City of Santa Clara
Meeting Minutes
Board of Library Trustees
Board
Approved
6:00 PM Hybrid Meeting, Central Park Library, Edinger Room 2635 Homestead Rd, Santa Clara, CA 95391
09/11/2023
Trustee Tryforos will be attending remotely from the following location:
1735 Long St., Santa Clara, CA 95050
The City of Santa Clara is conducting the Board of Library Trustees meeting in a hybrid manner (in- person and continues to have methods for the public to participate remotely). • Via Zoom:
o https://santaclaraca-gov.zoom.us/j/85864257230
Meeting ID: 858 6425 7230 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.
09/11/2023Board of Library Trustees Meeting Minutes
CALL TO ORDER AND ROLL CALL
Chair Evans called the meeting to order at 6:07 PM.
Management Analyst James read the teleconferencing statement for Trustee Tryforos and Trustee Tryforos confirmed that the agenda was posted at her remote location in accordance with the Brown Act and that there were no public members present at her remote location.
Trustee Leonne Broughman, Trustee Debbie Tryforos, Vice Chair Jan Hintermeister, Trustee Stephen Ricossa, and Chair Jonathon Evans Present 5 -
CONSENT CALENDAR
CONSENT ITEMS PULLED FOR DISCUSSION
1 23-1033 Action on the Board of Library Trustee Meeting Minutes of August 7, 2023 Recommendation: Approve the Board of Library Trustees Meeting Minutes of August 7, 2023 Chair Evans pulled this item for discussion.
A motion was made by Vice Chair Hintermeister, seconded by Trustee Broughman, to amend the minutes of the Board of Library Trustees meeting of August 7, 2023, to correct the motion for item 23-959 to reflect that Vice Chair Hintermeister had made a motion to create a subcommittee to explore ideas to share at the upcoming City Council Board of Library Trustees Dinner, and also to note that several Trustees had volunteered to cover specific topics. The two members of the committee were to be Vice Chair Hintermeister and Chair Evans. Trustee Broughman volunteered to discuss Library Hours, Trustee Tryforos will share the Communication plan, Chair Evans will cover interest in the General Plan and Alternative Funding, and Vice Chair Hintermeister will review the Library Strategic Plan and Board Development.
A motion was made by Vice Chair Hintermeister, seconded by Trustee Broughman, to approve the minutes as amended.
Aye: Trustee Broughman, Trustee Tryforos, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
5 -
09/11/2023Board of Library Trustees Meeting Minutes
PUBLIC PRESENTATIONS
Patricia Wagner, Advocate for Adam Esa, gave a presentation to the Board on the topic of unhoused persons at the Library. Adam Esa drafted a sample hotel voucher form for Board consideration and recommended that the government should provide housing vouchers to the homeless for secure permanent housing. Adam Esa informed the Board that the City's Housing and Community Services Division was not aware of hotel vouchers, and that the Government should provide housing to the unhoused by law.
JoAnn Davis, Director of the Santa Clara City Library Foundation and Friends, gave a presentation to the Board about Foundation and Friends booksales and the need to increase revenue.
Tareq Faritous spoke on the sale of radio CD's in Central Park and the need for longer Library hours.
City Librarian Wong responded to several questions raised in public presentation and indicated that at the upcoming Art and Wine Festival at Central Park on September 16th, the Friends would be hosting a book sale, that the Bookmobile would represent the Library and promote the Community Survey, that on October 23rd the Library plans to expand public hours to 144 hours per week, and that story times would be presented at the same time weekly.
A motion was made by Chair Evans, seconded by Trustee Ricossa to suspend the time limit for public presentations.
A second motion was made by Trustee Broughman, seconded by Trustee Ricossa, to amend the previous motion to extend the time limit for public presentations to ten minutes.
Aye: Trustee Broughman, Trustee Tryforos, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
5 -
09/11/2023Board of Library Trustees Meeting Minutes
2 23-1035 Presentation from the Community Development Department on the Feasibility of Amending the City’s General Plan to Include Provisions Related to the Library
Recommendation: 1. Note and file the presentation from the Community Development Department staff.
2. Provide direction to staff on desired next steps.
Trustee Tryforos left at 7:32 PM.
Andrew Crabtree, Director of Community Development, and Reena Brilliot, Assistant Director of Community Development, presented to the Board on the City of Santa Clara' s General Plan and other implementation tools such as ordinances. Director Crabtree provided information on the background of the General Plan and its functional use to set vision, goals and high level policy.
Director Crabtree 's presentation provided additional information about the process, function, analysis, public feedback, public support, and costs required to amend the General Plan; the use of ordinances, policies, and the Library Strategic Plan and Facilities Master Plan as more precise tools for implementation. Director Crabtree provided information on impact fees, relevant state laws regarding use of fees, and nexus analysis requirements, and suggested the annual dinner with the City Council as a venue to raise priorities for discussion.
Outcomes of the presentation were recommendations to prepare discussion of priorities for dinner with City Council, to strategically prepare the RFP for the Facilities Master Plan to conduct analysis and establish standards that would lead to strong policymaking in future revisions of the General Plan.
Board held discussion and a motion was made by Chair Evans, seconded by Trustee Broughman, that when the City drafts the next General Plan revision that it include a larger section on Library services, and that City Staff work with the Board of Library Trustees on the wording for that process. The Board also agreed to introduce this concept to the Council at the upcoming meeting in December.
Aye: Trustee Broughman, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
4 -
Absent: 1 - Trustee Tryforos
GENERAL BUSINESS
09/11/2023Board of Library Trustees Meeting Minutes
3 23-1036 Monthly Update on Progress Made on the Board of Library Trustees’ 2023 Work Plan Items
Recommendation: It is recommended that the Board of Library Trustees note and file the August Monthly Update on the 2023 Workplan.
City Librarian Wong updated the Board on a draft revision of the New Trustee Handbook, part of the 2023 Board workplan, to be provided as post-meeting materials for review and discussion at the next regular meeting at the Board of Library Trustees. City Librarian Wong further indicated that progress updates to work plan topics would be addressed in the staff report.
Board had discussion and a motion was made by Chair Evans, seconded by Trustee Ricossa, to continue work plan updates in the staff report.
Aye: Trustee Broughman, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
4 -
Absent: 1 - Trustee Tryforos
4 23-1038 Action to Recommend Council Adoption of a Resolution to Establish the 2024 Calendar of Meetings for the Board of Library Trustees
Recommendation: RECOMMENDATION
Action to Recommend Council Adoption of a Resolution to Establish the 2024 Calendar of Meetings for the Board of Library Trustees
Reviewed by: Sami James, Management Analyst
Approved by: Patty Wong, City Librarian
ATTACHMENTS
1. Resolution 21-9016
2. 2024 Board of Library Trustees Meeting Calendar - Draft
3. Draft Resolution
Board reviewed the proposed Board of Library Trustees 2024 Meeting Calendar, and made an amendment to hold meetings at all three Library locations in 2024, rather than only at Central Park Library.
A motion was made by Chair Evans, seconded by Trustee Broughman, to approve the calendar with amendments to hold meetings at the Northside Branch in April, at the Mission Branch in June, at the Northside Branch in October, and at the Mission Branch in December of 2024. The remaining meeting dates will remain at Central Park Library.
Aye: Trustee Broughman, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
4 -
09/11/2023Board of Library Trustees Meeting Minutes
Absent: 1 - Trustee Tryforos
09/11/2023Board of Library Trustees Meeting Minutes
STAFF REPORT
City Librarian Wong gave a verbal report on activities and issues having an impact on the Library, as well as updates on work plan priorities.
City Librarian Wong informed the Board that on October 23rd the Library hopes to expand open hours to 144 hours per week, each location to be open 7-9 hours per day, 6 days per week. The expanded hours plan is under review by the City Manager, and recruitments to support expanded hours are in progress. New Assistant City Librarian Mila Rianto will start September 18th.
City Librarian Wong informed the Board that the Library's Community Survey is open through September 23rd, and the Strategic Plan timeline has been updated, ratification pending. The Board was informed that at the December 4th Board of Library Trustees meeting, Strategic Plan consultants Fast Forward Libraries will share the Learning Report results with the Board.
City Librarian Wong informed the Board that their dinner with City Council is scheduled for December 5th at 5:00PM.
City Librarian Wong informed the Board that a draft New Trustee Handbook will be added to post meeting material, and feedback will be reported at next Board meeting.
City Librarian Wong recommended that the Board liaison to the Santa Clara City Library Foundation and Friends Board be selected in the next upcoming board meeting, as per Board interest.
City Librarian Wong recommended that a work plan for 2024 be drafted to repeat the priorities of the 2023 work plan, to be reviewed by the Board at the next upcoming board meeting, for the Board to review and ratify or amend.
City Librarian Wong recommended that staff provide some data about Library services and usage for the Board at future board meetings.
City Librarian Wong provided an update to the Board that the next steps for the cafe in Central Park Library are still in review, and that the EV charger replacement outside Central Park Library is being coordinated with a separate concrete repair project.
Per Board interest, several books from the American Library Association's
09/11/2023Board of Library Trustees Meeting Minutes
TRUSTEES REPORT
ADJOURNMENT
(ALA's) 2023 Most Challenged Books List were shared at the meeting. The Board will receive an update on the Reconsideration Process and Intellectual Freedom at a future meeting, per Board interest.
Based on the Public Presentation provided by Patricia Wagner and Adam Esa, the Board will add homelessness to a future Board agenda.
The meeting was adjourned at 8:40PM.
A motion was made by Trustee Broughman, seconded by Trustee Ricossa, to adjourn the meeting in memory of lives lost on September 11, 2001.
Aye: Trustee Broughman, Vice Chair Hintermeister, Trustee Ricossa, and Chair Evans
4 -
Absent: 1 - Trustee Tryforos
The Board of Library Trustees Meeting is adjourned to October 2, 2023, at 6:00 PM.
09/11/2023Board 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.
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MEETING DISCLOSURES