HomeMy WebLinkAbout2002-12-10 Board of Library Trustees Minutesqr a4a /A
Board of Library Trustees
Minutes of Meeting -December 10, 2002 _ C E ! V E D
`,`V" CLERK
Present: Stephen Conner; Eugene Nigro; Richard Ogden, chair; Maria Silvaggi,IVicIeN*&(M45.
Mr. Ogden called the meeting to order at 7 p.m. 1 3 JAN 21 P 3~ 50
Minutes:
The minutes of the November 4th meeting were accepted.
Mr. Ogden congratulated the library staff on the outstanding presentation which they made to the
Board of Selectmen on November 26 h.
Mr. Russ Graham, chair of the Reading Public Library Foundation, presented a check for $5000 to
the Library. Ms. Lynn and the Board members expressed their great appreciation; several pictures
were taken for the local newspapers. Mr. Graham also reported that it is expected that the initial
$5000 check will be followed by a second check in the same amount. Mr. Graham also brought the
Board up to date on other funds that have been received by the Foundation, including a substantial
bequest from the estate of Helen Nigro. Eugene Nigro was invited to attend the upcoming
Foundation meetings where this bequest will be discussed.
Financial report:
Ms. Lynn reported that the Library was doing well in regard to the status of the personnel budget.
Five position vacancies at different times during the year have resulted in a surplus which will allow
Ms. Lynn to ask for permission to transfer some funds from the personnel budget to materials. Mr.
Ogden expressed his concern regarding the number of hours that administrative staff are spending
covering the circulation desk. A motion was made to give Ms. Lynn support for hiring temporary
circulation staff. It is likely that the temporary staff would be needed until a new head of
circulation is in place, and thoroughly trained. Ms. Lynn estimated that this process would take
about three months.
Statistical report:
Ms. Lynn reported on the staff trip to the Salem Public Library which was very successful. Salem
provided a full tour, as well as handouts that were very helpful in understanding why they have such
high circulation statistics. In reviewing their reports, one of the main reasons for their recent jump
in circulation is the large investment they have made in AV materials within the last year. Ms.
Lynn also noted their efforts to cater to popular interests. For example, mysteries and romance
novels are given very prominent display space.
Ms Silvaggi observed that we should not be surprised that Salem has higher circulation since their
population is much greater. Ms. Lynn pointed out that while Salem has the highest overall
circulation, Reading actually has the highest circulation per capita and per hour.
Some concrete outcomes of the field trip to Salem:
• facilitated decision to increase the number of renewals allowed from two to four
• encouraged experimentation with carts of unshelved books available to the public for browsing
• provided evidence of the need to expand the audio visual collection, including dvd's
Director's Report
Ms. Lynn reported on an employee relations problem having to do with poor performance and
unexcused absences. The Board reviewed the written reprimand and approved Ms Lynn's plan to
meet with the employee to discuss the problem.
• Ms Lynn reported that Jamie Penney has begun her tenure as head of technical services, and is
doing a great job! New employee Candy Ralto is also doing very well.
• Approximately 18 resumes have been received for the head of circulation position. Five
interviews have been scheduled.
• Teen Movie day was a great success. The event generated about $800 for the Teen Spot.
• Ms. Lynn met with Sharon Burke, the new high school librarian. RPL will be loaning the high
school media center a small collection of fiction paperbacks. Ms. Lynn and Ms. Dickinson.also
visited the Coolidge Middle School and plan to visit all of the media specialists.
• Ms. Lynn informed the Board that she will submit a letter of intent to the Massachusetts Board
of Library Commissioners seeking approximately $30,000 in LSTA funds to install a drive up
window. The letter of intent does not commit the library to writing a proposal. The Board
provided encouragement for exploring the idea.
FY 04 Action Plan
There was an extended discussion of the changes and additions to the action plan for the upcoming
year. Following the discussion, there was a motion to accept the plan which passed unanimously.
See attached sheet for final version.
Mrs. Silvaggi suggested that the library provide "lending bags". This idea was supported
enthusiastically by Ms. Lynn and other board members.
Budget Discussion
Ms. Lynn reported on the Financial Forum. The preliminary summary indicates a deficit of over one
and a half million dollars for the town budget and three and a half million including the schools
(summary attached).
There was a discussion regarding strategies for dealing with the budget problems. The likelihood of
a successful override was debated. Mr. Nigro suggested that the library administration prepare a list
of line items, indicating those most likely to be cut. There was also a discussion of the possibility
of seeking a waiver of the state certification requirements if budget constraints make this necessary.
Trustee Items
Mr. Ogden read a letter from former Assistant Director, Diane Young who is now serving with the
Montana Council of Churches.
Next meeting was scheduled for 7:00 p.m. on January 13, 2003.
The meeting was adjourned at 10:00 p.m.
Elizabeth S. Dickinson
Assistant Director
Reading Public Library
64 Middlesex Avenue, Reading, MA 01867
FY04 Action Plan
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Goal I
Provide current topics and titles to fulfill community residents' appetite for information
about popular cultural and social trends and their desire for satisfying recreational
experiences.
Objective 1: Ensure availability of materials in all formats and monitor the
development of new formats, their impact on library operations and usefulness to
the customer; balance the need for both traditional and emerging formats.
Activity 1: Review town demographics and create a plan of service to
emergent populations.
Activity 2: Assess Children's media collection and expand space if
necessary to accommodate growing collection.
Activity 3: Evaluate value and feasibility of buying and circulating video
games.
Activity 4: Explore emerging formats.
Objective 2: Inform community about resources through innovative and creative
merchandising and marketing.
Activity 1: Provide "Baby Bags", introduction of library services for parents
of newborns, through the Library's SmartStart program (paid for with LSTA
funding).
Activity 2: Develop a policy regarding corporate sponsorship.
Activity 3: Provide "Lending Bags" for customers to tote their library
materials in.
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Goal 11
Provide a commons environment that addresses the need of people to meet and
interact with others in their community and to participate in public discourse about
community issues.
Objective 1: Provide facilities that are welcoming, up-to-date, comfortable, well
maintained and with service hours. that meet the needs of the community.
Activity I: Assess furniture needs in Children's Room. Secure funds and
procure needed furniture.
Activity 2: Work with DPW and Building Maintenance to ensure adequate
maintenance of the building.
Objective 2: Continuously assess facility to ensure maximum effective use of all
space, especially as needs of the community change.
Activity 1: Investigate options for improving and increasing quiet study
space.
Activity 2: Evaluate the feasibility of moving the Teen Spot to the lower
level.
Activity 3: Evaluate the feasibility of creating a "drive-up" window.
Reading Public Library FY04 Action Plan
Activity 1: Plan a public relations campaign.
Objective 3: Continuously examine the collection in order to ensure that it meets
the changing needs of the community.
Activity 1: Work with network and regional staff to keep up with new
technologies and methods to analyze the collection.
Activity 2: Hold quarterly meetings on collection development and
management.
Activity 3: Continue to emphasize the importance of participating in the
"Weeding Warriors" collection management group.
Objective 4: Continuously examine library job descriptions to ensure all activities
are useful to the community; don't keep doing things just because we've always
done them.
Activity 1: Examine staffing patterns with respect to usage and budgetary
changes.
Goal V
Provide information literacy service to help address the need for skills related to finding,
evaluating, and using information effectively.
Objective 1: Help people to help themselves.
Activity 1: Explore the feasibility and value of offering classes other than
Internet, database and catalog.
Activity 2: Add signage, especially in non-fiction areas. Evaluate, and
implement if appropriate, "bookstore approach" signage that indicates
category, such as "gardening," "baseball," etc.
Activity 3: Respond to request for more hands-on Internet classes.
Activity 4: Evaluate usefulness of creating and/or linking web tutorials to
the Library's web site.
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Goal VI
Provide lifelong learning services to help address the desire for self-directed personal
growth and development opportunities.
Objective 1: Enhance the quality of life in the community through a wide range
of services and educational and cultural programs, at different times and for
different target audiences. Partner with other community groups when
appropriate to achieve this goal.
Activity 1: Meet with the Friends of the Library to brainstorm programming
ideas.
Objective 2: Use resource sharing with other libraries to provide adequate and
appropriate materials for lifelong learning needs.
Activity 1: Investigate program collaboration with other libraries.
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PRELIMINARY SUMMARY
OF FY 2004 BUDGET
. FY 2004 revenues, compared to FY 2003 - $282,000
. General Government - $548,000
. Debt Service 109000
. Employee Benefits -$711.000
SUBTOTAL -$11531,000
♦ Schools
. Facilities
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