City of Santa Clara
Meeting Minutes
Board of Library Trustees
Board Approved
6:00 PM Virtual Meeting04/04/2022
Pursuant to the Government Code section 54953(e) and City of Santa Clara Resolution 22-9058, 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/97255938995
Webinar ID: 972 5593 8995 or
o Phone: 1(669) 900-6833
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 6:03 pm.
Trustee Leonne Broughman, Trustee Debbie Tryforos, Trustee Jan Hintermeister, Chair Stephen Ricossa, and Vice Chair Jonathon Evans
Present 5 -
04/04/2022Board of Library Trustees Meeting Minutes
CONSENT CALENDAR
1 22-466 Action on the Meeting Minutes of March 7, 2022 Recommendation: Approve meeting minutes of March 7, 2022 A motion was made by Trustee Hintermeister, seconded by Trustee Broughman, to approve the consent calendar. The motion passed 5-0.
Aye:
Trustee Broughman, Trustee Tryforos, Trustee Hintermeister, Chair Ricossa, and Vice Chair Evans
5 -
PUBLIC PRESENTATIONS
No members of the public made presentations.
GENERAL BUSINESS
2 22-468 Review of Board of Library Trustees’ Work Plan Recommendation: Review and approve work plan
City Librarian Patty Wong informed Board of Library Trustees (the Board) that the City has approved the usage of one-time use salary savings funds for the creation of a strategic plan and a library facilities master plan.
City Librarian Wong discussed some of the grants staff have been developing to further the Library's placemaking efforts.
City Librarian Wong noted Council will review a fee study related to cost recovery rates for community rooms throughout the City during its April 5, 2022 meeting. The Library has not been given information about the report, but it is believed it will focus on Parks and Recreation spaces rather than Library community rooms. It has been asked that any changes related to Library community rooms be brought before the Board prior to Council approval.
The Library anticipates expanding hours up to 134 hours per week during the summer. This expansion will be possible with the recruitment of new as-needed Library staff.
Trustee Hintermeister would like more information on how the Library utilizes as-needed staff and how this compares to other libraries. City Librarian Wong will include this information in a future Board development item. 04/04/2022Board of Library Trustees Meeting Minutes
3 22-467 Board Development and Engagement
Recommendation: No recommendation. This item is informational only.
STAFF REPORT
4 22-469
CIty Librarian Wong discussed the roles of the Trustees in relation to the community, library staff and each other.
It was noted that Trustees have a strong public role as library advocates. When advocating for library services, Trustees should make clear when they are speaking officially on behalf of the Board or when they are speaking on behalf of themselves as private individuals.
City Librarian Wong asked Trustees to be clear when speaking with Library staff that they are speaking as a resident rather than as a Trustee. If formal Board-related communication is needed, the City Librarian or Assistant City Librarian should be informed directly.
City Librarian Wong spoke of potential opportunities to advocate for library services with different community partners.
Trustee Hintermeister spoke of concern for accidentally violating the Brown Act by using email with the Chair. City Librarian Wong made the distinction that it was acceptable to email the Chair to ask for an item to be placed on the agenda, but that no further discussion or opinion should be voiced in that communication.
Youth Services Report on Upcoming Día de los Niños Grant Recommendation: No recommendation. Item is informational only Youth Services Librarian Lorena Romero presented information on the Día De Los Niños grant received from the California State Library. Librarian Romero provided a summary of Día programming that occurred in 2021 and what programming would occur this year.
04/04/2022Board of Library Trustees Meeting Minutes
5 22-471 Report on the Progress of Patrick Henry Specific Plan Approval Process Recommendation: No recommendation. Item for information only.
City Librarian Wong announced Council approved the Patrick Henry Specific Plan at its March 22, 2022 meeting. It was noted that the plan includes a commitment to provide library services in the development, but does not specify funding sources.
Trustee Hintermeister mentioned that the plan did not include any reference of specific square footage that would be dedicated to a library space.
Trustee Hintermeister requested that the Board maintain awareness of Council interest in partnerships with Mission College and other local organizations. 6 22-470 City Librarian Report on Library Programs and Activities Recommendation: Note and file monthly update on Library activities.
TRUSTEES REPORT
City Librarian Wong informed the Board that an interim City Manager has been appointed and will begin on April 5, 2022.
Vice Chair Evans voiced interest in attending the Serving with a Purpose conference in Ontario, California on May 19, 2022.
Vice Chair Evans asked for information on how the Library benchmarks its efforts against other libraries. Trustee Broughman provided background information on how the Library had previously participated in Library Journal's Star Library program. City Librarian Wong noted some of the requirements of being recognized as a Star library.
Trustee Hintermeister inquired how the Board can show its appreciation to staff members to recognize their accomplishments. The Board is welcome to submit notes of appreciation to City Librarian Wong for distribution to staff. City Librarian Wong invited the Board to participate in the upcoming all-staff development day.
Vice Chair Evans asked the staff recognition be added to a future agenda for more conversation on process.
04/04/2022Board of Library Trustees Meeting Minutes
ADJOURNMENT
A motion was made by Trustee Broughman, seconded by Trustee Tryforos, to adjourn the meeting in the memory of Shawn Francis.
The motion passed 5-0.
Aye:
Trustee Broughman, Trustee Tryforos, Trustee Hintermeister, Chair Ricossa, and Vice Chair Evans
5 -
04/04/2022Board of Library Trustees Meeting Minutes
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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MEETING DISCLOSURES