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Home My WebLink About2019-01-14 Board of Library Trustees Minutes r Town of Reading RECEIVED Minutes TOWN CLERK READING, MA. Board - committee - commission - council: 2p19 FEB 2$ AM 9= 46 Board of Library Trustees Date: 2019-01-14 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 Brzezenskl, Chair; Alice Collins, Secretary; Monette Verrier; Nina Pennacchio; Andrew Grimes; Cherrie Dubois Members- Not Present: Others Present: Amy Lannon, Library Director; Lorraine Barry, Acting Assistant Director; Allison Sloan, Senior Library Associate; Cory D. Sinclair, Lego Robotics Club Minutes Respectfully Submitted By: Alice Collins, Secretary Tophi of Discussion: Meeting Called to Order 7:07 p.m. I. Approval of Minutes as amended from December 10, 2018 Corrections: under Gifts to indicate"in memoriam"for Ms. Noonan and Mr. Mallon; correct spelling of Mr. Miguel Bums name; delete line under"New Business" Motion: To approve Minutes (Dubots,Collins) Vote:Approved 6-0-0 II. Financial Report a. FY2O19 Summary 1. Salaries: The current financial report Is current through pay period of 12/23/18, and salaries are running 1.5% below budget, which will continue while there are staff vacancies. - II. Expenses: Current bill roll Includes new payment machines for print systems (Flnes/Fees); State Aid: outstanding PO encumbered for . website work that Is continuing. Ill. Gifts: Received Helen A. Nigro Foundation gift of$16,000; Received gift of$10,000 from the RPL Foundation. Iv. Mr. Brzezenski asked about$25,000 starred line Item to support the Studio still to be expended; Ms. Lannon will follow up. b. FY20 Proposed Budget 1. Ms. Lannon requested to hold report until discussion of Personnel agenda item III. Policy Meeting Room Discussion/Review Page I i Ms. Lannon highlighted points identified at the last Trustee meeting and provided Information from the custodians re: custodial support, requirements for set up for non-library events (weekdays and weekends). Currently Facilities pays for custodial services, and meeting room set up Is crossing Into overtime salary. Ms. Lannon asked to consider a custodial fee for extra services provided for set up. Ms. Lannon requested further definition of eligibility of organizations that use the meeting rooms and clarification about advance collection of fees that are deposited Into the general fund. She also recommended Increasing the minimum reservation deadline of 48 hours in order for staff to review applications more thoroughly for limited number of rental times, eligibility, liability and insurance Issues. Ms. Lannon confirmed the maximum advance reservation period of 3 months is appropriate and required to allow planning of library programs. Ms. Barry concurred. Ms. Collins, Ms. Verner and Ms. Pennacchlo requested Information on the payment process and suggested waiting to confirm room rentals until payment has been received. Ms. Dubois asked about room set up by staff or custodians, advised any Item Involving money or set up or equipment should be highlighted In the policy, and asked if people are charged for damages. Ms. Dubois suggested accepting SDI(c)3 status to verify non-profit status and about using language such as"charitable organization"or"civic group"as a guideline regardless of 501(c)3. Ms. Lannon asked about school sponsored organizations application for use of meeting rooms and discussed the differences between school meeting room policy and current library policy. Ms. Pennacchlo asked for clarification of public attendance, and a comparison of Police Station and Senior Center policies. Ms. Lannon noted that Mr. Sinclair, guest, attended to hear discussion of this Issue for his Lego Robotics team which Is organized by Reading Community Education. Ms. Lannon discussed organizations that require membership fees, e.g. Girl Scouts. Ms. Barry explained joint organization-library programs. Ms. Dubois asked about groups that have been denied use of the meeting room. Ms. Lannon prioritizes library availability to a diversity of groups . Ms. Lannon noted the concern of frequency and multiple uses, exceptions that warrant consideration, and Insurance liability. Ms. Lannon noted the current policy doesn't permit programs that require fee for attendance. Mr. Sinclair asked to speak. He asked If he understood correctly that library space Is not available to a school organization if school space is available. Ms. Lannon answered that the policy doesn't specifically prohibit use by a school organization. Mr. Sinclair explained he considers his national Lego Robotics group Is like a school sports team, that he is a parent coach and there is a fee to participate. He said they meet 12 times/year and that prior use of the History Room was excellent; the registration was easy; and offered compliments to the library space. He asked why there was a change decision to allow his group to rent a room this year. Ms. Pennacchio, Ms. Collins and Ms. Verner replied with concerns over frequency of use, and concern that the robotics group uses the library as the"home meeting place", since the group is under the purview of the schools, which are tasked with providing space for their programs. Mr. Sinclair requested authorization for his club to use the library in addition to school space. Ms. Pennacchlo replied the policy needs to be revamped before the Board can reconsider his request. Ms. Lannon invited Trustees to contact her with suggestions and questions. Ms. Dubois asked Ms. Lannon to consult Michelle Fiileul and Louise Hetherington for recommendations. Poxlz Ms. Lannon concluded the discussion with a request to review and update of the policy re: eligibility requirements; fee schedule; frequency of use; custodial services; and Insurance liability requirements. Ms. Lannon will Include recommendations and send an updated policy to the Trustees In advance of the next meeting. IV. Director's Report a. Facilities I. Ms. Lannon reported there was a Fire Inspection last week by Captain Richard Nelson. He Identified one fire extinguisher to be updated, and reminded that nothing may be stored In electrical closets or sprinkler room ti. Ms. Lannon request adjustment to the"auto off" light sensor In the Mystery/SCI FI area b. Personnel I. Ms. Lannon reports on two staff retirements: Corinne Fisher, Head of Children's Services Division for 38 years, submitted her notice of retirement effective June 28, 2019 Brenda Wettergreen, Children's Services Librarian for 33 years, submitted her notice of retirement effective May 31, 2019 These retirements offer an opportunity to reorganize the department. Ms. Lannon's recommendations for a library wide reorganization are detailed in the attached report. Once finalized, Ms. Lannon will present to FlnCom. Mr. Grimes Inquired re: budget and Implementation time table. Ms. Collins and Ms. Dubois complimented the creative concept of the proposal. FY20 Budget and Library Staff Reorganization Motion to authorize Ms. Lannon to present the proposed staff reorganization plan to Mr. LeLacheur(Grimes, Dubois) Voted: Approved 6-0-0 c. Programs and Outreach 1. Ms. Lannon reports she is working with Deb Gilburg on The Pulse of Reading and the RMHS Principal to schedule a conversation at the high schools. The American Library Association is promoting "Community Conversations"as part of the nationwide Libraries Transform Initiative. ii. The second annual fundraising "Baking with Friends" Is scheduled for March 23' . III. .Welcome to Reading is scheduled for April 3&. Lorraine Bang, Acting Assistant Director, Is coordinating with Town Departments, the Chamber of Commerce, and other non-profit groups d. Services I. Ms. Lannon reports she Is working on the 2018 Annual Report. It will Include highlights of RPL services and programs, calendar year usage statistics V. New Business- NONE Adjournment 9:17 p.m. Motion to Adjourn (Grimes, Collins) Voted:Approved 6-0-0 Resp ctf Ily submitted ice Collins, Secretary rape 1 3