HomeMy WebLinkAbout2010.06.01 EC-MINCary Memorial Library
Board of Trustees
Executive Committee Meeting
January 6, 2010
Attendees: Norman Cohen, Jeanne Krieger, Howard Jaffe, Helen Cohen, Trustees,
Connie Rawson, Library Director and Kathy Quinlan, Assistant Library Director.
Call to Order: Norman called the meeting to order at 5:30 PM.
Secretary Minutes: The minutes of the meeting of October 7, 2010 were approved.
Building Projects Update:
• The project to repair and insulate the Large Print Area has gone out to bid.
• Donor wall panels were delivered and during the process of installation
the installer discovered that the computer generated etching in 3 of the 6
panels was defective. The problem has been corrected by priming the
glass. The panels are scheduled to be installed tomorrow. The LED
glazing lights are expected any day.
• South Entry Doors: Connie related an incident, which took place several
weeks ago when a patron has a serious complaint about the doors. Door
Concepts (door specialist) discovered that the timing and resistance
needed adjusting. They recommend that a second set of automatic opener
buttons be placed inside. We will keep an eye on the problem and place a
note on the doors to advise patrons.
• Security Cameras Phase II: Connie and Kathy met with American Alarm
Sales Rep and Sergio De Mango from the Town Facilities Department to
identify areas that need detection and evaluate areas that are currently
under surveillance to determine if any adjustments are needed. Cameras
with a higher level of resolution would help identify patrons. Connie
related a theft of a coat, keys and cell phone on the west side of the
mezzanine level. Gaps in coverage made it impossible to track the
movement of a group of teens in the area at the time who were acting
suspiciously.
• Quotes for the signage project have been received. It appears that based
on the quotes, we will have to go out to bid for the project. Connie
suggests using State Aid funds.
Art Donation Policy: Connie presented a draft of the Art Donation Policy which reflects
changes suggested at the last meeting. Howard Jaffee recommended that the Director
"shall" not "may" establish an art committee; the Executive Committee approved this
change of language.
Connie will present the final Art Policy at the next Monthly Meeting of the Trustees.
The Library received an offer of a painting by John Enser a well -known local artist.
Connie explained to the donor that the Trustees are in the process of creating a
stewardship plan for all donations. She presented the painting to the committee and will
do so again at the Monthly Trustees Meeting later this month. The Trustees discussed
values of other assets in the Library's collection as well as insurance coverage and if
these items are covered by the Town's policy. The Trustees suggested that Connie look
into obtaining information on the value of this proposed donation as well as insurance
issues concerning works of art in the library generally.
New Business: The Teen Advisory Board (TAB) and Pam Ikauniks are requesting
approval for an intergenerational Contra Dancing night from 7 — 9 PM on a Friday.
The Trustees suggested limiting access to the main floor. Helen Cohen suggested
checking the First Parish Church Schedule since they have a monthly Contra Dance. The
Trustees approved the request.
Rare Book Policy: Connie presented a copy of the current Rare Book Policy and a
suggestion for a change, which would eliminate scanning and photocopying. Following a
discussion, The Executive Committee Trustees voted to approve the draft of the Rare
Book Policy 2010. The modified policy will be present to the full Board for approval.
Ethics: Connie summarized a new ethics law, which requires all Town employees to
take a test online by April 2, 2010. Norman Cohen informed the Trustees that the Town
has protested this mandate since towns would not be reimbursed for expenses incurred by
this requirement. More information regarding this is forthcoming.
Love that Card Month: During the month of February, patrons are encouraged to obtain
replacement cards. This was a popular and successful program last year.
Financial Donations: The Library received a $30,000 donation from the Anita Worthen
estate. Connie has been in contact with her niece Mary Ann McKenna to discuss any
needs of the Worthen Collection. Connie noted correspondence dating back to 1970's
from the Worthen family regarding the treatment of the collection. Connie recommends
utilizing $5,000 of the funds to establish a named fund and use the remaining funds to
equip a vault to store the materials. The Trustees agreed. (this was not voted on)
Trustees agreed. (this was not voted on)
Peter Culman Legacy Gifts: Peter had been working with a donor for a major gift for
the Library before his passing. The gift of $20,000 will be donated soon. Connie will
speak to Peter's wife about ideas that would honor his intentions.
Staff Development Day: The library will be closed from 9 am — noon on Friday,
January 29, 2010 for staff development.
Library Closing: The library was closed Sunday January 3, 2010 due to weather
conditions.
Programs: Sunday, January 10, 2010 is the first in the Shire Health and Wellness Series
— "The Art and Science of Medicine: Today and Tomorrow" with Dr. Sherwin Nuland.
Meeting adjourned at 6:30 PM