Agenda Packet_09.04.19CITY OF CUPERTINO
LIBRARY COMMISSION
AGENDA
Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank
Wednesday, September 4, 2019
7:00 PM
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Regular Meeting of August 7, 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: Update of the Action Plan to Address Parking Scarcity and 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 Offsite Parking at Nearby School During Peak Weeknight
and Weekend Hours.
3.Subject: Continue to 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. Recommend Program Improvements, as Needed.
4.Subject: 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.
NEW BUSINESS
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Library Commission Agenda September 4, 2019
5.Subject: Discussion about Adding a Youth Representative to the Library Commission
6.Subject: Discussion and Review of the Existing Architectural Plans for the Addition of
the Program/Community Meeting Room.
STAFF AND COMMISSION REPORTS
7.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
8.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.
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Library Commission Agenda September 4, 2019
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, August 7, 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, Christie Wang
City/County Library Staff: Kim Calame, Clare Varesio
Absent: Rahul Vasanth
Attendance: None
APPROVAL OF MINUTES
1. Special Meeting of July 10, 2019
Commissioner Pan amended the minutes under Old Business, item number 2, to add the
following sentence: The progress of the Community Room Working Group was discussed
briefly. Also, under Old Business, item number 7, the number 1400 was corrected to 1425.
Commissioner Pan motioned to approve the draft minutes with the amendments stated above.
Vice Chair Wo seconded. Motion passed with 3 yes, 1 abstain, and 1 absent.
CEREMONIAL MATTERS AND PRESENTATIONS
None
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
2. Discussion Recruitment Tasks and Timeline for Selecting the 2020-21 Poet Laureate.
Consider All Options for Filling the Open Poet Laureate Position for the 2020-21 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.
The Commission reviewed and discussed the current situation for the Poet Laureate program,
referencing the 2016 Cupertino Poet Laureate Playbook. Assigned the following tasks:
- Vice Chair Wo will work with Clare to reach out to various groups on forming the
Selection Committee for the next Poet Laureate, including the Library Foundation, past
Poet Laureates, local schools or De Anza College staff, etc.
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- Commissioner Wang to work with City staff on flyers for the Selection Committee and
Poet Laureate Recruitments
- Chair Crabtree to work on a recruitment letter
This item will be brought back in the September meeting.
3. 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.
Commissioner Qin provided an update to the Commission, reviewing the timeline for the next
steps. The perch design will be the starting point, followed by an assessment of the current
library, budget assessment, design bid/build presentation to City Council for approval in
October, with the goal of finishing by 2021. The next working group meeting will be on
Thursday, August 22. The Library Foundation may host additional meetings as needed.
4. Discuss, Edit, and Recommend Approval of FY 2019-2020 Library Commission Work Plan
Items to Submit for City Council Approval.
The Commission reviewed the proposed work plan. Vice Chair Wo motioned to submit the
draft work plan to City Council for approval as attached. Commissioner Pan seconded.
Motioned passed with 4 yes and 1 absent.
NEW BUSINESS
None
STAFF AND COMMISSION REPORTS
5. Cupertino Community Librarian Report
Clare Varesio reported as submitted.
County Librarian Report
Clare Varesio reported as submitted.
Friends of the Library Report
None
Cupertino Library Foundation Report
None
Commissioner Reports
Chair Crabtree reported on the recent Mayor’s meeting.
Poet Laureate Report
None
Staff Report
Spoke about email usage and the current City policy. Should contact the City liaison if
they have any issues connecting to their City email addresses. Also reminded the
Commissioners about submitting head shot photos and bios for the Commission’s
website page.
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6. Discussion of Commissioners’ Attendance at Upcoming Meetings and Community Events
Chair Crabtree mentioned that City staff are currently looking into the possibility of attending
meetings remotely. Will add an agenda item of looking into adding a young member to the
Commission to the September meeting.
ADJOURNMENT: The meeting adjourned at 9:00 p.m. to September 4, 2019 at 7:00 p.m.
Respectfully Submitted by,
Kim Calame, Recreation Supervisor
Minutes approved at the _________ meeting.
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