2016-04-20 Board of Library Trustees Minutes

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Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2016 -04 -20 Building: Reading Public Library Address: Purpose: Attendees: Members - Present: to i C 4 t� fJ rrN C,° MASS. 1016 JUN 1 u A 11: 49 Time: 7:00 PM Location: Session: General Session Vicky Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary;Cherrie Dubois Members - Not Present: David Hutchinson; Andrew Grimes Others Present: Barry Berman, Selectman; Sharon Angstrom, Town Accountant; Ruth Urell, Library Director; Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Call to order 7:12 p.m. I. Automated Materials Handling System Ms.Urell reviewed the Automated Materials Handling System (AMHS) proposal costs and recommended the Board of Library Trustees move forward with purchase of the Libretto AMHS manufactured by P.V. Supe and distributed by BayScan. Ms. Urell further recommended the Trustees use state aid funds. Mr. Berman inquired about the state aid distribution process. Ms. Urell outlined the prevailing guidelines. Ms. Yablonsky noted that the Trustees had voted at a previous meeting to pledge funds for the purchase of this equipment to be used in the event the building project funds cannot cover the costs. Ms. Yablonsky asked Ms. Angstrom, Town Accountant, to clarify project funding options and the town's recommendations for the purchase of this equipment Ms. Angstrom indicated that the town was in favor of spending down the state aid as these funds have been flagged in previous audits. Additionally, she explained the legal restrictions regarding the project budget that might result in eliminating the purchase of the equipment in a timely manner. She understood that there are unique challenges to this particular purchase due to the manufacturing and installation lead times. Ms. Dubois remarked that the Trustees have all agreed that the purchase and timely installation of the AMHS is a priority. Ms. Collins agreed and added that the AMHS is a necessity to creating and maintaining the high quality, 21" century library the promised to the voters. Ms. Angstrom and Mr. Berman asked for further detail on the operation, layout and Implementation of the AMHS. Ms. Lannon and Ms. Urell described the proposed equipment installation and purpose. Motion to expend funds from state aid In the amount of $182,135.00 for the purchase of the AMHS from Bayscan. (C. Dubois /A. Collins) Vote: Unanimous (Ms. Angstrom left at 7:35 p.m.) II. Appointment of Library Building Committee members; Page I i