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Board - Committee - Commission - council;
Board of Library Trustees
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Date: 2016-10-17 Time: 7:00 PM
Building: Reading Public Library Location: Conference Room
Address: 64 Middlesex Avenue
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:
Amy Lannon, Interim Director, Michael Ahl, Neighbor
Minutes Respectfully Submitted By: Alice Collins
Topics of Discussion:
® Meeting called to order 7:06 p.m.
1. Approval of Minues:
Quorum not reached. Moved on to item #2 of Agenda until A. Grimes able to call in
to vote on accepting/approving September 19, 2016 minutes and other business.
2. Financial Report:
Flowers for grand opening were a contribution by the Library Foundation. Salary
expenditures higher than normal due to grand re -opening. All staff members were
on hand and working to finalize issues and to assist public.
3. Director's Report: Library staff will open building on Saturdays and Sundays.
Custodian will be on-site 1.5 hours prior to close for assistance. Non emergencies
should be handled by the Librarian in Charge. Any building emergencies on
weekends should be directed to Kevin Cabuzzl, Assistant Facilities Director. M. AN
asked about facilities budget and snow removal on site. The walkways are
maintained by custodial staff; parking lot, driveway and snow removal will be
handled by the DPW. Library is given priority when school not In session for snow
clearing/removal. It was also noted that the library is a warming/cooling center for
the community.
Overall the response has been positive from the public regarding the Automated
Handler and Self -check out kiosks. During the 1st week opened, approximately
7,300 items were checked out and approximately 12,000 items were checked in.
® This volume would have been impossible to process without the automated handler.
A soft opening would have been beneficial to deal with issues, rather than trial by
fire.
At 7:19pm, A. Grimes was able to call in to participate in meeting, thereby
establishing a quorum.
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Budget : A. Lannon received an email from Town Mgr. R. LeLachear regarding
reclassification cost of the four Sr. Library Associates (McIntyre, O'Donnell, Sloan,
and Colford) in addition to the Librarians. They are currently below average based
on peer to peer libraries. Town Manager. was receptive to processing this increase in
April 2017 with retroactive pay to January 2017. Town -wide, he will increase the
salary steps from 12 to 13 within grades and will take effect July 1st. However,
there will probably be no COLA raises for staff.
Secondly, the hard work of Kathryn Melesciuc, Library Administrative Assistant,
needs to be recognized. She is responsible for all bills and payroll for building. Amy
Lannon and Judi Perkins will be working towards reclassifying the position as either a
Senior Administrative Assistant or Office Manager.
The Trustees have been able to be Flexible with the salary budget of approximately
$900,000. If Override vote passes, would like to see Ashley Waring and Renee
Smith hours increased permanently from 20 hrs./week to 32.5 hrs./week. If vote
fails, turnover savings should be used for staff hours. Amy Lannon acknowledged a
general need more bodies in the building due to the "sheer mass" of users.
4. Other Business: J. Brzezenski has signed off on the State Aid Financial Report.
The Action Plan will be file in December.
Amy Lannon reminded all Trustees to complete the bi-annual State Ethics on-line
training.
Ms. Lannon presented the current, 1998 Piano Policy for preliminary review and revision
to bring up to par with new room rental language and policies. This will be added to the
November 15`" agenda. Mr. Ahl asked if the user is required to sign a contract. A.
® Lannon confirmed that a contract is required along with a user fee.
At this time there was a motion by V. Yablonsky to accept the September 19, 2016
Minutes. A. Collins, 2"d and all approved. A. Grimes ended his call.
V. Yablonsky voiced the Board's immense pleasure with the amount of work performed
by the staff in preparing the building for re -opening.
M. Ahl expressed concern over who's responsible for completing the Library project now
that the building has been turned over to the town. Specific concern is on the lighting
despite contractor assertions that photo metrics are within industry guidelines. M. Ahl is
also concerned that about retaining wall cracks and that stop gap measures come at a
cost which is "fiscally irresponsible" A. Collins stated that DPW, Facilities, and architect
are working towards a resolution. V. Yablonsky clarified that the contractor is still
working and it won't be until late October or early November that the town secures
control and that they recognize the issue and it will be addressed. M. Ahl was thanked
for his attendance and input.
A. Lannon excused herself from further discussion as the topic was shifting to the
Director search. A. Collins presented the finalists and interview schedule update for the
Library Director search. The interviews will be held the first week of November. The
unsuccessful candidates were notified today by Judi Perkins.
Meeting adjourned at 8:12 pm.
• espectfully subm' ed
c
A ice Collins
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