HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDAS & MINUTES February 2008

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

V. Orders of Business

A. Election of Library Board of Trustees Officers for 2008

B. Receive Ad Hoc Committee for Library Study Recommendations Report and Approve Draft Memorandum of Agreement

VI. Librarian’s Report

Monthly Statistics

Recruitment for Head of Reference

Possible Elimination of California State Library Transaction Based Reimbursement Program

VII.Treasurer’s Report: Approve January 31, 2008 Financial Statement and Check Register

VIII. Adjournment

MINUTES
HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
CITY OF CARMEL-BY-THE-SEA
February 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, Thodos

ABSENT: Swift, Ungaretti

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

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

Ms. Cubbage reported that she will be on vacation March 21 through April 4 and that Local History Librarian Rose McLendon will attend the March 26 regular meeting. Reference Librarian Jean Chapin will attend the annual Friends of the Library Literary tea on March 30 at the Church of the Wayfarer at 2 p.m.

IV. APPEARANCES

There were no appearances.

V. APPROVAL OF MINUTES

Board member MOSHER moved approval of the minutes of the January 23, 2008 regular meeting, seconded by Board member THODOS and carried by the following roll call vote:

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


VI. ORDERS OF BUSINESS

A. Receive Ad Hoc Committee for Library Study Recommendations Update.

President Irvine reported that a meeting with City officials to review the proposed Memorandum of Agreement was held on Tuesday the 26th. The Board will hold a special meeting on March 6 to vote on approval of the proposed Memorandum.

B. The new Reference Department Head Jean Chapin was introduced to the Board. Ms. Chapin began work on February 1.

C. Receive Report from Circulation Staff Regarding “Playaway” preloaded MP3 Players.

Circulation Supervisor Amy Rector demonstrated and described the new format of audio book that has no CD’s or cassettes, which will soon be available to patrons. Staff is testing the units and they will be shelved with audio book materials in other formats.

D. Approve FY 08/09 Recommendation for City Council Annual Work Plan Library Fiscal Year Project.

Ms. Cubbage reported that she recommends installation of a dry pipe pump activated sprinkler system for the Local History vault. This system eliminates the possibility of water leaking because water doesn’t sit in the pipes, providing a safer environment for the local history materials. Installation of a dry pipe system is included in the library strategic plan. Three companies have been contacted for cost estimates.

Board member MOSHER moved to approve endorsement of the staff recommendation, seconded by Board member THODOS and carried by the following roll call vote:

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

E. Approve Carmel Public Library Foundation Request to Hold a Special Reception Celebrating the Completion of the Donor Maybeck Plaque at the Main Library Building on Sunday, June 1, 2008.

Board member MOSHER moved approval to cosponsor the Special Reception, seconded by Board member THODOS and carried by the following roll call vote:

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

F. Accept Carmel Public Library Foundation Target Corporate Grant for the 2008 Summer Reading Program in the amount of $2,500.

Board member MOSHER moved approval to accept the Target Grant, seconded by Board member THODOS and carried by the following roll call vote:

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

G. Approve Authorization of Two Library Wells Fargo Bank Credit Cards for Library Purchases.

The Library Director reported that credit cards are frequently needed to expedite online orders for library materials and registrations for staff conferences and training. She recommended that the library apply for a card for the Library Director with a credit limit of $5,000 and a card for the Circulation Supervisor with a credit limit of $5,000.

Board member THODOS moved approval to authorize two Wells Fargo Bank Cards for library purchases, seconded by Board member IRVINE and carried by the following roll call vote:

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

H. Approve a One Day Monday Closure of the Library for SirsiDynix Staff Training On Upgraded Circulation System Software Program.

Ms. Cubbage reported that the new circulation system software has many differences from the previous software and that staff needs training to become familiar with it. Both libraries are only open for a half-day on Monday. A specific date has not been set.

Board member MOSHER moved approval to close the library on a Monday for staff training, seconded by Board member THODOS and carried by the following roll call vote:

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

I. Trustees’ Discussion of the Subject: What Do The Members Envision for the Library in the Year 2030.

Members and the Library Director discussed ideas and possibilities for the library in the future. The meeting was opened to public comment. Jean Grace, Carol Nordahl and Angie Irvine spoke to the issue.

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly statistics and noted that patron visit numbers are growing. The library will initiate a “roving librarian” activity to ask patrons if they need help.

VIII. TREASURER'S REPORT

Board member IRVINE moved to approve the January 31, 2008 Financial Statement and check register, seconded by board member THODOS and carried by the following roll call vote:

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

IX. ADJOURNMENT

There being no further business to come before the Board, the President declared the meeting adjourned at 10:15 a.m. The next regular meeting of the Library Board will be April 23, 2007.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator


Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees