Loading...
HomeMy WebLinkAbout1996-10-21 Board of Library Trustees MinutesBoard of Library Trustees Minutes of Meeting October 21, 1996 Td:-e~~ Present: Ms. Cherrie Dubois, chair; Mr. Stephen Conner; Mr. William Diamond; Dr. Christine Redford; Mrs. Maria Silvaggi. Absent: Mr. Robert Fields, due to illness. Also present: Mary Bastiani, Maria Blewitt, Bruce McDonald. Mrs. Silvaggi called the meeting to order at 7:05. Minutes: Mr. Diamond moved that the minutes of September 16 be approved. The motion passed. Mr. Conner moved that the minutes of September 26 be approved. Mr. Diamond expressed mixed feelings about transferring budget from School to Library for the Coolidge Middle School project.. There was general support among the Board members for a separate line item in the Town's budget to fund the collaboration. The motion to approve the minutes passed. Financial report: The Director is requesting budget transfers from FinComm this week, to be acted upon by Town Meeting next month: 1) $850 for the NOBLE line item. Maintenance is based on the number of ports, which has increased since the budget was prepared last year, including new ports at Coolidge Middle School. 2) about $5000 for supplies. The budgeted amount is $4700; the Library has spent $8000 so far this year. Library cards are bought in bulk every five years and this year $1700 was spent. The need for processing supplies have increased because of a higher materials budget. Electronic sources require more ink and paper. Some of this is offset by the public paying for copies; this money is returned to the general fund. No controversy is anticipated on these requests. The Library's HVAC system is twelve and a half years old. Ten to twelve heating units were not working over the summer. Replacement units cost $1500 each. A consultant evaluated the air quality of all Town buildings. Not enough fresh air is coming into the Library, especially in the meeting room. The chiller is basically dead. The Town Manager's proposal is to work on the Library building this year using funds from DPW, and requesting an additional $85,000 in a transfer. This will provide the top floor with new ducting and a separate HVAC system. Board members expressed a desire to see the whole building corrected, not just the top floor. Mr. Diamond suggested that after the top floor is cooled properly, it will be easier to address the other two floors. Ms. Hanley expressed her confidence in the consultant's recommendations and in DPW. The Finance Department is requesting $65,000 to implement the Town Hall Local Area Network and the Library Local Area Network. This amount includes $14,000 for Library computers. The computers were originally in next year's capital request, but since the NOBLE upgrade project is coming sooner than expected, the Library would like to take advantage of its benefits as soon as possible. Report from the Chairman: A letter was received from two residents about a video owned by theLibrary called "Spanking the Monkey;" which they consider to be obscene. Ms. Hanley - - reported that the video has circulated thirty times, is marginal in terms of popular demand, but did win an award at the Sundance Film Festival. An anonymous complaint was also received about the video "Maurice," based on the book by E.M. Forster, which concerns homosexuality. Ms. Hanley will follow the process for complaints as outlined by the Library's policy, and ask the letter-writers to complete a complaint form. The Board had a discussion about personal taste and censorship, and reiterated their strong support for intellectual freedom and their confidence in the professional judgment of the staff. Director's report: The date for the November meeting was changed to Wednesday, November 20. The Lion's Club will hold a Las Vegas night fund-raiser to benefit the Library. The proceeds will purchase a piece of equipment for the visually impaired that costs thousands of dollars. Ms. Hanley will get dates from the Town Manager for a meeting with the neighbors. The heavy rain revealed some leaks in the flashing of the chimneys. The Children's Room desk will be dedicated on Sunday, November 24. Liaison reports: Liaison assignments will be: Friends of the Library, Finance Committee, building, trust funds, staff. Dr. Redford asked that the roles of the liaisons be better defined. The Director will put something together for review. Mr. Conner suggested that input be solicited from the Friends and the staff as to what the expectations might be. Report from the Friends: The newsletter will be mailed out soon. The Teddy Roosevelt program last month was not as well-attended as the Friends hoped, but Robin Lane played to a packed house. A trip to hear "The Messiah" is scheduled for early December. Unfinished business: 1) A letter of thanks has been sent to the Cripps. The endowment committee had a discussion about sharing the Friends' 501(c)3 status. Mrs. Bastiani said that the Friends do not see themselves as managing large sums of money on a long-term basis; their emphasis is cultural. Ray Couture will start the process of establishing a 501(c)3 organization. The filing costs are about $600. The committee agreed on the need for a fact sheet and the need to set levels of funding. Tom Mottl has offered to work on the committee. 2) Mr. Diamond announced the terms of Eleanor Bishop's will. The will states: "All of my books, periodicals and manuscripts, including broadsides, posters, handbills, notes and pictures, I give and bequeath to the Reading Public Library for its history and Americana collection." and "To the Reading Public Library I give and bequeath the sum of $5,000 for the establishment of a fund to be known as the C. Nelson Bishop and Eleanor C. Bishop Memorial Fund, the income of which is to be used for the purchase, repair, cataloging, replacement and any other expenditure necessary or appropriate for the said Library's collection of history and Americana." 3) Mrs. Silvaggi made a motion that establishment of bylaws be a goal of the Board. The Board reviewed the sample bylaws. Agreed-upon changes will be made. Ms. Hanley will obtain copies of sample contracts of employment for library directors. Ms. Dubois said that goal-setting includes the possibility of collective and individual goals. Dr. Redford recommended that a time period be established for checking progress on the goals. They should be stated in such away as to make them attainable, and should be spelled out very clearly. Mr. McDonald suggested that the goals be used as a communication vehicle to the community. about the Library, 2) attend conferences. The Secretary will develop language about the goals. Mr. Conner suggested categories of education, communication, advocacy, and organization/administration. The last could include establishing a procedure for evaluation of the Board and drawing up a contract for the Director. Mr. Conner suggested that the Board give a report to the Town in an article of Town Meeting. The Board went through the self-evaluation list to determine what's appropriate. Staff will develop a mechanism to share professional journals, especially articles on issues before the Board, such as censorship. The Secretary will meld the goals and the objectives with a self-evaluation form. There is a need for a calendar listing meetings, workshops, library events. 3) Concerning the Coolidge Middle School library project, the Director is not prepared to move forward until there is a written agreement. The school has invested $12,000 in the last fiscal year for equipment and connections, some wiring has been done, the librarian has been paid to work over the summer. The Board needs to formalize its position. Ms. Hanley will prepare a draft of the understanding of the pilot. New business: Mr. Conner was elected vice-chair. The meeting adjourned at 9:25 p.m. Respectfully submitted, Diane I Young f~f Assistant Director 1