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Home My WebLink About2016-07-18 Board of Library Trustee MinutesQ�N OFR Town of Reading Meeting Minutes 06. •, nP� Board - Committee - Commission - Council: Board of Library Trustees Date: 2016-07-18 Building: Reading Public Library Address: 80 General Way Purpose: General Business Attendees: Members - Present: RECEIVED TOWN CLERK READING, MASS. 10Ib AUG 30 P t= 214, Time: 7:00 PM Location: Session: General Session John Brzezenski, Chair;Cherrie Dubois, Vice Chair; Alice Collins, Secretary; David Hutchinson Members - Not Present: Andrew Grimes; Vicki Yablonky Others Present: Barry Berman, Selectman; Vanessa Alvarado, Finance Committee; Amy Lannon, Interim Library Director; Lorraine Barry, Head of Reference Services Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Call to order: 7:06 p.m. II. Approval of Minutes from June 20, 2016. Motion to approve minutes (Brzezenski / Dubois) Vote: Unanimous III. FY 2018 Budget Discussion Ms. Lannon shared information from the Town Manager Bob LeLacheur's listening meetings. Specifically, she discussed the option for the Trustees to submit comments or position statements relating to Library's needs as related to a potential Proposition 2 1/2 override vote. There was a discussion of the status of the override. Mr. Berman reported that an amount has not yet been determined. If there is a call for an override, the vote will be on October 18 and Mr. Berman suggested that the Trustees may want to look at what it would mean for services if there is no override. No override would mean a 0% increase or level funded budget for FY 2018. Ms. Lannon provided a chart showing multiple budget scenarios for both override and no override possibilities. Ms. Lannon answered questions about State certification requirements regarding hours and municipal appropriation. Trustees considered all options and discussed the effect of reductions on community members, visibility of cuts in service, role of substitutes, and reduction in the materials budget. They noted that reductions due to a level funded budget would mean fewer hours and services. Page 1 1 In the event of a successful override vote, Trustees reviewed the basic financial commitment for adding the digital services position and other staff hours, additional Thursday and Sunday hours, and equipment maintenance and licensing needs. Mr. Hutchinson stated that any additional services will be based on recent community survey and strategic planning results. Trustees expressed concern about how override information will be communicated to the public. Mr. Berman stated that there has been discussion of putting a fact sheet out to the community. Mr. Brzezenski suggested further discussion pending more information. IV. Update on Library Director Search Ms. Dubois reported the Search Committee members as: Ms. Dubois and Ms. Collins (Trustees), Andrea Fiorillo and Ashley Waring (Staff) and Heather Stepler and Vanessa Alvarado (Community). They plan to meet soon to begin the process. V. Meeting Room Policy Discussion Trustees recommended changes and discussed adjusting to a flat rate for staff technology assistance and availability of certain rooms. The policy will be addressed at the next Trustee meeting pending updates and clarification on the Town's public notice policy. VI. Financial Report Ms. Lannon reported that the library spent down the FY 2016 budget to .04 and reported that there were no unusual or extraneous expenses for FY 2017. VII. Director's Report Ms. Lannon reported: • The projected library move date changed to 8/22 with a closing date of 8/19. The anticipated reopening date is September 19, pending readiness of building and staff. • Staff is working on training schedule for all new library equipment and systems. • Reading Public Library withdrew their application from this year's LSTA grant round. • Staffing update: 2 new high school pages and one new circulation substitute. • Bibliotemps interviews did not result in hires. Two staff members have agreed to take on extra hours in order to work on Library -wide tasks (training, communication, technology) - Ashley Waring and Renee Smith. Hope is that the hours may become permanent. Mr. Hutchinson recommended that we track these hours separately for future staffing and reporting purposes. • Library participation in the Reading Street Faire will center on a celebration and "Reading is ..." theme. The goal is to let people know about the library opening. • There was a discussion of the October 2 grand opening and funding. Funding will come from Friends or Foundation. There will be speeches, ribbon cutting and possibly tours. • A photographer has been hired to take pictures at Cambridge Public Library for use in a Reading Public Library brochure. The same photographer will come back and take pictures of the new building as part of the Celebration Trust Grant. • Judi Perkins and 5 or 6 others are reviewing Town Personnel Policies. VIII. Gifts and Donation Report • There was discussion of a donor board and a board that includes all previous donors. • There will be a donor reception sometime in the fall for all donors. Ruth Urell offered to be lead on this reception committee. • Mr. Brzezenski suggested contacting Elise Ciregna for donor names. • RCTV is donating to the Library $12,400 in appreciation for the RCTV build out in the new library. • Ms. Lannon distributed a list of the RPL Project Financial Commitment that reflected the library's total financial commitment to the building project as of July 14, 2016. Page 1 2 IX. Other Business Mr. Hutchinson reported that there were several concerned neighbors at the last Building Committee meeting. They had concerns about lighting, design and communication of the overall project. Ms. Lannon discussed the gardening plans that would soften that side of tha- building. Mr. Hutchinson suggested that community members be included in the garden design process. Motion to Adjourn at 9:00 p.m. (Hutchinson/Collins) Vote: Unanimous Respectfully submitted, *V- tl�e_ Alice Collins Page 1 3