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HomeMy WebLinkAbout2023-09-06-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD OF LIBRARY TRUSTEES Minutes - DRAFT Wednesday, September 6, 2023 Call to Order – Suzie Barry, Trustee Chair 12:31 pm Attendees: Board: Suzie Barry, Jill Hai, Eileen Jay, Barbara Callaghan (joined 12:32), Amy Hertz (12:40) Staff: Koren Stembridge, Laura Bernheim, Alissa Lauzon, Kate Leppanen, Susan Lusk Library Foundation: Mary Ellen Ringo Public Comment – Bob Pressman, 22 Locust Avenue, commented on the potential funding source for the Lower Level renovation project. Secretary’s Minutes – June 20, 2023 Executive Board Meeting Motion to approve as corrected by Suzie Barry. Seconded by Jill Hai. Roll call vote 4-0 approved. Financial Updates FY24 spending is as expected. Administrative Updates Director’s Report The FY23 Annual Report and 5-year Data Comparison has been distributed to the Board of Trustees. The  library again topped 1M total items loaned in FY23 and saw significant increases in foot traffic and attendance at library programs. We are posting a new World Language Librarian position (using a recent vacancy to create this new  role) and will share the job description widely once it is finalized. The library received its second First Amendment audit visit over the summer.  Building Updates Library Capital project update – Design work for the project continues, particularly on the design for the new HVAC system. New Business  2024 Holiday Closures Memo (vote) – Motion to approve by Suzie Barry. Seconded by Jill Hai. Roll call vote 5-0 approved.  Library Closure from September 24-27 for technology update (vote) – Motion to approve by Suzie Barry. Seconded by Jill Hai. Roll call vote 5-0 approved.  Approval for alcohol to be served at two upcoming Foundation events on 11/17/23 and 4/6/24 (vote) – Motion to approve by Suzie Barry. Seconded by Jill Hai. Roll call vote 5-0 approved.  ChiRP! Capital Campaign/Naming Opportunities – Mary Ellen Ringo, Executive Director of the Cary Library Foundation provided an overview of the Foundation’s capital campaign planning. Two documents were distributed for review by the Board: o Naming Agreement – Ms. Ringo presented a draft Naming Agreement document that spells out the terms of any potential named gifts. This document was would be signed by the donor and the Chair of the Library Trustees. The document has been vetted by the Town Attorney. Motion to approve the Naming Agreement by Suzie Barry. Seconded Jill Hai. Roll call vote 5-0 approved. o List of Naming Opportunities – Ms. Ringo presented a draft list of potential naming opportunities for the Lower Level project. Donation levels still TBD. Old Business  Library Trustees are a nominating body for candidates to the Historic Districts Commission. Our nominees are forwarded to the Select Board who ultimately make these appointments. Trustees were forwarded the applications from all interested parties. Individual trustees sent their rankings to the library director. Motion to recommend Robert W. Adams, Brien M. Cooper, and Gardy Desrouleaux for consideration by the Select Board to fill vacancies on the Historic Districts Commission by Suzie Barry. Seconded by Jill Hai. Roll call vote 5-0 approved. Adjournment - Motion to adjourn at 1:30 pm by Suzie Barry. Seconded Barbara Callaghan. Roll call vote 5-0 approved.