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HomeMy WebLinkAbout2020-01-08-BLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:15 PM January 8, 2020 Learning Center ATTENDEES Howard Jaffe,Joe Pato, Suzie Barry, Claire Feingold Thoryn, Eileen Jay; Trustees. Koren Stembridge, Emily Smith, Alissa Lauzon,Jennifer Webb and Cathie Ghorbani, Library staff. CALL TO ORDER Mr. Pato called the meeting to order at 4:18 pm. PUBLIC COMMENT None SECRETARY'S MINUTES Mr. Jaffe made a motion to approve the meeting minutes of October 2, 2019 and November 22, 2019 meetings. Ms. Feingold Thoryn seconded the motion which passed unanimously. FINANCIAL UPDATE Ms. Stembridge reported that we are approximately 49% expended at the half way point in the year on the municipal side. Spending in all categories is on track. On the private side we are monitoring the impact of automatic renewals on our fine income. ADMINISTRATIVE UPDATES Ms. Stembridge reported that many of the trespasses for the teens that were behaving inappropriately have expired. We continue to lock the restrooms on the mezzanine level for a couple of hours after school ends. The police continue to walk through the building after school but not as often. Feedback from the Community Letter and parents has been positive. Ms. Stembridge reported that we are starting to transition to the new brand and logo. We are in the process of changing all our signage, etc. and will be working with the Foundation and Friends to update their logos as well. Ms. Smith provided updates on the following: • We are working with the Town Webmasters to make library's Policy and Trustee meeting documents more accessible. • Negotiations will begin soon with the library's staff union since the current contract ends June 30, 2020. • This week was a challenge for the library's technology department due to an unexpected hardware failure for the public server. This resulted in no public computers or printing for a brief time. • We continue to have conversations with the Town IT department on opportunities to consolidate and collaborate. BUILDING UPDATES CHIRP Project planning update Ms. Lauzon explained that she is working with consultant Mary Braney on parent engagement regarding the Children's Room Internal Reconfiguration Project (CHIRP). M.s Lauzon and Ms. Braney are in the process of creating a committee that will work over the course of the project. Ms. Braney will present the plan at the full board meeting in February. NEW BUSINESS Unclaimed Checks Process Ms. Stembridge gave an overview of the proposed unclaimed check process, as recommended by Ed Boyd from Melanson Heath Accounting. Ms. Stembridge outlined a three year look back for contacting people who have not cashed checks from Cary Library. The process will utilize guidelines and software from the Commonwealth of MA. The library will transfer funds for uncashed checks from 2009-2017 into the Endowment. After discussion, Ms. Feingold Thoryn made a motion to accept the process as detailed. Ms. Jay seconded the motion which passed unanimously. OLD BUSINESS Collection Development Policy and Library of Things Policy Updates Ms. Smith detailed updates to the Collection Development Policy and the Library of Things Policy. After discussion, Ms. Jay moved to adopt the updated Policy. The motion was seconded by Ms. Barry and passed unanimously. Ms. Barry moved to adopt the updated Library of Things policy, which was seconded my Mr. Jaffe. The motion passed unanimously. Materials Donation Policy Ms. Smith reviewed a new Materials Donation Policy which details the process of how donations for the library's collections are handled. The Trustees discussed issues related to donations and the how this policy clarifies that once materials are donated, it is up to the library to decide what happens to them. Mr. Jaffe made a motion to accept the Materials Donation Policy as presented. Ms. Feingold Thoryn seconded the motion which passed unanimously. World Language Guidelines update and discussion Ms. Webb and Ms. Smith reviewed the core changes to the Guidelines for the World Language Collections. Trustees discussed the impact of collaborating with various community cultural groups to develop these collections. Trustees suggested replacing the list of the specific community cultural groups, with a general statement about collaborating with Lexington cultural groups. Ms. Smith will update the Guidelines per the suggestion. Standardization of library name across all policies Ms. Stembridge asked the Trustees for guidance on the use of"Cary Library" versus "Cary Memorial Library" in policy documents. While the library's new brand uses "Cary Library", the library's legal name will remain "Cary Memorial Library". After discussion, Mr. Jaffe made a motion to standardize the library name so that the first mention in a policy is "Cary Memorial Library" and all subsequent references are "Cary Library". Ms. Jay seconded the motion which passed unanimously. ADJOURNMENT Ms. Jay made a motion to adjourn them meeting which was seconded by Ms. Feingold Thoryn. The motion passed unanimously. Meeting adjourned at 5:10 pm.