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HomeMy WebLinkAbout2017-05-03-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES May 3, 2017 Attendees: Suzie Barry, Kate Ekrem, Howard Jaffe and Joe Pato, Trustees; Emily Smith, Assistant Library Director. Call to Order: Howard called the meeting to order at 4:00 PM. He called on Joe Pato to run the meeting. Secretary’s Minutes, April 6, 2017 Joe made a motion to approve the minutes of the April 6, 2017, noting a correction in the minutes. Howard seconded the amended minutes, the motion passed unanimously. Financial Update Emily reviewed the municipal budget noting that with two months remaining we are on target for spending. There are no concerns. On the trustee side, the fines and fees stabilized after being much lower over the summer due to construction. Emily reviewed the FY 18 proposed trustee budget. The budget is based only on our income from fines and fees noting that we will likely not have any carryover from this year. She detailed budget line items. Koren will make the FY 18 budget presentation for the upcoming full board meeting. Joe inquired about State Aid for FY 18. Emily expects it to be funded at the same level. Howard made a motion to accept the FY 18 budget as presented, Kate seconded. The motion passed unanimously. Endowment Recommendation Emily related a communication form Alan Fields of State Street Financial regarding the Endowment investment accounts. Since we have about $150,000 in cash, he recommends that we invest it leaving $15,000 liquid. The consensus form the trustees is to go with the recommendation. Administrative Update Emily detailed upcoming staff changes:  We are hoping to combine two part time positions, a 15 and 22 hour to create one full time Youth Services Librarian position. This will allow us to retain a benefits package. The staff person will assist with teen programming.  This change means that we will have no Chinese speaking librarian on staff. We are waiting for the union to sign off.  Linda Carroll’s position changed to a Community Outreach and Programming Librarian. Christine Muir, a seasonal substitute was the successful candidate. Howard asked if retiring staff will be moving into other positions. Emily explained that Rosa will be staying on 3 hours per week to work on collection development for Chinese materials. Elaine and Linda will be continuing to substitute as needed. Meeting Room Groups Emily explained that the OWLL Group (Older Wiser Lexington Learners) would like to be approved as meeting groom users. They charge a $25 fee which can be waived if needed, the programs are open to people ages 60 and older. We are trying to hold firm on no barriers for program participation. Trustees discussed the request and decided they are comfortable allowing one program that is open to all. T-shirt Emily provided t- shirt logos designs that we would like to purchase for staff. We want to convey the message that we are open to all. Trustees discussed the designs. The consensus is that trustees would like to consider including other languages. Koren will be in touch with an update on the t-shirt soon. Building Update Emily reported that we continue to have issues with the AV equipment in the living room. It is just not loud enough during a program. We would like to add two additional speakers in the rear. This is still work in progress, we are hoping to get the system working optimally as soon as possible. Joe asked about the assisted listening devices. Emily explained that we are developing signage to inform the public. If we use the hand held microphone, users of assisted listening devices can have access. Francine Stieglitz (a user of assisted listening device) has been a great resources for us as we work through access issues. Old Business Naming Opportunities Emily explained that the library and Foundation compiled a list of naming opportunities asking trustees if they comfortable with naming portions of the collections by acknowledging donors with a small plaque at them of range. Emily reviewed some of the examples. Howard noted that something to consider is determining the distinction in value of a gift. Some gifts should be recognized in a substantial way. After discussion, the consensus is that there is more work to be done on the draft. Public Comment Emily asked that we consider a public comment on every agenda for items not covered elsewhere. Joe felt it is useful to have on the agenda. Suzie suggested that it usually appears at the top of the meeting and that the time limit is three minutes. Adjournment Suzie made a motion to adjourn the meeting. Kate seconded the motion which was unanimously passed.