Trustees of the Harrison Memorial Library Fund on Thursday received an unmodified (clean) audit for the year ended June 30, 2024, were briefed on circulation and program trends, and voted to recommend a memorandum of understanding to share resources with the cities of Monterey and Pacific Grove.

The audit presentation opened the meeting. Sheldon Chavin, the engagement auditor, told trustees “in our opinion, the financial statements referred to above present thoroughly in all material respects the financial position of the Harrison Memorial Library Fund,” language he said denotes a clean, unmodified opinion. He reported total expenditures for the year of $415,768, down from $442,714 the prior year, and noted equipment spending declined by about $65,000. Cash and investments were reported at roughly $1.49 million with accounts payable near $30,000. Chavin said the audit included evaluation of going‑concern considerations and found none requiring a modified opinion.

The audit was described as part of the city’s comprehensive financial report; Chavin recommended increased, more timely review by city finance of the library’s ledgers (monthly or quarterly rather than primarily at year‑end) as a best practice, though he said that recommendation did not constitute a reportable deficiency. Trustees did not take formal action on the audit; the presentation was received as information.

Interim Library Director Melinda Cervantes reviewed operational metrics in the librarian’s report, saying electronic checkouts rose about 13 percent and library Wi‑Fi use increased about 40 percent year over year. Summer reading participation was up sharply — trustees were told 456 participants, a 98 percent increase — and teen attendance rose roughly 37 percent. Cervantes announced the library received a Groundworks grant of $17,514.09 to install nearly transparent UV window film at Harrison Memorial Library; she said the grant will appear on the City Council consent agenda on Nov. 3 and that the film is intended to protect local history collections while larger restoration work proceeds.

Cervantes and staff also briefed the board on national vendor disruptions: Baker & Taylor, a long‑time major acquisitions vendor, is winding down operations after an attempted sale failed in September. Cervantes said Baker & Taylor is expected to continue some service through December but the library has shifted many orders to Ingram and is supplementing shortfalls with direct purchases (including some Amazon orders) that will require more in‑house processing. Trustees were told Ingram is currently more expensive and staff will monitor budget impacts; a budget update was flagged for January.

Trustees received a progress update on the Harrison Memorial Library restoration project and on fundraising from the Carmel Public Library Foundation (CPF). A CPF representative said the foundation has raised approximately 80 percent of its funding goal and described recent community design workshops and an upcoming November 10 community meeting with the project architect, Moore/Bridal/Udell.

On a formal motion, trustees voted to recommend approval of a memorandum of understanding to create shared public‑library resource delivery and a shared catalog among the City of Carmel‑by‑the‑Sea, City of Monterey and City of Pacific Grove. The MOU, which the City Attorney reviewed and cleared, imposes no direct cost in year one and authorizes the city administrator to sign; it will increase delivery between the three libraries to five days per week and initially route pickups and drop‑offs through Harrison Memorial Library (with Park Branch proposed as a later alternate). The motion to recommend approval passed with recorded votes of Donna Jett, Marie Claire Gorham and Mary Jo Williams voting yes.

Trustees also approved minutes for the board’s Sept. 24, 2025 meeting by unanimous recorded vote. The board confirmed its next meeting for Dec. 3 at 9 a.m. and heard brief community and parade notes.

The meeting combined routine oversight (audit presentation, minutes) with operational planning (vendor shifts, grant-funded window film) and a policy decision to deepen regional cooperation on resource sharing that staff said should expand patron access while helping manage materials during the Harrison restoration.

Looking ahead, trustees were advised to expect a budget update in January to reflect acquisition vendor changes and were told the restoration project will continue to appear on future agendas.