REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Discussion and Action on Work Plan Goals and Activities for Calendar Year (CY) 2025
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
City of Santa Clara Boards and Commissions have been instructed to develop their annual work plans. The Board of Library Trustees (BOLT) will work to develop and vote to approve annual work plan items in the March or April regular meeting, to meet City timelines and be prepared to review these with Council in May or June 2025.
At the February 3, 2025 regular Board of Library Trustees meeting, the Board reviewed prior work plans as well as a list of potential work plan items for the current year, and held discussion to identify priorities and make additions.
DISCUSSION
The Board will review and hold discussion on the following lists of Accomplishments since the last Board dinner with Council on February 20, 2024 and of draft Work Plan items, with the goal of taking action to approve the Accomplishments and Work Plan items to share with Council. Should the Board require additional time for discussion and to finalize these items, a special meeting may be called in March, or the Board may discuss and approve these revised materials at the regular April meeting.
Accomplishments
Since the last Board meeting with Council to review their proposed Work Plan on February 20, 2024, the following are Accomplishments which the Board may wish to include in the upcoming meeting with Council:
1. Developed and approved New Trustee Handbook (Approved February 5, 2024 Board meeting)
2. Recommended National Library Week 2024 Proclamation (Approved March 4, 2024 Board meeting)
3. Drafted Vision and Mission statements for the Santa Clara City Library Strategic Plan (April 1, 2024 Board meeting)
4. Received an informational presentation on electronic library resources to better understand and advocate for e-resources, and to better understand the impact of COVID on use of library e-resources (May 6, 2025 Board meeting)
5. Reviewed and discussed important updates on the capital improvement funding for the Library and related capital projects (June 3, 2024 Board meeting)
6. Updated the Board of Library Trustees Bylaws (August 5, 2024 Board meeting)
7. Onboarded two new Trustees (August 5, 2024 Board meeting)
8. Received an informational presentation on and tour of Northside Branch Library to better understand and promote the strengths and services of this location, having last toured it five years prior (October 7, 2024 Board meeting)
9. Received regular updates on the Library Strategic Plan and Facilities Master Plan in progress (throughout the year).
10. Reviewed and supported updates to Library policies, including the Collection Development Policy, Community Room Use Agreements, Audiovisual and Camera Equipment Use Policy, and Policy Governing the use of Library Grounds (November 4, 2024)
11. Received an informational presentation on and tour of Mission Branch Library to better understand and promote the strengths and services of this location, having last toured it five years prior (December 2, 2024 Board meeting)
12. Explored the book sanctuary movement and its applicability to Santa Clara City Libraries (December 2, 2024 Board meeting)
13. Recommended National Library Week 2025 Proclamation (Approved February 3, 2025 Board meeting)
Work Plan
The following are draft work plan items for the Board to revise and/or approve for the upcoming year, the final version of which should be listed in order of priority:
1. Collection Funding
a. Advocate for the restoration of the collection budget
2. Alternative Funding
a. To reduce reliance on the City’s General Fund, explore alternative funding support for Library services
3. Policies
a. Review Library policies and provide advisory support for policy updates and revisions
4. Strategic Plan and Facilities Master Plan
a. Provide advisory and advocacy support for Library Strategic Plan and Facilities Master Plan with Council and in the community
5. Liaison Work
a. Engage as liaisons to develop cooperative relationships and advocacy with the Santa Clara City Library Foundation and Friends, as well as City Boards, Commissions and Taskforces
b. Board duties would include regular engagement and liaison work
c. The following have identified potential liaison opportunities
i. Chair Evans - Santa Clara Station Area Taskforce
ii. Vice-Chair Ricossa - Parks and Recreation Commission
iii. Trustee Tryforos - Youth Advisory Commission or Historical Commission
6. Board Development
a. Explore strategic Board development opportunities, including informational reports and funded conferences and trainings (budget permitting)
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.
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
Discuss and approve the Board of Library Trustees Accomplishments and Work Plan goals, priorities and activities for calendar year 2025.
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. City of Santa Clara Board and Commissions