Loading...
HomeMy WebLinkAbout2011-06-15-BLT-minCARY MEMORIAL LIBRARY BOARD OF LIBRARY TRUSTEES Wednesday, June 15, 2011 5:00 PM Learning Center Attendees: Norman Cohen, Margaret Coppe, Hank Manz, George Burnell, Laurinda Lorincz, Kate Ekrem, Helen Cohen, Jack Fish, Howard Jaffe, Peter Kelley, Trustees; Koren Stembridge, Library Director; Kathy Quinlan, Assistant Library Director; Janet Tiampo, Foundation and Phyllis Brooks, Friends. Call to Order: Norman called the meeting to order at 5:00 PM Secretary's Minutes: Margaret Coppe made a motion to approve the minutes of the March 16, 2011 Board of Library Trustees Meeting. George Burnell seconded the motion. The motion passed unanimously. Financial Report: Koren reviewed the Trustees, Special Accounts and Municipal Financial Reports. • We are expecting to hit our targeted Trustees Budget and still have carry over funds. • We will be under budget in personnel on the Municipal side due to vacant positions for part of the year. • The Endowment balance is currently just under $1.3 million Norman detailed Cary Library funding: • Trustee income from fines and fees • Foundation and Friends donations • An Endowment managed by Trustees of Public Trust • State Aid funds to libraries • Municipal Appropriation which covers personnel costs, materials and operating costs. Koren explain that in order to maintain certification with the State of Massachusetts, we must spend 13% of our municipal appropriation on materials. The Friends and the Foundation contribute significantly to materials and programs. She added that we are a "net" borrowing community which means that we borrow more than we send out. George Burnell asked if the budget is compatible with spending. Koren replied that when the Board meets in October she will bring some details of shifting categories in the budget to align with spending. Ceiling Repair: The ceiling tiles replacement project in the Reference Area is complete. If the test area is successful, we will schedule the rest of the areas identified as needing to be replaced. Workflow Study: The architect has concluded his work on the project. He has presented us with an exhaustive set of options. Kathy and Koren will meet with Pat Goddard from the Town Facilities Department to finalize a recommendation. Koren expects to have a recommendation for the Trustees in the fall. New Quarterly Report: Koren presented the new format for the Administration Quarterly Report. The report highlights noteworthy library activities in each department. • Use of self check has increased dramatically • Recently introduced a self check in the Children's Room • Downloadable audios are up 50% • Museum Pass program funded by the Friends have been used 2200 times with an average savings of about $70,000 We will continue to use this format and we will modify if needed. We welcome any suggestions. Foundation: Norman thanked Janet Tiampo, outgoing President of the Foundation for her dedication to Cary Library. Janet stated that the Foundation's goal is to raise $210,000.00. The board is working hard to achieve the goal for this fiscal year. Janet outlined use of the Foundation funds; $110,000 to the Trustees, $10,000 of that to be earmarked for programming, $50,000 toward the Endowment and the remaining $50,000 for operating expenses for the Foundation. Current Foundations news: • The Foundation received a matching grant of $5,000. • Last night's telethon raised $3,400. in pledges. • The LexFun donated $2.,000 toward the Children's collection. We are keeping the operating expenses as low as possible. It is a point of pride that the board is a good steward of the Foundation's funds. Janet expressed how proud she is that the new board truly represents the community. Outgoing board members are: Janet Tiampo, Gail Fields and Jeri Zeder. The incoming board members are: Karen Kristin, Peter Lee and Nancy Shepard. The New Executive Committee is: Jeanne Krieger, President; Glenn Parker, Vice President, Susan McLeish, Treasurer and Scott Burson, Clerk. Friends: Phyllis Brooks updated the Friends activities: • The May book sale raised $6,700 • Monthly revenue from the book store is approximately $1,000 per month • The Friends are pleased to collaborate with the Boy Scouts who helped move boxes of books for the sale. • The Friends will resume Fall Programming. Unfinished Business: Koren presented a photo of a portrait of Ellen Dana. The recommendation from the Art Committee is to accept the portrait as a long term loan. She summarized the Memorandum of Understanding for the loan. The board of the Dana Home, which recently closed, would like to have a place in the community for the portrait to be viewed. The board of the Dana Home will still own the portrait. After a discussion, the Trustees' consensus is to accept the portrait under the terms of the Memorandum of Understanding. Logo: Koren stated that we need significant overhaul of the website. One of the key factors is the logo update which will make our website more adaptable. We will be seeking a designer to update the logo. We will have a version for the library, the Friends and Foundation. Koren has copies of the RFP if there is any interest in reading it. Table: Phyllis Brooks presented a sketch of a proposed table which will be located in front of the display area on the main level of the library. There are two options for consideration; one option is to purchase a standard piece from a furniture vendor. The second option is to have our custodian, Adam Curtis design and build a table. The table will be in honor of Connie Rawson, former Library Director. The Friends will fund the table. She is seeking approval of the design from the Trustees. Phyllis stated that a custom table fabricated by Adam will be meaningful to her. Kathy suggested that the plaque that the Trustees gifted to Connie could be hung above the table. The consensus from the Trustees is for the Friends to move ahead with the construction of the table by Adam Curtis. Meeting Room Policy: Koren brought up the ongoing issues with the 630+ approved meeting room groups. We are struggling to keep up with the requests from new groups. Koren stated that we need to update our Meeting Room Policy to determine if the use of the space meets the mission of the library. She suggests that we look at the matrix, who is using it, how often and for what? Koren is proposing a moratorium on approving new groups until January 2012. We can refer them to other venues in town such as the Facilities meeting rooms. A moratorium will allow us a chance to analyze the use and develop an updated policy that aligns with the mission of the library. Koren gave some examples of approved groups; nursing mothers, Chinese art classes, cancer survivor groups, condo associations, scouts and Lexington Community Education. Trustees discussed the factors that make the Library Meeting Rooms desirable; handicap access, rest rooms and parking. The Town Hall renovation has added to the scarcity of meeting room space. She will work on a draft and will have it available for the October 2011 Board of Trustees meeting. Consensus from the Trustees is to go ahead with the moratorium for new groups requesting approval. There will be no change for current approved groups. In closing, Koren mentioned that Louise Clark, a longtime library staff member passed away earlier in the week. She will forward details to Trustees. Helen Cohen made a motion to adjourn the meeting. Margaret Coppe seconded the motion. The motion passed. Meeting adjourned at 6:00 PM