HomeMy WebLinkAbout02-25-2009 Library Commission Minutes
City of Saratoga
Library Commission
Meeting Minutes
DATE: February 25, 2009
TIME: 12:00 p.m. – 2:00 p.m.
LOCATION:
Saratoga Library
Community Room
13650 Saratoga Avenue
Saratoga, CA 95070
1. Call to Order – 12:07 p.m.
2. Roll Call:
Present: Lemmon, Khan, McBane Mulford, Nilan
Absent: Chiou
Staff: Melinda Cervantes, Stella Cao, Crystal Morrow, Barbara Powell, Thomas Scott, Barbara
Morrow Williams
3. Report on Posting of the Agenda: Pursuant to Government Code Section 54954.2, the agenda
for this meeting was properly posted on February 19, 2009.
4. Accept Agenda Items & Order: No additional items may be added pursuant to Government
Code Section 54954.2.
5. Approval of Minutes of Commission Meetings
− Regular Meeting December 3, 2008
o LEMMON: MOVED TO ACCEPT MINUTES FOR REGULAR MEETING ON DECEMBER 3,
2008
o NILAN: SECOND
o APPROVED: 4‐0
− Special Meeting December 8, 2008
o McBANE MULFORD: MOVED TO APPROVE MINUTES FOR SPECIAL MEETING ON
DECEMBER 8, 2008
o LEMMON: SECOND
o APPROVED: 4‐0
6. 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.
‐ No written or oral communications
7. Old Business
A. Building Maintenance Update
‐ Scott reported that power has been restored to all outside lights. There are some lights being
repaired by the Public Works Department. The City hopes to make some additional
improvements to the lighting in the garbage area, so that lights are switched on by a sensor.
‐ Scott added that he recently received a qualified bid from an electrical engineer to activate an
electrical meter for City energy use at the Library. This would separate city lighting and energy
expenses at the Library from Library energy expenses.
‐ Scott reported that he is working with architects to get designs for 4 upcoming projects, which
include remodeling the café area, making improvements to the teen area, remodeling the lobby
and checkout area, and adding a cover for the book return area on the outside of the building.
Once plans are finalized and the scope of work for these projects is clear, Scott said he would
report back to the Commission.
‐ Cervantes asked if there would be a disruption of service while work is being done.
‐ Scott said that the improvements can be done during hours when the Library is closed.
‐ McBane Mulford asked Scott to broadly outline the scope of work in lobby and checkout area.
‐ Scott said he understood the Library would like to better utilize the space in the lobby and
checkout area by removing some of the counter space that is not needed and increasing the size
of the hold area.
‐ Cervantes added that the work to the lobby and checkout area is probably best done during
summer months, when there is less traffic in the Library.
‐ Nilan commented that money for these projects will need to be set aside in the Library Capital
Improvement Fund.
B. LCIF FY 2009/2010 Budget Allocation
‐ Scott reported that money set aside in FY 2008/2009 for remodeling the café area, making
improvements to the teen area, remodeling the lobby and checkout area, and adding a cover for
the book return area on the outside of the building will cover design expenses. The Commission
will need to allocate money for the next fiscal year for construction and material expenses for
these projects.
‐ Nilan asked if estimates for the project expenses would be available before the budget is
finalized.
‐ McBane Mulford suggested estimating project expenses and making adjustments in April, if
necessary, before the budget is adopted. McBane Mulford asked Scott for estimated project
expenses.
‐ As a preliminary estimate, Scott suggested $15,000 be set aside for teen area improvements,
$20,000 for work to the café, $50,000 for the lobby and checkout area renovations, and $35,000
to build a shelter over the book drop area.
‐ McBane Mulford summarized Scott’s estimates, indicating that interior/exterior library
improvement construction expenses would be $120,000. She suggested that an additional
$30,000 be added to interior/exterior library improvement construction expenses as a
contingency.
‐ McBane Mulford also recommended allocating $20,000 from the LCIF to interior/exterior library
improvement design expenses in the Fiscal Year 2009/2010 budget.
‐ Nilan advocated for maintaining the $10,000 allocation for contingent expenses.
‐ McBane Mulford added that allocations for the HVAC improvements would need to be carried
forward, minus anything already expended. If it appears that the HVAC system will cost more or
less than initially expected, the Commission can make adjustments to the recommended
allocations in April.
‐ MCBANE MULFORD: MOVED THAT THE LIBRARY COMMISSION RECOMMEND TO THE COUNCIL
TO MAKE THE FOLLOWING ALLOCATIONS FROM THE LCIF IN THE FY 2009/2010 CITY BUDGET:
O ALLOCATE $20,000 FOR INTERIOR/EXTERIOR LIBRARY IMPROVEMENT DESIGN EXPENSES
O ALLOCATE $150,000 FOR INTERIOR/EXTERIOR LIBRARY IMPROVEMENT CONSTRUCTION
EXPENSES
O MAINTAIN $10,000 ALLOCATION FOR PROJECT CONTINGENCY
O CARRY FORWARD REMAINING FUNDS IN HVAC ALLOCATION
IF NECESSARY, THE LIBRARY COMMISSION WILL MAKE ADJUSTMENTS TO THE
RECOMMENDED FUNDING ALLOCATION IN APRIL OR BEFORE THE CITY BUDGET
IS ADOPTED.
‐ NILAN: SECOND
‐ APPROVED: 4‐0
8. New Business
A. Review of 2008/2009 Commission Work Plan
‐ McBane Mulford summarized the goals that were established during the Library Commission
retreat and indicated that there are essentially 2 primary goals—Commission role and
sustainability and increasing and maintaining access to the Library. The Commission should now
identify how these goals will be achieved.
‐ Morrow Williams added that the Library staff see themselves working towards increasing
customer convenience by helping patrons get the books and materials they want and the Library
is also looking to increase the number of library cards Saratoga Library gives out.
‐ Morrow Williams also discussed the Library’s effort to educate community organizations and
residents about the database services available through the Library.
‐ McBane Mulford asked Commissioners and staff to send her any outreach opportunities that
can be added to the Commission’s work plan.
‐ Nilan complimented McBane Mulford’s efforts to create a roadmap for the Commission, as it
displays the many things the Commission already does and has the potential to do.
‐ McBane Mulford added that it is clear the Commission has made a commitment to being more
present in the community.
B. Agenda Items for Joint Meeting with City Council on April 1, 2009
‐ McBane Mulford indicated that it is helpful to provide the Council with a written report at the
Joint Meeting and offered to write it on behalf of the Commission.
‐ Powell added that McBane Mulford could send a draft report to the Commission and
Commissioners could send their suggestions directly back to McBane Mulford.
‐ McBane Mulford agreed to write a report on what the Commission has done so far and what the
Commission hopes to do. McBane Mulford will then send the report to the Commission for
review.
C. Upcoming Opportunities for Library Advocacy, Outreach, and Commission Participation
‐ McBane Mulford announced that there is a CALTAC Workshop on February 28, 2009.
‐ Morrow announced that the Joint Meeting with City Council is on April 1, 2009.
‐ Powell added that someone from the City will be sending more information about the Joint
Meeting.
9. Reports (this section is informational only; no actions will be taken)
A. Melinda Cervantes, County Librarian
‐ Cervantes announced that the 5th Annual Friends & Library Commissioners Forum was on
February 7, 2009. There were over 60 people in attendance and the keynote speaker, Veronda
Pitchford, did an excellent presentation on advocacy.
‐ Cervantes informed the Commission that the Milpitas Library grand opening was on January 10,
2009. Nearly 10,000 visitors stopped by the new 60,000 square foot building on opening day.
‐ Cervantes added that the California Library Association (CLA) sponsored Library Legislative Day
in the District on January 30, 2009 and February 6, 2009. The next CLA Legislative Day is April
15, 2009.
‐ Cervantes indicated that recruitment for the Deputy County Librarian position in the Public
Services division has started. Sarah Flowers was formerly in this position and retired in
December 2008.
‐ Cervantes reminded the Commission that the next regular meeting of the Library JPA Board is
Thursday, February 26, 2009 at 1:30 p.m .in the Library Administration Offices in Los Gatos. The
JPA will be discussing fines and fees.
B. Barbara Morrow Williams, Saratoga Community Librarian
‐ Morrow Williams noted that staff has been implementing some new programs, including a basic
computer class for older adults. The class is taught by teen volunteers.
‐ Morrow Williams also informed the Commission that the Children’s Department developed a
new program called Voyages. Children are issued passports when they attend related events,
which are focused on teaching the participants about cultures around the world.
‐ Morrow Williams added that the teen librarian is collaborating with the City’s Youth Commission
to raise awareness about teen programs and specifically for Operation TBD (Teen Book Drive).
The purpose of this program is to raise money to purchase books in the teen market for youth
who are chronically ill or in long term hospitalization. Books can also be donated.
C. Barbara Powell, Saratoga Assistant City Manager
‐ Powell reported that $310,000 was allocated to repair the Library’s HVAC system. However, that
amount was based on List Engineering’s preliminary cost estimate and did not include prevailing
wage or after hours/weekend construction fees. While this may require that additional funds be
allocated to the project, changes in the economy may drive down construction expenses.
‐ Powell added that the City has not yet received design specifications from List Engineering.
When they are received, these specifications need to verified and then put together in a bid
package. Responses to the bid package are due 30 days after the bid package is made public.
‐ Nilan asked if the Library staff will be able to review design specs.
‐ Powel responded that City staff would be willing to share the design specs with Library staff
before the bid package is prepared.
‐ Cervantes responded that it is probably not necessary for Library staff to review the design
specs as issues related to the specs have been vetted. However, City staff can ask Gay Strand to
review if necessary.
‐ Cervantes added that if responses to the bid come in at higher costs than anticipated, the
Library is willing to consider allowing work to be carried out during open hours.
‐ Powell proposed that bidders be allowed to give two pricing options, one during work hours and
one during non‐operational hours, to see how the prices vary.
‐ Cervantes indicated that the Library staff would prefer to have the work done quickly, even if it
means construction is carried out during the Library’s open hours.
‐ Nilan asked when the bid package is expected to be made public.
‐ Powell answered that the earliest the bid can be released is in late March, because it needs to
go to the City Council for approval before being publicized.
‐ Powell reported that Recreation and Facilities Director Michael Taylor is on medical leave.
Claudia Cauthorn will be interim Recreation and Facilities Director while Taylor is on leave.
D. Sue Barrera, Friends of the Saratoga Libraries
‐ Barrera reported that Judy Johnstone is on vacation and could not attend the Library
Commission meeting.
‐ Barrera noted that the Friends are going to be electing new officers in July and the nominations
committee is working on selecting new board members.
E. Sam McBane Mulford, Chair
‐ McBane Mulford reviewed action items from the meeting, which are as follows:
o McBane Mulford will create report for Joint Meeting with City Council and send to
Commission for suggestions. She will also send the report to Sue Barrera.
o McBane Mulford plans to attend the JPA meeting this week to advocate for the
proposed survey of Santa Clara County residents.
o Morrow will send electronic copies of the circulation statistics for Saratoga Library and
the latest LCIF financials to Commission members.
o Morrow will check with Finance Director Mary Furey to see how LCIF is invested and
report information back to the Commission.
10. Agenda Items for the Next Meeting
11. Adjournment – 2:24 p.m.
Minutes Submitted by:
Crystal Morrow, Administrative Analyst II
City of Saratoga, City Manager’s Office