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Home My WebLink About2009-03-04-BLT-RPTCARY MEMORIAL LIBRARY 1874 MASSACHUSETTS AVENUE LEXINGTON, MA 02420 BOARD OF LIBRARY TRUSTEES Wednesday, March 4 2009 8:00 A.M. Library Meeting Room AGENDA Call to Order - Norman Cohen Secretary's Minutes Vote —Jan u a ry 26, 2009— Trustees Minutes Financial Reports December 2008 Administrative Report Department Reports Friends Report Foundation Report Unfinished Business • Stone Building • Municipal Budget • Meeting times and dates New Business • Rules of Behavior • Solar Energy Site Adiournment CARY MEMORIAL LIBRARY BOARD OF LIBRARY TRUSTEES JANUARY 26, 2009 5 p.m. — Cary Library Learning Center Present: Norman Cohen, Chair, George Burnell, Margaret Coppe, Howard Jaffe, Peter Kelley, Jeanne Krieger, Hank Manz — Trustees; Phyllis Brooks — Friends of the Library; Kerry Brandin — Cary Memorial Library Foundation; Steve Krensky — Advisory Committee; Pat Goddard — Dept. of Public Facilities; Connie Rawson — Library Director; KathyQuinlan — Assistant Director. Call to Order: Norman Cohen called the meeting to order at 5:12 p.m. Secretary's Minutes: The minutes of the November 24, 2008 Trustees meeting were approved. Financial Reports: The November report was reviewed; the December report will be available for the February Trustees meeting. Connie Rawson remarked that as of the end of December, 49.7% of the municipal budget had been expended. Building Insulation Report: Pat Goddard, Director of the Dept. of Public Facilities, reported on the sprinkler head failure and ensuing water damage (carpeting and books) that occurred in the Large Print area on Saturday January 17 at approximately 1:30 p.m. The cause of the failure was most likely the lack of insulation in the area of the sprinkler pipes. Further investigation indicated that additional areas of the ceiling had no insulation. Pat recommended that the entire Large Print area be examined and that insulation be installed as needed. This would require moving all the shelving and books in the Large Print area and cordoning off the area so that work could proceed to remove the ceiling tiles, install the insulation, and reinstall the ceiling. Pathways to the rest rooms and copier areas would be maintained. Pat estimated that the project would take at least 4 weeks; if quotes came in over $10 thousand, then the project would need to go out to bid, which would lengthen the time frame. Capital project funds will likely be used for this work. Stone Building Update: Pat Goddard also reported that the PBC had recommended modifying the scope and timetable of the request for CPA funding for design and engineering documents for the Stone Building. PBC feels that the appropriate next step is to request funds - $180,000 - for an historical structures report with schematics for FY2010. A request for design and engineering documents would then be made in FY2011 and construction funds would be requested for FY2012. The building rehabilitation would thus become a three year, rather than a two year, project, but this would allow for more time for community discussion. This modified request will be presented to the CPC on January 29 th . Administrative Report: Connie Rawson briefly reviewed the budget. State Aid for FY09 had been awarded in two parts; Cary Library has received the first half of its award, but it is not certain if the second half will be awarded. For FY10, the Town Manager has asked all town departments, including the library, to consider some budget reductions. The exact dollar amounts needed to be reduced have not yet been determined; the Governor's office will inform cities and towns about FY10 state aid reductions later this week. Connie Rawson also reviewed briefly that Staff Development Day was on Friday January 30 th ; that the library had already found it necessary to close early due to heavy snow several times in December and January; that the library is working on a collaborative project with the Lexington Historical Society to scan and digitize the Worthen glass slide collection. Department Reports: These reports are in the trustee packets. Friends Report: Phyllis Brooks reported that Betty Clark had donated funds to purchase a backup laptop projector for the library. Foundation Report: Kerry Brandin reported that year -to -date receipts from the Annual Fund campaign were about 85% of last year's receipts, a note - worthy accomplishment given the tenuous state of the economy. The Planned Giving committee has sent out a mailing explaining the value of the Legacy Society. Year- to -date endowment receipts are ahead of last year's receipts. The Foundation plans to transfer $60 thousand of unrestricted funds to the library. Unfinished Business: • Stone Building: see discussion supra. • Municipal Budget: see discussion supra. • Laptop Fines: the library had originally recommended overdue fines for our circulating laptops at $10/hour., but the Trustees' Executive Committee felt that a $25 /hour overdue fee was more appropriate. This recommendation was presented to the full Board. After extensive discussion, the full Board approved overdue fines for circulating laptops to be $5 /hour, with a maximum fine of $100. • Meeting times and dates: the next meeting of the full Board will be March 4 at 5 p.m. Unfinished Business: • Building Insulation Report: see discussion supra. • Lexington Innovation Project: discussion postponed • Love Your Library Card Month: the Board approved "Love Your Library Card Month" for February 2009. Patrons can receive replacement library cards for free during the entire month. • Annual Meeting: the Annual Meeting is scheduled for Monday March 30 at 4 p.m. Adjournment: Norman Cohen adjourned the meeting at 6:10 p.m. Respectfully submitted, Kathy Quinlan, Assistant Director Cary Memorial Library Cary Memorial Library Board of Library Trustees Stone Building Article 11 of the March 20o9 Town Meeting Warrant includes the $18o,000 request for renovation of the Stone Building. Attached is a report that has been included in the TMMA Warrant Information that outlines the CPC approved request. Concurrently, plans are underway to develop the Lexington Heritage Center concept. Donna Hooper, Town Clerk, is coordinating first meeting, scheduled to take place on Friday, March 13, 2009, from 1o:oo a.m. - 11:3o a.m., in the Ellen Stone Room, Cary Memorial Building. State Aid Cary Library will receive their total allotment of State Aid in the amount of $44571, in Fiscal Year 20o9. A check for the amount of $22,668.74 was delivered to the Town Treasurer in December. We received notification that $18,655.o6 was delivered to the Town Treasurer's Office last week. A third and final payment will be sent in the last quarter of FY20o9. The preliminary FY2010 estimate is $39,258. "BIN CITY" We've all been reading about the significant increase in public library usage throughout the country due to the economic downturn. Cary Library has been grappling with this increase in a very concrete way: a huge growth in the number of book bins coming into the library each day, filled with materials being requested by Lexington patrons and being returned to Cary Library. This increase in the number of bins, combined with some staff absences, resulted in a backlog of nearly loo bins by the end of February vacation week, taking up much of the available space in the Circulation Office and creating long delays for patrons getting their materials. Staff and patrons alike were frustrated. Administrative Report 3/4/2009 - 1 - Thanks to the concerted efforts of the entire staff last week, we managed to unpack and sort through all those bins and clear out the backlog by the end of the week. Everyone put their own projects on hold in order to help pitch in —and everyone deserves our thanks and appreciation for a truly "all staff" effort. We will be ordering additional shelving for the Circulation area and adjusting our workflow procedures in order to deal with our "new reality" of increased library usage. In the meantime, however, we're very proud of how the entire staff joined together to solve a serious problem. Administrative Report 3/4/2009 -2- EXCERPT FROM TMMA Warrant Information Report Historic Stone Building Renovation - $ 80,000 The 1833 Stone Building, a registered National Historic Landmark, which had been used for many years as a branch library, was severely damaged by flooding in August 2007. The Cary Library Trustees, who control the East Lexington facility, have decided that the best use of the building for the future, based on input from a number of citizens and town officials, is as a public space facility, which is being termed a "Lexington Heritage Center," a combination museum, public space, and exhibition hall, presumably making it available for both public and private functions. This project is requesting $180,00o in Community Preservation Act funds to preserve the historic Stone Building by stabilizing the structure. The first step of the stabilization process will entail an Historic Structures Report (HSR) augmented by further existing - conditions assessment; all of this will be the basis of the Stabilization bid documents. Strategic building stabilization repairs will be bid and completed within these funds. Concurrent with this stabilization process, the Town needs to identify the users and then fully describe the building program. Should there be any residual money left from the stabilization effort, that money will be put towards a preliminary design of the space for an identified user. A year or more out, with the building stabilized and the building program fully described and vetted, the Stone Building will again be before Town Meeting for funds to hire an Architect /Engineer team to complete design and bid documentation for the full renovation of the building. That Architect /Engineer team will utilize the Historic Structures Report (HSR) and the completed code analysis, structural, mechanical, electrical, and plumbing systems preliminary analysis that are a part of the recently completed Feasibility Study. Thereafter, once the bid documents are complete, the Project will again be before Town Meeting for a vote on appropriating construction dollars. Administrative Report 3/4/2009 -3- Cary Memorial Library Income and Expense Summary Fiscal Year 2009 3/3/2009 FY 2009 Pagel 2008 Carry Over October -08 November -08 December -08 Year to Date Income Summary $ - Municipal Appropriation $ 1,858,685.00 Trustee Fines and Fees $ 1 1 731.75 $ 11,307.18 $ 4,303.62 $ 6,381.15 $ 44 Trustee Endowment $ - $ - $ - $ - $ - Foundation Gifts (SA) $ 29,265.07 $ - $ - $ - $ 45,235.07 Foundation Building (SA) $ 35,615.96 $ - $ - $ 35,895.96 Friends Gifts (SA) $ 14 $ - $ - $ 10,000.00 $ 24 Total $ 80,740.48 $ 11,307.18 $ 4,303.62 $ 16,381.15 $ 2,008,109.28 ................................. ................................................................. Expense Summary General Fund - Expenses $ 151 $ 150,913.34 $ 135,417.50 $ 961,981.87 Trustee Expenses /Fines $ 2 $ 1 1 116.22 $ 965.27 $ 15,237.74 Special Accounts $ 2 $ 3,968.15 $ 2,918.20 $ 13,053.66 Total Trustee $ 5,154.38 $ 5,084.37 $ 3,883.47 $ 28,291.40 Total All Funds - Expenses $ 156,413.60 $ 155,997.71 $ 139,300.97 $ 990,273.27 * (SA) = SPECIAL ACCOUNTS TRUSTEES ENDOWMENT Funds Received $ 320.00 $ 55,320.00 Funds Transferred $ 25,320.00 $ 55,320.00 Balance Unrestricted 9/30/2008 $ 699,778.71 Balance Restricted 9/30/2008 $ 212 Total Endowment $ 912 3/3/2009 FY 2009 Pagel Cary Memorial Library Municipal Appropriation Fiscal Year 2009 Expenses Income Balance Municipal Oct. -08 Nov. -08 Dec -08 Year to Date General and Technical - Personal Services $ 21,369.84 $ 21,369.84 $ 21,357.84 $ 139,140.47 $ 272,655.00 $ 133,514.53 Adult Library- Personal Services $ 82,863.75 $ 82 $ 82,874.86 $ 534,606.97 $ 1,035,030.00 $ 500,423.03 Children's Library- Personal Services $ 23,965.56 $ 23,320.65 $ 23,172.12 $ 155,382.27 $ 301,300.00 $ 145,917.73 Total Personal Services $ 128,199.15 $ 127 $ 127 $ 829,129.71 $ 1,608,985.00 $ 779,855.29 General and Technical- Expenses Printing $ 457.31 $ 45.00 $ 1,339.54 $ 2,550.13 $ 3,000.00 $ 449.87 Equipment Service and Repair $ - $ - $ 710.67 $ 1,034.67 $ 5,000.00 $ 3,965.33 Mileage $ 15.80 $ - $ - $ 15.80 $ 1,000.00 $ 984.20 Postage $ 1 1 400.00 $ - $ - $ 1 1 400.00 $ 1 1 400.00 $ - Minuteman Library Network $ - $ 26.00 $ 26.00 $ 64,881.83 $ 67,000.00 $ 2 Telephone $ 479.51 $ 567.46 $ 959.40 $ 4 $ 9,000.00 $ 4 Supplies $ 2,909.12 $ 5,393.27 $ 163.83 $ 9,462.57 $ 18,500.00 $ 9,037.43 Small Equipment $ 2,375.66 $ 513.44 $ 995.10 $ 12 $ 34,500.00 $ 22,360.89 Total General and Technical- Expenses $ 7,637.40 $ 6,545.17 $ 4 $ 95,701.55 $ 139,400.00 $ 43,698.45 Adult Library- Expenses AudioVisual Materials $ 2,627.83 $ 1 1 242.40 $ 1 1 266.51 $ 5,136.74 $ 8,600.00 $ 3,463.26 Books $ 7 $ 10,856.16 $ 1,681.44 $ 20,733.82 $ 57 $ 36,966.18 Total Adult Library- Expenses $ 10,108.55 $ 12,098.56 $ 2,947.95 $ 25,870.56 $ 66,300.00 $ 40,429.44 Children's Library- Expenses Books $ 5,314.12 $ 5,096.02 $ 870.19 $ 11 1 280.33 $ 44,000.00 $ 32 Total Children's Library- Expenses $ 5,314.12 $ 5,096.02 $ 870.19 $ 11 1 280.33 $ 44,000.00 $ 32 Total Municipal Expense $ 23,060.07 $ 23,739.75 $ 8,012.68 $ 132,852.44 $ 249,700.00 $ 116,847.56 Total Municipal $ 151 $ 150,913.34 $ 135,417.50 $ 961,981.87 $ 1,858,685.00 $ 896,703.13 FY 2009 Page 2 Cary Memorial Library Trustee Income and Expenses Fiscal Year 2009 Income Trustees Oct. -08 Nov. -08 Dec -08 Year to Date Anticipated Income Fines $ 6 $ 3 $ 5 $ 30,749.72 $ 75,000.00 Fines - Online $ 2 $ - $ 3 Fines - Branch $ - $ - $ - $ 40.00 Copiers $ 778.56 $ 523.50 $ 707.67 $ 4 Lost Books $ 21.00 $ 24.22 $ 139.22 $ 638.44 Lost Books - Childrens $ 999.71 $ 136.00 $ 141.00 $ 1 1 613.71 Lost Books - online $ 679.65 $ - $ 1 1 386.60 Meeting Room Rental $ - $ - $ - $ 100.00 $ - Meeting Room Donation $ - $ - $ - $ - $ - Endowment Distribution $ - $ - $ - $ - Total Trustee Income $ 11,307.18 $ 4,303.62 $ 6 $ 42,433.80 $ 75,000.00 Expenses Trustees Oct. -08 Nov.08 Dec -08 Year to Date Budget Remaining Staff Development $ 50.00 $ 86.66 $ 693.00 $ 1 $ 5 $ 3 Contractual Services /Furnishings $ 602.61 $ 40.97 $ 663.89 $ 3 $ 10,000.00 $ 6 Library Materials $ 92.86 $ 134.54 $ 965.27 $ 6 $ 25,000.00 $ 18,498.30 Library Materials Refunds $ 162.38 $ 49.50 $ 48.50 $ 622.88 $ - $ (524.88) Supplies $ 145.72 $ - $ 69.04 $ 644.22 $ 10,000.00 $ 9 Programs $ 628.41 $ 282.76 $ 2 $ 4 $ 10,000.00 $ 5 Copiers $ 732.21 $ 521.79 $ 698.65 $ 3 $ 10,000.00 $ 6 Technology /Equipment $ - $ - $ - $ - $ 5 $ 5 1 000.00 Endowment(Named Funds) $ - $ - $ - $ - Total Trustee Expenses $ 2,414.19 1,116.22 $ 5 $ 19,931.54 $ 75,000.00 $ 55,166.46 FY 2009 Page 3 Cary Memorial Library Special Accounts Fiscal Year 2009 SPECIAL ACCOUNTS INCOME FY 2008 FY 2009 FY 2009 FY2009 FY 2009 CARRY OVER OCTOBER NOVEMBER DECEMBER YEAR TO DATE BALANCE Building /Furniture $ 35,615.96 $ - $ - $ - $ 280.00 $ 35,895.96 Small Gifts - Miscellaneous $ 6,842.79 $ - $ - $ - $ 465.00 $ 7,307.79 Children's Room Printing $ 2,201.46 $ 1,650.00 $ 2,695.00 $ - $ 4,345.00 $ 6,546.46 Foundation $ 9,128.32 $ - $ - $ - $ 15,970.00 $ 25,098.32 Friends of Cary Mem. Library $ 11,926.24 $ - $ - $ 10,000.00 $ 10,000.00 $ 21,926.24 Lexington Reads $ 2,394.86 $ - $ - $ - $ - $ 2,394.86 Literacy $ 2,441.89 $ - $ - $ - $ - $ 2,441.89 Replacement Account $ 674.67 $ - $ - $ - $ - $ 674.67 Rooney Fund $ 7,423.74 $ - $ - $ - $ - $ 7,423.74 Winsten Fund $ 885.70 $ - $ - $ - $ - $ 885.70 TOTALS $ 79,535.63 $ 1,650.00 $ 2,695.00 $ 10,000.00 $ 31,060.00 $ 110,595.63 SPECIAL ACCOUNTS FY 2009 FY 2009 FY 2009 FY 2009 ACCOUNT EXPENSE OCTOBER NOVEMBER DECEMBER YEAR TO DATE YEAR TO DATE Building /Furniture $ - $ - $ - $ - $ 35,895.96 Small Gifts - Miscellaneous 12.85' $ - $ 46.81 $ 12.85 $ 7,294.94 Children's Room Printing $ - $ - $ - $ - $ 6,546.46 Foundation $ 882.52 $ 2,876.48 $ 2,521.91 $ 7,058.24 $ 18,040.08 Friends of Cary Mem. Library $ 1,543.67 $ 1,091.67 $ 349.48 $ 2,635.34 $ 19,290.90 Lexington Reads $ - $ - $ - $ - $ 2,394.86 Literacy $ - $ - $ - $ - $ 2,441.89 Replacement Account $ - $ - $ - $ - $ 674.67 Rooney Rund $ - $ - $ - $ - $ 7,423.74 Winsten Fund $ 301.15 $ - $ - $ 429.03 $ 456.67 TOTALS $ 2,740.19 $ 3,968.15 $ 2,918.20 $ 10,135.46 $ 100,460.17 FY 2009 Page 4 Lexington Potential PV Sites Comparison • This summary is based on review of sites, and discussion with town representatives, by The Cadmus Group under contract with the Massachusetts Technology Collaborative (MTC) on Thursday February 12, 2009. • Note: "Optimum" energy generation for 7kW PV is 8,682 kWh per year. Percent of optimum estimates made using the MTC's Simple Solar Energy Estimating Tool (SSEET). Copy available at: http:// www .masstech.org /renewableenergy /commonwealth solar /res2009.html Attachment F -2 • Cadmus recommends the Water Department Pump station and /or the flat roof on the Cary Library above the other sites that were assessed as part of this site visit. Site (in order of Energy Generation Visibility Other Factors proposed rank) Water Dept High. 93% of optimal High. Visible • Outside of Historic district Pump Station production. Dimensions of from highway. • Approximately 4kW capacity can fit with dimensions of roof roof limit capacity to 4kW. • Seamed Metal Roof (need to check loads with structural engineer — 4,631 kWh /yr estimated for a if clamp mount is preferred as opposed to penetrating roof for 4kW system. mounting) • The 208/120v 100 amp service panel could support 20 amps of PV - approximately 4kw. • For a larger system, need to use supply side tap, but connected on panel side of low voltage transformer • Low voltage transformer will provide some power quality protection for PV inverter. • Trees to the south may shade the PV overtime as they grow. They do not currently shade the panels. Cary Library (a) High. 100% of optimal. — 8,682 Visible from the • With angled mount, residents can view a portion of array from the Flat roof kWh /yr for 7kW system. parking lot areas street Recommend installing panels on south east • No Shading on south east facing side of and south west • Within historic zone roof. Additional panels could if mounted at an • What is the maintenance plan for roof? go on south west facing side of angle greater the roof. than 20 degrees. Cary Library High. 97% of optimal Visible from • Potential for building integrated PV (to compliment asphalt (b) Building production. Shingle integrated parking lot. shingles) or one row of standard PV panels integrated on mount would limit capacity to • Within historic zone roof facing N 3 -4kW. For a 3 kW array parking lot production is estimated at — 3,,609 kWh /yr. Town Hall High. 99% of optimal. Size Not visible from • Pitched slate roof (must consider mounting options for slate roofs) limited to 3 -4 kW. Additional street. Visible • No mechanical closets 2kW potential on roof area on from left side of • Humidity risk with a basement grid tie in the west side of the building. building. • Within historic zone — 3,669 kWh /yr estimated • Substantial investment in due diligence is likely needed to match production for 3 kW. an integrated panel with current slate roof and maintain historic commission requirements. • Roof closest to Mass Ave is large enough for N3 -4kW, however age of the roof appeared to be questionable Options for tie in: • In electrical room next to workout room is sufficient for all possible PV configurations (208v / 225 amp) • What is the maintenance plan for the roof? Fire Station Not feasible. Too much Not visible from • Asphalt roof in good shape (next to police shading to meet MTC Street. station) minimum requirements Cary Hall Not feasible. Does not meet N/A • Roof > 10 yrs old MTC minimum requirements • Within historic zone for production because of building orientation.