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Home My WebLink About10-27-2020 Library & Community Engagement Commission Agenda PacketSaratoga Library Commission Agenda - Page 1 of 3 SARATOGA LIBRARY & COMMUNITY ENGAGEMENT COMMISSION REGULAR MEETING October 27, 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/84845926525 or App (Webinar ID 848 4592 6525) 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 848 4592 6525, 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 August 25, 2020 meeting. 2. Saratoga Library Teen Advisory Board Report Recommended Action: Receive report from the Teen Advisory Board. 3. Selection of Chair and Vice Chair Recommended Action: Select new Chair and Vice Chair to serve October 2019 through September 2020. The Chair and Vice Chair serve a term of 1 year. Each Commissioner may only serve as Chair or Vice Chair once during a 4-year term on the Commission. 4. Selection of Representative to Public Art Committee Recommended Action: Select a member of the Commission to serve as a representative of the Commission on the Public Art Committee’s Advisory Group. 5. Rainy Day Poetry Recommended Action: Recommend 4 poetry selections to the Public Art Committee for the next cycle of the Rainy Day Poetry Program. 6. 2021 Work Plan Recommended Action: Begin development of the proposed 2021 Work Plan, for City Council consideration. Commission work plans are typically presented to the City Council for consideration at the beginning of the calendar year. Saratoga Library Commission Agenda - Page 3 of 3 7. December Meeting Date Recommended Action: Consider whether to reschedule the Library Commission’s December meeting, which is currently scheduled for December 22, 2020. 8. 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 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 October 22, 2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 22nd day of October 2020 at Saratoga, California. Crystal Bothelio, Assistant City Manager 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 & Community Engagement Commission MEMBERSHIP Name Term End Robert Gulino, Chair 9/30/2021 Steven White, Monte Sereno Representative 9/30/2021 Christina Meiser, Vice Chair 9/30/2022 Victoria Zhang 9/30/2023 Eric Lewis 9/30/2024 Others: Annapurna Dandu, Saratoga Library | ADandu@sccl.org David Guidry, Friends of the Saratoga Libraries Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us RESPONSIBILITIES, DUTIES, & RELATIONSHIPS – RESOLUTION 20-055 RESPONSIBILITIES The Library & Community Engagement Commission shall serve as an 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 and the Santa Clara County Library. 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. 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. 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 different groups in the community (such as other governmental, educational, and non-profit organizations). 4. Maintain within the Commission a continuity of knowledge of Library operations 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. 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. 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. 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. AGENDA PLANNER The Commission 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 • Summarize Action Items • Library District • Saratoga Library • Friends of the Saratoga Libraries • 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 • Commission Scope & Work Plan Update • Overview of City Community Engagement Efforts • 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 • Consider 2021 Work Plan • Selection of Representative to Public Art Committee • Rainy Day Poetry • December Meeting Date • Community News & Trends • Summarize Action Items • Library District • Saratoga Library • Friends of the Saratoga Libraries • Teen Advisory Board • Commission Chair • City December 22, 2020 • Minutes • Finalize 2021 Work Plan • Community News & Trends • Summarize Action Items • Library District • Saratoga Library • Friends of the Saratoga Libraries • Teen Advisory Board • Commission Chair • City February 23, 2021 • Minutes • Finalize 2021 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 & COMMUNITY ENGAGEMENT COMMISSION WORK PLAN (REVISED 8/19/20) 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 and recommend strategies to help foster a strong, more inclusive community, including the following activities: a. Partner with local 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. with other local events and organizations, including West Valley College 3. Help increase the number of residents with library cards. 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. 2. Identify 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) 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. Saratoga Library Commission Minutes - Page 1 of 3 MINUTES SARATOGA LIBRARY COMMISSION REGULAR MEETING AUGUST 25, 2020 CALL TO ORDER Chair Robert Gulino called the virtual meeting to order at 7:05 p.m. ROLL CALL Present: Chair Robert Gulino, Vice Chair Christina Meiser, Commissioner Eric Lewis, Victoria Zhang Absent: Steven White (excused) Also Present: Jennifer Weeks, Annapurna Dandu, Jennifer Van Dalsen, Kayla Nakamoto, Lauren Pettipiece, Crystal Bothelio ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS None AGENDA ITEMS 1. Library Commission Minutes Recommended Action: Review and approve the Library Commission minutes from June 23, 2020 meeting. LEWIS/ZHANG MOVED TO APPROVE THE LIBRARY COMMISSION MINUTES FROM JUNE 23, 2020 MEETING WITH A CORRECTION TO THE MEETING DATE. MOTION PASSED. AYES: GULINO, LEWIS, MEISER, ZHANG. NOES: NONE. ABSTAIN: NONE. ABSENT: WHITE. 2. Saratoga Library Teen Advisory Board Report Recommended Action: Receive report from the Teen Advisory Board. No report 3. Commission Scope and Work Plan Update Recommended Action: Receive an update on the City Council’s decision on the Commission’s proposed scope and work plan changes. 3 Saratoga Library Commission Minutes - Page 2 of 3 Crystal Bothelio, Assistant City Manager, provided an update on the City Council’s decision on the proposed Commission scope and work plan updates. 4. Overview of the City’s Community Engagement Efforts Recommended Action: Receive presentation on the City’s community engagement efforts. Crystal Bothelio, Assistant City Manager, introduced the item. Kayla Nakamoto, Administrative Analyst, provided information on some of the City ’s engagement programs. Lauren Pettipiece, Public Information Officer, shared information about the City’s outreach and communication efforts. Commissioner Lewis expressed an interest in opportunities to volunteer in the Heritage Orchard. Vice Chair Meiser suggested small group activities with a stable cohort, such as visits to the Heritage Orchard to learn to paint or garden. Annapurna Dandu, Saratoga Community Librarian, noted gardening programs and demonstrations that the Library hosts. 5. Community News & Trends Recommended Action: Share news and trends within the community. None REPORTS 1. Santa Clara County Library District Jennifer Weeks, County Librarian, shared information about wifi available in all County library parking lots, use of the Bookmobile as a mobile wifi hotspot, summer reading, career online high school programs, support for distance learning, and COVID-19 operations. 4 Saratoga Library Commission Minutes - Page 3 of 3 2. Saratoga Community Library Annapurna Dandu, Saratoga Community Librarian, shared information about use of the Library as a Cooling and Clean Air Center, book pick-up and drop-off, and COVID-19 operations. 3. Friends of the Saratoga Libraries – Jennifer Van DAlsen Jennifer Van Dalsen with the Friends of the Saratoga Libraries reported on the reopening of the Book-Go-Round, revamped online site and online sales efforts, the selection of new officers, and agenda items on the next Board agenda, including approval of the budget and goals. 4. Library Commission Chair Vice Chair Meiser shared an overview of a COVID-19 update hosted by Supervisor Joe Simitian that she attended. She also shared her experience related to college tours and COVID-19. She also shared information about Our City Forest and the 2020 by 2020 tree planting challenge. 5. City of Saratoga Crystal Bothelio, Assistant City Manager, shared an update on the CZU Lightning Complex wildfire, General Plan 2040 Update, and Living Room Conversations. SUMMARIZE ACTION ITEMS None AGENDA ITEMS FOR NEXT MEETING None ADJOURNMENT Vice Chair Meiser adjourned the meeting at 9:05 p.m. Minutes respectfully submitted: Crystal Bothelio, Assistant City Manager City of Saratoga 5 CITY OF SARATOGA Memorandum To: Public Art Committee From: Crystal Bothelio, Assistant City Manager Date: October 27, 2020 Subject: Selection of Representative to Public Art Committee At the October 20, 2020 Public Art Committee meeting, the Committee recommended the addition of 3 non-voting, advisory members. One of these members would be a member of the Library and Community Engagement Commission selected by the Commission. The other two members would be selected by the Public Art Committee annually in January. Members would be expected to attend all Public Art Committee meetings to provide insights and perspective for the Committee consider. Public Art Committee regular meetings are currently scheduled for the 3rd Tuesday of the month at 4:00 p.m. The advisory members would not have the ability to vote on Public Art Committee agenda items but would be encouraged to share their thoughts on all agenda items. 6 CITY OF SARATOGA Memorandum To: Library and Community Engagement Commission From: Kayla Nakamoto, Analyst Date: October 27, 2020 Subject: Rainy Day Sidewalk Poetry 2021 One of the Library & Community Engagement Commission’s new duties includes supporting the City’s Public Art programs and activities. Consequently, the City’s Public Art Committee is requesting support for the City’s Rainy Day Poetry program. The Public Art Committee started Rainy Day Poetry in Saratoga earlier this year. The program featured poetry selected by the Committee painted on City sidewalks with the Rainworks Solution that is a biodegradable solution that lasts for a few months and only appears when wet. The City used 3’ by 4’ corrugate cardboard stencils. In preparation for the next rainy season, the Public Art Committee is requesting the Library & Community Engagement Commission recommend poetry selections for the 2021 cycle. The Committee requested inclusive poems reflective of the cultures in Saratoga and a poem in Chinese with a recognized translation in English. A total of 4 poems will be needed for the next Rainy Day Poetry cycle locations, which include: • Saratoga Library (near the entrance), • Village Clock • Village Sidewalk, Hong’s Gourmet (in front) 7 • Village Sidewalk, Sue’s Café To ensure letters are legible and transfer well using the stencil, poems or stanzas from a poem must be short. The suggested length is 30 to 40 words. Staff has provided some poem options below but welcomes any additional poems that the Commission would like to recommend. The Commission’s recommendations will be presented to the Public Art Committee at their next meeting on November 17, 2020. Poems used during the last cycle of Rainy Day Sidewalk program are attached. 8 The Road Not Taken (Stanza 1 & 4) BY ROBERT FROST Two roads diverged in a yellow wood, And sorry I could not travel both And be one traveler, long I stood And looked down one as far as I could To where it bent in the undergrowth; Then took the other, as just as fair, And having perhaps the better claim, Because it was grassy and wanted wear; Though as for that the passing there Had worn them really about the same, And both that morning equally lay In leaves no step had trodden black. Oh, I kept the first for another day! Yet knowing how way leads on to way, I doubted if I should ever come back. I shall be telling this with a sigh Somewhere ages and ages hence: Two roads diverged in a wood, and I— I took the one less traveled by, And that has made all the difference. 9 Songs for the People (Stanza 1 & 2) BY FRANCES ELLEN WATKINS HARPER Let me make the songs for the people, Songs for the old and young; Songs to stir like a battle-cry Wherever they are sung. Not for the clashing of sabres, For carnage nor for strife; But songs to thrill the hearts of men With more abundant life. Let me make the songs for the weary, Amid life’s fever and fret, Till hearts shall relax their tension, And careworn brows forget. Let me sing for little children, Before their footsteps stray, Sweet anthems of love and duty, To float o’er life’s highway. I would sing for the poor and aged, When shadows dim their sight; Of the bright and restful mansions, Where there shall be no night. Our world, so worn and weary, Needs music, pure and strong, To hush the jangle and discords Of sorrow, pain, and wrong. Music to soothe all its sorrow, Till war and crime shall cease; And the hearts of men grown tender Girdle the world with peace. 10 I, Too (Stanza 3 – 5) BY LANGSTON HUGHES I, too, sing America. I am the darker brother. They send me to eat in the kitchen When company comes, But I laugh, And eat well, And grow strong. Tomorrow, I’ll be at the table When company comes. Nobody’ll dare Say to me, “Eat in the kitchen,” Then. Besides, They’ll see how beautiful I am And be ashamed— I, too, am America. 11 春晓 Spring Dawn BY MENG HAORAN, TRANSLATED BY BETTY TSENG 春眠不觉晓，处处闻啼鸟。夜来风雨声，花落知多少。 Spring dawn arrives unnoticed in my slumber, Till I hear birds twittering everywhere. It springs to mind a storm raged through overnight, Off it blew how many flowers I wonder? The five-character verse was written by Tang dynasty poet Meng Haoran (689 – 740 C.E.) while he was living in seclusion in Mount Lumenshan in today’s Hubei Province. 12 Rainy Day Sidewalk Poetry 2021 Locations Library & Community Engagement Commission 13 Village Clock 14 Village by Hong’s 15 Sue’s Cafe 16 Saratoga Library 17 18 Ascending the Stork Tower The sun along the mountain bows; The Yellow River seawards flows. If you’ll enjoy a grander sight, You’d climb up to a greater height. A translation by Xu Yuanchong 19 登鹳雀楼白日依山尽，黄河入海流。欲穷千里目，更上一层楼。王之涣 20 Hug O’ WarI will not play at tug o’ war. I’d rather play at hug o’ war, Where everyone hugs Instead of tugs, Where everyone giggles And rolls on the rug, Where everyone kisses, And everyone grins, And everyone cuddles, And everyone wins. Shel Silverstein 21 If If you can dream—and not make dreams your master; If you can think—and not make thoughts your aim; If you can meet with Triumph and Disaster And treat those two impostors just the same; …If you can fill the unforgiving minute With sixty seconds’ worth of distance run, Yours is the Earth and everything that’s in it, And —which is more—you’ll be a Man, my son! Rudyard Kipling 22 The Rainy Day The day is cold, and dark and dreary; It rains, and the wind is never weary; The vine still clings to the mouldering wall, But at every gust the dead leaves fall, And the day is dark and dreary. Henry Wadsworth Longfellow 23 The Sun and the Moon The Sun is filled with shining light It blazes far and wide The Moon reflects the sunlight back But has no light inside. I think I’d rather be the Sun That shines so bold and bright Than be the Moon, that only glows With someone else’s light. Elaine Laron 24 静夜思床前明月光，疑是地上霜。举头望明月，低头思故乡。李白 25 Thoughts on a Tranquil Night Before my bed a pool of light— O can it be hoar-frost on the ground? Looking up, I find the moon bright; Bowing, in homesickness I’m drowned. A translation by Xu Yuanchong 26 CITY OF SARATOGA Memorandum To: Library & Community Engagement Commission From: Crystal Bothelio, Assistant City Manager Date: October 27, 2020 Subject: 2021 Commission Work Plan Every year, the City Council considers and authorizes Commission work plans. Commission work plans are usually presented to the City Council for consideration at the beginning of the calendar year. Most Commissions also share a progress report on Commissio n work efforts when presenting proposed work plans. This item has been added to the October meeting agenda to provide the Commission with the opportunity to begin developing the 2021 work plan and identify highlights of 2020 work efforts. The revised 2020 Commission work plan is attached. 27 2020 LIBRARY & COMMUNITY ENGAGEMENT COMMISSION WORK PLAN (REVISED 8/19/20) 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 and recommend strategies to help foster a strong, more inclusive community, including the following activities: a. Partner with local 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. with other local events and organizations, including West Valley College 3. Help increase the number of residents with library cards. 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. 28 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. 2. Identify 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) 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. 29 CITY OF SARATOGA Memorandum To: Library & Community Engagement Commission From: Crystal Bothelio, Assistant City Manager Date: October 27, 2020 Subject: December Meeting Date Most years, the Commission’s December meeting is rescheduled or canceled as it occurs during the holidays. This year, the regular meeting is scheduled just before the holidays on December 22, 2020. Although the regular meeting date does not conflict with the holidays this year, staff wanted to provide the Commission to consider whether it would like to hold the meeting as scheduled, reschedule the meeting, or cancel the meeting. 30 SCCLD County Librarian Report September 2020 31 Above and Beyond Library Services Services Provided by Library District/Staff •Evacuation Resource Center at Milpitas Library for fire evacuees •Up to 30% staff serving as Disaster Service Workers or Contact Tracers •Cooling Centers in June, July, August •Clean Air Centers in August Library Services •Monday –Saturday •Curbside services •Virtual programs •Phone, chat, email support •Online library 24/7 32 Expanding WiFi Across the Library District •Free WiFi available 24/7 in Library parking lots •Free WiFi installed on Bookmobiles 33 Day and Evening Curbside Services Monday Tuesday Wednesday Thursday Friday Saturday Campbell 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm Cupertino 1-5pm 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm Gilroy 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Los Altos 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Milpitas 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Morgan Hill 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm Saratoga 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Woodland 1-5pm 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm Starting September 8, 2020 34 Career Online High School Earn your High School Diploma Online •Accredited online High School Diploma and career certification •Provided by Gale, Cengage Learning in partnership with California State Library •10 scholarships •Accept applications starting end August •https://www.careeronlinehs.gale.com/ca/the-program/faqs/ 35 August by the Numbers 7,253 curbside appointments 231,522 physical items checked out and 207,674 items returned 59 virtual programs; 2,404 live views & over 1,881 total views 141,642 eBooks circulated 36 REALM Project Science-Based Information to Help Mitigate Exposure to Virus Expanded Research Shows Virus Undetectable on Five Types of Items after 4 or 5 days •Talking book, USB cassette •5 days •DVD •4 days •Storage bag (flexible plastic) •4 days •Storage container (rigid plastic) •5 days •Plexiglass •5 days oc.lc/realm-project 37 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 September 2020 Library Stakeholder Report Jennifer Weeks, County Librarian Santa Clara County Library District Going Above and Beyond Library Services We've said it before, "The Library is so much more than just books," and with the many emergencies our County is facing with COVID, extreme heat, power outages, fires, and poor air quality, you may be surprised to know the many ways the Library District is supporting the most critical needs of residents. Evacuation Resource Center at the Milpitas Library for fire evacuees 30% of staff serving as Disaster Service Workers and Contact Tracers Cooling Centers in June, July and August Clean Air Centers in August Of course, Monday through Saturday, we continue to provide phone, chat and email support to patrons, offer virtual programs, and curbside services. Due to the poor air quality as a result of the fires, we had to pause our curbside services for several days in August and will continue to adjust as needed to protect the health and safety of our staff and patrons. We are making conscientious decisions to safely provide library services, based on the guidance of health and safety officials in this rapidly changing environment. We ask for your patience as we all navigate through the many new demands put upon us during this challenging time. Our online library and virtual programs are available from the safety of home or anywhere with an internet connection, which now includes the library parking lots! Keep reading for more information. Please stay safe, healthy, and happy reading! Expanded Wi-Fi now available throughout the Library District We know that the COVID pandemic has not affected everyone equally. This has further called attention to the digital divide in the Silicon Valley, as more people are reliant on the internet to apply for unemployment, stimulus checks, business resources, or to support distance learning. 38 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 To help our patrons and residents get connected, the Library has extended free Wi-Fi in the parking lots of the Campbell, Cupertino, Gilroy, Los Altos, Milpitas, Morgan Hill and Saratoga Libraries. The Wi-Fi will be available from the parking lots 24/7 for patrons to access from the safety of their cars and/or outdoors where they are able to social distance. In addition, we have installed Wi-Fi on both Bookmobiles to provide Wi-Fi access to patrons when the Bookmobile is out in the community. Free Wi-Fi signs will be installed in each library parking lot in September to designate the area Wi-Fi is available. Day and Evening Curbside Services Starting after Labor Day In order to provide more options for our patrons to pick up their holds and return library materials, starting Sep 8, SCCLD will begin offering evening curbside services at all Libraries. The schedule will be staggered to provide regional flexibility for day and evening hours. Monday Tuesday Wednesday Thursday Friday Saturday Campbell 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm Cupertino 1-5pm 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm Gilroy 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Los Altos 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Milpitas 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Morgan Hill 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm Saratoga 3-7pm 3-7pm 1-5pm 1-5pm 1-5pm 1-5pm Woodland 1-5pm 1-5pm 3-7pm 3-7pm 1-5pm 1-5pm NOW AVAILABLE: Career Online High School (COHS) Career Online High School is an accredited online high school diploma and career certification program provided by Gale, a part of Cengage Learning, and in partnership with the California State Library. SCCLD will offer 10 scholarships to qualified applicants. All learning is completed online and is self-paced, available 24 hours a day, 7 days a week. Academic Coaches are assigned to help students succeed. 39 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 This High School Diploma, not a GED, opens the door to opportunities for higher education, a better job or promotion, increased self-confidence, and higher pay. Starting at the end of August, SCCLD began accepting applications from interested participants, inviting them to complete the required workshop as a part of their evaluation process. Candidates can apply at any time. Once candidates successfully complete their application and workshop, they will be scheduled for an interview. Final participants will be selected after the interview process. For more information about the program, visit https://www.careeronlinehs.gale.com/ca/the- program/faqs/ August by the Numbers The Library District continues to serve our patrons in many ways and the numbers show just how much they are enjoying their local library: •7,253 curbside appointments: We have increased the drop-in walkup services that do not require an appointment, which has decreased the curbside appointments by 25% from July. •231,522 physical items checked out and 207,674 items returned: Items checked out shows a 62% increase from July while returned items increased by 50%. •59 Virtual Programs = 2,405 Live Views and over 1,881 Total Views: SCCLD offers virtual programs for all ages Monday through Saturday, which patrons can enjoy from the safety and convenience of home. •141,642 eBooks circulated: While holds on physical items are limited to 12, our patrons continue to enjoy their eBooks as these can be borrowed and renewed online (if eligible), and automatically returned when the due date arrives. Library Trends In response to the COVID-19 pandemic, the Institute of Museum and Library Services (IMLS) and OCLC are working in partnership with Battelle to distribute science-based information designed to help reduce the risk of transmission of COVID-19 to staff and visitors who are engaging in the delivery or use of archive, library, and museum services. This REopening Archives, Libraries, and Museums (REALM) project is studying how long the SARS CoV-2 virus (the virus that causes COVID-19) survives on common materials and methods to mitigate exposure. These studies continue to help advise the very safest way to circulate library materials. Currently, SCCLD is quarantining all materials for 4 days and rigid case audio materials one extra day in accordance with the most recent data further described below. Test 3: Natural attenuation as a decontamination approach for SARS-CoV-2 on five plastic-based materials 40 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 As part of the project’s Phase 1 research, Battelle has conducted three natural attenuation studies to provide information on how long some commonly handled library materials would need to be considered for quarantine prior to being put back into use. The results of Test 1 and Test 2 were released on June 22 and July 20, 2020, respectively; Test 3 began on July 10, 2020. The studies were conducted by applying the virulent SARS-CoV-2 virus on five materials held at standard room temperature (68°F to 75°F) and relative humidity conditions (30 to 50 percent). The materials in Test 3 included the five items listed in Table 1. Table 1. Test 3 items examined. Items were provided by the National Library Service for the Blind and Print Disabled, Library of Congress*; Columbus Metropolitan Library**; and the National Archives and Records Administration***. Samples from each item were inoculated and placed on top of a stainless steel rack. In contrast to Test 2, these items were not tested in a nested (or stacked) configuration to mimic common operating procedures. Results show that after five days of quarantine in an unstacked configuration, the SARS-CoV-2 virus was not detected on the storage bag (flexible plastic) or the DVD. The storage container (rigid plastic), plexiglass, and the USB cassette all showed detectable virus at five days. Day five was the final timepoint tested. Compared to the results of Test 1 and 2, this data suggests that a slightly longer quarantine time for these types of plastic-based materials may be required to render SARS-CoV-2 undetectable through natural attenuation alone. Alternatively, based on the materials’ nonporous nature, suitable liquid disinfection methods may promote a more rapid decontamination than the quarantine method. 41 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 Test Methods The items studied in Test 3 were not sterilized before testing. Battelle propagated the clinical isolate of the SARS-CoV-2 virus in-house, followed by characterization and testing to establish a certified titer. All testing was conducted within a biosafety level (BSL)-3 laboratory. Test coupons (N=5) and blank (N=1), per timepoint, were excised from each of the five library materials in 1.9 cm × 7.6 cm–sized coupons. Stock SARS-CoV-2 was applied as 10 10-µL droplets (100 µL total) on each coupon and allowed to dry at ambient laboratory conditions in a Class II biosafety cabinet (BSCII), as shown in Figure 1. Once dry, a set of test coupons were collected and processed (T0 samples), and the remainder of test coupons were moved to a Class III biosafety cabinet to maintain the desired ambient environmental conditions of 22 ± 2°C and relative humidity (RH) of 40 ± 10%. Actual conditions achieved were 21.9 ± 0.61°C and 37.4 ± 0.92% RH. All material coupons, after inoculation and subsequent drying, were placed on top of a stainless steel rack and into the environmentally controlled chamber for testing. At the specified time points, the test coupons were removed from the environmental chamber and placed in 50-mL conical tubes (Fisher Scientific Cat. No. 14-959-49A, Waltham, MA, USA) and extracted with 10-mL complete cell culture media (Dulbecco’s Modified Eagle Medium, Corning Cat. No. 10-010-CV, Corning, NY, USA) supplemented with 2% fetal bovine serum (Gibco Cat. No. 10082147, Carlsbad, CA, USA) and penicillin-streptomycin (Gibco Cat. No. 15140122) agitated on a platform shaker at 200 rotations per minute for 15 minutes. During the extraction process, there was a potential for chemicals from the test materials or adhesives contained within those materials, to leach into the extracted liquid. Those chemicals could have had a 42 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 deleterious cytopathic effects (CPE) on the cell culture monolayer. Since cell culture monolayers are needed for the median tissue culture infectious dose [TCID50] assay to quantitatively determine infectious virus, it is important that the extractant does not have components other than the SARS- CoV-2 that will cause CPE, since this will result in false positives (i.e., presence of infectious virus). To mitigate the potential for chemically induced CPE, the extracts were transferred to a concentrator (Spin-X UF Concentrator, Corning Cat. No. CLS431491) and centrifuged until the ~10-mL starting volume was concentrated to ~ 0.5 mL. Approximately 10 mL of fresh complete cell culture media was added to the concentrated sample (i.e., extracts) for the purpose of washing and removing any residual chemicals. The concentrator was centrifuged again and concentrated to ~ 0.5 mL. Media was added to equilibrate all washed extracts to approximately 2 mL. The limit of quantitation (LOQ) of this assay is 13.1 TCID50 units. Once below this threshold, the assay can no longer assign a quantitative value output; however, a qualitative assessment of the presence of infection can be observed through manual microscopic examination. Therefore, any values below LOQ, but positive for presence of virus, are assigned a value of 10 (indicating positive) to allow it to be resolved from 0 (indicating negative) presence of viral infection in the Vero cells. The test sample extracts were assayed in Vero E6 cells (ATCC CRL-1586, Manassas, VA, USA), and after a 72-hour incubation at 37°C with 5% CO2, the TCID50 assay plates were observed for CPE. The test matrix covered five time points (T, or day): T0, T2, T3, T4, and T5. As shown in Table 2 and Figure 3, at T0, a 1.2 to 1.5 log reduction (LR) was observed on all materials. Once dry, the rate of attenuation slowed and by day 5, two materials (the storage bag and DVD) had attenuated below the level of detection for the assay, meaning no CPE was observable in the undiluted extract placed onto the Vero cells. Recoverable SARS-CoV-2 were still observable on the USB cassette, the storage container, and the plexiglass through day 5, although all were below the LOQ. 43 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 44 SCCLD County Librarian Report OCTOBER 2020 45 Piloting Lobby Services and Computer Access New public services added September 21 ◦Lobby Services at specific locations: ◦Gilroy ◦Milpitas ◦Morgan Hill ◦Computers and Printing Access ◦Gilroy ◦Saratoga 46 SCCLD Surpasses 1.3 Million Overdrive Checkouts in 2020 Setting a new record in the number of Overdrive digital checkouts •From 2018 –2019 there was a 67% increase •From 2019 to September 2020 1 million digital checkouts surpassed for the first time •At this pace SCCLD may pass the 2 million check by the end of 2020 •We are one of 65 public library systems worldwide that have surpassed the 1 million checkout mark in 2020 47 September by the Numbers 266,881 physical items checked out and 261,892 items returned 78 virtual programs; 2,998 live views & over 5,193 total views 130,006 eBooks circulated 48 Your Vote Counts SCCLD is offering ballot drop off boxes outside of the Campbell, Gilroy, Los Altos, Milpitas, Morgan Hill, Saratoga, and Woodland Libraries. There will be a ballot drop off box in the Cupertino Civic Plaza across from the Cupertino Library. 49 Library Services During COVID-19 Mar/Apr •Virtual programs •Expanded online resources • Phone/chat/email 7days/week • Expanded eCard eligibility •Website redesign May/June •Curbside services Mon-Sat •Limited Bookmobile services •Summer Reading Program •Lunch at the Library 50 Library Services During COVID-19 Sept/Oct •Lobby Services •Computer Access July/August •Expanded Wi-Fi access •Career Online High School •Drop -in Walkup service •Expanded service hours 51 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 October 2020 Library Stakeholder Report Jennifer Weeks, County Librarian Lobby and Computer Pilot Programs Underway Our patrons have missed coming to the library and while Santa Clara County carefully advances in accordance with the state’s Blueprint for a Safer Economy, SCCLD is adding new public services safely, and sustainably. As of September 21, we began piloting a lobby service model at the Gilroy, Milpitas and Morgan Hill Libraries during curbside hours where a limited number of patrons can enter into the lobby of the library to pick up their holds, browse a small collection of grab and go book and DVD titles, and use the self-check machine for contactless service. Computers and printing are also available as of September 21, where we are offering a limited model at the Gilroy and Saratoga Libraries with two public computers and a printer for patron use during curbside hours. Patrons can register online for a 50 minute computer session to check email, print important paperwork, connect with family and friends and more. This also includes up to 25 pages of free printing to benefit our patrons who do not have access to a computer or printer at home. The computers have full internet access and are loaded with valuable software packages including Microsoft Office, Adobe Creative Suite, plus our full online library. We are piloting these services to learn best practices before expanding to additional libraries later in October. For more information, visit sccld.org/informed SCCLD Surpasses 1.3 Million Overdrive Checkouts in 2020 While many library systems are struggling to offer any library services during the COVID-19 pandemic, SCCLD set a new record in the number of Overdrive digital checkouts in 2020. From 2018 to 2019, we saw a 67% increase, and this year, we’ve already broken the 1 Million checkout mark for the very first time with a 146% increase over 2019. At this pace, we may pass the 2 Million mark in online checkouts from Overdrive alone in 2020! According to Overdrive, there are only 65 public library systems worldwide who have surpassed the 1 million checkout mark in 2020. 52 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 September by the Numbers The Library District continues to serve our patrons in many ways and the numbers show just how much they are enjoying their local library: • 266,881 physical items checked out and 261,892 items returned: Items checked out show a 15% increase while items returned increased 26% from August to September. • 78 Virtual Programs = 2,998 Live Views and over 5,193 Total Views: SCCLD offers virtual programs for all ages Monday through Saturday, which patrons can enjoy from the safety and convenience of home. • 130,006 eBooks circulated: While holds on physical items are limited to 12, our patrons continue to enjoy their eBooks as these can be borrowed and renewed online (if eligible), and automatically returned when the due date arrives. Your Vote Counts SCCLD helped voters ahead of the November 3 Presidential Election by providing voter registration forms during curbside service hours the week of National Voter Registration Day. In addition, residents can find resources and information about voting and elections in California and the United States on our website at sccld.org/voting. Here you can find out if you are registered to vote, how to vote online, and more. SCCLD is also offering ballot drop off boxes outside of the Campbell, Gilroy, Los Altos, Milpitas, Morgan Hill, Saratoga, and Woodland Libraries. There is also a ballot drop off box in the Cupertino Civic Plaza across from the Cupertino Library entrance. Click here to find your nearest ballot drop off location. The Santa Clara County Registrar of Voters has information about voting centers, tracking your ballot, and ballot drop off locations. The ROV is still looking for Election Officers to help at Vote Centers leading up to Election Day. Paid stipends are offered. Learn more on their website. The next Library JPA Board Meeting will be held on October 22, 2020 at 12pm. The meeting will be held online. For more information, visit sccld.org/jpa SAVE THE DATE Thursday, October 22, 2020 at 12pm 53 Saratoga Library November 2020 54 55 Teen 56 Children’s 57 Adult 58 Holds 59 60 Computer Center 61 November Events https://sccl.bibliocommons.com/events/ •Virtual Master Gardener Program: Growing Herbs for Beauty and Flavor Saturday, November 7, 2020 at 3:00 PM •Day of the Dead Altar Tour Sunday, November 1, 2020 at 11:00 AM •Beetle Lady Wednesday, November 4 at 4:00 PM 62 FSL President's Report for Library Commission October 2020 - We have access to the sorting room again and have done a bit of remodeling in it to support social distancing and add some shelf space. We have nearly caught up on going through the books we had to be sorted and are now accepting donations at the bookstore. This has also helped to refill our shelves and add some fresh material for sale. - We just finished the National Friends of the Library week where we put up signs celebrating the Friends at the library. We also had a table to talk with people as they picked up their holds and even signed up a few new members. Two Friends Sharing Books events were held that week with some great discussions about books that speak to some of the recent issues we are facing as well as some fun reads. - We have started up our annual membership drive. It’s still early but we are getting some good response so far, including renewals by some of our older members (those who didn’t renew last year). - At our Good-As-New sale, starting November 27th, we are opening it up to members only for the first few hours. This is part of an effort we are starting to expand the value of being a member of the Friends. Respectfully submitted, David Guidry President, Friends of the Saratoga Libraries == 63 CITY OF SARATOGA Memorandum To: Library & Community Engagement Commission From: Crystal Bothelio, Assistant City Manager Date: October 27, 2020 Subject: Commission Report State of the City Video The Saratoga community gathered on October 3, 2020 for a drive-in movie and State of the City message. If you missed the event, you can watch still watch the video to hear important updates from Mayor Howard Miller online at https://youtu.be/jk8kCYg1PMw Free Flu Shots Free flu shots are available every Saturday at the Santa Clara County Fairgrounds, and appointments are not required. At this location, shots are available for everyone ages 3 years and older. Children aged 3 to 17 must be accompanied by a parent or guardian. For children under 3 years old, please find another location near you to get a flu shot: www.sccphd.org/flu COVID-19 Testing in Saratoga The County will hold another COVID-19 testing day in Saratoga on Thursday, October 29 from 9:30 a.m. to 4:00 p.m. at the Saratoga Prospect Center in Friendship Hall, 19848 Prospect Road. Make your appointment as early as 7 days in advance at https://direc.to/eyD1 This testing site is intended for people who do not have symptoms and have not been exposed to COVID-19. Testing is recommended for anyone who works with the public, takes public transit, or has attended a mass gathering. The County also offers free testing for those with COVID-19 symptoms or anyone who has been exposed to others with COVID-19 or COVID-19 symptoms. Please continue to do your part to slow the spread of COVID-19—maintain at least 6 feet of distance from others, frequently wash your hands with soap and water for at least 20 seconds, and wear a face covering! November 2020 General Election Voting Information The Santa Clara County Registrar of Voters mailed ballots for the upcoming election to registered voters in early October. Ballots can be returned by mail (no postage is required), 64 dropped off at ballot drop boxes located throughout the County, returned to the Registrar of Voters in person, or delivered to one of the Vote Centers that will are open October 31 through November 3. Ballot drop boxes are located at City Hall, Saratoga Library, and West Valley College. Saratoga’s Vote Centers are located at West Valley College and Prince of Peace Lutheran Church. The following online tools are also available for voters: • Find ballot drop boxes and Vote Centers: www.sccvote.org • Register or update registration information: registertovote.ca.gov • Check voter registration information: VoterStatus.sos.ca.gov • Sign up to track ballot: WheresMyBallot.sos.ca.gov 65