The URL can be used to link to this page

Home My WebLink About2014-12-15 Board of Library Trustees MinutesQ�N OFR Of M d sd9 =�xconP Town of Reading Meeting Minutes ,\ECEIVED OWN CLERK ,DING. mA SS. Board - Committee - Commission - Council: Board of Library Trustees Date: 2014 -12 -15 Building: Reading Town Hall Address: 16 Lowell Street Purpose: General Business Attendees: Members - Present: i S FEB 12 P 3. 4 0 Time: 7:00 PM Location: Berger Room Session: General Session Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary; Andrew Grimes; David Hutchinson Members - Not Present: Cherrie Dubois; NOTE: Mr. Brzezenski withdrew at 7:55 p.m. Others Present: Ruth Urell, Director; Amy Lannon, Assistant Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to Order 7:05 II. Approval of Minutes Motion to Approve minutes from 11/18/2014 as amended (D. Hutchinson / A. Grimes) Vote: Unanimous Motion to approve minutes from 121812014 (A, Grimes / A. Collins) Vote: Unanimous III. Gift and Recognition Policy Follow -up Ms. Yablonsky summarized the meeting of December 8 noting that the Ms. Urell will work with STV and CBT to firm up a detailed estimate of the FF &E costs for the Library Building Project budget. Mr. Hutchinson reported that the next Building Committee (LBC) meeting will be in January, and suggested Board of Trustees call joint meeting with LBC to discuss gifts, donations, naming policies. Over the next month trustees will approach specific individuals to form a committee to plan and fundraise for the Library Building Project as needs arise. This group will also develop and propose a naming and gift policy for review and adoption by the Board of Library Trustees. Mr. Hutchinson will contact with Mr. Evan Warner of STV and obtain a project timeline that addresses FF &E costs and priorities so that the Fundraising Committee will have a clear "wish list" of items and time frame for raising funds. Trustees will return for January meeting with names and recommendations for the Fundraising Committee. Mr. Hutchinson also recommended he and Ms. Yablonsky communicate directly with the Town Manager, Chair of the Finance committee and LBC Finance Committee liaison about these plans and Trustee goals for the Fundraising Committee in order to keep them informed and up to date on all project related financial issues. Page 1 1 Ms. Urell noted that the library has already received a number of gifts and donations earmarked for the Library Building Project and will follow up on the specific wording and requirements attached to these monies. IV. Pay and Class Study Results Ms. Yablonsky reported on the results of the recent Town of Reading Non -Union Pay and Class study and noted that the change to the Library Technician positions will affect the FY2016 budget. Ms. Collins followed up this report, stating that she, Ms. Yablonsky and Ms. Urell had met with Town Manager and Selectman John Halsey to discuss the study outcomes with regard to staffing development and library budget. Staff development outcomes not met by the Pay and Class study included upgrading the staff librarians and moving transferring adult pages from seasonal position scale to a new position title "library aide" as a Grade A on the general classification. Overall, the library was allocated $6400 from the $75,000 granted to the Town for the purpose of implementing the results for the Pay and Class study. Ms. Collins further reported that the Board of Selectmen approved the budget allocation as submitted by the Town Manager on Tuesday, December 8. This budget allocation will be voted on at January Special Town Meeting. Also, the Board of Library Trustees' request for the retirement board to reconsider membership requirements was not approved. V. Budget FY2016 Ms. Urell reviewed the proposed FY2016 budget completed per instructions given by the Town Manager. The salary line increase includes the Digital Services Librarian position that was requested and denied for FY2015. This position is a full time position that would be filled mid -year. Additionally, the proposed budget includes an increase in public technology line which was reduced by over 50% for FY2015 in anticipation of the library move. Ms. Urell recommended this line be increased over the next two fiscal years, restoring the budget line as needed to replace and maintain existing equipment, as well as build a newer, robust public technology infrastructure that will be needed in the new building beginning FY2018. Ms. Urell reported that after speaking with the Town Manager, the library's request for funding for a strategic planning consultant will be submitted in the April Town Meeting warrant and handled outside the library budget process. This is the standard procedure for Town Departments. Ms. Urell will work on the RFP for the consultant in February 2015. The strategic plan is required by the Massachusetts Board of Library Commissioners. Ms. Urell also reminded the Trustees that the request for $11,000 for a new microfilm reader is on the January 2015 warrant. Mr. Grimes recommended submitting amending the FY2016 budget with a note regarding issue of transferring the adult pages to library aides (Grade A, non- seasonal). Based on Trustees' understanding of the proposed budget instructions as given by the Town Manager, the Board recommends the presented budget with this amendment. VI. Director's Report Ms. Urell relayed a request by the Reading Public Library Foundation for permission to distribute printed fundraising materials at the public service desks. The Board of Trustees had no objection. Ms. Urell also reported that the annual State Aid funding has been reduced to $15,000. Page 1 2 Regarding the temporary space at 80 General Way, Ms. Urell reported several issues with roof leaks. The landlord has been responsive although the problems are not completely resolved at this point. Additionally, the Reading Police have placed an electronic sign near the library in an effort to reduce driving speed and increase pedestrian and patron safety. The Children's Room annual book party was a great success and they were able to donate well over 100 books to the Reading Food Pantry. VII. Building Report The final contract documents are in process for signing. Ms. Urell reported several issues with alarms and security at 64 Middlesex Ave. VIII. New Business Ms. Yablonsky will contact the Town Manager to see if Trustees need to be present for the Town Charter portion of the January Town Meeting. While there are currently no proposed changes to the sections regarding the Board of Library Trustees, she raised concerns about possible Trustee related discussions or comments that might arise during the Town Meeting. IX. Adjournment Motion to Adjourn at 8:52 p.m. (A. Grimes / A. Collins) Vote: Unanimous Respectfully Su ittet�, 4 Alice Collins Secretary Page 1 3