HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES May 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting Wednesday, May 28, 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 April 23, 2008 regular meeting
V. Orders of Business

A. Receive Report from Rob Lee of Hayashi & Wayland Regarding New Format For Library Financial Statements

B. Accept Carmel Public Library Foundation (CPLF) Third Quarter Disbursement Of Funds in the Amount of $59,946

C. Approve Authorization of CPLF to Facilitate the Receipt and Sale, on Behalf of The Library Board of Trustees, of the Robert Evans, Sr. Bequest of Stock and Instruct CPLF to Contribute the Proceeds to an Endowment for Supplemental Funding for Library Staffing

D. Consider Staff Recommendation to Contribute Partial Funding for Installation Of a Mist Fire Protection System for the Local History Vault to the City of Carmel
E. Receive and Review the Proposed FY 08/09 Annual Budget

VI. Librarian’s Report

VII. Treasurer’s Report: Accept March 31, 2008 Financial Statement and Draft April 30, 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
May 28, 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, Ungaretti, Swift

ABSENT: None

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

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

There were no announcements.

IV. APPEARANCES

There were no appearances.

V. APPROVAL OF MINUTES

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

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

VI. ORDERS OF BUSINESS

A. Receive Report from Rob Lee of Hayashi & Wayland Regarding New Format for Library Financial Statements.

The Library Director introduced CPA Rob Lee who specializes in non-profit accounting. Mr. Lee explained the proposed new format for the library financial statements which will combine monthly activity into one statement which will be in compliance with current nonprofit accounting standards and which will embody recommendations made in the FY 06/07 audit. Activity will be represented
using the new categories Unrestricted, Temporarily Restricted and Restricted. The new format will be used at the beginning of the FY 08/09 in July 2008.

B. Accept Carmel Public Library Foundation (CPLF) Third Quarter Disbursement of Funds In the Amount of $59,946.

Board member SWIFT moved to accept the CPLF Third Quarter Disbursement, seconded by Board member MOSHER and carried by the following roll call vote:

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

C. Approve Authorization of CPLF to Facilitate the Receipt and Sale, on Behalf of the Library Board of Trustees, of the Robert Evans, Sr. Bequest of Stock and Instruct CPLF to Contribute the Proceeds to an Endowment for Supplemental Funding for Library Staffing.

Carmel Public Library Foundation Director Carol Nordahl reported that the attorney for the Robert Evans estate had sent a copy of the will to the Foundation and that son Robert Evans Jr. had contacted her. She stated that the unrestricted bequest of stock is designated for the Harrison Memorial Library, but that the Foundation may be able to facilitate settlement of the bequest through the Foundation Merrill Lynch brokerage account, after which the Library Board could designate use of the funds. Approval for this action will depend upon approval by the Estate attorney and executor.

Board member SWIFT moved to work with the Library Director to draft a letter of authorization to enable CPLF to facilitate settlement of the bequest, seconded by Board member MOSHER and carried by the following roll call vote:

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

D. Consider Staff Recommendation to Contribute Partial Funding for Installation of a Mist Fire Protection System, for the Local History Vault, to the City of Carmel.

Ms. Cubbage reported that the estimated $90,000 cost for the Mist System was not in the City draft budget at this time, but that a commitment for funding from the Library Board might encourage the Council to include the project in the budget.

Board member MOSHER moved approval to contribute one half of the cost of the Mist System fire protection installation, seconded by Board member UNGARETTI and carried by the following roll call vote:

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

E. Receive and Review the Proposed FY 08/09 Annual Budget

Ms. Cubbage stated that the budget has been formatted to mirror the new combined financial statement form. She reviewed the line item budget expenses including some new categories that were recommended in last year’s audit and answered questions from the Board. Library reserves will be discussed at the June meeting.

Board member SWIFT moved approval to accept the proposed FY 08/09 budget in the amount of $381,875, seconded by Board member UNGARETTI and carried by the following roll call vote:

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

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly statistics.

VIII. TREASURER'S REPORT

Board member MOSHER moved to accept the March 31, 2008 Financial Statement and check register and Draft April 30, 2008 Financial Statement and check register, seconded by board member UNGARETTI and carried by the following roll call 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 June 25, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator


Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees