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Agenda Packet CITY OF CUPERTINO AGENDA lop CUPERTINO LIBRARY COMMISSION This will be a teleconference meeting without a physical location Wednesday, February 3, 2021 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, February 3rd 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 February 3,2021 https:Hcityofcupertino.zoom.us/webinar/register/WN_ZDageEfzTDO-S9L_OSRLVw Phone Dial 669-900-6833 and enter Webinar ID: 968 8017 4027 (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) Meeting ID: 968 8017 4027 SIP: 96880174027@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 meeting that are public records will be made available in the appropriate alternative format. Page 2 Library Commission Agenda February 3,2021 CALL TO ORDER ROLL CALL CEREMONIAL MATTERS AND PRESENTATIONS 1. Subject: Oath of Office for Newly-Appointed Commission Members; Training on Commissioner Handbook Approved by City Council on January 19, 2021. Recommended Action: 1.) Conduct Oath of Office for newly-appointed Commission members; and 2.) Conduct training on Commissioner Handbook: a. Structure of Government b. Commission Purpose c. Attendance d. Ralph M. Brown Act e. Political Reform Act f. Rosenberg's Rules of Order g. Ethics Policy h. City Work Program i. Email Policy Commissioner Handbook(Tan.20211 2. Subject: Commissioner Introductions. Recommended Action: Conduct Commissioner Introductions. 3. Subject: Chair and Vice Chair Selection. Recommended Action: Conduct the selection of the Chair and Vice Chair. APPROVAL OF MINUTES 4. Subject: Meeting Minutes for the January 6, 2021 Library Commission Meeting. Recommended Action: Review and approve the minutes for the January 6, 2021 Library Commission meeting. 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. Page 3 Library Commission Agenda February 3,2021 WRITTEN COMMUNICATIONS OLD BUSINESS 5. Subject: Update on the Library Expansion Project. Recommended Action: Receive an update on the Library Expansion Project. 6. Subject: Review of the Library Patron Survey and Engaging the Community on Survey Feedback. Recommended Action: Review of the Library Patron Survey and discuss ways to engage the community on survey feedback. Staff Report A—Key findings from the 2019 Library Patron Satisfaction Survey NEW BUSINESS STAFF AND COMMISSION REPORTS 7. Subject: Monthly Update Reports. Recommended Action: 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 FUTURE AGENDA SETTING 8. Subject: Schedule for Annual Items and Future Agenda Items. Recommended Action: Review and provide feedback on the schedule for annual items and future agenda items. Commission Annual Schedule Library Commission-Items TBD 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 Page 4 Library Commission Agenda February 3,2021 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 5 0 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 21-8759, Version: 1 Sum: Oath of Office for Newly-Appointed Commission Members; Training on Commissioner Handbook Approved by City Council on January 19, 2021. 1.) Conduct Oath of Office for newly-appointed Commission members; and 2.) Conduct training on Commissioner Handbook: a. Structure of Government b. Commission Purpose c. Attendance d. Ralph M. Brown Act e. Political Reform Act f. Rosenberg's Rules of Order g. Ethics Policy h. City Work Program i. Email Policy CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM COMMISSIONER ' S HANDBOOK CUPERTINO 2021 WELCOME AND ORIENTATION Welcome and thank you for your willingness to serve as a member of a City of Cupertino Commission. Advisory bodies play an important role in City governance by assisting the City Council in addressing specific issues in detail and facilitating community decision-making. The City of Cupertino has a number of advisory bodies, each with distinct responsibilities. As a new advisory body member, you should familiarize yourself with the documents governing your particular body including City ordinances, City Council resolutions, relevant element(s) of the General Plan, and other documents, all available from your staff liaison. Reviewing these documents will help you get a sense of your responsibilities. This Handbook is designed to serve as a reference for the basic protocols that apply generally to all City advisory bodies.Orientation is necessarily an active process.As a new member you may want to meet with the Chair of your advisory body to get a better sense of your role and the business of the body, as well as with the staff liaison assigned to the body. Along with familiarizing yourself with your advisory body's foundational documents, you may want to review agendas and minutes from recent meetings to see what current issues have been under consideration, as well as the City Work Program to familiarize yourself with current goals. Learning your role and developing an effective voice takes time and familiarity. We hope this Handbook will assist you towards a satisfying and productive experience. Your participation is deeply appreciated by the City Council, by city staff, and by your community. The vitality and strength of our community results from the willingness of people like you to serve. Darcy Paul ay r City of Cuper no ii Table of Contents WELCOME AND ORIENTATION ii STRUCTURE OF GOVERNMENT 4 Form of Government 4 City Council 4 City Manager and Staff 4 Commissions 5 COMMISSION MEMBERSHIP 6 Quorum and Attendance 6 Vacancies 6 Resignations and Removals 6 MEETINGS 6 Regular Meetings 6 Adjourned Meetings 6 Special Meetings 7 Subcommittees 7 Agendas 7 Preparation for Meetings 7 Minutes 8 Procedure 8 Decorum at Meetings 8 Basis for your Decision 8 CITY WORK PROGRAM 9 COMMUNICATIONS 9 Staying Informed 9 Use of City Email 10 Resources 10 iii THE STRUCTURE OF GOVERNMENT A. FORM OF GOVERNMENT The City of Cupertino operates as a general law city with a City Council-City Manager form of government where the City Council sets policy and the City Manager manages the implementation and administration of those policies. B. CITY COUNCIL The City Council is the governing legislative body of the City, consisting of five members elected in odd numbered years to staggered four-year terms.These councilmembers then elect the mayor and vice mayor to one-year terms. It sets goals and priorities and establishes policies. The Mayor is the presiding officer of the Council, and the official spokesperson and representative of the City. C. CITY MANAGER AND STAFF Ci , Manager The City Manager has complete responsibility and authority for the administration of the City's government. This individual is appointed by and serves at the pleasure of the Council and is the appointing authority for the City, selecting the department heads and other employees.The City Manager coordinates and directs the services of the City staff, and commissioners should not attempt to direct or prioritize work for departments or individual staff. Ci Clerk The City Clerk plays an important role for advisory bodies. The City Clerk accepts and maintains applications,processes appointments,updates membership rosters, bylaws, informational booklets, and yearly attendance records. The City Clerk is the filing officer for Statements of Economic Interests,and any other required filing as identified by the City Council and the State. Staff When assigned by the City Manager, staff assist and act in a technical advisory capacity to the commissions. It is not expected that every staff recommendation will be followed; however, because of the staff's technical knowledge, full consideration should be given to their recommendation.Staff are at liberty to make their recommendation to the City Council through the City Manager,even though the commission may have taken a different position. However, in these cases, the commission recommendation will be made clear to the City Council. Staff Liaison A staff liaison is assigned to each commission. Their main duties include facilitating meetings, preparing agendas, advising commissioners, and writing 4 meeting minutes. Commissioners should reach out to their liaison if they have any questions regarding matters of the commission or if they would like to contact other staff regarding official business. D. COMMISSIONS The primary purpose of the City's commissions is to serve as advisory bodies to Council by weighing public input and rendering recommendations to the City Council. There are times when the advisory body's recommendation will not be sustained or will be modified by the City Council.It is important to recognize this not as a rejection of the integrity of the recommendation,but as an inevitable part of the process of community decision-making. The Council has appointed commissioners as advisors to them. This underlying philosophy makes it improper for an individual commissioner, acting in their official capacity, to try to persuade the Council into the acceptance of a recommendation other than that voted by the majority of the commission.The role of a commission is to assist the City Council in the formation of policy, having been created for the purpose of advising. The scope of work, purpose, and other primary functions for each commission can be found in the City Municipal Code Chapter 2. Chair and Vice Chair Each year,every commission will elect from its membership a Chairperson (Chair) and a vice Chairperson(Vice Chair) who serve at the pleasure of the commission for a one-year term. The Vice Chair acts in this capacity when the Chair is not available. The Chair should: • Maintain order of the meeting, ensure respect for all opinions, protect commissioners,staff, and the public from personal attacks. • Keep discussion focused on the issue at hand. • Solicit opinions from commissioners.Encourage evaluation of new,tentative, or incomplete ideas. Discourage overly dominant commissioners from having disproportionate control over the discussion. • Attempt to reach decisions expeditiously on action items. At those times when action would be premature, guide discussion toward a timeline or framework for responsible action. • Set meeting rules early and make sure everyone abides by them without exception. • Set an acceptable time limit for public testimony(generally three minutes per individual and 10 minutes per group)and stick to it.At the Chair's discretion, the public can interact with the members of the commission beyond the public-comment time limit in order to facilitate better communication of the agendized topic. • Provide periodic written updates, approved by the full body, to Council regarding the status of their activities at least every six months. 5 COMMISSION MEMBERSHIP A. QUORUM AND ATTENDANCE A quorum consists of a majority of the members of the commission. A quorum is required to conduct business at any meeting whether it is a regular, adjourned, or special meeting. While it is expected that members be present at all meetings, the Chair should be notified if a member knows in advance that he/she will be absent. A member shall be considered removed from an advisory body under the following conditions: • A member misses more than three consecutive meetings • A member misses more than 25% of the advisory body's meetings in a calendar year(Resolution 10-048) B. VACANCIES Vacancies are filled by appointment by the Council.Appointments made in the middle of a term are for the unexpired portion of that term. Council-appointed Alternates will automatically fill a vacancy. C. RESIGNATIONS AND REMOVALS If a member is unable to continue serving because of health, business requirements or personal reasons, a letter of resignation should be submitted to the City Council. The position of any member is automatically vacated when the member ceases to meet the qualifications for office, when Council accepts the member's resignation, or when the Council so declares. MEETINGS A. REGULAR MEETINGS Commissions are required to hold regular meetings open to the public as provided by the enabling ordinance. The agenda for this meeting must be posted at least 72 hours prior to the meeting. B. ADJOURNED MEETINGS If the business to be considered at a regular meeting cannot be completed,the commission then may designate a time and date for an adjourned meeting. 6 C. SPECIAL MEETINGS A special meeting may be called by the Chair or a majority of the members with coordination with the staff liaison. D. SUBCOMMITTEES The Chair may appoint special subcommittees of less than a quorum of the commission who then may meet at their convenience to carry out the purpose of the subcommittee. If the subcommittee has a continuing subject matter or a regularly scheduled meeting time, it may qualify as a Brown Act committee and public notice provisions will apply. E. AGENDAS Each commission has a staff liaison responsible for preparing agendas in consultation with the Chair. If a commissioner or staff member intends to bring up an item for discussion or action, the item must be included on the agenda in accordance with the Brown Act.For each meeting,a date should be scheduled for the Chair and staff liaison to set the agenda. Commissioners can propose agenda items within the purpose of the commission to the staff liaison prior to the agenda setting date. Future Agenda Setting The staff liaison will maintain a list of future agenda items that the commission plans to discuss.The Chair,the staff liaison, or any two commissioners can add an agenda item within their purpose to the future agenda item list and it will be scheduled at the discretion of the Chair and staff liaison. To provide commissioners an opportunity to discuss whether to add an item to the future agenda item list, each regularly-scheduled agenda will include a "Future Agenda Setting" item. Once an item is added to the future agenda item list, it cannot be removed until it is discussed for removal at a regularly scheduled meeting during the item for"Future Agenda Setting." In addition, the item will not be removed if the Chair or at least two commissioners wish for the item to remain on the future agenda item list. Staff Updates and Commissioner Activity Report Each regularly scheduled agenda will also include a "Staff Updates and Commissioner Activity Report" item for staff to report on updates and the members to report any activities they have taken part in related to the commission since the prior regularly scheduled meeting. F. PREPARATION FOR MEETINGS • Thoroughly review the agenda packet, including agenda reports,and any other materials before the meeting. Check if you may have a conflict of interest with any of the items due to property or monetary interests.If it is unclear,the commissioner 7 can explain the situation to the staff liaison who can seek legal counsel from the City Attorney.For more information on conflicts of interest,please review the Fair Political Practices Commission(FPPQ Conflicts of Interest Rules. • Understand what action you are being called upon to take for each particular agenda item. • Contact the Chair or your staff liaison before the meeting to clarify questions about the agenda or request further information. • Understand the responsibilities of your commission. As a member of an advisory body you will be asked to provide recommendations to the City Council about specific issues. Keep in mind that your appointment does not empower you to supervise or direct City staff. G. MINUTES The approved minutes are placed on file by the City Clerk for public access. Commissions should strive to keep summary minutes as opposed to action minutes. If automatic transcription is made available to supplement official minutes, action minutes may be sufficient. H. PROCEDURE Commissions follow the guidelines on parliamentary procedure contained in Rosenberg's Rules of Order (Rules). These Rules outline how motions are made and the basic format for an agenda item discussion. I. DECORUM AT MEETINGS • Discourage outward signs of agreement or disagreement from the audience such as cheering or clapping. Such demonstrations can intimidate those wishing to express alternate views and delay the meeting. Also see Conduct of Members in the Cupertino Ethics Policy. • Limit your own comments to the issues before the commission. Avoid the appearance of straying from the subject or"grandstanding". J. BASIS FOR YOUR DECISION Commission decisions should be based principally on the information presented to you in the open public meeting process. If you collect pertinent information outside of the public process through a meeting with stake holders or site visits,you should share that information with your fellow commissioners in the public meeting.This sharing of information will ensure that other commissioners and members of the public have a better understanding of the rationale for your decision. Commissioners are free to meet or refuse to meet with residents, resident groups, 8 developers or prospective contractors or any persons outside of the public meeting process concerning issues before the commission. If you meet with any individuals outside of the public meeting you should disclose the content of that meeting in the public meeting to again ensure that everybody is aware of the facts and have similar information upon which to base their decision;this disclosure is required for quasi- judicial matters'. All governmental procedures and process must follow due process and allow an affected party a right to be heard, and to present controverting fact or testimony on the question of right in the matter involved.Unfair determinations, such as bias, predetermination, refusal to hear, etc.,may invalidate actions. Keep an open mind. An objective,balanced, and receptive approach will help you assess the facets of a given issue and evaluate new ideas.When receiving written and oral public testimony it will be necessary to discern between fact and opinion, as well as between those concerns which are relevant and those which are secondary to the issue at hand. Keeping an open mind will make it easier for you to understand all sides of an issue before you make a judgment or take a position. CITY WORK PROGRAM The City Council approves an annual City Work Program to guide the work of the City. Prior to the first draft of the City Work Program each year, staff will reach out to the commissions to ask for recommendations of items to add. These recommendations will be provided to the City Council for consideration,but ultimately the City Council will determine the final items on the City Work Program. Commissions support City Work Program items within their scope by reviewing the items and making recommendations to City Council. Since the City Council sets the City Work Program to guide the priority efforts in the City, commission agendas should be aligned accordingly.By August 15, each commission should provide an annual report of all of the topics the commission has addressed in the prior year. COMMUNICATIONS A. STAYING INFORMED Commissioners should sign up for City email notifications to stay informed of various community events and public meetings. Council encourages commissioners to attend at least two community meetings or meetings of other commissions each year. The City uses social media outlets, surveys, email notifications, the Scene, and the City website to perform outreach for City business. For appropriate conduct on social media, 'More information on quasi-judicial proceedings can be found in the Imposed Restraints document in the Commission Resources folder. 9 see the City's Social Media Policv. For questions about City outreach, speak with your staff liaison. B. USE OF CITY EMAIL All newly appointed City commissioners will be assigned a mandatory City email address after reviewing and signing the Technology Use Policy. As noted under the Brown Act, care should be taken with regard to emails. Never select "Reply All" to an email to all commissioners or forward an email sent to you by one commissioner to another commissioner since that would constitute a quorum. All questions and concerns should be directed to the Chair and staff liaison. All City emails are subject to the Public Records Act and you should use your City email only to conduct City business as a commissioner.Please do not forward or reply to a City email from your personal email address.Once your term on the commission is over,your City email will be terminated. RESOURCES Commissioners should familiarize themselves with the following resources: City policies relating to ethics, social media, commissions, diversity, and technology, as well as the City organizational chart, a Rosenberg's Rules of Order cheat sheet, and guidance on imposed restraints, can be found online in the Commission Resources folder. League of California Cities Rosenberg's Rules of Order, Brown Act, Public Records Act, and other resources Institute for Local Government Parliamentary Procedure Simplified Ethics and Transparency 10 CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8748, Version: 1 Subject: Commissioner Introductions. Conduct Commissioner Introductions. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8749, Version: 1 Subject: Chair and Vice Chair Selection. Conduct the selection of the Chair and Vice Chair. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM CITY OF CUPERTINO CUPERTINO Legislation Text File#: 21-8750, Version: 1 Subject: Meeting Minutes for the January 6, 2021 Library Commission Meeting. Review and approve the minutes for the January 6, 2021 Library Commission meeting. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM CITY OF 11 DRAFT MINUTES CUPERTINO LIBRARY COMMISSION Wednesday, January 6, 2021 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:Joanne Magrini, Dianne Thompson,Roger Lee, Susan Michael, Whitney Zeller, Clare Varesio, Chris Brown Presenters: None Absent: Christie Wang APPROVAL OF MINUTES 1. Subject: Meeting Minutes for December 2, 2020. Recommended Action: Review and approve the minutes for the December 2, 2020 Library Commission meeting. Commissioner Crabtree motioned to approve the minutes. Vice Pan seconded the motion. Motion passed with 3 votes yes, 1 abstention from Commissioner Vasanth, and Commissioner Wang absent. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS None Old BUSINESS 2. Subject: Update on the Library Expansion Project. Recommended Action: Receive an update on the Library Expansion Project. Public Works Project Manager, Susan Michael, provided an update on the Library Expansion Project. She noted that there will not be a closet in the story room, in order to allow for more flexible use of the room, reviewed the finishes for the different areas of the expansion, and provided additional details on the perforated metal screen art wall. Public Works Director,Roger Lee, provided an update on the Torre Avenue book drop and the recently installed bike stalls. Construction on the book drop is estimated to be complete in Summer 2021 and 10 Bikeep bike stalls have been installed at the Library. Vice Chair Pan commented about the previously discussed idea of adding charging stations outside the Library with the electrical having already been added for the bike stalls. Commissioner Crabtree commented on the book drop and suggested considering if the area could serve as a shuttle stop or passenger loading and unloading zone as well. Commissioner Crabtree agreed with Vice Chair Pan's comments about incorporating charging stations and noted that she would like to see the bike stalls be compatible with clipper cards. She added that she appreciates the webcam in place for the Expansion Project and all things that are being done to incorporate the community. Community member Kriti Garg provided public comment on the Library Expansion Project. Commissioner Wo suggested to provide a summary of the project history at the February meeting for the newly appointed Commissioners. NEW BUSINESS 3. Subject: Commission Proposals for the Fiscal Year 2021-22 City Work Program. Recommended Action:Provide a list of proposed items for the Fiscal Year 2021-22 City Work Program,identifying the top three proposals, limited to no more than five. Parks and Recreation Director,Joanne Magrini, reviewed a presentation on the process for the Commission proposals for the Fiscal Year 2021-22 City Work Program. Vice Chair Pan commented that she believes the pandemic will still have an impact within the next 12 months and that the Commission should keep that in mind when brainstorming ideas. She recommended focusing on helping seniors and teens. Commissioner Crabtree suggested to align the Library Commission municipal code more closely with the Library Expansion Project, and noted that there is a stakeholder group to provide input on the project,but that the Commission as a whole should be a part of the stakeholder group if adhering to the municipal code. Assistant City Manager,Dianne Thompson, responded that the Library Commission is the lead public Commission for providing input on the program and that the stakeholder group includes different interest groups of the project but does not preclude conversations with the Commission and that the Commission is the official group with oversite of the project. Commissioner Crabtree commented that she would like to see direction from Council or have better clarification of the role of the Library Commission addressed in the municipal code. She added that she would like to consider having all commissions use a timer for commissioner and public comments to keep contributions fair across he board. Commissioner Vasanth agreed with Commissioner Crabtree that clarity from Council regarding the role of the Library Commission would be good. Vice Chair Pan noted that in the beginning stages of the Library Expansion Project, the commission was able to provide more input on design and that since the design process is complete,the fundraising portion is being considered by the stakeholder group. She added that if it is not a violation of the Brown Act,it all Commissioners could attend the stakeholder meetings. Chair Wo agreed that all Commissioners should be able to express their opinions on the Library Expansion Project and that there should be consistency between the Commission and the stakeholder group. Commissioner Crabtree motioned to not provide any new items to the council at this time. Vice Chair Pan seconded the motion. Motion carried with three votes yes, one abstention from Chair Wo, and Commissioner Wang absent. STAFF AND COMMISSION REPORTS 4. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from: - Cupertino Community Librarian Clare Varesio reported as submitted. Commissioners Crabtree and Pan requested that the two-page update from Clare be distributed to the Commissioners. - County Librarian Monthly Update Chris Brown reported as submitted. Chris announced that he has accepted a position in Chicago and that Steve Fitzgerald will be stepping in as an interim. - Library Expansion Working Group - Friends of the Library - Cupertino Library Foundation - Commissioners Commissioner Crabtree attended the Meet the Commissioners Series A session and noted there was a good turnout and participation. Mayor Chao recorded the sessions and will be hosting Series B this spring. She noted that a library patron attended the December 2 meeting and commented on the accommodations that the Library provides. Additionally, a former Library Commissioner expressed their appreciation for the County Library staff. Commissioner Crabtree shared that the Legislative Action Committee for the Cupertino Chamber meets Friday,January 8, Mayor Darcy Paul will be the guest speaker and the Planning Department will be providing a presentation on the dark sky and bird safe ordinances. Chair Wo shared that she will not be seeking reappointment for a second term. Vice Chair Pan will attend the February Mayor's meeting. Commissioner Vasanth will attend the March Mayor's meeting. Poet Laureate Staff FUTURE AGENDA SETTING ADJOURNMENT: Chair Wo adjourned the meeting at 8:56 p.m. to the February 3,2021 meeting at 7:00 p.m. Respectfully Submitted by, Whitney Zeller,Administrative Assistant Minutes approved at the meeting. CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8751, Version: 1 Subject: Update on the Library Expansion Project. Receive an update on the Library Expansion Project. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM Library Commission Progress Report February 2021 Iii CUPERTINO Cupertino Library - background • 54,000s.f. facility was built in 2004 • 50 staff for a population of 63,524 • Annual gate count: 620,007 (Covid # 's) • Volumes in Collection : 368,461 • Classes & Events: 930 with 44,513 attendees hops://sccld.org/cupertino-library/history/ Library Expansion project The project inception came out of the City' s 2015 Civic Center Master Plan Procass and gn _ increasing need for flexible space for current and planned library programs. MEMORIAL ""^-TJ L I- •-------- i GR&E �� ti L .} ..d I �� I • • LIBRARY • Mx""m COURTYARD r IL L_:T,� � i Design Phase • The City engaged EHDD and their engineers/consultants for the design phase • Following numerous rounds of development, they developed the 300+ page bridging documents that served as the basis of the scope and RFP for Design Build Services _ � s r+ SCHEMATIC DESIGN �h� archieecwre Cupertino Library • This is the City's first Design Build project. The aim is to economize and increase efficiency. • CALGreen and Title 24 requirements will be met, bringing the project in line with LEED Silver requirements. �sjgpu{�j .9 jglMal��s0a.1 njnl 1�Ij�j�lalalalWalglylyli0y°1•IyIY Pl G Floor ans 4 PROGRAM ROOM PROGRAM ROOM 14 LL LL 6d�j L c D KEY PLAN STORY TIME A �PROUZAM PROGRAMSTORY m i o l j IHALLWAY I. I I. .Si STAIR 234 SF 234 SF I. ® PANTRY � ' 111, im. TOILETS TOILETS �• 6 m LEVEL ONE LEVEL TWO q a4�-- .4 ��y✓ - -E n }' Y T A - i i 61 i .. 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A/iil/.rli rrrlrrrlfl ril�rli/rlrr.j/i/rr.rrl — Alllll lllli i�lrrlilr•r JI'a` = 0 I Ii1r A�/Illy,,,,raIAAAAliilJll/llllrr•r•r r;1 O�• 2.1 = N Z ' ai/.Iaeli II/Ir ii�-,.,iliil''.I�I.I.I�I�I�I;Ir —�: �,ii _,-_— r r r l l/a r A l l l l/r r .I I/•'r Sl— it r r ir•,r,l�l I I/1 1,1 r l r'a a I,r,r r �: r'rrll/"..r r r�•�•I,":.,�•rlll liAllr r Illi Arr�,�I�I�r;Arr'rlrrl"1"r":I III*r/llrlr;rrrlll 1 1 1 ;1 rrrrlr/r•, rll Pantry cabinet �ypicq'I�;VN,�'��ilic�r;�� sfi s•". -Doors & w -.r.I/r• rls ti _��_ _� Exterior Stucco Typical vinyl Program Room —' � T � base ceiling Project Schedule • Site mobilization is underway • Demolition will be begin in late February or early March • Construction will finish in the latter half of December 2021 ��fm4V�llll s :•'•. I s '~ 4 : �. h � IRS �■ �■ u 1 u Construction Site LL :' �■ , El El ■ A ■LO ma's W. ■1 PI� 1�1 1�1 0 1 0 • • AREA CONSTRUCTION TRAILER Constructoni Zones: - Inside the Library - �1 i� as as LEVEL ONE o e _ LEVEL TWO "Lid _ Public Outreach Events • Virtual Ground-breaking ceremony will be Friday, March 5th • Updated webpage & factsheet coming soon • The team is developing the Communications Plan and will share tentative dates for planned Public Events before this meeting in March �St. ys� CUPERTI�O It ' s a go . ity is cordially invited to the virtu aki r C tino Library Expansion project. a perti to oci �annel, or o m/ci n re rati p I nsi n - � Thank You CUPERTINO CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8752, Version: 1 Subject: Review of the Library Patron Survey and Engaging the Community on Survey Feedback. Review of the Library Patron Survey and discuss ways to engage the community on survey feedback. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM 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: February 3,2021 Subject Review of the Library Patron Satisfaction Survey results and Engaging the Community on Survey Feedback. Recommended Action Receive a review of the Library Patron Satisfaction Survey results and discuss ways to engage the community on survey feedback. Discussion At the February 5,2020 Library Commission meeting, Deputy County Librarian Chris Brown and Cupertino Community Librarian Clare Varesio reviewed the key findings from the 2019 Patron Satisfaction Survey (Attachment A). The Patron Satisfaction Survey was administered by the Santa Clara County Library District(SCCLD),in partnership with Harder+Company Community Research, and was designed to better understand the demographic characteristics of library patrons as well as how patrons use the library. The survey also assessed overall satisfaction with library services and sought recommendations for improving facilities, the timing of programs and services, collections, and library access. The Key Findings highlights results from the survey, which was available in paper and online format from May 20 through June 16,2019. The last page provides recommendations based on survey findings. The Library Commission established their Fiscal Year 2020-21 Work Program at their July 1, 2020 meeting which included Item E to recommend programs and events to assist the Library District in engaging the community on topics such as the Tri-Annual Patron Survey, programs and services. Staff are recommending that the Commission receive a review of the Library Patron Survey results and discuss ways to engage the community on survey feedback. Sustainability Impact No sustainability impact. Fiscal Impact No fiscal impact. Prepared by: Whitney Zeller,Administrative Assistant Reviewed bv:Joanne Magrini, Director of Parks and Recreation Approved for Submission by:Joanne Magrini,Director of Parks and Recreation Attachments: A-Key findings from the 2019 Library Patron Satisfaction Survey r Key Findings from 2019 Patron Satisfaction Survey _77- • . . - The Santa Clara County Library District (SCCLD), in partnership with Harder+Company Community Research, administered a Patron Satisfaction Survey designed to better understand the demographic characteristics of library patrons as well as how patrons use the library. The survey also assessed overall satisfaction with library services and sought recommendations for improving facilities, the timing of programs and services, collections and library access. This report highlights key findings from the survey, which was available in paper and online format from May 20 through June 16, 2019. This survey was a follow-up from the 2016 Patron Satisfaction Survey. Where applicable, the report highlights areas of progress from 2016 to 2019. The last page provides recommendations based on survey findings. Highlights from the Report Patrons were overwhelmingly satisfied with library services and their interaction with library staff. Nearly all patrons (97%) reported that Reference Desk Staff and Accounts Desk Staff were friendly and approachable, and 85% of indicated they were highly likely to recommend the library to friends and family. The majority of patrons visit the library for youth programs and services.Three out of four patrons(75%) ranked programs and services for youth as one of their top three most important reasons for visiting the library. 0 A majority of patrons are satisfied with the library's current operating hours. In response to the findings from the 2016 Patron Satisfaction Survey,SCCLD underwent a major initiative to increase operating hours across community libraries. In 2019,over half of patrons(57%) were satisfied with the library's hours. The 2019 Patron Satisfaction Survey Report incorporates the feedback of nearly 7,000 patrons.The survey was available to patrons in five languages (English, Spanish,Simplified Chinese,Traditional Chinese, and Vietnamese). Significant efforts on the part of library staff nearly doubled the number of total surveys collected between 2016 and 2019 , and there was a 7% increase in responses from patrons whose primary language was not English. santa Clara count l i b ra rydistrict h a rd e r g co community research Key Findings from the 2019 Patron Satisfaction Survey I Page 2 Respondent Characteristics A total of 6,796 individuals completed the Patron Satisfaction Survey. Nearly all respondents (97%) reported having used the library in the last year; the remaining 3% were identified as"non-patrons" (i.e., those who had not used the library in the last year). The map below displays the number of surveys completed by library location. Survey Participants (n=6,796) WoodlandLos Altos 1 746 Campbell Saratoga Morgan TIA1� Non-Patrons 1 194 Bookmobile 1 95 I Unspecified Community Library 1 164 Key Findings from the 2019 Patron Satisfaction Survey I Page 3 Race/Ethnicity (n=5,388) The majority of respondents identified as white (44%) or Asian (44%). Less than 10% White 44% identified as Hispanic/Latino, African American, American Indian/Alaska Native, Native Asian 44% Hawaiian/Pacific Islander, or another Hispanic/Latino g% race/ethnicity. African American 10/0 The most common responses for"Other"were Indian (45%), American (21%), Irrelevant American Indian/Alaska Native 1% (18%), and Middle Eastern. Native Hawaiian/Pacific Islander 10/0 Progress since 2016 1 There was an increase in respondents who identify as persons Other 50/0 of color. In 2016, 38% of respondents identified as Asian, 7% as Hispanic/Latino and Percentage totals may be greater than 100 percent because participants could 4% as another race or ethnicity. select more than one response. Age (n=5,324) Over half of respondents were over age 44—of those, about a third were between 45 and 64 Under 18 5% and a fifth were over 65. Less than ten percent — of respondents were younger than 24. 18-24 3% • • Progress since 2016 1 Despite a decrease in 25-44 35% the percent of youth who participated in the survey this round, the overall number of youth 45-64 34% who responded allows for stable summary statistics. In the 2016 survey, a third of 65+ 22% respondents were seniors; the age distribution of adults and older adults this round is more balanced. Primary Language and Preferred Languages for Library Material The majority of survey respondents reported they preferred library materials in English; 12% preferred materials in Mandarin or Cantonese, and 5% preferred materials in Spanish. This may indicate the library is reaching a more linguistically diverse population. VQ Progress since 2016 1 Previously only 7% of respondents indicated a preference for materials in traditional or simplified Chinese and 3% preferred Spanish. 0 96% ■Primary Language (n=5,490) /o Preferred Language* (n=5,502) 9% 12% 7% 6% 3% 5% 1% 1% English Mand antonese** Other*** Spanish Vietnamese *Percentage totals for preferred language may be greater than 100 percent because participants could select more than one response.**8%of library patrons listed Mandarin as a primary language compared to 1%that listed Cantonese, these were combined since both spoken languages can use traditional Chinese text(7%preferred)or simplified Chinese text(5%preferred).***Other includes French(77),Hindi(56),Japanese (41), German(30), Tamil(28),Korean(23),Italian(16), Russian(16), Hebrew(14), Telugu(11), Marathi(9), Gujarati(9). Key Findings from the 2019 Patron Satisfaction Survey I Page 4 How Patrons Use the Library Library Usage (n=6,436) A third of survey respondents visit the library 34% 33% weekly. About half of respondents reported visiting the library in person a few times a month or monthly during the past year. tv 18% Progress since 2016 1 Compared to the 11% 2016 survey, this year's outreach plan aimed to reach patrons who use the library at different 2% 1% frequencies. This was achieved, as the percent 0 of users who visit the library monthly, a few Weekly A few Monthly A few Yearly Never times a year, or yearly increased by 6%. times per times a month year Preferred Programs (n=5,338) SCCLD offers a range of classes and programs for community members of all ages. Survey respondents were asked to choose three programs or services they or their children find most important. Three fourths of survey respondents (75%) prefer programs for children and youth under the age of 18, with 31% preferring programs for school-age children. Just over a third (35%) preferred classes or programs for adults age 18 through 64, and 22% preferred technology classes. For more data on preferred programs by community library, please refer to the survey databook. 75% �. 16%preschool 35% 31%school- 22% 20% 13% 13% 12%20%teens 90/0 For youth age For ages Technology For ages 65+ Book Family Other* English as a 18 and under 18-64 classes discussion programming second language (ESL) Percentage totals may be greater than 100 percent because participants could select more than one response. *Other includes Social Services(59), Book sale(42), Digital Materials(42), Recommendations(36),Educational Services(30),Discussion Group (28),Account Services(27), Fewer than Three(21). Key Findings from the 2019 Patron Satisfaction Survey I Page 5 Facilities (n=6,091) Percentages indicate participants who selected "Most of the time"or"Always or almost always." The library is welcoming and comfortable The building and facilities are clean - Computers operate effectively Easy to find what you need Printers, copiers, scanners are effective WiFi is reliable Electrical outlets are available Self check-out is effective Seating is flexible for individual or group work Quiet areas are available Never or rarely Sometimes ■Most of the time ■Always or almost always The vast majority of patrons were satisfied with the quality of library facilities. Nearly all patrons reports the library was welcoming and comfortable (98%), the buildings and facilities were clean (98%), and the computers operated effectively (95%). Patrons were less satisfied with the self check-out, seating, and availability of quite areas. Progress since 2016 1 There was a 5% increase in patrons who reported the computers to be effective. How Patrons Use the Library as a "'Social Space" (n=5,518) Percentages indicate participants who selected "Most of the time,""Always or almost always,"or"Sometimes." General social ambience/atmosphere Space to sit and chat Play areas for children Visits with patrons or staff Rooms/spaces for discussion Areas for student group work and talking Never or rarely Sometimes ■Most of the time ■Always or almost always The most popular form of socializing was enjoying the general ambience and atmosphere (64%), followed by using the library as a space to sit and chat (54%) Key Findings from the 2019 Patron Satisfaction Survey I Page 6 One of the clearest findings to emerge from the Patron Satisfaction Survey was the high degree of appreciation for library staff. Nearly all respondents reported that accounts staff(98%) and reference staff(97%) are friendly and approachable. *Excludes survey respondents who responded "Don't know." 98% agree 97% agree Further, as described in the above Facilities section, 98% of patrons find the library Accounts staff are Reference staff are welcoming and comfortable. While this is friendly and approachable* friendly and approachable* partially attributable to a library's physical environment, the social atmosphere cultivated by staff also deserves recognition. In addition, when respondents were asked to identify their top three 57% programs and services, in-person 44% interactions with library staff(57%) and in-person account services (44%) 16% were the most popular library features. For comparison, all other programs and services made it to the top three Reference librarian In-person account Average of all other of patron preferences on average 16% assistance services programs and services of the time. Other SCCLD 74 of respondents indicated they would be highly likely Ecommerce 63 8 5% to recommend the library to family or friends.* Construction 59 Legal Services 57 74 SCCLD's Net Promoter Score** of 74 is significantly Consulting 53 higher than most comparable industries (see table). Hosting 32 This high Net Promoter Score indicates that users are highly Insurance 28 likely to recommend the library to others. Restaurants 17 Hospitality 4 *On a scale of 1 to 10 of how likely patrons would be to recommend library services,a score of 9 or10 is considered"highly likely". **The Net Promoter Score(NPS)is a standard, validated measure for measuring patron satisfaction and loyalty,and is determined by subtracting the percentage of customers who are detractors(giving a score lower than 6) from the percentage who are promoters(giving a score of 9 or 10). What is generated is a score between-100 and 100 called the Net Promoter Score. i."NPS Benchmark,Average Score per Industry". Retently. 2019. Key Findings from the 2019 Patron Satisfaction Survey I Page 7 Referrals and Services that Can Help Patrons or Someone They Know (n=4,906) Before releasing the 2019 survey, the evaluation team conducted two focus groups with 20 library patrons to learn about suggested topics for further exploration. Patrons identified that libraries often provide information about connecting to other important services. When survey respondents were asked which referrals or connections would be helpful to them or someone they know, the most popular responses were information about employment (57%) taxes (49%) and social service (49%). One fifth of respondents provided other ideas such as educational programs, contractors, and social gatherings (see "other"description below). Employment information about job o opportunities and search help 57/o Tax preparation help (e.g. forms and referrals) 49% Connections to social services (e.g. healthcare, food and housing assistance) 49% Information about immigration resources 34% Other* 20% English as a second language services (e.g. ESL class and resources) 17% *Other:Don't use these services(144), Educational Programming(131), Hired Services(e.g. contractor)(114), Information about community event timing(109), Social gatherings(98),Services for parents and children(51), Mental health services(50), Outdoor recreation(45. Please note that'Other"was occasionally chosen to elaborate and/or differentiate from one of the provided options. Accessing Information About Community Events and Resources (n=5,820) 58% 48% 46% 39% 26% 24% 18% 12% 9% O 1 O O 1�5j ®� o 0 O 0 f (b I _ Posted flyers Social Word of Local Parks& School Outreach Other* Community media mouth papers Rec guides at events Patch Over half of respondents reported that flyers were one of the primary ways they access information about community events and resources. The next most frequent methods for accessing information were social media, word of mouth, and local papers. *Other: Online(194), Email (159), Newsletter(34) Other social (30),City Resources(28), Paper Mail (21),Other flyers(8). Progress since 2016 1 The previous version of this question asked how patrons learn about library services and was used to improve patron outreach. Key Findings from the 2019 Patron Satisfaction Survey I Page 8 Library Access Most Useful Alternative Options for Extra Library Access (n=4,705) I am happy with library hours and ° While most library patrons (57%) reported that automated returns 57/o current hours and automated returns met their library access needs, additional curbside drop-off Curb-side drop off points around ° points adjacent to the library were the most library property 35/o popular alternative form of access (35%). Self-service hours at the library 24% Self-service hours and return points throughout the community were also identified as alternatives (24% and 19%, respectively). Other book/materials return points ■ 19% throughout community Progress since 2016 1 In response to the results of the 2016 Patron Satisfaction survey, Key card access outside . 15% community libraries underwent an initiative to library hours increase hours of operation to better meet patron's needs. This year, most users (57%) Other* I 2% indicated they were happy with current library access options including hours and automated Percentage totals may be greater than 100 percent because participants could select returns. more than one response. *Other: Alternate drop-off suggestions(47), Other card access(24), Other self-service(21), Current system works(16). Please note that "Other"was occasionally chosen to elaborate and/or differentiate from one of the provided options. Alternate Library Access (n=4,705) Respondents were asked when they would like the library to offer alternative access through Key Card Access and Self- service Time. Most patrons were content with current operating hours (55-57%). The second most popular option for alternate access was tied at weekday evenings (32% for self-service and 33% for key card access) and weekend evenings (32% for both self-service and key card access). ■Key Car Access (n=4,702) Self-service Time (n=4,718) 57% 55% 32% 33% 32% 32% 25% 24% 20% 20% 20% 19% 9% 8% Weekday Weekday Weekday Weekend Weekend Weekend Content with mornings afternoons evenings mornings afternoons evenings current operating hours Key Findings from the 2019 Patron Satisfaction Survey I Page 9 Collections Materials are in good condition With respect to the condition of library Percentages indicate participants who selected "Most of the time" collections, respondents indicated the highest or"Always or almost always ." levels of satisfaction with books and periodicals, and slightly lower levels of satisfaction with Books (n=5,421) DVDs. Periodicals (n=2,970) Progress since 2016 1 There was a 7% increase in the number of respondents who DVDs (n=4,024) reported DVDs are always clean and the number of respondents claiming this is"never" Never or rarely Sometimes or"sometimes"true fell 3%. ■Most of the time ■Always or almost always Collections are available in a variety of genres Overall, survey respondents were satisfied with Percentages indicate participants who selected "Most of the time" the variety of genres represented in library or"Always or almost always ." collections. They expressed the greatest satisfaction with variety of books and Books (n=5,374) periodicals, and slightly lower levels of Periodicals (n=2,905) satisfaction with the variety of e-books, audiobooks and digital streaming. ePeriodicals (n=366) - Progress since 2016 1 There was a 4% eBooks (n=3,339) increase in satisfaction with e-book variety. Audiobooks (n=2,966) Streaming (n=1,639) Never or rarely Sometimes ■Most of the time ■Always or almost always Materials are available in the languages patrons prefer Respondents also weighed in on their Percentages indicate participants who selected "Most of the time" satisfaction with the languages in which library or"Always or almost always . materials are available. They expressed high satisfaction in language availability overall, Books (n=5,049) particularly with regard to books, DVDs and DVDs (n=3,813) , , Periodicals. Periodicals (n=2,794) Progress since 2016 1 While satisfaction in book language offerings fell 3%, this could be a eBooks (n=3,097) reflection of the more linguistically diverse pool of survey respondents in 2019. Never or rarely Sometimes 0 Most of the time ■Always or almost always Key Findings from the 2019 Patron Satisfaction Survey I Page 10 Digital Resources (n=4,849; n=2,065) 1 9 1 of survey respondents visited the of patrons do not have difficulty /O website in the past 12 months 7 O /O accessing e-materials How Patrons Learn about Accessing e-materials (n=599) For patrons who said they had difficulty accessing e-materials, the two most popular options for learning more about them were by viewing a web tutorial video (55%) and through an online user guide (53%). 55% 53% 28% 16% 15% 14% 11% 9% Viewing a web Through an Drop-in In- Attending a I don't need Web chat with Email with In-person tutorial video online user person with technology to learn more reference reference appointment guide reference class at the librarian librarian with reference librarian library librarian How Patrons Get Recommendations about Reading Materials (n=4,758) 69% 43% 34% 26% 180/0 16% 16% 12% 7% 000 O Od R W IIIII� = (i) AA Family or Commercial Current Library Library Library I don't Library friends websites Periodicals Website Book List staff Other* do this Digital Resources Family or friends were by far the most popular resource for book recommendations (69%), followed by commercial websites like Amazon (43%) and recommendations from modern periodicals like the New York Times books lists (34%). However, after these options, library resources make up the next three top spots. Key Findings from the 2019 Patron Satisfaction Survey I Page 11 When collections are placed on hold, the waiting period is reasonable. (n=4,774) 95% A large majority of respondents agreed that the waiting period for periodicals, books, DVDs, and audiobooks that are placed on hold is 90% 90% reasonable 88% Progress since 2016 1 The number of respondents reporting reasonable book hold Periodicals Books DVDs Audiobooks times increased 2% and the number reporting (n=4,767) (n=4,777) (n=4,774) (n=4,760) reasonable DVD holds increased 9%. Agree or disagree? Library fines and late fees deter patrons. (n=4,741) The majority of respondents did not consider Mostly Completely late fees and fines a deterrence to library use. Agree Agree 7% 4% In fact, only 11% of respondents state that "Library fines or late fees on materials have Somewhat deterred me from using the library in the past Disagree 12 months." 13% Completely 111 Disagree 76% Key Findings from the 2019 Patron Satisfaction Survey I Page 12 Recommendations The following recommendations are based on the findings from the Patron Satisfaction Survey: Explore strategies to make improvements to collections and facilities Collections • Consider producing and promoting more web content to instruct patrons on e-material use - especially online video tutorials and user guides. • Offer digital material in a wider variety of languages. Patrons expressed limited availability of digital material in alternative languages. In addition to the languages in which the survey was implemented (English, Spanish, Traditional and Simplified Chinese, and Vietnamese), French, Hindi, and Japanese which were the highest"other" responses for preferred language of materials. Facilities • Explore opportunities to enhance seating. While there are limitations on the changes SCCLD can make to libraries' physical structures, SCCLD has been systematically looking for opportunities to enhance seating. Data from this survey suggests that SCCLD should continue to explore this opportunity. • Consider adding on property curb-side drop-off points for patrons to make returns.These may be particularly beneficial for community libraries with limited parking. Explore strategies to make targeted improvements to its programs and services Programming • Ensure sufficient youth programming and cross check report results with preferred times by community library location. SCCLD could also examine the timing and frequency of program offerings, since this year's survey included additional questions about the preferred timing and frequency of services for patrons'favorite programs. • Consider other methods for advertising adult programming and technology classes. Adult programming (ages 18-64) and technology classes were also in high demand. SCCLD could consider advertising using the methods patrons identified as being effective including identifying high traffic public space outside the library for flyering, exploring ways to better utilize social media, and ensuring event postings are easily accessible via the website. Services • Explore way to help patrons with service connections and learning. Focus groups with library patrons revealed that libraries often connect individuals with social services, and the survey revealed that help around ESL and tax needs are valued by patrons. We recommend that SCCLD pursue community partnerships for libraries to provide additional information on employment, taxes, social services, and immigration resources. Easily accessible and well- promoted resources could assist community members in need of these vital services. Key Findings from the 2019 Patron Satisfaction Survey I Page 13 • Consider analyzing card holder data to better understand the SCCLD patron base. Of the patrons who responded to the 2019 Patron Satisfaction Survey, 9% identified as Hispanic or Latino, and 1% identified as Black or African American, American Indian or Alaskan Native, or Native Hawaiian Pacific Islander. According to the U.S. Census ii statistics for Santa Clara County, 25% of residents identify as Hispanic or Latino, 3% identify as Black or African American, and about 1% as American Indian or Alaskan Native, or Native Hawaiian Pacific Islander. Since county statistics do not align perfectly with library district demographics, SCCLD could consider analyzing card holder zip code data to construct the appropriate demographic comparison by patron census tract. Having a better sense of target patron demographics will help to make outreach, collections, programs, and services culturally relevant and to meet the needs of the diverse population of patrons. Explore strategies to expand already-successful practices Policy • Continue to invest in services and strategies that work well. In particular, one of the major takeaways from the survey was that patrons greatly appreciate the friendly and approachable staff services, with between 97-98% reporting this to be the case for both accounts staff and reference staff. We recommend additional research to identify exactly what staff are doing that patrons appreciate. This would allow SCCLD to identify and distill their unique staff services. Additionally, while appointment-based reference help is not in high demand, if you are considering pursuing this service, it will require much publicity and a strong roll-out, since most patrons are ambivalent about the option. Finally, it's good news that library fines and late fees do not seem to be a great deterrent for those who took the survey. Depending on the costs of changes to fine systems, weigh this evidence along with existing studies of fines' disproportionate impacts. Staff Support • Continue to foster a culture that supports library staff and ensures that patrons as well as the broader community, are aware of the library's excellent customer service. SCCLD might consider incorporating graphic messaging into library environments to showcase their strong patron services. Excellent staff services create a warm, social ambience. The district staff should also continue reaching outside of the library to further promote the excellent features of the library that are greatly appreciated by patrons and keep people coming back! ii. United States Census Bureau Quick Facts.July 2018. h a rd e r + co community research harderco.com Harder+Company Community Research works with public- and social-sector organizations across the United States to learn about their impact and sharpen their strategies to advance social change. Since 1986, our data-driven, culturally-responsive approach has helped hundreds of organizations contribute to positive social impact for vulnerable communities. Learn more at www.harderco.com. Library Commission Meeting 2.3.21 Item 6 �� santa clam CUPERTINO LIBRARY mm&� � zjftd� ry i b ra rydisnict cupertino library 2019 SANTA CLARA COUNTY LIBRARY DISTRICT PATRON SURVEY RESULTS OVERVIEW 1 santa Clara county i b ra rydlstrl<t cupertino library Survey Participants(n=6,796) �� Non-Patrons 1194 I� Bookmobile 99 A1lnspe�itied cummuni[y lihrery 1169 2 1 county librarydistrict KEY RESPONDENT CHARACTERISTICS RACE / ETHNICITY PRIMARY LANGUAGE 66% IDENTIFIED AS ASIAN 78% ENGLISH 27% IDENTIFIED AS WHITE 12% CHINESE PREFERRED LANGUAGE FOR MATERIALS 96% ENGLISH 13% TRADITIONAL 7% SIMPLIFIED 7% MANDARIN CHINESEibr CHINESE CUPERTINO LIBRARY PROGRAMS cupertino library PROGRAMS FOR SCHOOL AGE YOUTH 5-12-20% PROGRAMS FOR TEENS 13-18-12% PROGRAMS FOR YOUNG CHILDREN AGE 0-4-11% PROGRAMS FOR ADULTS 18-64-9% PROGRAMS FOR OLDER ADULTS 65+-4% TECHNOLOGY CLASSES-4% BOOK DISCUSSION GROUPS-2% ENGLISH AS A SECOND LANGUAGE(ESL)PROGRAMS-2% county librarydistrict CUPERTINO LIBRARY PROGRAMS CUPERTINO LIBRARY PATRONS PREFER THE MAJORITY OF THEIR , ROGRAMS OEEKEND • • FO 8Y �, ��,� ' A ND ; • f ' 3 CUPERTINO LIBRARY AS FACILITY THE LARGEST DISCREPANCIES BETWEEN CUPERTINO LIBRARY AND SCCLD OVERALL WERE IN... QUIET AREAS ALWAYS IT IS ALWAYS EASY TO FIND ri iY BEING AVAILABLE „Y P WHAT I NEED ` (34%CU /45%SCCLD) _ (51%CU / 60%SCCLD) county librarydistrict USE OF CUPERTINO LIBRARY ADULTS AND CHILDREN VISIT CUPERTINO LIBRARY PRIMARILY FOR... STUDENT GROUPS " PLAY e (21%CU /13%SCOLD) (32%CU / 13%SCOLD) ibr CUPERTINO LIBRARY PROMOTERS cupertino library CUPERTINO LIBRARY'S NET ;•� • + '' PROMOTER SCORE WAS n � THE SECOND LOWEST IN THE LIBRARY DISTRICT THE AVERAGE FOR SCCLD ;Ili _4 I county librarydistrict CUPERTINO LIBRARY INFORMATION ACCESS THE TOP THREE WAYS CUPERTINO LIBRARY PATRONS LEARN ABOUT LIBRARY EVENTS ARE... SOCIAL MEDIA POSTED FLIERS WORD OF MOUTH 58 % 50% 46% ibr CUPERTINO LIBRARY ACCESS cupertino library CUPERTINO LIBRARY RESPONDENTS WERE IN LINE WITH SCCLD TRENDS 55% WERE HAPPY WITH CURRENT OPTIONS 38% SELECTED CURB SIDE DROP OFF POINTS AS HELPFUL 23% SELECTED OTHER RETURN POINTS IN THE COMMUNITY AS HELPFUL Library Commission Meeting 2.3.21 Item 6 Santa Clara county i b ra rydisbict P R • LIBRARY RAR COLLECTIONS Cupertino library CUPERTINO LIBRARY RESPONDENTS WERE GENERALLY IN LINE WITH SCCLD TRENDS OUR LARGEST DISCREPANCIES WERE... MAGAZINES / NEWSPAPERS AVAILABLE IN A PREFERRED LANGUAGE . t r t r DIGITAL MAGAZINES AVAILABLE IN A VARIETY OF GENRES t r 11 Santa Clara i br`a rydistrict 0 1 � • • b F cupertino library "Parking could be better. We come for toddler storytime and if we ar late by 5 minutes it take us another 5-10 minutes to find parking" "1 think there should be a fine for parking in the 4-minute parking spaces when not returning an item" "Online and bookmobile are better than the limited parking availability at the Cupertino site" "Love this library system. My only complaint for Cupertino Library is that the parking situation is a mess" 12 6 Library Commission Meeting 2.3.21 Item 6 santa Clara county i b ra rydistrict 0 0 • • 0 D cupertino library "TOO MUCH TALKING-PARENTS USE IT AS A PARK-IT SHOULD BE A QUIET LIBRARY!!!!!Yffil" "More parking spaces and quiet comfy zone to read and relax and focus studying" "1 prefer an old school QUIET library environment for reading, research and mindful relaxation" "It would be nice if parents could not allow their kids to be so loud" "1 like visiting the library because of the quietness" "Quiet and generally clean" Al 13 santa Clara county district i b ra ry • • cupertino library "Have more seating and more aq "add more seating areas for kids to be able to study" "increase space to work, most seats are taken" "1 often don't find seating at peak hours, but other than that it's pretty great" 14 7 Library Commission Meeting 2.3.21 Item 6 NIFFPAROO IL TN CMMENTS - CCESIjSS A "1 love having the library open 7 days a week and evenings;this makes it possible for people with various schedules to take advantage of the materials & services the library provides" "24 hours library may be good" "Add additional drop-offs for book returns, not necessarily at the library but like dropping mail in a mailbox" `Add more parking spaces;increase capacity of desks/chairs/workspaces;extend the operating hours later" 15 santa Clara i b r`a rydistrict 0 1 0 • • 0 cupertino library IF "all librarians are very helpful with gathering needed information. 1 feel lucky that we still have libraries. Not everyone has access to a nice, clean, and quiet place to study or work" "More information in social media" "In Cupertino, the library really needs a separate community/program room like we had prior to the current building being built 12 years ago" "You are the best library" 16 8 Library • • I i a w r ' i7� 1 CITY OF CUPERTINO CUPERTINO Legislation Text File#: 21-8753, Version: 1 Subject: Monthly Update Reports. 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 CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM Fr' cu ertino libraryp - LIBRARY COMMISSION UPDATE -2/3/2021 Jt 3' x Changes are happening at your ibrary! While we continue to safely - erve our community with curbside and walk up holds pick - - p service, we look forward to the start of our library expansion -! roject this month. - Clare Varesio, Community Librarian ANUARY ], HIGHLIGHT B RA RY ERVICE JANUARY - HIGHLIGHT ' /, HILDREN'S OOM UPDATE ® � �� k ANUARY IGHLIGHT IBRARY 5 > XPANSION ROJ ECT °1 ANUARY : IGHLIGHT === IBRARY - XPANSION ROJ ECT � � O Library Commission Meeting 2.3.21 Item 7 ppr BORROWERS BY MONTH OCTOBER 2020-JANUARY 2021 JANUARY —bk —ca —cu —gi —hq —la —mh —mi —sa —wn ERSB 8 060 6,OW — 4,OW 10/2020 11/2020 12/2020 1/2021 CHECKOUTS BY MONTH OCTOBER 2020-JANUARY 2021 rJANUARY —bk —ca —cu gi —hq —la —mh —mi —sa wo ---- CHECKOUTS 40 000 - 20,000 0 10/2020 11/2020 1212020 1/2021 4 Library Commission Meeting 2.3.21 Item 7 FEBRUARY LOOKING SATURDAY Silicon Valley Reads 2021 PENPALS BUILDING CHANGES & LIBRARY EVENTS santa Clara county LEARN MORE AT i b ra rydistrict cupertino library • • 10 5 UPDATE - 21 CUPERTINO LIBRARY :. I YOUR LIBRARY IS �N ' 100 EXPANDING a� Continue to keep up with news on WE'VE GOT BOOKS our library expansion project by visiting our city's webpage. We look Continue to visit Cupertino Library forward to the groundbreaking during our contactless curbside and ceremony and start of construction walk up service hours to pick up your in the coming weeks! books on hold and bundles. Learn more at sccld.org/informed/. M / Tu / F / Sa - 1:00 - 5:00 pm PATRONS LOVE THEIR W / Th - 3:00 - 7:00pm LIBRARY ■ ' I In January, 8,980 patrons checked out 56,052 books, CELEBRATE BLACK movies and more from HISTORY MONTH Cupertino Library, Join SCCLD in celebrating accounting for 26% of total Black History Month with, SCCLD borrowers and 32% storytelling, crafts, an author of total SCCLD circulation. visit, and booklists of recommended reading. Visit our website for a list of NEW YEAR'S POETRY programs and resources. Join Cupertino Poet Laureate Jing Jing Yang as she hosts a special LIVE CHESS TUTORING event celebrating the Year of the Ox Our free learning service Brainf use with poetry. Register online in is now offering live chess tutoring! advance of the program, held on Improve your analytic and February 20 at 4:30 pm. strategic thinking skills with the help of certified chess tutors. VDLearn more at sccld.org/resource/brainfuse- v ; . . . helpnow/. ' 1 santa Clara county libraryd strut cupertino library STAFF PICKS - FEBRUARY 2021 CUPERTINO LIBRARY LIBRARIAN MAGGIE RECOMMENDS... When Stars Are Scattered by Victoria Jamieson - A heart-wrenching story of a =gyp' young orphan and his disabled brother living their life in a Kenyan refugee camp. 'OrThis book tackles many humanitarian issues headfirst while remaining accessible even to young readers. For readers in grade 4 and up. https://sccl.bibliocommons.com/item/show/804632118 LIBRARIAN MATT RECOMMENDS... Skink No Surrender by Carl Hiaasen - Join 14-year-old Richard Sloan on an adventure through Florida's balmy beaches and sweltering swamps. Capped off SKINK by an exhilarating ending, Skink is sure to have you cracking smiles and caring for the environment like never before. SU NO RRENDER https://sccl.bibliocommons.com/item/show/420443118 LIBRARIAN KYLA RECOMMENDS... Blink: The Power of Thinking Without Thinking by Malcolm Gladwell - A b111.7k fascinating look at gut feelings and split second decisions. Exploring vastly different but still connected topics,this book gives insight and understanding to take a closer look at one's own blink of an eye decisions. https://sccl.bibliocommons.com/item/show/152411118 LIBRARY PAGE MARY RECOMMENDS... The House of Mirth by Edith Wharton - An excellent but sad story. The main character, Lily, can be compared to the characters of Henry James' Daisy Miller and F. Scott Fitzgerald's Daisy in The Great Gatsby. Read all three and compare a° how these women handle their socio-economic issues in the early 20th century. https://sccl.bibliocommons.com/item/show/22584118 Use your library card for access to our entire online library, santa Clara available 2417, including eBooks, audiobooks, downloadable county librarydistrict movies, music, magazines, newspapers, international content, online learning, research and more. Boohmobile Gilroy Morgan Hill Don't have a library card? Sign up for an eCard at Campbell Los Altos Saratoga Cupertino Milpitas Woodland sccld.org/card-application/. Santa Clara county i b ra ryclistrlct cupertino library 4 � SCCLD County Librarian ReportSilicon Valley Reads 20)21 Silicon valley Reads 2021 SCCLD Forum 2021 &COMM�SSIONERS FORUM e P�Su Honoring Black History Month i kiliil I 1t � Y� � . . r.Gt"*. . Library Commission Meeting 2.3.21 Item 7 Celebrate Lunar New 4I: 5 Work Out of • Deputy ""'d ry Library COUnt Steve Services y Fitzgerald Manager Librarian Library Saratoga Annapurna ommu Services % Dandu Community Manager Librarian Saratoga Q Campbell 6„` y%, Community Nichole King Children'sSupervising Librarian Librarian 6 3 Million Checkout Club R santa Mara county i b ra rydistrict February 2021 Library Stakeholder Report Jennifer Weeks, County Librarian Silicon Valley Reads 2021 Silicon Valley Reads 2021 Silicon Valley Reads 2021 moves into high gear in February with • • • more than 100 virtual events for all ages. SVR 2021 is about i` what connects us including relationships, nature, food, music, art, animals, and of course, books. There are many types of events such as book clubs, storytime, birdwatching, yoga, author visits, _ films, and more--there is really something for all interests. Every Wednesday from February 3 - March 31, in collaboration with the _ UNAFF in Libraries Program, SVR will feature a special film or documentary from the United Nations Association Film Festival ' archives. Links to watch each film will be posted the week prior, followed by a discussion each Wednesday with the director or film expert. Some of the February event highlights include the following: • Wednesday, February 10 (English (@_ 3pm; Spanish (@)_ 4:30pm): Meet the Authors and the Illustrator of Maybe Something Beautiful • Wednesday, February 10 @ 7pm: In collaboration with the UNAFF in Libraries Program, Santa Clara County Library District presents R.A.W. Tuba and Violins of Hope film discussion (Links to watch films will be available 1 week prior to event with registration). • Saturday, February 13 @ 3pm: Birding in your Backyard: #BirdtheFeckatHome • Wednesday, February 17 @ 7pm: In collaboration with the UNAFF in Libraries Program, Santa Clara County Library District presents Lovesick film discussion (Links to watch films will be available 1 week prior to event with registration). • Saturday, February 20 @ 11 am: Happy Birds-This elite team of parrots, macaws and cockatoos take wing for a dazzling performance featuring wild and trained behaviors of all sorts. • Tuesday, February 23 @ 7pm: SVR Book Discussion- Together • Thursday, February 25 @ 4:30pm: SVR Teen Author Visit with Nicola Yoon- #1 New York Times bestselling author, who will discuss her book, The Sun is Also a Star • Tuesday, March 2 @ 6:30pm: LALE sponsored Author Event- Mutual Rescue For a full list of SVR events and to register, visit siliconvalleyreads.org/events. Serving the unincorporated areas of Santa Clara County and the cities of Campbell I Cupertino I Gilroy I Los Altos I Los Altos Hills I Milpitas I Monte Sereno Morgan Hill I Saratoga santa Clara County i b ra rydistrict 181" Annual Friends, Foundations, Endowment & �+ Commissioners Forum f REMINDER: Please join us on Saturday, February 6 from 9am-10:30am for the 2021 Library Forum. This year's theme is Adapt & Adopt: Strategies for Success and our event will be held virtually via Zoom. • Our special guest speaker is Carol Novello, author of Mutual Rescue, Board Alumni Ambassador and former President of Humane Society Silicon Valley. The participation Zoom link will be sent to those who RSVP. If you have not received an invitation, please contact Tracy Ellenberger at tllenberger sccl.org. This annual event is by invitation only. Honoring Black History Month _ - �- SCCLD has films, documentaries, music and booklists for adults, teens and children, as well as recommended programs in honor of Black History Month. Mark your calendar and sign up for the following events: • Black History Month: Diane Ferlatte Stories and Music, Saturday, February 13 @ 11 am C • Black History Month: A Celebration of African American History in Northern California with Author Jan Batiste Adkins, Saturday, February 20 @ 2pm • Black History Month: Gee's Bend Mixed Media Paper Collages for Adults and Teens Saturday, February 27 @ 1 pm Celebrate Lunar New Year with SCCLD In recognition of Lunar New Year, SCCLD has many books for all ages and will host a virtual kids craft on February 12 @ 1 pm, and an event on February 8 @ 7pm on From Shame to Celebration: An In-Depth Look Inside San Francisco's Chinatown. Newly-released photo documentary book, San Francisco's Chinatown, brings history, culture, tourism, and traditions to life with never-seen-before images. In this dynamic slideshow with behind-the-scenes commentary, project originator and photographer Dick Evans and New York Times freelance writer Kathy Chin Leong shed light on a community that has proven to be resilient against all odds. Serving the unincorporated areas of Santa Clara County and the cities of Campbell I Cupertino I Gilroy I Los Altos I Los Altos Hills I Milpitas I Monte Sereno Morgan Hill I Saratoga sans Clara county i b ra rydistrict Work Out of Class Staffing Changes in February We are fortunate to have so many talented staff at SCCLD to fill in key roles. Steve Fitzgerald will be the interim Deputy County Librarian, Annapurna Dandu will fill the Library Services Manager position that Steve vacates, and Nichole King will fill the role of Community Librarian at the Saratoga Library for Annapurna. These are temporary work out of class assignments until the Deputy County Librarian position is filled. LL Deputy County Steve Fitzgerald LSM Pr rk Librarian •rary Services Saratoga k, LiAnnapurna Dandu Community Manager Librarian CoSaratoga Nichole King Campbell Children's Supervising Librarian FF Librarian Million Checkout Club For the first time, SCCLD joined the ranks of the MILLION Overdrive Million Digital Books Checkout Club for CHECKOUIP CLUB% 2020. Not only did SCCLD achieve this milestone by 11 increasing our Overdrive circulation to 1,961,830 Rakuten in 2020, we had the highest growth rate of any dV--WVdV6F other library system with 148% over 2019. To put this in context, our 2020 circulation was greater than the past four previous years combined. We almost hit the 2 million mark for digital book checkouts! Kudos to SCCLD and our supporters and thank you to our patrons! Serving the unincorporated areas of Santa Clara County and the cities of Campbell I Cupertino I Gilroy I Los Altos I Los Altos Hills Milpitas I Monte Sereno Morgan Hill I Saratoga CITY OF CUPERTINO CUPERTINO Legislation Text File M 21-8754, Version: 1 Subject: Schedule for Annual Items and Future Agenda Items. Review and provide feedback on the schedule for annual items and future agenda items. CITY OF CUPERTINO Page 1 of 1 Printed on 2/3/2021 powered by LegistarTM COMMISSION ANNUAL SCHEDULE ......................................... 2021 .......................................... .......................................... ......................................... ANNUAL ITEMS/EVENTS This is a comprised list of items and events that the Library Commission address within an approximate schedule every LIBRARY COMMISSION year. ITEM/EVENT START DUE NOTES December February Mayor's meetings are held the second Wednesday of MAYOR'S MEETING each month at 5 p.m.via Zoom ATTENDANCE CITY WORK October/ January City Manager's Office will coordinate. Commissions will PROGRAM November decide on proposals by their January meeting. SUGGESTIONS COMMISSIONER January February Eligible Commissioners can reapply,new Commissioners TERMS END/CHAIR may be appointed and begin at the February meeting. SELECTION Commissioners will select a new Chair and Vice Chair. POET LAUREATE September February Every two years,the Library Commission will establish a RECRUITMENT (bi-annually) (bi-annually) committee to recruit candidates to be the next Cupertino AND SELECTION Poet Laureate.The committee will provide a PROCESS recommendation to the Library Commission.The Library Commission's candidate recommendation will be brought to City Council for approval and recognition. POET LAUREATE February February City staff will coordinate a recognition event to welcome CELEBRATION (bi-annually) (bi-annually) the new Cupertino Poet Laureate and celebrate the outgoing Cupertino Poet Laureate.Library Commissioners to participate in the event. COMMISSION March Ongoing Commission will establish their work program off of the WORK PROGRAM City's Work program,which should be available by March.Quarterly updates will be provided to the Commission on the work program status. RECEIVE Ongoing Ongoing Quarterly updates from each division should be QUARTERLY presented to the Commission every 4 months or as UPDATES needed. CITY OF CUPERTINO Upcoming Draft Agenda Items CUPERTINO Library Commission Date to be Determined Requested/Motioned By (Date of Meeting) Commissioner 1 Subject: Commissioner 2 (Date)