State local agency open meeting law) prohibits Trustees from acting on any matter that is
not on the agenda.
4. APPROVAL OF MINUTES
a. Approval of Library Board of Trustee Meeting Minutes for the May 17, 2022 Meeting
Attachments: Meeting Minutes
5. CORRESPONDENCE AND INFORMATION
a. May Statistics
Attachments: Adult Services Statistics
Children's, Teen, and Easton Statistics
6. REPORTS
a. City Librarian's Report
Attachments: Report
Burlingame Cooling Center Procedure
BPL Community Room AV Upgrades Findings
b. Foundation Report
7. OLD BUSINESS
City of Burlingame Page 2 Printed on 611712022
Library Board of Trustees Meeting Agenda - Final June 21, 2022
a. AMH
b. Date for Next Meet and Greet with BPL Staff
C. Recognition for Mural Painters from National Charity League Skyline Chapter
d. Poet Laureate
8. NEW BUSINESS
a. Monthly Topic - Facilities
b. Banned Books Discussion
C. Rotation and Term Expiration - Discussion
9. ACTION ITEMS
10. AGENDA ITEMS
11. ANNOUNCEMENTS
13. ADJOURNMENT
Any writings or documents provided to a majority of the Library Board of Trustees will be
made available for public inspection at the City of Burlingame's website: www.burlingame.org.
City of Burlingame Page 3 Printed on 6/17/2022
Burlingame Library
Board of Trustees
May 17, 2022
I. Roll Call
Trustees Present:
Kris Cannon, Danielle Garcia, Mark Lucchesi,
Elisabeth Ostrow
Absent:
Mike Nagler
Staff Present:
Brad McCulley, City Librarian
Sidney Poland, Recorder
Patti Flynn, Library Assistant III
Easton Branch Library
Candidates for Trustee
Position:
Jill Goldsmith
Denise Kenski
II. Introductions
Jill Goldsmith and Denise Kenski introduced themselves to the Trustees
and noted that they were interested in applying for the two vacant
Trustee positions.
III. Library Board of Trustees Minutes.
The Trustees unanimously approved the minutes of the April 19, 2022
Trustee Meeting. M/S/C (Cannon/Lucchesi)
IV. Mav Statistics
• The Children's Department's Summer Learning Program will begin on
June 1st to August 31st. Children's staff is making preparations to
visit local schools to promote the program. There were 48 Children's
and Teen Programs with a total attendance of 2,186.
• Adult Programs: There were 22 Adult Services Programs with a total
attendance of 128. The City Librarian noted that he felt that the cost of
Ancestry.com has proved to be a successful expenditure of library
funds. There were 76 sessions this month with 1,944 searches.
V. Reports
A. City Librarian's Report - Highlights
• Pictures of newly hired staff are included in the report to help
Trustees get to know staff when they come into the library.
• EV charges will not be installed in the library parking lot due to
construction costs.
B. Foundation Report
Terri Neill has accepted the position of President of the Burlingame
Library Foundation. Sara Simpson has been hired to serve as the
Executive Assistant of the Foundation for 20 hours per week.
VI. Old Business
A. Public Art
1. Peninsula Museum of Art Donation - Action Item
This is not longer an Action Item as The Foundation has offered to
fund the cost of a base for the owl.
2. Parking Area Wall Mural
Burlingame City Council and Cate Cattano, who is the artist of the
mural, will meet May 21 st for a photo shoot in front of the mural at
10:00AM. Trustees are invited to attend.
• The Trustees suggested finding a way to recognize the girls from
the National Charity League Skyline Chapter who helped the artist
paint the mural such as a photograph with their names, as well as
having a reception.
• Providing a list with the names of the people depicted in the mural
was also suggested.
• The City Librarian will reach out to his contact at the National
Charity League and discuss possible ways of recognition.
B. AMH
The Trustees revisited the issue of purchasing a new Automated
Materials Handling system.
• The City Librarian emphasized that PLS would require all libraries
in PLS who currently have an AMH to replace their AMH. PLS will
not permit one unsecure AMH to be a part of the PLS network.
• The City Librarian reviewed the library's investment portfolio
statement dated January 21, 2022 through March 31, 2022 from
the Silicon Valley Foundation and noted that it would be possible,
with the Trustees' permission, to apply for a grant to help cover the
cost of a new AMH.
• The City Librarian is planning to have a meeting with the PLS-IT
Director to discuss the AMH issue.
C. Date for Next Meet and Greet with BPL staff
The City Librarian met with the City Attorney, Michael Guina, at the
request of the Trustees to determine if there was a way the
Foundation and the Trustees could work together on a project that
would benefit both the City and the Library. The outcome is as
follows including requirements for a meet and greet event with staff
and Trustees.
• It would be a violation of the Brown Act if all 5 Trustees attended a
Foundation meeting. Two Trustees could attend a Foundation
meeting without being in violation.
• Foundation members could attend a regularly scheduled Trustee
meeting.
• Michael Guina advised the City Librarian that he would prefer that
not more than two Trustees attend a meet and greet with staff but
the decision is up to the Trustees. However, he noted that the
Trustees have been warned and if any repercussions occur, the
City Librarian will be held responsible.
K
VII. New Business
A. Monthly Topic - Easton Branch Library - Patti Flynn
The Trustees thanked Patti for her comprehensive report on the Easton
Library which included important happenings in the past such as the total
renovation in 2003, as well as current programs and events.
B. Library Policies for Review
(Trustees do not approve these policies as these are PLS policies)
1. PLS Procedures for Handling Law Enforcements & Legal Requests for
Information
• PLS owns all library records.
• Patron records should not be turned over without a court order. Staff
should immediately refer enforcement agent or officer requesting patron
records to the City Attorney, City Librarian, and/or PLS Director.
• Verbal or written requests without a court order should be referred to the
member Library Director.
• Library managers at the Burlingame Library are trained in procedures
relating to this policy. The Reference Librarian is in charge of the
building when the City Librarian is not on site.
2. Privacy Policy
The Privacy Policy summarizes the role of the library in protecting the
patrons library activity and specifically states the patron information it
retains and what information it does not retain.
C. Rotation and Term Expiration
Trustees Garcia and Ostrow will reapply for the positions vacated
because their terms as current Library Trustees have expired.
VIII. Action Items
• The City Librarian is planning to meet with the PLS-IT Director
regarding the AMH.
• The City Librarian will reach out to his contact at the National Charity
League Skyline Chapter regarding possible recognition for the girls
who assisted the artist in painting the mural.
IX. Adjournment
The meeting was adjourned at 7:OOPM M/S/C (Garcia/Ostrow).
The next Zoom meeting of the Library Board of Trustees will be held
June 21, 2022 at 5:30pm
Respectfully Submitted
Brad McCulley
City Librarian
Burlingame Public Library
Adult Services Stats
May 2022
Program
Date
# Programs
Attendance
Sit N Stitch
Tuesdays
5
17
English Learners Group
Wednesdays
& Thursdays
4
21
Chinatown Pretty —Virtual
Book Talk with the authors
5/3
1
30
Flowers in Asian Art with the
Asian Art Museum
5/10
1
10
"Try Harder" film screening
and Q+A
5/11
1
8
Sterling Court outreach visit
5/18
1
17
The Forensic— Burlingame
Historical Society
5/24
1
17
New Burmese American
Poetry
5/25
1
14
Total
15
134
Kanopy
Month
Plays
Cost per play
Kanopy Kids and K Series (Great Books)
Monthly Invoice
$5/month for unlimited plays
May
304
$2
4 KIDS and
$683
2022
11 Great Courses
319 total plays
Pronunciator (Language Learni
New registrations ITotal registered users I Sessions I Top 3 languages
12 I French, Amharic,
Spanish
Ancestry.com
78 Sessions with 2297 searches run.
Universal Class
6 sessions with 12 lessons viewed and 6 videos watched
Children's and Teen Monthly Statistics
2022 May
Children's Desk Reference Questions
760
Easton Branch Reference Questions
334
Programs
Attendance
Cost
STORYTIMES
Live Storytime with Miss Jenny -- Easton
4
68
Thursday Storytime
4
369
Friday Storytime
4
331
TOTAL STORYTIMES
12
768
CLASS VISITS
Preschool Class Visits at Schools
Preschool Class Visits at Library
Virtual Elementary School Class Visits on Zoom
Elementary School Class Visits at Schools -- SLC
26
683
Middle School Class Visits at Schools -- SLC
22
462
Middle School Class Visits at Library
TOTAL CLASS VISITS
48
1,145
SPECIAL PROGRAMS FOR CHILDREN
Food and Fiction
1
10
Baby Sign Language
1
40
Music Party
1
24
Graduation Leis making event on front porch
1
75
Gregory Bonsignore virtual Zoom author visit
1
252
TOTAL SPECIAL PROGRAMS FOR CHILDREN
5
401
SPECIAL PROGRAMS FOR TEENS
First Look Book Group
1
5
TOTAL SPECIAL PROGRAMS FOR TEENS
1
5
TOTAL CHILDREN'S & TEEN PROGRAMS
66
Free Comic Book Day -- gave away 570 comics
City Librarian Report to Board of Trustees
21 June 2022
BURLiNOAME
Personnel Updates:
o Main Staff:
Tech Svcs Manager position is still open. City Librarian has been working with HR Director on
making this dual classification (with or without MLIS) since the majority of this positions duties
revolve around IT work.
o Easton Staff — welcome Marci Benson!
o Part-time Budget: N/A
General Updates:
o Owl Update: The Library Foundation has requested to take over responsibility of a stand and
remediation. They would like to use it as a fundraising/PR focal point and are discussing the
possibility of changing their logo to an Owl. This topic generated quite a bit of positive
excitement at the last meeting.
o Covid Update: N/A
o Committees: N/A
o Policy— Burlingame Cooling Center(s) Procedures — see attached
o Trustee nametags are available to be picked up at your leisure.
o Facilities update —
1 . HVAC Upgrade project will commence June 21st. One last minute change —the contractor has
requested inside space for storage of expensive equipment so we are allowing them use of the
Tech Lab. The Lab will remain closed as Monday 20' until further notice.
2. We have received an assessment of the Lane Room technology (see attached) and will be
meeting to review and decide the best course of action. Due to inflation and supply issues staff
3
may decide to postpone until the world economy has found its equilibrium again.
Missing Chandelier: Staff met with Lighting Designer JS Noland & Assoc. to discuss options.
The most accessible option will most likely be no chandelier at all. As with the Lane Room
o PLS/PLP (Peninsula Library System / Pacific Library Partnership)
In a previous Board meeting PLA Benchmark statistics were presented (haphazardly) based
gratis information from Public Library Assoc. CALIFA — a CA clearinghouse organization for
Libraries and schools will provide one year free membership.
o Upcoming BPL EVENTS: https://www.burlingame.org/library/events2/upcomingevents.php
o State Library News: https://usl3.campaign-
archive.com/?e=e1521 deff7&u=dacfa367c242711 b7d6f73ca7&id=3c67c5df76
City of Burlingame
Cooling Center Action Plan
Purpose
Cooling Centers at the Burlingame Library and Community Center will provide heat
relief (smoke relief during heavy fire season) and respite to residents with no air
conditioning when temperatures inside their homes create uncomfortable and
potentially life -threatening situations.
Activation
When the temperature "spikes" for two or more consecutive days in excess of 95
degrees Fahrenheit, and there has not been an adequate drop in nighttime
temperature (typically 30 degrees below the highest temperature of the day), the
Cooling Center(s) will be activated.
Activation Guidelines
• Library and Parks & Rec staff monitor the National Weather Service for potential
high temperatures or an Excessive Heat Warning.
• The City Manager, Library Director, or Parks & Rec Director declares activation of
Cooling Center(s).
• City Manager's Office informs:
o City Clerk's Office/Assistant to the City Manager
■ Posting on City website and social media outlets
o Fire Department Duty Battalion Chief at 924-0701
o Burlingame Police Department dispatch at 692-0310
Location(s)
Library -- 480 Primrose Road
Community Center (when completed in 2022) -- 850 Burlingame Avenue
Days & Hours of Operation
Library: Monday - Sunday
Community Center - TBA
Library Amenities
Participants will enjoy air-conditioned facilities, WiFi, and Library materials; hydration
stations will be located on all three floors. The Library's Fika Cafe will have beverages
and food for purchase during their normal business hours.
Staff Contact Information:
• Brad McCulley, City Librarian
Work: (650) 558-7404 or 7401
Cell: (415) 424-9676
• Margaret Glomstad, Park and Rec Director
Work: (650) 558-7307
Cell: (650) 703-6141
• For inquiries regarding when the Cooling Center will be open, refer to the City's
website at www.burLingame.org, or call the Library Main Line (650) 558-7400
Library Cooling Center Operation Staff Set Up Procedures
1. Prepare for Cooling Center operations and plan for extra staffing;
2. Set up Lane Room with tables/chairs for overflow. Provide games,
newspapers, and other materials.
3. Distribute extra chairs throughout buildings)
4. Set up "Check -in Station" near front entrance (table, chair, Library table
cloth, check -in log, peel and stick name tags)
5. Place "Cooling Center Open" sandwich -board signs outside the facility
6. Send "Cooling Center Open" graphics to Social Media Team
7. Fill coolers with ice / water and set up "hydration stations" on all three
levels of building.
8. Have any available staff roaming the building offering water and
assessing elderly patrons for any signs of heat distress. If someone is in
major heat distress, or exhibiting symptoms of heat illness or stroke, call
9-1-1.
9. Participants complete Sign -In Sheet Form (first name, last initial on sticky
name tag) if patron is feeling unwell and would like staff to check on
them. If not, a tick mark for those using the building as a Cooling Center
will suffice.
10. Pets will be allowed but must be on leash or in a carry -crate. People with
pets may be asked to sit in the Lane Room if animals become loud and
distracting.
11. Should someone from the media show up at a Cooling Center(s) and want
information, please refer them to your direct supervisor.
Heat Exhaustion Common Symptoms:
• Heavy sweating
• Extreme weakness or fatigue
• Dizziness, confusion
• Nausea
• Clammy, moist skin
• Pale or flushed complexion
• Muscle cramps
• Slightly elevated body temperature
• Fast and shallow breathing
Treatment:
• Remove heavy clothing
• Have person drink fluids
• After they recover, encourage the patron to rest
• If the patron does not appear to recover from the symptoms of heat
exhaustion, contact 911
Heat Stroke - Most Serious
The primary and most common symptoms of heat stroke, include the following:
• Hot, dry skin (no sweating)
• Mental confusion, delirium, hallucinations, irrational behavior or loss of
consciousness
• Throbbing headache
• Slurred speech, convulsions - seizures
• Body temperature of 104' F or higher
Treatment
• Call 911 IMMEDIATELY
• Move to a cool place
• Remove outer clothing
• Soak body with water/fluid
• Place ice packs under the armpits
• Fan the patient to provide evaporation of moisture
Cooling Center Check -In Log
Today's Date:
Check -In Staff: Please ask every patron entering:
• "Welcome! Are you here to use the Library or here for the Cooling Center?"
("both" counts as Cooling Center)
• "If you are here for the Cooling Center and have any health issues, would
you like library staff to check on you periodically while you are in the
building?"
Tick Mark for each Cooling Center participant
First Name Last Name Initial Name Tag? Y/N Time In
Updated 7/11/21
May 26, 2022
Bradley McCulley
Burlingame Public Library
480 Primrose Road
Burlingame, CA 94010
Project: Hybrid Meeting Audiovisual Systems -Condition Assessment
SFMI Project No.: 2001338A
Subject: Findings Report
Dear Bradley;
As requested, please find herein a summary of our findings relative to the state of the audiovisual
systems in the Lane Community Room (LCR) of Burlingame Public Library (BPL) and our assessment
of what is required to enable the room to readily host hybrid meetings consisting of both remote
and local users using commercial facilities like Zoom, Teams, Webex, etc.
Lane Community Room Audiovisual Systems Background
As we discussed SFMI has had prior involvement with the LCR. In 1997, the
Library nearing completion of a major architectural renovation project.
Included in the base building portion of that project in the Lane Community
Room were a motorized projection screen and a number of conduits, back
boxes and a floor box intended for future audiovisual use. SFMI was
separately retained by the City as the Library neared completion of
construction to provide the design specifications for the structured cabling,
the telephone system and ultimately the audiovisual system for the Lane
Community Room, much of which was installed using the available conduits
and pathways after the general contractor had completed their work and
turned the site over to the city. Much of that now 25-year-old system is still in
service.
From maintenance records found in the audiovisual room, it appears that a
system refresh was conducted at some point between 2005 and 2010, with
the original AV control system and projector replaced with newer models.
While SFMI participated in another renovation project in the Library in 2013,
alterations to the audiovisual systems in the Lane Community Room were not
part of that project.
Photo 1:
Equipment rack.
Two-thirds date
from 1997.
Burlingame Public Library
Lane Community Room Audiovisual Systems Assessment
May 26, 20022
Page 2 of 6
Major Issues and Goals for Improvements
The pandemic introduced the value of providing hybrid meeting facilities to the public at large. In a
hybrid meeting, the presenter can present to both a local and a remote distributed audience of
persons connected to the presenter through a commercial streaming service. BPL has identified
providing this facility as a goal for the Community Room but recognizes that it lacks the technical
facilities to do so.
Additionally, issues and deficiencies of the existing audiovisual system have been identified by staff
and were reviewed in the field during a site visit conducted on February 17, 2022. The issues and
deficiencies can largely be attributed to two major factors:
• The passage of time and the scope of technical change since the systems were originally
installed.
• Limits in the supporting infrastructure in LCR creating barriers to ready expansion of the
existing systems.
Among the identified issues and goals for improvement for both use in hybrid meetings and in
general use of the room were the following:
• The absence of support within the existing video switching systems for modern digital video
formats, such as HDMI. This in turn precludes use with the type of ceiling mounted cameras
typically used in hybrid meeting formats.
• The lack of a podium dedicated to the LCR equipped with a dedicated microphone, control
panel touchscreen and/or digital video inputs.
• The limited brightness of the existing projector, which in conjunction with the installed
projection screen is intended to present legacy 4:3 aspect ratio materials.
• The lack of speech intelligibility for person seated at the right rear of the community room.
• The lack of control of audio levels when using wired and/or one of the two available wireless
microphones during the course of a presentation.
• The absence of facilities to support cinema type surround sound audio when the room is
used for "movie night".
• The absence of sufficient microphone facilities to support use of the room by the City
Council for their January Listening Session
• The absence of lighting suitable for illuminating a presenter at the podium position and
challenges in how the existing lights are dimmed relative to presentation use.
Table 1 attached in Appendix A reviews each of these points in isolated detail to identify underlying
issues, proposed approaches and a concept design level assessment of the cost to address each
condition. Several of them need to be addressed together in order to arrive at an effective solution,
for instance, the core switching system and related control system need to be upgraded together
before digital sources can be incorporated in the project. Similarly, the original audio processing
systems, combined with those added after the initial systems installation need to be replaced in
order to see effective control re -introduced across all of the audio passing through the system.
Burlingame Public Library
Lane Community Room Audiovisual Systems Assessment
May 26, 20022
Page 3 of 6
Barriers in the Original Construction
As discussed in the field however the most significant challenge to improving the audiovisual
systems remains the limits imposed by the original pathway systems.
In order for a podium to function while projection occurs, the podium
needs to be placed off to one side of the projection screen. At this -f ;
location, it is common to install a large audiovisual 6" deep floor box
capable of simultaneously hosting AV encoding circuitboard inputT
::�•
panels, AV control inputs, data network jacks and electrical power.
This is typical of what would be found in in the floor of most libraryDE
community rooms built in the last few decades. The original-
construction project however placed a shallow power and data
fYi�i
oriented floor box centered under and forward of the projection
.La 7 - - -: ,-__
screen, served by small conduits. Additional small conduits were
` p+
placed in the wall to one side of the projection screen for a wall-
mounted screen control as well as conduits high on the wall intended
for use with speakers. The 1997 design adapted to reuse what was��
-
available but the solution is far from optimal and cannot be readily
upgraded to provide the full range of functions required now by the
Drawing 1- Section
Library. Power and low voltage pathway to what should be a
through the 1stfloorslab
permanently located podium (in order to maximize reliability with construction.
little or no set up) are required to address 25-year-old limits.
The architectural firm of Group 4 provided the design of the 1995 -1997 renovation. While
members of the firm that had worked on the project at that time are no longer available to be
consulted, Group 4 Principal Jonathan Hartman of graciously worked with SFMI to pull up copies of
the as-builts the original building design drawings from the 1995-1997 construction project. SFMI
worked with Jonathan to review how the floor slab of the LCR was constructed and whether any
opportunity realistically presented itself to cut into the floor slab and introduce new conduits at this
time. After reviewing details at several locations in the floor, it is apparent that the slab consists of a
four -inch topping slab placed on top of a vapor barrier that in turn sets on an aggregate base that
rests on a mat slab sitting above the moisture barrier.
Thus while the nonstructural topping slab could be sawcut and conduits potentially placed in
amongst the aggregate layer, the danger is there would be no way to comprehensively repair the
vapor barrier when the slab was repaired. Jonathan did point out however that the walls appeared
to be furred out and thus might be opened up for conduit placement from above if necessary.
On this basis SFMI has developed four concepts for how the existing pathway and power barriers to
the podium position might be addressed and has included these as Table 2 in Appendix A. All four
assume the approach that Jonathan suggested of extending pathway down the side wall from the
ceiling above, through cutting open the wall and patching it if necessary. Option A takes advantage
of the natural narrowing of the room in the vicinity of the preferred podium location to suggest
extending a short casework wall from where this new pathway would drop down the wall over to
the podium. This would allow the podium to remain set up at all times and could become a base for
supporting other functionality at minimal cost such as the January Council Listening Session. Option
D uses a surface applied raceway at the floor to accomplish the same function. Option B drapes
Burlingame Public Library
Lane Community Room Audiovisual Systems Assessment
May 26, 20022
Page 4of6
cords across the floor between the podium and a wall input panel making it the least expensive
option but one that presents visual and functional challenges for the reliability of the system over
time. Option C leverages a unique power only service that Group 4 has used in other libraries.
Jonathan's initial thought is that the existing four -inch topping slab would be able to bear the very
shallow slab cut required for implementing this option but when complete it would merely provide
power to the lectern meaning that all of the AV signals would need to be transmitted wirelessly. We
believe this creates challenges both for the use of Wi-Fi by others within the room and for the
flexibility of the system going forward.
Opinion of Costs
The cost of construction at this point in time is extraordinarily volatile and in many cases the
availability of both materials and contracting crews remains limited. Major audiovisual
manufacturers announced 10 percent price increases in both 2021 and in 2022 to respond to supply
chain issues. The California Construction Cost Index that the California Department of Finance
requires most public agencies to use in projecting future construction costs (escalation) has a 12
month running average at this moment of 15 percent. At the same time, there appears to be a
growing consensus amongst the nation's economists that the United States is facing a recession
later this year.
In order to identify likely costs to implement the proposed systems and/or subsystems, SFMI used
the following:
• Current pricing for audiovisual systems materials reflecting recent price increases.
• Current prevailing wage labor rates for San Mateo. As a project in a public building, the
work will need to be done using labor compensated at at least wage rates equal to
prevailing wage for the corresponding craft.
• Current San Mateo sales tax rates.
• An allowance for standard freight and handling cost.
• An allowance for systems engineering, submittals, as builts, training and warranty, insurance
and bonds.
• Provisions for typical AV subcontractor general conditions and profit markups.
Broad allowances were made for the less well defined portions of the scope including solving the
podium pathway problem, which is ultimately subject to a more detailed design effort following
selection of which of the four options presented appeals best to the Library and its stakeholders.
It is important to realize that when work is consolidated (i.e. many trades are working for a single
General Contractor), the general contractor marks up all of the costs passing through their contract.
In a project that is primarily a technical systems contract like this with only a small role for a general
contractor, this can mean an increase of 20 percent or more in overall project costs. For this reason
we would recommend that with this project, as with many other municipal projects of a similar
nature, the work be let in two packages - an audiovisual systems package let to a C-7 contractor, and
a separate contract let for the minor amount of drywall, electrical and painting required (frequently
this latter type of work can be performed by contractors retained by cities for minor repairs or
internally by their public works staff). The costs presented below assume this type of disaggregated
Burlingame Public Library
Lane Community Room Audiovisual Systems Assessment
May 26, 20022
Page 5 of 6
procurement and would need to be increased if it was desired to procure all of it under one
contractor. On this basis, our opinion of probable construction costs for the work is presented as a
range of costs as follows:
Essential to host Subsystem
remote meetings Refer to Appendix A — Table 1 for
Description
X
X
X
X
Recommended
X
X
X
AV Switch Control, Programming, Wall
mounted Control Panel
Replace Projector
Replace existing 4:3 motorized screen
with HD format screen
Improved Speech Intelligibility and
replace original audio amp and
speakers
Audio Digital Signal Processor (DSP)
and Improved Wired and Wireless
Microphone Functionality
Podium Gooseneck Microphone
Surround Sound Processor, Amplifier
and Surround Speakers and
Subwoofer
1-2 Conferencing Cameras and
integration with BPL computer
Lighting Upgrades
Podium
AV Pathway and AV Floorbox
Refer to Appendix A — Table 2 for
Description of Options
Podium Touchpanel Controls
Council Listening Session Support
Subtotal —All Subsystems
Subtotal —Just Essential Elements
Subtotal — All Subsystems and work
with 20% State Of Design
Contingency
Subtotal — Essential Subsystems and
work with 20% State of Design
Contingency
Opinion of Cost if AV work bid
directly to an AV contractor,
General Construction to a GC
Low High
(in $000) (in $000)
15 18
9 11
8 10
2.5 4
5 8
0.8 0.8
7 8
4
6.5
TBD TBD
3 6
21 28
7
7
3.5
20
85.8
127.3
55.8
74.3
103.0
152.8
67.0 89.2
Burlingame Public Library
Lane Community Room Audiovisual Systems Assessment
May 26, 20022
Page 6 of 6
A 20 % "State of Design Contingency" recommended as only a limited survey of the existing
conditions was conducted and further as detailed design may identify additional requirements.
Alterations to the existing LCR lighting system are recommended but were not included in the above
costs as input from an electrical engineer, such as O'Mahony and Myers, who designed the original
system, is required.
In order to help frame the discussion and mindful that the conversation started initially around how
to incorporate hybrid meeting capabilities in the room, we have broken out costs both to address
every issue identified as well as just the cost of those systems that would be necessary to improve at
minimum to offer hybrid meetings in a fully functional setting.
Conclusion
It has been a pleasure to work through the possible solutions to meeting the Libraries goals and
current audiovisual needs for the Lane Community Room. Should you have any questions or wish to
discuss the findings of this initial study, please don't hesitate to contact us. We look forward to
hearing your thoughts.
Sincerely
Smith, Fause & McDonald, Inc.
Peter A. McDonald, Principal
Enc. Appendix A including Tables 1 and 2
Appendix A
Table 1 & Table 2
Burlingame Public Library Appendix A —Table 1
Lane Community Room AV Assessment — Systems and Components
The great majority of the existing
system provides legacy
functionality but does not
support modern media and
signal formats, precluding ready
integration of new media
formats. Example: XGA, a
discontinued analog video
format is supported but not
HDMI. Audio cassette decks, CD
players and VHS video players
and a cable TV channel inserters
are integrated in the system but
are likely no longer needed. Both
DVD and BluRay players are
installed in the rack when at
most only one is required
The existing projector is
insufficiently bright for current
presentations. It is also a legacy
4:3 format which does not
support current standard video
formats.
The core of the existing AV
system is 25 years old.
Portions of additions to
original system reflect even
older design approaches.
The original projector has
been replaced at least once
since the 1997 installation.
The Christie projector
currently installed is a 6,000
lumen projector, which
should be sufficient in this
application, however it is
likely the lamp is old and is
no longer outputting
anything like its original
brightness. Moreover the
projector itself produces an
XGA format 4:3 and thus is
Replace existing AV control,
audio/video switching system
and wall mounted control
panels with units supporting
modern formats. Remove
multiple components no longer
currently required.
Assuming the core of the AV
system has been upgraded to
accommodate digital inputs,
replace the existing projector
with a new projector having
modern aspect ratios and
wider bandwidth digital inputs
and associate cabling. The
existing ceiling projector mount
and power is likely sufficient
for re -use.
$15-18K
$9K-$11K
May 26, 2022
Page 1 of 7
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
Existing screen is 84"x116" 4:3
aspect ratio. Modern media
expects a 16:9 or 16:10 aspect
ratio.
Attendees seated at the right
rear of the audience report
difficulty in hearing the
presenter.
incapable of projecting
modern media formats,
which expect 16:9 or 16:10
aspect ratio displays.
Screen motor and case
appears to the original
Draper Ambassador installed
with the original base
building construction. The
screen fabric was recently
replaced as an extended
period of this use during the
Covid lockdown resulted in
the screen adhering to itself.
HVAC noise levels in the
room are high in this area of
the room. In addition,
though there are nine
speakers in the ceiling of the
Community Room, for
reasons of warranty
responsibility at the time of
opening, these are connected
to the public address system,
Replace existing screen with
one supporting modern aspect
ratios. Current ANSI/Infocomm
V2.02.01:2016 standards for a
room of the depth of the
Community Room would
suggest a 74" x118" min.
screen (3% character height) to
111" x 178" recommended
screen (2% character height).
Assuming the existing legacy
analog preamplifier is replaced
with a modern audio DSP as
described elsewhere herein,
the signal wiring of the existing
library PA system should be
intercepted and brought down
into the AV rack for use as a
(selectable) input. With an
additional amplifier channel,
May 26, 2022
Page 2 of 7
If the quality of text
viewing on the
current screen is
considered sufficient
and the absence of a
HD format black
border considered
acceptable, the
existing screen could
be re -used to meet
minimum standards.
Otherwise, its
replacement,
including drywall
cutting, bracing and
electrical work will
run approximately $8-
10K.
$2.5K - $4K
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
Component
Improved Microphone Audio
Levels. Microphone levels very
inconsistently from speaker to
speaker and during
presentations.
Increased ease of use and
reliability of a microphone at the
podium position by providing a
wired microphone.
P�1_ Underlying Cause
and were not integrated with
the AV system for use as
sound reinforcement.
The rack mounted audio
mixer added to the system is
a manual mixer and cannot
automatically adapt to the
different speech dynamics of
different talkers, including
their use of different levels of
effort in the course of their
presentation.
Because of the limitations of
the original pathway and the
absence of a podium
dedicated to the Lane
Community Room, no
permanently installed
gooseneck microphone at the
podium exist for regular use
P
the nine existing speakers can
then be used as speech
reinforcement for AV
presentation as well as for
redistributing public address
signal. It would be advisable to
consider replacing the existing
amplifier and potentially the
two wall -mounted Tannoy
speakers at this time as they
have now been in service for
twenty-five years.
Replace the existing manual
mixer with an automatic mic
mixer. Typically, this is a
feature of a modern audio
digital signal processing unit.
This is also a requirement in
order to accommodate digital
switching and control system
upgrade and the improved
speech reinforcement as well
as the January Council Listening
Session as described below.
Through the addition of a
permanent podium dedicated
to this room and completion of
new pathway to the podium
location as described
elsewhere herein incorporation
of a permanently installed
gooseneck microphone is
readily accomplished.
May 26, 2022
Page 3 of 7
Assuming that the
podium has been
procured, a
permanent pathway
has been created to it
and the AV system has
been upgraded to
incorporate an audio
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
May 26, 2022
Page 4of7
—Component
as would be common at most
digital signal
library community rooms.
processor - $800.
fhe library would like to
The existing system is
Add a surround sound
$7-8K
?nhance its ability to offer a
capable of providing stereo
processor, additional amplifier
pore engaging "movie night"
audio only and cannot offer
channels, a ceiling mounted
)resentations, including
surround sound for "movie
subwoofer and four speakers
surround sound.
night" use.
mounted to the sidewalls of
Hybrid/VirtualSupport
the seating area.
✓ideo capture of presenter,
Absence of cameras,
Incorporate 1-2 robotic camera
Assuming that the
ncluding Zoom streaming.
pathway, PC with zoom
systems in ceiling capable of
core AV system has
capability and/or modern
automatically
been upgraded to
video switching.
following/switching to the
accommodate digital
active talker. A single camera
video inputs - $2K per
would be primarily useful for
camera, including
presenting a single talker at the
camera, cabling,
podium. Two cameras would
control system
be useful to accommodate a
programming,
panel discussion as well as a
interface hardware
public presenter. Shooting a
plus integration costs .
"reverse shot" from the front
of the room towards the rear
of an audience member asking
a question is not considered to
be scenario that needs to be
accommodated at this time.
This assumes the cost to
interface the permanently
installed camera(s) to a BPL
furnished computer
permanently residing in the AV
rack.
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
L-4
Component
Existing lighting is not optimized
to light the faces of a presenter
at the podium. Control of
lighting around the screen is not
optimized.
No permanent podium allocated
to Community Room.
No AV floorbox exists to support
the standard presentation
location. No electrical power
exists to support the standard
presentation location
No permanently installed
controls system mounted in the
podium top exists to support
The original lighting system
consist of indirect lighting of
the ceiling surface from
suspended pendants
combined with down light
cans over the front of the
room. Neither of these
provides light from the same
direction as the future
camera lens would be aimed
from.
061.
No podium provided during
initial furniture procurement.
The only floorbox provided
under the base building
construction is a power/data
only floorbox centered under
the projection screen. It is
currently equipped with
power and a single
microphone connector (XLR)
in a W signal conduit.
Absence of a podium
dedicated to this room and
more specifically the absence
' lutir.
Placement of one or more
panel LED lights in the ceiling
aimed at the front of room
could boost the appearance
persons presenting in a hybrid
meeting/presentation format.
May 26, 2022
Page 5 of 7
Lighting
improvements are
outside of the scope
of the current study it
and would require
input from an
electrical engineer as
to how best to
integrate with the
existing lighting
control system.
Procure a podium for the
$3K-$6K—depending
Community Room. Specific
upon finishes and
features required of the
features including
podium are dependent on the
motorization to
choice(s) made in resolving the
accommodate
floorbox condition, as
speakers of different
described below and in
heights
Appendix A —Table 2.
Several solutions — all begin
Allow $12K in
with cutting open furred wall
architectural cutting
from AV Room 112 to vicinity
and patching. $7K in
of desired podium location,
electrical work. $2K
placing new signal/power
to $9K based on which
pathway and then closing up
option (A through D)
the wall, followed by one of
is adopted.
several options — see Appendix
A —Table 2 for a more
complete discussion.
Procure a podium dedicated to
$7K
the Lane Community room,
create a signal pathway to it
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
Goal/Issue
presentation and control of
camera(s) state or input
selection.
The existing system can not
accommodate the number of
microphones required by this
event (up to 8).
of a pathway and AV floor
box to feed from.
This use was not anticipated
by the original infrastructure
design nor the original AV
system. The absence of
sufficient floorbox and
pathway capacity in the
infrastructure prevents use
of the least cost and most
reliable method which would
be the use of wired
microphones. Adding the
number of wireless
microphones required could
address this condition
independent of improving
the pathway, but at
considerably increased cost.
Under either circumstance,
the existing manual
microphone mixer will need
to be replaced with an
automatic microphone
mixing system in order to use
this many microphones
simultaneously with stability.
and permanently install a
podium mounted touch panel
control system.
Assuming the system has been
modernized to add a modern
audio digital signal processor
incorporating automatic
microphone mixing
functionality, then there are
several ways to accommodate
this function including:
• Assuming the pathway
to the podium has
been enhanced as
described above, the
most reliable way
would be by adding an
input panel to the side
of the permanently
installed podium that
would allow it to feed a
panel discussion table
located adjacent to the
podium
• Procure 6-8 channels of
wireless microphones
and integrate their
receivers into the AV
system. The challenge
with this approach is
that with this many
May 26, 2022
Page 6 of 7
$3.5K - $12.5K
10
Burlingame Public Library AppendixA —Table 1
Lane Community Room AV Assessment — Systems and Components
Underlying Cause A
wireless microphones
in use in close
proximity to one
another, the
microphone
transmitters need to be
of much higher than
average quality in
order to ensure that
the channels do not
crosstalk. This comes
at a premium cost.
Replace the existing
XLR audio input located
inside the existing floor
box under the center of
the screen with an
Ethernet jack, which
would allow using an 8
channel "Dante" mixer
to support wired
microphones at a panel
discussion table.
May 26, 2022
Page 7 of 7
Burlingame Public Library Appendix A —Table 2
Lane Community Room AV Assessment — Floor Box/Podium Alternates
May 26, 2022
Page 1 of 4
VOW In Advantages mr-M Disadvantages
Option A - Permanent podium with casework extension to wall
Red horizontal line represents
casework wall connecting permanent
podium to wall, with cabling run
inside. Actual location would need to
be coordinated with existing fire
extinguisher cabinet.
Permanently install podium and
provide short casework "wall"
from podium to adjacent wall .
This creates a surface to extend
power and data to the podium and
potentially could be used to
accommodate disabled presenters.
A detached podium "upper" for
standing height users could be
removable to better accommodate
youth and wheelchair bound
presenters, who would be able to
present from a desk height surface
when it was removed. This
approach is used in some higher ed
environments to avoid the expense
of a podium with a motorized
internal lift mechanism.
• Best long term solution • Podium is fixed, not
without requiring
movable when
cutting of floor slab.
events not needing a
• Provides permanent
podium ("movie
power and signal
night") are
pathway to a
presented.
permanently installed
• Though this
podium which in turn
approach is used in
increases system
many Higher Ed
reliability, simplifies
classrooms to create
camera and light
similar
aiming, and essentially
accommodations,
eliminate set up.
the addition of a low
• Reversible in the future
wall adjacent to a
with minimal impact
fixed podium would
other than to carpet.
visually alter the
appearance of the
room.
Burlingame Public Library Appendix A —Table 2
Lane Community Room AV Assessment — Floor Box/Podium Alternates
May 26, 2022
Page 2 of 4
Advantages
Disadvantages
Option B - Portable podium with wall input plate and power adjacent W
Place a portable podium at the • Least cost.
• Complicated setup when
desired location (as close to wall . Podium remains
moved - need to plug in at
as possible) and place new portable.
minimum power, network,
power and AV and network
audio, video and AV
input/output plates in wall to
control or some subset of
right side of presenter, then run
these depending on how
loose (portable) cords from
AV is aggregated at the
podium to wall.
podium.
Red zig-zag line represents cables
pulled from new wall panels to
portable podium.
• Trip hazard for persons
passing between podium
and wall, or around
podium when cord bundle
is not dressed/protected
properly.
• Reduced reliability —
portable cords and their
receptacles will be
damaged when podium
moved, especially when
the podium is moved
without first
disconnecting the cords,
which should be expected
to happen from time to
time.
• Camera and lighting do
not "know" where podium
is.
Burlingame Public Library Appendix A —Table 2
Lane Community Room AV Assessment — Floor Box/Podium Alternates
May 26, 2022
Page 3 of 4
Option C - Portable podium with power saw cut into floor to podium location using specialized power system
This approach uses a shallow • With local power the • All of the AV and
saw cut into the existing floor podium can power up network signaling needs
slab from the adjacent wall to active AV devices to be done wirelessly
} the podium location A very installed internal to the (casting). At higher
shallow Steelcase Thread podium, as well as the current resolutions this
power activation insert would presenter's laptop or will saturate the Wi-Fi
be placed into the saw cut. other mobile device at network and limit the
The portable Podium would its top. types of resolutions that
have matching Thread Power . Podium remains can be supported in the
adapter installed to mate to portable but location is future.
proprietary Thread floor generally determined • Steelcase Thread is a
connector. by where the power proprietary system. If
insert is installed. the power connector is
• Power insert is quite broken obtaining
shallow so floor does replacement parts will
not present a trip take time.
barrier when podium is • Steelcase may choose to
removed. Meets ADA discontinue support in
and CA Building Code. the future, eliminating a
ready source of repair
parts
• The existing carpet will
be cut.
• When the podium is
removed, the
proprietary (though
quite shallow) Thread
floor port and track will
remain visible.
Burlingame Public Library Appendix A —Table 2
Lane Community Room AV Assessment — Floor Box/Podium Alternates
May 26, 2022
Page 4 of 4
M ..
Option D — Permanent Podium with raceway placed over the floor between the wall and the podium
Option D is essentially a variation
. Second best long term
• Podium is fixed, not
on Option A. In lieu of using low
41
solution without
movable when
casework wall to connect the
requiring cutting of floor
events not needing a
fixed podium to the adjacent
slab.
podium ("movie
exterior building wall, this
• Provides permanent
night") are
approach would use a surface
power and signal
presented.
� raceway intended for installation
pathway to a
• Persons endeavoring
at floor level to bridge the gap
permanently installed
to walk between the
between the podium and the
podium which in turn
podium and the
wall. The box at the end of the
increases system
exterior wall may
run - seen here in the graphic -
reliability, simplifies
stumble over the
would be concealed under the
camera and light aiming,
surface raceway.
podium.
d ; II 1"
antin essea y e iminate
set up.
• While surface raceway
protrudes up from floor,
it is sufficiently low
profile to meet Code
and ADA requirements.