CC 04-13-98 Regular Adjourned Meeting
Joint Meeting
Cupertino City Council/Library Expansion Advisory Committee
Monday, April 13, 1998
PLEDGE OF ALLEGIANCE
At 5:40 p.m. Mayor Chang called the meeting to order in Conference Room C/D, Cupertino
City Hall, 10300 Torte Avenue and led the Pledge of Allegiance.
ROLL CALL
City Council members present: Mayor Michael Chang, Vice-Mayor Wally Dean,
Councilmembers Don Bumett, Sandy James, and John Statton. Council members absent:
None.
Library Expansion Advisory Committee members present: Jillian Hamer; Jean Bedord;
Mary Ann Wallace; Julie Farnsworth; Karen Bumett; Jean Gallup and Dorothy Stow. Santa
Clara County Librarian Susan Fuller was also present.
Staffpresent: City Manager Don Brown; City Clerk Kimberly Smith; City Attorney Charles
Kilian; and Public Works Director Bert Viskovich.
ORAL COMMUNICATIONS - None
JOINT STUDY SESSION - City Council/Library Expansion Advisory Committee
A study session was held to review the needs assessment performed by the consulting
librarian, David Smith, who was hired to help the city plan for library expansion.
Smith reviewed the trends in library usage and building, as follows:
· Library space is growing because of technology, and tend to be 30%-40% larger than
10 years ago.
· Publishing is at an all-time high
· Libraries have taken on the role of"point of access" for new technology
· The number of computers needed has escalated f~om 50 to 200 at the Cupertino site.
· There is a strong correlation between library usage, computer usage, and book
purchases.
· Libraries are now sought out as a destination
· Library staff has a more important role in facilitating technology, which generates higher
operating costs
· A new trend is to develop needs based on what is actually taking place in individual
library sites rather than relying on general formulas
April 13, 1998 City of Cupertino Page
· School libraries are declining generally, so there is a greater burden on local public
libraries
Smith also noted that school/branch libraries tend to disperse materials and cannot provide
access to the best materials for everyone in the community. He said he had never heard any
city complain that they had planned for too large a facility, but often found that they were
already full by the time construction was finished. He said it was very important to plan for
a building of sufficient size which can be easily expanded.
Smith reviewed his report dated April 9, 1998, and highlighted the page rifled "Summary of
Citizen/Library Users Library Needs Assessment." This section set forth the strengths and
assets of the present building, inadequacies and deficiencies, general improvements desired,
existing building spaces which need improvement or expansion, existing collections which
need improvement or expansion, new building spaces identified, and other space planning
issues. He also reviewed the sununm3~ ofaddirional space to meet projected needs, and
using the children's area as an example, explained what needs were identified, how space is
currently occupied, what changes are requested, and showed how the projection of space
was calculated for the entire project. The library is currently 37,500 square feet and it is
proposed that it be increased to 78,560 square feet. He said that the existing staffcould
manage this size if the building's functionality were increased, but the staff numbers may
increase if more services are offered.
Jean Bedord explained that the Cupertino branch currently receives the largest share of
funding from the County. If circulation figures increase a lot, the City's share of the cost
will increase. However, a more efficient building will keep the staff numbers down, and
they hope to be able to decrease clerical staff and increase professional staff as a result. She
said the formula is based upon circulation figures, assessed values, and population.
Public Works Director Bert Viskovich said that the staff esrimate for the project, as
currently estimated, was $18 million.
Statton felt that there were a number of capital projects lining up for funds and he was
concerned that there be an effective process in place for Council to review and priofirize all
of those projects. Brown said that much of that will take place during the 5-year Capital
Improvements Project (CIP) process at the end of May.
Dean said that $18 million was a lot of money for one project, and that it was almost one
year's entire budget. He was concerned whether the city could afford that much for the
project.
Chang suggested the committee focus more on identifying needs and specifying/prioritizing
them. For example, are these needs minimum or extravagant? Are the changes good now,
in 5 years, or 20 years? The financial question can be considered after needs are identified.
Burnett felt that the total cost, approximated at $18 million, did not seem to be an
appropriate allocation of city funds, and he was concerned about the city's other projects and
identified needs. He proposed that a maximum budget be identified for this project so the
April 199g City of Cupertino Page
plans can be constrained as they arc developed. Thc real work needed is to idenfxfy which
of the items on the wish list is the most important.
Smith explained that when calculating projections, they are not done at a minimum, but
there is room to cut later. It is important that the committee establish priorities before any
cuts are identified. He said it is not uncommon, when expanding an existing building, to add
on thousands of square feet just to make the building work. If they started out with a
rectangular or square building it would be much more efficient, and these projections would
probably go down.
Chang suggested they consider a technical subcommittee of the City council to work with
the Public Works Director and others to consider the financial side.
Dean said he believed the Library Expansion Committee understood the budget concerns
and he would like to see how they would address it first before the Council takes any further
action.
City Manager Don Brown said that the $18 million figure may seem extraordinary, but in
retrospect it is not. Since 1990, the City has spent $60 million on parks and open space
because they were projects that the citizens wanted. There will be many financing options
to be discussed, so Council should not automatically discount the feasibility of the project.
James felt that the budget process just beginning will provide more of the int'oniiation the
Council needs to make a decision, and this meeting should really be to hear from the
consultant. She was also in favor of a smaller financial subcommittee.
Viskovich reminded everyone that the last time they expanded the library they didn't plan
far enough in advance, so it was important to let the needs assessment and other processes
continue.
Hamer said the %rays and means" approach was a good idea, because the expansion
committee keeps getting distracted from the main issue. She felt they should develop a
service plan first before they start the scaiing-back process. Whatever the finai building
looks like, this survey has served as a "heads-up" that the needs were much more severe
than they thought. The library is operating in a way they will make them seriously behind
and they will not be able to keep up the current level of satisfaction. She suggested the
committee develop a service plan, identify efficiencies, and then recommend priorities. The
committee will work with Mr. Smith on the building program and priorities and then they
will know the price points.
Brown said that statTwill bring to the whole City Council the various financing options.
James asked that they be given a general statement of options early on, even if details are
not necessary.
Bumett agreed that the infot,,,ation should be brought to the whole council and not just a
subcommittee.
April 13, 1991t City of Cupertino l age 4
Smith explained about the costs associated with converting existing buildings previously
used for other purposes, and said the economy of the project is associated with the location,
a building of sufficient size, and location. The ac~jal costs of retrofitting it may be higher
than a new building.
Council members thanked the Library Expansion committee members for the work done so
far and their continuing efforts.
Statton said the City will definitely be doing something with the library, but he was
concerned that they might build a beautiful building which could then not be fully staffed or
kept open sufficient hours.
Dean said it was important that they live within their means as a city, but that he liked what'
he had seen so far and the committee was doing excellent work.
James said she would like to tour some of the library sites that other members had seen.
Chang said he had taken the tour and was impressed by how substandard the Cupertino
library was in comparison.
ADJOURNMENT
The City Council adjourned to Monday, April 20, 6:00 p.m., for a joint study session with
the Cupertino Planning Commission regarding housing design and size. The meeting will
be held in the Council Chambers at City Hall.
The Libraxy Expansion Advisory Committee adjourned to Wednesday, May 6, at 7:00 p.m.
in Conference Room C/D.
K'mberly Smith
City Clerk