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HomeMy WebLinkAbout2012.09.05 BLT-ECCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, September 5, 2012 Attending: Norman Cohen, Howard Jaffe, Helen Cohen Trustees; Koren Stembridge, Library Director; Kathy Quinlan, Assistant Director. Call to order: The meeting was called to order at 5:00 p.m. Secretary's Minutes: Howard Jaffe moved, and Helen Cohen seconded, to approve the Secretary's Minutes of the June 6, 2012 Executive Committee meeting. The motion passed. Administrative Update Financial: Koren reviewed the FY 12 Municipal and Trustee Financial Reports. She noted that the Trustees expenditures were more than anticipated due to furniture upholstering and logo design costs. Howard asked how overall expenses compare to previous years. Koren will have a comparison of previous year's Trustee expenses for the next Executive Committee Meeting. • On the Municipal side we were 99.35% expended. We returned $13,.162. • Our practice is to spend the Municipal funds first. • Koren reviewed a pie chart detailing materials funding for FY 12. FY 13 Financial Reports o Our income is on pace on the Trustees side. • On the Municipal side, we have expended State Aid funds for furnishings, web design deposit and strategic planning. • The Endowment is at its highest level in some time • We reclassed an adult staff person from Administration Personnel Budget to Adult Library. The change should be reflected on next month's Financial Report. Koren reported she is working with the Foundation on aligning their message to donors with how funds are spent. Warrant: Koren reviewed the Trustees Warrant process. After discussion, it was decided that Andrea will e-mail all members of the Executive Committee twice a month inquiring if anyone is available for signing the warrant. Annual Report: • Overall circulation is up slightly • There is a downward trend in Adult AV since people have more options available. • Library attendance is increasing • Mobile visits are up • Programs offered by community groups in our meeting rooms are not reflected in our statistics since we do not track it. Our story is bigger than our report reflects. o Volunteers worked over five thousand hours in FY12. o We continue to be a net borrower of materials. Building Update: o The flat screen will be installed soon. We will be able to broadcast in the Commons Area. • The Archives Room is completed. We are waiting for the shelving installation. • The HVAC balancing project which took place over the summer is nearly complete. We have seen improvements. There are still several locations in the building where mechanical improvements still need to be made. Pat Goddard of Public Facilities is aware of the situation. • The microfilm cabinets from the Young Adult Area will be moved into the Storage Room. • Koren participated on a committee interviewing an architect for various Town projects. The library will be utilizing the architect for the Workflow project, converting the Business Center to a study room and a lighting upgrade for the Large Meeting Room. Several staff reached milestones this year. In the future, staff will be recognized on Employee Recognition Event hosted by the Friends. Often staff cannot attend the Employee Recognition Event at Town Hall. Koren added that Kathy will be retiring sometime in October. After a discussion and well wishes, Howard added that he has faith we will find somebody wonderful to replace Kathy. Strategic Planning: Koren will send a spreadsheet of potential names of people from various contingents of the Town to participate in the community voice piece. We will finalize the list in the coming weeks. Please send suggestions back to Koren. Web Design: ° Our first kickoff meeting of the Web Design Program will take place on September 13 th. o Koren will meet with Dorinda from the Town MIS Department late in the fall regarding the Webmaster position. Policy Review: We will postpone the Policy Review discussion since we are waiting for guidance from the Town counsel, Bill Lahey. Koren will send out a final draft when it is available. Trustees discussed how policy and rules come about. Koren added that we are trying to change the tone of our rules and policies. Capital Projects: Koren will be submitting our Capital Project requests by September 14, 2012. The requests include the final pieces of the Workflow and RFID (Radio Frequency ID) project. Trustees discussed the volume of books that circulate through our system and the challenges it presents for staff. Koren is considering increasing the number of working hours for a couple of staff members, while remaining within the current operating budget. The increase in hours does not change the threshold for benefits. Koren reported that there are a few staff members who work part time who may be interested in adding a few more hours. Trustees discussed the staff and benefit issues. New Business: Koren presented a request from Heather Vandermillen, a part time Librarian from the Reference Department, to attend an Internet Librarian Conference in California. Koren supports her attendance at the conference. Norm made a motion to approve the request. The motion was seconded by Howard Jaffe. The motion passed. Koren informed Trustees that the Town is utilizing Laserfiche Software for archiving Trustee documents. The following documents will be scanned into the system; Executive and Full Board Agendas, Meeting Minutes, Quarterly and Annual Reports. Theodore Parker Bust: Koren reported that the Theodore Parker bust was damaged slightly from a fall off the pedestal in the Reading Room. We will be investigating the cost of repair and will report back to Trustees. Howard offered contact information of a conservationist from the Museum of Fine Arts if needed. Howard Jaffe moved to adjourn, Helen Cohen seconded. The meeting was adjourned at 6:00 PM.