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HomeMy WebLinkAbout2014-12-03-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, December 3, 2014 Attendees: Norman Cohen, Margaret Coppe,Kate Ekrem, Howard Jaffe, Joe Pato Trustees; Koren Stembridge, Library Director. Call to Order: Chairman Norm Cohen called the meeting to order at 4:04 PM Secretary’s Minutes Vote: Howard made a motion to approve the Minutes of the November 12, 2014 meeting. Joe seconded the motion. The motion passed unanimously. Norman shared that Koren made her budget presentation to the Selectman earlier in the day and she did an excellent job. Koren thanked the board for their support. Financial Update Koren reported on the level of materials spending on the Municipal side. The Children’s line item appears a little unexpended due to many pending orders. We expect to pick up the pace in the next few months. On the Trustees side, our year to date fines and fees are declining as expected due to the change in fee structure. The remaining budget is on target. As of yet, have not had much influx of income from the Foundation and Trustees. Endowment Koren met with Kat and Jeanne from the Foundation regarding establishing present day value for the restricted Endowment Funds. Susan McLeish suggested a formula. Kat hopes to have the spreadsheet completed for the January meeting. Administrative Staffing Update Koren reported that the union is still bargaining with hopes that the details can be wrapped up in the next two meetings. We are waiting on Emily’s hiring letter which should be worked out soon. Meagan Coffey is our most recent hire as a library technician. There are no new retirements to report. New Business Koren presented the Annual Report of Major Project Activities to the Massachusetts Board of Library Commissioners reminding trustees that the report format changed from a goals and objective to a rolling list of projects and activities.  The Radio Frequency Identification Project will be going live early in FY 16.  The Learning Center technology upgrade is slated to be completed late in January. The Large Meeting room and Learning Center will be closed for a week during the project.  2014 ended our Year of Discovery with amazing lessons learned and many new partnerships created.  The library newsletter was overhauled  The state sponsored an eBook pilot program however we chose not to buy into the system. We will continue to monitor the progress and will constantly update.  Koren is participating in the Community Center Group. The library is hoping to partner with the center in programming such as a Story time and Science Café. Margaret Coppe made a motion to approve the Annual Report of Major Projects as presented. Kate Ekrem seconded the motion. The motion passed unanimously. Koren detailed a patron complaint from a Lexington resident who feels that out of town groups are frequently using library meeting room space and his group is having difficulty finding meeting dates. Trustees discussed the meeting room issues as well as the challenge for non-profits who are seeking space town wide. After discussion, the consensus is that our meeting room policy is on target and that we do not need to make any adjustments at this time. Building Reconfiguration Update  We have not yet firmed up details with Carol Mahoney. If she is unable to take on the consulting project, we seek out Maureen Sullivan. Historic District Appointment Norman proposed submitting Ian Adamson as a candidate for the appointment. We need to submit two names. Trustees will continue to seek potential candidates. Tuition Reimbursement Koren detailed a tuition reimbursement request from Ita Dennehy in the amount of $609.75. We have funds to award up to $1,500 annually to a staff member for tuition reimbursement. This amount was chosen since it costs about this much for a staff member to attend a conference. Joe made a motion to approve the tuition reimbursement to Ita for $609.75. Norman seconded the motion. The motion passed. Adjournment A motion was made by Kate Ekrem to adjourn the meeting, seconded by Howard Jaffe. The motion passed unanimously. Respectfully submitted, Andrea Morrison