Loading...
HomeMy WebLinkAbout2014-03-06-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Thursday, March 6, 2014 Attendees: Norman Cohen, Mary Ann Stewart, Helen Cohen, Trustees; Jeanne Krieger, Foundation; Koren Stembridge, Library Director, Cynthia Johnson, Assistant Library Director, Peggy Bateson, Cathie Ghorbani, Jen Webb, Shiouh-lin Chang, Alissa Lauzon, Jen Webb, Library Staff; and Rob Addelson, Assistant Town Manager. Call to Order: Chairman Norm Cohen called the meeting to order at 5:00 PM Secretary’s Minutes Vote: Helen Cohen made a motion to accept the minutes of the January 8, 2014, meeting. Mary Ann Stewart seconded. The motion passed unanimously. Administrative update Koren asked the chairman to move the Administrative Update to the end of the meeting. Old Business Removing Barriers Committee Koren explained that the Removing Barriers Committee was formed after the strategic planning process to review our policies and evaluate patron interaction. Koren introduced committee members Peggy Bateson, Cathie Ghorbani, Jen Webb, Shiouh-lin Chang and Alissa Lauzon. The Removing Barriers Group proposed the trustees consider eliminating the “no pick up fine” and restructure fine charges. Jen Webb explained the background on library fines and fees. The “no pick up” fine dates back to when there was no limit on requests; currently there is a limit of 20 items. The intent was to prevent abuse of the system. There is no warning that your account will be charged the fine; there is no way to avoid the fine. The fine is merely punitive. We are one of only three libraries in our network that charge a no pick up fee. Peggy added that it takes a staff person about two hours per day to manually post the charges. Jen explained the proposed fine structure will reduce staff intervention. Jen distributed a handout illustrating our current and proposed fines highlighting the following:  We are proposing a large drop in adult fines  Fines can be barrier for young adults  The same book title can be checked out from Children’s or YA but the Children’s fine will be a lot less than the YA because of the difference in adult and Children fines.  The proposal is more in line with other towns  Children Room fines will have little change; maximum fine per items is going up to $3  Add one more day grace period  Fees do not apply to lost items only overdue materials Jen added that the committee discussed whether or not the fines are an effective deterrent especially for high demand items. Trustees discussed the ramifications financially of the proposed fine structure. Koren estimates that the loss will be $20,000 per year. Upon reviewing fines charged by other communities, it was revealed that our fines are higher than most. We may put a box at the Circulation Desk for patron that wish to make a contribution. Koren detailed how patrons pay fines online. The consensus of the Trustees is to eliminate the “no pick up fee” immediately and evaluate the proposed fee structure for discussion at a future meeting. Mary Ann made a motion to eliminate the $1 pick up fine immediately as recommended by the Removing Barriers Committee. Helen seconded the motion. The motion passed. Mary Ann thanked the committee for their work on this project. New Business Rob Addelson distributed an excerpt from the Town audit report prepared by Melanson Heath and Company relating to Cary Memorial Library recommending a revision of the accounting of library funds. As a result of the library funds not being subject to the Town’s internal control, they are not adhering to procedures ensuring and safeguarding the assets of the organization. He added that there needs to be a segregation of duties; which is a fundamental element of internal control. Rob explained that although the assets may be private, they can still be held under the municipal system. The funds will remain until the control of the library trustees. All balances would be carried over from each fiscal year as is the case with State Aid funds. Norman referred to the case “Cary Library verses Edward Bliss”, an 1890 court case ultimately determining that all library assets remain under the control of the Trustees and not the Town. Rob added that there is a hybrid relationship between the Town and the library. The Town exerts control over some assets but not others. The Municipal Appropriation is on the Town side as are State Aid funds. He used the Trustees of Public Trust funds as an example of private funds , belonging to the library, held on the municipal side. He explained that there was reluctance on the part of the Trustees; however the transition of the Endowment was seamless. Helen inquired if there is a reason not to comply with the recommendation? Jeanne explained that it is a perception issue for Foundation donors. Rob added that allowing funds to be reflected on the Town books does not mean Town controls. They have no interest in the money. Mary Ann inquired about the library conducting an independent audit, as it does its own. She asked what the Town has to gain by moving the funds to the municipal side. Rob answered that on the upside it is in the best interest of all parties to have segregation of duties and be subject to part of the regular auditing process. Rob handed out a detailed diagram on receipts, posting and investment of funds. He explained how the process would operate on a regular basis. Trustees discussed the details of transferring funds from the Trustees to the Town. Norman explained that perhaps the auditors should be educated as to where the independence of the library comes from. In closing, Rob explained that if a determination is made that the Trustees are independent and not subject to a recommendation auditors, it may be time to consider an audit. The consensus of the Trustees is to continue the discussion at the April Executive Committee meeting. Foundation Cooks and Books Event Jeanne Krieger requested that Trustees consider closing at 3 PM to prepare for the Cooks and Books Event. Mary Ann made a motion to close the library at 3 PM on Saturday, April 12, 2014. Helen seconded the motion. The motion passed unanimously. Koren proposed a change in language for the library’s Rules of Behavior Policy regarding patrons leaving personal belongings unattended. The addition is: Personal belongings should not be left unattended. Library staff members are not responsible for patrons’ personal property. Helen made a motion to accept the amendment to the Rules of Behavior Policy. Mary Ann seconded the motion. The motion passed unanimously. Koren reported that Emily Smith, new Head of Technology started recently. She will attend the Full Board meeting later in the month. Mary Ann made a motion to adjourn. Helen seconded the motion. The motion passed. Meeting adjourned 6 PM