HomeMy WebLinkAbout2011.04.06-EC-MINCARY MEMORIAL LIBRARY
EXECUTIVE COMMITTEE MEETING
BOARD OF LIBRARY TRUSTEES
April 6, 2011
5:00 PM
Learning Center
Attendees: Norman Cohen, Deb Mauger, Helen Cohen, Mary Ann Stewart,
Trustees; Kathleen Quinlan, Assistant Library Director and Koren Stembridge,
Library Director.
Call to order: Norman called the meeting to order at 5:07 PM.
Secretary's Minutes: Deb Mauger made a motion to approve the minutes of the
March 3, 2011 Board of Library Trustees Executive Committee Meeting. Mary
Ann Stewart seconded the option. The motion passed.
Administrative Update:
Financial:
Koren highlighted the financial statements:
We are 3 % through the fiscal year and have spent 68 % of our municipal
budget and 72% of our overall budget.
The purchase of materials will increase that figure.
Koren pointed out that in Trustees Budget we are on target for the year
except for the furnishings account. Although we had not budgeted funds
in that account, we did some upholstering of furniture.
Norman noted that the Endowment continues to grow.
Facilities Update: Koren updated the Trustees on a cost estimate for the Work
Flow Study. The warrant article is being adapted so that we can use some of the
funds originally reserved for the research and study portion to make some
changes now.
Koren detailed the various options:
Lower Level:
• Rebuild the loading dock and install equipment that can lift heavy
boxes of books or equipment.
• Add an automated three bin check in and sorting machine in the
current book return room. We are waiting on cost estimates for
leasing and purchasing of equipment.
Main Level:
• Install equipment on the main level that will lift the network transfer
bins. This plan will make minimal changes to the circulation area.
The primary benefit will be improved ergonomics for staff.
• Rebuild the circulation desk area to create new work areas for
delivery and check in of network transfers. This technology adds
through wall book returns.
• Redesign the main level circulation area including an automated
book check in and sorting system.
The consensus from staff is that a sorting machine in the book drop area is a
good opportunity to try a system and determine its long -term utility. The machine
would sort the books, check them in and drop them into an appropriate bin.
Koren mentioned that we have approximately $108,000 in State Aid Funds as a
possible source of some funding.
Koren is planning to make a brief presentation at the May 18, 2011 full board
meeting. She will e -mail the Materials Handing Study for Trustees to review.
Mary Ann stated that having the study will be important in understanding the
scope of the project.
Kathy expressed gratitude to the Trustees for their support.
Deb Mauger suggested that the weight of materials that we move per week
through the bins should be mentioned.
Ceiling Tiles: As of today, we have not heard back from the Facilities
Department with any updates.
New Business:
Recommendation from Art Committee
Koren presented the recommendation from the Art Committee that Cary Library
work with Susan McClements, past President of the Board of Directors of The
Dana Home and the Board to draft an agreement for the library to accept a
portrait of Ellen Dana as a long- term -loan. Consensus from the Trustees is to
accept the portrait.
Meeting Room Policy:
Koren updated the Trustees on recent requests from groups that meet regularly
at Cary Library who have requested that we allow them to book more than six
months in advance. Koren reported that local libraries vary considerable in terms
of how far ahead they book their meeting rooms; from 90 days to one year.
Trustees discussed the pros and cons of changing the policy and creating a
waiver process. After discussion, the Trustees decided not to amend the
Meeting Room Policy.
Deb Mauger made a motion to adjourn. Helen Cohen seconded the motion. The
motion passed.
Meeting adjourned at 5:45 PM