REPORT TO COUNCIL
SUBJECT
Title
Action to Recommend Waiving of Library Overdue Fine Balances
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
In alignment with a national movement to enhance library access, the Santa Clara City Library, supported by the City Council, eliminated overdue fines for youth materials effective July 1, 2017 and for all remaining materials on April 18, 2023 as reflected in the Municipal Fee Schedules (Attachments 1 and 2). This policy change has been positively received by the community and represents a meaningful step toward reducing barriers to library use and improving equitable access to library services.
Separately, on December 13, 2024, the City Council adopted an Accounts Receivable and Write-Off Policy (Attachment 3), which outlines procedures for addressing debt deemed uncollectable. Under this policy, City Council authorization is required for any write-off exceeding $25,000.
DISCUSSION
The proposed waiver of outstanding fine balances for the late return of materials represent the final step in the City’s multi-year effort to complete the effort to eliminate overdue fines. The elimination of fines incentivizes increased use of Library resources, most critically for those to whom late fines are effectively an obstacle to access. Additionally, all books with remaining overdue fine balances have already been returned, and as such, there is no impact on the Library’s inventory.
The existing balances of fines for overdue materials on Library user accounts for books that have already been returned, however, were not waived when the elimination of these fines was approved by the City Council. This uncompleted step has led to confusion among users, unsure why their accounts reflect balances for fines that the Library no longer collects. In order to bring the process of eliminating fines for overdue materials to its final conclusion and address a source of confusion for library patrons, Library recommends that Council approve waiving the outstanding balance of these fines.
As of July 9, 2025, the total outstanding balance of all unpaid fines for overdue materials was $130,531.47 across 19,979 patrons. These overdue fines date from as early as 2014 and impact both youth and adult Library accounts. Council approval is required because the total library fines exceed the $25,000 authorization approved by the Council as part of the Accounts Receivable and Write-Off Policy.
By formally eliminating these legacy balances, the City will bring closure to a long-standing policy transition, align account records with current practices, and reaffirm its commitment to inclusive and barrier-free library access.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
The balance of fines recommended to be waived is $130,531.47 as of July 9, 2025. With the recommended waiver of these fines, the City would forego the potential collection of this revenue. However, given the age of these fines, it has been determined that these fines are not likely to be collectable. As the elimination of fines occurred in 2017, fine revenues are not assumed in the biennial operating budget. The waiving of these fines will also not impact prior year financial statements as library fine revenue is recognized in the City’s financial system once payments are actually received.
COORDINATION
This report was coordinated with the Finance Department.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Waive Library Overdue Fine Balances for both youth and adult library accounts accrued since 2014 in the approximate amount of $130,531 based on the finding that waiver of past fees encourages increased public use of libraries and furthers the public interest in increasing access for communities.
Staff
Reviewed by: Patty Wong, City Librarian
Approved by: Jovan Grogan, City Manager
ATTACHMENTS
1. Municipal Fee Schedule 2017-2018
2. 23-141 Public Hearing: Action on the Adoption of the Proposed FY 2023/24 Municipal Fee Schedule
3. Accounts Receivable and Write-Off Policy