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HomeMy WebLinkAbout2012.03.20 BLT-EC Cary Memorial Library Board of Library Trustees Executive Committee March 20, 2012 Attendees: Norm Cohen, Helen Cohen, Deb Mauger and Mary Ann Stewart, Trustees; Koren Stembridge, Library Director and Kathy Quinlan, Assistant Library Director Call to Order: Norm Cohen called the meeting to order at 5:00 PM Secretary's Minutes: Mary Ann Stewart made a motion to accept the Executive Committee Meeting Minutes of February 1, 2012. Deb Mauger seconded the motion. The motion passed unanimously. Administrative Update: Koren reported on the Trustees and Municipal Income and Expenses o We are meeting our budget on the Trustees side. o Restricted Funds in the Endowment are slightly over$1 million. o On the Municipal Report, we are just about three quarters into the fiscal year. Our overall expenses are at 62.7% of the appropriation. Proposed FY 13 Trustees Budget: Koren is requesting an increase in the Trustees Budget for FY 13 from$90,000 to $132,000. The budget presumes $90,000 of income and $36,000 in State Aid Revenue. In order to make up the income deficit, Koren proposes using Trustee carry over funds of $6,500. Koren detailed each budget category: o An increase in Staff Development from $5,000 to $10,000 will allow more staff to attend professional conferences. o Contractual Services increase from$10,000 to $30,000 for funding for the library to hire a consultant for the Strategic Planning Process which will begin in the fall. o Furnishing expenditures will increase from $5,000 to $15,000 to keep up with the necessary upholstering of chairs. This fiscal year we will be sending 8 to 10 chairs for upholstering. o The materials budget will have a slight increase from$54,500 to $55,000. o No increase in library materials refunds. o Supplies will increase from$10,000 to $15,000. We anticipate an increase in printing expenses when the new logo design is rolled out. o Technology will increase from $2,000 to $4,000 to reflect expenditures. o No increase in copier expense. Helen asked if in Fiscal Year 14, we anticipate that the budget request will be less. Koren stated that next year's request will be less since FY 13's projected expenses include the cost of a consultant for the Strategic Planning Process and logo roll out. Koren detailed her request to hire a consultant for the Strategic Planning Process. She expects the fee to be in the range of$15,000 to $18,000. Koren will develop a formal proposal to present to Trustees for the May Executive Committee Meeting. Koren will confer with Jim McLaughlin, Town Procurement Officer, regarding any requirements on quotes and bids. Mary Ann asked about the last Strategic Plan. Koren reported that it expires in 2013. Koren added that an important consideration is how the community center conversation dovetails into our plan, specifically regarding the education piece. Mary Ann asked if the library has been involved in the Standards Based Report Card with the School Department. She suggested that Koren speak to Carol Pilarsky of the School Superintendent's Office. Deb is looking forward to the outcome of the process. Kathy reported that two staff members will be attending Computers in Library Conference this week. Building Updates: Kathy summarized ongoing projects: o As a result of the Workflow Analysis prepared by architect, Richard Smith, we have a set of drawings for the Technical Services Area. We are in the process of reviewing the plans with staff and receiving feedback. o The Archives Room Project will begin on April 1, 2012. We are finalizing shelving plans. The storage room is cleaned out and ready for the construction. o After several iterations of plans for the stairs, the Public Facilities Department has determined that the south entry and main staircase will be refinished over the Memorial Day Weekend. The work will begin after library closing at 5 PM on Saturday and continue through the weekend. The south entry staircase will be finished using an oil base product. A water base finish product will be used on the central staircase. If the stairs seem to be tacky on Tuesday morning, we will open up one of the fire stair cases as an alternative access. Koren stated that the Public Facilities Department is confident that the solvent will dry in time. They will circulate the air as much as possible over the weekend. Since this method will cost under$10,000 is worth trying since just the cost of evaluating the work would be as expensive. Roof Access: Last month, three teens accessed the roof through a study room window. All of the teens were issued trespass orders. Two of the three have been in contact with Jen Forgit, the Teen Services Librarian. The students are performing community service for the library. We have verified that the screens are bolted and that the study room is safe for use by patrons. Koren reported that we are working on a proposal to convert the mezzanine study room into an office that can be used for the Web Master. We are working on costing out the conversion of the Business Center to a Study Room. Norm asked to check if someone donated funds for the Business Center. Koren will find out the details. Meeting Room Policy Kathy reported that she and Koren met with Bill Lahey, Town Counsel, regarding the outstanding issue of groups who use our meeting spaces for activities that charge up front fees for participation. One option discussed is a lottery that would assign a certain number of available time slots. A second option is to characterize Scouts as Civic Organizations in the same way as Lexington Community Education and the Recreation Department. Kathy referred to page 1, item# 3 of the Meeting Room Policy. "Non-profit neighborhood and community based groups, civic groups (such as Scout organizations and League of Women Voters), and non-profit and non-commercial organizations from the Town or serving the needs of the Lexington community". Trustees discussed the language changes and the impact on currently approved groups. After discussion, the Trustees asked Kathy and Koren to come up with a plan on re-registering groups. Mary Ann inquired if the library has a schedule for Policy Review. Koren stated that we do not have a schedule but would like to develop one. Our next policy for review will be the Rules of Behavior. Deb Mauger made a motion to endorse the language changes and recommends that the Board of Trustees approve the revised Meeting Room Policy effective July 1, 2012. Mary Ann Stewart seconded the motion. The motion passed unanimously. Minuteman E-book Policy: Koren has been working on a committee of Library Directors on the Minuteman Collection Development Policy. So far no content has been pulled since there is no basis to do so. She will keep Trustees updated. Franklin De-certification. The Town of Franklin Library did not receive it accreditation from the MA Board of Library Commissions. Franklin consolidated services, laid off staff including a Children's Librarian and did not meet their annual materials expenditure. These actions led to decertification since Franklin cut services below an acceptable standard. We can choose to loan to Franklin residents or refuse services. After a discussion, the consensus from Trustees is to continue to serve patrons of Franklin. Koren reported on a proposal from the Foundation to celebrate Lexington 300". The art show and sale event will take place the last Saturday in March 2012 from 2—5 PM. A percent of the proceeds will go to the library. Trustees expressed concern that the date is close to Easter and may be disruptive to patrons. The consensus overall is positive. A motion was made and seconded to adjourn the meeting .The motion passed.