HomeMy WebLinkAbout2008.09.02 EXC MINCARY MEMORIAL LIBRARY
EXECUTIVE COMMITTEE MEETING
BOARD OF LIBRARY TRUSTEES
SEPTEMBER 2, 2008
MINUTES
Chairman Norman Cohen called the Executive Committee meeting to order at 5:07 p.m. in the
Learning Center. Present from the Executive Committee: Helen Cohen, Tom Diaz, Rabbi
Howard Jaffe and Jeanne Krieger. Also present: Connie Rawson, Library Director, and Kathy
Quinlan, Library Assistant Director.
Secretary's Minutes (Copies on file)
Helen Cohen moved, and Tom Diaz seconded, to accept the minutes of the May 6, 2008 and
June 4, 2008 Executive Committee meetings as amended. Approved.
Meeting Room Usage — Request for Multiple Days
Boston Education Consulting, Inc., a for - profit organization, has requested to use a library
meeting room from 9 a.m. — 5 p.m. for an entire week. Such a request presents the issue of
fairness to other community groups that would be precluded from being able to use a meeting
room during that week. The consensus of the Executive Committee is that it would not be
appropriate for any single group to use a library meeting room from 9 -5 for an entire week. It
was suggested that the meeting room policy might be modified to address this issue in the
future; the time frame for booking rooms in advance might be shortened from 6 months in
advance (current policy) to a much shorter period of time, with the Director's discretion as the
final arbiter.
Meeting Room Usage — Request for Fee Reduction
Boston Education Consulting, Inc. has also requested the library to reduce its $125 /hour fee for
using library meeting rooms. This group has booked the Learning Center for 17.5 hours and
feels the total rental fee would be very costly. The Executive Committee strongly recommends
that meeting room fee discounts not be granted.
Strategic Plan
Connie distributed draft copies of the completed Strategic Plan for 2009 -2013 and asked for
feedback from the Executive Committee. The Strategic Planning Committee will review the Plan
at its meeting on September 9 Suggested changes /edits will be incorporated before the
Trustees' September meeting, and the final Plan will be presented for approval at the
September meeting. The Plan must be submitted to the Massachusetts Board of Library
Commissioners by October 1St
Stone Building update
Connie reported that we've received one proposal for use of the Stone Building, submitted by
Geneva Kropper on behalf of lexington4libraries. All proposals are due by September 22 and
the open forum to discuss the proposals is scheduled for Thursday October 2 nd at 7 p.m. at Cary
Hall. Connie reported that a committee comprised of Connie, Kathy, Linda Carroll (Local History
Librarian), Donna Hooper (Town Clerk) and Nasrin Rohani (Town Archivist) has been meeting to
discuss a possible "Lexington Heritage Center" at the Stone Building. The Town Manager has
asked that the Library work with the Facilities Management Dept. to submit the capital request
for CPA funds for the Stone Building rehabilitation.
Connie also sought Executive Committee guidance regarding the disposition of the materials
that still remain in the Stone Building. The materials are not in good enough condition for reuse.
Robert Beaudoin, in charge of recycling efforts in Lexington, has seen these materials and feels
they could be safely recycled. The Executive Committee would prefer to see the materials
recycled rather than discarded.
Shire donation
The Cary Memorial Library Foundation received today a check for $50,000 from Shire Human
Genetic Therapies to the Foundation for use by the Library. This donation represents part of
Shire's TIF agreement with the Town. Howard Jaffe suggested that this donation presents an
excellent photo opportunity to express the Library's appreciation of the Shire gift.
Security cameras
The security camera installation began August 25 and is almost complete; some additional
wiring and installation of the DVR remains to be done. The Library has not received any
complaints or concerns from patrons concerning the cameras. (Signs were placed in the lobbies
and a notice was placed on the library's website announcing the installation.) Tom Diaz offered
to write another "Op -Ed" piece for the Minuteman discussing the Trustees' decision to move
forward with security cameras. Connie expressed the hope that cameras would help reduce
instances of vandalism in the library, citing recent episodes of vandalism in the mezzanine level
bathrooms that have necessitated keeping those rooms locked.
Relocation of Main level collections and furniture
A working group is studying how best to relocate some of the Main level collections to achieve
a more welcoming atmosphere and enhance security of the audio visual collections. The
committee will reconvene in September with a goal of presenting ideas to the Trustees for their
feedback later this year (probably October or November).
Signage
A working group has studied signage needs throughout the Library. This group will reconvene
and consult with Pat Goddard (Facilities Management), who is overseeing efforts to improve
signage in other Town buildings. There may be financial and design synergies that can be
achieved by working together.
The electronic information kiosk case has been ordered and software design is nearly
completed. The first phase will focus on Library information, with subsequent phases including
Town and tourism information.
Future dates and times for Trustees meetings
The Executive Committee decided to hold their monthly meetings on the first Thursday of each
month at 5 p.m. This change will allow all members of the committee to attend. The first
regular meeting of the entire Board of Trustees will be held on September 23 at 8 a.m. The
regular meeting had been scheduled for September 16 but holding the meeting one week
later will enable the Board to begin to review the "Letters of Interest" in the Stone Building that
must be filed with the Board no later than September 22 The 2008/2009 schedule for Board
meetings will be discussed during the September 23 meeting; one suggestion is to hold
regular Board meetings on Thursday afternoons at 5 p.m. rather than on Tuesday mornings at 8
a. m.
Helen Cohen moved, Jeanne Krieger seconded, and the Executive Committee voted to adjourn
the meeting at 6:05 p.m.
Respectfully submitted,
Kathy Quinlan
Assistant Director