HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES September 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting
September 24, 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 August 27, 2008 regular meeting

V. Orders of Business

A. Receive CD Presentation of the August Friends of the Library Book Sale

B. Receive Staff Report Regarding the Robinson Jeffers “Big Read” Program at Park Branch October 14, 2008

C. Approve Carmel Public Library Foundation Request to Hold an Arts & Literary Event at the Main Library on Sunday, November 23, 2008

D. Approve FY 08/09 Budget Amendment Reductions in the Amount of $60,095 and Approve Amended FY 08/09 Budget in the Amount of $321,780

E. Receive Informational Materials on Local Agency Investment Fund

F. Approve Cancellation of the Regular October 24, 2008 Library Board Meeting and Scheduling a Special Meeting on October 29, 2008.

VI. Librarian’s Report

Monthly Statistics
Resignation of YS Staff Elinda Hardy
Park Branch Manhole Cover Update

VII. Treasurer’s Report: Accept Draft July 31, 2008 Financial Statement and Check Register And Draft August 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
September 24, 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
Stephanie Pearce, Administrative Coordinator

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

The Library Director announced that Administrative Coordinator Stephanie Pearce will retire in December.

IV. APPEARANCES

Richard Flower appeared in his capacity of Local History volunteer to compliment the superior quality of the resources of the Local History department and the excellent work of Local History Librarian Rose McClendon. Mr. Flower advocated that the information retrieval systems be upgraded to give greater access to the materials for individual researchers and recommended that additional staff are needed in Local History.

Carmel Public Library Foundation President Helen Breck announced that the Foundation will begin an Annual Campaign funding drive in November and complimented the needs assessment provided by the library staff. She stated that the Foundation seeks to increase the donor base and requested that a joint Foundation Board and Library Board meeting be held in November.

V. APPROVAL OF MINUTES

Board member MOSHER moved approval of minutes of the August 27, 2008 regular meeting, seconded by Board member UNGARETTI and carried by the following role call vote:

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

VI. ORDERS OF BUSINESS

A. Receive CD presentation of the August Friends of the Library Book Sale.
The Board viewed a CD produced by Barry Kohler of the August sale. Friends President Judy Cunningham announced that this year’s sale grossed $22,000.

B. Receive Staff Report Regarding the Robinson Jeffers “Big Read” Program at Park Branch October 14, 2008.

Reference Head Jean Chapin and Local History Librarian Rose McClendon reported on the library activities which are planned for the National Endowment of the Arts sponsored Robinson Jeffers “Big Read” program which will occur in October. There will be a display of the circulating collection of Jeffers’ books at the Main Library and a reception in Local History on October 14, featuring a display of non circulating Jeffers’ materials and Taelen Thomas reciting Jeffers’ poetry.
Many other events will occur all over the Monterey peninsula.

C. Approve Carmel Public Library Foundation request to hold an Arts & Literary Event at the Main Library on Sunday, November 23, 2008.

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

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

D. Approve FY 08/09 Budget Amendment Reductions in the Amount of $60,095 and Approve
Amended FY 08/09 Budget in the Amount of $321,780.

Library Director Cubbage reported that library department heads selected items to cut from the FY 08/09 budget and listed them in priority order of maintaining items if possible. Many of the eliminated programs, equipment and services were second year Strategic Plan goals which had not yet been initiated. After these items were cut, reductions to book and program budgets were made.

Board member MOSHER moved to approve the budget amendment reduction items and the amended FY 08/09 $321,780 budget, seconded by Board member SWIFT and carried by the following role call vote:

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

E. Receive Informational Materials on Local Agency Investment Fund

Administrative Coordinator Stephanie Pearce reported on the history of investing library reserve monies prior to establishment of the library LAIF account in 1986. Board members concurred that the safety and liquidity of the fund was appropriate to library needs.

F. Approve Cancellation of the Regular October 24, 2008 Library Board Meeting and
Scheduling a Special Meeting on October 29, 2008.

The Library Director recommended that the meeting be rescheduled to October 29, when she will be back from her vacation.

Board member MOSHER moved approval to reschedule the meeting, seconded by Board member UNGARETTI and carried by the following vote:

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

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly library activities and statistics and announced that Youth Services department staff member Elinda Hardy has resigned. She reported that the City Building Services department will schedule repair of the Manhole cover area outside Park Branch soon.

VIII. TREASURER'S REPORT

Board member MOSHER moved to accept the Draft July 31, 2008 and Draft August 31, 2008 Financial Statements and check registers, seconded by Board member UNGARETTI 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 10:10 a.m. The next regular meeting of the Library Board will be October 29, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees