CITY OF SUNNYVALE
SUNNYVALE BOARD OF LIBRARY TRUSTEES
Council Chambers - City Hall
Regular Meeting May 3, 2004 - 7:00 p.m.
MINUTES

1.	CALL TO ORDER: The meeting was called to order by Vice Chair Pam Anderson at 7:01 p.m.  The following members answered roll call: Tom Flaherty, Roland Wanigatunga and Robert Harms.  Chairperson Soby arrived at 7:05 p.m.  Staff members present: Director of Libraries Victoria Johnson, Administrative Librarian Susan Denniston and Recording Secretary Sandra Barajas.
2.	AGENDA APPROVAL: Robert Harms moved to approve the agenda as presented; seconded by Roland Wanigatunga; motion carried unanimously.
3.	APPROVAL OF MINUTES OF 4/5/04 MEETING: Roland Wanigatunga moved to approve the minutes as presented; seconded by Tom Flaherty; motion carried unanimously.
4.	PUBLIC INPUT: None
5.	NEW BUSINESS:
	a.	Rescheduling of July Board Meeting: Director Johnson informed the Board that Monday, July 5 will be observed as the Independence Day holiday.  Director Johnson provided the board with optional dates of availability for the Council Chambers and the Library Program Room.  After discussion, the July Board meeting has been scheduled for Tuesday, July 13 beginning at 7 p.m. in the Library Program Room.
	b.	Friends of the Sunnyvale Public Library Agreement: Administrative Librarian Susan Denniston provided the Board with a revised Agreement.  She provided an overview of RTC: Agreement between City of Sunnyvale and the Friends of the Sunnyvale Public Library for 2004-2005 and Agreement.  The Board was reminded that this is a new process which is replacing the Co-Sponsorship process.  The types of items included in the agreement are: obligations of the city and group to each other, insurance, and duration of agreement.  Library staff is working with Risk and Insurance to develop proper wording for the agreement.    Boardmember Anderson requested clarification of Section 2, Paragraph 5 of the Agreement.  Director Johnson clarified that the Friends determine a yearly donation figure of which at least 90% must be donated to the Sunnyvale Public Library.
		The Board thanked the Friends of the Sunnyvale Public Library for their hard work and contributions to the Library.   Chairperson Soby opened the public hearing.  President Iris DeVere thanked Director Johnson for her clarification of Section 2, Paragraph 5.  She requested clarification of Section 2, Paragraph 6 regarding “prior discussion with the Director of Libraries”.  Staff provided clarification to the Friends’ satisfaction.   Chairperson Soby closed the public hearing.   Boardmember Flaherty moved, and Boardmember Harms seconded a motion to accept staff’s recommendation to approve the one year agreement between the Friends of the Sunnyvale Public Library and the City with amendments to, Section 1, Paragraph 6 and Section 2, Paragraph 5.  Motion carried unanimously.
	c.	Procedure for Election of Officers for 2004/2005: Director Johnson provided a brief overview of last year’s procedure of Election of Officers.  After brief discussion, boardmembers expressed a desire to use the existing procedure for the July 13 Board meeting.
	d.	Library Security Loss Prevention: Director Johnson reviewed with the Board library security procedures.  Discussion ensued regarding: self-check machines, front door security gates, security monitors and 3M machine capabilities.
6.	WORK STUDY PROGRAM:
	a.	National Library Week: National Library Week was April 18 to April 24, 2004.  Library staff compiled over 140 comments, suggestions, complaints and compliments from library patrons that were collected during the week for the Board to review.   Boardmembers shared that they received many comments on the superior service provided by library staff.
7.	OLD BUSINESS:
	a.	Library Advocacy: Chairperson Soby informed the Board that during “National Library Week” many library users expressed an interest in being kept informed about library issues.  Many provided email addresses.
8.	SVLS (Silicon Valley Library System) REPORT: SVLS Administration will use current Z39.50 projects at Palo Alto, Santa Clara County or PLS as fulfillment of the Z39.50 project requirements to receive any possible statewide subsidies. SVLS Directors will establish/explore partnership opportunities for cataloging, selecting and processing international languages as local projects. Libraries will have an opportunity to have San Jose Public Librarians purchase materials at the Hong Kong Book Fair for cost plus 20%. SVLS will begin a Strategic Planning process in fiscal year 04/05. A new opportunity for disposition of items recycled by the Friends may become available. The member libraries are working to identify services and programs which we could share or provide to each other for a fee.  This is part of a county wide effort to plan for service in a budget crisis.
9.	CHAIRPERSON’S REPORT: The Legislative Issues Breakfast was held on Saturday, April 24 in Stanford Park Hotel in Menlo Park. Director Johnson, Chairperson Soby, Boardmember Anderson, Boardmember Flaherty and Councilmember Miller attended the event.  The guest speaker for this year's event was Assemblymember Joe Simitian.
10.	DIRECTOR’S REPORT:
	Director Johnson noted the following:
	-	At the request of the City Council, Amy Chan has agreed to remain as the City Manager longer than originally planned.  Earlier this year, the Council formed an ad hoc committee to explore how to recruit and hire a new City Manager.  Some estimate this process could take up to nine months, so the Council will continue to seek a new City Manager.
	-	The Library became an agency partner with First Five this month, a statewide program managed by the California Children & Family Commission which targets infants through age 5.  First Five’s mission is to groom kids for school through programs funded by a tax on tobacco products, the result of Proposition 10.  Children Services Manager Betsy Wachter will attend monthly meetings.
	-	On April 10th, the City Council discussed the Patent Library Fund.  Amy Chan noted that if the subscription fees expenditure under the Patent Library Fund cannot be eliminated, she recommended the Council consider discontinuing or reducing the patent program to a smaller scale and suggested that if this change were to occur, to make it effective in January instead of July to allow for a smooth transition period with the patent office as well as the public. Mayor Howe stated he would support this recommendation.
	-	On April 17th, the City Council met to review and prioritize City services, including the Library.  Council members then individually ranked services later that week.  The result was that the Library received the following preliminary policy direction from the Council:  eliminate Sc[i]³, reduce Information/City Staff by 5%, and reduce Respond to Reference Questions for Adults by 5%.
	-	On Wednesday, April 28th, Susan Denniston, Mary Chartrain, Betsy Wachter, and Steve Sloan took turns staffing a table at the Fremont High School Career Faire.  They spoke with hundreds of students throughout the day about library careers.
	-	Budget Review and the Public Library Foundation Grant discussion are scheduled for the June 7th Board of Library Trustees meeting.
	-	At the May 4th Council meeting, it is anticipated that Council will review the results of their collective rankings to provide policy direction on changes to services and/or service levels.  Staff will identify the effects of this policy direction, and describe these effects in the recommended FY 2004/2005 annual budget and long-term financial plans.  The recommended annual budget will be distributed on May 18, 2004.  At the May 25, 2004 budget workshop, Council will discuss these effects and several financial strategies for addressing the structural problems in the City's budget and projected, annualized budget gaps.  Public hearings will be held at the May 4th Council meeting as part of the consideration of this agenda item, and at the May 25th budget workshop, to provide opportunities for public participation.
	-	In order to enhance the Boards and Commissions program and improve consistency in business processes, the City Clerk’s office and City staff have determined that for consistency among Boards and Commissions, City Council templates for agendas and minutes should be implemented for a six-month trial period.  After this period, staff will reevaluate it for future implementation.
	-	Program flyers, articles and announcements were distributed.
11.	BOARD INPUT: Robert Harms commented on the size of the foreign language collection.   Pam Anderson visited the new Santa Clara City Library and encouraged boardmembers to visit the library.
12.	STAFF INPUT: None.
13.	AGENDA BUILDING: None.
14.	NEXT MEETING:  6/7/04, Council Chambers - City Hall 7:00 p.m.
15.	ADJOURNMENT: There being no further business, Tom Flaherty moved that the meeting be adjourned at 9:20 p.m.
	Respectfully submitted:
	Victoria L. Johnson
	Director of Libraries