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HomeMy WebLinkAbout2015-11-19 Board of Library Trustees MinutesOF Town of Reading b Meeting Minutes Iwo go Board - Committee - Commission - Council: Board of Library Trustees Date: 2015 -11 -19 Time: 7:00 PM Building: Reading Public Library Location: Address: 80 General Way Purpose: General Business Session: Attendees: Members - Present: HE ULIYED TOWki Cl FRK READING. M,,,SS. is J5P1 :34 Vicki Yablonsky, Chair; Alice Collins, Secretary; Cherrie Dubois; Andrew Grimes; David Hutchinson (by telephone) Members - Not Present: John Brzezenski, Vice Chair Others Present: Ruth Urell, Library Director; Amy Lannon, Assistant Library Director Minutes Respectfully Submitted By: Alice Collins Topics of Discussion: I. Call to Order at 7:21 p.m. II. Approval Meeting Minutes Motion to approve minutes from October 19, 2015 (Cherrie Dubois /Andrew Grimes) Vote: Unanimous Motion to approve minutes from November 4, 2015 (Cherrie Dubois /Andrew Grimes) Vote: Unanimous III. Financial Report (Ms. Urell) Ms. Urell presented the projected NOBLE costs for FY 2017 that reflects the reduction of state aid to library networks. NOBLE's current business structure mitigates a portion of the resulting increase of fees; however the libraries will most likely see a significant increase in FY2018 if higher levels of state funding are not restored. Ms. Urell reported that we are in the first year of phasing in a new, more complex billing formula for Noble membership fees which includes circulations, holdings and other library statistical data. IV. Friends Report: No report V. Foundation Report: No report VI. Building Update (Mr. Hutchinson) Mr. Hutchison reported that the Library Building Committee (LBC) is scheduled for a general business meeting on December 3, 2015 and also to meet with the Board of Selectmen on December 15, 2015. Ms. Urell reported that she, Ms. Nancy Twomey (LBC) and Mr. Bob Newton (LBC) and Ms. Lannon met again on November 11 with the design team from CBT. This meeting focused on finalizing the furniture numbers and types and reviewing product Page 1 1 quotes. Ms. Twomey and Mr. Newton were very helpful in suggestions and recommendations regarding quality, durability and diversity of selections. The overall direction to CBT is to maintain uniform feel that is simple, yet comfortable and homey, elements reinforced from feedback from the recent survey and focus groups as part of the strategic planning process. Mr. Hutchinson asked about purchasing strategies to optimize furniture budget. Ms. Urell noted that everything listed thus far meets quality standards and falls within the original budget parameters. Next steps include obtaining samples for testing, the final selection /pricing of products and the selection of finishes. CBT is working with the budget parameters and is looking at more specialized furniture for the children's room, and including the conversion of former historic windows into decorative artwork in the furnishing. Ms. Urell is coordinating the window conversion with a referral from historical commission and CBT. Ms. Urell followed up on a recent complaint from a neighbor regarding street closure and public notifications. She requested that the LBC agenda include a discussion of the abutter email list and other communications needs for the project. V. Gifts (Mr. Brzezenski / Ms. Yablonsky) On behalf of Mr. Brzezenski, Ms. Yablonsky presented a summary of Mr. Brzezenski's recent exploration of additional funding sources and fundraising initiatives for the Library Building Project. Mr. Brzezenski noted a limited, but potentially worthwhile reception to the prospect of giving. He recommends two main sources of giving: 1) seeking out possible larger donations with naming rights, and 2) a smaller, more specific campaign (something like "250 for $250 ") in January. The Trustees discussed the current state of the project budget to determine where shortfalls might occur and to identify any wish list items that were not included in the original building program. While the current FF &E budget seems to be adequate, some budget items, such as the AV budget detail, are still not finalized. Ms. Urell and Ms. Lannon will continue to monitor the budget, working with CBT, Town IT and equipment vendors. The only current identified need is the equipment list for the Innovation Studio which Ms. Lannon will provide before the next Library Building Committee meeting. Ms. Urell and Ms. Lannon will identify, provide details and costs of any FF &E that will fall short of the existing budget. Ms. Yablonsky will follow up with Mr. Brzezenski as to next steps for potential Library Building Project giving. VI. Director's Report (Ms. Urell): Plan of Service Report Ms. Urell reviewed final report from Anderson and Gray which includes a one page summary. Overall the recommendations include three changes to staffing: 1 new staff (Digital Services) and additional hours for both adult and children's services. Ms. Urell has been working with Library Division Heads to evaluate these and other strategic plan recommendations with a specific focus on how the new building (equipment, layout, staffing) will affect the overall workflow in each division. The library management team acknowledges the need for new services (i.e. new programs, additional service desk), as well as the anticipated increase and expansion of traditional services (i.e. circulation, room management). They see a clear need for the Digital Services Librarian in the first year (FY17) that will allow for other staff to expand roles and productivity in areas such as programming. The library management team is also developing a library-wide list of expected staff skills and competencies. Ms. Urell reported that the staff is very excited about the new directions set out in the Plan and potential described in the strategic plan recommendations, particularly with the embedded services, outreach and expanded educational directives. Page 1 2 Ms. Urell asked the Board to begin considering changes to the existing Room Rental policies. Ms. Urell is working with Ms. Filleul, Head of Circulation, to review policies at other public libraries and municipal buildings. For now, the staff is focused on detailing the strategic plan for years 1 -3, while also outlining a draft plan for years 4 -5. Evaluation of workflow and services in the new building during the first year will provide valuable input and experience. Ms. Urell recommends maintaining the current staff structure for FY17, then revisiting to streamline and seek efficiency changes at the end of the first year to 18 months in the new building. Ms. Yablonsky asked if there were any other staffing changes or needs that would affect FY17. Ms. Urell recommended the FY17 budget include the Digital Services position, Thursday morning staffing, expanded Sunday hours and dates, increased continuing education funds, and increased substitute fund. Ms. Urell reported that Division Heads are working on job description updates for all library positions. The Trustees requested that Anderson and Grey present their strategic plan recommendation to the Board of Selectmen in person or via Skype sometime in January 2016. Ms. Urell will follow up on this request. VII. New Business None VIII. Adjournment Motion to Adjourn at 8:19 p.m. (Alice Collins / Cherrie Dubois) Vote: Unanimous Respectfully submitted, � Alice Collins, Secretary Page 1 3