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HomeMy WebLinkAbout10-23-1996 Library Commission agendaI. II. IV. V. VI. VII. Saratoga Library Commission Meeting Saratoga Community Library October 23, 1996 7:30 p.m. AGENDA Call to Order Roll Call Report on Posting of Commission Agenda (Pursuant to Government Code 54954.2, the agenda was properly posted on October 18, 1996.) Approval of Minutes of September 25, 1996 Meeting Old Business a. Revised Needs Assessment - Final, Final Draft New Business a. Joint Commission/Council Meeting b. New CAC Representative c. Library Expansion 1. Commission - Proposal to Council 2. Educating the Public Reports Susan Fuller, Dolly Barnes, Irene Jacobs, Marcia Manzo, Cathy Foscato, Friends of the Library Sally Towse, Library Foundation County Librarian Community Librarian City Staff Representative Commission Chair VIII. Oral and Written Communications IX. Adjournment Saratoga Library Commission Meeting Saratoga Community Library September 25, 1996 7:30 p.m. Action Minutes I. Call to Order The meeting was called to order at 7:34 p.m. II. Roll Call Commissioners Present: Foscato, Grantham, Manzo, McLaughlin Commissioner Absent: Towse, Ceppos, Sessler Others Present: Dolly Barnes, Susan Fuller, Irene Jacobs, Ann Marie Burger III. Report on Posting of Commission Agenda Pursuant to Government Code 54954.2, the agenda was properly posted on September 20, 1996. IV. Approval of Minutes of August 28, 1996 Meeting The minutes of the August 28 meeting were approved with no changes. V. Oral and Written Communications The Chair of the Library Commission, Marcia Manzo, welcomed the Councilmember Ann Marie Burger and thanked her for attending the meeting. Councilmember Burger is the Council JPA representative to the County and the Commission wanted to brief Ms. Burger to the status of several issues dealing with the Library. Ms. Manzo shared with Councilmember Burger that the bookdrop was going to be improved. The County had approved a request that the bookdrop be expanded and insulated so that the noise would not be so distracting when the Community Room was in use. The Commission discussed issues the possible funding scenarios for the expansion of the library and the Needs Assessment that -was recently updated by the Library Commission. The Commission shared that they felt real ownership to the revisions that had been made to the Needs Assessment and they had hoped that they could serve as an integral part of the decision making process when it came to deciding on the architectural revisions. It was decided that the Commission would stay with its earlier decision to wait until after the election in November before any recommendation is made to the Council regarding the Library Expansion. At that time the Commission will craft a proposal and request the Council's support. The Commission's proposal will reflect the Commission's ideas of how the expansion should occur (i.e. any collaborative efforts with the JPA; recommending that the Commission be part of the Expansion Committee; visits to other new libraries in the area to view their architectural styles.) During the discussion the Commission developed the following "To Do" sheet. 1. The Commission needs to develop and present these recommendations to the Council on the process of the expansion and the schedule of events. 2. The commission should request a study session with the City Council at a non -regular meeting or the commission could wait until the next joint meeting with the Council that is usually scheduled for January to discuss the issues. The money that would be needed for the architectural plans should be an item placed on the agenda of the joint meeting with the City Council. Commissioner Cathy Foscato shared that during the last time the Library Commission had proposed expansion of the Library, the Friends of the Library had set aside some funding for the architectural plans and she suggested that perhaps this could happen again. Susan Fuller raised the idea of polling the community in order to get a reading of the public's view on the issue. The budget required to follow through with a polling of the community will need to be considered. Ann Marie Burger suggested that perhaps the Commission should poll library users because it could prove to be.more affordable. Ms. Burger asked about the status of the Library Foundation and about its role in the expansion. The Commission explained that the way they saw it; there were two different teams involved with the expansion. The team that oversaw the plans for the expansion consisted of the Library Commission, the JPA and the City Council. The second team that focused on funding aspects of the expansion consisted of the JPA, the City (bond measure) the Friends of the Library and the Library Foundation. N The Commission share with Ann Marie that the role of the Foundation was VtdtTymone of raising revenues for the expansion and that their first fund raiser was scheduled for October 4. There was also discussion on the issue of the Heritage Preservation Commission and there anticipated concern of how many orchard trees would be lost due to the library expansion. -2- Commissioner Jack Grantham suggested that perhaps the idea of the library expansion could also be sold to the public by following through with the efforts being made by the Council to portray Saratoga as being "artsy". He proposed that the library provide research materials and more exhibit space to local artists once the library is expanded. Before the Commission continued with the next items on the agenda, Councilmember Burger was thanked again for having attended that portion of the meeting. VI. Old Business Marcia Manzo, Chair of the Library Commission, requested of all commissioners that they review and proof the final draft of the Needs Assessment that she had passed out. She asked that they get back to her regarding any necessary changes. The Commission sharedpositivecomments about the final draft of the assessment and expressed their appreciation to Marcia and Sally Towse for all the time they invested in the revision. VII. New Business Since the issues listed under New Business had already been indirectly discussed in the earlier part of the meeting with Councilmember Burger, Commissioner McLaughlin made a motion to table the items to a later date. Commissioner Foscato seconded the motion and the vote passed. VIII.Reports Susan Fuller, County Librarian Ms. Fuller provided Commissioners with information on Measure 218 and discussed how it would affect the district. She reported that the next JPA meeting was scheduled for October 24 at which time the fund balance, the building policy and the support services would be discussed. She announced that Janice Yee, her assistant, would be retiring in May. The County is considering to replace Ms. Yee's position with someone whose focus would be on children's services since a good percentage of the usage in the libraries is by children. Ms. Fuller also reported that the County is sponsoring a campaign to inform the public on how they are helping people get onto the Internet. The County will focus on the good things that it is providing to the community in its introduction to the Internet. Dolly Barnes, Community Librarian: Dolly Barnes reported that the California Library Association is sponsoring pre -conference workshops on planning library ballot measures and planning new library expansions. The cost is $135 for a one day workshop scheduled for November 15. Ms. -3- Barnes would be glad to send in the necessary registration for anyone who was wishing to attend. She also apologized for not having a list of recently expanded libraries which had been requested of her at the last meeting. She informed the Commission that she would check with the state library system and provide a list at a later date. Irene M. Jacobs, City Staff Representative Staff member Jacobs reminded Commissioners of the Brown Act. Meeting that was scheduled for Wednesday, October 16 in the Administrative Offices at City Hall from 5:30 p.m. to 6:30 p.m. The purpose of the meeting was to acquaint new Commissioners and review for current members the rules and regulations of the Brown Act. Marcia Manzo, Chair of the Library Commission Chair Manzo led a discussion regarding the possibility of organizing/cleaning up the magazines, flyers and other publications that are made available to the public at the front entrance of the library. The November meeting date was rescheduled to November 20 due to the Thanksgiving Holiday. Cathy Foscato, Friends of the Library Commissioner Foscato shared that the auction and paperback book sale sponsored by the Friends of the Library would take place in two weeks. Sally Towse, Library Foundation None VIII.Oral and Written Communications IX. Adjournment The meeting was adjourned at 9:10 Prepared By: ene M. Jaco AdministrativW Analyst