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Home My WebLink AboutBoard of Library Trustees 2023-07-11 Agenda Packet1 BOARD OF LIBRARY TRUSTEES JULY 11, 2023 AT 6:00PM CITY HALL LARGE CONFERENCE ROOM THIRD FLOOR 1400 5TH AVE, SAN RAFAEL, CALIFORNIA PARTICIPATE VIA ZOOM: https://bit.ly/BLT-07-11-2023 Want to listen to the meeting and comment in real-time over the phone? Call: (669) 444-9171 and enter 845-9271-9531# AGENDA CALL TO ORDER – 6:00PM MINUTES 1. Approve regular meeting minutes of June 13, 2023 Recommended Action – Approve as submitted OPEN TIME FOR PUBLIC EXPRESSION The public is welcome to address the Library Board at this time on matters not on the agenda that are within its jurisdiction. Comments may be no longer than 3 minutes and should be respectful to the community. OTHER AGENDA ITEMS If necessary to assure completion of the following items, the Chairperson may establish time limits for the presentations by individual speakers. 2. Downtown Library Modernization Project Update and Proposed Project Scope, staff report by Jill Tokutomi and presentation by representatives from Noll & Tam Architects a. Recommended Action: Review and provide comment STAFF LIAISON REPORT 3. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff. COMMISSIONER REPORTS 4. Other brief reports on any meetings, conferences, and/or seminars attended by the Board members ADJOURNMENT Any records relating to an agenda item, received by a majority or more of the Board less than 72 hours before the meeting, shall be available for inspection online and in the city hall large conference room, third floor, 1400 5th Avenue, San Rafael, California placed with other agenda-related materials on the table in front of the location prior to the meeting. Sign Language interpreters may be requested by calling (415) 485-3066 (voice), emailing city.clerk@cityofsanrafael.org or using the California Telecommunications Relay Service by dialing “711”, at least 72 hours in advance of the meeting. Copies of documents are available in accessible format s upon request. To request Spanish language interpretation, please submit an online form at https://www.cityofsanrafael.org/request-for- interpretation/. Minutes subject to approval at the meeting of July 11, 2023 1 BOARD OF LIBRARY TRUSTEES MINUTES ________________________________________________________ City Hall Large Conference Room, Third Floor 1400 5th Ave, San Rafael, CA June 13, 2023 – 6:00 P.M. Virtual Meeting Recording Link: https://www.youtube.com/watch?v=0AOK60C6tww CALL TO ORDER Chair Vahdat called the meeting to order at 6:02 P.M. Roll Call Present: Trustee Andow Trustee Cortes Trustee Lee Chair Vahdat Absent: Trustee Kyle Also Present: Jinder Banwait, Administrative Analyst Daniel Cottrell, Supervising Librarian Jill Tokutomi, Assistant Library & Recreation Director/City Librarian MINUTES 1. Approve Regular Meeting Minutes of April 11, 2023 Trustees provided comments. The minutes of April 11, 2023 were approved as submitted. Trustee Andow moved, and Trustee Cortes seconded to approve the minutes of the April 11, 2023 meeting. Ayes: Trustees: Andow, Cortes, Lee, and Vahdat Noes: Trustees: None Absent: Trustees: Kyle Minutes subject to approval at the meeting of July 11, 2023 2 Abstain: Trustees: None Minutes approved as submitted. Chair Vahdat invited public comment; however, there was none. OPEN TIME FOR PUBLIC EXPRESSION Public Comment from the audience regarding items not listed on the agenda. None SPEICAL PRESENTATIONS 2. Introductions/Awards/Recognitions/Presentations Special Presentation by Daniel Cottrell, Supervising Librarian – Automated Materials Handling Staff responded to questions from the Trustees. Trustees provided comments. Chair Vahdat invited public comment; however, there was none. OTHER AGENDA ITEMS 3. Welcome New Board Members Introduction by Jill Tokutomi, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. Chair Vahdat invited public comment; however, there was none. 4. Selection of Chair and Vice Chair Presentation by Jill Tokutomi, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. Trustee Vahdat was selected as the Chair and Trustee Andow was selected as the Vice Chair. Trustee Cortes moved, and Trustee Lee seconded to select Trustee Vahdat as the Chair and Trustee Andow as the Vice Chair. Ayes: Trustees: Andow, Cortes, Lee, and Vahdat Noes: Trustees: None Absent: Trustees: Kyle Abstain: Trustees: None Trustee Vahdat was selected as the Chair and Trustee Andow as the Vice Chair. Minutes subject to approval at the meeting of July 11, 2023 3 Chair Vahdat invited public comment; however, there was none. 5. Summer Reading Plans 2023 Presentation by Jill Tokutomi, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. Chair Vahdat invited public comment; however, there was none. STAFF LIAISON REPORT 6. Other brief program updates or reports on any meetings, conferences, and/or seminars attended by staff. Presentation by Jill Tokutomi, Assistant Library & Recreation Director/City Librarian Staff responded to questions from the Trustees. Trustees provided comments. Chair Vahdat invited public comment; however, there was none. COMMISSIONER REPORTS 7. Other brief reports on any meetings, conferences, and/or seminars attended by the Board members. Trustee Andow asked if the Board of Library Trustees prepared an annual report for City Council. Jill Tokutomi to follow up with the City Clerk. NEXT MEETING: July 11, 2023 ADJOURNMENT The meeting was adjourned at 7:10 P.M. LIBRARY BOARD OF TRUSTEES AGENDA REPORT July 11, 2023 Item #2 TITLE: DOWNTOWN LIBRARY MODERNIZATION PROJECT UPDATE AND PROPOSED PROJECT SCOPE RECOMMENDATION: That the Board of Trustees review the report and associated attachments and provide comment. BACKGROUND: The San Rafael Public Library is in the preliminary design stage of a building modernization project for the Downtown Carnegie Library. Funding for this project comes from two separate State grants (the Building Forward State Grant and a Targeted State Grant), as well as Library reserve funds. The total project budget is $3 million dollars, which includes project design, construction, and contingency. The main scope of this project is to make life-safety and critical infrastructure improvements to the outdated building; this includes critical building maintenance and repairs, electrical and plumbing improvements, safety upgrades, and expanded public access in line with the Americans with Disability Act (ADA). Additionally, there is limited funding set aside for small-scale design improvements to create a more flexible, open space to better meet our operational needs. After an extensive Request for Proposal (RFP) bidding process, in January 2023 the City awarded and negotiated a contract with Noll & Tam Architects. Noll & Tam is a local Bay Area architectural firm with extensive experience in building and updating libraries. The Noll & Tam team has been working closely with Library and Public Works staff to determine how to best address the capital improvement needs within the project budget. DISCUSSION: On July 5th 2023, Noll & Tam submitted proposed floor plans to be reviewed by Library staff, the Board of Library Trustees, and members of the public (Attachment 1). The plans do not increase the footprint of the building, but rather update existing infrastructure and create a more efficient use of space . The sections below highlight some of the key improvements. Page 2 of 3 The project will address the following life-safety and critical infrastructure improvements: • Replace the roof and improve access for maintenance • Maintain and re-balance the HVAC system • Upgrade electrical systems to meet code • Upgrade the interior staircase for improved accessibility • Upgrade existing plumbing and restroom infrastructure and add 2 additional ADA compliant restrooms (1 on each floor for a total of 4 public restrooms) • Install a fire alarm system and illuminated exit signs • Repair the floor and perform associated asbestos remediation • Add an ADA accessible lift to downstairs staff work area and remove existing ramp • Remove the non-safety interior glass walls outside the existing children’s area Additionally, the floor plans developed by Noll & Tam provide an overview of the proposed design improvements. These include: • Replace lighting in the 1st and 2nd floor of the Carnegie wing • Reconfigure the main entry lobby and make the children’s area more open with an improved entryway • Replace the existing children’s service desk with a 2-person service desk that serves both the lobby and the children’s area • Reconfigure the children’s area for more flexibility and opportunities for programming • Return the current technical services staff work area to a small public programming room • Relocate the public computing stations and Memory Lab from the 2nd floor Carnegie wing to the 2nd floor addition • Redesign the 2nd floor Carnegie wing into a reading room with updated finishes, flexible collection and programming space • Relocate the teen space and add two booths behind the service desk for public workspace, tutoring, etc. • Replace some of the existing collection shelving with flexible mobile shelving • Replace some furniture with updated furniture that is more ergonomic and attractive • Install an Automated Materials Handling system • Improve acoustics for existing staff offices • Remove existing staff restrooms from downstairs staff work area and reconfigure space into a staff meeting room • Create additional staff workspace with removal of ramp Page 3 of 3 Staff believe that the proposed changes will provide the greatest benefit in terms of both building usability and improving the public experience, while still considering the modest budget and the City’s overall goal of pursuing a larger downtown library e xpansion. FISCAL IMPACT: There is no financial impact associated with the review of this item . The total project budget is $3 million and will be funded through a Building Forward State Grant, a Targeted State Grant, and memorial funds donated to the City. Submitted by: Jill Tokutomi Assistant Library & Recreation Director / City Librarian Attachments: 1. Proposed Floor Plans 2. Existing Floor Plans ELEV OPEN ABOVE ELEV MEDIA/ HOLDS CIRC/ STAFF LOBBY CHILDRENS MECH MECH OFFICE OFFICE MEETING AMH LIFT ACCESSIBLE PUBLIC RR 58 SF SELF CHECK-OUT 550 SF 1960 SF 260 SF 840 SF 110 SF200 SF 80 SF 240 SF TECH SERVICES MECH OUTDOOR PROGRAM SPACE 370 SF LOW MOBILE SHELVING NEW STORAGE SHED ACOUSTIC IMPROVEMENT AT (E) OFFICE WALLS ▲N ACCESSIBLE PUBLIC RR 68 SF SERVICE DESK STAFF 640 SF PROGRAM ROOM 310 SF WO R K T A B L E STORAGE 170 SF COPIER REUSED TABLES REUSED TABLES MOBILE SHELVING EXISTING FURNITURE W/ NEW PRIVACY ACCESSORIES CHILDRENS PROGRAM ROOM LOBBY STAFF TECH SERVICES MEETING CIRCULATION OUTDOOR PROGRAM SPACE EN T R Y P O R T A L MEDIA/ HOLDS MEMORY LAB TEEN STAFF QUIET READING COLLECTIONS/ READING SERVICE DESK PERIODICALSPERIODICALS MOBILE SHELVING MOBILE SHELVING STAFF RR 40 SF 1000 SF 300 SF 560 SF 2910 SF ACCESSIBLE PUBLIC RR 58 SF 255 SF TV MOBILE SHELVING MOBILE SHELVING FLEX PROGRAM SPACE 800 SF ACCESSIBLE PUBLIC RR 68 SF COPY/ PRINTER OPEN BOOTH LAPTOP LENDING COLLECTIONS 300 SF PUBLIC COMPUTERS OPEN BOOTH REUSED LOW SHELVING MOBILE SHELVING REUSED TABLES READING ROOM LAYOUT REUSED FURNITUREREUSED FURNITURE 3D PRINTER COLLECTIONS/ READING FLEX PROGRAM SPACE QUIET READING COLLECTIONS TEEN PUBLIC COMPUTERS SPANISH COLLECTION LECTURE/EVENT LAYOUT ▲N LECTURN 42 CHAIRS PROPOSED FLOOR PLANS San Rafael Public Library Downtown Library Renovation 07/05/23 1/8" = 1'-0"D1.2 1 01 - FLOOR PLAN 1/8" = 1'-0"D1.2 2 02 - FLOOR PLAN ATTACHMENTG1 ATTACHMENT 2