Loading...
Agenda PacketCITY OF CUPERTINO LIBRARY COMMISSION AGENDA Cupertino Library, 10800 Torre Avenue, Room 201A Wednesday, October 2, 2024 7:00 PM CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: August 7, 2024 Library Commission Meeting Minutes Recommended Action: Review and approve the August 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 NEW BUSINESS 2.Subject: Library Programs and Events Policy Draft Recommended Action: Review and provide feedback on the Library Programs and Events Policy draft. A - 13.22 Library Programs and Events Policy Draft 3.Subject: Poet Laureate Program Logo Recommended Action: Review and provide feedback the updated Poet Laureate Program logo. A - 2024 Updated Poet Laureate Logo B - Current Poet Laureate Logo Page 1 1 Library Commission Agenda October 2, 2024 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 City Council, Commissioners or 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 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. Page 2 2 CITY OF CUPERTINO Agenda Item 24-13406 Agenda Date: 10/2/2024 Agenda #: 1. Subject: August 7, 2024 Library Commission Meeting Minutes Review and approve the August 7, 2024 Library Commission meeting minutes. CITY OF CUPERTINO Printed on 9/26/2024Page 1 of 1 powered by Legistar™3 DRAFT MINUTES LIBRARY COMMISSION Wednesday, August 7, 2024 LIBRARY COMMISSION MEETING CALL TO ORDER At 7:00 p.m., Chair Panda called the meeting to order at the Cupertino Library, 10800 Torre Avenue, Room 201A. ROLL CALL Commissioners present: Archana Panda, Sheela Sreekanth, Liyan Zhao, Qin Pan Commissioners absent: Janki Chokshi City/County Staff present: Molly James, Bryant Bao, Jennifer Weeks Guest Speakers: None APPROVAL OF MINUTES 1. Subject: June 5, 2024 Library Commission Meeting Minutes Recommended Action: Review and approve the June 5, 2024 Library Commission meeting minutes. Commissioner Zhao motioned to approve the June 5, 2024 Library Commission meeting minutes as submitted. Chair Panda seconded. Motion carried with 3 yes (Panda, Zhao, Pan), 1 abstain (Sreekanth), and 1 absent (Chokshi). POSTPONEMENTS Chair Panda motioned to re-order the agenda and hear Agenda Item #3 Monthly Update Reports before Agenda Item #2 Fiscal Year 2024-25 City Work Program Poet Laureate Playbook Update. Vice Chair Sreekanth seconded. Motion carried with 4 yes (Panda, Sreekanth, Zhao, Pan) and 1 absent (Chokshi). ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS None NEW BUSINESS 2. Subject: Fiscal Year 2024-25 City Work Program Poet Laureate Playbook Update Recommended Action: Discuss and provide feedback on the revised Poet Laureate Playbook draft as part of the Fiscal Year 2024-25 City Work Program. 4 Molly James, Recreation Manager, introduced the item, provided an overview of the changes in the revised Poet Laureate Playbook draft, and requested feedback from the Commission. Commissioner Pan requested clarification on the Poet Laureate stipend sponsored by the Cupertino Library Foundation (CLF). Recreation Manager James clarified that the City will continue funding $2,000 every fiscal year for program expenses, however, was under the impression that CLF was contributing $500 to cover the Poet Laureate stipend. Added that City funds can be spent to cover program supplies, awards, and the Poet Laureate reception. Bryant Bao, Cupertino Community Librarian, will follow-up with CLF for clarification on the stipend funding. Commissioners provided feedback on the Expectations of the Poet Laureate: - Commissioner Pan requested clarification on the following, “Attend at least six Library Commission meetings to provide updates on programs and events.” Recreation Manager James clarified that all Poet Laureate duties would be across the two-year appointment, so the Poet Laureate would attend three Library Commission meetings each year. - Vice Chair Sreekanth recommended adding in verbiage that clarifies the Poet Laureate duties are across the two-year tenure. - Commissioner Pan requested clarification on community partner events. Recreation Manager James clarified that includes festivals or even flag raising events. Keiko O’Leary, Cupertino Poet Laureate, recommended adding in that clarification. Recreation Manager James informed the Commission that the Vision, Mission, and Program Objectives were left as is from the original playbook and requested feedback from the Commission on whether or not they would like to change it. The Commission agreed to leave those sections as is. Poet Laureate O’Leary requested clarification on the intended audience of the Poet Laureate Playbook. Recreation Manager James clarified that it is for the public, the Library Commission, potential applicants, and for the City should there be any turnover in staff. Commissioners provided feedback on the Timeline: - Commissioner Pan requested clarification on who will be paying for the fingerprinting and TB test. Recreation Manager James clarified that the City will pay. - Poet Laureate O’Leary recommended the City Council appointment happen early September to allow the incoming Poet Laureate more time to shadow. - Poet Laureate O’Leary commented that April is National Poetry Month, so accepting applications during that month might be difficult for poets. Recommended opening applications earlier. Recreation Manager James commented that perhaps applications could open mid-March and close early May to allow for a buffer. Commissioners provided feedback on the Application Process: 5 - Commissioner Pan recommended adding in that the applicant must be a high school graduate. - Poet Laureate O’Leary requested clarification on why the applicant must have ties to the Cupertino community. Recreation Manager James clarified that because it is a City funded program and position, having ties to the Cupertino community has always been important. - The Commission agreed to remove the specified number of years from the ties to the Cupertino community criteria. - Recreation Manager James will update the dates for when applications will be available per the Commission’s feedback from the Timeline. Recreation Manager James added that she will add a disclaimer in the Budget, noting that after the Poet Laureate reception, the remaining City funds will be at the discretion of the new Poet Laureate on how they would like to spend it. Commissioner Pan requested clarification on whether or not the fingerprinting and TB test come out of the program budget. Recreation Manager James will follow-up and confirm. Recreation Manager James requested feedback on the Cupertino Poet Laureate logo. - Chair Panda recommended keeping the historic Cupertino Poet Laureate logo. - Commissioner Pan shared that CLF recently redesigned their logo to something more distinguished, less busy, and clean. - Vice Chair Sreekanth commented that updating the logo could be of benefit. - Poet Laureate O’Leary recommended looking into redesigning the logo if the resources are available. Recommended any new logos honor the history and be squarer in shape. - Recreation Manager James will discuss with the Community Outreach Specialist for potential new logos to update the branding. REPORTS/UPDATES 3. 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 Poet Laureate O’Leary reported on upcoming workshops. STAFF AND COMMISSION REPORTS 6 Recreation Manager James provided a Staff Liaison Update on the following: - Last Summer Concert sponsored by The Rise – Thursday (tomorrow), August 8 from 6 to 7:30 p.m. at the Memorial Park Amphitheater - Movies in the Park sponsored by the Cupertino Library Foundation – Fridays through August 23 at Creekside Park. Movies start at 8 p.m. - Senior Center is collecting donations for annual Hidden Treasures event – August 1 through October 11. For more information visit cupertino.gov/hiddentreasures - Senior Center Open House – Friday, August 23 from 10:30 a.m. to 1 p.m. at the Cupertino Senior Center - Pooch Plunge – Saturday, September 7 from 9 a.m. to 12:45 a.m. at Blackberry Farm. Advanced registration required. - 50+ Golf Tournament – Wednesday, September 25 at 10 a.m. at Blackberry Farm Golf Course. Advanced registration required. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Commissioners to attend the upcoming Mayor’s meetings as follows: Wednesday, September 18 at 5 p.m. in-person at Quinlan Social Room – Chair Panda FUTURE AGENDA SETTING Chair Panda requested inviting and collaborating with the Technology, Information, and Communications Commission. ADJOURNMENT Chair Panda adjourned the meeting 8:21 p.m. Respectfully Submitted by, Jessica Javier, Administrative Assistant Parks and Recreation Department Minutes approved at the _____ regular meeting 7 CITY OF CUPERTINO Agenda Item 24-13409 Agenda Date: 10/2/2024 Agenda #: 2. Subject: Library Programs and Events Policy Draft Review and provide feedback on the Library Programs and Events Policy draft. CITY OF CUPERTINO Printed on 9/26/2024Page 1 of 1 powered by Legistar™8 SANTA CLARA COUNTY LIBRARY POLICY AND PROCEDURE MANUAL Number: 13.22 Pages: 2 Date: 1/23/2025 Replaces:12/16/2014 Form: Next update: 1/1/2026 Index Term: Reference: Policy Author: Deputy County Librarian SUBJECT: LIBRARY PROGRAMS AND EVENTS POLICY PURPOSE Library programs and events are organized activities offered by libraries to engage the community, provide educational opportunities, promote literacy, and encourage cultural and social interaction. STATEMENT In keeping with our mission that patrons belong, connect, and discover, the Santa Clara County Library District (SCCLD) staff develops and presents programs and events that provide information, education, and entertainment. Programs and events are free, open to the public, and designed to meet the diverse interests and needs of library users. SCCLD may create and offer programs by staff or in collaboration with community partners or presenters. Programming is an integral component of library service that: • Promotes literacy and reading • Attracts and engages community members with SCCLD libraries, services, and resources • Encourages lifelong learning, cultural enrichment, and civic engagement • Strengthens SCCLD’s role as a community resource in line with its Strategic Plan • Provides entertainment and recreation Sponsorship of a program does not imply endorsement of its content, or the views expressed by participants, and topics, speakers, and resources are not excluded because of possible controversy. The County Librarian has ultimate responsibility for SCCLD programming and delegates program management authority as deemed appropriate. Selection Criteria SCCLD staff uses various criteria in making decisions about program topics, speakers, and accompanying resources, including: • Relevance to community needs and interests, including connections to library collections, resources, exhibits, and other local programs • Suitability and age appropriateness of content for the intended audience • Quality of presentation and credentials of the presenter • Availability of library resources, including staff time, budget, and program space Non-Commercial Use of Library Space Library programs must be non-commercial, and presenters may not promote products or services. The library will not collect personal information about attendees unless the nature of the program requires it, in which case it will not be shared. Attendees may opt to provide contact information to external organizations, but this cannot be required or intended for future solicitation. Registration using library resources or sites may be required for planning purposes or when space is limited. Presenters cannot use third-party registration sites to collect attendee information. Individuals or organizations interested in presenting programs should fill out an application (sccld.org/library-sponsored-events) available on SCCLD’s website. Fundraising at SCCLD-Sponsored Events At some SCCLD-sponsored events, such as author talks and musical performances, relevant items (books, musical recordings, etc.) may be sold. Friends of the Library, the Library Foundation, and other SCCLD support groups may also conduct fundraisers, including book sales. 9 CITY OF CUPERTINO Agenda Item 24-13408 Agenda Date: 10/2/2024 Agenda #: 3. Subject: Poet Laureate Program Logo Review and provide feedback the updated Poet Laureate Program logo. CITY OF CUPERTINO Printed on 9/26/2024Page 1 of 1 powered by Legistar™10 11 12 13 CITY OF CUPERTINO Agenda Item 24-13410 Agenda Date: 10/2/2024 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 CITY OF CUPERTINO Printed on 9/26/2024Page 1 of 1 powered by Legistar™14