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TO:	Library Commission	FROM:	Paul Underwood Deputy City Librarian
SUBJECT:	Facilities Maintenance Plan	DATE:	June 23, 2003

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Background

The Commission requested staff to develop a long term facility maintenance plan and bring that plan to the Commission for discussion. 

There is substantial initial dollar investment in the construction and/or renovation of all library facilities.  It is fiscally prudent to establish and fund an ongoing cycle of maintenance to these facilities in order to both protect the City’s investment and to maintain a welcoming and safe environment for library users and staff.

Facilities Maintenance Plan

The schedule for facilities maintenance (attached) presents cycles of maintenance for the 28 library facilities owned by the Library. 

Maintenance has not been included for new and/or renovated facilities until after the completion of work on the facility and it has reopened.  Maintenance cycles then begin in regularly scheduled sequence as follows:

· Roof inspection every two years

· HVAC inspection, repair and modifications every five years, as necessary

· Irrigation and landscaping review, repair and modifications every five years, as necessary

· Roof repair/replacement every ten years, as necessary

· Carpet/flooring replacement every ten years

· Interior paint every ten years, or as necessary

· Exterior paint every ten years, or as necessary

Mission, Oceanview and Chinatown branches are on cycles of maintenance already, since they opened prior to the start date of the maintenance plan which begins with fiscal year 2004/2005.

Main Library maintenance is ongoing due to the complexities and size of the building.

The Support Services Center was significantly upgraded in 2000, including seismic, ADA, technological and physical design improvements.

Recommendation

Staff recommends that the Library Commission support the Facilities Maintenance Plan by approval of funds in the annual budget process beginning with 2004/2005 to enable the completion of inspections, repairs and replacements as deemed necessary in order to both protect the City’s investment and to maintain a welcoming and safe environment for library users and staff.