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LIB 05-02-24 (Special)APPROVED MINUTES LIBRARY COMMISSION Thursday, May 2, 2024 LIBRARY COMMISSION SPECIAL MEETING CALL TO ORDER At 6:41 p.m., Chair Panda called the special meeting to order at the Cupertino Library, 10800 Torre Avenue, Room 101A. ROLL CALL Commissioners present: Archana Panda (6:40), Sheela Sreekanth, Liyan Zhao (6:35), Janki Chokshi (6:43) Commissioners absent: Qin Pan City/County Staff present: Molly James, Bryant Bao, Stephen Fitzgerald Guest Speakers: None 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. Vice Chair Sreekanth motioned to approve the February 7, 2024 Library Commission meeting minutes as submitted. Commissioner Zhao seconded. Motion carried with 3 yes (Panda, Sreekanth, Zhao) and 2 absent (Chokshi, Pan). POSTPONEMENTS Chair Panda motioned to re-order the agenda and hear Agenda Item #4 Monthly Update Reports before Agenda Item #2 Update on Fiscal Year 2023-2025 City Work Program Poet Laureate item and Direction on 2025-2026 Poet Laureate Selection Process. Commissioner Zhao seconded. Motion carried with 3 yes (Panda, Sreekanth, Zhao) and 2 absent (Chokshi, Pan). ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None 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. Molly James, Recreation Manager, informed the Commission that their recommendation for the Poet Laureate Playbook to be added to the 2024 City Council Work Program was accepted. Added that beginning July 1, 2024 staff will have time allocated towards updating the playbook and the City will continue funding the program. Recreation Manager James informed the Commission that the current Poet Laureate’s term is ending December 2024, and typically the recruitment process for the next Poet Laureate begins around this time. Given that the Playbook has not been updated and staff is unable to work on it until July, staff is requesting guidance from the Commission on how they would like to proceed for the 2025-2026 Poet Laureate recruitment and selection process. Staff proposed the following three options: 1.) Move forward with the recruitment process with the current information and make minor changes (ex. updating the age requirement from 21 to 18), but there would not be an updated Playbook. 2.) Reach out to the current Poet Laureate and ask if they would be interested in extending their term for one year through December 2025 and begin the recruitment process in Spring 2025 with the new updated Playbook. 3.) Allow the current Poet Laureate to finish out their term in December 2024, and start fresh with a new recruitment process in Spring 2025. Therefore, the next Poet Laureate’s term would be 2026-2027, and there would not be a Poet Laureate for 2025. Recreation Manager James added that staff plans to bring back the first revised Poet Laureate Playbook draft in August and a final draft in October. Commissioner Chokshi supported option #1. Chair Panda supported option #2. Vice Chair Sreekanth supported option #2, and option #1 is the backup. Chair Panda commented that she can take the lead in talking to the current Poet Laureate to see if she is interested in extending her term for one more year. Chair Panda motioned to reach out to the current Poet Laureate to accept the Library Commission’s offer to extend her term one year, and if not accepted, then the Commission will discuss next steps at the June Library Commission meeting. Commissioner Chokshi seconded. Motion carried 4 yes (Panda, Sreekanth, Zhao, Chokshi) and 1 absent (Pan). 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. Written communications for this item included an email to the Commission and is included for the record. Vice Chair Sreekanth introduced the item as proposed in the future agenda setting at the previous Commission meeting and asked for Commissioners to share their top three suggestions from the community. Vice Chair Sreekanth commented that community members expressed frustration with the long wait and not being able to place a hold on the State Park and County Park Passes. Also requested that they be available for pick-up on Fridays. Commissioner Zhao commented that community members expressed frustration with the parking and requested clarification on whether or not they can park in the permitted staff parking spots on the weekends. Vice Chair Sreekanth commented that community members would like for new books to have multiple copies for checkout due to the long wait. Added that community members also requested for family movie time. Commissioner Chokshi commented that community members requested there be multiple time frames (not just the morning) for children's story time, expressed frustration with parking, and requested more books in different languages. Vice Chair Sreekanth added that there was also feedback that the Tamil books are outdated by several years, so requested to add more new and updated books. Chair Panda commented that community members requested more events involving music and noise for festive occasions, expressed frustration with parking, and requested more eBooks and online versions. Commissioner Chokshi added that there could also be more updated audiobooks. Bryant Bao, Cupertino Community Librarian, addressed a few of the suggestions: - Regarding eBooks and audiobooks – they are increasing the funding, however, digital content costs are more expensive than the physical books. - Regarding the State Park and County Park Passes, they have received that feedback and they are currently experimenting with different borrowing methods. - Regarding family movie time, the Cupertino Library Foundation will be doing a six- week series of family movies this summer on Sunday afternoons. - Regarding expanding story time, there is a Wednesday evening and Saturday morning story time available. - Regarding the books in different languages, it depends on whether or not they have a staff member with the skill set to order those books. Added that the ordering is all centralized, but they are hoping to see improvements in this process as headquarters is hiring. o Commissioner Chokshi requested clarification on whether or not Commissioners or other community members could help in this process. Chair Panda recommended reaching out to the community for public input. o Community Librarian Bao further explained that ordering occurs systemwide, and they are very careful as purchases need to fall in line with purchasing policies and expectations of public libraries, but he will pass along the feedback. Added that if there were current titles the community would like to propose for purchase right now, they can submit the purchase request online. Community Librarian Bao added that he has made note of the suggestions and will look further into the feedback provided. 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 No updates. - Poet Laureate No updates. STAFF AND COMMISSION REPORTS Recreation Manager James provided a Staff Liaison Update on the following: - Starting in May, all Commissions including the Library Commission will be recorded (audio and video when the Commission resumes meetings in Room 201A), and meeting recordings will be posted the next day for residents to watch remotely. - Live Well Age Well Health Expo – Friday, May 10 from 10 a.m. to 1:30 p.m. at the Cupertino Senior Center Chair Panda reported on the Poet Laureate Multi-Lingual Poetry Reading event. Commissioner Zhao reported on the upcoming AAPI Multicultural Festival on Saturday, May 11 from 2 to 5 p.m. at the Cupertino Civic Center Plaza. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: Wednesday, May 15 at 5 p.m. – Chair Panda Vice Chair Sreekanth informed the Commissioners that she will be absent at the June Library Commission meeting. FUTURE AGENDA SETTING Chair Panda requested the Poet Laureate back-up plan should the current Poet Laureate not accept extending her term. ADJOURNMENT Chair Panda adjourned the meeting 7:25 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the 06.05.24 regular meeting