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Agenda PacketCITY OF CUPERTINO LIBRARY COMMISSION AGENDA Cupertino Library, 10800 Torre Avenue, Room 201A Wednesday, February 7, 2024 7:00 PM CALL TO ORDER ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1.Subject: Chair and Vice Chair Selection Recommended Action: Conduct the selection of the Chair and Vice Chair. APPROVAL OF MINUTES 2.Subject: December 6, 2023 Library Commission Meeting Minutes Recommended Action: Review and approve the December 6, 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 3.Subject: Discuss Ideas to Support Library Programs in 2024 Recommended Action: Discuss ideas to support library programs in 2024. 4.Subject: Poet Laureate Alternative Funding Page 1 1 Library Commission Agenda February 7, 2024 Recommended Action: Discuss and provide feedback on alternative funding for the Poet Laureate program. REPORTS/UPDATES 5.Subject: Monthly Update Reports Recommended Action: Receive Monthly Update Reports from: -Cupertino Community Librarian -County Librarian -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 Library Commission Agenda February 7, 2024 Page 3 3 CITY OF CUPERTINO Agenda Item 24-12946 Agenda Date: 2/7/2024 Agenda #: 1. Subject: Chair and Vice Chair Selection Conduct the selection of the Chair and Vice Chair. CITY OF CUPERTINO Printed on 2/1/2024Page 1 of 1 powered by Legistar™4 CITY OF CUPERTINO Agenda Item 24-12947 Agenda Date: 2/7/2024 Agenda #: 2. Subject: December 6, 2023 Library Commission Meeting Minutes Review and approve the December 6, 2023 Library Commission meeting minutes. CITY OF CUPERTINO Printed on 2/1/2024Page 1 of 1 powered by Legistar™5 DRAFT MINUTES LIBRARY COMMISSION Wednesday, December 6, 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, Archana Panda, Qin Pan, Sheela Sreekanth, Janki Chokshi Commissioners absent: None City/County Staff present: Molly James, Bryant Bao, Stephen Fitzgerald Guest Speakers: None APPROVAL OF MINUTES 1. Subject: October 4, 2023 Library Commission Meeting Minutes Recommended Action: Review and approve the October 4, 2023 Library Commission meeting minutes. Commissioner Sreekanth motioned to approve the October 4, 2023 Library Commission meeting minutes as submitted. Chair Zhao seconded. Motion carried unanimously. POSTPONEMENTS Chair Zhao motioned to re-order the agenda and hear Agenda Item #4 Monthly Update Reports before Agenda Item #2 Poet Laureate Playbook. Vice Chair Panda seconded. Motion carried unanimously. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 2. Subject: Poet Laureate Playbook Recommended Action: Discuss the Library Commission's role in the Poet Laureate Program, including expectations of the Steering Committee. Molly James, Recreation Manager, introduced the item and informed the Commissioners that the discussion will focus on the expectations of the Steering Committee and the Poet Laureate. 6 The Commissioners provided feedback on the Steering Committee: - Vice Chair Panda requested clarification on whether the Steering Committee and Selection Committee were the same. Recreation Manager James clarified they are different, as noted in the Poet Laureate Playbook. - Commissioner Chokshi supported having a Steering Committee to help with marketing and provide support for the program. Added that this will alleviate the responsibility of marketing from the Poet Laureate, and therefore allow more focus on the programming. - Chair Zhao supported combining the Selection Committee and Steering Committee and noted that the Committee members should work closely with the Poet Laureate and proactively ask how they can help. o Recreation Manager James added that it could be named the Poet Laureate Subcommittee if the Selection and Steering Committees were combined. - Commissioner Sreekanth requested clarification on the recruitment and selection of committee members. Recreation Manager James clarified that a subcommittee would be comprised of Library Commissioners, either through volunteers or nominations, and that would be finalized with a Commission vote. - Vice Chair Panda commented that Library Commissioners should attend and support the Poet Laureate Programs, when available. Recommended Commissioners be assigned events to attend instead of having a subcommittee. - Commissioner Sreekanth supported having a dedicated subcommittee. - Commissioner Pan commented that she did not support the distribution of attendance at events amongst Commissioners. Supported not having a Steering Committee to make it easier and instead those who are passionate about poetry can support the Poet Laureate. - Vice Chair Panda agreed with Commissioner Pan and supported not having a Steering Committee. Added that the Steering Committee could be optional for those who want to help. Recreation Manager James requested clarification from the Commissioners on whether they would still like to have a Selection Committee. - Commissioner Pan supported keeping a Selection Committee. - Vice Chair Panda supported keeping a Selection Committee given the amount of preparation, work, and organization required. - Commissioner Chokshi supported a Poet Laureate Subcommittee that would include the responsibilities of selection and helping with marketing of Poet Laureate programs. - Vice Chair Panda added that the Selection Committee members should not be responsible for additional duties beyond selection. Recreation Manager James reminded the Commission that the Poet Laureate Playbook should provide clear direction for both the Poet Laureate and Commissioners. The Commissioners provided feedback on the expectations of the Poet Laureate: - Vice Chair Panda recommended formalizing the frequency of events to provide clear direction – six events per year, one every two months. 7 - Commissioner Chokshi supported Vice Chair Panda’s comments. Added that for the six events per year, it can be further categorized into events for kids and community. - Commissioner Pan recommended leaving it up to the Poet Laureate to determine the types of events and programming. - Recreation Manager James suggested listing out the types of events and programming that previous Poet Laureates have done for a point of reference for a new Poet Laureate. Commissioner Pan and Chair Zhao supported Recreation Manager James suggestion. - Vice Chair Panda recommended that Commissioners and the Poet Laureate provide feedback and analysis after they attend a Poet Laureate event. Recreation Manager James recommended that Commissioners provide that update in their Commission Reports. - Commissioner Chokshi recommended that the Commission be able to provide feedback during the planning process on the types of Poet Laureate events and programming. NEW BUSINESS 3. Subject: Discuss City Council work program items for 2024 Recommended Action: Recommend City Council work program items for 2024. Recreation Manager James introduced the item and informed Commissioners that the City Manager’s Office has asked for Commissions to provide three items for City Council’s Work Program. Commissioners each proposed work program items for the purpose of discussion: - Vice Chair Panda – Student Internship Program, Safe Gun Storage Ordinance, and Youth Who Work - Commissioner Pan – Poet Laureate Playbook - Chair Zhao – Recycled Water Feasibility Study - Commissioner Sreekanth – Recycled Water Feasibility Study, New Bicycle-Pedestrian Plan, and 280 stretch as scenic highway - Commissioner Chokshi – Proposed Cross Commission Communication including outreach programs connecting the community and City Commissions. o Recreation Manager James clarified that this would not necessarily need to be on the City Council work program. o Commissioner Pan provided some previous Library Commission City work program examples including the Library expansion project, additional quiet zone areas within the Library, the Library book drop off, and more office/meeting space. Clarified that the Commissioners help identify problems within the Library that need solutions. Commissioners ranked their top three proposed work program items for consideration: - Commissioner Chokshi – 1.) Poet Laureate Playbook, 2.) Student Internship Program, and 3.) Youth Who Work 8 - Commissioner Sreekanth – 1.) New Bicycle-Pedestrian Plan, 2.) Recycled Water Feasibility Study, 3.) Poet Laureate Playbook - Chair Zhao – 1.) Poet Laureate Playbook, 2.) Recycled Water Feasibility Study, and 3.) Safe Gun Storage Ordinance - Vice Chair Panda – 1.) Student Internship Program, 2.) Youth Who Work, and 3.) Safe Gun Storage Ordinance - Commissioner Pan – 1.) Poet Laureate Playbook, 2.) Recycled Water Feasibility Study, and 3.) New Bicycle-Pedestrian Plan Following the results, the Commission’s top two work program items were Poet Laureate Playbook and Recycled Water Feasibility Study. For the third work program item, Commissioners selected one from the remaining list: - Commissioner Sreekanth – New Bicycle-Pedestrian Plan - Commissioner Chokshi – Student Internship Program - Chair Zhao – Student Internship Program - Vice Chair Panda – Student Internship Program - Commissioner Pan – New Bicycle-Pedestrian Plan The Commission decided on the following three work program items in rank order – 1.) Poet Laureate Playbook, 2.) Recycled Water Feasibility Study, and 3.) Student Internship Program. Vice Chair Panda motioned to approve the final three work program items in rank order as discussed. Commissioner Chokshi seconded. Motion carried unanimously. REPORTS/UPDATES 4. Subject: Monthly Update Reports Recommended Action: Receive Monthly Update Reports from: - Cupertino Community Librarian Reported as submitted. - County Librarian Reported as submitted. - Friends of the Library No updates. - Cupertino Library Foundation o Commissioner Pan reported that the Cupertino Library Donor Wall project is now complete and thanked fellow Commissioners who donated. o Reported that on behalf of the Cupertino Library Foundation (CLF), Commissioner Pan attended the Poet Laureate’s Poetry in the Dark event to award the $500 stipend from CLF. Added that the event was enjoyable and commended Keiko’s passion for poetry. - Poet Laureate No updates. 9 STAFF AND COMMISSION REPORTS Recreation Manager James provided a Staff Liaison Update on the following: - Advanced registration is required for all upcoming events: o Glow Night Golf – Friday, December 8 at 5 p.m. at Blackberry Farm Golf Course o Signing Santa - Saturday, December 9 from 2 to 4 p.m. at the Quinlan Community Center o Spelling Bee – Saturday, January 20 from 1 to 5:30 p.m. at Community Hall - City Offices and Facilities will be closed from Monday, December 25 to Tuesday, January 2 in observance of the winter holidays. - The @cupertino.gov e-mail address is now live for all Commissioners. Some key things to note from our Innovation Technology Department: o Continue using your @cupertino.org e-mail address for logging into your accounts as this is still your username. o Your signature will automatically update to .gov o @cupertino.org will continue to work alongside @cupertino.gov o No other action is necessary. o All Commissioners should have received a message from IT in late October. If you encounter any issues or need assistance, please contact helpdesk@cupertino.gov. - Cupertino residents are encouraged to apply for positions on City commissions that will have vacancies in January of 2024. The application deadline is 4:30 p.m. on Friday, January 05, 2024. Council will conduct interviews and make appointments in late January. o Applications can be submitted via the Online Commission Application at cupertino.org/vacancies. o To clarify, the Library Commission does not have any vacancies in January. - The next Library Commission meeting will be Wednesday, February 7, 2024. Vice Chair Panda reported on the November Mayor’s Commissioners meeting. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: Tuesday, January 16 – Chair Zhao FUTURE AGENDA SETTING None ADJOURNMENT Chair Zhao adjourned the meeting 8:35 p.m. Respectfully Submitted by, 10 Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the _____ regular meeting 11 CITY OF CUPERTINO Agenda Item 24-12948 Agenda Date: 2/7/2024 Agenda #: 3. Subject: Discuss Ideas to Support Library Programs in 2024 Discuss ideas to support library programs in 2024. CITY OF CUPERTINO Printed on 2/1/2024Page 1 of 1 powered by Legistar™12 CITY OF CUPERTINO Agenda Item 24-12949 Agenda Date: 2/7/2024 Agenda #: 4. Subject: Poet Laureate Alternative Funding Discuss and provide feedback on alternative funding for the Poet Laureate program. CITY OF CUPERTINO Printed on 2/1/2024Page 1 of 1 powered by Legistar™13 CITY OF CUPERTINO Agenda Item 24-12950 Agenda Date: 2/7/2024 Agenda #: 5. Subject: Monthly Update Reports Receive Monthly Update Reports from: -Cupertino Community Librarian -County Librarian -Friends of the Library -Cupertino Library Foundation -Poet Laureate CITY OF CUPERTINO Printed on 2/1/2024Page 1 of 1 powered by Legistar™14