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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 868-1252 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