SAN FRANCISCO PUBLIC LIBRARY COMMISSION Minutes of the meeting of Thursday, January 17, 2002 (As approved amended February 21, 2002). The San Francisco Public Library Commission held a regular meeting called by the Commission President on Thursday, January 17, 2002 in the Koret Auditorium, Main Library. The meeting was called to order at 4:10 PM by President Higueras who noted that this meeting was a regular meeting of the Commission rather than a special meeting as noted in the agenda. The following members were noted present: Commissioners Bautista, Chin, Higueras, and Steiman. Commissioner Streets and Swig were excused attendance. President Higueras announced that the order of taking up agenda items would be changed taking Item #3 the Department of the Environment Report first, secondly Item #4 would be heard, thirdly item #7, fourthly item #5, fifth item #6, sixth item #1, seventh would be item #2, and items #8 and #9 would be taken as listed. Commissioner Coulter joined the meeting at 4:21PM. Agenda Items: 1. APPROVAL OF THE MINUTES OF THE MEETING OF DECEMBER 20, 2001 2. COMMISSION MEETING SCHEDULE FOR 2002 3. DEPARTMENT OF THE ENVIRONMENT REPORT 4. BOND PROGRAM MANAGERS REPORT 5. BOND PROJECTS RESERVE 6. ART ENRICHMENT RESERVE 7. PUBLIC REVIEW PROCESS 8. PUBLIC COMMENT 9. ADJOURNMENT 10. Appendix A AGENDA ITEM #3 DEPARTMENT OF THE ENVIRONMENT REPORT Deputy City Librarian Paul Underwood introduced Mr. Mark Palmer, Green Building Coordinator for the Department of the Environment, who then presented a highly detailed overview of the city’s "Green Buildings" program (copy attached). Public comment: An anonymous member of the public commented that the explanatory documents were not clear. This individual noted that while green buildings were important this person was concerned about the partnering involved, observing that such could be either symbiotic or parasitic. Mr. Ed Regan disagreed with some points in the presentation, noting his opposition to the replacement of Laguna Honda Hospital and commenting that water should be used rather than saved. Mr. Peter Warfield expressed concern that with the re-ordering of the agenda and the lack of availability of materials prior to the meeting that the issues were difficult to follow. Mr. Warfield requested that materials to be presented be made available to the public in advance. Commission comment: Commissioner Bautista pointed out the importance and value of using solar power resources on as many of the library’s facilities as possible. President Higueras called his fellow Commissioners’ attention to the requirement that all new city buildings be energy efficient, and that the Branch Bond Program should try to maximize environmental sensitivity and energy efficiency of all of the projects. In response to questions by Vice President Steiman and Commissioner Chin, Mr. Palmer explained the criteria for solar power sites and, while noting that there could be some up front costs, pointed out the significant long-term cost savings of such facilities. Mr. Palmer additionally described the various categories of environmental recognition awards such as LEED Silver for various projects and noted the benefits of life cycle budgeting that includes operational savings credits when figuring construction costs. Mr. Palmer additionally called attention to having a LEED accredited professional advising on the design and construction of the library projects to maximize potential benefits and identify cost savings. AGENDA ITEM #4 BOND PROGRAM MANAGERS REPORT Ms. Marilyn Thompson, Branch Bond Program Manager gave an extensive report (copy attached) on recent bond program activities. Ms. Thompson recapped the Bond program Budget and Schedule and reported to the Commissioners likely changes related to creation of a Bond Program Reserve and an Art Enrichment Fund. The Bond Program Manager also informed the Commissioners that the 1st Quarterly Bond Program Report would come out in February and proposed to outline a likely Prop. 14 (State Library Bond) strategy at an upcoming meeting. Ms. Thompson discussed the second bond sale of $30 million proposed for the Fall of 2002 noting that the authorization process should be taken up in February. Ms. Thompson then gave a brief overview of projects. The City Librarian reported to the Commission on appointments to the Branch Library Bond Program advisory committees. Next Donna Corbeil, Chief of Branches outlined planning for branch library collections and services. Commissioner Bautista left the meeting at 5:21PM. Public comment: An anonymous member of the public expressed satisfaction with the detailed report but observed that it had not been properly described in the agenda. This individual further commented that the report was difficult to read, although they were glad of the detail reported. Mr. Ed Regan found the presentation fine and suggested that planning for new furnishings include provision for tables that allowed one to read standing. Mr. Peter Warfield commented that the type used in the report was too small, and expressed concern that as he had not received the documents in advance, understanding the great deal of material included was difficult. Mr. Warfield inquired as to where changes in various elements of the program would be identified and noted that the Systemwide Services Center seemed to now be a stand-alone facility. Mr. Warfield also commented that creation of space for books was not stated and that books could be cut. Commission comment: President Higueras observed that these reports offered a framework to develop a back-ground understanding of all of the various issues that would be involved in the Branch Bond Program. President Higueras noted in particular that the Branch Facilities Plan was just a guideline and that design professionals would do detailed physical surveys for each project using the previous survey information as a basis for their work. In response to questions by President Higueras, Ms. Corbeil noted that planning for future collection development would begin with a detailed inventory and review of the use of the existing collections. Deputy City Librarian Paul Underwood continued that each branch collection would be developed with careful consideration of the types of materials requested and used by its community. Mr. Underwood noted that extensive efforts would be made to gather neighborhood and community input into what materials were wanted branch collections. AGENDA ITEM #7 PUBLIC REVIEW PROCESS Marilyn Thompson, Bond Program Manager made a presentation of the outline of the proposed Public Review Process for Branch Library Bond Program projects (copy attached). Public comment: An anonymous member of the public found the presentation encouraging, noting its strong recognition of the importance of process. This person encouraged the Commissioners to seek, obtain, and listen to public input at every juncture of the process. Mr. Warfield commented that for the Commission to adopt this plan would be a disservice to the public as there had not been opportunity to review it before it was considered for approval. Mr. Warfield commented that he was glad of the planning but that it had been done without serious review. Mr. Warfield commented that all of the proposed public comment was being taken from selected publics and that there was a lack of open public comment. Mr. Warfield also questioned where open public comment would be sought, and concerning the specific details of the proposed forums. Mr. Warfield suggested that it would be helpful to document all public comment. Commission comment: Vice President Steiman suggested that special outreach be made to neighborhood associations and groups such as the PTA that already had extensive community contacts and could facilitate neighborhood participation in Branch Bond Program projects. In response to expressions of concern with the lack of specifically set monthly project reports by Vice President Steiman, President Higueras suggested that the model used in the oversight of the new Oceanview Branch Library might be considered for Bond Program projects. Vice President Steiman requested that public comments be brought to the Commission. President Higueras noted that this proposed process described the minimum outreach goals, that more would be sought, and that it could be modified if the needs of a specific project or the experience of carrying out Bond Program projects indicated changes were needed. President Higueras then discussed his concerns with maintaining a very high standard of design excellence on all of the Branch Library Bond Program projects. The Bond program Manager proposed to bring a discussion of design issues to the Commission at a February meeting. Chin expressed her support for gathering greater input and making the materials available for review. Motion: by Vice President Steiman, seconded by Commissioner Coulter for approval of the proposed public review process. Vice President Steiman requested that regular reports be made to the Commission concerning public input on proposed Branch Library Bond Program projects. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) AGENDA ITEM #5 BOND PROJECTS RESERVE Ms. Marilyn Thompson, the Bond Program Manager, outlined a proposal that sufficient funds be reserved from the various Bond Program projects to create an overall program reserve of $5,557,400 or 5% of the Bond Program Budget. Ms. Thompson suggested this would be a prudent reasonable funding reserve to address changes and unforeseen costs that could arise during the course of the design and construction of the branch libraries. Deputy City Librarian Paul Underwood then discussed how a library staff task force would be reviewing and considering various options to address any relocation costs that might be needed during the course of the Branch Library Bond program. Public comment: An anonymous member of the public noted the importance of maintaining budget reserves and expressed strong feeling concerning interim relocations of library services. This person commented that service interruptions and reductions were serious issues and that the Board of Supervisors was on record against this. This individual noted that relocations were expensive and highly political. Mr. Peter Warfield commented that he believed it prudent in general to provide for contingencies, but that he had not had sufficient time to consider this proposal that he noted took funds from each project. Mr. Warfield commented that this took 5% from each branch before the projects even began and that there had not been consideration if $5 million was enough. Commission comment: Commissioner Coulter observed that he did not want appropriate funding for Brooks Hall to be overlooked in the planning. In response to a question by Vice President Steiman, the Deputy City Librarian reported that any funds left over after completion of bond projects could be applied the needs of the remaining projects in the Bond Program or used for enhancements as was done at the Oceanview Branch Library. President Higueras pointed out that the Commission intended to do its best to make sure that bond funds were carefully expended to get the best projects possible for the funds available. Motion: by Vice President Steiman, seconded by Commissioner Chin for approval of the creation of the proposed 5% Bond Projects Reserve. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) AGENDA ITEM #6 ART ENRICHMENT RESERVE Marilyn Thompson, Bond Program Manager, outlined a proposal to consolidate the allocation of funds set aside for art enrichment in the Branch Library Bond Program in order to better facilitate the creation of meaningful and attractive works of art. Ms Thompson suggested that by consolidating these funds more than $300,000 would be made available to create art works for new libraries and Richmond Branchin the Bond Program. Ms. Thompson noted that using just the very small amounts dedicated for this purpose for each of several small projects would not allow for the creation of any meaningful art work, but a consolidated amount would make sufficient funds available to support an Art Enrichment Program to provide for the Bond Projects. Ms. Thompson noted that this approach had the support of the Arts Commission. Public comment: An anonymous member of the public commented that they were glad of the questions raised about this approach, noting the City mandate an art budget for all new construction and major renovation projects. This person commented that this requirement provides for creation of fine art in the public arena. This anonymous member of the public suggested that this approach could mean that some neighborhoods could get a larger share of the money for art and some less. This individual commented that this might not be legally allowed and would be very politically sensitive. Mr. Ed Regan opposed creation of the art fund suggesting that there were greater needs for books and more hours at branch libraries. Commission Comment: In response to questions by President Higueras, Ms. Thompson clarified that the details and specific allocations for these art enrichment projects would be outlined in a detailed Memorandum of Understanding between the Library and the Arts Commission that would be brought to the Commission for its review and approval. In response to questions by Commissioner Chin, Ms. Thompson discussed how the Art Enrichment Reserve could be used to make sure that each new branch library and Richmond Branch received a least one significant work of art. Commissioner Chin noted that art can be both costly and less so and suggested that ways be considered to involve kids in providing art for branch libraries. Ms. Thompson proposed that a plan for the Art Enrichment Program would be brought to the Commission for its review and approval at an upcoming meeting. Motion: by Commissioner Chin, seconded by Commissioner Coulter for approval of the creation of the proposed Art Enrichment Reserve. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) AGENDA ITEM #1 APPROVAL OF THE MINUTES OF THE MEETING OF DECEMBER 20, 2001 Public Comment: An anonymous member of the public expressed appreciation that the explanatory document for the Minutes was available and called attention to the fact that the public comment summary statements were not posted on the Library’s website as required. This individual also commented that they had discovered that 6 of the 18 copies of the Minutes deposited in the City Archives in some cases also lacked inclusion of the public comment summary statements, a fact that was attributed to the Archives receiving multiple copies of the Minutes and not checking that they were retaining the most complete copies when discarding duplicates. This person also found the Minutes over summarized discussion rather than reporting it. Mr. Ed Regan found that his comments had been accurately reported. Mr. Peter Warfield commented that the Commission was failing to follow Roberts Rules of Order to take old business later in a meeting, and found that the Minutes contained inaccuracies in what was said. Mr. Warfield pointed to instances in which his reported comments were not reported as they were intended or that entire comments or events that occurred were omitted. Commission Comment: Motion: by Vice President Steiman, seconded by Commissioner Chin for approval of the Minutes of December 20, 2001. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) AGENDA ITEM #2 COMMISSION MEETING SCHEDULE FOR 2002 The Commission Secretary outlined the proposed schedule of regular meetings for 2002. The Secretary called the Commissioners attention to the unfortunate fact that due to having received mistaken information a meeting of the Commission was proposed for March 5th, Primary Election Day, contrary to previous practice. Public Comment: An anonymous member of the public commented that he had not seen the proposed schedule of meetings and questioned if they had been noticed. This individual also expressed concern that the Commission would meet on Election Day, noting previous objections to doing so. Mr. Ed Regan echoed concerns of the previous speaker but recommended approval of the proposed schedule. Mr. Regan also requested that meeting notices be mailed out. Mr. Peter Warfield urged the Commissioners to begin their meetings later in the day and not to meet on Election Day. Commission Comment: Motion: by Commissioner Coulter, seconded by Vice President Steiman for approval of the proposed meeting schedule for 2002. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) Agenda item #8 PUBLIC COMMENT Public Comment: An anonymous member of the public regretted the loss of a New Business item on the meeting agenda and then discussed their views concerning The Ugly American. This anonymous member of the public commented that this popularization of academic theory fictionalized about the damage done by people who think they are good and demonstrated that values are not related to money. Mr. Ed Regan requested expanded public service hours for the Main Library and all branches from 6AM until Midnight seven days a week. Mr. Regan additionally requested installation of an exterior fire escape on the Main Library and manually operated elevators. Agenda Item #9 ADJOURNMENT Public Comment: None offered Commission Comment: Motion: by Commissioner Coulter, seconded by Commissioner Chin that the meeting be adjourned. Action: AYE 4-0 (Chin, Coulter, Higueras, and Steiman) The meeting was adjourned at 6:53PM. Michael Housh, Commission Secretary 2/23/02 The number of members of the public who spoke anonymously at this meeting: 1 Appendix A The Public Comment Summary Statements included in these Minutes are authorized by San Francisco Administrative Code Section 67.16.. These summary statements are provided by the speaker. Their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission. The number of members of the public who spoke anonymously at this meeting. 1 Please note: Copies of Commission Minutes and handouts are available in the Office of the Commission Secretary, 100 Larkin Street, San Francisco, CA 94102 Copies of Public Comment Summary Statements as authorized by San Francisco Administrative Code Section 67.16 can be found in Appendix A. These summary statements are provided by the speaker and their contents are neither generated by, nor subject to approval or verification of accuracy by, the San Francisco Public Library Commission.