Library Expansion - 05.16.2019 (DRAFT)CITY OF
19
CUPERTINO
PUBLIC WORKS DEPARTMENT
CITY HALL
10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3354 • FAX: (408) 777-3333
CUPERTINO.ORG
LIBRARY PROGRAM ROOM
EXPANSION Coordination Meeting
Cupertino Library, Think Tank Room
May 16, 2019, 5:00 PM
MINI JTFS
Meeting called to order at 5:10 pm
1. Introductions of Meeting Attendees
Benaifer Dastoor, Cupertino Library Foundation/Fremont Union High School District
Foundation
Nancy Howe, Santa Clara County Library District Librarian
Gopal Kumarappan, Cupertino Library Foundation
Roger Lee, Acting Public Works Director, City of Cupertino
Darcy Paul, City of Cupertino Councilmember
Henry Sang, Jr., Cupertino Library Foundation
Janet Trankle, Cupertino Library Foundation Treasurer
Clare Varesio, Community Librarian
Kiran Varshneya, Cupertino Library Foundation
Amanda Wo, Library Commissioner
Michael Zimmermann, CIP Manager, City of Cupertino
Lisa Maletis-Massey, Administrative Assistant, City of Cupertino Public Works
2. Overview
a. Review of Previous Expansion Alternatives
i. Preferred alternative - Perched
Roger discussed that several library expansion options had been developed in
2015. These options - and potentially others, should be considered so that there
is a clear preference for what the recommended expansion should be now. A
single hardcopy of previous library expansion information was provided at the
meeting. A dropbox with a link containing all available information will be
provided to attendees.
b. Work anticipated for FY19/20
i. Council authorization
Public Works staff has the expansion project divided into two separate projects
- one for parking and the other for the expansion of the library. Darcy indicated
that Council has set aside $5M for the library expansion project.
ii. Updated Parking Analysis
Roger stated the expansion of the Library will require the addition of parking
per building code and that there is a parking deficiency at the Civic Center in
general. To resolve these issues, a parking analysis is needed to determine the
total need. Nancy stated that library is currently using Community Hall and
that with the addition of a library expansion it will transfer the use from
Community Hall to the expanded library. Consequently, the library should not
be affected by parking. Roger stated that the parking analysis will identify the
needs however they are and Council, as the decision makers, can decide how to
allocate costs.
iii. Parking Lot Project (Project 1)
There was discussion about present parking conditions and ideas to address
parking during construction. There were options discussed to modify existing
parking, potentially utilize nearby townhome complex lots or add angled
parking along Pacifica Drive and/or Torre Avenue. Other options included
using the library field for extra parking or utilizing Transportation Demand
Management, e.g. community shuttles. More in depth analysis will be
completed and Public Works will reach out to nearby property owners to
determine opportunities to utilize existing parking.
iv. Architectural Design RFQ Process (Project 2)
Item partially discussed. There was a discussion regarding having an architect
complete a conceptual design as an early scope of work. This would allow the
project to be better defined for the solicitation of donors. This item will be
discussed in more detail on June 6, 2019.
v. Value engineering
Item not discussed. Will be discussed on June 6, 2019. Currently $1.5M is
estimated for parking and $8.5M is estimated for library expansion (based on
perched option)
3. Roles and Responsibilities
There was discussion about the role and mission of the group. Darcy recommended,
and people agreed, to call it a working group with a Mission Statement: A group of
different stakeholders meeting on a regular basis to optimize the design and delivery of
the library program expansion. The goal is to provide a 130 seat room that meets the
needs of library stakeholders with consideration of room functionality, equipment
needs, access, service, community trends, parking and cost.
The group plans to meet Thursdays twice a month where requirements, design, etc will
be defined and reported back to Council. Henry highlighted that public relations will be
important to communicate to residents and other stakeholders. Fundraising may be
required. A drop box will be utilized to provide communication within the group.
4. Community Engagement Process
There was discussion about keeping the community informed during the process. More
discussion to occur on June 6, 2019.
5. City Council Engagement Process
Roger stated that the Council is the decision -maker for these two projects. There are
established times when staff recommends direction from the Council. It was
recommended that this group consider additional opportunities to engage Council.
Darcy recommended using the Items of Interest memo.
6. Proposed Milestones / Schedules
Item not discussed directly. There were comments that the library expansion would be
completed in June 2022. There is interest in completing as soon as possible.
7. Other / Next Steps
a. Next Meeting will be June 6 and will continue with the 1st and 3ra Thursdays of each
month.
b. Public Works will determine the number of parking spots created by reducing the
width of existing parking spots.
c. Staff will reach out to Perkins & Will for the most recent documentation that was
provided at the most recent Council meeting. Clare will keep a copy at the library as a
reference.
d. Staff will explore with private property owners the possibility of utilizing
surrounding lots, shuttle system with Cupertino Unified School District,
specifically Eaton Elementary School.
Future Agenda topics:
1. What do members want from the program room?
a. Room functionality, equipment needs, access, service, community needs, trends
Meeting Ended 6:28 pm