HomeMy WebLinkAbout03-22-2006 Library Commission MinutesCITY OF SARATOGA
LIBRARY COMMISSION
MINUTES
DATE: March 22, 2006
TIME: 12 noon to 2:00 p.m.
LOCATION: Community Room, Saratoga Library
13650 Saratoga Avenue
Saratoga, CA 95070
1. Call to Order
Chair Lemmon called the meeting to order at 12:00 noon.
2. Roll Call
Commissioners present: Alice Chiou, Ruth Gipstein, Pragati Grover, Helen Lemmon,
Roxanne Nilan, Vandana Thirumale
Others present: Deputy County Librarian Sarah Flowers, Community Librarian Dolly
Barnes, Saratoga Facilities Maintenance Supervisor Thomas Scott, Sharon Pearce of
Friends of the Saratoga Libraries, and Staff Liaison Cathleen Boyer.
3. Report on Posting of the Agenda
Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly
posted on March 17, 2006 (Boyer).
4. Accept Agenda Items and Order Grover /Thirumale moved to accept the agenda as
presented. Motion passed 5/0.
5. Approval of Minutes of December 7, 2005
Correction: proper spelling of Lorie Tinfow (7.A, pg.2). Thirumale /Gipstein moved to
accept the minutes with the above correction. Motion passed 5/0.
6. Oral and Written Communication None submitted.
7. Old Business
A. Building maintenance update Scott
As of March 13, 2006, the following items had been completed at the Library:
The Metro PCS flagpole cell tower project is finished. Lemmon questioned the size
of the flag. Scott noted that PCS is responsible for supplying and maintaining the flag,
and its size is specified in its contract with the city.
Two claim items (broken tile and shelf) were repaired.
Projects in progress:
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*Completion of signage inside the building, and installation of the exterior library
sign (Monument sign), see below B;
Various lighting issues, including updating the computerized lighting system still
working with Dolly Barnes on details, but a company has been identified to complete
the work;
*Correcting the Children's Area lighting problem a lower priority, these await
completion of the other projects listed;
*Installing a roof safety ladder to the HVAC units for servicing has received
multiple bids, will proceed quickly, due to complaints about safety from HVAC
service crew.
*Correcting interior HVAC system control problem multiple bids in consideration.
Currently, the system is working but changes can only be made manually (automatic
controls not working).
*Staining outside south facing walls (particularly outside the Community Room).
Will get bids once the rains let up and walls dry. Other sides of building will be done
later as needed. Funding for this is separate (lease related) from Capital Improvement
fund.
Grover /Thirumale moved that Scott seek City Council permission to proceed with the
above work in progress. Motion passed 5/0.
Grover /Thirumale moved that Scott move ahead with the exterior wall staining project.
Motion passed 5/0.
B. Sign Replacement update Scott
Design of the exterior Library sign has been completed. Scott is reviewing completed bid
package for both exterior monument sign and interior signage improvements with Dolly
Barnes. These will go out to bid shortly.
C. Library Commission page on City's website Boyer
Website update is complete. See www. saratoga .ca.us.citycommissions.library.
8. New Business
A. Gravel Path through Central Park Heritage Orchard
Barnes noted that library staff have noted the success of the path and would like to see
trail maintained. The path is used by adults as well as school children, encouraging
people to walk to the library. Less mud has been tracked into the library despite the rain.
Boyer reported on cost of layout of path and its yearly upkeep. Library commission
unanimously encouraged City to continue funding maintenance of the path.
B. Agenda Items for Joint Meeting with City Council on April 5, 2006
The commission is invited to meet with the City Council, 5:30 to 6:00 pm, Wednesday,
April 5, to review past accomplishments, concerns, and future issues. Commission chair
Helen Lemmon will make a short, formal presentation at the regular City Council
meeting, April 5th, at 7pm. Commissioners are encouraged to send their suggestions to
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Lemmon and/or Gipstein by March 29 Members able to attend should R.S.V.P. to
Cathleen Boyer as soon as possible.
C. Flagpole lighting update
Scott is looking into changing placement of lighting the flag to improve the optical effect
on the flag itself (move lights back). This has been held up by bad weather.
D. Capital funds responsibilities
Since the Library Commission is responsible for recommending items to the City
Council, commissioners again asked for regular quarterly updates regarding the amount
of funds available and an initial explanation of where/how the fund is invested. A very
brief written report will suffice, but commissioners would also like to meet Barbara Pal,
Lorie Tinfow's successor.
9. Reports
A. Sarah Flowers, Deputy County Librarian
At its February 23 meeting, the Santa Clara County Library Joint Powers Authority
Board approved a $535,000 budget augmentation for books and other materials for FY06.
They also approved eliminating the fee for holds, effective July 1, 2006.
The California Association of Library Trustees and Commissioners hosted a workshop,
"Making the Case for Libraries," in Cupertino on February 25 Presenters, including
Flowers and Nancy Tucker, discussed how the Santa Clara County Library and the Los
Altos /Los Altos Hills communities passed a library measure.
*Commissioners were invited to attend the Peninsula Library System Silicon Valley
Library System annual joint breakfast for Local Government officials and community
leaders, Saturday, March 25 (8:30am) at the Stanford Park Hotel. California Library
Association lobbyists Michael and Christina Dillon will share their experiences working
with state officials.
CLA/CSLA Legislative Day will be held in Sacramento on April 26
Santa Clara County Library will hold its first staff development day for all S.C. Library
staff on Friday, May 5th. All libraries will be closed so that staff can participate in a day
of training and skill building.
Proposition 81, a statewide measure that would provide $600 million to support library
construction, will appear on the June 2006 Primary ballot. This is a bond measure, not a
tax assessment, to provide matching funds to cover 65% of cost of local projects. Nearly
50% of the projects would involve partnerships between libraries and local schools. The
California Reading and Literacy Improvement and Public Library Construction and
Renovation Bond Act of 2006 was introduced by Senator Alpert in 2004 and signed by
the Governor last year.
B. Dolly Barnes, Saratoga Library
The Art Committee has selected some 20 artists from among 70 entries for the
Library's lobby display for the next two years. Preference was given to artists who had
not yet exhibited in the library. Entries are not limited to local artists, although most of
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the current selections are from the area. As usual, the work of two artists will be on
display for two months.
The library will honor volunteers who work in Library, and sorting room on April 20
at 3:30. Commissioners are invited to attend.
Kick -off for the Santa Clara Library system's summer's reading clubs will be June 3rd
This summer's theme will be animals. Saratoga's activities will include a bird show,
animal balloon making, and perhaps Haiku reading. In addition to children's reading
clubs, the library will promote teen and adult reading clubs.
The City of Saratoga will celebrate 50 years of incorporation. The library is planning an
anniversary activity for last Saturday of September, to celebrate 50 years in 1950's style.
A variety of activities are being planned.
In connection with the above celebration, a Chinese American activity will take place
on an earlier Sunday; also, a group from sister city Muko, Japan, will come to Saratoga.
The library has phased in a new printing system printing output is now networked
from various terminals throughout the building to an improved, centralized printer, with a
password needed to pick up a print job. This has improved the quality of printing and has
cut down on wasteful printing. Staff report the system working out well.
Upcoming programs include: Screenplay Dynamics with Oliver Chin (April 5);
Literacy Workshop for Parents (April 15); special story times for babies, toddlers,
preschoolers, and families; and Book Group Discussions.
Available from Children's Room: an "I read to my baby" bag to be given out to
families with babies, including a free book, "our little reader" magnet, and Book -Go-
Round certificate, to promote services for children in the library.
C. Helen Lemmon, Chair
The chair encouraged commissioners to share their ideas for her City Council
presentation. She, Alice Chiou and Sharon Pearce reported on their attendance at the
January 7 workshops at Santa Clara library system headquarters for friends of the
libraries and library commissioners.
D. Sharon Pearce, Friends of the Saratoga Libraries
The Friends recognized parents who volunteer in the Saratoga schools at a recent
breakfast. More than 170 individuals work as school library volunteers.
The March 1 program will feature Tim Meyers.
E. Cathleen Boyer, Staff Liaison
Reminded commissioners to complete the annual "conflict of interest" form 700.
At its last meeting, the City Council suspended the Arts and Parks commissions for an
additional year (through 2007).
Teens (7 to 12 grades) are invited to apply for youth commissioner, a two year term
on an active commission. (Information available on the City's website.)
10. Suggested Agenda Items for Next Meeting June 21, 2006
Capital improvement funds financial update
Improvement updates (including paths)
Special report by library staff (at Dolly's discretion)
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Reminder of dates of individual commissioner's terms, and information on term limits
11. Meeting adjourned at 1:20 p.m.
NOTE: NEXT MEETING is scheduled for June 21, 2006, 12 noon to 2 p.m.
(Community Room, Saratoga Library)
(Future meetings for 2006 are scheduled September 27, 12 Noon to 2 p.m., Community
Room, Saratoga Library, and December 6, tentatively set for 10 a.m. to 12 noon at the
Book -Go- Round.)
RLN 3.22.06
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Memo
To: Library Commission
From: Thomas Scott, Facilities Maintenance Supervisor
Date: June 14, 2006
Re: Library Projects Update
City of Saratoga
Facilities Department
As of June 14, 2006 the following facilities items have been completed at the
Library:
Had the Metro PCS flagpole cell tower lights adjusted to make the flag
brighter at night.
Had a larger 8' by 12' size flag put on the Metro PCS flagpole.
Projects being worked on:
Correcting HVAC system control problem: planned for July install.
Installing the Monument sign and completing the inside signage
projects: have sent out bid requests for the signs to four vendors.
Updating the computerized lighting system program: was planned to
be done on 6/19 but was postponed until the system repairs is
complete.
Staining outside south facing walls: planned for summer 2006.
Correcting the Children's area lighting problem.
Installing a roof safety ladder to the HVAC units.
Repairing various lighting issues.
Memo
To: Library Commission
From: Thomas Scott, Facilities Maintenance Supervisor
Date: September 20, 2006
Re: Library Projects Update
City of Saratoga
Facilities Department
As of September 20, 2006 the following facilities items have been completed
at the Library:
No items to report completed at this time.
Projects being worked on:
Correcting HVAC system control problem: still being worked on at this
time, plan to be done in October.
Installing the Monument sign and completing the inside signage
projects: just got a vendor under contract to do this project.
Updating the computerized lighting system program: will be done
when the system repairs are complete.
Staining outside south facing walls: need to check on funding status
and need to get bids for this project.
Correcting the Children's area lighting problem.
Installing a roof safety ladder to the HVAC units.
Repairing various lighting issues.
Library Capital Expansion Project Fund 320
RECREATION DEPARTMENT
The Library Expansion Fund is used to account for the proceeds from the sale of the Library
bonds, passed by the voters in March 2000, as well as the capital expenditures of renovating
and expanding the Saratoga Library. The library expansion and renovation bond measure
approved by voters in March 2000 specified that funds may only be used for
improvements to the Saratoga Library. Funds cannot be used for annual maintenance,
administrative or staffing costs, or for furniture, fixtures and equipment. With revenue
remaining, bond counsel clarified that the funds could be used for any improvement to
the library building or site with a life of more than a year. In addition a Citizen's
Oversight Committee was required by the bond measure and continues to meet on annual
basis. The Citizen's Oversight Committee is charged with ensuring that library
renovation expansion funds are used in accordance with the intention of the voters
2004, the City Council assigned the responsibility for identifying, evaluating, and
recommending library- related improvements to be paid for with bond funds to the
Library Commission.
The Library Commission meets quarterly and at each meeting reviews a project list
submitted by the Facilities Supervisor. The Library Commission approved the monument
sign for the Saratoga Library at their February 23, 2005 meeting. The following projects
were approved at their March 22, 2006 meeting: HVAC controls, lighting, roof ladder,
inside signage, and interior lighting adjustment.
Schedule of Source and Use f Funds
2004 -05 2005 -06 2005 -06 2006 -07
Actual Adopted Yr. End Est. Adopted
Source of Funds:
Fund Balance 7/1 1,179,500 859,300 766,100 760,600
Interest 6,400 28,900 28,900 29,708
Total Source of Funds 1,185,900 888,200 795,000 789,700
Use of Funds:
General Contracts 336,200 75,000 0 0
Legal Services 83,600 0 0 0
HVAC Controls 0 0 25,000 0
Monument Sign 0 0 9,000 0
Lighting 0 0 1,000 0
Roof Ladder 0 0 0 8,000
Inside Signage 0 0 0 6,000
Interior Lighting Adjustments 0 0 0 6,000
Total Use of Funds 419,800 75,000" 35,000 20,000
Fund Balance 6/30 766,100 813,200 760,000 769,700