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HomeMy WebLinkAbout2020.02.26 Trustees CML FB MinCARY MEMORIAL LIBRARY BOARD OF LIBRARY TRUSTEES 4:00 PM February 26, 2020 Large Meeting Room Attendees: Joe Pato, Jill Hai, Doug Lucente, Suzie Barry, Mark Sandeen, Rabbi Howard Jaffe, Rev. Claire Feingold Thoryn, Rev. Reebee Girash, Rev. Anne Mason, and Rev. Pam Patro, Trustees; Mary Ellen Ringo, Innessa Manning, Foundation; Ethel Slate, Elizabeth Kloss, and Mary Burnell, Friends; Koren Stembridge and Emily Smith, Library staff; Mary Braney, Library Consultant. Call to Order Mr. Pato called the meeting to order at 12:08 PM Public Comment No public comment. The Chair asked attendees to introduce themselves. Secretary’s Minutes – November 5, 2020 Rev. Feingold Thoryn made a motion to approve the minutes of the November 5, 2019 meeting which was seconded by Doug Lucente. The motion passed unanimously. Foundation Updates Ms. Manning, reported that the community had shown tremendous support and that the Foundation is on track to meet the goal of $170,000, with $70,000 in restricted donations and $100,000 in unrestricted. A spring appeal is planned. Foundation has been receiving the final pledges for the Transformative Spaces Project. Ms. Ringo detailed the upcoming events planned for the next year. Friends Updates Ms. Slate shared details of the Book Lovers Brunch scheduled for April 2, 2020. She invited trustees to register for the event starting March 3rd. The monthly book sale in the library continues to be a successful fundraiser. Financial Updates Ms. Stembridge reported that the Library is about 58% expended for the municipal budget. On the private side, fines are fees are dropping. The library is in good shape, however, since there was significant carry over from last year. Finally, the library received the first installment of State Aid and expects the second portion to be paid soon. Administrative Updates Library Sign Ms. Stembridge reported that we have identified a design/build/install company to develop a plan for the sign in front of the building. She has been in contact with the Historical District Commission and are hoping for a spring installation. Meeting Room Usage Ms. Stembridge presented details on meeting room usage which has doubled in the past five years mainly due to increased library programming. As a result, the programming department is having difficulty finding space for library programs and also serving as a venue for public meetings. Ms. Stembridge cautioned that as we create a plan for the Children’s Room Renovation project, we may need to take the meeting rooms offline to use for staff spaces and or construction staging. There will be very limited availability of library meeting room spaces for the general public. Staff continue to work with groups such as the League of Women Voters and the Veterans to accommodate their programs. Ms. Stembridge will work with the Executive Board to find a solution including communicating any change to the public. Trustees discussed the challenges of public meeting rooms. The consensus was that they support a plan of prioritizing using library meeting rooms for library programs. Building Updates Ms. Smith detailed a water leak that was discovered on the 2nd floor, caused by a failing heating coil in the HVAC system on the 3rd floor. DPF is monitoring the problem. We will provide updates as the plan for mitigation unfolds. Trustees inquired about damages and the long term vision for the system. Ms. Stembridge shared that the HVAC system has had many issues over the past few years. She plans to have a DPF staff person attend the next full board meeting to discuss the long term plan. New Business Coronavirus Concerns Ms. Stembridge shared that staff are expressing concerns about the coronavirus. Ms. Stembridge has been in touch with the public health nurse and is seeking guidance on handling patrons who are visibly ill. Trustees inquired if we are providing any public education. Ms. Smith confirmed that is something the library is working on and we have offered our meeting rooms if needed for public education. Children’s Room Renovation Project (ChiRP!) Ms. Stembridge introduced Mary Braney, a library consultant who will be working with staff and the public to help prepare for the Children’s Room Renovation Feasibility Study. Ms. Braney asked the Trustees to share the strengths of the library based on their personal experiences, and their vision for the library in the 21st century. Trustees shared aspirations and things to consider. After the discussion, Ms. Braney confirmed that she will compile the points that were made into a report that will be provided to the Trustees. Ms. Stembridge shared a plan for family engagement and ways for patrons to give input or feedback. She reported that the staff have been soliciting community involvement through surveys, a “question of the week” bulletin board in the Children’s Room, making presentations at community meetings for groups including LexFun!, LPS PTA/PTO groups, SEPAC, SEPTA and other town committees or working groups. Staff have also reached out through the town website, and listservs including the Mavens and the Lexington List. Ms. Stembridge detailed next steps with a timeline that includes writing a request for proposals (RFP) in the spring to engage an architecture firm, and presenting the project at Town Meeting in 2021. Nominating Committee for Executive Board Mr. Pato explained that he has reached his term limit as chair. He will be notifying the groups (clergy, select board and school committee) during the next week. A nominating committee will be presented at the next Executive Board meeting. Adjournment Mr. Lucente made the motion to adjourn at 1:17 PM. This was seconded by Ms. Hai and approved unanimously.