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Agenda Packet_06.05.19CITY OF CUPERTINO AGENDA LIBRARY COMMISSION 7:00 PM Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank Wednesday, June 5, 2019 CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1.Subject: Regular Meeting of May 1, 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 the City Council Work Program Item "Library Community Room Addition". Consider Immediate Action to Show Support for the Addition of a Community Room Inside the Cupertino Library. Receive Update from the Cupertino Library Foundation, as Available. 3.Subject: Discussion of a Marketing Plan and Scheduling of Outreach Events to Promote the Tri-Annual Library Survey. The Survey Opened on 5/22/2019. Follow Up with Library District Staff to Learn To-date Participation Numbers, if Available. Determine if Individual Efforts to Promote the Survey are Sufficient OR if Organized Outreach is Necessary to Boost the Participant Total to the Preferred Target Number Page 1 June 5, 2019Library Commission AGENDA 4.Subject: Receive Update on the Current Process Library Staff Follows to Reserve Community Hall for Library Programming and Recommendations for Improvement. As of 5/1/2019, the Library District Had Stopped Booking Library Programs at Community Hall Due to Unacceptable Terms Identified in the Indemnity Portion of the Reservation Application. Consider Actions to Show Support for an Efficient and Unambiguous Reservation Process that Ensures Timely Confirmation of Each Priority Use of Community Hall by the Library 5.Subject: Discussion of Future Library Commission Work Plan Items to Submit for City Council Approval for FY 2019-2020 Draft Work Plan NEW BUSINESS 6.Subject: Discussion of Environmental Factors, Such as Seating, Noise Level, Tutoring Activity, Affecting Patron Satisfaction and Library Use. Update on the Plan to Redesign Seating and Study Spaces STAFF AND COMMISSION REPORTS 7.Subject: Receive Monthly Update Reports from: Cupertino Community Librarian County Librarian Friends of the Library Cupertino Library Foundation Commissioners Poet Laureate 8.Subject: Discussion of Commissioners' Attendance at Upcoming Meetings and Community Events ADJOURNMENT Page 2 June 5, 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, May 1, 2019 LIBRARY COMMISSION REGULAR MEETING CALL TO ORDER At 7:00 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, Christie Wang City/County Library Staff: Christine Hanel, Robyn McCreight, Chris Brown, Nancy Howe Absent: None Attendance: Vasanth Krishnamurthy, Brent Bardsley APPROVAL OF MINUTES Meeting of April 3, 2019 Commissioner Vasanth motioned to approve the draft minutes. Commissioner Pan seconded. Motion passed with 4 yes and 1 abstain. Commission Vasanth motioned to rescind the approval of the draft minutes. Chair Crabtree seconded. Motion passed unanimously. Commissioner Vasanth made a motion to approve the minutes with the following amendments: under Old Business, Item #3, change update these items on the Priority Items list: - Community Outreach to Community Outreach, Including Collaboration with Local Schools - Parking/Patron Drop-Off to Parking and Patron Drop-Off - Community Room Expansion to Solve Programming and Library Space Issues And under New Business, Item #4, change “Commissioner Pan” to “Commissioners”. Commissioner Pan seconded. Motion passed with 4 yes and 1 abstain. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS Brent Bardsley, Cupertino resident, requested the Commission consider banning cell phone usage at the Library to ensure a nice, quite place to read. WRITTEN COMMUNICATIONS The Commission received communications from the Girl Scouts about building mini-library stations in parks. Commissioner Vasanth will work with the Girl Scouts on the project. OLD BUSINESS Discussion of a Marketing Plan for the Tri-Annual Library Survey The Commission discussed the survey, which will launch on Monday, May 20th. Library staff submitted a desk item, which will be added as public record, and requested support of non- english speakers to help with the survey. Commissioner Wang will reach out to other Commissions for their assistance. Commissioner Wang motioned to create a subcommittee for the marketing plan, nominating Vice Chair Wo and Commissioner Pan to be part of the committee. Commissioner Vasanth seconded. Motion passed unanimously. Discussion of Future Library Commission Work Plan Items to Submit for City Council Approval for FY 2019-2020 Chair Crabtree motioned to postpone this item to the next meeting. Vice Chair Wo seconded. Motion passed unanimously. NEW BUSINESS Discussion of the Current Process Library Staff Follows to Reserve Community Hall for Library Programming and Recommendations for Improvement. Consider Actions to Show Support for an Efficient and Unambiguous Reservation Process that Ensures Timely Confirmation of Each Priority Use of Community Hall by the Library Item was postponed to the June meeting. An update will be provided. Discussion of the City Council Work Program Item “Library Community Room Addition”. Consider Immediate Actions to Show Support for the Addition of a Community Room Inside the Cupertino Library Item was postponed to the June meeting. Henry Sang from the Cupertino Library Foundation will come and speak on the item. Discussion of Opportunities to Open Community Hall for Student Use. Confirmed Study Hall Dates at Community Hall Include: 12 pm to 5pm, Saturdays on 5/25/2019 and 6/1/2019 Item was discussed. A flyer on the event was submitted for public record. Discussion of the Commission’s Participation in the Sunday, May 5, 2019 Volunteer Fair. Share Information About How to Volunteer for the Event. Review the Draft Handout and Update as Needed. The Commission discussed the draft handout for the Volunteer Fair. Vice Chair Wo will attend from noon to 2pm. Commissioner Pan and Commission Vasanth will attend from 1pm to 2pm. 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 Wang will send her notes on the Mayor’s meeting to staff to distribute to the Commission. Poet Laureate Report None Staff Report None Calendar Review Item was not discussed. ADJOURNMENT: The meeting adjourned at 9:25 p.m. to June 5, 2019 at 7:00 p.m. Respectfully Submitted by, Christine Hanel, Assistant Director of Parks and Recreation Minutes approved at the _________ meeting. 1 / 5 DRAFT, 4/25/2019 – FY 2019-2020 Work Plan, Library Commission Community Livability Project Title Project Objective Progress to Date Merged Columns 4-5 Next Steps, Timeline Current Status Goal End Date Merged Columns 9-13, Refer to Council’s Proposed FY 2019-2020 Work Program Council Work Program Item Library Community Room Addition Create additional programming space -Preferred alternative was adopted by City Council in 2015. -Funding was pledged by Irvine Company in development agreement for Hamptons development pending issuance of building permits. -Irvine Company (Hamptons Appts) has stated project is currently on hold. - In February 2019, Council authorized $311k of annual funding offset for FY 2019-20 & FY 2020-21 from County for building addition design services. -Proceeding with FY 2019-20 design funding request in Capital Improvement Program (CIP). Initiate architectural design. Authority to begin design will be presented in FY 2019- 2020 CIP budget. Authority to begin construction will occur in future, pending Council Direction. In Progress Meet programming needs of the library June 2021 Budget: TDB Expenses to Date: N/A Est Staff Hours: 2000 Staff Lead: Roger Lee Dept: Public Works Library Commission Work Plan Items Solve Programming and Library Space Issues. Support the efforts of Council and community-based organizations to address space constraints affecting programming, meeting, and study uses of the library. Duration: ongoing, as needed. See also: Public and Private Partnerships. Address Library Parking Space Shortage and Safety Issues Affecting Library Patron Drop-off and Pick-up. This item is related to the Library Community Room Addition, but some aspects can be addressed independent of new construction. For example, explore opportunities for off-site parking during peak evening and weekend hours. Duration: ongoing, as needed. 2 / 5 Public Engagement and Transparency Project Title Project Objective Progress to Date Merged Columns 4-5 Next Steps, Timeline Current Status Goal End Date Merged Columns 9-13, Refer to Council’s Proposed FY 2019-2020 Work Program Council Work Program Item (Related or Complementary Project) Review Current Commissions ...Consider having a meeting where like commissions from other jurisdictions can come together to share ideas and experiences. - Research on best practices conducted. - Restructured commission work program process and introduced process to all commissions. - Survey conducted for commissioner feedback. 1) Report back to Council regarding commission feedback, Spring 2019 2) Plan and execute implementation of commission process changes according to Council direction and decision, Summer/Fall 2019 In Progress 1) Provide an opportunity for every commissioner to provide feedback. 2) Provide options for Council to consider regarding commission process changes. Spring 2020 Budget: $3,000 Expenses to Date: N/A Est Staff Hours: 500 Staff Lead: Katy Nomura Grace Schmidt Dept: City Manager’s Office/City Clerk Library Commission Work Plan Item Promote Partnership Opportunities with Community-based Organizations to Bring Programs to Cupertino Library Patrons. Partner organizations can include but are not limited to: sibling city commissions, local school districts, the Cupertino Library Foundation, and Friends of the Cupertino Library. Commissioners will connect with potential partner organizations to strengthen connections, identify common goals, and support shared initiatives. Possible initiatives could include organizing workshops about parenting styles or stress management, supporting efforts to bring library services to Cupertino schools, or other items of interest to the community. Duration: ongoing. 3 / 5 Public Engagement and Transparency Project Title Project Objective Progress to Date Merged Columns 4-5 Next Steps, Timeline Current Status Goal End Date Merged Columns 9-13, Refer to Council’s Proposed FY 2019- 2020 Work Program Council Work Program Item (Related or Complementary Project) Neighborhood Engagement*Priority Setting Item* Increase membership in, and engagement with, neighborhood groups and members. Provide support for Councilmembers who want to conduct town hall/office hour meetings with residents. Currently we have more than 300 members in the Block Leader Program 1) Work with Block Leaders and Neighborhood Watch volunteers, as well as neighborhood groups to be neighborhood representatives and stakeholders related to City relations. 2) Continue outreach to areas in Cupertino that do not currently have Block Leader and Neighborhood Watch membership. June 2020 In Progress Increase Block Leader and Neighborhood Watch membership. June 2020 Budget: $2,000 Estimate hour: 500 Staff Lead: Brian Babcock Dept: City Manager’s Office/Block Leader/Neighborhood Watch Library Commission Work Plan Item Support Data Collection, Analysis of Results, and Policy Recommendations Associated with the Tri-annual Library Patron Survey. Support the efforts of the Santa Clara County Library District to engage with the community to gather data regarding library patrons’ needs and interests. Analyze the survey data to identify opportunities to improve library services and programming for patrons. Duration: data collection, Spring 2019. Analysis of results and policy recommendations, ongoing thereafter. 4 / 5 Operational Efficiency Project Title Project Objective Progress to Date Merged Columns 4-5 Next Steps, Timeline Current Status Goal End Date Merged Columns 9-13, Refer to Council’s Proposed FY 2019-2020 Work Program Council Work Program Item (Related or Complementary Project) Recreation and Community Services Marketing Plan and Program Review Create additional programming space Contract was awarded in 2018 Provide background information and data to LERN, the contractor who will be completing the process in November 2019, Fall 2019 In Progress To create a marketing plan that includes an analysis of programs to offer, fees to charge and evaluation of the department program brochure. Winter 2019 Budget: $20,000 Expenses to Date: $4,000 Est Staff Hours: 150 Staff Lead: Christine Hanel Dept: Recreation and Community Services Library Commission Work Plan Item Collaborate with the Recreation and Community Services Department and the Current Poet Laureate to Select the 2020-2021 Poet Laureate. Promote Poet Laureate Events Throughout the Year. Support the effort to select the next Poet Laureate in whatever capacity is needed or required. Promote and attend Poet Laureate Events whenever possible. 5 / 5 Public and Private Partnerships Project Title Project Objective Progress to Date Merged Columns 4-5 Next Steps, Timeline Current Status Goal End Date Merged Columns 9-13, Refer to Council’s Proposed FY 2019-2020 Work Program Council Work Program Item Library Lease Sign a new lease with the Library JPA for use of the City’s Library facility. Staff has begun meeting with Library staff to discuss terms of the new lease. 1) Begin negotiation of new lease/MOU, ongoing 2) Coordinate lease terms with Council, May 2019 3) Final lease agreement, August 2019 4) Develop license agreement with Library addressing program opportunities and Community Hall In Progress Complete updated lease agreement Sept 2019 Budget: N/A Expenses to Date: N/A Est Staff Hours: 280 Staff Lead: Chad Mosley Heather Minner Jeff Milkes Roger Lee Dept: Public Works City Attorney’s Office Recreation & Community Services Library Commission Work Plan Items Solve Programming and Library Space Issues. Support the efforts of Council and community-based organizations to address space constraints affecting programming, meeting, and study uses of the library. Duration: ongoing, as needed. See also: Community Livability.