REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Action to Approve Joint Meeting Agenda for upcoming Joint Meeting with the Santa Clara City Library Foundation and Friends
Report
BACKGROUND
The Board of Library Trustees (BOLT) and the Board of the Santa Clara City Library Foundation and Friends (SCCLFF) are natural collaborators in their missions to support the Library and its good work in the community. BOLT and the SCCLFF Board (collectively the “Boards”) met on June 2, 2025, December 1, 2025, and June 1, 2026 with the goal of furthering communications and collaboration in support of the Library. At those prior meetings, the Boards agreed to meet regularly to further shared goals and maintain ongoing collaboration.
At the most recent June 1, 2026 joint meeting, BOLT and SCCLFF shared information about their histories and roles in supporting the Library. SCCLFF provided information about their work in fundraising and grant administration to support Library programming, as well as outcomes from the 25th anniversary fundraising event held on May 16, 2026 at the Triton Museum. The joint meeting included discussion on how the two Boards could support each other’s common goals; specific topics included attending programs put on by the other entity, sharing the SCCLFF newsletter within BOLT’s network, developing and sharing relationships and networks, working together on communications such as a joint op-ed, and sharing some of the many stories from real people who have benefited from Library programs. BOLT was informed that SCCLFF was still at work in identifying funding priorities for the year, developing a strategic plan, and strategizing the investment and management of a bequest received in support of the Library.
At the August 3, 2026 regular meeting of BOLT, scheduling the next joint meeting for the regular December BOLT meeting date was proposed. BOLT identified possible joint meeting agenda topics at the September 14, 2026 regular meeting.
The draft agenda topics were discussed at the October 5, 2026 meeting, where Trustees reflected that there were new members of the SCCLFF Board, as well as a new BOLT Trustee and, by December, likely a new City Librarian. Trustees agreed that it would be beneficial at the next joint meeting to have an introduction and brief overview of the Boards and their work for the new members. Meeting more frequently than twice per year was discussed, to support anticipated collaborative efforts. During review of the draft agenda topics, items highlighted by Trustees included ESL funding, joint communications, planning for the bequest, and priorities captured in the BOLT work plan and the SCCLFF’s strategic plan. BOLT proposed that the joint meeting occur during the regular BOLT meeting on December 7, 2026 at the Mission Branch Library. They agreed to await feedback from the SCCLFF Board, and to finalize the agenda at the November 2, 2026 BOLT meeting.
DISCUSSION
The SCCLFF Board had no further feedback on the proposed joint meeting date or agenda topics.
The Board will discuss and finalize the draft meeting agenda for the December 7, 2026 joint meeting of BOLT and the SCCLFF Board. The proposed agenda includes:
• Introductions to members
• Introductions by each board on what they do
• Discussion on possible collaborative efforts in the coming year.
• Discussion on possible joint meetings 3 or 4 times per year to support collaborative efforts.
Regarding the introduction to BOLT, Trustees had previously chosen at the June 1, 2026 joint meeting to share the Board of Library Trustees Handbook (Attachment 1). Discussion may address whether to share this document again or provide an introduction in another way.
Regarding discussion on possible collaborative efforts, BOLT has previously discussed either sharing the full draft agenda (Attachment 2) or selecting a short list of priority topics from the agenda to discuss with SCCLFF.
BOLT will finalize discussion and agenda planning, and take action to approve a draft agenda for the next joint meeting with the SCCLFF Board.
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
There is no fiscal impact other than staff time.
COORDINATION
This report was coordinated with the Board of the Santa Clara City Library Foundation and Friends.
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 or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
Approve a Joint Meeting Agenda for the upcoming Joint Meeting with the Santa Clara City Library Foundation and Friends to be held on December 7, 2026 at 6:00PM.
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. Board of Library Trustees Handbook
2. BOLT-SCCLFF Board Joint Meeting Agenda Draft for December 7, 2026