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HomeMy WebLinkAbout2018.05.16 BLT Min CARY MEMORIAL LIBRARY BOARD OF LIBRARY TRUSTEES May 16, 2018 Attendees: Joe Pato, Suzie Barry, Brent Maracle, Howard Jaffe, Alessandrano Alessandrini, Jill Hai, Michelle Ciccolo, Doug Lucente, Claire Feingold Thoryn, Kathleen Lenihan, Anne Mason, Kate Colburn, Rev. Paul Garrity, Trustees; Koren Stembridge, Library Director, Emily Smith, Assistant Library Director, Mary Ellen Ringo, Foundation and Laurel Cooley, Friends of Cary Library. Call to Order: Joe called the meeting to order at 12:07 pm. Joe asked all attendees to introduce themselves. Public Comment: none Secretary’s Minutes Vote Michelle made a motion to approve the minutes of January 17, 2018 full board meeting. The motion was seconded by Brent Maracle which passed unanimously. Financial Update Koren referred trustees to the municipal budget report. We are 77% expended to date, about where we expect to be. On the trustees side (non-municipal funds) she detailed the various sources of income: Fines and fees We receive 2% annually from the restricted endowment fund for materials. State aid to libraries grant is based on the number of hours opened and materials spending. We need to spend a minimum of 13% of the municipal budget on materials to qualify. Grants and major gifts – most of the funds are carried over from the Shire gift. In addition to money pledged, the Foundation has been making payments towards principal and interest on the loan for Transformative Spaces Project. In August we received a bequest for over $100,000 from the Kipp Estate. Friends of Cary Library raise about $40,000 per year which supports programs like summer reading, Brickmania, museum passes and Read it Now and See it Now collections. Koren detailed expenses on the trustee report. She is happy to review the budget report anytime if there are any questions. The FY 19 trustee’s budget was approved by the Executive Board at a previous meeting. Koren answered trustee questions on the budget. Paul Garrity asked how the Endowment funds are invested. Joe explained that they are conservatively invested by the trustees of public trust. Administrative Update We hired a new teen services manager, Michelle Techler who will starting early June. She will create a nice balance for the teen room. Agnes Pallaver recently retired leaving a vacant full time paraprofessional position in the Children’s Room. Building Update Safety Emily reported the following: We are collaborating with the police and fire departments on safety protocols. During an upcoming library closure, we will be conducting several safety trainings. We performed a safety walkthrough with two police officers to review options for shelter in place and how to evacuate the building in case of an active intruder. AED and CPR training will be considered for future safety training. Michelle suggested we consider looking into a video monitoring technology that identifies weapons. Koren added that this is a significant concern and she will ask Mark Corr about it. Suzie added that we should consider Narcan training. Koren noted that we will be discussing it at an upcoming executive board meeting. Foundation Mary Ellen reported the following The Legacy Tea event took place earlier in the week and was well attended. We will be hosting after-hours events to engage with community groups. In March we partnered with the Munroe Center, in May we collaborated with IAL for Bollywood Beats, and in September we will host a jazz evening with the Association of Black Citizens of Lexington. Friends Laurel reminded trustees that the Friends gently used book sale starts this week with a preview for members on Friday afternoon. She detailed an upcoming program that the Friends will be collaborating with the Lexington Historical Society, town departments and the library. Attendees will have an opportunity to learn about researching the history of their homes. The event will take place on September 22. New Business Slate of Officers Joe presented the slate of officers for the Executive Board: Suzie Barry and Joe Pato, Selectmen; Claire Feingold Thoryn and Howard Jaffe, Clergy; Alessandro Alessandrini, School Committee. Jill moved to approve the slate of officers as presented. Paul Garrity seconded the motion. The motion passed unanimously. Joe opened nominations for chairperson and vice chairperson. Howard nominated Joe Pato as chair, Jill nominated Howard Jaffe as vice chair. Alessandro moved to approve the nominations. Paul seconded the motion. The motion passed unanimously. Historic District Commissions Appointment Joe explained that one task of the trustees is to nominate individuals to Historic District Commission. An existing member, Tom Fenn, is asking to be re-appointed. After discussion, Howard affirmed the nomination of Tom Fenn to the HDC. Michelle seconded the motion which passed unanimously. Technology Update Emily updated the trustees on three major initiatives that her team will working on over the next year: security and reliability of network infrastructure, website upgrades, and technology programming. We have had a few issues with our public network but we have isolated the problem. We are addressing some security concerns by having the network audited and discussing with Town IT about opportunities to collaborate and share of resources. We are planning to upgrade our website over the next two years and will begin working on the initial steps of that project soon. Emily is also working with staff to start exploring programs that will involve experiential learning and making opportunities for the public. Emily will update the progress on these three core areas. Process for Updating Library Policy Joe explained that the Executive Board sets policy for the library but for informational purposes we bring it to the full board. Koren reviewed the Security Camera Policy. Trustees offered several suggestions. Koren will work with Joe on updating the changes and will send to the full board for comments. Koren noted that we update policies from time to time. She is requesting that trustees add a sentence to cover unaccompanied adults in the children room. For the safety of children in the building and due to crowding in many of our programs, we would like to adopt the policy of directing unaccompanied adults toward adult spaces. Joe explained that the policy has been approved by the executive board. Michele made motion to approve as presented, Brent seconded the motion which passed unanimously. FY 19 Meeting Dates The FY 19 meeting dates are included in the packet. Joe reminded trustees that they are welcome to attend the executive board meetings. Visitor’s Center Koren informed trustees that the town has viewed one of our historical rooms to be considered as a temporary space for the Visitor’s Center while they are under construction. The challenge is that we are not open on Sundays in the summer. They are also considering a trailer with a temporary restrooms. Koren will update trustees when more information is available. Large Meeting Room Discussion Koren started a preliminary conversation about the future needs of the library. She detailed the main uses for the library programming and outside groups using the room. Some deficiencies in the large meeting room include: Flooring needs to be replaced Kitchen is insufficient for programs and demonstrations Layout of the room is not flexible The future of libraries is co-creating learning opportunities with community members and increasing experiential learning programs. In order do this the large meeting room’s deficiencies need to be addressed. We can opt for an interim project with some simple improvements. As soon as the teen space opened, parents asked about plans for the children’s room. We spoke to PTA presidents, Lex Fun, SEPAC and pre-school directors. In order to increase the types of programs we would like to offer in the children’s room, we need to address the large meeting room as the main space for children’s programming. Children’s room programs are so popular they exceed the capacity of the story time room. Trustees discussed flooring options that might mitigate the noise such as cork, bamboo or a combination of hard surface and carpet. Koren added that the goal is to offer more active learning programs, in addition to our popular lecture format. Trustees discussed the capacity of the room and the impact on reducing to fewer seats. Koren illustrated an example of a way to reorient the chairs without losing capacity that would allow for more flexibility in how the space can be used. Joe added that at this point we are gathering information. One concern is that the large meeting room is the only room in town that has a hearing loop. Koren asked the Trustees to please send any suggestions, comments and questions to her. Suzie reminded trustees that the Town Manager, Carl Valente’s last day is August 3rd. There will be a celebration close to the last day. Paul moved to adjourn the meeting which was seconded by Jill. The motion passed unanimously.