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Home My WebLink About2019-06-10 Board of Library Trustees Minutes OfH O� Town of Reading Meeting Minutes RECEIVED TOWN CLERK p / READING, MA. 0 Board - Committee - Commission - Council: 2119 JUL 23 AM 9: 23 Board of Library Trustees Date: 2019-06-10 Time: 7:03 PM Building: Reading Public Library Location: History Room Address: 64 Middlesex Avenue Session: Purpose: General Meeting Version: Final Attendees: Members - Present: John Brzezenski, Chair; Cherrie Dubois, Vice-Chair; Alice Collins, Secretary; Andrew Grimes; Nina Pennacchio Members - Not Present: Monette Verrier Others Present: Amy Lannon, Director; Lorraine Barry, Acting Assistant Director; Allison Sloan, Sr. Library Associate; Anne Landry, Selectboard Liaison Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Call to Order I. Approval of Minutes from May 13, 2019, with correction of November 18"' meeting date Motion: To Approve Minutes (Dubois, Grimes) Vote: Approved 5-0 II. Public Comment - none III. Financial Report a. FY2019 Ms. Lannon reports she asked the Town Manager to request and an additional $8500 for salaries to accommodate the leave buyback. The total leave buyback for retirements and departures in good standing for FY19 will total over $48,000 b. Expenses: Ms. Lannon reports expenses are as expected, and the Library will meet 13% per MBLC guidelines of materials money. The library is using materials money to replace public computers on a four year rotation. c. Gifts: i. $225 - Women's League of Reading; for Museum of Science pass ii. $9000 - Estate of Ednamae Storti; for Children's materials and furnishings iii. $500 - Gloucester Lyceum & Sawyer Free Library; donation in thanks for Ms. Lannon's presentation to their Trustees and library corporation members iv. $500 - Northern Bank; for Eats & Beats Program Page I r T, V. Ms. Lannon reports she is talking to the Town Treasurer about transferring certain large donations into an Interest bearing accounts. This will require detailed planning and setup for these directed gifts. IV. FY20 Meeting Schedule Ms. Lannon reports the schedule remains in keeping with meetings at 7 p.m. on the 2nd Monday of the month, with alternate dates listed to accommodate holidays and Town Meeting. List of the proposed dates follows: July 8, 2019 August 12, 2019 September 9, 2019 Tuesday, October 15, 2019 (Holiday) Tuesday, November 19, 2019 (Town Meeting conflict) December 9, 2019 January13, 2020 February 10, 2020 March 9, 2020 April 13, 2020 May 11, 2020 June 8, 2020 Motion: To Approve Meeting Dates (Grimes, Pennacchio) Vote: Approved 5-0 V. FY20 Holiday Schedule Ms. Lannon asks the Trustee to approve the list of proposed 2020 Library Closings: January 1, Wednesday New Year's Day January 20, Monday Martin Luther King, Jr. Day February 17, Monday Presidents' Day April 12, Sunday Easter April 20, Monday Patriots' Day May 23, Saturday Memorial Day Weekend May 24, Sunday Memorial Day Weekend May 25, Monday Memorial Day Weekend (Last Open Sunday, May 31) July 3, Friday Independence Day Observed July 4, Saturday Independence Day September 5, Saturday Labor Day Weekend September 7, Monday Labor Day Weekend (First Open Sunday, October 4) October 12, Monday Columbus Day November 11, Wednesday Veterans' Day November 25, Wednesday Close at 1 p.m. November 26, Thursday Thanksgiving Day December 24, Thursday Christmas Eve December 25, Friday Christmas Day December 31, Thursday New Year's Eve Motion: To Approve Holiday Schedule (Collins, Dubois) Vote: Approved 5-0 VI. Directors Report Ms. Lannon reviewed the 2020 list of Library Trustees agenda topics: including the schedule to review library policies (e.g. March review of Patron rights and responsibilities policy). The schedule also Includes important dates and deadlines for items that will need Trustee vote or approval (e.g. FY21 Action Plan). Page 1 2 a. Building Facilities Network Issue: Ms. Lannon reports that on Monday, May 20, the Town of Reading Technology Division (Town IT) identified a major security risk on the Cisco router used by the library and provided by NOBLE that created a vulnerability for the library and for the town. Immediate options were discussed and a decision was made to shut down the public network and interrupt patron use of all internet and wifi, because staff would be able to provide full service and assistance to patrons, and essential administrative tasks (e.g. bills, invoices). The public internet/wifi was shut down at 9:OOPM. Town IT worked with NOBLE and their subcontractor New Era. A service ticket with New Era was opened at 9:30AM on Tuesday, May 21. Public internet/wifi was restored at 4:30PM that afternoon, causing an outage to the staff network from 4:30-4:SSPM. Once both networks were restored, the Town IT confirmed that the initial vulnerability was resolved. There were some subsequent issues with public printing that are still being fixed. To provide another layer of network security, Town IT is looking into adding all library staff to the active directory. Preventative Maintenance (K. Cabuzzi, Assistant Director of Facilities): L All major air handling equipment filters have been changed; belts and motors inspected and changed if needed; and John and Lynda washed all the filters in all the small air handling units throughout the building ii. A fire alarm inspection has been performed. This is done 3X/year on 1/3 of the devices each time iii. The elevator monthly inspections have been performed; the elevator is due for state inspection in August 2019 iv. Maintenance was performed on all power inverters in the building in January in response to a report of a bad circuit board that was going into alarm mode intermittently; the board was replaced as a warranty item V. There have been no major breakdowns or maintenance issues to report, only normal wear and tear items that are addressed through work orders vi. Additionally, Ms. Lannon reports ongoing problems with the handicapped accessibility button at the entry doors; repairs and alternate options are being considered. b. Personnel i. Ms. Lannon reports one of our senior high school pages has resigned and we are in the process of hiring a replacement. We received two applications, and Ms. Lannon is talking to the Town Manager about hiring range options and starting salary ii. Ms. Lannon says all other hiring is complete; iii. Ms. Lannon is working with the Town Manager on Town-wide goals; in FY2020 she will be leading Community Conversations, as well as contributing to goals related to Volunteerism and Employee Attraction and Retention c. Programs and Outreach iv. Garden Club Plant Sale - Successful day, received positive feedback (May 18) V. Pulse of Reading: Change &Transition - 20 participants, analysis and summary of results is in process. Ms. Lannon explains there is interest to create a steering committee to include town staff, RED, residents, faith community leader, and library staff (May 30) vi. Our Town, Your Story: Community Scanning & Download Day (June 8). Ms. Lannon discussed how the materials will be used, and plans for future Scanning Days. Ms. Barry reports the stories were insightful and meaningful vii. Friends & Family Day (June 15) Page 1 3 viii. Universe of Stories: 2019 Summer Reading Program begins for children (birth to Grade 5) (June 17), and for teens and adults (June 22) d. Collections and Services L Ms. Lannon reports on the Photographer in Residence, Mason Haynes, has submitted his first portfolio (20 photos from January-March 2019) H. Overdrive Advantage is a new purchasing program for electronic books that will give Reading residents priority on specific items. Reading Public Library is #4 in borrowing from Overdrive in NOBLE, and all of NOBLE is benefiting from the new state-wide reciprocal lending available on Overdrive. Ms. Collins asked about now NOBLE and reciprocal lending is benefiting patrons. Ms. Lannon explained there is surprisingly little overlap among the different consortia Overdrive collections, so that specialized collections in each consortia benefits all users including NOBLE patrons. iii. Ms. Lannon discussed NOBLE subscription to EBSCO online services that exemplifies the benefit of licensing through NOBLE. The Reading Public library saves approximately 50% by not licensing content independently. VII. Other Business Director's Goals: Ms. Lannon discussed her annual review with Mr. Brzezenski, and expressed interest in continuing education. She has applied to a Graduate Certificate program in Peace and Conflict Resolution at the University of Massachusetts, Lowell. She asked the Trustees to approve time to attend classes and tuition reimbursement. Mr. Brzezenski explained he believes this program will be relevant, and enhance Ms. Lannon's work with the library and the town. Ms. Pennacchio asked the timing of the courses; Ms. Lannon expects to take one course per semester. Ms. Landry asked for information on specific classes, community information and how it will affect possible library programming. Motion: To give Amy Lannon $1000/class and 7.5 hours/week to attend classes, contingent on her acceptance in the program, and successful completion (Dubois, Pennacchio) Vote: Approved 5-0 Important Dates: Friday, June 21, 2109 Global Eats Summer Beats Event Monday, July 8, 2019 General Meeting Adjournment 8:05 PM Motion: To Adjourn (Grimes, Pennacchio) Vote: Approved 5-0 X tfully Sub �i ed,- Alice Collins, Secretary Page 14