HomeMy WebLinkAbout03-24-2004 Library Commission MinutesCITY OF SARATOGA
LIBRARY COMMISSION
Minutes
DATE: March 24, 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 7:00 p.m.
2. Roll Call
Commissioners Present: Chandra, Cross, Foscato, Gipstein, Grover, Johnson,
Commissioner Absent: Manzo
Others Present: Assistant City Manager Tinfow, Saratoga New Reporter Grant Shellen, Staff Liaison
Burns
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 March 18, 2004.
4. Accept Agenda Items and Order
Gipstein/Johnson moved to accept the agenda revising item 8A to read "Investigate option for funding
the Saratoga library in lieu of the failure of Measure B". Motion passed 6/0.
5. Approval of Minutes of February 25, 2004 (regular meeting of the Library Commission)
Foscato/Gipstein moved to accept the February 25, 2004 minutes as amended. Motion passed 5/0
(Grover did not attend 02/25/04 meeting).
6. Oral & Written Communication
Burns distributed mail to Commissioners received at City Hall.
7. Old Business
A. Library Capitol Improvement Plan -Tinfow
- Council directed Commission to make recommendations to expend the remaining funds in
accordance to requirements included in bond language, less funds set aside for HVAC, staining, and
roofing
• Cervantes suggested staff check library lease as County Librarian may be setting aside moneys
annually for building staining as stipulated in lease
- Tinfow is Commission's conduit to Council
- Howard Lewis, an independent contractor, has been retained to oversee library related construction
projects
- Council approved spending $10,000 for the most pressing safety related items and art hanging
apparatus
• Patio gate to be alarmed
• Art hanging apparatus to be installed
• Estimate to raise patio fence was $7,000, so the previously authorized $10,000 may not be
enough
B. Library Punch List -Barnes
- Distributed a memo from Barnes to Commission regarding "Saratoga Library Items for Building
Completion" and a copy of the construction project list that was compiled at the Commission's
request and originally distributed at the January 28th Library Commission meeting (Copy a part of
permanent record)
- Construction Project List needs a working title
• Referring to construction project list as "Punch List" or "Dolly's list" is not appropriate
- Library expansion incomplete until each item on the construction project list is addressed
- Johnson requested list be revised to identify items that staff can complete
- Commission will conduct a facility walk-through on April 12 at 10:00am to review the Construction
Project List and Punch List, to prioritize and combine list and to make recommendations on items to
be done to complete library building project. This will be a special meeting and will be noticed as
such.
C. Santa Clara County Library Ballot Measure 2004 Results -Cervantes
- Results are not certified, but results are not expected to change - Measure B failed
- Steering Committee meeting on 04/02/04 to collect feedback from volunteers and may consider a
post election poll
- Law mandates a 12-month period before a second attempt can be made to pass measure, making
March 8, June 7, or November 2005 viable target dates for a second ballot measure
- Current assessment in place until June 30, 2005
D. Library Map Update -Burns
Map ordered.
E. 04/05 Commission Work Plan
a. Submission of a new Mission Statement -Gipstein
Gipstein distributed a revised draft mission statement. After discussion Gipstein/Foscato
moved to adopt revised mission statement as follows:
"The mission of the Saratoga Library Commission is to ensure that access
is provided to iuformational, educational and recreational library materials
and services that respoud to evo[viug community needs. The Commission
advises the Saratoga City Council regardiug the library facility and
grounds, as well as current library issues. The Commission guides the
Santa Clara County Library Joint Powers Authority Board regarding
library budgets, policies, plans and procedures."
Motion passed6/0.
b. Report on ideas drawn up by Manzo
Commission discussed proposed ideas for 04/05 work plan.
Library Commission Minutes Page 2 of 4
March 24, 2004
Foscato/Gipstein moved to authorized Chair Cross to compose the text of the work plan
incorporating the Commission's agreed upon priorities. Motion passed 6/0.
8. New Business
A. Investigate options for funding the Saratoga Library in lieu of the failure of Measure B
Included in 04/05 Work Plan
B. Vacancies
- Three Commissioners' terms expire in October 2004 and one Commissioner may resign effective
August 2004
- Commissioners should begin recruiting applicants and invite interested individuals to attend a
Commission meeting soon due to summer meeting calendar
Grover/Johnson moved to change meeting time from 7:OOpm on the 4`n Wednesday of the
month to 12:OOnoon on the 4tn Wednesday of the month beginning April 28, 2004. Motion
passed 6/0.
Foscato/Gipstein moved to change the July 2004 meeting from July 28`h to July 7 at 5:30pm to
be held jointly with the City Council and to recess the August 25`h meeting. Motion passed 6/0.
9. Reports
A. Melinda Cervantes, County Librarian
- Cupertino Library scheduled to open October 2004
- Alum Rock Library to open 2005
- April 22°d JPA budget session scheduled. 04/05 budget will be fluid, dependent on state budget,
shift of funds, and increased employee benefit costs
- California Legislative Day - Apri121 st , 8:30am - 2:OOpm, Sacramento
- Silicon Valley and Peninsula Library Association Breakfast - Apri124`n -Palo Alto
B. Anne Cross, Chair
Will be absent from April 28th meeting
C. Dolly Barnes, Community Librarian
- Plans for the May Joint Meeting with the Chamber of Commerce and Friends of the Saratoga
Libraries going well
• Commissioners may be asked to direct tours
• Library database overviews may be available
- New programs being developed including story time for babies and adult author programs
D. Marylou Taylor, Arts Commission Liaison to Library Commission -Absent
E. Virginia Parker, Friends of the Saratoga Libraries
- 30 School Library Volunteers honored March Stn
- Membership drive underway - 1,100-1,200 members to date
- Website currently being updated
- Nominating Committee working on new slate of officers
- Author of the Kiterunner to present at the April 5th meeting
F. Lori Burns, Staff Liaison
- Book-Go-Round Repairs going out to bid
Library Commission Minutes Page 3 of 4
March 24, 2004
- Distributed Saratogan featuring Library Commission
10. Agenda Items for Next Meeting - Apri128, 2004
04/05 Work Plan
Plans for May meeting with Chamber and Friends of the Saratoga Libraries
11. Adjournment
Foscato/Grower moved to adjourn the meeting at 9:30pm. Motion passed 6/0.
Prepared bK~~ ~Ut,~+-/~J
Lo s, Human Resource Analyst
868-1252
lburns(cr~sarato =at ca.us
Library Commission Minutes Page 4 of 4
March 24, 2004
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NEws
Failure of Measure B mews
cuts to library hours, materials
Saratoga Library will
close one or two days
By GRANT SHELLEN
Less than a year after the remodeled,
expanded Saratoga Library opened its
doors to an expectant public, the facility
will likely have to start keeping those
doors closed at least one day a week.
Santa Clara County ballot Measure B
wasexpected to continue and in fact
increase funding provided by a 1994 mea-
sure.But the measure only received 60.7
percen[approval,falling short of the two-
thirdsvote it needed to pass.
Measure B would have raised the cur-
rent parcel tax from $33.66 per year for
single family homes to $42 per year, for
severtyears.
County librarian Melinda Cervantes
said the library Joint Powers Authority
will meet at the end of March to discuss
policy changes, but indicates that cuts to
hours and material purchases seem
inevitable at the Saratoga Library.
"In all likelihood, there will be at least
one full day a week that the library will be
closed, and possibly two," she said. "I'm
sure the library users are going to be terri-
blydisappointed."
Saratoga community librarian Dolly
Barnes said that when the original Mea-
sure Afunding runs out in June 2005, the
county library system will receive a 21 per-
cent cut in funding-a drop she called
"pretty devastating." She said the
prospect of reducing hours and services is
especially frustrating so soon after the ren-
ovation proj ect.
"With this new facility, we have the abil-
ity to do a lot more," Barnes said. "When
people are very excited about this library,
cutting hours is painful."
Library commissioner Pragati Grover
said she was surprised to learn that [he
measure did no[ receive more support.
"I was really disappointed that it did not
pass," she said. "I cadt comprehend why."
Barnes said the complexity of the mea-
sure contributed to its failure to pass.
"The two-thirds vote is just so difficult
to get," she said. "It's certainly not that
people don't support libraries-I think
the whole funding of the library ~s a con-
fusingissueforpeople."
Since the measure was intended to
maintain funds already in place, Barnes
said people may not have thought an
increase was necessary since Measure A's
funding currently provides adequate ser-
vlce,but that they will notice a drop now
that the funding has been cut again.
According to Cervantes, a new measure
cannot be drafted for 12 months. Several
months of legislation and public hearings
added to that would keep the issue of
library funding from a ballot until June
2005 at the earliest.
In the meantime, Barnes said Sarato-
galibrarians would be trying to find ways
to provide quality service with reduced
funding.
"We're certainly going to be looking a[
everyavenue,"she said.
Page 1 of 1
Lori Burns
From: Edward/Ruth [gipstein@sbcglobal.net]
Sent: Saturday, March 06, 2004 6:11 PM
To: Lori Burns
Subject: RE: Library Commission Mission Statement
Thanks, Lorie. I did not do this myself; I worked with Dolly and Marcia. Hope it serves the purpose.
Ruth
Lori Burns <lburns@saratoga.ca.us> wrote:
Good work, Ruth!
-----Original Message-----
From: Edward/Ruth [mailto:gipstein@sbcglobal.net]
Sent: Thursday, March 04, 2004 12:00 PM
To: Lori Burns
Cc: Ann Waltonsmith
Subject: Library Commission Mission Statement
Draft of mission statement to be distributed for the Mazch meeting.
MISSION STATEMENT
The mission of the Saratoga Library Commission is to ensure access to informational,
educational and recreational materials and services that respond to evolving community
needs. The Commission advises the City of Saratoga regarding the library facility and
grounds, as well as current library issues. The Commission guides the Santa Claza
County Library regazding library budgets, policies, plans and procedures.
Ruth Gipstein
3/].0/2004
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Page 1 of 2
Lori Burns
From: Lorie Tinfow
Sent: Wednesday, March 17, 2004 12:59 PM
To: 'dandpcarr@earthlink.net'
Cc: Beverly Tucker; Lori Burns
Subject: RE: Library ?
Mr. Carr,
Saratogan Editor Beverly Tucker forwarded your message to me to help explain library dollars. I was the City's
project manager for the expansion and renovation of the Library. I hope the following will help.
The Saratoga Library is owned by the City and operated by the Santa Clara County Library. We are, in essence,
the landlord. A bond measure was passed in March 2000 to cover the costs of expanding and renovating
Saratoga's Library (this is the measure you probably remember voting for). Each Saratoga resident pays a certain
amount each year (I think it's $16 per $100,000 in property valuation) to cover repayment of the construction
costs. Those funds are collected by the County and given to the City to pay back the bonds. (By the way, funds
from those bonds can only be used for improvements to the building and the site, not for anything like books,
staffing, etc.)
The funds mentioned in the Saratogan article are collected by the County and given to the Santa Clara County
Library toward library operations--the Library has other sources of operation funds as well (see
ht~t ;;//www.santaclaracoun Iib.or~Lc/ for more info). Everyone who lives in the areas served by the Library pays the
$33.66 per parcel; however when that tax was passed by voters about 10 years ago, it included a provision to end
in 2005. Measure B on the ballot earlier this month would have continued the $33.66 per parcel that you and
others have been paying and increased the amount by about $8 to about $42 per parcel. I believe the proposed
length of the tax was 8 years this time. Since Measure B failed, the $33.66 will stop after next year and is causing
the Library to rethink its operations.
If you have more questions, please let me know. Also, the City's Library Commission is another source of
information. They meet monthly, and their agendas and minutes are posted on our website
(hhltt~//www. sa ratoa a. ca. us/).
Thanks
Lorie Tinfow
Assistant City Manager
-----Original Message-----
From: Beverly Tucker
Sent: Wednesday, March 17, 2004 11:10 AM
To: Lorie Tinfow
Subject: FW: Library ?
Hi Lorie-
1 responded to Mr. Carr and told him I would find out the answers and that either I or someone in the CMO
would answer his questions. Please let me know if you would prefer to answer him directly or have me
relay the information.
3/17/2004
Page 2 of 2
Thanks,
Beverly
-----Original Message-----
From: Donald Carr [mailto:dandpcarr@earthlink.net]
Sent: Tuesday, March 16, 2004 8:27 PM
To: Beverly Tucker
Subject: Library ?
Dear Beverly Tucker March 16, 2004
Today I received my copy of "The Saratogan" in it was article about the Library Commission and funding
for the operation and upkeep of the Saratoga Library. It stated that we (Saratoga Households) are
assessed $33.66 dollars per year per household to help support the Saratoga Library. (I do remember
voting for a Library expansion bill or assessment a few years ago). Are we not also paying a county tax
that supports the county library's which includes the Saratoga Library? If my memory is correct we have
had bonds on the last two ballots specifically for the library's. Are we paying county taxes and bonds and
also Saratoga taxes for our one Library in Saratoga? I support our library mainly because I drive by it
every day and can see that it is well used. How many different ways are we paying for it?
Thank You
Don Carr
Donald Carr
19803 Merribrook Court
Saratoga, CA. 95070
Donald Carr
dand~carr earthlink,net
3/17/2004
~~~ ~'~ ~ )~~f ~~[ ~~~u.~~~~'s~~~'~~J~r!s~.s
9:',177 I h~iT;"vA.Ld. ~i~ '!;Ni'T' ~ tiA 1LNTOCiA, (;Ad.[Ft)PI41.1 9.`i070 W 14(313) SGS-I`L00
:ncarporaCe4 Octane=. 22, 1966
March 11, 2004
C(IUNCll,N11'sMBERS~
titan Bognsian
!Cathleen King
Norman Kline
Nick Streit
Ann Weltonsmith
Dear Library Commissioner:
At the City Council meeting on March 3, the Council decided not to form the proposed Library
Capital Improvement Fund Committee. Instead, the Council voted to ask the Library Commission to
provide recommendations related to use of the remaining bond funds and earned interest beyond
those funds needed for future big-cost improvements such as replacing the roof. I've been directed
to develop a program that plans for those costs along a specific timeline and work with the Library
Commission on recommendations for use of the remaining balance. I expect there to be at least
$700,000 left in total library funds but have no idea at this time about how much will be required for
the long term improvements. All the funds must be spent on capital improvements-defined as
items with a life longer than one year-to the library or library site.
In addition, Council approved $10,000 to be used for a number of safety and security items that
Dolly Barnes and I have discussed, and for purchase and installation of the artwork hanging system
for the Art Wall. I've arranged with Public Works contractor Howard Lewis to help coordinate
completion of those tasks starting on Monday.
I will start attending the Library Commission meetings on a regular basis to provide assistance with
funding issues. Lori Burns will continue to provide staff support as usual. If you have any
questions, please contact me by phone at 868-1215 or by email at ltinfow(iilsaratoea.ca:us.
Sincerely,
~;~`'~~
Lobe Tinfow
Assistant City Manager
Cc: i/fibrary Commission staff liaison Lori Burins
City Manager
City Council
Saratoga Librarian Dolly Barnes
County Librarian Melinda Cervantes
SARAT O GA LIBRARY
13650 Sarrntoga Avenue Saratoga CA 95070-5099 408 867.6126 408 867.9806 Fav
__ .. _~ i c o e o v
To: Saratoga Library Commission
From: Dolly Barnes
Re: "Saratoga Library Items for Building Completion"
Date: March 2004
Background
Last June near the date that the Saratoga Library opened to the public, Dustin Notarianni
from Gilbane, Lorie Tinfow from the City and Dolly Barnes from the Library met several
times to confer about building construction work and designs which were incomplete or
wrong. Marcia Manzo and Bill McDonnal from the Library Expansion Committee and
Frank Garcia from County Library HQ, attended some of these meetings.
Many building concerns were discussed. There was a strong differentiation made
between items which Thompson was to complete per original contract and "change
order" items which could be finished after the Thompson contract was complete. There
was considerable assurance that ALL issues would be resolved one way or another and
that the "change order" items would be finished promptly by someone else after
Thompson was off the project.
Subsequent to these meetings, an official "Punch List" was established that included only
those items which Thompson was required to complete in order to finish their original
contract. It was the understanding of Library staff that these official "Punch List" items
would be completed within two to three months maximum and after that all the rest of the
"change order" items would be handled.
In December, at the recommendation of the Library Commission, Library staff compiled
a list of building problems of which they were aware. Some of these dated back to the
construction period, and some were more recent warrantee-type issues. The items are
large and small. Several of the items were tagged "safety." Many of the items were
pointed out by members of the public. Others were discovered in the course of doing
business and trying to maintain the facility. A few of the items are listed as "outside" but
for the most part the grounds have been ignored on this list, since that area is not the
primary responsibility of the Library. The list is not complete. The list was compiled by
Library Staff not by a construction expert of any kind. Some items overlap with the
official "Punch List".
February 24th City staff met with Library staff to deal with the few immediate ``safety"
issues. Most have been ameliorated at this time. A limited number of the other items
have been repaired in the course of the Punch List work which is still ongoing by
Thompson and its subcontractors.
Alum Rock Campbell Cupertno
SANTA CLARA COUNTY LIBRARY
www.santaclarecountyf ib. org
Gilroy Los Altos Los Altos Hills Milpitas MonteSereno Morgan Hill Saratoga
Page 1 of 1
Lori Burns
From: Edward/Ruth [gipstein@sbcglobal.net]
Sent: Saturday, March 06, 2004 6:11 PM
To: Lori Burns
Subject: RE: Library Commission Mission Statement
Thanks, Lorie. I did not do this myself; I worked with Dolly and Marcia. Hope it serves the purpose.
Ruth
Lori Burns <Iburns@saratoga.ca.us> wrote:
Good work, Ruth!
-----Original Message-----
From: Edward/Ruth [mailto:gipstein@sbcglobal.net]
Sent: Thursday, March 04, 2004 12:00 PM
To: Lori Burns
Cc: Ann Waltonsmith
Subject: Library Commission Mission Statement
Drafr of mission statement to be distributed for the March meeting1 ~yfi .y
~S„~,d ~k ~ c,
MISSION STATEMENT 4 ~ ;~~~ ;;,
,~~~~r
The mission of the Saratoga INibrary Commission is to axsure~access to informational,
educational and recreational~matenals and services that re~ond ~ evolving community
needs. The Commission advises the C-i~-e€ Sazatoga re~azc~ing t e library facility and
grounds, as well as current library issues. The Commission guides the Santa Clara
County Librarx regarding library bnudgets, policies(~plans and procedures.
Ruth Gipstein
t i"1~ L`J f ~~~' C.~
~ ~ p5
lv I ~'
3/10/2004
Page 1 of 1
Lori Burns
From: Edward/Ruth [gipstein@sbcglobal.net]
Sent: Thursday, March 25, 2004 4:40 PM
To: Lori Burns
Subject: Mission Statement
Hi Lori,
I am sending you the revised mission statement hoping it will help make it easier for you. Disregard if it
does not.
Ruth
MISSION STATEMENT
The mission of the Saratoga Library Commission is to ensure that access is provided to informational,
educational and recreational library materials and services that respond to evolving community needs.
The Commission advises the Saratoga City Council regarding the library facility and grounds, as well as
current library issues. The Commission guides the Santa Clara County Library Joint Powers Authority
Board regarding library budgets, policies, plans and procedures.
3/25/2004