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HomeMy WebLinkAbout2019-10-15 Board of Library Trustees Minutes ��OIHf ° Town of Reading ' c Meeting MinutesIVEi) oe TOWN K ER s - READ f`d''^a. R4 K PX Board - committee - commission - Council: X19 MOV 20 PM(2: 20 Board of Library Trustees Date: 2019-10-15 Time: 7:00 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; Cherne Dubois; Andrew Grimes; Monette Verrier Members - Not Present: Alice Collins Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director, Lauren Gardner, Head of Borrower Services, Jamie Penney, Head of Collection Services Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Call to Order I. Approval of Minutes from September 9, 2019 Motion: To Approve Minutes: (Grimes, Dubois) Vote:Approved 5-0 II. Public Comment: None III. Policy Review: Borrowing Policy: Jamie Penney, Head of Collection Services and Lauren Gardner, Head of Borrower Services reviewed the Borrowing Policy and the Fines and Fees Policy. Based on collection usage data and statistics, Ms. Penney recommended that the loan period of CDs change to 7 days. Ms. Gardner updated the board on the new auto-renew feature wherein eligible home library items will automatically renewed for the patron. This reduces printing and mailing of overdue notices, in addition to being a good customer service feature. Library of Things, Express items, and materials from other libraries will not be auto-renewed. Ms. Lannon noted that this feature gives the library a better understanding of the circulation history of an item. Ms. Dubois expressed appreciation for the new feature. Mr. Brzezenski mentioned that he had to read the initial email a few times, but was happy about it. Recommended changes to the Fines and Fees Policy included adding the $5.00 a day fine for overdue Library of Things. Ms. Verrier requested clarification of the maximum fine amount and noticed duplication of information in the two different policies (Fines and Fees and Borrowing . Further Page I 1 discussion included how printing fees are used, fee options for replacement for lost items, and how finestfees information should be referenced between the two policies. Motion: To approve recommended changes to the BOrroWino Policy and Fines and Fees Policy as amended. (Verrier, Grimes) Vote:Approved 5-0 IV. Circulation Services Update: Ms. Gardner reported that Reading remains the highest circulating library per capital in the NOBLE network. The monthly average is over 28,000, peaking in the summer, with a circulation of over 35,000 in July 2019. Self-service stations account for 74% library checkouts. However, many patrons still value the personal service offered at all the service desks. All returns go through the automated handler, whether from patron or staff side, a process that has decreased human error that happens with manual returns. Public self-service accounts for 50% of all returns. Staff are still working through occasional pain points and struggles with the self- service systems. The library makes use of vendor technical support, Town IT, and NOBLE assistance. Ms. Penney reported on library streaming services and compared them to use of DVDS/CDs and other physical materials. Trends show that the physical media formats are going to continue to decline, but that there is no immediate need to reduce or phase out these collections. Ms. Dubois asked similar trends in printed materials. Ms. Verrier asked how increase in digital usage influences purchasing and how the library budgets for usage variable usage. Using Kanopy and Hoopla as examples, Ms. Lannon and Ms. Penney reviewed annual and monthly process for budget and usage tracking. Ms. Dubois asked how much online streaming impacts circulation statistics. Ms. Verrier asked how services like Hoopla are linked in the Evergreen catalog. V. Financial Report a. FY 20: Budget on target, nothing to report. All state filings were completed. b. Gifts: $1000 from Zemlin family. Total donations in memory of Arlene Zemlin have reached $1770. The Zemlin family would like to use the money to purchase art work to be displayed in the mystery area on the ground floor. VI. Director's Report a. Building / Facilities Update Nothing to report b. Personnel Welcome new Sunday/Substitute Librarians Trisha To and Pamela Aghababian. The town will be issuing photo ID's for all employees. c. Programs & Outreach The library is applying for a Mass Humanities Grant called 'The Vote: Exploring voting rights in America."This intensive grant application process is headed by Andrea Fiorillo. Ms. DuBois noted that Civics has been added Page 1 2 back into the middle school curriculum. "Discover the Arts Festival"was on Saturday, October 5. Ms. Filleul reported that there was a small group of people who visited the library table and signed up for the newsletter. "Festival of Trees"The library staff is working on a "Salute to Service" themed tree for the 2019 Festival of Trees. Every year, staff members donate time, supplies, and money to support this Reading Educational Foundation fundraiser. The tree includes a set of books for different ages and reading abilities for the tree winner, as well as a donation to a related charity. All staff and trustee donations welcome. d. Collections & Services Lynda.com: The library was scheduled to launch a library version of the learning site Lynda.com that was recently purchased by Linkedln. The company changed its data collection and privacy practices which do not meet NOBLE standards for privacy protection standards. As a result, RPL and many other libraries have withdrawn from Lynda.com contracts. Please see letter from MLA President, Esme Green. Macmillan: Macmillan is severely limiting the purchase and distribution of its eBooks to libraries. Library customers are only permitted to purchase one copy for the first eight weeks of availability. After eight weeks, there are additional limits on how many times additional copies of the eBook may be circulated. The model is designed to encourage purchase of eBooks by individuals and discourage multiple use access by libraries. Macmillan practices are not condoned by ALA or MLA. Please see letter from MLA President, Esme Green. e. Other The Library Director issued two written warnings to minors. Copies were sent to parents/guardians and the school principal. Ms. Lannon wanted to take a moment to give credit to the public services staff at the Research and Reader Services desk. They have worked hard to increase the communications within the department. The students have not been back, behavior has been better with all students. The elected boards and appointed committees and commissions have been asked to review and consider the RPS School Committee's "Accommodations for Religious Observances" as it might pertain to scheduling of public, nighttime meetings. The current Trustee Bylaws do not include any similar section. Currently, the FY2020 meeting schedule includes Monday, April 13 which falls during Passover, but does not fall within the period noted in the School Committee policy. Ms. Lannon said it is something to consider, as currently meetings are scheduled so as not to conflict with recognized holidays or Town Meeting. Trustees will take under Page 1 3 consideration for next years schedule. Ms. Lannon reported that during September and October staff attended a variety of seminars and programs: Ms. Dubois asked if a list of the Professional Development could be included in future Directors report. Continuing Education / Professional Development: L Defending Access with Confidence (All staff meeting) ii. Claiming our Seats: A Kitchen Table Dialogue on Women's Voting Rights iii. Library Journal Day of Dialog iv. Library Journal Equity in Action Course v. MLA Intellectual Freedom & Social Responsibilities Committee vi. MLS Building Your Leadership Toolbox vii. New England Independent Booksellers Association (NEIBA) viii. NOBLE Circulation Roundtable ix. NOBLE Inclusive Libraries Discussion Group x. NOBLE Resource Sharing Working Group xi. NOBLE Tech Services Roundtable xii. NOBLE Wordpress Roundtable xiii. Tech Services training for Children's Room staff xiv. Understanding Trauma-Informed Library Services (PLA) xv. White Privilege Symposium 2019 (Lesley University) VII. Other Business: Budget presentations to Select Board will December 3, 4`', 10'" and 11 In. Ms Lannon asked what dates work best for the Trustees. Ms. Verner would like to include a FAQ section on the website for the meeting rooms; it will give staff an easy tool to deal with public inquiries and issues. Ms. Verrier will provide list of questions for Ms. Filleul. Ms. Pennacchio asked if a list of alternate meeting room locations in town could be included in the FAQ. Adjournment 8:42 p.m. Motion: To Adjourn (Verrier, Grimes) Vote: Approved 5-0 Res ecttully Su miffed Alice Collins, Secretary Page 14