HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDAS & MINUTES 23 April 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting Wednesday, April 23, 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 March 26, 2008 regular meeting

V. Orders of Business

A. Receive Report from Reference Head Jean Chapin Regarding End Cap Shelving at the Main Library Building

B. Receive Report from Local History Librarian Rose McLendon Regarding Disaster Preparedness Plan

C. Accept Friends of the Library Annual Gift in the Amount of $18,000

D. Accept Carmel Public Library Foundation Gift of 2008 Community Foundation Disbursement in the Amount of $22,672

E. Approve Closure of the Main Library Building for Carpet Cleaning

VI. Librarian’s Report

Monthly Statistics
Installation of Wireless Capability at Park Branch
Envisionware Computer Timing Software
Update on Self-Check Machines

VII. Treasurer’s Report: Approve March 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
April 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, Thodos, Ungaretti

ABSENT: Swift

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

III. ANNOUNCEMENTS FROM LIBRARY BOARD & DIRECTOR

President Irvine announced that the City Council approved the Memorandum of Agreement at the April 3, 2008 meeting.

IV. APPEARANCES

There were no appearances.

V. APPROVAL OF MINUTES

Board member MOSHER moved approval of the minutes of the March 26, 2008 regular meeting, seconded by Board member UNGARETTI and carried by the following roll call vote:

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


VI. ORDERS OF BUSINESS

A. Receive Report from Local History Librarian Rose McLendon Regarding Disaster Preparedness Plan.

Ms. McLendon reported that she attended the first session of a two-part disaster preparedness program sponsored by the State Library California Preservation Program which is funded by the federal National Endowment for Humanities. Each participant will prepare a formal Disaster Preparedness Plan for his or her agency. Ms McLendon reported that she will prepare a plan for each library building and that the finished plans will require staff training. Workshop program leaders will visit facilities and can be hired for consultation. The second session is scheduled for June 20, 2008.

B. Receive Report from Reference Head Jean Chapin Regarding End Cap Shelving at the Main Library Building.

Ms. Chapin reported that new shelving has been installed at the ends of library shelving in the fiction and nonfiction stacks for special subject oriented book displays. These displays are part of the library Reader’s Advisory activity and Ms. Chapin reported that many of the display books are being checked out.

C. Accept Friends of the Library Annual Gift in the Amount of $18,000.

Board member MOSHER moved to accept the Friends Annual Gift, seconded by Board member IRVINE and carried by the following roll call vote:

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

D. Accept Carmel Public Library Foundation Gift of 2008 Community Foundation Disbursement in the amount of $22,672.

Board member MOSHER moved to accept the Carmel Public Library Foundation gift, seconded by Board member IRVINE and carried by the following roll call vote:

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

E. Approve Closure of the Main Library Building for Carpet Cleaning.

Ms. Cubbage reported that the Main Library carpet was installed a year ago and has not been cleaned.

A company has been contacted that uses the correct procedure for cleaning carpet tiles and has been scheduled to do the cleaning on Saturday, May 17, which will give a day for drying before opening the library on Monday.

Board member MOSHER moved approval to close the Main Library on May 17, 2008 for carpet cleaning, seconded by Board member UNGARETTI and carried by the following roll call vote:

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

VII. LIBRARIAN'S REPORT

Ms. Cubbage reviewed monthly statistics. She reported that the State Library now collects statistics for online search activity. A State Library online conference regarding tracking online search activity has been scheduled which will be attended by Rose McLendon, Amy Rector and the Library Director. Ms. Cubbage also reported that another online book service, Net Library, would be added which offers children’s books as well as adult books. Wireless capability has been completed in the Park Branch Library. Ms. Cubbage also reported that in May Envisionware computer timing software will be installed in the Main Library reference public computers and that users will be able to access the computer with their library card.

VIII. TREASURER'S REPORT

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

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

IX. ADJOURNMENT

There being no further business to come before the Board, the President declared the meeting adjourned at 9:42 a.m. The next regular meeting of the Library Board will be May 28, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees