The URL can be used to link to this page

Home My WebLink About02-25-2004 Library Commission MinutesCITY OF SARATOGA LIBRARY COMMISSION Minutes DATE: February 25, 2004 TIME: 7:00 p.m. LOCATION: Community Room Saratoga Library 13650 Saratoga Avenue Saratoga, CA 95070 1. Call to Order Chair Cross called meeting to order at 7:10 p.m. 2. Roll Call Commissioners Present: Chandra, Cross, Foscato, Gipstein, Johnson, Manzo Commissioner Absent: Grover 3. Report on Posting of the Agenda Burns reported that pursuant to Government Code Section 54954.2, the agenda for this meeting was properly posted on February 20, 2004. 4. Accept Agenda Items and Order Gipstein/Manzo moved to accept the agenda as written. Motion passed 6/0. 5. Approval of Minutes of January 28, 2004 (regular meeting of the Library Commission) Manzo/Gipstein moved to accept the January 28, 2004 minutes as written. Motion passed 5/0 (Foscato did not attend 01/28/04 meeting). 6. Oral & Written Communication None 7. O-d Business A. Santa Clara County Library Ballot Measure 2004 Update -County Librarian Me-inda Cervantes Deputy County Librarian Flowers gave report in light of the absence of Cervantes. Manzo/Foscato moved to endorse Measure B, the Santa Clara Library District Special Tax which will continue local funding for community libraries for seven years at a cost of $42 annually for single-family residences, with a corresponding amount for other properties. Motion passed 6/0. B. Library Punch List -Community Librarian Dolly Barnes - Barnes distributed a second copy the list distributed at the January 28`" Library Commission meeting (Copy a part of permanent record) - Staff continues to manage the resolution of the official punch list - Library Capital Improvement Fund Committee may recommend use of remaining bond funds to address identified library needs that qualify under the specific bond language - Tinfow to seek authorization from City Council at March 3, 2004 meeting to spend up to $10,000 to address safety related issues and the art wall - Barnes will continue to update Commission on Library Punch List status until its resolution C. Art Donation Policy May be addressed as part of the Commission 2004/2005 Work Plan D. Library Map Update -Community Librarian Dolly Barnes and Staff Liaison Lori Burns Staff reported cost of printing which was significantly less then original estimate. Commission directed Staff to order 5000 copies of the map at a cost of $818.78. Manzo/Foscato moved to direct staff to purchase brass name plates for Commission. Motion passed 6/0. E. Commission Calendar and City Council July Joint Meeting -Chair Cross - Elections for Commission Chair to be held in at June meeting - Joint Meeting to remain as scheduled -July 7, 2004 Foscato/Manzo moved to reschedule the May Commission meeting to 5:30pm on May 19th to be held jointly with the Chamber of Commerce and the Friends of the Saratoga Libraries. Motion passed 6/0. 8. New Business A. New Council Direction for City Commissioner -Lori Burns, Staff Liaison - Staff distributed memo from Tinfow. (Copy a part of permanent record) - Council reaffirmed its direction to City Commissions that they exist to provide policy advice to the Council - Council asked that each City Commission submit a 04/05 work plan with budget requests by April 21, 2004 - To be on March 2004 agenda 9. Reports A. Norm Kline, Councilmember -JPA Representative Hosting a Measure B victory party on March 2, 2004 B. Melinda Cervantes, County Librarian -Presented by Deputy County Librarian Flowers - County hiring freeze is impacting Saratoga Community Library vacancies - Mazch budget session scheduled. 05/06 budget has a $5-6 million deficit. JPA may authorize use of reserve funds C. Anne Cross, Chair Suggested current Commissioners begin to informally recruit Commission applicants D. Dolly Barnes, Community Librarian - Library to celebrate 100 yeazs of Dr. Seus - Adult database training classes launched 9. Marylou Taylor, Arts Commission Liaison to Library Commission - Artists to be displayed on art wall selected - Exhibits to be displayed for two months - Commissioners will jury on February 6, 2004 Library Commission Minutes Page 2 of 3 February 25, 2004 10. Virginia Parker, Friends of the Saratoga Libraries - Annual income up 27% - Nominating Committee to begin work on recruiting board - January 31 -February 1 paperback sale grossed $2,100 - School Library Volunteers to be honored March 8 11. Lori Burns, Staff Liaison - Council to present proclamation for Silicon Valley Reads Month at February 4s' meeting - Council has form asub-committee to develop City policy for gifts and donations -Klein, Bogosian, Boyer a. Agenda Items for Next Meeting -February 25, 2004 04/05 Work Plan b. Adjournment Foscato/Manzo moved to adjourn the meeting at 9:30pm. Motion passed 6/0. Prepared ~~~C~'`~~ ~«~J Lori s, Human Resource Analyst 868-1252 lburnsna,sarato ag ca.us Library Commission Minutes Page 3 of 3 February 25, 2004 City Manager's Office 13777 Fruitvale Ave. Sazatoga, CA 945050 Te1:408/868-1215 fax: 408/867-8559 Memo To: Staff Commission Liaisons Cc: City Council, City Manager From: Lorie, Cathleen and Tom Date: February 20, 2004 Re: Meeting Follow up Just so everyone is clear about the outcome from last week's meeting, here's a summary; ^ Work Plan. For this year, Comrissions should put together a work plan based on their goals and provide a copy to Cathleen by Apri121. If any portion of the work plan involves funding, a cost estimate should be included. She and I will package them together to take to Council at the May 5 meeting. Commission chairs and staff should plan to attend the meeting. Council will review and approve all or part of the work plans, and any approved budget requests will be incorporated into the budget for 2004-05. Next year and going forward, Commissions should have their work plans ready by February for presentation to Council at the first meeting in March 2005. This process applies to all Commissions except the Youth Commission. ^ Chair Elections. Chair and Vice Chair elections can remain on the same schedule as now. (Thanks to everyone for your feedback at the meeting.) ^ Minutes Format. Minutes become acfion minutes only effective now. Refer to the sample Cathleen gave you or ask one of us for help if you are uncertain. Email the approved minutes to Council. Please keep in mind that the format may evolve over the next few months. Commission/Council Relations. Council is working on adding material to the Commissioners' Handbook that clarifies the relationship between them and Commissions, as well as Council expectations about Commission responsibilities. Council Commission liaison assignments will not continue beyond July 1, 2Q04. In addition, the trend is toward moving Commissions back to their mission as advisory policy bodies and away from sponsoring events, volunteering and fundraising. Right now the handbook is scheduled to go to Council for consideration on May 5-at the same meeting as the work plans. ^ Commission Budget. Continue to submit to me a request for funds for Commission training, memberships, conferences, retreat food, business cazds, office supplies, etc., for next year as we've done in past yeazs. Any project-type funding must be included in their work plan and be specifically approved by Council. Questions? Just ask one of us. Thanks. • Page 2