Regular meeting BELVEDERE-TIBURON LIBRARY AGENCY Belvedere-Tiburon Library, Tiburon, California April 18, 2016 As approved on May 16, 2016

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1 Regular meeting BELVEDERE-TIBURON LIBRARY AGENCY Belvedere-Tiburon Library, Tiburon, California April 18, 2016 As approved on May 16, 2016 Roll Call, Present: Members Absent: Also Present: CALL TO ORDER: OPEN FORUM: Public Comment: Fredric Postle, Ann Aylwin, Thomas Cromwell, Joan Don, Jeff Foran, Bonnie Spiesberger Tom Gram Deborah Mazzolini, Kristin Johnson, Deirdre McCrohan Chair Postle called the meeting to order at 6:15 pm. Chair Postle opened the floor to public comment. There were no comments from the public. 1. Chair s Report: Chair Postle reported that the ad hoc Budget Committee has begun a review of the fiscal 2017 budget, which will be presented at the May Agency meeting. 2. Director s Report: Director Mazzolini reported that the Foundation event on Saturday, April 16, on the Acania, a 1930 s cruising yacht was enjoyed by all in attendance, thanks to Donna Bero and Wyman Harris. 3. Belvedere Tiburon Library Foundation Report: Executive Director Bero reported that the spring round of the annual giving campaign will be launched in April. The annual goal this year is $150,000, and the winter round garnered about $115,000. This campaign provides money for the programs, services, and collections of the Library. The campaign is a little bit behind the prior year, due to the most generous donors being steered toward the Capital Campaign for the Library expansion. There are a number of new donors: past donors received letters during the winter campaign, while friends and neighbors who have not yet donated will receive mailings during the spring campaign. The response to mailings has been good, with a number of monthly giving commitments pledged. Foundation staff has recruited professionals to photograph the Library and Corner Books and recent events: the Gently Used Art Auction, teen lounge, and children s programs. These photographs will be used for the Foundation s website, annual report, and outreach materials. April 18, 2016 APPROVED Page 1 of 6

2 David and Lynn Olson offered use of the Acania, a prohibition era yacht, built supposedly for Al Capone, for the Foundation s recent event on Saturday, April 16. The event was held to thank major donors and best supporters and to inform potential new donors about the Library expansion and fundraising. Director Bero expects good results from the event. On Thursday, May 5, a sneak preview of the film The Test, produced by Jyll Johnstone and Michael Davis of Belvedere. The film addresses the process of studying for SAT and ACT exams, and is part of a Foundation program outreach to bring more families with school-age children into the Library. Trustee Aylwin added that this is a great offering for the older children of the community. Director Bero added that this is a way to keep the wonderful Bookmarks volunteers involved in the Library as their children grow. Director Bero reported that the Rustic Bakery will be opening by the end of May at the Boardwalk. The bakery s management plans to host a benefit for the Library: a special open house (tentatively scheduled for June 5 th ) with food and beverages offered, and with a suggested donation to the Library. Corner Books will be open for the event, with children s activities in the plaza. This will be a wonderful way for the Library to toast a new partnership and reach out to more of the community. 4. Report on Financial Statements, March 2016 Revenues stand at 57.5% of budget with 75% of the year passed. Payments from the Town of Tiburon and the City of Belvedere for the April 40% portion of basic and parcel taxes are expected this week. ERAF money is expected to arrive in May at a slightly lower level than last year. ERAF represents a partial return of 35% of the Library s basic property tax allocation, which is annually withheld by Marin County and forwarded to the State for educational funding, a program instituted in the early 90 s. An unpredictable portion of this allocation is returned to the Library each year. Most other governmental agencies and libraries have only 20% of taxes withheld. Because the Library is a Joint Powers Agency, it is treated as a Special District and taxed by the State at a higher rate. ERAF is always budgeted conservatively, as the return of a portion from the State is not guaranteed. Trustee Cromwell commented that the State pays the Library no interest on the money withheld. The Annual Appeal grant of $85,000 is expected to be received from the Foundation in May. Expenses are slightly below budget year-to-date. April 18, 2016 APPROVED Page 2 of 6

3 5. Committee Reports: Trustee and Art Committee Chair Joan Don reported on the Gently Used Art Auction: Sales were just under $12,000, which is about equal to the last auction held 2 years ago. Expenses were slightly higher due to advertisements placed in the ARK newspaper. Although a good number of pieces were donated this year, sales were flat. Sales depend on many variables, including the quality of the art. The recent art show featuring Deepa Jayanth was very successful, with a lively reception and the sale of 8 paintings. The current artist, Donna Solin, will hold a reception tomorrow night, Tuesday, April 19. Director Mazzolini reported for the Program Committee that the Chess program is very popular with families and multiple age groups, with a good crowd showing up to play every week. Due to the success of the Chess program, a Board Game night has been started, with a good number of families repeat attending and bringing more family and friends each time. Attendance has ranged from 20 to 30 people Local poet Bruce Sams gave a recent popular reading and book giveaway on the same night as Board Game night. The Library was hopping, with many happy patrons. Another new program is the Coloring Café for Grownups, held once a month on Monday morning. This program provides a relaxing, meditative time for patrons to color, enjoy quiet music, and imbibe tea and breakfast pastries. This idea grew out of the new Learning through Art trend. Coloring Books are the new big thing in the publishing world. The Library sponsored about 914 programs last year, and the number is growing! Trustees Aylwin and Spiesberger suggested a full page announcement on Library Programs be placed in the Ark Newspaper. Director Mazzolini said that the programs are featured in the Library s quarterly newsletter, which is mailed to all households in the zip code. In addition, some programs have been listed on NextDoor and other social media. Treasurer Slavitz suggested that the information also be placed on the Tiburon Talk Newsletter. Director Mazzolini added that the Library is also home to many teens during finals week, with expanded hours for studying. In addition, the Library is making new technologies available to youth. Recently, Foundation Executive Director Bero, Library Director Mazzolini, Librarian Jacki Dunn, and Library Expansion design Benefactor Glenn Isaacson visited the Novato Library s Maker Space. Novato has Laser Cutters, several 3-D printers, and a specific spaced dedicated to these new technologies. Our Library has purchased one 3-D printer, but doesn t yet have a dedicated space for its use. April 18, 2016 APPROVED Page 3 of 6

4 Executive Director Bero noted that both high technology and low technology activities are popular at the library. In addition to Coder Dojo and the 3-D printer, patrons of all ages are really participating in Games, Chess, and Knitting. Director Mazzolini said that the heart of the program s purpose is for people to meet their neighbors and to be part of the community. Trustee Spiesberger mentioned the Library Tea as part of this community-building effort: The next Tea will be on Wednesday, April 19, celebrating the Library s 19 th birthday. Director Mazzolini added that the Tea is completely organized by volunteers, and that average attendance is 100. Director Mazzolini added that the equipment for the new Book Drop at the Cove Shopping Center has arrived. The Nugget Market will select and provide the space for the Drop. Consent Calendar 6/7. Motion to approve the minutes of March 21, 2016 and approve the warrants dated March, 2016 made by Trustee Spiesberger, seconded by Trustee Foran, passed unanimously. Trustee Considerations: 8. Consideration of terms in BTLA bylaws Director Mazzolini and the Executive Committee met recently to discuss the Agency Terms of Office as stated in the Joint Powers Agreement (JPA). The issue arose, as 4 Trustees will be leaving the Agency this year: Trustees Aylwin and Spiesberger will be terming out, and Trustee Don is leaving due to change of residence and now former Trustee Helow recently resigned when he moved out of the area. In general, and especially with respect to the upcoming Library Expansion, it will be important to retain continuity and institutional memory on the Agency Board. The current Agency Trustee term is 3 years, with an option for 2 terms. When the Library first opened, the founding trustees were given the option for an additional 3 rd term in order to maintain continuity as the Agency was incubated in its early stages. The general consensus is that it requires a full 3 year term for a Trustee to fully gain an understanding of the JPA, the Agency Bylaws, and the operations of the library. In 2014 the Agency voted to change the term of the Reed Union School District Trustee from 2 2-year terms to 2 3-year terms in order to match the terms of the other trustees. The Reed Trustee s term was only included in the Agency Bylaws, while the Belvedere and Tiburon Trustee s terms are stated in the JPA. April 18, 2016 APPROVED Page 4 of 6

5 Therefore, changing the Belvedere and Tiburon Trustee Terms will require a vote of both the City of Belvedere and Town of Tiburon Councils. Director Mazzolini researched the terms of other cities, towns, and libraries and found the City of Belvedere and the Town of Tiburon Council members have 4-year terms, the Reed Union School District Board Members are 4-year terms, and the County Library and Sausalito Library Board Members are allowed 3 3-year terms. Chair Postle agreed that institutional memory will be essential to the expansion process; current Trustees have had a large hand in determining the best possible course of the project. It would not be the best use of intellectual resources if experienced Trustees are forced to term off. Trustee Spiesberger added that it is unusual to have such a number of Trustees leaving the Agency at the same time. The change would be a question of flexibility as opposed to status quo. Trustee Cromwell asked whether prior Agency members are allowed to return after they have termed off. Director Mazzolini said that this was allowed, but the option has never been used. The Mill Valley Library Board allows 2 4-year terms, but prior members are allowed to return after a break. The San Francisco Library Board Members are appointed by the Mayor for a 4-year term, and may be re-appointed, but only by the Mayor. Trustee Foran asked about the tradeoff between continuity and fresh ideas. Chair Postle said that an option for a 3 rd term might be the most flexible alternative. Trustee Aylwin said that some kind of change would make good sense, given the numerous examples of comparable entities which opt for more time. Director Mazzolini said that she met with both City Manager Mary Neilan and with Town Manager Greg Chanis. Both City Managers agreed that an allowance of only 2 3-year terms was short in terms of what works in other organizations. They both expressed willingness to present the issue to their Councils if the Library Agency wishes to make a change. 9. MONTHLY CALENDAR Trustee Cromwell asked about the possibility of a Singers of Marin concert at the Library. Director Mazzolini mentioned that they had performed a Gospel concert at the Library during the winter months, with 90 people in attendance. Trustee Cromwell added that the Marin Men s Chorus might be a good prospect for a concert, also. April 18, 2016 APPROVED Page 5 of 6

6 10. FUTURE MEETING DATES The next Agency meeting will be held on Monday, May 16 th. The meeting was adjourned by Chair Postle at 7:03 pm Respectfully Submitted, Kristin M. Johnson, Clerk of the Belvedere-Tiburon Library Agency Board April 18, 2016 APPROVED Page 6 of 6