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Home My WebLink About12-01-2004 Library Commission Agenda4 DATE: December 1, 2004 TIME: 10:00 AM LOCATION: Book Go Round 14410 Oak Street Saratoga, CA 95070 1. Call to Order CITY OF SARATOGA LIBRARY COMMISSION AGENDA 2. Roll Call: Cross, Gipstein, Grover, Lemmon, Nilan, Thirumale One vacancy 3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on November 24, 2004. 4. Accept Agenda Items and Order: No additional items may be added pursuant to Government Code Section 54954.2. 5. Approval of Minutes of October 27, 2004 (regular meeting of the Library Commission). Oral Written Communication Any member of the public may address the Commission about any matter not on the agenda for this meeting for up to three minutes. Commissioners may not comment on the matter but may choose to place the topic on a future agenda. November 2, 2004 Memo from Tinfow re: Commissioner Role in Special Events and other Activities November 12, 2004 Letter from Gipstein to Sandhu re: Inability to Participate as a member of Commission Invitation to City Council Reorganization and reception December 1, 2004 at 6:OOpm Invitation to Forum by Santa Clara County Library December 4, 2004 at 9:30am 2005 CALTAC Workshop Flyer 7. Old Business A. Possible 2005 Library Ballot Measure Kline, Council Member Cervantes, County Librarian B. 04/05 Library Commission Work Plan Update Commission Vacancies 04/05 Expenditures CLA Conference attendance C. Installation of Antenna and Flagpole Update Burns, Staff Liaison D. Permanent recognition to the donors of the "Furnishing the Future Fund" update Burns, Staff Liaison E. Library Signage Subcommittee Update F. Designated parking for Friends of the Saratoga Libraries Volunteer update Tinfow, Assistant City Manager ill G. Library Construction Project List Tinfow, Assistant City Manager Progress to date H. Library Capital Improvement Fund update Tinfow, Assistant City Manager 8. New Business A. HAC Difficulties particularly in Community Room Reports: (This section is informational only; no actions will be taken.) A. Melinda Cervantes, County Librarian B. Ruth Gipstein, Chair C. Dolly Barnes, Community Librarian D. MaryLou Taylor, Arts Commission Liaison to Library Commission E. Sue Barrera, Friends of the Saratoga Libraries F. Lori Burns, Staff Liaison 10. Agenda Items for Next Meeting, Wednesday, January 26, 2005, 12:00 noon at the Library 11. Adjournment In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability related modification or accommodation to participate in this meeting, please contact the City Clerk's Office at 408.868.1269 or ctclerk @saratoga.ca.us Requests must be made as early as possible and at least one full business day before the start of the meeting. Certificate of Posing of Agenda: I, Lori Burns, Human Resource Analyst for the City of Saratoga, declare that the foregoing agenda for the meeting of the Library Commission of the City of Saratoga was posted on November 24, 2004, at the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga, CA 95070 and was available for public review at that *cation. The agenda is also available on the City's website at www.saratoga.ca.us /library.htm. Signed this 24th day of November 2004 at Saratoga, California. Lori Burns, man Resource Analyst 868 -1252 lburns@saratoga.ca.us Library Commission Agenda Page 2 of 2 December 2004 Special Meeting of JPA to vote on 2005 Library Ballot Measure on December 16 1:30pm Library Administration Offices. Polling survey to be conducted December 3 5, 2005. II Options 1) Special mail only election with a May 3, 2005, ballot return deadline Requires that campaign focus includes education regarding mail only elections No significant track record for mail ballot elections in California, but sued in other states routinely 2) June 7, 2005 Special Election Fewer polling locations May be able to share ballot and cost 3) Wait for next General Election Significant funding loss for SCCL as current assessment sunsets in June 2005 B. 04/05 Library Commission Work Plan Update Commission Vacancies Commission Sandhu is unable to serve due to extended absence Interviews for Commission appointments will take place on January 5, 2005 04/05 Expenditures Commissioners did not attend CLA, so no related expenditures. Expenditures to date $123 Commissioners Membership in CALTAC submitted and individual toolkits ordered C. Installation of Antenna and Flagpole Update Burns, Staff Liaison No reportable action. D. Permanent recognition to the donors of the "Furnishing the Future Fund" Barnes, Burns, McDonnell, Meek met to identify locations for installation on patios. Manufacturer sent III incorrect screws. Installation to take place as soon as correct screws are received. E. Library Signage Subcommittee Update Burns to coordinate meeting: HPC Chair, Nilan, Barnes, Novakovitch, Meek F. Designated Parking for Friends of the Saratoga Libraries Volunteer Update Tinfow, Assistant City Manager Not enforcing yellow parking zones, even with a placard, was selective enforcement and not an optimal solution Proposal to designate two parking places for FSL volunteers not endorsed by FSL Tinfow to report back on possibility to change yellow curb to allow non commercial vehicles to load and unload G. Library Construction Project List Tinfow, Assistant City Manager Progress to Date Tinfow distributed report and reviewed Copies part of permanent record. H. Library Capital Improvement Fund Update Tinfow, Assistant City Manager Discussed role of Commission. Per City Council's direction, Tinfow is researching financial data to set aside funds for large maintenance expenditures such as exterior painting and will report to Commission when complete. 8. New Business A. HAC Difficulties particularly in Community Room Tinfow explained problem and is working toward resolution. If not resolved by January 22, 2005, Commission will meet at City Hall Administrative Conference Room. 9. Reports: (This section is informational only; no actions will be taken.) Library Commission Minutes December 1, 2004 Page 2 of 4 A. Melinda Cervantes, County Librarian County is holding Commissioners and Friends Forum and December 4, 2004 9:30 to 1:00 State Librarian will speak Breakout sessions Building Tour and Lunch CLA Conference Very well done Highlight was a very inspirational literacy video Cupertino's Library Opening October 30 30 minute ceremony large attendance State library Construction Funds Distributed Morgan Hill and Gilroy did not receive funds although applications were highly rated B. Ruth Gipstein, Chair Commended Cross's work on the Commission Future focus of Commission Procedures, Mission Statement, Work Plan, Commissioner Education C. Dolly Barnes, Community Librarian No report D. MaryLou Taylor, Art Commission Liaison to Library Commission Hanging system fully operational Bonnie Stone will be the last artist to have work displayed this year Arts Commission will jury submissions in January 2005 for next year Hoping to hang banner on art wall that read Saratoga Arts commission Tracy Halgren, Arts Commission Chair, named Volunteer of the Year by the Peninsula Open Space district E. Sue Barerra, Friends of the Saratoga Libraries New Web Page Distributed holiday events announcement F. Lori Burns, Staff Liaison Joint meeting with City Council June 1, 2005 10. Agenda Items for Next Meeting December 1, 2004 Flag Pole New Sign Installation of Signs Related to "Furnishing the Future' Campaign Designated Parking for FSL Volunteer Work Plan Library Construction Project List SCCL Finances Gay Strand 11. Adjournment Grover /Cross moved to adjourn meeting at 12:00. Motion passed 4/0 In compliance with the Americans with Disabilities Act, if you are a disabled person and you need a disability related modification or accommodation to participate in this meeting, please contact the City Clerk's Office at .408.868.1269 or ctclerk @saratoga.ca.us Requests must be made as early as possible and at least one full business day before the start of the meeting. Library Commission Minutes Page 3 of 4 December 1, 2004 LIBRARY COMMISSION RECOMMENDATION LIST 12/1/04 00 Area qW Y it�. k specific area problem Note Cost Estimate 1 outside back pa ADT alarm needs to be connected to interior system County must initiate work security $855 $17 /mo 2 circ workroom Y &D Cabinets staff copy room needs counter per plan. Direction to proceed given to contractor 3 cafe Y &D Cabinets cabinet doors need to be added Direction to proceed given to contractor 4 children's bench upholstery; wrong material Direction to proceed given to contractor 5 circ workroom carpentry under check -out desk/extra construction supplies never removed DONE 6 circ workroom carpentry Friends Sorting Room ceiling /stain DONE 7 adult carpet carpet along wall at nonfiction end /many gaps at edgeof room fine as -is DONE 8 circ workroom carpet carpet next to Dolly's office door /carpet pulling away from wall fine as -is DONE 9 community roor carpet carpet near bldg corner /gap next to wall fine as -is DONE 10 adult casework Reference desk /scratches DONE 11 children's city staff exit door near picture books no "emergency door alarm" sign safety DONE 12 adult city staff Sign behind reference desk/needs to be attached safety DONE 13 circ desk city staff secure light cord at circ desk safety DONE 14 art wall in lobby City staff artwork hanging system install hanging system approved DONE 15 children's City staff "Emergency Information" sign Keeps falling off wall DONE 16 community roor City staff refrigerators in closet need to be removed rec sell DONE 17 check -out lobby City staff cords to security gate secure and camouflage DONE 18 all elec lighting electrical training /need training on controls, etc. DONE 19 adult electrical linear lights over nonfiction /3 sections out DONE 20 cafe electrical lights /turn on off in Community Room DONE 21 check -out lobby electrical 2 lights closest to cafe /needs to be replaced DONE 22 restrooms electrical plan staff rest rooms ventilation /neither have exhaust fans DONE 23 adult PCI right exit door gap on left side DONE 24 cafe wall panels wall panels behind books /not finished DONE 25 foyer wall panels wall panels for bulletin boards /never mounted DONE 4 1 25 circ workroom Y &D Cabinets break room microwave shelf slants down wrong type of microwave installed; suggested Dolly buy new one 26 children's Y &D Cabinets cabinetry at entrance to children's room self check machine does not fit recom modify to fit 2 machines 27 children's Y &D Cabinets metal ceiling panel by community rm door loose 28 outside Y &D Cabinets rain gutters above fiction windows inadequate for rain flow 29 foyer Y &D Cabinets brochure racks plexiglass never added expected to be done 9/8 30 all Y &D Cabinets need 6" of buffer at bottom of stacks may be solved by cart bumpers 31 all floor plugs missing on some Walker Duct covers; water 32 tech training rm walker duct 2 areas damp; 1 corroding 33 children's PCI Orchard Room Door doesn't operate properly replacement knob ordered 5