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HomeMy WebLinkAbout2016-01-06-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, January 6, 2016 Attendees: Norman Cohen, Kate Ekrem, Margaret Coppe, Trustees; Koren Stembridge, Library Director, Emily Smith, Assistant Library Director, Alissa Lauzon, Cathie Ghorbani, library staff. Call to Order: Norman called the meeting to order at 4:00 PM Secretary’s Minutes Vote: Kate made a motion to approve the Minutes of the December 2, 2015 meeting. Margaret seconded the motion. The motion passed unanimously. Financial Update Koren reported we are a little over 50% expended at the halfway point in the year, just about where we should be. She noted that on the Municipal side, “Personal Services” is higher due to three pay periods in December and retiree and vacation payouts. The library received our first State Aid grant for this fiscal year and hope that the second installment will be the same. We continue to monitor fees and fines. We transferred funds received from the Foundation to the Town for the upcoming construction project. The December Endowment balances were not yet available. Administrative Update Koren is pleased to report there are no new retirements. John Hilton retired in December. Stacey Meninno will be filling his position, leaving a part time positon open. Building Update We will start weekly meeting with the architect and staff regarding the Transformative Spaces Project to finalize details of finishes and plans. Norman commented that the Foundation has $130,000 left to raise for the project. Most of the donations were from CAAL and major donors. He shared that the Foundation is hoping to expand their donor base. Koren made a presentation at the Lex FUN Board Meeting on the upcoming project, although it is far down the road for preschool parents they were enthusiastic. She is working with staff to create energy and excitement around the project. New Business Meeting Room Use Koren reported the meeting rooms will be offline from June 15 to September 15 during construction. We have been in contact with regular groups directing them to the Community Center. Emily shared several meeting room inquiries and the challenges they present. Trustees discussed the requests and meeting room use for outside groups and the possibility of changing it in the future Margaret inquired about the policy for the Community Center and how the library policy compares with it. The consensus is once the Community Center has a policy in place, we will review theirs and ours. Koren hopes to return our spaces to the public forum. Foundation Appointee to the Board of Trustees Margaret made a motion appointing Molly Garber as the Foundation appointee to the Board of Library Trustees. Kate seconded the motion, which passed unanimously. Bulletin/Brochure holders Koren proposed removing the brochure and bulletin boards in the main lobby. She related issues with the literature and maintaining the area. The trustees decided to take it under consideration at a future meeting. Old Business Library Volunteers Koren explained she would like to streamline library volunteer opportunities for community service for students to an event with supervision instead of the shelf sleuthing program. The library currently has 94 volunteers not including Friends and Foundation members, 30 are community service people contributing 183 hours of time. Overall this is a small percentage of the total hours, 5167. Koren will be meeting with Betsy and Linda and will report back. The consensus from the trustees is to move ahead with the change. Tuition Reimbursement Policy Koren presented the final Tuition Reimbursement Policy. Trustees discussed the process for staff submitting requests and the funding. Koren will discuss funding in the next contract negation. Kate commented that the policy looks good and is what we previously discussed. Kate made a motion to adjourn. Margaret seconded the motion. The motion passed unanimously.