The URL can be used to link to this page

Home My WebLink About2017-05-15 Board of Library Trustees MinutesFR O� c � a f e39a 1NCORpfl4P Town of Reading Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2017-05-15 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Time: 7:00 PM Location: History Room Session: Open Session Version: Final T 'SIEK ""SS 1911 AUPJ 15 P 1: 0 4 John Brzezenski, Chair; Cherrie Dubois, Vice Chair; Alice Collins, Secretary; Andrew Grimes; Nina Pennacchio; Sherri VandenAkker Members - Not Present: Others Present: Amy Lannon, Library Director; Lorraine Barry, Head of Information Services Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Meeting Called to Order 7:05 p.m. Approval of Minutes from April 10, 2017 Alice Collins asked minutes to be amended to reflect discussion of email list of neighbors. Motion: To approve Minutes as amended (Van denAkker/Pennacchio) Vote: Approved 6-0-0 II. FY 2018 Meeting Schedule: Ms. Lannon proposed adjusting the monthly meetings from the 3�d Monday to the 2nd Monday of each month in order to avoid conflicts with school vacation calendar and the Town meeting schedule. Motion: To approve the FY 2018 Board of Trustee meeting schedule as presented for the 2"d Monday or each month. (Collins/Dubois) Vote: Approved 6-0-0 III. Building Update Ms. Lannon reported that Bob Labrecque from STV and Delphi contractors are no longer officially working in building. They will continue to complete the punch list and address issues on an as needed basis. The heating and cooling people were here today addressing HVAC issues and Facilities has been monitoring the situation closely. The porte cochere is finished, lattice is back, and all columns have been re - trimmed. The only construction left is for two oval windows in teen area. The Final Report for the MBLC was mailed along with request for final million dollars of the Construction Grant. The Town Manager and STV will file additional letters and financial reports as approximately $500,000 has not yet been dispersed. Ms. Lannon confirmed that the library mailed (USPS) letters to over 140 neighboring homes informing them of an email list that will keep them updated on late night openings, snow removal and other library updates. To date, 18 people have signed up. Page 1 1 Purchases for the building: Ms. Lannon discussed using part of the Foundation gift to purchase and install shades for 7 windows in the new addition ($1950) and for much need additional signage ($1800). Trustees had no objection. Ms. Collins asked about the possibility of a small platform or portable stage for the Community Room to make it easier for large audiences to see panels or seated presenters. Ms. Lannon will look into options and report back at the next meeting. Ms. Lannon also reported that the assistive listening technology - and FM sound system - has been installed in the Community Room and staff are being trained on use of the equipment. IV. Financial Report: FY2017: Town Meeting approved funds to be transferred to cover retirement buyout. Some of these funds may be returned to the Town depending on Rachel Baumgartner's last day. Ms. Lannon reviewed the state requirement for materials budget (13%), noting that the FY2017 budget was for 14.7%. She reported that due to the 2 month closure for the move and reopening, the library may not spend the entire 14.7%, however they will make the minimum requirement of 13%. Trustees discussed options for purchasing, including loaner collections for the schools, summer reading, alternative formats such as eBooks. Ms. Dubois recommended taking the opportunity to purchase "wish list" items and to try new databases or services. Ms. Lannon also reported that the library received notice to expect the 2"d of two State Aid payments within the month. FY2018: Ms. Lannon presented a quick update from the Annual Town meeting. The FY2018 budget as approved will mean that the library will be closed Sundays. At Town Meeting, there was an unsuccessful effort on the floor to restore. Overall, Town Meeting saw a very positive discussion of library and many spoke about their concerns for the restrictive budget. Selectmen and Town Manager are currently discussing future options for another Override vote. V. Director's Report Personnel: Ms. Lannon reported that with the hire of two replacement Children's room librarians, the library is fully staffed. The librarians are Mary Jeanne Harwood, an MLS candidate who has been working as a substitute RPL Circulation Associate, and Cate Zannino, a Reading resident who has both her MLS and a Master's in Children's Literature. Staff Day was a great success with a visit to the Boston Public Library. Almost 30 staff attended both the "Art & Architecture" and recent renovation tours of the BPL. It was a beautiful day and great team building event. There will be an all staff meeting on Thursday, May 18 and the topic will be Safety and Security. Ms. Lannon and all Division Heads are currently working on annual reviews. Programming: Ms. Barry presented overview of the program planning process including the development of two new program committees. These groups cross divisions in an effort to improve communications and resource sharing. Ms. Barry outlined how the general program committee and the Studio programming committee work with the 2016-2021 Strategic Plan to develop thematic programming for all ages. She gave examples of recent and forthcoming programs. The Trustees expressed appreciation of the thoroughness of the presentation and amount of work that goes into developing a cohesive library -wide curriculum. Materials and resources: The library has purchased the digital edition of the New York Times which is available to all Reading library card holders and can be accessed from any location. They will soon be getting the digital Wall Street Journal (in -library use only). Additionally, the library recently received a donation of four Nathalie Nordstrand water colors paintings. Ms. Lannon is now looking into art hanging systems that will accommodate the various artworks and maps in the library collections. Page 1 2 Community outreach and engagement: Ms. Lannon reported that Ashley Waring is on the Reading 2020 Goals: Communication working group, while Ms. Lannon is currently on the Reading 2020 Goals: Long Range Planning working group. Ms. Lannon is also actively working with the Arts Reading group, the RPL Foundation and will be reaching out to the Rotary. Ms. VandenAkker asked about the possibility of a revolving art display with local groups or schools. Ms. Lannon reported that Michelle Filleul, Head of Borrower Services, has started this initiative and is working with the Reading Art Association. Policies: Ms. Lannon presented an updated Mission, Vision and Core Values document for Trustee approval. The document was written by a staff working group and updated to reflect the 2016-2021 Strategic Plan and current needs of the community. Motion to approve the Mission, Vision and Core Values Statement (Grim es/Pennacchio) Vote: Approved 6-0-0 Ms. Lannon requested assistance to work on the policy update process for the next year. Ms. Dubois volunteered and will meet with Ms. Lannon before the June meeting. VI. Other Business Sherri VandenAkker and Nina Pennacchio reported attending MBLC Trustee training. They both obtained good information and were able to meet state library representatives. Ms. Lannon discussed the wording of the Library Revolving Fund bylaw and requested that the Trustees consider updated the language to reflect current Fines and Fees, particularly as it applies to printing and faxing. Ms. Lannon will look into language from other libraries. Adjournment Motion to Adjourn (Grim es/Penna cchio) Vote: Approved 6-0-0 Respectfully submitted, Alice Collins, Secretary Page 1 3