HomeMy WebLinkAbout2016-09-16 Board of Library Trustees Minutes�ti Orpr�O
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Hoard - Committee - Commission - council: READING. MASS.
Board of Library Trustees 1515 NOV —3 P @ 201
Date: 2016-09-16 Time: 7:00 PM
Building: Reading Town Hall Location: Berger Room
Address: 16 Lowell Street
Purpose: Session: General Session
Attendees: Members - Present:
John Brzezenski, Chair; Vicki Yablonsky, Vice Chair; Alice Collins, Secretary;
Cherrie Dubois; David Hutchinson
Members - Not Present:
Andrew Grimes
Others Present:
Vanessa Alvarado, FINCOM; Amy Lannon, Acting Director
Minutes Respectfully Submitted By: Alice Collins
Topics of Discussion:
Meeting called to order 7:06 p.m.
I. August minutes reviewed and motion for approval made by David Hutchinson, 2nd by
Alice Collins. Minutes were approved unanimously.
II. Financial Report presented by Amy Lannon. Salary budget is slightly low as a result
of closure and modified work schedules for move back to 64 Middlesex. However,
Ms. Lannon expects an increase in hours during the weeks prior to and after opening.
Bob LeLacheur, Town Manager has approved overtime for this period.
Bill roll is large due to general equipment purchases and upgrades related to the
building. Ms. Lannon also informed the Trustees to expect an increase of 6.5% in
NOBLE membership fee for FY2018 primarily due to decreased State funding. There
will be a meeting on Thursday September 22, 2016 for a NOBLE member vote with
approval probable. Reading's assessment would increase from $48,090 to $51,028.
The town's contribution to NOBLE is based on complex formula of usage/number of
card holders/ILL's etc. Vanessa Alvarado asked if increases occur annually. Ms.
Lannon responded the increase is typically average of 3% Increase and
recommended contacting state representatives to advocate for increased library
funding.
III. Director's Report, presented by Amy Lannon. NOBLE is also reviewing and updating
the consortium privacy policies and procedures. Library community very
conscientious of privacy and NOBLE maintains only ILS patron and circulation
information. Library records are kept for" 1 deep" with regards to borrower history.
Each patron has the option to keep a log of their own materials which requires them
to log into their account and toggle an agreement. All public computers clear
nightly. No major changes in privacy policy are necessary other than to update legal
standards. Ms. Lannon also noted there is a Town wide security audit ongoing. The
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Library will be reviewed by the Facilities Department. At this time she anticipates
installation of security cameras outside and none inside the building.
Bob LeLacheur proposed the FYI8 Summary Request for the 9/12 Special Town
Meeting which was attended by Amy Lannon. Of the $7.SM Board of Selectmen
override request there is a Plan A - $200k for Library or Plan B at $160k which would
cover funding for a Digital Services Librarian; and grade increase for all librarians.
Ms. Lannon also hopes to incorporate additional hours for two existing staff
members.
Search for substitute librarians has been reopened. Two of our current substitutes
are pursuing full time positions elsewhere.
Training/New Building: On Wednesday September 21, 2016 essential staff will have
access to 64 Middlesex; the movers (Myers) are ready to go. Staff has been trained
on 5 new self -check out stations as well as the Automated Handling Machine which is
RFID or barcode capable. Working with IT on Scannx Installation; a public access
fax/scanner/printer. 25 new CPS are to be Installed. Kevin from IT Dept. has been
approved OT and is currently working on imaging the machines. Vicky questioned if
1/3 replacement rotation of computers will still be applicable. Per Amy more than 1/2
will be staggered to get back on rotation schedule. The new Procurement Officer for
Town - Allison Jenkins oversaw sale of a lot equipment/furniture for minimal dollar
value.
Street Faire table on September 11, 2016 was well received by general public. All
positive interactions; promoted ribbon cutting, free raffle of advance tour, gave out
earbuds.
Library has new publication formats for museum passes, welcome guide and public
information. Staff t-shlrts with various adjectives following "Reading is" have arrived
and will be worn for grand re -opening.
IV. Building: Presented by David Hutchinson. Delay in soft opening due to extensive
millwork; professional services costs and design omissions which resulted in lack of
occupancy permit. Final cost of project won't be known until November. Projected to
be $150-$180k over budget of which $50-$60k were unforeseen expenses. Town
hopes to transfer $140k from other debt projects to offset. Public tours will be
available from opening through November.
Ribbon Cutting: David will be the emcee and give the welcome address. John will
provide remarks as well as a representative from Mass Board of Library
Commissioners; American Library Association's Executive Director Keith Michael
Fiels; Massachusetts House of Representative Bradley Jones; State Representative
James Dwyer; and Town Manager Bob LeLacheur (if Mr. LeLacheur is unavailable,
Amy Lannon will ask Barry Berman from the Board of Selectmen to speak in his
stead).
V. Tutoring Policy: Review of policy to revise/update with new homework center
location. Available daily 3-8pm unless a scheduling conflict for library event occurs.
Less than 11 years must be attended by adult or older sibling (+16yrs). David
expressed concern regarding using word "monopolized" in policy. Moved to rephrase
as "space resources are strained".
Motion to accept the policy as amended made by Vicky Yablonsky; 2"d
Cherrie Dubois; all in favor. Hard copy of policy will be available to public.
VI. Donor Recognition: Alice indicated placement of board in lobby is probable. Possible
design options were discussed; Lexington Public Library has an attractive board;
Alice suggested that CBT (project architects) design a board. Amy will do a walk
through with any BLT member for possible location.
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It is the 201h year of the Library Foundation and they plan on hosting an event in
Spring 2017.
VII. Other Business, None
8:15 pm - Motion to adjourn by Cherrie Dubois; 2"a by David Hutchinson and
all in favor.
s ectfully sub ttedi
onna Beaulieu
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