Loading...
HomeMy WebLinkAbout2012.05.02 BLT-ECCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, May 2, 2012 Attendees: Norm Cohen, Howard Jaffe, Mary Ann Stewart, Deb Mauger; Trustees, Kathy Quinlan, Assistant Library Director, Koren Stembridge, Library Director and Sergio DeMango, Department of Public Facilities. Call to order: Norman called the meeting to order at 5:03 PM Secretary's Minutes: Deb Mauger made a motion to accept the Secretary's Minutes of the March 20, 2012 meeting. Howard Jaffe seconded the motion. The motion passed. Building Update: Sergio DeMango presented a detailed timeline and description of the stair finishing project for the central and south entry staircases. (Document attached) Trustees discussed the scope of the work. Norm Cohen suggested considering closing on Saturday of Memorial Day weekend allowing an extra 24 hours for the work to be completed. After discussion, Deb Mauger made a motion to close the library on Saturday,. May 26, 2012. MaryAnn Stewart seconded the motion. The motion passed. Administrative Update: Koren highlighted the Quarterly Report: • Circulation growth has flattened out • Adult media has declined slightly • Children's Room circulation surpassed adult print circulation • Our spending is on pace. Financial Report: Koren shared her conversation with Rob Adelson, Town Comptroller regarding the need for checks and balances in our system for managing library funds. Andrea has created a system that mirrors the Town warrant system. We will have to coordinate with Trustees to sign the Library Warrant. Koren distributed a summary of proposed library conference spending for the remainder of FY 12. She shared that Mandy McClain was nominated for the Paraprofessional of the Year. (Document attached) Howard commented that professional development is an important investment. The consensus of the Trustees is to approve the expenditures. Maryann Stewart asked Koren to inform the Trustees of the outcome of the Paraprofessional Award. Koren presented a proposal for the creation of several brochures commemorating Lexington 300 Anniversary. Koren consulted with Jim McLaughlin, Procurement Officer regarding the process. Since this project fits in the continuum of the logo design, we do not have to start a new procurement process. The proposed pieces are; Lexington Authors Brochure, "We are Lexington Art Show" Brochure, 2013 Calendar of Images from the Worthen Collection and a Lexington 300 Commemorative Library Card. Howard asked how we will identify Lexington authors. He added that Brookhaven has a library dedicated to Lexington authors. Koren stated that we are working on the process. The funds will come from the carryover from Foundation and Trustees funds. Koren asked MaryAnn if she is willing to sit on the design committee. Koren will have a chart available for the next Executive Committee Meeting detailing Trustees funds. Stone Building: Koren reported that the Lexington Historical Society is not interested in using the Stone Building as a permanent exhibition space. The Lexington Historical Society and the library can possibly create a facsimile exhibit. Trustees discussed the use of the building as meeting space given the dearth of available spaces in town. Howard added that there was sensitivity around the issue of the closing of the branch and that may have quieted. Koren added that if the Stone Building were under the purview of the Public Facilities Department, they would be responsible for the room booking process. Next year the Facilities will address a warrant to renovate the inside. Deb Mauger will participate on the committee to evaluate the future of the Stone Building. Maryann asked if there is a way to see the inside of the building. Koren directed her to contact Pat Goddard at Public Facilities. Meeting Room Policy: Kathy read a copy of the letter that we are proposing to send to all meeting room users. We will begin a re registration process soon. She added that letters will be sent out on a rolling basis to maintain a manageable workflow. We will evaluate each group to determine if they meet the new guidelines. Howard suggested a language clarification noting that all groups may not qualify. New Business: Koren reported: o The RFP for Strategic Planning Services closes on May 25, 2012. There will be an ad in the Minuteman next week. We have placed the ad on our website and on Twitter. • Kathy will be working on a draft of policy updates. We hope to use the September Executive Committee Meeting as a policy seminar. We will clear them in advance with Bill Lahey. • Jen Forgit will attend the Full Board Meeting on May 16, 2012 to report on Snapshot Day. o We will send out the FY13 meeting dates to all trustees. Deb Mauger made a motion to adjourn. Howard Jaffe seconded the motion. The motion passed.