CITY OF SUNNYVALE

SUNNYVALE BOARD OF LIBRARY TRUSTEES

Council Chambers - City Hall

Regular Meeting January 5, 2004 - 7:00 p.m.

MINUTES

1.	CALL TO ORDER: The meeting was called to order by Chairperson Bill Soby at 7:03 p.m.  The following members answered roll call: Pam Anderson, Tom Flaherty and Robert Harms.  Boardmember Roland Wanigatunga arrived at 7:05 p.m.  Staff members present: Director of Libraries Victoria Johnson and Recording Secretary Sandra Barajas.
2.	AGENDA APPROVAL: Pam Anderson moved to approve the agenda as presented; seconded by Robert Harms; motion carried unanimously.
3.	APPROVAL OF MINUTES OF 12/01/03 MEETING: Robert Harms moved to approve the minutes as presented; seconded by Tom Flaherty; motion carried unanimously.
4.	PUBLIC INPUT: None
5.	NEW BUSINESS:
	a.	Library Policy Manual: Deletion of Policies ·         CI-5: Pamphlets Check-Out Limit ·         CI-11: Circulation Closing Procedures ·         CI-12: Circulation Opening Procedures ·         CI-13: Library Safe   Director Johnson recommended to the Board of Library Trustees that the above policies be deleted from the Library Policy Manual since they are no longer relevant to library operations.  Discussion ensued regarding the collection and usage of the pamphlets.  Roland Wanigatunga moved to delete the four policies from the Library Policy Manual; seconded by Tom Flaherty; motion carried unanimously.
6.	WORK STUDY PROGRAM:
	a.	Finalize Workplan Calendar for 2004: Director Johnson reviewed the Workplan Calendar for 2004 with the Board.  After review and discussion, Pam Anderson moved to approve the Board of Library Trustees’ Workplan Calendar for 2004; seconded by Robert Harms; motion carried unanimously.
	b.	Council Legislative Policies: Director Johnson reviewed the Council Legislative Policies with the Board.  Discussion ensued regarding background checks of librarians and/or library volunteers.  No other comments, questions or suggestions were brought up by the Board.
7.	OLD BUSINESS: None.
8.	SAB (System Advisory Board) REPORT: Director Johnson noted the following:
	-	The SVLS Reference Committee will begin reviewing the ATT proposal for a union list of periodicals (ULP).  The committee will provide a recommendation to the Administrative Council on further action; specifically, is there still a need for a ULP within the system (at the annual system cost of $10,000) and are the library staff able to keep holdings updated as a contribution to the final product.
	-	An immediate shutdown of the SVLS WebZ server was needed during the week of December 8 due to security holes in the software.
	-	The Administrative Council will ask the Children’s Committee to investigate opportunities for shared programming as a possible way to maintain adequate childrens programming while reducing planning time.
	Chairperson Soby suggested that the title for item 8 “SAB (Silicon Valley Library System) Report” of the agenda be renamed since there is no longer a SAB representative from the board and Director Johnson will be reporting all issues.  The agenda will now reflect “SVLS (Silicon Valley Library System) REPORT”
9.	CHAIRPERSON’S REPORT: Chairperson Soby shared an article featured in the San Jose Mercury News regarding the new library in the City of Lafayette.
10.	DIRECTOR’S REPORT:
	Director Johnson noted the following:
	-	Sunnyvale Mayor John Howe announced a new community outreach program will begin on January 8.  Accompanied by another Councilmember and a Planning Commissioner, the Mayor will attend neighborhood association meetings throughout the year.
	-	After two years of service, Director of the United States Patent and Trademark Office James E. Rogan will retire on January 9, 2004.  Staff is waiting for an official announcement of the new Director before proceeding with plans for the Spring 2004 seminar.
	-	The City Manager, Acting Supervising Librarian Steve Sloan and Director Johnson held a follow-up videoconference meeting with Kay Melvin, Executive for Customer Information Services and Martha Sneed, Director of the Office of Public Information Services at the USPTO to discuss issues raised at the April 2003 meeting.
	-	The City of Sunnyvale has appointed Susan Ramos as the new Sunnyvale City Clerk.  Ms. Ramos, former director of public affairs and city clerk for Dana Point, won the 2002 Award of Distinction for Records Management Practices from the California City Clerk’s Association.  She is also certified with the International Institute of Municipal Clerks and is a notary public.
	-	The Library Budget for fiscal year 2004/05 and 2005/06 is due this month.  Library staff began the budget review process today.
	-	The City Council held the Study Issues Workshop on December 18, 2003.  The library study issue submitted by the Board of Library Trustees was reviewed and prioritized by City Council.  The Council will adopt the Study Issues Calendar at its meeting on Tuesday, January 13, 2004.
	-	Acting Supervising Librarian Steve Sloan has been appointed to a 4-year term on the California Library Association’s Legislative Committee.  The Committee is charged with monitoring legislation which will have an impact on libraries.
	-	The Library is investigating a grant to help Americans continue to make sense of their history and the world around them entitled We the People sponsored by the National Endowment for the Humanities.  If successful, the Library will receive a collection of 15 classic books for young readers which highlight the theme of “courage”.
	-	The bi-annual review of feedback cards will be presented at the February Board meeting.
	-	Information Technology and Library staff have met to review proposals for the new Online Integrated Library System. They were assisted by consultants Don Chvatal.  A recommendation will be sent to purchasing this week.
	-	Program flyers and announcements were distributed.
11.	BOARD INPUT: Pam Anderson commented that “Day in the District” will be held on Friday, January 23 and 30.  Director Johnson will provide the board with further information via email as it becomes available.   Bob Harms shared two articles with the board; one published in the Quarterly Report and the second in the CALTAC newsletter.  He also distributed a calendar that Boardmembers may use to note Library Board meetings for 2004.
12.	STAFF INPUT: None.
13.	AGENDA BUILDING: None.
15.	NEXT MEETING: 2/2/04, Council Chambers - City Hall 7:00 p.m.
16.	ADJOURNMENT: There being no further business, Tom Flaherty moved that the meeting be adjourned at 8:35 p.m.
	Respectfully submitted:
	Victoria L. Johnson
	Director of Libraries