HomeMy WebLinkAbout2001-08-13 Board of Library Trustees Minutesi_!,J
C' L R K
n MASS.
Board of Library Trustees 3.-~
Minutes of Meeting - August 13, '
Present: Stephen Conner, chair; Donna InDelicato, Roberta McRae; Eugene Nigro; Richard
Ogden; Maria Silvaggi. Also present: Jim Francis, Finance Committee liaison.
Mr. Conner called the meeting to order at 7:05 p.m.
Minutes: The minutes of June 18 were accepted. The minutes of July 1 1 were accepted as
amended, to indicate that emphasis on a full-service library was in response to a suggestion
from a resident. The resident asked that, instead of closing hours, the Library offer circulation
only.
Financial report: The administration was commended for bringing the Library in at budget
despite the personnel budget problem faced in May. It was suggested that $4,000 of trust
funds be used for computers if the Library's FY02 capital budget is cut further. Mr. Francis
recommended that the trustees attend the next Financial Forum.
Statistical report: Circulation for FY01 was up almost 17,000 (5.4%) over FY00. Across the
state, circulation is generally down. These are large numbers to handle with the same staff and
less hours. The trustees expressed concern about staff burnout.
The Children's Room is feeling the impact most from the cuts: reduced hours and fewer
programs (3, down fi-om 15) have resulted in fewer summer reading participants (1113, down
from 1344).
Web renewals may drive up circulation statistics since people will be more likely to renew
now.
With the addition of patron-placed holds, reserves have doubled. It is a labor-intensive
process to ship and receive books throughout the network and notify the patrons by phone.
This is an opportunity to serve people better, but the staff needs to figure out how to offer the
service without it impacting negatively on other services. The Library is pushed to be more
creative in order to keep the service level very high despite budget constraints.
There are over 400 people on the list for the Library's e-r-iail newsletter.
Director's report: The last month has shown a need for more staff on desks as busy times are
compacted, customers who leave without being served rather than wait, and great use of the
Teen Spot.
The grant received by the Children's Room supports one hour per week of staff time for two
years, for the early literacy project. Corinne Fisher will celebrate twenty years at the Library
on September 28.
Emergency exit alarms have stopped working and need to be repaired. The Facilities
Department will pay $3700 for keypad locks on internal doors.
The idea of having a police substation at the Library has been dropped. However, officers will
be-dropping in fi-ecluently, particularly after school an-d at 1-1 p.m. -when ROC staff leave. The
Board will send a letter to the Police Chief thanking him for his support.
Problems resulted from heavy rain this past weekend: water seeped in through the tower walls
near Technical Services, up to ''/a" on the floor, and in the stacks on the Deering Street side.
Those walls need to be resealed. There is a significant leak in the roof over a corner of the
Children's Room. Mold and the threat of mold must be dealt with seriously, since it can cause
severe health problems. Jane Fiore of the Health Division came in on July 31 to assess the
situation in Technical Services; the state Health Department is due to come in before the end
of September. The Town owns only one dehumidifier, which was taken out of Technical
Services for use elsewhere. Perhaps the Library should buy one or two dehumidifiers out of
its own budget. It was reiterated that the Town, and not the Board, is responsible for the
building.
If the Library is on the National Register, it may be eligible for some maintenance money
through the Massachusetts Historical Commission, although the program is currently
unfunded.
Board members expressed a desire to recognize certain employees for outstanding service.
Mr. Conner and Ms. Lynn will talk about it further.
The Library is taking advantage of slow times during ROC hours to get Reading Library work
done. Staff needs to keep a record of Library work done on ROC time, in the event that we
lose the contract and have to support that work within the Library's regular budget. The Board
feels that the ROC contract may be in jeopardy due to cuts in budget and hours.
The Director distributed information from the BLC proposing baseline requirements for
regional reference centers. An RFP is not mandatory; a contract between two government
agencies is not subject to procurement law. Ms. Lynn will send the trustees the full packet of
information on eligibility. The Board should attend a public hearing on the BLC's proposal.
Mr. Ogden and the Director will work on a letter to the BLC. -
Ms. Lynn was asked to test the waters with other directors and boards about a joint response.
With the lack of integrity that this process has shown, it behooves Reading to object, alone or
not. Mr. Conner will meet with Ms. Lynn to plan a strategy.
The Board requested complete information showing how Reading measures up against the
eligible libraries. For instance, Reading does not meet the Sunday hours and materials
expenditures criteria. However, the Library's success with ROC has put it in a good position
to get the $100,000 contract. Mrs. Silvaggi urged the Board and Mr. Francis to continue the
push to fund the Library fully so that it is eligible.
Patron Mary Williams is having a fundraiser at her Gloucester movie theater on November
16. All proceeds of tickets sold at the Library will be donated to the Library.
October 19 is the tentative date for an event to celebrate charter Foundation donors.
A plaque naming benefactors and sponsors has been re-hung in the entryway. Ms. Lynn
suggested changing the amount necessary to get named, or closing the plaque in order to
direct money to the Foundation. She will check building committee notes before the next
meeting, to confirm the original intent:
The Board appreciates hearing of events in the lives of staff members (births, deaths, etc.) and
of departing staff. Trustees will respond individually.
Ms. Lynn will arrange a tour of the building for Jim Francis and Camille Anthony, Selectman
Liaison.
She would like direction on the FY03 budget.
The meeting was adjourned at 9:30 p.m.
vtg--~ a7
Diane J. Young
Assistant Director