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HomeMy WebLinkAbout2019.10.02 EB MinCARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 12:00 PM October 2, 2019 Learning Center Attendees: Howard Jaffe, Joe Pato, Suzie Barry, Eileen Jay; Trustees. Koren Stembridge, Emily Smith, Alissa Lauzon and Cathie Ghorbani, Library staff. Call to Order Mr. Pato called the meeting to order at 12:06 PM. Public Comment - none Secretary’s Minutes – September 4, 2019 Mr. Jaffe made a motion to approve the Executive Board Meeting minutes of September 4, 2019. Ms. Barry seconded the motion which was passed unanimously. Financial Updates Ms. Stembridge informed the board that the library is where it expected to be financially for the municipal and private budgets at this point in the year. Financial Reports Ms. Stembridge informed the Trustees that the operating budget is due in one week. The Library will be presenting a level services budget. The required contribution to the network collection is expected to increase from $29,000 this year, to $37,000 next year due to the increase in demand for eBooks and eAudio. Ms. Stembridge reported the library will be submitting two Program Improvement requests: A request to change a 25 hour/week benefited position to a full time 37 hour/week position. The cost is about $20,000. The Library is asking the Town to cover the materials budget 100%. The cost is approximately $40,000. Mr. Jaffe asked Ms. Stembridge if other libraries are 100% funded. Ms. Stembridge confirmed that larger libraries are 100% by the Town and Foundation for the materials budget. Administrative Updates Directors Report The library is in the process of hiring two adult page positions, making us fully staffed for the first time in several months. Ms. Stembridge and Ms. Smith will be presenting at the Citizens’ Academy. Ms. Smith summarized a trespass incident at the library this morning. The police issued a verbal trespass and a written notice is being sent out. Meeting Room Issues Ms. Smith discussed continuing issues the library experiences with the meeting rooms: Administrative time spent vetting groups that apply to use the spaces, and conversations with individuals who are disappointed that they are not approved. Issues with staff competing for spaces and booking rooms more than a year in advance to reserve the spaces they need. Increased custodial time spent on Teen Space and setting up Living Room programs means less time available to manage multiple LMR setups Confusion between library events and outside events. Demand by outside groups to host programs for minors. The Board agreed to consider a proposal to change the usage of the meeting rooms for the outside groups. It was agreed that this proposal would be brought to the Full Board for a discussion/vote. Building Updates General Building Updates Ms. Smith reported two building issues. There are a few slate tiles that Facilities Department will be replacing over the next couple of weeks. The Large Meeting Room AV panel has a failed internal power supply and is no longer being manufactured. The Library is currently waiting to hear back on the cost to fix the issue. Children’s Room Planning Ms. Stembridge, Ms. Smith, and Ms. Lauzon met with Lauren Strada who is in charge of construction projects at MBLC. Ms. Strada suggested hiring a space planning consultant, in the range of $10,000-$20,000, to assist with three things: Community engagement and recommendations for a community project team A building program, for example, space needs, adjacencies, goals for the space, etc. Assistance writing the RFP for the design of the space. The Library is hoping to hire an architect by the spring of next year allowing the Library to make a capital request for construction funds during next year’s budget process. The Foundation’s Major Donors group discussed the possibility of having a fundraising campaign planned for the late fall/winter of 2020. Ms. Stembridge requested the approval of the Board to hire the consultant. The motion was moved by Ms. Barry, seconded by Ms. Jay and approved unanimously. New Business Behavior in Teen Room A discussion was had regarding the increase in inappropriate behaviors by the teens in the library. Ms. Stembridge will be meeting with the police and the Restorative Justice group and the student who instigated a fight back in May. Annual Action Plan Ms. Stembridge reviewed the new printed FY20-FY22 Action Plan. Ms. Jay made a motion to approve the action plan which was seconded by Mr. Jaffe and approved unanimously. 2020 Holiday Memo Vote Mr. Jaffe made a motion to approve the 2020 Holiday Memo which was seconded by Ms. Barry and approve unanimously. Updated Rules of Behavior Vote Ms. Stembridge requested to remove the photography language from the Rules of Behavior Policy. Ms. Barry moved the motion, which was seconded by Ms. Jay and approved unanimously. Old Business Historic District Commissions Associate Member (vote) The vote has been moved to the next Full Board meeting. Bookstore link added to the library promotional listings/calendar The Town attorney does not find any issues with the Library adding a bookstore link for author visits. Support vs Service animals Ms. Stembridge requested feedback from the Board on the issue of allowing support animals in to the library. It was agreed that support animals are not treated the same as service animals. The Town Attorney is researching the issue as it applies to the library and other town facilities. Children’s Book Donations There was a discussion regarding the acceptance of children’s book donations. The Town Attorney said the Library reserves the right to choose which books to accept and refuse. As part of the CHiRP project, the library may consider adding a Children’s Collection Development Policy. Adjournment (vote) Mr. Jaffe made a motion to adjourn at 1:14 PM, which was seconded by Ms. Barry and passed unanimously.