HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES July 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting Wednesday, July 23, 2008 9:00 A.M.

City Hall East Side of Monte Verde between Ocean & Seventh Avenues

I. Roll Call: Robert Irvine, Martha Mosher, John Thodos, Denise Swift, Elisabeth Ungaretti

II. Announcements From Board Members and Director

III. Appearances
Anyone wishing to address the Library Board on items within its jurisdiction may do so now. Please rise, state your name and the matter on which you wish to speak.
Matters not appearing on the Library Board agenda will not receive action at this meeting. Presentations will be limited to three minutes, or as established by the Library Board of Trustees.

IV. Approval of minutes of June 25, 2008 regular meeting

V. Orders of Business

A. Receive Report From Carmel Public Library Foundation Director Carol Nordahl Regarding Foundation Funding for Library FY 08/09 Budget

B. Approve Proposed Statement of Concern about Library Resources

C. Accept Robert Evans Estate Bequest in the Amount of $74,431.22. Provide Direction for Allocation of Bequest Funds.

VI. Librarian’s Report

Statistical Review
Library Audit Schedule

VII. Treasurer’s Report: Accept June 30, 2008 Draft Financial Statement and Check Register

VIII. Adjournment

Any writings or documents provided to a majority of the Harrison Memorial Library Board of Trustees regarding an item on this agenda will be made available for public inspection in the Library Director’s office at the Park Branch library at the corner of Mission and Sixth during normal business hours.
MINUTES
HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
CITY OF CARMEL-BY-THE-SEA
July 23, 2008

I. CALL TO ORDER

The regular meeting of the Harrison Memorial Library Board of Trustees of the City of Carmel-by-the-Sea was held on the above date at the stated hour of 9:00 a.m. President Irvine called the meeting to order.

II. ROLL CALL

PRESENT: Board Members Irvine, Swift, Ungaretti

ABSENT: Board Members Mosher & Thodos

STAFF PRESENT: Janet Cubbage, Library Director
Stephanie Pearce, Administrative Coordinator

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

There were no announcements.

IV. APPEARANCES

Jean Grace announced that the Friends of the Library book sale would be held August 14-16 at the Church of the Wayfarer.

V. APPROVAL OF MINUTES

Board member SWIFT moved approval of the minutes of the June 25, 2008 regular meeting, seconded by Board member UNGARETTI and carried by the following roll call vote:

AYES: IRVINE, SWIFT, UNGARETTI
NOES: NONE
ABSENT: MOSHER, THODOS

VI. ORDERS OF BUSINESS

A. Receive Report from Carmel Public Library Foundation Director Carol Nordahl Regarding Foundation Funding for Library FY 08/09 Budget

Ms. Nordahl reported that the Foundation Board had met on July 21 to approve their current budget and had voted to reduce funding to the library in this budget due to current economic constraints.

Due to market volatility, the Foundation Finance Committee will conduct quarterly reviews. She reported that approximately $262,000, including the annual Community Foundation distribution, has been committed to library support. The Foundation FY 07/08 fourth quarter payment, which will be distributed in the Library FY 08/09 first quarter, will be the budgeted $75,000 amount. The Foundation FY 08/09 first quarter payment to the library will be approximately $57,000. Ms. Nordahl also stated that she will be leaving the Foundation at the end of August.

Treasurer Denise Swift recommended initiating assistance collaboration between the Library and Foundation Boards. She suggested that a joint meeting be held between the two Boards and recommended that the Foundation be asked to select a representative to attend Library Board meetings.

Board member SWIFT moved approval of initiating assistance collaboration, seconded by Board member UNGARETTI and carried by the following roll call vote:

AYES: IRVINE, SWIFT, UNGARETTI
NOES: NONE
ABSENT: MOSHER, THODOS
ABSTAIN: NONE

B. Approve Proposed Statement of Concern about Library Resources

The Library Director reported that a new form has been drafted for use when a library patron complains about library materials, as a result of the new Reference Head’s review of library policies.

Board member Swift recommended the addition of a statement asking whether an individual is a representative of an organization to the form.

Board member UNGARETTI moved to approve the draft Statement of Concern form with the added question, seconded by Board member SWIFT and carried by the following roll call vote:

AYES: IRVINE, SWIFT, UNGARETTI
NOES: NONE
ABSENT: MOSHER, THODOS
ABSTAIN: NONE

C. Accept Robert Evans Estate Bequest in the amount of $74,431.22. Provide Direction for Allocation of Bequest Funds.

Board member UNGARETTI moved to approve to accept the bequest and to move consideration of direction for allocation of the funds to the next meeting, seconded by Board member SWIFT and carried by the following roll call vote:

AYES: IRVINE, SWIFT, UNGARETTI
NOES: NONE
ABSENT: MOSHER, THODOS
ABSTAIN: NONE

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly library activities and statistics and reported that the library audit will be conducted August 7, 8, 13 and 14.

VIII. TREASURER'S REPORT

Board member UNGARETTI moved to accept the draft June 30, 2008 Financial Statement and check register, seconded by board member IRVINE and carried by the following roll call vote:

AYES: IRVINE, SWIFT, UNGARETTI
NOES: NONE
ABSENT: MOSHER, THODOS
ABSTAIN: NONE

IX. ADJOURNMENT

There being no further business to come before the Board, the President declared the meeting adjourned at 9:30 a.m. The next regular meeting of the Library Board will be August 27, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees