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Agenda PacketCITY OF CUPERTINO LIBRARY COMMISSION AGENDA Cupertino Library, 10800 Torre Avenue, Room 201A Wednesday, June 7, 2023 7:00 PM CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: May 3, 2023 Library Commission Meeting Minutes Recommended Action: Review and approve the May 3, 2023 Library Commission meeting minutes. A - Draft Minutes POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the Commission on any matter within the jurisdiction of the Commission and not on the agenda. Speakers are limited to three (3) minutes. In most cases, State law will prohibit the Commission from making any decisions with respect to a matter not on the agenda. WRITTEN COMMUNICATIONS OLD BUSINESS NEW BUSINESS 2.Subject: Cupertino Library Operations Presentation and Facility Tour, 10800 Torre Avenue Recommended Action: Receive a presentation on the Cupertino Library operations and a facility tour. REPORTS/UPDATES 3.Subject: Monthly Update Reports Page 1 1 Library Commission Agenda June 7, 2023 Recommended Action: Receive Monthly Update Reports from: -Cupertino Community Librarian -County Librarian Monthly Update -Friends of the Library -Cupertino Library Foundation -Poet Laureate STAFF AND COMMISSION REPORTS COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS FUTURE AGENDA SETTING ADJOURNMENT In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend this meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk’s Office in City Hall located at 10300 Torre Avenue, Cupertino, California 95014, during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City staff concerning a matter on the agenda are included as supplemental material to the agendized item. These written communications are accessible to the public through the City’s website and kept in packet archives. Do not include any personal or private information in written communications to the City that you do not wish to make public, as written communications are considered public records and will be made publicly available on the City website. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment . Page 2 2 CITY OF CUPERTINO Agenda Item 23-12378 Agenda Date: 6/7/2023 Agenda #: 1. Subject: May 3, 2023 Library Commission Meeting Minutes Review and approve the May 3, 2023 Library Commission meeting minutes. CITY OF CUPERTINO Printed on 6/2/2023Page 1 of 1 powered by Legistar™3 DRAFT MINUTES LIBRARY COMMISSION Wednesday, May 3, 2023 LIBRARY COMMISSION MEETING CALL TO ORDER At 7:01 p.m., Chair Zhao called the meeting to order at the Cupertino Library, 10800 Torre Avenue, Room 201A. ROLL CALL Commissioners present: Liyan Zhao, Archana Panda (7:06 p.m.), Qin Pan, Sheela Sreekanth, Janki Chokshi Commissioners absent: None City/County Staff present: Molly James, Jessica Javier, Bryant Bao, Marlene Iwamoto Guest Speakers: None APPROVAL OF MINUTES 1. Subject: April 5, 2023 Library Commission Meeting Minutes Recommended Action: Review and approve the April 5, 2023 Library Commission meeting minutes. Commissioner Sreekanth motioned to approve the April 5, 2023 Library Commission meeting minutes as submitted. Commissioner Chokshi seconded. Motion carried with 4 yes and 1 absent. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 2. Subject: Cupertino Poet Laureate Subcommittee Recommended Action: Discuss and select a new subcommittee to support the 2023-2024 Cupertino Poet Laureate. 4 Chair Zhao introduced the item and commented that she will step down from the Poet Laureate subcommittee. Commissioner Chokshi volunteered to join, and Vice Chair Panda will stay on. Commissioner Sreekanth motioned for Commissioner Chokshi and Vice Chair Panda to be part of the Poet Laureate subcommittee. Chair Zhao seconded. Motion carried with 4 yes and 1 absent. 3. Subject: Library Commission Photo Selection Recommended Action: Review and select a photo for the Library Commission to be displayed at the Cupertino Library. The Commission reviewed the four photo options (Attachment A) and selected option #4 for the Library Commission photo to be displayed at the Cupertino Library. 4. Subject: Consider Adjusting the Start Time and Frequency of the Library Commission Meetings Recommended Action: Discuss and consider adjusting the start time and frequency of the Library Commission meetings. Chair Zhao introduced the item and started the discussion for adjusting the start time of the Library Commission meetings to an earlier time at 6 p.m. Commissioner Chokshi was unavailable for an earlier start time. Library Commission meeting start time will remain at 7 p.m. Chair Zhao started the discussion for adjusting the frequency of Library Commission meetings. Recreation Manager, Molly James, clarified that per the Municipal Code the Library Commission only needs to hold regular meetings at least once every other month. Vice Chair Panda recommended the Commission participate in an activity-oriented meeting such as researching for the library or touring the library. Commissioner Pan recommended that Vice Chair Panda meet with Bryant Bao, Cupertino Community Library, to discuss activities. Recreation Manager James clarified that if two commissioners wanted to meet with Bryant to participate in an activity at the library they could, as long as less than a quorum is present. Commissioner Chokshi supported meeting every month to review or plan Library activities and help spread awareness. Commissioner Sreekanth supported meeting once every other month to save resources and optimize meeting time, while still receiving monthly updates from Community Librarian Bao. Recreation Manager James clarified that if there was something important the Commission needed to discuss, the Chair could call a special meeting on an off month. 5 Community Librarian Bao commented that if two commissioners wanted to learn more about a specific topic, he can set up a meeting with those commissioners to discuss and they can bring updates back to the Commission. Chair Zhao commented that if the Commission decided to meet once every other month, than she recommended that two commissioners check in and connect with Community Librarian Bao to receive updates and help with promotion of Library programs. Community Librarian Bao clarified that every month the Commissioners will still receive monthly updates via email, regardless if the frequency of meetings changes. Commissioner Pan recommended the Library Commission instead meet nine times a year and agree to cancel January, July, and September due to the holidays. Commissioner Sreekanth motioned to adjust the Library Commission meetings to every other month, even months, starting in June. Vice Chair Panda seconded. Motion carried with 4 yes and 1 abstain. REPORTS/UPDATES 5. 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. - Poet Laureate No updates. STAFF AND COMMISSION REPORTS Commissioner Chokshi reported on the April Mayor’s Commissioners meeting. Molly James, Recreation Manager, provided a Staff Liaison Update on the following: - The City is experiencing financial hardships and anticipating changes in the City’s short- and long-term financial outlook, which may lead to reductions in some services. o The community is invited to participate in the Community Budget Survey open now through Wednesday, May 31. Preliminary responses submitted through May 16 will be shared during the City Council Special Meeting on May 17. o In addition, there is a Budget Town Hall open to the community on Thursday, May 18 at 6:30 p.m. in-person at Community Hall and online via zoom webinar. 6 - Live Well Age Well Health Expo – Friday, May 19 from 10 a.m. to 2 p.m. at the Cupertino Senior Center - CREST Awards Ceremony – Thursday, May 25 at 5:30 p.m. at Community Hall - Reminder if you are traveling internationally this year, please make sure you inform the IT Department in advance. Email helpdesk@cupertino.org with your travel dates and location(s) so the Security Team knows to not disable your account while you are traveling. Chair Zhao reported on ways that she has promoted the Library’s upcoming events and programs through social media. Encouraged commissioners to continue promoting events. Commissioner Pan reported on inquiries from community members requesting information regarding Lawyers in the Library Phone Services, and whether the County Library considered the service. Deputy County Librarian, Marlene Iwamoto, commented that pre-pandemic there were Lawyers in some of the libraries and will research more into the inquiry. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: May 10 – Chair Zhao June 14 – Vice Chair Panda July 12 – Commissioner Sreekanth August 9 – Commissioner Pan September 13 – Commissioner Chokshi FUTURE AGENDA SETTING None ADJOURNMENT Chair Zhao adjourned the meeting 8:27 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the _____ regular meeting 7 CITY OF CUPERTINO Agenda Item 23-12379 Agenda Date: 6/7/2023 Agenda #: 2. Subject: Cupertino Library Operations Presentation and Facility Tour, 10800 Torre Avenue Receive a presentation on the Cupertino Library operations and a facility tour. CITY OF CUPERTINO Printed on 6/2/2023Page 1 of 1 powered by Legistar™8 CITY OF CUPERTINO Agenda Item 23-12380 Agenda Date: 6/7/2023 Agenda #: 3. Subject: Monthly Update Reports Receive Monthly Update Reports from: -Cupertino Community Librarian -County Librarian Monthly Update -Friends of the Library -Cupertino Library Foundation -Poet Laureate CITY OF CUPERTINO Printed on 6/2/2023Page 1 of 1 powered by Legistar™9