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HomeMy WebLinkAbout2021-03-03-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:00 PM March 3, 2021 Virtual Meeting Attendees: Trustees: Joe Pato, Rabbi Howard Jaffe, Suzie Barry, Rev. Claire Feingold-Thoryn Staff: Koren Stembridge, Emily Smith, Susan Lusk, Cathie Ghorbani, Alissa Lauzon, Meena Jain, Jennifer Webb Call to Order Mr. Pato called the meeting to order at 4:02 PM. Public Comment There was no public comment. Secretary’s Minutes for February 3, 2021 Ms. Smith made an addendum to the Full Board Meeting referenced in the minutes. Rabbi Jaffe made a motion to approve the minutes of the February 3, 2021 meeting with the addendum. Ms. Barry seconded the motion. Vote: 4-0 to approve the minutes. Financial Reports Municipal Budget: Currently eight months into fiscal year. Normally the municipal budget at this time of year would be 67% expended; actual is 59%. This is due to less supplies ordered due to being closed, PPE reimbursed by CARES act, and reduced personnel hours (Sundays, no subs, vacancies not filled. Non-municipal (Trustee) Funds: We received our first State Aid payment of $28,648 and should know shortly what our second distribution will be. We received $65,000 from the Foundation which covers their commitment to us for the current fiscal year. Note that the library’s Unrestricted Endowment is up to 1.5 Million. Administrative Updates Director’s Report:  A 1-year report to the community about the library’s services during the pandemic, cosigned by Joe Pato, will be sent to the community on March 13.  The Story Walk project has received preliminary approval form the Recreation Committee. Next steps is to walk the path with stakeholders once the snow melts to put together an implementation plan. Staffing Update: We have several unfilled positions at the moment and will be asking the Town Manager for permission to post these positions externally. We will need to have some of these positions filled in order to begin allowing people back into the building again. Diversity, Equity, Inclusion Update (DEI): Report from staff IDEAS team  Meena Jain – Chair of the Ideas Team – general overview  Jen Webb – Team Leader for the Collections sub-group o Discussed the current issue surrounding Dr. Seuss books and how Cary Library will handle this. Revisiting current policies/practices to see how they support diversity. Building Updates Facilities Updates  EH&E has submitted their final report about town facilities HVAC and are satisfied that Cary Library is where it should be.  We have the final documents for the new Cary Memorial Library sign and it should be installed this spring.  We are expecting our new bike racks that will go along the Clarke Street ramp to be installed this spring.  We are adding additional security cameras to the Children’s Room for safety purposes. New Business Nominating Committee:  Trustee Chair will send letters to Select Board, School Committee, and Lexington Interfaith Clergy Association asking them to designate a member to serve on the nominating committee. Annual meeting is in May.  ChiRP! – Due to past year, considering a scaled back version of the project that would improve major concerns and refresh a tired space without asking the town for funds needed for competing projects. Compared slides of Original Project Plan vs. the new proposed plan and how it would affect other spaces in the library such as Large Meeting Room. This area would now become more important as the primary Children’s programming space. Board members in agreement that this is a very appropriate next step. Ms. Stembridge invited members interested to attend a walk-thru to see the changes to be considered. No formal vote needed at this time. Old Business Restoration of Services: The number of cases of COVID-19 has dropped significantly in Lexington and across the state. With COVID vaccination rates increasing, we would like to begin planning for a move from our current Vestibule Holds Pickup to our Phase 3 “Grab and Go” model which would allow a limited number of people into the building for short periods of time in order to browse and borrow materials. If you agree in principle, and pending any significant changes to the data over the next month, the staff Phase 3 planning team will be bringing a new model for your approval at the April 1 meeting of the Executive Board. Vote: Ms. Barry moved to approve timeframe requested. Rev. Feingold-Thoryn seconded motion. Vote: 4-0 unanimous. LexSeeHer monument: Boards packet included a letter to the LexSeeHer monument project regarding their interest in the library lawn as a site for a monument. Board in agreement that we wish this could be a possibility but it will not work with the logistics at Cary Library. Vote: Rev. Feingold-Thoryn moved to approve sending of letter. Rabbi Jaffee seconded motion. Vote: 4-0 unanimous. Stone Building Committee Update: Group is still gathering information. If board has any questions, forward to Rev. Feingold-Thoryn.  Cary Library Sign – Ms. Barry questioned what the plans were for the previous Cary Library hand-painted sign that is currently being stored at the Stone Building. Ms. Stembridge stated Facilities had confirmed that it contained lead paint. She will look into regarding restoration and mitigation and report back to the board. Adjournment Rabbi Jaffe offered a motion to adjourn at 4:54 PM. Seconded by Ms. Barry. Vote: Unanimous.