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HomeMy WebLinkAbout2014-11-18 Board of Library Trustees MinutesN OFR �s39. /NCO4PO4¢� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2014 -11 -18 Building: Reading Town Hall Address: 64 Middlesex Avenue Purpose: General Business Attendees: Members - Present: ilECEIVED --TOWN CLERK ;DING, MASS. 1015 FEB 12 P 3 44 Time: 7:00 PM Location: Berger 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 7:02 p.m. II. Approval of Minutes from October 20, 2014 Motion to approve Minutes (D. Hutchinson / C. Dubois) Vote: Unanimous III. Building Report: Mr. Hutchinson reported that he has been in communication with STV project manager Evan Warner regarding the status of the intent to award and award letters for the General Contractor bids. He also reported that the bids were very positive, contingency amounts are adequate and add alternates were within budget and approved by the Library Building Committee. Also, the previously mentioned sub -bid dispute has been resolved. Once the contracts have been signed, the Library Building Committee will follow up with Mr. Warner and the general contractor to set up a community meeting for neighbors and other residents. Ms. Urell reported that the move to the new, temporary library at 80 General Way went very smoothly and that patron response and feedback has been very positive. However, during the first full week of business, staff have received four complaints about the accessibility issue with the doors. Ms. Urell has been working with Eileen Casciari, CBT Architects and Michelle Filleul, Head of Circulation to refine circulation area in the new building. Ms. Urell will also be meeting with architects about the furniture in the next two weeks and suggestions will go to the Library Building Committee for recommendation. IV. Budget: Ms. Urell has been working on the FY2016 budget and has received instructions from the Town Manager to build a level one budget that includes a "wish list" and also assumes a salary increase of 1% COLA for existing staff. Furthermore, she is to create a level 2 budget that reflects a 2.5% budget increase overall. With regard to the "wish list ", the trustees discussed what positions, in addition to the Page 1 1 Digital Services Librarian, should be considered for the future. Ms. Urell also recommended adding a one -time FY2016 expense to hire a consultant to work on the long range plan that is required by the state. Ms. Urell will prepare drafts of both budgets for the Board of Trustees December 15 meeting. V. Liaison Reports: Friends of the Reading Public Library continue to discuss unique challenges to their fundraising efforts during this period of "temporary" library. The Board of Trustees acknowledged the sad and sudden passing of RPL Foundation Board member Jerry Fiore and expressed condolences to Mr. Fiore's family and friends. Mr. John Brzezenski further reported that the RPL Foundation is working on the annual mailing. VI. Director's Report: A number of library staff members attended the two pay and classification info sessions presented by Don Tyler of Human Resource Partners. At these meetings, Mr. Tyler indicated that the report is close to being finalized and will be given to the Town Manager upon completion. The Town Manager will then make recommendations to the Board of Selectmen - most likely in January 2015. Trustees are interested in seeing the results as soon as possible and Ms. Yablonsky will follow up with Town Manager, Mr. LeLacheur. Ms. Urell has been in contact with the organizers of the "Toys for Tots" program that has been the only collection /charitable collection activity permitted by existing policy. Due to issues with the charity's organization, "Toys for Tots" will not take place this year. Ms. Urell further recommended that the Board consider allowing the library to coordinate a holiday donation drive with Mission of Deeds in lieu. Motion to replace the "Toys for Tots" holiday donation collection with similar program coordinated with Mission of Deeds (D. Hutchinson / A. Collins) Vote: Unanimous Outreach: Ms. Urell reported that program outreach during October focused on adult programs. However, since the beginning of November, the outreach now includes both teen and children's programming. Feedback from staff and attendees indicate that the programs, while somewhat time and resource intensive are successful and effective. Staff are working well as a team and demonstrating adaptive skills as they encounter issues and challenges involved with mobile programming. Ms. Lannon has developed an Outreach Report form that will be used to capture more detailed information and statistics about the cost, resources and impact of the offsite outreach. The staff also plans to begin offering selected programs at 80 General Way. VII. Adjournment Motion to adjourn at 8:46 p.m. (A. Grimes / J. Brzezenski) Vote: Unanimous Respectf Ily submitted, S cretary Page 1 2