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HomeMy WebLinkAbout2013-12-16 Board of Library Trustees Minutesorb oF r 0 r s�'� +llY�ORO Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2013 -12 -16 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: Time: 7:00 PM t�ECE! VEU JWN CLERK _:ADINu. MAAss. L, '!U JAN 2l P 5: 19 Location: Conference Room Session: General Session David Hutchinson, Acting Chair; Alice Collins, Secretary; Cherrie Dubois, Andrew Grimes, Vicki Yablonsky, Ruth Urell, Director Members - Not Present: Others Present: Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director Topics of Discussion: Approval of Minutes • Motion: To approve Minutes of October 21, 2013 as corrected (V. Yablonsky /A. Collins) • Vote: Unanimous approval. Reports Home Rule Charter V. Yablonsky and C. Dubois attended the December 2, 2013 Home Rule Charter Review meeting. They both expressed concerns when the committee broached the subject of changing the Trustees to an appointed board. In response, the Trustees described to the committee and audience their current responsibilities. Both C. Dubois and V. Yablonsky reported that almost all audience comments were in favor of keeping the Trustees an elected body, as well as supporting the need for some clarification of certain responsibilities. Trustees agreed that they will seek a meeting with the Home Rule Charter Committee to discuss the issue. Budget FY15 Trustees V. Yablonsky and A. Collins met with R. Urell and Town Manager to discuss FY15 budget. The discussion included adding a Digital Services Librarian. Ms. Urell thinks that this position is needed in FY15 to be involved with planning and implementation of new services both in the temp space, and in the new building. As an aside, R. LeLacheur clarified that facilities will provide funding for utilities and maintenance costs in the temporary space. R. Urell reviewed the most recent draft budget for the Trustees, which includes proposal for a new line item for Substitutes. The next step will be to present department budget to Finance Committee and Board of Selectmen. R. Urell is waiting for instruction on how and when to present to the Board of Selectmen the requested budget in total or to submit the 3.5% budget with additional items. Options to meet with the Board of Selectmen about FY2015 budget are 1/14 or 1/21. Trustees chose to attend the 1/21 BOS for budget presentation. Page 1 1 Gifts Continue dialog about gift policy. C. Dubois reported that last time there was a "Wish Book" that the Director put together. Unclear who solicited donations, however business and general public were asked to support as needed. Trustees discussed driving donations in terms of "Levels" vs. "Items." C. Dubois volunteered to work on the gift and recognition procedures for the new building. She will develop a proposal; overall the Board is in favor of a central recognition vehicle. While there are no immediate plans for a capital campaign, the Trustees want to keep discussing and planning so that any future needed fundraising can hit the ground running. Library Building Proiect Update Mr. Hutchinson reported that the Building Committee has signed off on the schematics at the last meeting. The architects are continuing to make changes as surveys and consultants present new data. The next schematic presentation will be January 16, 2014 when there will be both a cost estimate and presentation of revised plans. Temporary Space Update: Ms. Urell has been working on temporary space planning and the Project Manager and Town are finalizing the lease. A meeting was held at the property with representatives from Landlord, our Town Manager and Assistant Town Manager, Town IT, Facilities and the Fire Dept. Lease negotiations are revolving around the actual build out cost and responsibilities. The Town and the Landlord are in active discussions. There is a draft lease that has been reviewed by our Project Manager (STV) and is now with Town Manager and Town Counsel. The Project Manager has been working with the library staff to inventory general storage, special storage and what will be moved into temporary space. Ms. Urell has also been obtaining rough estimates for moving and investigating the possibility of storing about 2/3 of the collection at the temporary space. Trustees discussed the potential issues of cost overrun. The Building Committee meeting on January 16 will include a rough estimate. Since the Town Meeting warrant closes at the end of January, Mr. Hutchinson suggested that the Trustees be prepared to put a placeholder article in the April town warrant. Trustees will move their January 13 meeting to January 16 in order to attend the LBC meeting. Directors Report: Ms. Urell distributed the November monthly report to the Trustees. The MBLC accepted the FY2015 Action Plan. Ms. Urell has requested a significant increase in Professional Development budget and recommends this include a tuition reimbursement policy. Ms. Urell reviewed the existing policy, as well as the School Department's policy, as well as policies from other libraries. Ms. Urell contacted Carol Roberts, Town Human Resources Administrator, to discuss the town policy on this. Board members discussed ramifications, R. Urell will summarize and bring proposal to next meeting. The Town is moving forward with the Pay and Classification study. Trustees expressed interest in having a library Trustee liaison involved to represent the library staff. They also request that the consultant prepare a separate classification for library employees. Trustee Reports The Town's new Remote Participation Policy was discussed. Executive Session 9:22 p.m. Vicky Yablonsky moved to go into Executive Session to discuss a personnel matter. Trustees Hutchinson, Dubois, Collins and Grimes consented. Adjournment . Motion: To adjourn at 9:41 p.m. (C. Dubois /A. Collins) Vote: Unanimous approval. Page 1 2