Loading...
HomeMy WebLinkAbout2015.03.05 EC MIN CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Thursday, March 5, 2015 Attendees: Norman Cohen, Kate Ekrem, Margaret Coppe, Joe Pato, Trustees; Koren Stembridge, Library Director, Emily Smith, Assistant Library Director, Cathie Ghorbani, Head of Adult Services. Call to Order: Chairman Norman Cohen called the meeting to order at 4:0O PM Secretary’s Minutes Vote: Norman made a motion to approve the Minutes of the February 5, 2015 meeting. Margaret seconded the motion. The motion passed unanimously. Norman moved the Collection Management conversation. Koren introduced Cathie Ghorbani, Head of Adult Services. Cathie detailed how the Reference Department weeds materials: All staff participate in evaluating materials. Print reference material that is not heavily used and as out of date materials will be removed. We are enlisting two former Reference Department Heads since they built much of the collection and have intimate knowledge of the materials. Poll staff when there is hesitation Some items will transition into circulation Since we are tagging the RFID, this is the perfect time to evaluate the collection. Cathy explained that often materials are available in other formats so although we may no longer have them in print it does not mean they will be unavailable. We can obtain articles from interlibrary loan or something comparable. Kate asked if there are valid arguments for keeping some items on the shelves. Cathie explained that in those cases, staff are polled. Margaret inquired if there is a method to track the use of books. Cathie explained that we track materials that are handled but not the ones that patrons may pull out. Norman asked what neighboring libraries are doing. Newton, Brookline and Watertown are undertaking the same process. Margaret commented that patrons lose the ability to browse through materials. Cathie is confident that we have the key materials to satisfy the needs of patrons. Koren discussed the process with Town Manager, Carl Valente and Assistant Town Manager, Linda Vine. They are on board with the process. Koren asked trustees how to handle informing the public about the weeding. Joe suggested we be transparent with the public by creating a prepared a statement. After a discussion the consensus is Koren will have a draft statement for the April meeting. Koren shared that a staff person is vocalizing against the move to weed the collection. Her perspective is not acceptable. She feels that it is driven by space consideration and not collection related. She wants trustees to be aware in the event she brings it up to a larger audience. Kate commented that space consideration is a valid reason. Financial Update Koren reviewed the Municipal and Trustees Financial Reports. Overall we are right on target with our income and expenses. We do not have any recent Endowment figures. Next month Koren will provide a details of fungible sources to consider for potential capital projects. FY 16 Trustee Budget Koren reviewed the proposed FY 16 Trustees budget. The FY 16 income is expected to be $58,000. Koren highlighted the individual budget accounts. We had a minor setback through Minuteman making it impossible for patrons to pay fees with a credit card in the building so our revenue decreased starting in about December. The Municipal book budget increased for FY 16 which will help out with the materials purchases on the Trustees side. Joe Pato made a motion to approve the FY 16 Trustees budget as presented. Margaret seconded the motion. The motion passed unanimously. Staffing Updates Koren reported Nancy Marshall retired at the end of February. She will stay on as a substitute. We will be posting her position externally. The first of the Librarian II positons under Circulation and Readers Services have been posted. The staff appreciate the promotional opportunities. We expected that in May we will have moved to a one service point desk. The staff is excited. We expect a second full time retiree soon. Reconfiguration The architect Colin Smith drafted a couple of layouts however the estimate is $800,000 which is more than we want to spend. Koren asked him do do a proof of concept, utilizing what we have. Koren will send the plan to Trustees in advance of the next meeting. Historic District Appointment Norman received a couple of names and will contact them. We will postpone the vote to a later meeting. Nominating Committee The Trustees discussed candidates for a Nominating Committee and came up with the following names; Suzie Barry, Selectman; Paul Shupe, Clergy and Jessie Steigerwald, School Committee. Endowment Kat MacDonald reached out to Joe Pato who will be assisting with determining the present day value of the Endowment funds. Kat will be present the results at the next Executive Meeting. Adjournment Margaret made a motion to adjourn the meeting. Joe seconded the motion. The motion passed unanimously.