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HomeMy WebLinkAbout2021-05-04-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:00 PM May 5, 2021 Virtual Meeting Attendees: Trustees: Joe Pato, Suzie Barry, Rev. Claire Feingold-Thoryn, Eileen Jay Staff: Koren Stembridge, Emily Smith, Alissa Lauzon, Susan Lusk Call to Order Mr. Pato called the meeting to order at 4:01 PM. Public Comment There was no public comment. Secretary’s Minutes for April 1, 2021 Ms. Barry made a motion to approve as distributed the minutes of the April 1, 2021 meeting. Rev. Claire Feingold-Thoryn seconded the motion. Vote: 4-0 to approve. Announcements None. Financial Reports Municipal Budget: For the end of April we are 75.6% expended; normally we would be 83% for this time of year. This is due to vacancies we are still carrying. The Admin personnel budget is over-expended due to Andrea working part-time through the end of FY21 to assist with the year-end close. Non-municipal (Trustee) Funds: Received second installation of State Aid in the amount of $28,000. Spending has been lower than normal as we just reopened. Endowment balance through the quarter ending in March is $2.56 million. This is due to bequests and interest. Administrative Updates Director’s Report: Will cover in other agenda items. Staffing Update:  We have two new hires to announce:  Corinne Coveney who was previously a library tech in Children’s and Bibs Svcs. She has returned as a 12 hr Reference Librarian in Adult Services.  Emma Patterson Ware who has been subbing her for a while is taking the full-time library tech position in Youth Services.  Tomorrow Ms. Stembridge will be posting the Programming and Partnership position vacated by Meena Jain, the only manager of color on the leadership team. The admin team are trying something different this round to try and get an applicant pool as diverse as possible. The position was advertised nationally for the first time and staff have reached out to ALA affinity groups; the Black Caucus, REFORMA for Latino constituencies, Chinese and Asian American organizations of librarians, etc. The Masters in Librarianship not mandatory for this position. Staff are looking for individuals with the same skill set who different educational and work backgrounds. Last year staff began utilizing blind hiring practices where names, gender and other information on resumes and cover letters was redacted The last hiring round over 100 applications were submitted and the admin staff found that this procedure was not sustainable. Ms. Stembridge stated we are awaiting the arrival of the Equity Officer for the town to see what best practices for diversity hiring will be put forth. Ms. Barry asked if we would be posting to social media. Ms. Stembridge responded that we haven’t in the past but it is doable and Ms. Barry makes a good point as this is the area a programming manager would be utilizing. Diversity, Equity, Inclusion Update (DEI):  We are planning a presentation on our progress to the Full Board meeting in two weeks. Ms. Stembridge asked the board to adopt the Urban Library Council statement sent last week. We are not members of the council as members are usually larger, urban libraries. They are often well ahead of the general thinkers in terms of social innovation and professional development. They council have publicized a statement and have encouraged libraries who are not members to sign on. Rev. Claire Feingold-Thoryn moved to endorse the ULC’s Statement on Race and Social Equity. Ms. Jay seconded the motion. Vote: 4-0 to approve. Building Updates Facilities Updates  Patrons are very happy to have access to the building.  Planning to restart Chirp conversations about Facilities this summer. New Business Nominating Committee:  Nominating Committee still waiting to hear back on the clergy representatives. Information will be available before the Annual Meeting of the Full Board in May. At the end of that meeting, the new slate of offices, executive officers and chair will be voted in and the new board will take over. Banners & Signs on Library Grounds:  The new Signs and Banners on Library Buildings and Grounds Policy was reviewed and approved. Rev. Claire Feingold-Thoryn moves to affirm the policy for banners and signage on library grounds as amended. Ms. Barry seconded. Vote is 4-0 to approve.  The Trustee Meeting Dates for FY22 will be voted on at the Full Board Meeting on June 19. Trustee Foundation Budget:  Friends and Foundation Grants for FY22 are up from FY21. The Foundation will be raising money for staff development as part of their Grant. The amount of funding needed for materials is lower due to the Town recent commitment to provide 100% of the required materials budget. Foundation is looking to transfer to us in addition to the grant for next year money earmarked for the CHIRP project. Ms. Stembridge asked the board to formally vote this budget for FY22. Mr. Pato moved to approve the budget as presented. Rev. Claire Feingold-Thoryn seconded the motion. Vote 4-0 to approve. Old Business Restoration of Services: Ms. Stembridge asked the board for permission to modify the current service model as needed prior to nd the June 2 meeting. 1. The governor dropped quarantine restrictions for guidance for libraries immediately. Would like staff input on this decision before making any changes. 2. Reintroduce benches in the main browsing area for patrons to sit for a small amount of time. 3. Would like to increase the overall building capacity but keep Children’s at the same capacity they are at currently. Ms. Jay moved that the board adopt the modifications to the restoration of services outlined by the library director. Ms. Barry amended that statement that the board will authorize the library director to make changes to the service model as she deems appropriate in consultation with her staff and Trustee Chair. Ms. Jay seconded the motion as amended. Vote 4-0 approved. Stone Building Update:  Rev. Claire Feingold-Thoryn stated the task force had the first set of forums on 5/27 at 10:00 am and 7:00 pm. The next meeting is on 5/6. East Lexington Library Sign Update  Gaffney Signs is in the process of completing the preservation of the sign. Adjournment Ms. Barry offered a motion to adjourn at 4:44 PM. Ms. Jay seconded the motion. Vote 4-0 to approve.