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HomeMy WebLinkAbout09-24-2003 Library Commission Minutes SARATOGA LIBRARY COMMISSION MEETING Saratoga Community Library 13650 Saratoga Avenue Saratoga, CA 95070 Wednesday, September 24, 2003 ACTION MINUTES I. Call to Order Chair Cross called the meeting to order at 7:00pm. II. Roll Call Commissioners Present: Chandra, Cross, Gipstein, Grover, Foscato, Johnson, Manzo III. Report on Posting of Agenda Pursuant to Government Code 54954.2, the agenda was properly posted on September 17, 2003. IV. Oral and Written Communication Building Bridges flyer distributed by member of the public (See Attachment A). V. Approval of Minutes of May 28, 2003, Library Commission Meeting Commissioner Manzo moved to approve the minutes of the June 25, 2003 meeting, as amended. Commissioner Foscato seconded the motion and it passed 7/0. VI. Old Business a. Final Library Expansion Committee Update Commissioner Manzo reported that the Library Expansion Committee held its final meeting in August 2003. The project has been substantially completed on time and under budget. A group has been formed to discuss how to dispose of remaining bond funds, approximately $700,000 or $40 per household. Bond language prohibits expending the funds on operations. Under consideration is using the money to establish a Capital Improvement and Maintenance Fund. Participating in the dialogue are Mayor Streit, Council Member Bogosian, Assistant City Manager Tinfow, Library Commissioners Johnson and Manzo, Friends of the Saratoga Library Representative McDonnel, and Citizens Oversight Committee Representative King. Commissioner Manzo suggested that the Commission regularly review progress on the Library's Punch List until its completion. b. Conflict of Interest Reporting Form 700 Chair Cross encouraged the remaining two Commissioners not in compliance, to complete the legally mandated reporting forms. Staff Liaison reminded Commissioners the City Clerk was available to assist with completion of the forms, if necessary. c. Community Room Policy Community Librarian Barnes distributed current Community Room Policy (See Attachment B) and reported that several groups have requested access to the Community Room on Sundays. Barnes stated that most users of the room are non- profit, some school groups use the room. Fees are currently under review by the County. Members of the public representing various community groups gave testimony about the need for meeting space on Sundays. Concerns regarding Sunday hours for the Community Room include: 1. The library circulates the same nurnber of items in 4 hours on Sundays as it does in 8 hours on the other days of operation. 2. Staff is limited on Sundays. 3. Limited parking may be an issue with neighboring churches' Sunday services. Commissioner Manzo moved that a pilot program allowing Community Room Usage on Sundays during normal Sunday hours of operation, 12noon to 5:00pm, be implemented. The Community Librarian will have the discretion to determine the duration and period. Commission Gipstein seconded the motion and it passed 7/0. d. Santa Clara County Library Ballot Measure2004 County Librarian Cervantes gave an update. 1. Consultant completed first poll in June 2003. 2. 87% of Voters continue to support library at same rate ($33.66 per parcel). 3. 72% of Voters continue to support library at $50 per parcel. 4. 65% of Voters continue to support library at $68 per parcel. 5. Second poll to take place in October 2003 to be considered at JP A Meeting on September 27,2003. 6. JP A to have a special hearing on Intent to Form a District at the October 2003 meeting. 7. Escalator and duration of assessment to be determined. 8. Cost to Santa Clara County Library system to put measure on ballot approximately $462,00 9. Fund raising has begun. 10. Judy Johnstone and Virginia Parker are co-chair for Saratoga's Campaign Committee. 11. Ifmeasure does not succeed in March 2004, retry again March 2005. Critical that library secures funding prior to the sunset ofthe current assessment to maintain service levels. VII. New Business a. Introduction of Arts Commission Liaison to Library Commission Chair Cross introduced Art Commissioner Mary Lou Taylor. Art Commissioner Taylor distributed Art in the Park flyer (See Attachment C) and communicated the need for additional volunteers. b. Art Display Update Art Commissioner Taylor announced that the new library art exhibit was to be hung next week. The theme in conjunction with Community Building Bridges Week and the Pacific Scribe Guild is Scripts and Literature. c. Photograph for Saratogan Staff Liaison Bums took photographs of Library Commission to be included in the October Saratogan along with an article about the Library Commission. d. Teen Read Week - October 19 - 25 Staff Liaison Burns in collaboration with Teen Librarian Wiepking are preparing a proclamation and poetry reading to occur at the October 15th Council Meeting. Student poets will receive commendations. e. Holiday Commission Meeting Commissioner Manzo moved that the November and December Commission meetings be combined and moved due to holiday conflict from the 4th Wednesday of the month to Wednesday, December 10t\ at the Book Go Round. Commissioner Grover seconded the motion and it passed 7/0. Chair Cross to reserve the Book Go Round. Commissioner Manzo asked Staff Liaison Bums to research and report back to the Commission the dates ofthe book drive for children. VIII. Reports a. Norm Kline, Councilmember - JPA Representative Absent. b. Melinda Cervantes, County Librarian Distributed report (See Attachment D). c. Anne Cross, Chair Reminded Commission about the recognition and appreciation dinner. d. Dolly Barnes, Community Librarian . Acoustics are working well . Circulation was 124,00 items in July 2003. . Bringing volunteers on board in waves. Teens scheduled for training next week. . 5 Minute parking being exploited. Asked city staff to speak to Code Enforcement. . Cafe is open. . Plans for technology classes are being developed. e. Cathy Foscato, Friends ofthe Saratoga Libraries Sorting book donations is ongoing. Book sale scheduled for October 4th and 5th in the Community Room. f. Lori Burns, City Staff Liason Announced the success ofthe first All City meeting to discuss City properties and encouraged Commissioners to attend second meeting to be scheduled. IX. Adjournment Commissioner Manzo moved to adjourn the meeting. Commissioner Foscato seconded the motion and the meeting was adjourned at 9:05pm. 7/0. Prepared By: -- ..--,> .- /) '(-L-C ,;) UL/t/::::''''-/ Lori i3'iims;' HR Analyst 868-1252 hr(@,sarato!!a.ca.us