REPORT TO BOARD OF LIBRARY TRUSTEES
SUBJECT
Title
Discuss and Approve Draft Board of Library Trustees Handbook for New Trustee Onboarding
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
At the January 2023 Special Meeting of the Board of Library Trustees, the Board received a presentation from Assistant City Manager Cynthia Bojorquez and Assistant City Attorney Elizabeth Klotz who provided information on the roles and responsibilities of the Board of Library Trustees. This presentation was prepared to provide clarity and information to the Board in response to questions about the Board’s role, responsibilities, and successful strategies to use in order to advocate for the Library.
One outcome of this presentation was an interest on the part of the Board in developing a Board of Library Trustees Handbook, in order to pass down the information shared in this presentation to future Trustees. The Board also recommended adding information about the Santa Clara City Library’s history, facilities, policies, services, and training and volunteer opportunities.
At the March 2023 Board of Library Trustees Meeting, an ad hoc Board subcommittee presented a draft document entitled Board of Library Trustee Responsibilities, to consider for inclusion in a Board of Library Trustees Handbook.
Library staff then prepared a draft Board of Library Trustees Handbook, incorporating information from the initial presentation by Assistant City Manager Cynthia Bojorquez and Assistant City Attorney Elizabeth Klotz, along with information recommended by the Board for inclusion.
The draft language was then updated with review and input from the City Manager’s Office and the City Attorney’s Office. Staff subsequently further refined the draft handbook and included greater detail about the history and services offered by the Santa Clara City Library.
The purpose of the new draft Board of Library Trustees’ Board of Library Trustees Handbook is to inform and onboard new incoming members of the Board of Library Trustees. is the goal of this handbook is to provide information about the role and responsibilities of a Library Trustee, as well as information about the Library which they serve.
DISCUSSION
The draft Board of Library Trustees Handbook is recommended for final review and approval by the Board of Library Trustees. It includes information on the Board’s roles and responsibilities as presented by City staff, and incorporates content recommended by the Board about Library history and services. More specifically, its contents include:
• Introduction to the Board of Library Trustees
• Function of the Board of Library Trustees
• Responsibilities of the Board of Library Trustees
• Expectations of the Board of Library Trustees
• Priorities of the Board of Library Trustees
• Opportunities to Support the Library
• Training Opportunities
• Volunteer Opportunities
• About the Library
• List of Library Policies
• Library Services Beyond Books and Media
• Bookmobile
• Comic Con
• Read Santa Clara
• Foundation and Friends
Content for this handbook may change as Library services evolve, and will be updated annually by Library staff to reflect service changes.
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.
COORDINATION
This report has been coordinated with the City Attorney’s Office and the City Manager’s Office.
PUBLIC CONTACT
Public contact was made by posting the Board of Library Trustees 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 the Board of Library Trustees Handbook subject to annual updates by Library staff.
Staff
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. Board of Library Trustees Handbook - Draft