HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES October 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Special Meeting
October 29, 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 September 24, 2008 regular meeting

V. Orders of Business

A. Receive FY 08/09 City of Carmel Budget Report Presentation by City Administrator Rich Guillen

B. Receive Report on Library Strategic Plan First Year Activities

C. Accept Carmel Public Library Foundation FY 07/08 Fourth Quarter Distribution In the amount of $74,750 and FY 08/09 First Quarter Distribution in the amount of $59,653

D. Approve Joint Library Board of Trustees and Library Foundation Board Meeting On November 10, 2008

E. Receive Report on Updated Library Reserve Funds Projection

F. Approve Refinishing Maybeck Donor Acknowledgement Plaque at Main Library

G. Approve Co sponsorship With Carmel Public Library Foundation of Annual Donor Salute on January 25, 2009 at the Main Library Building

VI. Librarian’s Report

Monthly Statistics
Update on California State Library TBR Program Cuts

VII. Treasurer’s Report: Accept July 31, 2008 and August 31, 2008 Financial Statements

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
October 29, 2008

Board member Robert Irvine was sworn in for his reappointment to the Library Board by
City Clerk Heidi Burch.

I. CALL TO ORDER

The special meeting of the Harrison Memorial Library Board of Trustees of the City of Carmel-by-the-Sea was held on the above date at 9:07 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

Martha Mosher announced that a joint Library Board and Carmel Public Library Foundation Board special meeting will be held November 10, 2008 at 3:00 p.m. in the Sunset Center Babcock Room. The Library Director announced that that Pat Sand has been hired to fill the vacant 30 hour per week position in the Youth Services department.

IV. APPEARANCES

Carmel Public Library Foundation President Helen Breck announced that a special Foundation program is being planned for November 15th to benefit children’s programs and the sad news that Foundation Board member Ward Crockett has passed away.

V. APPROVAL OF MINUTES

Board member THODOS moved approval of minutes of the September 24, 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 FY 08/09 City of Carmel Budget Report Presentation by City Administrator

The Budget presentation was postponed until the November regular meeting.

B. Receive Report on Library Strategic Plan First Year Activities.

The Library Director reviewed the first year objectives of the six Strategic Plan goals and reported on which objectives had been accomplished during the past year and which objectives remained to do.

The Board discussed the possible impact, frequency and cost of producing a library newsletter for patrons, a second year objective for Goal 1 - making the library more accessible to users. Ms. Cubbage reported that the library has not implemented non-staff assisted interlibrary loan requests because of the concern that the fulfillment levels would be increased beyond staff capability to process them. She also reported that the staff cross training project was 5/8 complete and that an online training manual has been developed, that the volunteer program has been developed and that the proposed relocation of the Library Director office plan has been abandoned.

ITEM F. Approve Refinishing Maybeck Donor Acknowledgement Plaque at Main Library was moved forward on the agenda.

Architect Gretchen Flesher, who originally designed the Maybeck Plaque, appeared to present a draft printout of the arrangement of donor names on the refinished sign. Ms. Flesher proposed that the names be put on by computer driven laser engraving rather than the previous gold leaf letters to reduce expense, achieve uniformity of text and improve legibility. President Irvine observed that his name for his gift was not on the draft. The Carmel Public Library Foundation staff will proofread the list of donor names prior to refinishing the sign. Approval of the sign refinishing was forwarded to the November 10, 2008 special meeting.

C. Accept Carmel Public Library Foundation FY 07/08 Fourth Quarter Distribution in the Amount of $74,750 and FY 08/09 First Quarter Distribution In the Amount of $59,653.

Board member Mosher stated that part of the First Quarter Distribution in the amount of $1,260, classified as “Library Other” was a restricted gift for Local History from the Abalone Club.

Board member MOSHER moved to accept the Carmel Public Library Foundation Distributions including an Abalone Club restricted gift for Local History in the amount of $1,260, seconded by Board member THODOS and carried by the following role call vote:

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

D. Approve Joint Library Board of Trustees and Library Foundation Board Meeting on November 10, 2008.

Board member THODOS moved to approve the joint meeting, 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

E. Report on updated Library Reserve Funds Projection

The Library Director reported that gift revenue from the Foundation has increased the estimate of available library reserve funds to $101,692.

G. Approve Co Sponsorship with Carmel Public Library Foundation of Annual Donor Salute on January 25, 2009 at the Main Library Building.

Board member MOSHER moved to approve Co Sponsorship of the Donor Salute, seconded by Board member SWIFT and carried by the following vote:

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

VII. LIBRARIAN'S REPORT

Ms. Cubbage reported that the California State Library will reduce the Transaction Based Reimbursement funds to libraries by 10% which represents approximately $2,500 of budgeted State Library Revenue. Ms. Cubbage reviewed library statistics and reported that library magazine title subscriptions are being changed and that new subscriptions will begin arriving in January.

VIII. TREASURER'S REPORT

Board member THODOS moved to accept the July 31, 2008 and August 31, 2008 Financial Statements, 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 10:30 a.m. There will be a special meeting on November 10, 2008. The next regular meeting of the Library Board will be November 26, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees