LIBRARY COMMISSION AGENDA REGULAR MEETING Monday, July 11, 2016 at 5:30 p.m. Santa Rosa City Council Chambers, 100 Santa Rosa Avenue Santa Rosa, CA

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1 LIBRARY COMMISSION AGENDA REGULAR MEETING Monday, July 11, 2016 at 5:30 p.m. Santa Rosa City Council Chambers, 100 Santa Rosa Avenue Santa Rosa, CA 1. CALL TO ORDER Chair May called the meeting to order at 5:30 pm. COMMISSIONERS PRESENT: David Ebright, Reece Foxen, Linda Garcia, Paul Grill, Paul Heavenridge, Barbara Mackenzie, Tim May, Randall Neff, Joanne Sanders, Hilary Smith, Helena Whistler. COMMISSIONERS ABSENT: None 2. ANNOUNCEMENTS 3. PUBLIC APPEARANCES Members of the public who wish to address the Commission regarding items not on the agenda should request recognition at this time. See guidelines for public appearances at the bottom of the agenda. Members of the Public came forward: Ms. Andrews, a tutor and low income child advocate from Sebastopol spoke to the need for increased library hours to provide a place for children to study and meet. 4. CLOSED SESSION began at 5:35 pm 4.1 Pursuant to California Government Code 54957(b) to discuss Public Employee Evaluation. Title: Library Director 4.2 Pursuant to California Government Code to discuss Labor Relations. 5. OPEN SESSION began at 6:46 pm 5.1 Pursuant to California Government Code Report on Closed Session. Combined Management Team present: Director Brett Lear, CFO Ken Nieman, David Dodd, Jaime Anderson, Furgus Wilson, Kiyo Okazaki, Vicki Terbovich. Chair May reported on the closed sessions. The session regarding the Director s Evaluation: no action was taken. The session regarding Labor Negotiations: no action was taken. Chair May thanked members of the Grand Jury in their report discussing the services of the Sonoma Public Library system. This report will be discussed at the August Commission Meeting. 6. SPECIAL PRESENTATIONS Chair May introduced the issue of funding for the library. And thanked the staff for the time and efforts contributed to the documents for this meeting.

2 Member of the Public: Duane DeWitt spoke to support the Roseland Branch and encourage expansion of the facility from temporary to permanent. He also gave a suggestion of circulation fees on media. Director Brett Lear presented background of the library s finances and consideration of a tax measure. Subjects included services, funding, budget, struggles, needs, local tax rates, the Strategic Plan, and proposed expenditures and revenues. Commissioner Sanders questioned about comparative funding systems with other libraries. Report on polling data by Brian Godbe of Godbe research. He presented a tracking survey that collected a variety of information regarding funding and service priorities, and a wide range of polls about voters and their support for a tax measure. Data presented showed information on library funding priorities, patron values, and positive support for a ballot measure for the library. 6.1 Conduct a public hearing to consider a proposed ordinance to a 1/8 of one percent sales tax measure on the November 2016 ballot to maintain, enhance and restore the libraries in Sonoma County and to adopt a resolution to introduce and waive the reading of the proposed ordinance. (1Document) Members of the public who wish to address the Commission regarding this item of the agenda should request recognition at this time. See guidelines for public appearances at the bottom of the agenda. Chair May read public letters sent for comment. Numerous persons spoke with concern and passion about the use of the library and its importance to individuals, children, and the community. Much support was expressed for further funding for the library, its hours and programs, and putting the tax measure on the ballot. 6.2 Adopt a Resolution to Introduce and Waive the Reading of the Proposed Ordinance (2 Documents) M/S/C (Garcia, Whistler) I MOVE BY THAT THE SONOMA COUNTY LIBRARY COMMISSION ADOPT a resolution of the Library Commission, introducing, reading the title of and waiving further reading of a proposed ordinance imposing a transactions and use (sales) tax to maintain, restore and enhance library services. AYES (10): David Ebright, Reece Foxen, Linda Garcia, Paul Grill, Paul Heavenridge, Barbara Mackenzie, Tim May, Randall Neff, Hilary Smith, Helena Whistler. NOS: None ABSTAIN: None ABSENT (1): Joanne Sanders M/S/C (May, Mackenzie) I MOVE THAT THE SONOMA COUNTY LIBRARY COMMISSION schedule another meeting on July 18, 2016 at 6:30 to finalize the adoption of the ordinance, and approve a resolution to call an election to place the ordinance on the November 2016 ballot. Chair May called the question. AYES(10): Ebright, Foxen, Garcia, Grill, Heavenridge, Mackenzie, May, Neff, Smith, Whistler. ABSTAIN: None

3 ABSENT (1): Joanne Sanders 6.3 Facilities Master Plan Presentation (1 Document) [MKThink] A presentation by Evelyn Lee, Project Manager for MKThink, gave an update on the progress of the Facilities Master Plan project. She presented assessments and analyses conducted thus far. She requested feedback from the commission for the project. Plans are for meeting with the JPA and other library stakeholders for input. The project will form final recommendations for the library by late summer. 7. ACTION ITEMS BY MOTION 7.1 Election of Officers M/S/C (May, Mackenzie) I MOVE to nominate Commissioner Whistler for Chair of the Commission. No other nominations were given. Chair May called the election. AYES (10): Ebright, Foxen, Garcia, Grill, Heavenridge, Mackenzie, May, Neff, Smith, Whistler. ABSTAIN: None. Absent (1): Sanders. M/S/C (Whistler,Heavenridge) I MOVE to nominate Hilary Smith for Vice Chair of the Commission. AYES (7): Ebright, Grill, Heavenridge, May, Neff, Smith, Whistler. ABSTAIN(1): Foxen. ABSENT(1): Sanders. M/S/C (Garcia, Mackenzie) I MOVE to nominate Reece Foxen for Vice Chair of the Commission. AYES (2): Garcia, Mackenzie. ABSTAIN (1): Foxen. ABSENT(1): Sanders. Chair May thanked the Commissioners for their efforts and support during his time as chair of the Commission. 8. LIBRARY ADVISORY BOARDS AND FRIENDS OF THE LIBRARY 8.1 Library Advisory Board and Friends Reports Any official LAB or Friends representative may have up to five minutes to present their group s official position on issues of importance to the Library. 9. COMMISSION & LIAISON REPORTS 9.1 Commissioner Reports: the Commissioners reported on their activities and items of interest at the branches in their communities, Library Advisory Boards, and Friends of the Library. 9.2 Committee & Liaison Reports Director Evaluation: Commissioner Smith reported discussion of goals for the upcoming year for the Director s Evaluations Finance: Commissioner Mackenzie reported that the committee met on June 20th. They reviewed the monthly financial reports and noted payments exceeding $25,000 made to PG&E and to Lew Edwards for the monthly consulting fee and a mailer. After rediscussing the Fund Balance Policy, the Committee agreed to review the policy again after November to

4 consider results of the tax measure vote and information from the Ad Hoc OBEP/PERS Working Group. The Committee reviewed and approved the revised Purchasing Policy and revised Delegation of Authority Policy. They then interviewed the two audit firms who responded to the RFP, and selected the local firm of Pisenti and Brinker Public Relations: Commissioner Foxen reported the committee discussed and clarified the perspective and advocacy of the sales tax measure potential. They also discussed the ramifications and PR advocacy of the Grand Jury Report, as well as the speaker s points and key messages suggested by the consultants. Chair May suggested a name change to the Advocacy Committee Revenue Enhancement: the committee discussed and clarified questions in moving forward with the resolution of the sales tax measure; the roles and responsibilities of the committee if the measure moved forward or if it did not Foundation Liaison: None at this time. 10. APPROVAL OF MINUTES The Commission will review and approve the minutes of the prior meeting in summary format Regular Meeting Minutes June 6, 2016 (1 Document) M/S/C (Ebright, Grill) I MOVE THAT THE SONOMA COUNTY LIBRARY COMMISSION APPROVE the summary minutes of the June 6, 2016 regular meeting. APPROVED(10): Ebright, Foxen, Garcia, Grill, Heavenridge, Mackenzie, Neff, May, Smith, Whistler ABSTAINED: None ABSENT(1): Sanders 11. CORRESPONDENCE & PRESS COVERAGE 12. CONSENT CALENDAR These matters include routine financial and administrative actions that may be approved by a consensus. Any Commission member or member of the public may request that an item be removed from the Calendar and have it placed with the action items Approval of Sirsi/Dynix Contract (Library Online System) (1 Document) [Terbovich] 12.2 Approval of Auditor (1 Document) [Nieman] Items 12.1 and 12.2 were approved on consent. 13. DISCUSSION ITEMS 13.1 Director s Report (Verbal) [Lear] Director Lear deferred presentation of the report, stressing work done on the tax measure. He pointed out the new logo on display. Commissioner Mackenzie asked about plans on Strategic Plan alignment Management Report Monthly Activities (1 Document) Commissioners commented on various topics in the report.

5 Monthly Financial Report (1 Document) [Nieman] CFO Nieman introduced the new facilities manager, Furgus Wilson. No discussion on the financials Quarterly Status Report: Performance Management (1 Document) [Preston] No discussion. 14. LAB APPOINTMENTS Commissioners appoint applicants to fill advisory board vacancies. M/S/C (Garcia, Mackenzie) I MOVE THAT THE SONOMA COUNTY LIBRARY COMMISSION APPROVE the appointment of all proposed appointees to the Rohnert Park-Cotati and Healdsburg Library Advisory Boards for each term ending June 30, APPROVED: Smith, Foxen, Garcia, Mackenzie, Heavenridge, Grill, Ebright, Sanders, Whistler, May. NOS: none ABSTAIN: none ABSENT: Sanders 15. ITEMS TO INCLUDE IN COMMISSION NOTES: Election of the Commission officers, the success of the public hearing, thank you to Commissioner May, future Grand Jury Report, Facilities Management Plan and the new manager. Commissioners agree on items to include in monthly newsletter. 16. AGENDA ITEMS FOR THE NEXT COMMISSION MEETING Commissioners request items to be added to the next meeting s agenda. 17. DATE AND TIME OF NEXT MEETINGS Meeting: Special Meeting Date: Monday, July 18, 2016 Time: 6:30 p.m. Location: Santa Rosa City Council Chambers, 100 Santa Rosa Avenue Meeting: Regular Meeting Date: Monday, August 1, 2016 Time: 6:30 p.m. Location: Santa Rosa City Council Chambers, 100 Santa Rosa Avenue 18. ADJOURNMENT By acclamation at 9:19 pm Agenda support materials are available in the Library Director s Office, 211 E Street, Santa Rosa, after 3:30 p.m. on Wednesday, June 29, They will also be available on the Library s website at DISABLED ACCOMMODATION: If you have a disability which requires an accommodation, an alternative format, or requires another person to assist you while attending this meeting, please contact the Library Director s Office at , ext. 1553, as soon as possible to ensure arrangements for accommodation. GUIDELINES FOR PUBLIC APPEARANCES Members of the public wishing to speak to the Commission on items not on the agenda may do

6 so under Public Appearances. The Commission does not take action on items presented under Public Appearances during this meeting. You may request a response, and one will be forwarded to you. The Chair will also invite comment for agenda items as they are taken up by the Commission. If you wish to speak, you may do so upon receiving recognition by the Chairperson. Comments are limited to three minutes. Time limitations on public testimony may be extended at the discretion of the Library Commission.