Printable Version: Library Board Meeting Minutes With Financial And System Reports Attached | February 19, 2009

TENTATIVE AGENDA
FOR REGULAR MEETING OF THE
EAST BATON ROUGE PARISH LIBRARY BOARD OF CONTROL
JONES CREEK REGIONAL BRANCH LIBRARY
6222 JONES CREEK ROAD
BATON ROUGE, LA 70817
FEBRUARY 19, 2009
4:00 P.M.

I. ROLL CALL

II. APPROVAL OF THE MINUTES OF THE MEETING OF JANUARY 15, 2009

III. REPORTS BY THE DIRECTOR

A. FINANCIAL REPORT

B. SYSTEM REPORTS

C. OTHER REPORTS

IV. OLD BUSINESS

A. MAIN LIBRARY IN THE PARK DESIGN PRESENTATION – MR. STEVE JACKSON, MR. KEN TIPTON AND MS. DENELLE WRIGHTSON

V. COMMENTS BY THE LIBRARY BOARD OF CONTROL

ALL MEETINGS ARE OPEN TO THE PUBLIC

Minutes of the Meeting of the
East Baton Rouge Parish Library Board of Control
February 19, 2009

The regular monthly meeting of the East Baton Rouge Parish Library Board of Control was held at the Jones Creek Regional Branch Library on Thursday, February 19, 2009. Mr. Dan Reed, President of the Board, called the meeting to order at 4:20 p.m. Members of the Board present were Mrs. Katherine Auer, Mr. Stanford O. Bardwell, Jr., Mr. Donald Browning, Ms. Tanya Freeman and Mrs. Elizabeth Tomlinson. Also in attendance were Mr. David Farrar, Library Director; Mrs. Mary Stein, Assistant Library Director of Administration; Mrs. Patricia Husband, Assistant Library Director of Branch Services; Mrs. Brenda Lovett, Library Business Manager; Mr. Ronnie Pierce, Accountant in the Library Business Office, Ms. Liz Zozulin, Executive Assistant to the Library Director, and Ms. Nikki Essix of the Parish Attorney’s Office. Representing The Library Design Collaborative were Mr. Steve Jackson, Mr. Ken Tipton, Ms. Denelle Wrightson, Mr. Kevin Babb, Mr. Benjamin Bradford, Ms. Robin Rayburn, Mr. Dan Zito, Ms. Lisa Hargrave, Ms. Jennifer Hall and Ms. Ashley Sullivan. Consultants to the design team were Mr. Jon Emerson, landscape architect with Jon Emerson & Associates; Mr. Mickey Robertson, civil engineer with SJB Group; Mr. Danny Deville, structural engineer with McKee and Deville; Mr. Richard Mitcham, mechanical engineer with Associated Design Group; Mr. Danny Nesbit and Ms. Shea Nesbit, electrical engineers with Nesbit and Associates; Mr. Anthony Vigilotti, cost estimator with JVV Construction Management Consulting. Other attendees were Mr. Bill Palmer, Superintendent of BREC; and Mr. Ted Jack, landscape architect with BREC; Mr. Scott Dyer, reporter with The Advocate, several Library staff members and members of the community. Board member, Mr. Jamie Griffin was absent from the meeting.

The minutes of the regular meeting of the Library Board on January 15, 2009 was unanimously approved on a motion by Mrs. Auer, and seconded by Mrs. Tomlinson.

Reports by the Director

Mr. Reed suggested that the financial and system reports be appended to the minutes of the meeting rather than reviewed at the meeting; thereby allowing more time for The Library Design Collaborative to make the schematic design presentation to the Library Board and the public.

Old Business

Main Library in the Park Design Presentation - Mr. Steve Jackson, Mr. Ken Tipton and Ms. Denelle Wrightson

Mr. Reed asked Mr. Farrar to introduce the three principles of The Library Design Collaborative, Mr. Steve Jackson, Mr. Ken Tipton and Ms. Denelle Wrightson. Mr. Farrar introduced the architects and said that the presentation tonight will include a display of floor plans, section cuts and a building model. The model is situated in BREC’s Independence Park. This presentation will not include a cost analysis. Projected costs will be discussed at the March meeting.

Mr. Jackson began his talk by introducing the various consultants who have provided information to make this presentation possible. They are McKee and Deville Consulting Engineers, SJB Group, Associated Design Group, Nesbit and Associates, Jon Emerson & Associates and JVV Construction Management. Mr. Jackson noted that each Board member has been given a schematic design document for the Independence Park Library. This document contains various sections including design sketches, code analysis, design narratives, Leadership in Energy and Environmental Design (LEED) certification, East Baton Rouge Parish submittal requirements and a project schedule.

Mr. Jackson then directed all to view the model of the library situated in Independence Park. He pointed out the location of the current library building. Once the new library is constructed the old building will be demolished and the site will become part of the angled parking lot. From the parking lot patrons will enter the multifunctional performance area. Also included in the design is a covered pick up and drop off area for patrons and for bus use. To the left of the building is a shared service area to be used by the Library and BREC. This area will include a loading dock for the library and greenhouses for storage of fertilizers, gravel, and mulch for BREC. The cyber café will be located to the right of the building and will be run by BREC. The café will offer coffee and light snacks with internet accessibility. Water features will separate the meeting rooms from the rest of the library. A digital display sign is planned for the entrance into the park on Goodwood Boulevard.

Mr. Ken Tipton then pointed out the various parking areas and soccer fields. He said that filtering techniques will be used around the parking lots so that patrons will experience being surrounded by the park. Mrs. Tomlinson asked about the current BREC Theatre and Botanical Garden building blending with the Library in the Park concept. Mr. Tipton said that will need to be addressed. Mr. Reed asked about the service area and access to it. Mr. Tipton answered that access would be made from Independence Boulevard. This area would be screened for safety because 18-wheelers and trash vehicles will utilize this space. Mr. Bardwell asked about the materials to be used for screening this area. Mr. Tipton replied that solid walls and green screens will be used. The green screens are natural walls on which plants will grow.

Mr. Tipton pointed out the north side of the library building with its large degree of transparency with the sky and the trees. This is an issue of sustainability, not just because it is “cool”, but because it makes sense and is cost effective. The meeting room area is framed by the public plaza known as “Thought Square”. In this area LCD screens can be mounted on the building facing the public square. The meeting rooms will appear to float over water, and will contain decks that are situated over the water. On all floors of the building one will be able to look out onto the gardens. A green screen is planned so that a garden will grow up and into the building and onto a roof top garden changing the appearance of the building with the change of seasons. Under study is the use of a natural chimney to keep heat away from the building in the summer and to bring heat to the building in the winter. The roof is designed to collect rain water in a cistern to be used to water plants close to the building. Patrons in the Children’s Room will be able to view this process which can be used as an educational opportunity.

Ms. Freeman asked about the gardens around the building. Mr. Tipton said the garden appears to float in the building. On the south side of the building the green screen hides the parking lot and shades the south area window where the Genealogy Department will be located. A graphic is planned for the western side of the building which is the hottest side of the construction. Ms. Wrightson added that the graphic is also a subtle way for the building to be recognized as a library. Mr. Tipton said that the screening on the west wall will draw pedestrians on Lobdell Avenue to the Library.

Mr. Tipton pointed out that they conducted sun studies to illustrate how to use the sun in the winter and block it in the summer. Computer graphics showed a helicopter view of the roof with the differences in shading in each season of the year and also the differences in shading over 24 hours. The screening shades the glass when needed, but limits the shading of the ground so that plants can be grown close to the building. Mr. Reed asked what would grow on the screens. Mr. Jon Emerson, landscape architect with Emerson & Associates replied that vines would work well on the screens which would stand free of the building.

Ms. Denelle Wrightson then talked about the floor plans for each floor of the building. Automatic doors will provide an entrance to the first floor. The restrooms and meeting rooms are located to the right of the entrance. The meeting rooms will contain program space with a deck area. Mrs. Tomlinson asked about the safety issues with the use of a deck. Ms. Wrightson and Mr. Tipton answered that this concern will be addressed. Mr. Farrar noted that the deck would only be accessible through the building. The teen area is open and flexible. Mrs. Tomlinson asked about the wall in the teen area. Ms. Wrightson noted that it is transparent, but contains that department. The children’s area is on the left side of the building and is enclosed for young children and open for older children. The Career Center is also on the first floor along with the Circulation Department. Books will be processed here with plans to accommodate Radio Frequency Identification (RFID) sorting of books in the future.

A grand staircase takes people to the second floor which looks out onto the park. On this floor there are many computers to access technology of various types. Adult fiction and non-fiction is located on this floor. Patrons will be able to experience various levels of involvement from quiet study areas, to a grand reading room with a high ceiling to conference rooms for interaction with others. The Genealogy Department will be located on this floor and will be visible from the first floor lobby. The second floor will also house the Reference Department. Three fire stairwells will be incorporated in the design. Copiers will be located on each floor adjacent to the elevators.

The third floor will contain the Administration, Branch Services, the Business Office, Computer, Public Relations, and the Technical Processes Departments. From the second floor it will be obvious that there is a third floor. A balcony could be accessible from the third floor, and the possibility of a green roof is being explored. Lighting systems will be on sensors so that the level of light from the sun will determine whether artificial lights come on.

Mrs. Gayle Smith, a member of the community, asked for the square footage of each floor. The total square footage is 119,156 with 54,131 square feet on the first floor, 46,709 square feet on the second floor and 18,316 square feet on the third floor. Mrs. Smith also asked about the expansion of the third floor. After the cost estimate for the present design is given to the Library Board, this will be the appropriate time to study the build-out option for the third floor including a design to accommodate this possibility. Another member of the community asked about bringing refreshments into the library building from the cyber café. Ms. Wrightson replied that this is a question discussed by Library Boards across the country with a variety of solutions and responses.

Mr. John Berry, a member of the community, asked if the balconies are included in the total square footage to which Ms. Wrightson said no. He then asked Mr. Reed about additional square footage and the construction of the first and second floors to accommodate a build out of the third floor. Mr. Reed replied that once the cost estimate for the additional 15,000 square feet is known, then they will be able to determine if they can afford to build out the third floor. Mr. Jackson noted that if the third floor is built out, building codes will require additional parking spaces. BREC is not willing to allow additional parking on the park grounds.

Mrs. Lovett told the architects that she is anxious to get the estimates of the cost in order to complete her projections. Ms. Freeman asked when the estimates would be available. Mr. Farrar said that the architects plan to present the Board with the figures at the March Board meeting. Mr. Reed asked the architects what they needed from the Library Board. Ms. Wrightson said they need the Board to tell them what they like and dislike about the design so that the architects can create an accurate cost estimate. Ms. Wrightson suggested that the Board give Mr. Farrar their comments and that he can relay them to Mr. Jackson.

Mr. Reed asked about the number of public elevators. Ms. Wrightson replied that it is their experience that many people will use a staircase for one floor and an elevator for more than two floors. The cost of an elevator is approximately $75,000. The members of the Library Board agreed that they want two elevators for the public.

Mr. Bardwell asked about creating designated areas with booths or alcoves for cell phone usage. Ms. Wrightson said that staff in libraries tell her that people will not use designated areas for phone conversations. She added that they can designate areas in the building where cell phones are prohibited. Ms. Freeman said that patrons can be educated regarding cell phone use.

Ms. Wrightson was asked about the timeline for the construction of the building. She said they will be able to compress the project to take advantage of the lower cost of construction materials. They plan to have the construction documents finished by December of 2009. The project would go out for contractor bids in January and February of 2010 with a groundbreaking in March. Their cost estimator believes that with the right contractor the building could be completed in 18 months.

Mr. Bardwell asked if the name "thought square" must be used for the plaza area between the library entrance and the cyber café. The question was deferred to Mr. Bill Palmer, Superintendent of BREC and Mr. Ted Jack, landscape architect with BREC. Mr. Jack replied that they felt this was an appropriate name because the area is square and is a place where thought occurs. Mr. Bardwell suggested a contest to name the square. Mrs. Tomlinson liked the idea of a naming contest and asked about naming rights. Mr. Jack also liked the idea of a naming opportunity. Mr. Browning said they can call it a plaza; maybe Independence Park Plaza. Mr. Reed said there will be time to decide on the name for the gathering area. Mr. Farrar added that people will come from other parts of the country to see this library. Ms. Freeman said this library will make a statement about our community.

Mrs. Tomlinson asked about the name of this library and branding for the name to which Mr. Reed said that can be discussed at a later time. Mr. Berry said he likes the name Library in the Park. He distributed some information to the Board members. He would like this name etched or cast into the building itself and also the Library’s logo to be very visible.

Mr. Berry also asked about computer access. Ms. Wrightson said the entire building will be WIFI accessible. The meeting rooms will be designed for use with audio-visual equipment and for the use of additional computers as needed. An important part of the design will be the incorporation of technology and the ability to change as technology evolves. Mr. Berry also asked about the meeting rooms and Ms. Wrightson pointed out the meeting areas on each floor. Mrs. Smith asked about the capacity of the large meeting room on the first floor. Ms. Wrightson said it will accommodate 310 people.

Comments by the Library Board of Control

Mr. Reed thanked the architects for their presentation. He said that it is a beautiful concept and design. He asked the Board for a motion to approve this schematic design and to authorize The Library Design Collaborative to do a cost analysis. Mr. Browning made the motion, which was seconded by Ms. Freeman and unanimously approved. Mr. Reed then asked for a motion to add the financial and system reports to the minutes in lieu of an oral report. Ms. Freeman made the motion which was seconded by Ms. Tomlinson and unanimously approved. Ms. Tomlinson asked if the monthly Board packets could be sent digitally to save paper. Both Mr. Reed and Mr. Bardwell said they want hard copies mailed to them.

Update on January Strategic Planning Workshop – Mr. David Farrar

Mr. Farrar said that the strategic planning workshop for the Library Board will be held on Saturday, March 7, 2009 from 9:00 a.m. to 1:00 P.M. in the Board Room of the Main Library. The meeting will be open to the public. Mr. Farrar asked the Board members to submit agenda items to him.

Mr. Farrar complimented Mrs. Stein’s staff for the excellent work on the Kick-off Gala for the Big Read. He also thanked Mr. Palmer and BREC for the great relationship they share. Lastly, he congratulated Mrs. Auer on her 27th wedding anniversary.

There being no further business, the meeting was adjourned at 6:00 p.m. on a motion by Ms. Freeman, seconded by Mr. Browning.

_______________________                   ________________________
Dan Reed, President                              David Farrar, Library Director

Printable Version: Library Board Meeting Minutes With Financial And System Reports Attached | February 19, 2009

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