HomeMy WebLinkAbout2016-04-20 Board of Library Trustees MinutesTown of Reading
Meeting Minutes
Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2016 -04 -20
Building: Reading Public Library
Address:
Purpose:
Attendees: Members - Present:
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MASS.
1016 JUN 1 u A 11: 49
Time: 7:00 PM
Location:
Session: General Session
Vicky Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins,
Secretary;Cherrie Dubois
Members - Not Present:
David Hutchinson; Andrew Grimes
Others Present:
Barry Berman, Selectman; Sharon Angstrom, Town Accountant; Ruth Urell,
Library Director; Amy Lannon, Assistant Library Director
Minutes Respectfully Submitted By: Alice Collins, Secretary
Topics of Discussion:
Call to order 7:12 p.m.
I. Automated Materials Handling System
Ms.Urell reviewed the Automated Materials Handling System (AMHS) proposal costs and recommended the
Board of Library Trustees move forward with purchase of the Libretto AMHS manufactured by P.V. Supe and
distributed by BayScan. Ms. Urell further recommended the Trustees use state aid funds.
Mr. Berman inquired about the state aid distribution process. Ms. Urell outlined the prevailing guidelines.
Ms. Yablonsky noted that the Trustees had voted at a previous meeting to pledge funds for the purchase of this
equipment to be used in the event the building project funds cannot cover the costs. Ms. Yablonsky asked Ms.
Angstrom, Town Accountant, to clarify project funding options and the town's recommendations for the
purchase of this equipment Ms. Angstrom indicated that the town was in favor of spending down the state aid
as these funds have been flagged in previous audits. Additionally, she explained the legal restrictions
regarding the project budget that might result in eliminating the purchase of the equipment in a timely manner.
She understood that there are unique challenges to this particular purchase due to the manufacturing and
installation lead times. Ms. Dubois remarked that the Trustees have all agreed that the purchase and timely
installation of the AMHS is a priority. Ms. Collins agreed and added that the AMHS is a necessity to creating
and maintaining the high quality, 21" century library the promised to the voters.
Ms. Angstrom and Mr. Berman asked for further detail on the operation, layout and Implementation of the
AMHS. Ms. Lannon and Ms. Urell described the proposed equipment installation and purpose.
Motion to expend funds from state aid In the amount of $182,135.00 for the purchase of the AMHS
from Bayscan. (C. Dubois /A. Collins)
Vote: Unanimous
(Ms. Angstrom left at 7:35 p.m.)
II. Appointment of Library Building Committee members;
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The Ad Hoc Library Building Committee needs to be reformed for the completion of the project. Ms. Urell
reviewed the process.
Motion to nominate David Hutchinson and Cherrle Dubois as Board of Library Trustee
representatives to the Library Building Committee with an expected service expiration of May 1,
2017 (A. Collins /J. Brrezenski)
Vote: 4 In favor (Unanimous)
Ms. Ural] appointed Ms. Rachel Baumgartner as the Reading Public Library staff representative to the Library
Building Committee with an expected service expiration of May 1, 2017 Accepted
The next Library Building Committee will be May 12, 2016.
(Mr. Berman left at 7 :50 p.m.)
III. Approve of Minutes from April 11, 2016
Motion to approve minutes from April, 11, 2016 meeting (C. Dubois /J. Brzezenskq
Vote: Unanimous
IV. Other business:
Patron Inauiry
Ms. Urell received a phone message from a patron asking if the board has made a decision regarding opening
the library on Thursday mornings and possibly extending 1 hour on Sundays. The patron Is a town meeting
member. The Board discussed the history of this request and reviewed budget priorities.
Motion: The Trustees have carefully considered the addition of both Thursday and Sunday hours.
After reviewing results from a town -wide survey, focus groups, and the recentty completed five
year strategic plan, the Trustees recognize that the community feels the most pressing library need
is the hiring of a dighal services manager. This Is a top priority for the Trustees that unfortunately
cannot be fulfilled at this time due to budgetary reasons. if additional funds were to become
available, the Trustees would first look to allocate those funds toward filling this position, and then
consider several other priority areas identified by patrons and constituents through the several
recent engagement opportunities. (J. Brzezenski / C. Dubois)
Vote: Unanimous
Building Proiect and Library Management Transitions
Ms. Urell, having notified the Chair of the Trustees of her resignation to accept another position, reviewed
current staffing and expressed confidence in the capability of the Assistant Director, Division Heads and library
staff and their ability to complete the move and continue run a full service library. Ms. Urell will continue to
work with the Friends of the Reading Public Library, the Reading Public Library Foundation and the individual
donors with regard to gifts and fundraising efforts. Ms. Urell urged Trustees remalrr informed on decisions
regarding changes to the building project and its funding.
Communications Update
Ms. Urell, Ms. Lannon and Kathy Miksis, Promotional Services Librarian met with designer Marlin Sorger and
selected him to develop communication messages and desktop publishing templates. This is the continuation
of the strategic planning project.
Adjournment
Motion to adjourn at 8 :20 p.m. (A. Collins /J. Brzezenski)
Vote. Unanimous
pectfuIly submit qd,
Alice Collins, Secretary
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