HomeMy WebLinkAbout12-10-2003 Library Commission Minutes
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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.
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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and the contents of the meeting, after much discussion Commissioner Manzo rescinded the original motion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
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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
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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
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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
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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.
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Prepared by; ...:0-"',," I {:iA..rv-::L-J
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Lori Burns, Human Resource Analyst
868-1252
Ibums@saratoga.ca.us
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Library Commission Minutes
December 10,2003
Page 4 of 4
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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