HomeMy WebLinkAbout06-11-2008 Library Commission MinutesCITY OF SARATOGA
LIBRARY COMMISSION
MINUTES
DATE: June 11, 2008
TIME: 12:00 noon to 2:00 p.m.
LOCATION: Community Room
Saratoga Library
13650 Saratoga Avenue
Saratoga, CA 95070
1. Call to Order
Chair Nilan called the meeting to order at 12:00 p.m.
2. Roll Call
Commissioners present: Chiou, Khan, Lemmon, McBane Mulford, and Nilan. Others
present: County Librarian Melinda Cervantes, Saratoga Community Librarian Barbara
Williams, Saratoga Administrative Analyst Crystal Morrow, Saratoga Facilities Maintenance
Supervisor Thomas Scott; Friends of the Saratoga Libraries Sue Berera,Tat Blesch, and Judy
Johnstone; Heritage Preservation Commissioners Steve Kellond, Chair, and Norm
Koepernik.
3. Report on Posting of the Agenda
Pursuant to Government Code Section 54954.2, the agenda for this meeting was properly
posted on June 4, 2008 (Morrow).
4. Accept Agenda Items and Order:
No additional items were added pursuant to Government Code Section 54954.2. McBane
Mulford moved to accept the agenda items and order, seconded by Nilan. Motion passed 4/0.
5. Approval of Minutes of Regular Meeting April 23, 2008.
Lemmon moved to approve the minutes from the April 23, 2008 meeting, seconded by Nilan.
Motion passed 4/0.
6. Oral & Written Communication
No oral or written communications were presented to the Commission.
7. Old Business
A. Library Commissioner Vacancy Update
i. Chou’s seat will become vacant in October of 2008; it is not currently advertised as
vacant.
B. Heritage Orchard and Sign Update
i. Steve Kellond, Chair, Heritage Preservation Commission introduced himself; he and
Norm Koepernik attended the Commission’s December 2007 meeting to introduce a
signage project being pursued by the HPC. They had presented a design and talked
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about alternatives at that time. Alterations were made to the design based upon the
feedback of the Library Commission.
ii. HPC has designed identification signage that works with the existing library sign.
The design is intended to reflect native and agricultural elements – a low stone wall
with a subtle presence, which is timeless and classic and works with the acute angle
of that corner. The design seeks to marry the two elements (library and orchard)
together. At the December meeting, the Library Commission also looked at greater
detail regarding lighting, lettering, materials, seasonal signage capacity, etc.
iii. HPC Received bids for additional lighting, and designed a system to create steel
sleeves that would allow posts and banners to be installed and removed easily to
address event and seasonal signage. Kellond presented three samples of the type of
field stone that would be used to create a natural field stone wall. Norm presented
four fonts for consideration. The ‘architectural font’ is prismatic and the letters
would cast shadows. The solar lighting option is not being pursued at this time, due
to the expense associated with the fixtures and the question of viability. However,
commissioners mentioned that the Council is committed to green and sustainable
solutions in the community, and may support this through additional funding.
iv. The concept of including sleeves to accommodate poles for seasonal signage
(discussed in December) is also being included in the design. The City will want to
regulate the size, etc., of seasonal signage and has a permitting process. Currently,
the Recreation manages the Center City sign. Cervantes expressed a desire for the
seasonal signage to not significantly impede views from the street to the Library.
v. The commission also requested budget information, which Kellond shared. The
construction budget represents all costs anticipated (materials and labor; permitting
would not carry a fee as it would be a City project). The HPC, Kellond and
Koepernik have contributed their time to develop the design, gather support, etc., at
no cost to the project. There are no other anticipated costs beyond the materials and
labor to construct the design.
vi. The HPC is ultimately seeking final approval from the City Council and continues to
pursue funding collaborations or contributions. They also continue to look for
opportunities to collaborate on programming and events associated with the orchard
and library. Barrera invited the HPC to make a presentation to the Friend’s Board at
their July meeting.
C. Building Maintenance Update
Thomas Scott reviewed the memorandum dated April 15, 2008 re: Library Projects
Update that was distributed as part of the Commissioners’ agenda packet.
i. As of April 15th, 2008, the following facilities items were identified as completed:
a. replacement of the outside failed wood siding
ii. The following projects are currently in progress:
a. Samples for roof gutter covers to mitigate blockage and also work
architecturally are being requested.
b. Correcting the Children’s area lighting problem - the group has made
recommendations regarding the types of fixtures to the Lighting Design
Company. Thomas met on site with the Lighting Design Company on May
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20th and should be getting their product specifications and design soon for
bidding.
c. Repairing various lighting and power issues around the building.
d. Installing PG&E meters for Metro/PCS and the City, this project is planned to
begin this month.
D. Library Capital Improvement Fund
i. The current use of the fund and requests made of it no longer reflect mitigation of
initial design and construction issues, or finalization of items not included in
construction due to issues with the contractor, the City’s oversight in or decision-
making to postpone or defer items so that the building could be opened sooner, etc.
E. CIF Long-term Planning
i. Cervantes shared that Mark Schotz was original the architect with Field Paoli, the
Architect of Record, and that it would benefit the Commission to invite him into the
discussion when considering alternations to the design of the facility. Williams
identified a number of issues that staff is concerned with or would like to see
resolved:
(1) Enclosing café (noise issues presented at previous meeting)
(2) Book drop as a challenge (glare on screen, use in inclement weather, etc.)
ii. McBane Mulford will reach out to Mr. Schotz at the appropriate time, and could
schedule a conference call or visit to outline the issues and obtain input and feedback.
If any design work is undertaken, the Commission would need to appropriate funds to
compensate the architectural firm for their work.
iii. McBane Mulford and Nilan, as the Commission’s Facilities Subcommittee, will
schedule a meeting and tour with Williams to understand the issues identified by staff
and consider incorporation into future capital improvement planning efforts.
iv. The Subcommittee is currently gathering information to create a long term funding
plan for known or planned repairs, replacements and improvements, to include
financial responsibilities of the City, CIF, or County as appropriate. Once complete,
the Commission will need to develop recommendations to Council on proactive
planning for funding allocations to ensure the ability to address long term capital
improvement needs of the facility once the fund is exhausted.
8. New Business
A. Library Monday Hours
i. The Friends of the Saratoga Libraries have recently announced that it will fund
opening the library on Mondays beyond an initial grant made in 2007 that would have
expired at the end of December, 2008. This 2nd grant extends Monday hours through
June, 2010.
ii. Barrera expressed that the community needs to find a permanent funding mechanism,
as the Friends are not in a position to continue funding (this grant exhausted the
principal of the reserve created by the Friends when the library was under renovation
and expansion, and programs were not funded at that time. There is a small window
for strategizing and developing a solution – two years. All feel that this is a
community, and not Friends issue. Barrera attended a JPA Board meeting to
announce the grant, and Cervantes announced that the JPA will begin activity this
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summer to address a more permanent solution or source of revenue for all libraries.
Currently, four libraries in the system are funding Monday hours, but some are
struggling and may or may not be able to maintain the additional funding.
iii. In answer to Khan’s question about the funding from the Friends, they typically make
grants of 120,000 to 150,000 per year specifically for programs and supplemental
collections. They were not able to make grants during the renovation / expansion of
the library, and invested those funds, creating a reserve. At the end of the first grant,
the contribution was just under 300k. This contribution is just under 260. However,
a new labor agreement scheduled for negotiation may impact currently projected
costs for the last two months of funding.
B. Library Commission vacancies, training, etc.
i. Commissioners expressed a desire for an orientation session to be held when new
commissioners are appointed. There may be an opportunity to conduct this orientation
in July, although summer scheduling may not allow this to happen. This orientation,
which should include a staff facilitated tour of the library as well as information
sharing on the history, context, role and capacity of the Commission, would offer an
opportunity for sharing current and anticipated issues before the Commission, etc.
Development of a clear description of commissioner roles and responsibilities could
be crafted at this meeting as well. This type of event would need to be posted
according to Brown Act requirements.
ii. Commissioners may want to consider developing an historical timeline of milestone
events, etc., which would facilitate this orientation of new commissioners.
iii. For future reference this commission will experience three commissioners leaving at
one time due to appointments 2008 appointments.
iv. The California Association of Library Trustees and Commissioners (CALTAC) is the
association for Library Commissioners – they provide Commissioner Training at no
cost. Morrow will explore whether the training can be held here in November, once
Chiou’s vacancy is filled.
v. Commissioner Lemmon will serve as liaison to the Friends of the Library and attend
their Board Meetings.
C. Confirmation of FY 2008-2009 Meeting Dates are as follows (all to be held at the
Library’s community room, 12 to 2pm, except December):
i. August 27
ii. October 22
iii. December 3rd, 10 a.m. to 12:00 noon at the Book Go Round
iv. February 25th
v. April 22nd
vi. June 10th
9. Reports
A. Melinda Cervantes, Director, Santa Clara County Library
i. In May, the Senate passed SB1516, the California Reading and Literacy Improvement
and Public Library Construction and Renovation Bond Act of 2010. The bill will
now move to the Assembly If approved by the State Legislature in the amount of $4
billion, this bill would provide a two-thirds match in State funds to a one-third local
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match for grants of $500,000 to $30 million. The State Library Budget, Public
Library Foundation and Transaction-based Reimbursement funds are stable for the
moment.
ii. Library staff was invited to participate in an All Staff Development Day on May 16.
The day included a lively discussion of the Library implementing the strategic plan
and programs on health in the workplace, dealing with change and book discussions.
Staff was very appreciative of having the day to reconnect with friends and
colleagues, recharge and rejuvenate.
iii. The American Library Association 2008 Annual Conference will be held in Anaheim,
CA from June 26 – July 2. Also in Anaheim, as part of the Foresight 2020 Initiative,
the Urban Libraries Council will host Fast Forward a one day conference devoted to
creating a competitive edge for public libraries through strategic thinking about
advances in technology, the kinds of knowledge that will be in demand and new
trends in individual and social learning.
iv. The 2008 Silicon Valley Reads selection is Not a Genuine Black Man: My Life as an
Outsider by Brian Copeland. Copeland moved to San Leandro in the early 1970s
when he was eight and San Leandro was considered one of the most racist enclaves in
the nation. Copeland is an award-winning writer, comedian, television host, radio
personality, and actor.
v. The Library JPA Board adopted the FY2008-2009 Budget and accepted the Library
Strategic Planning Report at their June meeting. The next meeting of the JPA Board
is October 23, 2008.
10. Agenda Items for Meeting August 27, 2008
A. Library Commissioner Orientation
i. Commission History / Timeline of Milestones
ii. Library Commissioner Job Description
B. Long Term Planning for LCIF Update
11. Adjournment
Chair Nilan adjourned the meeting at 2:08 p.m.