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Home My WebLink About2016-08-15 Board of Library Trustees MinutesTown of Reading Meeting Minutes RECEIVED M F es` TOWN CLERK READING. MASS. _ Board - Committee - Commission - Council: Board of Library Trustees 1816 NOV -3 P 0 �l Date: 2016-08-15 Time: 7:00 PM Building: Reading Town Hall Location: Berger Room Address: 16 Lowell Street Purpose: General Business Session: General Session Attendees: Members - Present: John Brzezenski, Chair; Cherrle Dubois, Vice Chair; Andrew Grimes; David Hutchinson; Vicki Yablonky Members - Not Present: Alice Collins, Secretary Others Present: Barry Berman, Selectman; Vanessa Alvarado, Finance Committee; Amy Lannon, Interim Library Director Minutes Respectfully Submitted By: Cherrie Dubois Topics of Discussion: I. Call to order: 7:07 p.m. II. Approval of Minutes from July 18, 2016. Motion to approve minutes (Hutchinson / Dubois) Vote: Unanimous III. Director's Report: Ms. Lannon prepared and submitted the required MBLC statistical report; Reading is among the highest per -capita circulating libraries in the state and the highest in NOBLE, our consortium. On August 3, the Library met with Its marketing/communications firm and held a photo session to create pictures for future publications, such as informational brochures, newsletters, etc., many of which should be ready for the reopening of the refurbished RPL. The firm has also tweaked the Library's logo. Ashley Waring and Kathy Miksis worked on this project. The August 14 Sunday Globe's brief article on the library's closing included inaccurate figures for the project's costs; Ms. Lannon has written the reporter and asked for a correction, while also providing accurate amounts. In connection to the reopening, Ashley Waring has sent out press kits to various media outlets - newspapers, TV stations, etc. Staff is making sure to disseminate as much information in as many formats as possible (the RPL's website, Facebook, etc.) so people know the library will be closed for several weeks; that they may keep their books until the reopening; and that they can use neighboring libraries to return books from other libraries or to pick up holds (as long as they have indicated which library they want as their pick-up point). The school summer reading books will be temporarily housed in Wakefield so students can get copies if still needed. The Library received $12,400 from RCN, which will be used for technology equipment. Page I 1 We're hoping that our appointee to the Celebration Trust Committee, Bob McLaughlin, will agree to be reappointed; however, we have not heard from him. If he does not respond or does not wish to continue, then we will need to seek a new person to serve. This committee has helped fund some history -related projects for the library, such as making digital versions of our historic photos, etc., and will also help fund some of the ribbon -cutting ceremony because the library is an historic building and the reopening is an historic milestone for the town. IV. BUILDING UPDATES Some staff members, including Ms. Lannon, did a walk-through of the new building during the week of August 8. Delphi seeks an August 24 certificate of occupancy (COO), but that's not cast in stone. Ms. Lannon stressed that the building will not reopen until everything is in place, all circulation systems are up and running, and the staff is ready to properly serve the community. The temporary library will close August 19 for an estimated 4-5 weeks. Starting the following Monday, August 22, library staff and Meyer, the moving company, will begin arranging, packing, and returning materials to the new facility where bookcases will soon be Installed. On the down side, after the heavy rain storm on Wednesday, August 10, staff taking a walk- through noticed sure signs of a roof leak. Bob Labrecque (OPM) was informed and will be Investigating. Another issue is that the elevator is not configured to prevent people attending after-hours events in the meeting rooms from accessing other floors. We believe the elevator was supposed to have been equipped with software to give staff the ability to block access to the first and second floors. The Automated Materials Handling System has been delivered, with installation scheduled to start soon; however, since it needs internet access and that is not yet activated, there may be delays. Although some furnishings will be returning to the library, others will not. The Town's procurement specialist, Allison Jenkins, is managing the sale of surplus items in accordance with municipal laws and regulations. Some furniture has been requested by other town departments. The Town Manager and Ms. Lannon have agreed to transfer all surplus shelving from 80 General Way to the Woburn Public Library for their use in a temporary space during the City's upcoming library construction project. The Library's lighting must be reviewed, as some outside lights apparently seem too bright and are shining out too far. Also, some lights did not automatically turn off at the appropriate time. These matters need to be corrected to be in compliance with state law. Inside, workmen have left some lights on overnight; they have been Instructed to be sure to turn everything off as they leave the site. V. OTHER At a recent town department heads meeting, Ms. Lannon learned that the town does not intend to implement the next phase of the pay and classification plan due to budget concerns. This affects the professional librarian staff who were due for an upgrade Implementation may be dependent on the amount of the override requested in October. During that meeting, Mr. LeLacheur, the Town Manager, reviewed various scenarios regarding the town's finances and the upcoming override vote. Among the possibilities is a quest for a home rule petition so we can have senior rates, with a $114 total relief cap. The override options ranged from $6M to $9.5M; the smaller number would only take care of our present needs and not be helpful going forward. The selectmen are expected to decide the override amount request as soon as August 16 at their meeting. VI. POLICIES Page 1 2 The new Meeting Room policy was unanimously approved (Hutchinson/Yablonsky). Ms. Lannon suggested we review it around this time next year, after staff has dealt with it and seen how it works in reality. Ms. Lannon also presented a new and expanded Tutoring Policy, which includes rules governing the opening of a homework center to be located in one half of the community room (aka large meeting room). Money will be available to purchase Chrome books and a printer, as well as other more traditional school supplies (pens, pencils, etc.). Students can use this space to work on group projects, while tutors will be asked to work in this area, too. The Board will review the policy and anticipates voting on it at the September Trustees meeting, which should be in time to put the policy in effect as of the reopening. VII. OTHER BUSINESS Chair Brzezenski updated everyone on the Library gift campaign and was pleased to report that as of 8/15 we've received $300,000, Including naming -rights gifts and smaller donations. He and others have crafted a campaign letter to explain the Library's needs and additional naming -rights opportunities to potential major donors. Our most recent gift was from the Reading Cooperative Bank Foundation, which has pledged $50,000 for the naming rights of the Children's Program Room, although the funds will be unrestricted and available for general Library use. Some of the gifts will also help sustain various endeavors and events so that the Friends are not tapped to fund as many library programs and other needs beyond the town's support for the library. Motion to Adjourn at 9:05 p.m. (Hutchinson/Dubois) Vote: Unanimous Respectfully submitted, BGG Cherrie Dubois Page 1 3