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LEAC 1998 1998 LIBRARY EXPANSION ADVISORY DESIGN COMMITTEE MINUTES 9 CITY OF CUPERTINO LIBRARY EXPANSION ADVISORY DESIGN COMMI-PWC February 5, 1998, 7:00 p.m. WORKS City Hall, Conference Room A a 7 1998 1. CALL TO ORDER. Chairperson Jilhan Hamer called the meeting to order at 7:00 p.m. and lead the group through a discussion of the best date°-- for the next meetings. Initial meetings for this group will be on: February 18, 1998- Library Story Room February 23, 1998 Mar^h 5, 1998 March 26, 1998 The group's charge is to oversee the work of,the consultant, to do a needs assessment for the development of a Building plan,to insure broad community input, and to draw up an RFP for an architect. Chairperson Banner asked the group members to introduce themselves, and reminded the group &.at meetings will come under the Brown Act rules and responsibilities. Requirements include provision for both oral and written communications at each meeting, and the posting of agendas. 2. ROLL CALL Present: Jillian Hamer, Cupertino Library Commission, Chairperson Jean Bedord, Cupertino Library Commission Don Burnett, Cupertino City Council Karen Burnett, Director of Information Services, FLTHSD Dr. Michael Chang, Mayor of Cupertino Jean Gallup, Friends of the Cupertino Library Jia-Li Lee, San Jose Public Library, Asian Parents Association Dorothy Stow, Cupertino Library Foundation Bert Viskovich, Director of Public Works, City of Cupertino Mary-Ann Wallace, Community Library Supervisor, Cupertino Library Absent with prior notice: Julie Farnsworth, Deputy County Librarian, Santa Clara Co. Library 3. ORAL COMMUNICATIONS None. 4. WI$ITTFN COMMUNICATIONS Adh None. 5. NEW BUSINESS Mayor Chang wants to be sure that there are spec decision points along the timeline where the committee will meet with the City Council to appraise the council of progress. Thare is library support on the council,but there are also very legitimate questions of cost, location, etc. Chairperson Hamer reviewed background information with the committee as to how the library commission had come to the decision that something needed to be done about the crowded conditions in the library. The commission had tried to find solutions to various problems over the last couple of years,but came up against barriers inherent in the building design. For example, in trying to find space for a teen study room, the commision had come up against construction barriers. The current library building design is not flexible. While the volume of business at the library is huge, space for collection and seating is very limited. With a concrete core and an elevator in the middle of the building, there are effectively no sight lines. Multi-floors make it expensive to operate. The commission asked for help to study the problem. The present building, while architecturally interesting,is not a functional library design. The library commission wants to look at the library from the ground up, to be sure that all the functions of the library are provided for and to develop programs to meet the needs of the community. ABAG and other projections need to be carefully considered. Flexible space for changing needs and changing technology is important in a functional design. This committee needs to define its role in the process and needs to decide how best to gather public input. The library commission took a short public survey at last summer's Cupertino Art & Wine Festival to begin to make people in the community aware of the need to start thinking about what they want to see in the library. Chairperson Hamer passed out the results of the survey, which showed that most people wanted more of what the library was providing. Deputy County Librarian Julie Farnsworth will help draft the RFP for the architect after the needs assessment has b,:en completed. Librarian Wallace passed out a 9-page survey from library design consultant David R. Smith for each member of the building committee to fill out. David Smith would like the surveys returned by February 17th. Committee members may turn them in to Librarian Wallace by February 17thq and she will send them to his assistant to tabulate. The committee discussed how best to gather community input. surveys, focus groups, face to face interviews, forums, town hall meetings. Input will be gathered from as broad a spectrum of the community as possible, including: schools, parents and teachers' groups, Chamber of Commerce, business groups, senior groups, service groups, other clubs and affinity groups, library users and non-library users. Members of the committee think that a town meeting or public forum will be more useful later in the process,when there is something to show the group, or there are choices to consider that might elicit a =re focused response. Surveys can have more than one purpose. They can enhance community awareness of the process, can encourage community buy-in, and can enlist people in the effort to support the process, in addition to finding out what we don't know and what we need to test. Committee member Karen Burnett told of°her experience with a random telephone survey conducted in the city of Fairfield that produced good data. The city of Cupertino also recently had a group conduct a telephone survey. Another phone survey could be considered. The recent city phone survey, conducted by Godbe Research and Analysis, targeted a cross-section of the community, and most people have perceived it as a good indication of community interests. In that sure,y, 87% of citizens said they had used the library in the past year, and 77% said that they would support the use of city money to support the library. The question of the cost of the survey came up, and will be checked. The design of survey questions in order to elicit the most useful information is another aspect to be considered. A phone survey of about IQ questions could raise awareness and elicit good data. The city's web page was also suggested as a possible survey location, as was an insert in the Cupertino Scene. An in-house written library survey might be conducted, perhaps targeting every 5th library user in line. Since shopping malls 'Lend to attract people from far-flung areas, it might be better to use a local grocery store to target non-library users from within the city of Cupertino, if a wd-itten survey of non-library users is also conducted. The type of survey and the carder in which they might be used may look something like: telephone survey, written survey, focus groups, town hall meetings. The group also discussed library operating costs, and the optimum use of staff, since staffing is usually the largest component of the operating cost. What are other needs? Longer hours, more space for collections, more seating, more space for community groups to meet, etc. Committee member Dorothy Stow stated that when the library's architectural design is under consideration, there may well be interest from various corporations in funding specific pieces, such as a technology room, a children's reading room, etc. 6. COMMI'g"TEE MEMBERS' CONMI[ENTS AND AGENDA BUELDING Open questions are: What will the consultant do? What help can we Count on in devising a written survey, or phone survey? Who will facilitate the focus groups? What are the groups we need to approach? How best to identify groups? What is the best way of getting invitations to the groups? When should we plan study sessions for this group with the city council to be sure that all council members are apprised of the process? 7. ADJOURNYDIENT Chairperson Hamer adjourned the meeting to February 18, 1998 at 7:00 pm. The next meeting of this committee will be with the library design consultant,David R. Smith on Wednesday,February 19, 1998 at 7:00 pm in the Cupertino Library Story Room. Respectfully submitted, Aft G� Mary-Ann Wallace Community Library Supervisor Cupertino Library Feb-23-98 01 : 27P P.02 CITY OF CUPERTINO LI BRARY EXPANSION ADVISORY DESIGN COM131ITTEE February 18, 1998, 7:00 p.m. Cupertino Library Story Room I. CALL TO ORDER Chairperson Jillian Hamer called the meeting to order at 7:00 p.m. 2. ROLL CALL Present: Jillian Ramer, Cupertino Library Commission, Chairperson Jean Bedard, Cupertino Library Commission Don Burn:=Lt, Cupertino City Council Jean Gallup, Friends of the Cupertino Library Julie Farnsworth, Deputy County Librarian, Santa Clara Co. Library Jia-Li Lee,San Jose Public Library,.Asian American Parents Assoc. Dorothy Stow, Cupertino Library Foundation Bert`7iskovich,Director of Public Works, City of Cupertino Mary.4nn Wallace, Community Library Supervisor, Cupertino Library ® Guest: David R. Smith, Library Design Consultant Absent with prior notice: Karen Burnett,Director of Information Services, FUHSD Dr. Michael Chang,Mayor of Cupertino 3. NE.NUTES The Minutes of the February 5, 1998 .meeting were accepted as written. 4. ORAL COMMUNICATIONS None. 5. WRITTEN COMMUNICATIONS Ncne. 6. NEW BUSINESS ® Consultant report and progress to date: Chairperson Hamer introduced Library Design Consultant David I Smith and asked him to take the group through the process of the needs assessment. Mr. Smith talked about the Feb-23-9a 01 :27P P .03 b various aspects of the needs assessment,including looking at both the ink strengths and deficiencies of the current facility,the need to plan for at least 5 to 10 years into the future to as much as 20 years out, although predicting that far is difficult. It includes taking into consideration trends and changes in the community and how the library will need to respond to them. The long surveys given to library staff, as well as to committee members, are due back, so that they can be tabulated. Once tabulated, the information they provide will quantify library activities, help assign space values to them, and give a good indication of how much room is needed for various collections and services. The tables and charts that result from the tabulation will form the starting point of the library design consultant's idea of the library's space needs. The first draft will then be available to the committee to react to. After discussion and agreement,it goes from planning assessment to building document,, and would go to the architect at that point. Then comes the preliminary design phase. The library design consultant serves as the bridge between the library staff,and by extension the public, and the architect. The tentative timeline for the end of this first phase is May, 1998. Study sessions will be planned with the entire City Ccuncil at various points to be sure that everyone is informed as the process continues. The committee plans to seek community input throughout the process, but it was suggested that some areas of the community ought to be included early in the process. The committee identified groups about whose needs we know the least: teens, seniors,newly arrived immigrants, home-based business owners, and the disabled. Since their needs may have space impacts, the committee wants to solicit their input right away. Ideas as to how and where to contact the groups and various means from surveys through focus groups, were discussed by the group, as were public forums later in the process. The possibility of using a design charrette later in the architectural design phase was also discussed. There will be an RFP issued for an architect to do a feasibility study. Various libraries throughout the country were mentioned as good or bad examples oalibrary planning and functionality. The fact that the Cupertino Library is among the most heavily used community facilities was me �aoned, and that it should remain in a central community location. Tours of other libraries will be planned by this group. Construction costs were discussed, as were some of the reasons that library construction tends to cost 35% to 40%o more than school construction: quality of lighting, finishes in the building, mechanical systems,wire management, etc. 6. COMMI'PTEE MEMBERS' COMMENTS AND AGENDA BUILDING Action items for Monday's meeting will include who will talk to who among the groups that the committee has identified for early contact? What q Feb-23-98 01 : 28P P.04 information does the group need from the various contact groups? What might be the best 3 to 5 questions to elicit the needed information? Committee mead??r Dorothy Stow will bring this up at the Chamber of Commerce Board Meeting on Wednesday, February 19, 13508 to get possib.;.% names of people to contact in the home-based business group. City Council Member Don Burnett also serves on the Senior Center Building Expansion Ldvisory Design Committee and could liaison with seniors. Commiittep member Jai-Li Lee mentioned the various language schools in the area ;Ls good points of contact, as well as churches, where the committee members might easily be able to get an intergenerational view and input with whole families in attendance. 70 ADJOURNMENT T Chairperson Flamer thanked Library Design Consultant David R. Smith for his input,and adjourned the meeting to February 23, 1998 at 7:00 pm in the Cupertino Library Story Room. Upcoming meetings of this committee will be held on: Th_ rsday, Larch 5, 1998-Library Story Room Thursday,March 26, 1998 -Library Story Room Respectfully submitted, Mary-Ann Wallace Community Library Supervisor Cupertino Library CITY OF CUPERT 1NO LIBRARY=ANSION ADVISORY DESIGN COMMTTEE .February 23, 1998, 7:00 p.m. Cupertino Library Story :boom PUBLIC WORKS 1. CALL TO ORDER = 9 7 1908 Chairperson Jillian Hamer called the meeting to order at 7:00 p.m. 2. ROLL CALL Present: Jilhan Hamer, Cupertino Library Commission, Chairperson Karen Burnett, Director of Information Services, FUHSD Jean Gallup, Friends of the Cupertino Library Julie Farnsworth, Deputy County Librarian, Santa Clara Co. Library Dorothy Stow, Cupertino Library Foundation Mary-Ann Wallace, Community Library Supervisor, Cupertino Library Absent with prior notice. Jean Bedord, Cupertino Library Commission Dan Burnett, Cupertino City Council Dr. Michael Chang, Mayor of Cupertino Ja-Lih Lee, San Jose Public Library, Asian American Parents Assoc. Bert Viskovich, Director of Public Works, City of Cupertino 3. NUTq"=S The Minutes of the February 18, 1998 meeting were accepted as written. 4. ORAL COM3R,7NICATIONS None. 5. VirRI'ITEN COIVEUUNICATIONS Will be shared with the group with under the appropriate agenda heading. 6. OLD BUSINESS Planning session: Ways to seek input for early stages of space planning from oups about whose needs we have the least data: teens, newly arrived immigrants, home office workers/businesses, seniors, and physically disabled library users. The first thing to decide is what do we need to know from each group? What will be asked in each group? What are the best means of contacting each group? Which committee member will approach each group? What is our tentative timeframe for this information gathering? When will we be ready to turn the information over to the consulting librarian David Smith, and how long after that will we receive information back from him? At the present time, library staff are still completing work on collection projections that David Smith needs right away. Because he does not yet have all of the information that he needs, he will not be able to respond by our next meeting on March 5th, but is planning on an initial brief report back to the committee by the March 26th meeting. One of the first ideas for reaching teens was to use the library's teen volunteers as a focus group. The library has also just completed a teen survey passed out in the library from January 26, 1998 through February 8, 1998 with specific questions on what parts of the library collection and services teens did or did not use, and what suggestions they had for things they wanted to see Lz the library. Responses numbered 105 with 59 teens taking the time to write comments. Copies of the survey were passed out to the committee and a cops has been given to library design consultant David R. Smith. Committee member Karen Burnett asked about issues that may prevent some teens from using the library currently, and volunteered to discuss with her staff an approach to teens in the three high schools in FUHSD that are in Cupertino. Surveys or focus groups could be coordinated with staff through the school library or through the teen leadership groups. A written communication from committee member Ja-Lih Lee was shared by Chairperson Hamer with the group, as it pertained to the gathering of information from newly arrived immigrants. In addition to the churches, where whole families are in attendance, Ja-Lih felt that some of the newly arrived immigrants are also the parents and grandparents of our current library users, who are perhaps taking their grandchildren to the library,and may be using our collection. There are also many who.may be isolated, and so there may need to be several different approaches to be sure that we have full information on needs and expectations. Librarian Macy:4nn W^iliace, Library Commisioner Yuhfen Diana Wu, and Children's Librarian Bomue Wang have an invitation to meet with parents at one of the large Chinese schools in Cupertino in early March, and will include questions on what parents want to see in the library for their children,for themselves, and for their parents. In addition, another approach to newly arrived immigrants may be made through the limited English population(LEP)program at the three high schools that are in Cupertino in FUHSD. Karen Burnett volunteered to contact school staff'about the possibility of her visiting classes to elicit information or the possibility of having the students expresss their ideas, and needs, hopes, and expectations concerning the library in the form of a class i s assign anent. Karen will come back to the group with her ideas on the best approach by the March 5th meeting. Committee member Dorothy Stow brought a list of names from the Chamber's newly established home-based business group. She will check with the Chamber as to the date of the group's nest meeting. The committee discussed whether a phone survey or e-mail survey might be most effective. If possible, committee member Dorothy Stow, Librarian Mary-Ann Wallace, and Cupertino Reference Librarian Kate Moyle will reqest a place on the agenda of the next meeting to give a short 10 minute presentation on the library's needs assessment process, ask for their input and ideas, hand out a short survey, and ask them to return it or mail it back to the library. For senior input, the committee will ask Don Burnett to use his contacts through the Senior Center Expansion Advisory Design Committee to elicit the seniors'library wants and needs. In addition, Mary-Ann Wallace will contact Diane Snow of the Senior Center for her suggestions on other good ways to gather info from the seniors in our community. In gathering input from the physically disabled, Karen Burnett and Mary-Ann Wallace will start by contacting Carl Brown of the Adaptive Technology Institute. We hope to find out what the needs of the physically disabled are over and above what the ADA regulations stipulate. Committee member Jean Gallup shared her suggestions for a short poll of questions that could be adapted to each individual group. After discussion, it was decided that these questions do reflect what the committee wants to find out, and the committee thanked Jean for her input. The committee will use these questions in the first go round, and then evaluate the response 3 to see if any changes need to be made in order to elicit still more information. Library tour(s): Chairperson Hamer also wants the group to decide on some specific library tours and to set up some tentative tour dates for formal or informal tours. Librarian Wallace passed out a sample list of libraries to tour that Community Library Supervisor Lani Yoshimura of Gilroy put together for her library commisioners, as we?i as a floorplan of the new Mountain View Public Library. It was decided that the committee will try a first tour on Saturday,March 14, 1998, and will tour both Los Altos and Mountain View libraries, meeting at Cupertino Library at 9:30 am,if carpooling, or meeting at Los Altos Library at 10:00 am, if a committee member prefers to meet the group there. Librarian Wallace will coordinate setting up the tours with the appropriate staff at the libraries. Checkpoints for communication with City Council: It was decided that the committee will keep this as a standing item, and will schedule these checkpoints as appropriate throughout the process as reports are available ® and information is updated. Longer term planning for community input and communication: This item will be re-agendized for the next meeting. 7. CON11VdI=E MEMBERS' COMMENTS AND AGENDA BUILDING Agenda building- -Status reports from the various groups will be presented at the March 5th meeting. ,,Tour plans will be firmed up at the March 5th meeting. -Consultant update will be presented at the March 26th meeting. S. ADJOURNMENT Chairper sun Hamer adjourned the meeting to Thursday, March 5, 1998 at 7:00 pm in the Cupertino Library Story Room. Upcoming meetings of this committee will be held on: Thursday,March 5, 1998 - Library Story Room Thursday, I Larch 26, I998 - Library Story Room Respectfully submitted, we Mary-Ann Wa lace Community Library Supervisor Cupertino Library