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HomeMy WebLinkAbout2015.04.15 EC MIN CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, April 15, 2015 Attendees: Norman Cohen, Kate Ekrem, Margaret Coppe, Joe Pato, Howard Jaffe, Brent Maracle, Trustees; Koren Stembridge, Library Director, Emily Smith, Assistant Library Director, Jen Forgit, Head of Teen Services, John Hilton, Circulation Department, Phyllis Brook, Friends; Jeanne Krieger, Foundation. Call to Order: Chairman Norman Cohen called the meeting to order at 3:35 PM Secretary’s Minutes Vote: Kate made a motion to approve the Minutes of the March 5, 2015 meeting with a correction on page 2. Margaret seconded the motion. The motion passed unanimously. Reconfiguration Presentation Koren requested that the Library Reconfiguration Presentation be moved out of order. The reconfiguration need was revealed based on general feedback from an extensive community survey. Additional points raised were the need to be more customer friendly, lower fines and fees, invest in high demand titles and create more quiet and noisy spaces. Jen Forgit detailed the proposed plan that involves moving the teen area from the main level to the current fiction area on the lower level. She reviewed the plan as well as provided examples of teen spaces in other libraries. Emily presented the single service point model reviewing the changes in each area. We completed a study of materials verifying that we have sufficient space to make the shift. In May, we hope to move to the one desk model. Koren met with Pat Goddard of Public Facilities and Colin Smith regarding the cost breakdown. The projected cost is about $675,000 which is higher than we expected. Our hope is to privately fund the project. Pat feels that realistically the project can come in under that amount if some items such as flooring and lighting qualify under the building envelope fund. Koren detailed the funds available on the trustee’s side totaling $250,000. Jeanne met with the leadership of the Foundation Board. They are confident they can raise $500,000 for the project if we spread it out over five years. It is such a good project it is an easy story to sell. Howard asked if it will take five years to achieve or would the Foundation take pledges over five years. Jeanne is confident that it will be payable over five years. Norman suggested that the campaign start quickly since there are other Town projects that are moving to fund such as the Community Center. Jeanne feels that the library and community center are different audiences. Margaret asked how we will address the question that an eleven year old building is already needing updating. Koren explained the design process for the library probably started six to seven years before opening, even before the internet and that in time there are changing needs. Joe feels that it is a compelling presentation and asked how we would achieve this using private funds. Koren would like to have Alan Fields attend the May Executive meeting to discuss the Endowment. The timeline over the summer will be to work on the drawings, rendering and cost estimates. We can use our Shire funds to cover this phase if the Trustees decide to move ahead. Howard added that if we wait it will be harder to made a case and that we should capture the energy and enthusiasm for the project. If donors make a pledge over time it will be doable based on the momentum. Brent highly supports taking advantage of the momentum and moving ahead with the project. Koren explained that the FY 16 Municipal budget has additional funds for materials which shifts the support needed from the Foundation. She detailed the items that the Foundation currently supports. She is confident that the library can accomplish what is needed. Trustees discussed dedication and recognition opportunities. Norman cautioned that many areas were dedicated to various donors and that we need to be sure that we take that into consideration. Howard suggested that we may want to engage in the dedication discussion at some point. Joe suggested we start the fundraising as soon as possible. Kate asked if he Foundation will engage a fundraising consultant. Jeanne is sure the Foundation Board can take it on. Howard suggested that perhaps the clergy could do something with the faith communities. Kate and Brent agreed. Financial Koren highlighted the Municipal Report. At the end of March, we are 74% expended at the end of the third quarter. We are trying to spend all of the municipal materials funds by the end of the year so that we do not have to encumber. One the Trustee side, our income will just make our projection. Our State Aid payment has arrived and was what we expected. The Foundation and Friends have provided lots of income. Margaret asked why the children budget on the municipal side is behind. Koren explained how adult and children’s material are purchased. The apportionment is just based on a historical pattern. We expect to spend down all of the municipal materials budget by year end. Staffing Updates It is with sadness that Koren reports that Peggy Bateson, Circulation Supervisor will be retiring at the end of the fiscal year. We are hoping to divide the position into three part time staff positions which will give us flexibility. We are going through the necessary channels. We will have a community retirement party for Peggy sometime in June. Reconfiguration Update Koren reported the following: Our plan is to move the equipment and make a business center into the Reference Desk. We reviewed a staff scheduling software package that will assist in scheduling the one desk model more efficiently Emily added that moving the fiction to the main level will make it easier to do Readers Advisory. Margaret is thrilled that the fiction is moving to the main level since it didn’t feel friendly on the lower level. We are planning to purchase more popular content and spend the money where the interest lies. Trustee discussed the demand for popular items. Historic District Appointment Norman presented a candidate for nomination from the library to the Historic District Commission, Robin Lovett. He provided background. After a discussion, Howard moved to accept Robin Lovett as the nominee from the library to the HDC. Kate seconded the motion. The motion passed unanimously. FY 16 Meeting Dates Koren asked Trustees to view the list and get back to her with any major conflicts. Endowment Jeanne picked up the Endowment discussion from a previous meeting. There are about 50 Named Fund accounts which are restricted The current balance of those funds is about $450,000 The library purchases books to honor the donor wishes but no funds have been distributed from the Endowment. Recently we calculated each year based on the contributions to determine a present day value of each fund (2011- 2014 figured quarterly). Jeanne is proposing that we take our two percent per year annually from the restricted funds to purchase materials. Kate asked if we have documentation of what all of the funds represent and if they are all for books. Koren explained that some are for programming but most are for books and that we have details on each fund. Norman suggested that starting in FY 16 we determine the total amount and take two percent to purchase materials. After a discussion, Margaret made a motion that starting in FY 16, the Endowment will disperse two percent of the value of the restricted Endowment funds to the library. Howard seconded the motion. The motion passed unanimously. Adjournment Howard made a motion to adjourn. Margaret seconded the motion. The motion passed unanimously.