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Home My WebLink About2018-12-10 Board of Library Trustees Minutes V1 pi Town of Reading Meeting Minutes &Gi=1Vt ) �/r� N rR K ,5J•r IMCOPr� TOYY IV 4�{. 1`.{`, Board - Committee - Commission - Council: Board of Library Trustees 2619 JAN 24 PM 12: 28 Date: 2018-12-10 Time: 7:00 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; Monette Verrier; Andrew Grimes; Cherrie Dubois Members - Not Present: Nina Pennacchio Others Present: Amy Lannon, Library Director; Allison Sloan, Senior Library Associate; Michelle Filleul, Head of Borrowers Services; Louise Hetherington, Senior Library Associate Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Meeting Called to Order 7:03 p.m. I. Approval of Minutes from November 13. 2018 Motion: To approve Minutes (Dubois, Collins) Vote: Approved 5-0-0 II. Financial Report FY2019 Summary • Ms. Lannon reviewed the municipal budget YTD. She discussed use of income from Fines and Fees account to purchase new related equipment. Ms. Verrier asked about income from printing fees • First 2019 payment from State Aid was received • 2019 Reading Library MA certification notice was received • Gifts: $100 received in memoriam of Loretta Cloonan; $50 gift received in memoriam of Mr. Mallon; third of four payments received from Reading Cooperative Bank • Mr. Brzezenski said representatives from the Reading Cooperative Bank toured the library today • Ms. Dubois asked about Trust Fund income, appropriate uses and the benefit of spending these funds. Ms. Lannon explained how the accounts work re: revenue, directed donations designated for specific items, interest and automatic transfers • Mr. Grimes commented on the benefits of preplanning for needed expenses. Ms. Lannon mentioned Professional Development issues are a priority, including tuition and continuing education. She also explained that State Aid supplements both professional development and marketing. Also Diversity and Social Justice group has Page 1 1 discussed the idea of a paid student internship to join the staff to work on programs for diverse audiences. FY20 Proposed Budget • Ms. Lannon thanked Ms. Collins and Mr. Grimes for attending the Select Board FY20 budget presentation. • Ms. Lannon has followed up with the Mr. LeLacheur who believes the Reading Library budget would be fully funded • Ms. Lannon submitted a conservative budget, and believes it meets the needs of the library, and has also provided for filling the currently vacant Assistant Director position. Ms. Lannon thanked Ms. Verner for brainstorming options during the process III. Policv Meeting Room Discussion/Review • Ms. Lannon Introduced Michelle Filleul and Louise Hetherington to discuss meeting room fees, and handout copies of library and Reading school policies. They offered information for discussion, Including: room rates; consideration of the purpose of fees; understanding what a "club" organization with paid membership is; priority to Reading organizations; limits of custodial support; limits and fees for technical support; guidance to staff from Ms. Lannon re: customer service for equitable expectations • Ms. Dubois, Ms. Verrier, Ms. Collins, Mr. Grimes and Mr. Brzezenski asked questions and offered comments on Reading school use of library space; collection of payments and consequence of non-payment; current software and consideration of purchasing updated software to track payments effectively; language edits to clarify the policy; implication that the policy has been read and agreed to; waiver and release of 501(C)3 certification; reservation of multiple meetings; consideration of renting the Local History Room and the need to lock up valuable materials • All agree it is time to revisit the policy and develop more effective language to organize and clarify the process. Ms. Lannon and Ms. Filleul asked the Trustees to send emails with comments and concerns that will be considered to rewrite the policy and distribute an updated version • The Trustees thanked Ms. Filleul and Ms. Hetherington for their work on the meeting room policy IV. Director's Report Building Facilities • Ms. Lannon discussed signage for the parking lot with PTTTF. In the spring, they will start work to add stripes. Ms. Lannon is to follow up with Facilities regarding safety bollards • Ms. Lannon said the bill roll includes invoices for new furniture. She is working on additional furniture needed to optimize use and space in the Technical Services office Personnel • Ms. Lorraine Barry has officially stepped into the Acting Assistant Director position, that was vacant for 2 months Cage 1 2 • Leadership Team continues to meet and is working on job description updates; May/June anticipated hire date for an Assistant Director; Part-time temporary Reference Librarian, Miguel Burns, is scheduled to start next week • Human Resources replied to Ms. Lannon re: the position for a part-time, 6-month Communications Specialist whose job description will include production of signage, Flyers, brochures, and press releases, as well as web site design, communications, work with and mentor library staff, and research communications strategies on social media • Ms. Dubois asked about the reason for temporary hires. Ms. Lannon explained that this is temporary until any changes to the current organizational structure and FY20 budget are finalized Programs and Outreach • February 2019 marks 150"' anniversary of Reading Public Library; a State proclamation was requested • February 14th is the proposed date for a Legislative Breakfast at the Reading Public Library; invitations will go out. Senator Jason Lewis has agreed to attend and speak. The theme which hopes to reinforce the role of libraries and their funding is: Let's Talk Libraries: Building Community • Legislative day at the State house Is in March; invitations will go out • FY20 action plan was approved • Festival of Trees: Giving Tree (photos in packet) Ms. Mary Jeanne Harwood hosted the children's art station; staff collected money for the Reading food pantry. The 2019 festival advance ideas: Basket of books with the tree and Include a donation giving opportunity; red white blue colors; contact veterans group e.g. pets @ vets • Photographer-in-Residence selected from applications and portfolios is a Reading High School student; a personal interview is scheduled for December 12'h. The job description includes a Memorandum of Understanding to produce 100 photos of the town and the library V. New Business • Ms. Verner asked if the number of handicapped parking spaces is determined by code? Ms. Lannon said yes, there Is calculation determined by code • Ms. Lannon mentioned Reading Climate Advisory Committee and patron David Zeek who received a grant from EBSCO, a library vendor, re: solar panels. She referred him to Facilities to follow their process. He requested to be put on Trustee agenda Adjournment 8:50 pm Motion to Adjourn (Collins, Dubois) Vote: Approved 5-0-0 sp, ctfully submitt d, h Collins, Secretary Page 1 3