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HomeMy WebLinkAbout2012.11.07 BLT-ECCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, November 7, 2012 Attendees: Norman Cohen, Howard Jaffe, Helen Cohen; Trustees, Koren Stembridge, Library Director and Kathy Quinlan, Assistant Library Director. Call to Order: Norman called the meeting to order at 5:00 PM Secretary's Minutes Vote: Howard Jaffe made a motion to accept the minutes of the October 10, 2012 meeting. Helen seconded the motion. The motion passed. Administrative Update Financial Koren updated the Trustees on the Municipal and Trustees Reports o We are 33.4% expended on the Municipal side one third through the fiscal year. Our expenses are on target. o At this point in the year most of the income received is from Trustee fines and fees. We have not received much income from the Foundation and Friends to date. o Koren provided a quarterly snapshot report detailing the Endowment Funds that are held with the Trustees of Public Trust. This is the first time we have received the report in this format. In the future we will provide the report quarterly. Koren provided a list of projected FY 13 expenses she is proposing to come from State Aid Funds. Trustees discussed the list of items. Howard made a motion to accept the proposal to expend $30,000 in State Aid for stated uses. Helen seconded the motion. The motion passed. Koren reported on other FY 13 anticipated expenditures related to the Web Design, Meeting Room Project and Strategic Planning. Building Update • We moved the Lexington Author Collection to the Reading Room • YA area has more space since the microfilm cabinets moved to the Storage Room. Jen Forgit, Teen Services Librarian is considering re- arranging the area further. • Architects are investigating noise abatement for the Commons Area as well as the Reading Room. They are evaluating closing one of the doors from the Reading Room to the YA area. • We are in the last phase of the HVAC project. We already notice an improvement in overall building temperatures. Security Cameras We have identified eight to ten locations for additional cameras and upgrading a few existing ones that will provide improved facial recognition. None of the cameras will be near public computers or desks. Koren expects that the project will run between $20,000- $25,.000. We hope to have more details for the January Trustees meeting. Koren reported that the library was inspected by the Town Building and Fire Departments. The building has not been inspected in 4 — 5 years. The Fire Department issued a "notice order" detailing several deficient items. The Fire Department revealed that the doors on the lower level need to remain closed until they have been connected to a system which will automatically close the doors in the event of a fire. Pat Goddard of the Public Facilities Department and his staff have been working to resolve the issues. Old Business Project Updates Strategic Planning: • The Community Advisory Group will meet on December 5, 2012. • The second question was posted today — "Who needs libraries with Google "? • Our online survey will launch this week. • The Minuteman will feature an article on Strategic Planning. • We are partnering with LexEngane with our questions. • The Open Forum Meeting for the public will take place on January 13, 2013 • Maureen Sullivan will facilitate the meeting. • We will hire a graphic facilitator to "draw" the meeting which will create a legacy to chart community thoughts. Lexington Reads • March 17, 2013 we will host an Author's Event. Elizabeth is working on drawing a couple of big name Lexington Authors. • We will unveil the Lexington Authors Collection at a Library Open House. • This may require closing the library for an afternoon since we will be unable to provide the same level of service. Since we are still in the planning stages, we will provide more details at a later meeting. Howard asked if we have a Lexington author database. Kathy stated that we have a running list and are updating it constantly. He offered to write to the Clergy Association if needed. He mentioned that Brookhaven has a list of authors. Lexington 300 Koren reported that the Lexington 300 Calendar will be delivered soon. Linda Carroll worked on the design. We will be selling the calendar for $15 hoping to make up for the cost. Koren asked Trustees' permission to give a calendar to staff, Foundation Board and Friends Board members as a token of appreciation. Norman will work on a letter with Koren. The digital display monitor has been installed in the Commons Area. Capital Request Koren submitted a revised Capital request for the Radio Frequency Identification (RFID) project. This request of $125,000 includes additional staff time. New Business The Foundation made a request to use the Reading Room on off hours for a dinner that they will auction. Koren checked with Linda Vine who had no concerns as long as a custodian or Koren is present. Howard expressed that Koren should not overextend herself. The consensus from the Trustees is to move ahead. Koren reported that she will be presenting a proposal at the January meeting regarding extending our Sunday hours to the end of the school year. She will have a cost estimate at the next Executive Committee Meeting. Weather Closing Koren asked the Trustees for guidance regarding weather closings. She added that some libraries align with school closings while others evaluate independently. Howard asked Koren if she felt comfortable making the determination independently. After a discussion, it was decided that Koren will evaluate independently. Artwork Koren commented on the beautiful Chinese Artwork currently on display in the Large Meeting Room. She discussed with Kat from the Foundation, the possibility of purchasing a piece for the library. The collection drew many positive comments. Norman suggested that the Foundation go to the Chinese community. Koren asked Trustees for permission to attend a 4 day program on community building at the Harwood Institute in January. Koren was asked by Maureen Sullivan to attend. The cost will be under $2,000. The consensus is to approve. Howard made a motion to adjourn the meeting. Helen Cohen seconded the motion. The motion passed.