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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,June 1, 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, June 1 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 1 Library Commission Agenda June 1,2022 https:Hcityofcupertino.zoom.us/webinar/register/WN_c9ZecBc8QOuRmxbOjENT4g Phone Dial 669-900-6833 and enter Webinar ID: 9921853 7798 (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: 9921853 7798 SIP: 99218537798@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 Page 2 2 Library Commission Agenda June 1,2022 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 APPROVAL OF MINUTES 1. Subject: April 6, 2022 Library Commission Meeting Minutes Recommended Action: Review and approve the April 6, 2022 Library Commission 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 2. 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. NEW BUSINESS 3. Subject: Cupertino Poet Laureate Subcommittee Update Recommended Action: Receive an update from the Cupertino Poet Laureate Subcommittee. 4. Subject: Discuss Possible Collaboration with Eaton Elementary Regarding Parking Spaces for the Library Recommended Action: Discuss possible collaboration with Eaton Elementary regarding parking spaces for the library. Page 3 3 Library Commission Agenda June 1,2022 5. Subject: Update on Fiscal Year 2021-22 City Work Program Item Senior Strategy Recommended Action: Receive an update on the status of the Senior Strategy Fiscal Year 21-22 work program item regarding technology survey results and outreach plan and provide feedback. Staff Report A-Senior Strategy Survey Results-Technology STAFF AND COMMISSION REPORTS 6. 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 meeting who is visually or hearing impaired or has any disability that needs special assistance should call the City Clerk's Office at 408-777-3223, at least 48 hours in advance of the meeting to arrange for assistance. In addition, upon request, in advance, by a person with a disability, meeting agendas and writings distributed for the meeting that are public records will be made available in the appropriate alternative format. Any writings or documents provided to a majority of the members after publication of the agenda will be made available for public inspection. Please contact the City Clerk's Office in City Hall located at 10300 Torre Avenue, 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 Page 4 4 Library Commission Agenda June 1,2022 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. Page 5 5 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11009 Agenda Date: 6/1/2022 Agenda #: 1. Subject: April 6, 2022 Library Commission Meeting Minutes Review and approve the April 6, 2022 Library Commission meeting minutes. CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 6 CITY OF is DRAFT MINUTES LIBRARY COMMISSION CUPERTINO Wednesday, April 6, 2022 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,Liyan Zhao, Rahul Vasanth, Sheela Sreekanth,Archana Panda City/County Staff:Joanne Magrini, Rachelle Sander, Molly James,Jessica Javier,Jim Throop, Susan Michael, Kevin Khuu, Clare Varesio,Jennifer Weeks Presenters:Jing Jing Yang Absent: None CEREMONIAL MATTERS AND PRESENTATIONS None APPROVAL OF MINUTES 1. Subject: March 2,2022 Library Commission Meeting Minutes Recommended Action: Review and approve the March 2, 2022 Library Commission meeting minutes. Vice Chair Zhao motioned to approve the minutes as submitted. Commissioner Sreekanth seconded. Motion passed unanimously. POSTPONEMENTS None ORAL COMMUNICATIONS None WRITTEN COMMUNICATIONS Chair Pan shared an email received from a community member about adding more charging cables to the Library. OLD BUSINESS 2. 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 item and provided an update on the construction of the Library. Shared conceptual drawings for the landscape 7 around the building and inside of the courtyard.A gala event will be hosted for the opening on Friday, April 29. 3. 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. Chair Pan reviewed the item from the previous meeting and opened the item for discussion. Jim Troop, City Manager, commented on the considerable duties of the Library Commission and encouraged Commissioners to consider their current workloads. Suggested refocusing the consideration of community engagement to the Library and possible Library events and programs. Commissioner Vasanth mentioned Campbell as an example of a Library Commission that had expanded their duties,but the focus remains on the library and to utilize and support it as a hub for civic engagement. Commissioner Panda agreed and suggested to continue developing hybrid and virtual options to better utilize resources and help more community members. Clare Varesio, Community Librarian, agreed with City Manager Troop's comments and provided her concerns that expanding the Commission's roles and responsibilities could result in losing focus on the Library. Commented that community engagement and outreach is currently integral in the Commission's current duties and to consider the engagement from other Commissions as well. Liana Crabtree, Cupertino Resident, commented on the Library as a hub for community engagement, with the focus of promoting new developments,programs, or events at the Library. Had no opinion on expanding the Commission's duties,but reminded the Commission about current possible engagement opportunities. Vice Chair Zhao commented that with the expansion, there will be many opportunities to promote events and engage with the community. Suggested postponing the item and to focus on current community engagement opportunities, with a focus on Library programs and events and continued partnership with the Library. Commissioner Vasanth suggested adding to the Library Commission's duties a responsibility of civic engagement within the Library's space,not tied to programs,but still with the focus on the Library. Chair Pan reviewed the discussion so far and supported Vice Chair Zhao's suggestion to clarify the Commission's duties to possibly expand or include community engagement. Suggested tabling this item for Commissioners to think about potentially expanding their responsibilities. 8 Chair Pan motioned to table the item and have Commissioners think about options to either expand the Commission's duties or narrow down the name change. Commissioner Panda seconded. Motion passed unanimously. NEW BUSINESS 4. Subject: Cupertino Poet Laureate Program and 2023-2025 Poet Laureate Selection Process Recommended Action: Discuss the Poet Laureate Program and select a sub-committee to outreach and establish the selection committee for the 2023-25 Poet Laureate Selection Process. Joanne Magrini, Director of Parks and Recreation,introduced Molly James,Recreation Manager,to present on this item. Molly reviewed the Poet Laureate program with the Commission. Jing Jing Yang, current Cupertino Poet Laureate, thanked the Commissioners for extending her term. Offered to help in the selection of the next poet laureate. Provided a report on several upcoming events such as an event on April 30, to celebrate reopening of the Library and the original Cupertino Poetry Circle and April as national poetry month. In May, will celebrate Asian American and Pacific Islander Heritage Month.Will have a guest named Had to celebrate the arts and creativity.Will judge for the Youth Rotary Poetry Contest with the Santa Clara County Poet Laureate and former Poet Laureate Jennifer Swanson.Will do poetry windows at the Library in June and work at the City's Bike Festival in the fall. Commissioner Panda suggested expanding the qualifications to potentially garner more widespread applicants and establish a person to focus on the management side and partner with the poet laureate. Vice Chair Zhao commented on the current rules and suggested expanding the limitation that the person must be a Cupertino Resident or must have worked in Cupertino for at least 2 years and to include the current Poet Laureate in the Selection Committee. Chair Pan suggested continuing to push to update the Poet Laureate playbook to improve on the selection of the next Poet Laureate and suggested finding a middle ground for all parties to work together to support the program. Liana Crabtree, Cupertino Resident, shared her experience in the previous recruitment, comments made by the previous poet laureate, and agreed that there needs to be a greater support team for the position. The Commission thanked Jing Jing for her work and effort as the current Poet Laureate. Commissioner Panda offered to help Jing Jing with her programs and events. Commissioner Panda and Vice Chair Zhao volunteered to be on the subcommittee. 9 Commissioner Panda motioned for Jing Jing Yang,Vice Chair Zhao, and herself to be part of the subcommittee.Vice Chair Zhao seconded. Motion passed unanimously. 5. Subject: Discuss the Poet Laureate Handbook and Consider Forming a Subcommittee Recommended Action: Discuss the Poet Laureate Handbook and consider forming a subcommittee. Chair Pan reviewed this item. Director Magrini supported the utilization of connections from the previous and current poet laureates, along with performing more outreach such as tabling in front of the library and educating community members on the program. Chair Pan suggested the current subcommittee take time to review the playbook during the recruitment process to highlight specific areas that could be improved or updated and to request the changes to City Council. Commissioner Panda suggested recruiting a junior Poet Laureate, who will take over the position once the current poet laureate graduates from the position.Jing Jing suggested for future updates to potentially recruit a youth poet laureate and will send a list of her activities and events to City staff to share with the Commissioners. Chair Pan motioned for the current subcommittee to review the current playbook and suggest parts and sections to potentially update. Commissioner Vasanth seconded. Motion passed unanimously. 6. Subject: Discuss Art Display Areas at the Library Recommended Action: Discuss possible art display areas at the Library. Clare Varesio, Community Librarian, provided information on this item,including upcoming art display projects such as from the Cupertino Library Foundation, the Fine Arts League, the Mayor's Cup challenge, a temporary exhibit from Recology's Artist in Residence program, and will continue to work with the Cupertino Poet Laureate to put poetry on display. Chair Pan suggested working on expanding and displaying art to other potential areas and suggested reaching out to the Library Foundation. Clare confirmed the Library will continue to work on this item. 7. Subject: Library Commission Photo Selection Recommended Action: Review and select a photo for the Library Commission to be displayed at the Cupertino Library. The Commission reviewed and selected the second photo. Staff will work on the photo to expand the quote and Commissioner Sreekanth offered to help.Joanne reminded Commissioner Vasanth and Vice Chair Zhao to submit a personal photo for the City's webpage. STAFF AND COMMISSION REPORTS 8. Subject: Monthly Update Reports. Recommended Action: Receive monthly update reports from: 10 Cupertino Community Librarian Clare Varesio reported as submitted. County Librarian Monthly Update Jennifer Weeks reported as submitted. Friends of the Library Had a book sale on Saturday, April 2. Will hosted another book sale in late Summer and have opened up the donation bins again from Tuesday mornings to Thursday afternoons. Cupertino Library Foundation No updates. Commissioners No updates. Poet Laureate Was heard earlier. Staff Director Magrini reported on the following items: o Big Bunny 5K on April 16 o Earth day on April 23 o The City's public engagement portal called Engage Cupertino and current surveys in progress: the All-Inclusive Playground and the Lawrence Mitty Park Master Plan. o The May meeting will most likely be in person. o Jessica Javier as the new Administrative Assistant. COMMISSIONER ATTENDANCE AT UPCOMING MEETINGS AND EVENTS Discussed attendees for upcoming Mayor's Meetings: - April-Commissioner Vasanth - May-Commissioner Panda - June-Vice Chair Zhao Commissioner Panda will attend the May Mayor's meeting for Chair Pan. Staff asked the Commissioners to respond about the tour dates for the Library Expansion. FUTURE AGENDA SETTING None ADJOURNMENT: Chair Pan adjourned the meeting 9:08 p.m. Respectfully Submitted by, Kevin Khuu,Management Analyst 11 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11010 Agenda Date: 6/1/2022 Agenda M 2. 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. CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 12 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11011 Agenda Date: 6/1/2022 Agenda M 3. Subject: Cupertino Poet Laureate Subcommittee Update Receive an update from the Cupertino Poet Laureate Subcommittee. CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 13 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11012 Agenda Date: 6/1/2022 Agenda M 4. Subject: Discuss Possible Collaboration with Eaton Elementary Regarding Parking Spaces for the Library Discuss possible collaboration with Eaton Elementary regarding parking spaces for the library. CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 14 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11014 Agenda Date: 6/1/2022 Agenda M 5. Subject: Update on Fiscal Year 2021-22 City Work Program Item Senior Strategy Receive an update on the status of the Senior Strategy Fiscal Year 21-22 work program item regarding technology survey results and outreach plan and provide feedback. CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 15 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 STAFF REPORT Meeting:June 1, 2022 Subject Update on Fiscal Year 2021-22 City Work Program Item Senior Strategy Recommended Action Receive an update on the status of the Senior Strategy Fiscal Year 21-22 work program item regarding technology survey results and outreach plan and provide feedback. Background For Fiscal Year(FY) 2021-22, the City Work Program includes an item titled "Senior Strategy" with a stated objective to address the needs of seniors in collaboration with the City Council and Commissions. Needs to address include technology resources, housing, food supply, transportation, and mental and physical health and wellbeing. Discussion A survey was developed to determine seniors' awareness of existing available resources which address the need areas listed in the project objective. This survey was brought to the Senior Advisory Council for feedback on September 27,2021 which was incorporated prior to publishing. The survey was launched in October of 2021 and closed in December of 2021 and received 459 responses. The survey results were compiled and analyzed to determine the greatest gaps in resource awareness among seniors. This compiled survey data was presented to the Senior Advisory Council along with a primary outreach plan for their feedback on March 24,2022. The survey results and preliminary outreach plan will be presented to pertinent commissions for their feedback prior to presentation of the item at a future City Council meeting. Sustainability Impact No sustainability impact. Fiscal Impact None. 16 Prepared by: Alex Corbalis,Recreation Coordinator Reviewed bv:Joanne Magrini,Director of Parks and Recreation Approved for Submission by: Joanne Magrini,Director of Parks and Recreation Attachments: A-Senior Strategy Survey Results-Technology 17 Technology Resource Awareness (5 resources) Technology Resource Awareness (5 resources1 have used this resource 16% I have used this resource 16% I have considered using this resource �� 5% I have heard of this resource and know what it provides I have considered using this 5� resource I have heard of this resource and 19% know what it provides I have heard of this resource but1 have heard of this resource but know little or nothing about know little or nothing about it 18�0 1 did not know about this resource Of the five resources listed (see tables below for full list), respondents had the greatest awareness of public computers available at the Cupertino Library, and were most likely to have used the public WiFi available at some City buildings. Respondents were least aware of GetSetup.io, a virtual class platform with access sponsored by the Cupertino Library Foundation with support from the Cupertino Community Funding Grant Program. I did not know about this resourc 42� Cupertino Library resource Technology classes held at the workshops(Kanopy, Creativebug, Public WiFi in City buildings (City Cupertino Senior Center(Apple Public access computers at the Freegal, NY Times Online, Universal Hall, Quinlan Community Center, Get Setup (getsetup.io) Technology Resource Awareness Assistance, Android workshops, Senior Center, etc.) Cupertino Library Class, Flipster, Medici.TV, iPhone and iPad workshops) Discover and Go, Overdrive, PressReader, etc.) Respondents Percentage Respondents Percentage Respondents Percentage Respondents Percentage Respondents Percentage I have used this resource 10% 27% I have considered using this resource I have heard of this resource a 107 24% 90 20 166 1 ll�o know what it provides I have heard of this resource but 138 3 78 17 76 17% know little or nothing about it I did not know about this resourc 1 27� 129 28 1 1% 252 55% 12 CITY OF CUPERTINO CUPERTINO Agenda Item 22-11016 Agenda Date: 6/1/2022 Agenda #: 6. 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 CITY OF CUPERTINO Page 1 of 1 Printed on 5/26/2022 powered by LegistarTM 19