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HomeMy WebLinkAbout2015-02-10 Board of Library Trustees Minutesa Town of Reading a Meeting Minutes -B 3s'►NCU 1� Board - Committee - Commission - Council: Board of Library Trustees Date: 2015 -02 -10 Time: 7:00 PM Building: Reading Public Library Location: Address: 80 General Way Purpose: General Business Session: Attendees: Members - Present: I�EC[rIYEU CLERK DING. M� SS. ii5 MAR 18 A ID I U Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins; Cherrie Dubois; Andrew Grimes; David Hutchinson Members - Not Present: Others Present: Ruth Urell, Library Director; Amy Lannon, AssisWht Director i Minutes Respectfully Submitted By: Alice Collins, Secretar Topics of Discussion: I. Approval of the Minutes: a. Board of Trustees 1/13/15 b. Board of Selectmen 1/13/15 c. Finance Committee 1/21/15 d. Community Meeting 1/22/15 Motion: To Approve Board of Library Trustee Minutes as listed above (Cherrie Dubois / Alice Collins) Vote: Unanimous II. Financial Report (Ruth Urell): Ms. Urell updated the Trustees on the FY 2015 budget. Ms. Yablonsky inquired about the effect of the snow days on the current budget. Ms. Urell explained the town -wide policy and the impact on the library budget. Ms. Urell also reported that FY 2015 salaries are on track, however the supplies budget are 90% expended. She noted that the supplies budget was significantly reduced from FY 2014. The current budget issues reflect how busy the library has been even with the move to a smaller, temporary location at 80 General Way. Ms. Urell reported that the library has received the state aid funds. Also, the revolving fund account has approximately $7500 which is lower than normal which may be due to being closed for one month for the library move. Finally, Ms. Urell noted that Town accounting has set up a budget line in the donations account specifically for the building project (capital expenditures). III. FY 2016 Budget (Ruth Urell) The Trustees discussed preferred day for budget presentation to the Finance Committee and agreed that February 25 would work best with the Trustees' schedules. Changes to the FY 2016 budget include the Library Associates (formerly library technicians) salary line and the Library Page 1 1 J Pages were also upgraded within the seasonal schedule. The Pages remain in the season schedule and received an overall increase of approximately 6% ($0.63 -$0.74 per hour) from the reclassification. The Trustees discussed their expectations for further review of the status of the Pages on the part of the Town Manager and the Human Resources Manager. Ms. Yablonsky will follow up with Mr. LeLacheur. The Town Manager is recommending that the FY 2016 budget be reduced by approximately $44,000. Ms. Yablonsky reviewed the email she sent to the Board of Selectmen that voiced objections to this recommendation. The trustees discussed options for addressing the shortened budget. Mr. Hutchinson outlined what will be presented at the Finance Committee meeting. Ms. Urell will prepare the written narrative for the town meeting budget. Mr. Grimes reviewed the Town Meeting budget process. IV. Building Project (David Hutchinson) Mr. Hutchinson reviewed the recent Library Building Committee Meeting on February 5, 2015. He reported that STV, the Owner's Project Manager and contractors, Delphi, presented a clear schedule of what to expect in the coming months. The abatement is going well and there is a lot of activity inside the building. The weather is a factor, but has not caused any significant delay. Mr. Hutchinson noted that change orders will go to the Library Building Committee. Additionally, the bond for the project was secured with excellent rates. Mr. Hutchinson and Ms. Urell reported that the Ground Breaking Celebration on Friday February 6 went well. The program included speeches from state and local officials, as well as representatives from the MBLC and reading citizens. Ms. Urell will ask that a Library Construction Project update be added to the April Town Meeting warrant. Ms. Urell reported working with consultant Mr. Chuck Flaherty with regard to RFID and library automation services. V. Director's Report (Ruth Urell) Ms. Urell reviewed the updated Plan of Service, noting the impact of the move to 80 General Way. She reported the Division Heads, Ms. Lannon and all the staff continue to evaluate and adapt services affected by the move. Ms. Urell also shared a number of written complaints from the public regarding the lack of automatic door openers. VI. Friends Report (Cherrie Dubois) Ms. Dubois reported that the Friends have not been able to meet for due to the poor weather conditions. However, the House Tour committee is up and running, planning for 2016 with the theme "Renovations." The Friends were also very involved with the Winter Warmers program on February 6, reporting a very successful evening. VII. Foundation Report (John Brzezenski) Mr. Brzezenski reported that he continues to update the Foundation members with information about the building project. Also, the results of the Foundation's annual mailing were generali� positive and about even with past years. Page 1 2 VIII. Other Business Ms. Yablonsky inquired about the next steps required for the long range strategic planning. Ms. Urell is in the process of developing the description and requirements. She will continue to work on documents and information needed for April Town Meeting presentation. The warrant for the April Town Meeting closes 6 weeks before town meeting (end of February). Alice Collins asked about Legislative breakfasts. Ms. Urell listed the upcoming dates and locations for the breakfasts, however none were convenient for the Trustees or staff this year. However, Ms. Urell will be attending the Mass Municipal legislative breakfast with other Town Department heads and will forward the information to Ms. Collins. Ms. Collins and Mr. Grimes confirmed they are planning to run for reelection. IX. Adjournment Motion: To adjourn 8:50 p.m. (Alice Collins / David Hutchinson) Vote: Unanimous Page 1 3