Lodi Public Library Board of Trustees

LODI PUBLIC LIBRARY Regular Meeting Minutes Date: January 13, 2025 BOARD OF TRUSTEES Closed Session: 5:30 pm Regular Meeting: 6:00 pm Lodi Public Library 201 West Locust Street, Lodi, CA. 95240 For information regarding this Agenda please contact: Jazmin Duffy Library Administrative Clerk Telephone: (209) 269-4681 Notice Regarding Public Comments Public Comment may be submitted in the following ways: • In-person – The Lodi Public Library is open to the public in accordance with CDPH and CalOSHA guidelines. • Email jduffy@lodi.gov ➢ Received no later than two hours prior to the meeting • Mail – Lodi Public Library 201 W. Locust Street Lodi, CA. 95240 • Hand delivered to: Lodi Public Library 201 W. Locust Street, Lodi, CA. 95240 ➢ Received no later than two hours prior to the meeting A. CALL TO ORDER/ROLL CALL: 5:32 p.m. Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout, Caitlin Casey, Frankie Kooger Also Present: City Manager Scott Carney; Laurie Montes, Part-Time Assistant City Manager; Deputy City Attorney II Brian Gabriel; Assistant City Attorney Janelle Krattiger; Interim Library Director Andriana Martin; and Senior Administrative Clerk Jazmin Duffy. B. Announcement of Closed Session – B-1 Public Employment – Regarding One Position – Conference with City Manager, City Attorney, and HR Staff on Library Director Recruitment Pursuant to Government Code §54957 C. Adjourn to Close Session NOTE: THE FOLLOWING ITEMS WILL COMMENCE NO SOONER THAN 6:00 P.M. D. Return to Open Session/ Disclosure of Action: 6:16 p.m. Disclosure of Closed Session: Trustee Kooger announced that the Board has directed the City’s Human Resources Department to initiate the recruitment process for a permanent Lodi Library Director. The recruitment is expected to open soon, with an anticipated conclusion in March or April. E. Introductions Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout, Caitlin Casey, Frankie Kooger Also Present: Interim Library Director Andriana Martin, Literacy & Programs Manager Yvette Herrera, Senior Administrative Clerk Jazmin Duffy, and member of the public Carolyn Dougherty. F. APPROVAL OF MINUTES Trustee Kooger motioned, Trustee Casey seconds. Motion Carries. G. COMMENTS BY THE PUBLIC, LIBRARY BOARD, AND STAFF (NON-AGENDA ITEMS) If you wish to address the Library Board, please refer to the Notice at the beginning of this agenda. Individuals are limited to one appearance during this section of the Agenda. (The time allowed per person per non-agenda item for comments made by the public is limited to five minutes.) PUBLIC COMMENTS – Community Room Reservation Policy: • Carolyn Dougherty addressed the Board to express her concerns regarding the policy on reserving the community room for events. She acknowledged and appreciated the intent behind limiting recurring event reservations to no more than two months in advance to prevent monopolization of the space. However, she noted that this restriction presents challenges for planning one-time or annual events, particularly those requiring the recruitment and booking of professional speakers, as well as adequate time for promotion. As the founder of Rational Roundtable, a local organization that promotes critical thinking through community and educational outreach, Carolyn shared that her group, an affiliate of the Center for Inquiry, is working to organize an event featuring speakers on science and reason. She emphasized the timeliness and importance of such discussions, especially given California’s new media literacy education requirements and the recent removal of independent fact-checking on major social media platforms. Carolyn urged the Board to reconsider the policy for one-time events to allow the library to host more educational programs that benefit the community. Trustee Kooger noted that the meeting room policy was on the agenda and could be addressed during the meeting. He requested further clarification from Carolyn, specifically asking about the issue she encountered. Carolyn explained that she attempted to reserve the community room for a conference but was informed that reservations could not be made more than two months in advance. Trustee Kooger asked Carolyn Dougherty when she would like to reserve the community room, to which she responded April 5th. She noted that under the current policy, she would not be able to reserve the space until February 5th. Trustee Kooger then inquired about the specific time and room she was requesting. Carolyn confirmed she was seeking to reserve the community room. She explained that her event would feature multiple speakers, and securing them without a confirmed venue posed a significant challenge. She emphasized that she was trying to save the date and involve relevant organizations to promote the event effectively. Trustee Kooger asked how much time she typically needed to organize such an event. Carolyn stated that planning Skepticamps—a conference-style event where skeptical organizations promote science and reason through various speakers—usually requires three to four months. She mentioned that these events feature a mix of local, regional, and sometimes national speakers. Trustee Kooger then asked if the event would require an admission fee. Carolyn stated that she intended for the event to be free, as her organization is a nonprofit that strives to provide accessible programming. However, she acknowledged that if a rental fee was required, she would need to seek a donation to cover the cost, as she could not afford it personally. She also referenced the library's policy on room rentals, noting that nonprofits are typically not charged. Following this discussion, Trustee Kooger asked newly appointed President Trustee Campbell to move to agenda item H-5 for immediate discussion. H. REPORTS H-1 Library Report – Andriana Martin Building & Technology: • Interim Director Martin shared that the library recently received a Cricut machine, donated by the Friends of the Library, as well as a third sewing machine, generously donated by a patron. The goal is to make these items available to the public soon. Staff & Volunteers: • There were no updates to report under staff and volunteers. Continuing Education & Meetings: • Interim Director Andriana Martin stated that staff member Yvette Herrera completed several courses, including: How to Be More Mindful in 2025, Reducing Stress and Trauma, Managing Your Own Emotions During Conflict, and Quiet Quitting, Productivity, and the Future of Work. Collections & Materials CATEGORY OCTOBER NOVEMBER DECEMBER J NON-FIC 4 23 3 J FIC 310 135 94 J Sp Fic 67 J Sp NF 32 AUDIO CD 87 57 0 DVD 85 71 0 TEEN NON- 0 30 0 FIC TEEN FIC 2 63 2 ADULT NON FIC 43 95 52 ADULT FIC 63 48 75 TEEN GRAPHIC NOVEL 6 17 1 LP Fic 8 28 0 LP Non Fic 4 12 0 Adult Graphic Novels 0 3 1 Spanish NF 4 19 39 Spanish Fic 3 38 35 Lodi Picks 19 7 0 Decshelf 0 0 0 Link + Books Loaned 197 141 164 Link+ Request Filled 166 159 136 Finance: • There are no financial updates to report. Programming & Outreach: Outreach: • There was no outreach, but program attendance increased. Programs: December Number of Staff/Volunteers Total Programs Sessions Attendance Chess 5 0/ 2 46  Toddler Storytime 3 2/0 83 Preschool Storytime 3 2/0 178 CLC Classes 4 0/5 12 Homework Help 6 0/3 31 Glitter Ornaments 1 6/0 281 Winter Painting 1 5/0 202 Sweet Trees and Houses 1 6/0 243 Digital Services • In digital services, the library has added a new database called PebbleGo, designed to help elementary school students build background knowledge and develop digital literacy skills. CATEGORY OCTOBER NOVEMBER DECEMBER BRITANNICA ESCOLAR 1 0 2 BRITANNICA SCHOOL EDITION 22 32 49 DMV 0 2 12 PROQUEST E-LIBRARY 0 0 0 PROQUEST CULTURE 0 0 0 GRAMS PROQUEST RESEARCH COMPANION 29 32 3 BRAINFUSE VETS NOW 34 3 27 BRAINFUSE HELP NOW 97 17 3 BRAINFUSE COLLEGE NOW 40 3 15 BRAINFUSE JOB NOW 166 50 146 Ato Z MAPS 0 0 1 AtoZ USA 0 0 1 AtoZ WORLD CULTURE 0 1 1 AtoZ WORLD FOOD 0 1 0 AtoZ WORLD TRAVEL 1 0 1 AtoZ LINGO LITE 1 0 1 PebbleGo 3 Circulation OCTOBER NOVEMBER DECEMBER 16579 14227 13741 Reference OCTOBER NOVEMBER DECEMBER 265 176 182 Door Count OCTOBER NOVEMBER DECEMBER 10,400 (aprox) 7205 6483 Patron Registration OCTOBER NOVEMBER DECEMBER 353 202 167 Youth services: • The Teen Advisory Board met with the Lodi Youth Commission and agreed to collaborate on multiple projects. H-2 Private Sector (Trustees’) Investments Report • Bank of Stockton, December 31, 2024: $1,321.83 H-3 Lodi Public Library Foundation Report – Stuart Krengel • No updates were reported. H-4 Friends of the Lodi Public Library Report – Kathryn Siddle • Literacy and Programs Manager Yvette Herrera reported that the bookstore had another successful month with its revenue. H-5 Meeting Room Policy – Eve Melton Trustee Kooger asked newly appointed President Trustee Campbell to move to agenda item H-5 for discussion. Trustee Campbell then asked Trustee Melton what aspects of the meeting room policy she wished to address. Carolyn Dougherty shared her concerns regarding the clarity of the policywith Trustee Melton, particularly regarding the booking of non-recurring events. Eve Melton noted that while the policy states that individuals and groups are limited to scheduling meetings over a two-month period to prevent monopolization of library spaces, it does not explicitly state whether reservations for non-recurring events can be made further in advance. Additionally, she pointed out that another section of the policy mentions exceptions for nonprofit groups offering a series of events, adding to the ambiguity. Trustee Melton stated that after reviewing other libraries’ meeting room policies, she found that many allow reservations further in advance than the Lodi Library’s current two-month limit. She suggested reassessing the policy to determine what best serves the community.  Trustee Kooger expressed that under the current policy, whether or not a nonprofit is charging for an event should determine whether they need to pay for the room. He emphasized that if the event is free, the room should also be free, but if the event charges admission, the room should require a rental fee. Trustee Melton reiterated that the primary issue was the ability to book rooms in advance rather than the cost of the room. Trustee Campbell clarified that the policy defines recurring meetings as those occurring twice a month for two months, preventing groups from monopolizing room reservations for extended periods. Trustee Kooger then asked Literacy and Programs Manager Yvette Herrera how the policy has been interpreted in the past. Yvette explained that previously, reservations were allowed up to a year in advance. However, this led to complaints from other nonprofit groups that certain organizations were monopolizing the space by reserving the same day each year. As a compromise, the reservation period was reduced to six months, and eventually, it was shortened further to two months. She stated that when she spoke with Miss Dougherty, it was clarified that the two-month rule applies to all events, whether recurring or one-time. Trustee Kooger raised a concern about extending the reservation window from two months to four months, noting that city officials could request the room and override an existing reservation. However, he also acknowledged that extending the timeframe could help accommodate outside organizations and facilitate event planning. Trustee Casey asked whether the current policy grants the Library Director discretion to approve one-time exceptions. She referenced a statement under the “Reservation Procedures” section on the third page, which mentions that exceptions may be made by the Library Director for reasons consistent with the library’s mission. Trustee Kooger suggested that instead of rewriting the policy, they amend the second paragraph on the third page to explicitly state that “exceptions to any limitations may be made by the Library Director for reasons consistent with the library’s mission.” He believed this would resolve the issue for this specific event without requiring an extensive policy revision. Trustee Campbell agreed that a policy change was unnecessary, as the current language is broad enough to allow the Library Director to make discretionary exceptions. Trustee Kooger then motioned to remove the discussion from the calendared item, affirming that the Board interprets the policy to grant the Library Director or Interim Director the discretion to make case-by-case decisions. He stated that he did not have enough personal insight into this particular situation to weigh in further. Trustee Casey supported this interpretation, emphasizing that the Library Director should be empowered to use discretion in situations where an event aligns with the intended spirit of room usage, even if it does not fit the previous interpretation of the policy. Interim Director Andriana Martin asked if she needed to make an immediate decision regarding this request. Trustee Kooger clarified that the process would involve applicants submitting a request to Yvette. If Yvette denies the request for not meeting the criteria, the applicant could appeal to the Library Director. At that point, the Director would consider the totality of the situation, consult with Yvette and staff, and make a final decision. Trustee Casey stated that she opposed making policy amendments unless necessary, particularly since this issue could already be addressed through the Director’s discretion. Trustee Campbell acknowledged that some policy language could be clarified, and Trustee Melton agreed, noting that coworkers had interpreted the wording differently. Trustee Casey suggested revisiting the conversation in a future Board meeting. Trustee Kooger recommended that if Trustee Melton developed improved wording for the policy, it could be discussed at a later meeting, but not in February or March. Trustee Melton agreed to this timeline. H-6 Collection Development Policy Update – Andriana Martin • With the addition of the sewing machines and Cricut machine, Interim Director Martin proposed updates to the collection development policy. She revised the wording to expand the definition from "informational materials only" to "resources that meet the needs of the community." The proposed changes were highlighted in red for review. Trustee Kooger motioned to approve the revised policy as written (H-6). Trustee Dalebout seconded the motion. Motion passed. H-7 Circulation Policy Update – Andriana Martin • Interim Director Martin proposed amendments to the circulation policy to include newly added items, such as sewing machines and the Cricut machine, under "Library Use Only." While reviewing the policy, she also identified discrepancies between the written policy and current practices. One highlighted item was the replacement fee for lost, missing, or stolen library cards, which was listed as $3 in the policy, though the library has been charging $1. Additionally, she updated the loan period section to include puzzles. Trustee Campbell asked whether the loan period section should be reviewed for comprehensiveness. Interim Director Martin clarified that the section primarily applies to items available for checkout. While some updates could be made, she suggested leaving further revisions for the incoming library director. Trustee Kooger inquired why the library charges for replacement cards but not for lost books. Interim Director Martin explained that the library does charge for lost books. Patrons must either pay the replacement cost or provide an identical replacement, as outlined in a different section of the policy. Trustee Kooger motioned to approve the policy updates as written (H-7). Trustee Dalebout seconded the motion. Motion passed. I. ADJOURNMENT: 6:41 p.m. LODI PUBLIC LIBRARY BOARD OF TRUSTEES DATE January 13, 2025 PAGE EIGHT Pursuant to Section 54954.2(a) of the Government Code of the State of California, this agenda was posted at least 72 hours in advance of the scheduled meeting at a public place freely accessible to the public 24 hours a day. ______________________________ Jazmin Duffy Administrative Clerk **Notice: Pursuant to Government Code §54954.3(a), public comments may be directed to the legislative body concerning any item contained on the agenda for this meeting before (in the case of Closed Session items) or during consideration of the item. All staff reports or other written documentation relating to each item of business referred to on the agenda are on file in the Office of the Lodi Public Library, located at 201 W. Locust Street, Lodi, and are available for public inspection. Agendas and staff reports are also posted on the City’s website at www.lodi.gov. If requested, the agenda shall be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. To make a request for disability-related modification or accommodation contact the City Clerk’s Office as soon as possible and at least 72 hours prior to the meeting date. Language interpreter requests must be received at least 72 hours in advance of the meeting to help ensure availability. Contact Yvette Herrera at (209) 333-5554. Solicitudes de interpretación de idiomas deben ser recibidas por lo menos con 72 horas de anticipación a la reunión para ayudar a asegurar la disponibilidad. Llame a Yvette Herrera (209) 333-5554. For information regarding this Agenda please contact: Jazmin Duffy Library Administrative Clerk Telephone: (209) 269-4681