REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Action to Approve and Adopt Proposed Updates to Board of Library Trustees Bylaws
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
The Board of Library Trustees Bylaws were initially adopted on March 2, 1970, and reapproved and revised multiple times:
• Reapproved 5/2/83
• Reapproved 7/7/86
• Revised 1/3/94
• Revised 2/6/95
• Revised 5/6/96
• Revised 4/3/00
• Revised 10/2/00
• Revised 12/3/07
• Reapproved 12/6/10
Staff received an inquiry from the Board as to whether the Bylaws mentioned the office of a Board Secretary, to take detailed notes regarding Board discussions.
In current practice, the City of Santa Clara Board and Commissions Meeting Minutes are drafted in compliance with the City Clerks Association of California Guidelines for Preparing Minutes for Governmental Agencies as Action Minutes, recording final decisions made. Details of discussion are available on the City’s website, where video recordings of Board Meetings are archived alongside Agendas and Minutes. The Board’s inquiry suggested that it might be more convenient to have written notes to review, in addition to posted video recordings, Agendas and Minutes.
Upon review of the Bylaws, staff found that the office of nominating secretary is present in the most recent 2010 version of the Board of Library Trustees Bylaws whose stated task is to poll prospective candidates for officers of the board. In practice, the Board has not utilized the role of nominating secretary nor any position resembling the role of a traditional secretary.
At the June 3, 2024 Board of Library Trustees meeting, the Board reviewed two draft revisions coordinated with the City Attorney’s Office and presented by Deputy City Attorney Luis Haro. Option 1 eliminated the position of the nominating secretary and secretary, to comply with current practice. Option 2 eliminated the position of a nominating secretary and replaced it with a secretary position charged with the task of taking notes during Board meetings and during special presentations with the City Council. The decision by the Board was to introduce the revised Bylaws Option 1, which eliminated both the nominating secretary and secretary positions. The proposed action before the Board is to formally approve and adopt the Bylaw amendment, as prescribed under rules of parliamentary procedure.
DISCUSSION
Staff worked in coordination with the City Attorney’s Office to review and revise the Bylaws. Changes recommended by the City Attorney’s Office include removal of the nominating secretary role, secretary role, and other minor changes to match the language of the Bylaws more closely with the City Charter. Any changes to the Bylaws require two votes from the Board. The first vote to introduce the bylaw amendment was held at the June 3, 2024 regular meeting. The currently proposed action will formally adopt the Bylaw amendment. Council approval of the Bylaws is not required, per the City Attorney’s Office.
Attachment 1 is the “redlined” version of the same revised Bylaws, to show the recommended revisions. Attachment 2 is the “clean” revised Bylaws with the described changes, as approved by the Board at the June 3, 2024 regular meeting.
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 has been coordinated with the City Attorney’s Office.
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
Approve and Adopt the Proposed Updates to Board of Library Trustees Bylaws
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. BOLT Bylaw Amendment_No Secretary Position FINAL Introduced 06042024
2. BOLT Bylaw Amendment_No Secretary Position FINAL Introduced 06042024_Clean