Agenda PacketCITY OF CUPERTINO
LIBRARY COMMISSION
AGENDA
10800 Torre Avenue, Cupertino Library, Room 201A
Wednesday, February 5, 2025
7:00 PM
CALL TO ORDER
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1.Subject: Chair and Vice Chair Selection
Recommended Action: Conduct the selection of the Chair and Vice Chair.
APPROVAL OF MINUTES
2.Subject: December 4, 2024 Library Commission Meeting Minutes
Recommended Action: Review and approve the December 4, 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
3.Subject: Cupertino Poet Laureate Subcommittee
Recommended Action: Select a new subcommittee for recruitment, selection, and
support of the 2026-2027 Cupertino Poet Laureate.
A - Poet Laureate Playbook 2024
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Library Commission Agenda February 5, 2025
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.
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CITY OF CUPERTINO
Agenda Item
25-13680 Agenda Date: 2/5/2025
Agenda #: 1.
Subject: Chair and Vice Chair Selection
Conduct the selection of the Chair and Vice Chair.
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CITY OF CUPERTINO
Agenda Item
25-13681 Agenda Date: 2/5/2025
Agenda #: 2.
Subject: December 4, 2024 Library Commission Meeting Minutes
Review and approve the December 4, 2024 Library Commission meeting minutes.
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DRAFT MINUTES
LIBRARY COMMISSION
Wednesday, December 4, 2024
LIBRARY COMMISSION MEETING
CALL TO ORDER
At 7:01 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, Janki
Chokshi
Commissioners absent: None
City/County Staff present: Molly James, Bryant Bao, Marlene Iwamoto
Guest Speakers: None
APPROVAL OF MINUTES
1. Subject: October 2, 2024 Library Commission Meeting Minutes
Recommended Action: Review and approve the October 2, 2024 Library Commission meeting
minutes.
Chair Panda motioned to approve the October 2, 2024 Library Commission meeting minutes as
submitted. Vice Chair Sreekanth seconded. Motion carried unanimously.
POSTPONEMENTS
None
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: Review and approve the revised Poet Laureate Playbook draft as part of
the Fiscal Year 2024-25 City Work Program.
Molly James, Recreation Manager, reviewed the changes from the first draft to the second draft
of the revised Poet Laureate Playbook.
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Commissioner Pan requested clarification on the City’s $2,000 budget, specifically use of funds
for awards. Recreation Manager James clarified that awards can include prize money checks
and gift cards. Commissioner Pan requested clarification on the limit for gift cards. Recreation
Manager James will check and follow-up.
Commissioner Pan expressed concerns surrounding selection of the Poet Laureate
Subcommittee in February, given that will be the first meeting for the new Commissioners.
Recreation Manager James added that the Commission can always call for a special meeting as
needed.
Commissioner Chokshi motioned to approve the Poet Laureate Playbook as presented.
Commissioner Zhao seconded. Motion carried unanimously.
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
No updates.
STAFF AND COMMISSION REPORTS
Recreation Manager James provided a Staff Liaison Update on the following:
- Holiday Events
o Tree Lighting – Friday, December 6 at 6 p.m. at Quinlan
o Breakfast with Santa - Saturday, December 7 from 8:30 to 11:30 a.m. at Quinlan
o Signing Santa – Saturday, December 14 from 2 to 4 p.m. at Quinlan
For a full list of holidays events and further information, please visit
cupertino.gov/holidayevents
- Cupertino Café – Saturday, December 14 from 3 to 8 p.m. at Community Hall
- Spelling Bee – Saturday, January 18 from 1 to 5:30 p.m. at Community Hall
- Glow Night Golf – Friday, January 31 from 5 to 7:30 p.m. at the Blackberry Farm Golf
Course
- Holiday Facility Closures
o Quinlan Community Center will be closed Monday, December 23 to Friday,
January 10.
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o Cupertino Senior Center will be closed Monday, December 23 to Wednesday,
January 1.
o Cupertino Sports Center will be closed December 24 to 25 and December 31 to
January 1.
o For Blackberry Farm Golf Course closure dates and adjusted tee times, visit
cupertino.gov/golf
- Cupertino residents are encouraged to apply for positions on City commissions that will
have vacancies in January of 2025. The application deadline is 4 p.m. on Friday, January
3, 2025. Council will conduct interviews and make appointments in late January.
o *New Applications - Each Commission now has its own application. The
commission specific applications can be found at cupertino.gov/vacancies.
o The Library Commission will have three vacancies in January – Chair Panda,
Vice Chair Sreekanth, and Commissioner Zhao are ending their first term. All are
eligible to re-apply for a second term. Thank you all for your dedication and
commitment to the City Commission in the current term.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
None
FUTURE AGENDA SETTING
None
ADJOURNMENT
Chair Panda adjourned the meeting 7:49 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
25-13682 Agenda Date: 2/5/2025
Agenda #: 3.
Subject: Cupertino Poet Laureate Subcommittee
Select a new subcommittee for recruitment,selection,and support of the 2026-2027 Cupertino Poet
Laureate.
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Poet Laureate Playbook
Updated 12/4/2024
CITY HALL • 10300 TORRE AVENUE • CUPERTINO, CA 95014-3255
TELEPHONE: (408) 777-3200 • FAX: (408) 777-3366
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Poet Laureate Playbook Updated 12/4/2024
TABLE OF CONTENTS
Program Overview .................................................................................................................................... 3
History ......................................................................................................................................................... 4
Vision Statement ........................................................................................................................................ 4
Mission ........................................................................................................................................................ 4
Program Objectives .................................................................................................................................... 4
Expectations of the Poet Laureate ............................................................................................................ 5
Timeline ....................................................................................................................................................... 5
Application Process ................................................................................................................................... 6
Selection Process ........................................................................................................................................ 6
The Selection Panel ................................................................................................................................ 6
Recruitment and Promotion ................................................................................................................. 6
Candidate Review and Interviews ...................................................................................................... 7
Recommendation ................................................................................................................................... 7
Poet Laureate Reception........................................................................................................................ 7
Budget .......................................................................................................................................................... 7
Roles and Responsibilities of Program Partners .................................................................................... 7
City of Cupertino ................................................................................................................................... 7
Cupertino Library .................................................................................................................................. 8
Cupertino Library Commission ........................................................................................................... 8
Cupertino Library Foundation ............................................................................................................. 8
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Poet Laureate Playbook Updated 12/4/2024
PROGRAM OVERVIEW
Established in 2010, the Cupertino Poet Laureate program’s vision is to stimulate cultural and
literary awareness in Cupertino, introduce youth and adults to the personal and community
benefits of poetry both as personal reflection and as reflective of our history and culture, reveal,
recognize, and engage literary talent residing in the community, and promote our Library as a
cultural center in Cupertino.
The Poet Laureate is a two-year honorary appointment as the literary ambassador for the City
of Cupertino. A stipend of $500 will be awarded to the Poet Laureate and is sponsored by the
Cupertino Library Foundation for each year of service.
As part of the two-year appointment as Poet Laureate for the City of Cupertino, the Poet
Laureate duties shall include, but are not limited to, the following:
1. Provide at least two free public workshops at the Cupertino Library
2. Provide at least two public readings of either original works created for these events or
past works appropriate to the occasion and audience
3. Participate in two City-sponsored events such as cultural festivals or flag raising
ceremonies
4. Attend at least six Library Commission meetings to provide updates on programs and
events
To apply for selection as the Poet Laureate, an individual must meet the following criteria:
1. The applicant must demonstrate a significant and meaningful tie to the Cupertino
community
2. At the time of appointment, the applicant must be at least 18 years old and a high school
graduate
3. The applicant must have demonstrated a commitment to poetry through prior
publication
4. The applicant must have demonstrated an ability to teach workshops and lead
collaborative community partner events
A selection panel chaired by the Cupertino Library Commission’s Poet Laureate Subcommittee
will review all applications, and those qualified will be contacted and given an opportunity to
interview. The panel will select a Poet Laureate candidate to recommend to the Library
Commission. The Library Commission will review the selected candidate and recommend for
approval to the Cupertino City Council. The Council will review and formally appoint the Poet
Laureate. The appointment will be for an honorary two-year term, beginning in February of
every other year.
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Poet Laureate Playbook Updated 12/4/2024
HISTORY
A grassroots effort, the Poet Laureate program was envisioned and created by a committee
composed of volunteers from The Friends of the Cupertino Library, the Cupertino Library
Foundation, and local teachers and poets. The Poet Laureate program was sanctioned by the
Cupertino City Council through Resolution No. 10-230 on December 21, 2010.
Since 2010 the Cupertino Poet Laureate Program has welcomed seven poet laureates, each one
bringing a new and unique voice to the honorary position. Over the years countless poetry-
related programs, events, contests, and projects have been embraced and celebrated by the
Cupertino community.
For historical context the original Poet Laureate Playbook can be found here.
VISION STATEMENT
It is the vision of the Cupertino Poet Laureate program to stimulate cultural and literary
awareness in Cupertino; introduce youth and adults to the personal and community benefits of
poetry both as personal reflection and as reflective of our history and culture; reveal, recognize,
and engage literary talent residing in the community; and promote our Library as a cultural
center in Cupertino.
MISSION
To provide the residents of Cupertino programs, workshops, and events which introduce and
reinforce poetry as an enriching cultural art form open and accessible to all.
PROGRAM OBJECTIVES
1. To raise awareness of poetry as a viable cultural art form for Cupertino residents in the
21st century, as measured by media presence, event variety, and increasing participation
2. To build interest in the various poetry forms, as measured by event and workshop
participation
3. To build a desire within residents to be involved in further art and cultural activities,
including poetry, as measured by attendance at offerings through the Library, schools,
theatres, museums, centers, and presentation venues
4. To increase active participation in all art forms, especially poetry, by all ages and ethnic
communities which form the rich fabric of Cupertino, as measured by offerings and
involvement
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Poet Laureate Playbook Updated 12/4/2024
EXPECTATIONS OF THE POET LAUREATE
Each succeeding Poet Laureate brings a unique set of skills, attributes, and interests to the
position along with different approaches to poetry. As part of the two-year appointment as Poet
Laureate for the City of Cupertino, the Poet Laureate duties shall include, but are not limited to,
the following:
1. Provide at least two free public workshops at the Cupertino Library
2. Provide at least two public readings of either original works created for these events
or past works appropriate to the occasion and audience
3. Participate in two City-sponsored events such as cultural festivals or flag raising
ceremonies
4. Attend at least six Library Commission meetings to provide updates on programs
and events
With support from the Cupertino Community Librarian and the Library Commission Staff
Liaison the Poet Laureate is encouraged to use their creativity in the design and execution of the
aforementioned workshops and events.
TIMELINE
Poet Laureate Application and Selection Process Timeline
February Library Commission selects Poet Laureate Subcommittee
February – March Program outreach and advertising
March 20 – May 5 Applications available online
May 5, 5:00 p.m. Applications due
May 6 – May 20 Applications reviewed by selection panel
May 21 – May 31 Interviews
June – July Final candidate is selected and completes fingerprinting and TB test
August Selection panel presents their recommendation to Library Commission
September City Council formally appoints the Poet Laureate
October – January Incoming Poet Laureate shadows outgoing Poet Laureate
January Poet Laureate Reception
February New Poet Laureate term begins
The timeline allows for a four-month overlap so that the incoming Poet Laureate is able to
shadow and confer with the outgoing Poet Laureate. This approach allows for program
continuity and provides support and direction to the incoming Poet Laureate.
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Poet Laureate Playbook Updated 12/4/2024
APPLICATION PROCESS
The Poet Laureate is a two-year honorary appointment as the literary ambassador for the City
of Cupertino. A stipend of $500 will be awarded to the Poet Laureate and is sponsored by the
Cupertino Library Foundation for each year of service.
To apply for selection as the Poet Laureate, an individual must meet the following criteria:
1. The applicant must demonstrate a significant and meaningful tie to the Cupertino
community
2. At the time of appointment, the applicant must be at least 18 years old and a high school
graduate
3. The applicant must have demonstrated a commitment to poetry through prior
publication
4. The applicant must have demonstrated an ability to teach workshops and lead
collaborative community partner events
Applications will be available for submission online March 20 through May 5, at 5:00 p.m. All
applications must include a minimum of five original writing samples, two letters of
recommendation, and a current résumé.
In addition, the newly selected Poet Laureate will need to complete fingerprinting and TB test
in order to work with minors.
SELECTION PROCESS
With the goal of soliciting as many prospective candidates as possible, the selection process is
composed of several distinct components.
The Selection Panel
The Selection Panel will be chaired by the Library Commission’s Poet Laureate Subcommittee.
The Subcommittee will extend panel invitations to the City’s Arts and Culture Commissioners
and Teen Commissioners, with the goal of a maximum of seven panelists. The Selection Panel
will be responsible for reviewing applications, conducting interviews, and making a formal
recommendation to the Library Commission.
Recruitment and Promotion
Working closely with the Library Commission, the Parks and Recreation Department and the
Cupertino Library will take the lead on recruitment promotion via social media channels,
websites, email blasts, and flyers and other printed materials. Applications will be available on
the City’s website, along with all program details.
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Poet Laureate Playbook Updated 12/4/2024
Candidate Review and Interviews
The Library Commission Staff Liaison will review all applications to ensure they meet
minimum qualifications. All passing applications will be forwarded to the Selection Panel for
further review and evaluation. The top three candidates will be invited for 30-minute, in-
person, interviews. Each candidate will be asked to recite one to two original poems during
their interview. After interviews conclude the Selection Panel will deliberate and reach a
conclusion. The preferred candidate will be called to confirm their willingness to serve. Once
the invitation has been accepted, the candidate will work with the Library Commission Staff
Liaison to complete fingerprinting and TB testing.
Recommendation
At the Library Commission’s August meeting the Selection Panel will present their final
recommendation. The Library Commission will review the selected candidate and recommend
for approval to the Cupertino City Council. Through the Consent Calendar, City Council will
review and formally appoint the Poet Laureate. The appointment will be for an honorary two-
year term, beginning in February of every other year.
Poet Laureate Reception
In January a Poet Laureate Reception will be held to recognize the outgoing Poet Laureate and
formally introduce the incoming Poet Laureate. The reception will take place at the Library or
Quinlan Community Center.
BUDGET
The budget for the Poet Laureate program is comprised of funds from the City of Cupertino and
the Cupertino Library Foundation. The City contributes $2,000 annually and these funds are
designated for program expenses such as the Poet Laureate reception. In addition, the Poet
Laureate may request to use these funds for materials and supplies, awards, etc. The Library
Foundation contributes $500 annually. Those funds are exclusively used for the Poet Laureate’s
stipend.
ROLES AND RESPONSIBILITIES OF PROGRAM PARTNERS
City of Cupertino
• Promote Poet Laureate events, programs, and readings
• Organize the VIP reception honoring the outgoing Poet Laureate and welcoming the
incoming Poet Laureate
• Assist Poet Laureate with festival and event registration and information
• Manage and track program budget
• Arrange and cover the cost of fingerprinting and TB testing for incoming Poet Laureate
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Poet Laureate Playbook Updated 12/4/2024
• Monitor program cycle and work with Library Commission on recruitment timeline
• Organize welcome meeting with Poet Laureate, Library Commission Staff Liaison, and
Community Librarian to discuss program logistics
Cupertino Library
• Provide library space for workshops and programs
• Promote Poet Laureate events, programs, and readings
• Meet with the Poet Laureate as needed to discuss program offerings at the Library
Cupertino Library Commission
• Form a Poet Laureate Subcommittee for recruitment, selection, and support of Poet
Laureate
• Promote Poet Laureate events, programs, and readings
• Receive programming updates from the Poet Laureate at Library Commission meetings
Cupertino Library Foundation
• Provide funding for the Poet Laureate stipend—$500 for each year of service
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CITY OF CUPERTINO
Agenda Item
25-13683 Agenda Date: 2/5/2025
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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