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HomeMy WebLinkAbout2021.02.03 EB Minutes FinalCARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:00 PM February 3, 2021 Virtual Meeting Attendees: Trustees: Joe Pato, Rabbi Howard Jaffe, Suzie Barry, Eileen Jay, Rev. Claire Feingold-Thoryn Staff: Koren Stembridge, Emily Smith, Susan Lusk, Cathie Ghorbani Panelists: Jessie Steigerwald Call to Order Rabbi Jaffe called the meeting to order at 4:07 PM. Emily Smith read the language for Open Meeting Rules. Public Comment There was no public comment. Secretary’s Minutes for January 6, 2021 Ms. Barry made a motion to approve the minutes of the January 6, 2021 meeting. Rev. Claire Feingold-Thoryn seconded the motion. Vote: 4-0 to approve the minutes. Financial Reports Municipal Budget: The municipal budget is approximately 46.96% expended which is under budget for the year. Personnel only expended 44.11% due to no Sunday hour, no substitutes working, and vacancies. We are exactly where we expect to be for this time of year. Non-municipal Funds: We have had little income to date but fortunately have carry forward from FY20. Expecting the annual check from the Foundation within the week. No payments have been received for fines, fees; just for lost items. Expenses are down as we are spending less by not servicing the public. $469,290.64 is the remaining balance, of that $200K is fungible. Endowment number received a large unrestricted bequest of $50K and stock market did reasonably well by end of the quarter. Administrative Updates Director’s Report Staff continue working remotely with a small number of employees in and out daily. Staffing Update Carrying vacancies as Town Manager has asked us to hold off until we are fully opened. We have approximately a total of 2 FTE to fill. Diversity, Equity, Inclusion Update (DEI) Meena Jain is chairing a group of 13 staff members. They have completed three months of training with a DEI consultant and have split into working groups: Polices and job descriptions, hiring, retention Collection development team evaluation Accessibility team services, website, etc. - in process of new website. Team will attend the March meeting to discuss action items moving forward. The Board will have the opportunity to weigh-in at the next meeting. Meena Jain, Emily Smith and Koren Stembridge are also members of the Staffing Team for the Town of Lexington. In addition, Ms. Stembridge is assisting the Deputy Town Manager, Kelly Axtell, who is working with the All Aces consulting group. Ms. Barry indicated that the Town’s FY22 budget includes funding for an Equity Officer.   Website Contract is signed with EBSCO Stacks for the new library website. Currently completing technical setup and will begin transferring content. Fall 2021 launch. We are working with Assabet Interactive on the room booking/calendar/museum pass piece of the website. Building Updates Facilities Updates Alissa Lauzon to visit in March to talk about strategy for begin working on the Children’s’ Room renovation project. Ms. Barry asked if Ms. Stembridge had seen the library portion of the EH&E report yet. She responded that Mike Cronin hadn't received final report yet but will check on.    (Joe Pato joined meeting at 4:23 PM.)   New Business Trustee Letter to Secretary Sudders regarding vaccination of library staff Libraries around the state are asking to advocate for library staff similar to other frontline service providers. VOTE: Rev. Feingold-Thoryn moved to approve letter as amended. Ms. Jay seconded motion. Vote: Unanimous. Reschedule date for Full Board Meeting Dispense with January 6, 2021 meeting that was cancelled and hold full board instead in May as scheduled. VOTE: Ms. Jay moved to hold next full board meeting in May 2021 as annual board meeting. Rabbi Jaffe seconded motion. Vote: Unanimous. Extend Meeting Room Closures through end of FY21 Rabbi Jaffee moved to approve extension of Sunday closures through end of FY21. Ms. Barry seconded motion. Vote: Unanimous Extend Sunday Closure through end of FY21 Ms. Barry moved to approve extension of Sunday closures through end of FY21. Rev. Feingold-Thoryn seconded motion. Vote: Unanimous Old Business Resuming Vestibule Pickup Request that the library be allowed to resume contactless pick up service with materials bagged and made available in vestibule. There would be no contact between public and staff. New model will minimize number of staff in lower hallway. Ms. Stembridge offered a big shout out to Cathy, Michelle, and Jen and all staff working on these modules. Presidential Medal of Honor to the team!   LexSeeHer Monument Per Mr. Pato this is an opportunity for discussion but there will be no vote today. At issue are the following: size of statue who will be honored location of statue conflict with new Cary Library sign to be installed Final decision was to have Jessie Steigerwald schedule discussion with Ms. Stembridge and decide if project is something that would be feasible on the Cary Library property. Stone Building Committee Update Rev. Feingold-Thoryn updated that the team has met twice and had an initial discussion and some learning about the building. A tour was conducted by Mike Cronin of Facilities and the next meeting is tomorrow.     Adjournment Rabbi Jaffe offered a motion to adjourn at 5:04 PM. Seconded by Ms. Barry. Vote: Unanimous.