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HomeMy WebLinkAbout2014-04-03-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Thursday, April 3, 2014 Attendees: Norman Cohen, Mary Ann Stewart, Howard Jaffe, Joe Pato Trustees; Koren Stembridge, Library Director, Cynthia Johnson, Assistant Library Director. Call to Order: Chairman Norm Cohen called the meeting to order at 5:00 PM Secretary’s Minutes Vote: Mary Ann Stewart made a motion to accept the minutes of the March 6, 2014, meeting. Norman seconded. The motion passed unanimously. Administrative Update Financial Update Koren highlighted the Municipal Financial Report:  We are 78% expended at the end of March.  We requested $25,000 from the salary fund into personal services to cover the payroll for the remainder of the fiscal year. The shortfall is due to retro and vacation buyout payments earlier in the year. Trustees Report:  Printing fees are constant even though we have eliminated fees; we are still on track to make our budget.  State Aid balance is anticipated to be about $40,000 by the end of the fiscal year.  The Friends book sale continues to be successful, allowing them to recently transfer funds to the library.  There is nothing noteworthy on the expense side. Most of our expenditures are materials. Staff and Hiring Updates Koren touched on a plan to reorganize library staff creating a step between a librarian and a department head. She will present more details at the May meeting. Building Updates  We will be replacing our people counters at both entrances.  We are reviewing bids for the Learning Center improvement. We hope to complete the work by the end of the year.  Public Facilities Department has contracted to repair the aggregate around the building. Norman asked what caused the deterioration. Koren explained the rough winter coupled with the heavier than usual use of salt may have contributed to the deterioration. She added that frequently during storms, custodians are pulled from the library to assist in snow removal in other municipal buildings and often distribute more salt on the sidewalk areas while when they are out of the building. Joe inquired about the year round custodial coverage. Koren detailed how our custodians are often used to fill gaps at other buildings such as 201 Bedford Street, the Visitors Center and Cary Hall. New Business People Counter Koren requested Trustee approval to spend $5,000 on the purchase and installation of the people counters at the south entry and main door. As our circulation changes the information becomes more important. Mary Ann made a motion to approve the $5,000 expenditure for the installation of the people counters. Joe Pato seconded the motion. The motion passed unanimously. Pay phone in front lobby Koren requested that Trustees consider removing the pay phone located in the Mass Ave. lobby. The location of the telephone creates a negative feel when patrons enter the vestibule while someone is using the phone. We do offer patron the use of the phone for a local call. Koren reported that the cost of the phone is about $1,000 per year. 40 – 70 calls per month are made from the phone. Trustees discussed the need and merits of having one of the only pay phones in the center of town. They decided to defer the decision of removal of the pay phone under consideration at a later meeting. Executive Committee Meeting Times Trustees discussed various times and date for future meetings. The consensus is that 4 PM is a good time for meetings. Norman will be in touch with Kate Ekrem, a potential Trustee candidate who was withholding her acceptance depending upon the meeting time. Old Business Koren summarized Rob Addelson, Town Comptroller’s comments from the Trustees Executive Committee Meeting of March 6, 2014. Annually, the Town completes an audit of Municipal funds. The audit report recommends a revision of the accounting of library funds. Since library funds are not held on the municipal ledger, they are not subject to the town’s internal controls. Koren explained that our accounts would be set up in a way that would be seamless from one fiscal year to the next. Trustees discussed the original Maria Cary gift and the financial responsibility given to Trustees. Koren referred to the 1890 court case, Cary Memorial Library versus Bliss. Koren had handouts distributed at a previous meeting available for trustees. Ultimately the court decided that moving library funds to the municipal side was against the will of the donor. Koren reported that the Foundation has an audit; the Friends have their accounts reviewed. Norman asked what we provide to the Town during the municipal audit. Koren explained auditors receive copies of our bank statements as part of the Town auditing process. Rob is required to act on the auditor’s letter. Koren explained our choices which are; run our funds through the municipal system or continue with our current process and have an annual audit. Trustees discussed the issue of the will of the donor. Mary Ann expressed that having an audit is a good idea. She is not ready to act on the recommendation. Howard feels the upsides of moving the funds to the town side are the segregation of duties and having all of the funds in one place easing the audit process. Howard expressed that he is not hearing anything compelling enough to make the decision today. Howard raised the issue of the consolidation constituting a breach of the donor gift. Joe inquired if we have sufficiently emulated the Town controls in our current process. He asked about the cost of the audit and would if it be covered by the Town. Joe suggested that we could create a situation to memorialize the consolidation if that is the direction that is decided. Koren added that patrons see the fines and fees as a municipal function. She views the Trustee funds differently than the Foundation and Friends money which is gained by fundraising efforts. Jeanne Krieger from the Foundation has concerns about donor perception if the funds are moved to the municipal side. Every year, one department is audited, this year it will be the library. Mary Ann suggested that we move ahead with the audit for this fiscal year and re- evaluate. She asked what is needed from the Trustees today. Koren added that Rob is happy to continue the discussion with Trustees at the May meeting. After discussion, Trustees reached a consensus that Norman will be in touch with Rob Addelson to updated him on the discussion. Koren outlined two requests for meeting room use by for profit groups; Heartland Institute for Financing Education and a Benevolent Association, both offering free classes. Trustees discussed the requests and determined that both groups are for profit and we can be comfortable declining the use of the meeting rooms. Norman read a note to Trustees from Margaret Donovan thanking them for purchasing e-materials in her honor. Mary Ann made a motion to adjourn. Howard seconded the motion. The motion passed.