Agenda Packet_03.06.19CITY OF CUPERTINO
AGENDA
LIBRARY COMMISSION
7:00 PM
Cupertino Library, 10800 Torre Ave, 2nd Floor ThinkTank
Wednesday, March 6, 2019
CALL TO ORDER
ROLL CALL
APPROVAL OF MINUTES
1.Subject: Regular Meeting of February 6, 2019
Draft Minutes
CEREMONIAL MATTERS AND PRESENTATIONS
2.Subject: Brown Act Presentation
POSTPONEMENTS
ORAL COMMUNICATIONS
This portion of the meeting is reserved for persons wishing to address the commission
on any matter not on the agenda. Speakers are limited to three (3) minutes. In most
cases, State law will prohibit the commission from making any decisions with respect to
a matter not listed on the agenda
WRITTEN COMMUNICATIONS
OLD BUSINESS
3.Subject: Proposed Questions, Marketing Plan, and Incentive Programs
4.Subject: Library Commission Work Plan Items
City Manager's Staff Report.pdf
Priority Setting Work Program Ideas.pdf
Priority Setting Ranking by Priority.pdf
Priority Setting Ranking by Department/Division.pdf
Page 1
March 6, 2019Library Commission AGENDA
NEW BUSINESS
5.Subject: Book Recommendations
STAFF AND COMMISSION REPORTS
6.Subject:
Cupertino Community Librarian Report
County Librarian Report
Friends of the Library Report
Cupertino Library Foundation Report
Commissioner Report
Poet Laureate Report
Staff Report
Calendar Review
ADJOURNMENT
Page 2
March 6, 2019Library Commission AGENDA
In compliance with the Americans with Disabilities Act (ADA), anyone who is planning
to attend the next meeting who is visually or hearing impaired or has any disability
that needs special assistance should call the City Clerk's Office at 408-777-3223, 48
hours in advance of the meeting to arrange for assistance. Upon request, in advance,
by a person with a disability, meeting agendas and writings distributed for the meeting
that are public records will be made available in the appropriate alternative format.
Also upon request, in advance, an assistive listening device can be made available for
use during the meeting.
Any writings or documents provided to a majority of the members after publication of
the agenda will be made available for public inspection. Please contact the City
Clerk’s Office in City Hall located at 10300 Torre Avenue during normal business
hours.
IMPORTANT NOTICE: Please be advised that pursuant to Cupertino Municipal
Code 2.08.100 written communications sent to the Cupertino City Council,
Commissioners or City staff concerning a matter on the agenda are included as
supplemental material to the agendized item. These written communications are
accessible to the public through the City’s website and kept in packet archives. You are
hereby admonished not to include any personal or private information in written
communications to the City that you do not wish to make public; doing so shall
constitute a waiver of any privacy rights you may have on the information provided to
the City.
Members of the public are entitled to address the members concerning any item that is
described in the notice or agenda for this meeting, before or during consideration of
that item. If you wish to address the members on any other item not on the agenda, you
may do so during the public comment.
Page 3
DRAFT MINUTES LIBRARY COMMISSION
Wednesday, February 6, 2019
LIBRARY COMMISSION REGULAR MEETING CALL TO ORDER
At 7:03 p.m., Chair Wang called the meeting to order at the Cupertino Library, 10800 Torre
Ave, Cupertino, in the Think Tank Room.
ROLL CALL
Commissioners: Liana Crabtree, Amanda Jia Wo, Christie Wang, Qin Pan, Rahul Vasanth
City/County Library Staff: Jeff Milkes, Clare Varesio, Nancy Howe
Absent: None
Introduction of new Commissioners Pan and Vasanth.
CEREMONIAL MATTER AND PRESENTATIONS
Chair/Vice Chair Selection
Chair Wang motioned to have Vice Chair Liana Crabtree as the new Chair and Commissioner
Amanda Jia Wo as the new Vice Chair. Commissioner Vasanth seconded. Motion passed
unanimously.
ORAL COMMUNICATIONS
Gopal Kumarappan thanked Library commissioners and spoke about collaboration between the
commissions.
NEW BUSINESS
Survey on Improving Council-Commissions Communications
Interim City Manager Timm Borden discussed the survey and asked that Commissioners turn
them in by Wednesday, February 13. Exiting commissioners were also asked to fill out survey.
Survey can be emailed to Lauren Sapuder, Executive Assistant to City Manager, at
LaurenS@cupertino.org. OLD BUSINESS
Library Commission Work Plan Items
Interim City Manager Timm Borden discussed City Council’s work program and how it relates
to Commission work programs.
• Council’s work program is adopted the first Council meeting in April. Resources are
allocated and put into the draft operating budget.
• City Council’s approved work program and budget will be implemented July 1, 2019.
• Items within the work program are pushed out to appropriate Commission(s).
• These items become the Commissions’ work program also beginning July 1.
• Commission work plans should not take up any significant staff resources.
• Commissioners can also collect new items and submit to the City liaison and those items
will go into the work program for in March/April timeframe for the following fiscal
year.
• Funds are available in July.
• Commission can add items during the year. City liaison can bring items to the City
Manager, who would make the proposal to City Council to add items.
• A copy of the current fiscal year’s budget will be provided to the Commission.
Director Milkes suggested that the City Attorney present at a future Commission meeting if
Commissioner’s would like to learn about the Brown Act. STAFF AND COMMISSION REPORTS Library Foundation Report
President Henry Sang reported as submitted.
• The Library Foundation was formed as an independent foundation in 1994 and has
conducted special programs for the last 15-20 years.
• Actively recruiting for a marketing specialist with communication skills.
• Partnering with Teen Advisory Council.
• Pursuing new partnerships with medical organizations to support the Wellness Program
run by the library.
Cupertino Community Librarian Report
Clare Varesio reported as submitted.
• Online services are available for skill building, including Universal Class, creativebug,
Rosetta Stone.
• All FUHSD students received library cards in December creating a marked increase in
new patron members.
Wellness Program - Sunday Afternoons
Last year’s topics included acupressure, digestion, skin care, cholesterol, meditation and
mindfulness, and Alzheimer’s.
County Librarian Report
Nancy Howe reported as submitted.
• Brought United Nations Association Film Festival to the South Bay
• 140 upcoming new programs
Friends of the Library Report – None
Commissioner Reports
Commissioner Wo reported that a draft of the Parks & Recreation System Master Plan was
presented at the January Parks & Recreation Commission meeting.
Calendar Review
Commissioner Wang will attend the special Mayor’s meeting in March. Commissioner Pan will
attend meeting in April. Commissioner Vasanth will attend in May.
APPROVAL OF MINUTES
Special Meeting of January 9, 2019
Commissioner Wang motioned to approve the minutes and Vice Chair Wo seconded. Motion
passed unanimously.
Library Commission’s recommendation for Cupertino Library Extended Hours has gone to
Chad Mosley, Interim Assistant Director of Public Works. Tentative item will go to City Council
on February 19.
Vice Chair Wo and Commissioner Wang made motion for staff direction to identify Cupertino
Library Think Tank Room as future location for all Library Commission meetings going
forward. Motion passed unanimously.
OLD BUSINESS
Survey – Proposed Questions and Incentive Program
Library District conducts a tri-annual Patron Satisfaction Survey. Next survey should take place
in spring 2019.
Discussed incentives to encourage library patrons to participate in the survey. Suggestions
included:
• Instead of spending money on incentives, use it for marketing/outreach.
• Hire temporary staff or ask for volunteers to ask patrons to take the survey.
Chair Crabtree opened the discussion up to community members in attendance.
• When checking out, ask if library patrons would be interested in taking survey.
• Email survey to all library card holders.
• Commissioners encouraged to get the word out through email contacts, social media,
etc.
• Attend other commissions to inform them of survey.
Chair Crabtree requested this item forward as Old Business to March meeting. Change item to
Proposed Questions, Marketing Plan, and Incentive Programs.
Library Commission Work Plan Items
Chair Crabtree suggested moving this item to the March 6 agenda as Old Business.
City liaison to provide new commissioners with work plan items previously prepared by the
Library Commission.
Defining the Relationship Between the City of Cupertino and the Cupertino Historical Society
Chair Crabtree requested that this item be removed from the February 6 meeting agenda and
that future meeting agenda items only include items that:
• Fall under the purview of the Library Commission
• Can be linked to a City Council or Library Commission work plan item, and/or
• Represents specific requests from Council directed to Commissions in general or to the
Library Commission specifically.
Director Milkes spoke to the purpose of the Historical Society presenting to Library
Commission. The Historical Society presented to the Parks and Recreation Commission stating
that they wanted to bring the City on board to acknowledge the fact that they play the role of
the City’s archivist and wanted to make sure that is memorialized.
Chair Crabtree motioned that the item removed from the agenda and, at this time, that it not be
brought back as an agenda item to Library Commission and that they welcome representatives
from the Historical Society if they have information they want to share with the Commission to
come and speak during Oral Communications. Commissioner Vasanth seconded the motion.
Motion passed with 3 yes, 1 no, and 1 abstaining.
Book Recommendations
Chair Crabtree requested that Book Recommendations be postponed to the March 6 meeting.
POSTPONEMENTS
None
WRITTEN COMMUNICATIONS
None
ADJOURNMENT: The meeting adjourned at 9:30 p.m. to March 6, 2019 at 7:00 p.m.
Respectfully Submitted by,
Jeff Milkes, Director of Recreation and Community Services
Minutes approved at the ____________ _meeting.
Meeting: February 8, 2019
Priority Setting Session Recap
On February 2, 2019, the City Council held a Priority Setting Session at the Quinlan
Community Center to, among other things, discuss their priorities for potential Work
Program ideas for 2019-20. This prioritized list will be worked on by staff over the next
month to estimate required resources within the appropriate departments, and then to
fold the new items in the ongoing Work Program initiatives.
During the Priority Setting Session, there were several changes and clarifications made
to the list that Councilmembers used to complete their individual 1-10 ratings of the
initiatives. Below is a description of these changes that have now been made. Attached
is the revised list of initiatives, followed by a prioritized ranking of the initiatives, and
also a prioritized ranking by department.
11. Develop Cupertino Marketing Program – Reworded to emphasize “Public
relations campaign to enhance Cupertino image for residents and region.”
20. Establish Code of Ethics – This was deleted since this is a current initiative that
is intended to be complete this fiscal year.
21. Engage with Philanthropic Organizations to find a way to build ELI housing
units for developmentally disabled. – This was added as it was inadvertently
deleted from list. Councilmembers were solicited individually for their priority
rating immediately after the meeting.
22. Event Support – The Tournament of Bands item is merged with #24 (Review
policies on relationships with Council, Commissioners, and staff with various local
non-profit organizations)
25. Develop Resident Advisor Program was combined with #3 (Community
Engagement)
Additionally, advocates for a pilot off-leash dog park at Jollyman Park will be agendized
soon to present their proposal to the City Council. With support from the Council, it is
anticipated that this item can also be brought back in the proposed City Council Work
Program on March 19.
_____________________________________
Prepared by: Timm Borden, Interim City Manager
Attachments:
A – Priority Setting Work Program Ideas
B – Priority Setting Ranking by Priority
C – Priority Setting Ranking by Department/Division
1. Review General Plan/Zoning Ordinance (CDD, Planning)
Update with Objective Standards as necessary in Vallco and Heart of the City
Specific Plans, the North De Anza, South De Anza, South Sunnyvale Saratoga and
Monta Vista Conceptual Plans, and in the residential, commercial, and industrial
zones of the zoning ordinance.
2. Commissions and Committees (Mergers? New?) (City Clerk and Liaison Departments)
There has been some discussions regarding new commissions, such as for Traffic
and Transit, and making other committees more robust, such as with the
Legislative Action Committee.
3. Community Engagement (Public Affairs)
Work with Block Leaders, Neighborhood Watch, and neighborhood associations
and groups to be neighborhood representatives and stakeholders in city relations.
Increase membership and engagement to attain these goals. Include possible
Resident Advisor Program
4. City webpages for high profile projects or issues (Public Affairs)
Ensure that information is present in a thorough, fact-based, and a timely &
consistent format that allows residents to receive project or issue updates
automatically.
5. Develop funding strategy for implementation of major projects identified as priorities in
completed master plans (Admin Services)
Review options for funding major projects such as those included in the Civic
Center Master Plan, the Citywide Parks and Recreation System Master Plan, or the
Service Center Master Plan.
6. Modernize Business Tax and Analyze potential revenue measures – Chao (Admin
Services)
Review opportunities for gross receipt tax, head tax, or development in lieu fees
for building and infrastructure
7. Assess current Athletic Field Use policy, scheduling process and fee schedule (RCS)
Review field use policy, including Sunday reservation feasibility, outreach process,
scheduling, and program costs and fees.
8. Teen Engagement – Chao (CMO)
Expand Teen Commission or develop subcommittees or task forces with support
and leadership from community volunteers, perhaps senior citizens. Topics could
include teen mental health or apprenticeship and internship programs.
9. Mental Health Initiative for all ages - Chao (CMO)
Provide programs and events to focus on mental health for teens, seniors and
people in between.
10. Implement Zonar – 3 Dimensional Zoning Modeling (IT/CDD, Planning)
Provide software and training to allow for the three dimensional modeling of
zoning and design characteristics such as setbacks and building planes.
11. Develop Cupertino Marketing Program (Public Affairs)
Public Relations Campaigns to enhance Cupertino image for residents and region.
Provide consistent and broad marketing of City programs to increase resident
engagement and Cupertino branding.
12. Councilmember Webpages and Outreach (IT/Public Affairs)
Provide updated and consistent webpages to provide committee assignments and
calendars. Explore ideas such as meet Councilmember at parks, walk with a
Councilmember
13. Green Building Code Local Amendments (CDD, Building)
Direct staff to look into the possible adoption of Green Building Codes more
stringent than State standard Title 24.
14. Participate in Regional Electrification Building Reach Code Effort (CDD, Building)
Direct staff to actively participate in the regional effort to examine building
electrification reach codes along with other cities in Silicon Valley Clean Energy
and Peninsula Clean Energy (San Mateo County).
15. Climate Adaptation Plan (CMO, Sustainability)
Direct staff to create a “Resilient Cupertino Plan” that incorporates the
vulnerability/hazards assessments with an action plan, taking into consideration
future climate projections related to the hazards within the City (wildfire, drought,
earthquake, flooding etc.).
16. Climate Action Plan 2.0 (CMO, Sustainability)
Direct staff to begin planning for what is next beyond the current scope and
timeframe of the existing CAP.
17. Proactive Legislative Support – (CMO)
Conduct Request for Qualifications and enter into agreement with legislative
lobbying firm to proactively provide Council with analysis and lobbying support.
Work with West Valley cities to potentially share lobbyist contract services. Work
with regional and state organizations to promote local control.
18. Public Safety Support – Chao (CMO)
Provide recommendations to residents and businesses on video camera
surveillance, review current city surveillance video cameras. Also review providing
references or recommendations on other anti-crime best practice.
19. Traffic Calming and Enforcement – Scharf (PW)
Installation of traffic calming infrastructure, especially around schools. More red
light running and intersection blocking enforcement.
20. Engage with Philanthropic Organizations to find a way to build ELI housing units for
Developmentally Disabled. – Scharf (CDD, Housing)
21. Engage with HFH to build ownership housing at 10301 Byrne Avenue – Scharf (CDD,
Housing)
Look at possibility of building 6 to 8 townhomes, 100% for-sale, 100% affordable.
22. Event Support – Scharf (CMO)
Budget funds to support Cupertino Tournament of Bands, specifically having the
City bear the cost of sheriff’s deputies that is now paid for by the event.
23. Work with nearby similar cities to analyze financial impacts of CASA Compact – Sinks
(Admin)
24. Review policies on relationships with Council, Commissioners, and staff with various
local non-profit organizations – Chao (CMO)
Policy should include process for approving meeting room space and other City
resources.
25. Housing Strategies (CDD, Planning)
Look at developing a strategy that provides a variety of products across the
affordability spectrum.
26. Transit Update and Strategies – Sinks (PW)
Pursue transit funding with Apple, Measure B, and other funding sources.
27. Development Accountability (CDD, Planning)
Analyze methods to limit the time that developers can tie up entitled allocations
without building.
28. Homelessness – Chao, Paul (CDD, Housing)
Conduct audit of services available in Cupertino for the Homeless. Confirm estimates
of homelessness in Cupertino. Explore solutions for homeless students.
29. Urban Villages- Chao (CDD, Planning)
Work to reach agreements with neighboring cities to prevent inappropriate
upzoning near city borders.
30. Vacancy Tax – Chao (CMO)
Explore a vacancy tax to help mitigate the impacts of the widespread practice of
warehousing valuable residential and commercial units.
Score 1 to 10 - One is the highest priority, 10 is the lowest.
#Priority WORK PROGRAM PROPOSAL DEPT.Chao Paul Scharf Sinks Willey Total
1 1 Review General Plan/Zoning Ordinance CDD - Plng.1 1 1 3 1 7
3 3 Community Engagement Pub. Aff.3 1 1 5 1 11
23 2
Work with nearby similar cities to analyze financial impacts of CASA
Compact Admin 1 1 1 2 6 11
26 4 Housing Strategies CDD - Plng.1 1 3 1 6 12
5 5
Develop funding strategy for implementation of major projects identified
as priorities in completed master plans Admin 2 1 2 2 6 13
20
Engage with Philanthropic Organizations to find a way to build ELI
housing units for Developmentally Disabled CDD - Hsing 2 1 2 3 6 14
11 6 Develop Cupertino Marketing Program Pub. Aff.1 2 2 8 3 16
2 8 Commissions and Committees (Mergers? New?) Clerk/Depts.3 1 5 5 3 17
21 9 Engage with HFH to build ownership housing at 10301 Byrne Avenue CDD - Hsing 2 1 3 5 6 17
6 10 Modernize Business Tax and Analyze potential revenue measures Admin 1 2 3 2 10 18
17 11 Proactive Legislative Support CMO 1 1 1 5 10 18
22 12 Event Support CMO 1 6 5 6 18
28 13 Development Accountability CDD - Plng.1 1 2 8 6 18
19 14 Traffic Calming and Enforcement PW 6 1 1 5 6 19
27 15 Transit Updates and Strategies PW 5 1 6 1 6 19
7 16 Assess current athletic use policy, scheduling process and fees schedule RCS 3 2 4 5 6 20
18 17 Public Safety Support CMO 1 2 2 5 10 20
4 19 City webpages for high profile projects or issues Pub. Aff.10 2 5 3 3 23
12 7 Councilmember Webpages and Outreach IT/Pub. Aff.8 3 7 5 1 24
24 23
Review policies on relationships with Council, Commissioners, and staff
with various local non-profit organizations RCS 3 3 4 5 10 25
30 24 Urban Village CDD - Plng.5 1 8 8 3 25
9 25 Mental Health Initiative for all ages CMO 4 1 6 5 10 26
29 27 Homeless CDD - Plng.5 1 6 5 10 27
8 28 Teen Engagement CMO 2 2 10 5 10 29
13 20 Green Building Code Local Amendments CDD -Bldg.6 1 10 3 10 30
15 21 Climate Adaptation Plan CMO-Sust.6 1 9 5 10 31
16 22 Climate Action Plan 2.0 CMO, Sust.6 1 9 5 10 31
14 26 Participate in Regional Electrification Building Reach Code Effort CDD -Bldg.6 3 10 3 10 32
10 29 Implement Zonar – 3 Dimensional Zoning Modeling IT/CDD-Plng.10 3 8 5 10 36
31 30 Vacancy Tax CMO 8 3 8 8 10 37
Score 1 to 10 - One is the highest priority, 10 is the lowest.
#Priority WORK PROGRAM PROPOSAL DEPT.Chao Paul Scharf Sinks Willey Total
23 2
Work with nearby similar cities to analyze financial impacts of CASA
Compact Admin 1 1 1 2 6 11
5 5
Develop funding strategy for implementation of major projects identified
as priorities in completed master plans Admin 2 1 2 2 6 13
6 10 Modernize Business Tax and Analyze potential revenue measures Admin 1 2 3 2 10 18
20
Engage with Philanthropic Organizations to find a way to build ELI
housing units for Developmentally Disabled CDD - Hsing 2 1 2 3 6 14
21 9 Engage with HFH to build ownership housing at 10301 Byrne Avenue CDD - Hsing 2 1 3 5 6 17
1 1 Review General Plan/Zoning Ordinance CDD - Plng.1 1 1 3 1 7
26 4 Housing Strategies CDD - Plng.1 1 3 1 6 12
28 13 Development Accountability CDD - Plng.1 1 2 8 6 18
30 24 Urban Village CDD - Plng.5 1 8 8 3 25
29 27 Homeless CDD - Plng.5 1 6 5 10 27
13 20 Green Building Code Local Amendments CDD -Bldg.6 1 10 3 10 30
14 26 Participate in Regional Electrification Building Reach Code Effort CDD -Bldg.6 3 10 3 10 32
2 8 Commissions and Committees (Mergers? New?) Clerk/Depts.3 1 5 5 3 17
17 11 Proactive Legislative Support CMO 1 1 1 5 10 18
22 12 Event Support CMO 1 6 5 6 18
18 17 Public Safety Support CMO 1 2 2 5 10 20
9 25 Mental Health Initiative for all ages CMO 4 1 6 5 10 26
8 28 Teen Engagement CMO 2 2 10 5 10 29
31 30 Vacancy Tax CMO 8 3 8 8 10 37
16 22 Climate Action Plan 2.0 CMO, Sust.6 1 9 5 10 31
15 21 Climate Adaptation Plan CMO-Sust.6 1 9 5 10 31
10 29 Implement Zonar – 3 Dimensional Zoning Modeling IT/CDD-Plng.10 3 8 5 10 36
12 7 Councilmember Webpages and Outreach IT/Pub. Aff.8 3 7 5 1 24
3 3 Community Engagement Pub. Aff.3 1 1 5 1 11
11 6 Develop Cupertino Marketing Program Pub. Aff.1 2 2 8 3 16
4 19 City webpages for high profile projects or issues Pub. Aff.10 2 5 3 3 23
19 14 Traffic Calming and Enforcement PW 6 1 1 5 6 19
27 15 Transit Updates and Strategies PW 5 1 6 1 6 19
7 16 Assess current athletic use policy, scheduling process and fees schedule RCS 3 2 4 5 6 20
24 23
Review policies on relationships with Council, Commissioners, and staff
with various local non-profit organizations RCS 3 3 4 5 10 25