HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES AGENDA & MINUTES June 2008

HARRISON MEMORIAL LIBRARY BOARD OF TRUSTEES
AGENDA
Regular Meeting June 25, 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 May 28, 2008 regular meeting

V. Orders of Business

A. Receive Report From Youth Services Staff Regarding “Catch the Reading Bug” Summer Reading Program

B. Approve Staff Recommendation to Consolidate Library Checking Accounts
C. Approve FY 07/08 End of Year Budget Amendment and FY 08/09 Budget Amendment

D. Review Library Budget Reserve Projection

VI. Librarian’s Report

Statistical Review
Park Branch Basement Update

VII. Treasurer’s Report: Accept April 30, 2008 Financial Statement and Check Register and May 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
June 25, 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

Martha Mosher reported that a local Girl Scout troop purchased and donated 10 books for the Youth Services collection. Robert Irvine reported that the City Council approved $45,000 for half the cost of a Mist System for the Local History department in their 08/09 budget. The Library Director reported that the Council has also approved a part time library office assistant position in the 08/09
budget.

IV. APPEARANCES

Carmel Public Library Foundation Director Carol Nordahl reported that proceeds from the Robert Evans estate were received in cash and stock and that the stock has been sold. The proceeds will total approximately $74,500.00.

V. APPROVAL OF MINUTES

Board member MOSHER moved approval of the minutes of the May 28, 2008 regular meeting, seconded by Board member UNGARETTI and carried by the following roll call vote:

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

VI. ORDERS OF BUSINESS

A. Receive Report from Youth Services Staff Regarding “Catch The Reading Bug” Summer Reading Program.

Youth Services Librarian Grace Melady and Elinda Hardy discussed the planned activities for The June 27 through August 9 program and displayed prize items. Ads for the program will run in the Monterey Herald and Carmel Pine Cone newspapers.

B. Approve Staff Recommendation to Consolidate Library Checking Accounts.

Board member THODOS moved to approve the staff recommendation to close the restricted checking account after all FY 07/08 checks have cleared and transfer any remaining funds into the Operating checking account, seconded by Board member SWIFT and carried by the following roll call vote:

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

C. Approve FY 07/08 End of Year Budget Amendment and FY 08/09 Budget Amendments.

The Library Director reported that a number of Contractual Services items approved by the Board for delivery services, library cleanings, legal fees and local history materials storage fees had not been added to the FY 07/08 budget and that additional Contractual Services invoice items have been received which need to be included in the library FY 08/09 budget.

Board member MOSHER moved to approve amending the FY 07/08 Contractual Services budget by $14,229 to a total of 42,929, 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

Board member SWIFT moved to approve amending the FY 08/09 budget by 9,110 for a new FY 08/09 total of $390,985, seconded by Board member THODOS and carried by the following roll call vote:

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

D. Review Library Budget Reserve Projection

Ms. Cubbage reported that an estimated $72,000 in reserve funds will be available, in addition to maintaining an operating reserve equal to one half of the FY 08/09 approved budget and paying $45,000 for a mist system.

VII. LIBRARIAN'S REPORT

Ms. Cubbage reported that the City has completed the Park Branch basement project which has achieved mold containment. Board members questioned maintaining the basement bathrooms and requested more information from the Building Maintenance Supervisor. Ms. Cubbage reviewed the rising numbers shown in library statistics and reported that there are fewer books now in the lobby new book section. Some shelving was lost to install the self check out machine and a new policy has been adopted defining “new” as nine months old or newer. Some of the books shelved in the section had been two to three years old. Older books will now be moved to the stacks.

VIII. TREASURER'S REPORT

Board member MOSHER moved to accept the April 31, 2008 Financial Statement and check register and May 31, 2008 Financial Statement and check register, seconded by board member THODOS 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 9:40 a.m. The next regular meeting of the Library Board will be July 23, 2008.

Respectfully submitted,


_________________________________________
Stephanie Pearce, Administrative Coordinator

Approved by:


_________________________________________
Robert Irvine, President
Harrison Memorial Library Board of Trustees