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HomeMy WebLinkAbout2019-06-11-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES Minutes 3:30 PM June 11, 2019 Learning Center Attendees: Trustees - Joe Pato, Suzie Barry, Claire Feingold Thoryn, Howard Jaffe; Staff - Koren Stembridge, Jennifer Webb, Alissa Lauzon, Emily Smith; Public - Elaine Ashton. Call to Order – Joe Pato at 3:32 pm Public Comment - Ms. Elaine Ashton, former Town Meeting Member and former President of the East Lexington Community Association, shared concerns about the preservation of the Stone Building. She emphasized the historical significance of the building to both Lexington and national history and hoped the Trustees would advocate for reuse of the building. Secretary’s Minutes: May 1, 2019, Mr. Jaffe made a motion to approve, Ms. Feingold Thoryn seconded; the minutes pass unanimously. Financial Updates Financial Review – Ms. Stembridge reviewed two suggestions from the financial reviewer: keeping a log of voided checks, and reviewing the financial oversight portion of the Trustee Bylaws to see if they should be strengthened. We have implemented the log, and will review Bylaws over the summer. Financial Reports - Ms. Stembridge confirmed the library is 92% expended, as it should be at this point in the year. She reminded Trustees that the budget will be over expended this year due to retro payments from the settlement of the collective bargaining agreement. Administrative Updates Staffing Updates – There were no updates to report. Meeting Room Groups – There were no updates to report. Misc. – ● Ms. Stembridge shared a citizen complaint about the All Are Welcome banner. Building Updates ● Staff are exploring the option of using the Genealogy Room as a programming space. This would involve moving the special collections from that room into Oval Room. ● Staff will be exploring additional technology for the Living Room space. ● We will be meeting with Facilities over the summer to review the building needs in preparation for the 2021 budget process. This conversation will include the generator discussion. ● The Reading Room will be re-carpeted the weekend of June 22-23. This is the last section of the Main Floor to get the new carpeting (with the exception of the historical rooms). ● Ms. Stembridge highlighted the increased number of tour groups and out of town visitors using library’s restrooms. Library is working with Economic Development to increase awareness of Cary Hall’s facilities and the temporary Visitor’s Center. New Business FY20 Trustee Meeting Dates -- Ms. Feingold Thoryn made a motion to accept the dates as amended (with the June 3rd 2020 meeting time changed to noon). Mr. Jaffe seconded and the vote passed unanimously. Plaques for Directors (vote) -- Ms. Stembridge reviewed the tradition of ordering large bronze plaques for former directors and commented that it is not sustainable financially or in terms of wall space. She suggested consolidating to one plaque with general statement of service and the names of each director/service dates. Trustees did not have any concerns. Ms. Barry made a motion to have one plaque for all directors outside Administration Offices with all Director’s names. Ms. Feingold Thoryn seconded and the motion passed unanimously. Fine and Fees – Trustees discussed the possibility of the library eliminating fines for overdue materials. It was agreed that the library would submit a $50,000 Program Improvement Request (PIR) for the FY21 municipal budget to cover the lost revenue. Children’s Room Project – Ms. Stembridge confirmed that the staff will be using the summer to do some project timeline planning as well as making visits to other library children’s rooms. In the fall the library will share plans for how to move forward with the feasibility study. Updating CML logo in preparation for web redesign - Trustees discussed removing the word “Memorial” from the library’s logo. This would not change the library’s formal name, it would simply give us a more versatile logo for branding purposes. No concerns were expressed about removing “Memorial” from the logo. Old Business Rules of Behavior Policy update (vote) - Ms. Stembridge presented the suggested changes and confirmed these changes have been reviewed by the Town Attorney. Trustees discussed waiting to add the “guns and other weapons are not allowed” change until next fall. Mr. Jaffe made a motion to approve the policy as amended, without the guns/weapons line. Ms. Barry seconded. Motion passed unanimously as amended. Adjournment (vote) - Ms. Feingold Thoryn made a motion to adjourn at 4:20 pm. Ms. Barry seconded and the motion passed unanimously.