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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.