Thousand Twenty Six Library Board of Trustees Meeting (Jan 08, 2026)

The January 8, 2026, meeting of the Library Board of Trustees convened with a quorum to review financial reports, discuss staffing updates, and address the lack of attendance at the initial strategic planning workshop. The Board also considered administrative reports regarding community partnerships and grant sustainability before concluding with public comment and adjournment.

Consent Calendar

• No specific consent items were explicitly listed for unanimous approval in the transcript; the Board moved directly to discussion of the minutes and financial reports.

Public Comments & Testimony

• No members of the public attended the public comment portion of the meeting; the Chair noted the absence of attendees.

Discussion Items

• Financial Reports:

  • Trustee Markle questioned the significant increase in vehicle fuel and oil costs (+279%), which exceeded the $420 budget by appearing to reach $1,100. Library Director Joey Holt explained that national fuel price increases drove this discrepancy, that a contingency fund exists to cover it, and that future budget builds will account for these shortfalls. He noted he lacks direct control over budget transfers, which are typically handled by the Finance Department at year-end.
  • Discussions clarified the 'Gift Fund' mechanics: Finance does not pull forward the $65,000 received from the Friends of the Library until February. The current report showing a $6,200 variance is due to this timing delay, not overspending. This process is compared to the state's 'work program' or 'true-up' system.
  • Encumbrances were defined as money earmarked for future spending (e.g., purchase orders) that has not yet been paid. The disappearance of encumbrances in the periodicals line item (500645) was attributed to closed purchase orders.

• Staffing and Administrative Reports:

  • The Director reported that a Senior Library Assistant position filled by an internal candidate (name withheld pending onboarding) will eventually transition to an Administrative Clerk role. The Workforce Development position is currently being processed with interviews expected within the month.
  • Community programming updates highlighted consistent attendance at 'Scene' (Saturday) and Sunday programming, the latter introduced in response to user requests for weekend activities. A 'Myth Writing Workshop' for teens and adults was announced, pending speaker confirmation.
  • Strategic Plan Workshop:
    • The Director reported the first strategic planning workshop was a failure with zero attendance. Trustee Linaroga and staff identified the marketing media as misleading, as it did not clearly communicate that the workshop required a four-hour commitment on two separate days. Consequently, the second session was cancelled to avoid paying the consultant for an empty room.
    • The Board discussed strategies to improve attendance, including potential incentives, clarifying time commitments, and leveraging the Friends of the Library luncheon for promotion.
    • Survey results showed over 300 submissions compared to roughly 100 in 2019, indicating higher public engagement through digital means.

• Grants:

  • The Director outlined a philosophy of prioritizing grant sustainability over volume. The library is avoiding heavy reliance on federal grants (e.g., IMLS/LSTA) due to political instability and potential funding cuts. The recent $5,000 state collection development grant was used to purchase Spanish-language audiobooks to supplement the lack of Spanish ebooks, addressing specific community needs identified through circulation data.

Key Outcomes

• Strategic Plan: The Board acknowledged the failure of the first workshop session and agreed that the consultant and staff would pivot strategies to improve attendance for subsequent sessions, with the Director to advocate for attendance through Friends of the Library events and other channels.
• Staffing: The library is moving to a state of being 'almost fully staffed,' with an internal candidate accepted for the Senior Library Assistant role pending formal documentation.
• Budget Adjustments: The Director committed to adjusting future budget line items for fuel and oil to reflect the observed 279% cost increase, ensuring the library remains under budget despite current variances.
• Community Outreach: The Sunday programming series will continue beyond the summer reading challenge as a direct response to community need.