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Agenda PacketCITY OF CUPERTINO AGENDA CUPERTINO LIBRARY COMMISSION Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank Wednesday, December 4, 2019 7:00 PM CALL TO ORDER ROLL CALL APPROVAL OF MINUTES 1. Subject: Regular Meeting of November 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: Discuss Ideas for Library Commission to Host an Event for the Cultural Exchange Youth Program. 3. Subject: Discuss Recruitment Tasks, Timeline, Action Plan, and/or Promotional Material for Selecting the 2020-2021 Poet Laureate. Discuss Plans for Honoring and Celebrating Cupertino's 2018-2019 Poet Laureate as well as Welcoming the 2020-2021 Poet Laureate. 4. Subject: Consider Draft Letter to Council to Address Parking Scarcity/Suggestions for Encouraging Off -Site Parking and Use of Alternative Forms of Transportation for Library Visitors. Revise as Needed. 5. Subject: Consider Draft Letter to Council to Address Abuse of the 4-Minute Parking Located Near the Book Return and Support Options to Increase Enforcement Opportunity for Use of the 4-Minute Parking Stalls. Page I Library Commission Agenda December 4, 2019 6. Subject: Receive Update from Working Group Regarding Potential Quiet Zones and Signage in the Library. 7. 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 8. Subject: Discuss Opportunities for Library Commission to Work With Teen Commission Regarding Hosting an Event for Middle School Students. 9. Subject: Modify Schedule of January 2020 Commission Meeting. STAFF AND COMMISSION REPORTS 10. 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 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 December 4, 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, November 6, 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: Kim Calame, Whitney Zeller, Chris Brown, Robyn McCreight Absent: None Attendance: None APPROVAL OF MINUTES Regular Meeting of October 2, 2019 Commissioner Pan motioned to approve the draft minutes. Commissioner Wang seconded. Motion passed with 5 yes. CEREMONIAL MATTERS AND PRESENTATIONS None POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Written Communication was received by the commission and staff members from community member Gladys Wong, relating to agenda item number 3. OLD BUSINESS 2. Discuss Library Quiet Space. The Commission discussed potential areas and seating arrangements to encourage a quieter setting in part of the library. Deputy County Librarian Brown confirmed that there is no district policy on quiet spaces, but encouraged the Commission to work with Clare Varesio to implement signage to enforce a quiet space. Commissioner Pan motioned to create a working group of herself and Commissioner Vasanth to work directly with Clare Varesio and Nancy Howe to implement a quiet space. Working group will not be required to return to Commission for approval of signage. Commissioner Vasanth seconded. Motion passed unanimously with 5 in favor. 3. Review Mockup of Signage for 4-Minute Parkin Stalls. talls. Chair Crabtree shared public comment from Gladys Wong. Chair Crabtree motioned to create a working group of herself and Commissioner Wang to address Council regarding parking issues at the library. Commissioner Pan seconded the motion. The motion passed with 4 in favor and 1 opposed. 4. Discuss the use of Cupertino Unified School District/Eaton Parking Lot After School Hours and During Weekends. The Commission discussed opportunities to use and promote the Eaton Parking lot as an alternative for library patrons. Chair Crabtree motioned to create a workgroup of herself and Commissioner Pan to receive a status update from Public Works on this issue and to write a letter to Council and Roger Lee regarding expansion of parking at the library. Motion was seconded by Commissioner Pan. Motion carries unanimously with 5 in favor. 5. 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. Commissioner Wang shared an update on the 2020-2021 Poet Laureate selection. The application is live on the website. Ann Muto has agreed to be the Chairperson for the committee and Caroline Lingley has agreed to be the Co -Chairperson. The next step is to create a timeline for interviews and selection. 6. 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 Pan suggested having a consistent group attend future meetings. Two options are currently being considered. Commissioners Pan and Wo will attend future meetings, other Commissioners will substitute as needed. NEW BUSINESS 7. Review and Provide Feedback on the Draft Ethics Protocol The Commission agreed to send comments and suggestions to staff by end of day Wednesday, November 13th to be compiled and sent to the City Manager's Office. 8. Discuss Ideas for Library Commission to Host an Event for the Cultural Exchange Youth Program. Item was postponed to the December 5th meeting. Commissioners Wo and Wang will send wording for agenda item to staff. STAFF AND COMMISSION REPORTS 9. Cupertino Community Librarian Report Robyn McCreight reported as submitted. - Noted that numbers reported were high due to students being assigned library cards to their student ID's. County Librarian Report Chris Brown reported as submitted. - County is working on bulking up resources for southern territories, which have lower attendance at events. Friends of the Library Report Cupertino Library Foundation Report Commissioner Reports Poet Laureate Report Staff Report Kim Calame shared that there is a new Interim Director for Parks and Recreation, Randy Schwartz. 10. Discussion of Commissioners' Attendance at Upcoming Meetings and Community Events Chair Crabtree noted that there will be a town hall on November 201h discussing the library expansion and transportation. ADJOURNMENT: The meeting adjourned at 9:30 p.m. to December 4, 2019 at 7:00 p.m. Respectfully Submitted by, Kim Calame, Recreation Supervisor Minutes approved at the meeting.