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Home My WebLink About2002-10-02-BLT-EC-MIN E MO Cary Memorial Library v ! 1874 MASSACHUSETTS AVENUE•LEXINGTON•MASSACHUSETTS•02173•617-862-6288 AGENDA Executive Committee Board of Library Trustees October 2, 2002 8:OOAM Cary Hall 1. FY04 Town budget 2. State cuts 3. Construction . � E Mp Cary Memorial Library at Cary Hall Q � 1605 MASSACHUSETTS AVENUE • LEXINGTON • MASSACHUSETTS • 02420 PHONE: 781-862-6288 9 WEBSITE: www.carylibrary.org /BRAS" EXECUTIVE COMMITTEE MEETING BOA-RD OF LIBRARY TRUSTEES Wednesday, June 5, 2002 @ 8:40 A.M. DES The meeting was called to order by Chairman Rev. Dr. Peter H. Meek at 8:00 A.M. at Cary Hall. Present from the Executive committee: Tom Griffiths, Jeanne Krieger and Rev. Jed Snyder. Also present: Carol A. Mahoney, Library Director and Cynthia Johnson, Assistant Director. Evaluation Forms Evaluations of the stiff have not been clone for many years. It was decided that they are a valuable tool and a new evaluation form has been implemented.. They are scheduled to be given sixty days before a staff members anniversary date by the staff member's supervisor. This will be an opportunity for the staff to Know what is expected of them. The Executive Committee asked the Administration staff to keep the committee informed on the progress and to track the learning process. The Executive Committee will be responsible for the Director's evaluation this fall. T+ nn"tront ;a narrntia#�r� Yt [A7f1771d �(� ll. WQ.J JU-66ti.�641.F LiiGLL VY liVli A.iiV itVAt ituivu vvuii ccvi is� �v�vEiwiv�x �d vc vccaaa vv nice to recognize employees who take on extra work. Create a structure for rewards. At this time the union contract is negotiated every three (3)years. Construction Alexandra Construction has put together a time lire with a completion date of June I, 2003. When the building is finished it i s expected to take one to two months before the library will open to patrons. Sculpture Mr. Filipowski has been in touch with the library to do a small sculpture for fundraising or gift purposes. Carol showed a prototype that Nor. Filipowski had done. It was recommended that a "thank you" letter be sent to Mr. Filipowski exp1aL'nm* g that the Trustees cannot undertake this project at this time but if he would like to pursue it, that would be greatly appreciated. One thing to remember is the the HDC has to approve of the location of the sculpture. Vacation Carol Mahoney will be away the entire month of August. Cynthia Johnson will be in charge. Tours Anyone wishing a tour of the new building should be in touch with Carol Mahoney. Foundation it was reported that Foundation has raised just under $3.5 million. The campaign is scheduled to be completed by December 31, 2aQ2. Summer The Executive Committee will not be meeting in July and August. Rev. Jed Snyder made the motion to adjourn the meeting. Jeanne Kreiger seconded the motion and it was voted unanimously. The meeting was adjourned at 9:00 A.M. Respectfully submitted, qk Carolyn N. Beckwith Executive Secretary At Risk Item Discussion fy.04.at.risk.items 24-Sep-02 FY 2003 FY 2004 FY 2004 Department Appropriated Percentage Subject to RiskAmount at Risk Contributory Retirement $ 2,7215766 8% Non Contrib Retire $ 1237000 0% Insurance $ 418845033 15% Debt Service $ 21825,808 8% Reserve Fund $ 1503000 0% Municipal Salary Adj $ 327,668 1% Organiz Exp $ 1397375 0% DPW $ 772469502 22% $ 45587,760 $ 963,430 Transportation $ 3433569 1% $ 3435569 $ 723149 Police $ 4,2561362 13% $ 412563362 $ 893,836 Fi re $ 318365970 12% $ 37836,970 $ 805,764 Library $ 11757,651 5% $ 11757,651 $ 369,107 COA $ 322,935 1% $ 3225935 $ 67,816 Social Services $ 1413107 0% $ 1413107 $ 29,632 Comm Develop $ 644,149 2% .$ 644,149 $ 1355271 Planning $ 2139584 1% $ 213,584 $ 44,853 BOS $ 1383494 0% $ 138,494 $ 29,084 Legal $ 225,000 1% $ - Town Report $ 69000 0% $ 67000 $ 19260 Town Manager & Economic Devel( $ 541,914 2% $ 541,914 $ 113,802 Town Committees $ 34,755 0% $ 34,755 $ 71299 Finance $ 15046,230 3% $ 110469230 $ 219,708 1% $ 2863179 $ 605098 Town C-'Ierk $ 286,179 MIS $ 3575610 1% $ 357,61 0 $ 75,098 Cash Capital $ 759,500 2% $ 7593500 $ 159,495 Total $335330,161 100% $ 193274,769 $ 410473701 Program: Culture and Recreation Subprogram: 5100 Cary Memorial Library Tovv-n of Lexington FY 2003 Program Budget The Cary Memorial Library and the East Lexington Branch Library provide library services to the Town of Lexington.The governing body of the library is the Board of Library Trustees.The Board is comprised of the"settled ministers", or principal clergy of each congregation of the Town,Selectmen,and School committee members.The full board numbers 29 members.The Board members elect an Executive Committee of five Trustees and they appoint a citizen's Advisory Committee.The Board oversees library finances and they establish library policy. The Board of Library Trustees budget for FY02 was$162,165. Sources of income for the Library are fines and fees,and investment income.This budget purchases all materials for the adult collection, fiction,non-fiction,reference materials, magazines and newspapers,microfilm/fiche.The Trustees also fund equipment, staff development,supplies and children's programs.The total expended on materials in FY01 was$185,799: $56,500 in town funds-$129,299 in Trustee fund.To be eligible for State Aid to Public Libraries the library must meet state standards for public libraries to be certified by the Massachusetts Board of Library Commissioners. In FY01 the library received$48,843 in State Aid monies that supports library expenses. In January 2001,the Cary Memorial Library moved into its temporary quarters-at Cary Hall that will serve as its temporary location for approximately two years while the main library is renovated.During this time, the majority of the library's adult collection has been put into storage.The total number of items at the main library and East Lexington Branch is 112.7749. The total number of items currently in storage is 99,719.The total number of items circulated in FY01 by the main library and the Branch was 390,921.The main library is open 68 hours a week during the winter and 64 hours during the summer for a total of 2,575 hours.Attendance at the main library was 340,391.The total number of registered borrotivers is 23,569. See the Cary.,iWemorial Library lWission Statement, Goals and Objectives on the next page. VVZO ti� .Kw 1+C' L+�..sMii► 6 v'AGL��9p3�h�.1.''! Z- i+.X 5110 Library General Services $418,731 $6217145 $627,319 $607,069 $6077069 5120 Adult Library $634,728 $610,769 $718.920 $718,920 $71831920 513 0 Children's Library O'1 O L 11 1'7 Q''1 Q'7 Q A 4 Q'2'2'2 '71 1 Q 1 1 2 '7 11 Q 2 I 1 '71'1 ,.D L.O V,V 1 l o L U/,U V V .D J.J,,/L L ►D-7.J 5140 Branch Library $80,983 $821960 $97,940 $97,940 $977940 Iwo Program Totals Compensation $1,172,695 $17344,097 $1,491,257 $1,491,257 $17491.7257 B ene fits 0 0 0 0 0 Expenses 247,764 2581,583 286,644 266,394 266,394 Town Funded Expenses $19420,459 $1,602,680 $1,777,901 $1.,757,651 $1,7571651 General Fund $1 399 962 $1 602 680 $17777,901 $1757 651 $1757 65 1 Enterprise Funds 0 0 0 0 0. Directed Funding 0 0 0 0 0 Appropriated Resources $1,399,962 $1,602,680 $17777,901 $19757,651 $177579651 At Risk Item Discussion f/.04.at.risk.items 24-Sep-02 FY 2003 FY 2004 FY 2004 Department Appropriated Percentage Subject to RiskArnount at Risk Contributory Retirement $ 237217766 8% Non Contrib Retire $ 123,000 0% Insurance $ 41884,033 15% Debt Service $ 27825,808 8% Reserve Fund $ 150,000 0% Municipal Salary Adj $ 3277668 1% . Organiz Exp $ 139,375 0% DPW $ 71246,502 22% $ 435873760 $ 963,430 Transportation $ 3439569 1% $ 343,569 $ 72,149 Police $ 412567362 13% $ 43256,362 $ 893,836 Fi re $ 398363970 12% $ 31836,970 $ 805,764 Library $ 1,757,651 5% $ 11757,651 $ 3695107 COA $ 322,935 1% $ 322,935 $ 67,816 Social Services $ 141,107 0% $ 1417107 $ 293632 Comm Develop $ 644,149 2% $ 6449149 $ 1353271 Planning $ 213,584 1% $ 213,584 $ 44,853 BOS $ 1387494 0% $ 1385494 $ 29,084 Legal $ 2259000 1% $ - Town Report $ 61000 0% $ 67000 $ 17260 Town Manager & Economic Devel, $ 541,914 2% $ 541,914 $ 113,802 Town Committees $ 34,755 0% $ 347755 $ 79299 Finance $ 110469230 3% $ 190469230 $ 2193708 Town Clerk $ 286,179 1% $ 286,179 $ 603098 MIS $ 357,610 1% $ 357,610 $ 75,098 Cash Capital $ 7595500 2% $ 759,500 $ 1593495 Total $333330,161 100% $ .1932749769 $ 4Y0475701 a Program: Culture and Recreation Subprogram: 5100 Cary Memorial Library Town of Lexington FY 2003 Program Budget The Cary Memorial Library and the East Lexington Branch Library provide library services to the Town of Lexington.The governing body of the library is the Board of Library Trustees.The Board is comprised of the"settled ministers", or principal clergy of each congregation of the Town,Selectmen, and School committee members.The full board numbers 29 members.The Board members elect an Executive Committee of five Trustees and they appoint a citizen's Advisory Committee. The Board oversees library finances and they establish library policy. The Board of Library Trustees budget for FY02 was$162,165. Sources of income for the Library are fines and fees,and investment income.This budget purchases all materials for the adult collection, fiction,non-fiction,reference materials, magazines and newspapers,microfilm/fiche.The Trustees also fund equipment, staff development,supplies and children's programs.The total expended on materials in FY01 was$185,799: $56-500 in town funds-$129,299 in Trustee fund.To be eligible for State Aid to Public Libraries the library must meet state standards for public libraries to be certified by the Massachusetts Board of Library Commissioners. In FY01 the library received$48,843 in State Aid monies that supports library expenses. In January 2001,the Cary Memorial Library moved into its temporary quarters at Cary Hall that will serve as its temporary location for approximately two years while the main library is renovated.During this time,the majority of the library's adult collection has been put into storage.The total number of items at the main library and East Lexington Branch is 112,749. The total number of items currently in storage is 99,719.The total number of items circulated in FY01 by the main library and the Branch was 390,921.The main library is open 68 hours a week during the winter and 64 hours during the summer for a total of 2,575 hours.Attendance at the main library was 340,391.The total number of registered borrowers is 237569. See the Can,Memorial Library Mission Statement, Goals and Objectives on the next page. AM Ie�e�ja ` _ -�-s''�-r`"'" 'q'"y --,;c`sb.'�,.'c� = -'•a � �--cam-w " 51 10 Library General i Services $418,731 $621,145 $627,319 $607,069 $607,069 5120 Adult Library $6343728 $610,769 $718,920 $7185920 $718,920 5 13 0 Children's Library 3 (Z79A 1)1 7 Q7Q7 QnA T222 777 Q�111 777 T1111 777 •�• W L..V V,V 1 / WL.V I,V V W W✓✓✓,0 A. ►V✓✓✓,l Lr Lr W✓_.✓,I A.AG 5140 Branch Library $80,983 $82,960 $97,940 $97,940 $971940 Program Totals Compensation $171725695 $17344,097 $1,491,257 $1.7491,257 $1,491,257 B ene fits 0 0 0 0 0 Expenses 2473,764 2581583 286,644 266,394 266,394 Town Funded Expenses $1,4201459 $1,6027680 $15777,901 $19757,651 $1,757,651 General Fund $13,399,962 $11602,680 $1,777,901 $1,757,651 $1,757,65 1 Enterprise Funds 0 0 0 0 0. Directed Funding 0 0 0 0 0 Appropriated Resources $1,399,962 $1,602,680 $19777,901 $19757,651 $197-57,651 5-3 _ _ _ WELLESLEY FREE , LIBRARY September 24, 2002 Dear Metrowest.Vember: All library regions throughout the state suffered devastating losses to their budgets because of a 24% budget cut in FY '03 due to the shortfall of funds at the state level. The Wellesley Free Library, as the contracting library for reference and interlibrary loan services, was required to cut $100,068 from a budget of $420,473. Our current budget is now $320,405. In addition, we have already cut $60,000 from the Regional Reference budget for FY'03 in response to a request from the Metrowest region. We are committed to providing regional reference service and interlibrary loan service to members of the Metrowest region in spite of these devastating cuts to our budget. However,we have been forced to eliminate one full-time and one half-time position as well as cuts in expenses. How will this affect you? The Wellesley Free Library Reference Center will continue to answer all reference questions that we receive from member libraries. In FY '03, we will take part in a grant obtained by the state to provide 24/7 reference service. We have had to eliminate our in-house reference databases and many reference materials that would have been purchased to support regional service. In the Interlibrary Loan Department, we will no longer be able to borrow materials that have a charge associated with them. Requests will be made for items that are free unless the library making the request indicates that the patron is willing to pay for the interlibrary loan of the materials they- are seeking. NTember libraries will be asked to indicate on their requests whether patrons are willing to pay for a loan. If nothing is marked, we will only seek copies that can be obtained free of charge. This change will be instituted on October 1, 20027 I have attached a spreadsheet showing the amount of requests from each library and the charges incurred for those requests for FY`02. We will be using the.U. S. Postal Service more frequently to send out items and will cut back on items shipped by UPS. Tl„A rr-% cr-.f 1,o TT T T�lo.,.,�.+.,-,�.,r ,TT:11 A, 1��- I- A: L✓ut, l.v JLC"l 1%,"LLLL1lJ11J3 L111, J."." 1Jl�IJ0.1 Llllt.114 W 111 "%-J 1C33 1Cl U111- Ul lilaLCI LUS LU 11U1 d11CJ UULZ)iU.0 Metrowest but will continue to place priority on borrowing materials for our members. We apologize to everyone for the changes in service that the cuts have forced us to make. However, we continue to be here to serve you as your regional contracting center. Sincerely, Janice G. Bures Director 530 WASHIINGTON STREET WELLESLEY, MA 02482 781-235-1610 FAX 781-235-0495