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HomeMy WebLinkAbout06-25-2003 Library Commission Minutes SARATOGA LIBRARY COMMISSION MEETING Saratoga Community Library 13650 Saratoga Avenue Saratoga, CA 95070 Wednesday, June 25, 2003 ACTION MINUTES I. Call to Order Chair Manzo called the meeting to order at 7:00pm. II. Roll Call Commissioners Present: Cross, Gipstein, Grover, Foscato, Johnson, Manzo Tardy: Chandra Other City Officials Present: Councilmember Kline III. Report on Posting of Agenda Pursuant to Government Code 54954.2, the agenda was properly posted on June 20, 2003. IV. Oral and Written Communication . Copy of communication from Santa Clara County Library read and distributed announcing a JP A Election Sub-Committee meeting on July 17, 2003 - 4:00pm at the Saratoga Community Library (See Attachment A). . Chair Manzo distribution a letter from herself to Mayor Streit commending Lori Burns, staff liaison, for her support to the Commission (See Attachment B). V. Approval of Minutes of May 28, 2003, Library Commission Meeting Commissioner Cross moved to approve the minutes of the May 28, 2003, meeting. Commissioner Foscato seconded the motion and it passed 5/0. (Commissioner Chandra had not arrived at the time of the vote and Chair Manzo abstained, as she was absent from the May meeting). VI. Old Business a. Library Expansion Committee Update Final meeting scheduled for August 27'h at 1 :OOpm . Topics to be considered: - Operable windows were replaced with inoperable windows. - System radio frequency identification. - Sign on comer of Fruitvale and Saratoga Avenues. - Drainage. - Continuation of path to Saratoga Avenue. . Commissioner Chandra proposed conducting a customer survey to get feedback and ascertain the patrons concerns and suggestions for the expansion proj ect. Chair Manzo will present proposal at the Expansion Committee meeting. b. Library Grand Reopening Recap - June 21, 2003 Event went well. 6,100 items were checked out in 7 hours (avg. - 300 items/hour) 6,700 items were checked out on Monday, June 23. c. Conflict ofInterest Reporting Form 700 Staff Liaison reminded Commissioners that some had not complied with reporting requirements to date and that the City Clerk was available to assist with completion of the forms, if necessary. d. Givens' Painting Insurance ABAG confirmed that the City's insurance policy would cover the paintings (See Attachment C). VII. New Business a. Election of Chair and Vice Chair . Commissioner Grover nominated Commissioner Cross for Chair, she accepted the nomination and was elected 6/0 (Commissioner Cross abstained). . Commissioner Manzo nominated Commissioner Gipstein for Vice Chair, she accepted the nomination and was elected 6/0 (Commissioner Gipstein abstained). b. Library Commission Liaison to Art Commission After some discussion including the intent of the Library Commission to provide guidance regarding art display wall, it was decided that instead of sending a Library Commissioner to the Art Commission meetings, Chair Cross extend an invitation to the Art Commission to send a liaison to the Library Commission meetings. Community Librarian Barnes reported that she would continue attending the Art commission meetings for the near future. c. Community Room Policy Community Librarian Barnes received a request from a citizen regarding use ofthe Community Room on Sundays. Community Librarian Barnes reported that Sundays are the busiest day for library services and that she had concerns about parking. She distributed the current Community Room Use Policy and Reservation Form (See Attachments D and E). Commissioner Manzo moved that the subject be tabled until September 24, 2003, and Commissioner Johnson seconded the motion and the motion passed 7/0. Community Librarian Barnes stated that she would direct her staff to monitor the parking situation and present findings at the September meeting. d. Santa Clara County Library Ballot Measure 2004 . Polling Consultant, Gene Bragman, presented the JP A with initial numbers that seem favorable. - Tested $34, $50, $68 assessment and 10, 20, 30 year sunsets . Campbell and Saratoga Friends of the Libraries donated $4,000 and $10,000 to the campaign, respectively. . Search for candidates to serve as Honorary Co-Chairs of election Committee underway - Names will appear on election campaign letterhead . Search for Community Campaign Coordinators underway - Each City in JP A will have at least one coordinator. . Commissioners can put forth factual messages and collect names for committees to be formed - Lori Burns will redistribute to Commissioners a copy of the City Attorney's guidelines regarding political activities of City officials and staff. VIII. Reports a. Norm Kline, Councilmember - JP A Representative JP A to meet June 25, 1 :30pm, Campbell Community Center - Santa Clara County Library Ballot Measure 2004 Steering Committee to be formed - Poll results to be distributed b. Melinda Cervantes, County Librarian . Current Proposed State Budget has fully restored transaction based reimbursement, which is good for the SCCL, but reduced the public Library Fund from 15.8 million dollars to 1 million statewide which may be detrimental to some libraries in the state. . JP A adopted 03-04 budget. . JP A Election Sub-Committee is having a meeting on July 17, 4:00pm, Saratoga Library. . Campaign Kickofftentatively scheduled for July 30 - more details to follow. . Supreme court ruling known as Children's Protection Act ties federal funding for libraries to filters on terminals with internet access. Decision will not effect SCCL. c. Anne Cross, Chair - No Report d. Dolly Barnes, Community Librarian . Library is still under construction. Lorie Tinfow, Assistant City Manager, and Dustin Notarianni, Gilbane, are meeting twice weekly to complete punch list. . Overflow parking continues to be an issue. Staff will monitor usage and report back. e. Anne Cross - Library Commission Liaison to Art Commission - No additional report. f. Cathy Foscato, Friends of the Saratoga Libraries Moved into new workroom in library. IX. Adjournment Commissioner Manzo moved to adjourn the meeting. Vice Chair Gipstein seconded the motion and the meeting was adjourned at 9:00pm. 7/0 preparedB~~' g~ ~~s, HRAnalyst 868-1252 hr(@,saratoga.ca.us . A-ft.:>ch,nL0--1 /4; June 20, 2003 Library Commissioners Friends of the Libraries Dear Commissioners and Friends, The Campaign Organizing meeting that was scheduled for June 26, 2003, 3:30 p.m. has been tentatively scheduled to July 17, 2003, 4:00 p.m. Location to be armounced. Please mark your calendar and plan to attend. More information will be forthcoming. Please RSVP to Cynthia Garcia (408) 293-2326 ext. 3090. Thank you for sending your information about your Community Coordinator(s) and/or Community Co-Coordinator(s) selection (formerly known as "Captains"). For those of you who haven't yet sent this information you still have time. Please the send the name( s) and contact information of your Community Coordinator(s) and/or Community Co-Coordinator(s) to: Cynthia Garcia Santa Clara County Library 1095 N. 7'h Street San Jose, CA 95112 You can also send the information via email tocvnthia.garcia@Jib.co.santa-clara.ca.us. Also enclosed is an information packet on volunteering activities, fundraising, publicity, education campaign, and the Community Facilities District Measure. If you need more information please call me at (408) 293-2326 ext. 3090. Thank you very much for your cooperation. Yours truly, Cynthia Garcia, Executive Assistant Santa Clara County Library cc: JPA Board Members City Librarians A+r.,;)ch"",-,,-T b . Nick Striet, Mayor City of Saratoga 13777 Fruitvale Avenue Saratoga CA 95070 . Dear Nick, As my last duty before vacating my too long held position as Chair of the Library Commission I am writing to commend Lori Burns for her assistance as our staff liaison. In my tenure on the commission we have had three representatives and I did not think anyone could take the place of Irene Jacobs. Lori has exceeded even Irenies' fine performance. She is always on top of what needs to be done, accurate in her minutes and ready to step in to help with any and all details. This is done with a smile and a positive attitude, making her a delight to work with. Her heroic efforts in recruiting and setting guidelines for volunteers for the Grand Opening of the library deserve recognition as well. It has been a pleasure to serve the city with her very able help. She will be invaluable to the incoming chair. My best, Marcia M. Manzo, Chair Saratoga Library Commission . . . . Page 1 of 1 A-tt ~ch,n0~+ C Lorie Tinfow From: Marcus Beverly [MarcusB@abag.ca.gov] Sent: Monday, May 12, 2003 1 :25 PM To; Lorie Tinfow Subject: RE: insurance question , NO need t have them assessed, We can include them in a blanket limit. I have attached a listing of your insured properties for review. I note locations 17 & 18 - playgrounds - do not have values. Should they? A number of properties don't have Personal Property values. If they should but not sure how much we can add a blanket limit for coverage at any location. ". >>> "Lorie Tinfow" <Itinfow@saratoga.ca.us> 05/12/03 11:07AM >>> I don't have a valuation of the paintings yet but they were completed by a locai artist and I don't expect the vaiue to be great (should I have them assessed?). They are paintings not murals and measure approximately 2411 x 36", We won't be insuring any of the other contents (books, furniture, etc,) because it's covered by the Library. Lorie -----Original Message----- From: Marcus Beverly [mailto:MarcusB@abag.ca.gov] Sent: Monday, May 12, 2003 1O:S4 AM To: Lorie Tinfow Subject: Re: insurance question We just need to make sure the values are declared in the overall contents value of the building. However, if the fine arts in the library exceed $2,500,000 we should schedule separately, either by piece or one blanket limit for fine arts. How much is each piece worth? Are they murals? >>> "Lorie Tinfow" <Itinfow@saratoga.ca.us> 05/12/03 10:44AM >>> Marcus, " ,^ /.1" i t/( o- F' :/,...- There will be two commissioned paintings hung in the new Saratoga Library for which the City is responsible. The City owns the building and leases it ~ to the Santa Clara Library. What do I need to do to insure the paintings? /." ) , , ,.X.p r' Thanks. ,Y Lorie , (\ IX), ~ ,.j , ;: ,..\. 1" d! ,/ r1 J ;(1/, , , . /;'" V ...., , ):' / () > -.\:. : ',.- t(:I' 5/30/2003 A-+I: :K h. rY'V'i U . Saratoga Library Community Room Welcome to your new Saratoga Library! In order to provide fair access to the Community Room, the following process will be followed: . July and August 2003 dates o The room will be available Mondays through Saturdays open hours only o Bookings will begin Thursday, June 26th. o Bookings will be accepted weekdays during open hours before SPM. o Bookings will be accepted in person only. September 2003 and beyond o The room will be available Mondays through Thursdays, 9AM to 10PM Fridays and Saturdays, 9AM to 6 PM o Please request booking information to be mailed to you. o Bookings will begin Friday, August 15t o Bookings will be accepted weekdays during open hours before SPM o Bookings will be accepted in person and by phone. Thank you for understanding that we are trying to put many new procedures in place for our new library. . A-+t.;:>ch,~-I; t Today's date: . Request for Information Saratoga Library Community Room Beginning September 2003 " . Name of Organization Your Name . Address Your position in the organization Day Phone Evening Phone Email .