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Agenda Packet_04.03.19CITY OF CUPERTINO AGENDA LIBRARY COMMISSION 7:00 PM Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank Wednesday, April 3, 2019 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: Regular Meeting of March 6, 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 2.Subject: Discussion of a Marketing Plan for the Tri-Annual Library Survey 3.Subject: Discussion of Future Library Commission Work Plan Items to Submit for City Council Approval for FY 2019/2020 A - Library Commission Work Plan Discussion Items.pdf B - Commissioners' Work Plan Ideas and Comments.pdf NEW BUSINESS 4.Subject: Discussion of Observations and Lessons Learned from "Root Causes of Pain" Community Outreach and Social Media Campaign, to Identify an Upcoming Program to Promote, and/or Setup a Promotion Strategy to Test in April, 2019 Page 1 April 3, 2019Library Commission AGENDA STAFF AND COMMISSION REPORTS 5.Subject: Receive Monthly Update Reports from: Cupertino Community Librarian County Librarian Friends of the Library Cupertino Library Foundation Commissioners Poet Laureate 6.Subject: Discussion of Commissioners' Attendance at Upcoming Meetings and Community Events ADJOURNMENT Page 2 April 3, 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, March 6, 2019 LIBRARY COMMISSION REGULAR MEETING CALL TO ORDER At 7:04 p.m., Chair Crabtree called the meeting to order at the Cupertino Library, 10800 Torre Ave, Cupertino, in the Think Tank Room. ROLL CALL Commissioners: Liana Crabtree, Amanda Jia Wo, Qin Pan, Rahul Vasanth City/County Library Staff: Jeff Milkes, Heather Minner, Clare Varesio, Chris Brown Absent: Christie Wang APPROVAL OF MINUTES Meeting of February 6, 2019 Commissioner Vasanth made a motion to approve the minutes with the following amendment: under Old Business, Book Recommendations, add that the item was postponed “due to time constraints” and Commissioner Pan seconded. Motion passed unanimously. CEREMONIAL MATTERS AND PRESENTATIONS Brown Act Presentation City Attorney Heather Minner gave a brief overview and how it relates to commission activities.  All meetings must be noticed and open to the public with a few exceptions  Written materials should be made available to the public  Public must be allowed to speak POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None OLD BUSINESS Proposed Questions, Marketing Plan, and Incentive Programs (Tri-Annual Library Survey) Chris Brown reported on status of the tri-annual survey.  Library District has started working on the survey  Harder & Company, a research based firm in San Francisco, will do the survey design  Hope to launch the survey at the end of April  Need Library Commission support to focus on promotion and outreach about the survey as opposed to incentives  Two focus groups, one for north county and one for south county, consisting of 8-10 people on each  Online survey with paper copies available  Available in multiple languages  Purpose is to provide useful and actionable information Move item to April meeting for further discussion as Marketing Plan for Tri-Annual Library Survey. Library Commission Work Plan Items Director Milkes discussed next steps for work plan items.  Prioritize actionable items want to accomplish while keeping in mind Council’s draft work plan items  Create a month-to-month agenda of items to work on  Ask for items to be added to the budget Chair Crabtree would like to see issues related to short-term parking, signage, and patron drop- off and pick-up added to work plan items. Commissioner Vasanth spoke about the lack of library space to bring in speakers. Chair Crabtree requested that all commissioners be sent the link to the Library Commission work plan items document. Commissioners should send a list of priority items plus any new items to Kevin Khuu by March 20, as well as any ideas on a template to organize the work plan items. Cross-reference priority items with some of City Council’s work plan items. Bring item back at the April meeting. Commission directed staff to investigate how to promote library events on City’s Next Door social network. Vice Chair Wo made a motion to approve the suggestion to run a trial outreach to promote “The Root Causes of Pain” event on March 24, 2019 and Commissioner Vasanth seconded. Motion passed unanimously. NEW BUSINESS Book Recommendations Vice Chair Wo gave an update. The item has been on the agenda for three months giving the public an opportunity to speak on how the Library select books to add to their recommendation list. The item can now be removed from the agenda for next month. STAFF AND COMMISSION REPORTS Cupertino Community Librarian Report Clare Varesio reported as submitted. County Librarian Report Chris Brown reported as submitted. Friends of the Library Report None Cupertino Library Foundation Report None Commissioner Reports Commissioner Vasanth reported on the March Mayor’s meeting. Poet Laureate Report None Staff Report None Calendar Review Commissioner Pan will attend the April Mayor’s meeting and Commissioner Wang will attend the May Mayor’s meeting. ADJOURNMENT: The meeting adjourned at 9:21 p.m. to April 3, 2019 at 7:00 p.m. Respectfully Submitted by, Jeff Milkes, Director of Recreation and Community Services Minutes approved at the ____________ _meeting. 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 Commissioners’ Proposed Future Work Plan Ideas and Comments Chair Crabtree • Promote the 2019 Library Patron Survey (FY 2018-2019) • Promote Opportunities for Community Engagement at the Library (ongoing) • Promote Opportunities for Securing a Program Room for the Library (ongoing) • Promote Cupertino Library, SCCLD, Cupertino Library Foundation, and Friends of the Cupertino Library programming and fundraising efforts within the community, including outreach to individuals, community groups, and sibling City commissions. (ongoing) • Promote the Poet Laureate Program. Participate in the Effort to Select a New Poet Laureate (FY 2019-2020) Commissioner Vasanth • Community Room Expansion o Immediate short term parking solutions (ex: new slots along the creek by the field) as the expansion/construction will reduce parking o Review of documents and all information from previous architects o immediate temporary solutions for community events within the library • Community Hall o streamlining current community hall integration with library programs and as additional space • Wellness o Programs fostering social interaction with senior citizens, elderly, and children • Marketing o Physical Banner near library Commissioner Pan • More study space in the library • Figure out a way to easy the parking situation during peak library usage hours- explore the possibility to use Eaton parking lot during weekend • Program room Vice Chair Wo’s Comments We used four old city work plan items to categorize our work plan items. Operational Efficiency Public Engagement & Transparency Public & Private Partnership Community Livability & Sustainability Infrastructure I reviewed city new priority and think "Community Engagement (ranked the 3rd priority), Develop Cupertino Marketing Program (ranked the 6th priority) and Event Support (ranked the 12th priority) can replace the three old categories. I re-arranged the items accordingly under three new categories name. And for operational efficiency, it is no longer showed as priority from city work plan but I think it is very important. City does have items "Commissions and Committees (Mergers? New?)" and "Development Accountability" to have the signs of the importance. I kept it as it is. That is said, I think the work plan items we've developed earlier still align with new city work plan. Regarding new items, city plan has below items: • Develop funding strategy for implementation of major projects identified as priorities in completed master plans • Councilmember Webpages and Outreach I assumed the master plans are for the housing projects. If it is not just housing projects, I'd like to know what are the master plans are about and if library funding of projects are included. And we might want to lobby council members to include library issues in their webpages for better community outreach.