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HomeMy WebLinkAbout2020-02-05-BLT-min CARY MEMORIAL LIBRARY EXECUTIVE BOARD MEETING BOARD OF LIBRARY TRUSTEES 4:15 PM February 5,2020 Learning Center Attendees: Rabbi Howard Jaffe,Joe Pato, Suzie Barry, Eileen Jay, Rev. Claire Feingold Thoryn;Trustees, Koren Stembridge, Emily Smith,Alissa Lauzon, Meena Jain and Cathie Ghorbani, Library staff. Call to Order Mr. Pato called the meeting to order at 4:20 PM. Public Comment None Secretary's Minutes of January 8,2020 Rev. Feingold Thoryn made a motion to approve the minutes with an edit to use "Reverend" and "Rabbi" instead of"Mr." and "Ms."when referring to clergy. The motion was seconded by Ms.Jay. The motion passed unanimously. Financial Reports Ms. Stembridge reported we are 57%expended at the end of January on the municipal budget report,which is where we expect to be at this point in the year. On the Trustees' report the Foundation transferred $90,000 to the library. Ms. Stembridge noted that expenses are on target. Rev. Feingold Thoryn asked about the impact of the new auto renewals feature on fines and fees income. Ms. Stembridge stated that we will know more in a few months since this feature was just turned on January 1St Ms. Stembridge requested that trustees consider discontinuing refunds for lost materials. Patrons who have paid for lost materials can request refunds for these fees if they return the lost materials within three months. After discussion,the consensus is to discontinue offering refunds for lost materials. Patrons are welcome to keep the lost materials if they are found after the replacement fees have been paid. Administrative Update Ms. Stembridge reported that long time Circulation Technician, Asako Burr, will be retiring. The Library has included a Program Improvement Request(PIR)to fund this 25 hour position as a full time for the FY 21 budget. Corinne Coveney, a full time Library Technician II, will also be leaving. She is graduating from library school and has accepted a professional position at another library. Ms. Stembridge shared that we are working on business cards and stationery with the new logo. These cards will include updating the titles for two positions: the Assistant Director's title to Deputy Director, and the Technology Coordinator to System Manager. The responsibilities for these positions have not changed. The FY21 municipal budget is moving forward to Town Meeting as proposed. Building Updates ChiRP Updates Ms. Stembridge outlined the timeline and community engagement strategies for the Children's Reconfiguration Project (ChiRP). Consultant Mary Braney will be joining the full board meeting later this month as part of the engagement process. Ms. Stembridge provided an update from a meeting with the Public Facilities Director, Mike Cronin and Deputy Director, Shawn Newell, regarding the timeline for ChiRP.The suggestion is to write one RFP that covers the feasibility study, design and construction documents.This would allow the library to engage one architect for that entire process. Ms. Stembridge asked for comments. Mr. Pato recommended researching if the town funding for the feasibility study can be used for the entire RFP, or only feasibility. Other Building Updates Ms. Stembridge detailed recent HVAC issues.The Department of Public Facilities anticipates replacing and upgrading portions of the heating system that are in the ceiling.This work would happen in FY21 and may provide an opportunity to replace ceiling tiles in some areas. Ms. Stembridge noted that our current ceiling tiles are no longer being manufactured. Ms. Stembridge also shared concerns about the south entry doors. New Business New Sign Ms. Stembridge has engaged a company on the State Contract to design, build, and install an exterior sign for approximately$25,000. The sign will be funded by a private gift of$50,000.The donors indicated that the library can redirect any remaining funds.Trustees discussed the location and process to engage the Design Advisory Committee and Historic District Commissio, as necessary. Ms. Barry, liaison to the DAC, offered to assist with this project. Rabbi Jaffe made a motion engage Sign Design, Inc. to design, build, and install the sign. Ms. Barry seconded the motion which passed unanimously. Permission to close library Ms. Stembridge asked the Trustees to consider closing the library at 3PM on Friday, April 17th to prepare for the Fairy Tale Ball. Ms. Barry made a motion to close at 3PM on Friday,April 17th, Rabbi Jaffe seconded the motion which passed unanimously. Transfer funds to the Endowment Ms. Stembridge recommended a transfer of$60,000 from the King Street Properties gift into the restricted endowment.These funds are earmarked for a renovation of the kitchen in the Large Meeting Room. Ms. Barry made a motion to approve the transfer of$60,000. from King Street Properties gift to the restricted endowment fund. Rev. Feingold Thoryn seconded the motion which passed unanimously. Meeting Room Policy Discussion Ms. Smith proposed potential changes to the Meeting Room Policy and room reservation process. She outlined concerns about limited room availability for library programs, and increased staff time spent vetting outside groups for public use of these spaces. Library sponsored programs are projected to double in FY20, compared to FY17. Other challenges include increased demand for custodial support for these programs, as well as concerns about the ChiRP construction limiting availability of the rooms. Ms. Smith mentioned the increased availability of other meeting rooms in town, including at the Community Center. Ms. Smith led a discussion on updating the Meeting Room policy to limit use of the rooms to library-sponsored programs for Monday through Saturday. With this proposal,the library meeting rooms would be available to non-profit groups on a first come,first served basis on Sundays only. A discussion ensued.The recommendation is to continue drafting changes to the policy and present them to the full board. There was a consensus that prioritizing use of the meeting rooms for library programs is core to the library's mission. Offering meeting rooms for public use is a valued service to the community, but not part of the library's core mission. Ms. Smith and Ms. Stembridge concluded that they will continue to work on revisions to the policy and will meet with the town counsel for guidance. Old Business Ms. Barry noted that in the year 2025 there will be a 250th country-wide celebration of the American Revolution. She welcomes programmatic ideas. Adjournment Rabbi Jaffe made a motion to adjourn the meeting which was seconded by Rev. Feingold Thoryn. The motion passed unanimously.The meeting adjourned at 5:09 PM