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19. Cupertino Library City Hall 10300 Torre Avenue Cupertino, CA 95014-3255 Telephone: (408) 777-3220 Fax: (408) 777-3366 CITY OF CUPEIUINO DEPARTMENT OF ADMINISTRATIVE SERVICES SUMMARY Agenda Item No: I q 0... Meeting Date: January 16,2007 SUBJECT AND ISSUE Consider options and approve the use of the $120,000 additional library hour budget for fiscal year 2006/07. BACKGROUND Historically, the City has appropriated $120,000 per year to be used for additional library hours. With the construction of the new library, these funds were redirected to pay offthe balance of the $1.2 million library furniture and fixtures (FF &E) loan that could not be paid via community fundraisers by the Library Foundation. The Foundation paid off this loan in October 2006, leaving the entire $120,000 available for excess hours during this budget year. The city requested that Santa Clara County Library provide several options to Cupertino for utilization of these funds for additional hours at the Cupertino Library. The County Librarian was only able to provide one option to us that fit within our budget (see attached letter). The proposal adds 2 hours on Sunday and 2 hours on Tuesday for the following schedule: ~ Sunday ~ Monday ~ Tuesday ~ Wednesday ~ Thursday ~ Friday ~ Saturday 12-6 (currently 2-6) closed I 0-9 (currently 12-9) 10-9 10-9 10-6 10-6 The four additional hours will provide constituents with a total of 55 hours per week and cost the city $120,000 per year. This estimate would increase to $300,000 per year if Council wanted to open on Mondays from 10-9pm. Given the time of the year and the lead-time in hiring, the County is prepared to commit to the new hours effective July 1,2007. ( 'Ic( -I Printed on Recycled Paper The Library Commission discussed this item at its January 3rd meeting and voted on the following recommendation to Council: ~ Add 2 hours on Sunday and 2 hours on Tuesday effective July 1, 2007; ~ Utilize the $120,000 for fiscal year 2006/2007 to: I. purchase two (2) 3M Self Check machines including cabinetry ($48,000), and 2. use the residual budget for the adult book collection in the Cupertino Library ($72,000). RECOMMENDATION Staff recommends approval of the use of the $120,000 additional library hour budget for one- time expenditures during the fiscal year 2006/07 and for an additional four hours of operation starting July 1,2007. Submitted by: fl;P-~ a ~ Carol A. Atwood Director of Administrative Services Approved for submission: David W. Knapp City Manager I <7 q -2.. 6rvJ- SANTA CLARA COUNTY LmRARY 14600 WINCHESTER BOULEVARD' LOS GATOS CA 95032' 408.293.2326 . 408.364.0161 FAX ADM I N 1ST RAT I ON ~ ~ November 1, 2006 Dear Cupertino Library Commission On behalf of the Santa Clara County Library, I would like to thank you for considering additional open hours at the Cupertino Library. Increasing access to this valuable public asset is one of the most important services that you will have the opportunity to influence and I commend you for putting the public's needs first. As requested Library Staff has prepared cost estimates for additional hours at the Cupertino Library. Not included in these cost estimates are the added costs to operate the building (janitorial, information systems, utilities, etc.); the County Library will pay for these costs. I will attend the Cupertino Library Commission meeting on Wednesday, November 1, 2006 and would be happy to answer any questions you may have at that time. I can also be available to answer questions for the City Council at their meeting on Monday, November 6,2006. Please let me know if you need any additional information regarding these cost estimates. Sincerely, ~~ Melinda Cervantes County Librarian SERVING THE UNINCORPORATED AREAS OF SANTA CLARA COUNTY AND THE CITIES OF CAMPBELL' CUPERTINO' GILROY. LOS ALTOS . LOS ALTOS HILLS' MILPITAS' MONTE SERENO, MORGAN HILL, SARATOGA www.santaclaracountvlib.org €;)2517-3 REV 10/05 11'C<. - ] Cupertino Library Cost Estimate for Additional Operating Hours The Cupertino Library Commission requested cost estimates for additional operating hours for the Cupertino Library in order to make a recommendation to the City Council. While in December 2005 the Library determined that staff could be stretched to add 4 hours on Sundays, it will now be necessary to hire new staff to add more open hours to the weekly schedule. Two options have been provided for your consideration: Current schedule: Sunday 2-6 Monday Closed Tuesday 12-9 Wednesday 10-9 Thursday 10-9 Friday 10-6 Saturday 10-6 Total hours 51 o . #1 2 h /s 2 hours/Tues. City Cost = $120,000/year. 'phon : ours un., Sunday 12-6 Monday Closed Tuesday 10-9 Wednesday 10-9 Thursday 10-9 Friday 10-6 Saturday 10-6 Total hours 55 o . #2 2 h /s 11 hours/Mon., 2 hours/Tues. City Cost = $300,000/year. 'phon : ours un., Sunday 12-6 Monday 10-9 Tuesday 10-9 Wednesday 10-9 Thursday 10-9 Friday 10-6 Saturday 10-6 Total hours 66 Option #2 offers the greatest efficiency, because adding enough staff to allow an extra day of service each week (Monday) provides greater flexibility in scheduling, which in turn enables the Library to add 2 additional hours on Sunday and Tuesday as well. 10/3 1/2006 11~-Lf City Hall 10300 Torre Avenue Cupertino, CA 95014-3255 Telephone: (408) 777-3220 Fax: (408) 777-3366 CITY OF CUPEIUINO DEP ARTMENT OF ADMINISTRATIVE SERVICES SUMMARY Agenda Item No: /1 b Meeting Date: January 16,2007 SUBJECT AND ISSUE Consider providing access between the Library and the Coffee Society. BACKGROUND The original design of the library incorporated a service window to permit library patrons access to the coffee shop without having to leave the library. This access was not built due to several reasons, including the need for additional magazine displays and a comfortable quiet reading room. Staff and the Library Commission was asked to re-visit this access point with the goal of providing additional amenities to the library constituents. The Library Commission discussed this item in October 2006. As part of their preparation for discussion, commissioners visited several sites, including the Saratoga Library and the Barnes & Noble Bookstore, to observe their operations. In summary, the Commission identified the following: Pros: ~ Provides access to the Coffee Society without leaving the building; ~ Promotes enjoyment of tea and/or coffee while reading in the magazine area, and ~ Could result in additional revenue to the Coffee Society. Cons: ~ Removes custom magazine racks and eliminates a "quiet reading room"; ~ Results in additional noise, coffee and food spills and debris monitoring; ~ Eliminates needed space in the Coffee Society; ~ Results in possible security issues, and ~ Costs upwards of $150,000, depending on a door or window option. Attached for your review is a picture of where the window would be placed as well as the detail behind the budget estimate. Based on the pros and cons identified, the Library Commission unanimously voted against providing direct access between the Library and the Coffee Society. Melinda Cervantes, the County Librarian, has stated that the County will not make a recommendation either for or against the proposal. Printed on Recycled Paper I~h-( RECOMMENDATION Staff recommends against providing access between the Library and the Coffee Society, primarily due to the cost involved. If Council wishes to pursue this proposal, we recommend that it be incorporated into the 2007/08 CIP budget process. Submitted by: Approved for submission: c~!~ Director of Administrative Services David W. Knapp City Mahager 11 b- 2 /9 b-J Page 1 of 4 Carol Atwood Subject: FW: Hole in the wall -----Original Message----- From: Terry Greene Sent: Friday, January 05, 2007 11:38 AM To: Carol Atwood Cc: Ralph Qualls; Carmen Lynaugh Subject: RE: Hole in the wall Carol, after more careful consideration of the potential scope of work I've revised my estimate to $115,000 and $150,000, for two alternatives noted below. I prefer mingling the coffee shop customers with the library patrons and in many libraries the area devoted to beverage and food consumption in the library area is quite large and very open. I did not estimate the cost of the more open alternative. A pass through window is less open but more intrusive than a doorway because a seating area would be required in the library. The least library intrusive alternative is the doorway which allows a library patron to technically leave the library and enter the coffee shop. But the doorway alternative will also generate the least amount of additional sales to the coffee shop, especially if the door must be solid for fire separation reasons noted below. WindowJnJhe W",U AUern",tJve Architectural, structural, mechanical, and electrical design fees required. These may include cabinet design, lighting design, a reconfiguration of the mechanical supply ducts, sprinkler system modifications and rebalancing of the hvac system. ($10,000 to $15,000) Building permit, fire department review, and health department permits required. We can waive the building permit cost but will have to pay the plan check fees and the health department review and permit fees. ($5,000) ADA height counter top required in addition to a standard height counter top. This configuration will complicate the drop down fire door and probably add to the cost. A drop down fire separation door may be required and will have to be connected to power, the fire alarm system, and the fire detection system. ($10,000) Coffee Society has to either reconfigure their existing point of sale counter so they can access the window from behind the counter or walk to the window and process a sale and then deliver the product to the customer from the existing counter. The first is expensive and the second is very inefficient. ($0 to $35,000 plus) A substantial portion of the existing book shelves will need to be removed, rebuilt and relocated and the existing carpet will need to be removed and changed to a hard, cleanable surface such as tile. The reading area will need to be reconfigured to allow for a queue to the window and it will be necessary to address where the library patrons will be allowed to consume their beverages once purchased. If they are to be contained in that general area, the floor area converted to tile will be larger because seating will also need to be provided for three to six people. If they will be allowed to move throughout the library with their drinks, then the tile area can be smaller. Cost Estimate: SMWM Design & CA Demolition Bldg Construction Library Bookshelves $15,000 5,000 45,000 15,000 1/9/2007 ( 1 b~ y Page 2 of 4 Tables and chairs CS Storage Cabinet Reconfig CS Sales Counter Reconfig Permits Total 4,000 5,000 35,000 (optional) 5,000 129,000 ~% Contingency Total Estimate 20,000 149,000 say $150,000 Door inJhe Wall ALt~-IlljltL'l~ The same design effort would be required as noted above. The same permit effort would be required as noted above. The door type and width as well as the space on either side of the door would have to be ADA compliant. This would cause the wall opening to be approximately 7 feet high and at least 4 1/2 feet wide. A fire rated door may also be required with automatic closure hardware. Coffee Society would lose nearly all the storage space along the east wall, which could probably not be replaced. Library item theft detection device would need to be installed and connected to the electrical system. Cabinets would also be required on either side to ensure patrons passed through the gate before entering the coffee shop. Operationally, the library staff would have to be very alert and quick to respond to an intentional attempt by a patron to remove a library item exiting through the coffee shop. The floor surface in the library could remain carpeted and no seating area would be required in the library. Operationally, the library would probably want the pass through door to remain closed at all times since the coffee shop plays music for their customers. If the door is allowed to be glass, it might be set to swing both ways making it easy to use. Fire separation requirements might make a glass door impractical, in which case a single swing solid door would be best. Cost Estimate: SMWM Design & CA Demolition Bldg Construction Library Bookshelves Tables and chairs Book Theft Detection Device CS Storage Cabinet Reconfig CS Sales Counter Reconfig Perm its Total $15,000 5,000 45,000 15,000 o 4,000 10,000 o 5,000 99,000 15,QOQ 114,000 say $115,000 15%CQptipgency Total Estimate In conclusion, please keep in mind that these are only preliminary estimates, prepared without any input to me or design team members from the Library staff or the Coffee Society staff. Additional costs could emerge when the operational needs of those two user groups are fully known. Terry W. Greene, AlA City Architect 1/9/2007 ( 9 b~ <) City Hall 10300 Torre Avenue Cupertino, CA 95014-3255 Telephone: (408) 777-3220 Fax: (408) 777-3366 CITY OF CUPEIUINO DEP ARTMENT OF ADMINISTRATIVE SERVICES SUMMARY C Agenda Item No: I Ie Meeting Date: January 16, 2007 SUBJECT AND ISSUE Consider providing additional sign age above the City Council pictures in the Cupertino Library. BACKGROUND The current signage over the City Council pictures in the Cupertino Library does not designate "Cupertino City Council" (See attached picture). Staff was asked to provide an estimate for installation of this additional signage. It is estimated that the cost of the additional lettering will be $3,000 in order to match the existing design. RECOMMENDATION Staff recommends that Council consider providing additional signage above the City Council pictures in the Cupertino Library and either approve or deny the proposal. Submitted by: Approved for submission: ~d if a~r);7JJ Carol A. Atwood Director of Administrative Services David W. Knapp City Manager 11(-( Printed on Recycled Paper (9C-A..