HomeMy WebLinkAbout06-13-2007 Library Commission MinutesCITY OF SARATOGA
LIBRARY COMMISSION
MINUTES
DATE: June 13, 2007
TIME: 12 noon to 2:00 p.m.
LOCATION: Community Room, Saratoga Library
13650 Saratoga Avenue
Saratoga, California 95070
1. Call to Order
Chair Thirumule called the meeting to order at 12:05 p.m.
2. Roll Call
Commissioners present: Thirumale, Chiou, Lemmon, Nilan, and McBane Mulford. Others
present: Nancy Tucker, Los Altos Library Commission member, Dolly Barnes, Community
Librarian, Melinda Cervantes, Santa Clara County Libranan, Tat Blesch, Friends of the
Saratoga Libraries, and Cathleen Boyer, City Clerk.
3. Report on Posting of the Agenda
Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly
posted on June 10, 2007.
4. Accept Agenda Items and Order
Thirumale motioned acceptance of the agenda items and order, Chiou seconded and the
motion passed 5/0.
5. Approval of Minutes of March 28, 2007
Chiou motioned approval of the minutes, Lemmon seconded and the motion passed 5/0.
6. Oral Written Communication
No oral or written communications presented to the Commission.
7. Old Business
By way of his June 6, 2007 memorandum to the commission, Thomas Scott reported (in
absentia) that the new HVAC control system has been installed and is now working on the
internet. The following projects are being worked on:
*The outside wall staining project is planned for summer 2007
*Correcting lighting problems in the Childrens' area
*Repair of various lighting and power problems
*Installation of a safety ladder for the roof
Maintenance cleaning of the "cool roof'
*Installation of PG &E meters for Metro /PCS and the City
8. New Business
A. Review of the Library Commission's goals and mission statement
Since the commissions goals have not been reviewed in some time, Nilan moved to
create a subcommittee to review and rewrite commission goals for 2007 -2008. Chiou
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June 13, 2007 Meeting Minutes
Page 2 of 6
seconded. (Motion passed 5/0). Sam McBane Mulford and Roxanne Nilan were
nominated as members.
B. Clarification of the discrete roles of the Saratoga Library Commission and the
Friends of the Saratoga Libraries.
Since recent discussions with City staff and City Council members have revealed
confusion regarding the difference between the Library Commission and the Friends of
the Saratoga Library, commissioners and guests discussed the two organizations' relative
roles, responsibilities and accountability
It was agreed that while both organizations support and advocate for the library, the
Friends are primarily an advocacy group through both programs and a variety of
fundraising projects (such as the library bricks, paperback book sales, and the very
successful Book -Go- Round, which alone brought in $138,000 in the past 11 months).
The Friends' board, elected by the membership, is accountable to the membership. The
Friends supplement the library's annual budget, to enhance the collections, services, and
programs provided to the community. Most recently, it provided two -year funding to
keep the library open on Mondays.
Library Commissioners are appointed by the city councils of Saratoga (4) and Monte
Sereno (1), and serve as the Council's eyes and ears, providing advice to city council,
staff, Santa Clara County Library staff, and the City Librarian, on library policies,
budgets, plans, and procedures. As city appointees, they serve the entire community of
Saratoga -Monte Sereno, and are subject to the Brown Act. (The Friends have no such
political accountability). The City of Saratoga owns both the current library building
(though not its collections) as well as the former library building, now the Book -Go-
Round. The Commission serves as an oversight committee to public funds in the Library
Capital Improvement fund.
Clearly, the Friends and the Commission have the library as a common bond (often
commissioners are also members of the Friends), and the two groups collaborate in many
ways. A member of the Friends board serves as an ex- officio member of the Commission.
Both give voice to different issues within the community and to the Council, although
they may do so by different means.
Lemmon mentioned that other service organizations are interested in the library, noting
that the Lions Club (of which she is a member) has also donated to the Library. Barnes
added that this community is small enough that people feel an ownership for the building
and library activities, which may not by typical of larger communities.
Los Altos Library Commissioner Nancy Tucker (who is also a member of the Los Altos
Joint Powers Authority, and the Los Altos friends) was invited to share information about
the Los Altos library, friends and commission. She noted that the Los Altos Commission
has seven members, who (like Saratoga) are interviewed and appointed by the council.
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June 13, 2007 Meeting Minutes
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Applicants attend at least one commission meeting before submitting their application.
Los Altos has a Mayor's meeting with all chairs of commissions.
Nancy emphasized the importance of being an active advocate. The Friends of the Los
Altos Library have been very successful in her view; they raise about $100,000 a year to
supplement the Library's funds. The Friends have also received significant legacies from
community members. Funds have been donated to several different groups, including the
Los Altos Library Endowment (LALE), which generates funding from private sources,
and seeks larger investments. These various organizations sponsor speakers, contribute
funding for materials, and may be able to supply capital funds for the facilities.
Recently, voters of the cities of Los Altos and Los Altos Hills created a Los Altos Joint
Powers Authority (LAJPA), and through taxation, funds have been raised to support
additional hours and library materials at both library locations. However, this local tax
expires in 2010 or 2011, and voters will be asked to increase the parcel tax as well as
fund a second addition to the Library.
Due to the creation of these various fundraising organizations (including the friends and
the LALE) and the establishment of the local JPA, there was some discussion of having
the commission serves as an umbrella organization to address the complexity of
relationships.
Tucker stated that city government of Los Altos as well as the community is very
invested in the library facility, and have shown that they feel that the facility supports the
City by maintaining property values. Interestingly, local realtors supported Measures A
and B in the last election even though they were reprimanded by the state board of
realtors, whose policy has been to disapprove of any property taxes. (Saratoga realtors
have similarly been supportive of library and educational efforts).
The LAJPA has representatives from both city councils, and is supported by City of Los
Altos staff. It is currently funding a needs assessment study for the addition to the library,
to guide the future planning and to provide the research and data gathering and
community engagement necessary to support an expansion campaign. A separate
Expansion Committee, organized by the Library Commission, is being established to
address the future needs of the Los Altos Library facility. The Friends in Los Altos have
engaged an architect to establish a schematic design for expansion of the library.
Cervantes noted that as more local JPAs, like that of Los Altos/Los Altos Hills, are
formed, the Santa Clara County JPA will have more trouble convincing county voters to
support taxation for other county libraries like Saratoga. Local support is an estimated at
75 to 80 percent, yet when so many organizations engage so many people to support their
individual libraries, valuable efforts are duplicated and the goodwill of donors and
taxpayers may be exhausted.
Tucker shared some of the lessons learned in Los Altos. For the local election, they
formed a committee of seven to work with a marketing professional, commissioners,
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June 13, 2007 Meeting Minutes
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former mayors, Friends board members, and other community people. They reached out
to the community in a number of ways: personally distributing lawn signs; contacting
editors of local and high school newspapers; attending Los Alto School District meetings,
and community picnics; asking for endorsements from influential city officials. They
found they had to educate the public about turning in mail -in ballots.
Tucker said Los Altos is fortunate in having the North County Library Authority as
another funding mechanism. Subcommittee will invite certain community members to
participate on the committee. NCLA, Friends and Commission met together when first
expansion was first discussed, and continue to hold joint meetings from time to time. The
County Library is also represented at those meetings.
The Los Altos Library Commission sought approval from the City to print business cards
with logo; in San Jose, they provide business cards to Commissioners. These are handy to
hand out when advocating on behalf of the library.
C. Calendar Adjustments
Beginning with the new fiscal year (July 2007), the Library Commission will meet six
times a year. Nilan moved to schedule 2007 -2008 meetings as follows (Chiou seconded,
passed 5/0): August 22, October 24, December 5, 2007, and February 27, April 23, and
June 11, 2008. Meetings are normally held the fourth Wednesday of the month, except in
December due to the holidays. All meetings are held from 12:00 noon to approximarly
2:00 p.m. in the Community Room of the Saratoga Library, except the December 5
meeting, held 10 a.m. to 12:00 p.m. at the Book Go Round)
D. Friends and Commissioners Forum Report Tat Blesch
Blesch reported on the presentation of Dr. Ken Haycock, Dean of the Graduate School of
Library and Information Science, San Jose State University, January 13, 2007. His
subject was "Developing a Powerful New Vision," and focused on developing a wide
range of resources, free access to resources, and personal assistance. Haycock believes
strongly in advocacy and emphasized publicity, public relations, marketing, and
lobbying. He encouraged the use of such terms as "family literacy," "community
awareness of issues," and "development of community."
Library advocacy should include planned, long term volunteers who are constantly seen
by the community (friends organizations), and should include constant reminders of
mission. Advocacy should respect all power bases. "People do things for their own
reasons, not ours. We volunteers should go where they are, not necessarily drag them to
the library unnecessarily." Advocacy is about connecting agendas. Libraries can fill
needs.
Dr. Haycock encouraged clear and measurable mission statements, an assessment of
current market situations and target groups, an opportunity- issues analysis (as well as an
analysis of the competition), and ongoing evaluation.
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June 13, 2007 Meeting Minutes
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The commission is the means for communicating between citizenry and the City, while
the Friends is a more powerful means to emphasize to the public the need to have and
support a library. Tat encouraged the commission to use its advisory role to educate the
city and its citizenry, collect statements of support, identify needs, work with service
organizations, etc.
9. Reports
A. Melinda Cervantes, County Librarian
Sen. Joe Simitian has introduced SB156, California Reading and Literacy Improvement
and Public Library Construction and Renovation Bond Act of 2008. If passed by the
legislature and signed by the governor, this Proposition could appear as early as the
November 2008 ballot. [Update: The Senate Appropriations Committee place SB156, in
committee, on "suspense," which means it will have until January 31, 2008 to be sent to
the floor for a vote.]
The old Morgan Hill Library closed June 9th to begin moving into its new building.
The Grand Opening will be held July 21, 2007, at noon.
The 2008 Silicon Valley Reads book selection is Distant Land of My Father, by Bo
Caldwell, the debut novel of a Cupertino author. It tells the story of betrayal and
reconciliation spanning several years across two continents. The book will be the subject
of numerous programs throughout Santa Clara County in February 2008, when readers
are asked to read the same book, at the same time, and discuss it. This will be the sixth
year of Silicon Valley Reads, which is co- sponsored by the Santa Clara County Library,
the Santa Clara County Office of Education, and San Jose Public Library Foundation.
The goals of the program are to promote reading and literacy while building a sense of
community through dialogue among widely diverse readers.
The JPA Board adopted the FY2007/08 Santa Clara County Library Budget at their
meeting on Thursday, June 7, 2007.
*The County Library's Information Systems manager is retiring. An interim systems
manager will be appointed through County's IS department for six months while the
Library recruits for the position. (The vacancy will be posted in August).
*Gilroy's library building is failing and requires a 1.7 million investment to continue use.
Gilroy's city manager, who is retiring in December, is willing to take this forward now
and consider this as a CIP project. They hope to identify a local solution in July.
B. Dolly Barnes, City Librarian
Saratoga's childrens librarians made 59 presentations to 3,565 students in 11 days of
visiting eight schools. They made a variety of presentations with riddles, science
experiments, and other fun and engaging activities. Their goal was to promote summer
reading. It must have worked through June 12 more than 400 children have signed up
for the summer reading program.
Adult services libranans have participated in book talks at the Foothill Club, were
invited to attend an arts forum at Villa Montalvo, and participated in the County
Library's outreach at the Book Club Convention at Expo San Jose.
C. Vandi Thurumale, chair
Special meeting on May 2 went very well. Minutes will be reviewed at the next meeting.
D. Tat Blesch, Friends of the Saratoga Library
30 businesses have signed up for Saratoga's annual sidewalk sale in the village in
September. "Saratoga Swings," July 14 and 28, 2007, will include salsa and "older
generations."
The Friends recently approved a planned giving subcommittee of Friends and five
others, to develop a "Leaving a Legacy" program. The Friends worry that the library
cannot depend upon long -term government or tax funding, and would like to explore
other streams of revenue.
10. Suggested agenda Items for Next Meeting August 22, 2007
Mission and Goals Discussion
SCC Library Strategic Planning Process Update
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June 13, 2007 Meeting Minutes
Page 6 of 6
11. Adjournment
Chair Thirumale moved to adjourn the meeting at 2:00 p.m. (Nilan seconded; 5/0)
CITY OF SARATOGA
LIBRARY COMMISSION
MINUTES
DATE: August 22, 2007
TIME: 12 noon to 2:00 p.m.
LOCATION: Community Room, Saratoga Library
13650 Saratoga Avenue
Saratoga, California 95070
1. Call to Order
Chair Thirumale called the meeting to order at 12:00 p.m.
2. Roll Call
Commissioners present: Chiou, Lemmon, McBane Mulford, Nilan, and Thirumale. Others
present: County Librarian Melinda Cervantes, Community Librarian Dolly Barnes, Saratoga
Facilities Maintenance Supervisor Thomas Scott, Tat Blesch of Friends of the Saratoga
Libraries.
3. Report on posting of the agenda
Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly
posted on August 17, 2007 (Boyer).
4. Accept Agenda Items and Order:
No additional items may be added pursuant to Government Code Section 54954.2.
Lemmon/Chiou moved to accept the agenda items and order (Motion passed 5/0.)
5. Approval of minutes of Special Meeting May 2, 2007
The following corrections to the minutes were identified: typo correction, p.2b, of Ruth
Gipstein (add s); and inclusion of full date for Lon Tinfow's report, May 3, 2005.
McBane Mulford/Lemmon moved to approve minutes with the corrections. (Motion passed
5/0.)
With a change in commission "secretary" from Nilan to McBane Mulford, it was confirmed
that in the future, meeting minutes will be forwarded to the chair for review at least two
weeks prior to the next meeting of the Commission. The minutes, reviewed and corrected,
will be forwarded by the chair, with the upcoming meeting agenda, to the city clerk
(Cathleen Boyer) at least one week prior to the next meeting of the Commission.
6. Oral Written Communication
No oral or written communications presented to the Commission.
7. Old Business
A. Building Maintenance Update.
Thomas Scott reviewed progress as of August 14, 2007. Projects discussed at the June
meeting are still in process. Scott added that, following the May 2, 2007, special meeting, he
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August 22, 2007 Meeting Minutes
Page 2 of 4
obtained relevant account numbers from the city's finance depai tment, and is tracking
activities accordingly. He will work with Gay Strand of the County Library on the lighting
issues in the Children's Room, and will call upon the Facilities Subcommittee members as
necessary to obtain input and feedback on projects when appropriate.
B. Review of the Library Commission's Mission Statement and Goals
Nilan circulated the draft, "Saratoga Library Commission Goals 2007 2008," and asked
commissioners to review them. (Two proofreading suggestions by Cervantes were
incorporated.) Goals should be both concise and measurable.
She also circulated a copy of the "commission profile" from the City of Saratoga's website,
and noted the following two corrections for action by the City Clerk: Nilan's term ends in
October 2008, not 2007 as stated; and Vandi Thirumale is commission chair (not Chiou, as
stated.)
Commissioners discussed the need to clearly differentiate the profile and mission statement,
and to create a concise, easily repeated and clear mission statement.
Nilan suggested that a subcommittee revisit and revise the profile and mission statement to
reflect current context and future direction. Lemmon and Chiou volunteered to review the
profile and mission statement for discussion at the next Commission meeting.
Blesch noted, in response to a need expressed by Friends of the Saratoga Libraries, staff from
the Santa Clara Library have scheduled five forums on the following topics to help them
better understand the library's services, programs, collections and operations: Money
Matters, Circulation and Community, Online Services, Children's Services, Adult Teen
Services. Dolly Barnes distributed a schedule of the forums, planned for August through
December of 2007, and invited commissioners to attend. Since individual commissioners are
also members of the Friends, official noticing is not required. (No Commission business will
be discussed amongst Commissioners at a forum).
In discussing the forums, as well as goals and mission statements, commissioners noted the
need for commissioners to understand specific responsibilities of the Santa Clara County
Library vs. the City of Saratoga, particularly with respect to financing the facility's
operations, maintenance, repair and improvements. (The lease agreement establishes certain
responsibilities, and the Capital Improvement Fund is governed by restrictions for its use.)
The Commission would like to invite staff from both the County Library and the City to
discuss the roles, responsibilities, and accountability of each jurisdiction to clarify oversight
roles and to craft specific goals regarding facilities and finance. Those identified for tentative
invitation by the Chair to future meetings include John Cherbone, Saratoga City Public
Works, city finance director Mary Furey, and county library finance director Gay Strand.
Tat Blesch requested that all future minutes and other documents distributed for review or
action by the Commission include page numbers and revision dates.
Nilan/Thirumale moved that Commissioners review the goals as drafted and approve them at
the next meeting (motion passed 5/0.)
Saratoga Library Commission
August 22, 2007 Meeting Minutes
Page 3 of 4
9. Reports
A. Melinda Cervantes, County Librarian
Dolly Barnes has announced her retirement as city library (see below), and the County
Library is recruiting for her position. They are beginning with a list of applicants for the
recent Cupertino Community Librarian position, which included many well qualified
candidates. SCCL will also recruit externally as well as explore internal opportunities. Since
this will take several months, Dolly will recommend an interim replacement. SCCL is
committed to selecting someone as talented and capable as Dolly to assume the position.
The Grand Opening of the Morgan Hill Library, held July 21, 2007, was attended by more
than 4,500 people. The next issue of the newsletter will have photos of the event.
An interim Information Services manager is in place, and SCCL is working to fill the
position. The County Library will most likely see many retirements over the next few years.
B. Dolly Barnes, Community Librarian
Barnes announced her retirement at the end of December, although her last day at work
will be near the end of October. She has worked in this position for twenty years, and with
the county library for 36 years. She stated her appreciation for her wonderful staff, and for
Saratoga's community support and appreciation for library services. She believes that Santa
Clara County is an excellent, family friendly employer, who has made it possible to achieve a
work life balance.
A new service, the "Jobs Kiosk is now located in the Saratoga library (one of four county
locations; the others are at Gilroy, Cupertino, and Campbell). This is a first installation of a
project between San Jose Mercury News and Yahoo Hot Jobs. Job seekers work through
menus of available positions at the kiosk. Although positions are included, the kiosk is
particularly strong on hourly, entry level positions. She noted that this is an opportunity to
work with community college students. The library provides power only. The kiosk uses
wireless communication, no data connection required. The machine also monitors paper
stock and alerts project's staff to replace supplies as necessary.
C. Vandi Thirumale, Chair no report
D. Tat Blesch, Friends of the Saratoga Libraries
The Saratoga Village Development Council is sponsoring a Lantern Walk on Saturday
September 22, from 5 to 7:00 p.m. The SVDC also sponsors the Pet Parade and the Witchy
Walk. The Library will hang a lantern in the building in advance to publicize the event.
A recent Gentry Magazine article featured the Village, and the San Jose Mercury News has
also scheduled a feature.
The Saratoga "Authors Hall of Fame," is on display through September. On September 5,
at 9:30 a.m. (Community Room), a Friends breakfast forum will host the local author of
Dancing in My Nightgown.
Blesch noted that the Friends subcommittee working to establish an endowment for the
library, hopes to frame a mission statement. To encourage giving, individuals will want to
know that the legacy they are funding is aligned to their values. The Friends would like
individual commissioners to act as liaisons and ombudsmen within the community to
generate support for the concept. Nilan encouraged a clear statement, noting that targeted
endowments can be quite successful, while trying to be everything to everyone will prove
less so. Blesch stated that the Fnends Subcommittee is seeking a tax attorney to volunteer
expertise toward the effort.
10. Agenda Items for Next Meeting
Review and Discussion of Mission Statement
Review and Discussion of Commission Goals for 2007 2008
Library Facility Finances and Responsibilities Discussion
Election of New Chair
Distribution of Library Commissioner Handbook
Saratoga Library Commission
August 22, 2007 Meeting Minutes
Page 4 of 4
Adjournment
Thirumale/Nilan moved to adjourn the meeting at 1:43 p.m. (motion passed 5/0)
Memo
To: Library Commission
From: Thomas Scott, Facilities Maintenance Supervisor
Date: October 18, 2007
Re: Library Projects Update
City of Saratoga
Facilities Department
As of October 18, 2007, the following facilities items have been completed at
the Library:
Repaired the roof siding over the Lobby.
Installed a new safety ladder for the Lobby roof. 1
Projects being worked on:
The outside wall staining project is planned for November of '07.
Correcting the Children's area lighting problem.
Repairing various lighting and power issues.'/
Maintenance cleaning of the rest of Cool Roof areas.
Installing PG &E meters for Metro /PCS and the City. V'