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1978/05/1078-571 Central Library, 500 West Broadway, Anaheim, California - COUNCIL MINUTES - May 10~ 1978 - 3:30 P.M. The City Council of the City of Anaheim met in adjourned regular session. PRESENT: ABSENT: PRESENT: ABSENT: PRESENT: COUNCIL MEMBERS: Overholt, Kaywood, Kott, Roth and Seymour COUNCIL MEMBERS: None LIBRARY BOARD MEMBERS: Schultz, Dahl, Stanton, Pickler and McClain LIBRARY BOARD MEMBERS: None CITY MANAGER: William O. Talley CITY ATTORNEY: William P. Hopkins CITY CLERK: Linda D. Roberts LIBRARY DIRECTOR: William Griffith PRINCIPAL LIBRARIAN: Bettie Vandiver Mayor Seymour called the adjourned regular Council Meeting to order for the purpose of a joint meeting with the Library Board. Chairman Schultz called the Library Board to order. REPORT ON THE LIBRARY DEPARTMENT BUDGET FOR 1978-1979: Mrs. Elizabeth Schultz, Chairman of the Library Board, announced that for the second year in succession, it was the Board's opinion that the City Manager had given a fair evaluation to their Budget, and they did not wish to protest any of his decisions relative to the 1978-79 Budget. Mr. Bill Griffith, Library Director, thereupon touched upon some highlights of the Budget and explained that the one to be submitted to the Council had been trimmed by approximately $200,000 from the initial discussion held on the matter, March 16, 1978. Some significant items included the fact that there were funds for employment of an architect for the Hill and Canyon Branch Library, and also funds for the beginning of the book collection, and finally funds for the begin- ning of an automation program and a computerized circulation system. He also clarified for Councilwoman Kaywood that the $200,000 was not trimmed in the event the Jarvis Initiative passed on June 6, 1978, but they did have a contingency plan developed which was reviewed by the City Manager to handle that eventuality. PROPOSED HILL AND CANYON BRANCH LIBRARY: Mr. Griffith explained that the subject Branch project had been ongoing without any real direction from the City Council because the time was not yet appropriate. The site analysis had been determined for some time, but the Board was still working on the basis of the citizens commit- tee report adopted by the Council in 1968. In doing the preliminary work on the site, they met with citizen's groups in the area per Council instruction, and there was a great deal of interest on the part of the community. As well, Mr. Talley established January 1, 1981, as the opening date for the facility and that was done to give the Board something to consider and discuss. Thus, it would have to be funded in the 1979-80 Budget. City Manager Talley interjected that they tried to split the funding over 3 fiscal years, and not moving too rapidly, 1981 was believed to be a realistic date. 78-5?2 Ct. ntral Library,. 500 West Bro~dway, Anaheim, California - COUNCIL MINUTES - May 10, 1978 - 3:30 P.M. Relative to community input and involvement, Mayor Seymour encouraged such parti- cipation because: (1) they were building a facility to serve that community's needs and (2) involving the community would foster a sense of pride, and therefore, utility in use. Jean McClain stated that a woman's group was circulating a petition asking for a library facility to be available as soon as possible for the area. HACMAC had also met with them in the past to discuss the types of things that would be impor- tant to the community relative to the project. The Mayor commended Mrs. Schultz, Mr. Griffith and Mr. Talley for taking an intelligent approach to the matter, especially the long-range planning. There was no problem with January 1, 1981 as a planning date, but before the Council agreed, they would want to see the rest of the Budget. Mrs. Schultz stated that they had already been contacted by the Kiwanis Club in the hill and canyon area expressing their interest in getting the library started, and offered to help in any way, even through donations. RECOMMENDATION OF AN ARCHITECT FOR PREPARATION OF PLANS - HILL AND CANYON BRANCH LIBRARY: Mrs. Schultz stated they were ready to make a recommendation of an architect to prepare the plans for the library, and thereupon summarized the meticulous selection process utilized which involved the participation of all Board Members. They accordingly by a unanimous vote recommended William Blurock and Partners of Newport Beach to design the hill and canyon branch library. Mr. Criffith then explained for the Mayor that the bulk of the money budgeted for the architect was contained in the 1978-79 Budget, but believed that a final deci- sion on the issuance of a contract should wait until after the June 6, 1978 primary election. For clarification, the Mayor stated that the Board was seeking approval of the unanimous recommendation of William Blurock as architect for the project with any contractual or financial arrangements to be made subsequent to June 6, 1978, and the adoption of the 1978-79 Budget. Further discussion between the Council and Members of the Library Board revealed the following: 1. William Blurock's reputation was such that he would not allow the contractor to deviate from specifications, and in this case, would supervise the contract. 2. Relative to the fee, the City worked off the architect's standard fee schedule. 3. Because of the uniqueness of the site involved, the same or similar plans used for other libraries could not be used for the proposed facility. Councilmen Kott and Overholt asked for clarification regarding whether or not the future contract would include supervision by the architect. Discussion then followed as to the appropriateness of including in the motion that supervision be made a part of the contract, a point favored by both Councilmen Kott and Overholt. Mayor Seymour pointed out that if supervision was going to be included in the contract, the price would escalate by approximately 10 percent. Central Library, 500 West Broadway, Anaheim, California - COUNCIL MINUTES - May 10~ 1978 - 3:30 P.M. 78-573 Councilman Kott stated that he understood there would be an additional cost factor; however, that would be where the bid process would come into play. It was indicated that in speaking with the architect, supervision would be pro- vided, and if so, it should be included in the contract. Mr. Griffith then clarified for Councilman Roth if the architect did not do the supervision, the owner himself would have to do it. Councilman Roth noted that the City did not have the capabilities of providing the supervision as had been discussed in the past. Thus, he would favor asking for the cost under both circumstances, with and without supervision, as suggested by Councilman Kott. The Mayor interjected that the terms of the contract should not be a subject for debate at this time. Mr. Griffith confirmed that the contract, when drawn, would first be submitted to the Council. Councilman Overholt stated that he agreed with Councilman Kott on the matter and wanted the opportunity to evaluate the supervision aspect and the cost if any. Councilman Seymour moved to approve William Blurock and Partners as the architect on the Hill and Canyon Branch Library on the unanimous recommendation of the Library Board, subject to finalization of the contract and approval of the cost in the 1978-79 Budget. Councilman Kott seconded the motion. MOTION CARRIED. CLARIFICATION OF RESOLUTION NO. 78R-138 DESIGNATING THE CARNEGIE LIBRARY AS A MUSEUM: Mrs. Schultz explained that clarification of the subject resolution was necessary because it had alarmed many scholars and researchers who made use of the Mother Colony History Room located in the Main Library. It was established as an approved library program in fiscal year 1966-67 to provide the community with an archival collection of materials pertinent to the growth of the City. They were told that the Council's intent was to move the collection to the Carnegie Museum. After a brief discussion between the Council and the Board relative to the matter, Councilwoman Kaywood clarified that the Council's intent was not to move the Mother Colony History Room to the Carnegie Library. OTHER LIBRARY MATTERS: Councilman Overholt wanted to know to what extent the City Library Program was coordinated with the School Library Program, specifically the Anaheim Union High School District. Although there was good coordination with the elementary school district, that was not true of the high school district, and better coordination might be mutually beneficial to the school district and the City relative to need. He raised the point because it was something that troubled him not only in the library area, but other areas. The lack of coordination particularly at the junior high and high school level in the library area was a hardship, and he believed that would be an appropriate subject to which the Board could address itself. Mrs. Schultz stated that the matter had been reviewed about two years before. They appreciated Councilman Overholt's comments, and would again look into the matter because it was a problem. 78-574 Central Library,. 500 West Broadway, Anaheim, California - COUNCIL MINUTES - May 10, 1978 - 3:30 P.M. Mr. Earl Dahl explained that in the summer, they were directing a summer school program for the Anaheim City School District and had unified their efforts on motivational materials between the libraries and schools. In that area, there was complete cooperation and inroads had been made into that kind of cooperation. From his standpoint in the elementary school district, cooperation had been excellent throughout the year. Before concluding, Mayor Seymour clarified for Joanne Stanton that relative to the new Council team approach, he and Councilman Kott were responsible for the Library, and when a Board meeting was taking place, either of them should be called. That was not to infer that joint meetings between the Board and the Council should not continue to take place, but if there was a need to meet from time to time not under that same format, both he and Councilman Kott would be available to the Board. Councilman Roth then commended the Board on the joint meetings with the Council since he believed them to be most beneficial. Mayor Seymour also commended the Board, expressing the Council's appreciation for keeping the lines of communication open. They looked forward to the Board's continuing good performance. ADJOURNMENT: Councilman Kott moved to adjourn. Councilman Roth seconded the motion. MOTION CARRIED. Adjourned: 4:20 P.M.