Board of Trustees of the St. Helena Public Library

Special Meeting, November 7, 2008, 4:30 p.m.

The special meeting of the Board of Trustees was called to order at 4:30 p.m. Trustee Chairman Dr. Darter, Lynda Burton and Bonnie Long were present, along with Library Director, Jennifer Baker and Friends of the Library, Miriam Hess, Bob Brownscombe and Dolores Torrigino.

The purpose of the meeting was to discuss the General Plan Update Committee’s (GPUC) upcoming workshop regarding the development of the Adams Street property adjacent to the library. The workshop was to be held Monday, November 10 at 6pm at the Napa Valley College North Campus.

Bonnie Long, who also serves on the GPUC explained the proposed format of the workshop and how the Library Board, Friends and other members of the public would participate.

The Board began with a review of its original position on the Adams Street property development which was approved in 2003. Some minor changes were proposed and approved and Jennifer was elected to create supporting documents and illustrations of the Board’s new position. Jennifer was also asked to share these documents and illustrations with the consulting firm working with the GPUC that would be making a presentation on behalf of various stakeholders at the workshop.

Following a number of emails between the Planning Department, the City Attorney, Bonnie Long and Jennifer Baker, it was the understanding of the Trustees at the beginning of this meeting that in order for more than two members of the Trustees to participate (including Bonnie who would be present as a facilitator and representative of the GPUC) at the workshop, the event would have to be noticed as a joint meeting between the GPUC and the Library Board of Trustees which would occur.

During the meeting, Greg Desmond, the City’s Associate Planner, arrived and told the Trustees that it was not possible to notice the meeting as a joint meeting of the two groups because the GPUC had not made arrangements for this in their own agenda and to do so without their inclusion would be a violation of the Brown Act. Jennifer then called the City Attorney who joined the meeting via speakerphone to confirm this.

The Library Board appointed Lynda Burton to attend the workshop as the Trustees representative and the Friends of the Library volunteered to also attend and represent the library’s interests.

Adjourned 5:20 pm

Jennifer Baker, recording secretary

Board of Trustees of the St. Helena Public Library

Minutes of the Meeting of November 12, 2008

The regular meeting of the Board of Trustees was called to order at 5:10p.m. Trustee Chairman Dr. Darter, Bonnie Long, and Catarina Sanchez were present, as were Friends representative Miriam Hess and Library Director Jennifer Baker. * City Attorney Amy Valukevich was present for the first two agenda items.

St. Helena Public Library Foundation. Prior to the meeting Amy Valukevich had provided a four page memo/opinion regarding the legal issues surrounding the question of the City transferring control of the Wood/Tweed trusts to the newly formed Library Foundation. At this time, based on her research and interpretation of the applicable law, she does not feel she could recommend that the City okay such a transfer. Amy had also attended the Foundation Board meeting which proceeded the Trustees meeting the same day. Dr. Darter and Jennifer reported on the Foundation’s response and interest in seeking a second legal opinion. The Trustees support the Foundation’s desire to pursue the question further.

It was discussed that the Friends of the Library are not in favor of supplying the “start-up funds” for the Foundation (fees associated with the completion of the IRS documents, etc.). The Trustees agreed that the best solution would be to take the necessary funds (estimated at $1500) from the Wood Trust. They instructed Jennifer to draft a resolution and request that could be taken to City Council.

General Plan Update. At the conclusion of the Board’s special meeting on Friday, November 7, it was understood that it would not be permissible for a quorum of the Trustees to attend or participate in the General Plan Adams Street workshop held on November 10 because it would be a violation of the Brown Act. After further discussion with the City Attorney at the Trustees regular meeting it was determine that there was miscommunication about the format of the GP workshop and it would have been possible for a quorum to attend. Fortunately the Library was adequately (and favorably) represented at workshop by the Friends of the Library, Jennifer, Lynda and many other members of the public. Amy confirmed that the Trustees may all attend the follow up workshop to be held December 8 without any violation of the Brown Act.

Library Director’s Report.

• The Holiday schedule/library closures for 2009: Concerns that the library would be closed too many days were discussed—in particular Sundays before Monday holidays as has been the usual for several years. The value of being available to the public was weighed against issues such as staffing shortages. The Trustees voted to keep the Library open on the Sundays before “soft” holidays such as Martin Luther King, Jr. Day & Presidents Day. The Library will remain closed on Sundays before Memorial Day & Labor Day and any other days dictated by the staff MOU with SHEA. Library staff will monitor usage on these days through circulation records and door count to determine if usage of the library will warrant a permanent change in this arrangement.
• Jennifer gave a verbal report on the response to the Joint Board retreat. The Board asked for a written report, including notes from the facilitator, rosters from each group represented and notes on the subcommittee work done since the retreat to be included in the next Board packet.
• The Library Board approved automatically adding any new library card applicants to the library’s email newsletter. New users will have the option to “opt-out” after they have received their first email.
• As part of the architectural update Jennifer shared a request received from the architects to subcontract for the new furniture purchase that was received to late to include in the Board packet. The Board felt additional information was needed in order to act on the request and directed Jennifer to write a staff report for the next packet.

Friends of the Library. Miriam reported on the Friends work to create a working budget to help guide financial contributions in the future. A subcommittee has met and made recommendations to the Board of Directors. The Friends’ usual meeting was postponed a week because of the Veterans Day holiday. They will meet November 18. At this time they will discuss the budget work and will also possibly moving their meeting dates. Miriam has started attending the Foundation meetings to help keep the Friends better informed of their work and help the two groups work more in tandem. Lynda Burton from the Trustees has volunteered to attend the Friends meetings for similar purposes of better communication between the Friends and the Trustees. The Friends holiday party will be Tuesday, December 9. Library staff, Trustees, Friends and the new Foundation Board members will be invited.

Wine Library Association. Julie was not available to give a report. Jennifer reported that the Wine Library has expressed interest in sending a second representative to the Trustees meetings in the future to ensure more communication. This person will likely be the acting president of that group (Kevin Alfaro now, Bob Long as of January).

St. Helena Historical Society. Since Lynda was unable to attend the meeting, she supplied a written report. “They’ll be doing an article for the St. Helena Star on the 100^th birthday of the Carnegie Building and a presentation at the Library on December 3^rd for the anniversary on the repeal of Prohibition. Their holiday party is scheduled for Dec. 9^th, which is now the same day as the Friends’ holiday party.”

The meeting adjourned at 6:25 p.m.

*Lynda Burton had planned to participate via speaker phone but the group was informed by the City Attorney that because proper arrangements had not been made this would be a violation of the Brown Act. Since the meeting Amy Valukevich sent information detailing the necessary procedures we would need to follow in the future if we wanted to pursue a similar set up.

Jennifer Baker, recording secretary