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HomeMy WebLinkAbout2012.10.10 BLT-ECCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, October 10, 2012 Attendees: Norman Cohen, Deb Mauger, Howard Jaffe, Mary Ann Stewart, Trustees and Koren Stembridge, Library Director. Call to Order: Norman called the meeting to order at 5:00 PM Secretary's Minutes: Howard Jaffe made a motion to accept the minutes of the September 5, 2012 meeting. Deb Mauger seconded the motion. The motion passed. Administrative Update Financial Koren updated the Trustees on the Municipal and Trustees Report • The Foundation transferred $50,000 from the Shire donation. o We expended more State Aid Funds on Strategic Planning and Web Design. • The income and expenses on the Trustees and Municipal side are on pace. We are 25% expended at the end of the first quarter of FY 13. • Koren reviewed a 3 year Trustees expense chart indicating that other than materials which fluctuate, our expenses are constant. FY 14 Action Plan Koren briefly reviewed the FY 14 Action Plan. The plan will be voted at the next Full Board Meeting of the Trustees. We will file an updated plan once the Strategic Planning is completed. Strategic Planning o Letters inviting community members to participate have been sent. o The committee will consist of 32 — 35 members. o Three volunteers joined the committee after attending the Citizens Academy. o Koren will forward the list to the Executive Committee. • Maureen Sullivan will facilitate the Community Advisory Committee. • Bulletin board will be installed on the main level inviting community comments. • The blog will be up and running next week. Koren reports that the committee is doing great work. Policy Review Trustees reviewed and discussed the Bulletin Board, Display, Collection Development, Rules of Behavior, Study and Meeting Room Policies. Trustees suggested a few language clarifications. Building Update Koren reported that Colin Smith started the process of developing a lighting and technology plan for the Large Meeting Room and sound abatement for the Commons and YA areas. Once a plan has been created, Koren will discuss funding options. • The digital display will be installed next week in the Commons Area. • Archives Room is completed. Trustees will tour the room when the materials are in place. • HVAC project is completed. The next steps involve addressing some of the mechanical issues that were discovered during the project. The heat will be turned on in a few days. New Business o Koren reported that the library has requested $107,000 for an RFID (Radio Frequency ID) system and $20,000 for staff to put the program in place. The costs have come down significantly. Koren explained that the RFID tags are only enabled when they are close to books eliminating privacy concerns. Deb added that the Capital Requests will be reviewed at the next Selectman's Meeting. o The Web Team is in place and hopes to launch in January. o Koren detailed staff changes. Ruth, Head of Children's Room will be retiring in January. The position will be advertised soon. Kathy will help with the process. Mary Ann Stewart made a motion to adjourn the meeting. The motion was seconded by Deb Mauger. The motion passed.