The URL can be used to link to this page

Home My WebLink About10-28-2009 Library Commission Agenda Packet City of Saratoga Library Commission AGENDA DATE: October 28, 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: Iyengar, Khan, Lemmon, Lucas, McBane Mulford 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on October 19, 2009. 4. Accept Agenda Items & Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Approval of Minutes A. Regular Meeting September 2, 2009 (Attachment) 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 (Attachment) B. HVAC Project Update (Attachment) C. Nomination of Vice Chair 8. New Business A. Library Traffic Issues 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. Judy Johnstone, Friends of the Saratoga Libraries D. Anya Iyengar, Chair 10. Agenda Items for the Next Meeting A. December 23, 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 II 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 October 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/cityhall/comms/library/archive.asp. City of Saratoga Library Commission Special Meeting MINUTES DATE: September 2, 2009 TIME: 12:30 p.m. to 2:30 p.m. LOCATION: Saratoga Library Community Room 13650 Saratoga Avenue Saratoga, CA 95070 1. Call to Order – 12:30 p.m. 2. Roll Call: Present: Iyengar, Khan, Lemmon, Lucas, McBane Mulford Staff and Liaisons: Melinda Cervantes, Judy Johnstone, Crystal Morrow, Thomas Scott, Barbara Morrow Williams Absent: Lucas 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on August 27, 2009. 4. Accept Agenda Items & Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Approval of Minutes ‐ Regular Meeting April 22, 2009 (Attachment) ‐ LEMMON: MOVED TO APPROVE APRIL 22, 2009 MINUTES ‐ KHAN: SECOND ‐ APPROVED 4‐0 ‐ Regular Meeting June 24, 2009 (Attachment) ‐ IYENGAR: MOVED TO APPROVE ‐ KHAN: SECOND ‐ APPROVED: 4‐0 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. ‐ No comments from the public 7. Old Business A. Building Maintenance Update (includes HVAC Project) (Attachment) ‐ Scott provided an update on building maintenance issues. He noted that the City meter at the Library is now active and being used, the contractor finished work on the Children’s Area lighting, and ceiling fans in the Library have been installed. ‐ Scott noted that the Children’s Area lighting was the last item on the original punch list for the library. ‐ Scott added that two new boilers have been installed on the Library roof and are functioning. ‐ Scott indicated that he has the plans for the café wall and the plans are being reviewed by one of the City’s building inspectors. After the building division has finished their review, the project will go out to bid. 8. New Business A. Review of Board Effectiveness Workshop and Commission Work Plan Update ‐ McBane Mulford invited the Commission to share their thoughts on the Board Effectiveness Workshop. ‐ Lemmon praised the presenter, Alan Smith, and indicated that she enjoyed the workshop. ‐ Iyengar agreed with Lemmon and added that the workshop was a valuable learning experience. ‐ McBane Mulford shared insights from the workshop, including ways in which the Commission could more effectively build relationships and engage the community. ‐ McBane Mulford asked the Commission to revisit goals on the Commission’s work plan and finds ways in which the Commission’s strengths could be integrated with the goals. She added that the Commission should focus on goals that can be achieved through the Commission’s existing strengths. ‐ McBane Mulford handed out the process map created during the Commission retreat in February. ‐ McBane Mulford indicated that she wanted to look at the goals on the map and then lay them out in a timeline. ‐ The Commission discussed the various goals and plotted them out in a timeline. B. Nominations for Chair and Vice Chair for the Fiscal Year 09/10, effective October 28, 2009 ‐ McBane Mulford opened nominations Chair and Vice Chair. ‐ LEMMON: MOVED TO NOMINATE IYENGAR AS CHAIR ‐ KAHN: SECOND ‐ APPROVED: 4‐0 ‐ McBane Mulford asked that nominations for the Vice Chair be postponed until the October meeting. C. Opportunities for Commission Outreach and Advocacy ‐ McBane Mulford asked the group if there are any upcoming opportunities for the Commission to reach out to the community. ‐ Johnstone indicated that the Saratoga Historical Foundation is having an event on September 29, 2009. ‐ McBane Mulford suggested someone from the Commission attend the event. 9. Reports (this section is informational only; no actions will be taken) A. Melinda Cervantes, County Librarian ‐ Cervantes shared details on recent network issues at the Saratoga Library. She indicated that the County is looking into solutions. ‐ Cervantes announced that the Silicon Valley Reads selection has been made. The selected book is In Defense of Food. Silicon Valley Reads will start January 27, 2009. ‐ Cervantes added that the next JPA meeting is October, 27, 2009 B. Barbara Morrow Williams, Saratoga Community Librarian ‐ Morrow Williams shared information about upcoming Library programs. C. Judy Johnstone, Friends of the Saratoga Libraries ‐ Johnstone provided a summary of the current status of the Friends of Saratoga Libraries, noted that the Friends would be using an electronic system to manage memberships, and has started doing targeted mailing rather than bulk mailings. Additionally, the newsletter will be sent electronically for those who can receive it by email. D. Sam McBane Mulford, Chair ‐ McBane Mulford shared her plans to attend the September 16, 2009 City Council Meeting to give an update on the Commission and announce that Iyengar will be the Commission’s new Chair. 10. Agenda Items for the Next Meeting ‐ No agenda items were requested 11. Adjournment – 2:05 p.m. City of Saratoga Facilities Department Memo To: Library Commission From: Thomas Scott, Facilities Maintenance Supervisor Date: October 13, 2009 Re: Library Projects Update As of October 13, 2009, the following facilities item has been completed at the Library: • The Contractor has completed the designs for the Café remodel and the plans have past the Building Department. Projects still in progress: • Bids from Contractors have been received for the Café remodel project and the contract will be going out later this month. • The contract for the designs and plans for the Lobby/Checkout area project and the outside book return area overhang project are being worked on by the City. • The HVAC Contractor has been issued a contact to correct the problems with the buildings VAV units to improve the area temperature controls. City of Saratoga Memo To: Anya Iyengar, Chair, Library Commission From: Barbara Powell, Assistant City Manager Date: October 8, 2009 Re: Update on Library HVAC Renovation Project At its October 7, 2009 meeting, the City Council approved a change order to the contract with CIM Air, Inc. in the amount of $35,000, bringing the change order authority amount to $75,000, as there was an existing $40,000 change order authority granted with the contract. The total change order authority of $75,000 will enable CIM Air, Inc. to proceed with installing a new controls system as part of the Library HVAC Renovation Project. I have attached the staff report that explains the reasons why a new controls system is needed. Works on installation of the new controls system will begin in the near future. Attachment SARATOGA CITY COUNCIL MEETING DATE: October 7, 2009 AGENDA ITEM: DEPARTMENT: City Manager’s Office CITY MANAGER: Dave Anderson PREPARED BY: Barbara Powell DIRECTOR: Assistant City Manager SUBJECT: Saratoga Library Heating, Ventilating, Air Conditioning (HVAC) System Renovation – Additional Work RECOMMENDED ACTION: Approve additional Contract Change Order Authority with CIM Air, Inc in the amount of $35,000. BACKGROUND: On June 17, 2009, the City Council moved to approve a construction contract with CIM Air, Inc for the Saratoga Library HVAC Renovation Project and authorized the City Manager to execute the same. The amount of the contract was $194,650, plus a $40,000 change order contingency. In the course of completing the project City staff and the contractor identified additional work necessary for the system to function properly : 18 of the original 46 system controllers were discovered to be non- operational and the control system was found to rely on components from three separate manufacturers that were not designed to be interoperable. In addition, the HVAC system itself had never been properly balanced. In order for the HVAC System to properly function and, ultimately, to reduce utility charges, staff is recommending that the controls system be replaced with components from a single manufacturer, so that it operates as a complete, interactive system. RECOMMENDATION: An explanation of the required changes to the controls system and the estimate to replace the controls system is $68,867 and is provided as Attachment “A”. There is a remaining contingency of $40,000 from the existing agreement with CIM Air, Inc. Staff is recommending that the City Council approve an additional Change Order Authority of $35,000 with CIM Air, Inc., increasing the contingency to $75,000 in order to install the new control system and cover any minor, incidental additional items in a timely fashion (Attachment “B”). FISCAL IMPACTS: The Library Capital Improvement Fund has sufficient funds to cover the additional contract contingency. CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: CIM AIR, Inc would not install a new controls system and the Library HVAC System would continue to operate sub-optimally. Page 1 of 2 Page 2 of 2 ALTERNATIVE ACTION: None in addition to the above. FOLLOW UP ACTION: CIM Air, Inc. will be directed to complete the additional work items ADVERTISING, NOTICING AND PUBLIC CONTACT: N/A ATTACHMENTS: Attachment “A” – August 4, 2009 memo from CIM Air, Inc.& Cost Estimate Attachment “B” – Change Order #1 Project : 2009 Library HVAC Renovation Project Change Order #1 Contractor:CIM Air, Inc.Date: 10/07/09 Description of Change: Perform additional work related to the Library HVAC Controls System per attached description. Net Change to Contract Amount $75,000 This Change Order will: __√__ increase ___ decrease __ not change the contract amount by : and is based on: ___ agreed lump sum/unit price proposal contract unit prices CITY OF SARATOGA Department of Engineering CONTRACT CHANGE ORDER FORM $75,000.00 ___ contract unit prices ___ force account ___ other specify: Attached description of work The Contract Completion Date will be: __√__ increased ___ decreased _√__ unchanged by: thirty (30) calendar days. The Contract Completion Date therefore is: Approved for Contractor:Approved for City of Saratoga: By: By: Title: Title: Date: Date: P.O. No. : Account #:$75,000.00 $194,650.00 $269,650.00 $75,000.00This Change Order: Net effect of all Change Orders to date: Original Contract Amount: New Contract Amount: Net effect of previous Change Orders: $0.00