HomeMy WebLinkAbout2005-10-17 Board of Library Trustees Minutesv
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Board of Library Trustees Meeting Minutes Et
October 17, 2005 I, , M A 5
Attending
Vicki Yablonsky, chair; Suzy Axelson, Karen Brown; David Hutchinson;
Ruth Urell, Library Director; Elizabeth Dickinson, Assistant Director.
The meeting was called to order by Ms.Yablonsky at 7:05 p.m.
Minutes of the meeting of September 19, 2005 were approved as amended.
Report on Air Conditioning
Guests: Don Johnson, Director of Facilities, Reading Public Schools; Mary DeLai, Director Human
Resources & Finance, Reading Public Schools.
Mr. Johnson provided a brief history of the problems with the air conditioning equipment. The AC system
has failed to work consistently and properly for the past two years. As a result of the most recent
problems, the majority of the main components have been replaced, including the chiller tower. Mr.
Johnson stated that the problems plaguing the system are now resolved.
The Library's system is complex, and requires specialized maintenance. Mr. Johnson stated that the
previous problems were likely caused by improper and/or insufficient maintenance. Going forward, the
manufacturer's factory authorized service company will provide inspection and service which will include
start up and lay up services for each season, and monthly inspections during the cooling season. In
addition, custodian John Davis will check the water temperatures daily as a precautionary measure.
Lastly, the Town's in-house HVAC technician will provide weekly or bi-weekly inspections to check for
any issues which might indicate developing problems. The Facilities Department has also purchased an
automatic chemical treatment system and system piping which will be installed in the boiler room prior to
next spring's start up.
Ms. Delai stated that she is looking into the possibility of purchasing dehumidification equipment which
would be available in the event of future problems. Universal Environmental Consultants will test for
mold in the Children's Room and in the basement.
Financial Report
Ms.Urell reported that the Library will ask Town Meeting to reallocate $10,000 in capital funds currently
designated for technology for the purpose of purchasing new carpeting. Ms. Urell will contact vendors
and get several quotes. Quotes will be broken out by area (basement only, Children's Room, etc).
NEXTEL Proposal
Town Manager Peter Hechenbleikner joined the meeting at 8:00 p.m. and provided a response to
questions from the Trustees about Nextel's proposal to site a cell tower at the Library. He explained that
by law the Town cannot prohibit cell towers, but does have the power to regulate.
The trend in Reading has been to avoid sites on private property. The Town currently has two cell towers
at the Water Tower. Nextel is looking for additional locations in order to improve coverage and increase
capacity. The going rate for leasing space is approximately $25,000 per year.
Mr. Hechenbleikner reassured the Trustees that the radio frequency emissions tests are conducted
regularly, and that no negative health aspects have been found. He also stated that the panels would be
camouflaged and would not create an aesthetic issue. The proposal requires the Library to give up space
in the basement where Nextel would install a generator. Ms. Urell stated that the loss of space involves
two ranges of book shelving. Approximately 4000 books would need to be relocated. In addition, the
Library would lose its in-house book drop; this would be replaced by multiple outdoor bookdrops. It was
noted that outdoor bookdrops have led to problems with damaged materials in the past, and at other
libraries.
A discussion then ensued as to advantages and disadvantages of the Nextel proposal. After extensive
discussion, Mr. Hutchinson moved to decline the opportunity based on the Trustees concerns about losing
valuable space currently used for books and for the bookdrop. Mrs. Brown seconded the motion. The
vote was unanimous.
Statistical Report
Mr. Hutchinson asked if there could be a "period to period" comparison for each line item in order to
provide more context for the statistics. A suggestion was also made by Ms. Brown to create separate
reports showing the circulation of children's and adult materials in each category.
Friends of the Library Report
Ms. Axelson reported on her attendance at the most recent meeting of the Friends of the Library. She
described the group as " very active and vibrant." Their current fundraising projects include the Holiday
Book Store and an upcoming YMCA raffle. They have also sent out their annual newsletter which
includes an opportunity to join the Friends and/or send a donation. This year the Friends have funded the
6th Grade Cookie Tours, Children's Room sing-a-long and storytellers, and the purchase of needed
software and technology upgrades.
Director's Report
Due to the lateness of the hour, Ms.Urell did not review each of the items in her written report. She
provided a brief report on the most recent meeting of the Foundation. The major project for the
Foundation this fall is the Helen Nigro Speaker Series, featuring Pulitizer Prize winning author, Tracy
Kidder. This event will take place on Friday evening, November 18 at 7:30 p.m. She also noted that the
Foundation will present the Library with a check for $10,000.
Budget FY07
After a lengthy discussion, the sense of the Board was to request that Ms. Urell prepare a budget which
includes the reinstatement of Library hours, lost due to previous budget cuts. It was agreed to request the
reinstatement of four hours each year over the next three years. Additionally, the Trustees requested that
the budget contains adequate funding to fully support the 15 % requirement for the materials budget. Ms.
Urell will ask for an extension on the deadline for 10- year capital plan.
Trustee Items
Ms. Urell informed the Trustees that state aid forms are ready to be signed.
The meeting was adjourned at 9:45 p.m. The next meeting will be held on November 15, 2005 at 7:00
p.m.
Respectfully submitted,
Elizabeth S. Dickinson
Assistant Director