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Agenda Packet_09.05.18CITY OF CUPERTINO AGENDA LIBRARY COMMISSION 7:00 PM Cupertino Library, 10800 Torre Avenue, Story Room Wednesday, September 5, 2018 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: Special Meeting of May 2, 2018: SWOT Analysis SWOT Analysis 2.Subject: Special Meeting of July 23, 2018 Draft Minutes 3.Subject: Regular Meeting of August 1, 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 4.Subject: Cupertino User Survey Results & Actions NEW BUSINESS 5.Subject: Library Parking Page 1 September 5, 2018Library Commission AGENDA 6.Subject: Commissions Merge and Efficiency Improvements Ideas for Efficiency Improvements 7.Subject: 2018-2019 Work Plan 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 September 5, 2018Library 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 Library Commission Workshop, SWOT Analysis May 2, 2018 Strengths Weaknesses Opportunities Threats Group 1 - Focus - Poet Laureate o Direct connection with Council - County Contract o Advise County district - Library rated high by Community Rep for busy library. - Diversity - Results - Teen Librarian - Vital building - Lack of visibility - No budget - Advisory - Became resume building tool - - Digital pathways o Hub of City - Education o Teen Librarian - Define values - Teen Programs - Support education - Advocate of technology - Tax supported events (no cost to patrons) - Political Issues o Program Room o New building - Usage – 1 out 4 years - Loss of relationship with County library - Cost allocation in budget is threat - Fee based activities - Can’t stay focus on original responsibility - Group 2 - Focus on Library - Advocacy for Library programs - Better serves community - Independent of outside influence - 2 over-seeing agencies, different from other commissions - 5 – DEDICATED, Passionate, Commissioners - Low-cost of staff time (5%) - All cities have a separate Library Commission - More civic engagement! - Study shows – Library is valued - Lack of civic engagement - Lack of focus on Library services - Longer meetings/Agendas/More Frequent - Lack of expertise – subject matter - No synergy - Staff liaison not experts – burdened - Reduces influence on Library topics - No saving in time/cost of staff time - Waste of citizen time - Long oral communication - Commission Liaison between multiple commissions (monthly) - More exposure – City Channel - More people @ Library DRAFT MINUTES LIBRARY COMMISSION Monday, July 23, 2018 LIBRARY COMMISSION SPECIAL MEETING CALL TO ORDER The meeting was called to order at 8:00pm by Chair Wang, at the Cupertino Library, 10800 Torre Ave, Cupertino, in the Story Room. Because the meeting did not have a quorum at 7:00pm, but was expected to have a quorum by 7:30pm or soon after, those present agreed to hear a staff presentation for New Business Item 1, “Study Session: Explore Consolidation of Senior Citizen, Library, and Public Safety Issues into the Parks and Recreation Commission”. The study session was presented as a community meeting. ROLL CALL Commissioners: Gopal Kumarappan, Christie Wang (arrived 8:00pm), Liana Crabtree City/County Library Staff: Jeff Milkes, Jacqueline Guzman, Katy Nomura, Nancy Howe Absent: Amanda Jia Wo, Rose Grymes Attendees: 9 people attended the meeting. The following 8 people signed the attendance roster: Kathy Stakey, Scot and Gladys Maiden, Jean Bedord, Carol Stanek, Danessa Techmanski, Kitty Moore, Lisa Warren. ORAL COMMUNICATIONS Danessa Techmanski, Cupertino Resident, commented that it would not be a good idea to decrease the number of commissions due to the increasing Cupertino population. Also the Public Safety Commission is already too busy with Emergency Management and other concerns and volunteers will be less likely to volunteer without a Library Commission. Kathy Stakey, Cupertino Resident and had served on the Commission for 11 years, commented that the Library Commission was the eyes and ears of the Library in the community and accomplished a lot. Kitty Moore, Cupertino Resident, said the municipal code 2.48 needs to be updated, since the Recreation Director’s title is still written as “Parks & Recreation Director” and 1995 was the last time the Library and Public Safety Commission’s purpose in the code were updated. WRITTEN COMMUNICATIONS None STUDY SESSION Study session to explore consolidation of Senior Citizen, Library, and Safety issues into Parks & Recreation Commission. Item wasn’t heard by the Commission due to a lack of quorum. Was presented during the community meeting held at 7pm. Meeting attendees asked questions and provided comments throughout the community meeting. OLD BUSINESS Library Commission’s recommendation regarding consolidation of Senior Citizen, Library, and Safety Issues into Parks & Recreation Commission. Commissioner Kumarappan said this would dramatically reduce the quality of service, as both commissions already have their plates full. Asked what opportunities are there to expand the Library Commission’s responsibilities. Chair Wang commented that the all of the cities in the county operate their own commissions and could add to the Commission’s scope to increase communication of what they do. Their mission should be more systematic to bring more people into the Library and this issue has brought a passionate response. Suggested gathering signatures on a petition to show support. Vice Chair Crabtree agreed with the comments of the other two commissioners and said their most important mission is to interact with community members to provide more engagement opportunities related to library services, which would be de-prioritized if the Parks and Recreation Commission were to assume Library Commission responsibilities. Commissioner Kumarappan motioned to advocate against consolidation of the Commissions. Vice Chair Crabtree seconded. Motion passed with 3 yes and 2 absent. Vice Chair Crabtree motioned to introduce a petition, recommending not to consolidate the Commissions. Commissioner Kumarappan seconded. Motion passed with 3 yes and 2 absent. Nancy Howe, County Librarian, said the Santa Clara Library will respond to the City Council’s decision on this subject. NEW BUSINESS None ADJOURNMENT: The meeting adjourned at 8:59pm. Respectfully Submitted by, Jeff Milkes, Director of Recreation and Community Services Minutes approved at the _________ meeting. DRAFT MINUTES LIBRARY COMMISSION Wednesday, August 1, 2018 LIBRARY COMMISSION REGULAR MEETING CALL TO ORDER At 7:03pm, Chair Wang called the meeting to order at the Cupertino Library, 10800 Torre Ave, Cupertino in the Story Room. ROLL CALL Commissioners: Amanda Jia Wo, Gopal Kumarappan, Christie Wang, Liana Crabtree, Rose Grymes. City/County Library Staff: Christine Hanel, Clare Varesio, Nancy Howe Absent: None APPROVAL OF MINUTES Regular Meeting of June 6, 2018 Commissioner Wo motioned to approve the minutes and Commissioner Grymes seconded the motion. Special Meeting of July 23, 2018 The minutes were not approved. Vice Chair Crabtree will work with staff to edit the minutes and will bring the minutes back to the next meeting for review and approval. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS Cupertino User Survey Results & Actions Clare Varesio highlighted the following: - Ongoing Projects o Wellness program: Skin Care Secrets shared as an ongoing weekend program in June/July. o Mobile Library Cart (GoGoBiblio) for neighborhood outreach coming in Summer 2018. o Collection development - Other Survey Areas o I. Effective, Informed Advocacy & Outreach o VII. Facilities, Accessibility & Library Hours Clare mentioned willingness to help Commissioners with monthly, quarterly reports. The Commission would like to provide input to Library staff on the Patron Satisfaction Survey. Vice Chair Crabtree will send notes from the August 1st Mayor’s meeting to the other Commissioners due to time constraints (uploaded in submitted documents). Nancy Howe recommended adding the “Work Plan” as a standing item to the agenda. Explore Merging Commissions – City Council Follow-Up Vice Chair Crabtree gave a summary of the August 31, 2018 City Council Special Meeting & provided recommendations (uploaded in submitted documents) She gave a brief summary highlighting some of the talking points from the meeting: - Budget - Staff time - Quantity of work - Dissatisfaction between City Council/Commissions - Brown Act Commissioner Kumarappan provided a summary and mentioned the following: - Commissions not collaborating with others - Had met with the IT Department - Little connection with City Council & Commissioners (Mayor’s Meetings) The Commission recommended providing more frequent updates to City Council. Jean Bedord, Cupertino Resident, spoke about agenda development and the Work Plan. Suggested Libraries contributing. NEW BUSINESS None STAFF AND COMMISSION REPORTS  Cupertino Community Librarian Report – June/July reports as submitted.  County Librarian Report – June/July reports as submitted.  Friends of the Library Report – None.  Cupertino Library Foundation Report – None.  Commissioner Report – None.  Poet Laureate Report – None.  Staff Report – Provided Information on the new Neighborhood Programs.  Calendar Review – Commissioners to attend Mayor’s meetings, 1st Wednesday @ 5:30pm, as follows: Chair Wang (back-up Commissioner Grymes)– September 5 Commissioner Grymes – October 3 ADJOURNMENT: The meeting adjourned at 9:17pm. Respectfully Submitted by, Christine Hanel, Assistant Director of Recreation and Community Services Minutes approved at the _________ meeting. Commissions Merge and Efficiency Improvements Introduced During the 8/1/2018 Library Commission Meeting Working Draft Cost Savings (Alternately, Liberate Staff from Commission Responsibilities) Premise:​ Lower total commission costs relative to other costs by freeing staff from commission responsibilities, so they are able to work on other projects. Cost Savings/Efficiency Improvement Ideas:​ Commissioners assume the in-person meeting responsibilities assigned to staff today. Commissioners take turns taking the responsibility of secretary. Commissioners use an audio recording app to record the meeting, so that any missed items can be recaptured from the audio recording. Record attendance and all resolutions considered by the commission with votes recorded. Secretary shares the draft minutes with the staff liaison within one week of the meeting. Consider options for posting the audio recording online. Secretary takes responsibility for all meeting materials and returns them to the next meeting for delivery to the next secretary in the rotation. Recommendation: ​If support, consider a resolution adopting the “rotating secretary” role with a schedule for the remainder of the 2015-2019 term. Brown Act Premise:​ Some Parks and Recreation Commissioners and the “Merge Commissions” Staff Report available in the meeting agenda packet for the 7/31/2018 meeting cited, for lack of a better word, the “burdensome” requirement for commissions to be regulated by the Ralph M. Brown Act as a reason to merge the Library functions within the Parks and Recreation Commission or to some other TBD reporting structure. Recommendation:​ Consider refuting the “Brown Act is Burdensome” narrative by asserting in a resolution that the Library Commission supports and complies with the Ralph M. Brown Act and does not believe that the Cupertino community will be served better if library service needs are considered within an organizational structure that is outside the purview of the Brown Act. (For example, if the Library Commission were to report to the City Manager, not to Council.) Commission Work is Not Aligned with the Goals of a Majority of Council Members Premise:​ The Library Commission has failed to inform the Council of its work plans. As a result, work plan items are not aligned with the goals of the majority Council. Commission minutes do not include sufficient detail, so it is impossible to determine what was decided during a meeting or what work was completed. Recommendation 1:​ Consider a resolution to assign a commission sub-committee to the task of writing a letter to reintroduce the current October 2017 work plan to Council. Recognize Library Commission meetings as community engagement forums that are an essential outlet for library patrons to voice concerns regarding library services and facilities. Consider that it would likely be ineffective for Council to dictate service needs or work plan items to the commission without attending commission meetings and gathering data from library patrons and library staff. Regarding the concern about brief or insufficiently detailed minutes, please see the item under “Cost Savings/Efficiency Improvement Ideas”. Recommendation 2:​ Assign a rotation for commission members to attend Council meetings 3 or 4 times per year (total) to give an update of Library Commission work plan status or progress during oral communications. Include informative advertisements for library services and upcoming library programs. Include a written handout for Council Members to be included in the public record for each Council meeting when library commissioners speak. Include a progress update for highest priority work plan items. Consider replacing lengthy annual presentation to Council with the 3-4 spoken and written comments offered during oral communications each year. Insufficient Public Interest in Commission Activities Premise:​ Library Commission meetings are poorly attended and not recorded for the public to view later. Public Engagement Idea 1:​ Circulate an attendance sheet at each meeting. Community members are free to sign in or not. Record attendee names in the meeting minutes. Discuss whether or not it is acceptable to install a fixed (but removable when not in use) camera in the Story Room for use to record the Library Commission meetings for later posting to a public online channel. Public Engagement Idea 2:​ Assign a rotation for commission members to attend sibling commission meetings 3 or 4 times per year (total) to give an update of Library Commission work plan status or progress during oral communications. Focus on work plan items that could lend themselves to collaborative efforts with the host commission. Encourage further engagement opportunities with host commissions. Recommendation:​ No resolution suggestions at this time.