City of Santa Clara
Meeting Minutes
Board of Library Trustees
Board Approved
6:00 PM Virtual Meeting04/21/2022
Pursuant to the Government Code section 54953(e) and City of Santa Clara Resolution 22-9067, the Board of Library Trustees meeting will be held by teleconference only. No physical location will be available for this meeting; however, the City of Santa Clara continues to have methods for the public to participate remotely:
• Via Zoom:
o https://santaclaraca-gov.zoom.us/j/89995497083
Webinar ID: 899 9549 7083 or
o Phone: 1(669) 900-6833
NOTICE IS HEREBY GIVEN that, pursuant to the provisions of California Government Code §54956 (“The Brown Act”) and Section 708 of the Santa Clara City Charter, the Chair calls for a Special Meeting of the Board of Library Trustees to commence and convene on February 8, at 6:00 PM for a Special Meeting held virtually via Zoom, to consider the following matter(s) and to potentially take action with respect to them.
PUBLIC PARTICIPATION IN ZOOM WEBINAR: Please follow the guidelines below when participating in a Zoom Webinar:
- The meeting will be recorded so you must choose 'continue' to accept and stay in the meeting. - If there is an option to change the phone number to your name when you enter the meeting, please do so as your name will be visible online and will be used to notify you that it is your turn to speak. - Mute all other audio before speaking. Using multiple devices can cause an audio feedback. - Use the raise your hand feature in Zoom when you would like to speak on an item and lower when finished speaking. Press *9 to raise your hand if you are calling in by phone only. - Identify yourself by name before speaking on an item. - Unmute when called on to speak and mute when done speaking. If there is background noise coming from a participant, they will be muted by the host. Press *6 if you are participating by phone to unmute. - If you no longer wish to stay in the meeting once your item has been heard, please exit the meeting.
CALL TO ORDER AND ROLL CALL
Chair Ricossa called the meeting to order at 6:01pm
04/21/2022Board of Library Trustees Meeting Minutes
Trustee Jan Hintermeister, Chair Stephen Ricossa, and Vice Chair Jonathon Evans
Present 3 -
Excused 2 - Trustee Leonne Broughman, and Trustee Debbie Tryforos
PUBLIC PRESENTATIONS
No presentations from the public.
GENERAL BUSINESS
1 22-570 Review of Proposed Changes to the Library Community Room Fee Structure
Recommendation: Review and approve proposed Library community room usage fees.
Director of Finance Kenn Lee presented a proposed change to the Library community room usage fees to the Board of Library Trustees (the Board).
Context was provided by Director Lee on a recent fee study process that helped develop a Parks and Recreation cost recovery policy.
Previously, Library community room fees were $50/hr with a two hour minimum, a $50 booking fee, and an optional $30/hr technology fee if technology assistance was required. These fees were suspended in 2019 out of concern there was not a customer service alignment with Parks and Recreation fees.
The newly proposed fees are:
- $20 per meeting for non-profit or Santa Clara residents community events
- $90/hr for non-resident use
- No commercial use allowed
- No technology fee
- $30/hr charge if staff are required for extensive assistance during reservation
Director Lee will bring the Board's feedback to Council on June 7, 2022 during a Budget Study Session. Council will consider approval of fees on June 21, 2022 for implementation on July 1, 2022.
City Librarian Patty Wong discussed the potential benefits for the community these changes will enable.
Trustee Hintermeister voiced an interest in the Board revisiting the full community room policies in the near future.
Both Trustee Hintermeister and Vice Chair Evans would like additional clarification on what will be recognized as a non-profit group. 04/21/2022Board of Library Trustees Meeting Minutes
Director Lee confirmed the $50 booking fee for room use is removed under the new proposal.
Vice Chair Evans asked for additional information on Parks and Recreation cost recovery fees. Director Lee noted that cost recovery for many community spaces would be closer to a $300 charge. Vice Chair Evans stated knowing the actual cost recovery for the Library would be helpful.
City Librarian Wong clarified that the technology in the room would be useable during reservations. Staffing fees would only occur if users needed extensive training or assistance throughout the reservation. Simple microphone or projector set up would not result in a staffing fee.
Vice Chair Evans inquired how non-residents will be identified. City Librarian Wong noted that most organizations located in Santa Clara, but with non- resident members, would be charged as residents.
Chair Ricossa asked if the proposed policy is considered to be in alignment with Parks and Recreation. Director Lee confirmed that it is.
City Librarian Wong clarified that the proposed changes only apply to the Library's four main community rooms (Redwood Room and Margie Edinger Room at Central Park Library, Mission Library's community room, and Northside Library's community room). Group study rooms or other smaller spaces would be useable by the public if available, but there would be no charge for doing so.
Vice Chair Evans suggested that a broader discussion of Library meeting spaces be taken up at a future meeting.
Trustee Hintermeister asked if a deposit would be required to ensure meeting spaces were left clean. City Librarian Wong noted that past experience has not shown that deposits are needed and would not be charged as part of this proposal.
A motion was made by Vice Chair Evans, seconded by Trustee Hintermeister, to approve the staff recommendation. The motion passed 3-0.
Aye: 3 - Trustee Hintermeister, Chair Ricossa, and Vice Chair Evans Excused: 2 - Trustee Broughman, and Trustee Tryforos
ADJOURNMENT
A motion was made by Trustee Hintermeister, seconded by Vice Chair Evans, to adjourn the meeting. The motion passed 3-0. 04/21/2022Board of Library Trustees Meeting Minutes
MEETING DISCLOSURES
The time limit within which to commence any lawsuit or legal challenge to any quasi-adjudicative decision made by the City is governed by Section 1094.6 of the Code of Civil Procedure, unless a shorter limitation period is specified by any other
provision. Under Section 1094.6, any lawsuit or legal challenge to any quasi-adjudicative decision made by the City must be filed no later than the 90th day following the date on which such decision becomes final. Any lawsuit or legal challenge, which is not filed within that 90-day period, will be barred. If a person wishes to challenge the nature of the above section in court, they may be limited to raising only those issues they or someone else raised at the meeting described in
this notice, or in written correspondence delivered to the City of Santa Clara, at or prior to the meeting. In addition, judicial challenge may be limited or barred where the interested party has not sought and exhausted all available administrative remedies.
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In accordance with the requirements of Title II of the Americans with Disabilities Act
of 1990 ("ADA"), the City of Santa Clara will not discriminate against qualified individuals with disabilities on the basis of disability in its services, programs, or activities, and will ensure that all existing facilities will be made accessible to the maximum extent feasible. The City of Santa Clara will generally, upon request, provide appropriate aids and services leading to effective communication for qualified persons with disabilities including those with speech, hearing, or vision impairments so they can participate equally in the City’s programs, services, and activities. The City of Santa Clara will make all reasonable modifications to policies
and programs to ensure that people with disabilities have an equal opportunity to enjoy all of its programs, services, and activities.en
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