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Agenda PacketCITY OF CUPERTINO AGENDA CUPERTINO LIBRARY COMMISSION Cupertino Library,10800 Torre Ave, 2nd Floor ThinkTank Wednesday, November 6, 2019 7:00 PM Amended Amended on 11/01/19 at 11:23a.m. to add items Nos. 4 and 8 to the agenda. CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1. Subject: Regular Meeting of October 2, 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 library quiet space. 3. Subject: Review mockup of signage for 4-minute parking stalls. 4. Subject: Discuss the use of Cupertino Unified School District/Eaton parking lot after school hours and during weekends 5. 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. Page 1 Library Commission Agenda November 6, 2019 6. 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 7. Subject: Review and provide feedback on the draft ethics protocol. DRAFT Ethics Protocol 8. Subject: Discuss ideas for Library Commission to host an event for the Cultural Exchange Youth Program STAFF AND COMMISSION REPORTS 9. Subject: Receive Monthly Update Reports from: Cupertino Community Librarian County Librarian Monthly Update Library Expansion Working Group Friends of the Library Cupertino Library Foundation Commissioners Poet Laureate Staff 10. 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 Page 2 Library Commission Agenda November 6, 2019 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 CITY OF ICI DRAFT MINUTES CUPERTINO LIBRARY COMMISSION Wednesday, October 2, 2019 LIBRARY COMMISSION REGULAR MEETING CALL TO ORDER At 7:01 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: Kim Calame, Whitney Zeller, Jennifer Weeks, Clare Varesio Absent: None Attendance: None APPROVAL OF MINUTES Regular Meeting of September 4, 2019 Commissioner Pan amended the minutes under Discussion of Commissioners' Attendance at Upcoming Meetings and Community Events, item number 8, to include a quiet space discussion as an agenda item in the October meeting. Commissioner Pan motioned to approve the draft minutes with the amendment stated above. Commissioner Vasanth seconded. Motion passed with 4 yes, 1 abstain. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS Commissioner Pan requested November's agenda to reflect the quiet zone agenda item. ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS An e-mail was received by the commission and staff members on October 2, 2019 from community member Gladys Wong. Wong expressed concern over the lack of parking at the library and consequential safety issues. Commissioner Vasanth shared that he had responded to Wong and informed them of the status of parking and traffic initiatives at the library. Chair Crabtree requested to have the topic added as an agenda item to for the November meeting and invite Wong to attend. OLD BUSINESS 2. Discuss and Recommend to Code Enforcement Staff the Finalized Verbiage for the A -Frame Sign to Discourage Long Term Parking in the 4 Minute Parkin Stalls. talls. Chair Crabtree shared the options that had been narrowed down to decide on. The Commissioners discussed shortening the text of Option 3 to read: "Parking Longer Than 4 Minutes in Book Drop Stalls May Result in Fines of a Minimum $69. Yikes!" Commissioner Pan expressed concern in making sure to set an appropriate tone with the verbiage to ensure it is taken seriously. Chair Crabtree suggested requesting a mockup for the next meeting to allow the commission to review for any final changes. Vice Chair Wo motioned to approve the verbiage for the A -frame sign to read "Parking Longer Than 4 Minutes in Book Drop Stalls May Result in Fines of at Least $69. Yikes!". Commissioner Vasanth seconded. Motion passed with 3 yes, 1 no and 1 abstain. 3. Continue to Discuss 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. Recommend Program Improvements, as Needed. Chair Crabtree requested to keep the issue as a standing item on the agenda until the Poet Laureate is selected. Vice Chair Wo mentioned that more clarification on the selection process is needed. Vice Chair Wo and Commissioner Wang will visit Quinlan Community Center on Friday to review the existing information on the selection process provided in the Poet Laureate guidebook. 4. Discussion About Adding a Youth Representative (Commissioner Alternative) to the Library Commission. Library Staff member Clare Varesio shared that the Teen Librarian and the Teen Advisory Board were made aware last week of the interest in having members attend Commission meetings and provide input. The group will contact the Commission if anyone is interested. Chair Crabtree restated that the idea of this item is to have a cross-section of voices and provide the opportunity to have representation from the teen community who can deliberate with the Commission. Commissioner Pan expressed concern regarding the time commitment, motivation and aptness of teen participation in all Commission meetings. Commissioner Pan suggested either having an agenda item for the Teen Commission to report on, or to invite them to attend as members of the public and see if there is any interest. Chair Crabtree suggested reaching out to the existing youth groups and encouraging them to send representatives to Library Commission meetings. Vice Chair Wo motioned to send an invitation to the groups to attend meetings. Commissioner Wang seconded the motion. Motion passed unanimously with 5 yes. Chair Crabtree offered to send the invitation via email to Clare Varesio, who will forward it to the Teen Advisory Commission. 5. 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. Commissioner Vasanth and Vice Chair Wo attended the September 12thworking group meeting, where Assistant City Manager, Dianne Thompson led an activity to categorize suggestions for the community room into either "essential", "discretionary", or "dream" items. Some items categorized as "essential" included minimum 130-person capacity, a utility sink, supplemental storage, spillover seating, restrooms, janitor's closet, storage for tables and chairs, low maintenance, good acoustics, and AV capabilities. Other items discussed included a kitchenette, separate off -hour entry, ability to modify the space, ability to hang artwork, and 1-2 conference rooms. Jennifer Weeks shared that the Saratoga and Campbell libraries have great examples of after hour access spaces. Chair Crabtree requested that Commissioner Vasanth mention the suggestion at the next meeting of having a multi -gender hand washing area outside of the bathrooms to limit the need and cost of additional pluming in each of the bathrooms. Commissioners Vasanth and Pan will attend the next working group meeting on October 171h. NEW BUSINESS STAFF AND COMMISSION REPORTS 6. Cupertino Community Librarian Report Clare Varesio reported as submitted. - Library has tech kits that can be requested - August circulation and visitation had an increase - Seating project is complete and in use - Evens coming up include kids' concerts, Hispanic heritage, kids' art programs, national voter registration day and wellness lectures - Outreach has been successful County Librarian Report Jennifer Weeks reported as submitted. - Silicon Valley Reads announcement - Tonya Lee Stone will be visiting schools all over the valley - Los Altos is also adopting a passport program - Distinguished author series - Family literacy concert series Friends of the Library Report - Upcoming book sale Cupertino Library Foundation Report None Commissioner Reports Commissioner Vasanth reported on the Hindu American Foundation (HAF) Gala. - There were a lot of elected officials from around the area in attendance. A Hayward Councilmember invited the Commission to visit and view their maker space in their recently remodeled library. Vice Chair Wo reported on the recent Mayor's meeting. - The due date for lender proposals is October 30f. - The Audit Committee reported that Cupertino was awarded for their budget planning. - TAG Commission mentioned that they are looking for an expert to explain FCC standards. - Bike Committee shared that in November they will provide a feasibility study for a walking bridge to connect Carmen rd. over Stevens Creek Blvd. The bike festival was successful. The design for the paved Regnart Creek trail has been selected. - Fine Arts Commission shared that two walls were identified for murals. A youth art contest will be held with the theme of "what makes me smile". - Teen Commission reported the success of their Bobateeno event. - Parks and Recreation Commission reported that the Dog Off Leash Area (DOLA) is now open at Jollyman park. They also gave an update on their community garden proposal. - Housing commission discussed short term rentals and quiet hours from 9pm — 7am, as well as a 2 person/room restriction. Chair Crabtree shared that there will be a bike ride at gam that all are welcome to attend. Poet Laureate Report None Staff Report Kim Calame noted that we will add a quiet space agenda item for the November meeting. The Commissioners' Dinner will be on October 7h at 6pm at the Quinlan Community Center in the Cupertino Room. Each commission will have a representative to briefly explain what their commission does and will hand out awards to incoming and outgoing commissioners. Chair Crabtree will preset for the Library Commission. All commissioners from the Library Commission will be attending. Kim will coordinate a reset for Vice Chair Wo's e-mail, which is still having issues. Biographies were received for Commissioners Pan and Vasanth. Biographies and photos are still needed for Commissioner Wang and Vice Chair Wo for the website. There will be a Spring Volunteer Fair if the commission would like to have a table. 7. Discussion of Commissioners' Attendance at Upcoming Meetings and Community Events Commissioner Wang will attend November's Mayor's meeting. ADJOURNMENT: The meeting adjourned at 9:07 p.m. to November 6, 2019 at 7:00 p.m. Respectfully Submitted by, Kim Calame, Recreation Supervisor Minutes approved at the meeting. CITY OF CUPERTINO ETHICS PROTOCOL The citizens, businesses and organizations of the City are entitled fair, ethical and accountable local government that has earned the public's full confidence for integrity. To this end, the City Council has adopted this Ethics Protocol for City Council, appointed officials, and staff of the City of Cupertino to promote public confidence in the integrity of local government and its effective and fair operation. A. Comply with Law City elected/appointed officials and staff comply with the laws of the nation, the State of California and the City in the performance of their public duties. These laws include, but are not limited to: the United States and California constitutions, the Cupertino Municipal Code, City ordinances and policies, and laws pertaining to conflicts of interest, election campaigns, financial disclosures, employer responsibilities and open processes of governments. The City ensures its elected/appointed officials and staff receive regular training on ethics as required by state law. B. Conduct of Members The professional and personal conduct of City elected/appointed officials and staff should be above reproach and avoid even the appearance of impropriety. City elected/appointed officials and staff should refrain from abusive conduct, personal charges, or verbal attacks upon the character or motives of others, including members of the Council, boards and commissions, the staff, or the public. C. Respect for Process City elected/appointed officials and staff perform their duties in accordance with the processes and rules of order established by the City Council governing the deliberation of public policy issues, meaningful involvement of the public, and implementation of policy decisions of the City Council by City staff. D. Decisions Based on Merit City elected/appointed officials and staff base their decisions on the merits and substance of the matter at hand, rather than on unrelated considerations. E. Conflict of Interest In order to assure their independence and impartiality on behalf of the common good, City elected/appointed officials and staff do not use their official positions to participate in or influence decisions in which they have a material financial interest, an organizational responsibility, or a personal relationship, which may give the appearance of a conflict of interest. F. Gifts and Favors City elected/appointed officials and staff limit and report gifts as required by state law, and follow advice provided by the City Attorney. G. Confidential Information City elected/appointed officials and staff respect the confidentiality of information concerning the property, personnel, and affairs of the City. They neither disclose confidential information without proper legal authorization, nor use such information to advance their personal, financial or other private interests. H. Use of Public Resources City elected/appointed officials and staff do not use public resources, such as City staff time, equipment, supplies or facilities, for private gain or personal/political purposes. Representing the City & Advocacy When formally authorized to represent and/or advocate for the official policies or positions of the City, elected/appointed officials and staff must do so accurately and in a limited fashion that does not go beyond the scope of their authority. By contrast, when City elected/appointed officials and staff are presenting their individual opinions and positions on issues potentially relevant to the City, they must explicitly state they do not represent their body or the City and must not allow any inference that they do. Positive Work Place Environment City elected/appointed officials and staff support the maintenance of a positive and constructive work place environment for City employees and for citizens and businesses dealing with the City. City elected/appointed officials recognize their special role in dealings with City staff, taking care not to create any perception of inappropriate direction to staff. 1163555.1