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Home My WebLink About2016-06-20 Board of Library Trustee MinutesOff^ 0FF7E 'S39'lx�oRfo�� Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2016-06-20 Building: Reading Public Library Address: 80 General Way Purpose: General Session Attendees: Members - Present: Draft Time: 7:00 PM Location: Meeting Room Session: RECEIVED i"rT4N CLERK 101b JUL 20 P 12: 1 b Vicki Yablonsky, Chair; John Brzezenski, Vice Chair; Alice Collins; Secretary; Cherrie Dubois; Andrew Grimes; David Hutchinson Members - Not Present: Others Present: Amy Lannon, Acting Library Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to Order 7:08 pm II. Approval of Minutes Motion to approve minutes from May 24, 2016 (Dubois/Hutchinson) Vote: Unanimous III: Director Search Chair Vicki Yablonsky reported discussion with Town Manager Bob LeLacheur and Human Resources Director Judy Perkins on placing a listing for the Library Director's position with MBLC and other places they may wish. Ms. Yablonsky noted the need to change one item of the job description to reflect the applicant's willingness to attend conferences for library professionals, but not necessarily to become an officer or a presenter at these conferences. Ms. Yablonsky also discussed securing extra staff help for the Library until a new Director is hired. Two options were identified: utilizing BiblioTemps for a suitable substitute, or appointing an interim Assistant Director from within. After referring to materials from the prior search committee, Ms. Yablonsky proposed a six - member Search Committee composed of two trustees, two staff, and two community representatives. Trustees Cherrie Dubois and Alice Collins agreed to serve on the Committee. Time frame calls for posting to occur by mid-July, with Search Committee activating in August. Motion to charge our two Trustee nominees to the Library Director Search Committee to select four more members, targeting two community and two staff members. Once the Director's job is posted and the Search Committee is formed, the Committee is charged with screening applicants and referring 4-6 final Page 1 1 candidates to the Board of Trustees for their consideration. (David Hutchinson/Andrew Grimes) Vote: Unanimous IV. Reorganization of Officers Motion to elect John Brzezenski, Chair; Cherrie Dubois, Vice Chair; Alice Collins, Secretary (Vicki Yablonsky/David Hutchinson). Vote: Unanimous V. Approve FY2017 Calendar Schedule Motion to approve 2017 Library Calendar, including Friday, November 10th for Veteran's Day (Andrew Grimes/Cherrie Dubois). Vote: Unanimous VI. Approve Board of Trustee Meeting Dates for 2017 Motion to approve proposed 2017 meeting dates for the Board of Trustees (Vicki Yablonsky, A. Collins). Vote: Unanimous VII. Financial Report Ms. Yablonsky reported that there is a vote at tomorrow's Board of Selectmen meeting on pay and classification issues, but the Board will not be voting on upgrading librarians at this time. Town Meeting did approve $105,000 for next year for pay and classification increases. Town Manager has indicated the library upgrade (total expense: $18,000) is at the top of the list for these funds. The Board of Selectmen will meet in August to determine who gets those upgrades, for expenditure in FY2017. There is concern that if an override is not passed, these monies may not be available. Ms. Lannon reports that the financials are in good order. She estimates $3,000-$4,000 total in bills yet to be received. These will be covered by donations, the revolving fund, and state aid. Consultant bills are all encumbered. Payroll and expenses are fine. VII. Director's Report Ms. Lannon spoke with BiblioTemps and gave them a cap and a range. The goal is to find a qualified professional librarian to work with Ms. Lannon and the Division Heads, five days a week, 5 to 7.5 hours per day. Consistency is key. Hope to get someone started mid-July. Need is for back filling, not adding a person to the floor. Ms. Lannon notes Library staff will be completing the RFID and beginning to work with a number of new systems, including automated returns and checkouts, security gates, calendaring/room booking software and museum pass management program. There is much to learn! Ms. Lannon notes she, Joe Huggins and Bob Labrecque met recently with Mr. Bob Lieberwirth from the Meyer Moving Company for an update on the move back to Middlesex Avenue. STV will have a moving coordinator on site. Trustees Yablonsky and Dubois received a site tour of the new building earlier today with Bob Labrecque. They were very favorably impressed particularly with Innovation Studio space, brickwork on interior, skillful blend of old and new features. Ms. Lannon notes the last open date for the Library will be Saturday, August 131H Beginning Monday, August 15, the library will be closed to the public in order to move back to the new building. Ms. Lannon worked with Division Heads and NOBLE to select a move date that allows for the roll back and eventual suspension of services during the move. End of Children's Summer Reading Program will be July 30th. Currently, Meyer plans to begin the physical move on August 15 and anticipates needing two weeks to pack up and complete the move. STV person will coordinate furniture delivery and workstation set-up with Kevin Furilla. If building is ready, the plan is for 4 weeks of closure, with a 5th week available as a buffer as needed. There is potential for a "soft" opening right after Labor Day. Staff trainings on new equipment and methods will be completed before opening. Page 1 2 Ms. Lannon presents FFE update, noting her concern that the public computers for this multi-million dollar project have yet to be ordered. Expenditures for these have been shaved considerably, but the remaining $24,000 is absolutely essential for the opening. Ms. Lannon outlined a number of other items that are likely to be needed once the new building is open, but noted that it will be useful to actually experience the workflow before making those decisions. Ms. Yablonsky and Mr. Brzezenski are happy to report that the Reading Public Library Foundation has made a generous gift of $180,000 to the new library, with the pledge of another $20,000 over the next three years. The details of this gift are still under discussion. Mr. Brzezenski reports that he continues to facilitate discussions with individuals who would like to donate financial support to both the library and the building project. Ms. Lannon reminded the Trustees that the MBLC is holding the last $1 million of the grant. The Library will have to file a final report, with the architects' sign -off required and "as built" plans, before these funds will be released to the town. The grant agreement with the Town stipulates that the Town's financial commitment to the Library is required to increase at an average of 2.5% over a three-year period. VII. Meeting Room Policy Ms. Yablonsky shared her thoughts on the new policy, suggesting rentals to for-profit entities not be offered in the first year of operation, in order to gauge the supply and demand for available rooms and the amount of staff -time involved in offering this service. Ms. Lannon reminded the Trustees that room rental fees and janitorial fees are strictly to cover costs. Rental fees of $10 for Reading non -profits and $20 for Reading individuals were proposed, in addition to any custodial fees required. Ms. Lannon will formulate a revised policy for the Trustees' evaluation, before plans proceed for a public hearing on this policy. VIII. Other Business In response to Mr. Hutchinson's query about planning for the Grand Opening, Sunday October 2"d, from 2-5 p.m., Ms. Lannon reports that a committee has been formed. The actual ceremony will be similar to the launch of the building construction, with brief remarks followed by a ribbon cutting. The goal is to showcase both the building and the staff. Tours may be offered, or stations may be created where information about different areas will be shared with the patrons. Motion to adjourn at 9:10 p.m. (Cherrie Dubois/David Hutchinson) Vote: Unanimous Cz ly submitted, Alice Collins, Secretary Page 1 3