Agenda Packet_08.07.19CITY OF CUPERTINO
LIBRARY COMMISSION
AGENDA
Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank
Wednesday, August 7, 2019
7:00 PM
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Special Meeting of July 10, 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: Discuss Recruitment Tasks and Timeline for Selecting the 2020-2021 Poet
Laureate. Consider All Options for Filling the Open Poet Laureate Position for the
2020-2021 Term. Review Guidance Received from the Current Poet Laureate on
7/10/2019 to Improve the Support and Operation of the Poet Laureate Program.
Recommend Program Improvements, as Needed.
3.Subject: As Available, Receive Update and Action Items from the Working Group or
Cupertino Library Foundation Regarding the Addition of a Community Room Inside
the Cupertino Library, As Available.
4.Subject: Discuss, Edit, and Recommend Approval of FY 2019-2020 Library Commission
Work Plan Items to Submit for City Council Approval.
Library Comm Draft Work Plan 07.11.19
NEW BUSINESS
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Library Commission Agenda August 7, 2019
STAFF AND COMMISSION REPORTS
5.Subject: Receive Monthly Update Reports from:
Cupertino Community Librarian
County Librarian
Library Expansion Working Group
Friends of the Library
Cupertino Library Foundation
Commissioners
Poet Laureate
Staff
6.Subject: Discussion of Commissioners' Attendance at Upcoming Meetings and
Community Events
ADJOURNMENT
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.
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DRAFT MINUTES
LIBRARY COMMISSION
Wednesday, July 10, 2019
LIBRARY COMMISSION SPECIAL MEETING
CALL TO ORDER
At 7:05 p.m., Chair Crabtree called the meeting to order at the Cupertino Library, 10800 Torre
Ave, Cupertino, in the Story Room.
ROLL CALL
Commissioners: Liana Crabtree, Amanda Jia Wo, Qin Pan, Rahul Vasanth (arrived at 7:50pm)
City/County Library Staff: Roger Lee, Jeff Milkes, Clare Varesio
Absent: Christie Wang
Attendance: Kacey McCormick
APPROVAL OF MINUTES
1. Meeting of June 5, 2019
Commissioner Pan motioned to approve the draft minutes. Vice Chair Wo seconded. Motion
passed with 3 yes and 2 absent.
CEREMONIAL MATTERS AND PRESENTATIONS
None
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
Chair Crabtree moved item number 8 up to next on the agenda.
NEW BUSINESS
8. Receive Update from Poet Laureate Kaecey McCormick About Items of Special Interest to
the Poet Laureate Program. Discuss Recruitment Tasks and Timeline for Selecting the 2020-2021
Poet Laureate.
Kaecey McCormick brought forward some concerns, such as the limited timing of the
appointment, need for more infrastructure assistance (website, a set budget vs reimbursements,
storage, etc.) and support from a City staff liaison. Offered to potentially extend her current
term by a year. Item will be brought back to the August meeting for discussion. The
Commission will select and serve on the Steering Committee for the program.
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OLD BUSINESS
2. Update of the Action Plan to Address Parking Scarcity and the Abuse of the 4 Minute
Parking Located Near the Book Return. Discussion of Options to Improve Patron Safety and
Traffic Flow During Drop-off and Pick-up at the Library. Discussion of Opportunities, if Any,
for Offside Parking at Nearby School During Peak Weeknight and Weekend Hours.
Roger Lee, Director of Public Works, presented a parking analysis of City Hall/the Library. The
Commission discussed various methods to alleviate parking such as:
- Use of the parking lot at Eaton Elementary
- Remote book drop off location
- Using shuttles, changing streets to pedestrian, potential turn around areas, etc.
Will add the Library Addition Working Group to future agendas as an update opportunity.
3. As Available, Receive Update and Action Items from the Working Group or Cupertino
Library Foundation to Support the Addition of a Community Room Inside the Cupertino
Library
Postponed.
Chair Crabtree moved item number 6 up to next on the agenda.
6. Discuss, Edit, and Decide the Future Library Commission Work Plan Items to Submit for
City Council Approval for FY 2019-2020.
The Commission reviewed the draft work plan items. Agreed to the content, but preferred to
prioritize the order of the items. Vice Chair Wo motioned to form a subcommittee (consisting of
Commissioner Vasanth and Chair Crabtree) to prioritize and complete the work program and
send to Staff by July 16 to present to City Council by August. Commissioner Pan seconded.
Motion passed with 4 yes and 1 absent.
4. Review and Recommend Edits to the List of Behavior Standards for the Santa Clara
County Library District. Continue Discussion to the Environmental Factors Agenda Item from
6/5/2019. Receive Ideas for Signage to Promote Productive Study and Collaborative Activity in
the Library. Send Inputs to the Assistant County Librarian in Advance of the August Library
Commission Meeting.
The Commission reviewed the behavior standards and discussed potential edits, including
sound issues and unattended children. The District will gather input from 7 library
commissions in the county. Can send further edits to the Assistant County Librarian.
5. Receive Update of the Current Process Library Staff Follows to Reserve Community Hall
for Library Programming Today and, If Applicable, in the Future as the Result of a Possible
New Community Hall Use Agreement.
Clare Varesio reviewed the recently approved agreement between the City and the Library in
regards to the use of Community Hall. The now signed agreement allows continued
reservations of Community Hall by the Library staff.
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7. Receive Update for the Closure of the Data Gathering Phase for the SCCL 2019 Customer
Satisfaction Survey.
Had 1400 responses in total, with triple the ESL responses compared to previous years. The
survey occurs every 3 years.
STAFF AND COMMISSION REPORTS
9. Cupertino Community Librarian Report
As submitted.
County Librarian Report
As submitted.
Friends of the Library Report
None
Cupertino Library Foundation Report
None
Commissioner Reports
None
Poet Laureate Report
None
Staff Report
Reported on the recent change in staff positions and appointed Kim Calame as the new
staff liaison for the Commission.
10. Discussion of Commissioners’ Attendance at Upcoming Meetings and Community Events
Commissioners to attend the next Mayor’s meetings as follows:
- August: Commissioner Vasanth
- September: Commissioner Pan
- October: Vice Chair Wo
- November: Commissioner Wang
- December: Chair Crabtree
ADJOURNMENT: The meeting adjourned at 9:24 p.m. to August 7, 2019 at 7:00 p.m.
Respectfully Submitted by,
Jeff Milkes, Director of Parks & Recreation
Minutes approved at the _________ meeting.
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1 / 5 FY 2019 – 2020 Work Plan, Library Commission
FY 2019-2020 Work Plan, Library Commission
Community Livability
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.
Related Council Work Program Item
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
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
Related Municipal Code Items (Library Commission, 2.68.070 Duties–Powers–Responsibilities)
A. Consult with the City Council, the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the functioning of the
physical facilities of the Cupertino Library and shall make recommendations from time to time for improvement or modification thereof;
C. Consult with and act as liaison with private community groups supportive of the library program;
D. Consult with the architect and the City Council in the planning of any main or branch library building facilities, including locations, building
layout, architecture, landscaping and furnishings;
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2 / 5 FY 2019 – 2020 Work Plan, Library Commission
Public Engagement and Transparency
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.
Related Council Work Program Item
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
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
Related Municipal Code Item (Library Commission, 2.68.070 Duties–Powers–Responsibilities)
C. Consult with and act as liaison with private community groups supportive of the library program;
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3 / 5 FY 2019 – 2020 Work Plan, Library Commission
Public Engagement and Transparency
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.
Related Council Work Program Item (Complementary Project)
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
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
Related Municipal Code Item (Library Commission, 2.68.070 Duties–Powers–Responsibilities)
B. Consult with the City Council, the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the Cupertino Library
programs and services to the community and shall make recommendations from time to time for improvements or modifications thereof;
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4 / 5 FY 2019 – 2020 Work Plan, Library Commission
Operational Efficiency
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.
Related Council Work Program Item
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
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
Related Municipal Code Item (Library Commission, 2.68.070 Duties–Powers–Responsibilities)
B. Consult with the City Council, the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the Cupertino Library
programs and services to the community and shall make recommendations from time to time for improvements or modifications thereof;
C. Consult with and act as liaison with private community groups supportive of the library program;
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5 / 5 FY 2019 – 2020 Work Plan, Library Commission
Public and Private Partnerships
Library Commission Work Plan Item
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.
Related Council Work Program Item
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
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
Related Municipal Code Item (Library Commission, 2.68.070 Duties–Powers–Responsibilities)
B. Consult with the City Council, the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the Cupertino Library
programs and services to the community and shall make recommendations from time to time for improvements or modifications thereof;
C. Consult with and act as liaison with private community groups supportive of the library program;
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