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Home My WebLink About2019-02-11 Board of Library Trustees Minutes OPN ° Town of Reading 5 Meeting Minutes RECEIVED TOWN CLERK <,, Maaor READING, MA. Board - committee - Commission - Council: 2819 MAR 12 PM 1' 26 Board of Library Trustees Date: 2019-02-11 Time: 7:11 PM Building: Reading Public Library Location: History Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Monette Verrier; Nina Pennacchio; Andrew Grimes; Cherne Dubois Members - Not Present: John Brzezenski, Chair; Alice Collins, Secretary Others Present: Amy Lannon, Library Director; Lorraine Barry, Acting Assistant Director; Allison Sloan, Senior Library Associate Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Approval of Minutes from January 14, 2019 Motion: To approve Minutes(Verner; Pennacchio) Vote: Approved 4-0-0 II. Financial Report a. FY2019 Summary L Anticipate regular salaries will be approximately 2% under budget. Most likely need to request additional funds from Select Board to accommodate buy back of sick/vacation time for retirements of Ms. Fisher and Ms. Wettergreen in May and June. ii. Plan to hire new staff to overlap for training and adequate staffing. Ms. Dubois asked about advertising and posting for open positions. Ms. Larm 9 t reach as many outlets as possible and said new hires will® need to have demonstrated experience Children's or Youth Service; Ms. Cate Zannino will move to 37.5 hours/week position, Librarian II. iii. Ms. Lannon discussed materials budget spending requirement of 13%, with expectation to meet 14%goal. iv. Gifts: Swiss Bakers gifted fifty $5 gift cards that are used as Thank You gifts for volunteers and others as appropriate. III. Policy: Meeting Room Proposed Changes i. Ms. Lannon presented an edited version of the proposed Meeting/Conference Room Policy and discussed changes as highlighted in red. ii. Ms. Verrier asked about the difference between the terms"non-profit" and"not- for-profit' and the discussion led to using the term "not-for-profit" iii. Ms. Lannon presented "Booking Info" statistics graphs. She explained the process for library staff reservations, and public requests, to include confirmed, mediated, updates, and cancellations. Page 1 1 iv. Ms. Lannon reviewed room set up and fees, including piano use. V. Ms. Verner noticed the town website still lists the library meeting rooms on their rental forms. Ms. Lannon will work with the town website manager to remove Library options, and refer applicants to the Library website. Motion: To approve changes to the policy as amended (Vernier; Pennacchio) Vote: Approved 4-0-0 IV. Director's report a. Facilities i. Ms. Lannon reported library received complaints from neighbors who requested a meeting to discuss DPW noise and timing of trucks clearing snow and ice from the parking lot; she explained the process has not changed with the new building. Ms. Lannon noted the importance of timely snow plowing for emergency vehicle access, even if the library is closed. Resolution: The Library Director will discuss a date with the Public Safety, DPW and a Library Trustee to set a meeting with the neighbors. ii. Ms. Lannon reported that Facilities has completed repair of the white laminate kiosk in the Children's Room. iii. Ms. Lannon reported Technical Services furniture has arrived and is an improvement for ease of work flow and storage. Staff are pleased and appreciative. iv. Kevin Yatsuhashi has been awarded the rank of Eagle Scout. V. Ms. Lannon reported damage to the lower level exit door side window. Facilities has arranged for repair. b. Personnel i. Ms. Lannon said librarian Andrea Fiorillo presented "Dementia Friendly' information at the staff meeting on January 24'". "A Walk in Their Shoes" demonstration by Residence at Pearl Street followed. The Library is working toward become recognized as a"Dementia Friendly" organization. ii. Ms. Lannon reported all new job description classifications are being finalized; she requested the Trustees to make a formal request to the Town Manager and Select Board for reclassification and new positions. She will draft a memo for approval. iii. Ms. Lannon reported the FY20 budget request for salary funds was increased from 3.25%to 4%. She explained the extra funds will be allocated for Page salary growth and steps, and remaining funds will be put into an overtime line. iv. Ms. Lannon reported the hiring committee selected a candidate to fill the position of Communications Specialist. An offer is pending reference checks. c. Programs &Outreach i. Ms. Lannon reports the Spring Program & Event brochure is available. ii. Ms. Lannon reports event dates have been set: a. April 30" - 2n° New Resident Open House b. June 8P - Community Scanning/Download Day c. June 21"—2ntl Eats & Beats Festival N. Ms. Barry reports the Teen volunteer and job fair will be on March 21st, and welcomes recommendations for businesses and groups looking to hire/intern teens. iv. Ms. Lannon reports planning for the "Eats & Beats Festival"; includes food trucks, a band and a beer tent permit. Ms. Dubois recommends limiting the number of drinks allowed per person; Ms. Verner asked about ways to identify eligible drinkers. d. Services Page 1 2 i. Ms. Lannon reported on a patron who demonstrated increasingly disruptive behavior necessitating intervention from the Reading Police. With information from the Reading Police Chief, the Library Director decided to issue a restraining order to prevent the patron from entering the Library at this time. Ms. Lannon was complimentary of Reading Police and library staff response to react supportively and safely; the Trustees complimented the staff for handling it well. Ms. Barry discussed the circumstances of communication with the patron and a plan to help staff interact and resolve issues as a result of his behavior. Ms. Dubois asked if the patron is aware of the open ended date of the restraining order. Ms. Lannon said he was made aware by the Police Officers VI. New Business a. Holiday Decorations i. Ms. Lannon reports she and Ms. Dubois received letters from town residents about the lack of Christmas decorations at the library. Ms. Lannon replied to the letters, identifying displays in place to highlight Christmas, as well as other ways the Library shows respect for the this and other holidays. She will send the Trustees a copy of her response Ms. Dubois, Ms. Verrier and Ms. Pennacchio discussed options to bring holiday season greenery to the outside of the building Ms. Lannon explained the Library doesn't have a policy regarding holiday decorations ii. Ms. Pennacchio asked about plans for the Library's 150th birthday proclamation iii. Ms. Pennacchio asked about Legislative Breakfast. Ms. Lannon explained the event will include visits by State Representatives; Senator Jason Lewis will speak; and a Representative from the Massachusetts Board of Library Commissioners (MBLC); 8 a.m. Thursday, February W. Ms. Lannon explained the value of networking and advocating for library building funding Adjournment 8:58 PM Motion: To Adjourn (Grimes; Pennacchio) Vote: Approved 4-0-0 Respectfully Submitted, Alice Collins, Secretary Page 1 3