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Agenda Packet_01.09.19CITY OF CUPERTINO AGENDA LIBRARY COMMISSION 7:00 PM Cupertino Library, 10800 Torre Avenue, Think Tank Wednesday, January 9, 2019 Special Meeting NOTICE AND CALL FOR A SPECIAL MEETING OF THE CUPERTINO LIBRARY COMMISSION NOTICE IS HEREBY GIVEN that a special meeting of the Cupertino Library Commission is hereby called for Wednesday, January 9, 2019, commencing at 7:00 p.m. at the Cupertino Library, Second Floor Think Tank, 10800 Torre Ave, Cupertino, California, 95014. Said special meeting shall be for the purpose of conducting business on the subject matters listed below under the heading, "Special Meeting". SPECIAL MEETING CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: Special Meeting of December 5, 2018 Draft Minutes POSTPONEMENTS ORAL COMMUNICATIONS This portion of the meeting is reserved for persons wishing to address the commission on any matter 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 listed on the agenda WRITTEN COMMUNICATIONS OLD BUSINESS Page 1 January 9, 2019Library Commission AGENDA 2.Subject: Library Commission Work Plan Items Staff Report A - Library Commission Work Plan Discussion Items.docx NEW BUSINESS 3.Subject: Cupertino Library Extended Hours Staff Report A - Letter from Joint Powers Authority Board.pdf B - Cupertino Library Options Report.pdf C - Go Go Biblio Flyer.pdf STAFF AND COMMISSION REPORTS 4.Subject: Cupertino Community Librarian Report County Librarian Report Friends of the Library Report Cupertino Library Foundation Report Commissioner Report Poet Laureate Report Staff Report Calendar Review ADJOURNMENT Page 2 January 9, 2019Library Commission AGENDA In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to attend the next 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, 48 hours in advance of the meeting to arrange for assistance. 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. Also upon request, in advance, an assistive listening device can be made available for use during the meeting. 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 during normal business hours. IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code 2.08.100 written communications sent to the Cupertino City Council, Commissioners or City 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’s website and kept in packet archives. You are hereby admonished not to include any personal or private information in written communications to the City that you do not wish to make public; doing so shall constitute a waiver of any privacy rights you may have on the information provided to the City. Members of the public are entitled to address the members concerning any item that is described in the notice or agenda for this meeting, before or during consideration of that item. If you wish to address the members on any other item not on the agenda, you may do so during the public comment. Page 3 DRAFT MINUTES LIBRARY COMMISSION Wednesday, December 5, 2018 LIBRARY COMMISSION SPECIAL MEETING CALL TO ORDER At 6:41 p.m., there was no quorum. At 6:49 p.m., Chair Wang called the meeting to order at the Cupertino Library, 10800 Torre Ave, Cupertino, in the Think Tank Room. ROLL CALL Commissioners: Amanda Jia Wo, Gopal Kumarappan, Christie Wang, Liana Crabtree Absent: Rose Grymes City/County Library Staff: Jeff Milkes, Clare Varesio, Cynthia Rios Garcia APPROVAL OF MINUTES Regular Meeting of November 7, 2018 Chair Wang motioned to approve the minutes, with an amendment, to include the new date for the January 2019 Commission meeting from January 2, 2019 to January 9, 2019. Vice Chair Crabtree seconded. Motion passed with 4 yes and 1 absent. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS 2018-2019 Work Plan The Commissioners listed the City’s Work Plan priorities and assisgned items they want to work on per these priorities:  Operational Efficiency  Public Engagement and Transparency  Public and Private Partnerships  Community Livability and Sustainability Infrastructure  Financial Stability  Smart City The Work Plan items will be typed by City staff and sent to the Library Commissioners on or around the 11th of December. The plan is to add the item as Old Business at the January meeting and take action. NEW BUSINESS Survey – Proposed Questions and Incentive Program The Commissioners discussed potential outreach to Cupertino-only resident users of the Library. The intent is to use incentives to get people to complete a County survey. The 10-15 minute survey is available for 2- 4 weeks, ending in the Spring. No action is taken on the survey items but the Commission wants to look at it again at January or February’s meeting. The Commission took no action but agreed to consider the survey again. STAFF AND COMMISSION REPORTS  Cupertino Community Librarian Report Clare Varesio reported on the library’s website and resources in different languages. She reported that the library has over 150,000 items in 20 different languages. Clare shared the Library Monthly Report for November, 2018. She shared information on the Library’s new Think Tank meeting room.  County Librarian Report – As submitted.  Friends of the Library Report – None.  Cupertino Library Foundation Report – None.  Commissioner Report – None.  Poet Laureate Report – None.  Staff Report – None.  Calendar Review – None ADJOURNMENT: The meeting adjourned at 8:32 p.m. to January 9, 2019 at 7:00 p.m. Respectfully Submitted by, Jeff Milkes, Director of Recreation and Community Services Minutes approved at the ____________ _meeting. LIBRARY COMMISSION STAFF REPORT Meeting: January 9, 2019 Subject Library Commission Work Plan Items Recommended Action Prioritize Work Plan Items for 2019 Library Commission Work Plan Discussion On December 2, 2018, the Cupertino Library Commission completed a brainstorming exercise to create a list of possible work plan items for 2019/2020. The Commission wishes to continue to prioritize the list of items into a work plan for 2019/2020. The Library Commission elected to categorize their work plan items within four categories: 1. Operational Efficiency 2. Public Engagement and Transparency 3. Public and Private Partnerships 4. Community Livability and Sustainability Infrastructure Once completed, the action items will be used and incorporated into the Recreation Department work plan ideas to be submitted into the overall City Work Plan for the following fiscal year. Specifically, a workflow will need to consider the following:  Identified Library Commission Priorities  City Council’s Goal Setting for 2019  Wishes of new Library Commissioners once seated in February of 2019  Coordination with the City’s budget process (ongoing through June 30, 2019)  Library Commission’s work plan recommendation to City Council as a formal action  Library Commission’s presentation of the work plan to City Council and participation with City Council as required.  Work plan items are to be effective from July 1, 2019 to June 30, 2020. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services Attachments: A – Library Commission Work Plan Discussion Items CITY’S WORK PLAN PRIORITIES Operational Efficiency Public Engagement & Transparency Public & Private Partnership Community Livability & Sustainability Infrastructure Solve programming & library space issues Poet Laureate meetings, support program, reports and selection planning School outreach – know about our school system – parenting style workshop – how to involve PTA Holiday spirit Library parking issues/safety and use of temp spaces Celebrate National Library Week April 7 – 13, 2019 Attend other County Library meetings – SCCLD Library visit Crime awareness Library budget review Support Library survey Attend other Commission meetings & brainstorm activities Health awareness Strive to learn more about library trends/technology Focus on Library digital resources & ways to promote Connecting & collaborating with other Library Systems in the City Parenting style workshop – how to handle stress Connect directly to JPA and attend JPA board meetings E-resource demo day Friends’ Foundation meeting Create an iconic program from Cupertino Library Running Dashboard of Status/Progress Summer Reading open & close ceremony Voter registration education Cupertino signature program Cupertino Community Librarian report Seasonal bookmark craft events Corporate relationship for sponsorship County Librarian report Silicon Valley reads Digital gateway to connect all Commissions Friends of the Library report Quarterly updates to City Council Regular meetings with Councils & Liaisons Subcommittee to review Gates Fund report Encourage patron engagement – be an advocate for participation in Library Commission meetings & events Annual joint Commission/Friends Foundation meeting Operational Efficiency (cont’d) Public Engagement & Transparency (cont’d) Public & Private Partnership (cont’d) Community Livability & Sustainability Infrastructure Commissioner report Community Outreach – Wechat group California Library Assoc. Conference Staff report Community Outreach – ESL service Volunteer Fair & programs Select Chair and Vice Chair Community Outreach – Gogo Biblio Partnership with CLF for Education/Health Services City Commissioner Appreciation Dinner Community Outreach – Senior caregiver seminar Monthly Mayor’s meetings Promote Library programming & services – advertise via personal networking, social media & events Monthly library commission meeting ACE & Zoia Horn award Support Council work plans and initiatives Routinely join staff at Community events & engage in events led by CLF & Friends of the Library LIBRARY COMMISSION STAFF REPORT Meeting: January 9, 2019 Subject Additional funding for Additional Staff Hours at the Library Recommended Action Provide feedback to staff recommending a course of action. Discussion On October 25, 2018, the Santa Clara County Library District Joint Powers Authority (JPA) Board approved an increase of $428,596 for additional staffing to support the Cupertino Library. The Cupertino Library Commission is asked to provide a recommendation among options on how to best use those funds to serve the Cupertino Community. Options have been identified by the JPA board that either increases hours, adds the additional Go Go Biblio Library Outreach Services (10 to 15 stops per week), provide matching funds for dedicated programming space, or temporary suspend the City’s current contribution for 12 additional hours, replacing those funds with the new staffing money. The City’s goal is to present a coordinated recommendation to the JPA no later than the 28th of February. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. _____________________________________ Prepared by: Jeff Milkes, Director of Recreation and Community Services Approved for Submission by: Jeff Milkes, Director of Recreation and Community Services Attachments: A – Letter from Joint Powers Authority Board B – Cupertino Library Options Report C – Go Go Biblio Flyer BACKGROUND: SCCLD INCREASED PERSONNEL BUDGET FY 2019-2020 As stated in the Santa Clara County Library District (SCCLD) letter to the City of Cupertino, the Joint Powers Authority approved an increase to the District’s personnel budget--ensuring every SCCLD library will be open seven days a week. To preserve the funding equity stipulated in the JPA’s Joint Exercise of Powers Agreement funding formula, an additional $428,596 in personnel funding will be allocated to the Cupertino Library in fiscal year 2019-2020. The Cupertino Library is incredibly popular with your residents, so popular, in fact, that your public’s usage falls within the top ten in the entire nation, earning a 4-Star library designation for SCCLD. SCCLD sees the budget increase as an opportunity to further enhance that service for the City of Cupertino. OPTION 1A: ADD SAT. HOURS 6:30 P.M. TO 9 P.M. & SUN 6:30 P.M. TO 7 P.M.  2016 User Satisfaction survey: 63% of library users said they would visit Saturday 6 p.m. to 9 p.m. Did not survey for Sunday 6 p.m. to 9 p.m., but Friday was 53%  Track record for usage after additional hours were added in June 2018 from 66 hours to 72 hours: o 3% increase in library cards o 4% increase in visitation o 6% increase in borrowing  Memorable schedule of Monday-Saturday 10 a.m. to 9 p.m., and Sunday 10 a.m. to 7 p.m.  Current schedule: Monday-Friday 10 a.m. to 9 p.m. Saturday-Sunday 10 a.m. to 6:30 p.m. Option 1a: Cost Expense Est. Cost Remaining Additional Budget Reduce Contribution to 1 FT Librarian $140,829 2 PT Library Clerks $93,124 3,328 EH Page Hours $53,632 988 EH Clerk Hours $20,946 Total $308,531 $120,065 $347,958 OPTION 1B: ADD SAT. AND SUN. HOURS FROM 6:30 P.M. TO 9 P.M. Option 1b: Cost Expense Est. Cost Remaining Additional Budget Reduce Contribution to 1 FT Librarian $140,829 1 PT Library Assistant $58,359 3 PT Library Clerks $139,686 3,744 EH Page Hours $60,336 1,040 EH Clerk Hours $22,048 Total $421,258 $7,338 $460,685 OPTION 2A: 55 MONTHLY SCHOOL, PRESCHOOL AND COMMUNITY VISITS  55 regular community stops every month at schools, preschools, and the community spots  28,000 student library cards were created for Cupertino Union & Fremont Union High School District(s)  Model reading, online tutoring, and greater convenience for regular library access Option 2a: Cost Expense Est. Cost Remaining Additional Budget Reduce Contribution to 1 FT Librarian $140,829 1 FT Clerk $93,128 Total $233,957 $194,639 $273,384 OPTION 2B: 30 MONTHLY SCHOOL, PRESCHOOL AND COMMUNITY VISITS  30 regular community stops every month at schools, preschools, and the community spots  28,000 student library cards were created for Cupertino Union & Fremont Union High School District(s)  Model reading, online tutoring, and greater convenience for regular library access Option 2b: Cost Expense Est. Cost Remaining Additional Budget Reduce Contribution to 1 PT Librarian $70,412 1 PT Clerk $46,562 Total $116,974 $311,622 $156,401 OPTION 2C: COMBINE OPTION 1A AND 2B Option 2c: Cost Expense Est. Cost Remaining Additional Budget Reduce Contribution to 1 FT Librarian $140,829 2 PT Library Clerks $93,124 3,328 EH Page Hours $53,632 988 EH Clerk Hours $20,946 1a Subtotal $308,531 1 PT Librarian $70,412 1 PT Clerk $46,562 2b Subtotal $116,974 Total $425,505 $3,091 $464,932 OPTION 3: ADDRESS THE NEED FOR DEDICATED PROGRAM SPACE City of Cupertino augments library funding for services. Addressing the need for dedicated library program space, we could consider the use of city funding for this purpose augmented by Library District funding for staffing costs of an equal amount. OPTION 4: SUSPEND CITY CONTRIBUTION Suspend the City of Cupertino’s funding for a minimum of two years from $468,023 to $39,427 with no change to current open hours. Should the increased property tax and ERAF revenue no longer be available after two years (beginning July 1, 2021), the city’s current contribution of $468,023 (adjusted for increases in salary and benefit costs) would be needed to maintain the current 72 (to become 73) additional open hours per week. QUESTIONS: CONTACT Cynthia Rios Garcia, Executive Assistant to Nancy Howe, County Librarian criosgarcia@sccl.org (408) 293-2326 x 3090 Say Hello to Cupertino Library’s Go Go Biblio! Los Altos Library Saratoga Library The Anywhere Go Go Introducing our new electric powered mini Bookmobiles — the Go Go Biblios! Keep an eye out for them at local community events. Carrying precious cargo of books, movies and more, they are “Powered by Imagination”. Coming soon to an event near you CUPERTINO LIBRARY | 10800 Torre Avenue | Cupertino, CA 95014 | www.sccl.org/cupertino