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 Scheduling of a Future Joint Meeting
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
The Board of Library Trustees 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. At the May 5, 2025 meeting, the Board prepared an agenda for a joint meeting with the SCCLFF Board. 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 of the June 2, 2025 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 2, 2025 Board of Library Trustees Meeting:
5:30 PM - 6:00 PM: Meet and Greet
6:00 PM - 7:00 PM: Joint Meeting of Board of Library Trustees and SCCLFF Board
7:00 PM - 8:00 PM: Regular Board of Library Trustees meeting agenda
The joint meeting agenda is as follows:
• Board of Library Trustees Presentation and Q&A (20 minutes)
o Informational and introductory presentation, including information from the Charter, the Board’s 2025 Work Plan, and the Board’s New Trustee Handbook (Attachment 1), followed by time for questions.
• Board of the Santa Clara City Library Foundation and Friends Presentation and Q&A (20 minutes)
o Informational and introductory presentation, followed by time for questions. Suggested topics:
§ Who makes up the SCCLFF Board
§ What does the membership of the Foundation and Friends look like
§ Information about what the SCCLFF Board does
§ How does the SCCLFF Board support the Library
• 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
Conduct a joint meeting with the Board of the Santa Clara City Library Foundation and Friends, and take action 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 Introductory Presentation