HomeMy WebLinkAbout03-15-2022 Library and Community Engagement Commission Agenda PacketSaratoga Library & Community Engagement Commission Agenda | March 15, 2022
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SARATOGA
LIBRARY & COMMUNITY
ENGAGEMENT COMMISSION
SPECIAL MEETING
March 15, 2022
3:00 P.M. SPECIAL MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be held entirely by teleconference. All members of the Commission and
staff will only participate via the Zoom platform using the process described below. The
meeting is being conducted pursuant to recent amendments to the teleconference rules
required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of
emergency when local official have recommended social distancing. The purpose of the
amendments is to provide the safest environment for the public, elected off icials, and staff
while allowing for continued operation of the government and public participation during
the COVID-19 pandemic.
Members of the public can view and participate in the meeting by:
1. Using the Zoom website https://us02web.zoom.us/j/83299924666 (Webinar ID 832
9992 4666); OR
2. Calling 1.408.638.0968 or 1.669.900.6833 and entering the Webinar ID provided
above
The public will not be able to participate in the meeting in person.
Written Communications
Comments can be submitted in writing at www.saratoga.ca.us/lc. Written communications
received by 5:00 p.m., eight (8) calendar days before the meeting will be included in the
Commission’s agenda packet. Anything received after that time and up to the end of the
public comment period for that item will be provided to the members of the Commission
and included in supplemental meeting materials.
Public Comment
Members of the public may comment on any item for up to three (3) minutes. The amount
of time for public comment may be reduced by the Chair or by action of the Commission.
Saratoga Library & Community Engagement Commission Agenda | March 15, 2022
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CALL TO ORDER
ROLL CALL
AGENDA ITEMS
1. Library & Community Engagement Commission Work Plan
Recommended Action:
Finalize the proposed Work Plan for City Council consideration during the Commission
Work Plan Study Session on March 28, 2022. The Library & Community Engagement
Commission is scheduled to present its work plan at 6:30 p.m., but members are advised
to join the meeting by 6:15 p.m.
2. Community Event Grant Program Overview
Recommended Action:
Receive an overview of the Community Event Grant Program. The Commission is
scheduled to review applications and develop funding recommendations at the April 11,
2022 meeting for City Council consideration.
SUMMARIZE ACTION ITEMS
AGENDA ITEMS FOR NEXT MEETING – APRIL 11, 2022
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 Library & Community Engagement Commission was posted and available for review on March 10,
2022 at the City of Saratoga, 13777 Fruitvale Avenue, Saratoga, California and on the City's website at
www.saratoga.ca.us
Signed this 10th day of March 2022 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
Commission by City staff in connection with this agenda, copies of materials distributed to the Commission
concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the
posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California.
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance
to participate in this meeting, please contact the City Clerk at bavrit@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]
Library & Community Engagement Commission
March 15, 2022
CITY OF SARATOGA
Memorandum
To: Library & Community Engagement Commission
From: Crystal Bothelio, Assistant City Manager
Date: March 15, 2022
Subject: 2022 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 in March. The
Commission started a discussion of the proposed 2022 work plan during the August 2021
meeting, continuing the discussion at the October, December, and January meetings. At the
January meeting, the Commission requested some revisions and scheduled a special
meeting for March 15 to finalize the work plan prior to Council consideration.
The Commission Work Plan Study Session will take place on Monday, March 28 at 6:00 p.m.
The Library & Community Engagement Commission is scheduled to present its work plan at
6:30 p.m., but members are advised to join the meeting at 6:15 p.m. The meeting will be held
virtually. When it is time for the Commission to present its work plan, members will be
promoted from attendee to panelist. Access information for the meeting will be sent to
Commissioners prior to the meeting.
Attachments:
• Draft Fiscal Year 2022/23 Work Plan
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Library & Community Engagement Commission Work Plan – DRAFT
March 15, 2022
Page 1
FISCAL YEAR 2022/2023
LIBRARY & COMMUNITY ENGAGEMENT COMMISSION WORK PLAN
Draft: March 15, 2022
1. Community Event Grant Program
For many years, the City has funded a Community Event Grant Program. This program
includes a fixed allocation of funds to support traditional community events, such as the
Blossom Festival and July 4 Celebration, as well as competitive funds that other event
organizers can apply for. Per the direction of the Council, the Commission will review
qualified applications for competitive funding and make funding recommendations to
the City Council.
2. Celebrate Saratoga’s Diversity
Review current efforts in Saratoga to celebrate diversity to identify opportunities and
then work with Saratoga Library or other community organizations to develop diverse
and inclusive programs or activities.
3. Parent/Student Collaboration
Identify opportunities for parent and/or student collaboration, such as support for
Project Cornerstone, engagement with West Valley College, or partnering with Saratoga
Youth Commission and Saratoga Library Teen Advisory Board to develop a program
geared towards students and parents.
4. Good Neighbor Day (Fall 2022)
Plan a Good Neighbor Day community building effort, such as an outreach campaign to
be shared through the City’s social media accounts, to be conducted in coordination with
recognition of Good Neighbor Day in September 2022.
5. Saratoga Library and Library District Surveys (Ongoing)
The Saratoga Library and Santa Clara County Library District periodically conduct patron
surveys. The Commission would provide input on questions, where appropriate, and
review the results of library patron surveys to provide recommendations on
opportunities to enhance services and programs.
6. Serve as Saratoga Library Ambassador (Ongoing)
Attend and volunteer for Saratoga Library events, share information about programs and
resources with friends and family in the community, encourage friends and family to
obtain a library card, provide Saratoga Library staff with insights that can help shape
Library services or programs, and attend the Santa Clara County Library District’s Annual
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Library & Community Engagement Commission Work Plan – DRAFT
March 15, 2022
Page 2
Library Forum as well as Library District Joint Powers Authority meetings, when
appropriate.
7. Serve as City of Saratoga Ambassador (Ongoing)
Attend and volunteer for City of Saratoga events, share information about City efforts
and activities with friends and family in the community, encourage friends and family to
engage with the City, encourage fellow residents to serve on a City Commission, and
provide City staff with insights about community concerns or interests to help shape City
outreach and engagement efforts.
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CITY OF SARATOGA
Memorandum
To:Library & Community Engagement Commission
From:Kayla Nakamoto, Administrative Analyst
Date:March 15, 2022
Subject:Community Event Grant Program Overview
Since Fiscal Year (FY) 2013/14, the City Council has considered community event grant
funding requests through a formal application process to assist local, volunteer led events
that help build a sense of community in Saratoga.The City Council directed the Library
and Community Engagement Commission to review competitive applications that meet
minimum criteria and provide a funding recommendation to the City Council.
At the February 2, 2022 City Council meeting, $10,000 was allocated for the FY 2022/23
competitive Community Event Grant Program. Applications were announced and made
available on the City’s website in February and the application deadline is March 16, 2022.
During the April 11, 2022 Library & Community Engagement Commission meeting, the
Commission will review the grant applications and provide a recommendation for City
Council consideration at the April 20, 2022 City Council Meeting.
Events must meet the following criteria to be considered for event grant funding:
1)Event must be volunteer led, held in Saratoga.
2)Event must be free and open to the public.
3)Event should concentrate on Saratoga’s character, diversity, or history.
4)Event should celebrate the community as a whole and should not be limited to a
small group, such as reunions.
5)Event organizer must provide insurance coverage for the event.
The maximum funding level per event is $2,000.
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Community Event Grant Program
Overview
Library & Community Engagement Commission
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•Established in FY 2013/14
•Provides local event organizers the opportunity to
seek funding for their community events
•$2,000 maximum funding request for competitive
Community Event Grant applications
Program Overview
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•Volunteer-led
•Located in Saratoga
•Free and open to public
•Focuses on Saratoga’s character, diversity, or history
•Celebrates community as a whole
•Insurance coverage for event is required
Event Criteria
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•City-related fees (such as park rental or permit costs)
•Contract services
•Event materials
•Permits
•Supplies
*Grants are issued upon a reimbursement basis.
Reimbursable Expenses
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Competitive Community Event
Recipients and Allocations (FY 20/21)
Competitive Funding Recipient 2020/21
Bollywood in the Park 2020 $2,000
IOOF Annual Easter Egg Hunt $1,500
Saratoga Symphony Concerts $1,050
Celebrating Differences Carnival $1,000
Sacred Heart Saratoga Community Carnival $2,000
Mitzvah Day at Congregation Beth David $2,000
*The Competitive Community Event and Street Closure
Program was suspended for FY 21/22.
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Competitive Grant Program
Timeline
Date Milestone
February 2022 Open and announce application process
March 16, 2022 Application deadline
April 11, 2022 Library & Community Engagement Commission Review
April 20, 2022 City Council decision
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Commission’s Role
•At the April 11, 2022 meeting, Library &
Community Engagement Commissioners will:
•Review the competitive Community Event Grant
applications;
•Provide recommendation on FY 22/23 competitive
Community Event Grant recipients and individual
funding amounts for City Council consideration.
•Total funding allocation not to exceed $10,000
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City of Saratoga
Library & Community
Engagement Commission
MEMBERSHIP
NAME TERM END
Cristina Meiser 9/30/2022
Victoria Zhang, Vice Chair 9/30/2023
Eric Lewis, Chair 9/30/2024
Robert Gulino 9/30/2025
Vacant, Monte Sereno Representative 9/30/2025
Others:
Jennifer Weeks, Santa Clara County Librarian | 408.293.2326 x3001 | jweeks@sccl.org
Nichole King, Saratoga Library | 408.867.6126 x3800 | nking@sccl.org
David Guidry, Friends of the Saratoga Libraries
Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us
Kayla Nakamoto, City of Saratoga | 408.868.1208 | knakamoto@saratoga.ca.us
AGENDA PLANNER
The Commission holds regular meetings on the 2nd Monday of even-numbered months at
7:00 p.m.. Regular meetings may be rescheduled or canceled. Additionally, schedule special
meetings may be scheduled as needed.
MEETING AGENDA ITEMS REPORTS
February 7, 2022 • Community News & Trends
• Minutes
• 2022 Work Plan
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
March 15, 2022
3:00 p.m.
• 2022 Work Plan
• Overview of Community Event
Grant Program
March 28, 2022 Commission Work Plan Study Session
• Meeting Start: 6:00 p.m.
• LCE Work Plan: 6:30 p.m. (suggested arrival 6:15 p.m.)
April 11, 2022 • Community News & Trends
• Minutes
• Community Event Grant
Application Review & Funding
Recommendation
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
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Library & Community Engagement Commission Agenda Planner – March 2022
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June 13, 2022 • Community News & Trends
• Minutes
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
August 8, 2022 • Community News & Trends
• Minutes
• 2023 Work Plan
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
October 3, 2022 • Community News & Trends
• Minutes
• Selection of Chair and Vice Chair
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
December 12, 2022 • Community News & Trends
• Minutes
• Review 2023 Meeting Schedule
• Summarize Action Items
• Library District
• Saratoga Library
• Friends of the Saratoga
Libraries
• Teen Advisory Board
• Commission Chair
• City
RESPONSIBILITIES, DUTIES, & RELATIONSHIPS
Adopted via 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
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Library & Community Engagement Commission Agenda Planner – March 2022
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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.
LIBRARY & COMMUNITY ENGAGEMENT COMMISSION WORK PLAN
Approved March 30, 2021
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:
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a) Partner with local organizations, schools, and colleges.
b) Increase public engagement in City government.
c) Assess community concerns as directed by the City Council.
d) Support Library and City engagement programs.
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 with events and outreach programs (for example,
Junior Achievement, Saturday Farmers Market, Movie Nights, Blossom Festival).
c) Invite the City Council to attend and share information with the City Council about
Library and Commission programs, events, and activities.
d) Spread awareness of Library events and offerings and encourage attendance via
Commissioner personal networks (for example, post in Nextdoor Saratoga, post
on Facebook page, inform Book Clubs, etc.).
e) Brainstorm with Santa Clara County Library District and City communications staff
on ways to promote Library events and programs, for example Saratoga Source
(City e-newsletter), Saratoga News, and social media.
f) 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.
g) Attend the Santa Clara County Library District’s Annual Library Forum.
h) Interact with other County Library Commissions and JPA, when appropriate.
i) Work with Friends of the Saratoga Libraries to promote and cross-promote events
and activities.
j) Encourage residents of both Saratoga and Monte Sereno to obtain library cards,
participate in Library programs and services, and visit the Library.
2. Identify and recommend strategies to help foster a stronger, more inclusive community.
a) Increase understanding of Commission’s contributions to community engagement
efforts of the City.
b) Support collaborative programs or activities between local organizations and the
Library and/or the City.
c) Advise the City Council on matters of interest to the Saratoga community, as directed
by the City Council.
d) Support and provide recommendations to the City Council on City engagement
programs and policies, including Community Event Grant Program allocations.
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e) Respond to requests to support public art programs, including Paint the City and
Rainy Day Sidewalk Poetry, as requested by the City’s Public Art Committee.
f) Recommend additional programs and policies that will help create a stronger, more
inclusive community.
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