Board of Library Trustees (BOLT) Capital Improvements Committee (CIC) January 8, 2020

Minutes
Board of Library Trustees (BOLT)
Capital Improvements Committee (CIC)
January 8, 2020
1:30 PM
Main Library Conference Center, G1
303 North Laura Street
Jacksonville, FL 32202

Committee Members Present:
Guy K Anderson, Chair
Steven Eagerton, Trustee
Fernando Meza, Trustee
Dot Mathias, Committee Member 
(Community)
Ronnie Ferguson, Committee Member
 (Community)

Carlo Fassi, Board Chair, Ex-Officio

Committee Members Absent:
Marc Hardesty, Trustee

    Others in Attendance:
Tim Rogers, Library Director
Gretchen Mitchell, Deputy Director, Support Services
Ray Albury, Assistant Director, Facilities Management and Planning
Richard Mott, Interim Clerk of the BOLT

Call to Order
Committee Chair Guy Anderson called the meeting to order at 1:30 pm.  A quorum was present. 

Introduction of Newcomers and Guests
Trustee Steven Eagerton was introduced as a new member of the committee.

Public Comment
No visitors requested the opportunity to address the committee.

Chair’s Report
Committee Chair Anderson provided background on the genesis and history of the committee and explained its aims.

Approval of Minutes
Ronnie Ferguson moved to approve the minutes of the September 10, 2019, meeting of the Capital Improvements Committee. Trustee Eagerton seconded the motion. Approved, unanimous consent.

New Business
a.    Fiscal Year 2021 Capital Improvement Project Requests
Library Director Tim Rogers sought endorsement from the committee of several requests for capital improvement funding, along with timetables, which the library administration would, upon endorsement from the full board, submit to the mayor’s administration for inclusion in the city’s Capital Improvement Plan (CIP).  Following are the projects presented:
1.    Oceanway/New Berlin Project. Director Rogers proposed that the library request $7,000,000 in Fiscal Year 2021 and the remainder of funds (currently calculated as $3,350,190) in Fiscal Year 2022. 
Trustee Fernando Meza moved that the committee recommend to the BOLT the adoption of the proposed CIP request for the new Oceanway/New Berlin library. Trustee Eagerton seconded the motion. During the discussion on the motion, Committee Member Dot Mathias expressed objection to the site that would be put before the City Council at their next meeting on January 14 for final approval as the location of the new library. Trustee Eagerton explained that the action before the Committee was for future capital funding for construction and not tied to the selection of the site of the new library. The motion was approved, unanimous consent.

2.    Director Rogers presented three options for funding the renovation of the Beaches Branch Library: 
o    Option 1 – Proposes no changes to the current schedule of funding -- $600,000 in Fiscal Year 2021, $600,000 in Fiscal Year 2022, and $1,202,242 “Beyond 5th Year.”
o    Option 2 – Moves the $1,202,242 that is currently designated as “Beyond 5th Year to Fiscal Year 2023.
o    Option 3 – Moves the two $600,000 allotments of Pay Go Funds in Fiscal Years 2021 and 2022 to Fiscal Years 2023 and 2024, and moves the $1,202,242 in Debt funded dollars from Beyond 5th Year to Fiscal Year 2025.
Director Rogers proposed making Option 2 the primary request, with Option 3 as a counter-proposal if Option 2 is rejected during the discussions with the Mayor’s Office and Budget Office.
Trustee Meza moved that the committee recommend to the BOLT the adoption of the proposed CIP request and strategy for the Beaches Branch Library. Trustee Eagerton seconded the motion. Motion approved, unanimous consent.

3.    Director Rogers presented two options for replacing the Brentwood Branch Library:
o    Option 1 – Request no changes to the current schedule of funding, which retains $7,728,643 in Debt funded dollars and $500,000 in grants/trust funds to “Beyond Five Years.”
o    Option 2 – Moves Debt funded dollars and grant funding into Fiscal Year 2025. Director Rogers recommended this option.
4.    Director Rogers also presented four new proposals for inclusion in the City’s CIP, all of which are included in the 21st Century Urban Branch Study scheduled to take place in the current fiscal year.  They were:
o    Westbrook Branch Library replacement: Beyond Five Years -- $7,728,643 in borrowed funds and $500,000 in grant/trust funds
o    Bill Brinton Murray Hill Branch Library Replacement: Beyond Five Years -- $7,728,643 in borrowed funds and $500,000 in grant/trust funds
o    Dallas Graham Branch Library Replacement: Beyond Five Years -- $9,785,803 in borrowed funds and $500,000 in grant/trust funds
o    Brown Eastside Branch Library Replacement: : Beyond Five Years -- $7,728,643 in borrowed funds and $500,000 in grant/trust funds
Trustee Meza moved that the committee recommend to the BOLT the adoption of the proposed CIP requests for the Brentwood, Westbrook, Bill Brinton Murray Hill, Dallas Graham, and Brown Eastside branch libraries. Trustee Eagerton seconded the motion. Motion approved, unanimous consent.

b.    FY21 Community Development Block Grant (CDBG) Request. Assistant Director for Facilities & Planning Ray Albury presented a proposal to submit a request for Community Development Block Grant (CDBG) funds to defray the costs of replacing the carpeting in the Main Library, which was built in 2005 and still largely has its original carpet. The proposal is to complete this replacement over the course of three years (at two floors the first year and one floor in each of years two and three) for a total cost estimate of $1,056,964. The CDBG is a 1:1 matching grant so it would cover half of the cost, while the other half would be borne by the Library Conference Center Facilities Special Revenue Fund, State Aid funds, and/or City of Jacksonville (COJ) Department of Public Works internal charges.
Trustee Eagerton moved that the committee recommend to the BOLT the adoption of the proposed CDBG request. Trustee Meza seconded the motion. Approved, unanimous consent.

Old Business
a.    Review of Current Projects. Deputy Director for Support Services Gretchen Mitchell provided a status update on the following capital projects that are currently under way: Bradham & Brooks Branch Library renovation (replacement of carpet and shelving); Highlands Regional Library and Webb Wesconnett Regional Library children’s room renovations; 21st Century Urban Branch Library Study; reconfiguration of Main library; Mandarin Branch Library renovation; and new Oceanway/New Berlin library. 
b.    Expenditure of FY20 Maintenance Funds. Assistant Director Albury described a plan to use $200,000 of the $500,000 in internal charges assigned to the COJ Department of Public Works (and earmarked for the library) in Fiscal Year 2020 in order to improve security. The library plans to install exterior badge access control readers at all locations in the system.

Future Meetings
Committee Chair Anderson tentatively scheduled the next CIC meeting for February 12 at 1 pm at the Main library – room to be announced.

Adjournment
The meeting was adjourned.

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