Board of Trustees of the St. Helena Public Library

Minutes of the Meeting of January 14, 2009

The regular meeting of the Board of Trustees was called to order at 5 p.m. Trustee Chairman Dr. Darter, Lynda Burton, Bonnie Long, Susan Swan, and Julie Dickson were present, as were Friends representative Bob Brownscombe, Skip Lane and Suzanne Salvestrin representing the St. Helena Historical Society, and Library Director Jennifer Baker.

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

Library Director’s Report. Jennifer reported that December, normally a quiet month for libraries, saw enthusiastic audiences for several programs. Lynda noted that local approval and support of the library’s programming is building.

Damaged Videos. It was MOVED, seconded, and passed, pursuant to Jennifer’s recommendation, that the library no longer charge patrons for damage to our deteriorating VHS collection. Jennifer will consult with other SNAP members re their policies re damages to tapes.

Staffing/Budget cuts. Jennifer reported that the city has instituted a hiring freeze and has begun the process of cutting its budget. The least onerous scenario would be to cut $250K from the general fund for the remainder of this fiscal year: the library’s share of that would be 10% or $25K. The resignation of a 25-hour per week employee and the voluntary reduction in hours of another, which have already occurred, will achieve a 5.4% reduction for the library.

The city will schedule work sessions to study how to implement these changes. Since staff reductions (and hence probably shortened hours the library could be open to the public) would be the principal way the library could comply, discussion ensued concerning use of furloughs (for example during the remodel of the interior), reduction of open days, shifting daytime to evening hours, etc. to respond to the city’s requirements. Jennifer will inform the trustees of the dates and times of the work sessions and one or two trustees will try to attend.

Architectural Design/Remodel. Trustees reviewed a design development estimate submitted by The Sierra West Group as part of the process of preparing the RFP. City staff and the MacCracken architects suggest that it would be advantageous at this time to expand the scope of work to specify the standard of “green” construction, particularly vis-à-vis lighting and HVAC. A “shopping list” of refined standards would be submitted to the trustees, who could prioritize them in light of our budget and add those chosen as alternatives to the RFP. It was MOVED, seconded and passed to ask City Council to approve an additional expenditure of $6,500 to the MacCracken firm to research and write up this expanded scope of work embodying possible upgrades.

Volunteer initiative. Our library being one of six statewide chosen for a pilot project studying volunteerism, Jennifer is currently completing a comprehensive needs assessment. Part of an Inauguration Celebration on January 20 at the library will be a call for additional volunteers.

General Plan Update/Adams Street. Bonnie distributed a drawing embodying the current possible consensus for development of the Adams Street parcel, which earmarks 8,000 square feet for library expansion and preserves the existing vineyard from the rear of the library property through to the back of the Adams Street parcel. Skip and Suzanne, speaking for the Historical Society, advocate the proposed 10,000 square foot History Center/Community Facilities/Café piece and will speak in favor of the plan when the Planning Commission reviews the three prior scenarios considered at community meetings and this most recent version, at its February 3 or February 24 meeting. Bonnie explained that although the fast-tracking of the housing element due in June puts it ahead of Adams Street decisions, there is good momentum for the current proposal.

St. Helena Public Library Foundation. Dr. Darter and Jennifer reported that

final bylaws and necessary applications have been submitted to the IRS and state; several months will be required for final approval and the achievement of active nonprofit status. In the meantime, the board of the foundation is refining its investment policy, and will approach the City Council no later than February 10 for its approval of the transfer of Wood and Tweed funds to the established foundation. Dr. Darter will ask the Friends for the gift or loan of the necessary filing fees.

No reports were given by the Friends or the NVWLA.

The meeting adjourned at 6:20 p.m.

Julie Dickson, recording secretary