Board of Trustees of the St. Helena Public Library

Minutes of the Meeting of July 8, 2009

The regular meeting of the Board of Trustees was called to order at 5 p.m.   Trustee president Dr. Darter, Lynda Burton, Bonnie Long, and Julie Dickson were present, as were new Friends president Kelly Wheaton and Library Director Jennifer Baker. 

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

Library Director’s Report.  Trustees were pleased to hear how well received the refurbished teen room has been; Leslie Stanton has established a schedule so that pre-teens can enjoy it but that older teens have it to themselves as was intended.

Grant applications.  Jennifer has applied to Target for supplies and stipends for art projects for children ($3K) and to Best Buy for homework help and additional programming during the school year ($5K); awards to be made in October.  She is working with the Chamber of Commerce to create a grant which could fund JobNow ($2500.)  She has also communicated with Del Britton concerning funds from Kiwanis.

Joint Retreat of Boards.  The first retreat was in October 2008.  Trustees do not think another full day event is needed this year; smaller committees with representatives from the trustees, the Friends, and the foundation could be convened to address the MOU and aspects of the remodel (i.e. perhaps organizing an open house in April to coincide with National Library Week.)

Architectural Design/Remodel.  Jennifer reported that following fine tuning, the bid package could go before the City Council as early as July 28.  Once released, there will be a four to six week window to accept bids.  A contract could be awarded by late September.  Trustees extensively discussed the probable timing of the construction phase and the flexibility in library hours, etc. which will be necessary to accommodate construction.  Short term closures are anticipated; Jennifer and trustees will negotiate these requirements with the successful bidder.   Although Rianda House will be available as a back-up program location, Lynda advised Jennifer to consider a lighter program schedule during the remodel.  Trustees favor the preparation of a display in the library to notify patrons of the coming construction phase.  Notice will also be placed on the library’s website (Bob Dye is currently working with Jennifer on updating the website) and in the newspaper. 

Sales Tax increases to fund libraries.  Fresno and Solano Counties have raised their sales taxes to fund library services.  Consultants have approached library directors recommending that they consider this approach.  Trustees advised Jennifer to monitor its effect in Fresno and Solano Counties.

St. Helena Public Library Foundation.  The accountants will be asked to submit the federal application ASAP, as nothing can be done concerning the declaratory judgment until the foundation’s nonprofit status is established.  Alston Hayne is completing his term on the foundation board; new members are being considered.

 Friends of the Library.  Kelly announced two new board members, Sue Michul and Marie Hungler.  Miriam Hess has been unavailable due to a family health crisis.  The recent book sale yielded over $700; the ongoing sale of books brings in $50 to $80 per week.  Trustees reviewed the year-end report; Kelly will check with the treasurer to clarify the total expense figure.    

General Plan Update/Adams Street.  Bonnie reported that the draft Land Use and Growth Management Element may now be reviewed on the website.  The next meeting is July 22, to address Tourism Management and Public Facilities.  The deadline for comments on all the drafts is November 15.   Bonnie also participated in the process by which Mary Neilan was selected as the new City Manager.  She will assume her responsibilities August 3.

 St. Helena Historical Society.  Jennifer reported that the society is planning to conduct feasibility discussions at a half day retreat, after which the committee including city council members can reconvene.

The meeting adjourned at 6:10 p.m.

Julie Dickson, recording secretary