HomeMy WebLinkAbout06-24-2009 Library Commission Minutes
City of Saratoga
Library Commission
Meeting Minutes
DATE: June 24, 2009
TIME: 12:00 p.m. – 2:00 p.m.
LOCATION:
Saratoga Library
Orchard Room
(Story hour room)
13650 Saratoga Avenue
Saratoga, CA 95070
1. Call to Order – 12:15 p.m.
2. Roll Call:
Present: Iyengar, Lemmon, Lucas, McBane Mulford
Staff and Liaisons: Melinda Cervantes, Barbara Morrow Williams, Judy
Johnstone
Absent: Khan
3. Report on Posting of the Agenda: Pursuant to Government Code Section
54954.2, the agenda for this meeting was properly posted on June 19, 2009.
4. Accept Agenda Items & Order: No additional items may be added pursuant to
Government Code Section 54954.2.
5. Approval of Minutes
A. Regular Meeting April 22, 2009 (Attachment)
Approval of minutes was deferred to the next regularly scheduled
Commission meeting due to the absence of a quorum of Commissioners able
to vote on the matter.
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 members of the public attended the meeting.
7. Old Business
A. Building Maintenance Update (Attachment)
Thomas Scott provided an update on completed and ongoing facility
projects, which was included in the agenda packet.
B. Library HVAC Project Update (Attachment)
Barbara Powell was not able to attend the meeting, but provided a written
update on the HVAC project. On June 10, 2009, the City of Saratoga held a
bid opening for the Library HVAC Renovation Project and received two bids
for the project:
CIM Air, Inc. $194,650
California Plus Engineering, Inc. $323,600
At its regular meeting on June 17th, the City Council awarded the bid to CIM
Air, Inc. Contract documents were sent to CIM Air, Inc. and a pre‐
construction conference will be held June 23rd.
C. Review of 2008/09 Commission Work Plan
This item was deferred to the next Commission meeting.
8. New Business
A. Upcoming Opportunities for Library Advocacy, Outreach, and Commission
Participation
‐ The Community Garage Sale is a distributed and not centralized
event, but may present Commissioners with opportunities to talk to
community members about the Library.
‐ Commissioner Iyengar plans to represent the Commission at the
Kevin Moran Park Grand Opening Celebration.
‐ Taste of Saratoga will be held in September
‐ Commissioners would like to have buttons or
B. Library Commission Effectiveness Training (proposed for August)
‐ Commissioners discussed the most viable dates and included
weekdays for the training. Chair McBane Mulford will confirm a date
in August tentatively scheduled for the 17th, 18th, The Commission
Effectiveness Training session provided by CALTAC will be an excellent
introduction for new Commissioners as well as an opportunity for the
Commission to learn how to work together effectively.
C. Commission Handbook (Attachment)
‐ Rosenberg’s Rules of Order (Handbook, pages 16‐22) were
distributed as part of the agenda packet and briefly reviewed at the
meeting.
9. Reports (this section is informational only; no actions will be taken)
A. Melinda Cervantes, County Librarian
B. Barbara Morrow Williams, Saratoga Community Librarian
A report on recent and upcoming activities, as well as usage statistics for the
Saratoga Library was distributed as part of the agenda packet.
C. Sam McBane Mulford, Chair
The Chair reported that in a conversation with Mayor Page on the staff issue
of managing youth in the Library after school, the Mayor stated that the City
was not in a position to commit funds for a School Resource Officer as is
done in partnership with the school districts that serve Saratoga. The Chair
wondered if providing other opportunities for engagement, in addition to the
rich programming that is now taking place in the library for teens, could be a
means to resolving the issue. The context created by the Summer of Service
program from the White House offers a way to engage not only youth but
whole families in community service activities.
10. Agenda Items for the Next Meeting
August 26, 2009
o Review of Commission Effectiveness Training Session and Commission
Workplan Update
o Nominations for Chair and Vice Chair effective October 28, 2009
meeting for the 09/10 City of Saratoga Fiscal Year.
October 28, 2009
December 2, 2009
11. 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, Barbara Powell, Assistant City Manager, City of Saratoga, declare that the foregoing agenda for
the meeting of the Library Commission of the City of Saratoga was posted on June 19, 2009, at
the office of the City of Saratoga, 13777 Fruitvale Ave., Saratoga CA 95070 and was available for
public review at that location. The agenda is also available on the City’s website at
http://www.saratoga.ca.us/boards‐commissions/library/index.html.