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HomeMy WebLinkAboutMinutes - April 25, 2017 SSLODI CITY COUNCIL SHIRTSLEEVE SESSION CARNEGIE FORUM, 305 WEST PINE STREET TUESDAY, APRIL 25, 2017 A. Roll Call by City Clerk An Informal Informational Meeting ("Shirtsleeve" Session) of the Lodi City Council was held Tuesday, April 25, 2017, commencing at 7:01 a.m. Present: Council Member Johnson, Mayor Pro Tempore Nakanishi, and Mayor Kuehne Absent: Council Member Chandler, and Council Member Mounce Also Present: City Manager Schwabauer, City Attorney Magdich, and City Clerk Ferraiolo B. Topic(s) B-1 Library Teen Scene Project Update (LIB) City Manager Schwabauer introduced the item of the Library Teen Scene Project and reported that the project is being funded by a combination of dollars: Library Foundation fundraising, which is funding the lion's share of the project; and from Library operations due to a reduction in the number of employees and associated costs. He stated the Library anticipates another project next year to replace the roof, which is a critical repair to the building. Library Services Director Dean Gualco provided a PowerPoint presentation regarding the Teen Scene project. Specific topics of discussion included the Teen Scene vision, need, schematics, programs the Library can offer teens, and the projected costs and funding. He reported the engineer's estimate for the Teen Scene project was $495,000 prior to adding the media room and the relocation of the generator, which increased the estimate to roughly $550,000. Unfortunately, the lowest bid for the Teen Scene project was $830,000. Mr. Gualco reported that almost every area of the Library has been renovated, with the exception of the teen area, and the Library has spent $2.2 million over four years, half of which was donated funds, with the remainder from savings due to the elimination of 50 percent of full-time staff and 36 percent of part-time staff over the last five years. In response to Mayor Kuehne, Mr. Gualco confirmed that the Teen Scene will have doors that can be closed during media events to reduce noise and doors or partitions to cordon off smaller study groups. Sam Harper with WMB Architects stated the possible explanations for the higher bids are that the estimate was too conservative and low, the construction industry is experiencing a spike and increase in costs, and the addition of the media room and generator relocation were not originally incorporated in the project estimate. Mr. Gualco stated there may be some savings if the Library purchases certain items, such as furniture, versus constructing them as part of the project. Mr. Harper stated it is common in construction projects to perform value engineering by revisiting certain aspects of the project with the goal of reducing costs and realizing savings. He stated they are currently negotiating with the low bidder but have not received final figures and the Library Board will ultimately make the final decision. In response to Mayor Kuehne, Mr. Harper and Mr. Gualco stated the goal is to reduce the project from $830,000 to $730,000 and there are contingency funds available if necessary. In response to Council Member Johnson, Mr. Schwabauer stated that $120,000 from the Digital Infrastructure and Video Competition Act of 2006 (DIVCA) funds were earmarked to construct the media room and the media enhancements to accommodate recording at the location. He stated that, by the end of the year, there will still be $650,000 to $700,000 available in DIVCA funds for 1 other projects. In response to Mayor Pro Tempore Nakanishi, Mr. Schwabauer explained that State legislature created a State franchise for cable television and sends money to cities in the form of DIVCA funds to be used for local access programming, such as televising Council meetings and local community programs. He stated the City receives $200,000 to $250,000 a year in DIVCA funds. In response to Mayor Pro Tempore Nakanishi, Mr. Gualco stated that the Library has three sources of funding: 1) Library operations, which is City money; 2) Library Foundation, which is money collected through fundraising efforts; and 3) and the Library Trustees' Trust Fund, which is monitored by the City. He further explained the Trust Fund money has been used for architectural fees for the Homework Help Room and the adult area renovation, as well as for additional cameras at the Library. An additional source of revenue comes from the Friends of the Library, which raises roughly $40,000 a year. Mayor Pro Tempore Nakanishi stressed the importance of knowing one's customers and questioned if there were any demographics on Library patrons. Mr. Gualco stated the Library does not track where participants live; it has some demographics on how many teens participate in the programs; and there are privacy laws that require book checkout data to be wiped clean. He stated the Library issues roughly 400 new library cards a month, which may provide some demographic data, and that it provided data for Community Development Block Grant program funding for the Homework Help Room that could also provide information. With regard to computer use, Mr. Gualco stated much of the population has computers, so it is not lack of computer resources that bring patrons to the Library; rather, many come for assistance with computer usage or with homework in a group environment. Council Member Johnson questioned if the Lodi library receives assistance from the County library system, to which Mr. Gualco responded in the negative. In response to Mayor Kuehne, Mr. Gualco stated the information Lodi receives from the Stockton library is unhelpful and Lodi is attempting to divorce itself from the system. He stated Lodi does profit by using the same database because it would cost the City triple to provide it on its own. He further stated the Lodi library is open 60 hours a week, while the Stockton library is open only 39 hours, and Lodi has control to manage its own operation to be most effective. Council Member Johnson question if the County library system includes all cities in the County, because some entities, such as Manteca and Tracy, seem to be progressive and forward -thinking in their operations and are expanding services. He suggested affiliating with Tracy instead of Stockton, if possible. Mr. Gualco explained there is a County tax for Stockton to manage libraries on a tertiary level; money goes to the various localities; and cities can contribute more if they want a higher level of service. Lodi residents do not pay the same tax for the San Joaquin County library system. City Attorney Magdich added that Lodi is part of a statutory scheme and is independent; whereas, Stockton passed Measure M with a literacy component to increase library hours in Stockton. Any library within its own limits could impose its own tax. In response to Mayor Pro Tempore Nakanishi, Mr. Schwabauer stated that Lodi does not have a special property tax payment to fund the library. Mr. Schwabauer further explained that comparing revenue sources for each library in the County would be difficult because many pay for the service outside of the general fund. Lodi funds its library 100 percent through the general fund; whereas, other libraries are funded through property or sales tax, or a combination thereof. In response to Mayor Pro Tempore Nakanishi, Mr. Gualco stated that Library volunteers genuinely want a library that looks good, has a pleasant atmosphere, and encourages people to visit, which is why they contribute their time and effort. He stated staff will survey the volunteers to get a better feeling of why they volunteer at the Library. C. Comments by Public on Non -Agenda Items None. 2 D. Adjournment No action was taken by the City Council. The meeting was adjourned at 7:48 a.m. ATTEST: Jennifer M. Ferraiolo City Clerk AGENDA ITEM CITY OF LODI COUNCIL COMMUNICATION TM AGENDA TITLE: Library Teen Scene Project - Update MEETING DATE: April 25, 2017 SUBMITTED BY: Library Director RECOMMENDED ACTION: Receive update on the Library Teen Scene Project. BACKGROUND INFORMATION: At a Council Shirtsleeve session held at the Library in February 2017, the Library presented its concept of the Teen Scene. Shortly after that meeting, the Council authorized the City to request bids to complete the construction of that project. The City received two bids for the project, each higher than the engineer's estimated cost of $550,000. Diede Construction, Inc. — Woodbridge, CA $830,000 CNW Construction, Inc. — Rescue, CA $884,000 The library has $927,000 available to fund the project. At this Shirtsleeve meeting, the Library will present its plan for the financing, construction, and timeline of the Teen Scene, including strategies to reduce the projected cost for the project. The architect for the project will also be available at the Shirtsleeve meeting to address any questions that Council may have. FISCAL IMPACT: Not applicable. FUNDING AVAILABLE: Not applicable. APPROVED: Dean Gualco, LibrarkDirector e • en Schwa::"*'', City Manager (..Auk k C; Our Vision Our vision for a Teen Scene is of a new, interactive, and technology -laden area that best prepares teens to become functioning, capable and contributing members of our community fppt.com �lvkmk Need for the Teen Scene • One of few libraries without a teen area — currently "lose" teens after childhood & before adulthood — nearly impossible to build lifelong learning — 10,000+ teens, 8 middle and 9 high schools • Few options for teens at library to: — interact/network/converse with other teens — find a safe place to study, tutor/be tutored, relax — work on college applications/write resumes • What teens want in a teen area: — teens want own dedicated, unique area in the library — attracted to bright, colorful areas with new technology — coffee, media, computers, large work areas — HOMAGO: hang out, mess around, geek out fppt.com Teen Scene Schematics I \ kC) kmk(-- • Most transformational change in the library — actually CREATING a new teen area • Teen Scene projected to be approx. 2,600 sq ft 1,800 sq ft of current library space; 800sq ft patio renovation Dramatic media room w/ TVs, surround sound, game consoles 2 group (10 person) student study rooms 2 group (4 person) computer stations/cubicles 2 large "Apple-store/lab" tables Comprehensive "homework help center" to include printers, scanners, paper/pens These ambitious goals are a reflection of how Lodi is working to create a better community by preparing future generations to deal with some of the problems they will confront as adults fppt.com Programs we can offer Teens • Given teens a safer place to go to interact with other teens • Allow them to create and watch videos/media (social media, video games, the Internet, smart pads) • Develop programs specifically aimed at teens: raise education levels through a high/middle-school homework help program present online seminars, SAT/ACT prep courses, resume/cover letter workshops events that are much larger (80-100 people, poetry reading, speaker presentation) events that offer food/beverages events that are louder (Girl Scouts, Ukulele, Tuesday Tunes) events to promote/fundraise for the library Reintroduce teens to what a new library is, what is can offer them, and how it can help position them for a brighter future, whether through resume writing, interviewing tips, or simply socials and interactions with adults that may provide some assistance to them in the future fppt.com ADMIN. OFFICES PATIO 31'x29' TEEN LOUNGE 24'x33' L P CIRCULATION DESK 1 MECHANICAL 19'x16' J GROUP STUDY 13'x9 COFFEE MEDIA ROOM 2Tx 24' nnnn HIGH TABLE GROUP STUDY 12'x9 ❑ o ❑ PUBLIC USE COMPUTERS COMPUTER LEARNING AREA 4k -k Projected Costs and Funding • Original cost $550,000 • Construction Bids $830,000 and $884,000 • Funding — Library reserves — Library Foundation — Library Trustees — DIVCA • Expected cost savings — Value Engineering — Contingency Fund $337,000 $260,000 $100,000 $230,000 $100,000 $97,000 fppt.com We are only limited by 'reams of a better world and our det1. inination to make it come true fppt.com WMB ARCHITECTS Stockton I Sacramento Value Engineering Options Project: Lodi Library Teen Scene Meeting Date: Project No.: 15-111 Prepared By: 03-29-17 Sam Harper ITEM # DESCRIPTION la Masonry: Eliminate Thin Brick Veneer and use decorative Ground Face Block at the pilasters; eliminate cast stone caps at pilasters. 1b Masonry: Eliminate decorative Ground Face Block outside of the Patio; replace with precision face, painted. 2 Eliminate Vine Trellis at patio wall 3 Steel: Reduce size of the shade canopies between the pilasters and eliminate shade cloth fabric. 4 5 Carpeting: Remove patterning at Study Rooms and run the same carpet from Studio into Study Rooms. Casework: Remove 'Apple Tables' from contract and purchase directly as furniture 6 Casework: Remove tables from Booths, and purchase directly as furniture 7 Casework: Remove plastic laminate panels above shelving and replace with painted gypsum board. 8 Glazing: Replace frameless glazing system with conventional storefront system. 9 Plaster: unclear on magnitude of 'Lath and Plaster'. 10 Electrical: alternate lighting package (provided by Diede). www.wmbarchitects.com