LIB 03-09-23 (Special)APPROVED MINUTES
LIBRARY COMMISSION
Thursday, March 9, 2023
LIBRARY COMMISSION SPECIAL MEETING
CALL TO ORDER
At 5:30 p.m., Vice Chair Panda called the special meeting to order at the Cupertino Library,
10800 Torre Avenue, Room 201.
ROLL CALL
Commissioners present: Archana Panda, Sheela Sreekanth, Qin Pan, Janki Chokshi
Commissioners absent: Liyan Zhao
City/County Staff present: Molly James, Rachelle Sander, Jessica Javier, Bryant Bao, Stephen
Fitzgerald
Guest Speakers: Keiko O’Leary
APPROVAL OF MINUTES
1. Subject: February 1, 2023 Library Commission Meeting Minutes
Recommended Action: Review and approve the February 1, 2023 Library Commission meeting
minutes.
Commissioner Chokshi motioned to approve the February 1, 2023 Library Commission meeting
minutes as submitted. Commissioner Pan seconded. Motion carried with 3 yes, 1 abstain, and 1
absent.
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
NEW BUSINESS
2. Subject: Cupertino Library Programs and Events Marketing
Recommended Action: Receive a presentation on the current Cupertino Library programs and
events marketing and provide feedback.
Bryant Bao, Acting Cupertino Community Librarian, presented on the Cupertino Library’s
programs and events marketing including the events page, paper calendar, flyers, social media,
and the biweekly newsletter.
Commissioners asked clarifying questions.
Commissioner Pan requested clarification on the measures for low and high attendance at
Library events, and how event dates and times are scheduled. Community Librarian Bao
clarified that it is dependent on the specific event topic and whether it is of interest to the
community, and regardless of low attendance, the event can still be impactful and engaging.
Clarified that scheduling of events can be dependent on the speaker/presenter availability,
target demographic, and room availability.
Commissioner Chokshi requested clarification on the distribution of the newsletter, selection of
newsletter topics, and if there are newsletter flyers the commissioners can hand out.
Community Librarian Bao clarified that the distribution list includes anyone who created a
library card and provided an email address, or anyone who specifically signed up to receive
newsletter updates. Clarified that newsletter topics are decided by the marketing team, and the
paper calendar is a great resource to share with others in the community.
Commissioner Pan requested Community Librarian Bao send Commissioners an electronic
copy of the calendar and recommended that Commissioners post on Nextdoor as well as other
social media platforms to remind the community of upcoming programs and events.
Community Librarian Bao will send an email to Commissioners with an electronic copy of the
calendar moving forward.
Commissioner Sreekanth recommended Commissioners also post on WhatsApp neighborhood
groups. Requested clarification on whether the Library engages in promotion to local schools.
Community Librarian Bao clarified the Library is in contact with local schools regarding
promotion of upcoming programs and events.
Vice Chair Panda recommended Library programs and events be included in the monthly
Cupertino Scene. Rachelle Sander, Director of Parks and Recreation, responded that staff can
follow-up with the Communications Division to see if the request is possible.
Commissioner Chokshi requested clarification on whether Commissioners could suggest a topic
or article to be included in the newsletter. Community Librarian Bao clarified it is the County
newsletter sent to all Santa Clara County Library District community members.
STAFF AND COMMISSION REPORTS
3. Subject: Monthly Update Reports
Recommended Action: Receive Monthly Update Reports from:
- Cupertino Community Librarian
Reported as submitted.
- County Librarian Monthly Update
Reported as submitted.
- Friends of the Library
No updates.
- Cupertino Library Foundation
No updates.
- Commissioners
Commissioner Pan reported on the March Mayor’s Commissioners Meeting.
- Mayor requested a separate special meeting to review the CREST award
nominations. Commission Chairs will either attend or designate another
Commissioner to attend the selection meeting.
Vice Chair Panda and Commissioner Pan reported on the potential upcoming Multi-
Cultural Festival in May (Date TBD) and recommended that the Poet Laureate attend,
collaborate, and engage with the event.
- Poet Laureate
Reported on the proposed Poet Laureate Schedule for 2023:
- April – Poetry Month
Multilingual Poetry Reading
Poetry on Demand – Table at Earth Day Event
- May – No Events but will participate in the judging for the Rotary Club Youth
Poetry Contest
- June – Participate in the Rotary Club Youth Poetry Contest Awards Ceremony
- July – No Events
- August
How and Why to Learn Poems by Heart
- September through November
Learn Poems by Heart (multi-session club)
- September through October
Make Your Poems More Meaningful with the Power of Sounds (multi-
classes)
- December
Poetry in the Dark
- Other Ideas
Potential John Muir Laws on a visual arts plus poetry project
Potential Brennan DeFrisco workshop on improv poetry
Poet Laureate subcommittee will meet with the Poet Laureate to discuss further, and
Vice Chair Panda will schedule the meeting.
- Staff
Molly James, Recreation Manager, provided an update on the following:
- Peace, Love, Unity Art Exhibit – February 27 to March 23 at Cupertino Senior
Center
- Intergenerational Mixer – Monday, March 13 from 10 a.m. to 2 p.m. at the
Cupertino Senior Center. The event is free, but registration on reg4rec.org is
required.
- Summer Job Fair – Saturday, March 25 from 1 to 4 p.m. at Quinlan Community
Center
FUTURE AGENDA SETTING
Commissioner Pan requested an update from the Poet Laureate subcommittee. Vice Chair
Panda seconded.
ADJOURNMENT
Vice Chair Panda adjourned the meeting 6:41 p.m.
Respectfully Submitted by,
Jessica Javier, Administrative Assistant
Parks and Recreation Department
Minutes approved at the 04.05.23 regular meeting