Lodi Public Library Board of Trustees

LODI PUBLIC LIBRARY Regular Meeting Minutes Date: March 10, 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: 5:42 p.m. Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout, Caitlin Casey, and Frankie Kooger. Also Present: Assistant City Attorney Janelle Krattiger; Interim Library Director Pamela Sloan; and Senior Administrative Clerk Jazmin Duffy. B. Announcement of Closed Session – B-1 Public Employment – Regarding One Position – – Conference on Library Director Recruitment Pursuant to Government Code §54957 Disclosure of Closed Session: No reportable action, discussion only. 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: 6:05 p.m. E. Introductions Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout, Caitlin Casey, Frankie Kooger Also Present: Interim Library Director Pamela Sloan, Councilwoman Lisa Craig, City Clerk Olivia Nashed, Librarian Andriana Martin, Literacy & Programs Manager Yvette Herrera, and Senior Administrative Clerk Jazmin Duffy. 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 COMMENT –  • Councilwoman Lisa Craig shared her recent participation in Read Across America, during which she visited several elementary schools and read books provided by the Lodi Public Library. She asked all the students, primarily 1st, 2nd, and 3rd graders, if they had library cards. Councilwoman Craig visited Lawrence Elementary, Lakewood Elementary, Erma B. Reese Elementary, and Live Oak Elementary. During her visits, she discovered that only about one-third of the students knew what a library card looked like. While many had visited the library with their parents, most had not signed up for a card. As a takeaway, she encouraged the students to consider getting their own library cards. At Erma B. Reese Elementary, she noted a promising initiative: the school is planning to take all the first-grade classes to the Lodi Public Library, and the teachers have committed to helping their students obtain library cards. Councilwoman Craig emphasized what a great opportunity it was to participate in Read Across America and encouraged others to get involved in future events, especially as a way to promote the public library. H. REPORTS H-1 Library Report Building & Technology: • Interim Director Pamela Sloan shared that, as noted in the board packet, various updates are being provided. She mentioned that new step stools have been ordered for the restrooms to help children reach the sinks for handwashing. Staff & Volunteers: • Interim Director Pamela Sloan began by acknowledging her recent appointment and shared that she is in the process of familiarizing herself with the Lodi Public Library and its operations. She expressed that she has been impressed by the staff, describing them as dedicated and capable, and has enjoyed meeting everyone so far. Staff meetings have officially begun as of last week, providing an opportunity to discuss operations, policies, and any issues that need to be addressed. She mentioned that there have been a few minor incidents involving outside individuals causing brief disturbances, but assured the board that these situations are being handled appropriately. Director Sloan is currently reviewing the Baker & Tilly assessment to identify areas for improvement. Her goal is to implement the "low-hanging fruit," meaning quick and necessary changes, as soon as possible. For more complex issues, she may recommend further review or study to ensure thorough understanding before action is taken. She has also started reviewing job descriptions and noted that many have not been updated in several years. She plans to ensure all job descriptions are current and accurately reflect each staff member's responsibilities. Additionally, she is examining the library’s policies and procedures. Some date back to 2003 and have not been reviewed since. To address this, she will be forming a policy subcommittee to conduct a comprehensive review and identify any gaps. While not all policies may require changes, reviewing them will help ensure they reflect current library practices and standards. Interim Director Sloan shared that she will be meeting with the Finance Department to gain a better understanding of the library’s budget. She prefers to assess spending trends over the past three years and will use that data, along with insights from the Baker & Tilly report, to determine areas where automation or other updates may be beneficial. This comes at a critical time, as budget revisions are currently underway. Lastly, Sloan mentioned that while she has met with some board members, she has not yet had the opportunity to connect with everyone. She expressed a strong interest in getting to know each trustee and hearing their thoughts on what the library may be missing. She extended an open invitation for one-on-one meetings, whether over coffee or at the library, as part of her commitment to serving the board, staff, and community to the best of her ability during her time at the library. Continuing Education & Meetings: • There was no new update regarding continuing education in the current report. Collections & Materials: • The collection and materials remain steady, with staff continuing to do an excellent job analyzing needs and maintaining the collection accordingly. CATEGORY DECEMBER JANUARY FEBRUARY J NON-FIC 3 89 70 J FIC 94 187 148 J Sp Fic 67 38 31 J Sp NF 32 30 42 AUDIO CD 0 88 56 DVD 0 107 107 TEEN NON- 0 0 28 FIC TEEN FIC 2 0 59 ADULT NON 88 FIC 52 69 ADULT FIC 75 110 103 27 TEEN GRAPHIC NOVEL 1 0 LP Fic 0 18 13 LP Non Fic 0 16 19 Adult Graphic Novels 1 28 0 Spanish NF 39 2 19 Spanish Fic 35 0 34 Lodi Picks 0 0 2 Decshelf 0 0 19 Link + Books Loaned 164 209 174 Link+ Request Filled 136 168 108 Finance: • There are no financial updates to report. Programming & Outreach: Outreach: • For outreach, Yvette Herrera and her team actively engaged in visiting the NorCal Science Fair and Lincoln Technical School. These outreach efforts are considered important, and additional outreach opportunities will be pursued in the future. Programs: • Regarding programming, the data shows there were 31 activity sessions held, with a total of 747 participants. This level of participation reflects strong community engagement and successful outreach efforts. Trustee Campbell noted that preschool story time attendance appears to average around 75 participants and asked if the library is able to accommodate such a large crowd. Interim Director Sloan acknowledged that story time is an extremely popular program and that she was not surprised by the high turnout. Trustee Campbell recalled that story time attendance was previously capped at 40 to 50 participants. Librarian Andriana Martin responded that the library has adjusted staffing to accommodate the increase, with three staff members now supporting preschool story time sessions. February Number of Staff/Volunteers Total Programs Sessions Attendance Chess 3 0/ 2 49 Toddler Storytime 4 2/0 60 Preschool Storytime 4 3/0 319 CLC Classes 8 0/5 42 Homework Help 8 1/4 37 Valentines Art 1 5/0 209 Date Night 1 5/0 24 Journal Bootcamp 2 0/2 7 Digital Services • In terms of digital services, there were no significant changes. It was noted that February is a shorter month, which can affect some of the data metrics. CATEGORY DECEMBER JANUARY FEBRUARY BRITANNICA ESCOLAR 2 0 0 BRITANNICA SCHOOL EDITION 49 37 32 DMV 12 19 20 PROQUEST E-LIBRARY 0 0 0 PROQUEST CULTURE GRAMS 0 2 7 PROQUEST RESEARCH COMPANION 3 37 0 BRAINFUSE VETS NOW 27 0 1 BRAINFUSE 68 HELP NOW 3 87 BRAINFUSE COLLEGE NOW 15 3 0 BRAINFUSE JOB NOW 146 99 18 Ato Z MAPS 1 0 0 AtoZ USA 1 2 5 AtoZ WORLD 0 CULTURE 1 34 AtoZ WORLD 0 FOOD 0 0 AtoZ WORLD 0 TRAVEL 1 0 AtoZ LINGO 1 LITE 1 1 PebbleGo 3 1 11 Circulation • Circulation for February was 13,210 items, a strong number for a single library location. The reference desk also played a vital role, with staff answering 211 questions. It was noted that reference services are often underappreciated, but they remain a critical and valuable part of what the library offers. DECEMBER JANUARY FEBRUARY 13741 13545 13210 Reference DECEMBER JANUARY FEBRUARY 182 179 211 Door Count • The door count for February was also impressive, with 7,196 visitors recorded. Additionally, 227 patrons registered for new library cards, another strong indicator of community engagement. DECEMBER JANUARY FEBRUARY 6483 6483 7196 Patron Registration DECEMBER JANUARY FEBRUARY 167 314 227 Youth services: • Teen services have new programs launching in March, which are expected to further engage younger patrons. H-2 Private Sector (Trustees’) Investments Report • Trustee Campbell inquired about the $10 service charge associated with the Bank of Stockton account. Trustee Kooger responded that the fee is likely due to the account balance falling below the required minimum to waive the service charge. Trustee Casey confirmed that the account had dropped below the $1,500 threshold needed to avoid the fee.  Trustee Kooger recommended transferring funds from the private account into the Bank of Stockton account to maintain the minimum balance and avoid future charges. Trustee Casey asked Senior Administrative Clerk Jazmin Duffy if she recalled the exact minimum balance requirement, but she was unsure. Trustee Campbell suggested transferring $2,000 as a precaution. However, Trustee Casey proposed making a motion for Jazmin to contact the bank directly to confirm the required minimum balance. Once confirmed, the board would transfer just enough to meet the requirement, plus an additional $100 as a buffer. Trustee Campbell agreed that this approach made sense. Trustee Kooger seconded the motion, and it was unanimously approved. Administrative Clerk Duffy stated she would follow up with the bank and notify the trustees via email with the exact amount needed for the transfer. • Bank of Stockton, February 28, 2025: $1,294.42 • Phillips Financial, February 28, 2025: $175,773.69 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 provided a report on behalf of Kathryn Siddle. Kathryn shared via email that, despite fewer open days in February, the bookstore had a successful month, generating $2,918.59 in sales, with a significant portion coming from eBay. Additionally, they received $985 in dues from the 2025 Membership Drive and $31.74 in interest from their savings account and investments, bringing the total income for the month to $3,935.39. Kathryn noted that the Friends of the Library are in a strong financial position heading into the summer. She also shared that the Friends of the Library have once again been invited by the Lodi Memorial Foundation to participate as a vendor at the upcoming Health Walk on May 10, 2025. This will mark their sixth year representing the Lodi Public Library at the event, which has proven to be a valuable outreach opportunity in the past. Unfortunately, Kathryn also reported that Bookstore Manager Craig will be stepping down, and they are currently seeking a replacement. She encouraged anyone with questions to reach out to her via email. H-5 Report on Library Strategic Plan – Brian Campbell • Trustee Campbell noted that the strategic plan item on the agenda referred to the materials he shared at the previous meeting. He reintroduced it to touch base on the department’s direction and to invite any additional comments or feedback. Trustee Kooger suggested that a more in-depth conversation was needed, estimating the discussion could take one to two hours. He recommended holding a "shirtsleeve" meeting, an informal working session, on a Sunday morning or afternoon to explore the topic more thoroughly. He also proposed that the board build upon the foundation of the library’s previous strategic plan and evaluate what elements should be carried forward or updated. Kooger emphasized the value of input from Trustees Dalebout and Melton, particularly given their interactions with City Council, which could help guide the direction of the plan. Trustee Campbell asked about appropriate timing and whether other pressing matters, such as the budget or director hiring process, should be prioritized first. Trustee Kooger responded that the strategic plan should move forward regardless of whether a permanent director is in place. He stressed that the plan should include input from the City Council and provide a solid framework for the library’s future. He recommended that Interim Director Sloan help coordinate potential weekend dates for the planning session to ensure the discussion isn’t rushed. Trustee Campbell summarized that the general consensus seemed to be to focus on the budget and hiring first, and that the public should be surveyed before the strategic planning session, as previously recommended by Councilwoman Craig.  Trustee Melton agreed that the strategic plan should exist independently of whoever is in the director role, but added that it would still be valuable for a future director to have input and a sense of ownership in the plan. Trustee Kooger asked whether the library has access to patron email addresses and suggested using SurveyMonkey to send out a brief, five-question survey to gather community input. He proposed questions that could include: where the library has performed well or needs improvement, what materials patrons are interested in, and feedback on library hours. He asked Interim Director Sloan to look into the potential cost of conducting the survey and to guide staff in drafting relevant questions. Trustee Casey mentioned that a similar community survey was conducted about two years ago and that responses likely haven't changed significantly since then, though reviewing the results would still be helpful. She noted that using SurveyMonkey would not incur a cost, but staff time would be required to manage the process. Trustee Melton added that staff should also review privacy expectations associated with ALA standards and verify what is stated in the library’s cardholder registration to ensure patron privacy is maintained when collecting feedback. Trustee Campbell concluded the discussion by suggesting the topic be revisited in May, after receiving input from the 2x2 Committee, and recommended placing it back on the agenda at that time for further review. H-6 Boards & Commissions Presentation at City Council Meeting • Trustee Campbell informed the board that the Lodi City Council has invited representatives from all city boards and commissions to present at a council meeting once per year. Trustee Kooger asked for clarification on what the board is currently being asked to do, and Trustee Campbell explained that the board needs to select a date for their presentation. Trustee Campbell expressed a preference for presenting at a Council meeting in either August or September. Trustee Casey noted that by that time, a new library director is expected to be in place. Trustee Kooger made a motion to select either September 3rd or September 17th as potential presentation dates. Trustee Campbell chose September 17th, and Trustee Dalebout seconded the motion. The motion passed unanimously. Trustee Kooger then asked Interim Director Sloan to contact the City Council to confirm if September 17th would be an acceptable date for the presentation. H-7 Budget and Hiring Planning • Trustee Campbell noted that the Budget and Planning item was placed on the agenda as a continued discussion to explore what actions may need to be taken. Trustee Kooger shared that, historically, the library director has handled the majority of the budget responsibilities, including the preparation and submission of the budget. He explained that most of the board's questions typically center around discretionary funds, primarily the book and materials budget. Other portions of the budget, such as labor costs and contracted services, are largely predetermined or locked in through existing agreements. Kooger added that his main interest is in learning the outcome of Interim Director Sloan’s upcoming meeting with City leadership, especially to understand the City Council’s expectations for the library budget. He acknowledged that, based on the Baker Tilly assessment, there may be a shift toward fewer part-time and more full-time positions, though this has not yet been formally discussed. He understands this recommendation as an effort to strengthen the library’s internal structure and staffing consistency. Another area of interest is the library’s approach to fines and replacement fees. Kooger noted that many other libraries have moved toward waiving fines, and the board will need to understand City Hall’s position on this before proceeding. His understanding is that any future budgeting decisions must align with the expectations of City leadership. If City Hall requests stricter financial oversight or changes, the board will need to adapt accordingly. At this point, however, those conversations are still in early stages, and the board will wait to hear from Interim Director Sloan for further guidance.  Trustee Campbell stated he would keep this item on the agenda for ongoing updates as more direction becomes available. Trustee Casey added that the materials budget typically sees the most adjustments. She recalled that, in the past, private sector funds were used to cover shortfalls in materials funding. However, for other areas of the budget, detailed line-item reviews are necessary. Trustee Kooger agreed, noting that most of the department’s funding is already allocated to essential operations. He also mentioned that Interim Director Sloan is currently reviewing staff job descriptions, workloads, and the organizational chart. He suggested that at the next meeting, it would be helpful to discuss how the library could benefit from converting some part-time roles to permanent full-time positions. This would allow the board to better understand future staffing needs and allocate funds appropriately between part-time and full-time wages. Whether that staffing discussion appears as part of the library report or as a separate agenda item remains to be determined. H-8 Friends of the Lodi Public Library Memorandum of Understanding • Trustee Campbell shared that the draft Memorandum of Understanding (MOU) for the Friends of the Lodi Public Library, provided by Kathryn Siddle, has been received. He plans to reach out to both Kathryn Siddle and Stewart Krengel to discuss potential amendments to the document. Trustee Kooger noted that, at this time, the library itself has not directly received any funds. Instead, financial contributions on behalf of the library have been given to the City of Lodi for management. Trustee Casey added that there had been a bequest that was not directed to an auxiliary group, which was somewhat reassuring, as donations are typically made to 501(c)(3) organizations like the Friends. Trustee Kooger mentioned that, theoretically, the trustees could transfer their funds to a foundation in the future, but for now, their investments are being managed by Phillips Financial and performing well. He expressed a preference to leave those funds as they are. Trustee Campbell suggested removing a specific funding-related statement from the MOU. However, Trustee Casey recommended keeping the language in as an option and proposed it be reviewed as part of an annual, calendared reporting item. Trustee Campbell also pointed out another concern in the MOU specifically, the second paragraph on page two, which references an annual report on the value of contributions. Trustee Casey suggested striking that requirement. Trustee Campbell responded that a motion was not necessary at this point. Trustee Kooger questioned whether the Friends of the Library were even interested in that level of detailed reporting, especially since they are currently being given the freedom to raise funds that support library programs. He noted that at some point the Friends may need contribution information for their own 501(c)(3) filings, though he acknowledged he was not entirely familiar with the specific requirements for such organizations. Trustee Casey agreed, stating that if additional documentation is needed in the future to support their filings, it can be discussed and addressed at that time. Trustee Kooger asked whether the Friends had voiced any specific concerns with the MOU. Trustee Campbell confirmed that their primary concern related to the reporting obligations outlined in the document. Kooger acknowledged that the Friends already provide a verbal report at board meetings each month and suggested that the MOU language could be revised to reflect this. He also proposed that, since the Friends likely complete an annual filing, a copy of that report could potentially be shared with the trustees to satisfy any reporting requirements outlined in the MOU. H-9 Report on City Council meeting regarding 2x2 committee • Trustee Campbell introduced agenda item H-9 and invited City Clerk Olivia Nashed to provide an update regarding the formation of a 2x2 committee. Olivia shared that during the January 28, 2025 City Council meeting, where Baker Tilly presented their assessment, the City Council directed staff to move forward with adding an item to the agenda to form a 2x2  committee with the Library Board. At the most recent council meeting, held the previous week, Olivia brought the item forward and the City Council voted to appoint the Mayor and Mayor Pro Tem as the City’s representatives on the committee. The next step is for the Library Board to appoint two of its members to serve on the committee as well. Olivia explained that the goal of the 2x2 committee is to create a safe and collaborative environment where both groups can discuss the goals of the library, ensure effective communication between city and library staff, and work together on any future council-related actions or initiatives. Trustee Kooger expressed his support for the formation of the committee and asked Trustee Melton if she would be interested in serving. Trustee Melton confirmed her interest, prompting Trustee Kooger to nominate her and move to form a 2x2 committee with the City Council, including the nomination of Ms. Melton as one of the representatives. Trustee Campbell called for a second, which was provided by Trustee Dalebout. Trustee Campbell then requested that nominations be done one at a time and asked if any other board members were interested in serving. When he asked Trustee Dalebout directly, Dalebout expressed interest, and Trustee Campbell proceeded to nominate him as the second representative. Trustee Casey seconded the motion. The board voted unanimously to approve both Trustee Melton and Trustee Dalebout as the Library Board representatives on the 2x2 committee. Trustee Casey asked if participation in the 2x2 committee would be in addition to the board’s obligation to present to the City Council. Olivia clarified that these are two separate efforts. The 2x2 committee will focus on collaborative discussions between selected board and council members, while the presentation to the full council is part of a citywide initiative encouraging all boards and commissions to update the council on their recent activities. From the City Clerk’s understanding, library staff will coordinate with board members to schedule an appropriate date for the presentation. Councilwoman Lisa Craig added that the 2x2 committee typically convenes when there are specific matters to address. It is not a standing report-out meeting, but rather an informal space where two council representatives and two library board representatives can meet and discuss relevant issues or concerns. Trustee Kooger emphasized the informal nature of these meetings, and Councilwoman Craig agreed, reiterating that the committee serves as a space to problem-solve and later report key updates to the broader council. I. ADJOURNMENT: 6:41 p.m. LODI PUBLIC LIBRARY BOARD OF TRUSTEES DATE MARCH 10, 2025 PAGE TEN 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