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HomeMy WebLinkAbout2011.05.04 EC-MINCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES May 4, 2011 5:00 PM Learning Center Attendees: Norman Cohen, Deb Mauger, Helen Cohen, Howard Jaffe, Hank Manz, Trustees; Kathleen Quinlan, Assistant Library Director and Koren Stembridge, Library Director. Call to order: Norman called the meeting to order at 5:05 PM. Secretary's Minutes: Deb Mauger made an amendment to the minutes of the April 6, 2011 Board of Library Trustees Executive Minutes. Deb made a motion to approve the minutes as amended. Norm Cohen seconded the motion. The motion passed. Administrative Update: Workflow Study: Koren brought the Trustees up to date on the three options presented by the architect that are being considered. In summary, Option A involved the least new construction: a bin lift table would be purchased for the Circulation Workroom, and the granite counter above the book return bins in the Circulation Desk would be cut out to facilitate ease of retrieving returned books. A three bin sorter would be obtained (lease or purchase) for the South Entry book drop room. Option B would expand the Circulation work area by building new walls (including new book return areas) beyond the Circulation Workroom and making the Circulation Desk smaller. Two bin lift tables would be purchased for the new work area. Option C would also expand the Circulation work area (as described above) and would also encompass the custodial closet space. In addition, a nine bin automated sorter would be purchased. In all three options, the Bibliographic Services work room (lower level) would be modified by building and re -orienting a new loading dock. A bin lift table would be purchased. The library administration is recommending a 3-phase approach to the project: Phase 1 would include a remodel of the lower level loading dock, cutting the granite countertop in the Circulation Area and install a lift table on the lower level. Phase 2 involves altering the external book drop to accommodate a 3 bin sorting machine. Phase 3 would involve evaluating the success of phase 1 and 2. Koren is recommending: • Made the changes in Phase 1 in Bibliographic Services Workroom in the lower level. • Cut the granite in the Circulation Work Desk • Obtain a sorter for the book return on the south side of the lower level. Please see Appendix "A" - Cary Memorial Library Workflow Study Howard Jaffe asked if it is worth exploring if there is a secondary market for the 3 bin sorter in case we want to move to a 9 bin machine. Koren will explore new technologies as more libraries update their systems. Pat Goddard said that at this time, we are not seeking an approval for fixed cost on the project but an agreement on the direction. Once we are through the design phase and have harder costs we will be back with that information. Deb Mauger asked if they need to go back to the CEC. Pat stated this will be necessary after the design phase was completed. Deb Mauger suggested that Koren run the lease verses purchase option by Rob Addelson. Trustees discussed the lease verses purchase options. It was determined that Koren needs to investigate the lease funding options. Howard clarified that the only change on the main level that is being proposed right now is option "A" which is $5,000 cost to cut the granite in the Circulation desk. Deb Mauger made a motion to proceed with the plan "A" as discussed and to proceed with the design phase and obtain costs. The motion was seconded by Howard Jaffe. The motion was approved. Building Update: Kathy updated the Trustees regarding the Ecophon tiles. 0 New tiles were re -hung and bracing was installed in the area to the side of the Reference Desk which is the area where a tile fell and hit a patron. • The work was completed during hours when the library was closed. • The ceiling looks very handsome. • Kathy summarized a report on the findings of the installer. Pat Goddard mentioned that the installation is a trial to determine if the ceiling tiles will be reliable. New Business: Proposed Meeting Dates for FY 2012: Koren presented a list of proposed meeting dates for FY 2012. We will finalize at the next meeting. Draft Language for Library Policy changes: Koren met with the Town Counsel Bill Lahey and Kevin Batt regarding the language of our Meeting Room policy. Koren will send out a draft of the changes for Trustees to review. She is seeking changes in the policy that will give us the tools to enforce the policy. Trustees Feedback on Draft of new Quarterly Report: Koren asked Trustees to share their opinions of the draft of the report. She is challenging staff to think of creative ways to relay information. The Trustees found the report: • More user friendly • Easy to track trends • Enjoyed reading it 1 iL-ca f hn Inx/ni if L-11%%-# LI 1%-# ILA Y W 14A L Deb Mauger made a motion to adjourn the meeting. Howard Jaffe seconded the motion. The motion passed.