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HomeMy WebLinkAbout09-28-2005 Library Commission MinutesCITY OF SARATOGA LIBRARY COMMISSION MINUTES DATE: September 28, 2005 TIME: 12:00 noon LOCATION: Community Room, Saratoga Library 13650 Saratoga Avenue, Saratoga CA 95070 1. Call to Order Chair Gipstein called meeting to order at 12:00 noon. 2. Roll Call Commissioners present: Chiou, Gipstein, Grover, Lemmon, Nilan. Absent Stone (excused), Thirumale Others present: County Librarian Melinda Cervantes, Community Librarian Dolly Barnes, Friends of Saratoga Libraries Representative Sharon Pearce, Saratoga Facilities Maintenance Supervisor Thomas Scott, Staff Liaison Cathleen Boyer 3. Report on Posting of the Agenda: Boyer reported that pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on September 28, 2005 4. Accept Agenda Items and Order: Lemon/Chiou moved to accept the agenda as presented. Motion passed 5/0 5. Approval of Minutes of February 23, 2005 Correction to 9A by Cervantes: Measure A passed with 72.04% and Measure B failed to pass at 64.23 Grover /Lemon moved to accept the February minutes as presented. Motion passed 5/0. 6. Oral and Written Communication: In a September 22 email, Marylou Taylor reported that a new Library Art Committee has been established to continue the Library's Art Wall. The Committee will include Marylou and Bonnie Stone and two other members. Bonnie Stone, unable to be at this, her last meeting, commended the commission as a "fantastic team." 7. Old Business A. Building maintenance update Scott reported that as of September 22, the following had been completed: the book drops had been modified for safer usage; the HVAC system has received preventative maintenance; sewer line beneath Children's Room hasn't had any problems; black rubber coving is being installed in Lobby to protect wood trim; a new concrete pad has been poured outside the staff entrance; front driveway drainage was improved over the summer. On his list to do: reprogramming lighting; roof cleaned of dirt and debris from orchard; HVAC on roof needs safety ladder; a drainage problem at roof over staff entrance needs to be addressed; signs to notify public when orchard is being irrigated and appropriate barricades are being ordered. The city will decide when to re -stain the building; bidding is in process. Gipstein asked Scott to clarify the Library Commission's responsibility with regard to the Capital Improvement Fund. At the recent City Council meeting, when the council was asked to authorize replacing the library sign, council members wanted information about how that expenditure would affect the Fund with regard to future improvements that the library might need. The Library Commission could not provide information about the Fund, except that it is responsible for it. Subsequently, Lorie Tinfow answered the council's concerns on the commission's behalf. The Library Commission itself, however, needs to know what is expected of it with regard to the Fund, how the commission will be informed about the fund's status, and how the commission should interact with the Oversight Committee, which, as mandated by the Bond Measure, must exist as long as money raised by that Bond still existed. Cervantes noted that $25,000 from county funds is set aside for roof replacement /repair and maintenance ($5,000 a year over 5 years.) She asked for advice on when and how to transfer funds. B. Installation of Antenna and Flagpole update Scott reported that at its Oct 5 meeting, the City Council will take up the Recreation Department's recommendation to execute the lease agreement with Metro PCS to lease property near the Library, where it will install, operate and maintain a wireless communications facility. Metro will maintain a flagpole on the site, including flag and lights, and a storage facility; will pay all utilities related to their communication site. Metro will also contribute $2,500 towards replacement of the Saratoga Community Library sign. Cervantes asked who will pay for ongoing utilities after installation since there is currently only one meter on the property (paid for by the Library). Will a second meter be installed? Scott will investigate. Barnes emphasized that no library staff will be involved in upkeep of the flagpole, or flag display. Scott will look into who will be responsible for lowering the flag to half -mast when required. C. Library Sign Replacement of the Library sign will be included in Tinfow's October 19 wrap -up for the City Council of status of the Library Capital Improvement fund and tasks remaining to complete construction. It was noted, again, that this is not a request for a new sign but for replacement of the original sign. 8. New Business A. Election of new officers Commission members heartily thanked Ruth Gipstein for her excellent work as chair during this difficult year. Gipstein clarified that terms on the commission and as officers run from October 1 and that the commission is limited to 4 two -hour meetings a year. The commission is responsible for taking its own minutes; the chair is responsible for creating each meeting's agenda. Boyer will continue to post the agenda, and to distribute the agenda and minutes to commission members before the meeting. Grover nominated Heleri Lemmon as 2005 -06 chair and Roxanne Nilan as vice chair; Lemmon and Nilan accepted nomination. They were unanimously elected. Nilan agreed to take minutes. B. CalTac (Calif. Association of Library Trustees and Commissioners) Cervantes encouraged commission members to consider attending the upcoming CalTac workshop on library leadership (October 29 in Santa Clara). As members, each commissioner should be receiving the newsletter, "Caltactics." 9. Reports A. Melinda Cervantes, County Librarian The County Library system is celebrating "Rivers" during the month of September, in conjunction with dedication of Guadalupe River Park Gardens (Sept. 10). Recruiting is underway to fill vacant librarian, clerk and page positions, aiming at interviews and new hires beginning this fall. As a new service, the Library now offers downloadable audiobooks from Recorded Books (an OCLC/NetLibrary service). These can be downloaded on a digital recording device, PDA, or computer via the Library's Web page (with library card and pin numbers). The Library is exploring WiFi access. The Library is exploring automated book handling to move books through the system (from book return back to the shelf) more quickly at same staffing level (an important consideration since Measure B did not pass). The JPA board has recommended staying with the current bar code system until costs drop and technology becomes more consistent. Review of library needs, procedures and staffing is underway. The next meeting of the Santa Clara County Library Joint Powers Authority is scheduled for Oct. 27, 1:30 pm at the Library Administration Offices (14600 Winchester Blvd., Los Gatos.) B. Dolly Barnes, City Library The new Art Committee, replacing the Art Commission, will keep public art on the library's lobby art wall. Recruiting of art work for display over the next 18 months is underway for judging in early 2006. Saratoga's successful "Rivers" programming included Mr. and Mrs. Ted Cheeseman, "A Journey into the Amazon Basin.' Saratoga library volunteer hours logged in between July 2004 and June 2005 totaled 17,233 (including library volunteers and Friends of the Saratoga Libraries). The library will be able to fill 5-6. vacant positions by this fall, including one position frozen for three years. Two librarian appointments have been made. Many applicants, she noted, commented on the good reputation of the library system. Barnes commended Tom Scott's work on behalf of the library, and noted that he was a "joy to work with." C. Ruth Gipstein, Chair Gipstein welcomed Sharon Pearce, and thanked Tom Scott for his informative contributions. In her "farewell address" as chair, Gipstein noted that this had been a sad year. She complimented its members for working well as a team, and expressed her hope that they could spend more time together, believing that four meetings a year do not provide enough opportunity to become familiar with library concerns, share ideas, and formulate suggestions. Gipstein will extend the commission's thanks for outgoing member Bonnie Stone, and will invite her to the December meeting. Lemmon thanked Gipstein for her excellent leadership. D. Sharon Pearce, Friends of the Library Help is needed advertising the "Friday Night Lights" panel discussion Oct. 5. At the Oct. 9 Building Bridges event at West Valley College, the Friends will join the AAUW at a "dragon" theme table. E. Cathleen Boyer, Staff Liaison The next City Council meeting (Oct. 5), will include a declaration of Teens Read Week (second week of October). 10. Agenda Items for Next Meeting, scheduled for December 7, 2005, at 10 to 12 noon. (The next meeting will be located at the Book -Go- Round, on Oak Street. Old Business: Sign replacement: update on Council vote Pole /Antenna update Reports Minutes by Roxanne Nilan NOTE: The commission has scheduled the following upcoming 2005 -2006 meeting dates: December 7, 2005; March 22, June 21, and September 27, 2006.