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02/13/2013 Library Commission Regular Meeting Adopted 03/13/2013CITY OF GILROY MINUTES OF THE REGULAR LIBRARY COMMISSION MEETING 7:00 P.M. Wednesday, February 13, 2013 CALL TO ORDER The regular meeting of the Library Commission was called to order by Chair Smith (Carol) at 7: 03 p.m. in the Gilroy Library Meeting Room, 350 W. 6th Street Gilroy, California. SECRETARY'S REPORT All five commissioners were present. APPROVAL OF MINUTES Motion by Commissioner Taylor and seconded by Commissioner Cooper to approve the minutes of January 9, 2013. Hearing no objections, it was so ordered. APPROVAL OF AGENDA Motion by Commissioner Spencer and seconded by Commissioner Smith (Hugh) to approve the Agenda of February 13, 2013. Hearing no objections, it was so ordered. INTRODUCTIONS Chair Smith welcomed newly appointed Commissioner Cooper and thanked her for coming. PRESENTATIONS None. PUBLIC PARTICIPATION None. NEW BUSINESS A. Election of 2013 Chair and Vice -Chair Motion made by Chair Smith (Carol) nominating Commissioner Spencer as the 2013 Chair of the Library Commission. The motion was declined by Commissioner Spencer. Motion made by Commissioner Taylor nominating Chair Smith (Carol) as the 2013 Chair of the Library Commission. The motion was seconded by Commissioner Cooper. Dearing no objections, it was so ordered. Motion made by Commissioner Taylor nominating Commissioner Spencer as the 2013 Vice -Chair of the Library Commission. The motion was seconded by Commissioner Cooper. Hearing no objections, it was so ordered. 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 The Commission decided they will draft their own work plan. Lani will bring ideas to the next Library Commission meeting. D. Discussion of Gilroy Library HVAC System Problems Lani Yoshimura stated that the sensors had been dismantled from the new equipment when it was discovered that they were not working properly, so the HVAC system was turned off. The coolant just evaporated in the beginning and it began leaking when it was replaced. The problem has now been solved. The heat pump also appears to be working now. Commissioner Smith (Hugh) wants to make sure that everything is working properly by the warranty date on the building. Deputy County Librarian, Nancy Howe New Publications About Library Services — The Library is distributing their newly revised Welcome brochures (available in English, Spanish and Chinese), the Silicon Valley Reads Program Guide, and the Food Program Guide. Borrowers and Free Agents — The Library's strategic goal is for 85% of residents to have an active library card. This is a concrete measurement of a community that is engaged with and values the Library. In 2010 a survey was conducted on library non -users and the results were organized into clusters in order to target future marketing to reach these populations. Taken together the Borrowers and Free Agents clusters account for 16.7% of residents that do not use the library. The Borrower cluster (Ages 25 — 54) has some college education, high readership and prefers to borrow or rent items. Free Agents (Ages 35 — 54) use a library infrequently or not all and have a college education. A staff team conducted off -site interviews with residents to find out the top interests of these groups and created "Topic Teams" to develop collections and services to bring them to the library. The topics are: Arts & Crafts, Business & Money, Food & Beverages, Health & Fitness, Home & Garden, Life & Relationships, Music & Movies, Pets & Animals and Science & Technology. Staff is being organized in a different way to create web content, purchase library materials and offer prograins that will hopefully appeal to this group. These topic groups will soon be featured on the library website under the `Browse" heading. Joint Powers Authority Board (JPA) — The JPA met on January 241h and approved the revised Bylaws, established the 2013 Finance Committee and approved the 3 -year Technology Plan. The JPA welcomes five new members for 2013; Supervisor S. Joseph Simitian, County District 5; Jan Pepper, Council Member for City of Los Altos; Courtenay Corrigan, Council Member for Town of Los Altos Hills; Carmen Montano, Council Member for City of Milpitas; and Burton Craig, Vice -Mayor for City of Monte Sereno. Six members are returning. The JPA Board is composed of I 1 elected representatives from the 9 cities in the Library District plus 2 members of the Board of Supervisors. The Finance Committee will include the representatives from Cupertino, Campbell, Los Altos and Saratoga, and City Manager Tom Haglund of Gilroy. The Finance Committee is responsible for the oversight of all matters pertaining to the financial structure of the Agency. Their meetings are open to the public and the next meeting will be Febivary 12 at 11:00 a.m. Page 2 of 4 The 3 -year Technology plan was approved and $5,631,690 dollars was transferred to the Technology Fund Reserve to fund these projects annually. The plan provides a budgetary framework for the library's acquisition of hardware and software, implementation of new technology, as well as network support. One theme of the Library is to "lead with technology." The ambitious plan calls for several pilots to enhance patron experiences, such as creating collaborative areas for use of technology through group work stations, digital media labs and enhanced services to assist the public use of e- readers and digital media, and to promote early literacy. Network upgrades, wireless enhancements and replacements of equipment such as the automated materials handling systems and self-check machines will result in continued good customer service for both staff and patrons. The next JPA meeting will be February 28 at 1:30 p.m. and will include a five -year projection of revenue and also a report from the Elections Subcommittee. The current special tax, which has been place since 1995, will expire in June 2015. This tax accounts for 17% of total revenue. Under the direction of the Elections Committee, a poll was conducted over the last weekend in January. The results of the polling will help the JPA decide if, when, and how this special tax can be continued. Proposed Senate Constitutional Amendment for Library Bonds and Taxes-- Long -time library supporter and California State Senator Lois Wolk has introduced SCA 7, a Senate Constitutional Amendment that seeks to reduce the local vote threshold for local special taxes and construction bonds for libraries from the current two- thirds vote to 55 %. In order for SCA 7 to become a reality, it would need to pass both houses of the legislature (by a 2/3 vote in each house) and be signed by Governor Brown. It would then, most likely, be placed on the November 2014 statewide ballot, where it would need to be passed by a majority of the statewide electorate. While this amendment cannot become law before the Santa Clara County Library District's next special tax election (a date has not yet been set, but it will need to be well before November 2014), it could definitely impact the outcome of future tax measures for Santa Clara County Library District, as well as local bond elections for cities in the District to fund new library buildings. Employee Recognized -- The County of Santa Clara recognizes three Library employees per year for its highest staff award: the Employee Excellence Award. The Library employee is selected through a peer nomination process. The first 2013 recipient is Wen -Ying Jaw, Librarian at the Cupertino Library. Over the last two years, Wen -Ying has developed two very successful programs at Cupertino Library: a bi- monthly Chinese Language (Mandarin) Book Club, and a weekly ESL conversation club. Cupertino Library staff wanted to offer an ESL program for years, but We -Ying took the initiative to create, plan, promote and lead it, demonstrating commitment to effective and quality service, as well as the value she holds for the Cupertino community. Silicon Valley Reads — Silicon Valley Reads 2013, "Invisible Wounds of War" kicks off on January 30t" at 7:30 pm at the Campbell Heritage Theatre. The program will include over 100 free events from January to April throughout Santa Clara County. All of the libraries have copies of the selected books and patrons are encouraged to come to several of the events. City Librarian, Lani Yoshimura February Calendar of Events -- Preschool Storytime (Ages 3 -5) is held on Thursdays and Bilingaual Family Storytime on Saturdays. Both are at 10:30 a.m. ESL Conversation Club meets Page 3 of 4 every Wednesday at 5:00 p.m, Drop -in and receive help with your projects at the Knitting and Crochet Circle every Thursday from 1 -4 p.m. Learn balance and hannony in Tai Chi every Friday at 1:00 p.m. Silicon Valley Reads Events include: Presentation by Brian Castner, author of The Long Walk (Feb. 2) and Striking a Chord Documentary (Feb. 7). Share with your peers at the Creative Writers Club (Feb. 5 & 19). Learn how to be prepared at the Disaster Preparedness Workshop (Feb. 16). Join the Garlicky Group of Poets for Open Poetry Readings Feb. 9), Learn how to reduce stress and improve health at the Meditation Workshop (Feb. 21). Learn about various finances such as: Estate Planning in 2013 (Feb. 6), How to Distribute Retirement Income (Feb. 13), Asset Allocation: A Strategy for All Stages of Investing (Feb. 16) and the Social Security Workshop: Take Full Advantage (Feb. 20). Attend a FAFSA and Dream Act Workshop on Making College Affordable (Feb. 19). Join the Photo Editing Workshop Feb. 23). The series of Focus on Food programs include: Nutrition for Toddlers and Preschoolers (Feb. 9), Healthy Heart Smoothies (Feb. 12) and Incorporating Edible Plants in the Landscaping (Feb. 27). The Book Club will discuss The Long Walk by Brian Castner (Feb. 1) and The Thirteenth Tale by Diane Setterfield (Feb. 26), Teen events include: Teen Valentine's Day Craft (Feb. 7), Teen Gaming (Feb. 15 & 22) and Teen Volunteer Orientation Feb. 28). Children are invited to Kids Valentine Craft (Feb. 9). Four movies will be shown in February including the Teen Movies: Pitch Perfect (Feb. 13) and Premium Rush (Feb. 27), and Family Movies: Frankenweenie (Feb. 6) and Hotel Transylvania (Feb. 20). See www.secl,org for more information. COMMISSION COMMENTS Chair Smith stated that she and Commissioner Hugh Smith thoroughly enjoyed the Friends and Commissioners Forum on February 9, STAFF COMMENTS None. FUTURE AGENDA ITEMS The Commission would like a budget report from Chuck Griffen, Financial and Administrative Services Manager for the Santa Clara County Library. ADJOURNMENT Chair Smith (Carol) adjourned the meeting at 8:07 p.m. FUTURE MEETINGS The next regular meeting of the Gilroy Library Commission will be held on Wednesday, March 13, 2013 at 7:00 p.m. in the Gilroy Library Meeting Room, 350 W. 6th Street, Gilroy, CA. LynnVConrotto, Recording Secretary Page 4of4