HomeMy WebLinkAbout06-27-2012 Library Commission Meeting Agenda PACKET
City of Saratoga
Library Commission
AGENDA
DATE: June 27, 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 June 27, 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 April 25, 2012 meeting.
Old Business
1. Facility Update-
a. Book-Go-Round HVAC project
b. Electric Vehicle Dual Charger
2. Library Commission Work Plan
3. CALTAC Membership/ Name Tags
4. Upcoming Events
New Business
5. Strategic Direction- Nancy Howe
6. Emerging Trends- Sharon Andres
Reports
7. Nancy Howe, Acting Santa Clara County Librarian
8. Gayathri Kanth, Community Librarian
9. Teri Creamer, Friends of the Saratoga Libraries
10. 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: April 25, 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 as Acting County Librarian, Mainini Cabute
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 April 25, 2012 meeting.
McBane Mulford/ Baxter moved to approve the minutes. Motion passed 5-0.
Old Business
1. Library General Obligation Bond & Facility Update
McBane Mulford requested for a timeline on the solar panel project and requested to have this
item in the June agenda to allow Nancy more time to discuss the complexities of the solar
agreement.
McBane Mulford stated that the Library should conduct some form of outreach to elected
officials to inform them about the library’s value to the community, and suggested that Kanth
coordinate a VIP tour and informational packets about the library.
2. Library Commission Work Plan
McBane Mulford gave update on Asset-Mapping meeting with Mayor Page and Council Member
Lo. Commissioners brainstormed on other types of activities that the Commission should
consider during this year. Kanth stated a few options, including a VIP night for City staff and
commissioners, the Mustard Festival, and perhaps a ten year anniversary celebration for the
new library. Baxter suggested having an event that included local artists. Kanth also mentioned
that the library can conduct a survey that asks library patrons to list their top 10 favorite things
about Saratoga with hopes to see the library making it on that list.
The commissioners expressed interest in Kanth’s ideas and stated that they would be glad to
support them as part of the work plan.
McBane Mulford requested that City staff proactively inform the commissioners on items that
are important and relevant as they surface at the City.
3. Upcoming Events
New Business
4. CALTAC Membership/ Name Tags
Commissioners received the CALTAC membership forms and completed them and returned
them to Cabute. Commissioners also stated that they would be willing to pitch in for name tags
to get a good quality name tag, if the remaining budgeted amount does not cover the full costs.
Reports
5. Nancy Howe, Acting Santa Clara County Librarian
Howe stated that JPA will be meeting and the budget will be the main item. Howe stated was
pleased with the budget report and believes that certain things may be restored.
6. Gayathri Kanth, Community Librarian
Kanth stated that Saratoga News reporter, Brian Babcock has asked her to write a monthly
column. Andres suggested Kanth write about a 24/7 access to research material. Kanth also
stated that she would like to explore the idea of a Seed Library since the Master Gardener series
has been a huge success.
7. Teri Creamer, Friends of the Saratoga Libraries
8. Sharon Andres, Library Commission Chair
Agenda Items for the Next Meeting
Discuss Solar Project and the benefits of energy savings.
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: June 27, 2012
Re: Library Projects Update
As of June 27, 2012, the following facilities items have been completed at
the Library:
• The Back room flooring project has been completed.
• Three additional ceiling fans were installed in the back room.
• The new roof under the solar panel areas has been installed.
• The solar panels and inverters have been installed on the roof .
Projects in progress:
• The Public Works and Building Departments are working on the
completion of the solar project.
• Increased the conditioned air flow into the Friends room.
City of Saratoga Facilities Department
City of Saratoga
Memorandum
To: City of Saratoga Library Commission
From: Mainini Cabute, Administrative Analyst II
City of Saratoga
Date: June 27, 2012 Library Commission Meeting
Subject: CALTAC Membership/ Name Tags
Recommendation: Authorize the purchase of official Library Commissioner name tags and each
commissioner pay $15.50 toward the name tags.
In early 2012, the Library Commission expressed interest in purchasing name tags to wear at
meetings when representing the Library Commission. City staff agreed and checked to see if
there was any City funding for name tags. For fiscal year 2011-2012, the Library Commission
had a budget of $200. However, on June 6, 2012, City staff submitted CALTAC applications for
five commissioners in the amount of $23/each, totaling $115, leaving a balance of $85 to be
used toward name tags.
City staff recommends that the Commission purchase name tags from the same vendor where
City employees receive their name tags to achieve consistency. To purchase five name tags,
with the unit price is $32.50, the cost will be $162.50. After applying the remaining $85 from
the City budget, there would be balance of $77.50 and if divided between all five
commissioners, each commissioner would be asked to pay $15.50 toward their name tags.