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HomeMy WebLinkAbout11-04-2020 Library & Community Engagement Commission Agenda PacketSaratoga Library Commission Agenda - Page 1 of 2 SARATOGA LIBRARY & COMMUNITY ENGAGEMENT COMMISSION SPECIAL MEETING November 4, 2020 4:00 P.M. SPECIAL 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/84444232965 or App (Webinar ID 844 4423 2965) 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 844 4423 2965, 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 2 ROLL CALL AGENDA ITEMS 1. Rainy Day Poetry Recommended Action: Recommend 4 poems to the Public Art Committee to be used as part of the next cycle of the Rainy Day Poetry Program. 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 29, 2020 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us. Signed this 29th 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 9/30/2021 Steven White, Monte Sereno Representative 9/30/2021 Christina Meiser, Chair 9/30/2022 Victoria Zhang 9/30/2023 Eric Lewis, Vice Chair 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 November 4, 2020 4:00 p.m. Special Meeting • Rainy Day Poetry December 22, 2020 • Community News & Trends • Minutes (10/27/20 & 11/4/20) • Finalize 2021 Work Plan • 2021 Meeting Schedule • 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. CITY OF SARATOGA Memorandum To: Library and Community Engagement Commission From: Kayla Nakamoto, Analyst Date: November 4, 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 has asked for the Commission to recommend 4 poems that will be stenciled on City sidewalks at 4 different locations for the 2021 Rainy Day Sidewalk Poetry public art program. The Public Art Committee started Rainy Day Sidewalk Poetry in Saratoga earlier this year. Through the program, poems were painted at several locations throughout the City using a biodegradable solution only appears when wet. A total of 4 poems will be needed for the next Rainy Day Sidewalk Poetry cycle, which include the following locations: 1. Saratoga Library (near the entrance), 2. Village Clock 3. Village Sidewalk, Hong’s Gourmet (in front) 4. Village Sidewalk, Sue’s Café 2 Poems should be reflective of the cultures in Saratoga. Additionally, one of the poems must be a Chinese language poem along with a published transition in English. Additionally, poems cannot be longer than 40 words and are ideally 20 words or less to ensure clarity of the stencils. Additionally, poems used in the last cycle should not be repeated. The poems used during the last cycle included: 1. Climbing White Stork Tower by Wang Zhihuan 2. The Rainy Day by Henry Wadsworth Longfellow 3. What Matters It, Mir Taqi Mir 4. The Sun and the Moon by Elaine Daron 5. Quiet Night Thoughts by Li Bai 6. Hug O’ War by Shel Silverstein 7. If by Rudyard Kipling In addition to recommending poems for the 2021 Rainy Day Sidewalk Poetry Program, the Commission is welcome to recommend where the 4 selected poems should get placed among the 4 locations that will be used for this year’s program. During the Commission’s discussion of Rainy Day Sidewalk Poetry on October 27, the Commission agreed to schedule a special meeting for November 4 to finalize recommended poems. Commissioners were invited to send suggested poems to staff to be included in the agenda packet or shared during the meeting. Poem suggestions from staff and Commissioners has been included in the attachments. At the last meeting, the Commission asked staff to bring back information on copyright protections for poems selected. Staff will share more during the November 4 special meeting. Attachments: • 2021 Poem Selection Suggestions • 2021 Rainy Day Poetry Location Photos 3 2021 Poem Selection Suggestions Poetry I Rise (Stanza 6) BY MAYA ANGELOU Suggested by: Commissioner Bob Gulino You may shoot me with your words, You may cut me with your eyes, You may kill me with your hatefulness, But still, like air, I’ll rise. The Old Pond BY MATSUO BASHŌ Suggested by: Commissioner Bob Gulino In Japanese: Furuike ya Kawazu tobikomu Mizu no oto 古池や 蛙飛び込む 水の音 An old silent pond A frog jumps into the pond The sound of water 4 The Road Not Taken (Stanza 1 & 4) BY ROBERT FROST Suggested by: City staff 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; 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. Songs for the People (Stanza 1 & 2) BY FRANCES ELLEN WATKINS HARPER Suggested by: City staff 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. 5 I, Too (Stanza 3 – 5) BY LANGSTON HUGHES Suggested by: City Staff 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. 春晓 Spring Dawn BY MENG HAORAN, TRANSLATED BY BETTY TSENG Suggested by: City Staff In Chinese: 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? 6 2021 Poem Selection Suggestions Poetry I Rise (Stanza 6) BY MAYA ANGELOU Suggested by: Commissioner Bob Gulino You may shoot me with your words, You may cut me with your eyes, You may kill me with your hatefulness, But still, like air, I’ll rise. The Old Pond BY MATSUO BASHŌ Suggested by: Commissioner Bob Gulino In Japanese: Furuike ya Kawazu tobikomu Mizu no oto 古池や 蛙飛び込む 水の音 An old silent pond A frog jumps into the pond The sound of water 7 2021 Poem Selection Suggestions Poetry – Page 2 The Road Not Taken (Stanza 1 & 4) BY ROBERT FROST Suggested by: City staff 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; 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. Songs for the People (Stanza 1 & 2) BY FRANCES ELLEN WATKINS HARPER Suggested by: City staff 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. 8 2021 Poem Selection Suggestions Poetry – Page 3 I, Too (Stanza 3 – 5) BY LANGSTON HUGHES Suggested by: City Staff 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. 春晓 Spring Dawn BY MENG HAORAN, TRANSLATED BY BETTY TSENG Suggested by: City Staff In Chinese: 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? 9 Rainy Day Sidewalk Poetry 2021 Locations Library & Community Engagement Commission 10 Village Clock 11 Village by Hong’s 12 Sue’s Cafe 13 Saratoga Library 14 15