HomeMy WebLinkAbout2015-03-16 Board of Library Trustees MinutesTown of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2015 -03 -16 Time: 7:00 PM
Building: Reading Public Library Location:
Address: 80 General Way
Purpose: General Busienss Session:
Attendees: Members - Present:
rECEIVED
AWN CLERK
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Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; David Hutchinson; Alice
Collins; Cherrie Dubois
Members - Not Present:
Andrew Grimes
Others Present:
Ruth Urell, Amy Lannon
Minutes Respectfully Submitted By: Alice Collins
Topics of Discussion:
Call to Order at 7:04 p.m.
I. Approval of Board Minutes from 2015-03 -04 and 2015 -0240
Motion to approve the Minutes as amended ( Cherrie Dubois / David Hutchinson)
Vote: Unanimous
Ii. (Report from the FINCOM Meeting
FINCOM expressed concerns and expectations regarding future library staffing levels. The
current Town Manager's budget for the library has a shortfall of approximately $4700.
Trustees agreed that Ms. Yablonsky will draft a letter to the FINCOM requesting the
additional funds in order to maintain state standards for certification.
Ill. Ubrary Financials (Ruth Urell)
Overall library expenses and salaries running on target. However, the library supplies
budget is over spent. Ms. Urell noted that the FYI supply budget was significantly
reduced from FY 2014.
IV. Strategic Planning (Ruth Urell)
Procurement for the strategic planning consultant will only require a RFQ as the project will
be less than $30,000.00. Ms. Urell recommending structuring the RFQ based on an end
date of December 2015 which will allow for a broader applicant pool and still meet the
requirements. The trustees and the library director are recommending $25,000.00 for the
consultant with a separate line item for a community survey with an anticipated cost of
$15,000.00. Ms. Yablonsky reviewed communications and timeline for the project,
expressing concern that the process not be rushed. The trustees agreed to focus on
obtaining the adequate funds for both the consultant and the survey. Once Town Meeting
approves the funds, the Trustees will confirm the timeline and communications strategy. Ms.
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Urell reviewed the groups and individuals in Reading that will be asked to participate,
representing as many stakeholders within the community as possible. Ms. Urell and Ms.
Yablonsky will follow up with Mr. LeLacheur clarifying the total sum that will be requested for
the project. Ms. Urell has a list of recommended consultants and strongly recommends the
RFQ be for a library strategic planner rather than a general municipal strategic planner. The
strategic planner will have access to all current town strategic goals, such as Reading 2020.
V. Fundralsing
Ms. Urell distributed updated copies of the fundraising section of the Massachusetts Public
Library Trustees Handbook. Ms. Urell has fielded very specific questions from potential
donors about how the Trustees will handle donations for the building project. Mr.
Brzezenski noted that next month's RPL Foundation Board meeting will address this
issue. Mr. Brzezenski provided a high level view of Foundation's current structure and
options. He also distributed an example of fundraising from Framingham Library who 4F0-
much smaller building project. Mr. Hutchinson asked for clarification on the current needs
for fundraising. Ms. Urell outlined the upcoming furnishings meetings with CBT that will
account for the allocation of the FF &E funds. Mr. Hutchinson recommended making a list of
items that are already expected to be unfunded. -The trustees discussed how to fundraise
for the building, exploring specific items and /or general donor levels. The trustees will work
on these structures as well as how to handle solicitations and communications about any
fundraising efforts. Ms. Urell and Ms. Lannon will continue to compile a needs list as the
FF &E budget requirements unfold.
VI. Directors Report (Ruth Urell)
Ms. Urell reviewed some recent issues with policy about new hires and promotions. A long
standing practice that involved half -steps was eliminated from Town practice. Ms. Urell has
requested written confirmation and documentation on the existing hiring policies and
protocols.
Ms. Urell distributed the annual report as filed with the Town Clerk.
VII. Adjournment
Motion to Adjoum at 8:53 p.m.(Cherrie Dubois / Alice Collins)
Vote: Unanimous
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