HomeMy WebLinkAbout2006-11-14 Board of Library Trustees MinutesBoard of Library Trustees Meeting
November 14, 2006 RECEIVED
ttending: Karyn Storti, chair; Bill Anthony; Suzy Axelson, David Hutchinson. Ruth Urell, Lib beth
,okinson, Assistant Director.} r M
Special Guest: Michelle Williams, Finance Committee member.
200b DEC 19 P 12; 5 8
The meeting was officially called to order by Ms. Storti. Minutes of the previous meeting were unanimously approved.
Financial Report
Ms. Urell pointed out that there was a large number of bills this month, but nothing out of the ordinary.
Statistical Report
Circulation was slightly down in October. It was suggested that circulation was adversely affected by the extensive
roadwork done in the area surrounding the Library, which required patrons to use detours and created parking problems.
Friends Report: Ms. Axelson
• The visit by authors Mameve Medwed and Elinor Lipman was a great success.
• The Friends annual newsletter has been mailed to all families in Reading.
• This year's membership drive is underway.
• The Friends will again sponsor the Holiday Store at the Library. It is expected to be set up after Thanksgiving, and
will be available throughout December.
• A sub-committee has been formed to plan a series of travel programs. The first program will be in January.
Foundation Report: Mr. Anthony
• Nelson Burbank attended the most recent meeting and reviewed the Foundation's investment portfolio.
• The Library is being featured on the local cable TV program "Reading at Large." The program was produced by
Foundation Board member Dick Curtis, and features segments on the Friends of the Library and the Foundation,
as well as several interviews with staff.
• Thank you letters have gone out to ninety people in the community who have been identified as significant
donors.
• The annual mailing. will go out after Thanksgiving.
• New York Life has agreed to do a presentation on charitable gift annuities. A sub-group is looking into this topic.
• On January 26, Peter Pearson, President of Friends of the St. Paul Public Library, will be the guest speaker for
NMRLS' annual Joint Friends Meeting. His topic will be Friends and Foundation relations. The meeting is open
to all Friends, Foundation members, staff members, and trustees. The program is from 10:00 a.m. to 2:00 p.m.
and will be held at the Hamilton Wenham Public Library.
Director's Report
FY 2008 Budget
• The NOBLE assessment for FY08 will increase by approximately $1000.
Ms. Urell hopes to offset this by decreasing the number of ports purchased by the Library.
The elimination of a single port would save about $1000.
• Professional development line will increase by $2458.
Actual cost for professional development is $8000 per year.
Shortfall has been coming from state aid and donations.
• A separate line item will provide approximately $5136 for furniture replacement
Funds will be used to replace chairs in the Children's Room, the Computer Lab, and two office chairs.
• Personnel budget shows increase of $109,068
Additional 12 hours of staffing for the Circulation Department (Cut from last year's appropriation to fund
Wednesday evening) $9734.
$59,200 needed to open Thursday mornings from 9:00- 1:00 p.m.
$3685 for one position upgrade.
Budget guidelines followed: 2% step; 2% COLA; except for those already at Step 10.
• Materials budget increased by $36,639
This is the amount needed in order for the Town to fully fund the 15% required by the
Massachusetts Board of Library Commissioners for library certification.
Past years, there has been a need to use state aid and donations to make up the shortfall.
The draft budget will be submitted this week.
Capital Initiatives
• $12,000 technology upgrade includes
Replacement of old desktop PC's
Laptops for public use within the library
• $6000 for equipment required to provide " roving reference" service (headsets and handheld devices)
• $11,000 to replace worn out Meeting Room chairs
Teen Focus
Ms. Urell distributed a handout outlining the rationale for a new teen internship program. There was discussion as to
whether it is realistic to add this initiative to this year's budget. Consensus was that although there is definitely a need for
the program, this year is not the time to include it in the Library budget. There was great support for the idea of submitting
the proposal to be considered for funding through "Community Priorities."
Safety Issues
Trustees were informed about recent problems involving a small fire in the basement area. Nothing was damaged and
the fire was quickly put out. Two minors were questioned by police, and one has been charged with starting the fire in a
wastebasket.
The person charged has been suspended from the Library for a period of one year. The other person has been
suspended for a period of two months. (Both are allowed in the Library for the purposes of doing school work, if they are
accompanied at all times by a parent)
Lt. Jackson from the Reading Fire Department surveyed the Library's fire safety equipment and found the following
• Lack of visual warning systems
• Ineffective sound alarms (not able to be heard in all library locations)
Lt. Jackson will discuss the need for upgrading the Library's fire safety equipment with the Facilities Department.
• In addition, the Library needs to update its map and evacuation plan and schedule regular fire drills.
-Presentation by Michele Williams
>nancial Committee member Michele Williams provided an explanation to the Trustees of how the Town's capital
expenditures process works. There are basically three steps
1. Get it on the list. Send requests to Bob LeLacheur
2. Get it funded. Decided by Selectmen, Financial Committee and Town meeting.
3. Get it done. Facilities Department prioritizes what needs to be done and takes responsibility for implementation
Items can be encumbered for next year, if necessary
Expenditures over $25,000 must be bid out.
Adjourn
Mr. Hutchinson made the motion to adjourn which was seconded by Ms. Axelson and passed unanimously. The meeting
was adjourned. The next Board of Trustees meeting will take place on Monday evening, January 8 at 7:00 p.m.
Respectfully submitted, )
Elizabeth S. Dickinson
Assistant Director