HomeMy WebLinkAbout2016-03-21 Board of Library Trustees Minutese�' orq o
Town of Reading
ni Meeting Minutes
RECEIVED
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�1 TOWN CLERK a
Board - Committee - Commission - Council: ENDING, MASS.
Board of Library Trustees 2016 APR 12 P I: 3b i
Date: 2016 -03 -21 Time: 7:00 PM
Building: Reading Public Library Location:
Address: 80 General Way
Purpose: Session: General Session
Attendees: Members - Present:
Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary;
Cherrie Dubois; David Hutchinson
Members - Not Present:
Andrew Grimes
Others Present:
Vanessa Alvarado, FINCOM; Ruth Urell, Library Director; Amy Lannon,
Assistant Library Director
Minutes Respectfully Submitted By: Alice Collins
Topics of Discussion:
I. Call to Order 7:09 pm
II. Approval of Minutes from February 10, 2016
Motion to accept minutes as presented. (Hutchinson /Collins) Vote: Unanimous
III. Financial Report (Ruth Urell)
Ms. Urell updated the Board on the status of the current fiscal year budget. She noted that the
library has funds this fiscal year for preliminary communications Implementation of the new Plan
of Service. Ms. Urell and the staff will divide the project up to locate experts who specialize in
print and online communications.
Ms. Urell also reported that the library has received the second portion of the annual state aid.
The revolving fund is significantly less than previous years; we think this is a result of the
change of use in the temporary location at 80 General Way.
IV: Budget FY 2017
Ms. Vanessa Alvarado reported that the FINCOM will be meeting soon to vote on the proposed
town budget. The Board asked for more details on the status and expectations of the potential
override. Ms. Alvarado reviewed the current fiscal state of the town and gave examples of
various scenarios and outcomes of the vote scheduled for September 2016. Mr. Hutchinson
asked for clarification on how any override funds would be distributed and noted the difficulty of
evaluating library budget requests in terms of percentages. Ms. Urell reported that the library
budget Is 1.27% of the overall town budget according to MBLC 2013 data. The Board reviewed
recent responses to budget requests and provided Ms. Alvarado with additional background
details about structure and limitations of the library budget. Ms. Alvarado appreciated the
comments and discussion, and recommended the Board prioritize requests and continue to detail
needs and complexity of the library budget Issues.
Mr. Hutchinson also suggested that the trustees reach out to town management to see what the
information, data or projections the library could provide regarding the override Issue.
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VI. Building Update (David Hutchinson / Ruth Urell)
Ms. Urell reviewed the budget as presented at the last Library Building Committee meeting and
clarified several line items that were incorrectly noted in "soft costs ". She expressed concern
that the town is not prepared to move forward with the purchase of certain equipment that
requires significant lead time for manufacture and installation. These Items Include the
automated materials handling system (AMHS), self- service checkout stations and archival level
display materials. Mr. Hutchinson asked if the equipment was required for opening the library.
Ms. Urell explained that key workflow design details are based on the AMHS and self- service
checkout stations, and that library staff would not be able to perform circulation tasks
adequately without Installation of this equipment. She also pointed out the AMHS is Installed
into a structural wall and felt the library should not open with a noticeably unfinished and
unusable wall. Ms. Yablonsky agreed with Ms. Urell that delays in ordering this equipment would
most likely result in delaying the library opening. Trustees discussed possibility of identifying
other funds and gifts toward the equipment as an option to move these contracts forward. Mr.
Hutchinson will follow up on this issue with Town Manager, Mr. Bob LeLacheur.
Ms. Urell went on to review the state aid and gift funds.
VII. Meeting Room Policy (TABLED) Postponed meeting room policy discussion.
VIII. Director's Report
Ms. Urell reported that the library has planned a visit to Phillips Andover Academy for the annual
Staff Development Day. Plans include a tour of the library and the museum, and a lunch that
may include Head of School John Palfrey, author and recent recipient of the MLA/MSLA Advocacy
Award.
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�QiMs. Collins and Ms. Urell/recently attended the Legislative Day for libraries at the Massachusetts
State House. Ms. Yablonsky, Ms. Dubois and Ms. Jlleul;- Head of Circulation, attended a
Legislative Breakfast in Middleton.
Ms. Lorraine Barry, Head of Information Services is just back from the Computers In Libraries
conference. Ms. Lannon will be attending Public Library Association Conference in Denver in
early April.
Ms. Urell finished the annual report for the town and is working with a staff member to produce a
finished piece for public use.
Ms. Urell and Ms. Lannon are In the process of applying for a federally funded LSTA grant. This is
a $20,000 grant for programs and services relating to Civic Engagement.
IX. Trustee Reports
Ms. Cherrie Dubois reported that the Friends of the Reading Public Library expect an excellent
response to the House Tour. This year's tour feature 10 houses and they hope to sell about 200
tickets.
Mr. John Brzezenski has a meeting planned with individuals interested In fundraising for the
library building. Additionally, he recently met with representatives from other local library
foundations. This was a great learning opportunity, a chance to share notes on giving strategies
and approaches.
X. Adjournment
Motion to Adjourn at 9:13 p.m. (Dubois /Hutchinson) Vote: Unanimous
R(�eespectfulllly� submitted,
'
Alice Coll InL 5~ -(its �
Secretary
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