LIB 02-07-24APPROVED 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
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.
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.
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
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 05.02.24 special meeting