body,date,page,text,path
LibraryBoard,2006-09-13,1,"TERNA
RATED
Minutes of the
ALAMEDA FREE LIBRARY BOARD
SEPTEMBER 13, 2006
The regular meeting of the Alameda Free Library Board was called to order at 7:00 p.m.
ROLL CALL
Present:
Karen Butter, President
Ruth Belikove, Vice President
Alan Mitchell, Board Member
Mark Schoenrock, Board Member
Absent:
Leslie Krongold, Board Member
Staff:
Jane Chisaki, Library Director
Marsha Merrick, Recording Secretary
CONSENT CALENDAR
An asterisk indicates items so enacted and adopted on the Consent Calendar.
A.
*Report from Library Director highlighting Library Department activities for the month of
September 2006. Accepted.
B.
*Draft Minutes of the Regular Library Board meeting of August 9, 2006. Approved.
C.
*Library Services Report for the month of July 2006. Accepted.
D.
*Report from Finance Department reflecting FY 2005-06 Library expenditures (by fund)
through August 2006. Accepted.
E.
*Bills for ratification. Approved.
President Butter asked Director Chisaki if she thought the statistics moving forward would be more
stable. Chisaki was fairly certain the numbers will look a lot more consistent now. With the closure
of the Interim Main during October, and the opening of the New Main in November, numbers will
undoubtedly fluctuate, but should re-stabilize towards year-end. The statistics are put together on a
fiscal-year basis, and an annual report was promised by Director Chisaki at a future, possibly
November or December, board meeting.
Board Member Mitchell inquired about a negative number on the Division Expenditure Status
Report in the category of Machinery & Equipment. The IT Department has encumbered some funds
in this category for PC and related acquisitions for the new building. These monies should have
been drawn from the construction fund, so account numbers may have been miscoded. Numbers
will be double-checked by staff, and adjusted as necessary.",LibraryBoard/2006-09-13.pdf
LibraryBoard,2006-09-13,2,"Page 2 of 6
Minutes of the
Library Board Meeting
September 13, 2006
President Butter asked for a motion to approve the Consent Calendar as presented. Vice President
Belikove so moved; Board Member Schoenrock seconded the motion which carried by a 4-0
unanimous vote.
UNFINISHED BUSINESS
A.
Materials Security and Inventory System - Update (J. Chisaki)
The collection is over 95% complete at this stage. Approximately 12,000 items remain to be
tagged - this includes items in circulation. Most of these materials are magazines at the
Main Library; tagging will only be done on 2006 issues. These will be tagged as they are
checked out at the Circulation Desk, and will be a very quick process, 30 seconds or less.
The Opening Day collection will come pre-tagged, so it can go right from the box to the
shelf. The total size of the Opening Day Collection is a little over 10,000 items.
Vice President Belikove asked how early orders can be made for new releases. Director
Chisaki indicated that orders can be placed up to six months before the scheduled release
date of a publication, so the book selectors really need to stay on top of things.
President Butter mentioned statistics that had been prepared in a needs assessment study
previously. Volumes were compared to City population size, and Butter asked if a similar
report could be produced. Director Chisaki was happy to provide this information, however,
asked that it be held off until the November meeting as statistics were already packed for the
move. Board President Butter agreed to the request.
B.
Meeting Room Use in New Main Library (J. Chisaki)
Director Chisaki started out by reading the additions and changes she had made to the
previous draft. She also presented an application for the Board's review. Some discussion
was held on the changes, and Board President Butter suggested that the board approve the
policy with a side note to review it every 6 months. Board Member Mitchell moved that the
meeting room use policy be approved with the understanding it would be reviewed after 6
months, Vice President Belikove seconded the motion, and it was carried by a 4-0 vote.
NEW BUSINESS
A.
Grand Opening Activities (J. Chisaki)
The Grand Opening Committee is now meeting every other week. Bob Woods is designing
the program, invitation and the floor plan brochure that will have the locator maps on it. The
invitations will go out to a limited mailing list. Director Chisaki asked the Board to provide
her names and addresses of people they would want to see included on this list.
There will be a street banner advertising the Gala, Grand Opening and Family Day events
going up across Central at Oak Street the last two weeks in October.",LibraryBoard/2006-09-13.pdf
LibraryBoard,2006-09-13,3,"Page 3 of 6
Minutes of the
Library Board Meeting
September 13, 2006
A flyer has been developed and will be used for various civic groups as a ""Save the Date""
type of announcement. There is also something being prepared that will hopefully go out in
the Bank of Alameda and AP&T statements in their next mailings. Publicity packets are
being put together that will go out to the regular news sources. A 16-page advertising
supplement being done by the Alameda Journal will be released on October 13th.
President
Butter asked if there was something that could be put in the supplement to thank the citizens
of Alameda for passing Measure O that made the building of the new library possible.
Director Chisaki indicated that the dedication plaque for the new building would be in two
pieces. The first, larger plaque would have City Council, Library Board, Library Director,
architect, construction manager and project manager names on it; the second, smaller plaque
would thank the Friends of the Library and Library 2000 for their hard work and the citizens
of Alameda for passing Measure O by 78.3 percent. President Butter indicated a preference
of seeing something in print, so Director Chisaki will check into getting something in the
upcoming advertising supplement. This supplement will not only be in the Alameda Journal,
it will also be in the Berkeley Voice, the Montclarion and the Piedmonter. The Library will
get approximately 2,000 copies of the overrun as a giveaway.
President Butter asked if the board would be able to tour the new building at their next
meeting in October. Director Chisaki will explore the possibility, and let the Board know
when the October meeting packet goes out.
Director Chisaki continued listing Opening Day activities including who would be speaking
at the event. Speeches will start at 11 a.m. and the ribbon cutting is expected at 12 noon.
There is an event photographer lined up who will take digital pictures and provide us a CD.
They are exploring whether AP&T or Comcast will film the event and provide a DVD for
archiving and circulation purposes. Stan Bunger will be the emcee for the event and Kathy
Moehring will sing the National Anthem and the Alameda song. The Chipman Cougar
Cadets drum corps will perform; there will be one large cake and a lot of cookies and juice
for the ribbon cutting day, kept back in the Café and courtyard area; promotional handouts
such as magnets and pens have been ordered, and stickers for the children; docents will be
stationed strategically around the building. Traditionally, the architect, contractor and sub-
contractors send congratulatory flower arrangements - we have been told to expect about 20
arrangements.
November 4th is Family Day, and entertainment will consist of a balloon sculptor who will
also do some walk-around magic; Jean Paul Val Jean, who is a one-man show as a juggler,
magician, contortionist and vaudevillian. Volunteers will take turns wearing a Wild Thing
costume and walking through the Library. Feelers are out for some type of cultural dance
group - perhaps lion dancing; a Hip Hop group out of Oakland has been contacted to come
and do about a 30 minute routine. Poetry will be read for about 1 1/2 to 2 hours by 6 or 7
different poets up by the fireplace on the second floor. Cookies and juice will be the only
refreshments served this day.",LibraryBoard/2006-09-13.pdf
LibraryBoard,2006-09-13,4,"Page 4 of 6
Minutes of the
Library Board Meeting
September 13, 2006
B.
Alameda Free Library Foundation (A. Mitchell)
Starting in October, the Gala committee will be meeting every week. Ticket sales have been
slow, but they are staring to pick up now. The Foundation has hopes that the Library Board
Members will attend; they have requested City Council members to purchase tickets as well.
The event will be heavy on hors d' oeuvres, which Director Chisaki has requested be kept
back in the Café area. There will possibly be music - Natasha Miller will walk the building
with Director Chisaki to check out the space. This will be an adult only event, although this
is not stated anywhere. Wine will be served. The Foundation hopes this event will become
an annual fundraiser. Posters for the event have been printed and are being distributed.
Daisy's on Park Street and Needle in a Haystack on Webster Street are selling tickets; these
can also be purchased on-line or from an individual. Campaign brochures detailing donation
options have been printed and are being distributed around.
Director Chisaki brought out the Foundation's recommendation and mock-up for the donor
wall, which will consist of brushed aluminum and cherry wood. These were sent to the
architect to look over that afternoon.
C.
Friends of the Alameda Free Library (M. Skeen)
Friends President Skeen was not in attendance, so Director Chisaki gave a short report. The
next semi-annual book sale will be held on October 6, 7 and 8 at the O' Club on Alameda
Point. The Friends have been working on a new book bag, which will be unveiled at the
book sale. It will be sold for $12 to members and $15 to non-members.
D.
Library Building Watch (M. Merrick)
Recording Secretary Merrick apologized for not including the latest issue in the Board's
packet which was released the last week of August. The Board verified that they all get the
newsletter via e-mail. The plan is to get a newsletter out at the end of every month; however,
September will be a challenge as the last week of the month there won't be any Internet
connection, and the newsletter is produced using an on-line service. The next issue will most
likely come out about mid-October, and will ""re-advertise"" all the upcoming events.
E.
Patron suggestions/comments (Speak-Outs) and Library Director's response.
A patron requested more James Patterson pocket books or more mystery authors in the
pocket book section. We are in the process of ordering more paperback books for the new
Library, and will add this request to the list. Another patron enjoys the books on tape as they
make the commute better, but would like to see more contemporary selections. A large order
was recently placed and there will be plenty to choose from. Another request was for more
Stephen King and Dean Koontz books on CD as the patron loves to be frightened on the
morning commute. These authors were included in the large order that was recently placed.",LibraryBoard/2006-09-13.pdf
LibraryBoard,2006-09-13,5,"September 13, 2006
ORAL COMMUNICATIONS, NON-AGENDA (Public Comment)
Previous SAB Representative Marc Lambert asked if we had a new official SAB representative yet.
President Butter indicated that this subject would be addressed under Director's Comments.
LIBRARY BOARD COMMUNICATIONS
Board Member Mitchell stated that he had enjoyed reading the comments about Director Chisaki in
the news articles.
DIRECTOR'S COMMENTS
Director Chisaki introduced Rebecca Kozak to the board as the new SAB Representative to BALIS.
Previous SAB Representative Lambert presented Ms. Kozak with a large informational binder to use
in her new capacity. President Butter suggested that we standardize the appointment process so we
don't have the appointment problem in the future. Director Chisaki had been diligently working
with the City Manager's and City Attorney's offices to do just that. The staff report is now
imminently clear that the appointment is done by resolution of Council. With prompting from
President Butter, Ms. Kozak said she has worked with the Oakland Fire Department for 14 years.
She is also attending library school and is in her last semester. Ms. Kozak hopes to get a job as a
Librarian in a Public Library eventually. Being the SAB Representative will help her stay connected
to the library world. Ms. Kozak has lived in Alameda for about 19 years. President Butter
welcomed Ms. Kozak warmly and expressed her delight that there is a new SAB Representative.
Director Chisaki spoke about the CALTAC Workshop and is seeking additional information on
exactly what will be expected of the Library and the Friends if we are the host facility. The Friends
have declined to commit to the event yet because they also feel they need more information. Vice
President Belikove inquired about when the next Legislative Day was being held; Marc Lambert
stated that this event is usually held at the end of April.
In the February Board letter, Director Chisaki had mentioned AB 1234 which is Mandatory Ethics
training for officials, local legislators, members of legislative bodies, etc. Director Chisaki will be
distributing a packet to the Board soon with details on the training. Two hours of ethics training will
be required every 2 years and it can be done on-line.
Vice President Belikove asked if there would be any glass cases in the new library. Director Chisaki
responded that there would not be.
Vice President Belikove then asked about the donations report included in the board packet, and
wanted to know specifically if these gifts had gone directly to the Library. Most of these are small
donations from patrons who appreciate the Library's services they have received. These donation
amounts go straight to the Memorial Fund. The larger donation amount on the report was
a
final
distribution from the Regina Stafford Trust. This amount is already in the construction budget for
the new Library.",LibraryBoard/2006-09-13.pdf
LibraryBoard,2006-09-13,6,"Page 6 of 6
Minutes of the
Library Board Meeting
September 13, 2006
ADJOURNMENT
Board President Butter called for a motion to adjourn the meeting at 8:37 p.m. Board Member
Mitchell so moved, Vice President Belikove seconded the motion, and it was carried by a 4-0 vote.
Respectfully submitted,
Jane Chisaki
Library Director and
Secretary to the Library Board
This meeting's agenda was posted 72 hours in advance in accordance with the Brown Act.",LibraryBoard/2006-09-13.pdf
PublicArtCommission,2006-09-13,1,"MINUTES OF THE PUBLIC ART COMMISSION
SPECIAL MEETING OF WEDNESDAY SEPTEMBER 13, 2006
CONFERENCE ROOM 391, THIRD FLOOR CITY HALL
2226 SANTA CLARA AVENUE - 7:00 PM
CONVENE:
The meeting was called to order at 7:05 p.m.
MEMBERS PRESENT:
Chair Huston, Commission Members Rosenberg and Wolfe
MEMBERS ABSENT:
Vice Chair Lee, Commission Member Cervantes (Vice-Chair Lee
was absent from Roll Call. She arrived at 7:40 p.m.)
STAFF PRESENT:
Doug Vu, Planner III, Erin Garcia, Acting Recording Secretary.
MINUTES:
Minutes for the Regular Meeting of August 23, 2006
M/S and unanimous to continue the Minutes of the August 23, 2006; 4-0-2.
Ayes:
3;
Noes:
0;
Absent: 2 (Lee, Cervantes);
Motion carries.
ORAL COMMUNICATIONS
None.
WRITTEN COMMUNICATIONS
None
ACTION ITEMS
A.
Bridgeside Public Art Proposal - Applicant: Regency Centers. (Continued from the August
23, 2006 Regular meeting).
At the Commission's last regular meeting on August 23, 2006, Bruce Qualls, the applicant
representing Regency Centers presented the proposed public performance amphitheatre for
Bridgeside Shopping Center. The proposal includes the construction of an outdoor
amphitheatre that will be available free of charge to arts and performance groups. The trapezoid
shaped stage located at the foot of the amphitheatre and will be approximately 55 feet wide and
vary in depth from 20 to 25 feet. The glade area will be approximately 50 feet wide in front and
angle towards the rear with a width of 100 feet. Since the August 23, 2006, the applicant has
Minutes of September 13, 2006
Special Public Art Commission
Meeting.
Page 1",PublicArtCommission/2006-09-13.pdf
PublicArtCommission,2006-09-13,2,"informed Staff that the proposed amphitheatre will also be equipped with a power outlet for
staged performances.
At the last meeting, the Commission suggested the amphitheatre be used as part of their cultural
requirements. The Commission requested the applicant submit a plan showing the details of
amphitheatre more clearly. The Commission also requested additional grading, and additional
trees to help buffer the noise from surrounding areas. The applicant has complied with the
requests.
In response to Chair Huston's question regarding direct public access to the amphitheatre, Mr.
Qualls stated that there are access points between the buildings in two locations and along the
front side and back side of the retail area. Chair Huston expressed concerns with the success of
the amphitheatre without any direct access.
Commissioner Wolfe stated that the developer would likely advertise the performances so the
vendors would benefit from it. He acknowledged concerns whether or not it is ADA accessible.
Chair Huston shared some additional concerns. One was the nature and scale of the space, the
second was the programming, and lastly whether the space would be utilized as a public area.
Mr. Qualls agreed to submit an annual programming schedule to the Planning & Building
Director for approval.
Deborah Owen and Mike Sheppard from the Frank Bette Center of Performing Arts were present
and informed the Commission that from what she can tell by the plans, this will be a wonderful
accommodation for community art, with plenty of options for programming. The onsite manager
is responsible for scheduling all of the events. There will also be signage near the amphitheatre
stating that this space is available with a contact number. Ms. Owen added that for the visual
arts requirement, there could be a sculpture show, or an exhibit of a known artist. It could also
be a story telling space.
There was one speaker slip. Chair Huston opened the public hearing.
Daniel Levy, 1926 Broadway, spoke in favor of this space. He would like to know if the owners
would be providing all of the advertising for the different performances.
Chair Huston closed the public hearing.
Commissioner Wolfe had several points to bring up. The first concern was with the benches that
are currently located on the stage area. He asked if they could they be moved adjacent to the
path? The other concern was whether the seating area has adequate lighting.
Mr. Qualls informed the Commission that the Planning Board had approved the lighting
requirements. There have been several Planning Board public hearings and discussions with
staff regarding the lighting plan. The issue was that this area was not intended for nighttime use.
Minutes of September 13, 2006
Special Public Art Commission
Meeting.
Page 2",PublicArtCommission/2006-09-13.pdf
PublicArtCommission,2006-09-13,3,"The residents and Planning Board were very clear that there was not to be a bleed into the
surrounding areas. So in the applicant's preparation for the programs, organizers expect to shut
things down around dusk and in the summer around 9:00 p.m.
Commissioner Wolfe inquired whether there were any public restrooms that are accessible to this
site. Mr. Qualls responded that all restaurants have restrooms. Commissioner Wolfe asked if
there could be a stipulation in the lease agreements that would state that during these events,
people should be allowed to use the restrooms. Mr. Qualls responded that this is at the discretion
of the retailers. He informed the Commission that the grocery store has public restrooms that are
located in the front of the store.
Commissioner Wolfe was not in favor of the poplar trees near the lawn area.
Mr. Vu clarified the revised additional conditions related to programming, advertisement and
modification to provide power.
Mr. Qualls agreed with the first two revised conditions. He will find out if he can modify the
power due to the panels already in place and advise staff.
M/S and unanimous to accept the proposal as stated in the draft Resolution with the additional
conditions of approval with the exception of the modification to the power. 4-0-1.
Ayes: 4; Noes: 0; Absent: 1 (Cervantes); Motion carries.
OLD BUSINESS
None.
SUBCOMMITTEE REPORTS
None.
COMMISSIONER COMMUNICATIONS
Commissioner Wolfe would like staff to provide a calendar of any upcoming projects that will
come before them. Staff noted the request.
Chair Huston would like an update on the Summerhouse project.
STAFF COMMUNICATIONS
Mr. Vu informed the Commission that the Regular meeting of September 27, 2006 has been
canceled.
Minutes of September 13, 2006
Special Public Art Commission
Meeting.
Page 3",PublicArtCommission/2006-09-13.pdf
PublicArtCommission,2006-09-13,4,"Mr. Vu reminded the Commission that the mandatory ethics training requirement must be
completed by January 2007.
ADJORNMENT
The meeting was adjourned at 8:40 pm.
Respectively submitted by:
Douglass Vu, Planner III
Planning and Building Department
Minutes of September 13, 2006
Special Public Art Commission
Meeting.
Page 4",PublicArtCommission/2006-09-13.pdf