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Home My WebLink About2013-10-21 Board of Library Trustees MinutesOF R r 3s,INC°ao °� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2013 -10 -21 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Conference Room Session: General Session 63, V4 David Hutchinson, Acting Chair; Alice Collins, Secretary; Cherrie Dubois, Andrew Grimes, Vicki Yablonsky, Ruth Urell, Director Members - Not Present: Others Present: Ben Tafoya, Selectman, Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Amy Lannon, Assistant Library Director Topics of Discussion: Meeting called to order at 7;03 p.m. in Reading Public Library Conference Room Approval of Minutes • Motion: To approve Minutes of September 30, 2013 and October 10, 2013 [Joint meeting with Library Building Committee] (Vicky Yablonsky / Andrew Grimes) • Vote: Unanimous approval. Board of Library Trustees Vacancy A copy of the Board of Library Trustees vacancy has been posted at Town Hall. The Town is required to have the vacancy posted for at least 15 days, during which interested parties may submit an application. Mr. Tafoya recommended sending out a release to local media. Trustees also requested that the vacancy notice be posted in the RPL and on the library website. The posting was not available on the Town website as of Monday, October 21. Library staff will follow up on the release, library posting and request that the Town provide electronic version on the Town website as well. With this type of vacancy, interested individuals are typically required to send a letter of application to designated party. These applicants are then interviewed at a public meeting. The public meeting will be a joint meeting of the Board of Library Trustees and the Board of Selectman. The successful candidate will require 6 of the 10 possible votes and will fill the vacancy only until the next Town election. At that time, the position must be filled by a town vote for the remainder of the term - in this case 2 years (expiring in 2016). Motion to pursue convening joint meeting with Board of Selectman to interview applicants for the Board of Library Trustees vacancy ( Cherrie Dubois / Andrew Grimes) Vote: Unanimous approval Reports Building Proiect Update (David Hutchinson) Page 1 1 Mr. Hutchinson will be giving building update to the Board of Selectmen on Tuesday, October 22, 2013. He also reported that some progress has been made toward signing a contract with the selected architect. The contract is now with Town Counsel, Mr. Brackett and should be nearing final steps of negotiation. The temporary space contract negotiations are on hold pending the outcome of the upcoming Selectmen's meeting at which the landlord is awaiting specific build and design decision from the town. Ms. Urell reported that Evan Warner, Project Manager, STV, and she prepared a letter of intent for the architects with the hope that design and development work could resume as final contract negotiations move forward. The letter is currently with the Town Manager for review and signature. Mr. Tafoya asked the board if they had any questions regarding the upcoming Board of Selectmen's meeting. He recommended presenting summations and broad outlines to give context to the building program update. He also suggested that Ms. Urell request that the Town Manager provide an update on the temporary space issue. Directors Report: Ms. Urell reminded the Trustees that Friends of the Reading Public Library are participating in the National Friends of Libraries week. In addition to a week of "Shop & Dine ", there will be a final book sale on Saturday, October 26. The Board of Selectmen will be making a proclamation at the upcoming meeting. In addition, representatives from the Friends have been visiting various programs at the library, letting patrons know about the various ways the Friends support and enhance overall library services. Ms. Urell reviewed the budget YTD and specifically addressed pay, technology, and grant spending. Ms. Lannon gave a brief review of the technology purchasing strategy from the current FY through FY 16 during which the library will be operating from a temporary location. Ms. Urell reported that she had just received the warrant that will be presented at Town Meeting. No handouts were available. At request of Town management Ms. Urell and Ms. Lannon documented a Professional Development Plan for all library staff. The plan indicates real need for increased budget in this area. Ms. Urell raised the issue of providing a scholarship for staff members working toward a Master of Library Science degree and referred to education benefits provided by other Town departments. Ms. Dubois mentioned that the library has offered such a benefit in the past and may have been funded out of the Town budget. Other funding sources might include the RPL Foundation. Ms. Yablonsky inquired about the role of libraries and the Affordable Care Act. Ms. Urell reported that the Federal government has named all public libraries as a resource for citizens with questions or who need assistance with these new regulations and requirements. RPL librarians have been tracking this issue and will be taking advantage of various online webinars as part of their continuing education and professional development to be prepared to provide accurate public information on this new federal program as it applies to Massachusetts' residents. Ms. Urell reported that she completed and submitted the library's annual State report. Ms. Urell will inquire into a waiver or extension for the long range planning submission requirement to accommodate planning around the construction project timeline. Trustee Reports Ms. Yablonsky reported on meeting with Mr. LeLacheur and Mr. Tafoya several weeks ago to address Trustee concerns about the Town's proposed reorganization and pay /class plan. For various reasons, there has been no follow up meeting. However, The Town Manager has revised the original proposal, limited the changes to newly created and upper Page 1 2 management changes. He has also decided to move forward with a pay /class study as soon as possible, rather than waiting to begin the process at the next fiscal year. Mr. Tafoya reported that the Town Manager has refocused on very immediate needs of the Town administration. Ms. Yablonsky noted that the current proposal included changes to the classification of both the Library Director and the Assistant Library Director. She expressed concerns about the gap in grades between the Director and Assistant Director. Mr. Tafoya responded that this issue will be addressed with the upcoming pay /class study, indicating that with very few exceptions, all positions will be included in the pay /class study. Ms. Yablonsky reiterated the Trustees request to be involved with the pay /class study. Ms. Urell raised an employee and funding issue distinct from the general pay /class study. The situation involves a position that is not classed incorrectly, but rather has changed significantly over the last five years, specifically with regards to technology and independent work and judgment. The budgetary impact of changing this position from Technician to Library Associate has a budgetary impact of $3500 annually; however as a non -union workplace, the staff and administration have no process to address or appeal this issue. Mr. Grimes and Mr. Tafoya both recommended that this be part of the annual budget request, particularly now that the Board of Selectmen now have a more formalized part in the budget process. Ms. Urell also presented the Trustees with an updated job description for a library technology position. With the advent and availability of digital resources, the library needs staff with hardware, networking and backend system expertise in order to support and optimize electronic resources. Trustees discussed feasibility of using the time in temporary location to train and educate staff - using existing human resources and then building the position into the FY 15 or FY 16 budget. Ms. Urell provided the Trustees with a review of the current library positions which used the original 2008 pay /class study methodology and point system. Including the specific weight, factors and descriptions, Ms. Urell determined several areas that were not appropriately addressed in 2008. The Trustees will use this document as a reference in any pay /class study going forward. Ms. Urell was asked to look into the number and percentages of library and Town Hall employees. The Trustees wished to formally express their support of the staff, and that they recognize and appreciate the consistent high standard of work each employee contributes on a daily basis. 8:51 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 9:36 p.m. (CB /AC) • Vote: Unanimous approval. Page 1 3