Loading...
HomeMy WebLinkAbout2020.09.09 CML EB Minutes FinalCARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:00 PM September 9, 2020 Virtual Meeting Attendees: Trustees: Joe Pato, Rabbi Howard Jaffe, Suzie Barry, Eileen Jay, Rev. Claire Feingold Thoryn, Executive Board, Jill Hai, Board of Library Trustees. Staff: Koren Stembridge, Emily Smith, Alissa Lauzon, Cathie Ghorbani, Jennifer Webb, Meena Jain, Kate Leppanen, Ita Dennehy, Cathie Ghorbani, Jennifer Webb and Andrea Morrison, Library Staff. Virtual Meeting Recording Approval Prior to the start of the meeting, a request by Mr. Pato was made to approve the video recording of the meeting. Upon a motion duly made, by roll call, the Board voted 5-0 to approve the recording of the meeting. Mr. Pato read guidelines titled “Remote Meeting Opening.” There were no objections. Call to Order Mr. Pato called the meeting to order at 4:02 PM. Public Comment There was no public comment. Secretary’s Minutes for June 10, 2020 Reverend Feingold Thoryn made a motion to approve the minutes of the July 15, 2020 meeting. Ms. Barry seconded the motion. Upon a motion duly made, by roll call, the Board voted 5-0 to approve the minutes. Financial Reports FY20 Update: Ms. Stembridge reported on the municipal budget, two months into the year we are 17.1% expended which is normal. On the Trustees’ side we have received no income to date, as expected, but are in good shape due to the carry-over from FY 20. We have no updated endowment figures to report. Administrative Update Director’s Report Staffing Update Ms. Stembridge reported that she received authorization from the Town Manager to move forward with hiring for the two vacant positions. Diversity, Equity, Inclusion Update Ms. Stembridge recognized Ms. Meena Jain and Ms. India Winslow who have been working with consultant Dr. Kandice Sumner. Ms. Jain shared that she and Ms. Winslow are pulling together a team of staff teams who are interesting in working on these issues at the library. This project is still in the initial planning stages. There will be complete presentation of their work for the upcoming Full Board meeting. Building Updates HVAC Update Ms. Stembridge reported that the new coil has been installed successfully into the HVAC unit on the 3rd floor. DPF is working on hiring two additional custodians in order to do all building cleaning in house. Trustees discussed the need for dedicated custodians for the library. Ms. Stembridge indicated the opening of the Visitor’s Center presents a challenge since library custodians provide services at that building as well. New Business Extension of EB members Mr. Pato reviewed the status of the Executive Board members’ current terms since no nomination or elections took place because of the cancellation of the annual meeting scheduled for March 2020 due to the closure. Since the Trustee by-laws do not speak to this, the trustees agreed that this should be taken up with the Full Board at their next meeting in October. Endowment Distribution Ms. Stembridge requested that the Trustees approve a distribution of $14,261 from the restricted endowment funds to purchase designated gifts. Rabbi Jaffe made a motion to transfer $14,261 from the restricted endowment fund to the library. The motion was seconded by Rev. Feingold Thoryn. Upon a motion duly made, by roll call, the Board voted 5-0 to approve the motion. Stone Building Reuse Mr. Pato shared the “AdHoc Stone Building Reuse Committee” document. At this time, the committee is seeking an appointee from the trustees who will act as a liaison from the Board. Ms. Hai explained that there are voting members and non-voting liaison members. Rev. Feingold Thoryn expressed interest as a voting member, and has submitted an application. Rabbi Jaffe offered interest as a liaison to the committee. After trustee discussion of concerns and process, the consensus is to wait until the committee’s membership is decided before putting forth a candidate as a liaison. Old Business Fine Forgiveness Extension After discussion, Ms. Barry moved to extend fine forgiveness though the end of October 2020. The motion was seconded by Reverend Feingold Thoryn. Upon a motion duly made, by roll call, the Board voted 5-0 to approve the minutes. Phased Reopening Discussion Ms. Smith detailed current services that the library is offering including statistics for circulation and programs. Youth and adult program participation has been robust as well as circulation of materials via curbside services. She discussed the challenges such as increased workload for custodians, space challenges with staff relocated into public spaces, space for quarantined returns and deliveries, and numerous temporary shelving units used for curbside services. HVAC issues continue to be a concern. The town will be working with the industrial hygienist to assess the library. Ms. Stembridge asked that the library be fast tracked to get this done. Ms. Smith shared concerns about staffing levels with state travel restrictions and quarantine requirements, as well requests for accommodation for childcare and health issues. Staff presented a Phase 3 service model. Staff visited area libraries and noted best practices that may work for Lexington as well. Ms. Leppanen shared what services will not be available in the next phase including no meeting or study rooms, no seating and no computer use. Ms. Dennehy detailed services available in the teen and children’s departments. Ms. Stembridge thanked staff who have been working hard to develop this next service model. Trustees discussed the plan and the consensus is that they are comfortable with the plan, affirming that patrons are required to wear proper masks and that no food be allowed consumed on the premises. In addition, Trustees suggested that if the public schools close the library will do so as well. The Trustees expressed concerns about the HVAC system. The consensus was to wait for the report from the Industrial Hygiene Company before deciding when to proceed with Phase 3. Mr. Pato made a motion to delay the move to Phase 3 until at least November 1, 2020. The motion was seconded my Rabbi Jaffe. Upon a motion duly made, by roll call, the Board voted 5-0 to approve the minutes. Adjournment Mr. Pato made a motion to adjourn at 5:54 PM. The motion was seconded by Ms. Jay. Upon a motion duly made, by roll call, the Board voted 5-0 to adjourn.