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HomeMy WebLinkAbout04-25-2012 Library Commission Meeting_ Agenda Packet City of Saratoga Library Commission AGENDA DATE: April 25, 2012 TIME: 4:00 p.m. LOCATION: Saratoga Library/ Community Room 13650 Saratoga Avenue Saratoga, CA 95070 Call to Order Roll Call Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on April 20, 2012. Accept Agenda Items & Order: No additional items may be added to this agenda pursuant to Government Code Section 59454.2. Oral & Written Communications: 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. Approval of Minutes: Draft minutes for the February 22, 2012 meeting. Old Business 1. Library General Obligation Bond & Facility Update 2. Library Commission Work Plan 3. Upcoming Events New Business 4. CALTAC Membership/ Name Tags Reports 5. Melinda Cervantes, Santa Clara County Librarian 6. Gayathri Kanth, Community Librarian 7. Teri Creamer, Friends of the Saratoga Libraries 8. Sharon Andres, Library Commission Chair Agenda Items for the Next Meeting 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. Library Commission Agenda Note: In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the Library Commission by City staff in connection with this agenda are available at the office of the City Manager at 13777 Fruitvale Avenue, Saratoga, California 95070. Any materials distributed by staff after the posting of the agenda are made available for public review at the office of the City Manager at the time they are distributed to the Library Commission. Certificate of Posting of Agenda: I, Mainini Cabute, Administrative Analyst II 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 April 20, 2012 at the office of the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA 95070 and was available for public review at that location. The agenda is also available on the City’s website at www.saratoga.ca.us. City of Saratoga Library Commission MINUTES DATE: February 22, 2012 TIME: 4:00 p.m. LOCATION: Saratoga Library/ Community Room 13650 Saratoga Avenue Saratoga, CA 95070 Call to Order Roll Call Present: Sharon Andres, Helen Lemmon, Jill Whitcomb, Sam McBane Mulford, Linda Baxter Absent: None Staff & Liaisons: Gayathri Kanth, Nancy Howe on behalf of Melinda Cervantes, Mainini Cabute, Crystal Morrow Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on February 16, 2012. Accept Agenda Items & Order: No additional items may be added to this agenda pursuant to Government Code Section 59454.2. Oral & Written Communications: 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. Approval of Minutes: Draft minutes for the December 7, 2011 meeting. - MCBANE MULFORD/WHITCOMB MOVED TO APPROVE THE MINUTES AS AMENDED. MOTION PASSED 5-0-0. Old Business 1. Library General Obligation Bond & Facility Update - Cabute provided facility updates. McBane Mulford requested for a timeline on the solar panel project and Andres requested for timeline 2. Library Commission Work Plan - McBane Mulford discussed the importance of community asset mapping. There was extensive discussion about how to identify all assets in the community and how to link all of the individuals together. McBane Mulford compared the effort with the infrastructure and method of Linkedin. The group decided to schedule a special meeting on March 9th at Noon in the Library to discuss ideas further and will reach out to Mayor Page and Council Member Lo to communicate asset mapping idea. New Business 3. Form 700 Informational Report - Andres requested that this item be placed on the agenda to remind commissioners to complete and submit document. Form 700 packets are due due April 1 to Morrow, the City Clerk. All Schedules should be completed if it is applicable to the commissioners. Morrow stated that Commissioners should contact FPPC if they have questions. 4. Name Tags - Andres stated that the Commissioners should have nametags to wear when they attend events. Cabute will work with Morrow to determine whether there is funding in the City Clerk’s Office to pay for name tags or whether that funding should be used to pay for CALTAC membership. 5. Historical Display - Andres stated that she and Kanth met with the Historical Foundation and they would like to create a display in the library and that there is only one logical spot for the display. The Historical Society will maintain the Display and pay for costs. Reports 6. Melinda Cervantes, Santa Clara County Librarian - Howe reported on the JPA funding formula and stated that the City of Los Altos has concerns about the JPA formula and believes that the City should receive more. City Managers have been grappling with the formula and want to know if there is a fair way to do it. Overall, stakeholders believe it is time to revisit the formula. Howe stated that those who have concerns about the formula should speak with her. 7. Gayathri Kanth, Community Librarian - Kanth provided a verbal report on Community Library statistics. Kanth stated that circulation has dropped when comparing December 2010 (36,000) with December 2011 (33,000). She also gave a report on recent events such as the Lunar New Year which generated donations that were given to Friends of Saratoga Library. She also said that the Library events have been popular, specifically, the Art of Chinese Calligraphy program with Master Liu, the Teen Advisory Board, and Master Garden Programs. Kanth stated that she will send a written report to Cabute within the next week. - Baxter stated that she informed the Monte Sereno Mayor that Kanth would like to meet with them during the Monte Sereno Mayor’s Coffee event to discuss Monte Sereno’s access to the Saratoga Library. 8. Teri Creamer, Friends of the Saratoga Libraries - Creamer not present. 9. Sharon Andres, Library Commission Chair - Andres reported on events that she recently attended, to include Friends Commission Forum, Treasures of Maharaj, and the Splendor of India. Agenda Items for the Next Meeting -Cabute stated that she will email group in advance of the next agenda to request for agenda items. Adjournment Minutes submitted by: Mainini Cabute, Administrative Analyst City of Saratoga- City Manager’s Office Memo To: Library Commission From: Thomas Scott, Facilities Maintenance Supervisor Date: April 18, 2012 Re: Library Projects Update Completed Projects as of April 18, 2012: • The PIV fire alarm wire repair project has been completed and the alarm has been working correctly since. ( part of the fire alarm system had corrupted wire that went to ground and the wire was replaced. Conduit broken underground. Pulled new wire and is now repaired. • The projects to install a ladder safety cage and 4 ladder safety extension poles have been completed. Current Projects: • Have four Contractors ready to start working on Monday morning May 7th on the backroom flooring project: Flooring Company, Equipment handler, Furniture Company and Electrical contractor. Project timeline one week with Library reopening on May 14th. • Working on the design and costs to build the three covers to close down the outside book drops during the week of the back room flooring project. Will be in place for the one week project. • A Contractor has been approved for the solar project and he is working with the Public Works Department on the final designs and details. http://saratoga.granicus.com/MetaViewer.php?view_id=9&clip_id=733 &meta_id=30991 City of Saratoga Facilities Department The Saratoga Library will be closed Monday, May 7 to Sunday, May 13 for repairs. All services, including the bookdrop ,will be closed from 5 p.m. on Sunday, May 6. No materials checked out at the Saratoga Library will be due during the closure. All services will be resumed on Monday, May 14 at 1 pm. Please visit us online at www.sccl.org. Nearby Santa Clara County District Libraries: Campbell Library 77 Harrison Avenue Mon – Tues 1–9 Campbell, CA 95008 Wednesday 10–9 408.866.1991 Thurs – Sat 10–6 Cupertino Library 10800 Torre Avenue Mon – Thurs 10–9 Cupertino, CA 95014 Fri, Sat 10–6 Saratoga Library 13650 Saratoga Avenue Saratoga, CA 95070 408.867.6126 www.sccl.org/saratoga SARATOGA CITY COUNCIL MEETING DATE: April 4, 2012 AGENDA ITEM: DEPARTMENT: Public Works CITY MANAGER: Dave Anderson PREPARED BY: Iveta Harvancik DIRECTOR: John Cherbone Senior Engineer SUBJECT: Saratoga Library Solar Project – Award of Construction Contract. RECOMMENDED ACTION: 1. Move to declare Central California Solar Electric to be the lowest responsible bidder on the project. 2. Move to award a construction contract to Central California Solar Electric in the amount of $220,000.00 and authorize the City Manager to execute the same. 3. Move to authorize staff to execute change orders to the contract up to $22,000. REPORT SUMMARY: Sealed bids for Saratoga Library Solar Project were opened on Thursday, March 29th. Only one qualified contractor submitted a bid. The construction contract amount was predetermined at $220,000 based on the available amount from the bond approved by voters. The lowest bidder was determined on the highest annual kilowatt hour production estimate of the solar system for the fixed cost of $220,000. In order to be able to fairly compare the bids, bidders were directed to use California Standard Solar Initiative Incentive Calculator widely used to estimate production. Central California Solar Electric submitted an annual production estimate of 91,269 kWh. Staff has carefully checked the bid along with the listed references and has determined that the bid is responsive to the Notice Inviting Sealed Bids dated March 13, 2012. It is therefore recommended the Council declare Central California Solar Electric to be the lowest responsible bidder and award the construction contract to this company. Further, it is recommended that the Council authorize staff to execute change orders to the contract up to an amount of $22,000 to cover any unforeseen circumstances and address additional work, which may arise during the course of the project. FISCAL IMPACTS: Funding for the project is included in the adopted budget as well as in the CIP. Page 1 of 2 Page 2 of 2 CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION: Central California Solar Electric will not be declared the lowest responsible bidder and a construction contract will not be awarded to that firm. ALTERNATIVE ACTION: The Council may make specific findings to declare another bidder to be the lowest responsible bidder or direct staff to re-bid the project. FOLLOW UP ACTION: The contract will be executed and the contractor will be issued a Notice to Proceed. Work will begin soon afterwards and will be complete in approximately two months. ADVERTISING, NOTICING AND PUBLIC CONTACT: This item was posted as a City Council agenda item and was included in the packet made available on the City’s web site in advance of the meeting. A copy of the agenda packet is also made available at the Saratoga Branch Library each Monday in advance of the Council meeting and residents may subscribe to the agenda on-line by opting in at www.saratoga.ca.us. ATTACHMENTS: 1. Bid Summary 2. Construction Contract Saratoga Library Solar Project  Bid Opening: 03/29/2010  Bid Summary     Company Name Bid Amount  1 Central California Solar Electric  1698 Champagne, Tulare CA 93274  Contact: John Rector 1‐559‐467‐1008    91,269 Kwh/yr    2        3        4        5        6        7          City of Saratoga Memorandum To: City of Saratoga Library Commission From: Mainini Cabute, Administrative Analyst II City of Saratoga Date: April 25, 2012 Library Commission Meeting Subject: CALTAC Membership/ Name Tags At the February 22, 2012 Library Commission meeting, Library Commission Chair, Sharon Andres expressed interest in purchasing magnet name tags for each Library Commissioner to wear at events when they are representing in their Commissioner capacity. At that same meeting, City staff stated that there were available funds in the City’s budget but those funds may have to be used to purchase CALTAC name tags if the Library Commission does not have current membership. City staff contacted CALTAC and discovered that the Saratoga Library Commission is not current on its CALTAC membership. Membership for CALTAC is $23 per individual when applying with the group membership discount, which the Library Commission is eligible because there are five or more members. Otherwise, the membership fee is $25 per individual. Currently, there is approximately $200 available in the Library Commissioners Budget. If City staff applies for 5 CALTAC memberships, the total cost would be $115 and the remaining City funds would equal $85, which can be used to purchase 5 magnetic name tags. City staff has included a CALTAC membership application form for each Commissioner to complete and return to City staff to submit to CALTAC. With the Commissioners’ agreement, City staff will purchase the appropriate name tags with the remaining funds.   Join CALTAC CALTAC is a 501(c)(3) Corporation. Dues and other donations are tax dedu ctible.   Applicat io n f or C AL TAC M em be rsh ip (Applications received after 10/31 will appl y to the next Calendar Year)   Date o f Application : N ew _Renew   Name :   Home Address:   City: Zip:   Home Phone : _ Work Phone :   Email: _ Fax:     CALTAC Membership is open to everyone who is or has been a trustee, commissioner, or advisory board member of any library or library system in California as well as library directors, librarians, library staff, Friends, and other library supporters For eac h me mber, please indic ate name of libr ary or library system and position in th e library co mmu nity.             (Name of Library or Library System)     Individua l Me mbership ($25)       Group Me mbership ($23 each for 5 or Present/Former Library or Syste m Trustee , C ommissio ner, or Advisory Board Mem ber Library Director more board memb ers = Honor Board). Attach Me mbership   Librarian/Library Staff Application for m for each me mber of O ther (spec ify) the Group and identify library director, if he/she is joining.         Please mail this f orm with pay me nt to: CALT AC c/o CLA 2471 Flores St San Mateo, CA 94403   For questions or concerns, ple ase contact Membership Co-Chair Doris Lau dklgov@yahoo.com Report to Library Commissions Melinda Cervantes, County Librarian Santa Clara County Library District April 2012 The grand opening of the new 53,000 square foot Gilroy Library will be held on April 28 at the new library, 350 W. 6th Street in Gilroy. Grand Opening Dedication ceremonies will be held from 10:00 am – 11:30 am, with an Open House and Festivities from 11:30 am to 3:00 pm. Silicon Valley Reads event attendance had already topped 6,200 people before the end of March, far surpassing the record of 4,900 set in 2010. Events still continue through April, including programs with each of the two main authors. See the Silicon Valley Reads 2012 booklet or www.siliconvalleyreads.org for information on over 100 programs offered this year. County Librarian Melinda Cervantes has accepted a position as the Director of the Pima County Public Library serving Tucson, Arizona and the surrounding communities. Her last day with Santa Clara County Library will be April 28, the Grand Opening of the Gilroy Library. At its March 15 meeting, the Santa Clara County Library District Joint Powers Authority Board approved an additional budget transfer of $2.8 million from undesignated fund balance for remodeling costs and site improvements for the Library Administration, Service Center, and Warehouse Operations facility on Dell Avenue in Campbell. The JPA Board will hold its next regular meeting on April 26, 2012 at 1:30 pm. JPA agendas and minutes will be posted on the Library website the Friday before each meeting: www.sccl.org.