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Home My WebLink About2009-12-14 Board of Library Trustees MinutesMinutes of the Board of Library Trustees Meeting Monday, December 14, 2009 Attending: David Hutchinson, Chair; Vicki Yablonsky; Cherrie Dubois; Karyn Stoftf , U"Fe Vest, Finance Committee; Dorota Socha, Assistant Director; Ruth Urell, Director -TOWN CLERK "TING, MASS. Meeting called to order 7:13pm Foundation • Letter re: annual giving campaign sent out Friends • 5th house committed for House Tour • Sponsors are responding Minutes approved unanimously (Yablonsky/Dubois) Financial Report (R. Urell) 2010 JAN 13 A11:33- • Ruth spoke to Town Accountant to revise the State Aid portion of the financial report to more accurately reflect FY period; she will develop a draft revised report • Letter received 12/14/09 acknowledging the first half of the State Aid payment of $11,841.57 Director's Report (R. Urell) • Annual action plan update to the Long Range Plan reviewed, prepared in conjunction with grant application • How Green Is My Library "mini" grant letter of intent was submitted • Six goals from year one of the Long Range Plan will serve as the core of the library's Annual Report; request that Trustee Chair write a brief report to include in the Annual Report • October 19th staff training: Shelley Quezada, Massachusetts Board of Library Commissioners (MBLC), presented excellent information on family literacy, in conjunction with the Plan of Service goals • Staff Day scheduled for March 12th; the day will include an insider's tour of the new Cambridge Public Library • February staff training planned: Speaker Jean Stern, Executive Director of the Asperger's Association of NE • Noted Brenda Wettergreen's 25th employment anniversary • Review of 2010 calendar Statistical Report • Review of statistical reports and new format • Dorota will prepare a chart comparing total circulation for current FY vs. prior FY Budget • Department Heads meeting: the Town Manager instructed departments to submit a Level 1 budget to reflect step increases for Library staff • A second budget draft was requested, without salary step increases • Motion : (Dubois/Hutchinson) that the trustees support step raises for library staff in line with Town classification plan approved FY09; and agree to submit a budget supporting that commitment (unanimously approved) • Trustees will request time at loam on the Selectman's agenda at their 1/16/2010 meeting Building Evaluation and Recommendation Report • Municipal Building Committee has been formed; they are recruiting participants; Vicki Yablonsky's name has been submitted • Last week library building problems included a leak in the attic, leak in the basement, sewer odors in Local History Room from an old bathroom that was removed; complaints from patrons of poor air quality in the Computer Center • Wiring and speakers were installed for new sound and video in the Meeting Room; thanks to Facilities for providing a DPW staff person to assist for the day • Discussion re: problems identified in the Building Evaluation report: How are the library repairs and facility upgrades being managed? e.g. FY09 basement windows replaced; library's portion of the Capital Plan expended to purchase two exterior book drops • No library capital funding in FYI0 Capital Plan; capital funding requested for replacement shelving and furnishings is not included in the Capital Plan; most of FY 10 capital allocated to cover costs of Performance Contracting • Performance Contracting/NORESCO: some library work planned in FY10 re: energy conservation, including light bulb replacement; additional sensors; change faucets to reduce water flow; install waterless urinal; weather strip exterior doors; provide new kind of HVAC control; install insulation in a part of the attic • Trustees expressed concern that the window replacement schedule is not being carried out and that no plans or funding are in place to repair masonry and brick and other items identified in the Building Assessment final report • Trustees would like to have a plan in place for essential building improvements while long-term facility improvement and expansion plans are made • Trustees discussed submitting an article on the April Town Meeting warrant to fund a building renovation and expansion feasibility study Statistics (D. Socha) • Updated and revised statistical reports presented (1998 - 2010) • Trustee discussion of valuable comparisons and break out reports • Trustee request to see bar graph format for monthly statistical reports • Trustees requested a graph to demonstrate ratio of Collection size statistics to circulation statistics • Review of Programs and Services Survey Trustee Items • Distributed a list of comments from the suggestion box • Based on patron satisfaction experience at another local library, recommended providing a Keurig coffee machine for public use at RPL. Keurig Coffee offices are in Reading and they may be interested in helping set up an appropriate style vending machine (C. Dubois) ' • Comment re: "Older Adult" heading on the website to be reworded (K. Storti) Adjourn The motion to adjourn was made 8:50pm (Dubois/Storti) Next meeting: Monday, January 11th, 2010, Conference Room, Reading Public Library Respectfully submitted, Allison Sloan DaSilva Recording Secretary Senior Library Associate