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HomeMy WebLinkAbout2015-10-19 Board of Library Trustee MinutesF!� O� ,e39 °1NC0R40�P Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2015 -10 -19 Building: Reading Public Library Address: 80 General Way Purpose: General Business Attendees: Members - Present: Time: 7:00 PM Location: Meeting Room Session: General Session TOWN CLERK RE- ADING. MASS. 10V 2 3 P 1: 38 Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary; David Hutchinson Members - Not Present: Cherrie Dubois, Andrew Grimes Others Present: Ruth Urell, Library Director; Vanessa Alvarado, FINCOM; Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to Order at 7:08 pm II. Approval of Minutes — September 21, 2015 Motion to Approve Minutes as Amended (David Hutchinson, Alice Collins) Vote: Unanimous III. Directors Budget Update FY2017 (Ms. Urell) Ms. Urell presented a draft level 1 FY2017 budget in accordance to directions provided by the town manager. She noted that the salary line reflects a proposed compensation plan of 2.5% COLA, and steps where due, and also includes the request for the Digital Services / Instructional Librarian. This position is graded G. There is also a recommendation to increase the budget for substitute staff. Ms. Urell noted that in tracking substitute service hours FY2016 budget, substitutes line is over 60% spent within the first quarter of this year. The FY2017 draft increases the substitute budget by $6500. Ms. Alvarado and Mr. Hutchinson asked about current staffing practices and how these needs have been met in past years. Ms. Urell clarified current issues with staffing public service desks, focusing the gaps created by both planned and unplanned leave. She also noted the overall staffing budget will be readdressed once the strategic planners have submitted their recommendations. Ms. Urell also provided costs for and asked for discussion regarding staffing for reinstatement of Thursday mornings, as well as additional Sundays for coverage over the entire school year (September - June) and extending Sundays from 3 -4 hours. Trustees support resuming Thursday morning openings in FY 2017 and extending Sunday hours and openings. Ms. Urell reviewed the draft expense line, noting that contract maintenance and supplies are both currently underfunded. In addition, the level 1 budget request recommends reinstatement of the public technology funds to FY2014 levels in order to support increased Page I 1 public computing needs in the new building. Ms. Alvarado asked about consequences if this budget line is not restored and also if there is a technology plan in place. Ms. Lannon responded that the currently technology resources in the temporary location are at capacity and the need for these resources will increase in the new building. In order to maintain reasonable service to the public, technology in the new building will return to previous levels and Ms. Lannon also anticipates the need to also expand laptop /chrome book lending services. The library is currently on a 6 year upgrade cycle that has been stretched up 10 years in some cases. Ms. Alvarado provided additional feedback on FINCOM expectations and perspectives. Additionally, the increase of the Reading population to 25,000 places the town in a different classification under the MBLC guidelines. This change affects the materials budget funding requirement and Ms. Urell requested feedback and recommendations from the Board regarding this change. Ms. Yablonsky noted the level 1 draft is the appropriate time to include extended hours and staff changes, and felt comfortable maintaining the current funding percentages for the materials budget. Mr. Hutchinson noted that a scale of economy in a community of 40,000- 50,000 is not always reflected or as efficient in a community 25,000. Ms. Collins expressed concerns that the town population may fluctuate down or up, and felt it prudent to maintain current percentages for at least 1 -2 more years. Ms. Urell also reviewed the upcoming financial forum scheduled for October 28, 2015. IV. Library Building Project Gifts Update (Mr. Brzezenski) Mr. Brzezenski is developing a committee that will oversee capital gifts and building related fundraising. Mr. Brzezenski described two different strategies. He will continue his discussions and include feeling out the general outlook and appetite for building related fundraising. He was encouraged to continue to lead this activity. V. Library Building Project General Update (Mr. Hutchinson) Mr. Hutchinson reported that the project is moving forward and that the hard construction costs have used a significant portion of the contingency. Based on the current timeline and concerns about the availability of contingency fund for soft costs, he asked Ms. Urell to submit purchase orders for furnishings, technology and shelving to encumber budget by December. He will report further at December 15 joint meeting of the Library Building Committee and the Board of Selectmen. VI Foundation Report (Mr. Brzezenski) The Foundation held their monthly meeting on October 8 and focused on their annual solicitation that goes out just after the Thanksgiving holiday. He also reported that the wine tasting event co- sponsored with the Friends of the Reading Public Library on October 1 was a success and raised over $1100.00. VII. Directors Report (Ms. Urell) Strategic Planning Update The last library planning focus group will meet on Wednesday, October 21. Ms. Urell reminded the Board that they are scheduled to meet with the planners Alan Gray and Stephanie Anderson at the Pleasant Street Center on November 4. Mr. Gray and Ms. Anderson will present their recommendations at the meeting. After the November 4 meeting, Ms. Urell will meet with Division Heads and other staff to develop the implementation plan by January 2016 with a public presentation in February. This timeline coincides with budget presentations to the BOS and FINCOM. Libras Grand Opening The Friends and Foundation would like to work with Trustees and RPL staff to plan a grand opening event in October or November of 2016. Library Substitutes We have recently lost substitute staff in all departments and after a recent application and interview process, Ms. Urell is recommending 5 candidates for substitute staff to the Town Manager. Assistance is needed in Circulation, Reference and Children's Services. Page 1 2 Additional Materials Ms. Urell distributed a recently published MBLC pocket guide for Library Trustees, as well as the required Conflict of Interest materials. VII. Adjournment Motion to adjourn 9:18 p.m. (Alice Collins / John Brzezenski) Vote: Unanimous Respectfully submitted, Alice Collins, Secretary Page 1 3