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HomeMy WebLinkAbout12-10-2003 Library Commission Minutes , . CITY OF SARATOGA LIBRARY COMMISSION Minutes DATE: TIME: LOCATION: December 10, 2003 7:00 p.m. Book-Go-Round 14410 Oak Street Saratoga, CA 95070 1. Call to Order Chair Cross called meeting to order at 7:00 p.m. 2. Roll Call Commissioners Present: Chandra, Cross, Foscato, Johnson, Gipstein, Grover, Manzo 3. Report on Posting of the Agenda Staff Liaison Bums announced that pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on November 25, 2003. 4. . Accept Agenda Items and Order Commissioner Manzo moved that the agenda be accepted as posted, Commissioner Johnson seconded the motion and it passed 6/0. 5. Approval of Minutes of October 22, 2003 (regular meeting of the Library Commission) Commissioner Manzo moved to table the approval of the October 2003 Minutes, Commissioner Foscato seconded the motion. Due to unusual circurnstances including Staff Liaison Burns excused absence from the October 2003 meeting, Commissioner's Gipstein's gracious assistance in taking notes at that meeting, and the contents of the meeting, after much discussion Commissioner Manzo rescinded the original motion and moved to approve the minutes as amended. Commissioner Foscato seconded the motion and it passed 5/0 (Commissioner Grover did not vote as she was not in attendance at the October meeting). 6. Oral & Written Communication None. 7. Old Business A. Santa Clara County Library Ballot Measure 2004 Update - County Librarian Melinda Cervantes County Librarian Melinda Cervantes was not in attendance, so Virginia Parker, Co-Chair of the Saratoga Campaign Committee, presented the update. ).> Campaign headquarter opened at 10370 S. DeAnza Blvd. Cupertino ).> Urgent need for campaign funds ).> Campaign committee is concerned that support for the library not be taken for granted . ).> No vote translated into a 21 % cut in library budget - Yes vote maintains status quo ).> Must receive 2/3 vote countywide ).> Councilmember Kline was not in attendance but has volunteered to assist with fund raising ).> Campaign materials are available . . . ~ Commissioner Manzo stated that funding is crucial to winning an election. She stated that the message to voters must convey that the money raised in the last bond measure was to fund the library building expansion and that this measure is to fund library operations and services, as well as the fact that the money collected from Saratoga residents will be directed to our community library. B. Library Punch List (See Attachment A) - Community Librarian Dolly Barnes ~ Substantial progress has been made to items on the library punch list including installation of art wall panels and resolution of cabinetry problems. ~ Meeting regularly with Assistant City Manager Tinfow to discuss items that are neither here nor there with regards to the punch list but require action. - Staff Liaison Bums reported that if the Commission requests, Assistant City Manager Tinfow is willing to submit a written report on status of expansion related punch list topics. Commissioner Manzo clarified her comment reflected in the September 2003 minutes addressing remaining bond funds. She reported that under consideration is the formation of a Library Improvement Fund as the bond specifically states that monies may not be spent on maintenance related items. C. Commemorative Bench - Lori Burns, Staff Liaison Commissioner Chandra arrived at meeting. Chair Cross reported that she was concerned about the misinformation being discussed in the community regarding this issue. With the support of Councilmember Kline, Commissioner Manzo, and the Pecks, Chair Cross attempted to clarifY the issues at hand. Betty Peck said that it was her desire to have Willys honored at the Library. The Library Commission was committed to continuity of selected bench design and concerned about the implications this may have regarding donations of permanent art to the library and the existing library donor recognition program. As a result of the collaboration, a mutually satisfYing recommendation was developed and was to be presented to the Council at the December 3rd Council meeting. The recommendation was that an existing bench in a mutually agreed upon location be used to honor Willys Peck by installing a plaque and interpretive sign and making minor landscaping changes in the immediate area to provide shade near the bench. Staff Liaison Burns reported that City Council tabled discussion about the commemorative bench at the December 3, 2003, meeting and will take it up at their December 17th meeting. Commissioner Gipstein reported serious concerns about an editorial and letters from the public printed in the Saratoga News. This is unfortunate because although the Pecks and the Library Commission have reached a compromise recommendation, it will not be presented to the Council until the 17'h of December. The Commission hopes that once the Council hears the mutually agreed upon recommended option to honor Willys Peck, the negative press regarding this topic will cease. Commissioner Grover asked for an explanation of art donation going forward. Staff Liaison Burns said that records indicate that at the February 13, 2001, joint meeting the Library Commission made a recommendation to the Council that donations of art for the library not be accepted, but Council did not take action on the recommendation. Furthermore Art Commissioner Taylor said that the Arts Commission did not consider the bench as "art". The Commission decided that further discussion of donations of art to the library was in order and decided to place the subject on the January 2004 Library Commission agenda. Library Commission Minutes December 10,2003 Page 2 of 4 \< -8. The Commission decided that further discussion of donations of art to the library was in order and decided to place the subject on the January 2004 Library Commission agenda. New Business A. Commissioner Training Update - Chair Anne Cross Consensus was that the December 1,2003, Commissioner Training presented by City Attorney Richard Taylor was interesting, relevant, and worthwhile. Chair Anne Cross reviewed quorums, agendas, serial meetings, and e-mail guidelines. B. 2003/2004 Library Commission Budget Expenditures - Chair Anne Cross Commissioner Manzo moved that Commissioner Foscato, Community Librarian Barnes, Staff Liaison Bums, as a group, develop and obtain printing costs of a tri-fold map-like brochure of the expanded library. Commissioner Foscato seconded the motion and it passed 7/0. Chair Cross directed Staff Liaison Bums to bring the cost of brass nameplates, similar to those used by other City Commissions, to the January Commission meeting. 9. Reports: (This section is iriformational only; no actions will be taken.) A. Norm Kline, Councilmember - JP A Representative - Absent B. Melinda Cervantes, County Librarian - Absent - C. Anne Cross, Chair Commended Commissioners for their hard work and dedication to the City of Saratoga and the library and wished everyone a happy holiday season. D. Dolly Barnes, Community Librarian Announced that Peggy Baker was appointed Children's Librarian. E. MaryLou Taylor, Arts Commission Liaison to Library Commission Commissioner Mary Ann Henderson reported for the Arts Commission. )> January's library exhibit does not have a theme, but a sub-committee has been formed to jury the work to be displayed. )> Calls for artists posted on the city's website site have been generating lots of interest. )> The Arts Commission is working on developing an agenda for all 2004 library exhibits. )> Currently, exhibits are limited to two- dimensional pieces. Under consideration is displaying children's art in the children's area. F. Virginia Parker, Friends of the Saratoga Libraries )> Membership drive is underway. To date: 200 new members and 700 renewals. )> Book-Go-Round sales are up 22%. )> Friends donated a new book check-in system to the library. )> Building the Future campaign continues with only two spaces left for $5,000 donations. )> New brochure is in development. . )> The honor system has failed in the Library Cafe. The installation of vending machines is being considered. Library Commission Minutes Page 3 of 4 December 10, 2003 \. . G. Lori Burns, Staff Liaison )>- Will get the books donated by the Library Commission to the Gift of Reading Program. )>- The City will present training on the Form 700 - Conflict of Interest reporting requirements in February 2004. )>- City Attorney recommends Commission elect new Chair in June. - Chair Cross directed Staff Liaison Bums to confirm with City Attorney, as October seems to work better for the Commission with term expirations and surumer recess. 10. Agenda Items for Next Meeting - January 28, 2004 A. Heritage Orchard Interpretive Center B. Library Community Room Use Policy C. Commemorative Bench D. Art Donation Policy E. Santa Clara County Library Ballot Measure 2004 Update F. Library Punch List G. Library Improvement Fund H. 2003/2004 Library Commission Budget Expenditures I. Designated Parking Spot for Friends of the Saratoga Libraries 11. Adjournment Commissioner Manzo moved to adjourn the meeting. Commissioner Foscato seconded the motion and the meeting was adjourned at 9:30pm 710. . , i Prepared by; ...:0-"',," I {:iA..rv-::L-J <." ~ Lori Burns, Human Resource Analyst 868-1252 Ibums@saratoga.ca.us . Library Commission Minutes December 10,2003 Page 4 of 4 . SARATOGA LIBRARY COMMISSION MEETING Saratoga Community Library 13650 Saratoga Avenue Saratoga,CJ\ 95070 Wednesday, October 22, 2003 ACTION MINUTES I. Call to Order Chair Cross called meeting to order at 7:00 p.m. II. Roll Call Commissioners Present: Chandra, Cross, Foscato, Johnson, Gipstein, Manzo Commissioner Absent: Grover III. Report on Posting of Agenda Pursuant to Government Code 54954.2, the agenda was properly posted on October 16, 2003. IV. Approval of Minutes of September 24, 2003 Library Commission Meeting Commissioner Manzo moved to approve the minutes ofthe September 24, 2003 meeting. Commissioner Foscato seconded the motion and it passed 6/0. At this point, Anne welcomed Virgina Parker, President of the Friends of the Library, who will be attending Commission meetings as a liaison between the Friends and the Commission. Anne asked that the order of the agenda be changed to accommodate Melinda Cervantes and Lorie Tinfow in their need to leave early. V. Oral Communication Phyllis Ballingall and Patricia Baily ofthe Heritage Preservation Commission advised us that there is a desire by some in the community to establish a program to teach young people about orchard heritage and to build a 3200 square foot barn in the orchard as the place to do so. Others in the community opposed to building the barn and worried about its effect on the orchard, question the need for this "interpretive center", and suggest that if there is such a need, perhaps the library could provide it. An Interpretive Center and Maintenance Shed is in the Heritage Preservation master Plan. An attempt, a few years ago, to have a soccer field in the orchard was defeated, and building this barn could be a step in that direction. The Council will include this in the October 28th meeting agenda. The Library Commission will have this on the January agenda. Commissioner Foscato suggested that the Commission consider a designated parking place for Friends of the Saratoga Libraries as many books are transported in and out of the book sorting room. This will be on the January agenda as well. The Library Commission agreed to place this issue on the January 2004 agenda. VI. New Business a. Commemorative Bench - Lorie Tinfow, Assistant City Manager Lorie Tinfow reported that Betty Peck had asked the City to install a bench, differing in design from the bench we now have, and to alter the landscaping around the bench, including removing some trees. The City Council accepted the idea of allowing a bench and assurning some cost, but wanted the matter to be aired by the Library Commission. The Commission reminded everyone that there is a policy in place, which was recommended by the Commission and accepted by the City, prohibiting gifts of art for the library, both inside and out, and this included sculptures or monuments such as the bench. Also to be considered is the effect of recognizing the Peck donation with a bench while other donors, some of whose gifts were substantially more than the Peck donation, were given no alternative to having their names inscribed on a plaque or tile. Mary Lou Taylor, Arts Commission Liaison to the Library Commission and present at the meeting tonight, indicated that the Arts Commission will work to clarifY the policy. At the December meeting of the Library Commission, the art policy will be on the agenda, and in the meantime, Lori Bums will be asked to check the exact wording of the policy. When Assistant City Manager Lorie Tinfow and present at the meeting was asked by the Library Commission what action by the Commission should be taken, she responded none and that she would relay the Commission's concerns to the Council at the December 3 Council meeting. Review of the art policy will be on the December Library Commission age and Lori Bums will be asked to check the exact wording of the policy adopted by the Council. b. Library Punch List Update Community Librarian, Dolly Barnes, distributed a memo from Lorie Tinfow, Assistant City Manager, listing some of the uncompleted tasks (Attachment A). The City is retaining $800,000 from the builder until completion of the building. Lorie Tinfow will work with Dolly Barnes until all is finished and the Commission is also committed to assisting in the effort. The list does not include important items: audible security for the patio gate, patio fencing of sufficient height, space for a self-check-out machine in the children's section, completion of cabinets for atlases in both adult and children sections. VII. Old Business a. Conflict of Interest Reporting - Anne Cross All members have complied with the required conflict of interest reporting requirements. b. Community Room Policy Update Tabled until January 2004 meeting. c. Santa Clara County Library Ballot Measure 2004 Update County Librarian Cervantes reported on the campaign. A second poll results indicate a decline in support. This is in part due to "voter fatigue." The JP A will meet October 23rd to decide the rate and term of the assessment to be on the March 2004 ballot. With the decline in support, and the difficulty of obtaining the 2/3 vote required, the advice from the consultants is that the rate should be between $42 and $45 and the term ofthe assessment should be 7 years, without an escalator clause. A decision must also be made about designating some of the fund balance (this fund balance is held for economic uncertainty, etc.) for next year's plans. There will be a public hearing on December 3 at the Campbell Library to discuss the resolution which the JP A will pass on October 23 establishing the rate and term of the tax measure. November 6 is the next steering Committee and Operations Committee meeting. d. Holiday Meeting Chair Cross reminded the Commission that the November Meeting has been cancelled and the December meeting has been changed to December 10th at 7 p.m. at the Book Go Round VIII. Reports a. Norm Kline, Councilmember - JP A Representative Absent. b. Melinda Cervantes, County Librarian Melinda distributed the HAPLR ranking which recognized the Santa Clara County Library to be nurnber one nationally for the third consecutive year. (Attachment A) Melinda also reported on the One Book One Community competition to nominate a book for February. b. Anne Cross, Chair No report. c. Dolly Barnes, Community Librarian Reported that the important project, Building Bridges, had the cooperation ofthe library, and she was pleased e. Mary Lou Taylor, Arts Commission Liaison to Library Commission Commissioner Taylor spoke of the children's team poetry competition, as well as a children's art exhibit. Both will be available for viewing at the library. Also, she reported on the library exhibits and the members of the Commission responsible for them. A January exhibit is being planned. Commissioner Manzo made a motion to send a letter from the Library Commission to the Art Commission commending those people responsible for the exhibits. Cathy Foscato seconded the motion and it passed 6/0. f. Cathy Foscato, Friends of the Library Cathy F oscato reported on the large book donations. Virginia Parker, president of the Friends, spoke of the successful funding of furnishings for the library, and the goals of the organization, including working to pass the Library Tax Measure. IX. Adjournment Commissioner Foscato moved to adjourn the meeting. Commissioner Manzo seconded the motion and the meeting was adjourned at 8:45pm 6/0. Prepared By: ~ :--e., ~ Ruth Gipstein Vice Chair