REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Joint Meeting with the Board of the Santa Clara City Library Foundation and Friends and Possible Action to Facilitate Collaboration and the Scheduling of a Future Joint Meeting
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
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 met on June 2, 2025 and December 1, 2025 with the goal of furthering communications and collaboration in support of the Library. The Boards agreed to meet regularly to further shared goals and maintain ongoing collaboration.
At the December 1, 2025 meeting, following a presentation on the role of grants in supporting Library programs and services, the Boards held discussion and identified some areas of possible collaboration and support. At the April 6, 2026 regular meeting of the Board, Trustees reviewed the notes from the December 1, 2025 joint meeting, and discussion was held to coordinate the next joint meeting of the Boards. BOLT and the SCCLFF Board agreed to hold their next joint meeting on June 1, 2026. BOLT proposed agenda topics at the May 4, 2026 regular board meeting. The purpose of the joint meeting is to further collaboration and relationship building between the Boards.
DISCUSSION
The Board of Library Trustees and the SCCLFF Board will spend the first hour and a half of the June 1, 2026 regular Board of Library Trustees meeting holding a joint meeting, to further collaboration and share information about their respective work and roles. This will be followed by the regular Board meeting agenda.
Schedule for June 1, 2026 Board of Library Trustees Meeting:
6:00 PM - 7:30 PM: Joint Meeting of Board of Library Trustees and SCCLFF Board
7:30 PM - 8:00 PM: Regular Board of Library Trustees meeting agenda
The joint meeting agenda is as follows:
• [10 min] Greeting, brief introduction for the 2 new SCCLFF Board members to summarize the roles and responsibilities of BOLT, the roles and responsibilities of SCCLFF, and SCCLFF’s MOU.
• [15 min] BOLT and SCCLFF to share information on their priorities for FY 2026-27
• [15 min] How SCCLFF supports the Library.
o To support their advocacy for SCCLFF and for Library priorities, BOLT seeks greater understanding of how SCCLFF supports the Library with donations, grants, and Friends grants, and their impacts and outcomes.
• [30 min] Collaboration.
o Discuss collaborative efforts to move forward with, such as support of fundraising efforts or assigning a liaison from SCCLFF to BOLT.
o Discuss opportunities to support Facilities Master Plan.
o Discuss opportunities to support Strategic Plan.
• [20 min] Plan next joint meeting date and agenda topics.
o The Boards may also prepare a list of “parking lot” items for discussion at future meetings.
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
Take action to recommend activities to further information sharing and collaboration, and to plan a future joint meeting.
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. Board of Library Trustees Handbook