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HomeMy WebLinkAbout2011-02-10-BLT-minCARY MEMORIAL LIBRARY EXECUTIVE COMMITTEE MEETING BOARD OF LIBRARY TRUSTEES Thursday, February 10, 2011 5:00 PM Learning Center Attendees: Norman Cohen, Deb Mauger, Howard Jaffe, Helen Cohen, Trustees; Kathleen Quinlan, Acting Library Director. Call to order: Norman called the meeting to order at 5:07 PM. Secretary's Minutes: Howard Jaffe made a motion to approve the minutes of the December 1, 2010 Executive Committee Meeting. Deb Mauger seconded the motion. The motion passed. Building Update: Kathy related problems with the Ecophon tiles. In one instance a tile fell from the ceiling and hit a patron on the head. Fortunately the patron was not injured. Custodians have had difficulty over the years replacing tiles. Ray Drapeau from Facilities met with a representative from CertainTeed, manufacturer of the Ecophon tiles. Kathy presented a letter from the CertainTeed representative outlining his observations. Basically the tiles were not properly installed. Kathy is in communication with Facilities on how this problem will be addressed. Facilities appreciates the seriousness of the issue and are moving forward quickly. They have met with a certified installer. We are expecting a report soon. Norman asked that the report be forwarded to the Executive Committee as soon as it is available. Open Reserves: Kathy updated the Trustees on open reserves: • We will create an area for patron to pick up their own materials. • New shelving will be delivered in two weeks • Library maps will be updated to reflect the changes. • We are handing out special book marks to advise patrons of the change. • Giving patrons an opportunity to create an alias Howard asked how we ensure materials are not checked out to the incorrect card. Kathy explained that the materials can only be checked out under the card which reserved them. These changes will allow for staff to provide more customer service on the floor. Work Flow Analysis: Richard Smith, the architect has visited the library several times meeting with staff and observing the process of the receipt of the bins. He presented several schematics to staff as discussion points. The new Library Director, Koren Stembridge came in a couple of days ago to take a look at the plans. Pat Goddard from Facilites has asked Richard to present different scenarios with cost estimates that he can use for a Building Envelope Presentation at Town Meeting. Most of the changes that Richard is prosing so far are interior. Gutter: The bin delivery truck hit the copper gutter this week. We had a new driver who was not aware that he should park in the delivery area. Financial Update: Kathy presented the Financial Report for January. Our receipts and spending are on track. Overall things are looking good. We received $40,000 from the Foundation this week. $30,000 as unrestricted, $10, 000 toward Lexington Reads. Old Business: Norman reviewed the members of the Nominating Committee; Helen Cohen, Margaret Coppe and Hank Manz. They will be meeting sometime soon to come up with a slate for the Executive Committee. The trustees discussed the importance of the role of the Executive Committee with the advent of a new Library Director. New Business: Commons Gift: Kathy read a letter from the Foundation thanking James and Kristie Tiampo (Janet Tempo's brother and sister in law) for a $23,000 gift in honor of Janet's and James' parents. This gift will and the furnishing in the Commons Area. Deb Mauger will speak to Janet about reporting the gift publically at the Selectman's meeting. Lexington Reads: Kathy highlighted some of the upcoming programs for the month of March. The theme is Let Nature Be Your Teacher. Chet Raymo, well -known author and former Boston Globe columnist, will be speaking late in March. He is the author of our community read book "The Path: A One Mile Walk Through The Universe ". Kathy asked permission to hang a Lexington Reads banner in the front and back entrances. The trustees agreed. Love That Card Month: Kathy mentioned that we are running the Love That Card Month again this year during the month of February. We offer free replacement cards. We'd like to make it an annual event. The consensus from the Trustees is yes. Holidays: Kathy presented a proposal for holiday's schedules for 2011. Since both Christmas and New Years' Day fall on Sundays this year and since the state and federal holidays will be celebrated on December 26, 2010 and January 2, 2011, she proposes that the library be closed on Sunday December 25 and Monday December 26, 2011 and Sunday, January 1 and Monday January 2, 2012. December 24 and December 31, 2011 the library will be open 9 am — 1 pm as usual. She also proposed closing on Easter Sunday, April 24, 2011. The remaining holidays follow the Town's closing schedule. Deb Mauger made a motion to accept the recommendation for holiday closing. Helen Cohen seconded the motion. The motion passed. Howard Jaffe a motion to adjourn. Deb Mauger seconded the motion. Meeting adjourned at 5:55 PM.