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HomeMy WebLinkAbout1999-01-25 City Council Summary Minutes Special Meeting January 25, 1999 1. Joint Meeting with Human Relations Commission.........87-457 ADJOURNMENT: The meeting adjourned at 7:02 p.m.............87-457 1. Resolution 7829 entitled ΑResolution of the Council of the City of Palo Alto Expressing Appreciation to Rodger Jensen Upon His Retirement≅ ..................................87-458 ORAL COMMUNICATIONS........................................87-458 APPROVAL OF MINUTES........................................87-459 2. Selection of Candidates to be Interviewed for the Library Advisory Commission...................................87-459 3. Amendment No. 1 to Contract No. C9109515 Between the City of Palo Alto and JAT Computer Consulting, Inc. for Support for Lawson Human Resources and Payroll System.............87-459 4. Amendment No. 2 of Contract No. C8096901 Between the City of Palo Alto and Underground Construction Co., Inc., for Electric Utility Trench and Substructure Installation..........87-459 5. Annual Public Review of Compliance of Development Agreement with Stanford University for the Sand Hill Corridor Projects......................................................87-459 6. Resolution 7830 entitled ΑResolution of the Council of the City of Palo Alto Authorizing the Filing of a Claim with the Metropolitan Transportation Commission for Allocation of Transportation Development Act Funds for Fiscal Year 1999-2000......................................................87-459 7. Ordinance of the Council of the City of Palo Alto Amending the Budget for the Fiscal Year 1998-99 to Provide an Additional Appropriation of $106,000 for the Rental Agreement with JCDecaux to Install and Maintain Public Toilets.......87-460 01/25/99 87-455 8. Options in Consideration of Joint City/School Project at Gunn High School...........................................87-461 9. Council Comments, Questions, and Announcements........87-478 ADJOURNMENT: The meeting adjourned at 10:15 p.m............87-479 01/25/99 87-456 The City Council of the City of Palo Alto met on this date in the Palo Alto Art Center at 6:05 p.m. ROLL CALL PRESENT: Eakins, Fazzino, Huber, Kniss, Mossar, Ojakian, Rosenbaum, Wheeler ABSENT: Schneider Human Relations Commission PRESENT: Agiewich, Blitzer, Hausser, Indergand, Khabbaz, O=Brien, Pierce SPECIAL MEETING 1. Joint Meeting with Human Relations Commission (HRC) A. Introduction--HRC Chairperson Wynn Hausser B. Presentation on HRC Priorities and Key Issues Χ Affordable Housing Χ Human Services Resource Allocation Process (HSRAP) Funding for Social Services Χ Day Center for People in Need Χ Disabilities Χ Nondiscrimination Policy C. Joint Council/HRC Discussion No action required. ORAL COMMUNICATIONS ADJOURNMENT: The meeting adjourned at 7:02 p.m. 01/25/99 87-457 Regular Meeting January 25, 1999 The City Council of the City of Palo Alto met on this date in the Palo Alto Art Center at 7:19 p.m. ROLL CALL PRESENT: Eakins, Fazzino, Huber, Kniss, Mossar, Ojakian, Rosenbaum, Wheeler ABSENT: Schneider SPECIAL ORDERS OF THE DAY 1. Resolution 7829 entitled ΑResolution of the Council of the City of Palo Alto Expressing Appreciation to Rodger Jensen Upon His Retirement≅ MOTION: Vice Mayor Wheeler moved, seconded by Kniss, to adopt the Resolution. MOTION PASSED 8-0, Schneider absent. Director of Utilities Ed Mrizek presented the resolution to Roger Jensen for his 30 years of service to the City in the Utilities Department in a number of capacities. Mr. Jensen was always very customer-service oriented, and many letters had been received in appreciation for his good work. With Mr. Jensen's assistance, the important infrastructure program was implemented. Safety was always his primary concern and the Operations Division was recognized a number of times by the American Public Gas Association for the high level of safety achieved. Much technology had been introduced by Mr. Jensen to the City to provide better service to customers. Rodger Jensen thanked the City for the resolution and management staff both past and present for the opportunities he had been afforded. Not many organizations were willing to provide the level of training and encouragement he had received from Palo Alto over the years. The staff he left behind was fully capable of meeting the current needs and future challenges of the utility business. Mayor Fazzino said Mr. Jensen would be missed. He symbolized the outstanding municipal utilities system of Palo Alto. ORAL COMMUNICATIONS Rob Hershkowitz, 40 Newell Road, #4, East Palo Alto, spoke regarding parking enforcement. 01/25/99 87-458 T. J. Watt, Homeless, spoke regarding bad legal advice, audit of assessor, CalTrain, and park. Edmund R. Power, 2254 Dartmouth Street, spoke regarding Democracy versus Politics. Michal Anne Plume, 3409 Cowper Street, spoke regarding schools. Jim Dinkey, 3380 Cork Oak Way, spoke regarding the Council Chamber refurbishing. City Manager June Fleming said Mr. Dinky's request had been received and was being responded to within the timeline allocated to staff. APPROVAL OF MINUTES MOTION: Vice Mayor Wheeler moved, seconded by Kniss, to approve the Minutes of November 23, 1998, as submitted. MOTION PASSED 8-0, Schneider absent. CONSENT CALENDAR MOTION: Council Member Kniss moved, seconded by Wheeler, to approve Consent Calendar Item Nos. 2 - 6. 2. Selection of Candidates to be Interviewed for the Library Advisory Commission 3. Amendment No. 1 to Contract No. C9109515 Between the City of Palo Alto and JAT Computer Consulting, Inc. for Support for Lawson Human Resources and Payroll System 4. Amendment No. 2 of Contract No. C8096901 Between the City of Palo Alto and Underground Construction Co., Inc., for Electric Utility Trench and Substructure Installation 5. Annual Public Review of Compliance of Development Agreement with Stanford University for the Sand Hill Corridor Projects 6. Resolution 7830 entitled ΑResolution of the Council of the City of Palo Alto Authorizing the Filing of a Claim with the Metropolitan Transportation Commission for Allocation of Transportation Development Act Funds for Fiscal Year 1999-2000 Vice Mayor Wheeler said the subcommittee of the Council met on Saturday, January 23, 1999, to prepare a list of candidates to be interviewed for the Library Advisory Commission (LAC). The Council was encouraged to interview the candidates listed; however, the entire 40 candidates were still available for appointment. The 01/25/99 87-459 process of going through the many qualified applications was difficult. Mayor Fazzino said a great deal of interest was shown in the new LAC, with over 40 applications received. A decision was made to create a subcommittee of the Council to select 14 candidates to be interviewed rather than interview all 40 candidates. MOTION PASSED 8-0 for Item Nos. 2-4 and 6, Schneider absent. MOTION PASSED 7-0 for Item No. 5, Mossar Αabstained,≅ Schneider absent. ORDINANCES 7. Ordinance of the Council of the City of Palo Alto Amending the Budget for the Fiscal Year 1998-99 to Provide an Additional Appropriation of $106,000 for the Rental Agreement with JCDecaux to Install and Maintain Public Toilets Rental Agreement Between the City of Palo Alto and JCDecaux for Installation and Maintenance of Automatic Public Toilets Faith Bell, 536 Emerson Street, spoke as a local merchant in support of the public restroom in Lytton Plaza. The suggestion for information display boards was also of interest to the public. Private institutions, such as restaurants and hotels, should be handled on a demographic basis, along the lines of different services or categories, for fairness. Signs along major thoroughfares and public transit areas was also encouraged. MOTION: Council Member Huber moved, seconded by Kniss, to approve the staff recommendation as follows: 1. Approve and authorize the Mayor tp execute the twenty-year Rental Agreement with JCDecaux San Francisco (JCDecaux) for the initial installation and maintenance of two Automatic Public Toilets (APT). 2. Authorize the City Manager or her designee to negotiate and execute one or more change orders to the Rental Agreement with JCDecaux for related, additional unforeseen work which may develop during the installation of the APT=s project, the total value of which shall not exceed $2,500. 3. Authorize the City Manager or her designee to allocate funds in the amount of $58,000 for one-time costs of designing and installing utilities, preparation of APT foundation work, and design of two information display boards by a graphic artist. 01/25/99 87-460 4. Authorize the City Manager or her designee to make minor amendments to the Rental Agreement with JCDecaux due to minor operational changes of the facility over the twenty-year lease life. 5. Approve a Budget Amendment Ordinance in the total amount of $106,000: $45,500 for the initial APT lease of two units, $51,000 for utility installation and foundation preparation work, $7,000 for design of the information display boards, and $2,500 for contingency. Ordinance 4545 entitled ΑOrdinance of the Council of the City of Palo Alto Amending the Budget for the Fiscal Year 1998-99 to Provide an Additional Appropriation of $106,000 for the Rental Agreement with JCDecaux to Install and Maintain Public Toilets≅ Council Member Rosenbaum asked about Herb Borock's question related to California Health & Safety Code ∋118500 which prohibited the charging of fees for use of public toilets on public property. City Attorney Ariel Calonne said the section appeared to apply to restrooms inside a public building, not a stand-alone restroom. Staff was comfortable the action was lawful. Mayor Fazzino thanked Ms. Bell and Joe Baldwin who had both campaigned for many years for public restrooms. MOTION PASSED 8-0, Schneider absent. REPORTS OF OFFICIALS 8. Options in Consideration of Joint City/School Project at Gunn High School John Tuomy, Palo Alto Unified School District (PAUSD) Board Member, said the PAUSD and the City had a rich history of partnerships ranging from the arts to athletics. The community had a long history of supporting the joy of learning by connecting the schools to the community's libraries. The proposal before the Council represented the next bold step. Measure B, passed in 1995, contemplated a joint City/School library facility at Gunn High School for the youth and the community. Since that time, a cutting-edge multimedia center proposal was developed to support access to information for the 21st century. Palo Alto had always been a leader in providing services for its citizens, and the PAUSD thought it should be a bold leader as well. Providing the very latest in technology as a tool for teaching, learning, and accessing information represented the new frontier for the next century. Providing access to technology would add to the quality of life in the community. The Gunn multimedia center would act as 01/25/99 87-461 a hub by providing a cost-effective way to gather state-of-the-art technology and link to schools and other public and nonprofit business institutions, as well as the community at large. All Palo Altans would be able to use new methods of accessing information and knowledge such as distant learning, video conferencing, and other powerful ways of communicating, teaching, and learning. The center would link to the community libraries in important ways. Palo Alto was a special community. Many new learning tools and forms of transferring and accessing information and knowledge through technology were rapidly emerging. The City and PAUSD should provide leadership for the rapidly-changing environment together. Some of the questions expressed about the media center included "Why not books?" Given the power of technology and accessing information and the power of information in a democracy, it was essential to recognize that the use and enjoyment of print would continue. Increasingly, however, the power of technology would be used to access information. Having a center or hub ensured families had access to the very best technology, regardless of an individual's financial condition. Another commonly asked question was "Why not wait for the formation of the Library Advisory Commission?" The proposed technology center was not another traditional library. Discussions dating back to 1995 and before between elected City and PAUSD officials and City and PAUSD staff envisioned the project as unique. Therefore, the proposal could be viewed apart from the planning of other library facilities. The concerns raised about the safety of students was important and shared by everyone. However, adults and students currently used public libraries after school, at night, and on weekends. The City's public libraries were safe places. The proposal called for a joint-use multimedia center at Gunn for use only by students during the school day. After school and on weekends, the facility would be open to the youth and community. Expanded services during the summer and school holidays were expected. PAUSD anticipated the same cautions would be taken at the Gunn facility as were taken at all the City's libraries. The PAUSD had shown its support of the partnership by the commitment of almost $3 million for the construction of a 10,000 square foot facility. Furniture and equipment would also be included, putting the dollar commitment over $3 million. In addition, the PAUSD had committed the land for the project. The City was asked to commit approximately $1.5 million to support the needed 15,000 square foot facility. The joint resources of the PAUSD and the City made possible something much greater than either could provide to the community alone. If the project moved forward, PAUSD hoped to secure state funds for joint-use facilities. Tentative approval was received for a $500,000 grant in 1998, but the state determined the PAUSD was not far enough along in the joint commitment for joint-use funding. Once approved, an agreement between PAUSD and the City could help secure additional funds to enhance the facility through future State funding. The joint-use project was a time-sensitive opportunity. The PAUSD put planning of the multimedia center at Gunn on hold, pending the City's decision. 01/25/99 87-462 Unfortunately, the PAUSD could no longer wait. Any further delays would slow renovation of the project at Gunn since the different facilities were interdependent. For example, renovation of the old library on the Gunn campus for classrooms could not begin until the new multimedia center was built; otherwise the school would be without a library. How the new library was sited and designed from the entry to the parking lot was dependent on whether the joint-use facility or a smaller facility was built. The decision could not be made at a later time. The resolution passed unanimously by the Board of Education recognized that many logistical issues needed to be worked out. However, the Board believed exciting things could happen when there was a commitment and a bold vision. The PAUSD hoped the City would join the Board and take action to support the opportunity to put in place a cutting-edge multimedia center to support access to information for the community. Taking such a bold step would have some detractors; however, the PAUSD anticipated the level of excitement and energy that would flow from the center would be seen over time as a bold and innovative move. People would be pleased that the leadership of the community was willing to take a risk and move forward with such a vision. Director of Libraries Mary Jo Levy said four options were presented in the staff report (CMR:113:99) along with background on the issues. The first option was for the City to jointly operate and fund the Library Community Media Center (LCMC) at Gunn High School's library. City staff worked with Gunn staff to develop the plans for the new facility. In addition to print and non-print collections, the LCMC would have significant computing capabilities as well as small and large spaces for a variety of users. Resources could be made available to the public, especially in the evenings, after school, weekends, and holidays. The option was consistent with the draft Library Master Plan. The second option was for a full-service public/school library, incorporating the features of the LCMC since the resources were needed for the students. The option was developed in response to community feedback received at a public meeting in October 1998. The second option was explored with Gunn and PAUSD but not as thoroughly as the first option. The third option was to decline to participate in the project at Gunn at the current time. The fourth option was to explore future collaborations, i.e., after the Library Advisory Commission (LAC) was appointed and reviewed the draft Library Master Plan to determine how a proposal at Gunn fit into the plan. The PAUSD might not be open to the fourth option. Ray Crozier, 1687 Edgewood Drive, opposed the proposed LCMC, particularly the expenditure of library funds for a venture that exceeded what the library system should support. Any removal of current Palo Alto public libraries was opposed. The Council was encouraged to wait to make such a decision until after formation of the LAC. 01/25/99 87-463 Mayor Fazzino said the City had not taken any action to close any of the branch libraries. Mazie Carroll, 4239 Ruthelma Avenue, favored an election by the voters in Palo Alto to solve the question of technology versus books in a library. Books could be budgeted more easily than technology, which could be outdated by the time the system was ready at Gunn High School. The Terman Park Branch was a desirable library with a severely cut budget. The City was asked to increase the Terman budget. Forrest Carroll, 4239 Ruthelma Avenue, said a high-tech library consisting primarily of computers should not be installed in Gunn High School and questioned whether Palo Alto High students would have to walk to Gunn during the day to use the facility. Sharing the facility with students was an unsatisfactory situation. The closure of libraries was very critical to residents. The Terman Library was considered a haven for many people and should not be closed. He asked what College Terrace residents would use if the Terman facility was closed. Mayor Fazzino repeated his earlier comment that every branch library in the City of Palo Alto would remain open. Michal Anne Plume, 3409 Cowper Street, said 85 percent of the monies for Palo Alto schools came from Palo Alto property taxes. The PAUSD had not done a good job protecting its libraries from fires, vandalism, pranks, and books being destroyed. Media centers were great, but books could not be changed. Proof was not given that computers helped learning; rather, evidence was given to the contrary. The Council was urged to provide media for the Terman Library instead. Bob Moss, 4010 Orme Street, said in late 1994, as a member of the Terman Community Center Advisory Committee (TCCAC), the possibility of a joint library with Gunn was raised. Although worth considering, it was viewed as a full-service library. Adopting the PAUSD's proposal was a losing proposition. If a joint facility were located at Gunn, it should be a full-service, fully accessible facility, not done hastily, and not done without much foresight or careful planning. In 1996, the TCCAC had recommended that while a joint facility at Gunn was worth exploring, the important thing was to have a full-service library to service the people in South Palo Alto who were lacking in City facilities and services. While sympathetic to the PAUSD's time line, it was better to proceed correctly rather than quickly. A solution with which everyone was comfortable should be sought rather than expending funds only to regret it three years later. The Council was urged not to accept the proposal for a media center without books, but to consider a library/technology center either at Terman or Gunn or both. People believed that a library should have books. 01/25/99 87-464 Gordon W. Newell, 4163 Hubbartt Drive, agreed with Mr. Moss. The community should endorse the concept of a joint library facility at Gunn before proceeding. The Terman facility was sparse with limited hours. The southwest quadrant of Palo Alto lacked any reasonable library facility. The concept of moving ahead was fine, but 5,000 square feet of City facilities took more thought and planning. The Council was asked to give full consideration to the southwest part of the City. Tom Wyman, 546 Washington Avenue, appreciated the PAUSD's interest in moving the project forward without delay but believed it would not be the only opportunity the City would have to participate and help fund such a media center. The proposal was not well-drafted and needed more public input. Consideration should be given not only to the $1.5 million, but the $350,000 annual maintenance cost to the City. The proposal was not well-drafted. The benefits associated with the center on page 5 of the staff report (CMR:115:99), indicated the center was "consistent with the staff recommendation in the draft Library Master Plan and does not impact operational decisions related to other branch libraries." However, the disadvantages on the same page indicated, "New expenses [for the media center] may negatively impact operational budget and capital resources available for other City libraries and places priority on this facility over Main or Children's libraries." The media center should be considered as part of a long-range plan by the LAC. The report also stated on the page 5 that "a decision now by-passes input from the LAC and may not fully integrate with any version of the Library Master Plan." The Council was urged to obtain a full appraisal and input from the LAC. Sue Kemp, 271 Seale, said limited access to public library materials, school collections, and the closing of a Palo Alto library, was not worthwhile for Palo Alto citizens. According to the San Jose Mercury, the City would pay up to $350,000 per year for operating costs in addition to the initial capital expenditure. People might prefer to use books or use the library during the day. The proposal represented a large financial assistance to the PAUSD and a huge decrease in services for Palo Altans living in the Gunn/Terman neighborhood. Palo Alto was among the most affluent and best educated communities in the state and should be able to afford both technology and traditional library services. Mary Jean Place, 809 Northampton Drive, said the terminology used to describe the library was inconsistent and made it difficult for citizens to understand exactly what the proposal was and what the response was to the PAUSD proposal. Without proper communication, citizen trust or support for the actions the Council was impossible. Accurate and clear information should be communicated. George Gioumousis, 992 Loma Verde Avenue, said the experiment of a joint city/school library currently being attempted at San Jose State was an unworkable area; however city and university 01/25/99 87-465 management were in favor of the idea. Years ago, Palo Alto had a hospital and Stanford University proposed a joint facility. Most people were in favor of the idea. In due course, Stanford Medical School indicated the concept was not working and reimbursed the City for what the City had contributed to the hospital. Palo Alto lost money because of inflation. He encouraged the Council to carefully investigate the proposal. Andrea Testa-Vought, 1499 Edgewood Drive, spoke as a member of the Friends of the Library and an active member involved in drafting the Library Master Plan. A premature decision on the joint library could have an adverse effect on the incoming LAC and the Library Master Plan. The City's libraries were strained due to budget cuts. The community admittedly wanted technology, and the joint library would represent Palo Alto. She questioned the limited access to the public. Sue Luttner, 4035 Orme Street, spoke regarding the advantage of living close enough to bicycle to a library. She participated in focus groups and read staff reports, all of which had indicated Terman was too expensive and had to be closed. For four years, the City discussed the joint library which she thought would save Terman. Currently, there was a crisis of time. She questioned a major capital investment in a rapidly changing technology. Books would not become obsolete, but hardware would. The Council was urged not to close Terman Library. Jeffrey Salzman, 4082 Orme Street, supported of the joint-use proposal. The design of the facility should build the research capability, for example, access to databases, which was an area in which school and City libraries lacked and for which the joint pooling of resources should enable a build up. The community clearly thought books should be part of the facility and should remain an option. Council Member Kniss said the community expressed strong interest in maintaining libraries, not just for books, but as a gathering place with a sense of support and comfort. The same was not true of the technology center. She asked about the idea of a mixed-use facility. City Manager June Fleming understood that if there was the desire for books and reading spaces, such could be accommodated, but she was unsure about the extent of accommodation. The center would not be in the same manner as Palo Altans considered the traditional branch library. Council Member Kniss asked whether the cost would be considerably more for a mixed-use facility. Ms. Fleming said Mary Jo Levy estimated the cost for a community media center for the City at $1,643,502 with operations at 01/25/99 87-466 $1,780,000. A full-service library would cost $3,241,802, with operating costs at $3,645,000. Council Member Kniss said the PAUSD had a certain image in mind while the City had not been involved in the building process. She clarified the PAUSD's figures were for a new structure rather than a remodel, which was different from anything done by the City for a long time. Mr. Tuomy thought a joint full-service library was not impossible, but, if done, had to be done quickly. PAUSD had not wanted to appear arbitrary or arrogant, but timing was an issue. Bob Golton, Associate Superintendent, PAUSD, said planning took longer than construction of a new facility. The current estimate was for the programming, design review, back-checking, and bidding to take approximately 16 to 17 months. PAUSD anticipated construction to begin in June or July 2000. An estimated one year or more was necessary for construction. The new library would be ready for occupancy during the summer of 2001. The timing would allow performing the major task of moving an entire library without students present. Once construction was completed, the old library could then be retrofitted for eight classrooms for completion in June 2002. The schools were growing, classrooms were necessary for the area, and PAUSD anticipated needing eight additional classrooms in Gunn and Palo Alto High Schools in 2000. If one projected the cost with the cost of moving, $200,000 was necessary if the rooms were not available in 2002 when the program was finished. If the master plan time line was not followed, construction would be completed throughout the district without the addition of the retrofitting and the Gunn campus would need more classrooms at a cost of approximately $200,000. Council Member Mossar said the Finance Committee minutes indicated that in March 1998, the Finance Committee approved funding for a consultant for the project. She asked whether the City actually hired a consultant. Ms. Fleming said the funds were used to kick-start the concept and get actual work completed. The subsequent discussion had been about the funding of a project. Ms. Levy said the consultant was someone with a great deal of experience designing and operating a joint facility and had assisted in the concept of what would be necessary at the Gunn High School location. Additionally, staff and the consultant looked into the possibilities of using the space as well. Council Member Mossar heard the word "construction" used a great deal during the discussion, but not words like "facilities planning" or "functional analysis." She was confused about the numbers. Very clear numbers were given as though related to a 01/25/99 87-467 specific project; however, no information was given about the project except that it would be 10,000 square feet. She asked where in the planning process the facility was. Ms. Fleming said the concept had been under discussion for some time. Staff was working in concert with the PAUSD. Some of the figures were based on what staff secured in working with the PAUSD in terms of the cost of construction as well as its own experience. The figures were not clearly defined but were close in range. She had worked with the PAUSD and its architects to obtain the estimates staff used. Ms. Levy said page 3 of the staff report (CMR:115:99) addressed the aspect of cost estimates. Staff was looking at feasibility and not specifics, so a whole range of plans were examined relative to the Gunn site, for example, whether a public component could work, whether people could get to the place, how it would look, and how it would impact the campus. Staff tried to keep in mind that a key element was for the facility to have features ensuring public use and access, hence the range of costs. Dr. Don Phillips, Superintendent, PAUSD, said the PAUSD worked with Banner Construction Management in terms of estimates for the cost of facilities. Architects were brought in for some of the initial conceptual work. PAUSD recognized the master plan would not be finalized. The order of magnitude were difficult to understand without investigating other libraries and facilities in the state. The comparisons had been used to estimate the costs of construction, including the type of equipment, wiring, and space requirements which had been multiplied by the square footage to come up with an estimate rather than a specific plan. The next step involved the actual programming effort to work with community groups and users to work out the actual details of how the library would work. An actual plan would then be developed by the architect at which time actual estimates would be possible. Council Member Mossar said the Finance Committee discussed the relationship of the project to Palo Alto's Fiber to the Home (FTTH) Project and shuttle services. At that time, staff said the items were discussed, but nothing was reflected in the staff report (CMR:115:99). She asked whether any further consideration had been given to the issues and whether there was any relationship to the current project. Ms. Fleming said specific attention was not given to the FTTH or shuttle services issues at the conceptual stage. The Finance Committee discussed how the project fit into the Infrastructure Program and funding, but no specific plans for a shuttle were made. The fiber ring would play a role, but detail work had not been done. Council Member Mossar said the inconsistency on page 5 of the staff report (CMR:115:99), which Mr. Wyman had identified with respect to 01/25/99 87-468 the language, "New expenses may negatively impact operational budget and capital resources available for other City libraries and places priority on this facility over Main or Children's Libraries," appeared in conflict with the benefits in the section just above about the program not impacting other branch libraries. Ms. Levy said the benefit on page 5 of the staff report (CMR:115:99), "Consistent with the staff recommendation in the draft Library Master Plan and does not impact operational decisions related to other branch libraries," would not affect the budget aspects but reflected the unique capabilities at the new facility which would not overlap or significantly detract from use at the other facilities. The disadvantages spoke particularly about the budget in the capital resources and how large the total amount of money was to support library services. Mr. Tuomy said the fiber ring went up Arastradero Road and could easily be tied into the facility without tremendous expense. Council Member Mossar was not as concerned about whether the fiber ring could tie into the facility but rather, the planning staff had done regarding distribution of technology around the community and how it related to the particular facility. Vice Mayor Wheeler said the PAUSD had been very articulate, and she understood the need for an answer. However, she was puzzled about the PAUSD report and attendance resolution from the Board of Education which seemed to give the Council some flexibility, for instance, either endorse the concept of the media center immediately or the PAUSD would consider the possibility of building a joint full-use library with no time line. She asked what the time line would be if the City wanted to pursue the second alternative. Mr. Tuomy said the PAUSD would need to have a decision about the direction the City was moving. The difference was planning. If a full-service library was the alternative, a full footprint would have to be developed. It was easier to plan a new building than to add technology to the existing Gunn library. If the PAUSD knew it would have a joint-use facility, a special parking lot would be necessary, etc. Dr. Phillips said the PAUSD did not want to restrict the City's flexibility. The primary concern with the joint-use facility was to consider the students' needs and as an educational institution. The PAUSD had extensively discussed the needs for students in terms of a research access facility. The community's needs might differ from the ones the PAUSD was putting forward. While the joint-use center had great appeal for the community, PAUSD recognized the City might have additional needs. Rather than cutting off that option, PAUSD wanted to leave the door open. If access to reference materials and access to print were necessary to 01/25/99 87-469 make the facility viable, the PAUSD would have to think through access to the community and access through the school day, to ensure security of the students. Such changes would require square footage and additional planning. The PAUSD would rather have specific direction than to be placed on hold. If not, the PAUSD needed to focus its resources on building the very best facility it could with the resources available to it for the students. Vice Mayor Wheeler asked how much additional time the PAUSD could allot the Council for a decision. Dr. Phillips said waiting well into spring would be very difficult on the PAUSD. The PAUSD could not wait three to six months or until the LAC reviewed the facility. From the students' perspective, the PAUSD needed to move forward to provide cost-effective facilities for the students. Vice Mayor Wheeler clarified weeks rather than months was the desired time frame. Dr. Phillips replied yes. Ms. Fleming said not only would the PAUSD have to pay attention to its dedicated needs, but the City had to pay attention to its dedicated needs as well. Support was given to the PAUSD. If the Council made the decision to move forward with a full-service facility, both the City and the PAUSD had to discuss how it would work. If additional direction necessary, additional aspects had to be considered, both as a city and a school district. It would be very wise to know what the time line was. Staff might return to the Council to indicate the time line was too short. Time was necessary to allow discussion with the LAC. Vice Mayor Wheeler asked about the funding. Whatever decision was made, a joint project would require a significant amount of upfront money. In one case, $2 million and in another almost $4 million, which was one year's General Fund CIP program. Staff had asked the Council for some guidance on potential funding sources, but the Council sought suggestions as to what options the City might have. Ms. Fleming said when staff discussed the infrastructure program with the Council, staff indicated it could not accommodate new facilities, however, the Council and staff acknowledged there were primary needs for new buildings. Staff indicated the need to find a new source of funding to accommodate new structures. Director of Administrative Services Carl Yeats said when staff discussed the Infrastructure Management Plan with the Finance Committee, staff referred to new facilities as being funded through some general obligation debt. A number of years would be necessary to go through that process. Any immediate funding would have to come through previously established reserves, such as Budget 01/25/99 87-470 Stabilization Reserve, Infrastructure Reserve, or the reserve for emergencies. The money could then be reimbursed at some future date but was the only source currently available to fund the project. Ms. Fleming cautioned about how reserves were depleted; however, the Council could use the reserves at its discretion. Council Member Eakins asked whether the Finance Committee discussed the fact the property on which Gunn High School was located would revert to Stanford University if the PAUSD stopped using the facility for educational purposes. Ms. Levy said no. Council Member Ojakian asked about PAUSD's reference to the grant funding and the potential for state funding. Ms. Fleming said staff had examined state funding briefly but was not optimistic. Mr. Golton said in December 1997, the PAUSD had received notice from the state concerning the availability of joint-use facilities money. The PAUSD submitted documents indicating there was an agreement or intent to agree. By virtue of that document, the PAUSD was placed on a list along with several other school districts. By January 1998, the Office of Public School Construction indicated PAUSD was eligible for $.5 million; however, by the end of January, the signed joint-use agreement had to be submitted. Since the agreement was not available, the opportunity had passed. The PAUSD operated under a new State Bond Program for which no joint-use facilities money was designated. No definite or prospect of joint-use money from the state was known. Council Member Ojakian said when he asked during the Finance Committee meeting about the potential for having books at the media center, Ms. Levy thought the PAUSD was comfortable having a larger book collection but less comfortable about the issue of having the library available before 3 p.m. Dr. Phillips said the PAUSD was in the process of updating the library's print collection. In terms of access, the concern was that individuals from the community might check out books students required for projects. In terms of access to reference materials for use in the facility, no concern was expressed. Other successful joint-use library facilities often included a public area for community access during the school hours and an area where students were located during the school day. The library then could be opened up during the school hours to accommodate public need during the school day but was separate from student access. If part of the City's collection was used in the expanded facility, 01/25/99 87-471 the facility could be available to the community during the day and the broader resources to both students and the community at night. Council Member Ojakian asked whether the PAUSD was comfortable with that concept. Dr. Phillips replied yes. The concept was much larger. The access for parking and land on the campus was tight and would have to be taken into consideration, such as a two-story facility instead of one. Initial planning with the architects and others included such an option. The PAUSD wanted to seriously discuss how to make such an option work and the kind of model. The proposed 15,000 square foot facility would no longer meet the test but would need to be closer to 20,000 square feet. Council Member Ojakian asked whether 20,000 square feet was the maximum for the site. Dr. Phillips was unsure, but because of parking, access, and entrances to the campus, tradeoffs had to be made to even make the 20,000 square feet feasible. Council Member Ojakian asked whether the site could accommodate a few thousand additional square feet to provide some other service in the area, such as a police substation. Dr. Phillips thought the PAUSD wanted to retain an educational focus on the campus with limited square footage and space. Ms. Fleming said the current discussion was not unusually innovative and was not the first time any city and school tried to put together a joint library service. Some limitations existed because of the site restrictions. Clear direction was needed from the Council for the PAUSD, the City, and the LAC. All of the ideas could work, but staff needed to know what direction the City should take and when. Council Member Ojakian raised the issue because the City had not been in a building mode for a long time and should try to maximize what it had when the opportunity arose. He wanted to know exactly what was available to the City. Ms. Fleming said Council Member Ojakian was correct. Council Member Rosenbaum said a member of the public raised the question about a comparable facility for Palo Alto High School. Dr. Phillips said Palo Alto High School had a 20,000 square foot facility in contrast to 5,000 square feet at Gunn High School. The PAUSD was trying to balance the resources. A new science facility would be built at Palo Alto High and Gunn's science facility would be renovated. The media center would serve as a hub to allow 01/25/99 87-472 access from other schools. Since much information was on line, other schools could access the resources. The center would also be open in the evenings to all students in the City. Council Member Rosenbaum clarified students from other schools would be interested in using the media center. Dr. Phillips replied yes. Council Member Rosenbaum asked whether the PAUSD would move forward with the 10,000 square foot media center if the City chose not to become involved. Dr. Phillips replied yes. Planning would begin the following day if the City decided it was not interested in a joint facility. Council Member Rosenbaum asked whether it was possible if, after the center was built and found not being fully utilized after school hours, the City and PAUSD could arrange for joint use of the 10,000 square foot center. Dr. Phillips replied yes. Space constraints would probably arise, but the PAUSD was open to having the facility open beyond the current ability to offer as a school district. Council Member Rosenbaum said for many years the City had been aware of the desire of the Terman community to have a better library, some of whom had thought the joint-facility would meet the needs in that area. He asked for evidence the community was interested in a media center or a multimedia center of such magnitude. Director of Community Services Paul Thiltgen said there was no question about the Terman community's interest in a full-service library. Taking the Library Master Plan and the needs for Gunn High School into consideration, as well as the realization that the Terman Library could not survive regardless of what decision was made, staff decided to move forward with the media center. The concept fit into what Gunn High School wanted to do with the site and the Terman community definitely wanted a library. Council Member Rosenbaum said one reason for the City to work with the PAUSD on other facilities such as library and gyms, was that the facility the PAUSD could afford was too small for what the community needed. The question was what evidence the City had that a 10,000 square foot media center would not do the job for the community making it important for the City to put up the money to build an additional 5,000 square foot multimedia center. Mr. Thiltgen said the architect indicated the need for an additional 5,000 square feet in order to provide the need and use above and beyond the school use. 01/25/99 87-473 Dr. Phillips said 10,000 square feet was not the kind of library the PAUSD wanted to provide for its school or students. It merely reflected PAUSD's budget. Smaller high schools in surrounding communities were in the process of building 13,000+ square foot libraries. The idea that a 10,000 square foot facility could somehow meet the school needs in addition to the entire community was a challenge. The PAUSD saw the joint-use facility as a good opportunity to bring in a good facility for the community. Together, the potential was greater for a better facility. Council Member Rosenbaum said the Terman Library was located on property the City purchased from the PAUSD, and the debt was almost paid. The facility was 5,760 square feet with 4,000 square feet currently occupied. He asked for the rationale for building 5,000 square feet of new building rather than using the existing square feet to make a full-service library within the existing space. Ms. Fleming said the idea of a full-service library was considered because the meeting at Gunn raised the issue that not all the individuals present thought the idea of a joint facility was good. To be responsive to persons present, staff tried to examine what was necessary to make a full-service library work, knowing the City had a draft Library Master Plan without a full-service library. Council Member Rosenbaum asked whether staff recommended spending $1.5 million to build 5,000 new square feet for purposes of a full-service library. Ms. Fleming said if the Council wanted to go in the direction of a full-service library, staff and the PAUSD would accommodate the Council's desire. However, a great many questions would have to be addressed before staff could assure the Council a full-service library was feasible. Staff did not spend much time examining the concept, since it was not the direction the staff and PAUSD had pursued. MOTION: Council Member Ojakian moved, seconded by Kniss, to direct staff to explore with the Palo Alto Unified School District the funding of a full-service joint City/School library within the next 10 to 12 weeks. Council Member Ojakian said during the election campaign when the issue had been raised, he suggested to several people that his goal was to create a full-service library to meet the needs of both the PAUSD and the community. He was comfortable with some of the answers to questions by the PAUSD about how the library could be established, including the willingness to consider the hours and the City's willingness to assist in a joint service. He agreed with some of the speakers that the southwest corridor of the City lacked services. In some ways the issue was not only about library services but other services in that portion of the City. Although he wanted to wait for the LAC to examine the issue, all indications 01/25/99 87-474 from the PAUSD were for the need to move ahead quickly. The City could not keep putting the PAUSD at arms' length and end up with a service. He wanted the City to explore some collaboration with the Industrial Park and the need for books and services. Some of the companies in the park might be interested in providing assistance. Regarding the policy about funding new infrastructure needs, the policy was not applicable to the current situation because the partnership was a one-time occurrence. The fact the PAUSD was a partner with the City was an exception and allowed some deviation from the policy. The funds could be drawn from the Infrastructure Reserve to fund the policy. The students came into contact with adults at all hours of the day. Schools were not strictly used for children. The joint-facility provided a great opportunity for the students. Council Member Kniss was not sure the Council was ready to make an immediate decision. Many ideas were discussed at that evening=s meeting. She wanted more information about other districts and cities that made a joint facility work. The small window of opportunity would be beneficial. The desire was not to eliminate any of the possibilities but to move forward with some alacrity as the City moved through the 10- to 12-week window. Vice Mayor Wheeler said the Council was anxious and supportive of working with the PAUSD in a joint library facility. She thought at the time the Council had talked about books. In the meantime, a joint facility with books was not the proposal that returned from staff. The Council needed to discuss whether the new direction was one the Council wanted to take. She was unable to support the motion but thought a library for that area was extremely important. As a resident of south of Oregon Expressway, she heard on a frequent basis and shared her neighbors' pain in terms of the number and quality of public facilities available in close proximity to their homes. She was anxious to have a facility in the southwest quadrant. On the other hand, she believed the facility had to serve the community well. She was unsure the proposal Council Member Ojakian had placed on the table would do so. Council Member Rosenbaum had begun to address the issue in his questions. The City had a facility of a comparable size already located in a City building, on land the City owned or would shortly own. The City could make the facility more in keeping with what that community wanted, for example, emphasis on a book collection. She had not heard any significant support for the media technology concept. A traditional library at the Gunn site had some of the same limitations the Terman facility had with limited hours and access. With some alternative decisions within the context of the Library Master Plan, the City could change the limited access, limited hours and limited collections at the Terman facility. The City was close to having a LAC. The LAC could not deal with such a complex issue within the 10- to 12-week timeframe. She did not want to exclude the LAC and its very important dealings with the Library Master Plan. She was interested in exploring a 01/25/99 87-475 collaboration that would give the City more time. The decision could not be rushed. Council Member Huber said if the City wanted a media center, it should come unrelated to a library. A library system with books, videos, technology, and Internet was fine. But a media center alone could not be supported. A full-service library was worth exploring. The best information or opinions were not always plausible. For the current project, the City should not necessarily wait for the LAC. He did not support the motion; however, if the motion was to look at a full-service library with Gunn, he would support a motion on the assumption the funding could be put together and something done that was better than what could be provided individually. Council Member Eakins said many comments indicated the advantages to share facilities and resources. Citizens were often confused about property and resources and expectations to do as much as possible to maximize public access to public facilities. If the City wanted a full-service library, it would include technology access and media. She agreed with others who said the Terman community and the southwest portion of town had shown a strong, consistent, prolonged interest in having a library. To move ahead with anything in a short timeframe, was too much money to commit to without investigation. Use of the LAC was also encouraged. The issues were sufficiently complex, specialized, and entangled that people dedicated to library considerations should untangle the issues, define the complexities, and end up with a clear set of recommendations. She was concerned and had serious reservations about putting a City asset on grounds over which the City had no control. City assets should be placed where most reliable. The City should have its own kind of decision clause to protect the assets. Council Member Rosenbaum said the process was frustrating for individuals who expected a book library in the Terman area. He was not prepared to commit $3 million in capital plus $.5 million in operating expenses when the City was trying to decide how to Marshal its resources for a library system. He doubted the LAC would conclude that it was the way the City should spend its limited resources. When it came to capital expenditures, the City was limited. He did not support the motion. Council Member Mossar supported and appreciated branch libraries. She agreed the southwestern portion of the City had very limited services and deserved improvements to the services. Strong support was given to joint efforts with the PAUSD and other entities as the City moved into the future. Everyone would have to work together to make money stretch as far as it could to get the things necessary to serve the community. Money was as issue. The library system was operating on limited resources. Budgets and hours were reduced, the City lacked sufficient books, and much of the 01/25/99 87-476 collection was outdated. The City would not be able to deal with the financial issues in 10 to 12 weeks. She was uncomfortable with the notion of depleting reserves to make the commitment when the City was unsure how much money it was committing to. The cost could be $4 million to $5 million by completion. No action should be taken to preclude funding for other projects in the libraries and to meet other community needs without thinking the process through carefully. She did not support the motion. AMENDMENT: Ojakian moved, seconded by Kniss, to strike the second part of the motion regarding the timeframe of 10 to 12 weeks. Mayor Fazzino said when thinking back on the important influences of his youth, the local accessible branch library ranked just behind his parents, teachers, and priests at his church. He would not vote to close a branch library. The branch library system was a big part of what made the community special. He was willing to go to voters for additional dollars to preserve the current library system. He supported the motion. He liked the concept and wanted to explore further the concept of a full-service library at the site. He heard about the concept for a number of years; the issue was not new. The concept was discussed with the PAUSD three or four years prior. Given the change in Council Member Ojakian's motion, perhaps the LAC would have an opportunity to examine the issue. His goal was to create a meaningful southwest branch library and to assist the PAUSD in addressing its needs as well, because there was a unique partnership between Palo Alto and the PAUSD. If the goals could be achieved by working together in establishing a full-service library in the southwest portion of town at a cost which over time represented less expense to the PAUSD and the City, the City had an obligation to explore it. Legitimate concerns were raised about the joint library at San Jose State, which should be addressed. A wonderful opportunity was available to the City which he hoped would be examined, along with different ways to work together as public jurisdictions beyond the borders. He admitted some skepticism about the concept of a media center because on the surface it appeared somewhat inconsistent with the telecommunications power for everyone in the City. The kind of media center should compliment the fiber and telecommunications efforts with respect to reaching every resident in the City. A genuine effort should be made with the PAUSD to see whether the concept would work. He preferred moving forward quickly and supported the amended motion. Council Member Mossar wanted to know what PAUSD representatives thought about the change in the motion and the time table. MOTION AS AMENDED FAILED 4-4, Fazzino, Huber, Kniss, Ojakian, Αyes,≅ Schneider absent. Vice Mayor Wheeler said some Council Members had not voted against the motion to stop discussions. The sentiment of the Council was 01/25/99 87-477 broadly speaking where it was the last time the issue had been discussed. Decisions would be made with the LAC within the whole library structure. MOTION: Vice Mayor Wheeler moved, seconded by Mossar, to direct staff to explore collaboration with the Palo Alto Unified School District at the Gunn High School site with the Library Advisory Commission within the context of the Library Master Plan. Council Member Kniss asked how Vice Mayor Wheeler's motion differed from Council Member Ojakian's motion. Vice Mayor Wheeler said the difference was in timing and the opportunity for the City to have discussions through its LAC about the Library Master Plan and how any plans at the Gunn site would fit into that plan. Council Member Kniss clarified the main difference was involvement of the LAC. Ms. Fleming understood the Council wanted deliberations regarding a branch library included in the discussion of the Library Master Plan which would go before the LAC. Council Member Rosenbaum asked whether the motion was represented in the fourth alternative in the staff report (CMR:115:99) to "explore collaboration in the future." Vice Mayor Wheeler said the difference was that her notion of a collaboration spoke to libraries with books, whereas the phrase in the staff report spoke indefinitely or to a media center. MOTION PASSED 7-1, Ojakian Αno,≅ Schneider absent. COUNCIL MATTERS 9. Council Comments, Questions, and Announcements Mayor Fazzino, with consensus of the Council, canceled the Regular City Council Meeting of February 1, 1999, and announced a Special Meeting to be held on February 1, 1999, for the purpose of interviewing candidates for the Library Advisory Commission. He noted that the first in a series of ΑConversations with the Mayor≅ would take place Saturday, January 30, 1999, from 9 to 11 a.m., in the City Hall Cafeteria to discuss Flood Protection and Emergency Preparation. Additionally, the Council would participate in a Historic Preservation Walking Tour on Saturday, January 30, 1999, at 1 p.m., beginning at City Hall. Council Member Ojakian noted although he was absent from the City Council Meeting of January 11, 1999, he supported Council Member Kniss= comments regarding train whistle noise and was also concerned by the safety issues involved. He commented on a recent 01/25/99 87-478 editorial regarding City libraries discontinuing the service of providing tax forms to the public. He felt the newspaper was misguided because of the tremendous amount of people power it took to keep a service going that was not really a library service. He suggested the City look into providing the tax forms as a community service through another source. Council Member Mossar thanked staff at the Water Quality Control Plant for their continued efforts to remove metals from the bay. Through advertising in utility bills, staff encouraged people to get rid of mercury thermometers. She recently disposed of five mercury thermometers and encouraged everyone else to do so; it was healthy for the bay. Mayor Fazzino thanked Technical Supervisor Doug Bassler for all his efforts to improve the lighting and for otherwise making the Council=s temporary location as comfortable as possible. ADJOURNMENT: The meeting adjourned at 10:15 p.m. ATTEST: APPROVED: City Clerk Mayor NOTE: Sense minutes (synopsis) are prepared in accordance with Palo Alto Municipal Code Sections 2.04.180(a) and (b). The City Council and Standing Committee meeting tapes are made solely for the purpose of facilitating the preparation of the minutes of the meetings. City Council and Standing Committee meeting tapes are recycled 90 days from the date of the meeting. The tapes are available for members of the public to listen to during regular office hours. 01/25/99 87-479