LIB 08-07-24APPROVED 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.
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:
- 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
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 10.02.24 regular meeting