Lodi Public Library Board of Trustees

LODI PUBLIC LIBRARY Regular Meeting Minutes Date: April 14, 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: 5:30 p.m. Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout 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: 6:00 p.m. E. Introductions Trustees Present: Brian Campbell, Eve Melton, Nick Dalebout, and Frankie Kooger Also Present: Interim Library Director Pamela Sloan, Friends President Kathryn Siddle, Foundation President Stuart Krengel, Literacy & Programs Manager Yvette Herrera, and Senior Administrative Clerk Jazmin Duffy. F. APPROVAL OF MINUTES Trustee Kooger motioned, Trustee Dalebout 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.) • Following up from last month, Trustee Brian Campbell shared that he had sent emails to Kathryn Siddle and Stuart Krengel regarding the MOU with their respective organizations and confirmed that they will be moving forward with the process of adjusting the current verbiage. H. REPORTS H-1 Library Report Building & Technology: • Interim Director Pamela Sloan shared out, the library recently experienced a network outage caused by an electrical storm, which resulted in widespread equipment failure. The City of Lodi’s IT Department promptly responded, replaced the damaged equipment, and restored network functionality by the following day. Another issue involved a plumbing backup in the main library restrooms, which persisted for several days. The Facilities Department initially struggled to resolve the problem, as they were unable to insert an auger into the drainage system. After continued efforts, the team was eventually able to extract a large quantity of baby wipes that had been clogging the pipes. The restrooms were temporarily closed to the public during this time, but the issue has since been resolved and the facilities are now fully operational. Additionally, the building experienced a temporary shutdown due to a malfunction with the fire alarm system. In response, the Fire Chief authorized the implementation of a fire watch protocol. A security guard was assigned to conduct walkthroughs of the interior and exterior of the building every 30 minutes to ensure safety until the fire alarm system was restored. Staff & Volunteers: • Interim Director Sloan reported that a few Library Aides have recently resigned. One individual accepted a full- time position elsewhere, while another stepped away due to health-related concerns. The library plans to begin recruitment for these vacancies soon to ensure continued support for daily operations. Continuing Education & Meetings: • Interim Director Sloan shared that staff have recently participated in several training sessions. One was a cybersecurity training, and another was a city-required “Healing Conversations” training. Additionally, staff completed CPR and AED certification. Sloan extended special recognition to Literacy and Programs Manager Yvette Herrera for her coordination of these valuable training opportunities. Collections & Materials: • There were no major updates or changes to report regarding the library’s collections. CATEGORY JANUARY FEBRUARY MARCH J NON-FIC 89 70 31 J FIC 187 148 128 J Sp Fic 38 31 46 J Sp NF 30 42 14 AUDIO CD 88 56 25 DVD 107 107 59 TEEN NON-FIC 0 28 1 TEEN FIC 0 59 2 ADULT NON FIC 69 88 79 ADULT FIC 110 103 99 TEEN GRAPHIC NOVEL 0 27 11 LP Fic 18 13 16 LP Non Fic 16 19 13 Adult Graphic Novels 28 0 13 Spanish NF 2 19 17 Spanish Fic 0 34 19 Lodi Picks 0 2 8 Decshelf 0 19 73 Link + Books Loaned 209 174 Link+ Request Filled 168 108 Finance: • There are no financial updates to report. Programming & Outreach: Outreach: • Interim Director Sloan reported that Literacy and Programs Manager Yvette Herrera conducted outreach at Lois E. Borchardt Elementary School, continuing the library’s engagement with local students and families. Programs: • Interim Director Sloan shared out a total of 32 programs were held for the month, drawing 969 participants. Attendance remains consistently strong across library events. March Programs Number of Staff/Volunteers Total Sessions Attendance Chess 3 0/ 2 68 Toddler Storytime 4 2/0 63 Preschool Storytime 4 3/0 303 CLC Classes 8 0/5 48 Homework Help 8 1/4 24 Ramadan Craft 1 4s/4v 146 Terrarium Time 1 4/0 187 Basic Fic Writing 1 0/1 14 Veggie Planting 1 3/1 99  Singin in the Rain Movie 1 2/0 17 Digital Services • No updates at this time; services remain consistent. CATEGORY JANUARY FEBRUARY MARCH BRITANNICA ESCOLAR 0 0 0 BRITANNICA SCHOOL EDITION 37 32 8 DMV 19 20 11 PROQUEST E-LIBRARY 0 0 0 PROQUEST CULTURE GRAMS 2 7 2 PROQUEST RESEARCH COMPANION 37 0 0 BRAINFUSE VETS NOW 0 1 0 BRAINFUSE HELP NOW 87 68 23 BRAINFUSE COLLEGE NOW 3 0 0 BRAINFUSE JOB NOW 99 18 41 Ato Z MAPS 0 0 0 AtoZ USA 2 5 2 AtoZ WORLD CULTURE 34 0 1 AtoZ WORLD FOOD 0 0 0 AtoZ WORLD TRAVEL 0 0 0 AtoZ LINGO LITE 1 1 0 PebbleGo 1 11 0 Circulation • Circulation increased by 17%, partially due to having three additional open days during the reporting period.  JANUARY FEBRUARY MARCH 13545 13210 15963 Reference • Reference interactions rose by 28%, reflecting increased patron engagement with research and information services. JANUARY FEBRUARY MARCH 179 211 291 Door Count • The library saw a 14% increase in foot traffic. JANUARY FEBRUARY MARCH 6483 7196 8391 Patron Registration • New library card registrations increased by 26%. JANUARY FEBRUARY MARCH 314 227 305 Youth services: • No updates were reported. Additional information: • In addition to the written Library Report, Interim Director Sloan informed the Board that a full update on the Library’s policies and procedures will be presented at the May Board of Trustees meeting for review and approval. While she does not anticipate the need for significant revisions, she emphasized the importance of ensuring that all procedures are up to date and properly implemented. Several new procedures have been added, and staff have been reviewing the content in preparation for the Board’s consideration and approval of necessary adjustments. • The customer survey requested by the Trustees is expected to be ready for public release within the next week. The goal is to gather community feedback ahead of the strategic planning session. Trustee Campbell noted that he had reviewed the draft survey questions but was interested in seeing the final version, particularly the concluding question. Interim Director Sloan confirmed that the survey has been finalized, consisting of ten multiple-choice questions, most of which require responses to be selected from predefined options. • The Library Board’s presentation to the Lodi City Council has been scheduled for September 3, 2025. Interim Director Sloan will share additional details as they become available. She noted that the presentation will be a brief overview of the library’s services and impact, and staff are available to assist in preparing the content. H-2 Private Sector (Trustees’) Investments Report • Bank of Stockton, March 31, 2025: $1,590.36 • Phillips Financial, March 31, 2025: $170,538.93 • Senior Administrative Clerk Jazmin Duffy provided a brief update regarding her outreach to the Bank of Stockton to confirm the minimum balance required to avoid a service charge. However, as she is not an authorized account holder, the bank was unable to provide specific details about the type of business account held by the Trustees. Based on the available documentation, she inferred that it is a standard business money market account. Upon reviewing the most recent statement, she noted that a service fee had still been applied. It was later determined that a minimum balance of $1,500 is required to waive the fee. Trustee Kooger recommended waiting until the following month to review the next statement, as the account may not have reflected the full required balance at the time the fee was assessed. H-3 Lodi Public Library Foundation Report – Stuart Krengel • President Stuart Krengel began by apologizing for his absence at the previous meetings, affirming his commitment to actively sharing updates moving forward. He expressed appreciation to Trustee Campbell for reaching out and commended him for his engagement and support of the Foundation's partnership and participation in financial reporting. Krengel provided an update on the Library Foundation’s current financial activities, noting that funds from their most recent donation are being held to accrue interest as the Foundation assesses the best course of action for their use. A top priority at present is the upcoming Foundation fundraising event, Books, Bubbles, and Brews. With confirmed sponsorships, the Foundation anticipates approximately 120 attendees. Krengel warmly invited everyone present at the meeting to attend and noted that complimentary tickets could be arranged for board members interested in enjoying a night out. He highlighted that a key objective of the event is to raise funds for a new wireless intercom system for the library. This request originated from library staff and represents a meaningful improvement to current infrastructure. Foundation Board Member Steve Altamari, who has ties to High Water Brewing, coordinated with a friend experienced in audio-visual systems to assess the library’s outdated 1970s intercom system. After inspecting the system in the library’s basement, they concluded that it was feasible to replace it within the Foundation’s budget, estimated at $8,000 to $9,000. The proceeds from Books, Bubbles, and Brews will directly support this upgrade. Krengel emphasized that the Foundation’s ability to support both the library and the broader community has grown significantly. In addition to infrastructure upgrades, future projects under consideration include an author series, workforce development initiatives, and the potential establishment of a makerspace, either within the library or at another location. With sufficient funding available, the Foundation is poised to make a significant impact. Krengel closed by encouraging all Board members to attend and support the Foundation's event. H-4 Friends of the Lodi Public Library Report – Kathryn Siddle • Kathryn reported that she planned to distribute a quarterly report along with additional documents for the Board’s review. Since the beginning of 2025, the Friends of the Lodi Public Library have raised $7,826.76 and recorded 607 volunteer hours. She praised the dedication of the current volunteer group, noting their resilience despite operating without a bookstore manager. The previous manager worked his final shift on April 1. Kathryn jokingly advised Board members to avoid looking toward the Friends’ section at the back of the building due to its current state. The Friends will be participating in several upcoming community events. They will distribute free books during the Día de los Niños celebration and represent the library at the Adventist Health: Walk for the Health of It event on May 10. Additionally, they have been invited to participate in a July outreach event hosted by the Lodi Boys and Girls Club. Kathryn also prepared a packet for each Board member that includes a proposed version of the Friends' Memorandum of Understanding (MOU) for Board consideration, as well as a copy of the Friends’ bylaws for reference. She explained that the current MOU is outdated and inaccurate. Her concern is that, in the event of an audit, there would be no evidence to show that the Friends have been operating in accordance with the existing MOU, which dates back to 2007. She emphasized the importance of updating the document before its renewal in July. Trustee Kooger commented on one area of concern, the current MOU reflects that the Trustees provide the Friends with space at the library. However, the agreement lacks language addressing liability, particularly given that the Friends do not pay utilities and are using the space rent-free. Kooger recommended that this exchange be formally outlined in the revised MOU to ensure that liability coverage is clear and appropriately addressed. Kathryn acknowledged the issue and shared that she was unsure how to draft the appropriate language into the MOU, particularly since the Friends do not currently have a working computer or phone in their space. H-5 Budget and Hiring Planning • Interim Director Sloan shared an update following a recent budget meeting. Initially, there was a proposal to reduce the Library’s budget by $100,000. However, after further discussion, the reduction increased to $220,000. Of that amount, $100,000 accounts for a donation the department had received and planned to allocate. To manage the budget impact, Sloan asked Yvette Herrera to begin exploring a scaled-down version of the RFID system, utilizing a smaller software package suitable for a one-time expenditure. This initiative would account for $120,000 of the budget. Additionally, the City requested the library reduce its allocation by another $20,000 in anticipation of lower revenue from Measure L. Interim Director Sloan believes the department can absorb these adjustments, partially through organizational restructuring. In alignment with Trustee direction and the recommendations outlined in the Baker Tilly report, Sloan reviewed the Library’s organizational chart and proposed the creation of two formal divisions: one for Literacy and Programming Services, and another for Library Services, which would encompass areas such as collections, circulation, and related functions. To support this structure, Sloan recommended reinstating a Librarian position to lead the Library Services division and provide additional supervision. This would also address a staffing concern noted in the assessment. Currently, the library has the equivalent of 1.5 librarians, with the “half” referring to a part-time employee who holds an MLIS degree. Adding a second full-time librarian would strengthen the system and allow for proper oversight. To fund this position, Sloan proposed reallocating unused part-time staffing funds from the past three to four years. Historically, the librarian position was funded through Measure L but was downgraded following a voluntary demotion. As of this morning’s meeting, the Budget Office approved returning the librarian position to Measure L at its original salary range, while funding the second librarian from the part-time staffing budget. Sloan noted she still needs to follow up with the Finance Department regarding a separate $10,000 discrepancy but is confident it can be resolved. Trustee Kooger inquired about the budget submission timeline. Yvette Herrera confirmed the budget had already been submitted and was due that week. Sloan added that while the current version has been submitted, the budget will still go through a formal vote, and the incoming Director will work closely with the Foundation and Friends as the process continues. Trustee Campbell asked whether there are particular areas that should be monitored closely due to these changes. Sloan responded that the part-time staffing budget will need to be watched carefully. While the department has built up some savings, any expansion in programming may require a mid-year budget adjustment to bring back support. Both Sloan and Herrera agreed that the full impact of these changes will not be clear until the new fiscal year begins. Sloan has additional meetings scheduled with Finance to proactively address any remaining concerns. Trustee Campbell also asked whether current library hours are expected to remain the same. Sloan indicated that, for now, there are no plans to reduce hours. However, she acknowledged the need to evaluate operating hours to determine if the current schedule aligns with community usage patterns and library needs. Trustee Kooger asked whether Sunday usage is high enough to justify staffing. Herrera shared that Sunday attendance is typically low and may not warrant the continued scheduling of part-time staff for those hours. As budget discussions continued, Trustee Campbell raised a concern regarding possible impacts on California State Library and federal grant funding, particularly as it relates to the Summer Reading Lunch Program. He noted this program has historically been funded through these sources and asked whether there were any anticipated issues. Interim Director Sloan confirmed that the library is not currently receiving any state or federal grants, so there should be no immediate impact. However, she acknowledged ongoing uncertainties and expressed hope that the situation will stabilize to allow for future grant opportunities. Trustee Eve Melton followed up, asking whether the Summer Reading Program is currently funded through federal allocations managed by the California State Library, and invited Yvette Herrera to clarify. Herrera confirmed that the Friends of the Library have already received one payment to support the program, with a second check expected if all proceeds smoothly. However, she cautioned that if issues arise, the library may not receive the full funding it has in previous years. Additionally, Herrera reported that the Literacy and Programs budget is expected to lose $25,000 due to projected cuts in the Integrated Library System (ILS) budget, although final confirmation is still pending. Trustee Melton asked whether these reductions are tied to the state or federal budget, and it was clarified that the California State Library has received notice that a portion of its budget will be reduced. The extent of local impact remains unclear.  Trustee Campbell concluded the discussion by emphasizing that this is a matter to continue monitoring moving forward. H-6 Easter Sunday library closure – Yvette Herrera • Trustee Kooger moved to approve item H-6 as presented, and Trustee Dalebout seconded the motion. Yvette Herrera confirmed that this would serve as a standing motion, consistent with the approach taken for previous holiday closures. The Board affirmed the clarification, and the motion was unanimously approved. I. ADJOURNMENT: 6:26 p.m. LODI PUBLIC LIBRARY BOARD OF TRUSTEES DATE APRIL 14, 2025 PAGE NINE 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