HomeMy WebLinkAbout2001-12-05-BLT-EC-MIN E MO
/-*?, *Cary e onal Library
v 1 1874 MASSACHUSETTS AVENUE®LEXINGTON®MASSACHUSETTS®02173®617-862-6288
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AGENDA
Executive Committee Bard of Library Trustees
December 5, 2001 5v00AM Cary Hall -
1. Trustees budget— discussion with Alan Fields
2. East Lexington Branch — meeting with the
Selectmen.
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°� � � � Cary Memorial Library
1874 MASSACHUSETTS AVENUE a LEXINGTON a MASSACHUSETTS 02420 9781-862-6288
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EXECUTIVE COMMITTEE MEETING
BOARD OF LIBRARY TRUSTEES
October 3,, 2001 — 8:00 A.M.
MINUTES
The meeting was called to order by Rev. Jed N. Snyder, at 8:00 A.M. at
Cary Hall. Present: Cathy Abbott, Scott Burson, Jeanne Krieger and Rev.
Jed N. Snyder. Also present was Carol A. Mahoney, Director and Cynthia
Johnson,, Assistant Director.
Vice Chairman
Cathy Abbott made the motion to elect Rev. Jed N. Snyder to the position of
Vice Chairman. Jeanne Krieger seconded the motion and it was voted
unanimously.
The meeting was then turned over to Rev. Snyder to run in the absence of
Chairman Rev. Dr. Peter H. Meek.
East Lexington Branch Libra
At this time the East Lexington Branch Library needs a lot of work. Some
things that need looking into are:
L Structural issues
2. ADA requirements
3- Mechanical system needs to be undated
I -&
According to the "Stone Will" that controls the use of the building, there are
limitations as to how it can be used.
1. A branch depository for books of Cary Library.
2. Public reading room.
3. Public art museum.
4. A meeting place for such classes as may be formed in East
Lexington in literature, art and science.
5. Public Lectures under the auspices of the Trustees of Cary Library.
6. Recreation facilities for the children and youth of East Lexington.
7. Any other purposes which in the judgement of the Trustees of Cary
Library shall not be inconsistent with the realization of the main
objects of the Library.
The question was asked "how do we go forward? Some of the
recommendations are as follows:
1. Since the building belongs to the Town the Selectmen should consider
forming a committee to review all aspects of the building.
2. The community should definitely be involved in the process and
discussion concerning the future utilization of the building.
3. The recommendation was made that the Selectmen establigh a committee
to study the East Lexington Branch capital needs.
4. The Trustees will attend a Selectmen's meeting to report on the branch
and requst the esta lishment of a committee.
Miscellaneous
Cathy Abbott passed around a picture and article about the ground breaking
ceremony that appeared in the Colonial Times. (Copy on file.)
The meeting was adjourned at 8:40 A.M.
Respectfully submitted,
r)t tI&A
Carolyn N. Beckwith
Executive Secretary
FY 2001 BUDGET -- EXPENSES ®- TRUSTEES
ADULT DEPARTMENT
July 1, 2000 -- June 30, 2001
T6125-5 = LIBRARY MATERIALS
Account 00 Approp. 00 Balance 01 Budget 01 YTD Balance
Adult Material 401000.00 337441 .11 401000.00 361219.051 31780.95
McNau hton Service 91150.00 117132.50 97 150.00 147034.00 4,884.00
Periodicals/Microfilm
Fiche/Newspapers 35,000.00 28,015.28 357000.00 21412.10 327 587.90
Reference Materials 40,000.00 31 ,950.27 40,000.00 27,346.27 12,653.73
Rental Books 0.00 0.001 0.00 0.00 0.00
Misc. Vendors 5.000.00 107774.09 5,000.00 27846.80 27153.20
Lost Material-Refunds 150.00 241 .721 150.00 331.66 181.66
{ `t'? 7 1 �',� '0.00 83,`l8%9, 8 ,'110.12
CHILDREN'S DEPARTMENT
July 1, 2000 -- June 30, 2001
Tc i 2c-1 = CH l LDREN'S DEPARTMENT
Account 00 Approp, 00 Balance 01 Budget 01 YTD Balance
C h i l d re n's P rcg ram 4,000.00 2,841 .75 4.000.00 1 ,165.97 27 834.03
Aquarium, Maintenance 1,000.00 1 ,033.50 1 ,000.00 862.50 137.50
Lost Material-Refunds 500.00 4 7 4.45 500.00 529.00 -29.00
I ` .L5 v 00.00 4,34 .70 1;,5 00.00 2.557.471 2.9 22.5 3
00 .�p0rop. 00 Balance 01 Budget T 0l YTD Balance
1 =r. B L 1 �� �,165.00 155,66 7.2 4 1 e 2,165.00 04,405.7 57,759.24
FY 2001 BUDGET -- EXPENSES -- TRUSTEES
GENERAL
July 1, 2000 -- June 30, 2001
T6124-4 = LIBRARY EQUIPMENT
ACCOUNT 00 Approp.- 00 Balance 101 Budget 1 01 YTD I Balance
Computers/Equipment 2,000.00 17 832.71 21000.001 0.00 2,000.00
Peripheral's 500.00 990.40 500.00 872.04 -372.04
Postage/Equipment 10001 0.00 1 ,000.00 0.00 11000.00
0-.
3. 00.00 8_710/11, 627.90
-. 001
8 3.11
T6124-3 & 6 = LIBRARY SUPPLIES
Account 00 Approp. 00 Balance 01 Budget 01YTD Balance
Belmont Sp, ings 450.00 404.871 450.00 428.65 21 .35
Exhibits/Restoration 500.00 229.62 500.00 3,728.63 -3 7 228.63
Library Supplies 4.815.00 101462.63 4,815.00 61722.63 -1,907.63
Prin'tinc 4,000.00 2.218.421 4,000.00 1?A,06.87 2.593.13
14 OmIt A 01 n e% 7
8 5 7 8_ry
I fit
T6124-7 & 9 = PROFESSIONAL DEVELOPMENT
i'vIEMBERSHIP & RECRUFFNIENT
Account 00 Approp. 00 Balance 01 Budget 01YTD Balance
m I 1 eaa e 1 500.001 1 .079.531 1 ,500.001 1.293.651 206.35,
R e c.r uit m e,n t 500.00 558.60 500.00 0.001 500.00
Prof. Memberships 700.00 47 5.00 700.00 840.00 -140.00
Prof. M=eetinqs 6,000.001 5,798.661 6,000.001 2.303.44 3,69
ECuc. raining 5,UUU.UU 1 1 ,019.5U 5,0 0.00 1 ,0 b--2.5 U_1 16,937.50
-1 -7nn on
Gi Q 0-'64
00 8,200.41
T6124-1 0, 1 A 121 = TRUSTEES
Account 00 Approp. 00 Balance 01 Budget 01YTD Balance
Trustee Meetings 250.00 19/2.63 250.00 0.00 250.00
Trustee-Memberships 100.00 0.00 100.00 0.00 100.00
'Bank Chcarqes 50.001 0.00 50.00 0.00 50.00
TO--7- A I (;Z
'D 400.00 0.00 0.00 400.00
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Income
Income Review
• Total Income FYI 999 FY2000 FY2001
$162.2k $173.5k $108.8k
Decrease of$ 53.4k over the three years or 33%
• Fines and Fees FYI 999 FY2000 FY2001
$ 98.5k $ 87.9k $ 41.4k
Note: A decline of$ 57.1k over three years or 58%
• Trustees Funds - Interest
Remained the same over the three years at $48k per year
Consideration: Interest income at a fixed or floati.n-cr rate
• Named Funds - Interest
Decrease of$ 7k from $11.1 k in FY2000 to $ 4.1 k in FY2001
Consideration: Interest income at a fixed or floating rate
63% decrease in FY2 001 any reason i.e., principal funds decline
• Nfiscellaneous - Unspecified Donations
Decrease of$ 8.8k from $18.6k in FY2000 to $ 9.8k in FY2001
Consideration: Fund raisineF efforts needs to be initiated
47% decrease in FY2001 any reason i.e., library usage down
Summary
• Decreased actual expenses, compared to budget, have offset decreased income
almost $1 for S 1
Action Plan
• Review Strategic Plan
- Incorporate Objectives into Business Plan
• Establish Key Objectives
- Short-term, FY2.002 and Long-term, FY2003
- Pre-move and post-move
- Determine financial requirements (expenses)
- Evaluate additional income sources
Re�-iew Investment Policy Goals
• Discuss Regional Reference Center Concept
• Review and Analyze Library Circulation
- Pre and post-move
• Discuss Cary Foundation Involvement
- Fund raising effort - annual campaign