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Home My WebLink AboutLibraryCommission_RegularMeeting_agendapacket_04_09_2025.PDF April 9, 2025 | 7:00 PM Page 1 of 2 Library Commission Regular Meeting Agenda CITY OF GILROY LIBRARY COMMISSION REGULAR MEETING AGENDA WEDNESDAY, APRIL 9, 2025 | 7:00 PM GILROY LIBRARY MEETING ROOM 350 W. 6TH STREET GILROY, CA 95020 Chair: Victoria Coverson-Baxter Vice Chair: Saeid Nooshabadi Commissioner: Kasandra Lowry Staff Liaison: Harjot Sangha, Finance Director and Vince Bautista, Jr., Recreation Coordinator In compliance with the Americans with Disabilities Act, the City will make reasonable arrangements to ensure accessibility to this meeting. If you need special assistance to participate in this meeting, please contact the City Clerk’s Office at least 72 hours prior to the meeting at (408) 846-0204 or cityclerk@cityofgilroy.org to help ensure that reasonable arrangements can be made. Materials related to an item on this agenda submitted to the City of Gilroy Library Commission after distribution of the agenda packet are available with the agenda packet on the City website at www.cityofgilroy.org subject to Staff’s ability to post the documents before the meeting KNOW YOUR RIGHTS UNDER THE GILROY OPEN GOVERNMENT ORDINANCE Government's duty is to serve the public, reaching its decisions in full view of the public. Commissions, task forces, councils and other agencies of the City exist to conduct the people's business. This ordinance assures that deliberations are conducted before the people and that City operations are open to the people's review. FOR MORE INFORMATION ON YOUR RIGHTS UNDER THE OPEN GOVERNMENT ORDINANCE, TO RECEIVE A FREE COPY OF THE ORDINANCE OR TO REPORT A VIOLATION OF THE ORDINANCE, CONTACT THE OPEN GOVERNMENT COMMISSION STAFF AT (408) 846-0204 PUBLIC COMMENT GUIDELINES: During the PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA portion of the meeting, each person wishing to speak should prepare a presentation of not more than three (3) minutes. Persons wishing to address the Commission are requested, but not required, to complete a Speaker’s Card located at the entrances. Completion of this speaker’s card is voluntary. All persons may attend this meeting and speak, regardless if a card is completed or not. Speaker’s slips should be submitted to the Secretary BEFORE this portion of the meeting begins. Anyone wishing to address the Commission on any other item on this AGENDA is requested, but not required, to fill out a speaker’s slip as well and submit it to the Secretary BEFORE the Commission takes action on the item. Library Commission Regular Meeting Agenda Page 2 of 2 April 9, 2025 | 7:00 PM “The Library Commission is comprised of 5 members and serves as an advisory and liaison body to the Gilroy City Council, the city staff and Community Librarian on matters concerning the Gilroy Library”. The agenda for this regular meeting is as follows: 1. CALL TO ORDER 2. ROLL CALL 3. SECRETARY'S REPORT 4. APPROVAL OF MINUTES 4.1. Wednesday, February 12, 2025 5. APPROVAL OF AGENDA 6. LIBRARY STAFF RECOGNITION 7. PRESENTATION ABOUT CIVIC CENTER MASTER PLAN 8. UNFINISHED BUSINESS 8.1. Library Commission Workplan 1. Staff Report: Vince Bautista, Jr., Recreation Coordinator 2. Public Comment 3. Possible Action: Receive and comment on the workplan. 9. LIBRARY REPORTS 9.1. County Library report for March and April 2025 1. Staff Report: Jennifer Weeks, Santa Clara County Librarian 2. Public Comment 3. Possible Action: Receive and comment on the County Library report. 9.2. Gilroy Library Report 1. Staff Report: Cassandra Wong, Gilroy Librarian 2. Public Comment 3. Possible Action: Receive and comment on the Gilroy Library report. 10. STAFF/COMMISSION COMMENTS 10.1. District-Based Elections Outreach Announcement 11. FUTURE AGENDA ITEMS 12. ADJOURNMENT City of Gilroy Library Commission STAFF REPORT Agenda Item Title: Library Commission Workplan Meeting Date: April 9, 2025 From: Vince Bautista Jr., Recreation Coordinator RECOMMENDATION Receive and comment on Library Commission Workplan. BACKGROUND The Library Commission adopted its workplan for fiscal years (FY24 and FY25) on May 24, 2023. The workplan includes the following key elements: • Review and provide feedback on the Santa Clara County Library System regarding library services and programs offered at the Gilroy location. • Participate in the annual California Library Association (CLA) or the American Library Association (ALA) conference, which will be held on June 27 – July 2, 2024, in San Diego. • Promote the commission’s purpose and library system to increase interest among prospective applicants to serve as commissioners. • Provide recommendations to City Administrator and the City Council regarding potential capital improvement to the City’s library facility based on the needs identified by the Santa Clara County Library staff and the Gilroy community, to be funded by the remaining library bond proceeds. There is approximately $5 million available for facility upgrades. The Library and City are identifying a recommended list of improvements and will present it to the Commission at a future meeting. ANALYSIS Library Commission Workplan for Fiscal Year 2026 and 2027 City of Gilroy Library Commission Page 2 of 3 April 9, 2025 The Library Commission continues to work diligently on the existing work plan for Fiscal Year 2024-2025. The commission will continue to address goals, objectives, and strategies that are in line with Library Commission's mission and vision. Below is the Library Commission's updated work plan for FY24-25: 1. Feedback on programs and services offered at the Gilroy Library: The Library Commission continues to provide feedback during each of its commission meetings to the County Library Staff regarding its programs and services at the Gilroy Library. 2. Training/Conference: City and Library staff suggested to the Commission to explore potential training and conference opportunities that may be available before the next meeting. The California Library Association is hosting a conference on October 23-25, 2025, in Riverside, California. This is an opportunity for networking and professional development. 3. Promotion of Library Commission: The Library Commission is continuing its ongoing efforts to increase visibility and awareness of its mission in the Gilroy community. As part of this initiative, the commission will participate in community outings, leveraging opportunities to promote the Library Commission's purpose and objectives. Staff suggested exploring the California Public Library Advocates organization, which provides its members with up-to-date library news and access to informative library education resources. 4. Capital Improvements to the Gilroy Library: Staff Sangha will provide an update. FY26 and FY27 Draft Workplan At the February 12, 2025, meeting, the Library Commission drafted a new workplan for the two-year budget cycle covering FY26 and FY27. The drafted workplan includes carryovers from the previous workplan. The drafted workplan is currently scheduled to be submitted to the City Council for formal approval on June 2, 2025. Once the Council has formally approved the workplan, the Commission will move forward with developing a comprehensive plan at the June 11 meeting to implement the key workplan items over the next two fiscal years. The following is the Library Commission’s FY26 and FY27 proposed workplan (pending City Council approval): • Study of community art installation or display at the Gilroy Library (New Workplan) Library Commission Workplan for Fiscal Year 2026 and 2027 City of Gilroy Library Commission Page 3 of 3 April 9, 2025 • Represent the Library Commission at Library functions and programs such as story time, and staff appreciation days (New Workplan) • Provided feedback on the Santa Clara County Library System regarding library services and programs offered at the Gilroy location (Existing Workplan) • Participate in the annual California Library Association (CLA) or the American Library Association (ALA) conference (Existing Workplan) • Promote the commission’s purpose and inform the Gilroy community of Library Commission’s present and visibility (Existing Workplan) • Provide recommendations to the City Council regarding capital improvements to the Gilroy Library to be funded by the unspent library bond proceeds (Existing Workplan) MEMORANDUM DATE: February 20, 2025 TO: Jimmy Forbis, City Administrator CC: Carina Baksa, Finance Manager FROM: Harjot Sangha, Finance Director; Adam Henig, Recreation Manager SUBJECT: Library Commission Workplan and Budget Input for Fiscal Year 2026 and 2027 On February 12, 2025, the Library Commission discussed and unanimously approved the following two items to be proposed for the City Council to consider for the upcoming two-year budget cycle, Fiscal Year 2025-26 (FY26) and 2026-27 (FY27): 1) Budget request: Funding for up to three commissioners to attend the annual California Library Association or the American Library Association conference(s). The funding requested is $2,500 per commissioner for an annual total of $7,500 for FY26 and $7,500 for FY27. The benefits of attending include: a) educating the commissioner about the latest trends, b) networking with other library commissions/boards, and c) using as a recruiting tool to increase interest among prospective applicants. 2) Library Commission Workplan: The commission discussed and agreed on the following workplan for FY26 and FY27: a. Study of a community art installation or display at the Gilroy Library (New Workplan) b. Represent the Library Commission at Library functions and programs such as story time, and or staff appreciates days (New Workplan) c. Review and provide feedback on the Santa Clara County library System regarding library services and programs offered at the Gilroy location (Existing Workplan) d. Participate in the annual California Library Association or the American Library Association conference. (Existing Workplan – Rephrased) e. Promote the commission’s purpose and inform the Gilroy community of Library Commission’s present and visibility (Existing Workplan – Rephrased) f. Provide recommendations to the City Council regarding capital improvements to the Gilroy Library to be funded by the unspent library bond proceeds (Existing Workplan) The Commission appreciates the opportunity to make these budget requests and recommendations regarding its workplan for FY26 and FY27. Sincerely, 2025 Library Commission Victoria Coverson-Baxter, Chair Saied Nooshabadi, Vice Chair Kasandra Lowry, Commissioner City of Gilroy LIBRARY COMMISSION