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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.