Agenda Packet_02.06.19CITY OF CUPERTINO
AGENDA
LIBRARY COMMISSION
7:00 PM
Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank
Wednesday, February 6, 2019
Amended Regular Meeting
Amended at 2:50pm on 2/1/19 to attach survey into item five.
CALL TO ORDER
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1.Subject: Chair/Vice Chair Selection
APPROVAL OF MINUTES
2.Subject: Special Meeting of January 9, 2019
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
3.Subject: Survey - Proposed Questions and Incentive Program
4.Subject: Library Commission Work Plan Items
NEW BUSINESS
Page 1
February 6, 2019Library Commission AGENDA
5.Subject: Survey on Improving Council-Commissions Communications
Survey
6.Subject: Defining the Relationship Between the City of Cupertino and the
Cupertino Historical Society
Staff Report
7.Subject: Book Recommendations
STAFF AND COMMISSION REPORTS
8.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
February 6, 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, January 9, 2019
LIBRARY COMMISSION REGULAR MEETING
CALL TO ORDER
At 6:59 p.m., there was no quorum. At 7:07 p.m., Vice Chair Crabtree called the meeting to
order at the Cupertino Library, 10800 Torre Ave, Cupertino, in the Think Tank Room. Chair
Wang arrived at 7:08pm. Vice Chair Crabtree deferred to Chair Wang at 7:18 p.m.
ROLL CALL
Commissioners: Amanda Jia Wo, Gopal Kumarappan, Christie Wang, Liana Crabtree
Absent: Rose Grymes
City/County Library Staff: Jeff Milkes, Clare Varesio, Nancy Howe
APPROVAL OF MINUTES
Special Meeting of December 5, 2018
Chair Wang motioned to approve the minutes with the following amendments:
Roll Call - City/County Library Staff attendees: Add Diane Roche, delete Cynthis Rios
Garcia.
New Business – Survey – Proposed Questions and Incentive Program: Make agenda
item for February to have further conversation about a Cupertino resident-only survey
and incentives.
Commissioner Gopal seconded. Motion passed with 4 yes and 1 absent.
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
Survey – Proposed Questions and Incentive Program
Add to February agenda to have further conversation about a Cupertino resident-only survey
and incentives.
Library Commission Work Plan Items
Director Milkes led a discussion about the process of presenting work plan items to City
Council.
In February, City Council will set goals and set a timeframe for the following fiscal year
(July 1, 2019-June 30, 2020).
Library Commission will select a new Chair in February, at which point items in their
work plan requiring financial support should be coordinated and prioritized. The goal is
to create and present to City Council a work plan that starts in July 2019 so it is in
alignment with City’s budget for next fiscal year.
Work plan items with no budget requirements, such as the incentive plan and Poet
Laureate, can be started prior to next fiscal year.
Finalize presentation at March Commission meeting to be ready to present to City
Council in April/May.
Library Commission’s request will be for City Council to accept their presentation.
Commissioners made the following suggestions regarding the work plan:
Work Plan should not be a line-by-line review. This is a presentation, not a formal
approval process.
Provide a template so each Commission can present their work plans in a similar
fashion; e.g. how does the item align with City goals or strategies, what is the benefit of
the item, what is the timeline.
Propose a time limit on Commission presentations.
Propose City Council hold a special meeting just for work plan presentations so each
Commission can hear each Commission’s work plan and collaborate with each other.
Vice Chair Crabtree motioned that the suggestions offered above be reflected in the minutes
and to table prioritization of work plan items to the next meeting, February 6. Commission
Kumarappan seconded. Motion passed with 4 yes and 1 absent.
NEW BUSINESS
Cupertino Library Extended Hours
Clare Varesio reported as submitted. 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. JPA-proposed options on how to best use these funds were discussed.
Option 1A: Add Saturday hours 6:30 p.m. to 9:00 p.m. and Sunday 6:30 p.m. to 7:00 p.m.
Option 1B: Add Saturday and Sunday hours from 6:30 p.m. to 9:00 p.m.
Option 2A: 55 monthly school, preschool and community visits
Option 2B: 30 monthly school, preschool and community visits
Option 2C: Combine Option 1A and 2B
Commissioner Kumarappan motioned that the Library Commission recommends Option 1A
plus 2A, with their second choice being 2C. Chair Wang seconded. Motion passed with 4 yes
and 1 absent.
Book Recommendations
Add agenda item at future meeting to have further discussion on this topic.
Commissioner Terms
Effective January 30, 2019, Commissioners Grymes and Kumarappan’s terms will end. City
Council will be conducting interviews for Library Commission applicants on January 28 & 29,
2019. Extend invitation to new commissioners to participate in Commissioners Forum on
February 2, 2019.
County Librarian & City Librarian Reports
Going forward, upload reports and any handouts to City website following Library
Commission meeting
STAFF AND COMMISSION REPORTS
Cupertino Community Librarian Report
Clare Varesio reported as submitted. Topics included Reading Buddies, November
circulation, Go Go Biblio, upcoming programming, and new passport service offered at
Cupertino Library.
County Librarian Report
Nancy Howe reported as submitted. Topics included Silicon Valley Reads, Yewno, Star
Library Ranking, upcoming events.
Friends of the Library Report – None
Library Foundation – None
Commissioner Reports
Commissioner Crabtree reported on the last Parks & Recreation Commission meeting,
Teen Commission Hack-a-Thon, pilot Teen Center at Lawson Middle School, and Audit
Commission.
Calendar Review
Chair Wang will attend the February Parks & Recreation Commission meeting,
Commissioner Wo will attend the March meeting, followed by one of the newly
appointed commissioners in April.
Commissioners requested that they receive electronic copies of Cupertino Community Librarian
Report and County Librarian Reports and that they, along with any handouts, be uploaded to
City website following Library Commission meeting.
ADJOURNMENT: The meeting adjourned at 9:05 p.m. to February 6, 2019 at 7:00 p.m.
Respectfully Submitted by,
Jeff Milkes, Director of Recreation and Community Services
Minutes approved at the ____________ _meeting.
Cupertino City Council
Sub‐Committee on Improving Council‐Commissions Communications
Survey Questions
In an effort to improve communications between City Council and our advisory Commissions, Council
has formed a subcommittee to reach out to the Commissions to receive feedback as to how to improve
the processes of our communications. Thank you for taking the time to work with our Interim City
Manager on discussing and providing answers to the following questions.
1) How do you have the public interact with your Commission? For example, is it formal and the public
is limited to a certain amount of time, or is it more informal and conversational with leave of the
chair? Would you like to change your current format? If so, in what manner?
2) Do you use rules of order to conduct your meetings? If so, which rules? If not, would rules of order
be useful from your perspective?
3) Do you feel your Commissioners communicate with the Councilmembers sufficiently to advise the
Council? Do you feel that Commissioners’ communications with staff could be improved, and if so,
how?
4) This year, per decision of the prior Council, all Commissions will submit ideas regarding their annual
work program to their respective City departments. The City departments will then develop their
proposed work program, including Commission items, for Council consideration. Once Council
adopts the final work program, the items pertaining to each Commission will serve as priority
elements of their respective work programs. What do you think of this new process of approving
work programs by City Council? Anything to improve?
5) What do you think of the current process, if any, of setting your regular meeting agendas? Does any
member of your Commission meet with a staff member to set meeting agendas? How do you wish
to improve the current process of determining how items are placed on your agenda? For instance,
would you prefer a system where items that require minimal city staff resources but are not on your
annual work plan can be included on a regular meeting agenda?
6) With regard to the quality of your discussions, would you say that your conclusions are arrived at
through a collaborative and input‐based process or something more pre‐determined? If the latter,
what suggestions do you have for improving the qualitative nature of the process? Please be
considerate but candid.
7) Do you feel your Commissioners are representative of the residents? Why or why not?
8) It has been suggested that a code of ethics is needed in order to maintain ethical standards and
behavior. What are your thoughts on this proposition? If you support having a code of ethics, what
would you like to see included in it?
9) From the perspective of higher‐quality interaction between Council and Commissions, we would like
to consider any suggestions you have with regard to events, procedures, and formats. Outside of
formal updates at Council meetings and our annual appreciation dinner (and please feel free to
comment on those as well), are there any other types of interactions you would like to see
considered and delivered in order to improve our channels of communication?
Cupertino City Council
Sub‐Committee on Improving Council‐Commissions Communications
Survey Questions
10) Outreach to the community is critical to our efforts; what mechanisms of outreach to the
community would you suggest that we adopt or improve upon?
11) Does your Commission prefer action minutes or summary minutes and why? How do you feel about
having action minutes accompanied by audio recordings?
12) Starting this year, Commissions will be submitting a 200‐300 word update of their current work to
Council every other month. Do you have thoughts on this process?
Thank you again for taking the time to answer the above questions. If you have any additional thoughts
or comments that you would like to share, please feel free.
LIBRARY COMMISSION STAFF REPORT
Meeting: February 6, 2019
Subject
Defining the Relationship between the City of Cupertino and the Cupertino Historical
Society
Recommended Action
Accept the presentation and recommend a direction in defining the relationship between
the City of Cupertino and the Cupertino Historical Society.
Discussion
The Cupertino Historical Society and Museum are recognized by community members
as the museum organization dedicated to documenting life, history, and culture of
Cupertino citizens. The organization is asking the City to designate the Cupertino
Historical Society as its official city archivist, with a mission to preserve the history of
the City. They are also asking the City to provide appropriate support for them through
the continued provision of space in the Quinlan Community Center and other facilities
as approved by the City.
The Cupertino Historical Society contributes greatly to the City, currently providing:
A collection of over 5,000 artifacts representing Cupertino’s history.
An archive available for historical research, dissemination and publication.
Volunteer and paid staff who provide scholarly support to authors,
researchers and community members.
Conservation expertise and managed care of the historical collection.
Professional curation services.
Interpretation of historical artifacts, topics and events through programming
and exhibits.
Effective, non-political avenue through which the community can highlight
and celebrate various ethnic, religious and international communities that
represent contemporary Cupertino.
Dynamic partner for youth activities through festival open houses and
quarterly preschool events and crafts.
Traveling Trunk elementary school history program.
Local historians who present topics on Cupertino history at various civic and
social organizations.
Three to five museum exhibits annually.
Resource for community members doing family history research.
Volunteer and internship opportunities for high school and college students,
as well as local civic organizations.
Key partnerships with local organizations: Boy Scouts, Rotary, Eagle Scout
Capstone Projects, Walk/Bike Cupertino and more.
Quarterly newsletter with articles of local interest.
Intergenerational learning opportunities and areas of engagement.
Hosted quarterly speaker series, film screenings and book signings that are
well attended.
A collection of more than 5,000 artifacts representing Cupertino’s families
and communities; military service members; traditions; regional “Valley of
Heart’s Delight” artifacts; clothing and dress; education, literature, music,
photography, and art.
Valuable partnerships during city events and festivals
well-attended and imaginative, compelling and free public programing,
exhibits, lectures, film screenings and social events to local citizens
$30,000/year annually storing the core of our collection, with additional
collection items stored in members’ houses, garages, etc.
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