Lodi Public Library Board of Trustees

LODI PUBLIC LIBRARY Special Meeting Minutes Date: February 10, 2025 BOARD OF TRUSTEES Closed Session: 4:00 p.m. Regular Meeting: 6:15 p.m. 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: 4:00 p.m. Trustees Present: Brian Campbell, Eve Melton, Caitlin Casey, Frankie Kooger. Also Present: Laurie Montes, Interim Human Recourses Director Cristina Gonzales, Part-Time Assistant City Manager; 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 – Interim Library Director Recruitment and Interviews Pursuant to Government Code § 54957 C. Adjourn to Close Session D. Return to Open Session/ Disclosure of Action: • Trustee Brian Campbell announced that the Library Board of Trustees will be extending an offer for the position of Interim Library Director. E. Introductions 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.) • Councilwoman Lisa Craig expressed her appreciation for the opportunity to attend the board meeting and looks forward to updates on the selection of a new director, the budget, investment reports, feedback from the last City Council meeting, and the Baker Tilly report. She is eager to hear about the progress in these areas and how the board plans to move forward. H. REPORTS H-1 Library Report – Andriana Martin Building & Technology:  • No updates were reported. Staff & Volunteers: • No updates were reported Continuing Education & Meetings: • Interim Director Andriana Martin stated that staff member Lois Meyer completed an indoor plant gardening class, which is exciting and will complement our seed lending program soon. Collections & Materials CATEGORY NOVEMBER DECEMBER JANUARY J NON-FIC 23 3 89 J FIC 135 94 187 J Sp Fic 67 38 J Sp NF 32 30 AUDIO CD 57 0 88 DVD 71 0 107 TEEN NON- 30 0 0 FIC TEEN FIC 63 2 0 ADULT NON 69 FIC 95 52 ADULT FIC 48 75 110 TEEN GRAPHIC NOVEL 17 1 0 LP Fic 28 0 18 LP Non Fic 12 0 16 Adult Graphic 28 Novels 3 1 Spanish NF 19 39 2 Spanish Fic 38 35 0 Lodi Picks 7 0 0 Decshelf 0 0 0 Link + Books Loaned 141 164 209 Link+ Request Filled 159 136 168 Finance: • There are no financial updates to report. Programming & Outreach: Outreach: • Outreach was conducted by Yvette Herrera at Nichols School and Live Oak School. Programs: January Number of Staff/Volunteer Total Programs Sessions s Attendance Chess 3 0/ 2 27 Toddler Storytime 4 2/0 76 Preschool Storytime 4 3/0 358 CLC Classes 0/5 36 Homework Help 8 1/4 28 Button Art 1 4/0 134 Seed Bombs 1 4/0 184 Digital Services CATEGORY NOVEMBER DECEMBER JANUARY BRITANNICA ESCOLAR 0 2 0 BRITANNICA SCHOOL EDITION 32 49 37 DMV 2 12 19 PROQUEST E-LIBRARY 0 0 0 PROQUEST CULTURE 0 0 2 GRAMS PROQUEST RESEARCH COMPANION 32 3 37 BRAINFUSE VETS NOW 3 27 0 BRAINFUSE HELP NOW 17 3 87 BRAINFUSE COLLEGE NOW 3 15 3 BRAINFUSE JOB NOW 50 146 99 Ato Z MAPS 0 1 0 AtoZ USA 0 1 2 AtoZ WORLD CULTURE 1 1 34 AtoZ WORLD FOOD 1 0 0 AtoZ WORLD TRAVEL 0 1 0 AtoZ LINGO LITE 0 1 1 PebbleGo 3 1 Circulation NOVEMBER DECEMBER JANUARY 14227 13741 13545 Reference NOVEMBER DECEMBER JANUARY 176 182 179 Door Count NOVEMBER DECEMBER JANUARY 7205 6483 7056 Patron Registration NOVEMBER DECEMBER JANUARY 202 167 314 Youth services: • No updates were reported. H-2 Private Sector (Trustees’) Investments Report • Bank of Stockton, January 31, 2024: $1,303.67 Trustee Casey inquired about the missing statement from Phillips Financial. Administrative Clerk Jazmin Duffy explained that the statements have been arriving about a week after board meetings, creating a delay. Previously, the former director had electronic access to download and forward the statements, but that access is no longer available. Trustee Casey asked if portal access would be necessary to retrieve the statements more quickly, to which Jazmin agreed that an alternative solution was needed to avoid delays. Trustee Casey stated she would reach out to Phillips Financial to explore options for faster access to the statements. H-3 Lodi Public Library Foundation Report – Stuart Krengel • No updates were reported. H-4 Friends of the Lodi Public Library Report – Kathryn Siddle • Kathryn reported that the bookstore set a new record for January, generating $2,698.81 in sales. The total revenue for 2024 reached $53,793.23, which included a significant $27,000 grant written by Yvette Herrera. This grant, managed by the Friends of the Lodi Public Library, supported the school lunch program.  Trustee Casey inquired about the amount allocated to the school lunch program, and Kathryn confirmed the $27,000 figure. While acknowledging the grant’s impact, Trustee Casey also emphasized that the bookstore continues to generate substantial revenue on its own. Kathryn highlighted the growing success of the library’s eBay store and shared news of a new partnership with Project Rescue. The organization provided the Friends of the Library with a book scanner to assess book values. Once appraised, books are shipped to Project Rescue for sale. Recently, 46 pounds of books were sent and listed for sale on their platform. Meanwhile, the Friends of the Library are continuing to enhance their marketing efforts. Kathryn also expressed her deep gratitude to all trustees for advocating on behalf of the library at the recent city council meeting. She looks forward to strengthening their partnership in the future. H-5 Baker & Tilly Report • Trustee Kooger began by addressing Baker Tilly’s recommendations, particularly Option 1, which he sees as a priority for the new interim director. His main goal is for the interim director to focus on updating job descriptions and refining the organizational chart. By the time a permanent library director is hired, these foundational issues should be resolved so that the new director can start efficiently. While Trustee Kooger did not propose any motions at this time, he emphasized that one of his first discussions with the interim director would be about streamlining staff responsibilities and resolving existing role conflicts within the library. Trustee Melton agreed, stating that if there are any adjustments in personnel such as hiring another librarian for adult programming job descriptions should be refined accordingly. Kathryn Sidle requested that the new interim director review the Memorandum of Understanding (MOU) for the Friends of the Library. Trustee Kooger asked if there were any specific issues with the MOU, to which Kathryn responded that it contained inaccuracies. She noted that there are listed expectations that have not been met regarding various reports. For example, while she provides a monthly report, the MOU incorrectly states that she must provide a quarterly report. She emphasized that if the library were audited, these discrepancies could be flagged. The MOU has remained unchanged since 2007, and she believes it needs revision. Trustee Kooger requested that Kathryn email the MOU along with a list of concerns to Administrative Clerk Jazmin Duffy so that these issues could be addressed. Trustee Casey asked Jazmin to add the MOU review as an agenda item for the next board meeting. Councilwoman Lisa Craig inquired whether the Friends of the Library and the Library Foundation shared the same MOU. Kathryn confirmed that they did. Councilwoman Lisa Craig, recommended separating the MOUs, and Trustee Kooger agreed. Trustee Campbell presented documents he compiled and stressed the importance of strategic planning, particularly in addressing director retention and continuity in library leadership. He believes that the frequent turnover in library directors is symptomatic of underlying issues. However, he also noted that director positions typically have a three-year tenure, and solving one issue may not necessarily prevent others from arising. One source of continuity he identified is the Library Board of Trustees, as its rolling membership ensures ongoing strategy implementation. He suggested that strategic planning should follow a 60/20 split, with a strong focus on long-term planning for leadership stability. Trustee Kooger agreed and referenced past strategic planning efforts, where board members met on Sunday mornings to develop a comprehensive plan. He recalled that former director Akilah worked on the last strategic plan. He supported City Council’s suggestion to review the library’s strategic plan alongside the City of Lodi’s strategic plan to ensure alignment. He proposed that the board begin meeting on Sunday mornings at 8:30 or 9:00 a.m. to collaboratively establish strategic goals with the interim director. Trustee Campbell supported this idea and shared that his compiled documents include both the library’s former strategic plan and the city’s objectives for the library. Trustee Brian echoed the need to prioritize the budget while also considering Foundation President Stuart Krengel’s remarks at the City Council meeting about establishing a long-term vision for the library. Councilwoman Lisa Craig emphasized the importance of collaboration, especially since the City of Lodi plans to update its strategic plan mid-year after the fiscal budget is finalized. She explained that the previous strategic plan was developed from the top down, without input from the community or council committees. She stressed that this approach does not constitute true strategic planning, as it lacks community engagement. With 20 years of experience in strategic planning, she strongly recommended that the board conduct surveys or other outreach efforts to incorporate community input.  Trustee Campbell raised the need to review and clarify trustee bylaws. He suggested drafting bylaws that outline board operations and its relationship with the city, particularly concerning personnel matters. He asked that once the board members had time to review the documents, they also examine the terminology used in the bylaws. He further proposed adding a treasurer to the board. Trustee Kooger noted that the board previously had a treasurer but currently, he and Trustee Casey oversee the financial committee and have access to Phillips Financial. Trustee Casey advised that before drafting new documents, the board should consult with the city attorney’s office to review existing memorandums and agreements. She recalled that during a previous director transition, the city attorney designed a structure in which the board would not handle personnel issues related to the director. Instead, these matters would be addressed with the support of the city’s Human Resources office and city attorney’s office. She stressed that the board does not need to start from scratch, as the city attorney’s office likely has existing documentation outlining these agreements. She offered to request a legal review of Trustee Campbell’s bylaw draft to determine how best to structure the board’s governance. Regarding financial oversight, Trustee Casey noted that since 1980, the trustees have managed funds designated for the library’s benefit. She agreed that transparency regarding financial responsibilities should be documented in a memorandum. Trustee Kooger referenced discussions with the Assistant City Attorney during the board’s separation from Mr. Gualco. At that time, Mr. Schwabower had a clear understanding with the trustees, leading to a board vote that eliminated the trustees’ responsibility for HR matters concerning the library director. The city agreed to assume liability for these concerns, as the board was not structured to handle potential legal issues that could arise from employment disputes. Trustee Casey recalled that in 2015, these agreements were formally memorialized in city records. H-6 Budget Report • Trustee Kooger addressed the different funding streams that sustain the library. Library operations are funded by the city through its budget, while capital improvements are typically large but sometimes small, are usually financed by the Library Foundation. Programming costs, however, are not covered by the city and are instead funded by the Friends of the Library. These three funding sources are essential to keeping the library operational and productive. Additionally, Trustee Kooger noted a fourth financial resource: discretionary funds managed by the board, including investments with the Phillips Foundation. While this is not a substantial sum, it has been used in the past to explore capital improvements before they become necessary. For example, these funds could be used to hire an architect to assess project costs before requesting funding from the Foundation. Looking ahead, Trustee Kooger emphasized the importance of strategic planning for the budget process. With the hiring of an interim director, he suggested that the board discuss ways to reduce operational costs and identify potential savings for the city. He also mentioned that the city manager has indirectly expressed concerns about budget constraints, and the board should anticipate possible budget cuts. Trustee Kooger recommended that the board use the upcoming March and April meetings to provide direction to the interim city manager, exploring potential areas where the library could present a more streamlined budget to the city council out of necessity. However, he also stressed the need for clear communication with the city council to determine whether they support a reduced budget. Expressing some uncertainty, Trustee Kooger noted that while city management is pushing for budget cuts, it remains unclear whether city council shares this goal. He emphasized the importance of aligning with the city council’s expectations to avoid unnecessary efforts in a direction that may not be required. H-7 Library Closure for Foundation Event – Andriana Martin • Andriana Martin announced that the Library Foundation will be hosting its third annual Triple B fundraising event and has requested that the library close on Thursday, April 17, 2025, to allow for event setup. Trustee Kooger motioned to approve the request as written, and Trustee Casey seconded the motion. Motion passed. I. ADJOURNMENT: 6:44 p.m. LODI PUBLIC LIBRARY BOARD OF TRUSTEES DATE FEBRUARY 10, 2025 PAGE SEVEN 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