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HomeMy WebLinkAbout2019-08-12 Board of Library Trustees Minutes Town of Reading .' Meeting Minutes EC EiV'ED IV GI REG D , MA. Sag:IN(OPPOP'1. Board - Committee - Commission - Council: 2!i! SEP 10 Ph 1: Board of Library Trustees Date: 2019-08-12 Time: 7:05 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; Nina Pennacchio, Vice-Chair; Cherrie Dubois; Monette Verrier, Andrew Grimes, Alice Collins, Secretary Members - Not Present: Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Call to Order I. Approval of Minutes from July S, 2019 Motion: To Approve Minutes (Dubois, Verrier) Vote: Approved 6-0 II. Public Comment - None III. Policy Review-Teacher Loan Policy Senior Children's Librarian, Cate Zannino and Head of Public Services, Lorraine Barry, reviewed the Teacher Loan Policy. There were no substantive changes; however the language has been updated to reflect current library practices. Ms. Dubois asked for clarification on the definition of'Reading teacher." Ms Lannon confirmed that the Teacher Card applies to any person teaching in a school in Reading. The policy was updated to include teachers having access to online resources in the classroom and made application for the card easier. The extended loan period does not apply to materials from other libraries. Ms. Dubois recommended clarification on this wording. Other edits included an updated timeline for overdue and billing notice procedures. Motion: To Approve Teacher Loan Policy with amendments (Collins, Grimes) Vote: Approved 6-0 IV. Financial Report. a. FY2019: Ms. Lannon presented the FY19 year-end summary, noting there may be small adjustments after the formal close of the budget in September. Ms. Lannon reported that money was returned to the Town (general fund), including the $5,000 transfer requested in anticipation of retirements. In FY19, the library made good use of the fines/fees revenue, and also fully spent down the state aid of approximately Page 1 1 $33,000. The majority of state aid was spent on website design services and marketing materials. Library trusts generated $3,000 in interest income, none was spent. Trusts are limited and restricted in how the money can be used. Mr. Brzezenski asked if trust money was available to purchase art work. Ms. Lannon confirmed that there is some trust income available. The library also received $10,000 from the RPL Foundation and support from the Friends of the RPL included $28,000 for programming. The library spent a total of$40,000 on programs for the year, including gift and municipal money. Ms. Lannon also reported that the library met its materials benchmark of 13% of the total budget. Ms. Collins wondered if we spent more this year on programming than last year and we did. Ms. Lannon will see what previous program spending statistics are available. b. FY2020: Ms. Lannon reported that the library is currently working with Accounting and Payroll to align MUNIS records and data with the new library divisions. All employees are being paid and accruing benefits at correct rates. However, we expect to have new accounting lines in place by the end of this payroll period. The August 12`h bill roll includes full year payment for NOBLE content and services. As such, the August expenditures seem high, but this is very typical. c. Gifts: No large gifts during July. VI. Director's Report a. Building Facilities Ms. Lannon reported that Facilities scheduled upholstery/carpet cleaning in the Teen room and upholstery cleaning in the Children's room. This special cleaning is funded through donations and coordinated by Assistant Facilities Director, Kevin Cabuzzi. Periodic deep cleaning should extend the life of the furnishings. Ms. Lannon will be discussing a future schedule and budget with Facilities. b. Personnel Library Associate Judy Newton is celebrating 20 years of service at the Reading Public Library. Judy has worked in both Children's and Technical Services, and is a Reading resident. Kathy Miksis, Adult Services Librarian is celebrating 25 years of service and has also worked as a Reference librarian and Teen librarian. Ms. Lannon submitted a position requisition for a Sunday/Substitute Librarian, primarily for Adult Services, to replace Lauren Gardner who is now the Senior Borrower Services Librarian. Response has been very positive and the library hopes to hire someone by mid-September for Sundays in October. c. Programs and Outreach 2019 Summer Reading Program, "Universe of Stories" ends on Saturday August 17`h. Ms. Lannon reported that it has been a very busy and successful summer. This is typically the season when the library experiences the "Summer Bump" with a notable increase in circulation and visitors. The 21" annual Vehicle Day is scheduled for August 13`h. This year the library is trying some new promotional techniques including reusable lawn signs designed by the new Communications Specialist Desiree Zicko. d. Collections and Services Preservation Assessment Grant Report: The NEDCC Consultant, Ms. Becky Geller, submitted a final comprehensive preservation assessment report for the Library, Historical Commission, Town Clerk's office, and Reading Antiquarian Society (Parker Tavern). The final steps for the $20,000 grant will be for the library to submit a long-term preservation plan to the MBLC by October. Local History librarian, Eileen Barrett and Amy Lannon are working on this document. Filing the plan will mean the Page 1 2 library will be eligible for other preservation grants. Notable recommendations include that the History Room be locked and require users to sign-in, to exclude the History Room from meeting room rentals by the public, potential restriction on backpacks, and only allow use of pencils. Ms. Lannon said that the staff will discuss various uses of the space and how best to meet space needs while also preserving historic and special materials. Other preservation goals will most likely include additional shelving for the storage area, improved control of the humidity/temperature in the History Room, and updated Collection and Use policies. Ms. Pennacchio inquired about the time commitment for Ms. Lannon and Ms. Barrett. Ms. Lannon reported that she will continue to oversee broader elements of the project, while Ms. Barrett, who has recently increased her scheduled hours, will take over the day to day preservation needs of the collection. Ms. Lannon noted there is no central Town archivist, a position that would be very helpful in the future. ARIS Report Complete: Ms. Lannon reported that the new Head of Collection Services, Jamie Penney, was instrumental in completing this year's ARIS report. The MBLC is using a new data collection service and while the transition has been generally smooth, it was also challenging. Ms. Lannon reported that the library ran 847 programs and that there were a quarter of a million visitors in FY19. The ARIS report has been electronically filed and sent to the MBLC in the mail. Ms. Collins asked for a copy of the document and Ms. Lannon will send out copies for everyone. VII. Other Business Ms. Lannon presented a request from the Friends for permission to promote their organization by putting a banner outside programs that they are sponsoring. Friends will be responsible for managing the banner, not the library staff. Ms. Collins was wondering if the Friends membership was down. Ms. Lannon reported that it may be and that she will follow up. Ms. Lannon mentioned that the annual Trustees conference sponsored by the MBLC will be running in November. She recommended that the Trustees attend. Ms. Lannon reported that Emergency Services were at the library on Saturday, August 101h to check on a non-resident patron. Ms. Lannon is reviewing the response and safety/security procedures with staff, and will also connect with the police department about how to handle similar issues in the future. Adjournment 8:02 p.m. Motion To Adjourn (Grimes, Dubois) Vote: Approved 6-0 pectfully Submitted, �. Alice Collins, Secretary Page 1 3