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HomeMy WebLinkAbout2018-11-07-BOLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:00 PM November 7, 2018 Learning Center Call to Order Joe called the meeting to order at 4:06 PM Public Comment – none Secretary’s Minutes of October 3, 2018 Suzie made a suggestion to add the word “consideration” in the minutes of the October 3, 2018 meeting relating to moving the strategic plan out of order. In addition, Claire noted that there is no hyphen needed in her last name. Howard made a motion to approve the minutes of the meeting noting the two corrections. Suzie seconded the motion which passed unanimously. Financial Updates Koren reported the following:  Municipal report: o The July Personal Services numbers have been reduced to reflect the split between FY18 and FY19.  Trustees report: o The Foundation has given us $5,750 toward their Transformative Spaces loan obligation. o Although it appears we are overspending our endowment line for materials, it is due to the fact that we haven’t received this year’s distribution from the Trustees of Public Trust. FY 20 Municipal Budget Update:  Koren submitted a level services budget with the only number of note being an increase to our Contractual Services line to cover all of the maintenance and hosting costs for the equipment and software we need to function.  Koren submitted three Program Improvement Requests for additional staff hours: o $14,000 increase to our substitute budget o 14 hour/week Library Technician to help us cover our youth services spaces o 12 hour/week Library Page to help us get the books back on the shelves Howard asked if the total request is sufficient. Koren added that although a small request overall, under $40,000, it would greatly help.  Koren also submitted a 3-year capital request for a Children’s Room project. o FY20 – asking for $100,000 for a feasibility study for that space o FY21 – asking for $120,000 for a design/schematic/construction document project o FY22 – asking for $1.7 million dollars for the renovation of the space Koren noted that the capital request has to move through the municipal budget process. We may get some municipal funding and we may not. The capital request serves as a marker for our intention to do this work, and she has indicated that the project will likely be funded by a combination of private and municipal funding. These estimates are based on input from DPF staff. Administrative Updates Staffing Updates – no updates at this time. Meeting Room Groups – no updates at this time. Kiosk Koren shared a preliminary conversation with John Carroll about the possibility that the police kiosk he built/donated might move to the library. He mentioned that he would prefer that it remain where it is in the Town Center, but seems willing to entertain that it could be a nice addition to the library property. His hope is that we would create a little “Free Library” in it, but Koren needs to speak with the Friends about their feelings on that matter. She will have a conversation about this after the book sale. Suzie added that there are other locations under consideration. Visitors Center Update Koren reported that the Town Manager, Jim Malloy, asked about the possibility of the Visitors Center being housed at the library during the construction of the new center. At this time she does not have a sense of the process or time frame on this decision. Although we can make it work, some factors to consider are wear and tear on the building and staff. In addition it would require the library to be open on Sundays in the summer. We would need to work with our union to figure out the details. Most of our staff are grateful for a break from Sunday hours over the summer. Howard asked about funding. Joe indicated that it ought to be part of the expense of the Visitor Center. Koren will update trustees as more information becomes available. Building Updates HVAC update Emily updated trustees on the installation of the new HVAC unit. The work was completed without any disruption to staff or the public except of course the scheduled closures. There is one part that is backordered which will be installed soon. New Business Action Plan Koren asked trustees to approve the Major Project Activities Plan as presented. Suzie noted a spelling correction. She added that we have an impressive list of languages in our collection. Koren added that soon we will be adding Portuguese, Hebrew and Turkish. Jen Webb is working with community groups on selecting materials. Koren noted that if we are asked to explore the possibility of staffing the library over the summer, we will need to add that to the archives plan and likely postpone other priorities. Howard made a motion to accept the Action Plan as amended. Claire seconded the motion which passed unanimously. Letter from the Friends regarding generator Trustees discussed the letter from the Friends of Cary Library regarding exploring a portable generator solution. Joe noted that at the moment there are no current town buildings that have this type of generator but it might be an option worth exploring. Joe added that at this time, we are wondering if there is support for moving in this direction. After a discussion, the consensus is that more information is needed, although this would be beneficial to have available. Koren will share information as it becomes available. Foundation raffle request The Foundation is requesting permission to have a drawing to gather email addresses. Koren asked the town attorney who does not have concerns since this is more of a raffle. The attorney cautioned on securing the information. Howard added that as long as it is clear on the form that you will be added to a list but can easily unsubscribe. He prefers that Koren approve the final prize/reward. Emily added that they are considering a “build a drone kit”. Howard moved to support the raffle with the caveat of final approval of the prize by Koren. Suzie seconded the motion which was unanimously approved. Permission to close the library at 3:00 PM on March 23, 2019 Koren asked trustees permission to close the library at 3 PM on Saturday, March 23, 2019 for the th 150 gala. Howard made a motion to approve the request which was seconded by Suzie. The motion was approved unanimously. Emily present the Safety Manual. The library’s Safety Task Force combined the town flip manual and the Mass Library System one to create this one for our staff. Old Business – none Adjournment Howard made a motion to adjourn the meeting which was seconded by Claire. The motion passed unanimously, the meeting adjourned at 4:41 PM.