HomeMy WebLinkAbout2016-05-16 Board of Library Trustees MinutesTown of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2016 -05 -16
Building: Reading Public Library
Address: 80 General Way
Purpose:
Attendees: Members - Present:
Draft
Time:
Location: Meeting Room
Session: General Session
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M ASS.
201h JUN l u A 11: 50
Vicki Yabonsky, Chair; Alice Collins, Secretary; Cherrie Dubois; David
Hutchinson
Members - Not Present:
John Brzezenski; Andrew Grimes
Others Present:
Ruth Urell, Library Director; Amy Lannon, Assistant Library Director
Minutes Respectfully Submitted By: Alice Collins, Secretary
Topics of Discussion:
I. Call to Order at 7:05 p.m.
11. Approval of Minutes
Motion to approve minutes from April 20, 2016 ( CherHe Dubois /Alice Collins)
Vote: Unanimous
III. Financial Report
Ms. Urell reviewed the monthly financial statement and reported that the budget is on track.
IV. Building Update
Mr. Hutchinson briefly reviewed the May 10, 2016 Library Building Committee meeting. There
were no further changes or items to report since that time.
V. Fundraising Update
Ms. Yablonsky reported that a local organization is interested in donating a significant sum to
library. Funds would go toward purchases and upkeep for items related to the new library. The
proposed donation would include naming rights to new community room and meets all previously
discussed and recommended guidelines for this privilege. Ms. Yablonsky asked if there were any
objections to moving forward with and/or accepting the donation. No objections presented.
Mr. Hutchinson reported that he and Ms. Urell have also been in contact with another potential
donor and they will be following up with the individual in the coming weeks.
The Board reviewed the current list of unfunded / underfunded elements of the Library Building
Project.
VI. Meeting Room Policy
Ms. Lannon reviewed a draft proposal for a revised meeting/conferenoe room policy. Proposed
changes include allowing Reading individuals and Reading for -profit organizations to reserve
meeting space, adjusts the fee structure, and addresses after hours use.
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VII. Director's Report _
Ms. Urell provided an update from the May 12, 2016 Town Department Heads meeting. The
main topic of the meeting was the potential tax override and current financial state of the town.
Town Manager, Mr. Bob LeLacheur supplied a calendar of important dates from May through
December. This included the upcoming Community Listening Sessions, the deadlines for the
special town meeting and special election, and November Town Meeting which may run up to six
nights. Mr. LeLacheur also provided a draft warrant for the special town meeting, as well as
guidelines from Town Counsel regarding elected officials and acceptable political activity. Ms.
Yablonsky reported that she, Ms. Urell, and Ms. Lannon will be attending a financial strategy
meeting with town leaders on Thursday, May 19.
Ms. Urell also noted that there is currently a bylaw committee review and suggested the Board
review current relevant bylaws to evaluate any needed changes. Ms. Lannon will send the Board
copies of relevant bylaws.
Ms. Urell also updated the Board on an ongoing personnel policy review organized through
Administrative Services and Human Resources. Ms. Urell has spoken with the Head of Human
Resources, Ms. Judi Perkins, and confirmed the main goal of the review is to ensure that town
policy is current with all state and federal laws.
Ms. Urell emailed Mr. Matt Kraunelis, Director of Administrative Services, inquiring about the
class upgrade far the librarians (currently grade E, with a Board of Trustee recommendation to
upgrade them to F) and administrative assistant position to senior administrative assistant. She
has not received any specific direction or confirmation back as to whether the upgrades will be
included in the June 21 presentation to the Board of Selectmen. Vicki Yablonsky will follow up.
with Mr. LeLacheur.
The town is refreshing its goals and the Ms. Urell has provided town leaders with a copy of the
Library's 2016 -2021 Strategic Plan. She provided the Trustees with an update on the Library's
FY2017 action plan to be filed with the state later this year.
Ms. Urell further updated the Board on her current projects:
• Communications / PR: to be completed by June 2016.
• Celebration Trust Grant: awarded $7500 for project running from July 2016 — January
2017.
• Grand Opening Art Displays: Equipment to be purchased immediately.
• Grand Opening Celebration: Still planned for October 2, plans well underway.
• LSTA Grant Application: Application submitted and RPL will hear back in mid-July.
• Grandfather Clock: Reviewed needed repairs.
• Grand Piano: Reviewed needed repairs.
VIII. Adjournment
Motion to adjourn at 9.20 p.m. (C. Dubois /A. Collins)
Vote : Unanimous
Respectfully Submitted,
ce Collins
ecreta ry
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