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HomeMy WebLinkAbout2017-02-01-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES February 1, 2017 Attendees: Norman Cohen, Kate Ekrem, Jessie Steigerwald, Howard Jaffe and Joe Pato Trustees; Emily Smith, Assistant Library Director, Alissa Lauzon, Head of Youth Services and Koren Stembridge, Library Director Call to Order: Norman called the meeting to order at 4:00 PM Secretary’s Minutes Kate made a motion to approve the minutes of the December 7, 2016 meeting. Jessie seconded the motion which passed unanimously. Financial Update Koren pointed out that we are on target in spending on the Municipal side. On the Trustees Report you’ll notice that our State Aid funds came through. We reassigned our shelving expense from the TSP account. Our budget overall is a little tighter but we will cover what is needed. Administrative Update Staffing Koren reported the following:  We are currently seeking a part time Librarian in the Children’s Department.  We have one staff member out on maternity leave and two upcoming maternity leave  Linda Carroll, full time Reference Librarian will be retiring in March 2017  Rosa Tsai, part time Chinese speaking Librarian retiring at the end of May. We are considering reconfiguring this position.  We have a full time librarian in the Children’s Department that is likely to retire at the end of the summer. Meeting Room Koren will have Meeting Room a regular basis on the agenda. We have more groups that require evaluation and input from Trustees. Emily brought a few requests to the Trustees: A Toastmaster group exclusively for girls. After bringing the organizers in for a discussion we realize there are many issues that need to be addressed. Alissa expressed concern with programs geared for one gender and the challenges it creates. Kate asked about differentiation for library programs verses a groups using the space. Koren explained that when we establish a partnership with a group such as Girls Who Code, we CORI the volunteers and staff assist with the program. The age group is a concern since it is middle school girls and our responsibility is for the kids to be safe. Trustees discussed the closed groups. After discussion the consensus from the trustees is to offer a pilot program and see what evolves. Emily presented a request from a musical groups who would like o have an open session in the large meeting room. The consensus is to try one. SGIU, a human rights groups circulating an exhibit called Victory over Violence. Koren reminded that our galleries have been used exclusively for art. After discussion, the trustees decided not to make a political statement at this time. Two additional requests; one from the Progressive Democrats and the other from CAAL. Koen detailed the discussion with the groups and how their meeting must fall in line with the library Meeting Room Policy. New Business Koren express that she would like trustees to consider adding community members at large to the board. Norman advised that we need to look at the legality. Howard suggested that we need to have the conversation and consider how this aligns with the original intent of the gift. It seems appropriate to devote an agenda to the topic. Koren will consult with the Town attorney and get back to the board. Library Partnerships Koren outlined a plan to develop library partnership with community groups. It allows us to claim their attendance as our programs. Trustees discussed the collaboration with groups. Koren will bring back more ideas about the partnerships at a later meeting. Fairy Tale Ball Alissa Lauzon, Head of Youth Services asked Trustees to consider closing at 4:00 PM on Friday, April 21 to prepare for the Fairy Tale Ball event. st Jessie made a motion to close at 4:00 PM on April 21. Kate seconded the motion. The motion passed unanimously. New Business E-Book Purchases Koren detailed how e-book purchases take place. This year we spend $28,000 on network e-books which means we are spending less on them for Lexington residents. She is requesting that books can be transferred from Lexington to Minuteman. Howard motioned to accept the change as presented to move the e-books from Lex to Minuteman. Joe seconded the motion. The motion passed unanimously. Cultural Celebration Koren detailed a request around a group who would like to celebrate the Persian New Year. Since this is not an organized group but an individual she relayed her concerns. The consensus is to allow the person for a set number of hours with a table near the main desk so staff can keep an eye out. Overall it seems in line with the mission of the library and hopefully will broaden cultural understanding, Nominating Committee The trustees appointed the following person to the Nominating Committee for the Board of Library Trustees: Norman Cohen, Judith Crocker and Rev. Brent Maracle. Adjourn Howard made a motion to adjourn. Jessie seconded the motion. The motion passed unanimously.