HomeMy WebLinkAboutSS2 - Proposed Joint Use Mariners Library ProjectNEWPORT BEACH PUBLIC LIBRARY
1000 Avocado Avenue, Newport Beach, CA 92660
To: Mayor Et Members of City Council
From: Board of Library Trustees
Re: Proposed Joint Use Mariners Library Project
I. OVERVIEW OF PROPOSAL
City Council Study Session 2
November 27, 2001
FAX 949.640.5681 PHONE 949.717 -3800
ww w.newportbeach I i bra ry.o rg
This proposal details a new Mariners Branch Library which would be designed to serve both as
the Mariners Branch Library and the school library for the Mariners Elementary School of the
Newport-Mesa Unified School District, providing enhanced services for both the community and
the school.
This year the City and the District have a unique one -time opportunity to request funding for a new
library building from the Proposition 14 fund for building public libraries. The California Public
Library Construction and Renovation Board, which has the jurisdiction for awarding these funds, has
established the highest priority for "Joint Use" library projects which would combine a public
library and a school library in one service unit.
Funding from the Prop 14 bond funds will provide 65% of the cost of this type of project. The
remaining 35% for construction and operating funds are to be provided locally. This is a unique
opportunity to enhance library services for the school and the community. The grant application
and accompanying documents need to be submitted in June 2002.
The project provides the opportunity to maximize the use of public funds, with the opportunity
of State grant funds for the building projects, and the synergy of providing joint services with
public funds.
The Newport -Mesa Unified School District Board Members, Library Trustees, respective staff and
community members, have spent the past months developing this project. The Ad Hoc
Committee sees the Mariners Joint Use Library as the cultural, educational and informational
heart of the Mariners Community, providing a variety of exceptional services for all ages
supported by state of the art library technology. This vision will be accomplished through
dedication to serving both as the public library for the community and a school library for the
students from kindergarten through sixth grade at the Mariners Elementary School. This project
Will:
• Allow for the maximum use of public funding.
Forge productive school - library- family- community partnerships.
Provide improved and expanded access to the collections of the school and the public library,
avoiding unnecessary duplication of books and online resources.
Offer continuous learning opportunities that are useful, timely, and engaging for all
community members.
• Foster literacy and nurture lifelong learning.
• Provide a welcoming environment that accommodates a variety of learning styles and
backgrounds.
The Mariners Joint Use Library will be an asset for the school and local community.
Proposed Joint Use Mariners Library Project
Page 2
11. BACKGROUND INFORMATION
The State of California, in March 2000, passed Proposition 14, the California Reading and Library
Improvement and Public Library Construction and Renovation Bond Act of 2000 (Education Code
section 19985- 20011), which provided $350,000,000 for the building of public libraries.
The California Public Library Construction and Renovation Board was established to create
regulations and priorities for the distribution of these funds. That process has now been
completed and the date of June 14, 2002, established for the submission of applications for
these bond funds.
The priorities and requirements for the application are specific:
• First priority — New public library facilities: ioint use proiects
As specified in Education Code section 19994 (a) (1), first priority for new public libraries
shall be given to joint use projects in which the agency that operates the library and one or
more school districts have a cooperative agreement. [Sections 20440 (d) (1) and Appendix 2
on Cooperative Agreements.]
• Second priority —New public library facilities: all others.
As specified in Education Code section 19994, all other new public library projects shall be
given second priority.
• Community Needs Assessment for Library Services.
Needs assessment, completed within the last five years.
• Library Plan of Service.
Plan of service identifying how the needs of the residents, as identified in the community
needs assessment, will be met by the proposed project.
• Library Building Program.
Details of how the library service plan will be implemented in the project.
• Conceptual Plans prepared.
Plans prepared by a licensed architect justifying the architectural and engineering project,
construction costs, etc.
• Supporting Documents on Funding.
Resolution certifying project budget, local funding commitment, supplemental funds, and
public library operation.
The applicant's governing body shall certify the following by resolution and submit a copy of
the resolution with the Application Form.
A. Commitment to provide the local matching fund amount identified in the Library Project
Budget, as required by Education Code section 19995 (a), including and identifying any
amounts to be credited to local matching funds pursuant to section 19995 (c) and (d).
or, in the alternative
B. Private funds - availability deadline and account certification — The application shall
submit a copy of an account statement from the applicant's accounting system showing
the amount of private funds designated in the Library Project Budget section of the
Application Form. This account shall be submitted with the Application Form.
Proposed Joint Use Mariners Library Project
Page 3
• Lease Agreement
For a site that will be secured through a lease, a legally executed lease agreement for the
site that is in compliance with the conditions of section 20440, Appendix 6, and which may
contain a provision making the lease agreement contingent upon funding of the project by
the Board.
• Cooperative Agreement for Joint Use Proiects
All applicants for joint use project funding shall submit a copy of the cooperative agreement
between the public library jurisdiction and the public school district(s) that shall include the
elements listed in section 20440, Appendix 2.
A 20 Year Commitment for Joint Cooperative Use
Commitment of the parties to provide joint use library services for 20 years consistent with
the intent of the cooperative agreement.
A 40 Year Commitment to Operate a Public Library
A commitment that the facility shall be dedicated to public library direct service use for a
period of 40 years following completion of the project, regardless of any operating
agreements the applicant may have with other jurisdictions or parties.
• The California Environmental Quality Act (CEQA)
The applicant, as lead agency, shall submit with the Application Form, evidence that the
environmental impact documentation (EID) required by CEQA has been fully completed.
[Public Resources Code sections 21000 -21177 and California Code of Regulations, Title 14,
sections 15000 - 15387.]
III. GUIDELINES FOR PROJECT BUDGET
The total budget which can be approved for funding the new construction under the Bond Act is
$202 per square foot, with the additional multiplier of 1.01 for the County of Orange, or
$204.02 per square foot.
In addition to this threshold for funding, other eligible costs include equipment, shelving,
computers, furniture and site development (utilities, fill and rough grading, special foundation
support, paving, curbs, gutters and sidewalks, retaining walls, landscaping, signage, lighting,
traffic signals and demolition).
• Caveat — All off -site costs beyond 100 feet utility tie -ins are considered local expenses,
ineligible for grant funding.
In addition, a 10% contingency can be added to the total budget eligible for funding.
The proposed project is for a 12,000 to 12,500 two -story square foot facility. Thus, the baseline
approved budget for this project would be $2,448,000 to $2,550,000. However, with additional
approval costs associated with the project, as cited above, it is anticipated that the total
project will be in the range of $3,000,000.
Eligible state funds would be $1,950,000; local match $1,050,000, potentially to be raised by
private funding, and held in escrow by the City during the application process.
Proposed Joint Use Mariners Library Project
Page 4
IV. ADDITIONAL COSTS AND CONCERNS
A. Relocation of the Athletic Facilities
The relocation of the Mariners Branch to the school site would require relocation of some
athletic facilities at Mariners Park. They are currently identified as relocation of the lighted
tennis courts, the batting cage, shifting of one ball field approximately 10 -12 feet, and
relocation of the small soccer practice field. These costs can not be included in the application
for funding and have been estimated as ranging from $150,000 to $250,000.
A tentative site plan, sketched with assistance of City staff and an outside consultant, is
attached.
B. Costs for Preparation of the Conceptual Design Plan
The costs for creating the required conceptual architectural plans have been estimated at
$100,000 to $125,000. To date, the City has appropriated in the FY 2001/02 Capital
Improvement Program budget only $24,0000, for initial design plans for a remodel/ rebuilding of
Mariners Branch Library, a portion of which has been expended for the conceptual site plans.
C. Field Act Applicability
The proposed project triggers the additional requirements of the Field Act (Education Code
sections 17281, 17365 and 81130), with required approvals by Office of State Architect and
"Certified Field Act" inspectors during the construction. Further investigation is needed as
to the District's role in these responsibilities.
V. CURRENT LIBRARY BUDGET FOR MARINERS BRANCH LIBRARY
A. Current Budget for Mariners Branch Library
In FY 2001/02, the budget for the onsite operation of the Mariners Branch Library (budget
no. 4009-4040) is $352,808. In addition Mariners Branch is supported by the overall general
administration costs of $1,755,920 for running the entire library system (budget no. 4009-
4010), including technology, library materials, etc. The current Mariners Branch Library
budget is attached.
B. Library Service Hours
Current - 54 hours /week
Monday
Noon - 9pm
Tuesday
9am - 6pm
Wednesday
Noon - 9pm
Thursday
9am - 6pm
Friday
9am- 6pm
Saturday
9am - 6pm
Sunday
Closed
Total
54 hours /week
Proposed for Joint Project - 67 hrs /week
Monday - Thursday Sam - 8pm
Friday Sam - 6pm
Saturday 9am - 6pm
Sunday Closed
Total 67 hours /week
C. Staff and Staffing Costs
Current staffing at Mariners is 7.61 FTE. Additional staffing of 2.2 FTE would be required
for the joint project, at an estimated cost (FY 2001/02) of $80,000, to be contributed by
the District.
D. Library Materials Budget
The City library currently allocates a minimum of $76,000 from the overall City library
materials budget (4010 -8260) to the Mariners Branch Library. Minimum additional funds of
$20,000 for materials need to be contributed by the District.
Proposed Joint Use Mariners Library Project
Page 5
VI. POINTS FOR NEGOTIATION OF JOINT USE PROJECT
A. Sharing of Initial costs for application process and for relocation of athletic facilities to be
negotiated.
(1) Conceptual architectural plans estimated, at $100,000 to $125,000.
(2) Relocation of Mariners Park athletic facilities, estimated at $150,000 to $250,000.
B. Lease Agreement
Long -term lease for site of new City facility constructed on District land.
C. Joint Use Cooperative Agreement
Elements of the agreement must include:
(1) Establishment of authority — The library remains a City public library under the
administrative control of the Board of Library Trustees, as defined in the City Charter.
Section 708. Board of Library Trustees. Powers and Duties.
There shalt be a Board of Library Trustees consisting of five members which shalt
have the power and duty to:
(a) Have charge of the administration of City libraries and make and enforce such
by -laws, rules and regulations as may be necessary therefor.
(b) Designate its own secretary.
(c) Consider the annual budget for library purposes during the process of its
preparation and make recommendations with respect thereto to the City
Council and City Manager.
(d) Purchase and acquire books, journals, maps, publications and other supplies
peculiar to the needs of the library, subject, however, to the limitations of the
budget for such purposes. The expenditure and disbursement of funds for such
purchases shall be made and approved as elsewhere in this Charter provided.
(e) Approve or disapprove the appointment, suspension or removal of the
Librarian, who shall be the department head.
(f) Accept money, personal property or real estate donated to the City for library
purposes, subject to the approval of the City Council.
(g) Contract with schools, county or other governmental agencies to render or
receive library services or facilities, subject to the approval of the City Council.
(2) Free Public Library Service
Library free to inhabitants and taxpayers, unless in violation of rules. Every library
established pursuant to this chapter shall be forever free to the inhabitants and non-
resident taxpayers of the municipality, subject always to such rules, regulations, and
bylaws as may be made by boards of library trustees. Any person who violates any
rule, regulations, or bylaw may be fined or excluded form the privileges of the library.
[Education Code section 18960.]
(3) Establishment of control of expenditures
• The City /Board of Library Trustees has exclusive control of all expenditures of all
moneys collected, donated, or appropriated for the library as well as exclusive
charge, control and custody of the building.
• The District shall be responsible for payment of a minimum of $100,000 annually,
including $80,000 for additional staff and $20,000 for the purchase of library
materials.
Proposed Joint Use Mariners Library Project
Page 6
(4) Staffing
• The City Library shall provide staff necessary to perform the public library mission
of the combined library.
• The School District shall provide a school library media clerk to perform the mission of
the school library in the combined library. The clerk remains a District employee, but
works under the supervision of the Library Branch Manager. The District shall be
responsible for salaries and fringe benefits of all school personnel.
The library shall provide overall supervision and evaluation of all staff. The School
Principal will confer with the Library Branch Manager on the evaluation of the
school library media clerk.
• The City library shall be responsible for salaries and fringe benefits of all City
library personnel.
(5) Selection of Materials
Library staff will be responsible for selection of all materials appropriate to meet
the public library mission of the combined library.
The library staff and the Mariners School staff will jointly be responsible for the
selection of all materials relevant to meeting the mission for school library service.
(6) Ownership of Assets
• Ownership of all library materials, equipment and furnishings shall be retained by
the City library and identified as such.
• All library materials, equipment, and furnishings shall be available for use by the
public, the students, and school personnel.
• In the event of termination of the agreement at the end of the twenty -year period,
library materials proportional to the total funds for materials provided by the
District would be returned to the District.
(7) Proposed Hours of Operation
Monday - Thursday 8am - 8pm
Friday
8am - 6pm
Saturday
9am - 6pm
Sunday
Closed
Total
67 hours /week
(8) Documents to be Developed
• Long Range Plan for library services which has been formulated by teachers, library
staff and approved by the Board of Library Trustees and the District.
• Collection Development Policy for the Joint Use Library
(9) Attached
Education Code section 20440: Appendix 2, Required Elements for Joint Use
Cooperative Agreement.
Proposed Joint Use Mariners Library Project
Page 7
VII. TENTATIVE TIME LINE
DRAFT
Date
Task/Project
Responsibility
Status
November 5 -
• Neighborhood meetings
• City Staff
Meetings held
December 11, 2001
• Mariners School Foundation
• NMU5D staff
Promotional
• Parks, Beaches & Recreation
• Board of Library Trustees
materials
Commission
distributed
• Additional
meetings to be
scheduled
November 20, 2001
Agenda item for approval of project
Board of Library Trustees
November 27, 2001
Presentation at City Council Study
• City Council
Direction needed
Session
• Board of Library Trustees
from City Council.
November 28, 2001
Initiation of draft library building
Library staff with NMUSD
Data available
program
staff
Strategic plans
• Compilation of Needs assessment
for library
services for
both Newport
Beach Public
Library and
District already
prepared.
December 4, 2001
Review of decisions, responsibilities
Board of Library Trustees
December 11, 2001
Agreements of intent approved by
City Council
both agencies (if required)
NMU5D Board
• Decision on division of application
costs for proposal
• Negotiation of long -term lease
from District to City for
construction of City library on
school site.
• Initiation of negotiations of
City/ District
cooperative agreements.
Input from Board of Library
Trustees regarding library
services
January 2, 2002
Launch of funding campaign
Local Mariners Funding
(estimated at $900,000- $1M),
Committee
January - June 11, 2002
• Initiate selection of architect
City staff
January 31, 2002
Completion of library building
NBPL / NMU5D staff
program
Proposed Joint Use Mariners Library Project
Page 8
Date
Task/Project
Responsibility
Status
February 12, 2002
Award contract to architect for
City Council /City Staff
conceptual design of facility
Approval by City Attorney
• Initiate negotiation of
City Staff
cooperative agreement
NMU5D Staff
March 15, 2002
Review of initial conceptual design
NBPL staff /NMU5D staff
April 16, 2002
Approval of conceptual design
Board of Library Trustees
April 28, 2002
Review of final Environmental Report
City Council
May 1 -30, 2002
Preparation of Grant Proposal
NBPL /NMU5D staff
May 28, 2002
Review of cooperative agreement
City Council
• Approval of final documents,
NMU5D Board
agreements, etc. by respective
jurisdictions
June 1, 2002
Issuance of Notice of Exemption from
City Staff
CEQA
June 11, 2002
Completion of funding campaign
Funding Committee
• Transfer of matching funds to
City escrow account
• Required certification that
City Council
operational funds are available
• Required certification of
City Council
matching funding of 35% for
project available in escrow.
June 14
Submittal of Grant Proposal to
City /NBPL staff
State Library
October 2002
Anticipated response from State
State Library
Library expected
November 2002
Selection and preparation of contract
City staff
with architect for schematic and
construction drawings
May 2003
Completion of construction
City staff
drawings
• Public bidding process
July 2003
Awarding of contract
City staff
September 2004
Completion of new library facility
City staff
• Dedication of new library
City and staff and
NBPL /NMU5D staff
Attachments: 1. Summary of Required Elements of Joint Use Cooperative Agreement
2. Conceptual Site Plan
3. Mariners Branch Budget (no. 4009 -4040)
3182
3183
3184
3185
3186
3187
Affzu.c h m e n-I-
1
3188
3189 As required in section 20440 (d) (1), applicants with joint use projects shall submit a copy of the
3190 cooperative agreement between the public library and the public school distdct(s) that includes
3191 the following elements:
3192
3193 1. A definition of the roles and responsibilities of each party with respect to funding, staffing,
3194 supervision, operation, management, and others as applicable
3195
3196
2.
A description of the ioint library services and how they will be provided
3197
3198
3.
The library hours of service for the public and for students
3199
3200
4.
The number and classifications of staff members
3201
3202
5.
The use of volunteers, if any
3203
3204
6.
IdeAUN- Identification of the location of the proposed ioint use proiect
3205
3206
7.
Ownership of the site, facility, furnishings, equipment, and library materials
3207
3208
8.
All sources and uses of fundinq
3209
3210
9.
Responsibility for facility operation, maintenance, and management
3211
3212
10.
Review and modification process for the conditions of the agreement
3213
3214
11.
Field Act applicability to the project:
3215
3216
a. A statement that the project will or will not be subject to the Field Act
3217
3218
b. The rationale for the determination regarding the Field Act applicability
3219
3220
12.
A 20 -vear commitment to providing joint use library services consistent with the intent of
3221
the cooperative agreement
3222
3223
Acknowledgment and incorporation of Education Code section 19999 and section 20440
3224
113.
(e) (3) (G) of these regulations, which requires the provision of public library direct
3225
services for 40 years
3226
Modified Proposed Title 5 Library Bond Act Regulations
1,;hx 20,September 19, 2001 64
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