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Home My WebLink About2018-11-13 Board of Library Trustees Minutes r�N Pq o Town of Reading Meeting Minutes rttr ' Gia / G L4 fd r Board - Committee - Commission - Council: /DEC 8 Board of Library Trustees P'4 16 Date: 2018-11-13 Time: 7:07 PM Building: Reading Public Library Location: History Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: John Brzezenski, Chair; Alice Collins, Secretary; Nina Pennacchio; Monette Verner Members - Not Present: Andrew Grimes; Cherrie Dubois Others Present: Amy Lannon, Library Director; Allison Sloan, Senior Library Associate Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Meeting Called to Order 7:07 p.m. I. Approval of Minutes from September 10 2018 Motion: To approve Minutes (Verrier; Collins) Vote: Approved 4-0-0 II. Financial Report FY2019: Ms. Lannon reported purchasing practices are under review re: physical materials budget. Overdrive Advantage program to customize our ebook collection is under consideration as a potential materials budget expenditure. Ms. Lannon will email Trustees additional page of financial report missing from the packet. Donations: - Ms. Lannon reported the library received small donations, including from: Mary Jean Merullo $250; Loretta Cloonan $650 - Consideration of donors to contact as year ends; discussion of accounting report format - Ms. Pennacchio reported on discussion at the Friends meeting re: Nathalie Nordstrand paintings that may become available - Ms. Lannon reported two Elmer Rising numbered prints were received earlier in the year. The collection is growing. III. Review / Vote of Patron Rights & Responsibilities Revisions Motion: To approve (Collins; Verrier) Vote: Approved: 4-0-0 - Ms. Lannon discussed "Free Speech and Expressive Conduct" section (page 3 of policy) written by Town Counsel. Language has been edited to improve procedures Page 1 1 - Ms. Verner asked about language re: potentially disruptive political activity at the front door of the library that may impede patron access to the building. Ms. Lannon responded to explain the legal considerations and background information, and behavior policies. Ms. Pennacchio asked about staff impressions IV. Director's Report Building Facilities - Ms. Lannon explained: still waiting on patio glass installation, Michelle Filleul head of Circulation is also working with RCN re: tech needs in the Community Rooms, and reports the technical staff is responsive to tech needs at the library. - Ms. Lannon reported the library power outage on October 11`h was caused by a transformer malfunction. Library closed at 7pm. Outcome includes benefit of run through with facilities to identify glitches and process in an emergency situation, e.g.: Only 2 master keys (fobs don't work in power outage), communication to staff, town departments, and patrons; use of web site. Ms. Verner asked about a generator. The library does not have a generator. Ms. Lannon reported Lynda (Custodian on duty) stayed throughout, until power went back on. Ms. Lannon also had a productive discussion with Mr. Greg Punjan of Daniels Nursing Home and Assistant Fire Chief Paul Jackson as to reciprocal assistance options. - Ms. Lannon reported on Oct 24`h meeting of PTTF Committee. Official notes not received yet. Information: Library parking lot is not a private lot; it is considered public with no overnight parking but access for non-library business parking is allowed. Under consideration to improve parking lot use: Signs: No Parking in front of dumpster or book drop; bollards at front door sidewalk; consideration of a yellow line on Deering Street. Discussion of No Left Tum sign as exit parking lot; facilities will paint extra directional arrows. Ms. Collins suggested tactile bumps or paint at the top of the Deering Street stairs to remind pedestrians of driveway car traffic. Personnel - Ms. Lannon discussed all staff meeting Thursday 8th. Judi Perkins attended to present review of benefits - Lorraine Barry, Dawn Colford and Susan Beauregard celebrated 25 year anniversary - Ms. Lannon discussed the Leadership team meeting on October 250: The team defined the roll of Assistant Director and career trajectory potential; reviewed division head responsibilities e.g. AMH (automated Handling System) and different responsibilities of librarians, paralibrarians and technicians. They are working on job descriptions for each Division; Lorraine Barry has been named temporary Assistant Director for 6 months; planning to hire a Reference Librarian for 6 months part time (15-18 hr/wk), 3 interviews are scheduled; planning to post to hire a communications specialist (6 months, part-time, MLS candidates welcome) - Employee engagement survey phase 2 completed. Indicated job satisfaction improvement - The town has hired Carol Roberts as consultant to review job salaries and has met with Ms. Roberts twice. Ms. Lannon sent Bob LeLacheur a proposal re: library job salaries and met with Monette Verrier to discuss same - Ms. Lannon discussed 5 Sundays open: soft launch; reasonably busy; increase in family time in Children's Room; check outs/returns modestly busy, door count indicates good patron Flow; no programming is currently offered on Sundays. Ms. Lannon will follow up with a comparison report next quarter. Ms. Verner asked about marketing plans for Sunday opening. Ms. Lannon said it is under consideration. - Winter brochure completed by Ms. Lannon; cooperation from staff was essential - 9 applications were received for Photographer in Residence. Selection expected by Dec 12`h Page 1 2 Programs and Services - Ms. Lannon presented proposed FY20 Action Plan. December I" deadline to file with the MBLC. The plan includes goals to look at collections; balance digital v print collections; content review. Additional points considered include partnering with town departments; showcasing technology; exterior of building; staff development Motion: To approve (Collins; Pennacchio) Vote: Approved 4-0-0 V. Executive Session, Security Discussion Moved: 8:15pm Motion: To approve Brzezenski; 2nd Pennacchio Vote: Approved 4-0-0 - Security: The Trustees support overall security planning, with input and oversight of the Trustees Moved to Conclude Executive Session: 8:28pm Motion: To approve (Brzezenski; Verrier) Vote: Approved 4-0-0 VI. Other Business Meeting Room issues Piano policy: request to use piano by patron; tuner comes 2x year; humidity checked. Request approved by Trustees Meeting Room policy Review considerations and discussion: - Fee collection - Trustees agreed to refine the policy - Lego League request for room use - issues under review: community education program; membership fee organization; request for extensive meeting dates and times; location - Board of Trustees reviewed the policy, and is not prepared to modify the policy at this time RMLD Calendar/ Food Pantry Request Discussion of cooperative effort and partnering with Municipal Light Department; Ms. Lannon reported the calendars will be distributed, and patrons will be encouraged to make a donation in exchange for a calendar (food bin in lobby area) Toys for Tots Request to collect donations at the library - Request approved by Trustees Adjournment 8:42 pm Motion to Adjourn (Verner, Collins) Vote: Approved 4-0-0 ectfu11 submitt d, Alice Collins, Secretary Page 1 3