HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES August 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting
August 27, 2008, Wednesday 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 July 23, 2008 regular meeting

V. Orders of Business

A. Receive Report From Youth Services Staff Regarding Summer Reading Program

B. Approve Carmel Public Library Foundation Request to Hold an Arts & Literary Event at the Main Library on Sunday, September 7, 2008 – 4 to 5:30 p.m.

C. Approve Closing Library on September 18, 2008 For City Annual Employee Recognition Party – 12 – 2:00 p.m.

D. Approve Library Board of Trustees’ Letter of Concern to Carmel Public Library Foundation Board Regarding Partial Non-Funding of FY 08/09 Library Budget

E. Receive FY 07/08 Audit

VI. Librarian’s Report

Statistical Review
Park Branch Basement Restrooms

VII. Treasurer’s Report: Accept June 30, 2008 Financial Statement and Draft July 31, 2008
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
August 27, 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, Mosher, Swift, Thodos, Ungaretti

ABSENT: None

STAFF PRESENT: Janet Cubbage, Library Director

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

Robert Irvine reported that the Carmel Public Library Foundation Board will hold a retreat on September 8th. He will be reporting about the role of the Trustees at the retreat. He commented that he had attended a going away lunch held at the library for Carmel Public Library Foundation Director Carol Nordahl. Martha Mosher commended Carol Nordahl for all she has done for the library. She also commended the Carmel Public Library Foundation Window for publishing Robert Irvine’s letter. Elizabeth Ungaretti praised Carol Nordahl for being such a joy to work with and John Thodos agreed.

IV. APPEARANCES

Carmel Public Library Foundation Director Carol Nordahl thanked the Trustees and commented that it had been a pleasure working with them. Jean Grace reported that the Friends of the Library book sale was very exciting and that people from as far away as San Francisco attended. She urged all present to get involved in the book sale next year.

V. APPROVAL OF MINUTES

Board member UNGARETTI moved approval of minutes of the July 23, 2008 regular meeting, seconded by Board member SWIFT and carried by the following role call vote:

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

VI. ORDERS OF BUSINESS

A. Receive report from Youth Services Staff regarding Summer Reading Program.

Youth Services Librarian Grace Melady and Library Assistant Elinda Hardy gave a recap of the programs that were presented for the Summer Reading Program. They reported that 296 children signed up for the Summer Reading Program this year, an 11% increase over last year. 167 of the children were from Carmel, but they had kids from all over the United States and even Hong Kong. This year they contacted local businesses for prizes, which they will do next year as well. They also ran ads in the Monterey County Herald, which they feel accounted for some of the increase in participation.

Ms. Melady and Ms. Hardy also reported on upcoming Youth Services events, including the resuming of story times and a bookmark contest sponsored by the Friends of Harrison Memorial Library that the department will be hosting. The library has also begun offering Homework Helper, an online service that offers real-time tutoring to kindergarten level through adult learners.

B. Approve Carmel Public Library Foundation request to hold an Arts & Literary Event at the Main Library on Sunday, September 7, 2008 – 4 to 5:30 p.m.

Board member MOSHER moved to approve the Carmel Public Library Foundation’s request, seconded by Board member UNGARETTI and carried by the following role call vote:

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

C. Approve closing Library on September 18, 2008 for the City Annual Employee Recognition Party -12 -2:00 p.m.

Board member MOSHER moved to approve closing the Library on September 18, 2008 for the City Annual Employee Recognition Party, seconded by Board member UNGARETTI and carried by the following role call vote:

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

D. Approve Library Board of Trustees’ Letter of Concern to Carmel Public Library Foundation Board regarding Partial Non-funding of FY 08/09 Library Budget.

President Robert Irvine requested approval from the Trustees to withdraw the letter because in his opinion the timing for the letter wasn’t good. He stated that the situation may have changed somewhat and he would rather wait until the Library Board has had a chance to meet with the Carmel Public Library Foundation Board. He also recommended that discussion of what to do with the Robert Evans bequest should be postponed until the Trustees know more about the funding of the budget. Board member Ungaretti commended Irvine for a well written letter.

The meeting was opened to public comment.

Jean Grace offered the opinion that a joint meeting with the Carmel Public Library Foundation is a good idea.

Helen Breck, incoming President of the Carmel Public Library Foundation Board, commented that the $60,000 budget reduction is not cast in concrete. CPLF will talk at their September 8th retreat about what they will be able to do with regard to funding the budget. The Carmel Public Library Foundation will begin reviewing their income on a quarterly basis.

There was further discussion as to the benefits of the Board of Trustees working with the Carmel Public Library Foundation.

Board member MOSHER moved approval to withdraw the letter for the time being, seconded by Board member SWIFT and carried by the following vote:

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

Board member UNGARETTI moved to approve an Ad Hoc Subcommittee to meet with the Foundation consisting of Robert Irvine and Elisabeth Ungaretti, seconded by Board member THODOS and carried by the following vote:

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

E. Receive FY 07/08 Audit

Board member Swift reported that auditor Joe Battilega, CPA gave the library a clean bill of health. He is impressed by the controls the Library has in place. The auditor suggested that the Board of Trustees might want to look into the Local Agency Investment Fund (LAIF), where the Library’s reserve funds are invested, to verify that the LAIF investments are solid. He also suggested that the Library Board might be able to get a higher rate of return from investing the reserve funds elsewhere. Board member Swift suggested having a conversation with a financial advisor.

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly library activities and statistics and reviewed City Building Services Supervisor Bernard Martino’s reasons for keeping the Park Branch restrooms operational.

VIII. TREASURER'S REPORT

Board member Swift reported that due to the changes to the Financial Report recommended by the auditor the July Financial Statement has been delayed.

Board member Thodos moved to accept the June 30, 2008 Financial Statement, seconded by Board member Mosher and carried by the following vote:

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

IX. ADJOURNMENT

There being no further business to come before the Board, the President declared the meeting adjourned at 10:03 a.m. The next regular meeting of the Library Board will be September 24, 2008.

Respectfully submitted,


_________________________________________
Janet Cubbage, Library Director

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees