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LIB 07-02-2014 City of Cupertino Library Commission Regular Meeting July 2 2014 MEETIN4_3"MINUTES 1. CALL TO ORDER At 7:01 pm Commissioner Liu called the meeting to order at Cupertino City Hall, 10300 Torre Avenue, in Conference Room C Cupertino. 2. ROLL CALL Commissioners: Jerry Liu, Annie Ho, Rose Grymes City/County Library Staff: Gayathri l"-anth,Nancy Howe,Nidhi Mathur Absent: Ann Stevenson, Adrian Kolb Guest: Katy Jansen, Darcy Paul 3. APPROVAL OF MINUTES Commissioner Gryines moved to approve the minutes of the regular meeting of June 4, 2014. Commissioner Ho seconded and the motion passed unanimously. ORAL COMMUNTION Katy Jensen, the Capital Improvement Program Manager for Cupertino, reported the proposed Library Story Room expansion project which is part of the Civic Center Master Plan. The City utilized information gathered from the Library Commission and other members of the library community to develop two proposed scenarios for the library expansion. One scenario includes the Teen Center with the library expansion and the other moves the Teen Center modification to another time. They had a Civic Center Master Plan stakeholder meeting to get a sense of the broader community desires and then will have a community-wide workshop. The City will go to the City Council on Monday with a study session to report to the council about the progress that has been made with the Ciivic Center Master Plan. The City Council will help shape the plan scenarios and programming options for the Civic Center Master Plan. The City Council will hear about the Teen Center and will look into various scenarios. The next: step will be the community workshop on July 23rd at the Quinlan Community Center. Information about the meeting is on the City website and mailers AA(ill go out to nearby residences. Tentatively on September 2nd, the City Council will narrow down a preferred plan and on September 2411i, there will be a community meeting to showcase the preferred plan. An envirom-rental analysis will be done on that final plan. One plan involves expanding the story room and the other moves the expanded story room to the east wing and having the Teen Center and the Library Teen Space on top of it on the west expansion. The Teen Commission and-Library Teen community representatives both were enthusiastic to see the Teen Center moved to the Civic Center but preferred it not be attached to a building. Parking options will be provided to the City Council and a financial consultant will provide cost figures. If the plan identified by the City Council involves more than just the story room expansion, more funding will need to be obtained. It's possible to move forward with the design documents once the decision is made. The City Council would need to determine if they wanted to progress with the plan at risk. That would advance the development of the architectural documents that by the-time the Master Plan was approved with the environmental clearance, that includes this expansion, it could go directly to bid in the spring or summer. The flyer for the Civic Center Master Plan Community Workshop on July 23.`d has a link for meeting attendance signup and a link for Imagine Cupertino {civic Center with a survey. 4. WRITTEN COMMUNICATIONS A. Cupertino Community Librarian Report Cupertino Librarian, Ms. Kanth, rc-ported on the Summer Reading Club that attracted 1,900 kids sign ups. More than 200 children and their families attended Bubblemania. Every Wednesday there will be a summer reading program for kids. The Children's (33arden program is flourishing. The Astronomy for Everyone program was attended by more than 80 people. The Father's Day picture frame program attracted 72 kids. There are science-based programs coming up this month. The total visitors increased, however the material circulation was down by 15%. Virtual services were up by 30% compared to last year. Calabazas Library opening and streaming of music reduced the number of materials boiTowed. There is a trend that when visitor numbers go up, the number of items circulated reduces. Some people visit library to study and others to use the WIFI. At the County Library, when more people visit for programs, fewer items are circulated, but there is double digit growth in the digital items that are:downloaded. The library programs are determined system-wide, through:patron requests and Librarians actively pursue programs based upon what patrons are interested in experiencing. The question was raised about a possible way to increase Library patronage for Planetree consultations regarding 1:he Obama Healthcare program. Ms. Kanth will look into the Planetree statistics and outreach activity figures. The 10th Anniversary Celebration plans involve the Dewey Decimal System and science-related activities. The City has video footage of the library being built and interviews that can be utilized for the 10th Anniversary Celebration. Ms. Mathur will provide the footage to Ms. Kanth. B. County Librarian Report Santa Clara County Librarian,Nancy Howe, reported on the new book scanning stations were located throughout the Library and there were 900 scans in one week, even without publicizing the stations. People can scan pages from books or documents for free and can pay print fees for getting those documents printed. It was announced that the County Library will be one of the recipients of the Urban :Libraries Council Innovator Award. The Library is being recognized for its work with eBook platforms for self- publishing through a partnership with JukePop. JukePop provides a platforn to read serialized fiction and where writers can get comments on their books and Librarians can add features in the catalog. On Saturday, September 6t1', the County will attempt to break a Guinness Book of World Records for the number of people who can walk five meters while keeping a book on top of their head. On October 3"d, there will be a fundraiser for the Bookmobile where the supporters of the Library will be charged $100 per ticket to attend Hakone Gardens for a dinner, music and speeches. The County Library is working on the Three Year Strategic Work Plan which stems from the core vision where the library wants to achieve 85%o usage and have the most active library card users in the country. The County is trying to increase usage by promoting reading, early literacy, and other outreach through the ESL and Citizenship program. It is also trying to reach the 87,000 people in the unincorporated areas that are not near a library by creating a virtual library s card. The.patrons visit the library for a card to use online on the website. The JPA decided to study all the fides and fees to detennine if residents benefitted from the non-resident fees. Fines and fees are less than 3% of revenue. When initiated, the card fee raised $400,000. This year it is projected that card sales will raise $320,000. Ten thousand free student cards have been issued. Previous funding loss accounted for $1.2 million. The Library sold cards to 5,000 people which raised $400,000. In 20114')% of non-residents used the Library. C. Friends of the Library Report No written communications D. Cupertino Library Foundation Report Written report is submitted by Eno Sclunidt E. Library Expansion of the Civic; Center Master Plan Reported by Katy Jansen under Oral Communications F. Calendar Review July 9—4:30 pm Mayor's Meeting (Commissioner Kolb attending) July 23 —6 pm to 8 pm Civic tenter Master Plan—Community Workshop October 30—JPA Meeting 5. REPORTS A. Cupertino Poet Laureate No report B. Commission Report Commissioner Liu provided the Cupertino Librarian contact infonnation for his children's school to see if the school would allow flyers from the Library in the packets that are distributed to families. The librarian contacted the district office and was told thalL there would be a payment for putting flyers in the packets. Ms. Kanth will contact the district office again to see if there can be special consideration for the library since it is a non-profit organization. Commissioner Liu mentioned that if the district office is not receptive to the idea without payment, the PTA may be able to provide the flyers to families. Ms. Kanth is:putting together lists of contacts at various schools to see if there are other avenues to provide flyers. Commissioner Liu would like to have the Cupertino Library have a presence at his children's school book sale. Library card applications will be provided at the 10th Anniversary Celebration. The idea,was brought up to provide a 10th Anniversary Celebration sticker oil the library cards or bookmarks. 6. OLD BUSINESS A. Cupertinolibrary.org website Commissioner Liu updated the Cupertinolibrary.org website with the new design and an updated list of programs. He will determine a procedure to include library information on the website. The most popular button on the website is "Accounts." There haver been 80 to 90 click-throughs in the last 24 hours to look up an account. The "Hours"button, which includes locations, received 60 to 70 click-throughs. It would be nice to have a"Current Events" or"Announcements" section where users can find information about Library events and can be utilized for surveys. On the Library Commission page, Commissioner Liu plans to add links to library articles under the "Resources" section. Ms. Kanth will send Commissioner Liu links about the Cupertino Library from the Cupertino Courier. B. Library Services and Expansion Siarvey No information C. Mayor's meeting No discussion 7. AGENDA BUILDING A. Patron Survey B. Library Story Room Size ADJOURN MENT The meeting was adjourned at 9:02 p.m. Respectfully Submitted Nidhi Mathur v i Library Coluinission Liaison