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HomeMy WebLinkAbout12-06-2006 Library Commission MinutesDATE: December 6, 2006 TIME: 10 a.m. to noon LOCATION: Book -Go -Round 14410 Oak Street Saratoga, CA 95070 1. Call to Order Chair Thirumale called the meetmg to order at 10 a.m. CITY OF SARATOGA LIBRARY COMMISSION MINUTES 2. Roll Call Commissioners present: Alice Chiou, Helen Lemmon, Roxanne Nilan, Vandana Thirumale Others present: County Librarian Melinda Cervantes; Community Librarian Dolly Barnes; Saratoga Facilities Maintenance Supervisor Thomas Scott; Tat Blesch of Friends of the Saratoga Libraries; former commissioner Ruth Gipstein. 3. Report on Posting of the Agenda Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on December 2, 2006 (Boyer). 4. Accept Agenda Items and Order Lemmon/Chiou moved to accept the agenda as presented. Motion passed 5/0 5. Approval of Minutes of September 27, 2006 Correction to 9.c.: Outgoing chair Helen Lemmon also thanked outgoing commissioner Pragati Grover Nilan/Chiou moved to accept the minutes of the previous meeting of September 27, 2006. Motion passed 5/0. 6. Oral and Written Communication None submitted. 7. Old Business A. Building maintenance update Scott Tom Scott reported that as of December 4, 2006 the following facilities items have been completed for the Library: The new HVAC system controls have been installed and are functioning. The Monument sign has been installed. The concrete work and the sign moving projects have been completed for the new outside book drop project. Projects being worked on: Installation of inside signage is planned for December (the same contractor as the monument sign). The computerized lighting system program will be updated December 18. Funding from the county has been received for the outside wall staining project. Due to the rainy weather, this project is planned for spring 2007. A contractor has been found to make the roof safety ladder and handrail to the HVAC units on the roof. *Pending: correctmg the Children's area's lighting problem. *Pending: Repair of various lighting issues. 1 Dolly Barnes added her compliments for Tom Scott's work with contractor, city and county on the new sorting system. B. Capital Improvement Fund Balance Update Former Commission Chair Gipstein summarized her correspondence with Norm Kline regarding the Commission's request to be relieved of formal responsibility of the Library Capital Expansion Fund. (Their correspondence was an attempt to clarify the City Council's expectations and the Commission's formal responsibility for the Expansion Fund.) Thirumale and Nilan noted that the recent staff report requested by Mr. Kline did accurately reflect the Commission's recommendation, nor address the current status of the onginal Oversight Committee, which is responsible for seeing that the expenditure meets the requirements of the bond. For the sake of clarification, the situation was summarized as follows: The money remaining from the bond measure that funded the Library expansion (and the interest accrued) was converted by the City Council to the Library Capital Expansion Fund. Subsequently, responsibility for this money was assigned to the Library Commission. Although the Commission was given responsibility for the fund, it has no actual authority over the funds. The City and its staff continue to handle all aspects of evaluation, prioritization, and use of the Expansion Fund. The commission receives only periodic reports to the Library Commission. The last report to the Commission (with an analysis of possible future expenditures) was provided by Assistant City Manager Lori Tinfow before leaving her position with the city in 2005. The Commission has had no reports since that time, and knows nothing more about financial details of the Expansion Fund. *The Commission, in its advisory capacity, continues to advocate library needs to the city with recommendations for possible funding (such as signage along Saratoga Avenue and at the corner of Saratoga and Fruitvale). City Council continues to make all decisions regarding the funds allocation and use. Thus, the City, not the Library Commission, is in fact "responsible" for the fund. Barnes pointed out that the Library Commission plays a vital role as an advocate for use of the funds as well as in working with City Council on community- library issues, library policies involving collections, access, etc. The commission can do so without exercising financial responsibility for the Fund. Several Library Commissioners agreed that while they wanted the Commission to play a role in decisions regardmg the fund's use, it was not in a position at this time to have legal responsibility for investment, analysis and use of the funds. According to the bond measure, Gipstein added, the oversight committee still exists and supposedly meets once a year although no mention has been made of the committee of late. If the Commission is held legally responsible for the Fund, which, Gipstein said, remains an alternative, the Commission would need to meet monthly, as in the past, and would need to recruit members with financial backgrounds. The consensus was that the Commission should continue to consider policy issues, and leave the finances to the City and the Oversight Committee. Nilan/Thirumale moved that the Commission request that the procedure being followed be continued as it is. The Commission suggests projects /fund use to the City; City staff report to the City Council on the consequences to the fund for recommended and future expenditures; and the Council decides on specific fund allocations and use, with reference to the Oversight Committee as per the Bond's stipulation of responsibility. (Motion passed 5/0) Since there was no representative from the city at this commission meeting, and since city council members may be discussing this at an upcoming February retreat, Lemmon/Nilan moved that chair Thirumale talk with city manager Dave Anderson to clarify. Motion passed 5/0. Thirumale will contact Anderson to set up meeting that may include Gipstein and Nilan. 8. New Business No new business 2 9. Reports A. Melinda Cervantes, Santa Clara County Library Santa Clara County Library was again named Number One Public Library (serving a population between 250,000 and 500,000) in America by American Libraries (ALA). This is the fifth time SCCL has received the award. A reminder: The January 18 kickoff for the 2007 Silicon Valley Reads: One Book, One Community selection, T.C. Boyle's Tortilla Curtain. This evening event will be held at the Campbell Heritage Theatre The closing event will take place February 28 at the Mexican Heritage Plaza. Due to the author's limited availability, a presentation by Boyle on DVD will be shown at other libraries. Wireless service is now available at all SCCL libraries. This is Saratoga Library's week for installation of the automated sorting system. The system has been installed at headquarters and Los Altos, and partially installed at Cupertino. Milpitas, Campbell, Gilroy and Morgan Hill are next (phase II June 2007). Patrons using this system will not only have their books and other materials checked in immediately upon return, but they will have the option of receiving a receipt. Staff will benefit from not having to handle and sort returned materials and will be more available to assist patrons with their accounts, process holds requests, and other services. She noted that there are manual drops as backups, but the intent is to have most materials returned through the automated system. The Third Annual Library Commissioner and Friends Forum will be held on Saturday January 13 9:30 to 12:30, at Library Administration Offices, Los Gatos. A special meeting of the JPA Board will be held December 7. It will be a closed session to discuss the Aaron Katz suit. Campbell union school distract won similar legal decision. The next regular meeting of the JPA board is scheduled for January 25, 2007 at 1:30. Jean Mordo (Los Altos Hills) and Dan Furtado (Campbell) will join Library staff as they kick -off a strategic planning process for the County Library system. As part of the process public forums, community surveys and studies and other means of gathering public comment will be included. B. Dolly Barnes, Saratoga Library The new automated sorting system will take about two weeks to put in place. Fortunately, open space had been allotted in the library design. She added that in addition to saving time and money, the new system will help staff avoid carpal tunnel problems they have experienced. She suggested that a tour of the system be added to the next Commission meeting agenda. Other big news• The Library will be open again on Monday, starting January 8, 2007 There will be a ribbon cutting event that day at 12:45. Regarding the holes in the ceiling of the community room, she will be meeting with the contractor hired by the county to write the specifications so that the project can go out to bid. Funds are in place for AV work in the AV room, story room, and tech room. Post Fiftieth anniversary news: the City of Monte Sereno's cultural committee representative met with Dolly and Friends regarding Monte Sereno's fiftieth anniversary plans; the cultural committee is planning spring 2007 activities with Daves Avenue Elementary School for children; a Steinbeck event; and perhaps a talk about the influence of Neal Cassidy's On the Road on American pop culture. (Steinbeck and Cassidy were residents of Monte Sereno). She reminded the commission of the SCCL project Get Tech the Library, a collaboration of the Library and the Tech Museum of Innovation, is aimed at a new audience of middle school students, especially female and Hispanic students, both of whom are under represented in science fairs and as technology majors. Get Tech the Library programs and events will be held throughout the year. C. Vandana Thirumale, Commission Chair Concern was raised about the status of the vacant seat on the commission. The vacancy should have been post in October. Applicants are expected to attend a library commission meeting before final selection. Since the next meeting is in March, the position can not be filled any earlier than June. Vandi will talk to Cathleen Boyer about the posting and status of applications. A question was raised about commission term limits. Commissioners may serve up to a maximum of 10 years (consecutive terms). D. Tat Blesch, Friends of the Saratoga Libraries 3 The last Friends board asked Tat to announce the news regarding the Friends gift to fund the Library's Monday hours to local school groups, and the Lions and Rotary Clubs. There has been much applause for the Friends' action at clubs parents groups, and much enthusiasm. With her announcement, she has reminded listeners that the one -time gift will fund the Monday hours for two years and that the community needs to be thinking creatively about what to do to continue these hours after December 2008 (which is not that far off.). She has also emphasized that the library is publicly funded, and that private measures can only be temporarily solutions. 10. Suggested Agenda Items for Next (March) Meeting RLN 1.6.06 Old business: Building updates Scott Cap improvement fund update hirumale Book sorting system tour Barnes New Business: Status of vacant library commission seat Thirumal� City Council honoring outgoing commissioners Grover and Gipstein Thirumale Review of commission Mission Statement and Goals Thirumale 11. Meeting adjourned at 11:35 Nilan/Chiou moved to adjourn. Motion passed 5/0. NOTE: NEXT MEETING is scheduled for MARCH 28, Community Room, Saratoga Library 4 Memo To: Library Commission From: Thomas Scott, Facilities Maintenance Supervisor Date: March 19, 2007 Re: Library Projects Update City of Saratoga Facilities Department As of March 19, 2007, the following facilities items have been completed at the Library: The inside signage has been installed in the Library. The computerized lighting system program has been updated. The roof safety ladder to the HVAC units has been installed. The new HVAC system controls have been installed and are in their final testing to work on the internet. Projects being worked on: The outside wall staining project is planned for spring of '07. Correcting the Children's area lighting problem. Repairing various lighting issues. Library Commissioners Report Melinda Cervantes, County Librarian Santa Clara County Library March 2007 1. Silicon Valley Reads 2007 officially kicked off the evening of January 18 where over 600 attendees enjoyed a thoughtful performance by Tortilla Curtain author, T. C. Boyle. Silicon Valley Reads events are scheduled throughout the month of February. The final Silicon Valley Reads event was held on February 28 at the Mexican Heritage Plaza. T.C. Boyle addressed an audience of over 375 readers about his book Tortilla Curtain as well as other works. 2. Santa Clara County Library has received a grant from the State Library to pilot Brainfuse, an online homework tutoring service. Students in grades 3 -12 can log onto the Library web site and connect with a live tutor for a specific subject and grade level; tutoring is also available in Spanish. 3. A tour of the Cupertino and Saratoga Libraries was give to San Rafael City Council and Staff on Tuesday, March 6. Linda Sobuta, SMWM Architects and Mark Schatz, Field Paoli Architects were available to help lead the tours; Pamela Moore and Dolly Barnes coordinated the tours. 4. On Saturday, Jan. 13th, Approximately 35 friends, commissioners and staff participated in the 3 Annual Library Friends and Commissioners Forum. Dr. Keynote Speaker, Ken Haycock, Director of the Graduate School of Library and Information Science, SJSU spoke on library advocacy and new models of library service. 5. The Public Library Association Symposium was held in San Jose March 1 -3 and included a tour of local libraries. Over 150 librarians and library directors visited the Saratoga Library, Santa Clara City Library and West Valley Branch Library on Thursday, March 1. 6. The California Library Association (CLA) Legislative Day in the District that was held on 1/26 and 2/2 was very successful; librarians and library supporters met with seven local legislators. The CLA/CSLA Library Legislative Day in Sacramento will be held on Wednesday, April 18, 2007. 7. The next meeting of the Library JPA Board will be held at the Library Administration Offices on Thursday, April 26, 2007 at 1:30PM.