Agenda PacketCITY OF CUPERTINO
LIBRARY COMMISSION
AGENDA
Cupertino Library, 10800 Torre Avenue, Room 101A
Thursday, May 2, 2024
6:30 PM
Special Meeting
NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO LIBRARY
COMMISSION
NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Library Commission
is hereby called for Thursday, May 2, 2024, commencing at 6:30 p.m. at the Cupertino
Library, Room 101A, 10800 Torre Ave, Cupertino, California 95014. Said special meeting
shall be for the purpose of conducting business on the subject matters listed below under
the heading, "Special Meeting."
SPECIAL MEETING
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
1.Subject: February 7, 2024 Library Commission Meeting Minutes
Recommended Action: Review and approve the February 7, 2024 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
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Library Commission Agenda May 2, 2024
NEW BUSINESS
2.Subject: Update on Fiscal Year 2023-2025 City Work Program Poet Laureate item and
Direction on 2025-2026 Poet Laureate Selection Process
Recommended Action: Receive an update on Fiscal Year 2023-2025 City Work Program
Poet Laureate item and provide direction on 2025-2026 Poet Laureate Selection Process.
3.Subject: Commissioner Discussion on Cupertino Library Challenges and
Improvements from the Community
Recommended Action: Discussion of Commissioners on Cupertino Library challenges
and improvements from the community.
REPORTS/UPDATES
4.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
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Library Commission Agenda May 2, 2024
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 .
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CITY OF CUPERTINO
Agenda Item
24-13146 Agenda Date: 5/2/2024
Agenda #: 1.
Subject: February 7, 2024 Library Commission Meeting Minutes
Review and approve the February 7, 2024 Library Commission meeting minutes.
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DRAFT MINUTES
LIBRARY COMMISSION
Wednesday, February 7, 2024
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 (7:02 p.m.), Qin Pan, Sheela
Sreekanth, Janki Chokshi
Commissioners absent: None
City/County Staff present: Molly James, Bryant Bao, Jennifer Weeks
Guest Speakers: None
CEREMONIAL MATTERS AND PRESENTATIONS
1. Subject: Chair and Vice Chair Selection
Recommended Action: Conduct the selection of the Chair and Vice Chair.
Commissioner Sreekanth nominated Vice Chair Panda as Chair. Chair Zhao seconded. Motion
carried unanimously.
Commissioner Sreekanth self-nominated for Vice Chair. Commissioner Chokshi seconded.
Motion carried with 4 yes and 1 abstain (Commissioner Pan).
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.
Commissioner Zhao motioned to approve the December 6, 2023 Library Commission meeting
minutes as submitted. Commissioner Pan seconded. Motion carried unanimously.
POSTPONEMENTS
Chair Panda motioned to re-order the agenda and hear Agenda Item #5 Monthly Update
Reports before Agenda Item #3 Discuss Ideas to Support Library Programs in 2024.
Commissioner Pan seconded. Motion carried unanimously.
ORAL COMMUNICATIONS
None
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WRITTEN COMMUNICATIONS
None
OLD BUSINESS
None
NEW BUSINESS
3. Subject: Discuss Ideas to Support Library Programs in 2024
Recommended Action: Discuss ideas to support library programs in 2024.
Vice Chair Sreekanth proposed going back to monthly Library Commission meetings verses bi-
monthly Commission meetings.
Commissioner Pan commented that having meetings just to meet is not productive. Added that
instead Commissioners should be coming to the library, talking to Bryant, identifying issues,
and then bringing those items to a Library Commission agenda to discuss as a group.
Molly James, Recreation Manager, reminded the Commissioners that on the off months that the
Commission does not meet, the goal was still to support the library (attending programs,
promotion, responding to emails, etc.). Added that there is always the option to add a Special
Meeting if there was something the Commission wanted to discuss.
Commissioner Pan requested information on the library’s plans for opening up the community
rooms for additional space. Bryant Bao, Cupertino Community Librarian, added that Library
staff at the desk is supposed to walk around twice an hour, and once they observe that space is
getting limited, they look at the schedule to see if there are any programs happening that day in
those rooms, and if not, then they open the room to the public for additional space.
Commissioner Zhao asked Community Librarian Bao how the Library Commissioners can help
provide support. Community Librarian Bao responded that Commissioners could help with the
following:
- Commissioners can reach out to him with their interests, and he can connect them with
Library offerings to get involved.
- If Commissioners observe something that needs to be changed that the library is
unaware of, to share that information with him.
- Commissioners can help with promoting Library programs – specifically through their
community networks such as Nextdoor.
- Commissioners can help with research – when there is an issue, Commissioners can look
further into that issue by visiting and observing other libraries, create reports, and bring
back recommendations to the library which can also then be forwarded to the County.
Vice Chair Sreekanth requested clarification on whether or not parking was still an issue at the
Cupertino Library and if there was a list of issues that the Commissioners can help research.
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Community Librarian Bao clarified that parking on the weekdays is not an issue, however, on
the weekends it is still impacted especially when programs are running. Added that he can
select a few programs that have high anticipated attendance for the Commissioners, so that they
can attend and observe the parking situation on those days.
Chair Panda requested clarification on the timeline to add a new library program to the
calendar. Community Librarian Bao clarified that a minimum of three months would be best.
Added that the calendars are printed and published in advance, so the more advanced notice
the better.
Vice Chair Sreekanth suggested that Commissioners reach out to the community through
Nextdoor or other platforms and request that community members send in their list of
challenges that they see for the library, and then the Commission can bring those back to the
group for a discussion at a future meeting.
4. Subject: Poet Laureate Alternative Funding
Recommended Action: Discuss and provide feedback on alternative funding for the Poet
Laureate program.
Recreation Manager James introduced the item and informed the Commissioners that at the
January 17, 2024 City Council meeting, City staff presented a list of possible program budget
reductions for feedback and direction from Council. Council has requested that City staff look
into alternative funding for the Poet Laureate program – the City currently funds $2,000
annually for the program. At the Council meeting, the idea of the Cupertino Library Foundation
(CLF) funding the program was suggested, but staff wanted to bring the item to the Library
Commission for any other ideas on alternative funding.
Commissioner Pan requested clarification on whether or not the City was looking to cut the
Poet Laureate program as a whole or just the funding. Recreation Manager James clarified it is
specifically looking for alternative funding for the program.
Commissioner Pan commented that CLF has contributed in the past and that CLF could likely
contribute for any future funding needs, however, the Library Commission would need to
continue to support the program with the playbook and selection process.
Community Librarian Bao suggested adding it in as a proposal to CLF’s annual budget, rather
than a one-time ask so it becomes ongoing funding.
Commissioner Zhao requested confirmation that the City would still help manage the program
if CLF took over the funding. Recreation Manager James clarified that the Library Commission
would still help with the program, playbook, and selection process.
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Commissioner Chokshi suggested an idea for alternative funding through charging a fee for
poets who participate in some of the larger Poet Laureate events (not the public attendees).
Community Librarian Bao will work with Commissioner Pan on the proposal to CLF for
alternative funding of the Poet Laureate program.
REPORTS/UPDATES
5. Subject: Monthly Update Reports
Recommended Action: Receive Monthly Update Reports from:
- Cupertino Community Librarian
Reported as submitted.
- County Librarian
Reported as submitted.
o Commissioner Pan requested comparison data on Cupertino Library programs
against other SCCLD Library programs.
- Friends of the Library
No updates.
- Cupertino Library Foundation
No updates.
- Poet Laureate
No updates.
STAFF AND COMMISSION REPORTS
Recreation Manager James provided a Staff Liaison Update on the following:
- Sweetheart Social – Saturday, February 10 from 6:30 to 8:30 p.m. at the Quinlan
Community Center. Advanced registration is required.
- 2024 State of the City Address – Thursday, February 15 (Reception at 5:30 p.m. and
Ceremony at 6 p.m.) at the Quinlan Community Center. RSVP online by Thursday,
February 8.
- Friendly Reminder – if you are traveling internationally this year, please make sure you
inform the IT Department in advance. Email helpdesk@cupertino.gov with your travel
dates and locations so the Security Team knows to not disable your account while you
are traveling.
Vice Chair Sreekanth reported on the January Mayor’s Commissioners meeting.
Commissioner Zhao and Chair Panda reported on the 21st Annual Library District Forum.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
Commissioners to attend the upcoming Mayor’s meetings as follows:
Wednesday, February 21 at 6 p.m. via Zoom – Chair Panda
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FUTURE AGENDA SETTING
Vice Chair Sreekanth requested a brainstorm on the challenges and improvements for the
library that Commissioners have collected from the community. Commissioner Pan seconded.
ADJOURNMENT
Chair Panda adjourned the meeting 8:42 p.m.
Respectfully Submitted by,
Jessica Javier, Administrative Assistant
Parks and Recreation Department
Minutes approved at the _____ regular meeting
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CITY OF CUPERTINO
Agenda Item
24-13147 Agenda Date: 5/2/2024
Agenda #: 2.
Subject:Update on Fiscal Year 2023-2025 City Work Program Poet Laureate item and Direction on
2025-2026 Poet Laureate Selection Process
Receive an update on Fiscal Year 2023-2025 City Work Program Poet Laureate item and provide
direction on 2025-2026 Poet Laureate Selection Process.
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CITY OF CUPERTINO
Agenda Item
24-13148 Agenda Date: 5/2/2024
Agenda #: 3.
Subject:Commissioner Discussion on Cupertino Library Challenges and Improvements from the
Community
Discussion of Commissioners on Cupertino Library challenges and improvements from the
community.
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CITY OF CUPERTINO
Agenda Item
24-13149 Agenda Date: 5/2/2024
Agenda #: 4.
Subject: Monthly Update Reports
Receive Monthly Update Reports from:
-Cupertino Community Librarian
-County Librarian
-Friends of the Library
-Cupertino Library Foundation
-Poet Laureate
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