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HomeMy WebLinkAbout2014-06-16 Board of Library Trustees Minutesy R Z' , Town of Reading ,.�i Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2014 -06 -16 Time: 7:00 PM Building: Reading Public Library Location: Conference Room Address: 64 Middlesex Avenue Purpose: General Business Session: General Session Attendees: Members - Present: Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary; Cherrie Dubois, Andrew Grimes, David Hutchinson Members - Not Present: Others Present: Ruth Urell, Director; Amy Lannon, Asst. Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to order David Hutchinson called to order the regular meeting of the Board of Library Trustees at 7:03 p.m. on June 16, 2014 at Reading Public Library Conference Room. II. Approval of minutes . Motion to approve minutes as amended (Vicki Yablonsky / Cherry Dubois) o May 19, 2014 (amended to include Alice Collins as present at the meeting) o May 29, 2014 . vote: Unanimous III. FY2015 Meeting Dates . There will be no meeting in July 2014 . Motion to approve Board of Trustees meeting schedule as presented (Cherrie Dubois / Vicki Yablonsky) Vote Unanimous IV. Library Trustees Organization and Officers . Nomination of Vicki Yablonsky as Board of Library Trustees Chair (Cherrie Dubois / Alice Collins ) Vote: Unanimous Page I r • Nomination of John Brzezenski as Board of Library Trustees Vice Chair ( Vicki Yablonsky / Cherrie Dubois ) Vote: Unanimous • Nomination of Alice Collins to continue as Board of Trustees Secretary ( Cherrie Dubois / Andrew Grimes ) Vote Unanimous V. Library Building Committee Update (Hutchinson / Dubois) Mr. Hutchinson reported that CBT had presented the most recent site plan revisions at a meeting of the Library Building Committee (LBC) on June 11, 2014. The plan calls for the entrance to remain on Deering Street with the exit onto Middlesex Ave. near School Street, as well as for the addition of five parking spaces along the driveway that will cross in front the of the Library. The LBC approved the plan which will be presented at the CPDC hearing on June 23, 2014. This plan requires retaining wall on the front and necessitates pedestrians crossing the exit driveway close to the corner of the building, and will result in the destruction of large trees in front. However, this plan satisfies the safety requirements, concerns about traffic and adds parking. STV, CBT and Mr. Joe Huggins, Assistant DPW Director, are currently working on the prequalification process. Mr. Hutchinson said that Mr. LeLacheur, Town Manager expects to sign the lease for the temporary space this week. VI. Pay and Classification Study / Timeline Ms. Urell reported that she met Ms. Judi Perkins, Director of Human Resources at the most recent Town Department Heads meeting. At this meeting, Ms. Perkins confirmed that the Town has retained Human Resource Partners of Auburn, ME to perform a pay and classification study. The project is a twelve week process that will involve questionnaires, conference calls and some Interviews. The Town expects to have a final recommendation ready for Town Meeting in November. Ms. Alice Collins asked about the Trustees earlier request to be Involved with the pay and classification study. She will follow up with Ms. Perkins and /or Mr. LeLacheur. VII. Director's Report a) Temporary Move Planning: Ms. Urell reported that Ms. Amy Lannon, Assistant Director, has been working with the staff to inventory the furniture, technology /equipment and shelving. b) Summer Activities: The Children's and Teen librarians have been visiting the schools to promote the summer reading and have some exciting programs planned over the next eight weeks. c) Other: The annual Summer Sizzlers program was a great success with about 100 attendees. d) Other: The Friends and the Foundation have been meeting to discuss the possibility of a partnership or merger of the two groups. Representatives from the two groups include the Treasurers, past and present officers and active Page 1 2 members. Nothing formal has been proposed, however they have met five times to examine possibilities and opportunities, as well as obstacles and drawbacks to combining the two fundraising entities. e) Other: In relation to the building, Ms. Urell will be meeting with CBT and other Town Officials to review locks /hardware and general security measures. The issue of video camera has been raised recently. Ms. Urell pointed out that the original building program was for an open design to improve staff sight lines and the video surveillance has never been in the plans or budget for the library project. Mr. Hutchinson opened the discussion to the Trustees. Ms. Yablonsky has had experience with cameras in her school library and expressed deep concern with how cameras violate patron privacy. Mr. Grimes felt that generally there is no expectation of privacy outside, and this trend is slowly being accepted within public and private buildings. Ms. Dubois agreed with Ms. Yablonsky, echoing concerns about privacy, as well as noting that cameras are "after the fact" tools. Mr. Brzezenski agreed with Mr. Grimes that expectation of privacy in public places is generally waning, but acknowledged the library is a special situation. Ms. Collins felt that camera violate patron privacy and was not in favor of having any installed in the new building. Mr. Hutchinson asked about the history of incidents in the current space. Ms. Urell reviewed known problems, reiterating how the planned changes (layout, sightlines and RFID security) adequately address each issue. The Trustees agreed that while cameras outside the building might be considered, that they didn't support the installation of interior cameras based on the concerns about patron privacy, the fact that planned building improvements provide enough increased security, and the fact that video surveillance was never a desired outcome of the building renovation, nor was it Included in any budget considerations. If the Town wishes to revisit the issue at some future time, the Trustees would reopen discussions at that time. VIII. Trustees a) Old Business: b) New Business: IX. Adjournment Motion to adjourn the meeting at 8:48 p.m. (Alice Collins / Andrew Grimes ) . vote: Unanimous Respectfully submitted, ,Secretary Page 1 3