HomeMy WebLinkAbout09-23-1997 Library Commission Minutes Minutes
Saratoga Library Commission Meeting
Administrative Offices: City Hall
13777 Fruitvale Avenue, Saratoga
Tuesday, September 23, 1997
7:30 pm
I. Chairperson Marcia Ivlanzo called the meeting to order at 7:32 pm.
II. Roll Call. Present were Commissioners Ceppos, Manzo, Foscato,
Grantham and Sessler, County Librarian Susan Fuller, County staff
Julie Farnsworth. D. Barnes, Saratoga Librarian, arrived at 7:38
pro. Absent were Commissioners Towse, McLaughlin.
At this point, I. Jacobs, City Clerk, came in, to review the
following item:
III. Report on Posting of Agenda. Pursuant to Government code
54954.2, the agenda was properly posted on 9/18/97.
irene Jacobs then left at 7:37 pm to rejoin the City Council meeting
in process in the next building.
IV. Approval of Minutes. No minutes were available. Commissioner
Grantham moved that approval of the minutes of August 27, 1997 be
postponed until the next Library Commission meeting. Commissioner
Foscato seconded, all agreed.
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V. Group agreed to swap discussion of New Business for that of Old
Business at this point, to allow J. Farnsworth to leave early.
New Business. Library Consultant. We want to get the RFP out as
soon as possible. A brief review by Commissioners Ceppos,
Farnsworth, and Manzo ensued, and some editorial comments were
noted. (At this point, 7:38 pro, D. Barnes came in). Commissioner
Ceppos noted that if the RFP is read from the perspective of the
consultant, it lacks information about "how much time is required?"
and "what is the start date?", "project stages", etc. Commissioner
Ceppos asked if the Library Consultant should set the times? J.
Farnsworth said they should propose this information to match the
project plans, which we can make available. Chairperson Manzo said
that even if the Bond measure fails in June, we still might want
such a consultant to assist us with how to make the best of what's
then available. The RFP did note June as the Bond measure date. We
just need to add a preliminary time-line. J. Farnsworth noted that
the city was concerned that the city needed control over the design
consultants. Chairperson Manzo said the way to indicate this is to
add more evidence of participation from the city and the expansion
committee, or possibly a representative of the expansion committee
could give approvals to the recommendations of the Library
Consultant. Commissioner Ceppos said that since there are seven
people on the Expansion committee, one or two could represent the
group and report back. We could write the RFP so that the entire
group need not be fully involved. D. Barnes should be the local
Project Coordinator, that's part of her job as Librarian, but she
certainly needs help from us. J. Farnsworth clarified that the
Architect is still responsible for the design. Commissioner Ceppos
continued that the Consultant matches the design to the programmatic
needs of the community and confirms that it solves the needs
adequately. We needLOTS of input there. Chairperson Manzo said
that the city would be happy for the expansion committee to have two
such representatives. S. Fuller suggested it would be best to let
the committee determine who these two are. Chairperson Manzo said
that the expansion committee will be the interviewing body for the
Library Consultant. We need to set up an expansion committee meeting
during the last week of October for these interviews.
J. Farnsworth left at this point (7:48 pm).
No other new business.
Vl. (Swapped item). Old Business. The letter from Chairperson
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Manzo to Mr. Colson, addressing his concerns relative to the
library expansion effort, was attached to the announcement of this
meeting, and was acknowledged by the group as well done.
S. Fuller complimented the group on its recent decision and noted
that she understands that Stan Bogosian was supportive of it, to ask
the Architect to keep the initial funding and goals as originally
requested as the target prior to the Bond measure vote.
Commissioner Grantham carried out a review of the Library Expansion
time-line plan. The item "City hire architect" is presently being
discussed with the city, but the actual documents have not yet been
signed. Chairperson Manzo will contact the acting city manager to
ensure that this will happen soon and that no obstacles exist to
prevent it. Nevertheless, we agreed to slip this task into the
month of October. The other items on the chart dated 9/23/97 as
recently modified by D. Barnes are generally still anticipated to be
accurate.
At this point, Chairperson Manzo noted that the community polling is
now set to be done between October 4 and 7, with the input back to
us by mid-October.
Chairperson Manzo lead a discussion of Focus Groups. The city
manager and the Architect have proposed that we do a single central
focus group, held with a facilitator and done over a half-day. The
facilitator would need to be hired, and would conduct the meeting,
and break the attendees into small groups (senior citizens, youth
representatives, etc.). This would require a large meeting space to
do properly.
Commissioner Manzo noted that at first she did not find a single
meeting like this appealing, but upon consideration, maybe it is not
such a bad idea, and we can always add more meetings later if we
determine them to be needed. Commissioner Ceppos asked whether the
people who are to do the polling also do the Focus Groups?
Commissioner Manzo was not sure. D. Barnes said that Commissioner
Towse mentioned that the Parks and Recreation Commission had used
the same single day process and it worked very well. Commissioner
Manzo said that several people had mentioned to her that it went
well, and the city seems to like it. Not sure if it is an open
forum? D. Barnes said that it could be a mixture of invited parties
and open forum. Commissioner Manzo said that we should be very
careful to make sure all interested groups are represented, and we
may need a subcommittee to work on who these groups are.
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Commissioner Foscato asked when we will do this, considering the
pending holiday period. Chairperson Manzo said that early November
Jooked like the likely time. Commissioner Sessler said that we need
a facilitator hired and to get the process going within the next
week or so to be able to make even an early November date.
Chairperson Manzo asked each Library Commissioner to send her a
list of candidate groups to be invited to send representatives. She
will also ask !. Jacobs to determine from the city who will pay for
the Focus group facilitator? We do not want to go back and forth
from the Commission to the JPA to obtain funds. Either the city
should pay this person, or the Architect should pay them and add it
to the Architect's bill for the work.
No other old business was discussed.
VII. REPORTS
S. Fuller, County Librarian - The good news is that the San Jose
city council just voted 8 to 3 to affirm the library policy on
Internet access, which is the same as the county's. The motion was
to "create an adults only zone" in the library. The motion failed.
There were approximately 15 speakers, most in support of the
library's position. There was a lot of press coverage, so we should
expect to see more on this topic.
The meetings at the Markula center have begun. They met last night,
with 26 people present (a dozen or so were staff of various kinds).
The topic was "Favoring Restriction". Nothing much new was said.
Tomorrow night (9/24) the group "Favoring Access" will meet, and
again, perhaps ten or more non-staff people will show up. The
center staff had another meeting with 7 county library directors
in the area. They had an interesting and thoughtful discussion, and
the Markula center staff got a new understanding of the library's
role and position in these discussions.
Councilman Bogasian has asked for the above issue to be on the city
council's agenda for tonight's meeting. Chairperson k4anzo asked all
who could to plan to go over to that meeting after our own meeting
finishes. There will be a decision made to support one view or the
other. The CAC has two meetings coming up at the Cupertino library,
as well, on this subject, at 7:30 pm on October 15th and 22nd. All
the Markula findings will be reviewed, and people present will be
asked to give advice to the JPA. This Library Commission has voted
unanimously in favor of free and open access, so Chairperson Manzo
knows where we stand on this issue.
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Councilmen Bogosian and Jacobs are excited about restricting access,
and have each written letters to the council stating their positions
opposing free and open access, and recommending filters for some
access. D. Barnes said there is material in the county web site
defending the position of the county as to Internet Access.
Chairperson manzo noted that Commissioner MacLaughlin went to the
last CAC meeting, at which he made a motion in support of the
position of the library. He could not even gain a 'second' to this
motion. He was very disappointed at the power of a few people to
silence the views of the many.
S. Fuller then turned the topic to the paint on the library now. D.
Barnes reported that she, Frank Garcia of the county, and the head
of the painters all met with the city manager and the Architect to
discuss the paint colors. They even met again, and looked at paint
samples. The Architect selected a dark brown color for the library.
This color is being reviewed at the council meeting tonight. The
city manager has been very helpful and a good facilitator throughout
this discussion.
D. Barnes, Community Librarian - No report.
m. manzo, Library Commission Chair - No report.
I. Jacobs, City Staff Representative - No report.
C. Foscato, Friends of the Saratoga Library- No report.
S. Towse, Library Foundation - K. Ceppos stated for her "No report".
VIII. Oral and Written Communications. None.
IX. Adjournment. Commissioner Sessler moved we adjourn at 8:23 pm,
Commissioner Ceppos seconded, all agreed.
Note: The October Meeting will be held on NOVEMBER 5 at 7 pm at the
Saratoga Book-Go-Round.
Notes by Jack Grantham, 9/24/97
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