HomeMy WebLinkAbout2016-04-11 Board of Library Trustees Minutes0 ,
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Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2016 -04 -11
Building: Reading Public Library
Address: 80 General Way
Purpose:
Attendees: Members - Present:
Time: 7:00 PM
TO N CLERK
DING. MASS.
I�I6 l,PR ?S P 3 31
Location: Meeting Room
Session: General Session
Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins, Secretary;
Cherrie Dubois; Andrew Grimes; David Hutchinson
Members - Not Present:
Other Present:
Ruth Urell, Library Director; Amy Lannon, Assistant Library Director
Minutes Respectfully Submitted By: Alice Collins, Secretary
Topics of Discussion:
I. Call to Order: 7:07 P.M.
II. Approval of March 21, 2016
Motion to Approve Minutes as amended ( Cherrie Dubols/ Alice Collins)
Vote: unanimous
III. Financial Report
Ms. Urell reported that the FY2016 budget Is on track, particularly with regard to
payroll.
IV. Building update:
Mr. Hutchinson reported on the proceedings from the April 7, 2016 Library Building
Committee. STV reported that the current funding deficit is approximately $84,000,
much less than reported at a previous meeting. However, Mr. Hutchinson noted
recent developments may affect the project timeline and subsequently affect the
overall budget. Since any extensions to the project timeline could potentially result
In a significant Increase In the funding deficit, Town Manager Mr. Bob LeLacheur and
other project leaders continue to delay purchase and encumbrance of library
equipment, such as the automated materials handling system (AMHS) and self -
service checkout equipment. Mr. LeLacheur further requested that Mr. Hutchinson
and the Board of Library Trustees consider a possible transfer of library funds,
specifically State Aid and Gifts, in order to pay for said equipment. Mr. LeLacheur
asked the Board to clarify whether the installation of the AMHS would be required for
the library to open in the fall.
The Board discussed the available funding sources, asked Ms. Urell and Ms. Lannon
about problems related to the delay of ordering and installing the AMHS. Ms.
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Yablonsky noted that the Board has previous stated their commitment to supporting
the AMHS and other building related costs from state aid and gifts.
Ms. Collins Inquired about current and planned commitments for the state aid and
gift funds. Ms. Urell reviewed existing operating costs and unfunded library
construction project Items. Ms. Urell noted that the state aid funds were originally
reserved for circulation upgrades, but not specifically for AMHS.
Ms. Lannon and Ms. Urell gave an overview of the AMHS Installation process and
Increased workload and workflow expected up to opening. Ms. Lannon believes that
Installing the equipment after the library Is open puts undue burden on current staff,
taking them off service desks and other duties In order to manually check In
materials. Furthermore, the Installation and training of the equipment would most
likely require a temporary closing of the library. Ms. Urell noted that the new
circulation area layout, furniture and equipment was specifically designed around the
AMHS and expressed concern about accommodating a temporary retrofit for a
manual check -in process.
Motion: Due to the Importance and required lead time for manufacture and
installation of the automated materials handling system (AMHS), the Board
of Library Trustees pledge up to $182,135.00 from available sources in
order to ensure the order of the P. V. Supa Libretto AMHS from Bayscan
within the next 30 days. Should the library construction budget be unable
to fully fund the AMHS as originally planner!, this pledge or portion thereof
will go to the purchase of this equipment. The Trustees note that the funds
for this pledge were previously committed to support other library operating
expenses and other defunded items related to the library building project.
(David Hutchinson / Andrew Grimes)
Vote: Unanimous
V. Meeting Room Policy (tabled)
VI. Directors Report
Ms. Urell reported that she has spoken with Mr. Matt Kraunelis about upgrading the
librarians from grade E to F and the library administrative assistant position from D
to E and asked him If there was any additional Information or job description
revisions needed? Mr. Kraunelis Indicated he Is waiting for Town Meeting to approve
$150,000 for the additional pay and class. Ms. Yablonsky and Mr. Hutchinson
referenced a meeting with Mr. LeLacheur In which Mr. LeLacheur sold the librarian
upgrade was one of the top priorities for the pay and class funds.
Ms. Urell reminded Trustees that the Finance Committee liaison had suggested they
compile a list of needs for Proposition 2 V2 discussions. Trustees referred to priorities
outlined in budget presentations to Board of Selectmen.
The state budget announcement Is expected this Wednesday, April 13. Ms. Urell
relayed recent conversations and concerns with legislators in regard to the reduction
In state aid funds for libraries. She urged the Board to consider writing to
legislators, urging funding amendments to the state budget. These letters may be
emalied and all budget amendments need to be filed by Friday, April 15.
Staff Day on Friday, April 8 was a great success. 30 staff members visited at the
Phllllps Andover Oliver Wendell Holmes Library and the Addison Gallery. Andover
generously hosted the staff to lunch at the Andover Inn.
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Ms. Lannon and Ms. Urell completed and submitted an application for an LSTA Grant
to fund development of civic engagement programs at the Reading Public Library.
Ms. Lannon just returned from attending the bi- annual Public Libraries Association
national conference In Denver, CO. Approximately eight staff members will be
attending the annual Massachusetts Library Association conference in May.
VII. Motion to adjourn at 8.59 p.m. (Cherrie Dubois / Andrew Grimes)
Vote; Unanimous
Resp�.� Submitted,
Alice Collins, Secretary
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