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Administrative Offices ♦4570 North Victoria Street ♦Shoreview, Minnesota 55126-5863♦(651) 486-2200♦FAX (651) 486-2220
LIBRARY BOARD PRESENT:
Matthew Anderson, Beverly Aplikowski, Robert Lamb, Roberta Weltzin, Lori-Anne Williams
LIBRARY BOARD ABSENT:
David Norrgard,Burton Nygren
STAFF PRESENT:
Susan Nemitz, Library Director; Mary Larson, Library Board Coordinator;Sandy Walsh, Assistant Director; Lynn Wyman, Assistant Director; Julie Neville, Building Services Manager; Chuck Wettergren, Automation Manager; Carol Jackson, North St. Paul Library Manager; Meg Robertson, Arden Hills Library Manager
OTHERS PRESENT:
Jan Parker, Ramsey County Commissioner; Joe Skelly, Friends of the Suburban Ramsey County Libraries; Jane Dedering, Hammel, Green & Abrahamson Architects
CALL TO ORDER:
Weltzincalled the meeting to order at 7:10 p.m.in the Conference Room of the Ramsey County Library in North St. Paul, 2290 North 1st Street.
PUBLIC COMMENT:
No public comment.
APPROVAL OF AGENDA AND MINUTES:
Williams made a motion to approve the agenda for February 20, 2008,and the minutes ofJanuary 17, 2008, as presented. Weltzin seconded the motion, which was approved by unanimous vote.
YEAR END BUDGET RESERVES:
At the end of each budget year, all RamseyCounty departments are required to submit a list of unpaid obligations and planned expenditures. Surplus interest income combined with staff turnover and lower-than-expected health insurance premiums resulted in more than $160,000 in unallocated funding.
Library staff has identified several one-time projects to be funded with unexpended funds from the 2007 operating budget. These projects include:
- Downloadable Books$25,000
- Book Budget$62,000
- Refurbishment Fund$58,000
- Security Enhancements$18,000
In addition to the proposed 2007 projects, staff is recommending the carry-forward of capital funds from 2006 and 2005 in order to complete previously identified projects.
Williams made a motion to approve the 2007, 2006 and 2005 year end budget reserves as proposed. Weltzin seconded the motion, which was approved by unanimous vote.
AGREEMENT WITH CONSTRUCTION FIRM & ARCHITECT:
Twelve firms responded to the RFP for Phase 1 Construction Manager/Design Services for the remodel of and addition to the Ramsey County Library in Roseville. Phase 1 includes:
- Building program verification
- Schematic designs including site design, building plans and elevations, material selections, mechanical and electrical system designs, and interior design
- Progressively updated and refined cost estimates
- Public presentations
On February 11, a team of five staff members and a library board member evaluated the proposals and recommended interviewing two firms. Three staff members, one board member and the Director of County Property Management interviewed the firms on February 15, 2008. The evaluation team recommended McGough Construction with subcontractor Meyer, Scherer & Rockcastle (MS&R) for Phase 1 services. The CountyBoard will ratify this contract on March 11.
Weltzin made a motion to award the contract for Phase 1 Construction Manager/Design Services to McGough Construction with subcontractor Meyer, Scherer & Rockcastle, subject to the approval of the Ramsey County Attorney’s Office. Aplikowski seconded the motion, which was approved by unanimous vote.
ROSEVILLE OUTSTANDING ISSUES:
On March 11, the CountyBoard will ratify the contract with McGough Construction/MS&R Architects for the remodel of and addition to the Ramsey County Library in Roseville. Traditionally, at this time, the CountyBoard would approve the project budget. It is likely that the budget may not be confirmed at this time due to three remaining issues.
- Interim Service Model – Although the proposed budget included $600,000 for a temporary facility for Roseville during the construction process, the CountyCommissioners expressed concern regarding this plan. The Library is recommending that the design team work with the architect through the schematic design process to provide an analysis of cost, timing, and service consequences for staging the project, providing a temporary facility, and/or relocating programs and services to other area libraries.
- GreenBuilding – The Library had originally requested $411,000 to pursue LEED certification for the Roseville project. While the CountyCommissioners had originally rejected this proposal, they have decided to pursue sustainable building guidelines for the County as a whole. The Library is recommending that the design team work with the architect through the schematic design process to identify opportunities within the Roseville project to create a demonstration site for green architecture and design.
- Disaster Recovery Site – The Ramsey County Board is considering the addition of a computer “hot site” at the library in Roseville to serve as a back up to the County Information Services’ systems. The Library is recommending that the design team work with the architect and County Information Services to determine the feasibility, cost and scope of this program.
The current timeline suggests that Phase 1 services be complete by August 2008. These issues should be resolved and a total budget for the project approved at that time.
Commissioner Parker noted that the timing and the cost of LEED certification were of concern to the CountyBoard. She reported that the Commissioners recently had a workshop on green buildings to learn more about the opportunities and challenges in designing environmentally friendly facilities.
FACILITIES MASTER PLAN – DRAFT REPORT:
The Library Board members discussed the consultant’s recommendations to the Library as included in the 2008-2018 master plan draft. Dedering indicated that the draft was created using raw data compiled from several sources, and public input, including recent public meetings in Shoreview and White Bear Lake. Public input revealed that customers desire a mix of large and small libraries, and hour and accessibility were also major points of concern. Based on the information gathered, the consultants developed eight recommendations for the Library Board:
- Continue with remodeling and expansion plans at the library in Roseville.
- Migrate to a support self-service model.
- Develop and maintain a mix of larger regional libraries and smaller portal libraries.
- Create a third regional library at Shoreview.
- Redevelop the libraries in Arden Hills, White Bear Lake & Mounds View as small, sustainable facilities.
- Develop and implement a refurbishment cycle for all libraries.
- Develop and implement a customer-centered feedback model.
- Rename facilities as redevelopment occurs.
The Library Board also discussed the circle maps showing service areas within a 4-mile radius of the regional facilities and within a 2-mile radius for the portal libraries. Nemitz noted that adopting the proposed model would allow sustainability of the smaller libraries.
The location and timeframe for upgrading the portal libraries was considered. Language regarding the location of the portal libraries should be non-specific, and flexibility on timing should be stressed. Parker suggested that the plan should encourage communities to propose sustainable, multi-use facilities.
Nemitz noted that while the County has little capacity for growth in operating revenues, there is capacity on the capital revenue side. This could be utilized to create efficient, sustainable facilities under the supported self-service model being proposed.
The consultants will incorporate the feedback from the Library Board into the proposed master plan, which will return for Library Board approval in March. Once the draft is approved, Nemitz will meet with local officials and patrons to garner their feedback on the proposal. Final approval, incorporating public input on the draft, should take place in spring.
STRATEGIC PLANNING:
Anderson proposed that the Library Board kick off a new strategic planning process, citing several factors making it an opportune time to redo the current Strategic Plan:
- The current plan’s framework ended in 2007.
- Much data and community input has been gathered for facilities master planning that is equally relevant as an environmental analysis for a new strategic plan.
- It is also time to redo the Library’s technology plan, allowing the Board to fully align master planning, strategic planning and technology planning.
- Four new members have been appointed to the Library Board and a new director has been hired since the last planning process.
Nemitz and Anderson will coordinate the timeframe for the strategic planning, beginning with the scheduling of a Library Board retreat.
BUILDING AUDIT RECOMMENDATIONS:
Deferred to the March meeting.
FRIENDS OF THE SUBURBAN RAMSEY COUNTY LIBRARIES REPORT:
Skelly, who recently submitted his resignation as the Friends Executive Director, reported that the Friends have developed a new logo, and provided $80,000 to the Library in 2007.
DIRECTOR’S REPORT:
Nemitz’s February report to the Library Board was mailed prior to the meeting.
MELSA REPORT:
No report.
NEXT MEETING: March 19, 2008, RCL – Arden Hills, 1941 West County Road E-2, 7:00 PM
MEETING ADJOURNED 9:00 p.m.
Respectfully Submitted,
Mary Larson
Library Board Coordinator
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