Agenda Packet LIB Meeting 02.02.22
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CITY OF CUPERTINO
AGENDA
lop
CUPERTINO LIBRARY COMMISSION
This will be a teleconference meeting without a physical location.
Wednesday, February 2, 2022
7:00 PM
TELECONFERENCE / PUBLIC PARTICIPATION INFORMATION TO HELP STOP THE
SPREAD OF COVID-19
In accordance with Government Code 54953(e), 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 2 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:
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Library Commission Agenda February 2,2022
https:Hcityofcupertino.zoom.us/webinar/register/WN_MtDh-_EtRV6I8pZkC37hoA
Phone
Dial 669-900-6833 and enter Webinar ID: 9411222 0814
(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 (Amsterdam Netherlands)
213.244.140.110 (Germany)
103.122.166.55 (Australia Sydney)
103.122.167.55 (Australia Melbourne)
69.174.57.160 (Canada Toronto)
65.39.152.160 (Canada Vancouver)
Meeting ID: 9411222 0814
SIP: 94112220814@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
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Library Commission Agenda February 2,2022
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.
CALL TO ORDER
ROLL CALL
CEREMONIAL MATTERS AND PRESENTATIONS
1. Subject: Chair and Vice Chair Selection
Recommended Action: Conduct the selection of the Chair and Vice Chair.
APPROVAL OF MINUTES
2. Subject: December 1, 2021 Library Commission Meeting Minutes.
Recommended Action: Review and approve the December 1, 2021 Library Commission
meeting minutes.
A-Draft Minutes
3. Subject: January 10, 2022 Library Commission Special Meeting Minutes
Recommended Action: Review and approve the January 10, 2022 Library Commission
special meeting minutes.
A-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: Update on the Library Expansion Project
Recommended Action: Receive an update on the Library Expansion Project.
5. Subject: Update from the Poet Laureate Subcommittee
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Library Commission Agenda February 2,2022
Recommended Action: Receive an update from the Poet Laureate Subcommittee and
provide a recommendation to City Council to extend the current Poet Laureate's, Jing
Jing Yang, term until the end of 2022.
6. Subject: Update on Addressing the Digital Divide
Recommended Action: Receive an update from the subcommittee on addressing the
digital divide.
NEW BUSINESS
7. Subject: Consider Adjusting the Frequency of the Library Commission Meetings
Recommended Action: Consider and adjust the frequency of the Library Commission
meetings to match the municipal code.
A-Municipal Code Chapter 2.68 Library Commission
8. Subject: Discuss Expanding the Library Commission into the Library and Community
Engagement Commission
Recommended Action: Discuss and consider adding to the roles and responsibilities
engaging residents on city programs.
STAFF AND COMMISSION REPORTS
9. Subject: Monthly Update Reports
Recommended Action: Receive Monthly Update Reports from:
- Cupertino Community Librarian
- County Librarian Monthly Update
- Friends of the Library
- Cupertino Library Foundation
- Commissioners
- Poet Laureate
- Staff
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
FUTURE AGENDA SETTING
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
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Library Commission Agenda February 2,2022
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, Cupertino, California 95014, during normal business hours.
IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal Code section
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. Do not include any personal or private information in written communications to the City
that you do not wish to make public, as written communications are considered public records and will
be made publicly available on the City website.
Members of the public are entitled to address the members concerning any item that is described in the
notice or agenda for this meeting, before or during consideration of that item. If you wish to address the
members on any other item not on the agenda, you may do so during the public comment.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10424 Agenda Date: 2/2/2022
Agenda #: 1.
Subject: Chair and Vice Chair Selection
Conduct the selection of the Chair and Vice Chair.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
21-10288 Agenda Date: 2/2/2022
Agenda #: 2.
Subject: December 1, 2021 Library Commission Meeting Minutes.
Review and approve the December 1, 2021 Library Commission meeting minutes.
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CITY OF
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DRAFT MINUTES
CUPERTINO LIBRARY COMMISSION
Wednesday, December 1 , 2021
LIBRARY COMMISSION MEETING
CALL TO ORDER
At 7:00 p.m., Chair Pan called the meeting to order via remote teleconference.
ROLL CALL
Commissioners: Qin Pan,Rahul Vasanth, Sheela Sreekanth, Archana Panda,Liyan Zhao
City/County Staff:Joanne Magrini, Rachelle Sander,Molly James, Susan Michael,Kevin Khuu,
Clare Varesio,Jennifer Weeks
Presenters: None
Absent: None
CEREMONIAL MATTERS AND PRESENTATIONS
None
APPROVAL OF MINUTES
1. Subject: Minutes for the November 3,2021 Joint Special Meeting of the Library Commission
and Fine Arts Commission
Recommended Action: Review and approve the minutes for the November 3, 2021 joint special
meeting of the Library Commission and Fine Arts Commission.
Commissioner Sreekanth motioned to approve as submitted. Commissioner Panda seconded.
Motion passed unanimously.
2. Subject: Minutes for the November 3,2021 Library Commission Meeting
Recommended Action: Review and approve the minutes for the November 3, 2021 Library
Commission meeting.
Commissioner Zhao motioned to approve as submitted. Commissioner Sreekanth seconded.
Motion passed unanimously.
POSTPONEMENTS
None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
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OLD BUSINESS
3. Subject:Update on the Library Expansion Project
Recommended Action: Receive an update on the Library Expansion Project.
Susan Michael, Capital Improvement Program Manager,presented on the Library Expansion
Project. Provided an update on the construction progress, the design for the Art and Donor
Wall, announced a video of a recent tour of the site will be uploaded to the website soon,
highlighted several public outreach event dates,with the ribbon-cutting tentatively scheduled
at the end of February.
Vice Chair Vasanth asked attendees to share with their friends and family about the donation
wall and to ask them to donate to the library expansion project.
4. Subject:Update from the Poet Laureate Subcommittee
Recommended Action: Receive an update from the Poet Laureate Subcommittee
Commissioner Panda provided an update. The subcommittee will proceed with interviewing
the applicant,with the goal of completing the interview and evaluation before the end of
December.
5. Subject:Update on Addressing the Digital Divide
Recommended Action: Receive an update from the commission subcommittee on addressing
the digital divide.
This item was postponed to the next meeting agenda.
NEW BUSINESS
6. Subject: Commission Proposals for the Fiscal Year 2022-2023 City Work Program
Recommended Action: Provide a list of proposed items for the Fiscal Year 2022-2023 City Work
Program,identifying the top three proposals,limited to no more than five.
Joanne Magrini,Director of Parks and Recreation,presented on this item. Chair Pan suggested
postponing this item to next month and asked each Commissioner to provide their proposal
suggestions to staff and asked staff to consolidate and organize the ideas for the Commissioners
to vote on.
Liana Crabtree, Cupertino Resident, supported the proposed ideas of reviewing and updating
the Poet Laureate Handbook, finding ways to increase accessibility to the Library, such as
improving parking or public transportation, or hosting the disability film festival.
7. Subject: Consider Canceling the January 2022 Library Commission Meeting
Recommended Action: Discuss and cancel the January 2022 Library Commission meeting.
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Chair Pan suggested hosting a special meeting in January instead of the regular meeting. Staff
will poll the Commissioners on their availability and will ask for individual input on possible
proposals. Staff will consolidate the proposals into one document to present at the next meeting.
Commissioner Panda asked to add an update from the Poet Laureate subcommittee to the
January special meeting.
Chair Pan motioned to cancel the January 2022 regular Library Commission and to host a
special meeting instead to continue this item.
Vice Chair Vasanth seconded. Motion passed unanimously.
STAFF AND COMMISSION REPORTS
8. Subject: Monthly Update Reports.
Recommended Action: Receive monthly update reports from:
- Cupertino Community Librarian
Clare Varesio reported as submitted.
- County Librarian Monthly Update
Jennifer Weeks reported as submitted.
- Friends of the Library
Had reopened the donation bins from Tuesday mornings to Thursday afternoon. Next
book sale is scheduled for February 2022.
- Cupertino Library Foundation
No update.
- Commissioners
No update.
- Poet Laureate
Planning an event in December. Will facilitate poetry posters for the Library windows
again and a series of poetry banners. Invited the Commissioners to participate.
- Staff
Joanne announced the new City Manager,Jim Throop, the extension of the Senior
Resource survey, and upcoming holiday events.
COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS
FUTURE AGENDA SETTING
ADJOURNMENT:
Chair Pan adjourned the meeting 8:06 p.m.
Respectfully Submitted by,
Kevin Khuu,Management Analyst
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10423 Agenda Date: 2/2/2022
Agenda #: 3.
Subject: January 10, 2022 Library Commission Special Meeting Minutes
Review and approve the January 10, 2022 Library Commission special meeting minutes.
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CITY OF
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DRAFT MINUTES
CUPERTINO LIBRARY COMMISSION
Monday, January 10, 2022
LIBRARY COMMISSION SPECIAL MEETING
CALL TO ORDER
At 6:31 p.m., Chair Pan called the meeting to order via remote teleconference.
ROLL CALL
Commissioners: Qin Pan,Rahul Vasanth(Arrived at 6:32 p.m.), Sheela Sreekanth,Archana
Panda, Liyan Zhao
City/County Staff:Joanne Magrini, Rachelle Sander,Molly James, Susan Michael,Kevin Khuu,
Clare Varesio,Jennifer Weeks
Presenters: None
Absent: None
ORAL COMMUNICATIONS
None
WRITTEN COMMUNICATIONS
None
OLD BUSINESS
1. Subject: Superfest Disability Film Festival and Funding from the Cupertino Library
Foundation
Recommended Action: Recommend the Cupertino Library host an event from the Superfest
Disability Film Festival and request funding from the Cupertino Library Foundation.
Clare Varesio, Cupertino Community Librarian, presented on this item.
Chair Pan motioned to recommend the Cupertino Library host an event from the Superfest
Disability Film Festival,in person and at a future date when safe to do so, and request funding
from the Cupertino Library Foundation. Vice Chair Vasanth seconded.Motion carried
unanimously.
2. Subject: Commission Proposals for the Fiscal Year 2022-2023 City Work Program
Recommended Action:Provide a list of proposed items for the Fiscal Year 2022-2023 City Work
Program,identifying the top three proposals,limited to no more than five.
Joanne Magrini,Director of Parks and Recreation,presented on this item and reviewed the
submitted proposals. The Commission discussed the proposals with City and Library staff and
voted on the proposed items:
- Review of the Cupertino Poet Laureate Handbook
- Artwork and Exhibits at the Cupertino Library
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- Community Engagement on Alternative Transportation and Parking
ADJOURNMENT:
Chair Pan adjourned the meeting 7:40 p.m.
Respectfully Submitted by,
Kevin Khuu,Management Analyst
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10425 Agenda Date: 2/2/2022
Agenda #: 4.
Subject: Update on the Library Expansion Project
Receive an update on the Library Expansion Project.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10426 Agenda Date: 2/2/2022
Agenda #: 5.
Subject: Update from the Poet Laureate Subcommittee
Receive an update from the Poet Laureate Subcommittee and provide a recommendation to City
Council to extend the current Poet Laureate's, Jing Jing Yang, term until the end of 2022.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10427 Agenda Date: 2/2/2022
Agenda #: 6.
Subject: Update on Addressing the Digital Divide
Receive an update from the subcommittee on addressing the digital divide.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10428 Agenda Date: 2/2/2022
Agenda #: 7.
Subject: Consider Adjusting the Frequency of the Library Commission Meetings
Consider and adjust the frequency of the Library Commission meetings to match the municipal code.
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CHAPTER 2.68: LIBRARY COMMISSION Page 18 of 21
Section
2.68.010 Established.
2.68.020 Terms of Office.
2.68.030 Vacancy—Removal.
2.68.040 Meetings—Quorum—Officers—Staff.
2.68.050 Compensation—Expenses.
2.68.060 Records.
2.68.070 Duties—Powers—Responsibilities.
2.68.080 Effect.
2.68.010 Established.
The Library Commission of the City is established. The Library Commission shall consist of five members, at least three of whom
must be residents of the City of Cupertino and none of whom shall be officials or employees of the City, nor cohabit with, as defined
by law, nor be related by blood or marriage to any member of the Commission,the City Manager or the staff person(s)assigned to
this Commission. Members of the Library Commission shall be appointed by the City Council.
(Ord. 1464, (part), 1988; Ord. 679, (part), 1975)
2.68.020 Terms of Office.
A. Commission members serve at the pleasure of the City Council. The term of office of the members of the Library Commission
shall be for four years and shall end on January 30th of the year their term is due to expire. No commissioner shall serve more than
two consecutive terms except that a commissioner may serve more than two consecutive terms if he or she has been appointed to
the Commission to fill an unexpired term of less than two years.
B. The appointment, reappointment and rules governing incumbent members of the Commission are governed by the Resolution
of the Cupertino City Council which governs advisory bodies.
(Ord. 18-2180, §5(part), 2018; Ord. 1974, §4(part), 2006; Ord. 1464, (part), 1988; Ord. 1321, § 1 (part), 1985; Ord. 1166, (part),
1982; Ord. 679, (part), 1975)
2.68.030 Vacancy—Removal.
Any appointee member may be removed by a majority vote of the total membership of the City Council. Vacancies shall be filled
by appointment by the City Council, and shall be for the unexpired portion of the term of office vacated.
(Ord. 679, (part), 1975)
2.68.040 Meetings—Quorum—Officers—Staff.
The Library Commission shall hold regular meetings at least once every other month, and, at the discretion of the Commission,
such other meetings as may be necessary or expedient. A majority of the Library Commission shall constitute a quorum for
purposes of transacting the business of the Commission. The Library Commission shall elect a chairperson and a vice-chairperson,
both of whom shall serve at the pleasure of the Commission. Terms of office for the chairperson and vice-chairperson shall be for
one year. Staff services as required shall be provided to the Commission by the City Manager.
(Ord. 2015, §5, 2008; Ord. 1964, §2,2005; Ord. 1321, §2(part), 1985; Ord. 1167, (part), 1982; Ord. 679, (part), 1975)
2.68.050 Compensation—Expenses.
Members of the Library Commission shall serve without compensation, but all necessary expenses reasonably incurred by them
while acting in their official capacities shall be paid by appropriate action of the City Council.
(Ord. 679, (part), 1975)
2.68.060 Records.
The Commission shall keep a record of its proceedings and transactions, and shall render such reports to the City Council as may
be required.These records shall be filed with the City Clerk.
(Ord. 18-2180, §5(part), 2018; Ord. 679, (part), 1975)
2.68.070 Duties—Powers—Responsibilities.
The Library Commission shall have the following duties, powers and responsibilities, and such other as they may be entrusted with
by the City Council from time to time:
A. Consult with the City Council,the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the
functioning of the physical facilities of the Cupertino Library and shall make recommendations from time to time for improvement or
modification thereof;
B. Consult with the City Council,the City staff and the Santa Clara County Library Joint Powers Authority and staff regarding the
Cupertino Library programs and services to the community and shall make recommendations from time to time for improvements or
modifications thereof;
C. Consult with and act as liaison with private community groups supportive of the library program;
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D. Consult with the architect and the City Council in the planning of any main or branch library building facilPIwA&)Wg
locations, building layout, architecture, landscaping and furnishings;
E. Hold hearings,formulate policies and make rules and procedures with respect to the foregoing for approval by the City
Council;
F. Perform such other tasks as maybe expressly requested of it by the City Council.
(Ord. 1697, (part), 1995; Ord. 679, (part), 1975)
2.68.080 Effect.
Nothing in this chapter shall be construed as restricting or curtailing any of the powers of the City Council or City officers, or the
delegation to the Library Commission of any authority or discretionary powers imposed by law in such council or officers. The City
Council declares that the public interest, convenience,welfare and necessity require the appointment of a Library Commission to act
in a purely advisory capacity to such Council,for the purpose enumerated in this chapter.
(Ord. 679, (part), 1975)
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10429 Agenda Date: 2/2/2022
Agenda #: 8.
Subject: Discuss Expanding the Library Commission into the Library and Community Engagement
Commission
Discuss and consider adding to the roles and responsibilities engaging residents on city programs.
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12 CITY OF CUPERTINO
CUPERTINO Agenda Item
22-10430 Agenda Date: 2/2/2022
Agenda #: 9.
Subject: Monthly Update Reports
Receive Monthly Update Reports from:
- Cupertino Community Librarian
- County Librarian Monthly Update
- Friends of the Library
- Cupertino Library Foundation
- Commissioners
- Poet Laureate
- Staff
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