HomeMy WebLinkAbout07-24-1996 Library Commission Minutes Date: Tue, 30 Jul 96 08:56:09 PDT
From: "Jack Grantham" <BA.JXG@RLG.ORG>
Subject: Minutes of Saratoga Library Commission Meeting, 7/24/96
Please forward to Irene Jacobs, City of Saratoga.
SARATOGA LIBRARY COMMISSION MEETING NOTES -- 7/24/96
I. Call to Order - 5:08 pm.
II. Roll Call - M. Manzo (chair), C. Foscato, J.
Grantham, S. Towse, D. McLaughlin, E. Sessler present.
K. Ceppos notified in advance of her absence.
Also J. Yee, D. Barnes present. I. Jacobs absent.
III. Report on Posting of Commission Agenda. Posted 7/18/96.
IV. Approval of Minutes of Luncheon Meeting, 6/11/96. Minutes
approved as written.
Approval of Minutes of Commission meeting, 6/12/96. D. Barnes name
misspelled, Section 7, Paragraph 2. I. Jacobs report needed --
resuits of parking space discussion; what did she report? Was the
Measure G item resolved (if we expand into other-than-library
space, do we need a Measure G vote?). We need a definitive answer
and who told her what. Foscato moved we approve, McLaughlin
seconded, all approved.
V. Old Business.
A. Needs assessment. The group reviewed the draft attached to
the minutes and agenda mailed to each of us for this meeting. We
noted that a bullet item was missing: the expansion of the
community room. We agreed to leave this off, as it is not an
issue.
D. McLaughlin noted the article in the current issue of the
"Saratoga News" discussing the Council's approval of $100,000 for
new facilities in Saratoga, and said that perhaps expanded
community room meeting space would be incorporated into that plan.
We have all read the document, and discussed edits and changes to
it at some length. Chairperson Manzo has the detailed edits
resulting from these discussions.
J. Yee handed out a document written by herself and D. Barnes,
which are changed pages from the original 1991 Library Expansion
study. This new document has the title: "Saratoga Community Library
Building Plan - 1996 Update".
We discussed the cover and title of the document we are working to
produce. E. Sessler had proposed a title of "The Year 2010 -
Where are We Going and Where Will We Sit When We Get There?". He
said that he feels this title is a bit too 'whimsical', and
something better is in order. Chairperson Manzo asked each
Commissioner to consider new titles and be prepared to offer and
discuss them at our next meeting.
J. Yee and D. Barnes will continue to work on filling in the blanks
still remaining in their draft document.
D. Barnes led the review of the 'county' handout. We now have all
of it (no further pages remain). Again, Chairpersoh Manzo has
notes of the detailed changes and edits to this document.
J. Grantham proposed that we consider the idea of including a plan
of action in the preamble document showing what would be done in
case we cannot gain community approval to expand and occupy the new
library facility by 1/1/2000. We agreed to add this to the
preamble pages.
D. McLaughlin proposed that we add also a list of FAQ's (Frequently
Asked Questions), for use by the community, especially as we draw
near the time of a vote.
The detailed discussion concluded after a brief break at 7:55 pm.
VI. New Business
A. Architect Plans Review.
All commissioners except Towse, Foscato and Ceppos have recently
reviewed these plans from the 1991 study. D. McLaughlin moved that
we table further discussion until our next meeting to give these
commissioners time for their review. C. Foscato seconded, all
agreed.
B. Ballot Scenarios.
We agreed that we need the City Manager to give us the specific
options: spell it out for us. D. McLaughlin proposed that we write
an action listof what needs to be done, in preparation for turning
this over to an 'expansion/promotion' committee. In the original
effort, a committee formed from two city council members and four
Saratoga citizens was formed to screen and select the architect.
Today, we need that less than a group that will take on the task of
community promotion/education, and get the entire job done.
J. Grantham moved that we also table further discussion of this
item until these alternative scenarios have been fully laid out,
which we can review at our next meeting. S. Towse seconded, all
agreed.
VII. Reports.
%
J. ¥ee for S. Fuller, County Librarian.
The county librarian has met with city managers from Saratoga and
the other towns in the JPA to develop a plan for supporting
building initiative construction costs in each of the nine county
libraries. In a March meeting, the JPA suggested that the
librarian find out
what specific projects have been planned over the coming ten years,
and determine whether these are part of a 'master plan'. The
result
of this survey was that five of the nine libraries are more than
interested in doing something -- all are already working on' it.
Saratoga's city manager felt that a bond election with city revenue
bonds was the best approach for us. He said that existing county
funding expires in eight years, and we cannot float bonds longer
than that. Revenue bonds are easy technically, and the way to do
it
is no big deal. While he could make no commitment about city
funding, it seemed to him that the community was interested, and he
was happy with it before, and wants to see it go forward.
Issues now are to develop a lease structure that lets us continue
to
afford staffing in a larger facility. We need to agree on a
minimum
level of service, and allow local action to supplement funding.
The JPA arrived at a formula calling for 1/2 square foot per person
based on the population of the service area. Each library would
get
funds to build up to that figure. For example, if Saratoga, Monte
Sereno and the unincorporated adjacent county areas have a
population of 39,000, then we would 'qualify' for a building of
19,500 square feet, and be eligible for funding for the additional
1,500 square feet from the county.
Usage patterns are changing, but these were not used in the
formula.
saratoga libraryhas 780 cardholders from the unincorporated areas,
and Campbell has approximately the same number. Our population is
not increasing, but our gate rate and usage definitely are. It
seems unfair to base the formula on population alone. The county
does give us a premium benefit based on circulation for staffing
support.
There is a very large shortfall in Milpitas and in the south county
areas. As noted above, Saratoga and Campbell are near even, and
Cupertino would get nothing. So, in conclusion, we should expect
little help from the county with our expansion plans.
J. Yee noted that the county estimates typical construction costs
at
about $230 per square foot, so in each case, the library's plans
need to become part of that city's plans as well, as the city could
well need to provide support.
Report - D. Barnes, Community Librarian
The library now has over 1,000 children in its reading program.
Report - I. Jacobs, City Staff Representative.
Absent, no report.
Report - M. Manzo, Chair.
M. Manzo held a brief discussion of the recent fee schedule
changes,
especially the fee for holds. As a result, Saratoga library has
doubled its requests for books. J. Yee said the county is studying
this. The 50 cent fee has been eliminated, resulting in $30,000 in
revenue being foregone. Out of $17 million total budget, this is
small, but each bit helps. M. Manzo also noted that the
Interlibrary Loan Fee of 50 cents each for books is a pain.
Report - C. Foscato, Friends of Saratoga Library.
The Book-Go-Round is doing business of about $1,000 per week now,
and has recently had painted the donated trailers -- they look
'spiffy'. These are used for sorting donated books. The Friends
have received some big recent collections in donation, and it looks
like some of it will be good to use in the auction.
Report - S. Towse, Saratoga Library Foundation.
September 6 is still planned as the meeting date to recruit new
help for the Foundation. S. Towse requested that we fax or email
to her suggestions of names and addresses of people for her
invitation list. It is also important that we have the completed
version of the updated Needs Assessment for this September meeting,
especially the preamble.
VIII. Oral and Written Communications. None.
IX. Adjournment'.
S. Towse moved Adjournment. D. McLaughlin seconded.
Adjourned at 8:25 pm.
Notes taken and transcribed by Jack Grantham.
THESE NOTES FORWARDED BY EMAIL TO Irene Jacobs at Saratoga city
office, 7/30/96, 9:00 am,
O:\Irene~Libmin