HomeMy WebLinkAbout05-19-2004 Library Commission MinutesCITY OF SARATOGA
LIBRARY COMMISSION
SPECIAL MEETING
Minutes
DATE:
TIME:
LOCATION:
1. Call to Order
May 19, 2004
5:30 PM
Community Room
Saratoga Library
13650 Saratoga Avenue
Saratoga, CA 95070
Chair Cross called the meeting to order at 5:30pm
2. Roll Call
Commissioners Present: Chandra, Cross, Gipstein, Manzo
Commissioners Absent: Foscato, Grover, Johnson
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 May 14, 2004.
4. New Business
"Saratoga Reads", week of October 21 at Montalvo
Art Commissioner Taylor explained the program as developed to date, asking that the Library Commission
support the program by becoming a patron explaining that there was no cost to such a move.
Gipstein/Manzo moved that the Library Commission support the Saratoga Reads project by
becoming a patron. Motion passed 4/0.
5. Old Business
May 26 Library Commission meeting
Gipstein/Manzo moved that the Library Commission change its May 26 meeting to June 2 due to lack
of quorum. Motion passed 4/0.
Burns distributed Revised Library Commission Work Plan and a copy of Tinfow's staff report to Council
regarding plan. Copy part of permanent record.
4. Mixer with Friends of Saratoga Libraries and Chamber of Commerce
5. Adjournment
GipsteinManzo moved to adjourn the meeting at S:SOpm. Motion passed 4/0.
Prepared byr~`~o+-vt. ~~y
`~ Lon s, Human Resource Analyst
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Iburns(aa~sarato a.ca.us
SARATOGA CITY COUNCIL
MEETING DATE: May 19, 2004 AGENDA ITEM:
ORIGINATING DEPT: City Manager's Office CITY MANAGER:
PREPARED BY: Lorie Tinfow, Asst. City Mgr & DEPT HEAD:
Cathleen Boyer, City Clerk
SUBJECT: Saratoga Commission Work Plans for Fiscal Year 2004-2005
RECOMMENDED ACTION:
Accept report, provide direction to Commission staff liaisons, and approve final Commission work
plans for FY 2004-05.
REPORT SUMMARY:
On January 24, 2004 the City Council held the Annual Council Retreat. One of the agenda items for
discussion was review of the "Adhoc-Commissions-Community Participation Model". After
significant discussion among the City Council, staff was directed to work with the vazious City
Commissions to generate a work plan for each that describes their planned goals and activities, and
any budgetary expenses they might incur throughout the coming fiscal year. The Youth Commission
was exempted from preparing a work plan because of the different nature of their activities.
The work plans aze designed to be a communication device between Commissioners, staff and
Council members to help set clear expectations and minimize misunderstanding among the three
entities. In addition, the work plans give a larger picture of total city resources (staff time and funds)
required to support all Commission activities. Council is asked to:
1. review the individual planned activities and provide direction to Commissions about any
needed changes to their planned activities;
2. support staff in their ability to support Commission activities;
3. consider approval of additional funds (if any) needed to accomplish the planned activities
Attached aze several documents for Council's review:
• A summary of each Commission's proposed activities for 2004-OS and any associated cost
estimates
• Copies of each Commission's work plan as submitted
A total of $9,505 is already budgeted to cover incidental Commission expenses such as training,
meeting/retreat costs, dues and memberships, and office supplies. The following table presents the
Page 1 of 1
Lori Burns
From: Lorie Tinfow
Sent: Friday, May 14, 2004 5:31 PM
To: Joan Pisani; Cary Bloomquist; Cathleen Boyer; Danielle Surdin; Tom Sullivan; John Livingstone;
Lori Burns; Kim Saxton Heinrichs
Subject: Workplan Report and Summary
Hi all,
Attached is the report and summary Cathleen and I prepared related to commission work plans. Thought you
might want to know how we packaged the info.
Lorie
5/18/2004
total additional funding requested by each Commission for 2004-05:
Commission Cost Estimate
Arts at least $16,557
Finance $0
Heritage Preservation $5,350
Library $0
Parks and Recreation $26,700
Planning $0
Public Safety $3,550
Total funding requested $52,157
In addition to dollars, all Commission activities require staff time, and "extra" activities such as
organizing special events, creating special maps or brochures and the like, require redirecting staff
resources away from other duties.
FISCAL IMPACTS:
Approval of any additional Commission funding requests will be added to the 2004-OS Budget.
CONSEQUENCES OF NOT FOLLOWING RECOMMENDED ACTION:
N/A
ALTERNATIVE ACTION:
Council may approve all, some or none of the planned activities, including corresponding funding.
FOLLOW UP ACTION:
Staff liaisons will take Council's direction back to their Commission and help the Commission
implement the approved work plan.
ADVERTISING, NOTICING AND PUBLIC CONTACT:
Posting of the agenda.
ATTACHMENTS:
• Attachment A: Summary of Commission Work Plans
• Attachment B: Commission Work Plans
2 of 2
Attachment A -Page 1
Commission Workplan Summary
2004-05
Commission
Activity
Funds
NOT in bu
Funds
Arts Library Art Wall Activities $500
Art in the Park $1057
Murals $10,300 +
maintenance
Rotating Art Program (10 sites) $3700 +
Form a subcommittee and sponsor Saratoga $1000
Reads J
TOTAL FUND5 FOR INCIDENTAL $1,300
EXPENSES
TOTAL ADDITIONAL FUNDING At least $16,557
Finance Support to Budget & Finance Reporting $0
Processes
Review proposed revenue enhancement $0
alternatives
Develop Plan for enhanced communication of $0 likely
financial information to the community
TOTAL FUNDS FOR INCIDENTAL $600
EXPENSES
TOTAL ADDITIONAL FUNDING $0
Heritage Review Approximately 20 Requests for $0; No fees
Preservation Additions to Historic Homes collected
Bring the Historic Park Master Plan to the $0 $30,000
Council for Review and Approval
Prepare a Restoration plan for the McWilliams $0; funded by a
House for Council Review rant
Monitor the Restoration of the McWilliams $0
House
Monitor the work on the Book-Go-Round $0
Qualify up to 3 homes for Mills Act (Deposit $0
Account, Fees charged to applicant for Staff
Mustard Walk (food and advertising) ~ $2,000
Attachment A -Page 2
Historic Calendars (funded through Historical $0
Preservation Foundation)
Apply to the State of California for Historic $1,000 for
Landmark Status for McWilliams House, photos/copies
Book-Go-Round, and the Warner Hutton
House, and encourage others to apply for
Hakone Gardens and the City Museum
Investigate State Historic Landmark #435:
research and co y fees from Sonoma State $50
Designate more Landmarks $0
Investigate the Designation of Oak Street and $2,000 for signs
Horseshoe Lane as Heritage Lanes
Investigate Landmark Status of Heritage $0
Orchard
Restart the Historic Homes Plaques Program: $300
Plaques $100 each; budget for 3
Heritage Orchadd Oversi ht $0
Pre are anAdopt-a-Tree Pro ram $0
Adopt-a-Tree Kiosk (Funded as part of the $0
Heritage Orchard Restoration)
Update and Manage Heritage Resource List $0
Investi ate Standards for Historic Signs $0
TOTAL FUNDS FOR INCIDENTAL $1,300
EXPENSES
TOTAL ADDITIONAL FUNDING ~ $5,350
Library Continue Education of the Community, City $0
Council, and the Library Commission about
library services and financial issues
Saratoga Library Facility and Grounds: $0
recommend finish work and use of leftover
bond funds
Su ort Recruitment of New Commissioners $0
Library Funding: make recommendations on $0
funding options and riorities
TOTAL FUNDS FOR INCIDENTAL $1,055
EXPENSES
TOTAL ADDITIONAL FUNDING $0
Attachment A -Page 3
Parks & Trails: support on-going DeAnza Trail Task $1,200 for trails Funding in
Recreation Force; present trails signage proposal and signs; no CIP for Odd
install trail signage; create and publish a City additional funds fellows trail.
trail map; identify link for Sazatoga-to-the-Sea; needed for other
pursue new trail developments; support a train items.
through Odd Fellows property; manage trails
maintenance matrix
Kevin Moran Park: develop plan for unused Funding listed
space and old Orchard in CIP
Park Amenities: develop plan for more flat $0
grass at various locations
Skate Park: Location; Cam bell Skate Pazk $0
Dog Park: review needs and plans fora $25,000 Dog
Saratoga dog park or off-leash hours; review Park Donation
regional dog park plan organized through City
of Cam bell
Use Fee: update group park user agreements; $0
update park use fee schedule; review and
im lement park use fee olicy
Events and Community Involvement: $500 for events
• Creek clean-up in Sept 04
• Playground reopening; participate in inter-
commission events (Mustard Walk, Heritage
Park, Art in the Park)
Master Plan(s): $0
• update Open Space Element;
• update park usage matrix (free vs. paid use);
• review community vs. neighborhood park
designation; develop plans for future park
amenities;
• develop park tree preservation and
maintenance matrix;
• update pazk master plan;
• u date trails master lan
TOTAL FUNDS FOR INCIDENTAL $1,650
EXPENSES
TOTAL ADDITIONAL FUNDING $26,700
REQUESTED
Attachment A -Page 4
Planning Zoning Code Updates: $0
• Mixed use development standards
• Public &Quasi-Public Facilities Districts
• P-A: Professional and Administrative Office
District
^ Sign Ordinance
• Design Review: Multi-family dwelling and
commercial structures
• R-M: Multi-family residential districts
• Generator Use Permit re uirement
General Plan Updates $0
• Open Space, Parks and Trails Master Plan,
and Conservation
• Land Use
Development Review (see workplan for project $0
details)
TOTAL FUNDS FOR INCIDENTAL $1,500
EXPENSES
TOTAL ADDITIONAL FUNDING $0
REQUESTED
Public PSC Commissioner Training $1500
Safe
Emer ency Preparedness Brochure $2000
PSC Commissioners CERT Training $50
Neighborhood Traffic Management Program Funded in CIP
TOTAL FUNDS FOR INCIDENTAL $600
EXPENSES
TOTAL ADDITIONAL FUNDING $3,550
REQUESTED
SARATOGA LIBRARY COMMISSION
WORK PLAN FOR FISCAL YEAR 2004/2005
Continue Education of the Community, City Council, and the Library
Commission
a. Understand and communicate to the community and City
Council the programs and services offered by the Saratoga
Library as well as at the state and county level
b. Understand and communicate to the community and City
Council the financial structure of the Santa Clara County Library
system
2. Saratoga Library Facility and Grounds
a. Review needs and make recommendations on the items
remaining to finish the library building
b. Review needs and make recommendations on the use of the
Library Capital Improvement Fund
Recruitment of New Commissioners
a. Recommend and encourage individuals to apply for vacancies
on Library Commission
b. Advise Saratoga City Council on attributes to look for in Library
Commission candidates
i. Citizens who actively demonstrate their care for the
community by being involved in education
ii. Citizens who are involved in local arts endeavors, clubs
and associations, or cultural events
iii. People who are a diverse representation of the
community
4. Library Funding
a. Prioritize programs and services of the Saratoga Library
b. Investigate options for funding
Rev. 4/28/04