HomeMy WebLinkAboutMinutes - March 20, 2003 SMLODI CITY COUNCIL
SPECIAL JOINT CITY COUNCIL MEETING
WITH THE LIBRARY BOARD OF TRUSTEES, 201 W. LOCUST STREET
THURSDAY, MARCH 20, 2003
A. CALL TO ORDER / ROLL CALL
The Special City Council meeting of March 20, 2003, was called to order at 6:00 p.m.
Present: Council Members — Beckman, Hansen, Land, and Mayor Hitchcock
Absent: Council Members — Mayor Pro Tempore Howard"
Present: Library Board of Trustees — Fore, Lavond, Paulsen, and Villarreal
Absent: Library Board of Trustees — Thomas Goad, Sr.
Also Present: City Manager Flynn, City Attorney Hays, and City Clerk Blackston
'Note: Absent due to attendance at the San Joaquin Council of Governments One Voice event in
Washington, D.C.
B. TOPIC(S)
Andrea Woodruff, Supervising Librarian, stated that the Lodi Public Library catalog is not
accessible on the internet. She reported that staff receives 100 requests a week from patrons
requesting this service for the purpose of searching, reserving, and renewing books, as well as
reviewing their account online, and registering for programs offered by the library. Ms. Woodruff
stated that this is the number one need expressed by patrons of all ages. The library's current
catalog software is no longer being developed, the hardware is not supported, and they have
sustained two crashes of their computer system during the last two months. Ms. Woodruff read
the following statement from Jerry Moore of the Information Systems Division, "Your book check
out system is one disk crash away from complete, irreversible failure." Ms. Woodruff reported that
there are currently only seven other libraries in California that do not have an internet accessible
catalog and three of them are now in the process of acquiring a system. She emphasized that if
the current computer system failed, the library could not function. She reported that 2,127 Lodi
residents use Stockton's online integrated library system and 377 use Sacramento's.
With the aid of an overhead projector, Christine Lavond, Library Board Trustee, demonstrated
Stockton and Sacramento's online integrated library systems.
Ms. Woodruff reported that 2001 statistics indicated that 73% of Lodi residents have a computer
and 64.2% have internet access. The current in-person usage of the Lodi Library averages 100
per hour, 25,500 per month, and 306,000 per year. She pointed out that an internet accessible
library computer system would help to attain the City Council's major goal/objective to ensure an
efficient and productive City organization through: 1) enhancing access to information through
technology, and 2) improving customer service.
Ms. Woodruff outlined the following alternatives:
1. Partnering with Stockton -San Joaquin County Library — $125,000 for the first year; technical
staff would be provided by the Stockton Library; with an annual $35,000 maintenance fee
($20,000 of which is currently in the Lodi Library's operating budget);
2. Stand alone system — estimated at $225,000 in addition to the need to hire technical staff;
3. Replace existing hardware and migrate data to a new system — $25,000 in addition to labor
costs for an outside technical assistant to migrate the data.
Council Member Land recalled that alternative one was previously considered by Council (January
2, 2003) and failed by a vote of 2-3.
Continued March 20, 2003
City Manager Flynn noted that in addition to the library's request for an integrated library system,
which will be considered again in the 2003-05 budget, they are requesting a $125,000 shift of
medical costs to the City's general fund. He stated that the library's budget is inherently
problematic due to its funding which is derived from 2% of the annual property tax. He believed
that the long term needs of the library should be addressed.
Darla Gunning, President of the 49-99 Library Cooperative, stated that Lodi is the only city within
the six counties that they serve without an internet accessible library computer system.
Ms. Gunning reported that grant funding may be available for connectivity needs, i.e. hardware
and broadband access, but not for software.
Nancy Martinez, Library Services Director, estimated that of the $125,000 needed to partner with
the Stockton -San Joaquin County Library's integrated library system, $5,000 to $10,000 is for
hardware.
Mr. Flynn reported that there is $600,000 in the Lodi Library trust fund, and indicated that due to
the City's budget constraints, the trust fund should be considered as a funding source for the
integrated library system.
Ms. Lavond replied that the trust fund is generally not used for operational purposes.
Ms. Gunning warned that data may be lost if the library's system crashes and it could take four to
six months to get up and running again on a new system.
Steve Mann, Information Systems Division Manager, cautioned that if alternative three were
attempted, the old software may not run on a new server. He indicated that the data migration
might be accomplished using current staff; however, it would not be a simple or quick process.
Council Member Hansen suggested a 50/50 cost split between the library's trust fund and the
City's general fund for alternative one (i.e. partnering with the Stockton -San Joaquin County Public
Library).
In reply to Mayor Hitchcock, Mr. Mann explained that the library's software is very complex and
could not be designed in-house.
Ms. Gunning interjected that most large libraries migrate to new computer systems every three to
five years.
Mr. Flynn explained that a motion to reconsider an item must be made by a Council Member who
voted on the prevailing side; otherwise, if this request was approved in the 2003-05 budget it
would likely not be implemented until late summer or fall.
Addressing the Board, Mayor Hitchcock asked them to inform the Council in the future, whether
they would be willing to fund the integrated library system with a 50150 cost split as Council
Member Hansen had suggested.
Ms. Martinez introduced the following individuals who were also in attendance: Janet Berreth,
President, Friends of the Lodi Public Library; JoAnne Rantz, Lodi Public Library Foundation;
Stephanie Allen, Literacy Project Coordinator; Sandy Smith, Reference Librarian; Behjat
Kerdegari, Reference Librarian; and Jim Tinder, Children's Librarian.
C. COMMENTS BY THE PUBLIC ON NON -AGENDA ITEMS
None.
2
Continued March 20, 2003
D. ADJOURNMENT
There being no further business to come before the City Council, the meeting was adjourned at
8:05 p.m.
ATTEST:
Susan J. Blackston
City Clerk