HomeMy WebLinkAbout06-23-2020 Library Commission Agenda PacketSaratoga Library Commission Agenda - Page 1 of 3
SARATOGA
LIBRARY COMMISSION
REGULAR MEETING
June 23, 2020
7:00 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be entirely by teleconference. All Commission members, staff, and public
will only participate via the Zoom platform using the process described below. The meeting
is being conducted in compliance with the Governor’s Executive Order N‐29‐20 suspending
certain teleconference rules required by the Ralph M. Brown Act. The purpose of this order
was to provide the safest environment for the public, elected officials, and staff while
allowing for continued operation of the government and public participation during the
COVID‐19 pandemic.
1. Using the Zoom website https://us02web.zoom.us/j/86201829786 or App (Webinar ID
862 0182 9786) and using the tool to raise their hand in the Zoom platform when
directed by the Chair to speak on an agenda item; OR
2. Calling 1.408.638.0968 or 1.669.900.6833, enter the Webinar ID 862 0182 9786, and
pressing *9 to raise their hand to speak on an agenda item when directed by the
Chair.
The public will not be able to participate in the meeting in person.
As always, members of the public can send written comments to the Commission prior to
the meeting by commenting online at www.saratoga.ca.us/lc prior to the start of the
meeting. These emails will be provided to the members of the Commission and will become
part of the official record of the meeting. During the meeting the Chair will explain the
process for members of the public to be recognized to offer public comment.
In accordance with the Americans with Disabilities Act and the Governor’s Executive Order,
if you need assistance to participate in this meeting due to a disability, please contact the
City Clerk at debbieb@saratoga.ca.us or calling 408.868.1216 as soon as possible before the
meeting. The City will use its best efforts to provide reasonable accommodations to provide
as much accessibility as possible while also maintaining public safety.
Saratoga Library Commission Agenda - Page 2 of 3
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Library Commission for up to three (3) minutes
on matters not on the Agenda. The law generally prohibits the Library Commission from
discussing or taking action on such items. The Library Commission may choose to place the
topic on a future agenda.
AGENDA ITEMS
1. Library Commission Minutes
Recommended Action:
Review and approve the Library Commission minutes from April 28, 2020 meeting.
2. Saratoga Library Teen Advisory Board Report
Recommended Action:
Receive report from the Teen Advisory Board.
3. Commission Scope and Work Plan
Recommended Action:
Consider whether to recommend changes to the Commission’s scope and work plan
to the Saratoga City Council.
4. Community News & Trends
Recommended Action:
Share news and trends within the community.
REPORTS
1. Santa Clara County Library District
2. Saratoga Community Library
3. Friends of the Saratoga Libraries
4. Library Commission Chair
5. City of Saratoga
SUMMARIZE ACTION ITEMS
AGENDA ITEMS FOR NEXT MEETING
ADJOURNMENT
Saratoga Library Commission Agenda - Page 3 of 3
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, &
COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, Assistant City Manager for the City of Saratoga, declare that the
foregoing agenda for the meeting of the City Council was posted and available for review
on June 18, 2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and
on the City's website at www.saratoga.ca.us.
Signed this 18th day of June 2020 at Saratoga, California.
Debbie Bretschneider, City Clerk
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials
provided to the City Council by City staff in connection with this agenda, copies of materials
distributed to the City Council concurrently with the posting of the agenda, and materials
distributed to the City Council by staff after the posting of the agenda are available on the
City Website at www.saratoga.ca.us. Following removal of State and local shelter in place
orders these materials will be available for review in the office of the City Clerk at 13777
Fruitvale Avenue, Saratoga, California.
In Compliance with the Americans with Disabilities Act, if you need assistance to participate
in this meeting, please contact the City Clerk at debbieb@saratoga.ca.us or calling
408.868.1216 as soon as possible before the meeting. The City will use its best efforts to
provide reasonable accommodations to provide as much accessibility as possible while
also maintaining public safety. [28 CFR 35.102-35.104 ADA title II]
City of Saratoga
Library Commission
MEMBERSHIP
Name Term End
Eric Lewis 9/30/2020
Steven White, Monte Sereno Representative 9/30/2021
Robert Gulino, Chair 9/30/2021
Christina Meiser, Vice Chair 9/30/2022
Victoria Zhang 9/30/2023
Staff:
Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us
RESPONSIBILITIES, DUTIES, & RELATIONSHIPS – RESOLUTION 19-052
RESPONSIBILITIES
The Library Commission shall serve as a senior advisory and liaison body. Its basic responsibilities shall include the following: 1. Provide counsel and recommendations on Library policies, budgets, plans and procedures to the Saratoga City Council, the City staff, and the Santa Clara County Library staff and Saratoga Community Librarian. 2. Identify and bring to the attention of the City Council, the City staff, and the Santa Clara County Library staff (as appropriate) current and prospective issues and questions relating to Library operation. 3. Participate, along with other appropriate governmental units, in explaining and
interpreting matters pertaining to Library operation to Library users, Library support
groups, and the general public.
4. Perform such other activities as may be directed by the Saratoga City Council.
DUTIES
In carrying out its basic responsibilities, the Library Commission shall perform the following duties: 1. Hold formal meetings as required (see preceding Section on "Administration”). 2. Maintain communications with the City Council, City staff, Santa Clara County Library staff, and the Saratoga Community Librarian on matters related to Library services.
3. Outreach to different community groups to inform them of library services and to
receive suggestions on improving Library operation.
4. Maintain within the Commission a continuity of knowledge of the Library, its operation
and its problems.
5. Keep generally informed on technical developments that could have a bearing on the
Library's operation.
6. Provide support and/or advice on events related to the Library. 7. Work with "Friends of the Saratoga Libraries" and other support groups as may be desirable in the planning of their activities. 8. Engage the Saratoga Teen Advisory Board in matters concerning use of the Library and programs.
RELATIONSHIPS
1. The Library Commission shall report to and be responsible to the Saratoga City Council.
The City Manager is authorized to appoint a City staff member to serve as a liaison
representative between the Council, staff and the Library Commission on administrative
matters.
2. The Library Commission shall have no administrative authority over the Library's operation, or activities of City staff. 3. The Library Commission shall have authority to call meetings, conduct hearings, perform analysis and make contacts with various interested parties in carrying out its basic responsibilities. 4. The Library Commission may act on its own initiative, based on its own assessment of needs, or upon request from other interested parties such as the City Council, the City staff, and the Santa Clara County Library staff.
AGENDA PLANNER
The holds regular meetings on the 4th Tuesday of even-numbered months at 7:00 p.m. at the
Saratoga Library and may schedule special meetings or cancel meetings as needed.
MEETING AGENDA ITEMS REPORTS
February 25, 2020 • Minutes
• Selection of Chair and Vice
Chair
• Commission Handbook
• Finalize 2020 Work Plan
• 2020 Regular Meeting Schedule
• New Library District Website
• Community News & Trends
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
March 9, 2020
6:00 p.m.
Commission Work Plan Study Session
Saratoga Senior Center, 19655 Allendale Avenue
April 28, 2020 • Minutes
• Commission Work Plan Study Session Debrief
• Community News & Trends
• Library District
• Saratoga Library
• Friends of the Saratoga Libraries
• Summarize Action Items • Teen Advisory Board
• Commission Chair
• City
June 23, 2020 • Minutes
• Library Commission Scope &
Work Plan
• Community News & Trends
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
August 25, 2020 • Minutes
• Community News & Trends
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga Libraries
• Teen Advisory Board
• Commission Chair
• City
October 27, 2020 • Minutes
• Selection of Chair and Vice Chair
• Commission Handbook
• Consider 2020 Work Plan
• Community News & Trends
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
December 15, 2020 • Minutes
• Finalize 2020 Work Plan
• Community News & Trends
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
2020 LIBRARY COMMISSION DRAFT WORK PLAN
KEY POINTS OF WORK PLAN
1. Support library events and programs
2. Promote library events and programs; engage in information sharing with library and public
3. Identify continuing opportunities to partner with other local events and organizations, including West Valley College
4. Help increase the number of residents with library cards 5. Provide a recommendation to City Council on expanding the scope of the Library
Commission to include community engagement
TOPICS IN DETAIL
1. Support library events and programs
a) Attend library events as Commissioners and/or participants (eg, Silicon Valley Reads programs, trivia events, etc.)
b) Volunteer to assist library staff at library events (for example, Junior Achievement)
c) Volunteer at outreach programs (eg, Saturday Farmers Market, Movie Nights, Blossom Festival) to increase number of card holders
d) Invite the City Council to and share information about library and Library Commission programs, events, and activities with the City Council
2. Promote library events and programs; engage in Information sharing with the library
and the public a) Spread awareness via our networks of library events and offerings and
encourage attendance (for example, post in Nextdoor Saratoga, post on Facebook page, tell our Book Clubs, etc.)
b) Brainstorm with Director of County Library Communication and Marketing on ways to promote Library events and programs
c) Write an article for Saratoga Source (monthly e-newsletter) or Saratoga Newspaper to feature library program(s)
d) Provide recommendations to library staff at Commission meetings. This would include ideas for programs that our community is interested in (eg, 3D
printing); new trends, and upcoming community events where outreach might occur
e) Attend annual Friends and Commissioner forum
f) Interact with other County Library Commissions and JPA, when appropriate g) Work with Friends of the Saratoga Libraries to promote and cross promote
events and activities
3. Identify continuing opportunities to partner with other local events and
organizations, including West Valley College
4. Help increase the number of residents with library cards
a) Volunteer at outreach programs b) Target Monte Sereno residents
5. Provide a recommendation to City Council on expanding scope of the Library
Commission to include community engagement
Saratoga Library Commission Minutes - Page 1 of 3
MINUTES
SARATOGA LIBRARY COMMISSION
REGULAR MEETING APRIL 28, 2020 CALL TO ORDER Chair Robert Gulino called the virtual meeting to order at 7:00 p.m. ROLL CALL
Present: Chair Robert Gulino, Vice Chair Christina Meiser, Commissioner Eric Lewis, Steven White Absent: None Also Present: Jennifer Weeks, Annapurna Dandu, Alice Patrick, Viraaj Reddi, Shreya Mani, Kayla Nakamoto, Lauren Pettipiece, Crystal Bothelio
All attendees participated virtually via Zoom.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS
1. Library Commission Minutes
Recommended Action:
Review and approve the Library Commission minutes from February 25, 2020 meeting.
LEWIS/MEISER MOVED TO APPROVE THE LIBRARY COMMISSION MINUTES FROM FEBRUARY 25, 2020 MEETING. MOTION PASSED. AYES: GULINO, LEWIS, MEISER, WHITE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE. 2. Saratoga Library Teen Advisory Board Report Recommended Action: Receive report from the Teen Advisory Board. Viraaj Reddi and Shreya Mani provided a report from the Saratoga Teen Advisory Board.
3. Commission Work Plan Study Session Debrief
Recommended Action: Conduct a debrief of the Commission Work Plan Study Session, including the addition of Library Commission consideration of expanding the scope of the Commission to include
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Saratoga Library Commission Minutes - Page 2 of 3
communitywide engagement efforts and return to the City Council with a
recommendation.
Chair Gulino provided a review of the Commission Work Plan Study Session, sharing that the City Council asked the Library Commission to consider broadening the Commission’s scope to include communitywide engagement beyond normal work efforts associated with the Saratoga Library. Commissioner Lewis expressed support for expanding the scope of the Commission.
Vice Chair Meiser and Commissioner White concurred.
MEISER/LEWIS MOVED TO ASK STAFF TO SCHEDULE AN AGENDA ITEM TO ALLOW THE LIBRARY COMMISSION TO CONSIDER EXPANDING THE SCOPE OF THE COMMISSION TO INCLUDE COMMUNITYWIDE ENGAGEMENT EFFORTS. MOTION PASSED. AYES: GULINO, LEWIS, MEISER, WHITE. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
4. Community News & Trends
Recommended Action:
Share news and trends within the community.
Chair Gulino suggested programming for those sheltering at home.
Commissioner Lewis discussed virtual programming and offered to help spread the word
about any efforts.
REPORTS
1. Santa Clara County Library District Jennifer Weeks, Acting County Librarian, reported on the Library District Joint Powers Authority virtual meeting, County and Library District response to COVID-19, and Library services available online. 2. Saratoga Community Library Annaurna Dandu, Saratoga Community Librarian, presented on virtual programs and
online services. She reported a notable rise in e-library cards.
3. Friends of the Saratoga Libraries
Alice Patrick, Friends of the Saratoga Libraries President, reported on changes to the
Friends bylaws, impacts of COVID-19 on Friends operations, and virtual Friends events.
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Saratoga Library Commission Minutes - Page 3 of 3
4. Library Commission Chair
Chair Gulino shared his personal experiences with the shelter at home order, noting a rebound of wildlife and the improvements to air quality. 5. City of Saratoga Crystal Bothelio, Assistant City Manager, provided an overview of the City’s COVID-19 response.
SUMMARIZE ACTION ITEMS
None
AGENDA ITEMS FOR NEXT MEETING
- Broadening the Library Commission Scope
ADJOURNMENT
Chair Gulino adjourned the meeting at 8:02 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga
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CITY OF SARATOGA
Memorandum
To: Library Commission
From: Crystal Bothelio, Assistant City Manager
Date: June 23, 2020
Subject: Commission Scope and Work Plan
At the March 2020 Commission Work Plan Study Session, the City Council directed the Library
Commission to consider whether to broaden the scope of the Commission to include citywide
community engagement in addition to the Commission’s responsibilities related to Saratoga
Library. At the Commission’s April 2020 Regular Meeting, the Commission agreed to hold a
discussion on expanding the scope. Draft revisions to the Commission’s scope and work plan are
attached for consideration. Once finalized, recommendations from the Commission will be
scheduled for a future City Council meeting for decision.
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DRAFT CITY OF SARATOGA LIBRARY AND COMMUNITY ENGAGEMENT
COMMISSION AUTHORITIES, RESPONSIBILITIES, AND DUTIES
STRUCTURE
Membership. The Library & Community Engagement Commission of the City of Saratoga shall
consist of five members appointed by the City Council. At least four of the Commission's
members shall reside in the City or in the adjacent unincorporated areas within the Library’s
service district. Because of the support and usage of the Library by citizens of Monte Sereno, the City of Monte Sereno shall be invited to nominate a candidate to serve as a member of the Commission and to nominate replacements for this member as may be needed. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and removals, and officers of members of the Commission shall be as set forth in the City Code. ADMINISTRATION
Meetings. The Saratoga Library & Community Engagement Commission shall hold regular meetings every other month. The date and time of regular meetings shall be approved by resolution of the Commission.
Rules of Procedure. The Commission shall in all respects comply with the requirements for City Commissions as set forth in the City Code and City Council policies adopted from time to time. Compensation. Members of the Commission shall serve without compensation. When in accord with current City policy and when arranged in advance with the City Manager, actual
and necessary expenses incurred by Library Commission members acting in their official capacity
shall be reimbursed by the City.
Records. The staff liaison of the Library & Community Engagement Commission shall keep a
record of all proceedings, deliberations, findings, determinations, and recommendations of the
Commission. These records shall be available to the public, and copies shall be filed with the City
Clerk.
Staff Services. Staff services required by the Commission shall be provided by the City Manager,
consistent with City budget authorizations.
BASIC RESPONSIBILITIES
The Library & Community Engagement Commission shall serve as an senior advisory and liaison body. Its basic responsibilities shall include the following: 1. Provide counsel and recommendations on Library policies, budgets, plans and
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procedures to the Saratoga City Council, the City staff, and the Santa Clara County
Library. staff and Saratoga Community Librarian. Identify and bring to the attention of
the City Council, the City staff, and the Santa Clara County Library staff (as appropriate) current and prospective issues and questions relating to Library policies and activities. 2. Provide counsel and recommendations to the Saratoga City Council on increasing public engagement in City government, supporting cultural and artistic programs in the community, and fostering a stronger, more inclusive community. 3. As directed by the City Council, evaluate and assess community concerns, support
City engagement programs, and perform such other activities as may be directed by the Saratoga City Council. 2. Identify and bring to the attention of the City Council, the City staff, and the Santa Clara County Library staff (as appropriate) current and prospective issues and questions relating to Library operation.
3. Participate, along with other appropriate governmental units, in explaining and
interpreting matters pertaining to Library operation to Library users, Library support
groups, and the general public.
DUTIES
In carrying out its basic responsibilities, the Library & Community Engagement Commission
shall perform the following duties:
1. Hold formal meetings as required (see preceding Section on "Administration”).
2. Maintain communications with the City Council, City staff, Santa Clara County Library
staff, and the Saratoga Community Librarian on matters related to Library services. 3. Serve in an advisory capacity on major engagement initiatives or policies to help create a more inclusive and engaged community, including providing support in identifying and connecting with to different groups in the community (such as other governmental, educational, and non-profit organizations). to inform them of library services and to receive suggestions on improving Library operation. 4. Maintain within the Commission a continuity of knowledge of Library, its operations and its problems, and City community engagement policies and strategies. 5. Keep generally informed on technical developments that could have a bearing on the Library's policies or strategies. operation.
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6. Provide support and/or advice on events related to the Library and City.
7. Work with and engage "Friends of the Saratoga Libraries", the Saratoga Teen Advisory Board, and other support groups as may be desirable concerning the Library. in the planning of their activities. 8. Engage the Saratoga Teen Advisory Board in matters concerning use of the Library and programs. RELATIONSHIPS
1. The Library & Community Engagement Commission shall report to and be responsible to the Saratoga City Council. The City Manager is authorized to appoint a City staff member to serve as a liaison representative between the Council, staff and the Library &
Community Engagement Commission on administrative matters. 2. The Library & Community Engagement Commission shall have no administrative authority over Library or City operations, activities, or staff. the Librarys operation, or activities of City staff.
3. The Library Commission & Community Engagement shall have authority to call
meetings, conduct hearings, perform analysis, and make contacts with various interested
parties in carrying out its basic responsibilities.
4. The Library Commission may act on its own initiative, based on its own assessment of
needs, or upon request from other interested parties such as the City Council, the City
staff, and the Santa Clara County Library staff.
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2020 DRAFT WORK PLAN REVISIONS
KEY POINTS OF WORK PLAN
1. Support and promote Library events and programs; engage in information sharing with
and between the Library and the public.
2. Identify continuing opportunities and recommend strategies to help foster a stronger, more inclusive community, including the following activities: a. Partner with other local events and organizations, including West Valley College. b. Increase public engagement in City government. c. Assess community concerns as directed by the City Council. d. Support Library and City engagement programs. 3. Help increase the number of residents with library cards. 2. Promote library events and programs; engage in information sharing with library and public 4. Provide a recommendation to City Council on expanding the scope of the Library Commission to include community engagement TOPICS IN DETAIL
1. Support and promote library events and programs; engage in information sharing with and between the Library and the public. a) Attend library events as Commissioners and/or participants (e.g. Silicon Valley Reads programs, trivia events, etc.).
b) Volunteer to assist library staff at library events (for example, Junior Achievement).
c) Volunteer at outreach programs (e.g. Saturday Farmers Market, Movie Nights,
Blossom Festival) to increase number of card holders.
d) Invite the City Council to attend and share information with the City Council about
Library and Library Commission programs, events, and activities.
e) Spread awareness of Library events and offerings via Commissioner personal
networks and encourage attendance (for example, post in Nextdoor Saratoga,
post on Facebook page, inform Book Clubs, etc.).
f) Brainstorm with Director of County Library Communication and Marketing on
ways to promote Library events and programs.
g) Write an article for Saratoga Source (monthly e-newsletter) or Saratoga News
to feature library program(s).
h) Provide recommendations to library staff at Commission meetings. This would include current trends in the community, ideas for programs that our community may be interested in (e.g. 3D printing), and upcoming community events where outreach might occur. i) Attend annual Friends and Commissioner forum. j) Interact with other County Library Commissions and JPA, when appropriate. k) Work with Friends of the Saratoga Libraries to promote and cross-promote events and activities.
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2. Identify continuing opportunities and recommend strategies to help foster a stronger,
more inclusive community, including the following activities. a) Support collaborative programs or activities between local organizations, such as West Valley College, and the Library and/or the City. b) Advise the City Council on matters of interest to the Saratoga community, as directed by the City Council. c) Support and provide recommendations to the City Council on City engagement programs and policies, including Community Event Grant Program allocations. d) Meet with the City of Saratoga Public Art Committee to determine how the Commission can support public art programs sponsored by the City’s Public Art
Committee. e) Recommend programs and policies that will help create a stronger, more inclusive community. 3. Help increase the number of residents with library cards
a) Volunteer at outreach programs.
b) Target Monte Sereno residents.
2. Promote library events and programs; engage in Information sharing with the library and the
public
a) Spread awareness via our networks of library events and offerings and encourage
attendance (for example, post in Nextdoor Saratoga, post on Facebook page, tell our
Book Clubs, etc.)
b) Brainstorm with Director of County Library Communication and Marketing on ways
to promote Library events and programs
c) Write an article for Saratoga Source (monthly e-newsletter) or Saratoga Newspaper
to feature library program(s)
d) Provide recommendations to library staff at Commission meetings. This would include ideas for programs that our community is interested in (eg, 3D printing); new trends, and upcoming community events where outreach might occur e) Attend annual Friends and Commissioner forum f) Interact with other County Library Commissions and JPA, when appropriate g) Work with Friends of the Saratoga Libraries to promote and cross promote events and activities 4. Provide a recommendation to City Council on expanding scope of the Library Commission to include community engagement
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
May 2020
Library Stakeholder Report
Jennifer Weeks, Acting County Librarian
Library and Patrons Embrace a Digital World
As we close out our seventh week of shelter in
place, we have made significant changes to the
way we offer library services in this “new normal”.
Since March 16 when the shelter in place
mandate took effect, all library staff have been
teleworking in accordance with the county
directive to flatten the curve and keep everyone
safe.
Something you may not be aware of, SCCLD
staff are county employees and all county
employees are Disaster Service Workers. We’ve had many of our pages, clerks and warehouse staff
called in to serve as Disaster Service Workers and we are very proud of the important work they are
doing on behalf of Santa Clara County.
What seems like overnight, we have moved from a physical world to an all-digital world to serve our
patrons. This includes providing:
Technology, training and support to staff to successfully telework
Access and expansion of the digital collection
LIVE online programs Mon-Sat
Call in book clubs for those who prefer to use a phone over a computer
Phone, chat and email reference and account service 7 days/week from 10am-6pm
Website refreshed frequently to focus on all digital materials and new services
Weekly email communications to patrons (sign up to receive our weekly emails)
All of this has resulted in even more engaged library users with the following:
eCards: Over 2,300 new eCards in the month of April and almost 3,600 since we started shelter
in place
Student eAccounts: Access to the student portal increased from 3,000 views in Feb to 9,000 in
March and over 11,500 views in April
Streaming Video: Patrons are enjoying streaming video with our numbers doubling
Chat: Patrons are appreciating our chat service as our chat volume had tripled
Phone: We’ve implemented a new centralized phone service to be able to receive and answer
calls from patrons remotely from centralized phone numbers
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
eBooks: Our patrons continue to enjoy reading as our eBook circulation increased from 60,000
to 150,000 checkouts
WHAT’S NEW:
We’ve continued to add to the list of resources, programs and services we provide. Some notable
additions include:
New phone service to call and speak with a Librarian or Clerk live with
reference or account questions. Our staff are available Monday through
Sunday from 10am – 6pm to answer questions.
o Ask-a-librarian: (408) 540-3947
o Account questions: (408) 540-3945
School age programs: Storytime is a fun, engaging way for little ones to
develop a love of literacy. In addition to the family storytimes that are offered
Monday-Saturday, we’re offering a special storytime on Tuesdays 5pm on
Facebook LIVE for children ages 5+, plus book groups for school age kids
Teen Adulting 101: For our teens, we have a series of videos by the Founder of
Life Launch on different topics important and relevant to teens.
STEAM: Science Technology Engineering Art Math programs are important to keep young minds
developing. Our staff have started a STEAM program for school age kids.
Bilingual Storytime: We’ve implemented a weekly storytime in Spanish/English on Thursdays at
5pm and Mandarin/English on Fridays at 5pm. These special storytimes are very well attended!
ESL Conversation Clubs: Our ESL Conversation Clubs and ESL book club are
by registration only and very quickly we found each of the classes had a waitlist
for more to join. Each session allows 20 participants and we currently offer
classes 3 days/week. We will continue to expand the number of classes we offer
in May
Programs for Adults: So the kids and teens don’t have ALL of the fun, we have virtual film clubs
for adults, SCORE to learn how to start a business, book groups for all ages, and more.
SCCLD Is Ahead of the Curve
We are fortunate that as the entire world was forced to shift to a virtual world, SCCLD had already
made some key investments and implementations that helped us make the turn quickly and effectively.
We had completed the following critical initiatives prior to COVID-19:
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
Launched the brand new website with many new features and staff enabled updates
Recently trained our staff on how to add events and blogs to the new website
Designed and implemented an online Library eCard registration platform
Implemented Sharepoint intranet for safe internal file sharing and communication
Implemented Office365 for secure, remote access to work files
Purchased laptop carts containing 12 laptops for each of the community libraries
Conducted a study to identify a new, centralized phone service provider
All of these actions have paid off in allowing SCCLD to successfully
telework from home and provide valuable library services to our patrons—
virtually. Our IT staff quickly went into action to configure the laptops we
had for public programs to make these available for staff to conduct work
from home. And now, our talented library staff are fielding patron chat, email
and phone questions, have increased the frequency of blogging, are
conducting live virtual programs, posting on social media, and can access
their work files and take valuable training courses from home. And to highlight this work, our virtual
library team skillfully redesigned the homepage and other key pages of the website to focus solely on
the virtual services and online resources we currently offer.
Our patrons are fortunate that we built our custom eCard registration platform for residents without a
library card to instantly receive an eCard with the Santa Clara County Library District as we shelter in
place. This card gives the user immediate access to borrow all online materials available through
SCCLD.org.
And finally, since we had already worked with the 13 public K-12 school districts within our Library
District to provide all 90,000 students with a Student eAccount, all students in our district can access
our digital resources to support at home learning.
What’s Next?
SCCLD is working on identifying what steps are needed to reopen when the time is right, with a safe,
phased approach. We will map out what services we can offer according to the county health
guidelines for our staff and patrons to be successful. We have a team working on this plan which will
be informed by information from IMLS, other leading library systems, ALA, PLP and more. We will be
updating you through the commission meetings or by email when our plans are ready to be shared.
Please enjoy this short video we created for you. If you would like a copy of the video to share,
please contact Diane Roche at droche@sccl.org. Thank you for your support of the library. We miss
you.
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
June 2020
Library Stakeholder Report
Jennifer Weeks, County Librarian
Jennifer Weeks Appointed County Librarian
The County of Santa Clara has made Acting County Librarian, Jennifer
Weeks, its official leader. Jennifer becomes the eighth County Librarian
for the Santa Clara County Library District (SCCLD) in its over 100-year
history, following Nancy Howe, who retired in March.
“Jennifer has extensive experience developing impactful public programs
and services as an executive leader, setting priorities and strategies to
make the library successful and relevant in our county,” said County
Executive Jeffrey V. Smith, M.D., J.D. “We are confident that she will
maintain engagement in Library programs, which will have to be reinvented during the Coronavirus
pandemic.”
Jennifer most recently held the position of Deputy County Librarian for Organizational Development.
She previous served as SCCLD’s Library Services Manager for Children’s Services, where she built up
the Library District’s Summer Reading Program, launched Lunch at the Library and worked with all 13
public K-12 school districts within the Library’s territory to provide student eAccounts to all 90,000
students. Weeks began her 17-year career at SCCLD as a graduate intern.
As Acting County Librarian during the COVID-19 pandemic, she has led the library staff through the
crisis with confidence and clarity. In response, the Library District has transformed into a remote
workforce offering virtual programs for all ages Monday-Saturday, provide live assistance by
phone/email/chat 7 days a week, expanded the digital collection, and updates the website almost daily
to promote the new services, programs, and resources. She is actively collaborating with various
County Departments including the Public Health Department to ensure that library services return at the
appropriate time with added safeguards to protect both the public and library staff.
The Library District has also announced additional management changes with three new Community
Librarians.
Rose Baiza, Community Librarian for the Los Altos and Woodland Libraries
Rose served as the Acting County Librarian for the Los Altos and Woodland Libraries in 2020, and at
the Saratoga Library in 2016-17. Previously, Rose was a Supervising Librarian in Los Altos since
2014. During this time, Rose led the Library District in developing inclusive early literacy services in
partnership with the education and parent communities, as a part of her State Library Eureka!
Fellowship grant.
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
Kelly McKean, Community Librarian for the Milpitas Library
Kelly has developed innovative programming as the Teen Services Librarian in Gilroy, planning high-
profile, grant-funded technology programming, including the first-ever Gilroy Mini Maker Faire. She is
also leading the effort to create a permanent maker space at the Gilroy Library. Prior to Gilroy, Kelly
was a librarian at the Morgan Hill and Saratoga libraries.
Annapurna Dandu, Community Librarian for the Saratoga Library
Annapurna has worked for SCCLD for over 15 years, most recently as the Acting Community Librarian
at the Saratoga Library. Prior to this, she was a Supervising Adult Librarian at the Saratoga Library
where she led an astounding 85% increase in adult programming, including coordinating with the City
of Saratoga on their task team to support senior residents--responding to the need for increased
recreation options.
CURBSIDE SERVICES STARTING LATER IN JUNE
The Santa Clara County Library District
(SCCLD) is working directly with city
partners, the Santa Clara County
Emergency Operations Center and key
County departments to establish the next
steps in providing safe and successful
services to the community.
Upcoming library plans include offering
limited services in stages, starting later in
June with library material return and
curbside pickup of materials placed on
hold. SCCLD will offer curbside services at all eight library locations Monday through Saturday. In order
to accept returns, SCCLD is establishing a system to quarantine returned materials for 72 hours.
SCCLD will continue to provide updates about future staged services and the timing of introducing each
new stage as information becomes available. Please stay informed at sccld.org or on social media
(@sccld).
All library facilities are undergoing deep cleanings. Library buildings will remain closed to the public with
the possible exception of limited rooms available as cooling centers, until it is deemed safe to reopen.
SCCLD is moving forward purposely to serve patrons yet staying flexible to adjust and adhere to all
safety protocols, ensuring that the right resources are in place for the safety of patrons and staff to keep
Santa Clara County healthy.
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
Summer Reading Program June 1- July 31
SCCLD’s Summer Reading Program Dig Deeper: Read,
Investigate, Discover!, encourages readers of all ages to dig
below the surface and discover everything from the science of
everyday things, to the envisioning of the future, discovering
other cultures, peering into nature and the environment, delving
into the unknown and exploring a treasury of knowledge. Join us
for an exciting array of online programs for children, teens, and
adults. Dig Deeper this summer with SCCLD! All are invited to
join June 1 through July 31. It's free and fun for all ages!
Look forward to:
Virtual programs for kids, teens, and adults, including fun
performers, book clubs, and local presenters
Earn badges throughout the summer in Beanstack by logging your reading and activities.
Earn a prize* for reading 5 books and completing some fun discovery and investigation activities this
summer!
*Completion prizes will be available in August.
How to Join
It’s easy to get started. Beginning June 1, sign up (or log in) online on Beanstack, or print a
reading log. You can also download the Beanstack app for your mobile device.
Earn badges by reading and completing activities. This year, SCCLD’s Summer Reading Program
is virtual, running from June 1 through July 31. Although all SCCLD libraries are closed until further
notice, children, teens and adults can celebrate this year’s theme, Dig Deeper: Read, Investigate,
Discover, by logging their reading, earning badges, and participating in special virtual programs and
activities that will get everyone digging deeper.
Lunch at the Library
SCCLD will be offering Lunch at the Library starting Monday, June 8. Prepackaged grab and go meals
(2 per person) will be available for children and their caregivers at the following locations:
Gilroy Library: Mon, Wed, Fri from 12-1pm
Morgan Hill Library: Mon, Wed, Fri from 11am-1pm
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Serving the unincorporated areas of Santa Clara County and the cities of Campbell | Cupertino | Gilroy | Los Altos | Los Altos Hills | Milpitas | Monte Sereno |
Morgan Hill | Saratoga
Joint Powers Authority Board Meeting
Please save the date for the next JPA meeting:
Thursday, June 25 @ 12:00pm
Agenda and Zoom login information will be available at sccld.org/jpa
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Saratoga Library Report
June 2020
Annapurna Dandu, Community Librarian
Number of Online Programs: 14
Number of Views for Programs: 2991
Curbside Service
Curbside holds pickup and materials return service will be available at the Saratoga Library later
this month.
We are developing a safe system for returned items to go into quarantine for 72 hours, as
recommended by the World Health Organization, to ensure the health and safety of you and
our staff.
There’s no rush to return your materials. Due dates have been extended and no late fines are
being applied.
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Virtual Summer 2020
SCCLD’s Summer Reading Program Dig Deeper: Read, Investigate, Discover!, encourages readers of all
ages to dig below the surface and discover everything from the science of everyday things, to the
envisioning of the future, discovering other cultures, peering into nature and the environment, delving
into the unknown and exploring a treasury of knowledge. Join us for an exciting array of online programs
for children, teens, and adults. Dig Deeper this summer with SCCLD! All are invited to join June 1 through
July 31.
It's free and fun for all ages!
Look forward to:
• Virtual programs for kids, teens, and adults, including fun performers, book clubs, and local
presenters
• Earn badges throughout the summer in Beanstack by logging your reading and activities.
• Earn a prize for reading 5 books and completing some fun discovery and investigation
activities this summer!
How to Join
It’s easy to get started. Beginning June 1, sign up at www.sccl.org/summer2020
Earn badges by reading and completing activities. This year, SCCLD’s Summer Reading Program is virtual,
running from June 1 through July 31.
Although all SCCLD libraries are closed until further notice, children, teens and adults can celebrate this
year’s theme, Dig Deeper: Read, Investigate, Discover, by logging their reading, earning badges, and
participating in special virtual programs and activities that will get everyone digging deeper.
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Magic Show for Kids (Children’s)
Wednesday, July 1, 2020 3:00 pm
Enjoy magician Timothy James’s magic and illusions during this live online event!
Sterling the Bubblesmith (Children’s)
Wednesday, July 8, 2020 3:00 pm
Experience amazing bubbles like you’ve never seen before with this special live online event!
2020 Teen Battle of the Books (Teen)
Teens vote to pick a favorite Summer Reading Book! During the SCCLD Summer Reading program there
will be a prize drawing held every two weeks from the voting participants.
Zero Waste Kitchen (Adults)
Monday, June 29, 2020 7:00 pm
Christine Liu author of Sustainable Home: practical Projects, Tips and Advice for Maintaining a More Eco-
Friendly Household, will be sharing practical tips to lower waste in the kitchen. Learn about
vermicomposting, making reusable beeswax food wraps, and more!
Shut Up and Sleep! (Adults)
Saturday, July 11, 2020 3:00 pm
Anil Rama, MD an Adjunct Clinical Faculty at the Stanford Center for Sleep Sciences and
Medicine, will talk about sleep and how it shapes our lives.
www.sccl.org/summer2020
Visit us at sccld.org
We're Here For You
Staff is available to answer your questions from 10 am-6 pm,
7 days/week (excluding holidays)
Account Questions: (408) 540-3945
Ask a Librarian: (408) 540-3947
You can also connect with us online via chat, text or email
to Ask a Librarian, or if you have an Account Question.
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21
FSL President's Report for Library Commission June 2020
1. We held another Friends Sharing Book session via Zoom in May.
2. We held our April and May board meetings via Zoom. We approved a $141,000 grant to the
Saratoga library for the fiscal year 2020-2021.
3..We will hold the June 24 General Meeting via Zoom.
The members will vote on by-law changes and on the proposed slate for the 2020-21 Friends of the
Saratoga Libraries Board.
The slate is:
President: David Guidry
Vice President: Jennifer Van Dalsen
Secretary: Susan Carter
Treasurer: Michelle Fan
Assistant Treasurer: Christina Kuo
Membership: Diane Douglass
Communications: Liz Guy
Newsletter: Julie Stallman
Community Events: Woanyu Yu
Non-elected board members will include Retail Manager: Kristin Gragnola, Immediate Past
President: Alice Patrick, and Community Librarian: Annapurna Dandu.
4. We have approved funds for the Book-Go-Round website redesign and the work is in progress.
5. Our eBay sales continue to be strong.
6. As of Friday, June 5
th, we opened the Book-Go-Round in limited capacity and with all safety
protocols in effect.
Respectfully submitted,
Alice Patrick
President, Friends of the Saratoga Libraries
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CITY OF SARATOGA
Memorandum
To: Library Commission
From: Crystal Bothelio, Assistant City Manager
Date: June 23, 2020
Subject: Commission Report
Election Workshop – June 30
Interested in running for Saratoga City Council? Prospective candidates are invited to register for
an Election Workshop on June 30 at 6:30 p.m. to learn about the Saratoga City Council election
process. Topics will include eligibility to run for office, how to receive and file Nomination Papers,
campaign finance disclosure requirements, filing deadlines, and more. The workshop will be
conducted virtually through Zoom. To register, visit www.saratoga.ca.us/election
The Nomination Period for Saratoga City Council candidates in the 2020 local election opens
Monday, July 13 and runs through August 7. To be listed on the ballot as a City Council candidate,
prospective candidates must file the necessary paperwork and collect a minimum of 20 signatures
from Saratoga voters before the close of the Nomination Period. Saratoga is Chalk Full of HeART! Where the sidewalk ends, chalk art begins... So let’s fill our sidewalks with chalk art this summer! The Public Art Committee has selected a new theme for each summer month to help inspire your chalk artwork in your neighborhood. The theme for June is #SaratogaTogether. Share photos of your chalk art that celebrates the Saratoga community and share positive messages while the community shelters at home by tagging the City on Facebook, Instagram, or Twitter or using the hashtag #SaratogaChalk. For more information, visit www.saratoga.ca.us/chalk Nuts About Saratoga Six bronze acorns have been hidden throughout the City! Put on your walking shoes, use the clues, and find them all. You can also download and print a copy of the clues to take on your
adventure. The City will be holding a small kick off event for the new public art program on July 2 at 3:30 p.m. Attendance is limited, and RSVP is required. If you would like to attend, please email
Janet Costa in the City Manager’s Department at jcosta@saratoga.ca.us
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Nuts About
july 2 at 3:30 p.m.
Blaney Plaza
Saratoga Village
www.saratoga.ca.us/acorn
Saratoga
YOU’RE INVITED TO THE
KICK OFF EVENT
CI TY o f S ARATO
GA
CALIF O R N IA1956
s a r a toga
hidden acorns
use the clues
find them all
P
ubl i c ArtCityof S arat
o
ga limited attendance
RSVP REQUIRED
jcosta@saratoga.ca.us
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