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Home My WebLink About08-22-2011 Library Commission Meeting Agenda Packet City of Saratoga Library Commission SPECIAL MEETING AGENDA DATE: August 22, 2011 TIME: 5:30 p.m. LOCATION: Saratoga Library Orchard Room 13650 Saratoga Avenue Saratoga, CA 95070 Call to Order Roll Call Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on August 20, 2011. Accept Agenda Items & Order: No additional items may be added to this agenda pursuant to Government Code Section 59454.2. Oral & Written Communications: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up to three minutes. Commissioners may not comment on the matter, but may choose to place the topic on a future agenda. Approval of Minutes: Draft minutes for the June 22, 2011 meeting. Old Business 1. Library Commission Work Plan 2. Library General Obligation Bond Update New Business 3. Non‐resident Fee 4. Update on Library Electrical Controller 5. Update on Directional Street Signage for Library 6. 2011 Meeting Schedule 7. Election of Commission Chair and Vice Chair Reports 8. Melinda Cervantes, Santa Clara County Librarian 9. Gayathri Kanth, Community Librarian 10. Hedy Yuen, Friends of the Saratoga Libraries 11. Sam McBane Mulford, Library Commission Chair Agenda items for the Next Meeting ‐ October 26, 2011 Adjournment In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability‐related modification or accommodation to participate in this meeting, please contact the City Clerk’s Office at 408.868.1269 or ctclerk@saratoga.ca.us. Requests must be made as early as possible and at least one full business day before the start of the meeting. Library Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Parks and Recreation Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Parks and Recreation Commission. Certificate of Posting of Agenda: I, Crystal Morrow, Administrative Analyst II for the City of Saratoga, declare that the foregoing agenda for the meeting of the Library Commission of the City of Saratoga was posted on August 20, 2011 at the office of the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us. City of Saratoga Library Commission MEETING MINUTES DATE: June 22, 2011 TIME: 5:30 p.m. LOCATION: Saratoga Library Community Room 13650 Saratoga Avenue Saratoga, CA 95070 1. Call to Order – 5:35 p.m. 2. Roll Call Present: Andres, Baxter, McBane Mulford, Lemmon Absent: Khan Staff & Liaisons: Hedy Yuen, Derek Wolfgram, Roslyn Donald, Crystal Morrow 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on June 16, 2011. 4. Accept Agenda Items & Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Oral & Written Communications: Any member of the public may address the Commission about any matter not on the agenda for this meeting for up to three minutes. Commissioners may not comment on the matter, but may choose to place the topic on a future agenda. ‐ No oral or written communications 6. Approval of Minutes A. October 27, 2010 ‐ LEMMON MOTIONED TO APPROVE THE OCTOBER 27, 2010 MINUTES ‐ MCBANE MULFORD SECONDED THE MOTION ‐ APPROVED 4‐0‐1 WITH KHAN ABSENT B. March 11, 2011 ‐ ANDRES MOTIONED TO APPROVE THE MARCH 11, 2011 MINUTES ‐ LEMMON SECONDED THE MOTION ‐ APPROVED 4‐0‐1 WITH KHAN ABSENT C. April 27, 2011 ‐ ANDRES MOTIONED TO APPROVE THE MARCH 11, 2011 MINUTES ‐ LEMMON SECONDED THE MOTION ‐ APPROVED 4‐0‐1 WITH KHAN ABSENT 7. Old Business A. Building Update (Thomas Scott) ‐ Morrow shared building updates from Thomas Scott ‐ A new split lock for PG&E and the City has been installed on the transformer enclosure gate in front of the Library to allow both parties to enter the locked enclosure. For over two years there has only been a City padlock on the enclosure gate. ‐ The overhang project is now being worked on and should be completed by the end of the month. ‐ The new temporary book drop in the front of the Library will be removed after the overhang project is complete. ‐ The exterior south sides and front entrance of the building will be repaired and painted after the new temporary book drop is removed. 8. New Business A. Library Improvement Fund Project Opportunities ‐ McBane Mulford introduced the item, explaining that the remaining Library General Obligation Bond funds must be spent within the next year. Consequently, the City is requesting project recommendations from the Library Commission. Qualifying projects must be an improvement to the building. Repairs or replacements are not eligible for funding, unless there was a flaw in the original design or problem with initial construction. ‐ McBane Mulford added that the Council has prioritized sustainability and indicated an interest in installing solar panels to the building. Councilmember Hunter also suggested an exhibit for cultural artifacts in the Library. ‐ The Commission discussed concerns about the flooring material in the Library workroom. Carpeting was originally installed in the workroom. Since then, it has become clear that this was a flaw in the building’s original design. Due to high traffic in the area, the carpet has become a safety hazard. Consequently, the Library has recommended replacing the carpet with hard flooring. ‐ Lemmon indicated an interest in improving exterior signage. ‐ McBane Mulford discussed the potential for water retention at the Library. ‐ The Commission spoke about the possible addition of electric vehicle charging stations in the Library parking lot and dismissed the idea, since parking is so limited. ‐ The Commission discussed reconfiguration of the Library lobby, including differences between the planned and actual use of the counter space, the need for bookshelves, and space for pickup holds. ‐ Wolfgram introduced conversation on way finding signage. The Commission reviewed need for way finding in the Library and agreed the project could probably be justified to bond counsel. ‐ McBane Mulford motioned to form a subcommittee comprised of McBane Mulford and Andres to work with staff and possibly Council to develop project descriptions that clearly communicate the intent of the projects to bond counsel and City Council. ‐ Baxter seconded the motion. ‐ Approved 4‐0‐1 with Khan absent. ‐ The Commission continued talking about project possibilities. Projects under consideration included: ‐ EV Charging Stations ‐ Solar ‐ Water Retention Onsite ‐ Exterior/Orchard Signage ‐ Workroom Flooring Hazard Mitigation ‐ Community/Historical Artifact Exhibit Space ‐ Interior Library Signage/ Way Finding ‐ Electrical Controls (if repairs can’t be done through warranty or fixed through some other means) ‐ Lobby Space Reconfiguration ‐ The Commission began prioritizing projects and agreed to group projects into 3 categories based on priority. ‐ MCBANE MULFORD MOVED THAT THE COMMISSION RECOMMEND THAT THE CITY COUNCIL USE REMAINING LIBRARY BOND FUNDS ON THE FOLLOWING PROJECTS BASED ON PRIORITY: ‐ FIRST PRIORITY PROJECTS ‐ LOBBY RECONFIGURATION ‐ INTERIOR LIBRARY SIGNAGE/ WAY FINDING ‐ WORKROOM FLOORING HAZARD MITIGATION ‐ ELECTRICAL CONTROLS (IF REPAIRS CAN’T BE DONE THROUGH WARRANTY OR FIXED THROUGH SOME OTHER MEANS) ‐ EXTERIOR/ORCHARD SIGNAGE ‐ SECOND PRIORITY PROJECTS ‐ SOLAR ‐ THIRD PRIORITY PROJECTS ‐ WATER RETENTION ONSITE ‐ ANDRES SECONDED THE MOTION ‐ APPROVED 4‐0‐1 WITH KHAN ABSENT B. Joint Meeting Recap ‐ Discussed as part of item 8. A. C. Commission Work Plan ‐ McBane Mulford asked that this item be deferred to the August meeting. 9. Reports (this section is informational only; no actions will be taken) A. Melinda Cervantes, County Librarian (Derek) ‐ Wolfgram shared, on behalf of Melinda Cervantes, that non‐resident fee will go into effect July 1. The Santa Clara County Library District Joint Powers Authority (JPA) approved a free Student Limited Card for preschool through grade 12 students who attend school districts whose district boundaries overlap the Library District boundaries, effective July 1. Additional information is on the Library website at http://www.santaclaracountylib.org/services/nr_fee_faqs.html. ‐ The next JPA meeting is October 27 at 1:30 p.m. at the Library Administration Offices located at 14600 Winchester Boulevard in Los Gatos. Agendas and minutes are available online at www.santaclaracountylib.org. ‐ Andres requested discussing on the non‐resident fee be added to a future agenda. B. Gayathri Kanth, Community Librarian/alternate ‐ On behalf of Gayathri Kanth, Donald shared library statistics for the month of April 2011 compared to April 2010. April 2010 April 2011 Circulation 134,083 137,120 Circulation/Hour 548 623 New Library Cards 227 128 Visits 43,967 41,398 ‐ Donald provided an update on Library programs that took place in May and June. May 15 Battle of the Books: This tremendously successful program brought 75 adults and just over 100 6th graders to the library on a Sunday morning to answer book trivia questions. After a quick pizza lunch, the contest was on! The Community Meeting room was packed as they competed for a grand prize of $100. The intense competition lasted for 3 rounds, plus several “sudden death” questions that all three remaining teams answered successfully. Finally one of the attending parents generously offered $200 so that the last three teams could all claim a grand prize. KSAR came to film 10 minutes of the competition, but found it so compelling they stayed for all 3 hours and interviewed Gayathri about the Reading Goes Round program. The video ran on KSAR and is also available on YouTube. May 18 No Fuss at All Women’s Apron Narratives – Bonnie Stone: 20 attendees were lucky enough to hear Bonnie Stone talk about her apron project. She sent aprons to 28 of her closest female friends and relatives, with instructions to decorate the aprons any way they wanted to to represent their lives and what they held most dear. The aprons are on display in the library lobby and group meeting room through June 30. June 18 Zun Zun presents “The Rain Forest Sings”: At our Summer Reading Club kick‐off program, children and adults enjoyed a lively, interactive presentation of Latin American music and instruments with a musical focus on the sounds of the rain forest. 30 children and adults attended. Adult Programs May 2 Book Discussion group: 10 people attended the discussion of “Let The Great World Spin” by Colum McCann. May 3 – California Native Plant Society, “Garden Plants from the Redwood Forest”: Matt Teel, propagator at the Yerba Buena Nursery, lectured on how to use native plants from redwood forests in your own garden. 28 people attended. May 24 “Along the San Francisco Waterfront: An Illustrated Talk”: 18 people attended the talk by National Parks speaker Warren Riley. Mr. Riley spoke about changes to the waterfront through history. June 14, Afternoon Book Group: 12 people attended the inaugural Afternoon Book Group. This group, started in response to patron requests for a daytime book group, will meet on the second Tuesday of each month at 1:30 pm. June 16 Laurie R. King, author of the Mary Russell/Sherlock Holmes mysteries: 30 people attended the very entertaining talk by Ms. King. A new installment in the Russell series, titled “Pirate King,” is coming out in September 2011. Teen Programs May 13 Teen Coffeehouse: 25 high school students attended the Teen Coffeehouse. This event was entirely planned and run by the Teen Advisory committee with only minimal staff supervision. Acts included singers and comedians – all local talent. Teen Poetry Contest (system‐wide): Accepting entries until May 2nd TAB meetings 4th Thursday of the month ‐ Donald announced upcoming programs in June, July, and August. Ongoing Children’s Programs: Family Story time Tuesdays at 7:30 p.m., Toddler Story time Wednesdays at 10:30 a.m., Preschool Story time Thursdays at 10:30 a.m. Upcoming Programs ‐ July ‐August Adult/Teen July 14, 2 pm Picasso: From the Musee National Picasso Paris June 20, July 25, August 8 & September 19, 7 pm Investing with Microsoft Excel – a 4‐workshop series July 21 Duct Tape Luggage Tags July 30 Teen Movie Matinee, Harry Potter & the Deathly Hallows, Pt 1 July 16 Henna Tattoos Children June 22, 2:30 pm African drummer, Onye Onyemaechi June 28, 7:30 pm Nick Barone Puppets present: “T‐Rex Thunderlizard’s Wild West Revue” June 29, 2:30 pm Take a “trip” with Armchair Travelers #1 – a “sister” city project July 6, 2:30 pm “Star‐Spangled Crafts” July 7, 10:30 am “The Colors of Us” stories and make a self portrait” C. Hedy Yuen, Friends of the Saratoga Libraries ‐ Yuen shared she would miss the August Commission meeting. She also shared information about upcoming book sales and the Author’s Hall of Fame, which is expected to be rescheduled this year. D. Sam McBane Mulford, Library Commission Chair ‐ No report 10. Next Meeting – August 24, 2011 A. Proposed Agenda Items ‐ Non‐resident fee ‐ Work plan ‐ Bond update ‐ Update on electric controller and directional roadway signage for the Library 11. Adjournment – 8:03 p.m. Minutes submitted by: Crystal Morrow, Administrative Analyst II City of Saratoga – City Manager’s Office