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HomeMy WebLinkAbout2021.05.19 Trustees CML FB MinCARY MEMORIAL LIBRARY FULL BOARD MEETING BOARD OF LIBRARY TRUSTEES 12:00 PM May 19, 2021 Virtual Meeting   Attendees: Rabbi Howard Jaffe, Rev. Claire Feingold Thoryn, Eileen Jay, Suzie Barry, Joe Pato, Executive Board; Rev. Reebee Girash, Rev. Anne H. Mason, Rev. Kate Ekrem, Clergy; Sara Cuthbertson, Kathleen Lenihan, Deepika Sawhney, School Committee; Jill Hai, Doug Lucente, Mark Sandeen, Select Board; Koren Stembridge, Emily Smith, Susan Lusk, Alissa Lauzon, Jennifer Webb, Jae Johns, Library Staff. Call to Order Mr. Pato called the meeting to order at 12:06 pm.   Public Comment No comments from public.   Secretary’s Minutes – November 18, 2020 (vote) Ms. Barry submitted edits which Ms. Stembridge states appear on the screen. No comments/edits from Trustees. Mr. Pato moved to approve minutes as amended from 11/19/20 meeting of trustees. Motion seconded by Mr. Lucente. Roll call vote done: Motion passed unanimously.   Foundation Updates Innessa Manning, President - Cary Library Foundation Ms. Manning reported that FY21 raised $220,000 over last year for the annual fund. This success was due to a new matching fund campaign and enhanced social media. To date the Foundation has transferred $140,000 to the library for FY21; $50,000 from undesignated requests, $65,500 undesignated annual funds, $18,577 from annual fund for designated purposes, $5,000 transferred into endowment. A second transfer to the library will take place in June and will include $4,500 of undesignated annual fund proceeds which will meet total commitment of $70K to library. Additional $100,000 expected to transfer to the library after close of books in May. This will be set aside for CHIRP project. At the June meeting will vote to finalize FY22 fiscal budget of $85,000 in undesignated funds. Ms. Manning detailed upcoming events planned for coming year.   Friends Updates Ethie Slate, President – Friends of Cary Library The group did not expect to raise money this year, but did raise $17,000 through memberships and donations, $5,000 from book sale. Transferred $18,000 from reserve fund to Mimi Ballard Fund. Group put forth a $10,000 advance pledge toward CHIRP. Reopened book store on 4/27/21. First donation day will be 6/14/21 with a 2-hour limit. Annual meeting will take place on 6/10/21. Discussed events for summer and how to move ahead.   Administrative Updates Diversity, Equity, Inclusion Update (moved up in schedule) Ms. Stembridge outlined that approximately 15 staff met over past nine months for anti-racism educator training and to work on improving library’s diversity, equity, inclusion and access. The Community Collaborations team will be led by new Programming & Partnerships Manager, once that position is filled. Ms. Lauzon summarized the work being done by the Accessibility Team, including a new bilingual library card application (Mandarin/English), upcoming accessibility audits and creating an accommodation request form for programs. Ms. Webb provided an overview of the Collection Development Team which has been evaluating the diversity of the library’s collections, and will review policies and procedures to support diversifying the collections further. Jae Johns reviewed the Staffing Team’s work on efforts to recruit and retain diverse personnel including potential internship opportunities and identifying training opportunities for staff.   Questions/Comments: Ms. Jay mentioned that LPS is doing similar efforts and suggested connecting with Johnny Cole, Director of Equity and Student Supports for the Lexington Public Schools and student advisory groups. Ms. Lauzon confirmed Youth Services is in regular communication with school librarians.   Director’s Report Staffing Update - Currently hiring to fill 10 open positions. Restoration of Services - Responding to COVID restrictions being lifted by governor. Library building reopened to the public on 4/27/2021. Starting 6/15/21 will be extending hours and reintroducing seating. Capacity and time limits will be lifted in some areas as well, with goal of having most seating and study rooms available by 7/6/21. East Lexington Branch Sign - Sign has been restored by Gaffney signs of Woburn. Plans to display it outside the Administrative offices on third floor. Website Progress - Ms. Smith gave overview of new platform (EBSCO Stacks). Plan to “go live” with new site at end of summer/beginning of fall.   Building Updates Facilities: Custodians complete weekly air quality reports. Library’s numbers are excellent. DPW: New bike racks coming soon, timing with Center Streetscapes work. Center Streetscape: Transformer to be placed on front lawn and concealed with landscaping. Library Sign: New installation over summer along Mass Ave.   New Business Election of FY22 Executive Board members and officers – (vote) Mr. Sandeen stated the nominations to be submitted: Executive Board Officers Nominations: Suzie Barry - Chair Rabbi Howard Jaffe - Vice Chair Rev. Claire Feingold Thorn, Eileen Jay, Joe Pato as Executive Board members Mr. Pato closed nominations for Executive Board and Officers. Motion to move nominated slate as submitted. Rabbi Howard seconded. Roll call vote was unanimous.   Stone Building Task Force Rev. Claire Feingold Thoryn gave background of building and the plans the task force has for reuse.   Library Parking Lot Per Ms. Barry, town parking meters with 3G technology will be upgraded to 5G, possibly to a kiosk system. Discussion needed to decide how Cary Library would prefer to proceed with their parking lot. Ms. Stembridge stated staff had been made aware of this. Staff are concerned the proposed system would be challenging for seniors and caregivers with children/strollers.   Proposed dates for FY22 Executive and Full Board meetings Concerns raised about timing of 9/8/21 Executive Board meeting on Rosh Hashanah, and alternate date proposed. Mr. Pato moved to approve as amended, including moving dates that fall on a holiday, religious or otherwise. Ms. Barry seconded the motion and approved unanimously by role call vote.   Old Business None.   Announcements None.  Adjournment Mr. Pato made the motion to adjourn at 1:13 pm. This was seconded by Ms. Hai and approved unanimously.