Board of Trustees of the St. Helena Public Library

Minutes of the Meeting of October 8, 2008

The regular meeting of the Board of Trustees was called to order at 5:05 p.m. Trustee Chairman Dr. Darter, Bonnie Long, Catarina Sanchez, and Julie Dickson were present, as were Friends representative Miriam Hess and Library Director Jennifer Baker. City Attorney Amy Valukevich was present for the first agenda item.

St. Helena Public Library Foundation. Amy reported that in response to the Finance Director’s concerns re the city’s fiduciary duties and the legality of the city transferring the funds it is currently holding in trust for the library to the new public library foundation, she will thoroughly research the issues and present her findings before the next meeting of the trustees.

A motion to approve the consent items was seconded and passed. The minutes of the meeting of September 10 were approved.

Library Director’s Report. Jennifer reported minor cuts in TBR and PLF funding, and assured the board that there is still a healthy CLSA reserve. She has made presentations to numerous local service groups and has appearances scheduled through January. She will follow up on a suggestion to report regularly in the Vineyard Valley newsletter.

Volunteer Fair September 30. Eight potential volunteers joined existing volunteers and numerous new ideas for library activity were broached (e.g. a teen BLOG designed by high school students.) Seven individuals unable to attend also contacted Jennifer expressing interest in volunteering. Good prospects for volunteer coordinator and assisting with adult programming have been identified.

Friends/Foundation/Board Retreat October 11. Jennifer reviewed the plans; agendas and packets will be e-mailed tonight and tomorrow. Attendance of 18 to 20 is expected (location is 990 College Avenue.)

Architectural Design/Remodel. Current activity centers upon renderings of and discussions concerning the single-point service desk, which will be a custom item. Jennifer reports that the planning phase is 75% complete. Then permits must be obtained and the bidding process begun. Actual construction will not begin until January. The board suggested that Jennifer study whether furniture items should be part of the RFP or obtained separately.

Friends of the Library. Miriam distributed the financial statement and reported that some board members are reluctant of late to fund requests which have not been made by Jennifer. The following MOTION was made, seconded, and adopted by the trustees: that henceforth, all requests to the Friends for funds will be generated by the board of trustees, with the recommendation of the library director, and include the amount sought and the purpose. Miriam also reported that the Friends membership form is being revised, and that the Friends holiday event will be Tuesday, December 9.

Wine Library Association. Julie reported that the revision and updating of the association’s website is progressing, thanks to board member Morgan Morgan and potential board member Bob Dye.

General Plan Update. Bonnie, who serves on the committee, reported that the contract with the facilitators is expected to be final October 14, and the kick off meeting is scheduled for October 16. There will be an informational booth at the Hometown Harvest Festival October 18. Community meetings on Adams Street are scheduled for November 10 and December 8. The trustees discussed their stance concerning protection of Barney’s Backyard, the viewshed, and space for library expansion as presented during previous considerations. Dr. Darter and Julie will attend the community meetings; the board recommended that Jennifer and possibly Leslie Stanton attend as well.

St. Helena Historical Society. There was no report in Lynda’s absence; Julie reported that the History of Oakville event October 7 was well attended and successful.

The meeting adjourned at 6 p.m.

Julie Dickson, recording secretary