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Home My WebLink About04/10/2019 Library Commission - Regular Meeting Agenda Packet CITY OF GILROY LIBRARY COMMISSION REGULAR MEETING APRIL 10, 2019 7:00 p.m. Gilroy Library Meeting Room 350 W. Sixth Street Gilroy, CA 95020 AGENDA Page 1 of 2 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/shawna.freels@cityofgilroy.org 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. I. CALL TO ORDER II. SECRETARY'S REPORT III. APPROVAL OF MINUTES A. Meeting Minutes of February 13, 2019 IV. APPROVAL OF AGENDA In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Recreation Department at (408) 846-0460. Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28CFR 35.102-35.104 ADA Title II) Page 2 of 2 V. PRESENTATIONS A. Board and Commission Member Handbook Presentation by City Clerk's Office VI. INTRODUCTIONS VII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA VIII. OLD BUSINESS A. Report on Library Improvements 1. Staff Report: Lani Yoshimura, Gilroy Librarian 2. Public Comment 3. Possible Action: Receive report. B. Discussion of Library Commission Goals to Support the Library 1. Staff Report: Lani Yoshimura, Gilroy Librarian 2. Public Comment 3. Possible Action: Receive report and comment. IX. NEW BUSINESS A. Introduction of Budget Request Process for FY 20 and FY 21 1. Staff Report: Bryce Atkins, Finance Manager 2. Public Comment 3. Possible Action: Receive report. X. LIBRARY REPORTS A. Report from Nancy Howe, County Librarian B. Report from Lani Yoshimura, Gilroy Librarian XI. COMMISSION COMMENTS XII. STAFF COMMENTS XIII. FUTURE AGENDA ITEMS XIV. ADJOURNMENT CITY OF GILROY LIBRARY COMMISSION REGULAR MEETING FEBRUARY 13, 2019 7:00 p.m. Gilroy Library Meeting Room 350 W. Sixth Street Gilroy, CA 95020 MINUTES Page 1 of 3 I. CALL TO ORDER The regular meeting of the Library Commission was called to order by Chair Candice Whitney at 7:03 p.m. II. SECRETARY'S REPORT The packet was posted on the City's website on Wednesday, February 6, 2019 at 4:10 p.m. ROLL CALL Present: Chair Candice Whitney, Vice-Chair Kathy Souza, Commissioner Michaela Gonzalez, Commissioner Katherine Robinson, Commissioner Sumana Reddy (arrived at 7:08 p.m.) III. APPROVAL OF MINUTES Motion was made by Commissioner Souza; seconded by Commissioner Gonzalez to approve the January 9, 2019 meeting minutes. Motion carried with a vote of 5-0-0. IV. APPROVAL OF AGENDA Motion was made by Commissioner Gonzalez; seconded by Commissioner Souza to approve the February 13, 2019 agenda. Motion carried with a vote of 5-0-0. V. AWARDS/RECOGNITIONS None. VI. INTRODUCTIONS Newly appointed Library Commissioner Katherine (Katie) Robinson was introduced, and she gave a brief biography. Everyone at the meeting introduced themselves. VII. PUBLIC COMMENT ON ITEMS NOT ON THE AGENDA None. VIII. OLD BUSINESS 3.A Packet Pg. 3 Communication: Meeting Minutes of February 13, 2019 (APPROVAL OF MINUTES) Page 2 of 3 A. Report on Library Improvements The lobby has been remodeled with current best-selling books added. There is also new furniture in the cafe area. Patron comments have been positive. An Everbrite wall, which helps children develop tactile motor skills, is available for a couple of months. It will then move to other SSCL libraries. B. Discussion of Library Commission Goals The Gilroy Library will be open on Sundays from 1:00-5:00 beginning on March 11, 2019. Lani suggested the presence of the Library Commission on that day. The Commission would like to support the library by working with GUSD to introduce various library services. Chair Whitney asked about the possibility of having Spanish classe s for English speakers. Lani will check into the possibility. IX. NEW BUSINESS A. Introduction of Budget Request Process for Fiscal Years 2020/2021 In the absence of Bryce Atkins, I communicated to the Library Commission that finance is looking for feedback on budget requests. B. Discussion on Adding Flag Salute to Library Commission Meetings Motion by Commissioner Kathy Souza; seconded by Commissioner Michaela Gonzalez to keep current agenda format, and not add flag salute. Motion carried with a vote 5-0-0. X. LIBRARY REPORTS A. County Librarian, Nancy Howe Deputy County Librarian Chris Brown gave the report for Nancy. B. Community Librarian, Lani Yoshimura Lani gave her monthly report on Gilroy Library. XI. COMMISSION COMMENTS None. XII. STAFF COMMENTS None. XIII. FUTURE AGENDA ITEMS 3.A Packet Pg. 4 Communication: Meeting Minutes of February 13, 2019 (APPROVAL OF MINUTES) Page 3 of 3 XIV. ADJOURNMENT The meeting was adjourned by Chair Witney at 8:15 p.m. FUTURE MEETINGS The next regular meeting of the Library Commission will be held Wednesday, April 10, 2019 at 7:00 p.m. in the Gilroy Library Meeting Room, 350 W. Sixth Street, Gilroy, CA 95020. The regular meeting on March 13, 2019 has been cancelled. Lynne Conrotto, Office Assistant II 3.A Packet Pg. 5 Communication: Meeting Minutes of February 13, 2019 (APPROVAL OF MINUTES) Produced by the Gilroy City Clerk’s Office BOARD, COMMISSION & COMMITTEE MEMBER HANDBOOK 2019 5.A Packet Pg. 6 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) WELCOME AND ORIENTATION Welcome and thank you for your willingness to serve as a member of a City of Gilroy Board, Commission or Committee. Advisory bodies play an important role in city governance by assisting the City Council in addressing specific issues in detail, lending professional expertise, and facilitating community decision-making. The City of Gilroy has a number of advisory bodies, each with distinct responsibilities. As a new advisory body member you will need to familiarize yourself with the documents governing your particular body including the City Charter and ordinances, bylaws, relevant element(s) of the General Plan, and current work plan goals, all available from your staff liaison. Reviewing these documents will help you get a sense of your responsibilities. This Handbook is designed to serve as a reference of the basic procedures that apply to all City advisory bodies. Your staff liaison will facilitate a general orientation to familiarize you with your advisory body and go over current issues that have been under consideration. Learning your role and developing an effective voice takes time and familiarity. We hope this Handbook will assist you towards a satisfying and productive experience. Your participation is deeply appreciated by the City Council, by city staff, and by your community. The vitality and strength of our community comes from the willingness of people like you who serve Gilroy. Respectfully, Gilroy City Council and City Staff 5.A Packet Pg. 7 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) Table of Contents WELCOME AND ORIENTATION i STRUCTURE OF CITY GOVERNMENT 1 Form of Government 2 City Council 2 Boards, Commissions and Committees 2 City Officers, Departments and Staff 3 BOARD, COMMISSION & COMMITTEE MEMBERSHIP 4 Appointments 5 Resignations and Removals 5 Attendance 5 Vacancies 5 Annual Recognition 5 Terms 6 BOARD, COMMISSION & COMMITTEE OFFICERS AND STAFF 7 Officers 8 Staff 8 Records 8 Expenses 8 PREPARATION FOR MEETINGS 9 Preparation 10 Action 10 Agenda Questions 10 Limits of Authority 10 Objectivity 10 Openness 10 Clarifications 11 Conflicts of Interests 11 Remote Participation 11 MEETINGS 12 Regular Meetings 13 Adjourned Meetings 13 Special Meetings 13 Subcommittees 13 Quorum 13 Agendas 14 Minutes 14 Procedure 15 Work Plan 15 5.A Packet Pg. 8 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) Table of Contents (Continued) MEETING MANAGEMENT 16 Proceedings 17 Decorum at Meetings 19 Effective Conflict Management 19 Basis for Your Decision 20 Motions 20 Role and Responsibilities of the Chair 21 ROLES, RESPONSIBILITIES AND RELATIONSHIPS 23 Council-Advisory Body Relationship 24 Code of Ethics and Values 24 Staff-Advisory Body Relationship 25 Staff Responsibilities 25 Relations with other Advisory Bodies 26 City Clerk 26 City Attorney 26 IMPOSED RESTRAINTS 27 Conflict of Interest 28 Public Records Laws 28 The Brown Act & Gilroy Open Government Ordinance 28 Discrimination and Equal Protection 29 Due Process 29 Reasonableness 29 Use of Public Property 29 Conflict of Interest Code: Disclosure Requirements 29 USE OF CITY EMAIL 29 5.A Packet Pg. 9 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) THE STRUCTURE OF CITY GOVERNMENT 5.A Packet Pg. 10 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) THE STRUCTURE OF CITY GOVERNMENT A. FORM OF GOVERNMENT Generally, there are two sources of authority by which California cities govern themselves. General Law cities adhere to the provisions and requirements established as general law by the state of California. Charter cities use the election process to adopt a charter or constitution, which sets forth the basis and authority for all future actions not in contradiction with pre-emptive state law. Gilroy is a Charter City as are approximately 20% of California cities. B. CITY COUNCIL The City Council is a 7 member body consisting of 6 Council Members elected at large in even numbered years to staggered four-year terms, and one directly elected Mayor serving a four-year term. The City Council is the governing body of the City, vested with the regulatory and corporate power of the municipal corporation. The Council serves as the City’s board of directors and legislative body. It sets goals and priorities and establishes policies. The Mayor is the presiding officer of the Council, and the official spokesperson and representative of the City. It is not possible for each Council Member to know all pertinent facts of every given situation. For counsel and advice on the practical application of established policy, reliance is placed on the service of interested citizens appointed to the various advisory bodies. For technical and administrative assistance, both the Council and the advisory bodies refer to the City Administrator and the City Administrator’s staff. C. BOARDS, COMMISSIONS AND COMMITTEES There are two types of advisory bodies. One is permanent with duties, responsibilities, and scope of authority is set forth in an enabling ordinance or the Charter. The other is ad hoc and typically created by action of the Council to serve a particular function during a specified time. In both instances, the primary purpose of these entities is to gather information, weigh public input, and examine issues in depth to render a recommendation to the Council and the City Administrator. Certain advisory bodies also have decision-making authority in certain circumstances, A brief description of the various advisory bodies and their primary functions is available from the City Clerk’s office. 5.A Packet Pg. 11 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) D. CITY OFFICERS, DEPARTMENTS, AND STAFF The City Council appoints the City Administrator, City Clerk and City Attorney. 1. City Administrator The City Administrator has complete responsibility and authority for the administration of the City’s government. This individual is appointed by, and serves at the pleasure of the Council, and is the appointing authority for the City, selecting the department heads and other employees. 2. City Clerk The position of the City Clerk is established by state law, and has responsibility for conducting all municipal elections, acting as legislative support to the City Council, and maintaining all official city records. This individual is appointed by, and serves at the pleasure of the City Council 3. City Attorney The City Attorney is also appointed by, and serves at the pleasure of the City Council, and is retained to advise the Council and staff on questions of law, to represent the City in legal actions and other actions to which the City is a party, or as otherwise may be requested by the City Council. 4. Departments The administration of Gilroy’s government is provided by the City Administrator and the following departments: Administration, Community Development, Finance, Fire, Human Resources, Police, Public Works and Recreation. The heads of departments are appoin ted by the City Administrator with the consent of the Council, and serve at his/her pleasure. By virtue of their technical training and experience, they are assigned by the City Administrator to provide staff assistance as needed to the advisory body. However, the advisory bodies have no authority to supervise or direct the work of city staff. This is done only through the City Administrator. 5.A Packet Pg. 12 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) BOARD, COMMITTEE & COMMISSION MEMBERSHIP 5.A Packet Pg. 13 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) BOARD, COMMITTEE & COMMISSION MEMBERSHIP A. APPOINTMENTS In order to be eligible for appointment to an advisory body (with the exception of the Youth Commission), a person must be a qualified registered voter of the City, and may not hold any paid office or employment in the City government. After application, interview and selection, board, committee and commission appointments are made by majority vote of the Council for specified terms, which are mostly four years in length. Each advisory body member must be administered the oath of office by the City Clerk prior to being seated. In some instances, disclosure of economic interests may be required by the city’s Conflict of Interest Code under the regulations of the California Fair Political Practices Commission. B. RESIGNATIONS AND REMOVALS If a member is unable to continue serving because of health, business requirements or personal reasons, a letter or email of resignation should be submitted to the staff liaison. The position of any member is automatically vacated when the member ceases to meet the qualifications for office, when Council accepts the member’s resignation, or when the Council so declares. C. ATTENDANCE The City has attendance standards for all members of the City’s advisory body’s. A member shall be automatically removed from an advisory body under the following conditions: 1. A member has more than two excused absences and one emergency absence from regular meetings in a calendar year. (Resolution 2018-41) 2. A member absents themself from three consecutive regular meetings without the approval of the body as expressed in its minutes. D. VACANCIES Vacancies are filled by appointment by the Council. Appointments made in the middle of a term are for the unexpired portion of that term. E. ANNUAL RECOGNITION 5.A Packet Pg. 14 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) Advisory body members are honored annually at the city volunteer appreciation event. F. TERMS No person shall serve more than two consecutive full terms on the same policy body. A member who has served two consecutive full terms shall not be eligible for reappointment to the same policy body for four years. 5.A Packet Pg. 15 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) OFFICERS AND STAFF 5.A Packet Pg. 16 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) OFFICERS AND STAFF A. OFFICERS Each year, every advisory body will select from its membership a chairperson and a vice chairperson who serve at the pleasure of the advisory body. The term is for one year. It is the chairperson’s duty to preside over meetings and to present such reports as are required or requested by the Council, and to act as the formal representative in communications with the Council. The vice chairperson acts in this capacity when the chairperson is not available. B. STAFF The services of the city staff assigned to the advisory body are coordinated by the City Administrator. The City Administrator shall provide a secretary for the recording of the minutes of each advisory body who shall keep a record of its proceedings and transactions. C. RECORDS The agenda, meeting reports, minutes, audio or video and other official records of an advisory body are public records. Agendas, minutes and notices of adjournment or special meetings must be posted as required by the Ralph M. Brown Act and Gilroy Open Government Ordinance. D. EXPENSES Necessary meeting space and equipment will be made available to the advisory body. If a budget is provided, the advisory body is required to operate within budgetary limitations, with all expenditures requiring prior approval by the advisory body. Mileage and personal expenditures associated with attendance at approved conferences, hearings and other meetings will be reimbursed according to city policy. In all instances, the purchasing procedures of the City apply. 5.A Packet Pg. 17 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) PREPARATION FOR MEETINGS 5.A Packet Pg. 18 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) PREPARATION FOR MEETINGS A. PREPARATION Be prepared. Thoroughly review the agenda packet, including agenda reports, and any other materials before the meeting. The issues that come before advisory bodies are important to the community as a whole and demand your consistent attention. In agreeing to serve on an advisory body, you make a commitment to put in the time required to prepare fully for each meeting. B. ACTION Understand what action you are being called upon to take for each particular agenda item. Your agenda will clearly identify the recommendation the policy body is being asked to make. C. AGENDA QUESTIONS If you have questions about the agenda or agenda report, contact your staff liaison before the meeting to clarify questions or request further information. D. LIMITS OF AUTHORITY Know the responsibilities of your advisory body, as well as the limitations of your individual authority. As a member of an advisory body you will be asked to provide recommendations to the City Council about specific issues through your policy body as a whole. Keep in mind that your appointment does not empower you to supervise or direct City staff. E. OBJECTIVITY Keep an open mind. An objective, balanced, and receptive approach will help you assess the facets of a given issue, and evaluate new ideas. When receiving written and oral public testimony it will be necessary to discern between fact and opinion, as well as between those concerns which are relevant and those which are secondary to the issue at hand. Keeping an open mind will make it easier for you to understand all sides of an issue before you make a judgment or take a position. You will need to ensure you’ve been provided with all of the facts before taking action. F. OPENNESS Strive to appreciate differences in approach and point of view. Diversity of ideas sustains a thoughtful dialogue and a vibrant community. Likewise, take care to articulate your own ideas: remember that your individual voice is a critical part of the whole dialogue. Again, furthering common goals takes cooperation, 5.A Packet Pg. 19 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) flexibility, and a broad-based view of the public interest. If in doubt, return to the foundational documents to guide your understanding of the complexities of an issue. G. CLARIFICATIONS If you are unsure about something before or during the meeting, ask for clarification from you staff liaison to ensure your decisions are based on the facts presented. On behalf of the public, your understanding of issues is important. Each advisory body has a City staff liaison to provide information to assist the members throughout the decision-making process. H. CONFLICTS OF INTERESTS Review each agenda item ahead of the meeting to determine if you may have a conflict due to property or monetary interests. Speak with your staff liaison before the meeting if you believe there is an item you must recuse from deliberating on due to conflict of interest. Staff may need to consult with the City Clerk or City Attorney You will be required to identify the reason for recusal and must leave the dais of the body during the deliberation of the item. I. REMOTE PARTICIPATION If a member of the body wishes to participate in a meeting remotely, they may be offered the opportunity to participate by teleconference or other means under certain conditions. See you staff liaison well in advance to coordinate any participation from a remote location as not all circumstances will afford you the opportunity to participate remotely. The location must be freely accessible to the public at all times during the meeting and shall be identified on the agenda which will be posted at the remote location. At least a quorum of the members of the body must participate from within the City boundaries. 5.A Packet Pg. 20 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) MEETINGS 5.A Packet Pg. 21 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) MEETINGS A. REGULAR MEETINGS Advisory bodies are required to hold regular meetings open to the public as provided by the enabling ordinance or the City Charter. All such meetings are held in City Hall or another City meeting facility, and may take place from time to time elsewhere within the City limits for specific purposes. The agenda for these meetings must be publically noticed on the City website and at City hall no less than 72 hours prior to the meeting. B. ADJOURNED MEETINGS If the business to be considered at a regular meeting cannot be completed, the advisory body then may designate a time and date for an adjourned meeting. This must be announced to the members of the public who are present at the time of adjournment, and so recorded in th e minutes. A Notice of Adjournment must be posted within 24 hours of the adjournment. C. SPECIAL MEETINGS A special meeting may be called by the chairperson or a majority of the members. A Special Meeting Notice must be delivered to all advisory body members, the City Clerk, and any interested parties, including news media, which have made a request for such notification. The notice must contain the time and place for such a meeting and the subject matter to be considered, and be delivered at least 24 hours prior to the meeting. D. SUBCOMMITTEES The advisory body may request to appoint special subcommittees of less than a majority of the advisory body to address issues within their scope who then may meet to carry out the purpose of the subcommit tee. Your staff liaison can assist the body in determining the scope of proposed subcommittees. If the subcommittee has a continuing subject matter or a regularly scheduled meeting time, it may qualify as a Brown Act committee and public notice provisions will apply. E. QUORUM A quorum consists of a majority of the total number of members of the advisory body. A quorum is required to conduct business at any meeting whether it is a regular, adjourned, or special meeting. Certain approvals require a majority of the entire authorized membership. While it is expected that members be present at all meetings, the staff liaison should be notified 72 hours in advance if a member knows that he/she will be absent. 5.A Packet Pg. 22 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) F. AGENDAS Each advisory body has a staff liaison responsible for preparing an agenda in consultation with the Chair, and distributing the agenda and supporting documents in the agenda packet prior to each meeting. Future items to be heard before an advisory body should be identified by the policy body at an agendized meeting to assure placement on the desired agenda. Each policy body may have its own agenda format, but each agenda must adhere to the Brown Act and Gilroy Open Government Ordinance. The Title and possible action of each item on the agenda shall be descriptive and understandable to the public. The posted agenda also shall indicate when opportunity is provided for members of the public to address the advisory body. If an advisory body member or staff intends to bring up an item for discussion or action, the item must be included on the agenda. Members of advisory bodies may request that an item within the purview of the advisory body be placed on a future agenda by making such a request at a meeting of the body. Information items placed on an agenda may not be acted upon at the meeting. Any member may, however, request that the informational item be placed on a future agenda for action. Regular meeting agenda shall be posted at least 72 hours prior to any meeting in the public notice case and on the city website. A notice of adjournment shall be posted at the door of the meeting, within 24 hours of the adjournment of a meeting if a quorum is not present. Staff shall maintain a record of the agenda and notice of adjournment posting. Only those items appearing on an agenda may be considered at each meeting. However, in cases of extreme emergency unanimous consent of all members present may allow other matters to be introduced and action taken, if urgency exists and delay would be harmful to the public interest. G. MINUTES Minutes are taken at each meeting to provide a record of when and where the meeting took place, who was present, the type of meeting and what was considered, decided and agreed upon. Summary minutes will reflect action taken and any input the body was given to enable it to make its decisions. Emphasis is given on the body’s thought process, not individual members’ thought processes. The minutes will summarize only the main points which arose in discussion if, and only if, they are relevant to the decision. The minutes are submitted to the body for approval and are posted on the City website for public access no less than 10 business days following the meeting. While other avenues exist for communication of interest or opinion, the minutes of the advisory body remain the official document of record. 5.A Packet Pg. 23 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) H. PROCEDURE Each advisory body may adopt such rules and procedures as it feels necessary to accomplish its duties. Such rules are subject to Council approval before becoming effective. In the absence of such rules, the guidelines on parliamentary procedure contained in Roberts’ Rules of Order may be followed. I. WORK PLAN A work plan is the advisory body’s plan and statement of goals within the purview of the advisory body for the year, prepared in coordination with staff. It should reflect the goals, priorities and policies of the City Council. It identifies important problems, challenges, and opportunities, offers a jointly developed plan to address these over the course of the year, and furthers a sense of shared purpose and responsibility among advisory body members. An adopted and published work plan will:  Establish viable short-range objectives that further the long-range goals of the advisory body  Provide group direction, and keep the advisory body on course  Provide a basis for measuring accomplishment  Assist in the allocation of time, energy, and resources  Promote continuity of action, and help keep the big picture focused For example, a work program may include community outreach activity, a plan for addressing critical community issues, an education component, or any other tasks the advisory body identifies as key work challenges for the upcoming year. 5.A Packet Pg. 24 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) MEETING MANAGEMENT 5.A Packet Pg. 25 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) MEETING MANAGEMENT The City of Gilroy is committed to conducting efficient, effective and accessible government operations. The following material outlines techniques you can use to ensure that your advisory body meetings are efficiently run and give all residents an equal opportunity to address the issues. A. PROCEEDINGS 1. Let the Chair run the meeting. 2. Start meetings on time. Keep the agenda in mind in order to give each item the appropriate time. 3. Announce at the start of a meeting if the order of agenda items is to be rearranged for convenience for those attending for certain items, or for better pacing of the agenda. 4. Be fair, impartial, and respectful of the public, staff, and each other. Give your full attention when others speak. 5. Remember that people may be attending a meeting for the first time, and may be unfamiliar with your procedures. In your discussion, either avoid or explain technical terms or verbal shorthand. 6. Listen to audience concerns. Don’t engage in side conversations or otherwise be distracted during public testimony. The opportunity for public testimony is central to the strength of democracy, and is therefore encouraged. Active listening, however, does not mean engaging the public in debate. Your response is appropriately saved for after the public testimony is closed. Recognize differences of opinion and remain neutral when listening to concerns. 7. Close the public testimony before you begin deliberation s on an issue. 8. Sometimes questions can most effectively focus discussion and direct decision-making. For example, For staff:  What is the history behind this item?  What are the benefits and drawbacks?  What other alternatives did you consider? 5.A Packet Pg. 26 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) For other advisory body members:  What do you think about this item?  What have you heard from the residents? For the public (at a hearing):  What are your concerns?  How will this proposal affect you?  What specific, constructive, alternatives can you recommend? For yourself:  What are we trying to accomplish?  What are the long-range interests of the community?  What guidance can be found in our foundational documents?  Gilroy City Code  Budget  Capital Improvement Program  General Plan  Specific Plans  Park Master Plans  Council Goals  Brown Act 9. Often you must balance multiple views, neither favoring nor ignoring one individual or group over another. Your obligation is to represent a broad-based view of the community’s long-range interests. 10. Remember that most of the actions of your advisory body will be to make recommendations. It is not simply a discussion group or debating society. 11. Endeavor to end meetings by 9:00 p.m. Short breaks may be helpful during long meetings. Late meetings can reduce the quality of the advisory body’s work. 12. Meeting Types Advisory bodies may meet in different types of meeting formats including the conventional public meeting, and study sessions. Please contact your staff liaison for a detailed explanation of these formats and when they are appropriate. 5.A Packet Pg. 27 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) B. DECORUM AT MEETINGS 1. Limit Speakers to your established speaking time. A suggested ten minutes is recommended for a group or an applicant, and three minutes for other members of the public. 2. Discourage outward signs of agreement or disagreement from the audience such as applause or statements from the floor. Such demonstrations can intimidate those with an opposing view and unintentionally discourage open public discussion of all the issues and points of view. 3. Limit your own comments to the issues before the advisory body. Avoid the appearance of straying from the subject or "grandstanding". Do not interrupt speakers during their comments and save your qualifying questions for them until after they’ve finished speaking. C. EFFECTIVE CONFLICT MANAGEMENT Public Hearings or citizen input can sometimes be difficult to manage. Participants are sometimes highly motivated and often nervous. When there is a group of potential adversaries in one room, the possibility of conflict is high. As an advisory body member, your role is to guide opposing views to positive results, not to eliminate them. The following suggestions may help you manage conflict and confrontation effectively:  Anticipate differences by learning about the topic beforehand so you can concentrate on the meeting’s purposes  Set meeting rules early and make sure everyone abides by them without exception.  Explain carefully the purpose of the Public Hearing and what action is expected at the conclusion of the hearing. Insistence on playing by the rules is your best tool for conflict management in Public Hearings.  All persons speaking should be encouraged to clearly identify themselves, not only for the record, but also so that you may address them by name.  Set an acceptable time limit for testimony (generally three minutes) and stick to it.  Make decisions as promptly as possible. Many bodies get so bogged down in procedural distractions, petty details and endless searches for more information that the issue never seems to get resolved. 5.A Packet Pg. 28 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS)  Don’t overreact to inflammatory comments. Most are expressions of frustration and do not require answers. Turn frustration to constructive avenues. Ask questions. Be as specific as you can. Refer to the speaker by name. Reinforce areas where you agree. Do not return insult for insult. Very often, the primary audience for your response is not the person who raised the issue.  Avoid speaker-to-audience conversation. The purpose of a hearing is to help your advisory body arrive at a decision, not to engage in audience debate.  If members have questions of the speaker, permit these questions following the speaker’s time at the podium.  Be careful not to prejudge the action of the advisory body. Use the hearing to gather necessary information about the proposal and individual desires concerning the proposal. Members should not express their views on the proposal until after testimony has ended.  Once testimony has ended, each member should be invited to discuss individual views on it.  View the Public Hearing as an example of participatory government in action at the local level. Make it your personal goal to make the Public Hearing work and ensure that everyone is fairly heard. D. BASIS FOR YOUR DECISION 1. Advisory body decisions should be based principally on the factual information presented to you in the open public meeting process. If you collect pertinent information outside of the public process through a meeting with stake holders or site visits, you are required to share that information with your fellow advisory body members in the public meeting. This sharing of information will ensure that other advisory body members and members of the public have a better understanding of the rationale for your decision. 2. Advisory body members are free to meet or refuse to meet with residents, resident groups, developers or prospective contractors or any persons outside of the public meeting process concerning issues before the advisory body. If you meet with any individuals outside of the public meeting you are required to disclose the content of that meeting in the public meeting to again ensure that everybody is aware of the facts and have similar information up on which to base their decision. E. MOTIONS When a member wishes to propose an idea for the body to consider, the member must make a motion. This is the only way an idea or proposal from a 5.A Packet Pg. 29 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) member may be presented to the body for discussion and possible action. A motion goes through the following steps: 1. The member asks to be recognized by the chair. 2. After being recognized, the member makes the motion (I move…). 3. Another member seconds the motion. No discussion should occur until the chair determines whether there is a second to the motion on the floor. 4. The chair states the motion and asks for discussion. 5. When the chair feels there has been sufficient discussion, the debate is closed (i.e., “Are you ready for the question? or “Is there any further discussion?”). 6. If no one asks for permission to speak, the chair puts the question to vote through consensus or roll call vote. 7. After the vote, the chair announces the decision (“The motion is carried” or “The motion fails”, as the case may be). Phrasing a motion is often difficult and corrections may be necessary before it is acted upon. Until the Chair states the motion (step 4), the member making the motion may rephrase or withdraw it. After an amendment, the motion as amended still must be seconded and then voted upon. It is particularly important when a motion is amended that the Chair restate the motion in order that members are clear as to what they are voting on. In making a motion, members should try to avoid including more than one proposal in the same motion. This is especially important when members are likely to disagree. If a member would prefer to see proposals divided and voted upon separately, the member should ask the chair to divide the motion. If other members do not object, the chair may proceed to treat each proposal as a distinct motion to be acted upon separately. The request to divide may also be made by motion. F. ROLE OF CHAIR The Chair shall preserve order and decorum at all meetings of the advisory body, announce the advisory body decisions, and decide questions of order. The Chair is responsible for ensuring the effectiveness of the group process. A good Chair balances moving the discussion forward with involving all advisory body members and allowing for adequate public participation. In the absence of the Chair the Vice chair shall act as presiding officer. G. RESPONSIBILITIES OF CHAIR  Ensure that the public understands the nature of the issue being discussed (for example, reason for discussion, process to be followed, opportunities for public input, timeline for decision). 5.A Packet Pg. 30 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS)  Keep discussion focused on the issue at hand.  Solicit opinions from advisory body members. Encourage evaluation of new, tentative, or incomplete ideas. Discourage overly dominant advisory body members from having disproportionate control over the discussion.  Protect advisory body members, staff, and the public from personal attacks.  Provide structure for addressing complicated issues.  For major items, delay analysis and action until the full range of alternatives is on the table.  Attempt to reach decisions expeditiously on action items . At those times when action would be premature, guide discussion toward a timeline or framework for responsible action.  Maintain order and ensure respect for all opinions. 5.A Packet Pg. 31 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) ROLES, RESPONSIBILITIES AND RELATIONSHIPS 5.A Packet Pg. 32 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) ADVISORY BODY ROLES, RESPONSIBILITIES AND RELATIONSHIPS A. COUNCIL-ADVISORY BODY RELATIONSHIP The primary purpose of all advisory bodies is to provide thoughtful advice to the City Council, the elected policy-making body of the City. The advisory body’s role can include hearing public testimony on the Council’s behalf, building community consensus for proposals or projects, reviewing written material, facilitating study of critical issues, guiding the implementation of new or regulating established programs, assessing the alternatives regarding issues of community concern, and ultimately forwarding recommendations to the Council for consideration. There are times when the advisory body’s recommendation will not be sustained or will be modified by the City Council. It is important to recognize this not as a rejection of the integrity of the recommendation, but as an inevitable part of the process of community decision-making. Throughout this process, the form and formality of the relationship between advisory body members and Council Members will vary. Some advisory body members will have regular contact with individual Council Members, while others may serve solely in the group context. This relationship will depend on your advisory body as much as on you and the Council. For example, there are times when the Chair may address the Council formally on behalf of the advisory body, and other times when an advisory body member may meet with a Council Member individually. At all times it is important to aim for clarity and mutual respect for the different responsibilities and roles. Members should avoid discussing the recommendations of the advisory body with individual Council Members once a vote is taken, if it is for the purpose of exerting influence. Written communications from the advisory body to the City Council in sufficient time to be placed on the agenda is the acceptable method of making recommendations to the Council. It is sometimes appropriate for the chair or duly assigned member to be prepared to address the Council, to answer questions from Council pertaining to the recommendations, and to clarify ambiguities. It must be remembered that final authority and responsibility for public policy decision rests with the City Council. The Council has appointed advisory body members as advisors to them. This underlying philosophy makes it improper for an individual advisory body member to try to persuade the Council into the acceptance of a recommendation other than that voted by the majority of the body. The role of an advisory body is to assist the Council in the formation of policy, having been created for the purpose of advising, being a guide to public opinion, and promoting specific projects in the community at large. B. CODE OF ETHICS AND VALUES The City Code of Ethics and Values shall be followed by appointed policy body members inside, and outside of meetings, as representatives of the City. 5.A Packet Pg. 33 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) C. STAFF-ADVISORY BODY RELATIONSHIP Staff is assigned by the City Administrator to assist and act in a technical advisory capacity to the advisory body. It is not expected that every staff recommendation will be followed; however, because of the staff’s technical knowledge, full consideration should be given to their recommendation. Just as the advisory body is held accountable to the City Council, so is the staff to the City Administrator. After the staff makes a report or recommendation to an advisory body (which recommendation may or may not be followed), they are at liberty to make the same recommendation to the City Council through the City Administrator, even though the advisory body may have taken a different position. The staff has been employed by the manager to provide technical guidance. Staff members make objective recommendations without consideration of personal or political consequences. Failure of a staff member to provide service to the advisory body as directed by the City Administrator is basis for complaint to be brought to the attention of the City Administrator. Since staff personnel are directly responsible to the City Administrator, it is his/her responsibility alone to allocate their time and resources in the interest of the total city government. The relationship of the advisory body and staff is an active and continuous one. Both advisory body members and staff are motivated by the shared goal of furthering the City’s best interests. Yet, while the goal is shared, there are times when the approach and responsibility toward implementing the goal can be different. Because the distinctions in responsibility are not always explicit, cultivating a balanced understanding of your role is essential. The interaction need never be adversarial, but rather can promote respect for different perspectives, and appreciation for each other’s strengths. Since the city staff works for and is accountable to the City Administrator, advisory body members should not attempt to direct or decide the priority of work for departments or individual staff persons. Advisory bodies should, however, set priorities for their own agendas in order that staff may best use the time available for the advisory body. An Advisory body’s goals and work programs must be consistent with Council goals. If an advisory body wants to work on items other than Council goals, the advisory body should seek Council concurrence first. In contacting staff on official business, the proper channel is through the advisory body Chair to the staff member assigned to the advisory body. C. STAFF RESPONSIBILITIES Important staff responsibilities include:  Being informed about the latest developments in their field.  Providing background and expressing views to the advisory body on important issues. 5.A Packet Pg. 34 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS)  Providing administrative support, including agenda preparation and taking of minutes at meetings.  Maintaining a professional position on all topics.  Helping the advisory body to stay on track and focused.  Interpreting City Council, City department, and relevant state, federal, and international actions and policies.  Alerting advisory body members of possible detrimental actions.  Presenting advisory body recommendations to the City Council.  Describing precedents or operating procedures which affect the decision. D. RELATIONS WITH OTHER BOARDS, COMMISSIONS AND COMMITTEES In areas where there is overlap of jurisdiction between various advisory bodies, it is important that the liaison be aware of the overlap to insure proper consideration of the different viewpoints that may occur, and to minimize duplications or conflicts. Further, joint meetings with the City Council and other advisory bodies and committees may be mutually beneficial whenever two bodies are simultaneously addressing the same topic. If a joint meeting is being considered between advisory bodies, the staff liaisons will assist in logistical considerations to coordinate such a joint meeting. E. CITY CLERK The City Clerk plays an important role for advisory bodies. The City Clerk accepts and maintains applications, processes advisory body appointments, updates membership rosters and bylaws, informational booklets, and yearly attendance records. The City Clerk is also a resource with respect to the Brown Act, Public Records Act, the City Charter, Gilroy Open Government Ordinance, agenda and minutes processes, and meeting procedural questions. The City Clerk is the filing officer for Statements of Economic Interests, and any other required filing as identified by the City Council and the State. F. CITY ATTORNEY The City Attorney is a resource for understanding compliance with the Brown Act, Public Records Act, the City Charter, the Gilroy Open Government Ordinance, and agenda legality issues, meeting process questions, and conflict of interest determinations. Staff liaisons will coordinate an assistance requested of the City Attorney. 5.A Packet Pg. 35 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) IMPOSED RESTRAINTS 5.A Packet Pg. 36 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) IMPOSED RESTRAINTS Certain limitations have been placed upon the powers of both the City Council and its appointed advisory bodies by both statutory and case law. In certain instances, application of these restraints may be crucial in the governmental process. In instances of doubt, the City Attorney’s opinion should be sought. Staff liaisons will coordinate an assistance requested of the City Attorney. A. CONFLICT OF INTEREST As specified in state law, it is illegal for an advisory body member to have an interest in any contract, sale, purchase, finding or transaction in which the member is involved in an official capacity. Conflict of interest may disqualify the advisory body member and invalidate any advisory body action where such conflict exists. Any interest, whether personal, private or general that would tempt an advisory body member to act in any manner other than the best public interest should be examined and official action accordingly restricted. An interest that is common to all similarly situated persons is not disqualifying to an action. B. PUBLIC RECORDS LAWS The Public Records Act found in the Government Code of the State of California and the Gilroy Open Government Ordinance provides that categories of official records of the city are open to inspection to any interested party at reasonable times. Exceptions to this law are only tho se records specified in the Act and Gilroy Open Government ordinance, such as records relative to legal action in which the City is a party. All advisory body minutes, agenda, open session audio records and supporting meeting documents, are public records that must be disclosed. C. THE BROWN ACT & GILROY OPEN GOVERNMENT ORDINANCE The Ralph M. Brown Act is law which provides that no city advisory body shall hold any meeting at which action is taken other than at a duly called and regularly held meeting, notice of which is provided by agenda or by adjournment of a prior meeting. A “Meeting” takes place whenever a quorum is present and official business is considered. An agenda for each meeting must be posted at least 72 hours in advance for regular advisory body meetings, and 24 hours for special meetings. Advisory body members are permitted to socialize in a non- meeting setting but must refrain from discussing any advisory body business. Care should be taken to make sure that if a quorum of a n advisory body is gathered at a public or private place, no public business is discussed and that the gathering will not be interpreted as a meeting. If a member discusses a 5.A Packet Pg. 37 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) matter with a majority of other members, one at a time or in small groups, outside of the public meeting, it will constitute a “Serial Meeting” and will violate the Act. Care should also be taken with regard to emails. Never select “Reply All” to an email to all advisory body members, or forward an email sent to you by one advisory body member to another advisory body member as that could constitute a quorum, and would violate the Act. D. DISCRIMINATION AND EQUAL PROTECTION All rules, regulations, laws, services and facilities must apply equally to all persons, and not give favor to any segment of the community. Similarly, all laws and ordinances of the city must afford equal protection to all facets of the community, unless the purpose of a city action requires special classification of the community. E. DUE PROCESS All governmental procedures and process must allow an affected party a right to be heard, and to present controverting fact or testimony on the question of right in the matter involved. Unfair determinations, such as bias, predetermination, refusal to hear, etc., may invalidate actions. F. REASONABLENESS Every action of municipal government must be reasonable, or otherwise stated, not arbitrary or capricious, or lacking in substantial evidence. G. USE OF PUBLIC PROPERTY Public property, equipment and facilities may not be used for private or personal purposes. Facilities, equipment and supplies are provided by the city but are limited to use in official functions only. H. CONFLICT OF INTEREST CODE: DISCLOSURE REQUIREMENTS Individuals serving on the Planning Commission, Building Board of Appeals, Parks and Recreation Commission, Historic Heritage Committee and the Physically Challenged Board of Appeals must file a Statement of Economic Interest with the City Clerk to disclose personal interests in investments, real property and income. This is done within 30 days of appointment date and annually thereafter. The Conflict of Interest Code has been established and adopted by the City Council pursuant to the California Fair Political Practices Act (Government Code Section 87300 et seq.). Copies of the code are available from the City Clerk. I. USE OF CITY EMAIL 5.A Packet Pg. 38 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) All appointed City advisory body members will be assigned a City email account to conduct all city related email communication . These communications are public records, and as such must be maintained on the city servers. All City emails are subject to the Public Records Act and you may only use your City email to conduct City business as an advisory body member. Please do not forward or reply to a City email from your personal email address. Once your term on the advisory body is over, your City email will be terminated. As noted under the Brown Act section of this handbook, care should be taken with regard to emails. Never select “Reply All” to an email to all advisory body members or forward an email sent to you by one advisory body member to another advisory body member since that could constitute a quorum. All questions and concerns should be directed to the Chair and staff liaison. 5.A Packet Pg. 39 Communication: Board and Commission Member Handbook Presentation by City Clerk's Office (PRESENTATIONS) LIBRARY COMMISSION STAFF REPORT Agenda Item Title: Report on Library Improvements Meeting Date: April 10, 2019 Submitted By: Lani Yoshimura Prepared By: Lani Yoshimura Recommendation: Receive report. Background Librarian Lani Yoshimura will provide an update on library improvements. 8.A Packet Pg. 40 LIBRARY COMMISSION STAFF REPORT Agenda Item Title: Discussion of Library Commission Goals to Support the Library Meeting Date: April 10, 2019 Submitted By: Lani Yoshimura Prepared By: Lani Yoshimura Recommendation: Receive report and comment. Background Librarian Lani Yoshimura will present ideas on how the Commission can support the library. 8.B Packet Pg. 41 LIBRARY COMMISSION STAFF REPORT Agenda Item Title: Introduction of Budget Request Process for FY 20 and FY 21 Meeting Date: April 10, 2019 Submitted By: Lynne Conrotto Prepared By: Bryce Atkins Recommendation: Receive report. Background City staff are in the initial phases of budget development for Fiscal Years (FY) 2019-20 and 2020-21. The City Council asked staff during the 2017 budget process to seek input of commissions in the development of future budgets. Staff is requesting budget requests from commissions early in the process to receive input on what commissions would like to see funded in the upcoming budget cycle. Some requests may be included by staff into the staff recommended budget, but all comments will be compiled and Council will see all requests in the staff report and potentially the budget book itself. Each commission is requested to identify what they desire to be funded, and an estimate of the cost to accomplish the request. Requests should link to one or more of the following: o Any commission/committee work plan that has been established; o Any master plan that the commission/committee works under; or o Any Council Strategic Plan Goal Staff will return at the next meeting to receive the comments and requests for budget appropriations. Comments and request should be issued by the board collectively, not 9.A Packet Pg. 42 each individual member. An action to approve the recommendations is advisable. 9.A Packet Pg. 43 Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga April 2019 Commission Report Nancy Howe, County Librarian Food for Fines- Come back for Seconds! For our second year, SCCLD is offering the Food for Fines amnesty program during the month of April. Patrons can donate any amount of non- perishable food in exchange for having up to $100 in outstanding fines/fees waived from their account. Food for Fines is another example how public libraries serve as the hub of their communities. The generosity and goodwill of the $100 cap is a welcome invitation to come back to the library. This goodwill is paid forward with the donations from current patrons, past patrons and new patrons-- all contributing food donations to help their neighbors who may be struggling to put healthy food on the table . All of our libraries and Bookmobiles are participating. To make a donation, patrons can visit the account desk during regular operating hours or talk to one of our helpful Bookmobile staff. You can help by spreading the word to your family, friends and neighbors. You don’t need to be a library patron to participate with a food donation but of course, if you have an outstanding fine or fee, we hope you’ll accept our invitation to come back to the library in April. For full details, visit www.sccl.org/foodforfines 10.A Packet Pg. 44 Communication: Report from Nancy Howe, County Librarian (LIBRARY REPORTS) Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga SCCLD is Providing Financial Literacy in April April is Financial Literacy Month and SCCLD provides ongoing tools to help patrons manage their finances, as well as multiple classes and services scheduled in April to help our patrons learn to better manage their money. Financial literacy is an important skill, regardless of age. Whether you’re starting your first job, planning to start a family, saving for college, preparing for retirement or living on a fixed income, it’s equally important to have a sense of managing your money. Along with an array of tools to help you learn all you need to know about smart investing to retirement planning, SCCLD is offering several events: Free 2018 Tax Help from Volunteers in Tax Assistance Tue, Apr 2, 7pm-8:30pm, Saratoga Library Sat, Apr 6 & 13, 10am-1pm, Milpitas Library (VITA)* Sun, Apr 7, 1:30pm-5pm, Cupertino Library (VITA)* *VITA: VITA IRS-Certified volunteers will provide basic tax return preparation with electronic filing to qualified individuals (low income, elderly, disabled) in English, Spanish, Chinese or Vietnamese. Money Smart Week: Tax Optimization Strategies Tue, Apr 2, 7pm-8:30pm, Saratoga Library Presenters from Financial Planners of America will go over the new tax law, how it affects different income groups, and what you can do to optimize your personal tax situation. Homesharing in Los Altos Tue, Apr 2, 7pm-8:30pm, Los Altos Library Many residents in Los Altos and Los Altos Hills have empty bedrooms and accessory units. Home sharing is a way of renting these to our local workforce, college students, and seniors. Come learn about the social and financial benefits of home sharing and the organizations that can help match you to good home sharing tenants. 10.A Packet Pg. 45 Communication: Report from Nancy Howe, County Librarian (LIBRARY REPORTS) Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga Retirement Readiness Wed, Apr 3, 10:30am-12pm, Saratoga Library Presenters from the Financial Planners of America will review and identify key factors in successful retirement, major risks and how to create a steady income stream. Healthy Living: Shopping on a Budget Wed, Apr 3, 6pm-7:30pm, Gilroy Library Tue, Apr 9, 6:30-8pm, Morgan Hill Library Eating healthy doesn’t have to be time consuming and expensive. In this class you will learn tips, including how to prepare a healthy meal for four for just $10. Celebrate Earth Day at the Library SCCLD is celebrating the 49th anniversary of Earth Day. This year’s theme is “Protecting Our Species.” Through our partnership with UNAFF in Libraries, SCCLD is hosting film screenings on environmental subjects from the dirty little secrets of our digital addiction to building artificial coral reefs, minimizing waste and taking concrete steps to a sustainable future. Join us and learn how you can make a difference in Protecting Our Species. Tomorrow: Take Concrete Steps to a Sustainable Future Wed, Apr 17, 6:30pm, Campbell Library A scientific study once predicted humankind could disappear between 2040 and 2100. It also said it could be avoided by drastically changing our way of life. Filmmakers travel the world in search of solutions that can help save the next generation. Death by Design: The Dirty Secret of our Digital Addiction Wed, Apr 24, 7pm, Cupertino Library Death by Design investigates the underbelly of the electroni cs industry and reveals how even the smallest devices have deadly environmental and health costs. Space is limited for this event. You can reserve your spot starting Apr 10. 10.A Packet Pg. 46 Communication: Report from Nancy Howe, County Librarian (LIBRARY REPORTS) Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno | Morgan Hill | Saratoga Waste=Food Mon, Apr 22, 7pm, Los Altos Library The theory of ecologically intelligent design argues that manufacturers’ products, when discarded, should be completely recyclable or become biodegradable. Waste=Food explores this revolutionary “cradle to cradle” concept, as opposed to “cradle to grave”. Trashed Sat, Apr 20, 2pm, Milpitas Library Trashed follows Academy Award winner, Jeremy Irons, on a world tour as he discovers the pressing issues surrounding waste and sustainability. The beauty of our planet from space forms a violent contrast to the scenes of human detritus across the globe. Event provided in association with Greentown Los Altos. Angel Azul Mon, Apr 22, 7pm, Saratoga Library Angel Azul is a visually mesmerizing film that explores the artistic journey of Jason deCaires Taylor, an innovative artist who combines creativity with an important environmental solution: the creation of coral reefs from statues that he’s cast from live models. When algae overtakes the reef, however, experts provide the facts about the perilous situation coral reefs currently face and the solutions necessary to save them. Discussion with the filmmaker following the viewing. Screen-Free Week is Coming From April 29-May 5, patrons are encouraged to “unplug”. Modern electronics offer us many devices to help us in our lives, but can also prevent us from connecting with those who matter most. Screen-free week is a great time to plan non-electronic activities for yourself and your family. SCCLD offers books, magazines, newspapers, storytime, classes and so much more! Come into the library and stock up on your favorite reading materials and be sure to stay for a class or event at your local library! For a full list of events, visit www.sccl.org/events 10.A Packet Pg. 47 Communication: Report from Nancy Howe, County Librarian (LIBRARY REPORTS) Lani Yoshimura, Community Librarian    LIBRARY HIGHLIGHTS During March, the Gilroy Library welcomed more than 25,150 visitors. Library circulation remained steady although adult/teen checkouts increased by 8% over the previous March. The Library sponsored 118 programs to the delight of nearly 3500 participants of all ages, Program attendance increased 69% over March of 2018. Adults and students contributed an amazing 566 volunteer and community service hours.  The Parent Project, a 12-week series to empower parents and transform their teens, commenced in early March. Sponsored by the Santa Clara County District Attorney’s Office, the Department of Family and Children’s Services, the Gilroy Police Department and the Santa Clara County Library, the classes teach parents methods developed by parents to cope with run-aways, substance abuse issues, gang involvement and poor performance in school. More than 45 parents enrolled.  Silicon Valley Reads programs, Finding Identity in Family History, continued through March. o Finding Identity in Family History Journals: Journal keeping for Teens. o Finding Samuel Lowe (film): An Afro-Chinese-Jamaican Harlem family seeks their Chinese grandfather who was separated from their mom, his 3-year-old half-Chinese, half-Jamaican daughter, in 1920. o Paula Williams Madison (author talk): Madison began to research what happened to her Chinese grandfather and discovered a large extended family that were overjoyed to meet her. Gilroy Community Librarian Report April 2019 OUTREACH: POP UP LIBRARIES Library staff interacted with more than 700 people at community outreach & special events including Pop Up libraries at Brownell and Solarzano middle schools & other community events. 10.B Packet Pg. 48 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) o Three Identical Strangers film: The astonishing true story of three men who discover one another and a secret at the age of 19 that they are identical triplets separated at birth and adopted to different parents.  Bestseller Collections in the Lobby The adult and teen bestseller browsing collections featured in the Lobby have attracted regular users. Many patrons check the bestseller shelves before they go upstairs and then again before they leave the library. Patrons love the convenience of the service.  NEW Sunday Hours Gilroy Mayor Roland Velasco helped us kick off our new Sunday hours at a celebration on March 31st. This is the first time that the library has been open regularly on Sundays in the more than 110 years of public library service in Gilroy. A large audience of families also arrived on that Sunday afternoon to watch the dazzling performance of Great Jonathan, magician extraordinaire. We Love Our Volunteers! The Gilroy Library staff honored our volunteers at a casual Spring event. Isabel Jewell (far left) has run the Book Sale for nearly 42 years. The Smiths, to her right have served as library commissioners and have been library advocates and members of the Friends for almost 30 years. KICKING OFF NEW SUNDAY HOURS A large crowd gathered to enjoy a fun and lively magic show by the magician Great Jonathan pictured here with his white dwarf rabbit and Gilroy Community Librarian Lani Yoshimura. . 10.B Packet Pg. 49 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) STATISTICS – March 2018 and March 2019 Date Adult/Teen Circulation Children’s Circulation Total Library Circulation New Library Cards Visitors Volunteer Hours March. 2018 24,039 23,089 47,128 306 24,043 388 March 2019 25,028 22,811 48,739 210 25,152 566 % of Change 8% -1% 3% -31% 5% 45.9% Date Adult Prgrms Attend. Teen Prgrms Attend. Children Prgrms Attend. Total Prgrms Total Attend. Outreach/ Special Events Outreach/ Special Event Attend. March 2018 53 709 7 19 37 1,522 97 2,250 4 323 March 2019 51 712 17 176 50 2,575 118 3,463 11 706 % of Change -3.8% .5% 143% 826% 35% 69% 22% 54% 175% 119% MORE PROGRAMS for CHILDREN Children’s librarians Sharon Kelly, Marissa Jacobo and Elizabeth Munoz-Rosas presented 17 library preschool programs to 881 young children and their families including storytimes, Rhythm, Rattle & Rock, Pajama Jamboree Storytimes and Craft events in English and Spanish. In addition, 33 school age programs served nearly 1,700 children and their families. Shy children were encouraged to improve their reading skills by gentle pets through the Reading Buddies program. County Supervisor Mike Wasserman honored our families with his reading of Alma and How She Got Her Real Name at Storytime. A good time was had by all as young children and their families learned sequencing and mapping with Ozobot robots. Family members learned together using Ozobot robots to navigate the map of the fantasy land, Narnia Women’s History Month Wall Display & Activity Children and families were encouraged to help decorate the wall by putting flowers and butterflies with the names of their favorite person) 10.B Packet Pg. 50 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) 3-D Printing for Teens 3-D printing technology was introduced to teens. They were able to print a 3-D object such as a small cat, a decorative pin or a design. MORE PROGRAMS for TEENS Teen Librarian Kelly McKean works with local youth and oversees the library’s thriving teen volunteer program and the Library’s Teen Advisory Board that operates the Peer Tutoring program (homework help). Thanks in part to funding from a grant from Best Buy, CMAP (Community Media Access Partnership) continues to hold workshops on Photoshop and other Adobe software. In addition, coding sessions were offered during the month with Scratch, a free programming language and online community where you can create your own animation, interactive stories and games. A GECA (Gilroy Early College Academy) student organized the Girls Who Code program at the Gilroy Library for girls grades 6th – 12th. The mission of the program is to close the gender gap in technology and change the image of programmers. The group meets weekly at the Gilroy Library. The Teen LGBTQ Safe Space group meets twice monthly. The size of the group has steadily grown as more youth learn about the gatherings. MORE PROGRAMS for ADULTS  Adult Book Discussion Groups led by Kelly Young read and discussed the following books: Finding Samuel Lowe by Paula Williams Madison An African-American woman goes on a journey to discover what happened to her Chinese grandfather. Her voyage into the unknown carries her into the embrace of an even greater family in another part of the world. A Silicon Valley Reads featured book. The Art of Racing in the Rain by Garth Stein Enzo, an old dog with a philosopher’s soul, tries to heal the rift of a family torn apart by a bitter three- year custody battle over a young girl between a race car driver father and her grandparents.  Health and Fitness programs: - Weekly free Zumba exercise sessions - Free Yoga sessions 10.B Packet Pg. 51 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS)  Hobbies and Crafts programs - - The Garlicky Poets monthly literary gathering and readings - Weekly Knitting and Crochet Circle sessions - Free Guitar sessions - Drawing with Charcoal and Pastel sessions with David - Growing Warm Season Veggies program with Master Gardeners - Chocolate Lovers presentation sponsored by the AAUW - Adult & Teen Crafts: Second Chance Crafts  Other classes and programs - Family Stories from Santa Clara County with Shay Azevedo - Adobe Photoshop for Adults - Disaster Preparedness session by the City of Gilroy - Immigration Consultations with Catholic Charities - Public Health Department series: Healthy Living: Planning Healthy Meals - Virtual Lawyers (Free virtual consultation with a lawyer) - ESL Conversation Club (practice and improve your English language skills) - Silicon Valley Reads: Ancestry Library Edition database workshops - UNAFF (United Nations Association Film Festival) Food & Farming films, celebrates the 50th anniversary of the signing of the Universal Declaration of Human Rights. This documentary film festival creates a community forum for discussion and dialogue about issues and cultures. o Happy and Lost Crops o Symphony of the Soil - SPECIAL SERVICES, PROJECTS & GRANTS FRIENDS OF THE GILROY LIBRARY The Friends of the Gilroy Library raise funds to supplement the Gilroy Library’s programming budget. The regular booksale takes place the 2nd Saturday of each month. The bookstore is open weekly on Monday and Tuesday afternoons and Friday mornings. GILROY READS, a partnership with GILROY GARDENS Gilroy residents earn free admission to Gilroy Gardens by using the Gilroy Library. Check out at least one item on 5 different days and save your receipts. Present your receipts, proof of Gilroy residence and your library card at the gate, and you are admitted for free! The season is now open. Start collecting your receipts! ESL/LITERACY Established in 1985, the Library’s Reading Program has helped many adults in South County achieve literacy. The program is an opportunity for community volunteers to use their skills to empower others. The ESL (English as a Second Language) class meets on Wednesday nights. Students practice vocabulary used for everyday skills such as writing letters at the Conversation Club. The group meets weekly and welcomes anyone who wants to practice his or her English language skills. BEST BUY FOUNDATION COMMUNITY GRANT The Friends of the Gilroy Library received a $7000 community grant from Best Buy Foundation. The Learn, Make, Do: Teen Tech program grant enables the library to offer more technology classes through CMAP. Best Buy says: “Our goal is to provide underserved teens with access to innovative technologies 10.B Packet Pg. 52 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) and help them become interested and fluent in digital learning while developing skills to help better prepare them for future education and career success.” MAKER SPACE GRANT Developing Maker Spaces in Under-Resourced Libraries Throughout California is a grant from the Center for Childhood Creativity at the Bay Area Discovery Museum (Sausalito) and the California State Library. Librarians Kelly McKean and Lisa Duff have gathered information to design a Maker Space in the Library by conducting focus groups with various community stakeholders. Phase I provided staff training and a community needs assessment. Phase II involves planning the space and its contents. RISE UP: A PROGRAM FOR AT-RISK YOUTH The Rise Up program seeks to curb violence and at-risk behaviors by providing educational opportunities for at-risk Gilroy youth and their families. The $48,000 grant is a funded through California State Library LSTA (Library Services and Technology) dollars. Data shows that Gilroy in particular ranked first in the County for juvenile arrests and citations and has a high annual school expulsion and suspension rate. Rise Up was developed in response to efforts by the South County Youth Task Force (SCYTF) to counteract local gang violence, The Library hosted the Resilient Families program this past winter. The program offered parents and caregivers of children up to age 3 the tools they need to nurture their young children and support their early development. Mothers who have already completed the course, teach the class. Through Rise Up, the Library is hosting a 12-week parent workshop to help parents support their at-risk kids. Parent Project focuses on adolescent behaviors and has become the largest mandated Juvenile diversion program in the country. The class at the Gilroy Library is conducted in Spanish. Unlike any other program, this unique series specifically targets high-risk behavior. Rise Up is currently working with the City of Gilroy’s Late Night Gym and other groups to explore the idea of field trips with a STEM emphasis for youth. An opportunity is being developed with Rebekah’s Children’s Services Culinary Academy to introduce some youth to their culinary training program. As part of the program, Carry the Vision has been providing meditation training for staff of partner programs including Late Night Gym and Community Solutions. The Rise Up grant will run through August 2019. MENTAL HEALTH RESOURCE FAIR GRANT The Mental Health Resource Fair is planned for Saturday, May 4th. More than 1,500 individuals from Gilroy and the surrounding area attended the fair last year. Many community mental health organizations participated. The event is funded through a grant from the California State Library. Details will follow. FOOD FOR FINES IN APRIL Once again, the County Library is conducting the month-long fine amnesty program in partnership with Second Harvest Food Bank. For one or more cans of food, the library will forgive up to $100 in fines per patron. Last year, 36,000 pounds of food was collected, enough to create more than 30,000 meals. Gilroy Library was one of the libraries that collected the most food in the system. The program will run from April 2nd to 30th. 10.B Packet Pg. 53 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) April 2019 Gilroy Library Free Events Sign up for events online: www.sccl.org/events Monday, April 1 Library is Closed Tuesday, April 2 and Thursday, April 4 at 2pm Make Beats (ages 11-18 / sign up to attend both classes) presented by CMAP Wednesday, April 3 at 2pm Family Movie: Ralph Breaks the Internet Wednesday, April 3 at 6pm Nutrition Workshop: Shopping on a Budget presented by the Santa Clara County department of public health Thursday, April 4 at 4:30pm G.L.O.W. Gilroy League of Writers (ages 11-18) Friday, April 5 at 10:15am Book Discussion: The Art of Racing in the Rain by Garth Stein. Friday, April 5 at 2pm Family Movie: Mary Poppins Returns Saturday, April 6 at 11am Mind your Stress Workshop Saturday, April 6 at 2pm Movie: Spider-Man: Into the Spider-Verse Saturdays in April at 3pm Classical Guitar Classes (ages 11+/ sign up / bring your guitar) Mondays in April at 4pm Teen Movie Editing Class (ages 11-18 / sign up for 1 or more) presented by CMAP Monday, April 8 at 4pm Immigration Rights Workshop & Consultations with Catholic Charities Monday, April 8 at 6:30pm Women’s Self-Defense Class (ages 18+ / sign up) Tuesday, April 9 & 23 at 4pm Teen LGBTQ Safe Space: a fun and safe space. Wednesdays, April 10, 17, 24 at 4:30pm Study Space for K-12th grade. Thursday, April 11 (1:15pm-2:15pm) Bookmobile Visit: Tour the Bookmobile and make a craft for kids Thursday, April 11 & 18 at 3:30pm Beginning Drawing with Charcoal & Pastel (ages 13+/sign up). Saturday, April 13 (10am-1pm) Big Book Sale: Support the Friends of the Library & get a great deal. Saturday, April 13 at 2pm Movie: Aquaman Saturday, April 13 at 3:30pm Poetry Readings: All are welcome to read or listen to original poems. Monday, April 15 (5-7pm) Virtual Lawyers: Make an appointment for a free 20 minute consultation. Monday, April 15 at 6:30pm Adult & Teen Craft: Spring Bath Bombs (sign up) Wednesday, April 17 at 2pm or 6pm Reading Program Adult Literacy Volunteer Orientation (ages 18+) Wednesday, April 17 at 7pm Disaster Preparedness Workshop: presented by Red Cross & the City of Gilroy. Saturday, April 20 at 2pm Movie: Stan and Ollie Sunday, April 21 Library is Closed Monday, April 22 at 6pm My Time in the Peace Corps and Beyond presented by Janet Espinosa Thursday, April 25 at 3pm Children’s Day Crafts Thursday, April 25 (3:30-4:40pm) Reading Buddies: K-5th graders read to a furry friend (sign up). Monday, April 29 at 6:30pm Film: The Green Book – Guide to Freedom Monday, April 29 at 7pm Plants that Attract Birds, Bees, and Beneficial Insects Workshop presented by the Master Gardeners During April 2019, bring one can or more of food and the Library will take off up to $100 in fines! 10.B Packet Pg. 54 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS) Tuesday, April 30 at 7pm Book Discussion: The Red-Haired Woman by Orhan Pamuk Weekly - Storytimes: Mondays at 7pm Pajama Jamboree and Craft: books, songs, fun in your pajamas. Tuesdays at 4pm Family Storytime in Spanish: books, songs, learning, and fun. Thursdays at 10:30am Storytime and Stay & Play: Stories, songs, musical movement. Saturdays at 11am Rhythm, Rattle, and Rock Storytime: Music and movement fun. Tuesdays at 5:30pm Zumba: Join us for a Zumba dance workout. Tuesdays at 7pm Yoga: Bring your yoga mat and join our yoga for beginners. Thursdays (1-4pm) Knitting and Crochet Circle: drop-in and receive help with your projects. Fridays at 11am ESL Conversation Club: Practice English Conversation Gilroy Library Library Hours: M, T, W 1pm - 9pm (408) 842-8207 Th, F, Sat 10am – 6pm Sun 1pm-5pm  10.B Packet Pg. 55 Communication: Report from Lani Yoshimura, Gilroy Librarian (LIBRARY REPORTS)