HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES January 2008

Regular Meeting
City Hall
January 23, 2008 Wednesday, 9:00 A.M.
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 December 19, 2007 regular meeting

V. Orders of Business

A. Approve Update of LAIF Authorization For Transfer of Funds Form

B. Accept Carmel Public Library Foundation Second Quarter Disbursement in the Amount of $65,212.00 for FY 07/08 Unbudgeted Special Items

C. Receive Ad Hoc Committee for Library Study Recommendations Report Update

VI. Librarian’s Report
Monthly Statistics
Library Staff Announcements

VII. Treasurer’s Report: Approve December 31, 2007 Financial Statement and Check Register

VIII. Adjournment

MINUTES
HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
CITY OF CARMEL-BY-THE-SEA
January 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, Mosher, Swift, Thodos

ABSENT: Board Member Ungaretti

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

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

The Library Director reported that Michael Green and Associates CPA firm has been sold to Hayashi & Wayland. The library financial statements will be prepared by Hayashi & Wayland and William Longacre will continue to do the library bookkeeping. Board member John Thodos requested that a board member discussion of long-range plans and goals for the library’s future be scheduled. The subject will be included on the next meeting agenda.

IV. APPEARANCES

Richard Flower, a member of the Carmel Residents Association Board of Directors, stated that the Board had reviewed the John Goss Study and the draft memorandum of understanding between the Board of Trustees and the City of Carmel. He stated that the library should have the privilege of requesting additional staff support from the City for expanded hours and that the option to request City support should be maintained in the agreement.

V. APPROVAL OF MINUTES

Board member MOSHER moved approval of the minutes of the December 19, 2007 regular meeting, seconded by Board member THODOS and carried by the following roll call vote:

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

VI. ORDERS OF BUSINESS

A. Approve Update of LAIF Authorization For Transfer of Funds Form.

Board member MOSHER moved to approve the updated LAIF form, seconded by Board member THODOS and carried by the following roll call vote:


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

B. Accept Carmel Public Library Foundation Second Quarter Disbursement in the amount of $65,212.00 for FY 07/08 Unbudgeted Special Items.

The Library Director reported that supplemental funding for budgeted materials and programs is not necessary at this time and recommended a number of expenditures to implement various first year and second year objectives contained in the library’s strategic plan. The Board discussed the proposed list: weekly delivery of books between buildings, display shelves in Main Library, public use color printers, timing software for public computers, wireless access at Park Branch, bi-annual cleaning services for library buildings and self-checkout machines. Ms. Cubbage reported that self- checkout offered the convenience of speed and improved privacy to borrowers and stated that personal book checkout by library staff will always be an option.

Board member MOSHER moved approval of accepting the Second Quarter Disbursement, seconded by Board member THODOS, and carried by the following roll call vote:

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

C. Receive Ad Hoc Committee for Library Study Recommendations Report Update

Martha Mosher reported that working with San Mateo attorney John Shupe has proved to be inconvenient due to distance and that the committee has retained attorney Chris Panetta to conduct MOU negotiations with the City.

VII. LIBRARIAN'S REPORT

Ms. Cubbage reported that the library was very busy on the weekend of the big storm. The Overdrive service statistics show that downloading on-line books is increasing. The very popular “Read to a Dog” program will begin again in Youth Services. Ms. Cubbage also announced that Jean Chapin has been hired as the Head of Reference and will begin February 1 and that Stephanie Pearce has been assigned to the Library office two afternoons a week.

VIII. TREASURER'S REPORT

Board member MOSHER moved to approve the December 31, 2007 Financial Statement and Check Register, seconded by board member IRVINE, and carried by the following roll call vote:

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

IX. ADJOURNMENT

There being no further business to come before the Board, the President declared the meeting adjourned at 9:40 a.m. The next regular meeting of the Library Board will be February 27, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator


Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees