Agenda Packet CITY OF CUPERTINO
AGENDA
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CUPERTINO LIBRARY COMMISSION
This will be a Teleconference Meeting with no Physical Location
Wednesday, August 5, 2020
7:00 PM
TELECONFERENCE/PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE
SPREAD OF COVID-19
In accordance with Governor Newsom's Executive Order No-29-20, this will be a
teleconference meeting without a physical location to help stop the spread of COVID-19.
Members of the public wishing comment on an item on the agenda may do so in the
following ways:
1) E-mail comments by 5:00 p.m. on Wednesday,August 5th to the Commission at
librarycommission@cupertino.org. These e-mail comments will be received by the
commission members before the meeting and posted to the City's website after the
meeting.
2) E-mail comments during the times for public comment during the meeting to the
Commission at librarycommission@cupertino.org. The staff liaison will read the emails into
the record, and display any attachments on the screen, for up to 3 minutes (subject to the
Chair's discretion to shorten time for public comments). Members of the public that wish to
share a document must email librarycommission@cupertino.org prior to speaking.
3) Teleconferencing Instructions
Members of the public may observe the teleconference meeting or provide oral public
comments as follows:
Oral public comments will be accepted during the teleconference meeting. Comments may
be made during "oral communications" for matters not on the agenda, and during the
public comment period for each agenda item.
To address the Commission, click on the link below to register in advance and access the
meeting:
Online
Please click the link below to join the webinar:
Page 1
Library Commission Agenda August 5,2020
https:Hcityofcupertino.zoom.us/webinar/register/WN_yGM29oDyTAajOfW4nLQNow
Phone
Dial 888 788 0099 and enter Webinar ID: 964 9977 3419 (Type *9 to raise hand to speak)
Unregistered participants will be called on by the last four digits of their phone number.
Or an H.323/SIP room system:
H.323:
162.255.37.11 (US West)
162.255.36.11 (US East)
213.19.144.110 (EMEA)
103.122.166.55 (Australia)
69.174.57.160 (Canada)
Meeting ID: 964 9977 3419
SIP: 96499773419@zoomcrc.com
After registering,you will receive a confirmation email containing information about
joining the webinar.
Please read the following instructions carefully:
1. You can directly download the teleconference software or connect to the meeting in your
internet browser. If you are using your browser, make sure you are using a current and
up-to-date browser: Chrome 30+, Firefox 27+, Microsoft Edge 12+, Safari 7+. Certain
functionality may be disabled in older browsers, including Internet Explorer.
2. You will be asked to enter an email address and a name, followed by an email with
instructions on how to connect to the meeting. Your email address will not be disclosed to
the public. If you wish to make an oral public comment but do not wish to provide your
name,you may enter "Cupertino Resident" or similar designation.
3. When the Chair calls for the item on which you wish to speak, click on "raise hand."
Speakers will be notified shortly before they are called to speak.
4. When called, please limit your remarks to the time allotted and the specific agenda topic.
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning to
attend this teleconference 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, at least 48
hours in advance of the meeting to arrange for assistance. In addition, upon request,in
advance,by a person with a disability, meeting agendas and writings distributed for the
Page 2
Library Commission Agenda August 5,2020
meeting that are public records will be made available in the appropriate alternative
format.
CALL TO ORDER
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1. Subject: Receive Email Phishing Campaign Presentation from IT Manager, Benny
Hsieh.
APPROVAL OF MINUTES
2. Subject: Meeting of June 3, 2020.
Draft Minutes
3. Subject: Meeting of July 1, 2020.
Draft Minutes
POSTPONEMENTS
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the Commission on any matter
within the jurisdiction of the Commission and 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 on the agenda.
WRITTEN COMMUNICATIONS
OLD BUSINESS
4. Subject: Receive an Update on the Library Expansion Project and the Civic Center
Parking Study.
5. Subject: Update on Proposal of Bike Lock Checkout System.
Staff Report
6. Subject: Discuss Topics and Format to Facilitate Community Engagement
Opportunities.
Staff Report
7. Subject: Update on COVID-19 - Impacts to Library Services.
Page 3
Library Commission Agenda August 5,2020
NEW BUSINESS
STAFF AND COMMISSION REPORTS
8. 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 this
teleconference 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, at least 48 hours in advance of the
meeting to arrange for assistance. In addition, 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.
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 4
CITY OF
11
DRAFT MINUTES
CUPERTINO LIBRARY COMMISSION
Wednesday, June 3, 2020
LIBRARY COMMISSION MEETING
CALL TO ORDER
At 7:04p.m., Chair Wo called the meeting to order via remote teleconference.
ROLL CALL
Commissioners:Amanda Wo, Liana Crabtree,Qin Pan, Christie Wang,Rahul Vasanth
City/County Staff: Christine Hanel,Joanne Magrini,Dianne Thompson, Roger Lee,
Whitney Zeller, Clare Varesio, Chris Brown
Absent: None
APPROVAL OF MINUTES
1. Meetingof f May 6,2020.
Commissioner Crabtree motioned to approve the draft minutes with the amendment of
approval of minutes to 5 votes yes instead of 4 votes yes. Commissioner Pan seconded the
motion. Motion passed unanimously with 5 votes yes.
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
Written communication was received for item 5.
Old BUSINESS
Item 5 was discussed at this portion of the meeting.
5. Update From the Library Expansion Work Group.
Assistant City Manager Dianne Thompson and Public Works Director Roger Lee provided an
update on the library expansion project including a review of concept level drawings and a
virtual walkthrough.
Updates to the concept included:
- 1st floor Capacity: 170 max
- 2na floor Capacity: 155 max
- Expand sliding glass door on first floor to courtyard from 10ft to 20-25ft
- Construction project manager has been retained
- Bridging documents have been received
- June 1st-Received statement of qualifications from 7 design build entities for review
Next step is to shortlist the 7 design build firms to 4 by June 811,
City will issue Request for Proposals to the shortlisted firms due July 31St
Tentative date to Council is August 18th to potentially award contract
Construction to start February 2021
Project to be completed by end of 2021
Commissioner Crabtree inquired about funding for fixtures and furnishings which Dianne
informed have been identified in the Library's operational budget.
Chair Wo asked about fundraising.Vice Chair Pan shared that the Library Foundation will lead
the fundraising efforts and will include a Donor's wall within the expansion.
Vice Chair Pan suggested looking at other opportunities to showcase Donors and
recommended moving the pantry to allow for more storage.
Commissioner Crabtree inquired if parking would be included in this project or if it would be
separate to the expansion. Roger Lee responded that parking is a separate project and that
Council will be holding a study session on Civic Center parking alternatives on June 16t"at
5:30pm.
Community member Lisa spoke on the item and expressed concern with the extensive use of
glass in the expansion and impacts on night sky, glare and sun issues. Lisa also shared concern
with Library Field being impacted and encouraged for it to be recognized as a park.
Dianne shared that blackout window coverings will be included as well as bird safe glass and
that Library Field is not being recommended for parking.
2. Discuss Possible Coffee Talk Series with Library Commissioners to Meet Community
Members.
The Commissioners discussed the opportunity to host a coffee talk event and the benefits of
having an open forum to receive feedback from the community.
Chair Wo established that the next steps would be to create a subcommittee and ask the City
Manager's Office what resources the City could provide and what the Library Commission
would need to provide.
Christine Hanel reminded the Commission that they do have a budget they can use, and that
staff would need to get an estimate of the cost necessary to assist with this type of event. The
Commission would need to establish the following in order to estimate staff resources needed:
how often would the events occur,what time would they occur,what would the duration be.
Commissioner Wang offered to contribute a couple hours a month to this type of event and
suggested hosting it at a time that would be more accessible.
Chair Wo suggested hosting the events quarterly to start and see how they are received by the
public.
Commissioner Crabtree motioned to form a subcommittee of herself and Commissioner Wang
to research what opportunities are available to host a coffee talk series and to work with
Christine to review what resources are needed before bringing it back to the Commission for
review. Commissioner Wang seconded. Motion passed unanimously with 5 votes yes.
Commissioner Vasanth expressed interest in hosting a date in August or later and suggested
having someone from the Library Expansion workgroup attend the first event.
3. Santa Clara County Library Patron Survey Review.
Clare Varesio reviewed the item and suggested that the Commissioners revisit the item in the
future if necessary. Item was tabled for later discussion in August/September.
4. Update on COVID-19's Impacts on Library Services.
Vice Chair Pan shared that there is a gap in programming for teens and suggested offering
more for that age group and potentially working with the Teen Commission.
Chris Brown and Christine Hanel agreed to pass the information on to their staff.
Christine Hanel reported that the Golf Course and Tennis Courts have opened. Effective Friday,
dog parks will be open. Trails and parks have remained open. Staff are offering meal deliveries
for seniors as well as delivering meals to Cupertino school districts. #CupertinoCares initiative
has provided weekly programs for residents. Camps will be offered both virtually and in-
person.
STAFF AND COMMISSION REPORTS
7. Receive Monthly Update Reports From:
Cupertino Community Librarian
Clare Varesio reported as submitted
- E-Book circulation continues to grow
- 40 virtual programs were offered March—May
- Coming Soon: TEDx Teen, Summer Reading, Curbside Pickup
Chair Wo asked if there is a comparison of regular program attendance vs virtual
programming since impact of COVID.
Commissioner Crabtree suggested offering virtual programs once in-person
programming resumes if it is successful.
County Library District Report
Chris Brown reported as submitted
-Jennifer Weeks has been appointed as the County Librarian
-Three new community librarians announced
-Curbside Service coming soon
-JPA Board meeting June 251h 12:OOpm
Friends of the Library Report
Cupertino Library Foundation Report
-Board is still meeting monthly
-Teen Advisory Council is hosting Summer Science Contest
Commissioner Reports
-Commissioner Crabtree attended the City Council's Plan Bay Area 2050 Study Session,
the Coffee Talk on May 22nd,May Bike Ped Commission meeting and mentioned Senate
Bill 1431 impacting property taxes.
Poet Laureate Report
Staff Report
Christine Hanel provided the staff report.
- Parks and Recreation will become liaison for Fine Arts Commission
- Annual budget will be provided to Council on June 16ffi
Commissioner Crabtree inquired about potential hiring opportunities for camps.
Christine responded that staffing needs have not been determined yet.
New Business Item 6 was discussed at this portion of the meeting
NEW BUSINESS
6. Discuss Schedule of July 1, 2020 Meeting_
The Commissioners discussed the item and agreed to keep the scheduled meeting on July 15c.
ADJOURNMENT: The meeting adjourned at 9:30 p.m. to the July 1, 2020 meeting at 7:00 p.m.
Respectfully Submitted by,
Whitney Zeller, Administrative Assistant
Minutes approved at the meeting.
CITY OF
11
DRAFT MINUTES
CUPERTINO LIBRARY COMMISSION
Wednesday, July 1 , 2020
LIBRARY COMMISSION MEETING
CALL TO ORDER
At 7:00p.m., Chair Wo called the meeting to order via remote teleconference.
ROLL CALL
Commissioners:Amanda Wo, Liana Crabtree,Qin Pan, Rahul Vasanth
City/County Staff: Christine Hanel,Joanne Magrini,Dianne Thompson,Whitney Zeller,
Clare Varesio,Jenifer Weeks, Henry Sang
Absent: Commissioner Christie Wang
APPROVAL OF MINUTES
1. Meeting of June 3, 2020.
Commissioner Crabtree requested clarification on ability to amend minutes and note that the
civic center study session for parking alternatives was changed from June 161h to July 7th. Item
was postponed to the August 5, 2020 meeting. Commissioner Crabtree motioned to defer
approval of the minutes to the next meeting. Commissioner Vasanth seconded. Motion passed
with 3 votes yes, 1 vote no from Vice Chair Pan and Commissioner Wang absent.
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
Old BUSINESS
Item 5—Cupertino Library Foundation Report was moved to this portion of the meeting
Henry Sang shared an update report on the Cupertino Library Foundation as submitted.
-Ongoing Programs
-Program Room Expansion status and fund raising
-Greater emphasis on arts and entertainment
-New Senior strategy effort
-Digital Divide
Henry addressed questions from Commissioners on digital divide and impacts on residents,
specifically Seniors and Youth.
2. Updates Related to COVID-19.
Christine Hanel provided an update on impacts related to COVID-19 including virtual
recreation offerings,private tennis and golf lessons, electric golf carts available at Blackberry
Farm Golf Course,bathrooms open in the parks and swimming pools closed for the Summer.
Clare Varesio shared the library report as submitted, including curbside service available,
increased use of online services, staff serving as disaster service workers,no donations currently
being taken by Friends of the Cupertino Library, and partnership with the Cupertino Poet
Laureate.
Item 5—County Library District Report was moved to this portion of the meeting
Jennifer Weeks provided the County Library District report as submitted.
-Curbside services available
-Summer Reading June 1 —July 31
-Lunch at the Library (packaged grab and go meals)
-Joint Powers Authority Board Meeting items. Next meeting is October 22, 2020
-REALM Project
Vice Chair Pan suggested opening up more appointment time slots for the curbside service.
3. Library Commission FY 2020/21 Work Program.
Christine Hanel reviewed the review process and proposed Library Commission FY2020/21
Work Program for the Commissioners to review.
Vice Chair Pan suggested removing item d from the work program due to the inability to
facilitate it with COVID-19 happening.
Commissioner Vasanth agreed with Vice Chair Paris suggestion to remove item d.
Commissioner Crabtree commented that the work program is for one year and there should be
an expectation that if the items we approve for this fiscal year get carried forward to the next
year, they might look very different depending on the status of COVID-19. She also mentioned
that item d could include access to the library and civic center plaza as well as quiet study areas.
Chair Wo suggested keeping item d and focus on addressing it with virtual solutions.
Commissioner Vasanth suggested to expand item d to include seniors and youth.
Commissioner Crabtree suggested to keep item d and amend it to programs to include target
age groups such as middle school students,high school students, seniors and address
technology access.
Chair Wo recommended to add digital divide to item d.
Commissioner Vasanth motioned to approve the Library Commission FY2020/21 Work
program with the amendment to item d to read "...and services to benefit students, senior
citizens, and address the digital divide.".Vice Chair Pan seconded the motion. Motion passed
with 4 votes yes and Commissioner Wang absent.
NEW BUSINESS
4. Receive Information from Cupertino Poet Laureate on Proposed Program and Review Poet
Laureate Budget.
Jing Jing Yang and Clare Varesio provided information on the poetry windows program to
display poems in the windows of the library and requested approval from the Commission to
use funds to print the posters for the program.
The approved the use of funds for the program and established that the Poet Laurate has an
established$2,000 budget and moving forward does not need individual expenses approved
and can report any large expenditures in the monthly Poet Laurate report.
The Commissioners spoke in support of the poetry windows program.
Dianne Thompson requested to have the Poet Laureate make a presentation to City Council and
share poems from the winners of the Cupertino Rotary student poetry contest.
STAFF AND COMMISSION REPORTS
5. Receive Monthly Update Reports From:
Cupertino Community Librarian
This report was provided earlier in the meeting
County Library District Report
This report was provided earlier in the meeting
Friends of the Library Report
Cupertino Library Foundation Report
This report was provided earlier in the meeting
Commissioner Reports
-Vice Chair Pan attended the Mayor's meeting. The Safety Commission reported that
domestic violence is on the rise and Seniors are feeling isolated during COVID-19.
-Commissioner Crabtree will be attending the July Mayor's meeting.Requested to add an
agenda item to discuss coffee talks and an item to address a possible trial for U-lock
checkouts.
Poet Laureate Report
Staff Report
Christine Hanel provided the staff report.
- Parks and Recreation month(July)
Library Expansion Workgroup
Dianne Thompson shared that the request for proposal has been shortlisted and all
documents are available on the project's webpage.Bids are due at the end of July.
ADJOURNMENT: The meeting adjourned at 9:27 p.m. to the August 5, 2020 meeting at 7:00 p.m.
Respectfully Submitted by,
Whitney Zeller,Administrative Assistant
Minutes approved at the meeting.
CITY OF
PARKS AND RECREATION DEPARTMENT
QUINLAN COMMUNITY CENTER
10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732
TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305
CUPERTINO CUPERTINO.ORG
LIBRARY COMMISSION STAFF REPORT
August 5, 2020
Subject
Update on Proposal of Bike Lock Checkout System.
Recommended Action
Receive the update on Proposal of Bike Lock Checkout System
Background
At the March 4, 2020 Library Commission meeting, the Commission approved
Commissioner Liana Crabtree and City Librarian Clare Varesio to form a sub-committee
to explore funding and opportunities to provide U-locks to be available for checkout at
the library. This proposal was for the purpose of identifying ways to encourage patrons
of the library to pursue alternative means of transportation to the library and Civic Center
Plaza while addressing the current concern of bicycle security. Due to limited resources
and staffing, the library is not able to start or support this initiative at this time.
Sustainabilit3�Imp act:
No sustainability impact.
Fiscal Impact:
No fiscal impact.
Prepared by: Christine Hanel, Assistant Director of Parks and Recreation Department
Reviewed by: Joanne Magrini, Director of Parks and Recreation Department
Approved for Submission by: oanne Magrini, Director of Parks and Recreation
Attachments:
None
CITY OF
PARKS AND RECREATION DEPARTMENT
QUINLAN COMMUNITY CENTER
10185 NORTH STELLING ROAD • CUPERTINO, CA 95014-5732
TELEPHONE: (408) 777-3120 • FAX: (408) 777-1305
CUPERTINO CUPERTINO.ORG
LIBRARY COMMISSION STAFF REPORT
Meeting: August 5,2020
Subject
Discuss Topics and Format to Facilitate Community Engagement Opportunities.
Recommended Action
Discuss Topics and Format to Facilitate Community Engagement Opportunities.
Discussion
The Library Commission will discuss recommendations on opportunities to assist the
Library District in engaging the community on topics such as the Tri-annual Patron
Survey, programs, and services (FY 2020-21 Annual Work Program, Item E). The
Commission will discuss the purpose of the events and develop measurable outcomes
that will define an effective community engagement. In consideration of utilizing city
resources listed below are a few possibilities:
• Engagement opportunities coordinated prior to a scheduled Library Commission
meeting;topics such as:
o Hosted Author Talks
o Opportunities for enhanced seating at the library
o Consider methods for advertising adult programming and technology
classes
o Fostering a culture that supports library staff.
• Commission updates in an existing publication(Senior Newsletter, Cupertino
Scene,Bi-Monthly Items of Interest,etc.).
• Consider ZOOM webinars in place of in-person events, due to Covid-19
restrictions.
Sustainability Impact
No sustainability impact.
Fiscal Impact
No fiscal impact.
Prepared by: Christine Hanel,Assistant Director of Parks and Recreation Department
Reviewed bv:Joanne Magrini, Director of Parks and Recreation
Approved for Submission by:Joanne Magrini,Director of Parks and Recreation
Attachments:
None
Library Commission 8.5.20 Item #1
Commission 1
Cybersecurity
July 9, 2020
CUPERTINO
49
• Cyber Threat Landscape
• Ransomware
• City's Cybersecurity Defense
• Questions
2
1
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Ransomware
Successful Recent Attacks
• Las Vegas, NV
• Tillamook County, OR
• Racine, WI
• New Orleans, LA
• North Miami Beach, FL
• Torrance, CA
• Knoxville, TN
• UCSF — $1.14M
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Cybersecurity Defense
Training & Notification
• Mandatory for all employees
• COVID-19
• Phishing Campaigns
• Fail-Remedial Training
• Caution Banner - Outside of Cupertino
CAUTION:This email originated from outside of the organization.Do not click links or open attachments unless you recognize the sender and knowthe
content is safe.
9
Where we stand:
See more phishmg reports
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Library Commission 8.5.20 Item #6
Community Engagement
Opportunities
August 5, 2020
CITY OF
CUPERTINO
1
Work Plan Item
ObjectiveDriven by City Work
Project/Task Project
Council priority/direction?
I (if yes,please specify)
e)Recommend programs Support Data Public TBD
and events to assist the Collection,analysis engagement/Transparency
Library District in engaging of Results,and
the community on topics Policy
such as the Tri-annual Recommendations
Patron Survey,programs, Associated with the
and services. Tri-annual Library
Patron Survey.
2
1
Library Commission 8.5.20 Item #6
Considerations:
• Purpose of the Engagements
• Measurable Outcomes
3
Methods of Engagement:
. Extension of scheduled commission
meetings
• Zoom webinars
• City publications (Cupertino Scene,
Senior Newsletter, etc.)
4
2
Library Commission 8.5.20 Item #6
Topic Ideas:
• Hosted Author Talks
• Opportunities for enhanced seating at
the library
• Consider methods for advertising adult
programming and technology classes
• Fostering a culture that supports library
staff
5
3
•
cupertino library
LIBRARY COMMISSION UPDATE -8/5/2020
Cupertino Library is grateful for our
community's support during this time. "
Our curbside service and virtual Ky
services are continuing. We hope you o
will continue to engage with us, a a
whether in person or online. �` �'
t- Clare Varesio, Community Librarian F ,
1
Library Commission 8.5.20 Item #8
SCCLD-JUNE 2020 CIRCULATION
30000
70000
60000
JUNE
50000
40000
TOTAL
30000
CIRCULATION
20000
10000
0
CAMPBELL CUPERTINO GILROY LOS ALTOS/ MILPITAS MORGAN HILL SARATOGA
WOODLAND
■JUNE CIRCULATION TOTAL -JUNE CIRCULATION EBOOKS
3
CUPERTINO LIBRARY-2020 OVERDRIVE EBOOK CIRCULATION
35000
30000
JULY 25000 1
20000
B • •
15000
CIRCULATION
,0000
5000 1
0
MARCH APRIL MAY JUNE JULY
.ADULT ■CHILDREN'S
4
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Library Commission 8.5.20 Item #8
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LIBRARY EXPANSION UPDATES
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SCCLD County Librarian Report
Expanding WiFi Across the Library Distri
Summer Reading June 1 - August 8
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Library Services During COVID-19
/j Mar Apr ay Jun July August
•Virtual programs Curbside services Mon-Sat • Expanded Wil'i access
/j • Expanded online resources Limited Bookmobile • Career Online High Schoo
• Phone/chat/email services • Dropin Walkup service
7days/week Summer Reading Program •j Expanded service hours p
• Expanded eCard eligibility Lunch at the Library
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REALM Project
Science-Based Information to Help Mitigate Exposure to Vir
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