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HomeMy WebLinkAbout2011-03-16-BLT-minCARY MEMORIAL LIBRARY BOARD OF LIBRARY TRUSTEES Wednesday, March 16, 2011 5:00 PM Learning Center Attendees: Norman Cohen, Mary Ann Stewart, Howard Jaffe, Demetri Costarakis, Bonnie Brodner, Margaret Coppe, Peter Kelley, Trustees; Koren Stembridge, Library Director; Kathy Quinlan, Assistant Library Director; Peggy Bateson, Head of Circulation; Linda Carroll, Reference Librarian; Janet Tiampo, Foundation and Phyllis Brooks, Friends. Call to Order: Norman called the meeting to order at 5:05 PM Norman read a letter to the Trustees from Connie Rawson, former Library Director. Secretary's Minutes: Howard Jaffe made a motion to approve the minutes of the January 5, 2011 Board of Library Trustees Meeting. Peter Kelley seconded the motion. The motion passed. Financial Report: • Koren reported that we are where we expect to be at this point in the year in the Trustees budget. • Proposed FY 2012 Trustees Budget: Koren pointed out the changes in the proposed budget from FY 2011 to 2012: • Increase in fines and fees from $80,000 to $90,000 • Increase in staff development from $3,000 — $5,000 • Increase in materials expenditures from $48,800 to $54,500 to keep pace and spend what we need to secure state aid. Mary Ann Stewart made a motion to approve the FY 2010 Trustees Budget as presented. Howard Jaffe seconded the motion. The motion passed. Administration Report: Kathy reported on the building projects portion of the report: Workflow study update: • Architect Richard Smith has come up with options for consideration from hydraulic lifting tables to sorting machines. • At this time, we are looking at the simpler plans that would address the lifting issues. In the future we can consider an alternative such as the RFID system, (Radio Frequency Identification). Koren suggests using the funds earmarked for the study phase of the project for actual implementation of substantive changes. Tracking ten years of statistics, Koren noted an increase from 20,000 — 145 000 items per year. Ergonomically this is a big change for staff. Norm related his observation of the daily library delivery of bins. Bonnie Brodner asked if the recession has increased circulation. Kathy stated that circulation has increased over the past few years. Margaret Coppe inquired about the open reserves area. Kathy stated that so far patrons have been pleased. The changes allow staff to get materials out to patrons faster. Patrons retrieve the materials themselves and do not have to wait in line. They can use the self check out stations or come to the desk if they prefer. If they are concerned about having their name on the open reserve slips, they can create an alias. New England is the last area in the country to adopt a self serve open reserves. The change allows our staff to address other needs and enables us to enhance our service. Peggy shared that self checkout nearly doubled from 17 — 32% in one week. Peggy related that patron reaction so far has been positive. She stated that we have achieved the goal that we were hoping which is to change the nature of the interaction with patrons. Storage Room Vault Update: Koren reported that the architect is still working on a plan for the space. For the benefit of new Trustees, Koren summarized the plan. The objective is to create a temperature and humidity controlled area for the sake of security and protection from the elements for historical materials. Last year, the Town Meeting authorized $100,000 to fund the project. Ceiling Tiles: Kathy presented the proposed plan: • Replace the ceiling tiles in the Reference area according to the manufacturer's installation recommendations. The current tiles were not properly installed during the constructing of the building. • Replace tiles in the Learning Center, Large Meeting Room and the Circulation Workroom with tiles that will be easier to remove. Bonnie Brodner asked if the Library has recourse with the contractor. Norm stated that the Town has already reached a settlement and that any further recourse is unlikely. Public Facilities will cover the cost of the work. Margaret asked about the ceiling in other areas of the Library. Kathy explained that the plan is to salvage good tiles as they are replaced and use them in other parts of the building. Cary Commons: Kathy reported that the Commons Area is being used by all sorts of people. It is becoming a destination and that was our goal. She expressed thanks to the Tiampo family for funding the furnishings. MaryAnn asked about the sound from the commons area reaching the mezzanine. Kathy stated that the sound on the main level is absorbed by the ceiling in the commons area and that there is a noticeable difference in the level of quiet in the mezzanine level. Lexington Reads: Kathy praised the Lexington Reads committee; Nancy Shepard, Mandy McClaine, Elizabeth Dickinson, Phyllis Brooks, Candy McLaughlin, Heather Vandermillen and Janet Tiampo. • Programs were well attended • Local author Chet Raymo will speak at Cary Hall on March 27, 2011 • Everyone is invited to participate in the community read of poems focused on nature poetry. Department Reports: Linda Carroll, member of the Reference Staff, whose specialty is local history, summarized the acquisition of the Worthen Collection. The collection was donated by the Worthen family in 1976 consisting of lantern slides, photographs, articles and objects. We were recipients of a grant to fund cataloging the collection. We hired professional archivists and historic photo specialists. We were fortunate to have student volunteers from Simmons College. Linda presented a preview of the "Virtual Exhibit" which will be available online. Linda is hoping to find matching funds to complete the project. Friends: Phyllis shared news from the Friends: • "Staff Appreciation Tea " will take place on April 27, 2011 from 3 — 5 PM • The Friends are funding three new museum passes. • The book sale will take place on the weekend of May 13. Foundation: Janet Tiampo, Foundation president updated Trustees: • The Foundation is halfway to their goal. • CLASS 3 event will be May 1 6:30-9:00 PM • Stewardship and Cultivation Committee is changing the make up of their group • The Friends generously allowed the Foundation to have a page in their newsletter. Nominating Committee: Margaret Coppe presented the slate of offices for the Cary Library Executive Committee: • Norman Cohen, Selectman • Helen Cohen, Clergy • Howard Jaffe, Clergy • Deb Mauger, Selectman • Mary Ann Stewart, School Committee Peter Kelley made a motion to accept the slate as proposed. Howard Jaffe seconded. The motion passed. New Business: Director's Listening Project: Koren proposed a 6 —month information gathering campaign which will be useful for long -range planning as well as providing an opportunity to gain essential knowledge. She is planning to meet with stakeholders in the community, staff and library users. She will report on the progress at a fall Trustees meeting. Koren will be contacting Trustees soon. Consensus from Trustees is to move forward with the project. Margaret Coppe made a motion to adjourn the meeting. Mary Ann Stewart seconded the motion. The motion passed.