03/13/2013 Library Commission Regular Meeting Adopted 04/10/2013CITY OF GILROY
MINUTES OF THE REGULAR
LIBRARY COMMISSION MEETING
7:00 P.M.
Wednesday, March 13, 2013
CALL TO ORDER
The regular meeting of the Library Commission was called to order by Chair Smith (Carol) at
7: 01 pan. in the Gilroy Library Meeting Room, 350 W. 6th Street Gilroy, California.
SECRETARY'S REPORT
Four commissioners were present. Commissioner Smith (Hugh) was excused.
APPROVAL OF MINUTES
Motion by Commissioner Spencer and seconded by Commissioner Taylor to approve the
minutes of February 13, 2013. County Librarian Nancy Howe requested that Item C on
the Agenda be moved to Item A so that Chuck Griffen could leave after his report.
Hearing no objections, it was so ordered.
APPROVAL OF AGENDA
Motion by Commissioner Spencer and seconded by Commissioner Taylor to approve the
Agenda of February 13, 2013.
Hearing no objections, it was so ordered.
INTRODUCTIONS
None.
None.
PUBLIC PARTICIPATION
None,
NEW BUSINESS
A. Discussion of Gilroy Library HVAC System Problems
Chuck Griffen, Financial and Administrative Services Manager for the Santa Clara
County Library System, reported that the system is working properly as of 1/2 hour ago.
The Project Manager of Nova Partners has been in constant contact with the LEED
commissioning agent, who will monitor the systems remotely for 30 days and continue
to work with the Library for LEED Certification purposes. The original lease agreement
indicates that the landlord is responsible for correction of constriction defects after one
year following the Certificate of Occupancy of the building, Because the HVAC system
has never worked correctly, a written agreement has been created to extend the contract
one year beyond the official commissioning of the building, The City has agreed to
install netting and do some remediation for the bird problem on the roof near the HVAC
system.
B. Discussion of Donor Recognition for the New Library
Discussion will occur at a later date when more information is available from the City.
C. Discussion of Work Plan at Los Altos Library
Lani handed out a list of possible goals and activities for the Library Commission to
help with the library, and suggested that the list be refined.
Deputy County Librarian, Nancy Howe
Joint Powers Authority Board (JPA) Actions — The JPA met on February 28a' and approved the
recommendation of the Election Subcommittee to start a public education program in
anticipation of the renewal of the special library tax that will, expire in June 20, 2105. The total
revenue from this tax is over 17% of the Library budget and exclusively funds staffing for open
hours and materials. In addition to the public education program, the JPA will need to establish
a new Community Facilities District (CFD) which allows for the Library to collect such a tax.
The JPA noted that polling supported a renewal of the tax that has been in existence for nearly
20 years, but not an increase of the amount. The date of the election and other election details
are not yet determined.
The JPA also accepted the Five -Year Financial Forecast for Fiscal Years 2012 -2013 to 2016-
2017. Modest increases in property tax are anticipated and renewal of the special tax is also
assumed. A reduction in lease costs for the Winchester office is anticipated. It also assumes the
State will not be in a financial position to reinstate support for either Public Library Foundation.
or Transactional Based Reimbursement. See table below.
FISCAL
YEAR
Projected
REVENUE
Projected
EXPENSE
Net Surplus/
Deficit)
2012-13 31,979,511 32,400,827 421,316)
2013-14 32,575,219 32,509,980 65,239
2014 -15 33,189,533 32,838,389 351,144
2015-16 33,829,449 33,467,906 361,544
2016 -17 34,485,356 34,110,185 375,171
The current year shows a deficit due to the approved transfer from Reserves to fund the Integrated Library System (ILS)
replacement project.
The JPA welcomed new member Courtenay Corrigan from Los Altos Hills.
Vice -Chair Jason Baker reported that Los Altos City Council voted 4 -1 on February 26, 2013
not to ratify a task force to study alternative library management options other than being part
of the Santa Clara County Library District.
The JPA also heard a brief report on the upcoming March opening of the Tech Tool Bar pilot at
the Cupertino Library. The Tech Tool Bar, supported by the Cupertino Library Foundation as a
District Pilot, will display a variety of e- readers and tablets on which patrons can access free
library content. The counter includes a large screen display and trained volunteers that can
answer basic questions while library patrons experiment with the new devices and learn more
about library digital services, The volunteers are trained to refer questions to reference
librarians who will continue to assist library patrons. Based on the pilot, the Library will
determine if this is a model of service that can be replicated at other locations. National studies
show that the majority of library customers do not realize that most public libraries offer free e-
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books. Library staff acknowledges that technical interfaces can be hard to use, and is looking
for friendly ways to help patrons.
City Librarian, Lani Yoshimura
Library Facility — The library roof HVAC units have been replaced, but the Lobby and the
Reading Program offices are still often cold. Lighting schedules are still a problem in some
areas especially at the Circulation Desk and in the Reading Program office.
Programs in January and February — There were 48 Children's Programs with an attendance of
956. The 16 Teen programs had 347 people, and 629 patrons attended the 73 Adult programs.
There were also 11 Outreach programs with a total attendance of 271.
Volunteers — The Library recorded 559 volunteer hours in January and February.
Silicon Valley Reads — Author Brian Castner and his wife appeared at the SVR event on Feb 2.
Former City Councilmember Bob Dillon moderated, and Gilroy AAUW provided delicious
treats for those who attended the event.
Gilroy Library Free Events in March 2013 —
Wednesdays (5pm) ESL Conversation Club
Thursdays (10:30am) Storytime: Books, rhymes, songs flannel boards (Ages 3 — 5)
Thursdays (1 -4 pm) Knitting and Crochet Circle: Drop -in and receive help with projects
Fridays (lpm) Tai Chi: Balance & harmony for body, mind and spirit
Fridays (4pm) Teen Gaming: Teens can join in and play video games
Saturdays (I0:30am) Bilingual Storytime (Cientos, Canciones y Mas) for the entire family
March 1 (10:15am) Book Club: The Thirteenth Tale by Diane Setterfield
March 2 (1 lam) Cooking Class for Kids: Pizza Time — Sign -up required
March 2 (fpm) Cooking Class for Adults: Southern Style — Sign -up required
March 5 (6pm) Taller: Buying below market housing (in Spanish)
March 6 (3:30pm) Family Movie: Here Comes the Boom
March 9 (loam -lpm) Book Sale: Support the Friends of the Library
March 9 (3:30 pm) Open Poetry Readings with the Garlicky Group of Poets
March 12 (4 pm) Nubs: The True Story of a Mutt, a Marine and a Miracle, reading by co-
author Mary Nethery, talk about writing, and a video of Major Brian Dennis and Nubs
March 12 (6:30 pm) Operation Freedom Paws: CNN Top 10 Hero Mary Cortani's
organization helps veterans train their own service dogs
March 13 (3:30) Teen Movie: Taken 2
March 16 (10:30 pin) Disaster Preparedness class taught by City of Gilroy
March 16 (11 am) Cooking Class for Kids: Baking— Sign -up required
March 16 (1 pm) Cooking Class for Teens: Pop Star Favorites — Sign -up required
March 20 (3:30 pm) Family Movie: Toys in the Attic
March 20 (7 pm) Growing Herbs in Your Garden with Master Gardener Joan Cloutier
March 21 (3 pm) Healthy Snacks for Kids class and samples
March 21 (7 pm) Meditation Workshop: Reduce stress and improve health
March 23 (2 pin) Wartime Memories: Share experiences of war or being on the home front
March 26 (7 pin) Book Club: On Chesil Beach by Ian McEwan
March 27 (3:30 pm) Teen Movie: Alex Cross
March 27 (6:30 pin) Allergy and Gluten-free Cooking and Baking presentation and samples
by Patricia Tartaglia, owner of www.thefoodfixx.com
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March 28 (3 -4:30 pm) Reading Buddies: Children in grades K -5 can read to a furry friend —
Sign -up required
March 30 (2 pm) Teen International Candy Tasting
COMMISSION COMMENTS
Commissioner Cooper asked about the Library non - resident cards, questioned whether senior
discounts are available, and suggested that incentives be developed to bring more seniors to the
Library.
STAFF COMMENTS
None.
FUTURE AGENDA ITEMS
The Commission would like to invite JPA Board Member Steve Tate to present information on
the special library tax that will expire in June 30, 2015. Items A& B will remain on the agenda.
ADJOURNMENT
Chair Smith (Carol) adjourned the meeting at 8:05 p.m.
FUTURE MEETINGS
The next regular meeting of the Gilroy Library Commission will be held on Wednesday,
April 10, 2013 at 7:00 p.m. in the Gilroy Library Meeting Room, 350 W. 6th Street,
Gilroy, CA.
Lyfne Conrotto, Recording Secretary
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