San Leandro Culture and Library Commission Meeting Summary – June 16, 2026

The San Leandro Culture and Library Commission met on June 16, 2026, at 2:30 PM. Chair Miller presided with seven commissioners present, achieving a quorum. The meeting covered a new library meeting room and facilities policy, updates on the grants program and several subcommittees, and a staff report on volunteer requirements for commissioners.

Consent Calendar

• The commission unanimously approved the minutes of the May 19, 2026 meeting.

Public Comments & Testimony

• No members of the public were present, and no e-comments were submitted. The public comment period was closed.

Discussion Items

• Library Department Meeting Room and Facilities Policy (Item 6A): Library staff presented a comprehensive new policy for meeting room and facility use, replacing previous brief guidelines. Key elements include: a fee structure aligned with the Recreation Department to prevent "facility shopping"; free use for events that are free and open to the public (e.g., nonprofits offering free programs); paid rental for private, invitation-only events or for-profit events that charge attendance fees; and a limit of 18 rentals per group per calendar year to prevent any single group from dominating the rooms. The policy took effect July 1, 2026, after review by the city attorney. Commissioners asked about the Casa Peralta grounds (explained as falling under the library because of its historic component) and the lecture hall's performance capabilities (noted as seating 214 with a good sound system and wings). The policy will also help grantees under the commission's grants program, who can use the rooms for free during their grant period. No action was required.
• Commissioner Communication and the Brown Act: A discussion clarified that full-commission email chains could be considered an unagendized meeting under the Brown Act. Subcommittees (with fewer than five commissioners) may communicate via email about their specific topics without violation. New commissioners were invited to join existing subcommittees, provided the subcommittee stays under the quorum threshold of four members.

Subcommittee Reports

• Grants Committee (Item 8A): Staff reported that all FY25 grant payments have been issued. The committee is reviewing final reports from grantees to ensure funds were spent according to approved budget plans. A summary report on outcomes (including three funded murals visible around the city) will be presented at the July meeting. One commissioner noted they would be unavailable for two weeks starting the following Monday.
• 2026 Game of Shrooms Committee (Item 8B): A report highlighted a highly successful event on Saturday, June 13, 2026. Approximately 20 people came in the morning to hide art, and about 50 people participated in the hunt. The event drew attendees who were not typical library patrons, and one person reportedly got a library card even though they didn't find any mushrooms. The founder of Game of Shrooms ("Attaboy") featured video of the event in his annual thank-you message. An artist hid pieces using the card catalog and posted clues on Instagram; all pieces were found. Staff and volunteers praised the team effort, including two pre-event art-making gatherings that supplied enough art. Lessons included better tracking of hidden pieces to ensure nothing is left behind.
• Latinx Youth Writing Workshop Committee (Item 8C): The commissioner leading this effort reported that due to other commitments, they cannot execute the project at this time. They did not want to cancel the idea permanently, but will revisit it later. The commission agreed to remove the item from the agenda unless it is revived.
• Library Bike Tour Committee (Item 8D): The commissioner reported that the subcommittee has not yet met. A draft sponsorship list and template still need to be created. The event is tentatively planned for a Saturday in June 2027, avoiding conflicts with Game of Shrooms and the Cherry Festival. The timeline allows a full year for planning.
• Poetry Contest Committee (Item 8E): The subcommittee has not met since the previous meeting, so there is nothing to report.

Key Outcomes

• Minutes approved: Unanimously approved (7-0).
• New meeting room policy: Effective July 1, 2026; presented to the commission for information, no vote required.
• Latinx Youth Writing Workshop: Removed from the agenda; the commissioner will revisit later if interest and capacity align.
• Future meetings: The next regular meeting will be in July 2026 (date not specified).
• Adjournment: The meeting was adjourned at 3:11 PM (local time) following a unanimous vote.