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HomeMy WebLinkAbout2022-02-02-BOLT-min CARY LIBRARY BOARD OF TRUSTEES EXECUTIVE BOARD MEETING (VIRTUAL) 4:00 PM Wednesday, February 2, 2022 Minutes Attendees: Board: Suzie Barry, Joe Pato, Rev. Claire Feingold Thoryn (joined at 4:06 pm), Rabbi Howard Jaffe, Eileen Jay. Staff: Koren Stembridge, Susan Lusk Call to Order – Suzie Barry, Trustee Chair (4:03 pm) Public Comment No public comments. Secretary’s Minutes – December 1, 2021 (vote) Motion to approve: Joe Pato. Seconded: Rabbi Howard Jaffe. Approved 3-0 with 1 abstention (Eileen Jay) who was not present at December meeting. Financial Updates Municipal - Expended to 41.0% on track for year. nd Private – Received first payment of State Aid for $26,770.00; expect 2 payment April/May. We received our Foundation grant from this year, deposited in Q3. Expenses are where we expect to be. Received Q2 endowment numbers and account is growing nicely. Up to $2.9M with $1.7M of that being unrestricted which we can put toward ChiRP. Administrative Updates Director’s Report ChiRP –Still have $100K from town for feasibility money. Facilities identified an architect they feel will be a good fit and will meet with them next week about this project. The Foundation is beginning to plan a capital campaign and will plan for a soft launch in the fall once we have a design direction and renderings. We are still hoping to be in front of 2023 Annual TM with this capital ask. Will have more information for the board over the next month and additional discussion at next board meeting. If you have any comments, questions, or concerns, let Koren know. Staffing Update The library has filled 22 positions within the past year, and is in the process of filling the Deputy Director position. The interview committee for that recruitment included Ethie Slate, President of the Friends & Martha Duffield, the Town’s Chief Equity Officer. This position was advertised nationally in an effort to increase the diversity of the applicant pool. Diversity, Equity, Inclusion Update We recently had a question regarding a patron using a preferred name rather than a legal name and have updated our policy to make it easier for our patrons to use the name they prefer. In honor of Black History Month, we are partnering with the Association of Black Citizens of Lexington on a couple of programs and also displaying the organization’s Black History Portrait Banners. Building Updates Facilities and Grounds Updates  The HVAC system continues to be a challenge. We are still pulling 100% outside air which is making it difficult to keep the internal temps stabilized. Facilities will be hiring a firm to evaluate the system and help determine next steps.  The new self-check machines are installed and ready to use. At this point 80-90% of our checkouts happen on self-check.  LMR equipment and A/V for the Living Room are still in process with an ETA of April.  The capital article with Town IT to move our structure and security under the town umbrella is underway, but there are supply chain delays. New Business Library Service Updates - Regular weekday hours will resume on 2/14. Old Business Stone Building Reuse Committee Update – Suzie Barry, Trustee Liaison to SBRC AdHoc meeting every other week on Thursday at 8:00 am. They have targeted a May- June timeline for a report to the Select Board and will bring their draft report to the Library Trustees at the 5/18/22 Full Board meeting. Announcements Next meeting we need to start the process of forming the nominating committee for  executive board membership. One representative is needed from the Select Board, School Committee and LICA to form the nominating committee. . Howard will be retiring later this spring... Koren wants to thank Kate, Alissa, Cathie, and Susan for stepping in to keep the  work flowing in Emily's absence. Reminder – the March meeting is on a Thursday, 3/3/22.  Adjournment (vote) Motion to adjourn: Rabbi Jaffe. Seconded: Rev. Feingold Thoryn. Vote 5-0 in favor.