March 2021 Director's Report — original pdf

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Director’s Report March 2021  2 TABLE OF CONTENTS HIghlights ____________________________________________________________________ 3 Facilities Services _____________________________________________________________ 7 FY2018 Bond Program Summary ____________________________________________________________ 7 FY2012 Bond Program Summary ____________________________________________________________ 9 Cepeda Branch / Hampton Branch (Site/Civil) Report ___________________________________________ 15 Faulk Building / Austin History Center Monthly Report ___________________________________________ 17 Interior Renovations Monthly Report _________________________________________________________ 20 Roof Replacements & Systems Upgrades Monthly Report________________________________________ 23 Austin History Center _________________________________________________________ 26 Library Priorities _____________________________________________________________ 27 Literacy Advancement ____________________________________________________________________ 27 Digital Inclusion & STEM __________________________________________________________________ 27 Equity, Diversity & Inclusion ________________________________________________________________ 27 Civic and Community Engagement __________________________________________________________ 27 Staff Development _______________________________________________________________________ 28 Workforce and Economic Development _______________________________________________________ 28 APL By the Numbers __________________________________________________________ 29 Virtual Collections Usage February __________________________________________________________ 29  HIGHLIGHTS 3 Bridging the Digital Divide: Austin Public Library Donates Devices to Community Partners In an effort to address the ongoing digital divide, the Austin Public Library (APL) coordinated a widespread device loan program in partnership with community organizations and area school districts. Through individual donations, funding from commissions and boards, the CARES Art, and operational funds, APL loaned laptops and hotspots to the Housing Authority of the City of Austin (HACA), Foundation Communities, South Asian’s International Volunteer Association of Austin (SAIVA), and City Departments to support families, individuals, and especially older adults who are isolated and lack access to online information and resources. This effort was driven by a clear need observed in the community, further amplified by COVID-19. Emi Johnson, Director of Innovation and Improvement at APL, described the digital access needs of Austin’s vulnerable populations, which became more critical under the pandemic. The Library found ways to leverage existing funding to provide the access to those in need through technology devices and services. To Catherine Crago, Head of Strategic Initiatives and Resource Development at HACA, this loan represents an innovative means of helping HACA residents gradually develop digital literacy skills. As the loans are long-term, recipients of devices will have the opportunity to take digital literacy courses and eventually adopt those digital tools at their own pace. Beyond the devices themselves, APL also offers support to assist and introduce recipients to virtual materials and resources, The Library’s effort is to remove barriers in as many ways possible. Through community outreach, individuals may Book a Librarian and receive 1:1 assistance and instruction, or receive assistance by phone or live chat. Crago said, “This program liberates library resources so that they can be accessed by residents who are homebound or supervising children during the school day, or for health reasons are reluctant to leave the house during COVID.” Similarly, Foundation Communities has already felt the benefits of the newly donated devices. Kenya Lewis, Support Services Program Manager at Skyline Terrace, said that residents at the property are very excited about using the laptops, as well as the Book a Librarian service. Tonia Doering, Resident Services coordinator at Bluebonnet Studios, the other Foundation Communities property to receive devices, said that receiving laptops and hotspots will be a huge impact. “Austin Public Library providing these Chromebooks allows residents to connect with telehealth appointments, as many have weekly meetings with providers, and also allows residents to connect with employers and check work schedules.” Prior to the loan, many residents would utilize the property’s community computer lab, but COVID-19 has restricted the ability for multiple people to access this resource. With the device donation, residents can now remain in the comfort of their home when meeting with providers or working on resumes.  4 “For the populations of individuals who live at Foundation Communities, it means a lot for them to have different avenues of support. These devices are something that will be very beneficial to them – learning how to use technology when considering how things have shifted this year. Now residents are able to use the laptops to connect with virtual support groups and mental health support groups,” said Lewis. Lori Burnett, Foundation Communities’ Program Manager with Supportive Services, echoed this sentiment. “For some individuals, loss of connection has exacerbated mental health issues. Providing an opportunity to connect with different folks, whether it be family, friends, or a meet-up group, is crucial to people’s overall health and For APL, this effort has strengthened the relationships with community partners. This influenced the Library to approach digital inclusion in a strategic way, said Johnson. “It also reminded us to address the needs equitably. As part of systems change, we had to re-evaluate our policies, the way we do business, and align to our well-being.” priorities.” Regarding future efforts, the Library and Austin Parks and Recreation have partnered to see that technology devices are in the hands or individual seniors who are unable to travel. Additionally, APL’s Community Services Outreach team will loan 150 hotspots to Austin Voices for Youth and Education, Refugee Services of Texas, and AISD’s Refugee Family Support Center. These hotspots will help students access school at home. Additionally, 120 hotspots will be allocated to Austin Public Health’s Faith-Based Task Force, and 30 hotspots and laptops will be loaned to Project Connect’s public participants. -from On the Digital Horizon, City of Austin Office of Telecommunications & Regulatory Affairs, February 23, 2021 Adrian Armstrong’s portraits portray what it means to be an African American living in modern America. Adrian Armstrong Virtual Exhibition Austin Public Library presents Adrian Armstrong’s work February 4 through March 31 Through portrait and figurative practices, Armstrong’s work explores black identity and how the black body is perceived in predominantly white American spaces. He aims to portray what it means to be an African American living in modern America. Often using himself as an “every man” symbol, Armstrong’s work touches on topics such as depression within the black community, systematic oppression and identity erasure; but on the other side of the spectrum explores nostalgia, growth, and success.  Artist Bio 5 Adrian Armstrong is a multidisciplinary artist from Omaha, NE now living and working out of Austin, TX. Armstrong received his BFA from the University of Nebraska – Lincoln in 2014. His work expands throughout different mediums such as music, painting, and printmaking; but his primary medium of choice is ballpoint pen. COVID-19 Update – Library Book Drops Open & Curbside Service Enhancements Austin Public Library is providing a roadmap for future service changes as they relate to operations during the COVID-19 pandemic. On Wednesday, February 24, curbside service hours were extended. Curbside hours are now: Central Library, Mon & Tue Noon – 8 PM | Wed, Thur & Fri, 10 AM – 6 PM; Carver, Hampton Branch at Oak Hill, Manchaca, Milwood, North Village, Old Quarry, Ruiz, Spicewood Springs, University Hills & Windsor Park, Mon & Tue Noon – 8 PM | Wed, Thur & Fri 10 AM – 6 PM Library cards are issued Monday through Friday, outside at the Austin Public Library locations providing curbside service. The following practices are in place: • Enhanced procedures for frequent cleaning and disinfecting common areas • Use of protective gear such as masks and gloves by all staff – masks or face coverings are required, • Implementation of a teleworking policy that makes sense operationally and allows for social distancing in • Adherence to existing policies for sick leave • Frequent communication at all levels to facilitate cooperation and consistent best practices throughout gloves are not our facilities the organization APL Weathers Winter Storm During February’s unprecedented winter storm, APL facilities were affected in the following ways: • Howson, Ruiz, Southeast, Yarborough, and Central maintained power during the storm. All others lost power at some point during the cold weather. • Water intrusion was found at four of our locations: Central, Faulk, Pleasant Hill, and University Hills  6 • Generators were used at three locations (Carver, Manchaca, and the History Center) to maintain our archives and critical IT structure. • Very few of our books were damaged. • Hampton at Oak Hill and Spicewood Springs branches had water outages, and no facilities had drinking • Vandalism occurred at two locations: Terrazas – attempted break-in, broken glass doors and Pleasant Only one curbside branch remains closed – University Hills Branch. Repairs continue due to damage caused by During the storm, many APL staff volunteered for temporary reassignments to help out at the City’s warming water. Hill – broken window a water pipe that burst. centers and water distribution sites.  7 FACILITIES SERVICES FY2018 Bond Program Summary Description The 2018 Bond Program for the Library Department consists of fifteen improvement projects located across the City of Austin. The projects are grouped into the following categories: • CLMP180 2016 Site/Civil Engineering Projects Hampton at Oak Hill Parking Lot Expansion; Cepeda Branch Trail • CLMP282 Faulk /Austin History Campus - Faulk Library Archival Repository Upgrade; Austin History Center • CLMP286 Interior Renovation Projects – Old Quarry Branch Renovation; Little Walnut Creek Branch Renovation; Willie Mae Kirk Branch Renovation; Manchaca Road Branch Roof Replacement & Renovation; Interior & Exterior improvements St. John Branch Renovation • CLMP287 Roof Replacement & System Upgrades – Ruiz Branch; Carver Branch; University Hills Branch; Howson Branch; Spicewood Springs Branch; Yarborough Branch • CLMP180 2016 Site/Civil: Cepeda Branch Trail Project is temporarily delayed while the new consultant is brought on board. New consultant is developing scope for trail construction. Hampton at Oak Hill Parking Lot Expansion Project Consultant is working with Watershed to determine project scope. A preliminary meeting indicated that site plan requirements could trigger a pond retrofit. • CLMP282 Faulk Building & History Center Renovation: Design Kickoff and subsequent initial project definition with APL has started. A committee of APL employees and 2-3 outside archivists has been formed for the scoping phase or next 4-5 weeks. We will meet weekly to confirm the History Center requirements, SF, and adjacencies that make sense. We will then move forward with Schematic Design. • CLMP286 Interior Renovations: The Consultant submitted draft APDN on February 14, 2021. Cost estimates will be submitted mid-March and then a meeting will be held with APL, consultant and Public Works PM to discuss. Status  8 • CLMP 287 Roof Replacement & System Upgrades: Consultant continues to work on preliminary phase report. Bad weather continues to affect the necessary work on the last branch which is necessary to complete the PER report. Schedule The design and construction program’s deliverables are revised to a 36-month timeline. All timelines are estimates and subject to change without notice. Program construction starts will be staggered to minimize impacts to existing levels of branch services. The 2018 Bond Program for the Library Department consists of fifteen improvement projects located across the City of Austin.  9 FY2012 Bond Program Summary Description • Proposition 18: Library, Museums and Cultural Facilities $13.4 Million 6014.041 Cepeda Branch Scope of Work Site Drainage Remediation and Interior Renovation of 8,110 SF Facility Status A Request for Council Action (RCA) to award the construction contract to Balfour Beatty Construction Group will go before the City Council on March 25 in the amount of $505,505.00 plus a $50,550.50 contingency, for a total contract amount not to exceed $556,055.50 Appropriation $1,311,839; Obligated $581,789.95; Balance Budget / Cost $730,049.05 Schedule • Construction Start March 25, 2021 • Substantial Completion September 25, 2021 6014.015 Zaragosa Warehouse Fire Sprinkler Upgrade Scope of Work Replacement of Sprinkler System (life safety) in 20,000 SF Facility Status Notice to Proceed was delayed to February 22, due to the extreme weather conditions present on February 15 (and indeed the entire week). But construction on the site officially kicked off on February 22, 2021 with Balfour Beatty Construction Group accepting keys to the Warehouse and instructions on how to disarm/rearm the alarm system every day. Budget / Cost Appropriation $1,044,965; Obligated $1,032,324.67; Balance $12,640.33  10 Schedule Scope of Work Status • Construction Start February 22, 2021 • Substantial Completion August 22, 2021 6014.037 University Hills Branch Parking Lot Expansion The work of this project comprises the construction of a new asphalt 29 parking space parking lot expansion at the existing University Hills Branch Library. The Rebid process has begun, with a new Solicitation released with advertisement dates of February 8, February 15, and February 22. A project Pre-Bid Conference (online) was held on Tuesday, February 23; and a potential bidder’s Site Visit was held on Thursday, February 25 (with 3 interested prime | general contractors in attendance). The Bid Opening will be March 11 at 3 PM. Budget / Cost Appropriation $1,532,458.00; Obligated $761,327.75; Balance $771,130.25 Schedule • Estimated Construction Start March 2021 • Estimated Substantial Completion September 2021 Phase I Roof replacement and HVAC system overhaul for 8,851 SF facility. Phase II consists of interior improvements and maintenance repairs and upgrades to the exterior. Phase II (Interior Improvements) is pending finalizing the JOC Contract. The maintenance repairs and upgrades Pleasant Hill Scope of Work Status are currently underway. Budget / Cost Appropriation $1,206,627; Obligated $1,088.080.12; Balance $118,080.12  11 Schedule • Interior Construction Start TBD • Exterior Maintenance Repairs and upgrades are underway.  12 Cepeda Branch Renovations  Zaragosa Warehouse 13  14 University Hills Branch  Cepeda Branch / Hampton Branch (Site/Civil) Report Project Description The Cepeda Branch Library Trail Project was initiated to provide a safe, well-lighted pedestrian pathway from Status Schedule See Gantt Chart Budget Other Issues Unknown until scope is determined. the Cepeda Branch Library property at 651 N Pleasant Valley Road through to Gonzalez Street under the adjacent East Seventh Street overpass. The Will Hampton Branch Library at 5125 Convict Hill Road has experienced heavy use by the community since the facility first opened its doors in 1997. The community facility is public-facing and adjacent to the equally popular Dick Nichols District Park. The project consists of adding 22 parking spaces to the existing parking lot. • Cepeda Branch Trail Project is temporarily delayed while the new consultant is brought on board. New consultant is developing scope for trail construction, • Hampton at Oak Hill Parking Lot Expansion Project Consultant is working with Watershed to determine project scope. A preliminary meeting indicated that site plan requirements could trigger a pond retrofit. • Hampton Parking Lot Expansion: Appropriation $751,000; Obligated $84,082.72; Balance $666,917.28 • Cepeda Branch Trail: Appropriation $307,000; Obligated $48,693.48; Balance $258,306.52  16 Cepeda Branch / Hampton Branch Monthly Schedule  17 Faulk Building / Austin History Center Monthly Report Facility Improvements & Archival Repository Expansion Project Description The Faulk Library and Austin History Center are grouped together to meet the growth demands of the City’s burgeoning population by adding much needed archival storage space, security for collections, and upgrading environmental controls. The campus will be reinforced as a single destination that will facilitate seamless interchanges between the Faulk Building, the Austin History Center, adjacent Wooldridge Square and many nearby historical sites. structural and aesthetic improvements. Status Design Kickoff and subsequent initial project definition with APL has started. A committee of APL employees and 2-3 outside archivists has been formed for the scoping phase or next 4-5 weeks. We will meet weekly to confirm History Center requirements, SF, and adjacencies that make sense. Then we will move forward with Schematic Design. (All while engaging the public and other private groups for input and updates). With sustainability as a project goal the work to the Faulk Building includes but is not limited to modifying the 2nd and 3rd floors of JHF to meet minimal archival storage standards. Removing existing carpet and providing a sealed, epoxy-coated concrete flooring finish. Additional work includes upgrading the building M/E/P and Elevator Retrofit. Infrastructure upgrades at the Austin History Center include wheelchair lift replacements, lead- based paint abatement, renovation of worn finishes, lighting retrofit, and renovation of exteriors to redress Surveying is in progress and a Commissioning agent will be onboarded this month. Lead and Asbestos is also a concern, and we will need to review existing reports from the ALMAGG BSD team while in design.  Schedule 18 The winter storm coupled with an additional scoping meeting has added approximately 3 weeks to the schedule. APL requested this work be done in a 36-42 month range which we will still be holding at 37 months depending on construction. We will still try to recoup this in the design phase. (See Gannt Chart) Budget Estimates Appropriation $19,382,247; Obligated $249,449.63; Balance $19,132,797.37  19 Faulk Library Building / Austin History Center Schedule  20 Interior Renovations Monthly Report Project Description Austin Public Library 2018 Bond Program Package CLMP286 Interior Renovations, combines five library branch projects with similar modernization and refurbishment scopes of work. The work requires project designs that are reflective of the emerging architectural styles of our region and sympathetic to the City of Austin initiatives including citizen participation in the design processes, Art in Public Places, and project team participation by minority and women- owned businesses. The scope of Package “C” consists of selective demolition of the finishes of the existing building and renovations to the same that include interior finishes, floor finishes and base, new suspended ceilings and electrical service, lighting and plumbing, new gypsum drywall assemblies, storefront window systems and new furnishings. The project includes miscellaneous asbestos abatement. Compliance with current Americans with Disabilities Act (ADA) standards and the City of Austin Sustainability objectives are project goals. Projects which comprise Pkg. C are as follows; • The Old Quarry Branch • Little Walnut Creek Branch • Manchaca Road Branch • Willie Mae Kirk Branch. • St. John Branch Status Schedule The Consultant submitted draft APDN of February 14, 2021. Cost estimates will be submitted mid-March and then a meeting will be held with APL, Consultant and Public Works PM to discuss. • Phase A Preliminary Engineering Report (PER) – 4 months • Phase B Design Phase – 10 months • Bid / Award / Execution – 8 Months (CSP/W Council approval of methodology) • Phase D Construction 18 months  21 • Phase E Post Construction / Warranty – 12 months Note: The design and construction program’s deliverables are programmed for a 36-month timeline. All timelines are estimates and subject to change without notice. Program Construction starts will be staggered to minimize impacts to existing levels of branch services. Cost Other Issues None to date Design Budget $685,261; Construction Budget $5,692,306  22 Interior Renovations Schedule  23 Roof Replacements & Systems Upgrades Monthly Report Project Description Austin Public Library 2018 Bond Program Roof Replacements & Systems Upgrades, combines six library branch projects with similar scopes of work for roofing system rehabilitation to extend the life-cycle and or HVAC Systems and controls upgrades. Warranty requirements for roofing systems shall be 20 years for leakage and weather and 10 years for HVAC Systems. The HVAC Systems shall be upgraded to contribute to overall building energy goals, shall have low life cycle costs and capable of providing excellent indoor environmental quality while minimizing maintenance requirements. A Commissioning Agent (Cx) will assist APL Facilities Services with refining the HVAC functional requirements and roofing system rehabilitation requirements. Systems to be commissioned are Roof, Air Conditioning, Heating Systems, Security / CCTV, PV Array and Sub-Metering devices. Work by related trades may include but is not limited to, asbestos abatement, steel, building automation, electrical and plumbing. Project will also feature upgrading of the roof drainage system including scupper’s, repair and upgrade of lightning protection system. Projects which comprise CLMP287 are further described as follows; • Ruiz Branch Roofing System • Carver Branch Roofing System & HVAC Upgrade. • University Hills Roofing System • Howson Branch HVAC and Controls Upgrade • Spicewood Springs Roofing System • Yarbrough Branch Roofing System, replacement of clerestories, and upgrade of lightning protection system. Consultant continues to work on preliminary phase report. Bad weather continues to affect the necessary work on the last branch which is necessary to complete the PER report. Minh Bruce no longer the point of contact from APL. New point of contact to be assigned by APL at a later date. The Preliminary Project Schedule details as follows: • Phase A Preliminary Phase – 2 months • Phase B Design Phase – 10 months • Bid / Award / Execution – 8 months (CSP/W Council approval of methodology) • Phase D Construction - 18 Months • Phase E Post Construction / Warranty – 12 months Status Schedule  24 Note: The design and construction program’s deliverables are programmed for a 36-month timeline. All timelines are estimates and subject to change without notice. Program Construction starts will be staggered to minimize impacts to existing levels of branch services. Design Budget TBD; Construction Budget TBD Cost Other Issues None to date  Roof Replacements & Systems Upgrades Schedule 25  26 AUSTIN HISTORY CENTER Programming & Outreach • On February 5, the AHCA hosted its annual Angeline Eberly Luncheon, which went virtual this year. Over 300 people attended the presentation “Our Austin Story, Act II: All Aboard! The Train Comes to Austin” written by Austin playwright Paullette MacDougal and directed by Austin Playhouse Artistic Director Lara Toner Haddock. The performance was a historically-grounded glimpse of events that shaped Austin in the years following the Civil War, most notably the arrival of the town’s first rail service. • AHC staff finished processing 1 collection, the Japanese American Immersion Project Scrapbook. • Forklift Danceworks donated 25 oral history interviews and transcripts created during their 2020 “Take Me Out to Downs Field” programming, documenting the history of Downs Field and African American baseball players and teams. Along with the recordings and transcripts, a small selection of photos, clippings, and baseball cards make up the collection. Collections Reference • The AHC’s expanded reference and e-document delivery service received 83 requests and completed 83 this month, delivering 9347 scanned items to researchers. While research topics vary, some of our efforts can have a profound personal affect, as evidenced by the following feedback: o Can't thank you enough for scanning the entire report! And for sending it so quickly! … This report is fascinating and helps me a bunch. More than you know. • During this time AHC staff helped researchers working on a historical marker application for the Manhattan Club, Austin’s secret gay-friendly club in the 1960s; the artonthecorridor.org website documenting the history of transportation corridors; and a historic resources survey study for the Hancock, North Loop, and Upper Boggy Creek neighborhoods.  27 LIBRARY PRIORITIES Literacy Advancement The Children’s Team provided hands-on learning for 450 kids through our Take and Make kits. Experiences included small-motor skills, following directions, and creative expressions. Every Take and Make included a fun reading component focusing on self-selected reading options which are known to have a positive effect on reading scores. The Teen Team continued to create material that would boost learning for teens and empower them to engage in enriching activities throughout the month. The team created literacy resources such as book talks and vocabulary-building activities. Digital Inclusion & STEM In preparation for the loan of laptops and hotspots to community organizations, Reference Librarian Meg Simon, created a hotspot demo video explaining Wifi hotspots. This informative video goes into detail about how to use the hotspot, how to turn it on, the importance of turning it off when not in use, and other helpful information for the user. In addition, a Spanish video was created by the reference team. Equity, Diversity & Inclusion The Community Archivist Program at the Austin History Center is dedicated to collecting and preserving the history of underrepresented and marginalized groups in Austin and Travis County. This program strives to provide historical recognition the histories of African American, Latinx and Asian Pacific American communities. Civic and Community Engagement Library staff made 209 calls to customers over the age of 65 who haven’t visited the library since the beginning of the pandemic in March 2020. They’re letting customers know that the library is open for curbside and answering questions about connecting to the virtual collection. The youth librarian at the St. John Branch holds the Webb Middle School English Language Learner Book Club weekly. English language learners read aloud graphic novels, short stories, and beginner chapter books.  28 Staff Development APL’s Organizational Development staff have developed virtual versions of core employee training courses in reference services and records management and made the courses available on Niche Academy. Employees can access Niche Academy from home or at work. Workforce and Economic Development The student engineering team from UT Texas Product Engineering Organization (TPEO) is working with APL on website enhancement projects.  29 APL BY THE NUMBERS Virtual Collections Usage February • eBooks 120,200 • eAudio 71,582 • eVideo 5,023 • eMusic 1,786 • ePeriodicals 13,694 • Total 212,085 Programs • 28 live virtual programs, 246 attendance • 120 recorded programs, 1,724 attendance Social Media Engagements • Instagram 2,808 • Facebook 1,842 • Twitter 115 Website Page Views • Library website 1,238,634 Curbside Service • Circulation 136,031 Roosevelt Weeks Director of Libraries