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LIB 10-04-23APPROVED MINUTES LIBRARY COMMISSION Wednesday, October 4, 2023 LIBRARY COMMISSION MEETING CALL TO ORDER At 7:00 p.m., Chair Zhao called the meeting to order at the Cupertino Library, 10800 Torre Avenue, Room 201A. ROLL CALL Commissioners present: Liyan Zhao, Qin Pan, Sheela Sreekanth, Janki Chokshi Commissioners absent: Archana Panda City/County Staff present: Molly James, Bryant Bao, Stephen Fitzgerald Guest Speakers: Keiko O’Leary APPROVAL OF MINUTES 1. Subject: August 2, 2023 Library Commission Meeting Minutes Recommended Action: Review and approve the August 2, 2023 Library Commission meeting minutes. Commissioner Sreekanth motioned to approve the August 2, 2023 Library Commission meeting minutes as submitted. Commissioner Chokshi seconded. Motion carried with 4 yes and 1 absent. POSTPONEMENTS Chair Zhao motioned to re-order the agenda and hear Agenda Item #3 Monthly Update Reports before Agenda Item #2 Poet Laureate Playbook. Commissioner Pan seconded. Motion carried with 4 yes and 1 absent. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 2. Subject: Poet Laureate Playbook Recommended Action: Discuss and provide feedback on updates for the Poet Laureate Playbook budget and qualifications section. Molly James, Recreation Manager, introduced the item and informed the Commissioners that the discussion will focus on the budget and qualifications (more specifically, the person’s background and experience). The Commissioners provided feedback on the Budget: - Commissioner Pan noted that the Playbook states: A contributing factor for the need for a budget plan was the increasing awareness from the Poets Laureate that if they were not getting compensated for this honorary position, a stipend should be considered. The 2016-17 Poet Laureate, Amanda Williamsen, received a $250 stipend in the form of a check from the Cupertino Library Foundation (CLF) at their January 2016 Board meeting during which she gave a poetry reading. The same will occur in January 2017. Commented that since it is in the current Playbook, it should be happening. - Recreation Manager James provided some background information on the budget. Noted that the Library Commission and Poet Laureate program has been in different City departments over the years, and there isn’t a lot of historical information provided. Starting in Fiscal Year 2013, the City has been contributing $2,000 to the Poet Laureate program. - Commissioner Pan noted that the Cupertino Library Foundation (CLF) does have funding set aside (estimated $500 to $1,000) for the Poet Laureate to help sponsor the program, but it is up to the Poet Laureate on how they would like to spend the funds. - Cupertino Community Librarian, Bryant Bao, clarified that CLF has funding set aside for requests, and The Friends of the Cupertino Library doesn’t have a specific budget due to the pandemic, but funds can also be requested. Added that he can help facilitate the request of funds from both CLF and The Friends of the Cupertino Library. - Commissioner Pan supported the Poet Laureate receiving a stipend as a form of appreciation and recommended that Community Librarian Bao assist in the stipend request from CLF moving forward. Added that it needs to be clearer in the playbook. - Commissioner Pan requested clarification on whether City funds can be used towards a stipend or not. Recreation Manager James clarified that City funds can be used towards programming. - Chair Zhao recommended updating the funding to match what is in the budget. - Commissioner Chokshi recommended separating out the stipend, so it is more called out in the playbook. - Commissioner Pan recommended removing the reference of 2016-17 Poet Laureate stipend, increase the stipend amount to $500 potentially, and add a possible budget consideration note just in case. - Chair Zhao, Commissioner Pan, Commissioner Sreekanth, and Commissioner Chokshi recommended a $500 stipend on an annual basis. - Community Librarian Bao clarified that he would propose and request an ongoing annual $500 stipend at the next CLF meeting, and any funding requested from The Friends of Cupertino Library will be for the Poet Laureate events. - Commissioner Chokshi requested clarification on the funds available from The Friends of the Cupertino Library. Community Librarian Bao clarified that there isn’t an operating budget, it is more on a request basis. The Commissioners provided feedback on Qualifications: - Commissioner Chokshi recommended potentially changing the requirement that the Poet Laureate must be published given the minimum age requirement. - Cupertino Poet Laureate (CPL), Keiko O’Leary, commented that it is easier to have a poem published somewhere, whether it is in a journal or online, rather than an entire book. - Commissioner Sreekanth added that published could even mean a school publication for students. - Commissioner Chokshi recommended that published could also mean participation in the Reflections Competition. - Commissioner Pan commented that the Expectations of the Poet Laureate list was too long given it’s a volunteer position. Added that anyone volunteering for the Poet Laureate is doing it because they have a love of poetry and want to serve the community. - Commissioner Chokshi recommended that social media, marketing, and budgeting be removed from the Expectations of the Poet Laureate list and given to the Steering Committee. Added that the Poet Laureate can then focus on program planning, writing, and teaching. - Commissioner Pan recommended removing budgeting, speaking, social media, recognition, appreciation, keeping writing, teaching, facilitating, and that planning and scheduling was redundant so keeping only one. - Chair Zhao recommended removing budgeting, marketing, and social media. - Recreation Manager James clarified that the Commission doesn’t necessarily need a list, and that they could decide on qualifications that are broader – requiring someone who is passionate about poetry and has experience in facilitation of poetry events or programming. - Commissioner Pan supported a broader approach that allows for flexibility. - Commissioner Chokshi supported a broader approach and including teaching and facilitating. - CPL O’Leary commented that the Cupertino Poet Laureate program has allowed each of the former Poet Laureates to do things that they are passionate about. Added it should be more about the person bringing poetry to Cupertino and celebrating creativity in Cupertino. - Community Librarian Bao added that the Cupertino Library helps the Poet Laureate promote and create social media posts for programming and events. Recreation Manager James noted that the Commission will discuss the Steering Committee and overall vision for the program including expectations of the Poet Laureate next time. Clarified that the goal is to finish all discussions in 2023 and bring a first draft in February 2024. NEW BUSINESS None REPORTS/UPDATES 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. - Poet Laureate CPL O’Leary, reported on the following: o Learn Poems by Heart had six attendees each session and there are two more upcoming sessions. o Poetry in the Dark – Friday, December 1 at 7 p.m. at the Cupertino Library. Advanced registration is encouraged but not required. o CPL O’Leary is working on 2024 programming including a series on sound, meaning, and poetry, and expressed interest in limerick poems.  Commissioner Chokshi recommended another Multilingual Poetry Reading event. o Former CPL, Jennifer Brown, is paying for the WordPress Blog website (cupertinopoetlaureate.org) and is inquiring about whom to pass it on to. Recreation Manager James will follow-up. STAFF AND COMMISSION REPORTS Recreation Manager James provided a Staff Liaison Update on the following: - Hidden Treasures – Thursday, October 26 from 9 a.m. to 2 p.m. at the Senior Center - Monster Mash – Friday, October 27 from 5:30 to 8:30 p.m. at the Quinlan Community Center. Advanced registration required. - Glow Night Golf – Thursday, November 9 and Friday, December 8 at 5 p.m. at Blackberry Farm Golf Course. Advanced registration required. - Holiday Events at the Quinlan Community Center o Tree Lighting – Friday, December 1 from 6 to 8 p.m. o Breakfast with Santa – Saturday, December 2 from 8:30 to 11:30 a.m. Advanced registration required. o Signing Santa – Saturday, December 9 from 2 to 4 p.m. Advanced registration required. Chair Zhao reported on the September Mayor’s Commissioners meeting – meetings will now be bi-monthly, alternating in-person and zoom, 90 minutes, start time will remain 6 p.m. for now but could change to 5 p.m. given the Teen Commission conflict, for consistency the attendee will be the Chair or Vice Chair and if they can’t attend then a designated attendee will fill in, and prior to the meeting the attendee will provide a report of three agenda items three days in advance on a shared document. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: November 8 – Vice Chair Panda FUTURE AGENDA SETTING None ADJOURNMENT Chair Zhao adjourned the meeting 8:16 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the 12.06.23 regular meeting