HomeMy WebLinkAbout2018-01-08 Board of Library Trustees Minutesx Town of Reading .
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Meeting Minutes
�lecc 9fl * � C E �d E D
Board - Committee - Commission.- Council: REA D I N t :. I s�
Board of Library Trustees 2D.lH FEB 13 . P. 4: 1.3
Date: 2018-01-08 Time: - 7:00 PM
Building: Reading Public Library Location: History Room
Address: 64 Middlesex Avenue Session: Open -Session'
Purpose: General Meeting Version: Ficial
Attendees: Members - Present:
John-Brzezenski, Chair; Cherrie Dubois, Vice Chair,. Alice Collins, Secretary,
Nina Pennacchio .
Members - Not Present:
Andrew Grimes
Others Present:.
Amy Lannon, LibraryDirector; Ashley Waring; Assistant`Libeary Director, .,
Monette Verrier
Minutes Respectfully;Submitted. Byq. Alice .Collins, Secretary
Topics of. Discussion:
Meeting Called to Order. 7:02 p.m,
I. Approval of Minutes from December 11, 2017
Ms. Collins noted a grammatical -error under Director's. Report, Programming. and
Services.
Motion: To :approve Minutes, as amended (Dubois/Pennacchio)
Vote: Approved 4-0-0
II. Vacancy Update:
Two letters of intent have been filed with the Town Clerk to -fill the vacancy left by.
Sherri VandenAkker.
The Board discussed by-laws and how to proceed with interviews and decision. The
preference is to have the iriterviews'at an upcoming, Board of Selectmen meeting in
order to have the decision made in time for the appointee to attend the February 12
Trustee meeting.. Ms. Dubois will gather and organize interview questions; The .
appointment is to .fill `the vacancy until the April election.. Candidates who- wish to run
for a ;term on the Board of Trustees need t papers. by February 13. The Board
will have three positions open this year: on 2 -year and' two 3 -year positions.
III. Financial Update:
FY2018: Current budget on track. Managing medical leave coverage very well and
therefore salary line is under budget.
FY2019: Ms. Lannon and. Ms. Waring met with Town Manager to discuss his. FY19 „
balanced budget to be presented. to the -Board of Selectmen tomorrow. Sunday
funding was eliminated and the programming line reduced to $1000, but the
Page 1 1,..
materials budget was kept level. The Town Manager has been preparing an override
priority list to be' shared with the Board of Selectmen: Library, items on the ,list -are:.
Increase materials budget to bring us up to 14%, reinstate Sunday hours, and hire.
additional staff. .
Ms. Lannon discussed the. bill roll and the importance of Trustees coming to review
;-and-slgnJt 0.that it may be released to the town accounting -department. Ms. -Collins
`suggested having a MUNIS summary sheet attached at all times.
IV. Director's Report:
Facilities Update: The recent snow event was handled well. DPW is responsible for
the parking lot, Middlesex and Deering sidewalks. The Facilities -Department is
responsible for all sidewalks on property- including doorways and stairs. Ms: Dubois
asked about the possibility of the library having a snow blower on site.'
We've purchased a new table. and 2 new chairs for the Teen. Room, to.-accommodate
two new public computer stations. New planters were installed in the lobby.
Personnel: Town seasonal employees (which include librarypages) received their.
step and COLA on January 1. A new timesheet system will be implemented in next
payroll to make; process more streamlined for town .accounting department and
library administration.
Issued parts 2 (culture and communication) and 3 (leadership,,management,
support) of employee engagement survey today.. Feedback Is due 1/22, after which
the leadership team will meet to discuss results and.create action items. Results will
be used tohelp prepare for April or May staff development day.
Community and Outreach:. In preparation for Reading's 375 celebration, Ms'.
Lannon'is working with Martin Sorger to create a library book, which will tell. the
story of the building and institution history. Ms: Lannon has been participating on a ;
Town wayfinding and branding committee with other community stakeholders and
representatives. Library staff is helping to plan another World Cafe with
RED/HRAC/schools.
V. Communications and Technology Update .
Ms. Waring presented some.examples of recent marketing collateral which feature
our "Reading is..." messaging, brand logo, color'and 'fonts. , She created a
Communications Working Group which Includes staff from each division and -meets
monthly to discuss marketing, share ideas, and divide tasks. The group. is currently
focusing efforts. on social media, growing our Instagr-am and Facebook followers.
especially. Ms. Waring will work with Martin Sorger on a website redesign, with goals
to incorporate more of our branding,- messaging, and program icon system.
Ms. Waring shared some recent technology projects including testing Gimlet software
for tracking reference statistics, rolling - out new iMacs with design software, and
working with town IT to Install Apple TVs in meeting rooms. -She -will investigate
more technology solutions, both hardware and software, when she attends ALA
Midwinter conference in. February.
VI. Libra6l Director Contract
State law requires the Director to have a signed contract on file. The Board reviewed
the contract and job description. Ms. Collins noted �a grammatical error in paragraph
13. Ms. Collins also suggested :the job description be. updated. to include language
about continuing education. Ms. Lannon recommended the Board -to .contact Town
Human Relations Director Judy Perkins at any point to -update a job description.
Motion: To approve the contract as amended (Collins/Dubois) -
Vote: Approved 4-0-0
VII. Policies
The Board discussed the. Distribution, Posting and Collection of Materials. policy.
Grammatical fixes were noted.
Page 12
Motion: To approve the Distribution, Posting, and Collection of Materials policy as
amended (Pennacchio/Collins)
Vote: Approved 4-0-0
VIII. Other business
Ms. Dubois has written a response to a letter received from a resident regarding the
Library having an American flag on premises.
Adjournment 8:58 pm . .
Motion to Adjourn (Dubois/Brzezenski)
Vote: Approved 4-0-0
Res ectfully sub fitted,
Alice Collins, Secretary
Public Library ,
FY19 Budget"
In response to budgetguidance given to the town operating budgets-and,voter approval of
an additional $102,000 from Proposition 2 YS override, on April 3, 2418, the Board of
Library Trustees is recommends an overall FY19 increase.of 9.4% for the Public Library.
Details are shown below:
I $ FY15 ACiVAL FY16 ACiVAL l;_ FY27 ACtUAL io 12/ CRIA� FY35 BUDGET FY _
_....
.. .... ' 1. 7 1I,..._:.: 19 OVERRR]E I CHANGE � .
— I ,
IUBADMIMSTRARON WAGES •• �_- Z28 250 I S , , 291,668 I S_: 209,368. $ aj,899 . $ , •• 224,756 .�S •. 230,750„ ..2.7%;
UB GIRCUTATI ON 0iV WAGES 1 _S' 203 802 $ 218,573 a s 236 229 I ,5 97,SA3 •� • 240 002 I $
28D,425 .16 995
U B CHILDRENS•DIV WAGES • " " _ • t $ _ -- ,• 240,758 S 242,086 $ •, • 270,8911$ 106,931 " $ _ 279170, S 301200 7995:
_ !- •- .
U8 REFERENCE DIV WAGES 1 S 275 956 $ , , 282t9R7 I ..$ •310 662 i $ 128,784•, $ 319,070 $ 364,000 I 14.195;
:U87ECHSERVICES WAGES i $ . 135.862 1$ 141 Q61 E $ 145,9291$ S9Az 1 S 149,685"1 S 152,175 I LTW
1LI8RARY WAGES . f S • 1,084,228, I $ it196,375 $ • 1L173,078, I $, " .4801679 ; S- 1212,663 , $it926,550 !
.. .
UB ADMIM5TRA110N D(PENSES I S 309,729 ($ 366A6 "i 310,075 ; S .. 242,9S21$ 336,200 I $ 365,465 ! 8.7y.: _
IS 309.729 is 300 600 is 310 075 $ 142,9321$ -336,200 S 365ASS I &795'
Overview
FY17 saw increases in all areas of Library service. While the Library continues to expand
digital and self -serve offerings, the most significant areas of growth include reference and
research. questions, program offerings, the . number of daily visitors, and. meeting room
rentals: With the influx of an additional .$102,000,...the Board of Library , Trustees
recommends restoring andmodestly expanding Sunday hours which totals an estimated
.75 FTE. In addition, the Library will provide additional staffing support Monday -Friday,
increasing, hours for both substitute and regular staff for an overall total of .75 FTE. The
remaining funds will go: toward expenses, restoring materials .budget to .14%, as well as
establishing anew and much needed programming line. - This distribution maintains the
current split of funding between salaries (78%) and expenses (22%).
1 FY19 OVERRI6E.1 t
DISTRIBUTION ; CHANGE
'•UBADMINISTRATION WAGES - $ : •„ 2,400 2.09'0.
U8 CIRCULATION DIV WAGES • . ; S 27,500 I 27.096'
:US CHILDRENSDIVWAGS 26,500 26.036b
,UB REFERENCE DIVWAG i .$. 23,5001 23.0%,
US TECH SIeRYICES WAGES 1 $ 500 ! 0.595
'LIBRARY WAGES. J$ 8080001 78A45
UBRARYMATERIALS ; $ 21�Z00 : 20.896'
:UBRARYPROGRAMS
I $ - 800 0.8%
;LIBRARYE?(PENSES . $ 22,g00Jt .
Salaries (9.6%)
The overall department salary "increase is 9.6% over FYI& Salaries account for 78% of
the Library budget. '-' The Library relies on substitutes to cover for . both planned ' and
emergency leaves, as well as to provide regular staff with- time for continuing education
and. professional development: All- other salary adjustments in .the Administration
Division bring the salaries in line with FYI Actual spending:
The Circulationand Technical Services Divisions manage over 20,000 patron accounts;
oversee seven program/meeting rooms; as well as procure and process over 12;000
physical books, movies. and audio. -materials.each year. In FY17 they handled circulation
over 428;000 items which translates to approximately 133 items.Per hour, of service.
The Children's and Reference Divisions are responsible for programs and directservices
to all age,groups: Early Literacy (0=5yr),-Schoo1 Age, Teens, Adults and Older Adults: In
FY17; staff performed, .over 59,000 reference f research 'interactions and handled almost
250,000 visitors: Additionally; the -meeting rooms were used 1,399 times of which 399
were by community .groups or residents. These FY17 statistics are for 10 months. of
service as Ahe Library was closed for two, months for its move back the 64 Middlesex. .
Avenue.
Additionally, the Library' provided biweekly service to 25 homebound patrons and . also
supplied reading collections. to Sanborn Place, the Pleasant Street Center, and Sawtelle
Hospice House.
i
FY18 ACTUAL
`.,
{
FY15 ACTUAL ..� .,
FY16 ACTUAL ; FY17 ACTUAL
tD 12/11J37.:_,
. FY18, BUDGET I FYi9 OVERRIDE i ,CHANGE
1.
59,391; $ ,
. „ 61,604? $
103 957 j $
92,788 13
40,059
$ _ : • 99,201 $
102575 1
3A9bt
IUBRARYASSISTANTLNRECTOR
_..�$_.,,,.,.75977_i5.
26,SS7 $
76,37515.;,,.,
25157 S�_.•
_,?8�79.,5�
.74,070 {
72,6251,
0;696'
........
+UBRARYASSOCIATE
1$
445531$.
!S4r587l $ .
$
468550 t
_2;59bi
IUBRARYSUBSUTUJES.
f..5-..,
:..:$
. .681_x5...
50,539 { $
', 121,600 3 $
136,S00 -
123%
;UB.CIRC PAGE
$
12,277 $
._ 6,012{
? 11,876L�5_......
33,715.$,...,
_,._1+593
A.
000I
90.596
• t yBRARYOVERTIME
1$.'
3 641
236 7
t$
.:.. I$
...
1$. ... .i. ...
+.
.. 00%•
........................... ..
LIBRARY LEAVE BUYBACK
..
is
...�...5
- . is
8,533: $
11888 J$
-
i $ i $
-
0 0961
;:VeAwiwrRATTON WAGES—
'{ $.
" • 728,249' 1$
,..;:251,668.! $ „.
209,368 I s
;, 87189?
i5 2248756 {,$_. ,
.230,750 i,,.,..,
: 2.7961
The Circulationand Technical Services Divisions manage over 20,000 patron accounts;
oversee seven program/meeting rooms; as well as procure and process over 12;000
physical books, movies. and audio. -materials.each year. In FY17 they handled circulation
over 428;000 items which translates to approximately 133 items.Per hour, of service.
The Children's and Reference Divisions are responsible for programs and directservices
to all age,groups: Early Literacy (0=5yr),-Schoo1 Age, Teens, Adults and Older Adults: In
FY17; staff performed, .over 59,000 reference f research 'interactions and handled almost
250,000 visitors: Additionally; the -meeting rooms were used 1,399 times of which 399
were by community .groups or residents. These FY17 statistics are for 10 months. of
service as Ahe Library was closed for two, months for its move back the 64 Middlesex. .
Avenue.
Additionally, the Library' provided biweekly service to 25 homebound patrons and . also
supplied reading collections. to Sanborn Place, the Pleasant Street Center, and Sawtelle
Hospice House.
FYISACTUAL .;
1
i FY15 ACTUAL FY18 ACTUAL FY17 ACTUAL. 1
to 12/11/17, , ..
FY18 BUDGET I FY19 OVERRIDE , i
CHANGE
' U B CIRC DIVi510N HEAD
1.
59,391; $ ,
. „ 61,604? $
b3,854 '. S
*aw j ,$
65,366 $
. 67,000 '•.
3.496
UB CIRC SR USRARYA55OCIATE
1$
28,687 ! $
26,SS7 $
29,877 ': $.
'11,85214
32,176 ` $
51,400
-2A%`
..
CH
23,875UBQRCSRRARY
US CIRCASSOCIATE
.: $
' 97,754 i $
111,285.3 $
120,470 S
50,539 { $
', 121,600 3 $
136,S00 -
123%
;UB.CIRC PAGE
$
12,277 $
13,904 i,$
15,177 ; $
. 8,638 ! eS
20,860 ; $
7,550 i
63;896`
.:US CIRCTHURSDAYS
is
591 S
117 ' $
$
i $
- ' $
-US CIRC SUNDAY HOURS
i $
5,102 S
5,1063
6,851 i S
118 i $'
- is
13,500 '
- 0.096•
LIB CIRCULATION DN WAGES
' $
203,802 $ ,
218,573 ! $
2361229 $
97,543.1$
240,002 i $
280,425:
;
16391:
'CII[LORE NS DIVISION HEAD
; $
66,854 ' $
69,402: $
70,983 ' $
+
29,142. $
72,170 $
i
73,175 i
2A%
21l6
'CHILDRENS LIBRARIANS
$
126,786 ; $
129,509: $
152,094. $
61,625 $
168,022 $.
173,500,
CHILDRENS SR LIBRARY ASSOC
$
27,787: $
28,680'S
30,5911$
12,593' S
30,958.1$
321.25, ..
, 3A%„
CHILDRENSASSOQATE
- S ''
1,940 , $
705. S
- $
-' $
- '' $
0.016
CHI LORENSPAGE '
$ •
11,919 $
7,497:$
7,940 $
3,542 1$
8,020: $.
9,000;:
122k
CHILDRENSTHURSDAYS
$
1188 :$
689.. $
- : $
- . •! S
CHI LDRENS SUNDAY HOURS
$
4,384 • $
S,906'$
9,283 t $
99 `. $
- i $
15,500 '
0.0%•
L16 CHILDRENS DN WAGES
$
240,758 '$
242,086 ` $
270,891:$
106,911; $
279,170 :. $
'301,200
REFERENCE DIVISION HEAD .
: $'
65,668 $
68 029 $
70,895 . S
29,142 ($
72,170: $
73,175 `
- ". 1.4%, '
:REFERENCE lJBE111HIAN5
. S
201,457: $
206836 S
. 230,194 $
99.S?1: S
248,9D0. i S
• 275,325
,11;596,
2,50 S
52 $REfERENCETHU0AY5
"
i
0.045
REFERENCE SUNDAY HOURS'
,
$
5,923 :$
8,070 S
4573: $
121E $
- ; $
15,500 •
0.0%
LI3 REFERENCE DRI WAGES
$
275556 ; $'
282,987 '$
410,662.$
128,784 S
319,070 '$
364,000 '
14AX
TECH SVC DIVISION HEAD.
$
-.67,2964.
69,385 .$
70/490: S
29,142: S
72,170 : S
7ECHSVCSR UBRARYASSOC
:5
55,504. $
,
58,475 ! $
61,219 ° $
25,245 .$
62,515 i $
64,529
3.2%
UBRARYTECH SVC ASSOCIATE'
$
11,731 i $12,604;.
$
13,696 !.$
- 5,355 $
.15,000: $,
14,475
-3546
.TECH SVC THURSDAYS . •
'' $
E S ;
132 ..;. $
- : $
... ' ' -. ; S
- . $
0.0%
-TECH SVCSUNDAYHOURS
,
$
.1,130
- :S
,
265.$
.525:5
- $
- .$
0.0%.
LIB TECH SFRVICFSDIV WAGS
$
135,661 ',$
141,061 $
'145,929 $
S9,542':.$
149,685 '$
152,175 '
17W .
Changes in" these
salary lines . distribute hours :'among divisions based on evaluation of
current workloads
and
staffing needs: Circulation, Children's and Reference Divisions all.
received increase
for
expanded
Sunday.
staffing.
Additionally, the
increase
in the
Circulation Division. also converts, a short term -seasonal page position into -a Circulation
Technician. This position addresses a specific skills gap`needed across divisions and will
be funded by an overall reduction of Circulation page hours.
Expenses (87%) ,.
The materials budget increases 9.9% `over FYI ,and is 14.0% of the total Municipal
Appropriation including the additional -override funds, This meets the :MBLC certification
requirements and Trustee recommendation of for materials spending. Professional staff
are responsible for the curating.both physical and digital collections. All collections are
evaluated on awongoing basis and new purchases are selected according to format and
age group.
The electronic portion of the materials,budget_supports a, virtual library that includes 40 -
digital magazines (including Consumer.,Reports, New York Times and Wall Street
Journal), 31000+ downloadable audiobooks; 45,000 eBooks; 7 millions downloadable
music tracks, Ancestry.aom, Tutor.com and Marigo Language Learning.
The FY19 request _ also begins restoration of other budget lines, such asprofessional
development,technology equipment and office supplies all of which received no increase
for FYI or additional. cuts within the last 3 fiscal years:
` FY18 ACWAI'
FY15 ACTUAL i FV16 ACTUAL FY17 ACTUAL 1o12/;1/;7 Fr18 BUDGET ; FY19 OVERRODE CHANGE
U BRARY MATERIALS'
$ .. 209,502 " $• 204,663 ;' $ 209,473 ; $ 106,178E $ '- 215,750; $ 237,200: 9.9%
;SOFTWARE•UCENSE&SUPPORT•, $ 54,361•;$ 58264:$ 55,007;5 19,259:$ 60,000 $ 62,250; 3895
TECHNDLOCYSUPPUES' ; $. 17,955': $ 4 Z87 : $ 12,232•: 4,586• $ 15.500 i S 25,965 '; 3.095`
UBNARYMAINi/CONTRACTREPAIR ' $ 71117 $ 4,012: $ S,625 I $ $ 20,000 $. 20,750 38%.
SUPPLES &EQUIPMENT•$ 8,905. $ 12,243 $ 15,020 j $ 8,354 I $ 10,250; $ . 12,000 ; 12196
'PROFESSIONAL DEVELOPMENT $ 13,014: $ 16,130 $ 12,719: $ 4 75 ' $ 14,700•: $ 15,500 SA94
'118RARYPR66AMS :$ 1.800 i . _ 0.096
:T ANSPOR?A710N COSTS ; $ 1,576 $- 801
LIB ADMINWMATION EXPENSES ! $ 312,729 $ 300,600. $ 820,075 : • 142,952'$ 336,200 ;$ 365,465: 8795
The Library is a center for learning and education, for personal growth and development.
In FY17 we provided 600 free- classes, activities and otherprograms to 17,797 people.
The Town does not currently appropriate any funds to the. Library for programming and
this budget requests $1,800 to establish a -programming budget to support the growing:
educational needs of the community;
Activity
Appointed
Appointed
Elected
Non. Polic Makin
Policy -Making
With respect to ballot questions,
Only outside of work hours;
only outside of work hours unless
Use a public building for
must be a building to which
the ballot question is related to
Must be a building to which
advocacy. (2,3,4,7)
equal access is provided.
the official's responsibilities; must
equal access is provided.
be a building to which equal
access is provided. Otherwise, no.
Attend a political
committee's campaign
Outside of work hours only.
(8)
Outside of work hours only; -(8)
Yes.
function. 1, 4
- .
Host a political
Outside of.work hours only,
Outside of work hours only,
committee's campaign
provided that -no fundraising
provided that no fundraising may
yes, unless the official is
function: 1,2,3,4;8
may be done.
be done.
also an appointed official.
Post information on a
Only if the information is
government bulletin board
prepared as part of the
Yes.
Yes.
or website. 2, 3, 7
ofcibYs responsibilities.- (1,4)
Distribute information or
advocacy to voters using
public. resources (email,
computers; printers or..'
No. (3)
No.
No.
anything.paid for with
public money). 2, 6,7
Distribute information or.
advocacy to voters using
Outside of work hours only.
Outside of work hours only.
yes,
private resources. 1;4 .
Accept donations or
payments for fundraising
No.
No
Yes, unless the official is
purposes. (2,7)
also an appointed official.
Sign a fundraising letter
on behalf of a candidate.
No.
No
Yes, unless the official is
2, 7.
also an appointed official.
Sources
Statutes
1. M G.L c.268A, :§23(b)(2)(u)
:2. M.G.Lc.55, §§1347.
Court Decisions
3. ''Anderson v. City, of Boston, 376 Mass. 178 (1978 ,
Aaericv-Interpretations and Bulletins
4. MA State Ethics Commission Advisory 11-1: Public Employee Political Activity (2011), available at
htty://www.,mass.eov/ethics/education-and-training-resources/educational-materials/advisories/advisory- l l-l.html
5. MA Office of Campaign and Political Finance Bull.: OCPF-IB-04=01, Use of Internet and E -Mail for Political Campaign
Purposes (2014), available at,http://files.ocgf us/ndf/leealdoes/IB=04-01:udf
6. MA Office of Campaign and Political Finance Bull. 0CPF-IB-91-01, Use of Governmental Resources for Political
Purposes (2015), -available a't.http://files.ocpf.us/pdf/legaldoes/IB-91=01.pdf
7. MA Office of Campaign -and Political Finance.Bull. OCPF-IB-92-02, Activities of Public Officials in Support of or
Opposition to Ballot. Questions (2015), available at htta://files.ocp£us/n dfheaaldocs/IB-92-02J3
8. MA"Office of Campaign and'Political Finance Campaign Finance Guide, Public Employees, Public Resources and
Political Activity (2014), available at his://ww,w.M'ma-org/sites/defaulttfilestresourcestgt ide uublicemplovee 2014.P.
.
.
9. MA Office of Campaign and Political Finance Campaign.Finance Guide, Municipal Ballot Question Committees (2015),
.available, at http://files:ocn£us%pdf% clbEiYeuidemuniba.pdf.
Public Employee Political Activity
.
Activity.
Appointed
uvavaa acacacaaca
Appointed
Non Polio =Makin
Polio
Elected
Serve on a private ballot
.-Makin
question committee or
Outside of work hours only.
campaign committee.
(6)
Outside of work hours only. (6)
Yes. (7)
X,3,4
Contribute to a political
committee or use personal
funds to support or oppose
Yes.
Yes.
Yes.
a ballot question or
political. candidate. (2,3, 6)
Advocate or engage in
With respect to ballot questions,
political activities during.
No.
only if the ballot question is
work hours: (1,4)-
related to the official's
Yes.
res onsibilities. Otherwise, no.
Advocate or engage 'in
political activities while
With respect to ballot questions,
acting in an official
No,
only if the ballot question is
Yes.
capacity or wearing an
related to. the official's .
.
official uniform. 1,4
responsibilities. Otherwise, no.
Discuss a ballot,-
Outside of work hours onlyunless
at public or private
Outside of work hours only.
the ballot question is related to
Yes. (7)
meetings. (1,4)
the official's responsibilities. 7
Outside of work hours,Yes,
provided that elected
Take a position on a
provided that staff may
engage in related activities
k Outside of work hours only unless
officials with set work -hours
warrant article. (1,4)
.
concerning matters within the
the matter is related to the
official's responsibilities.
may only engage in
activities related to their
_official
purview of their agency at the.
responsibilities
direction of a superior.,
during work hours.
Activity
Activity
Appointed
Appointed
Elected
Non Policy -Making
Policy -Making
Take a position on a ballot
Yes.
Yes. :
Yes.
uestion.1,2; 3, 4, 6, 7
An tho impact of a
ballot question.
Yes.
Yes.
Yes.
1,2, 3, 4, 6, 7
Provide copies of an'
analysis or position.
statement related to a
Yes. 4
O
Yes. 6
O
Yes. (6)
ballot question. 2,3 .
'
Hold an informational
Outside of work hours only unless
forum related to a ballot
Outside of work hours only.
the ballot question is related to
Yes.
question. 1,4 .
the official's res onsibilities-' .
Outside of work hours only,
'
Outside of work hours only unless
Speak to the press about a
except that staff may respond.
the ballot question is related to
-Yes. (7)
ballot question: (1;2,3)
to -inquiries from the press if
the official's responsibilities. (7)
directed to do so. 4
Appear on cable television.
Outside of work hours only.
Outside of work hours only unless
(6 7)
(1�4) _
the ballot question is -related, to
Yes.
the official's responsibilities-.
Use. an- official title in
Only,if the ballot question is
Onlyif the.ballot question is
endorsing or opposing
No.
related to the official's
related to the official's.
ballot question.' (1,4)
responsibilities. 2, 3, 7
responsibilities. 2, 3, 7
Use an official title in
endorsing or opposing a
No.
T
No.
Yes.
ohtical candidate. 4)
SociaLlMedia Policy
Purpose
The following policy pertain_ s to official ("Town") and non -official ("Personal") use of social media
services and tools..
The.Town permits the use of social media sites as a means to disseminate information from the Town to
the members of the public. Consequently, the -Town has both an expectation and a responsibility
regarding the jntegrity and presentation of information posted on its social media sites and the content
that is attributed to the Town, its Departments and its officials:
Definitions
"Soc[a[med[a sites" means content created; by individuals using publishing technologies through and on.
the internet. The types of content and examples of services to which this policy applies include, but are
not limited to:
• Media Sharing - Examples::YouTube, Flickr,. [Tunes
• Slogging/Microblogging-Examples: WordPress, Blogger; Twitter
• Social Networking - Examples: Facebook, MySpace, Linkedln, Ning,
• Document and Data. Sharing Repositories - Examples: Scribd, SlideShare, Socrata
9 Social Bookmarking- Delicious, Digg, Reddit
Widgets - Examples: Google Maps, AddThis, Facebook "Like-
"Town social media sites" means social media.sites and content which the Town.estabiishes and
maintains, with the exception of content from advertisements or hyperlinks provided by the social
media site's owners, vendors, or partners. Town social media sites do not replace the Town's required
notices and standard methods of communication.
"Posts" or "postings means the content, information, articles, pictures, videos or any other form of .
communication posted on a.Town social media site.
0
Guidelines
1. The establishment of Town social media sites is subject to approval -by the Department. Head,
the Town Manager or his/her designee.
2. The Town reserves the right to edit the content of or terminate any Town. social media site at
any time without notice.
Page I 1
-3. ,The content of Town social media sites shall only pertain`to Town -sponsored offown-endorsed -
programs, services, and events. Content includes, but is not limited to, information,
photographs, videos, and hyperlinks.
4. AII.Town social media sites shall adhere to applicable federal, state and local laws, regulations
and policies. This includes, but is not limited to -laws pertaining to Copyright and Fair,Use:
5. ` Any content maintained on a Town social media site that is related to Town business, including a
list of subscribers, posted communication, and communication submitted:for posting, may be
considered a. public record.
6. ; Employees'representing the Town on Town social media sites shall conduct themselves at all
times as a professional representative. of the Town and•in accordance with all Town -policies..
These:policies. include but are not limited to the -Town's Ethics.Policy and the -Discrimination, and
Harassment Prevention policy.
7. Postings must contain information that is freely available to the.public-and-not be proprietary or
confidential as defined by any Town policy or state_or federal law..
8. Any employee authorized to post items on any of the Town's social media sites.shall review, be
familiarwith, and complywith the.social media site's use policies and terms and conditions.
9. .Any.employee authorized to post items. -on any of -the Town's social media sites shall not express
his or her own personal views or concerns through such postings. Postings shall only.reflect the
views of the Town.
10. Town social media sites should use authorized Town contact information for account set-up,
monitoring, and access. The use of personal email accounts or phone numbers by any Town
employee isnot allowed for the. purpose of setting -up, monitoring, or accessing a Town social: -
media site.
11. Absent prior authorization, postings to Town social media sites shall NOT contain any of the
following:
• Comments in support of, or opposition to, political campaigns, candidates or ballot
measures;
• Profane language or content;
•
Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed,
color, age, religion, gender, marital status, military services, national origin, physical or
mental disability, sexual orientation, as well as any other category protected by federal,
state, or local laws;
• Sexual content or links to sexualcontent;
• : Solicitations of commerce;.
• Conduct or encouragement of illegal activity;
• Information that may tend to compromise the safety or security of the public or public .
systems; or
• Content that violates a legal ownership interest of any other party.
Page 1 2
Non-official/personal use;
Town.ernployees who use social media and social networking services and tools for strictly personal use
outside of the workplace do not require approval to do so. However, the Town recognizes that these
types of tools can sometimes blur the line between professional and.personal-interactions: Therefore,
employees are reminded -that as representatives of the Town of Reading the above rules and guidelines
must betaken into consideration when participating in these services at anytime, particularly when
identifying themselves as employees of the Town or when context might lead .to that conclusion.
Employees should use discretion and common sense when employing social media: to help prevent
inadvertently compromising professional, legal, or ethical standards. .
Employees should refrain from using social:media. services and tools for personal use while on work time
or when using Town -provided .equipment, uniess it is work-related as authorized by the Department
Head. Employees should have no expectation of privacy when using social media sites at the workplace,
or when using Town computers, systems or other technology. The Town reserves the right to access,
view and act upon any information on its computers, systems or other- technology without notice.
In -a publicly accessible forum, Town employees may not disclose any Tgwn-related information that is
not already considered -public information. This rule applies even in circumstances where password or
-other privacy controls are implemented. Failure to comply may result in disciplinary action., This policy
does not, however, prevent Town employees from discussing the terms or conditions of.:their
employment, unfair labor practices, or otherwise exercising their rights to collective bargaining.
Non -Compliance
Non-compliance with this policy may result in any or all of the following:
• limitation or revocation of individual:or unit rights to use or participate in Town -related social
media;
• Removal of posts or social media accounts; and/.or
• Corrective or disciplinary actions and sanctions, as defined in the Town Personnel Policies.
Policy Changes
The Town reserves the right to change; modify, or amend all orpart of this policy atany time.
Page 13
Y.\ .
The Town of Reading understands that social media can be a fun and rewarding way to share your life
and opinions with family, friends and co-workers around the world.; However, use of social media also
presents certain, risks and carries with it certain responsibilities. To.assist you in making responsible
decisions aboutyour use of'social media,.we have. established these guidelines for appropriate use of
social media.
This policy applies to all Town of Reading Employees.: Managers and supervisors should use the
supplemental Social Media Management Guidelines for additional guidance in administering the policy..
Guidelines
'In the -rapidly expanding world of electronic comm un!cation ,.social media canmean. m igs. social
media includes all means of, communicating or posting information or content of �on the
Internet, including to your own or someone else's web log or blog, journal or di sonal web_ site,
social networking or affinity web site; web�bulletin board or a chat room; wh�her o . not associated or
affiliated with, The Town of Reading, as well as any other. form of electrons i riunication._ The same
principles and, guidelines found in The Town of Reading's policies and is r r sic beliefs apply to your
activities online. Ultimately, you are solely responsible for what,you es�nline. Before creating online
content, consider some of the risks and rewards that are invol e9 Klin mind that any of your
conduct that adversely affects.your�job performance, the per o a e of fellow`associates or otherwise
"adversely affects residents, customers; -suppliers, people wh r on behalf of the Town of -Reading or
the Town of Readings legitimate. business interests m r u disciplinary actlon up to and including
•termination.
Know and follow the rules Y.
Carefully read these guidelines,the Town dings Ethics Policy, the Town of Readings Information
Policy and•the Discrimination & tiaras . revention_Policy, and ensure your.postings are consistent
with these. policies. Inappropriatep that may include discriminatory remarks,. harassment .and
threats of -.violence or similar.ina .Oriate.or unlawful conduct will not be tolerated and may subject
you to disciplinary action up including termination.
Be_ respectful
Always be fair n o teous to fellow associates, customers, residents,_suppliers'or people who work
on behalf of t own of Reading.. Also, keep in mind .that you are more likely to resolve work-related
complainRbs)p. aking directly with .your co-workers or by utilizing'our Open Door Policy or --our
Emplotance Program than by posting complaints to a social.media, outlet.: Nevertheless, if -you
decide to Ast complaints or criticism, avoid using statements, photographs, video. or audio that,
reasonab y could. be viewed=as malicious, obscene, threatening or intimidating,
-tht disparage
customers, residents, associates or suppliers, or that might constitute harassment or bullying. Examples
of such conduct might include offensive posts meant to intentionally harm someone's reputation or
posts that could contribute to a hostile -work environment on the.basis of race, sex, disability, religion or
any other status protected by law or company policy.
Be -honest and accurate
Make sure you are always honest and accurate whenposting information or news, and if you make a
mistake, correct it quickly. -I3e open about any previous posts you have altered. Remember that the
Internet archives almost everything; therefore, even. deleted postings can be searched. Never post any
,information or rumors that you know to be false about the Town,of. Reading, fellow associates,
residents, customers, suppliers or.people working on behalf of the Town of Reading;.
Post only appropriate and respectful content
Maintain the confidentiality of the Town of *Reading and private -or confidential ina ron. Do
not -post internal reports, policies, procedures or other inte'rnal'buslness-relate d 1 Jential
communications.
Do not,create a link from your-blog,.website or othersocial networking s to 'Town_ of
Reading website without identifying'yourself as a Town of Reading E ' '
• Express only your personal opinions.' Never represeayourself as a sperson for the Town
of Reading. if the Town of Reading is a subject of the content u creating, be -clear and
open about the fact that you are an employee and make it c ,6r• at your views do not
represent those of the Town of Reading, fellow. associ t rents,. customers, suppliers or
people working on behalf of the Town of Reading. If yo o tiblish a blog or post onlinerelated
to the:work you do or subjects associated with the T Reading, make it clear that you are
not speaking on behalf of the Town of Reading t sato include. a disclaimer such as "The
postings on this site are my own and do not nec rily reflect the views of the Town of
Reading."
Using social media at work
Refrain from using social media while time or on; equipment we provide, unless It is work-
related as authorized -by your mana o consistent with the Town of Reading Policy. Do not usethe
Town of Reading email addresse gister on social networks, blogs or other online toois.utilized for
"personal use. ,
Retaliation is prohibite
J
The Town of R ad : ohibits taking negative action against any associate for reporting a. possible "
deviation from. s policy or for cooperating in an investigation. Any associate who retaliates against
another a o t for reporting a possible deviation.from this policy or for cooperating in an
inves io ill be subject to disciplinary action, up.to and including termination.
Media contacts
Associates should not speak to the media on the Town of Readings behalf: All media. inquiries should be
directed to the Director of Administrative Services who serves as Ombudsman.
For more information
If you have questions or need further guidance, please contact your Human Resources.
Board of Library-Trustees Bylaw
October 16, 2006
Town of Reading
Bylaw Board of Library Trustees
Table of Contents '
ARTICLEI
Name and Authorization......,........„...............................................3
ARTICLEII
Membership .............................I.............................. ..............3
ARTICLE III
Responsibill, itles......................................................................... :...3
ARTICLE IV
Officers ............... .. ......... ........ " .4
ARTICLE V
Meetings. ........... ......... ............. .................... .. .4
ARTICLE VI
Liaisons ........................................ .....4
ARTICLE VI-I
Collective Authority of the Board......:.............................................5
ARTICLE VIII
Parliamentary Rules...................:.................:....',...,...................,,..5
ARTICLE IX
Amendments ..................
ARTICLE X
Inconsistent Provisions and Severablllty................................:.........5
2
Bylaw — Appmod: May 19: 1997
Amended
OeloLoc 16, 2006
Town of Reading Bylaw Board of Library Trustees
ARTICLE i Name and Authorization
The- name of this organization . is the Board of Trustees of the Reading. Public Library,
existing by virtue of the provisions -.of Chapter 78,' Sections.- 10-13, and 21 of the
Massachusetts General Laws (MGL), and the Charter of the Town of Reading.
ARTICLE II Membership
1 The Board shall ,be composed of six members, two of whom. shall' be elected each
year at the Annual. Town Meeting Elections, as provided for in MGL, Chapter 78,
Section 10. Trustees serve without compensation fora term of three years....
2 Any member may. resign by written notice filed with the; Town Clerk, as provided. for
in MGL, Chapter 41, Section 109. Upon receipt of the notice,'the Town Clerk will
notify the remaining members ,of the Board.
3 A. vacancy on the Board shall be filled by joint majority vote of the Board of Library -
Trustees and the Board, of Selectmen In accordance with the MGL, Chapter 41,
Section 11. Each member of each Board has one vote. The vacancy will be filled in
a timely manner, but within 60 'days,'-uniess extenuating circumstances exist.
4 Any member who fails to attend'four consecutive regularly scheduled board meetings
will receive a letter from the Chairperson reminding the member that regular
attendance is a responsibility of all.trustees and that those unable to attend regularly,
should: consider resigning from'the Board,' Copies of, these letters shall be -Included In
the Board's minutes. In the event of. illness or other;:extenuating circumstances,
exceptions to this provision may be made by formal vote of the Board.
ARTICLE III Responsibilitles
i The Board.shalI .have those responsibilities as provided by. MGL, Chapter 78, Section
11 and the Charter of the Town of Reading as regards the custody and management
of the Library and of,allproperty owned by the Town pertaining to the Library. The
Board shall- be responslble for .all .moneys appropriated by the Town for: the Library
and all money or property received by the Town by gift or bequest for the Library,
2. The' Board shall appoint a.qualified Library Director who shall . be the executive and
administrative officer of'the Library on behalf of the. Board,and.under its. review and
direction. Responsibilitles delegated` by ;the Board to the Library Director shall
Include Implementation of policies approved' by the Board, selection and supervision
of personnel, selection of books- and other. materials, - maintenance of library
collections, expenditure of, funds within the approved budget;;_direction of Ilia
operations ,and provislon of services to the public. The -Library Director shall. attend
all Board meetings.
3 The Board shall establish- written policies governing library activities and services.,
Including a policy for the selectionof library 'materials- and the use of library
materials and facilities which is in accord with the current standards of the American
Library Association as provided for by the MGL, Chapter 78, Section 33._
4 The Board shall execute a written employment contract with the Llbrary' Director .
outlining the basic conditions of employment as provided for by the MGL, Chapter.
78, Section 34.
3
Bylaw - Approved: May 19, 1997
Amended: October 16,1006
Town of Reading
Bylaw
Board of ubrary Trustees
ARTICLE IV Officers
1 The officers of the Board shall be a Chairperson, a Vice -Chairperson, and a
Secretary.
2 The Chairperson shall conduct all meetings, appoint all committees, serve as the
official representative .of the Board; and. fulfill all legal. functlons 'on*, behalf of the
Board.
3 The Vice -Chairperson, in the absence' of the Chairperson, shall perform the duties of
the Chairperson'.
4. The Secretary -shall. post .all meetings as required by law; keep a true: record of all
meetings of -the. Board, .and be responsible for correspondence as directed by the.
Board.
5 Officers shall. be elected by the .Board by the. regular June meeting of the -Board. -The
term of office shall be one year. In. the event of,a- vacancy In any of the officers'
positions during .the year, that Vacancy shall be filled by a vote of the. Board.
ARTICLE V Meetings
1 Regular meetings shall be held at the Library on. the third. Monday of each month
beginning at 7:00 p.m,, except as otherwise arranged by the Chairperson. Regular
attendance is -expected. A Trustee is expected to give advance notice whenever
he/she cannot attend a meeting.
2 Special meetings.may be called by the Chairperson, or at the request of a majority of
members.
3 A quorum shall'be four members.
4 All meetings of the Board shall be subject to the State's Open ' Meeting Law as
contained In the MGL,-Chapter`39, Section 23A - 23C. In particular, all meetings are
open to the public unless held in executive session. under terms of the .law, . A notice
of all meetings will be filed with the Town Clerk at least 48 hours.ln advance of the
meeting date and time; and a copy of the notice will be posted In the Town Hall. All
records of minutes of meetings will ,be available for .public inspection.
5 There shall be , a prepared agenda. whlcli shall include: ' Call to order; : approval of
minutes of previous meetings; report of the Library Director, reports of other library
staff; .reports of committees; action Items; and other business as deemed necessary
by the .Chairperson.
ARTICLE Vi Liaisons
1 The following Liaisons are appointed by the'' Chairperson: Budget/Finance
Committee, Friends of the Library, Trust Funds, Building, and Staff and any other
liaisons that may become necessary.
2 Committees for _ the study . and Investigation of . special problems or' for the
performance of specially assigned tasks may. be appointed by the Chairperson. Such
q Bylaw — ApMvod: May 19.1997
Amended Oeaber l6, 2006
Town of Reading Bylaw Board of Ubrary.Trustees
committees' shall function as ad hoc committees and shall consider only that purpose
for which they were appointed. They shall disband when their work has been
completed.
ARTICLE VII Collective Authority of the Board
All decisions of the, Board are made by the Board as a collective body. No individual
member may make.decisions or, with the exception of the. Chairperson, act or speak-for the
Board unless specifically authorized to-do so by a vote of the membership of the Board.
'ARTICLE VIII Parliamentary Rules
Except as provided for In these:Bylaws, .the current edition of Robert's Rules of Order shall
govern.,
ARTICLE IX Amendments
These bylaws may be amended at any regular.meeting of the board with a quorum present,
by a majority vote of. the members of the Board, ,providing .that .a motion presenting the
amendment was duly made .and seconded at the previous regular meeting.
ARTICLE X Inconsistent Provisions and Severablilty
To the .extent that any provision, of these, Bylaws is Inconsistent with any provision: of the
Massachusetts General Laws or the Town Bylaws or Charter, the Massachusetts General
Laws or the Town Bylaws..or Charter, as the case. may be, .shall- govern. In the event any
article or section, subsection or provision of any article of these Bylaws shall be held to be
unconstitutional or invalid, such Invalidity shall not affect the validity or constitutionality of
any other article or any other section, subsection or provision.
Bylaw-.AMmwd:May 19, 1997
Anwnded: Octobo['16, 2006
ARTICLE 10 To see if the Town will vote to amend the Library Materials Replacement.
Revolving Fund as shown below, with additions being shown in bold and deletions being struck .
through:
Library MpWialg . Fines and Fees Revolving Fund
Funds held in -the Library A and, FeesRevolving Fund shall be used for the
acquisition of library materials to replace lost and damaged materials, or for the:maintenance, ugkeeo and
subolies for suaolementar0ee-based services-MdFunds shall be expended by the Library Director
under the supervision of the Library Trustees. Receipts credited to this fund shall include charges for lost
Iand damaged library materials, and fees from.orintina faxing or similar surmlementary fee-based
services.
or.take any other action with respect thereto
Board of Selectmen
ARTICLE 11 . To see if the. Town will vote to amend the Mattera Cabin Revolving Fund
as. shown below, with additions being' -shown in bold and deletions being struck through:
or take any. other action with respect thereto.
-Board of Selectmen
ARTICLE 12 To see if the Town will vote to approve an Affordable Housing Trust Fund
Allocation Plan pursuant to Chapter 140 of the Acts of 2001 entitled. "AN. ACT AUTHORIZING
THE TOWN OF READING TO ESTABLISH AN AFFORDABLE HOUSING TRUST FUND", or
take any other action with respect thereto.