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HomeMy WebLinkAbout2011-09-21-BLT-minCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES September 21, 2011 5:00 PM Learning Center Attendees: Norman Cohen, Howard Jaffe, Helen Cohen Trustees; Koren Stembridge, Library Director and Kathy Quinlan, Assistant Library Director. Call to order: Norman called the meeting to order at 5:08 PM. Secretary's Minutes: Helen Cohen made motion to accept the minutes of the June 1, 2011 Executive Committee Trutees Meeting. Norman Cohen seconded the motion. The motion passed. Administration Report Financial Update Koren reviewed the year end financial reports. Overall we came in under budget on the Municipal side. Koren highlighted changes in the format from the previous financials to the current one. One of the major changes is that we are showing the carryover from FY 11 and we've added State Aid and the Preservation Grant to the Trustees Income and Expense Report Year End Annual Report to Trustees: Koren highlighted the Administrative Report that Trustees received by mail. • Circulation continues to increase • Mobile visits through phones and tablets are up significantly • Program attendance is up in this fiscal year • Meeting room bookings have decreased slightly, possibly due to other town spaces becoming available. Kathy added that for some groups an 80 room capacity is just not enough. Koren stated that Pat Goddard's goal is to provide more meeting space in Cary Hall. • Phone calls are down • Library foot traffic has increased • The Commons space has become a meeting place for small groups • Library continues to be high performing • We are seeing some change in trends. There are more a -book users. The staff is working hard to be innovative to meet the needs. • We just became Kindle compatible. We will be getting the word out to customers. New Staff: We have welcomed two new people to our staff, Dennis Reddington, a custodian and Jennifer Forgit, the Teen Services Librarian. Jen is reaching out to the teens at the library and the Teen Advisory Board ( TAB). Worthen Preservation Project: Koren summarized Linda Carroll's final recap of the $20,000 Worthen Preservation Grant which just wrapped up over the summer. The Minuteman and The Patch have had some nice coverage on the Worthen Collection. We are proud of Linda and her team. Koren asked Trustees to approve spending funds form the Worthen Gift to continue the preservation work. She is proposing spending the fund down to $3,000. The consensus from the Trustees is to approve. Howard commented that the collection is a wonderful resource for the community. Facebook and Twitter: Koren stated that a variety of staff from all departments are tweeting regularly even using photos form the Worthen Collection in their tweets. We are gaining a following. Kathy commented that before the hurricane, staff cleverly tweeted "come in and get a low tech book... don't need electricity ". Building Update Proximity Cards: o We are getting closer to scheduling the proximity access locks on several doors throughout the building. o We'll be moving from a swipe card system to a proximity card system. o The funds w i l l come from State Aid. o We are expecting the cost to be $18,000. If anyone has any questions about the upcoming work, we can provide details. Archives Room: o The Archives Room will house the Worthen Collection and items from the Lexington and Genealogy Room. o Kathy and Linda Carroll worked extensively with the architect to specify the size and environmental standards appropriate for this room. o The bids were about 50% higher than expected. o The bid process was overseen by the Facilities Department. o If the Facilities Department were to act as contractor we can save money. o We are trying to determine if we need to go back to Town Meeting to request additional funds. $100,000 was approved for the project. Koren stated that the Facilities department is reviewing the contract to determine the next steps. Platform Work: The platform on the mezzanine level will be walled in. The work will take place over a weekend. Police blotter: A re- appearance of a man exhibiting lewd behavior was reported on the mezzanine level. We were unable to have the police issue an order of trespass since he left before the police arrived. Old Business Logo Design: o Koren presented samples of the proposed logo designs. o The Logo Design Committee eliminated two of the designs. They have asked the designer to take the remaining two designs and develop a range of options for the "door ". o We are still trying to determine if the Foundation will stay with the same logo or develop in two directions; a more formal one for the Foundation and a more modern one for the library that will be easier to use in posters and on the website. After a discussion, the Trustees decided that committee should meet and come up with a recommendation for the full board meeting on October 19. New Business Koren referred to the Meeting Room Policy regarding the League of Women Voters and the Lexington Veterans. She proposes to grant the League of Women Voters and the Lexington Veterans a waiver to schedule their meetings nine months in advance. These groups differ from most approved groups in that they provide public programming for the entire community. Consensus from the Trustees is to approve. Koren will inform the groups. Lexington Garden Club: Mary Bicknell of Lexington Garden Club has asked us to hang a nicely framed drawing of the plot plan for the Hancock - Clarke House. Howard recommended that since this is the only item for consideration for the Art Committee, that Koren poll the members via e-mail. Koren will find out if the items are a gift or a loan. If it is a loan then she will create a Memorandum of Understanding on the terms of the loan. "Before I Die Project ": A Lexington High School student Olivia Wendell contacted Koren about collaborating on a project called "Before I Die" based on a project hat was undertaken in New Orleans in which the exteriors of abandon buildings provided a public space for people to note what they hoped to do "Before I Die ". Large pieces of plywood painted black were installed in front of boarded up houses with the words "Before I Die" with lines for people to write. Koren recommends changing the wording to "In my life" We will need to build a reusable wall of plywood on the main area to the right of the Circulation Desk. There might be interesting programming possibilities to accompany the installation. Howard asked how the project would be funded. Koren will get an estimate of the cost. She will ask Olivia to make a presentation at the October 19 full board meeting. Draft of FY 13 Action Plan Koren handed out a draft of the FY 13 Action Plan. She will send it out to Executive Committee members for comments. Koren will send out an updated version to the full board prior to the October 19, 2011 meeting. Helen Cohen made a motion to adjourn. The motion was seconded by Howard Jaffe. The motion passed. Meeting adjourned at 6:00 PM