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1976/01/0776-16 Multipurpose Room, Central Library, Anaheim, California - COUNCIL MINUTES - January 7, 1976, 3:00 P.M. The City Council of the City of Anaheim met in adjourned regular session. PRE SENT: AB SENT: PRESENT: ABSENT: PRE SENT: COUNCIL MEMBERS: Kaywood, Seymour, (arrived 3:20 p.m.) Sneegas, Thom COUNCIL MEMBERS: Pebley LIBRARY BOARD: Schultz, Stanton, Callen, Dahl LIBRARY BOARD: None ASSISTANT CITY MANAGER: William O. Talley DEPUTY CITY CLERK: Linda D. Roberts CITY ATTORNEY: Alan R. Watts LIBRARY DIRECTOR: William J. Griffith ASSISTANT LIBRARY DIRECTOR: Mary Lou Rowe PRINCIPAL LIBRARIAN: Colleen Boshell Mayor Thom called the adjourned regular Council meeting to order at 3:00 p.m. 1. PROGRESS OF NEW BRANCH LIBRARIES: Mr. Donald Fears , Architect, presented the following estimated schedules for completion of the two new branch libraries: Euclid Branch Public Library: Completion of Construction March 10, 1976 Complete installation of shelving March 18, 1976 Complete installation of furniture March 23, 1976 Sunkist Branch Public Library: Completion of Construction March 15, 1976 Complete installation of shelving March 23, 1976 Complete installation of furniture March 30, 1976 Mr. Fears reported in relation to cost controls that the City Council on January 6, 1976 approved two change orders in the amounts of $1,830 and $690 for an approximate $2,500 increase from original contract cost at this time. He advised that they do anticipate some additional change orders in approximate- ly these same amounts, which would not be out of line considering the types of work and size of the project. Mayor Thom. 2eferred to letters submitted by the ~Contractor l~s ting sub- stantial change orders and inquired whether Mr. Fears foresaw any delay in the completion schedules submitted because of these. Mr. Fears explained that they expect the projects to continue to comple- tion without delay; that there is an atmosphere of bargaining in existence between the Contractor, the Architect and the City, which is keeping the project moving. Mr. Griffith attributed much of the success of this approach to the City Project Engineers who have monitored the progress of the Contractor and reminded him of certain obligations as necessary. Mr. Fears further assured the Library Board that although it appears that the Sunkist Branch is much further behind than the Euclid Branch, this is because the former is being utilized by the Contractor as a test site to determine the labor and material necessary. As one item is completed, the crew is moved to the Sunkist site. It is anticipated that as they reach completion, during the pick-up period at Euclid of two to three weeks, the Sunkist project will be caught up. He reported that the completion dates reported today are approximate- ly six weeks behind the original schedule, primarily because of the Contractor putting insufficient manpower on the job. This is one of the areas which the City Project Engineers have been monitoring closely. The Euclid site in ten to twelve days will be free and clear of any weather problems as the roofing will have been installed and then interior work will begin; the Sunkist site is still one month away from being out of a weather problem. He described further the approximate stage of construction to which each site has progressed and advised that the Sunkist site because of the adjacent park facility has additional work and problems to be handled. Councilman Seymour entered the meeting. (3:20 p.m.) 76-17 Multipurpose Room, Central Library, Anaheim,California - COUNCIL MINUTES January 7, 1976, 3:00 P.M. Several other details of construction were discussed and c{arified by Mr. Fears and he assured the Council and Library Board members that the City Engineerts Office as well as his Office are outlining in very clear terms for the Contractor what will be expected in terms of finishing of the project as it progresses. Conseauently he would anticipate no problems when it comes to final acceptance of the buildings by the City. Mr. Fears reviewed the color schemes planned for the two branches and advised that they are working on prints for the exact color locations within the buildings with color chip references for use by the Contractor. He also reported that shelving and wood furniture is in manufacture and displayed a floor and furniture layout plan. Mrs. Schultz referred to the statistical information presented regarding the branch libraries and advised that as of December 31, 1975, the Library Technical Services Department has completed filing of 99~753 catalog and shelf list cards, one-half of wh.ich will be forwarded to each of the two new branches, and 29,798 books have been processed and are ready for transfer. In reviewing the statistics presented, Mayor Thom noted that the Euclid and Sunkist Branches each will open with a book collection of 26,600 which is about one-half of the capacity of each branch and not on parity with the collection at the Haskett Branch consisting of 36,378 books. Mr. Griffith reported that he anticipates a request to Council for a book appropriation next year in order to correct this situation. He reported that the average cost for books is $6 per adult volume and $5 per juvenile volume. He noted that insofar as paperback books and periodicals for the new branches are concerned, they have subscriptions in on the periodicals, but will have to rely on gifts from the public for back issues, and will make a concerted effort to get these. The paperback collection, although no statistics are available, is built largely by gifts. The Library Department is currently processing materials to their best ability and of course will be able to continue building the collection after the opening. Mr. Griffith also reported that they have a high demand for records and these also carry a high maintenance cost. Mayor Thom was concerned that the book and record collections at the Euclid and Sunkist Branches be brought up to at least parity with the collections at the Haskett Branch, and suggested that perhaps there is some differential between the construction and furnishing costs for the two new branches and the sum allocated for same which might be utilized for this purpose. Mr. Griffith stated that one million dollars was authorized for construction of the two branch libraries but never actually allocated. Councilman Seymour cautioned that the differential between cost of construc- tion and furnishing of these branch libraries might have been included in the 3.6 million dollar surplus as a carry-over and therefore might not be available for this purpose. Mr. Talley assured Council that prior to allocating any of these funds for book expenditures he would analyze the surplus to determine whether or not the carry-over differential from construction and furnishing of the two libraries is included therein. 2. DESIGNATION OF NAMES FOR TWO NEW BRANCH LIBRARIES: In accordance with recommenda- tion of the Library Board, on motion by Councilman Seymour, seconded by Councilwoman Kaywood, the City Council adopted thru official names of Euclid Branch Library for the branch located at 1340 South Euclid Avenue and Sunkist Branch Library for the branch located at 901 South Sunkist Street. Councilman Pebley absent. MOTION CARRIED. 3. HILL AND CANYON LIBRARY PROJECT: In response to inauiry from Mrs. Schultz as to whether or not redevelopment funds from Project Alpha could be used to build the library in addition to the school construction at the hill and canyon site, 76-18 _Multipurpose Room, Central Library, Anaheim, California - COUNCIL MINUTES - January 7, 1976, 3:00 P.M. Councilman Seymour replied that he did not think library construction at this site would be an appropriate use for redevelopment funds. He recalled that the justification for the use of these funds on school construction was that the school district had experienced a reduction in revenues because o£ the tax in- crement financing aspect within Project Alpha boundaries. He voiced the opinion that the Library Board should keep abreast of the activities relative to site development plans at the hill and canyon site; to begin to determine what the facility would contain and the type of structure it would be housed in. He advised that he would be interested in input from the Library Board as to when they feel the population in that library service area will approach the numbers that would require the Council to seek ways to finance the construction project so that hopefully, the Council could meet the need on schedule rather than after the demand and need are already evident for some time. Mr. Watts advised that he would be interested in a time estimate as to when the City will be considering construction of a library facility in the hill and canyon area as well, as his office would require some lead time to deal with the necessary legal matters. Mayor Thom noted that there has not been any staff analysis of the pro- posed site itself in relationship to that portion which the school occupies and that perhaps it would be of benefit to both the Council and Library Board if the Planning Department were to initiate such analysis. In connection with the grading ~hich is proceeding currently on the school site, Mr. Watts advised that there is an agreement in preparation where{n the City will share some of the grading costs for that library site with the school district. A sum of $19,000 has been allocated for this portion of the project and it is anticipated that the cost will not exceed this amount. Mr. Griffith pointed out that there are two phases involved in the library planning project, one being a service factor, based on population. When the data becomes available from the bicentennial census some of these analyses will be easier to prepare, however projections from Planning are that there will be 20,000 people in this library service area by 1980. In ascertaining what the "magic" number is in terms of population, regarding when library services should be initiated, Mr. Griffith pointed out that another factor to be taken into account is the isolation of this particular area from other library services available to the community. FUTURE PRIORITIES FOR LIBRARY GOALS: A. George Washington Community Center Library- Mrs. Schultz reported that even prior to the Arthur Young and Company report suggesting review of the George Washington Community Center Library the Board had scheduled a January 19, 1976 meeting for review of that facility, following which the Board's recommendation will be forwarded to the Council. Informal discussion as tc the Board's feeling regarding the success ~ the George Washington Library Program disclosed that it is not considered truly a library program as much as it is a community center and school library activity. Mr. Dahl related that he felt the facility is too small and that the same library services could better be provided at the Central Library for those users, since the distance is not that great. He advised that he felt there would be some feeling of loss in the community if it were discontinued altogether, noting that especially during classes of English for foreign-born, many parents bring their children to spend the time while they are in classes in the George Washington Library. Mrs. Schultz pointed out that one of the areas the Board intends to explore is that of the funding given to some library projects for the formation of Comprehensive Learning Centers. In her opinion, the library program at George Washington School has taken the place of such a center. 76-19 Multipurpose Room~ Central Library~ Anaheim, California - COUNCIL MINUTES - J.anuary 7, 1976, 3:00 P.M. Miss Colleen Boshell reported that circulation statistics at the George Washington facility have gone up slightly to about 1,200 books per month, not taking into consideration story times and other programs. Most successful at this facility are programs based on a coordination of activities together with the Parks, Recreation and the Arts Department or the English as a second language course. Councilman Seymour stated that the Council is trying to ascertain whether or not this program is doing the job intended, and if not it doesn't necessarily mean that the program or the center should be discontinued, but perhaps a change in approach is required. Mr. Griffith stated that this facility reflects about two per cent of the circulation and also comprises two per cent of the budget, which is no real criteria to base a decision to either continue or discontinue that operation. He stated that the basis for implementation of the George Washington Community Center Program came from the 1959 and 1968 Citizen's Capital Improvement Committees. B._ Central Library Parking- Mrs. Stanton gave a brief report on the parking problems experienced at the Central Library Facility and Police Department. In response to this problem staff was requested to review costs of parking structures, which have increased in cost from $830 per space in 1972 to $2,666 per space for those now under construction at the Convention Center. Discussion ensued during which it was suggested that an ordinance be adop- ted restricting the use of these parking areas to Police and Library personnel, with a two-hour time limit for all other cars as this would preclude those em- ployees of nearby business operations from using the City parking lots intended for Library and Police Department use. Mr. Griffith pointed out that there is a long-range parking problem for the Central Library and Police facilities, inasmuch as the Police Department continues to add personnel and their training days impact the parking problem severely. It was further suggested that the open green a~a between the Police and Library facilities be blacktopped and striped for parking purposes at a much lower cost than any parking structure. It was noted that the FremGnt School property adjacent to the library is no longer considered a possibility for acquisition, since the school district has experienced a stabilized and even increased enrollment at both Fremont Junior High and Anaheim High Schools. During the course of discussion, Mrs. Schultm advised that at the time of the energy crisis, in accordance with City policy, one half of the lights in the Central Library parking lot were turned off. No real problem has arisen, but since this is a very dark area, and there is night time patronage, the Library Board requested permission to turn on all of the lights in nhis parking lot once again. Council indicated their agreement. C. Impact of New Programs on Future Library Budgets- D. Implementation Plans for Arthur Young Recommendations- Mr. Griffith reported that all of the Arthur Young and Company recommenda- tions are either in the process of review or are being implemented with certain exceptions. One of these is the space study at the Central Library. Arthur Young and Company has expressed interest in ~eing considered for that facility study and there is a sum of $25,000 in the hold items portion of the budget for such review. Councilman Seymour advised that sometime towards the end of January all of the cost figures for the second half of the 1975-76 fiscal year should be known and it will then be possible to make decisions as to whether or not the freeze on capital items will be continued. He suggested that the decision on this facility review be held over for a minimum of three weeks unti~ these determinations are made. Councilman Seymour advised that the same is true for all 76-20 Multipu.rp_ose Room~ Central Library~ Anaheim~ California - COUNCIL MINUTES - January 7,..1.976,. 3 .'00 P.M. other cspitml hold items and personnel positions; thmt these decisions be held over until after February 1, 1976. In conclusion Mr. Griffith pointed out that he wished Council to be aware that the opening of the two new library branches will undoubtedly have an addi- tional budgetary impact in the forthcoming fiscal year. He added that there may also be an impact in next £iscal year's book budget. ADJOURNMENT: Councilman Sneegas moved to adjourn. Councilwoman Kaywood seconded-the motion. Council Member Pebley absent. MOTION CARRIED. Adjourned: 4:40 P.M. ALONA M. HOUGARD, CITY CLERK