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HomeMy WebLinkAbout2022.04.07 EB Minutes FinalCARY MEMORIAL LIBRARY BOARD OF TRUSTEES EXECUTIVE BOARD MEETING MINUTES Thursday, April 7, 2022, 4:00 P.M. Hybrid Meeting - Library Learning Center/Virtual via Zoom Attendees: Board: Suzie Barry, Chair, Joe Pato, Rev. Claire Feingold Thoryn (left meeting at 5:00 pm), Eileen Jay (joined meeting at 4:07 pm) Staff: Koren Stembridge, Susan Lusk, Cathie Ghorbani, Jen Webb, Alissa Lauzon, Kate Leppanen Town: Mike Cronin, DPF Residents: Mark Anderson, 2400 Massachusetts Avenue, Lexington, MA 02420 Call to Order – Suzie Barry, Trustee Chair - 4:02 pm Public Comment No public comments. Secretary’s Minutes February 2, 2022 Executive Board Meeting – (vote) – edited minutes will be voted at the 5.4.22 EB meeting. Building Updates HVAC Update – Mike Cronin, Director of Facilities This winter the library experienced significant HVAC issues. Part of this was due to the 100% outside air Covid requirements and the inability for the systems to keep up. There were more issues this year than previous years, so technicians from CTI were brought in to do retro commissioning. A number of issues were found and have been mitigated. Mr. Cronin discussed how the HVAC issues may play into the Children’s Room Renovation Project. As part of the Feasibility Study the architecture firm will be looking at HVAC considerations and recommending a path forward. The library’s HVAC system is “end of life” in 2029 so too early for a complete building-wide replacement. Considerations about replacing the Lower Level system as part of the Children’s Room project should be discussed. We should have information by the end of the summer to guide decision making. Resident Mark Anderson asked about green energy solutions for the building – these will be considered as part of any HVAC project. Ms. Stembridge asked the Board to approve the proposal by architects from Johnson Roberts Associates for the Children’s Room/Large Meeting Room feasibility work, including an evaluation of the library’s HVAC system. ChiRP! Feasibility Study Proposal – (vote). Motion to authorize the Library Director to work with architects Johnson Roberts on the development of conceptual designs for a renovated Children’s Room and Large Meeting Room spaces, and to further authorize the Library Director to finalize design process, fees, and timeline documents with a total cost this work not to exceed $100,000. Motion: Ms. Barry, second: Rev. Feingold Thoryn. Vote 4-0 in favor. Administrative Updates Director’s Report Staffing Update – Our new Deputy Director, Laura Bernheim will be staring on 4/25/22 and will be at the May Executive Board meeting. She has worked in the Adult Services at Waltham for the past 15 years, been in Waltham for 20 years. She will be a great addition to our team. Update on May 18 Full Board Meeting – We are going to be honoring Rabbi Howard Jaffee, it will be his last meeting as a Trustee of the library. We will be serving lunch. HDC – We have received a letter asking us to identify a potential nominee to the HDC. Please think about anyone you may know who would be a good nominee – we will discuss at the May 4th EB meeting. New Business Collection Development Policy update (vote) and formal book challenge process overview As a leadership team we look at our policy to see if updates were needed. Only two formal challenges to the collection have been made in the last 11 years. Edits to the policy were discussed. Motion to approve the updated Collection Development Policy as amended (giving leeway to the library director for final edits). Motion: Ms. Barry, second: Ms. Jay. Vote: 4-0 in favor. Early (1:00 p.m.) closure for Fairy Tale Ball on 4/22/22. Motion to approve the library to close at 1:00 pm on Friday, 4/22/22 in order to prepare for the Fairy Tale Ball. Motion: Ms. Barry, second: Mr. Pato. Vote: 3-0 in favor. Approval for Foundation to offer beer/wine at Library After Dark on 5/7/22. Motion to approve the Cary Library Foundation to offer beer/wine at the Library After Dark event on Saturday, 5/7/22. Motion: Ms. Barry, second: Ms. Jay. Vote: 3-0 in favor. Early (1:00 p.m.) closure for day before Thanksgiving Motion to approve an early 1:00 pm closure for Cary Library on the day before Thanksgiving. Motion: Ms. Barry, second: Mr. Pato. Vote: 3-0 in favor. FY23 Executive Board nominating process Letters were sent out to the community and the nominating members will be: Interfaith – Barbara Callahan (Ms. Barry will confirm). Select Board – Jill Hai School Committee – Kathleen Lenihan Ms. Stembridge will reach out to each member and explain the next steps in the process. The actual vote will take place at the FB meeting is on 5/18/22. Old Business Stone Building Reuse Committee Update – Suzie Barry, Trustee Liaison to SBRC The group is working hard to put their final report together. Expect to hear from them at the FB meeting 5/18/22, but this has not been confirmed yet. Announcements None. Adjournment (vote) Motion to adjourn: Ms. Barry, second: Mr. Pato. Vote 3-0 in favor.