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HomeMy WebLinkAbout2014-09-15 Board of Library Trustees Minutes.6Town of Reading 1 Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2014 -09 -15 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: Time: 7:00 PM rcECEIVEO [OWN CLERK FADING, MASS. AN OCT 22 P 2. qS Location: Conference Room Session: General Session 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, Assistant Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to Order 7:06 p.m. II. Approval of minutes June 16, 2014 and August 18, 2014 Motion to approve minutes as amended (David Hutchinson / Cherrie Dubois) Vote: Unanimous III. Pay and Classification Study Progress and Update a. Ms. Yablonsky summarized the process to date for the ongoing pay and classification study. This includes review of the Position Assessment Questionnaires (PAQ's) completed by staff and plans for meeting with Ms. Urell and Ms. Judi Perkins, Director of Human Resources and Mr. Tyler of H.R. Partners. b. Ms. Yablonsky also reported on her research into the retirement benefits options for staff. Ms. Yablonsky has spoken with Mr. Richard Foley of the Retirement Board. Mr. Foley has asked that Ms. Yablonsky and Ms. Collins attend the next meeting of the Retirement Board on September 23, 2014 in order to directly address questions to the Retirement Board. The Trustees reviewed known existing retirement and savings plans currently listed by the Town of Reading. IV. Building Report (Ms. Urell) a. Ms. Urell reported a visit to the space at One General Way on Thursday, September 11, 2014. The wall color and carpet colors have been selected. Photos are available on Flickr and Ms. Lannon will forward the link to photos to all Trustees. b. CBT Architects are completing the bid documents and the OPM /Architects have already scheduled a dale for the required walk through for potential general contract bidders. c. Ms. Urell reported that there has been no further communications from the Reading Historical Commission. The building project is moving forward with the existing documentation as filed with the Massachusetts Historical Society. d. The Reading Garden Club has been moving many of the plants from the Celebration Garden over to the Town Hall. There will also be a public hearing regarding the removal or relocation of various trees on the property. Page I r CST Architects have been working on designing book return in the renovated building. This drop will be available to patrons for returns both overnight and during the day. Ms. Lannon and Michelle Filleul, Head of Circulation met with a vendor that has an option for RFID check in but not sort materials. This technology will improve staff efficiency at a much lower cost than a full Automated Materials Handling (AMH) sorting system. Mr. Hutchinson asked that library staff and CBT revisited the estimates for all circulation- related systems and clarify the budgets required for these new technologies. (patron self- check, automated check -in, RFID conversion, related equipment, software, hardware and supplies). V. Fundraising a. Ms. Yablonsky requested the Trustees identify their role with regard to fundraising for the building. Mr. Brzezenski reported that he had spoken with Mr. Bill Hecht, a member of the Reading Public Library Foundation, who had several suggestions regarding the timing and structure of a fundraising body. Trustees discussed options for having a completely separate capital campaign group vs. the possibility of having a steering group under the umbrella of the RPL Foundation. Mr. Brzezenski and Ms. Yablonsky will approach the Foundation at the next regularly scheduled meeting to get further advice and suggestions about how fundraising should proceed. Mr. Hutchinson recommended that any fundraising group have a clear, transparent mandate as to how funds will be applied to the building program budget. Ms. Urell discussed models used by other libraries who received building grants, clarifying the difference between funds needed as part of the grant requirements and funds raised to support `above and beyond" upgrades and improvements. Mr. Brzezenski will also be speaking to one or two other towns to explore all options. VI. Directors Report a. Microfilm machine: The current 20 year old microfilm scanner has broken. Ms. Urell reported that she and Ms. Lannon have researched two replacement options and are working on getting quotes to replace the machine with a digital microfilm scanner. The Trustees discussed funding options. Mr. Grimes recommended that the issue be brought to the Finance Committee for a transfer request. b. Summer Wrap Up: Tabled c. Temp Space and Moving: Ms. Urell and Ms. Lannon will be having their first meeting with movers on Thursday. The completion of the construction at One General Way will affect the timing, however the move will be scheduled to provide a minimum of two weeks lead time for public communications and in order to prepare the collection for the move. d. Library Services and Staffing: Ms. Urell reported that she is working with Michelle Filleul, Head of Circulation, to optimize staffing rates during the library's tenure at One General Way. The issue was tabled for January 2015. e. New library services: As of October 2014, the library will be offering two new digital collections for patron downloads. Zinlo is a magazine services and the library has put together a core collection magazines that patrons may access from home on computers, tablets or even smart phones. IndieFlix is a streaming product that works with any browser, as well as devices such as, Apple TV and Roku. IndieFlix has over 4500 movies, primarily independent, foreign and documentary films. VII. Trustees: Ms. Urell reminded the Trustees of the September 30 due date for review and completion of ethics training requirement. VIII.Other: Ms. Urell informed the Trustees of three recent gifts to the library. IX. Adjournment Motion fo adjourn at 9:11 p.m. (David Hutchinson /John Brzezenski) Vote: Unanimous t- esp tfully sulimiittteyd, Secretary Page 1 2