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HomeMy WebLinkAbout2015-09-21 Board of Library Trustees MinutesPq O�� r a •. b osJ9 +1NCo44o¢P� Town of Reading Meeting Minutes RECEIVED TOWN CLERK READING, MASS. ,Qi i Board - Committee - Commission - Council: Board of Library Trustees Date: 2015 -09 -21 Building: Reading Public Library Address: 80 General Way Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Meeting Room Session: General Session 22 P 2-- 4 Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary; Cherrie Dubois; Andrew Grimes; David Hutchinson Members - Not Present: Others Present: Ruth Urell, Library Director; Barry Berman, Board of Selectman; Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to Order at 7:06 pm II. Approval of Minutes — August 10, 2015 Motion to Approve Minutes ( Cherrie Dubois / Andrew Grimes Vote: Unanimous III. Board of Selectmen Report (Mr. Berman) Mr. Berman gave a report on the Board of Selectmen who are working to develop a strategy to keep the town financially stable through 2030. This includes looking into how to make Town services more efficient, as well as to increase and diversify the tax base. One example is the newly created Facilities Department which will now coordinate care and maintenance or both the town and school buildings. Other examples include some shared technology initiatives. Mr. Berman also expressed the Board's support of the library and its future in the new building, such as looking at the possibility to have the library open on Thursday mornings. The Board of Selectmen is making the effort to think outside the box and evaluate the services in order to stretch the town's budget as far as possible. The Board will use information gathered from the recent Senior Services survey and the library survey. Ms. Urell reported that there have been approximately 800 responses to the library survey thus far and the survey will continue for another 9 days. Ms. Yablonsky asked if the Board of Selectmen had any advice for the upcoming budget FY2017. Mr. Berman recommended looking at the hours and developing a staffing model that follows a strong vision and strategic plan of library services. The Board further discussed direction and growth within the Town and how it might affect the library. Page 1 1 IV. Financial Report (Ms. Urell) The Town Accountant is just finishing the close of FY 2015. Ms. Urell noted one anomaly with the funds regarding the strategic planning that were issued in FY 2015 and had to be encumbered. The problem should be resolved; however she asked the Trustees be aware of the issue as they review the monthly financial reports. V. Friends Report (Ms. Dubois) Ms. Dubois reported that the Friends currently have 8 houses for 2016 House Tour and looking for 1 -3 more. This program generally raises between $12,000- 15,000 for the Friends of the Reading Public Library to support library programs. Also, she reminded the Board that the Friends /Foundation Wine Tasting is coming up on October 1. Tickets are available at the Check Out desk. VI. Foundation Report (Mr. Brzezenski) There will be a meeting next Monday with both the Friends and Foundation where they will revisit the idea of a closer collaboration between the two bodies. VII. Building Update (Mr. Hutchinson) Mr. Hutchinson reported that the project may see a project slip of a couple of months. The builders have a limited time to make sure certain things are completed before onset of winter. Other portions, such as lot level and landscaping may be pushed until next spring. The main drivers for the delay are the basement waterproofing, the ledge and the porte cochere. The budget is still a challenge and there are some unforeseen change orders. Some of these are qualitative and require some time to price and implement. Mr. Hutchinson reviewed the costs that are impacting the contingencies. The next steps are to work with CBT Architects to finalize the costs and selection of furniture, technology and the automated materials handling (AMH) system. Ms. Urell reported that she has met with the new designer and other reps from CBT last week. They walked through the building and resolved some small pending issues. They also spent time finalizing the circulation area layout based on new input regarding the AMH system. Ms. Urell is scheduling addition meetings with CBT regarding furniture selection. Mr. Hutchinson asked about the role of the Town procurement in the purchase of furniture. Ms. Urell will confirm that vendors are from the state bid list or pre- approved, and also clarify the overall purchasing procedures. Regarding the AMH system, Ms. Urell confirmed there will be 2 patron induction points that will require an upcharge in the construction costs. However, there may be a credit since the plans call for eliminating an office space. The second patron induction point requires opening up and reinforcing an opening in the masonry wall. Ms. Urell and Ms. Lannon and others also met with 3M to discuss the security gates and self -check systems. Mr. Hutchinson inquired about the development of the technology and equipment budget and Ms. Urell expressed concern that the library had received no updated details to date. Ms. Urell reported that she continues to attend the weekly owner's meeting. Recently, there were several proposed changes discussed without participation of library. Issues include whether to change the west side turret from public use to storage, changing the flooring for the meeting room pre- function lobby area from tile to carpets, and the decision not to hire an outside av /tech specialist for the project. The trustees discussed the role of the board and the Library Building Committee with regard to programming changes. Mr. Hutchinson will follow up with the project manager to make sure any programming changes are discussed with appropriate people. Page 1 2 VIII. Gifts (Ms. Urell) In May of this year Ms. Urell was asked to develop a gift list to accommodate small and large gifts designated for the library building program. The Reading Public Library Foundation has agreed to manage any such gifts. Ms. Urell presented a draft of a major gift options (leadership giving) that would include naming rights in line with previous direction from Trustees. She also reviewed general donor categories that would not be directed gifts. The trustees discussed how to implement a giving program with both leadership giving and general donors. Ms. Yablonsky recommended potential fundraising group meet to discuss how to next proceed. Mr. Brzezenski will follow up with the Foundation. IX. Director's Report (Ms. Urell) Strategic Planning Ms. Urell reported that there will be 3 days in October for five scheduled focus groups. The library is looking for users and non - users, preferably people who have not participated in a library focus group, and hopefully some 20 -30 year old adults. There will also be a focus group for parents of young children and one for teens. The general theme of the focus groups will be to help plan services for the new library. Results will be incorporated into the five year strategic plan recommendations from the consultants, Alan Gray and Stephanie Anderson. Staff Training The town is offering a 4 hour course for first aid / defibrillator through MIIA. Ms. Urell and Ms. Lannon met with Fire Chief and other safety officers to discuss the expectations and liability of staff participating in this training. The discussion included the current "duty to act" and the "Samaritan Laws ", as well as a review of general expectations of safety training for all staff. The trustees had no objections to staff participating in this type of town training, but agreed that it is not required. Holiday Hours Ms. Urell reminded the trustees of the upcoming holiday closings which are different from previous years due to Christmas Eve and New Year's Eve falling on Thursdays. The Trustees reviewed alternatives and the holiday schedule. X. Trustees New Business Mr. Hutchinson asked for an update on library usage statistics for services and programs at a future meeting. XI. Adjournment Motion to adjourn at 9 :12p.m. (David Hutchinson, Alice Collins) Vote: Unanimous Respectfully submitted, Alice Collins, Secretary Page 1 3