HomeMy WebLinkAbout02-25-2009 Library Commission Agenda Packet
City of Saratoga
Library Commission
AGENDA
DATE: February 25, 2009
TIME: 12:00 p.m. – 2:00 p.m.
LOCATION:
Saratoga Library
Community Room
13650 Saratoga Avenue
Saratoga, CA 95070
1. Call to Order
2. Roll Call: Chiou, Lemmon, Khan, McBane Mulford, Nilan
3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the
agenda for this meeting was properly posted on February 19, 2009.
4. Accept Agenda Items & Order: No additional items may be added pursuant to
Government Code Section 54954.2.
5. Approval of Minutes of Regular Meeting
− Regular Meeting December 3, 2008
− Special Meeting December 8, 2008
6. Oral & Written Communications: Any member of the public may address the
Commission about any matter not on the agenda for this meeting for up to three
minutes. Commissioners may not comment on the matter, but may choose to place the
topic on a future agenda.
7. Old Business
A. Building Maintenance Update
B. Library Capital Improvement Fund (LCIF) Allocation
C. LCIF FY 2009/2010 Budget Allocation
Commission to prepare for annual the City of Saratoga budget process by discussing
allocations from the LCIF for the FY2009/2010 budget.
8. New Business
A. Review of 2008/2009 Commission Work Plan
Commission to review and discuss 2008/2009 Commission work plan.
B. Agenda Items for Joint Meeting with City Council on April 1, 2009
Commissioners to develop discussion topics for joint meeting with Saratoga City
Council on April 1, 2009.
C. Upcoming Opportunities for Library Advocacy, Outreach, and Commission
Participation
− CALTAC Workshop – February 28, 2009
− Joint Meeting with City Council – April 1, 2009
− Items from Saratoga Library Program Calendar
− Other
9. Reports (this section is informational only; no actions will be taken)
A. Melinda Cervantes, County Librarian
B. Barbara Morrow Williams, Saratoga Community Librarian
C. Barbara Powell, Saratoga Assistant City Manager
D. Judy Johnstone, Friends of the Saratoga Libraries
E. Sam McBane Mulford, Chair
10. Agenda Items for the Next Meeting
− April 1, 2009 Joint Meeting with Saratoga City Council
− June 10, 2009
− August 26, 2009
− October 28, 2009
− December 2, 2009
11. Adjournment
In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a
disability‐related modification or accommodation to participate in this meeting, please contact the City
Clerk’s Office at 408.868.1269 or ctclerk@saratoga.ca.us. Requests must be made as early as possible
and at least one full business day before the start of the meeting.
Library Commission Agenda Note:
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to
the Library Commission by City staff in connection with this agenda are available at the office of the City
Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after
the posting of the agenda are made available for public review at the office of the City Manager at the
time they are distributed to the Library Commission.
Certificate of Posting of Agenda:
I, Crystal Morrow, Administrative Analyst for the City of Saratoga, declare that the foregoing agenda for
the meeting of the Library Commission of the City of Saratoga was posted on February 19, 2009, at the
office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga CA 95070 and was available for public
review at that location. The agenda is also available on the City’s website at
http://www.saratoga.ca.us/boards‐commissions/library/index.html.
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 1 of 6
DRAFT
CITY OF SARATOGA
LIBRARY COMMISSION
MINUTES
DATE: December 3, 2008
TIME: 10:00 am to 12:00 noon
LOCATION: Book-Go-Round
14410 Oak Street
Saratoga, CA 95030
1. Call to Order
Chair McBane Mulford called the meeting to order at 10:03.
2. Roll Call
Commissioners present: Khan, McBane Mulford, and Nilan. (Absent: Chiou, Lemmon.)
Others present: County Librarian Melinda Cervantes, Saratoga Community Librarian
Barbara Morrow Williams, Saratoga Administrative Analyst Crystal Morrow, Saratoga
Facilities Maintenance Supervisor Thomas Scott, Guests: Curtis Boone, intern, City of
Saratoga, and Lisa Pirlot, Teen Librarian, Saratoga Public Library
3. Report on Posting of the Agenda
Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly
posted on November 26, 2008.
4. Accept Agenda Items and Order
No additional items were added pursuant to Government Code Section 54954.2. McBane
Mulford moved to accept the agenda items and order, seconded by Nilan. Motion passed
3/0.
5. Approval of Minutes of Regular Meeting of October 22, 2008
Nilan moved to approve the minutes from the October 22, 2008 meeting, seconded by
Khan. Motion passed 3/0
6. Oral and Written Communication
No oral or written communications were presented to the Commission.
7. Old Business
A. Building Maintenance Update
1. Thomas Scott reviewed the November 26, 2008 memorandum re: Library Projects
Update that was distributed as part of the agenda packet. As of November 26, the
following facilities items have been completed at the Library:
* On November 24, Pacific Gas & Electric installed the new meter for the City in
the Library’s electrical room.
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 2 of 6
Projects being worked on include:
* Transferring the City’s electrical usage to the new PG&E meter
* Working on getting all of the outside lights operating on the site. PG&E is
dragging its feet regarding reconnecting exterior lights. This poses a safety factor,
especially around the trash enclosure; the entry sign and light bollards have no power.
This is high on Scott’s list, and he will continue to work on this (Metro will not be paid
until this work is completed).
* Work continues on correcting the Children’s Area lighting problem. He is
getting paperwork from the contractor to do this project, and is getting ready to schedule
work. He noted that there may be considerable debris, but this will be cleaned up before
the library opens so that neither library staff nor patrons are exposed. This suggests
working on a series of Monday and Tuesday mornings, when the library is not open,
rather than working continuously. Morrow Williams urged that this work should be done
while the library was closed. All are looking forward to getting lots of light into the area.
There will be a financial award if the job is completed before time, a penalty if late.
2. Scott is working with List Engineering, a mechanical engineering consulting firm that
specializes in HVAC systems, to assess the library’s system and to recommend repairs of
an immediate problem: one boiler has not worked for some time, while the second is
working at 45-50% capacity. Unfortunately, there is no documentation regarding the
original system design.
This has been a long term problem, resulting from issues within the construction process
in implementation of the original design. Some areas of the library are overly warm while
others are uncomfortably cold. Temperature and light are very important to library
patrons; Morrow Williams reported that there have been many complaints, verging on
protest, from library users, while staff routinely bring blankets, shawls, and extra
sweaters to work. Standing fans are used in hot areas.
Quick fixes have been fruitless. Both boilers need to be replaced as soon as possible, but
Cervantes emphasized the need to not only repair the boiler but to rebalance the system
throughout the library, and improve the entire system. High ceilings with no fans have
also posed a problem. Also, photo electric monitors are also causing false alarms, with
fire detectors confused by dust within the system.
Originally, HVAC controls were automated and run from city hall as a cost savings
measure, but as it turns out the Saratoga library turns out to be most expensive building to
operate within the county library system.
Nilan pointed out that the HVAC system has been high on the list of concerns for long
term planning of use of the LCIF. Commissioners agreed that it was time for a
comprehensive review and remedial correction, rather than a quick fix of individual items
by different contractors.
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 3 of 6
While temperature is a motivating factor, McBane Mulford asked about air quality, and
asked if a new service provider would be hired to maintain the air conditioning unit. Scott
noted that the warranty is up, and he would like to move to a reputable, efficient provider.
The Santa Clara County Library System took steps to address the problem by asking List
Engineering to report to Melinda Cervantes their recommendations and cost estimates.
She presented to the commission a preliminary quote of $278,962.50, including
construction documents, materials, and labor, with a contingency of 10 percent. (Costs
include fees for consultant design of solution, as well as a conceptual estimate for
constructions costs. A public procurement process will request bids will be requested for
labor, materials, etc. and result in a final cost for resolution. In asking that the
commission consider using the Library Capital Improvement Fund to pay for this
remedial correction, Cervantes pointed out the need to resolve this problem promptly,
within this FY08-09.
Given the urgency, but especially the large sum, of the request, McBane Mulford asked
that the commission be given time to review the report provided by List Engineering.
McBane Mulford added that since the 2008-2009 LCIF budget has already been approved
by City Council, any amendment to that budget must reviewed and approved by the City
Council.
McBane Mulford moved that a special a special meeting be held within two weeks to
discuss this proposal as a special budget amendment to the Library Capital Improvement
Fund of FY08-09. (Nilan seconded; passed 3/0). The meeting date was set for Monday,
December 8th. Crystal Morrow will post and send out documentation.
B. Library Commission Application and Interview Process
Crystal Morrow reported that the staggering of commission terms will be on the agenda
of the city council retreat on January 30th. Commissioners are invited to attend. She
added that some commissions are at risk of losing a significant number of commissioners
in one year (e.g. the Heritage Commission will lose four in 2010, while the Library
Commission could loose three). Most likely, some terms of newly appointed
commissioners or reappointed commissions will be shorter than the usual four years.
An additional problem arises with most city commission terms ending in April;
commissioners on the Library and Planning Commissions have been, until recently, the
exception, although in 2009, three Library commissioners will end their four year terms
this April. This has proven to be a burden on the city clerk, who must handle the
application and introduction of many new commissioners at one time, and at a busy time
in the city’s budget cycle. City staff have asked the City Council to spread terms, for
example, Library and Parks in October, Safety in January, Youth and Planning in April,
Heritage in June.
Nilan moved that the commission go on record in support of the staff recommendation
for both a review of term staggering for the Library Commission, and the staggering of
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 4 of 6
city commission appointments across the year. Seconded by McBane Mulford, and
passed 3/0. The commissioners voiced their unanimous thanks to Crystal for her
persistence in this matter.
C. Long Term Planning for LCIF Update
Given the lengthy discussion of the special request for funding for the review and
correction of the HVAC/boiler problem, this item was postponed to next meeting
8. New Business
A. Commission Annual Activities Overview
Nilan will send Crystal a copy of the 2008 commission goals and her text of her report to
the City Council last April.
B. LCIF Fund Review and FY 2009/2010 Budget Allocation Planning
It was again noted that city documents should reflect that this fund is a capital
improvement, not a maintenance fund, as printed on the fund report for December 1,
2008.
The commission reviewed the fund balance statement, which currently stands at
$685,270. This does not include lighting and electronic improvement costs of around
$19,000 and an additional $3,000 for the PG&E meter installation to tie the city to the
meter ($11,473 has already been spent on the meter installation).
Lighting issues are the last items from the original 24 page “hit list” of unfinished
construction items following the opening of the library.
Commissioners agreed with Morrow Williams that it was important to not lose track of
the lobby/café improvement project and the outside book drop improvement. MM noted
that it was important to consider the café improvement and the HVAC project together,
and stressed that, as the HVAC system is overhauled, it was appropriate to engage the
building’s original architect to not only review the closing-in of the café but its
relationship to the HVAC solution. McBane Mulford will arrange a meeting with Mark
Scholz and Barbara Morrow Williams.
Scott asked if there have been any problems with the sewer. The recently repaired sewer
pipes in the children’s area is being monitored but given the design it may be a long term
issue. Morrow Williams reported some plug ups. The commodes are not properly tied
down. Scott noted that this is a city maintenance item. Damage to tiles around the
commodes will be considered routine maintenance.
The Book Drop improvement is currently not on the LCIF budget. Scott had no new
recommendations for 2009-2010, but reminded the commission to move forward the
$10,000 appropriation for contingencies.
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 5 of 6
9. Reports
A. Melinda Cervantes, County Librarian
* The California Library Association Annual Conference was held in San Jose,
November 14 through 18. A number of employees as well as a few Friends and
Foundation members attended the conference. Master speakers included: Daniel Pink,
Michael Chabon and his wife Ayelet Waldman, Janette Walls, and Adrienne Barbeau.
* The kick-off event for the 2009 Silicon Valley Reads program will be held at the
Campbell Heritage Theatre on Tuesday, January 13, 2009, at 7:30pm. This year’s
selection is Not a Genuine Black Man: My Life as an Outsider, by Brian Copeland.
*The City of Gilroy passed a $37 million Library Bond Measure with 69.09% yes votes.
This is especially sweet since Gilroy competed in all three cycles of the 2000 Proposition
14 “Library Construction and Renovation Bond Act” grants, but was not funded.
* The Fifth Annual Library Friends and Commissioners Forum will be held on Saturday,
February 7, 2008, from 9:00am to noon, at the Library Administration offices. Save the
date!
* The Grand Opening of the beautiful new Milpitas Library will be held on Saturday,
January 10, 2009; a soft opening will occur on or before January 5, 2009. Library staff
began moving into the new library on Monday, November 18th.
* The Library JPA Board adopted the Santa Clara County Library Strategic Plan at their
October meeting. The Plan will soon be posted on the Library website. The next meeting
of the JPA Board is Thursday, January 2, 2009, at 1:30.
B. Barbara Morrow Williams, Community Librarian
* The Library has welcomed two new librarians. Morrow Williams introduced Lisa
Pirlot, Teen Librarian (full time). Lisa received her MLIS from the University of
Washington’s School of Library and Information Science in 2007. Dolly Goya, Librarian
(part time), has also joined the staff; she received her MLIS from San Jose State’s School
of Library and Information Science in 2007.
* Three new pages have been hired: Julie Galvin, Michele Kuo, and Pei-Jane Jing. Karen
Boyle, Circulation Supervisor, is interviewing applicants for a fourth position.
* The Library received a new microfilm/microfiche reader/scanner. New technology
enables the user to read microfilm and print out clearer and sharper copies than prior
models.
* Morrow Williams shared flyers about activities planned for the month of December.
* She also reported increased use of the library due to the current economic crisis.
Patrons are turning to the library rather than buy books. With job losses, some people are
giving up personal wireless accounts, and have turned to the library for online access and
help with job searching. The library is responding with a series of job search workshops
using the Training Room. Some of these workshops are planned in conjunction with West
Valley College’s Workforce Development Department. The Library’s career and jobs
section is being built up. She hopes the job kiosk, removed in April because patrons of
the Saratoga and Campbell libraries were not using the site enough, will be returned. She
speculated that the location of the kiosk within the library had been part of the problem.
Saratoga Library Commission
October 22, 2008 Meeting Minutes
Page 6 of 6
C. Sam McBane Mulford, Chair.
No report
D. Judy Johnstone, Friends of the Saratoga Library
No report.
10. Agenda Items for the Next meeting, February 25, 2009, to include:
A. Library Commissioner Application and Interview Process
B. Status of Library boiler review
11. Adjournment
Chair McBane Mulford adjourned the meeting at 11:45pm
City of Saratoga
Library Commission
Special Meeting Draft Minutes
DATE: December 8, 2008
TIME: 12:00 p.m.
LOCATION:
Saratoga City Hall
Administrative Conference Room
13777 Fruitvale Avenue
Saratoga, CA 95070
Commissioner Sam McBane Mulford participated by phone from the following location:
PALM SPRINGS PUBLIC LIBRARY
300 S. Sunrise Way
Palm Springs, CA 92262
1. Call to Order – 12:01 p.m.
2. Roll Call:
Present: Chiou, Khan, Mcbane Mulford, Nilan
Absent: Lemmon
Staff: Christi Berger, Melinda Cervantes, Crystal Morrow, Barbara Powell, Michael Taylor, Gay Strand, Thomas Scott,
Barbara Morrow Williams
3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was
properly posted on December 4, 2008.
4. Accept Agenda Items and Order: No additional items may be added pursuant to Government Code Section 54954.2.
5. Oral & Written Communication: Any member of the public may address the Commission about any matter not on the
agenda for this meeting for up to three minutes. Commissioners may not comment on the matter, but may choose to
place the topic on a future agenda.
‐ No oral or written communications
6. Fiscal Year (FY) 2008/09 Budget Amendment for the Library Capital Improvement Fund (LCIF)
‐ Library staff and Ron Blue, from List Engineering, presented a recommendation for a FY 2008/09 budget amendment
for the LCIF that would cover expenses associated with designing a new HVAC system and replacing the existing
system.
‐ Library staff indicated that the problems with the HVAC system have caused abnormally cold and hot temperatures in
the Library.
o Library staff added that 1 boiler has already failed and the other is expected to fail as well, causing a
complete collapse of the HVAC system. Consequently, the issues need to be addressed immediately, which is
why they requested that the Library Commission recommend a budget amendment rather than waiting for
an allocation in the FY 2009/2010 budget.
‐ McBane Mulford summarized Library concerns, which were
o One boiler has failed and the other is operating below capacity.
o The HVAC controls were not intended to work with the current HVAC system, which has caused problems
and will continue to do so.
o The Santa Clara County Library has attempted to repair boilers and HVAC problems, which has resulted in
repeated expenses to the County. Repairs have not been successful in fixing the problem.
o Heat stratification in the building, resulting from high ceilings, makes it difficult to efficiently maintain level
temperatures. List Engineering has suggested installation of ceiling fans to address this issue.
o Smoke detectors repeatedly malfunction due to photoelectric sensors. List Engineering has suggested these
be replaced.
‐ Powell indicated she needed to speak with the City Manager about how this project could move forward and added
that the project will most likely have to follow the standard City’s procurement procedures. The project will probably
not be considered an emergency.
‐ Commissioners discussed the discussion on the possibility the breaking the entire project into smaller projects.
‐ Ron Blue advised against this as it would increase project expenses.
‐ MCBANE MULFORD: MOVED TO RECOMMEND A BUDGET AMENDMENT TO THE CITY COUNCIL TO ALLOCATE
$300,000 FROM THE LCIF IN THE FY 2008/2009 BUDGET TO COVER ALL THE EXPENSES ASSOCIATED WITH REPLACING
THE HVAC SYSTEM, INSTALLING CEILING FANS, AND REPLACE SMOKE DETECTORS.
‐ NILAN SECOND
‐ APPROVED: 4‐0
7. Adjournment – 1:32 p.m.
Minutes submitted by:
Crystal Morrow, Administrative Analyst II
City of Saratoga – City Manager’s Office
City of Saratoga Facilities Department
Memo
To: Library Commission
From: Thomas Scott, Facilities Maintenance Supervisor
Date: February 13, 2009
Re: Library Projects Update
As of February 13, 2009, the following facilities items have been completed
at the Library:
• Got power to all outside lights on site.
Projects being worked on:
• Getting the electrical engineering work done so the project can go out
to bid to move the City usage to the new meter.
• Getting designs and plans for four projects; the Café remodel, the
Teen area, the Lobby and Checkout area and a covering over the new
book return location.
• Working on correcting the Children’s area lighting problem. Getting
the contract completed with the Contractor and the City.
• Working with the Parks Department to get all of the outside light bulbs
and fixtures operating on the site.
From:nilanaxline@aol.com
To:Thomas Scott; sam@strategicimp.com; Barbara.Williams@library.sccgov.
org; Melinda.Cervantes@lib.sccgov.org; Crystal Morrow;
cc:jaxline@structint.com;
Subject:Special Request to allocate LCIF funds for HVAC system
Date:Friday, December 05, 2008 11:52:17 AM
Dear Thomas, Barbara, Melinda, Sam, and Crystal:
Given the extraordinary nature of the request for approval to draw nearly
$280,000 from the Library Capital Improvement fund for this project, I’d
like to share some of my thoughts and concerns before the
Commission’s December 8 meeting. While I fully appreciate the need
and the time constraints, the documentation provided for Monday’s
special meeting is simply not adequate to justify a20whirlwind approval
of an all-encompassing allocation for both design and construction, and I
would much prefer to see us follow the usual two step allocation/bid
process (design, construction). Perhaps you all are better informed than I
or have special information regarding these issues, but it appears that
there are still many open questions that will affect the ultimate price tag.
Any illumination you might be able to provide would be most welcome.
My questions/concerns are framed according LEC’s December 1, 2008,
letter to Christi Berger, regarding planning (our specifications/
assumptions), process, and project management, as sent to commission
members as a meeting enclosure.
I. QUESTIONS AND CONCERNS
General provisions”
“Division 1 Specifications by the Owner” (Owners specifications)
It appears that LEC has not yet been provided with a Division 1
specification. They admittedly are going on very little beyond eye-
balling the situation (6 Nov 2009, Mechanical drawing observations #2
—n o project specifications, manuals, tests, reports, or product
submittals, etc.) Their observations suggest several choices to be
made regarding expectations, equipment, enclosures/platform,
controls, electrical supply. This is an extremely important document
to prepare, and one that should be carefully reviewed by Barbara, as
well as relevant library commissioners, city & county staff, before
going to LEC. Performance specifications have to be as thoroughly
thought out as possible, since they will be the measure against which
LEC and subcontractors will be held: what are environmental
conditions within with the system must work, what are desired
specifications, what kind of boiler is optimal (efficient vs. cheap),
what kind of controls and where locate, platform/cover for boilers,
etc. We must not be in a rush to get this done, leaving too many
decisions up to LEC or subcontractors.
Construction Documents
We must require from LEC a complete and detailed set of plans, specs,
and call-outs (in PDF format as well as paper), sufficient for all
procurement, installa tion, startup, and operation of the system. These
shoul d be provided and reviewed before we proceed with further
allocations and bids for actual construction. This is vital: not only for
efficient and effective construction (unlike the last HVAC installation),
but to prevent hidden T&M costs/surprises. They will also serve to
minimize any effort in creating “as built” drawings, and will expedite
plan review and approval.
Mechanical
In the process of replacing the two pumps, we must also consider how
the pumps are mounted and how the units will be protected from the
elements. The current platform may not be adequate to the kind of boiler
we want, as LEC hints, which will require structural design and
construction. One would think that for optimal, long-term operation, this
should be included. [unaccounted-for cost here]
Electrical
LEC “will be using Fehr Engineering” for electrical – does this mean
that Fehr will make sure the design plans include insuring enough power
to operate all=2 036 ceiling fans, etc.?)
Construction phase
“Submittal reviews” may be a fact of life on site, but presumably a
complete and detailed set of plans will insure few back-of-the envelope
redesigns by subcontractors. [more hidden costs when, oops, that fan
doesn’t fit there after all.] Subcontractors should not be proposing
unexpected procurement decisions or negotiating last minute conflicts
with other subcontractors work if the design process was well-thought
through. Again, project management will be more effective with a
complete set of drawings. I gather Thomas will be the lucky one to serve
as project manager. Who will control milestone approvals and related
distribution of funds?
Special Features
It appears that there is adequate electrical power, yet LEC hints that this
may not be the case. A detailed set of plans will tell us if there a need for
an additional breaker, for example, or other “special features” that will
have to be accounted, and paid, for. [yet another hidden cost?]
Items not included at this time
Hazardous materials mitigation– is there any way of estimating whether
or not this will be a problem? A detailed set of plans should tell us what
kinds of materials we’re talking about. [hidden cost, since removal
requires special action and equipment]
Structural calculations – such as a platform and/or housing for the more
efficient type of boiler as suggested? (see above)– [hidden cost]
As built drawings – Why should we not want “as built” drawings? The
effort to generate them will be minimized if the designer provides a
complete, detailed, and well-thought through set of drawings. [additional
cost for “as builts”]
Design fee – Wow, is this fuzzy! I have no idea what CD’s and CA’s are,
but its odd to mix T&M and fixed price lines. When do es
Time&Materials stop and hourly begin? What is included in these
categories, and what qualifies as “reimbursable” costs (extra
photocopying? Meeting attendance? Training staff?). I’d like a clearer
breakdown about what they include as fixed price and what’s not,
particularly given the $32,000 price tag.
Regarding their rough estimate of the construction phase, at some
$239,000, I understand that these figures are and must be an educated
guess, but again, the provision and review of a carefully reviewed
Division 1 specifications from our side and detailed plans provided by
LEC before this second phase goes out to bid would seem to be
extremely important, especially given the many hidden costs. As my
favorite engineering consultant says, “You can’t define the price until
you define the product.”
II. PROCESS/ALLOCATIONS
This appears to be a multi-step process that involves two allocations on
our part – the first for design fees, and a second, later one, for
construction. This project will require especially careful project
management, particularly si nce the Library will be in operation during
installation.
Steps:
1. Division 1 specifications – We (Library, City, Commission) need to
determine and clearly state what we want for all attributes of design and
construction (eg. efficient over cheap, temperatures, the conditions the
system must work within, design deliverables, testing, training, spare
parts, warranties, and all extraordinary conditions LEC must be aware
of). It should include our expectations of LEC, including perameters for
equipment procurement, installation arrangements and schedule, startup,
and operation of the system. Has this been done? Where is that
document? LEC implies they have not received this.
2. Authorize the design phase expenditure (ca. $32,000), on the assumption
that a revised bid for construction will be forthcoming (commission).
3. LEC does their design (contractor).
4. Review and accept the design (library, city, commission).
5. Get bids, review, select (city) and authorize construction phase
expenditure ($250,000 neighborhood) (commission).
6. Construction (city oversight).
7. Start up, training and operation, with relevant milestone approvals
(city, library, commission).
This time around, let’s “measure twice and cut once.” At the rate we’ll
be draining the LCIF, this is our one chance to get it right, and have a
little left over to plan ahead for other long term issues.
~Roxanne Nilan
Saratoga Library Commission
Listen to 350+ music, sports, & news radio stations – including songs for the
holidays – FREE while you browse. Start Listening Now!