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Home My WebLink About12-01-2004 Library Commission MinutesCITY OF SARATOGA LIBRARY COMMISSION Minutes DATE: December 1, 2004 TIME: 10:00 AM LOCATION: Book Go Round 14410 Oak Street Saratoga, CA 95070 1. Call to Order Chair Gipstein called meeting to order at 10:10 am. 2. Roll Call Commissioners Present: Cross, Gipstein, Grover , Nilan Commissioners Excused: Lemmon, Thirumale One vacancy Others Present: County Librarian Cervantes, Community Librarian Barnes, Arts Commission Liaison Taylor, Friends of Saratoga Libraries Representative Barrera and President Manzo, Staff Liaison Burns, Library Commission Applicants Chiou and Stone 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 November 24, 2004. 4. Accept Agenda Items and Order Grover/Cross moved to accept agenda as presented. Motion passed 4/0. 5. Approval of Minutes of October 27, 2004, Meeting of the Library Commission Cross/Grower moved to accept the October 27, 2004 minutes as corrected. Motion passed 4/0. 6. Oral & Written Communication 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. Introductions were made on behalf of Library Commission Applicants present at meeting. Burns distributed Commission mail received at the City. • November 2, 2004 -Memo from Tinfow re: Commissioner Role in Special Events and other Activities • November 12, 2004 -Letter from Gipstein to Sandhu re: Inability to Participate as a member of Commission • Invitation to City Council Reorganization and reception -December 1, 2004 at 6:OOpm • Invitation to Forum by Santa Clara County Library -December 4, 2004 at 9:30am • 2005 CALTAC Workshop Flyer Copies part of permanent record. 7. Old Business A. Possible 2005 Library Ballot Measure -Cervantes, County Librarian Kline, Council Member -not present • Special Meeting of JPA to vote on 2005 Library Ballot Measure on December 16 - 1:30pm - Library Administration Offices. • Polling survey to be conducted December 3 - 5, 2005. Options 1) Special mail only election with a May 3, 2005, ballot return deadline - Requires that campaign focus includes education regazding mail only elections - No significant track record for mail ballot elections in California, but sued in other states routinely 2) June 7, 2005 Special Election - Fewer polling locations - May be able to share ballot and cost 3) Wait for next General Election - Significant funding loss for SCCL as current assessment sunsets in June 2005 B. 04/05 Library Commission Work Plan Update • Commission Vacancies - Commission Sandhu is unable to serve due to extended absence - Interviews for Commission appointments will take place on January 5, 2005 • 04/05 Expenditures - Commissioners did not attend CLA, so no related expenditures. Expenditures to date $123 - Commissioners Membership in CALTAC submitted and individual toolkits ordered C. Installation of Antenna and Flagpole Update -Burns, Staff Liaison No reportable action. D. Permanent recognition to the donors of the "Furnishing the Future Fund" Barnes, Burns, McDonnell, Meek met to identify locations for installation on patios. Manufacturer sent incorrect screws. Installation to take place as soon as correct screws are received. E. Library Signage Subcommittee Update Burns to coordinate meeting: HPC Chair, Nilan, Barnes, Novakovitch, Meek F. Designated Parking for Friends of the Saratoga Libraries Volunteer Update -Tinfow, Assistant City Manager - Not enforcing yellow pazking zones, even with a placard, was selective enforcement and not an optimal solution - Proposal to designate two parking places for FSL volunteers not endorsed by FSL - Tinfow to report back on possibility to change yellow curb to allow non-commercial vehicles to load and unload G. Library Construction Project List -Tinfow, Assistant City Manager • Progress to Date - Tinfow distributed report and reviewed Copies part of permanent record. H. Library Capital Improvement Fund Update -Tinfow, Assistant City Manager - Discussed role of Commission. - Per City Council's direction, Tinfow is researching financial data to set aside funds for large maintenance expenditures such as exterior painting and will report to Commission when complete. 8. New Business A. HAC Difficulties particularly in Community Room Tinfow explained problem and is working toward resolution. If not resolved by January 22, 2005, Commission will meet at City Hall -Administrative Conference Room. 9. Reports: (This section is informational only; no actions will be taken.) Library Commission Minutes Nage 2 of 4 December 1.2004 A. Melinda Cervantes, County Librarian - County is holding Commissioners and Friends Forum and December 4, 2004 - 9:30 to 1:00 State Librarian will speak Breakout sessions Building Tour and Lunch - CLA Conference Very well done Highlight was a very inspirational literacy video - Cupertino's Library Opening October 30 30 minute ceremony large attendance - State library Construction Funds Distributed Morgan Hill and Gilroy did not receive funds although applications were highly rated B. Ruth Gipstein, Chair - Commended Cross's work on the Commission - Future focus of Commission -Procedures, Mission Statement, Work Plan, Commissioner Education C. Dolly Barnes, Community Librarian No report D. Marylou Taylor, Art Commission Liaison to Library Commission - Hanging system fully operational - Bonnie Stone will be the last artist to have work displayed this year - Arts Commission will jury submissions in January 2005 for next year - Hoping to hang banner on art wall that read Saratoga Arts commission - Tracy Halgren, Arts Commission Chair, named Volunteer of the Year by the Peninsula Open Space district E. Sue Barerra, Friends of the Saratoga Libraries - New Web Page - Distributed holiday events announcement F. Lori Burns, Staff Liaison Joint meeting with City Council -June 1, 2005 10. Agenda Items for Next Meeting -December 1, 2004 Flag Pole New Sign Installation of Signs Related to "Furnishing the Future' Campaign Designated Parking for FSL Volunteer Work Plan Library Construction Project List SCCL Finances -Gay Strand 11. Adjournment Grover/Cross moved to adjourn meeting at 12:00. Motion passed 4/0 In compliance with the Americans with Disabilities Act, if you are a disabled person and you need adisability- related modification or accommodation to participate in this meeting, please contact the City Clerk's Office at 408.868.1269 or ctclerk(a~saratoQa.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 Minutes Page 3 of 4 December 1, 2004 Prepared by:~%~~~ ~ t~ Lori Burns, Human Resource Analyst 868-1252 lburns(a~saratoga.ca.us Library Commission Minutes Page 4 of 4 December I, 2004