HomeMy WebLinkAbout2015-08-10 Board of Library Trustees MinutesOWN F & di
Town of Reading
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Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2015 -08 -10
Building: Reading Public Library
Address: 80 General Way
Purpose: General Business
Attendees: Members - Present:
Time: 7:00 PM
TOWN CLERK
READING. MASS.
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Location: Meeting Room
Session: General Session
Vicki Yablonsky, Chair; Alice Collins, Secretary; Cherrie Dubois, Andrew
Grimes
Members - Not Present:
John Brzezenski, David Hutchinson
Others Present:
Vanessa Alvarado, Finance Committee representative, Ruth Urell, Library
Director
Minutes Respectfully Submitted By: Alice Collins, Secretary
Topics of Discussion:
Call to Order: 7:05 PM
Approval of Minutes from June 15, 2015
Motion to approve minutes ( Cherrie Dubois /Andrew Grimes)
Vote: Unanimous
Financial Report (Ms. Urell)
Report reflects first month of FY2016. Ms. Urell reports an adjustment will be made for
the two days of this month that fell into 2015 budget. Also noted - the Library
Supplies /Equipment line under Expenses has expended $1,700 of its annual $3,000
budget. Current expense is largely due to need for costly toner.
Friends Report (Ms. Dubois)
Ms. Dubois reports the theme for this year's Spring House Tour is "Renovate!" Three
homes have been identified. Two more are needed. This year's tour is scheduled for
May 1, 2016.
Foundation Report
Ms. Urell notes that this year the Foundation has been sponsoring the children's writing
and art contests. A nice event was held recently at the Pleasant Street Center to honor
these young writers and artists. Foundation President Maria Silvaggi and Vice President
Elise Ciregna attended the celebration.
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Building Update (Ms. Urell)
The Building Committee met last Thursday, August 6t ". Ms. Urell reported that 5
problems were raised.
1. The foundation continues to leak, despite the abatement for drainage. Problem is
huge irregular stones in the foundation. Solution is to build a new foundation right
against it to try to seal it. Estimated cost: $300,000
2. Porte cochere requires almost a full demolition and rebuild, at an estimated cost
of $250,000.
3. There is an additional $65,000 in asbestos removal on the south facing brick
walls and subsequent replacement of destroyed brick.
4. Need to re -point 100% of the red brick. No estimated cost yet given.
5. Drainage. No progress made in getting through the ledge on the Deering Street
side of the parking lot. They are trying to get a specialty drill. Time to reconsider
where the runoff should be rather than continue trying to get through the ledge?
No estimated cost yet given.
6. One of the four large chimneys has to be completely rebuilt. Extensive repair
needed on all of them. No estimated cost yet given.
Ms. Alvarado inquired about lack of estimated costs and Ms. Urell notes that it can
take more than a month to get figures on what the amounts will be.
Town Manager Bob LeLacheur and Assistant Director of DPW Joe Huggins and
STV Project Manager Bob Labrecque discussed what the town could do to contain
costs — landscaping, paving parking lot, paying for phone system.
Automated Materials Handling System: Ms. Urell updates on selection process. Two
of three MHEC contract vendors can provide it, thereby saving much time by
avoiding protracted procurement process. Ms. Urell noted the Town Manager,
Project Manager, and Ass't Director of Public Works were looking for economies in
equipment and finishes. Trustees state equipment is an essential part of service,
and a needed efficiency which has always been part of the project budget.
Ms. Alvarado: Is a cost - benefit analysis being done?
Ms. Urell: Yes. In process. General agreement is that it pays for itself in 5 years by
freeing up a lot of staff time, and eliminating a lot of mistakes. We know with bigger
space and a bigger demand on services (other libraries indicate upsurge of 20 %),
we'll be scrambling to cover the needs.
Ms. Alvarado: Do other libraries use it?
Ms. Urell: Yes. Many metro west libraries do — including Haverhill and Cambridge,
will supply Ms. Alvarado with a list.
Furniture design: Designer assigned by CBT has left. They offered either a less
experienced designer, or a more experienced professional who will start in Sept.
We elected to wait.
IT: Town Manager directed Town IT person to do consulting on library needs. Ms.
Urell will meet with IT tomorrow.
Topping off ceremony: August 3rd. Nice event!
Director's Report
Planning: Consultants Anderson and Gray were on site three times in the past
month, working on both internal operational areas and public input via focus groups
and a community survey. Ms. Urell reports the consultants' first pass at a survey
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lacks the detail from the prior 2008 survey which revealed community needs the
library then addressed. The 2008 survey was long, but in- depth. Goal is to have
survey ready to administer at Reading Street Faire Sept. 13t , to take advantage of
huge attendance at this event. Will provide it to people on iPads at the Fair, and
pass out info regarding online administration to those unable to do it on the spot.
Paper copies of the survey will be available at select locations, in addition to the
iPad and online administrations. Multiple choice was suggested as preferred format,
rather than open ended questions. Trustees will staff the RPL tent at the upcoming
Street Faire.
Etc.
Annual reporting to the state showed uptick in public use of electronic
services. The Library closed for three weeks while completing the move to 80
General Way, which resulted in lower attendance figures for the year. June
attendance figures were only about 600 patrons down from the 2014 figure.
There have been fewer programs in some areas, but an enormous amount of
outreach this year.
Three staff members attended ALA Annual Conference in June. Susan
Beauregard's notes from ALA programs she attended were circulated.
Ms. Urell shared ingenious new items available for loan in Children's Room.
Makey, Makey and Playaway Launchpads were enjoyed by all.
Adjournment
Motion to adjourn at 8:40 P.M. (Andrew Grimes /Cherrie Dubois)
Respectfully submitted,
lAlice W. Collins, Secretary
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