Arts, Culture & Library Commission Meeting (December 16, 2025)

The San Leandro Arts, Culture & Library Commission met on December 16, 2025, starting at 6:33 p.m. The commission approved prior minutes, discussed a new project planning tool to guide low-/no-cost commission work in 2026, and reviewed/approved a FY 2026 grants program budget split (grants vs. administrative costs). The meeting included limited public testimony and ended with commissioner remarks recognizing former Commissioner Cassidy’s contributions and noting an upcoming appointment to fill a vacant seat.

Attendance / Quorum

• Roll call indicated 5 commissioners present (quorum met).
• Present (as called): Chair Scotland, Vice Chair Miller, Commissioners Alvarez, Guillory, Ridsdale.
• Noted by roll call as not present/unclear in transcript: Commissioners Acevedo, Smith, Velasquez.

Consent Calendar

• Approved minutes from October 21, 2025 (motion and second; approved by voice vote, no opposition stated).

Public Comments & Testimony

• General public comment (Item 5): None.
• Item 6A (Project Planning):
  • A member of the public suggested a library-based “artist of the month” concept, proposing a poster/display near the library entrance to feature an artist, noting high foot traffic and that a similar idea reportedly did not gain traction with the San Leandro Times.
• Item 7A (FY26 Grants Program):
  • A member of the public said they were attending to learn the process and timeline and expressed interest in applying. They described an “Art for All” voucher concept (referencing England/Europe), suggesting that a $5,000 grant could fund 50 vouchers to help low-income community members obtain art while supporting local artists, noting that artists may be earning far less than minimum wage for their work.

Discussion Items

• Item 6A — Commission Project Planning (Planning Tool / Homework for January)

  • Chair Scotland framed the discussion around limited funds and asked what the commission should do beyond grants and prior programming, emphasizing project ideas that can be done with little/no budget.
  • Staff (Bill) explained the planning document is adapted from a library program planning tool to help structure proposed projects, including effort, cost, communications, and success metrics.
  • Commission direction: Commissioners were asked to develop at least one project idea and bring it to the January meeting, using the planning template as fully as possible (ideas need not be “ready to roll,” but should be thought through).
  • The planning document was noted as posted on Meeting Central for public viewing, and the January agenda item will be agendized as an action item to encourage public participation.

• Item 7A — Fiscal Year 2026 Arts & Culture Grants Program (Guideline/Application Updates + Budget Allocation)

  • Staff reported the Grants Committee updated draft guidelines and two applications (individual and nonprofit), incorporating:
    • Clearer definitions for requested documents (e.g., 501(c)(3) documentation) and links to authoritative sources (e.g., IRS).
    • Review and updates by the City Attorney.
    • A planned shift to Microsoft Forms for online submission (including attachments and signatures) to reduce incomplete applications and avoid PDF form issues experienced previously (especially budget sections).
  • Grants Committee discussion emphasized balancing clarity vs. simplicity, noting that added definitions can increase length; the committee aimed for a balance, leaning toward usability.

Key Outcomes

• FY26 Grants program budget allocation specified (Item 7A):

  • Motion approved to subdivide the previously allocated $30,000 grants-program total into:
    • $27,500 for grant awards
    • $2,500 for administrative costs (including translation into Spanish and Chinese, publicity/communications costs such as ad placement/boosting, and minor costs for a grantee/applicant mixer).
  • Vote: Approved by voice vote (ayes, no opposition stated).

• Grant closeout timeline reminder (Commission Reports):

  • Staff stated FY 2025 grants period ends 12/31/2025; seven grantees were mentioned.
  • Grantees to receive a reminder email and are required to submit a final report due January 16, 2026.

• Funding recap provided during commissioner comments:

  • Total current fiscal year allocation stated as $50,000:
    • $30,000 for the grants program (now specified as $27,500 awards / $2,500 admin)
    • $20,000 allocated for a comedy program.

Commissioner Comments / Other Notes

• Commissioners acknowledged former Commissioner Cassidy’s contributions; the Chair stated Cassidy had passed away (and noted this was a major loss to the commission and community). Another commissioner added that the school district also recognized Cassidy’s work with the San Leandro Unified School District.
• A vacant commission seat was discussed:
  • The Chair described interviewing five candidates provided by the Mayor; the Mayor selected one candidate (described as “amazing,” not named in the meeting).
  • Staff described the appointment process as a council nomination followed by a consideration period and then a City Council vote (exact timeframe not specified in the transcript).

Adjournment

• Meeting adjourned by motion and second, approved by voice vote.
• The Chair stated adjournment time as “7 or 6 p.m.” (transcript contains this ambiguity).