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HomeMy WebLinkAbout2023-03-01-BOLT-min CARY MEMORIAL LIBRARY Executive Board Meeting Minutes Wednesday, March 1, 2023 Call to Order 12:34 PM – Suzie Barry, Trustee Chair Trustees: Joe Pato, Eileen Jay, Suzie Barry, Barbara Callaghan, Amy Hertz Staff: Koren Stembridge, Laura Bernheim, Jennifer Webb, Alissa Lauzon, Cathie Ghorbani, Kate Leppanen, Susan Lusk Friends: Ethie Slate Public Comment No comments. Secretary’s Minutes December 7, 2022 Executive Board Meeting Motion to approve Joe Pato. Seconded by Eileen Jay. Roll call v ote 5-0 approved. February 1, 2023 Executive Board Meeting Motion to approve Joe Pato. Seconded by Eileen Jay. Roll call v ote 5-0 approved. Financial Updates Municipal Budget – YTD update  Will update in May 2023 meeting as month just closed 4/30/23. Administrative Updates Director’s Report  Koren is working with Mina Makarious, the town attorney, regarding the question about settled clergy and the meaning of that term brought up at the Full board meeting. Will work on strategy to reengage with members of clergy in the fall.  Koren is meeting with architect and Facilities Thursday 3/9/23 to restart process on the next phase of planning for the Children’s Room. The preliminary cost estimate is $439K. Will hold additional meetings for community engagement which could increase the amount but should still be under $500K. Started process transferring money to town for Facilities to pay the project costs. We transferred our money from our checking account, endowment and State Aid accounts into a budget line for the town. Facilities will draw down from that account to pay the construction costs.  Have scheduled an Open House with the architects in early May for people to look at the preliminary design in person and virtually. We can film and post to website also.  There is no April Trustees Meeting.  There is a meeting of the Conservation Commission on Monday, 3/06/23 at 6:30 pm regarding the Parker Meadow StoryWalk. We have a lot of community support for the project but ultimately the Conversation Commission will determine if the StoryWalk can remain. Building Updates Library Capital project update – DRAFT report for Town Meeting - discussion  Suzie Barry suggested to include a cover page and define who the board of trustees are for TM members.  Joe Pato states document is effective. TM appropriated the money in 2019 and we will need to bring into context that not much has happened due to Covid but anticipating costs have risen and the scope has changed.  Barbara Callaghan feels the document has a nice combination of narrative and bullet points with no wasted words.  Amy Hertz suggested including links where people can learn more about the project.  Eileen Jay made suggestions to clarify history and next steps.  Koren Stembridge will add chronologic table to make dates easier to follow. Motion to approve the Cary Library Trustees Report to the 2023 Town Meeting subject to revisions by Eileen Jay. Seconded by Joe Pato. Vote 5-0 approved. New Business  Study Room Policy – We are changing our study room sign-up procedure from a first come first served to a reservation based system. This change is needed to give us more accountability for who is using the spaces. We have seen an increase in vandalism and harassment in these spaces, but our current sign-in process does not give us accurate information about who was using the rooms. Roll call v Motion to approve Study Room Policy as edited by Suzie Barry. Seconded by Joe Pato. ote 5-0 approved. Children’s Use of the Library Policy – We are updating and clarifying the language regarding  unattended children. Motion to approve Children’s Use of the Library Policy as edited by Suzie Barry. Seconded by Eileen Jay. Roll call vote 5-0 approved. Teen Room Usage policy – We are clarifying the language about space use by non-teens  Motion to approve Teen Room Usage Policy by Suzie Barry. Seconded Joe Pato. Vote 5-0 approved. 1:00 PM early closure for Fairy Tale Ball on April 14 – historically done each year.  Motion to approve that the library will be able to close on Friday, 4/14/23 at 1 pm for the Fairy Tale Ball by Suzie Barry. Seconded by Eileen Jay. Roll call vote 5-0 approved. Adjournment Motion to adjourn by Joe Pato. Seconded by Eileen Jay. Roll call vote 5-0 to adjourn at 1:14 pm.