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HomeMy WebLinkAbout2026-07-15 BOLT Agenda Packet ; ; **POST-MEETING AGENDA** Date:Wednesday, July 15, 2026 Time:4:00 p.m. Location:Civic Center Branch Library Conference Room 365 F St, Chula Vista Board of Library Trustees Regular Meeting ______________________________________________________________________________ In-Person Public Comments: Join us for the Board of Library Trustees meeting at the time and location specified on this agenda to make your comments. Each person will be allotted three minutes to address the Board, unless otherwise adjusted by the presiding officer. Electronic Public Comments: At  www.chulavistaca.gov/boardmeetings, locate this meeting and click on the comment bubble icon. Select the item and click on "Leave Comment." The deadline to submit e-comments or any comments emailed to BOLT@chulavistaca.gov will be noon on the day of the meeting. Accessibility: Individuals with disabilities are invited to request modifications or accommodations in order to access and/or participate in a Board of Library Trustees meeting by contacting the board staff at BOLT@chulavistaca.gov (California Relay Service is available for the hearing impaired by dialing 711) at least forty-eight hours in advance of the meeting. We encourage community participation—sign up at www.ChulaVistaCA.gov/Boards to receive email notifications when agendas are available. Pages 1.CALL TO ORDER 2.ROLL CALL Trustee Glinsky, Larson, Moffat, and Chair Beyers 3.CONSENT CALENDAR (Items 3.1 through 3.3) Consent calendar items are considered together and acted upon by one motion. There is no separate discussion of these items unless a board member or staff removes the item from the Consent Calendar. Recommended Action: To approve the recommended actions appearing below Consent Calendar Items 3.1-3.3. The motion was carried by the following vote: 3.1 Approval of Meeting Minutes 4 Approve minutes dated: May 20, 2026 3.2 Consider Request for Excused Absence 7 Approve an excused absence for Trustee Larson from the May 20, 2026 Regular Meeting. 3.3 Approve Annual Activity Report 8 Recommended Action: Approve Annual Activity Report as final and authorize staff to submit to City Council. 4.PUBLIC COMMENTS The public may address the Board on any subject matter within the Board’s jurisdiction that is not listed as an item on the agenda. State law generally prohibits the Board from discussing or taking action on any issue not included on the agenda. The Board may schedule the topic for future discussion or refer the matter to staff. 5.PRESENTATIONS The following item(s) will be presentations given to the Commission. Action on these item(s) is typically limited to the Commission receiving the presentation and providing direction or feedback to staff, as appropriate. City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Page 2 of 49 5.1 Presentation on City of Chula Vista Commission Roles, Duties, and Procedures Presented By RoseMarie Horvath, Deputy City Attorney, and Kerry Bigelow, City Clerk 9 Recommended Action: Hear the presentation on the roles, duties, and processes related to City of Chula Vista commissions, including general rules applicable to City boards and commissions, open meeting requirements (Brown Act), and public records (California Public Records Act). 6.ACTION ITEMS Action Item(s) are considered individually by the Board and are expected to elicit discussion and deliberation. 6.1 Election of Chair and Vice Chair Recommended Action: Elect Chair and Vice Chair. 7.STAFF COMMENTS 8.CHAIR'S COMMENTS 9.TRUSTEES' COMMENTS 10.ADJOURNMENT to the regular meeting on August 19, 2026 at 4:00 p.m. Materials provided to the Board of Library Trustees related to any open-session item on this agenda are available for public review by contacting the Library at BOLT@chulavistaca.gov. City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Page 3 of 49 Page 1 City of Chula Vista Regular Board of Library Trustees Meeting MINUTES Minutes are prepared and ordered to correspond to the agenda. _____________________________________________________________________ 1. CALL TO ORDER The meeting was called to order at 4:01 p.m. 2. ROLL CALL Secretary Magbanua called the roll. Trustee Moffat arrived at 4:07 p.m. 3. CONSENT CALENDAR (Items 3.1 through 3.2) Robert spoke on Consent Calendar Item 3.2. Moved by Trustee Ellison Seconded by Vice Chair Holleron Result: Carried (3 to 0) Page 4 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda 2026 - 05-20 Board of Library Trustees Regular Meeting Minutes Page 2 3.1 Approval of Meeting Minutes Approve the minutes dated: April 15, 2026. 3.2 Written Communications Approve excused absence for Trustee Moffat from April 15, 2026 meeting. 4. PUBLIC COMMENTS Robert suggested a Millenia Library site visit. 5. ACTION ITEMS 5.1 Report and Discussion on Community Budget Presentation Fiscal Year 2026-27 Robert spoke on Library budget transparency. Moved by Trustee Moffat Seconded by Trustee Ellison Request for staff to provide a timeline for Library budget adoption. Result: Carried (4 to 0) Moved by Chair Beyers Seconded by Trustee Moffat Requested that staff provide quarterly budget information and updates. Result: Carried (4 to 0) 6. STAFF COMMENTS Staff provided updates on personnel, programs, and the Millenia Library. 7. CHAIR'S COMMENTS There were no chair's comments. Page 5 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda 2026 - 05-20 Board of Library Trustees Regular Meeting Minutes Page 3 8. TRUSTEES' COMMENTS At request of Trustee Ellison, there was consensus to add an agenda item for a subsequent meeting about requests for excused absences. 9. ADJOURNMENT The meeting was adjourned at 4:50 p.m. Minutes prepared by: Erwin Magbanua, Secretary _________________________ Erwin Magbanua, Board Secretary Page 6 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Page 7 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Page 1 of 1 F Board of Library Trustees Annual Activity Report Fiscal Year 2025-26 Highlights of Activities  The Board elected Trustee Beyers as Chair and Trustee Holleron as Vice Chair for the 2025- 26 fiscal year.  The Board approved the revised Library Collection Development Policy.  The Board selected Chair Beyers to draft a memo and bring forward to City Council to recommend an alternate method and referral system for appointing Boards and Commissions members.  The Board recommended a presentation from Library staff regarding the current Library budget, including budget details and comparisons with similar library systems.  The Board selected Chair Beyers and Vice Chair Holleron to represent the Board of Library Trustees at the Community Budget Presentation s.  The Board requested for staff to provide a timeline for Library budget adoption and quarterly budget information and updates. Comments or Recommendations to the City Council The Board of Library Trustees recommends that City Council continue to support funding for Library collections, services, programs, and staffing needs. Page 8 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda BOARD OF LIBRARY TRUSTEESRole, Duties, and Procedures July 15, 2026 Page 9 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Agenda City overview and commission role Duties and responsibilities Meetings, attendance, agendas, minutes Conflicts of interest and recusals Member communications and City Council recommendations Brown Act and Public Records Act basics Additional duties and resources Page 10 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda CITY STRUCTURE Page 11 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Role of City Commissions DO •Serve as an ear for the City Council •Provide a forum for early community participation •Bring a broad perspective on focused topics •Make advisory recommendations within your scope DON’T •Make policy decisions •Direct budget decisions, City operations, or programs •Direct staff •Act outside the authority granted by Council Page 12 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Your Role in Plain Language You serve as an advisory body unless specific authority is granted by law or City Council. The commission acts collectively at public meetings. Individual members do not speak for the commission unless authorized. Staff supports the process but does not report to individual commissioners. City Council makes final policy decisions. Page 13 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Where to Start with Questions •Meeting logistics, agendas, minutes: Secretary •Subject matter and work plan: Staff liaison •Role, process, Brown Act/PRA routing: City Clerk or City Attorney •Conflicts, recusals, legal questions: City Attorney •When unsure: ask before acting Page 14 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Transition to Commission Member Community Advocate / Activist •Independent voice •Advocacy-oriented •Focused agenda •Speaks for self Commissioner •Official City representative •Team member and deliberator •Collaborative and fair- minded •Focused on the broader good and official scope Page 15 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Member Responsibilities To City Council Act consistently with City Council direction; stay within your official role. To the Community Listen, understand diverse interests, and show respect. To Each Other Be prepared; allow others to speak; respect majority decisions. To Staff Use staff as a resource; avoid directing staff; respect capacity. Page 16 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Responsibilities to the City Council and Community City Council •Be familiar with City Council priorities •Act consistently with City Council direction •State whether you speak for yourself or your commission •Stay focused on your official role Community •Listen to diverse interests •Bring forward ideas within scope and work plan •Show respect to all speakers and participants •Remember you are viewed as a City representative •Help recruit for commission vacancies Page 17 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Responsibilities to Each Other and Staff Each Other Be prepared for meetings Advise staff well in advance of absence Allow others to speak without interruption Seek to understand other points of view Respect decisions of the majority City Staff Chair coordinates with staff/secretary Ask questions in advance when possible Be realistic about staff capacity Avoid giving staff direction Treat staff with respect and courtesy Page 18 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Role of Staff Liaison and Secretary Manage the agenda with the Chair Confirm subject matter jurisdiction Review requests for items and sequence the flow Make professional recommendations and provide technical advice Manage the work plan and commission roster Monitor for potential Brown Act or other concerns Page 19 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Chair, Vice Chair, and Member Roles The Chair helps run the meeting and keeps discussion focused. The Vice Chair assists and presides when the Chair is absent. The Chair coordinates agenda logistics with staff but does not act for the full commission. Members should seek recognition before speaking. No individual member may direct staff or commit the commission to a position. Page 20 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Board of Library Trustees Duties Chula Vista Municipal Code –2.45.030 In accordance with City Charter Section 605, the Board of Library Trustees shall have the power and duty to: A.Act in an advisory capacity to the City Council in all matters pertaining to City libraries. B.Recommend to the City Council the adoption of bylaws, rules and regulations the Board may deem necessary for the administration and protection of City libraries.. Page 21 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Commission Webpage www.ChulaVistaCa.gov/BOLT •Role and function •Agendas and minutes •Commission roster •Meeting schedule •Staff contacts Page 22 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Regular Meetings and Attendance Each commission has established regular meeting dates and times. Promptly contact the secretary if you will be absent. Notice is important so staff can confirm quorum before members and the public arrive. A quorum is required for the commission to conduct business. Annual attendance/ activity information is submitted to the Mayor and Council. Page 23 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Absences and Excused Absences •An office is deemed vacated after three consecutive unexcused absences from regular meetings. •Absences may be excused for illness, business commitments, pre-planned vacation with notice, funeral/religious services, unscheduled emergency, or any other reason with seven days’ notice. •The commission must vote to excuse absences; a member may vote on their own absence. •Approval of excused absences must be entered into the minutes. •Use the Request for Excused Absence form or ask the secretary to complete it. CVMC 2.25.110 Page 24 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Terms, Vacancies, and Reappointments Members serve for the term established for their seat, usually two four-year terms. After serving two terms, a commissioner must sit out for two years before being eligible to be reappointed to the same commission. The City Clerk’s Office will contact members before the end of the term if eligible for reappointment. Resignations should be submitted in writing. Excessive unexcused absences may create a vacancy. Vacancy and appointment processes are facilitated through the City Clerk’s Office. All appointments and reappointments require a majority vote of the City Council, regardless who made the nomination. Page 25 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Agenda Basics Only items on the agenda may be discussed or acted upon. Items may be added by the Chair, City staff, or a vote of the majority. The agenda must provide for public participation. Agenda website: www.ChulaVistaCa.gov/BoardMeetings Page 26 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda If You Have an Idea Confirm it is within the commission’s scope. 01 Talk with the Chair, staff liaison, or secretary. 02 Request that it be considered for a future agenda. 03 Discuss the item only once properly agendized. 04 If approved, the commission may make a recommendation through the appropriate process. 05 Page 27 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Adding Future Agenda Items Option 1: Before the meeting •Ask the Chair to consider including the item on a future agenda. •Email only the Chair, staff, and secretary. •Avoid emailing or discussing with a majority of the Commission. Option 2: During a meeting •Request consensus to add an item to a future agenda. •The body may decide whether to add the item. •Do not discuss the substance of the item at that time. Page 28 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Rules of Order and Motions Chair leads the meeting and recognizes members to speak. Majority rules; minority has the right to be heard and must respect the decision. Opposition must be verbalized. When a member has the floor, do not interrupt. Make motions clear: “I move approval of Item 5” or “I move to add an item to next month’s agenda to discuss [topic].” Page 29 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Action Minutes Action Minutes Include •Actions and votes taken •Members present and absent •Public speaker name, city of residence, and support/opposition when applicable •Confirmation of required legal processes, such as public hearings Action Minutes Do Not Include •A transcript of the meeting •A summary of discussions •Verbatim public comments •Expanded minutes directed by the commission CVMC 2.25.230 Page 30 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Conflicts of Interest and Recusal Conflict types may include: financial conflicts property-based conflicts contract-related conflicts common law bias A member should recuse when there is an actual conflict or when the appearance of conflict is so great that it may affect the process. Members are appointed to participate; recusal should be reserved for conflicts, not used solely to avoid making a difficult decision. If there is any question, seek advice from the City Attorney in advance. Page 31 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Recusal Steps and Prevention Tips •Publicly state the nature of the conflict, e.g., property within 500 feet. •Unless the item is on Consent Calendar, leave the dais/table until the item is finished. •Follow City Attorney guidance. If You Have a Conflict •Review each agenda statement carefully. •Contact the City Attorney in advance if you see a potential issue. •Report property-holding changes to the secretary. •When in doubt, ask the City Attorney before participating. Avoiding Conflicts Page 32 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda To Vote or Not to Vote: Examples Probably OK to Vote The issue is controversial or uncomfortable. You do not want to upset people with your vote. You missed the meeting but are voting to approve action minutes. You are voting on your own excused absence. You can make a fair decision based on the agenda materials, staff presentation, public comment, and discussion. Ask the City Attorney Before Participating You own property near the project or location being considered. The decision may affect your business, employer, income, property, or other financial interests. You have a contract, business relationship, or close personal involvement related to the item. You believe you may be biased or the appearance of bias is significant. You are not sure whether you have a conflict.Page 33 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Member Communications and Scope Comments should be factual. When applicable, indicate that actions are recommendations and final action rests with City Council. State that you are a private resident unless the views/recommendations have been officially voted upon. A commission cannot discuss or recommend action on topics outside assigned duties. Out-of-scope interests can be pursued as a private resident or raised as a recommendation to City Council. Page 34 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda When Residents Contact You You may listen and receive information. Do not promise a commission outcome. Do not speak for the commission unless authorized. Encourage residents to submit comments through the official process. Avoid discussing pending items or member positions with other commissioners outside the meeting. Page 35 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Recommendations to City Council By June 30 each year, commissions provide an annual report to City Council on the prior year’s activities and may include recommendations. Written reports may be distributed to City Council through staff as an informational memorandum or written communications item. Upon affirmative vote of a majority, a commission may add an item to a City Council agenda. City Council may hold joint meetings with commissions on topics requiring significant discussion. Page 36 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Open Meetings: Brown Act Core Principles •Legislative bodies can only deliberate and take action at public meetings. •The public must be notified in advance of meetings and matters to be considered. •The public must have access to information and an opportunity to provide input. •Exceptions to open access are limited and interpreted narrowly. Cal Gov. Code Section 54950, et seq. Page 37 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Brown Act Meeting Rules •Do not consider, discuss, deliberate, or act on matters not on the agenda. •For non-agenda items, the commission may briefly respond, ask a clarifying question, refer to staff, request a report back, or request a future agenda item. •Emergency and immediate-action exceptions are very limited and should only be used with City Attorney guidance. •When deciding whether to add a future agenda item, keep discussion limited to whether to add it, not the substance. •When in doubt, best not to act and to agendize the matter for a future meeting. Page 38 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda What to Avoid: Serial Meetings Hub and Spoke Member A Member B Member C Member D Daisy Chain Member D Member C Member B Member A •A serial meeting does not have to be intentional or secretive to create a problem. •Avoid sharing positions among members outside of a noticed public meeting. •Email, text, and social media communications can constitute a serial meeting. Page 39 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda What NOT to Do: Serial Meeting Examples 1.Copying multiple members on a position email. A commissioner emails another commissioner saying they support a project and copies two other commissioners. 2.Relaying another member’s position. One commissioner tells another: “I talked to Commissioner Z, and he supports it too.” 3.Using staff as the messenger. Staff tells a commissioner: “Two other commissioners are already on board with this item.” 4.Polling members outside the meeting. A commissioner contacts other members individually to ask: “How are you planning to vote?” 5.Building support before the meeting. A commissioner says to another: "I'm trying to get enough support so this passes.” Better practice: Discuss agenda items, member positions, and recommendations during the public meeting, not through emails, texts, calls, staff updates, or side conversations. Page 40 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Subcommittees, Social Media, and Public Rights •Subcommittees may or may not be subject to the Brown Act; contact the City Clerk or City Attorney before forming one. •Formation of a subcommittee must be a noticed item before it is created. •Social media, emails, texts, and reactions/icons can increase serial-meeting risk. •The public may attend, observe, speak, record, photograph, and criticize policies, programs, services, or the commission. •Disruption is a high standard; rude or critical comments alone are not disruption. Page 41 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Public Comment •Public comment must be allowed on agenda items. City Council has established a reasonable time limit of three (3) minutes per person, per item, including for non-agenda public comment. If a consent calendar is used, it is treated as one item, meaning speakers receive three (3) minutes total to comment on the consent calendar as a whole. •Regular meetings must include an opportunity for non- agenda public comment on matters within the commission’s purview. •No action or discussion may occur on non-agenda matters. •Acceptable responses include: brief response, referral to staff, request for report back, or request for a future agenda item. Public comment is the public’s time to speak. Members do not need to answer every question, correct every statement, or engage in debate. Page 42 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Decorum During Difficult Meetings •Let the Chair manage order. •Do not argue with speakers. •Do not make personal comments about speakers, staff, Council, or other members. •Focus comments on the item, not motives. •Disagreement is okay; keep it respectful and through the Chair. Page 43 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda California Public Records Act Purpose: allow the public to monitor the functioning of government. Public record: any “writing” relating to the conduct of public business, regardless of form or format. Most documents the commission handles are public records. Texts and emails on personal devices/ accounts may be public records if they involve City business. Some records are exempt, but legal authority is required. Page 44 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Communications About City Business Communications about City business may be public records, even when sent from a personal account or device. This can include emails, texts, social media messages, notes, photos, and other written communications related to commission business. Best practice •Encourage members of the public to submit comments through the official meeting process or to the commission secretary. •Encourage residents to attend meetings or send communications through the commission email address. •Avoid discussing pending items, member positions, or recommendations with other members outside a public meeting. Remember •A communication does not have to be formal to be a public record. If it relates to City business and is prepared, used, sent, received, or kept by a member in their official role, it may be subject to disclosure. Page 45 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Email and Text Examples to Avoid Avoid messages like: •“I think we should all support this.” •“Can you ask the others how they feel?” •“Don’t forward this, but…” •“Two other members already agree.” •Long discussions of pending commission business from personal accounts.Better practice: •Send questions to staff or the secretary. •Ask for the item to be discussed at a public meeting. •Use official communication channels when possible. Page 46 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Required Filings, Training, and Reappointments Ethics training: Required for all commissions. Complete within six months of appointment and every two years after. Online training is provided through NetFile. Contact the City Clerk with questions: CityClerk@ChulaVistaCa.gov Financial training (new!): Required for some commissions. Complete within six months of appointment and every two years after. Online training is provided through NetFile. Contact the City Clerk with questions: CityClerk@ChulaVistaCa.gov. If you were sworn in before 1/1/2026, the first training will be due by 1/1/2028. Form 700: Required for some commissions; due within 30 days of assuming or leaving office, and annually on April 1. Reappointments: City Clerk’s Office will contact members before the end of the term if eligible for a second term. Please respond with interest/status. Page 47 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Top 10 Takeaways 1 Stay within your commission’s scope. 2Act as a body, not individually.3Do not direct staff.4Use the agenda process. 5 Discuss commission business at public meetings. 6 Be careful with email, texts, and social media. 7 Listen respectfully to public comment and avoid debating speakers. 8 Ask conflict questions before the meeting. 9 Complete required training and filings on time. When unsure, ask before acting. Page 48 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda Resources and Questions •League of California Cities: “Open & Public VI” and “The People’s Business.” •Institute for Local Government: Meeting Resource Center and tools for effective meetings. •Your staff liaison and secretary. •City Attorney and City Clerk. Page 49 of 49 City of Chula Vista Board of Library Trustees July 15, 2026 Agenda