CITY OF SUNNYVALE
SUNNYVALE BOARD OF LIBRARY TRUSTEES

Council Chambers - City Hall

Regular Meeting December 1, 2003 - 7:00 p.m.

MINUTES

1.	CALL TO ORDER: The meeting was called to order by Chair William Soby at 7:01 p.m.  The following members answered roll call: Tom Flaherty, Pam Anderson, Roland Wanigatunga and Robert Harms.  Staff members present: Director of Libraries Victoria Johnson and Recording Secretary Sandra Barajas.  Tom Flaherty moved to excuse Roland Wanigatunga’s absence at the November 3, 2003 Board of Library Trustees meeting; seconded by Robert Harms; motion carried unanimously.
2.	AGENDA APPROVAL: Pam Anderson moved to approve the agenda as presented; seconded by Robert Harms; motion carried unanimously.
3.	APPROVAL OF MINUTES OF 11/03/03 MEETING: Robert Harms moved to approve the minutes as presented; seconded by Tom Flaherty; motion carried unanimously.  Roland Wanigatunga abstained due to his absence of the 11/03/03 meeting.
4.	PUBLIC INPUT: None.
5.	NEW BUSINESS:
	a.		Library Policy : CI-3 Acceptance of Gift Materials: Director Johnson informed the Board that the policy is recommended for deletion from the Library Policy Manual since it has been incorporated in the Collection Development Policy.  Robert Harms moved to delete the policy from the Library Policy Manual; seconded by Pam Anderson; motion carried unanimously.
	b.		Adult Reference Services Budget Update; “Telephone Service – Sunday”: Director Johnson informed the Board that Adult Services staff has worked for several months to provide complete services following their 18% reduction in workforce.  It is becoming apparent that service levels may need to be adjusted on Sundays.  Telephone service was used as an example.  When assessment of the situation is complete we will inform both the Board and Council as appropriate.  Discussion ensued regarding QandA Café and telephone queries.
	c.		Library Policy: A-38 Library Holiday Schedule 2004: Director Johnson reviewed with the Board the 2004 Library Holiday Schedule.  She informed the Board that in calendar year 2004 Christmas and New Year’s will take place on Saturday.  The city will be observing these holidays during the week on Thursday and Friday.  Director Johnson will recommend to the City Manager that the Library be closed Thursday, Friday and Saturday in observance of these holidays.  This will result in a small cost savings.  Boardmembers discussed the advantages and disadvantages of being closed three days in a row and the need to heavily publicize the closures.
6.	WORK STUDY PROGRAM:
	a.	Library Fee Review: Director Johnson reviewed with the Board the current library fines and fees.  Discussion ensued regarding fines and fees of area libraries and pay for print.  The Board was reminded that effective July 2004 there will be a $1.50 fee for feature videos and DVD’s.  Boardmember Anderson inquired if library staff can generate a report that would indicate which fines or fees create the most revenue.  Director Johnson noted that it might be possible once a new catalog vendor has been selected but that revenue is not recorded separately for every type of transaction.
7.	OLD BUSINESS:
	a.	Preliminary Discussion of Workplan Calendar for 2004: In response to Board questions about participation at community events, Director Johnson shared with the Board information regarding the Art & Wine Festival.  The event will take place Saturday, June 5 and Sunday, June 6 and there is a Sponsorship booth fee of $1,500.  The cost is prohibitive especially the cost of staffing the event. The Sunnyvale Chamber of Commerce was unable to provide us with details regarding the Business Expo.    Suggestions from the November Board meeting have been incorporated into the Workplan for 2004 as follows:   -           Public Safety Pancake Breakfast: October -           National Library Week: April   After discussion, Pam Anderson moved for the board to participate in National Night Out as the third community outreach event; seconded by Roland Wanigatunga; motion carried unanimously.  The final Workplan will be reviewed and approved at the January Board meeting.   Director Johnson informed the Board that in calendar year 2004, the Board of Library Trustee meetings for the month of July and September will need to take place on the second Monday of the month due to city observed holidays.  Since the Planning Commission meets regularly on the second Monday of each month in Council Chambers, the Library Board will need to adjust their meeting time and/or location.  Discussion ensued regarding meeting times and locations.  No action was taken at this time.
8.	SAB (System Advisory Board) REPORT: None.
9.	CHAIRPERSON’S REPORT: None.
10.	DIRECTOR’S REPORT:
	Director Johnson noted the following:
	-	Melinda Hamilton, Ron Swegels, Otto Lee and Dean Chu were sworn in on Tuesday, November 25, 2003 as the newly elected members of City Council.  Council elected John Howe as Mayor and Dean Chu as Vice Mayor.  Councilmembers will have an opportunity to visit and tour the library to understand our systems issues and challenges.
	-	Today was the beginning of the new pay for print system.  For the last month users have been using the new print stations free of charge.  The cost for printing will be .15¢ per page.
	-	Budget preparation for fiscal year 2004/05 and 2005/06 was completed in late October and the library’s pre-review was held in early November.
	-	The library study issue submitted by the Board of Library Trustees has been signed by the City Manager and will be presented to City Council at its December 18 Study Issues workshop.
	-	Sc[i]3 received a visit from the Under Secretary of Commerce for Intellectual Property, James Rogan, also known as the Director of the United States Patent and Trademark Office.  Library staff were able to invite Mayor Miller, a number of instructors and members who represented our best customers to attend an informal luncheon.
	-	The City Manager, Steve Sloan and I were scheduled to meet via videoconference with staff of the PTO to discuss progress on five issues of concern that Sc[i]3 had this year.  Unfortunately, the circuit was down and the meeting was rescheduled.
	-	Library Specialist III Gael Webster announced that she will be retiring in November and Library Specialist III Angie Miraflor has resigned from her position.  Angie and Gael will continue to assist the library on a casual basis.
	-	The annual Staff Development Day was held Tuesday, November 11.  This year’s event focused on customer service.  Guest speakers included Shelly Keller, Susan Fuller and Cynthia Besson.
	-	Library staff has begun compiling this year’s Friends Wish List.
	-	Board members were informed that a library patron expressed his concern that the library plaza bike lockers are being used for storage.  The issue is one for which the Bicycle and Pedestrian Advisory Committee (BPAC) has responsibility.
	-	Program flyers and announcements were distributed.
11.	BOARD INPUT: Boardmember Anderson, as legislative liaison, reported that since his appointment, Governor Schwarzenegger, has revoked the Department of Motor Vehicles registration fee and has expressed that he will preserve education funds/grants; the Public Library Foundation grant is included in this category.   Boardmember Harms expressed his concern regarding children climbing the tree located on the library plaza.  He also commended staff for the great Nutcracker/ballet program.
12.	STAFF INPUT: None
13.	AGENDA BUILDING: None.
15.	NEXT MEETING: 01/05/04, Council Chambers - City Hall 7:00 p.m.
16.	ADJOURNMENT: There being no further business, Roland Wanigatunga moved that the meeting be adjourned at 8:53 p.m.
	Respectfully submitted:
	Victoria L. Johnson
	Director of Libraries