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HomeMy WebLinkAboutMinutes - Minutes - Library Advisory Board - Meeting Date: 2/11/2015 City of Glendale Library Advisory Board Meeting Minutes Foothills Branch, Roadrunner Meeting Room 19055 North 57th Avenue Glendale Arizona Wednesday, February 11, 2015 6:00 p.m. Call to Order Chairperson Aborne called the meeting to order at approximately 6:00pm. Board members Rojado, Shelly, Bolognini, Fallucca, Collett, Sommer, Wilson, and Chairperson Aborne were present. Erik Strunk, Director, Community Services Department, Michael Beck, Chief Librarian, Karen Reed, Library Manager, and Lori Bye, Parks & Recreation Operations Manager, were present from the City of Glendale. YI. Approval of Minutes - January 14. 2015 - Chairperson Aborne asked if there were any revisions or corrections to the minutes of January 14, 2015. Chairperson Aborne called for a motion. Board member Bolognini made a motion to approve the January 14, 2015, minutes as written. Vice Chairperson Wilson seconded the motion, which passed unanimously. in. Business from the Floor - Chairperson Aborne called for any Business from the Floor. There was none. Iv. Possible Relocation of the Foothills Branch Library and Expansion of. Library Services - Chairperson Aborne introduced this topic. She stated in light of a potential partnership opportunity that has been presented to the City by Midwestern University and as a part of the City's ongoing efforts to explore new and improved service models and assess its assets, the Community Services Department recently conducted an internal staff review of the Glendale Public Library System. Chairperson Aborne said this review included a statistical analysis of use patterns, the identification of library trends and the type of library media used by library patrons. One of the Minutes — Library Advisory Board Meeting February 11, 2015 Page -2 opportunities discussed is the possible relocation and transformation of the Foothills Branch Library into a high tech "Library and Technology Center" at the Foothills Recreation and Aquatics Center. She introduced staff to present the concept to the Board. Mr. Strunk and Mr. Beck presented this item. Mr. Strunk began by providing some background information. Mr. Beck continued with an overview of the Glendale Library System. He indicated there were three libraries, also 24 hour library website access was provided, and the libraries are a member of Maricopa County Library District reciprocal borrowing program. He provided the locations of the libraries throughout the valley where patrons could check out items. He continued by describing the various programs the libraries had to offer as well as the increase in items both electronic and physical. Mr. Beck explained some of the benefits in collocating at the Foothills Recreation and Aquatics Center such as increasing the amount of hours the library is open and available for use. He said there would be new technology available to all patrons. Rooms for group study sessions, reading and library classes will also be available. Mr. Beck said there would be 35,000 items available based on consumer demand. Also, if a patron wishes to order materials, they will be delivered within 48 hours. Mr. Beck displayed a concept photo of the Foothills Library and Technology Center. He added new computer equipment and technology would be available immediately. The materials at the Foothills Library will be distributed to the Main Library and Velma Teague Library thus enhancing those libraries. Mr. Strunk explained some of the immediate financial benefits to the city such as one-time sale proceeds to cover cost of relocation and transformation and "net" the city $4.1 million dollars. There would be a savings of $2.7 million in budgeted Capital Improvement Fund savings, a $380,000 in annual savings to the city, and no full-time staff reductions. Minutes - Library Advisory Board Meeting February 11, 2015 Page -3 Mr. Strunk explained some of the immediate benefits Midwestern University Foothills would be providing such as having the facility open and available to the public Monday through Friday from 9am to 5pm. Meetings room will be available for public use, as well as health awareness programs available to the public. There will be continued access to the dog park from the parking lot. He concluded by stating city staff has been directed to report its findings to the City Council in the spring of 2015. Chairperson Aborne asked the Board for questions. Board member Shelley asked how many positions would be impacted by this proposal. Mr. Beck explained 11 full time employees (FTE) would be reduced to 7.5 FTE. Board member Fallucca asked when MU approached the city with this proposal. Mr. Strunk said MU sent its initial letter of interest in February 2014. She asked to whom did MU approach? Mr. Strunk explained when you look to acquire city property you typically approach the city manager. She asked when this was presented to the former council. Mr. Strunk said it was initially presented in March 2014. Board member Fallucca asked why the City sat on it until February 2015. Mr. Strunk said the city had to do an appraisal and then a second appraisal. Due diligence needed to occur first in order to make the best decision for the residents. He added there was no delay in bringing this the public. In December, Council provided direction to move forward. Staff wanted to wait for new council to come aboard. She asked why you waited until the end of January. Mr. Strunk said staff received direction which was provided in December and based upon the agenda process, February was the earliest available to make the agenda. She asked for the date it was announced to the public? And was it posted anywhere besides the agenda? Mr. Strunk said staff followed the agenda process. Minutes - Library Advisory Board Meeting February 11, 2015 Page -4 Board member Fallucca asked if it was announced to the public before or after the Super Bowl left town? Mr. Strunk said it was discussed on Tuesday, February 3. She asked if the city have any ties to MU. She said the year that Glendale purchased the land and constructed the library, the Mayor was Elaine Scruggs. Board member Fallucca asked if she is currently on the Board at MU. She asked if that is a conflict of interest. She asked staff to research these questions. She asked how much it would cost MU to construct an exact replica of the library including or not including the land. She asked staff if they could get an estimate. Mr. Strunk said this is a possible real estate transaction and that type of estimate has not taken place. Board member Fallucca asked how many hours the Foothills Library is currently open. Mr. Beck said 36 hours per week. She asked how many items went out last fiscal year. Mr. Beck said 660,000 items went out based upon the library being open 36 hours a week. Board member Fallucca asked if the reduction in hours and programs is causing the number of patrons coming in to get books to drop. Mr. Beck believed it was not due to the change in hours. He said there has been a steady decrease in printed materials only. He added that hours have been the same since 2010. Board member Fallucca asked if there is less programming here. Mr. Beck said it is slightly down, but staff is looking into increasing programming. Board member Bolognini said this is the third time she has heard this presentation. She wanted to verify the new location is actually 9,100 square feet. She said there is an area with a curved wall, which would be unusable. Mr. Strunk said there is 3,000 square feet of the library dedicated to adults and juveniles; there is 500 square feet of kitchen area; there is 2,900 square feet of meeting spaces for classes and programming; and 2,700 square feet for youth. The meeting rooms are shared and there is an additional 500 square feet dedicated to children's space. Minutes - Library Advisory Board Meeting February 11, 2015 Page -5 Board member Bolognini asked if the billiards and tennis table area would be occupied by the library. She said citizens would no longer have use of these amenities once the library moves in or will they be relocated. Mr. Strunk said this area would be the youth area of the library. This is one of the changes that would occur and be removed, possibly relocated to another recreation center. Board member Bolognini commented a smaller space is being proposed, less items will be available, no artwork. She reminded staff that in 2012 there was a Save the Library Campaign, and citizens came through for the city. The city had increased the citizens' taxes. Citizens are being told this is not a closure; it's a replacement and relocation. Council member Bart Turner made a big effort at the meeting where this was presented to make sure the Commissions - Library, Recreation, and Art - had formal hearings on this item. It was important that the city gather the commissions' advice. Board member Grajeda stated that he loves the artwork and his questions were answered in the presentation. Board member Sommer said there are teachers who get boxes of books for their classrooms from the library. She asked if this will be discontinued. Mr. Beck said no, this would still take place in the same fashion. Board member Sommer asked if the Chihuly had been appraised. And if so, where would the money go from the art sales. Mr. Strunk said yes, and the presentation showed the arts fund to be reimbursed for the cost of the appraisal. Board member Collett said the concept drawings do not feel welcoming. There is no warmth and the new facility is not inviting. Mr. Beck stated this is just to start the conversation and these are conceptual drawings. Board member Collett said a friend of hers had called the library to reserve a meeting room. She was told they could not reserve a room anytime after July 1, 2015 as the library would be sold by that date. Mr. Strunk said no, that is incorrect. Vice Chairperson Wilson, a Cholla District resident, asked what type of community input was gathered to come to the conclusion that the Minutes - Library Advisory Board Meeting February 11, 2015 Page -6 community wants the Technology Center. Mr. Strunk said the community has not yet been engaged. Vice Chairperson Wilson said in 1997-98, the cost of the library was $7.7 million dollars. She asked if replicated today, what the cost in today's dollars is. Mr. Strunk said such an analysis has not been conducted. Vice Chairperson Wilson asked what the total occupancy is of all the public space vs. the proposed library space. Mr. Beck said that question should be addressed by the Fire Marshal. He explained it is based on the designated areas, room occupancy, and amount of furniture, among other factors. This information cannot be provided at this time. She asked for the total number of computers available now vs. at the proposed new center. Mr. Beck said there are 38 now increasing to 60. Vice Chairperson Wilson said teens require their own space; however, the proposed teen space appears inadequate compared to the current teen space. She asked how staff is proposing to separate the teens' space from the parents' space. Lori Bye said the current area holds 42 persons. Ms. Bye added this is an estimate by staff based upon the activities taking place in the room. Vice Chairperson Wilson said the Library paid $4,999 for appraisal #2 and that the funds were removed from the Library book fund. Mr. Strunk explained separate budgets and reimbursement into budget. Vice Chairperson Wilson asked if the Makerspace area would be included if the relocation is to take place. Mr. Strunk said yes, but resources are needed. He said they want to grow with the community contingent upon having available resources. She asked if broadband be increased through e-rate and LSTA funding. Mr. Beck said he will need to research e-rate and grant writing for federal grant monies, but yes, it can be done. She said there would be 20 hours less of open library time, the space reduced, and the book collection reduced. She asked how this is being presented to the public as an expansion. Mr. Beck said there will be Minutes - Library Advisory Board Meeting February 11, 2015 Page -7 new technology, an expansion of hours, and opened 13 more hours a week than currently opened and opened six days a week. He reviewed hours. This qualifies as an expansion of library services. Chairperson Aborne asked if it is possible to have an overlay of the current floor plan vs. the proposed floor plan in order to better form an opinion. Mr. Strunk said he would follow up and accommodate the request. Chairperson Aborne said the appraisals did not evaluate the same criteria. She asked, focusing on the 2nd appraisal, if it had been done on-site. Mr. Strunk said yes, it was done on-site and both appraisals are available online. Chairperson Aborne asked if the 2nd appraisal included the artwork. Mr. Strunk said no. In response to a question from Chairperson Aborne, Mr. Strunk said $4.7 million is for the building and land only. Chairperson Aborne said at Council Workshop, the value of the Chihuly was identified at $400,000 and the Sonoran at $120,000. Mr. Strunk said that was correct. Chairperson Aborne asked if the $4.7 million plus the cost of the artwork is more than $5.1 million. Mr. Strunk said yes, $5.2 million. Chairperson Aborne asked if the art appraised because the offer came through. Mr. Strunk said yes. Chairperson Aborne asked where the money came from to pay for appraisal. Mr. Strunk said from the municipal arts fund. Chairperson Aborne said the Mayor proposed moving artwork at an approximate cost of $85,000 to $100,000 to move. Would this cost come from the arts' fund. Mr. Strunk said yes, if that decision is made. Related costs would also come from this fund. Chairperson Aborne asked if the art is a deal breaker for MU. Mr. Strunk said no, their offer would not change. It would remain at $5 million dollars. Minutes - Library Advisory Board Meeting February 11, 2015 Page -8 Chairperson Aborne asked if the documents regarding the sale are online and available for review. Mr. Strunk said yes, they are public documents. She said the board would like to review these documents. Chairperson Aborne asked if there are any requirements for on-site security. Mr. Strunk said no, there are no city requirements for security. Chairperson Aborne asked if, as a 501.c3 non-profit organization, does MU pay taxes. Mr. Strunk said he was unsure and will provide an answer for the Board. With no further questions from the Board, Chairperson Aborne opened the public hearing. Mr. Gene Martell, Arrowhead, asked if a cost benefit analysis had been done. He would like to review this. He asked if it is possible to turn down offer. Ms. Tia Budrow, teen, said this is not beneficial to patrons. Ms. Katherine Budrow said the library has provided good memories and offers many different types of media. Tara and James Travault said they would like to preserve the library and do not want the size reduced. James is a 4th grader at Challenger Charter School. Ms. Eve Espes said there is a great selection and there are lots of books. She is a 2nd grader at Legend Springs, Deer Valley. Ms. Caroline Growe asked why this wasn't made public. What did the due diligence process include. She sees no benefits and said the city is not looking out for the citizens. This seems to be about the economy and budgeting. She asked if there was an economic impact analysis done. She questioned if the outreach was to the corporate world or small businesses and how they would be impacted. She asked if there was a study on impact to property values. She asked if a study or analysis on the relationship with the community and MU had taken place. She asked if there had been a study to the impact of the Minutes - Library Advisory Board Meeting February 11, 2015 Page -9 remaining larger scale libraries and the traffic. She said she has many ideas. She asked if the city had engaged the public. She wants to be sure the books' budget is maintained. Ms. Lenore Little was concerned with rate of circulation. She said the city shouldn't punish the residents for their irresponsible fiscal decisions. She added the wrong people are being held accountable. Mr. John Janson said places are needed to educate the youth. The proposed area has fewer seats. The city has overspent. The proposal may be open for more hours, but so much smaller it will not be able to accommodate those needing and wanting to use the library. Kristin Mirada, unavailable. Jenn Diness lives at 75th Avenue, Hidden Manor president. She suggested everyone should contact his or her council members with comments. She doesn't support the purchase of more electronics as she still likes paperbacks. Ms. Char Sharp, president of Friends of the Glendale Public Library, asked why we are doing this? She asked where a detailed risk analysis is? She wanted to know the close of escrow for the sale. When is it proposed to be completed? She asked why the FRAC is more technically advanced than Foothills? She asked what do the surrounding facilities say of the proposed increase to their facilities once Foothills is closed. Ms. Sherry Mae indicated her questions have been answered. Mr. Bruce Arthurs asked if MU goes to convert to electronic versions, this would free up space they need for study halls. The West Branch Library was proposed but not constructed. He asked for cost. He commented that the San Antonio digital library looks sterile and unwelcoming. Mr. Ron Myers thanked the volunteers and noted he is a resident of Arrowhead Lakes. He asked how MU benefits from this sale. Who thought this up and how are they going to benefit? He is concerned about ample parking spaces. He said the poolroom and ping-pong area being removed would take away from the children. He asked what is to keep MU from discontinuing the citizens to use their Minutes — Library Advisory Board Meeting February 11, 2015 Page -10 facilities? He said poor decisions made by city officials have resulted in the citizens having to suffer. Stacy Bittner said she does not want to remove the kids/teens area. They need to be kept busy and this is not a smart move. June Bittner said she likes the convenience of this library and there is not enough disabled parking currently at the FRAC. She suggested the city hold a meeting during the daytime to allow seniors the opportunity to comment. Not all seniors can drive in the evening hours as they are unable to see. Lynn Kindae said most her concerns were addressed. Kids need to check out books. The space being offered is no replacement for what currently exists. William and Tracy Carpenter said her kids remember activities held in the library. She does not want to see it moved into the FRAC. William stated he likes the summer reading program as well as other programs. He said please don't close library. Gordon Pinda encouraged everyone to call their council member. Joe Brusoe thanked the Library Board. He likes the atmosphere of nearby libraries. He said the city is using excuses to save money. Marylou Perka said Foothills library has lots of space. She is a fan of the Chihuly as it is a point of pride. She said libraries offer floor space for reading. There is no room for this at the FRAC. She asked what the cost of a new building is? She is appalled that this has not been researched. She agrees that new technology is needed but the library experience needs to remain. Memories are made at libraries. Lee Raque said he was unhappy with how the appraisal was paid. He said if the library goes, neighborhood values decrease. He felt the dog park would disappear shortly after followed by the ball fields. Michelle Meredith said she is starting a petition against the sale. She also said FRAC does not receive good WIFI; however, the WIFI at the library is good. Ted Roguiso said he opposes turning the FRAC into a library. Minutes - Library Advisory Board Meeting February 11, 2015 Page -11 Charles Bentley, unavailable. John Turbidy said the city shouldn't close the library and this facility needs to remain open. Children need the library. He believes MU wanted the library years ago. FRAC is very noisy especially when swimming lessons are taking place. He wanted to advise the Council not to do this deal. James Robinson, unavailable. Jack Shupe thanked the Board. He said the presentation by staff appears to be a sales pitch. He felt it was a biased presentation. This is a first class facility and he said not to give the facility away. Vickie Loya, unavailable. Tara Nassey, a teacher and librarian, thanked the Board for listening. She said if kids don't have paper books to learn to read, how would they read e-books? She felt the facts and figures presented do not add up. Cheryl Barber said she agreed with all said by speakers. She said perhaps the Chihuly would stay or go. She said she is passionate about art and doesn't feel the information is clear. She realizes the Sonoran must stay. She recalled the day when the Chihuly was dedicated to this library. The magic doors were built for this library and were not intended to be relocated. Valerie Burkhardt shared experiences at the city's libraries. She said she is appalled and offended that the building is being sold. How long will MU allow residents to use their facilities? Foothills cannot be stuffed into the FRAC. Pat Kessler asked where is the workspace for the librarians to sort, repair, and organize books. Lisa Webster thanked the Board. She is an Arrowhead resident and previous corporate attorney. She felt this is a bad real estate move. This item was for informational purposes only and no action was taken. Minutes — Library Advisory Board Meeting February 11, 2015 Page -12 Staff reminded everyone in attendance to check the website, the hotline, and to follow future meetings. v. Chief Librarian Update - Chairperson Aborne called for an update from Mr. Beck. Mr. Beck provided an update regarding the following items: 1) Technology Improvements - He stated city staff has been meeting with IT to discuss improvements that could be made such as bandwidth. It will be increased from 40 to 50 megabytes. He said 25 new computers would be added for staff and patrons, which is being implemented currently. He added IT is working on determining the use of desktops vs. wireless use. 2) Upcoming Programs - Ms. Reed said the "Love You Beary Much" event was very successful and enjoyed by approximately 130 persons. Friends of the Public Library provided coloring cards to those who were interested in telling why they liked their neighborhood library. She said at the Foothills Library there was a photo booth for kids to take photos and use them to make Valentine's Day cards. Also, Children's Play Theater performed "Girls Who Wear Glasses" at no charge. The Books and Brushes program was held at the Velma Teague Library with costs being covered by the Create and Collaborate Grant. 3) National Library Week, April 12 through 18, 2015 - Ms. Reed said staff is working on the March - April calendar currently. There will be promotions held at each library announcing Library Week. Mr. Beck added that Velma Teague's renovations would begin in March. Staff has been working with IT in order to relocate the computers. vi. Library Advisory Board Comments and Suggestions - Chairperson Aborne asked for comments. Vice Chairperson Wilson asked about e-rate and if the libraries would be applying. Ms. Reed explained the e-rate process. She indicated the process is lengthy and being short staffed it wasn't something that could be done at this time. Minutes — Library Advisory Board Meeting February 11, 2015 Page -13 Board member Shelly asked if the city has an IT person dedicated to the libraries. Mr. Beck said no. Board member Grejada stated he attends high school and has established a program called "College Push". This program helps seniors apply for school loans. He would like to develop a center at the libraries to allow students to apply for college and begin to prepare. Several members stated they were pleased to see the large turnout for this evening's meeting. They appreciate citizens taking the time to attend. Chairperson Aborne thanked Mr. Beck and Mr. Strunk. Vice Chairperson Wilson will provide a daily breakdown of what is to be acknowledged or recognized each day of Library Week. VII. Adjournment - Chairperson Aborne called for a motion. Board member Sommers made a motion to adjourn the meeting. Board member Bolognini seconded the motion, which passed unanimously. With no further business, the meeting adjourned at 9:36pm. The next regular meeting will be in the Large Meeting Room at the Main Library on Wednesday, March 11, 2015, at 6 PM.