LIB 05-03-23APPROVED 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.
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.
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.
- 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 06.07.23 regular meeting