REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Review and Discuss the Santa Clara City Library Draft Strategic Plan
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
Since February 2023, the Santa Clara City Library has been working with consultants Fast Forward Libraries to develop a strategic plan for the Library. This work included Board and Staff Kick-Off Sessions encompassing Environmental Scans and SOAR Analyses (Strengths, Opportunities, Aspirations, and Results); a Community Survey which collected 1,543 responses in five languages; Community Mapping activities involving interviews and focus groups; production of a Learning Report of data collected; Staff and Board retreat sessions; and a Staff Objective Setting Workshop.
At the April 1, 2024 regular meeting of the Board of Library Trustees, the Board engaged in discussion with Amanda Standerfer of Fast Forward Libraries, the consultants working with the Library to develop a Strategic Plan. The Board drafted language for the Vision and Mission statements for the draft Strategic Plan.
On April 23, 2024, Library leadership, in coordination with Fast Forward Libraries, held a Strategic Plan Implementation Meeting, during which the team reviewed the process of selecting and developing specific, actionable Objectives and Activities in support of Strategic Plan goals.
At the May 6, 2024 regular Board of Library Trustees meeting, Fast Forward Libraries reviewed the finalized Vision and Mission statements for the draft Strategic Plan with the Board.
At the August 5, 2024 regular Board of Library Trustees meeting, the Board reviewed progress in revisions of the Goals and Objectives of the draft Strategic Plan and heard examples of Activities. These revisions were informed by the local data collected in the Learning Report phase of the Strategic Plan process, and the ideas and recommendations generated during the Staff retreat, to develop an Implementation Plan. This plan includes SMART (specific, measurable, achievable, realistic, and time-bound) Objectives and Activities.
At the August 19, 2024 special meeting of the Board of Library Trustees, the Board reviewed further progress on the draft Strategic Plan, reviewing an illustrative sample of specific activities recommended to implement and achieve the higher level goals and objectives.
DISCUSSION
Through this strategic planning process, meetings have been held with each of the work units in the Library to review the Goals and Objectives for the Strategic Plan, and to engage city staff in the current phase which is the prioritization of Activities. Staff are working to prioritize specific Activities systemwide and within their work units to best meet the identified strategic Goals and Objectives. Activities are being drafted to be specific, measurable, achievable, relevant and time-bound (SMART).
The next steps include finalization of SMART Activities to complete the implementation section for the Strategic Plan. Following finalization of Activities, the components of the Strategic Plan will be complete, and staff will complete the design and drafting of the final Strategic Plan.
The draft Strategic Plan will be prepared with the intent to review with the Board at the regular November meeting and to review with the City Manager’s Office prior to bringing it before the City Council.
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(a) as it has no potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment.
FISCAL IMPACT
There is no fiscal impact other than staff time.
COORDINATION
The draft Strategic Plan is being developed in coordination with Library Staff, the Board of Library Trustees, and consultants Fast Forward Libraries.
PUBLIC CONTACT
Public contact was made by posting the Board 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 <mailto:clerk@santaclaraca.gov> or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Review and Discuss the Santa Clara City Library Draft Strategic Plan.
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian