HomeMy WebLinkAbout12-08-2008 Library Commission Special Meeting Minutes
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