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HomeMy WebLinkAbout11-30-1977 Library Commission Minutes LIBRARY C~MISSION MINUTES November 30, 1977 I. ORGANIZATION A. ROLL CALL Present: Commissioners Campbell, Earley, Miller, Moss, Olsen Absent: Commissioner Falltrick Guest: Robert F. Beyer, City Manager Barbara Campbell, County Librarian Margaret Whalen, President, Friends of the Saratoga Library Two Members - Friends of the Saratoga Library B. APPROVAL OF MINUTES - May 25, 1977 The minutes of the meeting of May 25, 1977 were approved as mailed. II. STATUS REPORT ON NEW COMMUNITY LIBRARY The City Manager reported that construction of the new Community Library was moving along, and it is anticipated that completion would take place the middle of January. He indicated that to date there have been change orders totaling $30,200, with $20,000 being for the shake roof and redwood siding. He reported on the solar energy project soon to be constructed on the library, and indicated that it should commence in April, with completion in June. He was asked that at a future meeting of the Commission an agenda item be scheduled to review with members of the Commission how the solar collector system will actually function. This will be agendized for the next meeting. Mr. Beyer indicated that it looked as though the dedication for the library would probably be the latter part of February. It was tentatively suggested that the date of February 26th be approved. Ann Miller and Mary Moss agreed to be the Commission representatives on the Dedication Planning Committee. III. REPORT ON PROPOSED CLOSING OF THE QUITO BRANCH LIBRARY The County Librarian reported that the Quito lease expires on January 30, 1978. She hoped that they would be able to close Quito on January 14th, and start the move, which would take approximately two weeks. Miss Campbell indicated that they were planning on using a bookmobile to lessen the blow of the closing of the library at the Quito Shopping Center for a while after the closure of the branch. In discussing this with the Commission, however, it was felt that it would be better not to commit a bookmobile at the Quito Shopping Center at the present time because people should get adjusted to the new community library facility. It was agreed that if a demand existed after a period of time when people should be using the new facility that this would again be considered. She indicated that there would be a lack of library service for approximately two weeks during the move from the old facility into the new one. They will do everything they can to notify people well in advance of the move, once the dates have been firmed up. There will be press releases, as well as book marks, indicating the moving to the new community library facility. IV. PROPOSED POLICY FOR GIFTS TO THE NEW LIBRARY Miss Campbell presented a list of possible gifts that would be appropriate for the new library. It is anticipated that there will be individuals and groups that will want to make contri- butions of gifts and articles to the new library, and therefore, it was felt that a policy, as well as a list, should be established to assist in this process. Commissioner Earley suggested that a Gift Committee be established to review and approve gifts for the library. It was further recommended that a final gift list be reviewed by such a committee, but that the gift list proposed by Miss Campbell and the library staff be tentatively approved by the Commission at this time. The Commission then unanimously accepted the gift list as a tentative one until a formal one is established by such a committee. The City Manager was requested to prepare a report on such a committee and how it might function so that the Commission could then make such a recommendation to the City Council. It was agreed that this would be presented to the Commission at its next regular meeting. - 2 - V. PROPOSED POLICY FOR EXHIBITS AND DISPLAYS Miss Campbell presented a modified exhibit policy, but one very similar to that discussed at the previous meeting of the Commission. The concern was raised as to what should be done now on exhibits and displays for people who indicated an interest. It was felt by the Commission that the library should take the names of people who want to exhibit, and that once a specific policy is developed in terms of the types of exhibits and location for exhibits, these people will be notified. It was suggested that a committee also be established for the reviewing of these exhibits. The Commission further suggested that no action be taken on this at this time to allow the new library to function for a while, and to determine the precise locations where exhibits might be displayed. VI. REPORT FROM FRIENDS OF THE SARATOGA LIBRARIES Mrs. Margaret Whalen, President of the Friends, indicated that they would like to have a community open house in the new library on the evening of March 13th. The purpose of this open house is to invite people to come in and meet the library staff and receive an orientation to the new library. This date was approved as being satisfactory to the Library Commission and library staff. VII. REPORT FROM COUNTY LIBRARIAN Miss Campbell reported that on April 29th, West Valley College will be hosting the Northern California Friends meeting. This will be hosted by the County Librarian, the West Valley College librarian and the Friends of the Saratoga Library. She further reported that Dr. Hall, former Chairman of the Library Commission, had recently been appointed to the new State Board for Libraries under the California Library Services Act. VIII. OTHER ITEMS The City Manager reported that due to Mr. Jim Isaak's leaving the community for a new job in Chicago that there is now a vacancy on the Commission. He indicated this would be taken to the City Council at its meeting on December 7th, and would ask the Council for suggestions for filling this vacancy. - 3- IX. ADJOURNMENT There being no further business, the meeting was adjourned at 9:20 P.M. Respectfully submitted, Secretary l - 4-