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HomeMy WebLinkAbout2014-01-08-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, January 8, 2014 Attendees: Norman Cohen, Mary Ann Stewart, Helen Cohen, Howard Jaffe, Trustees; Koren Stembridge, Library Director, Cynthia Johnson, Assistant Library Director. Call to Order: Chairman Norm Cohen called the meeting to order at 5:02 PM Secretary’s Minutes Vote: Howard made a motion to accept the minutes of the December 4, 2013 meeting. Helen Cohen seconded. The motion passed unanimously. Administrative Update Koren reported the Barriers Committee will be coming to the March Executive Committee meeting to present a proposal regarding changes in fines and fees. She highlighted the focus of the committee’s recommendations. Koren requested the Trustees consider eliminating the fine for a lost card. After a discussion, the consensus is to approve the removal of the fine. Financial Koren reviewed the Municipal Report noting that the “Personal Service” expenses increased due to retroactive payments. She added that the contract was recently settled after eighteen months. As of now, the budget has been able to absorb the increase in payroll. We are on pace with our spending of Town funds on materials. In the Trustees Report, all of the income to date is fines and fees. Income from the Foundation and Friends tends to be received in the second half of the year. We received an acknowledgement from State Aid but have not yet received the funds. The Endowment continues to do well. Koren reported that DCU Federal Credit Union made a $2,000 donation to the Foundation. Staff and Hiring Updates  Meagan Parker started this week as our new Outreach and Programming Librarian. Koren will invite her to a future meeting.  Margaret Donovan, Head of Technology will be leaving on January 21, 2014.  Kate Leppanen will not be applying for the Head of Technology position but will act as interim Head of Technology until we have filled the position. Koren asked Trustees to approve a temporary increase in hourly rate for that period of time. The Trustees consensus is to agree to the increase.  We have a hiring team consisting of Kate Leppanen, Cynthia Johnson, Kathy Santos and Koren.  Koren is considering attending a Public Library Association conference in Indianapolis in March. Building Update Koren reported the following:  We are continuing to work with the Facilities Department to mitigate heating issues in several areas of the library. The Facilities staff have been very responsive.  We continue to work on loose ends with the Large Meeting Room Project. Old Business Website Project Koren reported that we are abandoning the calendar component of the new website. We are migrating to the Library Insight, software previously used. The cost of the software is about $1,000 per year. Kathy Santos, Webmaster, will be working at the Library half time as of next week which will be a big help with the transition. The website vendor will continue to build out the product and get back to us in about six months. At that time we will evaluate the enhancements. Follow up on use of library outside business hours: Koren updated Trustees on the request by the class of 1954 to use the Large Meeting Room as a venue for their cocktail reception on September 26, from 5 - 7 PM. At the last Trustees meeting, Koren was asked to be in touch with the Facilities Department and Town Managers Office regarding the request. Koren reported that Linda Vine is comfortable with allowing the use if the board is in agreement. The Facilities Department is able to provide custodial coverage; the LHS Committee will cover the cost. Koren polled libraries in adjacent communities; most allow such use providing that the group bears the cost of custodial coverage and liquor license. Trustees discussed the distinction of the proposal and decided that in the future until the Community Center is open, they will evaluate such requests on a case by case basis to support the mission of the Town. The Trustees recognize that gathering at the library is deeply meaningful to the class of 1954. After a discussion, Helen Cohen made a motion to approve the request from the LHS lass of 1954 reunion to use the library for an after hours reception. The Trustees will evaluate after the event. Howard seconded the motion. The motion passed unanimously. Historic District Commission Appointee Koren distributed the resume and application from Britta McCarthy, associate member candidate on behalf of the library to the Historic District Commission. After a review of the documents, Howard made motion to accept Britta McCarthy as Cary Library’s appointee to the Lexington Historic District Commission. Helen seconded the motion. The motion passed unanimously. Adjournment Mary Ann made a motion, seconded by Helen Cohen to adjourn the meeting. The motion passed.