LIB 12-06-23APPROVED 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.
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.
- 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
- 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.
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,
Jessica Javier, Administrative Assistant
Parks and Recreation Department
Minutes approved at the 02.07.24 regular meeting