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HomeMy WebLinkAbout2016-06-01-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Wednesday, June 1, 2016 Attendees: Kate Ekrem, Norman Cohen, Howard Jaffe, Joe Pato , Trustees; Koren Stembridge, Library Director, Emily Smith, Assistant Library Director. Call to Order: Norman called the meeting to order at 4:05 PM Secretary’s Minutes Vote: Howard made a motion to approve the Minutes of the May 4, 2016, meeting, Kate seconded the motion. The motion passed unanimously. Financial Update Koren reported that as FY 16 comes to a close we are on track in terms of spending in all budget categories on the Municipal side. We may require some additional funds in Personal Services due to a full time staff person out on extended leave; we needed to bring in subs to cover some hours. We also need to allow for pay increases for promoted staff that was not included in the budget. Building Update – Transformative Spaces Koren reported the Foundation is $5,000 shy of their fundraising goal. They will be honoring Jeanne Krieger at the next Foundation meeting. Koren reviewed the document related to the finances of the project, “Construction Budget verses the Anticipated Actual”, detailing the Endowment funds to be “borrowed” by the Foundation, additional funds needed for the project and funds distributed from the unrestricted Endowment funds. She will update from time to time as the project progresses. We will monitoring the contingency funds in QuickBooks. We know that we already have a “change order” for the glass and we are expecting another for the doors and hardware. Pat Goddard from DPF has permission from the Town Manager to make decisions on change orders up to the amount of the contingency funds ($68,000). Staff is working on communication for the public with signage, book marks, webmaster, newspapers and social media. We will increase fine forgiveness an extra three days. As part of the project DPF will be carpeting a section of the mail level. We will replace carpeting as time and funds allow. New Business Mezzanine Study Room Koren requested Trustees consider taking the Mezzanine Study Room offline to create an office for the webmaster. She outlined some of the issues we have experienced with this room in particular since it somewhat hidden. After a discussion, Howard made a motion to approve the proposal to repurpose the study room. Kate seconded the motion. The motion passed. The donor plaque will be moved to one of the new study rooms. Summer Meeting Dates th Trustees reached a consensus to meet on Monday, June 27 so continue discussing of meeting room issues. Police Access to Security Cameras Koren asked trustees about access for the Police Department to our security cameras. The police have similar access to the school cameras. Howard suggested as long as there is some king of appropriate communication. Koren will work with Sergio on the document. Adjournment Kate made a motion to adjourn the meeting. Howard seconded the motion. The motion passed unanimously.