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Home My WebLink About2019-03-11 Board of Library Trustees Minutes or Town of Reading F Meeting Minutes RECEIVED r` TOWN CLERK READING, MA. Board - committee - Commission - council: zF 2019 APR -9 PM 12• U4 Board of Library Trustees Draft Date: 2019-03-11 Time: 7:07 PM Building: Reading Public Library Location: History Room Address: 64 Middlesex Avenue Session: Purpose: General Meeting Version: Final Attendees: Members - Present: John Brzezenski, Chair; Alice Collins, Secretary; Monette Vernier; Nina Pennacchio; Andrew Grimes; Cherne Dubois; Members - Not Present: Others Present: Amy Lannon, Library Director; Lorraine Barry, Acting Assistant Director; Allison Sloan, Sr. Library Associate Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: I. Approval of Minutes from February 11,2019 Motion: To approve Minutes(Dubois, Grimes) Vote: Approved as amended to remove the word "be" under lLa.ii. 6-0-0 II. Financial Report a. FY2019 Summary 1. Ms. Lannon reported salaries continue to be under budget ii. Ms. Lannon explained new digital services under consideration for materials budget will include business and learning resources such as Lynda.com and other databases; hardware and software may be purchased for direct public use to meet budget goal iii. Ms. Lannon reported Accounting has adjusted large donor gift budget lines into designated accounts iv. Ms. Lannon asked the Trustees if they are satisfied with the format of the budget presentation. Ms. Dubois commented that it is easy to understand. Ms. Vernier asked about a negative budget line. Ms. Lannon explained spending lines as funds are debited against the larger income or revenue accounts. She asked for feedback on the report format as needed. III. Policy: Meeting Room discussion/review a. See Director's Report IV. Directors report a. Facilities i. Ms. Lannon reported the broken sidelight window door is repaired ( ii. Ms. Lannon explained the library closed early on 2/12/2019 and had a delayed opening on 3/4/2019 due to weather and snow storms. There was no damage from the storms; custodians were asked to put down extra salt on the driveway, sidewalks and stairs. She plans to talk to DPW about walkways and stripes to assure safe accessibility to the library. She complimented Facilities for their attention to the library Page 1 1 walkways. Ms. Verrier asked about sidewalks that"hug" the building, and Ms. Lannon said the custodians always make sure those are clear, the only sidewalk issue is with the snowbank that blocks the handicap sidewalk along the driveway at the corner of Deering and Middlesex. iii. Ms. Lannon recommended purchase of additional shelving in the audiobook roam, following two years of assessment and space needs. A cost quote from Tucker is attached for$1918 to be paid from the Gift Library Equipment and Furnishing budget. Ms. Barry explained it will improve access to the collection b. Personnel i. Ms. Lannon reported Communications Specialist Desiree Zicko has started and will work Tuesdays, Wednesdays and Thursdays 11:30am -4:30pm, with adjustments as needed ii. Ms. Barry reported Librarians Corinne Fisher, Lorraine Barry and Cate Zannino are interviewing for 2 Children's Librarian positions with a planned start date of 4/15/2019. So far they have selected 5 of 11 candidates to interview, and have been impressed with them so far iii. Ms. Lannon discussed a draft letter to the Town Manager for all positions on the regular classification schedule, attached. She is meeting with all staff impacted by the changes, and working on negotiations for steps and salaries. Library Pages are not included c. Programs& Outreach i. Ms. Lannon reported the Reading Garden Club Plant Sale and Friends& Family Day will take place on June 15'° ii. Ms. Lannon reported the 2'd Eats & Beats (June 2V) program is being coordinated by Michelle Filleul, who is working with Notch Brewery. They are considering wrist bands with drink tickets attached. Ms. Dubois discussed how the tickets and the bands would be paid for. Ms. Verrier asked if the Library applies for a one day liquor license, who carries the insurance, a police detail, and "amplified sound permit". Two bands will attend. Ms. Lannon and Ms. Filleul will attend the DIRT on 3/20/2019 iii. Ms. Lannon reported the Legislative Breakfast on 2/14 and Library presentation at the Select Board meeting on 2/26 went well. Ms. Lannon thanked Ms.Verrier and Ms. Collins for attending the Legislative Breakfast. Ms. Barry noted that several people who had not seen the remodeled building received a tour iv. Ms. Lannon said the Woburn Public Library is opening this week, and another example of blending an older building with a new addition d. Services i. Ms. Lannon explained Ms. Filleul is tracking a few complaints re: the changes and revisions to the Meeting Room Policy; and she is working with vendors re: the invoicing module software ii. Ms. Lannon reported we will be changing museum pass management software, training will be in April and the roll out in June iii. Ms. Lannon reported the Evergreen ILS is moving to web-based client. The roll out in June will be managed by NOBLE. Staff training will be supported by Jamie Penny and Michelle Filleul iv. Ms. Lannon said the work continues on the new website, with a planned launch for June v. Ms. Lannon reports Millville Public Library has been decertified; the Reading Public Library policy on lending to decertified libraries is attached. Ms. Collins asked about availability of a waiver. Ms. Lannon responded that Millville had a waiver, but was still unable to financial support the library. Ms. Lannon recommended the Trustees review"Public Libraries in Massachusetts: An Evolving Ecosystem"to for a discussion of on library advocacy the role of large ("magnet")and small town libraries within the Commonwealth f vi. "Formatta"art displayed in the Children's Room of diverse homes, and the ` "Peace Banner"will be displayed at the Library through April vacation week vii. Ms. Lannon is preparing a document to update the Library Strategic Plan that runs through 2020. She asked the Trustees to consider the value of hiring a consultant to help guide us through the process, and to contact her if they want Page 1 2 to participate or with ideas. Ms. Dubois approved the idea of a community survey, and to hire a consultant to offer creative ideas for the new space and appropriate goals as the plan is developed. Mr. Brzezenski asked when the last Strategic Plan was done. Ms. Lannon said 2015 with effective date of 2016 when 4 the building construction was complete Ms. Lannon made a short presentation to the Select Board in honor of the Library's 150". She thanked the staff and trustees who were able to attend. V. Friends and Foundation Update Mr. Brzezenski reported on the Foundation speaker fundraising event on April 4"at the Parker Middle School about the US Constitution. Mr. William Fowler and Mr. Robert Allison will speak, and Mr. Alan Foulds will moderate. Admission will be charged. Ms. Lannon reported on the Friends baking event/fundraiser on March 23'°. Ms. Barry said there will be four professional bakers along with many other bakers. Ms. Verner asked if the library will be open during the event. Ms. Lannon explained it will be open, and event ticket holders will wear an arm band and have access to all related activities. Ms. Barry noted the Friends are looking for a new Treasurer VI. New Business Ms. Lannon arranged with an RMHS student, Aymon Langlois, to volunteer for an unpaid internship from April to May Ms. Lannon reported on a town ad hoc committee to establish a Human Rights Board, to sunset in 2019. A library representative is invited to participate. Mr. Grimes expressed interest in representing the Library Motion by Mr. Brzezenski to accept Andrew Grimes as the Library representative to the Ad Hoc Human Rights Committee Approved: 6-0-0 Ms. Lannon discussed wage rates for pages with Michelle and Corinne. Ms. Lannon will recommend an change to salary steps for library pages to the Town Manager. She asks the Trustees if they object to requesting a July 1�'change, since seasonal employee salaries are normally adjusted in January. No objection was given Ms. Lannon said K. Miksis suggests a Video and Photography Policy. She asks the Trustees to review and redraft the sample policy. Ms. Dubois agreed Ms. Lannon suggested Ms. Filleul join her to attend the Security Meeting re. scope of work for security and security cameras. She asked the Trustees if they wish to attend. Ms. Pennacchio discussed statistics on domestic violence re: security. Ms. Dubois agreed this is an important topic. Ms. Verner requested this topic be added to the Trustee meeting agenda for the April meeting. Ms. Lannon agreed and suggested Executive Session to discuss the issues Mr. Grimes reported he received a call from a neighbor with a complaint about the updated Meeting Room Policy, and if these changes are required to go before Town Meeting. He asked about video conferencing options. Ms. Lannon explained this is an internal policy, and explained we may wish to consider video conferencing equipment. Ms. Barry explained the policy updates are to protect staff and library programming, as well as improve equitable community use Adjournment PM Motion: To Adjourn at 8:24 pm (Grimes, Collins) Vote: Approved 6-0-0 Page 1 3