HomeMy WebLinkAbout2011-10-05-BLT-minCARY MEMORIAL LIBRARY
EXECUTIVE COMMITTEE MEETING
BOARD OF LIBRARY TRUSTEES
October 5, 2011
5:00 PM
Learning Center
Attendees: Norman Cohen, Howard Jaffe, Deb Mauger, Mary Ann Stewart,
Helen Cohen Trustees; Koren Stembridge, Library Director, Kathy Quinlan,
Assistant Library Director, Jennifer Forgit, Teen Services Librarian, Margaret
Donovan, Head of Technology, Peggy Bateson, Head of Circulation and Olivia
Wendell.
Call to order: Norman called the meeting to order at 5:04 PM.
Secretary's Minutes: Helen Cohen suggested a language change in the
meeting minutes regarding the word trespass. Helen Cohen made motion to
accept the amended minutes of the September 21, 2011 Executive Committee
Trutees Meeting. Norman Cohen seconded the motion. The motion passed.
Administration Report
Financial Update
Koren reviewed the financial reports:
• On the Municipal report, we are right on target at the end of the first
quarter.
• Some categories are nearly fully expended such as postage and
Minuteman Library Network membership fees.
• Koren referred to the change in format of the Income and Expense
Report on the Trustees side. We re showing carryover from the previous
year.
o The Endowment has had little growth over the last couple of months.
Howard asked if the municipal postage appropriation of $1400 carried us though
the year. Koren stated that the Trustees pick up the cost of postage for the rest
of the year.
Building Update
• Proximity card access project will take place mid October.
• HVAC System: Pat Goddard, Director of Public Facilities is working on a
permanent solution to maintain consistent building temperatures building
wide.
• Vault: Pat Goddard is considering breaking down the contract for the
constructing of the vault into smaller individual projects to lower the cost.
Worthen Project
Koren passed around a copy of the final report of the Worthen LSTA Grant. She
is proposing that the Trustees recognize Linda for her outstanding work on the
grant at the October 19, 2011 Full Board Meeting. The consensus form the
Trustees is to approve.
Meeting Room Policy
Kathy has been working with a committee revising the Meeting Room Policy. We
have come up with some revisions based on our 5 — 6 years of meeting room
booking experience. She presented a draft of the policy to department heads.
We asked Town Counsel for advice regarding the Town's ability to restrict the
use of the library meeting rooms and certain behaviors that may implicate free
speech rights in the library and on library grounds generally. The conclusion
based on United States and Massachusetts Constitutional Law is the following:
1. "If the Town opens Library Meeting rooms to some community groups, it
may not prohibit all political or religious uses of those rooms. It may,
however, prohibit the use of Library meeting rooms for religious worship
services and political activities that interfere with the Library's fundamental
purposes."
2. "The Town may restrict expressive activity within the Library parking lot
and walkways leading to the Library's back entrance as long as the
restrictions imposed are reasonable and viewpoint neutral, especially if
alternative for a for expression are available nearby."
Trustees discussed various Meeting Room Policy issues. Koren will meet with
the Town Counsel regarding aligning the Meeting Room Policy and Rules of
Behavior with their recommendations. She will update the Trustees at the
November or December meeting.
Before I Die
Olivia Wendell, a Lexington High School student would like to recreate a project
called "Before I Die" based on a project that was undertaken in New Orleans in
which the exterior of an abandoned building provided a public space for people to
note what they hoped to do "Before I Die ". She is proposing to collaborate with
the library on this project. She provided a handout to the Trustees about the
proposed project.
o She would like to preserve the integrity of the project by using the phrase
"Before I Die ".
• Utilize the same fonts as the original project
• Location of the wall would be on the main level of the library to the right of
the Circulation desk.
• Take pictures of the wall panels as they fill and incorporate them into the
exhibit.
Jen Forgit, Teen Services Librarian and Olivia presented the idea to the Teen
Advisory Board (TAB). After discussing alternative options for a name, they
support "Before I Die ". The Trustees discussed the proposed project.
Helen Cohen made a motion to endorse the Before I Die project as presented.
Mary Ann Stewart seconded the motion. The motion passed unanimously.
Logo Project
Koren updated the Trustees on the Logo Design Committee. We received the
next phase of proposals for the logo design. The committee feels that we are not
getting closer. We decided to go back to the designer for other options and are
hoping to have a proposal for the January meeting.
New Business
Margaret Donovan is proposing that the library engage the services of
supplemental technology help. Having a Microsoft Certified System Engineer for
regular monthly "health" visits will ensure that we:
• Maintain a high level of technology service to staff and the public without
interruption
• Keep ahead of new technologies such as e- lending and social media
• Will be current on software updates on our servers
Margaret has investigated neighboring libraries and found that several are hiring
companies to provide scheduled maintenance of servers. She is proposing that
Mike Harradon, a Microsoft Certified Systems Engineer who understands our
system, will be a perfect fit. His charge is $65 per hour, with a one hour minimum
for monthly visits and a one hour minimum for emergency visits.
Norm asked where the funding will come from. Koren stated that we are seeking
to use Trustee funds. She added that the Town MIS Department is not equipped
to help us. After a discussion, the Trustees encouraged Margaret to come back
if she needed more funds. The consensus from the Trustees is to approve the
req uest.
New Business:
Koren summarized the FY 13 Budget Draft:
• Level service budget. Final figures are contingent upon the outcome
of current bargaining.
• Service enhancement. We are asking for a part time webmaster
position with a specific skill set that we don't currently have.
• We will be submitting a new capital request for RFID (Radio
Frequency ID) equipment. Although the proposal may not be
considered for a few years, we need to submit the request for
consideration at a later time.
Cary Memorial Foundation support:
Koren reviewed the following projects for board approval for use of Foundation
funds.
• "Before I die" project - $5,000
• Book Lovers Brunch — (cost of food)
• Website redesign project — $25,000
The Trustees discussed the request. Deb Mauger moved to approved funding
for all three requests. Mary Ann Stewart seconded the motion. The motion
passed.
Mary Ann mentioned that the websites at the schools have been recently
revamped and invited everyone to check them out.
Mary Ann Stewart made a motion to adjourn. Helen Cohen seconded the motion.
The motion passed. The meeting adjourned at 6:00 PM