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HomeMy WebLinkAboutStaff Report 3341 City of Palo Alto (ID # 3341) City Council Informational Report Report Type: Informational Report Meeting Date: 12/3/2012 December 03, 2012 Page 1 of 3 (ID # 3341) Title: LAC Response to City Council's 10/22/2012 Question Subject: Library Advisory Commission Response to City Council's October 22, 2012 Questions From: City Manager Lead Department: Library BACKGROUND Following the resignation of a current Library Advisory Commission (LAC) member, the City Clerk conducted several recruitments to complete the term vacated. Because there were initially no applications for new LAC members received, the LAC itself decided to initiate a discussion regarding ways to facilitate recruitments and maintain a full commission, though perhaps with a reduction in the total number of members (see Appendix D). The City Council by motion at their October 22, 2012 meeting, has requested that staff return to them with a report regarding the viability of the LAC (see Appendix C). CONCLUSION City Council by motion at their October 22, 2012 meeting directed the LAC to respond to the following questions: 1. Following the work regarding the library construction bond, is there work for the LAC? Yes; The LAC considers the forward looking planning of services as essential, important and critical part of providing the City’s residents the services they request and desire from the library. Over the past year, some of the areas we have focused our attention on include:  Virtual library design  Library Advocacy and Marketing  Pilot programs for the new Mitchell Park library  Renaming of the Main library  Best practices comparison with other library jurisdictions  Oversight of and best return on investment in new facilities December 03, 2012 Page 2 of 3 (ID # 3341)  Evaluation of what public services could or should be provided based on emerging trends As an advisory commission, the LAC is the Council-appointed workgroup conveying information from the community to the library and the council and from the library to the community. While other library support groups may perform similar functions, this group is the only one specifically advising the Council and library staff in this way. 2. Is there a problem that makes it difficult to work on the LAC? No; The current individual members of the LAC perceive they are providing a valuable and rewarding service to the City. Specifically, commissioners believe they provide these perspectives:  Long term outlook for programs, services, and space utilization  Use of personal expertise and experience in technology, finance, and marketing for the public benefit  Enhancing a connection to other community library groups (e.g. FOPAL, PALF), other city commissions, and city staff  Advocating for the community and in the community for the library Personal perspectives from current commissioners: Tolulope Akinola – “As a commissioner, I feel I can help to advocate for all citizens of Palo Alto so that their view is well represented in the decision making processes that affect the library system in the city.” Eileen Landauer - “I am privileged to work with the library staff and appreciate their knowledge and commitment. I have learned much about the quality and breadth of services at the Palo Alto Library and enjoy providing input on future programs and services.” Robert Moss - “We held a series of public meetings regarding a proposed roadway connecting the Art Center and Main Library parking lots, evaluated options, and made a recommendation to the Council based on our extensive discussions of the issue; the LAC recommendation aided the Council in making a decision to approve the connection.” Theivanai Palaniappan - “My goal has been to provide the perspective of a frequent library user and parent; actively using and providing feedback on programs and services; sharing updates on the library with my community and providing suggestions to the library on services/programs that could add value to our residents. The LAC has provided me with the opportunity to understand how our local government operates and to contribute to serving our city.” December 03, 2012 Page 3 of 3 (ID # 3341) Mary Beth Train - “Looking at the whole city through the lens of library services and how it accommodates the changing demographics of seniors, non-native English speakers and children.” Attachments:  Attachment A: Commission Recruitment Information (PDF)  Attachment B: LAC Charter (PDF)  Attachment C: City Council Motion (PDF)  Attachment D: City Attorney Information (PDF) Commission Recruitment Information    CITY CLERK  At the Library’s request, the City Clerk’s Office reviewed the recent files for the LAC to determine the  reasons for resignations.  Most of the time when a commissioner resigns, they cite reasons such as  relocation or new job commitments.  Only once in the last 3‐1/2 years has a commissioner resigned  because there were issues with the commission (or, in the actual case, the issues were with the City  Council).  The Library’s records indicate that we have had a total of seven resignations since 2009:  - Sanford Forte, February 2009  - Robert Redfern‐West, March 2009  - John Stucky, April 2009  - Susie Thom, October 2009  - Raj Mashruwala, January 2010  - Marc Marchiel, May 2010  - Mark Hoose, February 2011    Councilmember Schmid suggested to the Library Director that additional information regarding the  total number of applications that have been received each time there was an LAC vacancy should also  be considered.  This information is provided below:    Library Advisory Commission (LAC) vacancies/applications received:    date  # open  terms # apps  Nov‐07 4 4  Jun‐08 1 1  Mar‐09 1 2  Apr‐09 1 0  Jun‐09 1 4  Oct‐09 3 5  Mar‐10 1 3  Jun‐10 2 3  Jan‐11 1 4  Jun‐11 3 4  Jan‐12 1 1    In comparison, the Clerk’s Office gave us a sample from two other commissions, with historical  information regarding vacancy recruitments:    Architectural Review Board (ARB) vacancies/applications received:    date  # open  terms # apps  Sep‐09 3 7  Sep‐11 1 7  Sep‐11 2 5  Sep‐12 3 6      Public Art Commission (PAC) vacancies/applications received:    date  # open  terms # apps  Apr‐09 2 4  Sep‐09 1 1  Jun‐10 1 3  Aug‐10 2 3  Mar‐11 4 6  Feb‐12 3 6      The Clerk’s office notes:  sometimes there are multiple recruitments listed in a one or two month  period, and that typically means that Council sent us back out for the same vacancy.  LAC has  significantly more recruitments for the same three year period as ARB and PAC.  PAC would come in  second out of all the commissions for the most frequent recruitments.  LAC is first.                STAFF RESOURCES  In terms of supplying staff support to the LAC, there are two staff who regularly dedicate time to  related activities.  These positions are the Library Director and the Administrative Assistant and tasks  include coordinating and attending meetings; recording meeting minutes; responding to information  requests; preparing agendas, background information, correspondence, and memos; providing  instruction or education regarding library issues; coordinating conference attendance or other  commission‐related training and library tours; and meeting with LAC subcommittees as needed while  they work on projects.  In the past year, the Administrative Assistant, who regularly records work time  spent on LAC activities, has logged an average of 20 hours per month in support of the LAC.  Although  we do not keep track of the Library Director’s time specifically, it is reasonable to assume that the  Director spends a similar amount of time each month on LAC support and activities.    Library staff will prepare information to support presentations or other requests from the LAC, such as  how eBooks are used, their cost, and how the library plans to continue the services that go along with  eBooks.  Additionally, other library staff attend LAC meetings periodically to provide special reports,  demonstrate new library products, or report on library activities such as summer reading program.  In  general, this is not a steady number of hours, though can impact other activities.    Library Advisory Commission Charter  The purpose of the Library Advisory Commission is to advise the City Council on  matters relating to the Palo Alto City Library, excluding daily administrative  operations. Its duties are:    to advise the City Council on planning and policy matters;    to review state legislative proposals that may affect the operation of the    library;    to review the City Manager's proposed budget for capital improvements  and operations relating to the library and forward comments to one or  more applicable committees of the City Council;    to provide advice upon such other matters as the City Council may from  time to time assign;    to receive community input concerning the library;  and    to review and comment on fund‐raising efforts on behalf of the library.     PALO ALTO CITY COUNCIL    The City Council by motion at their October 22, 2012 meeting, has requested that staff return  to them with a report regarding the viability of the LAC.  The Clerk’s Office’s interpretation of  the motion indicates they cannot recruit until that conversation takes place.  Time is of the  essence:  the LAC should probably try to get this resolved soon or could end up with four empty  seats at the end of January 2013 (Bakhtian, Palaniappan, Akinola, Moss).    MOTION:  Council Member Shepherd moved, seconded by Vice Mayor Scharff to direct Staff to  recruit for additional applications Library Advisory Commission.    INCORPORATED INTO THE MOTION WITH THE CONSENT OF THE MAKER AND SECONDER before  starting the recruitment, to request staff to advise Council on the viability of the Library  Advisory Commission given the reduction in applicants, the number of resignations prior to the  completion of their terms.     Motion Passed:  9‐0     Council is also interested in knowing why there are very little responses to recruitments.   Council Member Klein is wondering two things:  1. following the work regarding the library construction bond, is there work for the  LAC?  2.  is there a problem that makes it difficult to work on the LAC?     Council Member Shepherd relayed that Council Member Klein indicated off‐line that he  wants the LAC to bring the requested information to Council.      City Attorney Information    The Library Director requested information from the City Attorney regarding reducing  the number of commission members to 5, rather than 7, one suggested alternative:     The number of commissioners is dictated by the Municipal Code (PAMC  2.24.010).  Currently it provides for seven (7) LAC members:    “ There is created a library advisory commission composed of seven     members who shall be appointed by and shall serve at the pleasure of     the city council, but who shall not be councilmembers, officers or     employees of the city of Palo Alto.  Each member of the commission     shall have a demonstrated interest in public library matters.  All     members of the commission shall at all times be residents of Palo Alto.     (Ord. 4529, 1998)”     According to the City Attorney’s Office,   - there is not a set process in the code for initiating a change in number of  commissioners, but if the LAC votes to recommend that Council make this  change, staff can bring forward a report to Council that conveys that  recommendation and the commission’s reasons for recommending it.  - Based on that information, the Council could take action to adopt an  ordinance making the change.  It is at Council’s discretion if they would like  to refer this to Policy and Services for discussion.  - Adoption of an ordinance requires a first and second reading.  It is not  effective until 30 days after the 2nd reading.