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LIB 03-05-2014 City of Cupertino Library Commission Regular Meeting March 5, 2014 MEETING MINUTES 1. CALL TO ORDER At 7:03 m Commissioner Liu called the meeting to order at Cupertino City Hall p g p Y 10300 Torre Avenue, in Conference Room C Cupertino. 2. ROLL CALL Commissioners: Jerry Liu,Annie Ho,Ann Stevenson, Rose Grymes, Adrian Kolb City/County Library Staff: Gayathri Kanth,Nancy Howe,Nidhi Mathur Absent: None Guest: Katy Jensen, Jerry Tallinger 3. APPROVAL OF MINUTES Commissioner Grymes moved to approve the minutes of the regular meeting of February 5, 2014. Commissioner Kolb seconded and the motion passed unanimously. 4. ORAL COMMUNICATION Communications Report Katy Jensen, the Capital Improvement Program Manager for Cupertino, spoke about the Civic Center Master Plan and library expansion project. She shared her department has identified and selected a consultant for this project in December. City Council passed the agreement of the master plan and garage conceptual design contract on March 4, 2014. The consulting firm is Perkins and Will and it is the same team that originally did the Library and Community Hall design. The kickoff meeting is scheduled for Monday to bring the team together. They will be executing the agreement very shortly for the library expansion project. Originally the expansion planned was a modest expansion in the story room. Subsequently, there was talk about an additional expansion on the second,floor. There will be more discussion about the goals/changes in the building. Katy shared that they will begin the programming conceptual design stage. Once that is tied down, there will be a stage to further develop the design. The goal is to try to end up at the end of the master planning effort with the final design of the library to the degree that shortly thereafter, construction can begin. Katy mentioned that she wants to determine library staff liaisons to provide opinions about the library and the master plan process. They plan to have a stakeholder meeting at the end of June or early July and one or two Library Commissioners to be part of those meetings. She asked for other stakeholders, such as the Friends of the Library. Katy will have a kickoff meeting with ten consultants on Monday, March 10, 2014. They will identify participants and schedule of future meetings. Based upon the schedule, Katy would like to address the Library Commission at a later date with updates. 5. WRITTEN COMMUNICATIONS A. Cupertino Community Librarian Report Gayathri presented the Librarian Report. Virtual Collection in January 2013 was 16,401 compared to January 2014 it was 22,169. The circulation went down in January 2014 compared to January 2013. There are new programs this year and more people came to the programs. The change in numbers could be a result of Calabazas Library and online and streaming content. Some of the popular programs were Silicon Valley Reads: Children's Author Todd Parr visited with over 70 people in attendance. The Teen Green Garden Project's Winter Harvest where food harvested was brought to the West Valley Community Services Food Pantry. Plane Tree presented a Sleep and Your Health program. Coming soon will be the Great Dewey Challenge, inspired by the Silicon Valley Reads book Escape From Mr. Lemoncello's Library. The Teen Program includes a CodeF1rst Computer Programming Workshop for Middle and High School Students. The keynote speaker is Rohan Halliyal, Monta Vista High School graduate who works at Facebook. Also coming up are the ACT Practice Test and a Teen Gaming Day. Silicon Valley Reads has a panel discussion on March 30th. There is also an e-reader work session. B. County Librarian Report Nancy Howe circulated the e-bo6k brochures that are available to give out to the public. It outlines the full range of services and devices that are offered in conjunction with the state library. Temporarily homebound people can input a profile of materials of interest and those materials can be delivered to them. Also in the works is a program to help children learn why their parents vote and encourage them as future voters. It is planned for the May election as a testing ground to be ready for the November elections. Commissioners raised the question of reserving,returning and delivering books from the remote site. Nancy relayed that that this topic can be put on as a future agenda item to talk. Similar products are earmarked in the technology plan that would be an unstaffed location where you could request, return and pick up "holds". This discussion will be added to a future agenda. Ms. Howe will find out and email Learning Ally information to the commissioners. C. Friends of the Library Report None D. Cupertino Library Foundation Report Report sent by Eco Schmidt, President, Library Foundation. E. Others None F. Calendar Review Mayor's Meeting—March 12, 2014 - Commissioner Liu will attend Library Commission Work Plan Presentation to the City Council - March 18, 2014 CPLA Workshop Library 10th Anniversary Celebration- October 18, 2014 Poet Laureate Poetry Reading-April 1, 2014 6. REPORTS A. Cupertino Poet Laureate Commissioner Kolb gave an update of Poet Laureate activities. Poet Laureate Jennifer,is planning to poetry table during Cherry Blossom Festival. The committee is gearing up for the first coffee house reading at Pete's in Cupertino on April 1St with the theme of "Unsung Holidays". The second reading will be at the Euphrat Museum and a third location is undetermined. The plan is to hold readings in April, June and August. They are still promoting and looking for entries for the Silicon Valley Reads Poetry Contest. B. Commission Report Commissioner Stevenson and'Ho had sent their written Commission Report to the commission before the meeting. Commissioner Ho reported on Sustainability Speaker Series and said four -speaker series are planned: one each for children, teens, adults and seniors. The first presentation is the Eco Friendly Juggler for kids which will -be presented on Earth Day. The presentation for teen week is October 18th or 19th. On the library's 10th anniversary, the City is going to have a contest for teens to create a sustainability app. There will be workshops on how to create an app. The seniors will be provided a presentation on something to do with houses, which will be partnered with Plane Tree and coordinated with the Parks and Recreation Department. C. Staff Report None 7. OLD'BUSINESS A. Cupertinolibrary.org website Commissioner Liu gave a presentation on revamping of cupertinolibrary.org website. He evaluated the current site by visiting its various sections. Website current headings are Library, Campaign, Commission, Family, Friends and Foundation. The Friends have a large set of pages including directory with 100 to 150 pdfs with press releases, essay contests. The directory is browse able and is indexed by Google. The search engine is customized based on your location. On Google, the cupertinolibrary.org is the first link. On Bing, it is the second link. Yahoo licenses the engine from Bing so the search looks like Bing. The Chinese Community uses Baidu,which is the Google for China. Commissioner Liu discussed about Alexa, a subsidiary of Amazon which measures web traffic. Alexa assesses what key words people are searching. Current search placement of cupertinolibrary.org website makes it a valuable piece of web real estate. Commissioner Liu recommended refreshing the content and links. The site and domain is a very valuable resource and also would be an asset to the Foundation to boost their search ranking. As 82% of the searches want go get straight to:library catalog the link should redirect to the county library site catalog page. The Cupertino Library website is not intended to be in competition with the County Library site. Ms Howe suggested using this site as an opportunity to highlight Cupertino-specific things and have deep links point to the Santa Clara library website. Commissioner Liu commented that the county website is built on a platform called Bibliocommons which has many RSS feeds that can be pulled in the cupertinolibrary.org website. The next step is to build a staging site which will be private and operational but not mapped to the domain name. It can be reviewed in a future meeting. B. Presentation to City Council Library Commission is scheduled to give a presentation to the City Council on March 18th. Nidhi will find out the agenda details and send that information to commissioners. Commissioner Liu and other commissioners discussed the content of the presentation. Nidhi mentioned that any supporting documentation could be handed out with the work plan to the council in the agenda packet. As this is an important year in planning celebration for libraries' 10th anniversary, a slide that summarizes that would be effective. Maybe an additional person from the library can join Commissioner Liu to talk about the 100th Anniversary Celebration of the county library system. Nancy brought up the Summer Reading Program focusing on Science for all ages may be of interest to the City Council members. Commissioner Liu will work with Gayathri and to crate.the council presentation. 8. OLD BUSINESS A. 2014 Commission Work Plan Commissioner Liu circulated the draft 2014 Work Plan with the changes highlighted from the last year's plan. Adding education outreach to the work plan was discussed as it better engages with the local schools to bring more traffic in the Library. Commissioner Kolb commented PTA Chairs which could be outreached. The Library Foundation have reached out to the PTAs on a number of occasions and have funded the library cards for out of district teachers to enable them to more effectively take advantage of the database programs and to encourage the students to utilize library resources. Summer reading makes a difference for local kids as it can offers enrichment when the schools are closed. The idea of one Foundation member and one Commissioner going to these PTA meetings together again was raised. Cupertino Librarian Gayathri commented, Supervisor for Children's Services, is working with Gayathri on such a presentation for the schools. Providing regular updates to the city council was discussed. Outreaching to other commission as commission liaisons was talked about Commissioners. suggested the possibility of working on a project with Public Safety Commission and collaborating with Parks and Recreation comrriission. They raised the idea of having a short presentation to communicate library's initiatives,programs and resources like e-resources to other commissions Nancy mentioned the concept of using the Library as a place to introduce and help people become familiar with new technology devices like 3D printing. Commissioner Grymes suggested adding cupertinolibrary.org website to the work plan. Commissioner Liu suggested adding the library's 10th anniversary celebration under- Outreach and Advocacy heading of Work Plan. Commissioner Liu will work on updating the document for review by other commissioners. B. CPLA Registration Most of the Commissioners said that they will not be able to make it this year. 9. AGENDA BUILDING Commission Liaison Presentations to collect books at remote sites ADJOURN MENT The meeting was adjourned at 9:03 p.m. Resp c lly Submitted /s/Nidhi athur Library Commission Liaison