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HomeMy WebLinkAbout2020-03-09 Board of Library Trustees Minutes OPq Town of Reading 3e Meeting Minutes y 7` Board - Committee - Commission - Council: Fk� Board of Library Trustees Date: 2002-03-09 Time: 7:03 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; Alice Collins, Secretary; Cherrie Dubois; Andrew Grimes; Monette Verrier Members - Not Present: Andrew Grimes Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director, Anne Landry, Select Board Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: Call to Order 7:03 p.m. I. Approval of Minutes from February 9, 2020 Motion: To approve the minutes as written (Dubois, Collins ) Vote: Approved 5-0 Il, Public Comment: Mike Monahan asked if the Trustees would be discussing the proposed Reading Alliance for Equity and Social Justice (REASJ) and expressed concerns on establishing a paid position for the REASJ and that the town is starting to encroach on other federal and state jurisdictions charged with protecting civil rights. For example, the police department already does this. He also felt that the Board should not allow non-residents to be on the advisory group for REASJ and that to do so would be a problem. Mr. Monahan also feels that that Trustee, the proposed REASJ, and any related advisory group meetings should all be video-recorded. Linda Snow-Dockser is member of the Mass Humans Rights Coalition (MAHRC) and wanted the Trustees to know that MHRC has offered to hold a community meeting in Reading. The meeting would normally be April 8, however due to the holiday there may be an alternative date in April or put off until May 2020. She offered to contact all those at the Trustee meeting with more information on dates and topics as it becomes available. Mr. Gary Phillips shared that his discussion with a lot of town residents indicates that they don't want a humans rights commission and this opens the door in a way that will be intrusive and put civil rights in jeopardy. Mr. Phillips feels that terms like "hate Page I 1 "inclusivity", and "diversity"are subjective. He reminded the Trustees that town counsel has already cautioned on this issue. He added that there are other important town concerns and the town has adequate resources for this issue. He thinks it would be unwise for the library board of trustees to be involved [with proposed REASJ] because it is a lightning rod that will politicize the library. However, if this moves forward, there must be control of who and where this work happens. III. Ad Hoc Human Rights Committee Update: Ms. Anne Landry, Select Board: Ms. Landry reviewed Ad Hoc Human Rights Committee members: Andrew Friedmann, Pat Kelley, Linda Snow Dockser, Andrew Grimes, and herself. There were a series of meetings that included both the committee members (voting) and community stakeholders (non-voting/advisory). Stakeholders included the Town Manager Bob LeLacheur, Chief Clark, Assistant Superintendent Christine Kelley, HRAC Chair Josh Goldlust, member of Reading Embraces Diversity, a METCO parent, a representative from the clergy association, and other residents interested in the issue. In accordance with their goal, they provided the Select Board with a recommendation that has been reviewed by town counsel. The decision was to emulate the structure of Reading Coalition for Prevention and Support(RCPS)formerly known as RCASA. The model includes an executive director(paid)who works with an advisory group. The executive director would town funded. Any additional fundraising would require a 501(c) (3) registered "Friends' group'with clear separation of accounts. The Ad Hoc committee chose to move away from the"human rights" nomenclature as it does not accurately reflect the proposed mission. The Ad Hoc committee had positive discussions with the town manager regarding funding, but understands that current WILD issues may hold up this process for now. The Ad Hoc committee spent time to assessing the best direction for the town move forward and garnered support from the police department, the clergy association, and the town manager to pursue this proposal. The process included HRAC and their need for volunteers and resources. Structurally,the Ad Hoc committee recognizes that the executive director position must be funded. One funding is approved, the library director would serve as the interim executive director, work with the interim advisory group to create a hiring committee for the executive director position. The Ad Hoc committee reviewed structures and missions of similar groups in peer communities and felt the RCPS model would work best for Reading. The proposed RAESJ advisory group is based on this. There was Trustees and community discussion and request for clarification on the advisory group. As the group would not function as a town committee, Ms. Landry gave examples of non-residents who might participate such as a rabbi or METCO parent. The advisory group is a non-voting entity. As an educational institution with a wealth of resources, the Ad Hoc committee felt the library would be a good ft for the proposed RAESJ. Ms. Landry reviewed the proposal with the Select Board who asked her to bring for the trustees for consideration. Mr. Phillips asked several questions about the research of other communities. Ms. Landry, Ms. Dockser responded on finding communities have similar organizations (visit MAHRC website), funding sources (mostly municipal/government), location (generally eastern MA), community size (mostly suburban). The Ad Hoc committee did not reach out to communities that did not these organizations. Page 1 2 Mr. Brzezenski asked for more history and context of the Ad Hoc committee. Ms. Landry reported that two listening sessions that were in response 2017-2018 graffiti incidents generated the request for the Ad Hoc committee. The library was invited to participate and Trustee Andrew Grimes volunteered to represent the library. Ms. Collins asked about the procedure and the need for town meeting to approve any funding and also how this might impact the Library budget. Ms. Lannon suggested that it be a separate division with its own line item. Ms. Landry confirmed this is an identical financial structure as RCPS. Mr. Monahan asked about salary and oversight by the town manager. Ms. Lannon clarified that while a town funded department, the library doesn't report to town manager or the Select Board, but rather the Board of Library Trustees. Mr. Phillips expressed concern and advised caution in establishing something that is very political Ms. Verner asked for clarification on the hiring process. Ms. Landry reviewed to proposal language. Ms. Alicia Williams asked about grants funding. Ms. Landry and Ms. Lannon confirmed that grants are one way to acquire funding for expenses, but that this would need to be separate from 501(c)3 efforts. Ms. Williams asked if it there were current grant funds. Ms. Landry responded that the Ad Hoc committee would be requesting funds from the town to move forward with the proposed RAESJ. Ms. Linda Phillips expressed concerns of hiring a full-time person who would not report to the town and about violating open meeting law. She expressed additional concerns with hiring someone to help with equity, social justice or diversity who would then appoint people to a board who would be their boss, possibly create their own terms, mission statement, etc. all paid for by tax payers. They would have non-town meetings where it would not be clear what they were doing. Mr. Brzezenski affirmed the library is a town department funded by the town and that the elected board of trustees are independent from the Select Board, but still subject to open meeting laws. He went on to say that these are important issues in town and that the library staff are qualified and able to handle this set of issues in the town. Ms. Phillips stated that this is making the library political and reviewed the human rights resolution process that was the Select Board was reluctant to adopt. Additionally, there are now 4-5 different groups in town addressing this issue and doing the same thing. Ms. Lannon asked Ms. Landry to clarify"education' mentioned in mission, specifically if that included by external (public) and internal (town employees and volunteers) clients. Ms. Landry said that it isn't specified, but intended to anyone who lives or works or worships in Reading. The Ad Hoc committee is set to sunset in June, but probably ask for an extension to at least November. This is important as there have been changes to the Select Board and School Committee. Mr. Monahan expressed concern that the town has been through a lot of drama and felt that tax payers of this town would be upset in adding more perfunctory bureaucracy. Ms. Dubois felt that RAESJ could be viewed as educational not political. The library is an educational institution. Page 1 3 Mr. Brzezenski stated that purpose or RAESJ seems to be proactive and not something that exists elsewhere in the community. Mr. Phillips was concerned education could become indoctrination, subjecting people to one person's individual value system; this shouldn't be supported by lax dollars. Ms. Landry asked what would be beneficial next steps. Trustees and Ms. Lannon made recommendations for developing more details, as well as bringing community and trustee concerns and questions back to the Ad Hoc committee. Ms. Verner suggested a tentative time line and Ms. Collins requested more background on RCPS and suggested adding a flow chart. Ms. Dubois and Ms. Pennacchio discussed the library's community role and its mission. Mr. Phillips feels that the agenda for the next meeting is weak and that the board is social engineering change. IV. Patrons Rights & Responsibilities Policy Review(Lorraine Barry, Head of Public Services) Library staff has reviewed the current policy and recommended changes indicated in the packet. Changes to prohibited activities include adjusting reference to marijuana (no longer"illegal substance"), leaving bags unattended, obscene abusive language. There is also new language on adult use of children's and teen spaces. Additional discussion about potential signage regarding service animals and skateboarding outside the building. Ms. Lannon will check into what can be done to help keep outside areas safe, consulting with the PTTTF. Trustees made several other recommendations to combine and clarify specific points. Ms. Barry will make suggested changes and present revisions at the April meeting. Ms. Lannon reviewed the expressive activities section of the policy and shared an email from town counsel that affirms the library obligation to permit limited use of the library for political activities which includes gathering signatures. Ms. Lannon noted that the as political activity ebbs and flows, the library's procedures for handling the time, place and manner of expressive activities may evolve between now and November 2020. V. Financial Report a. FY 20 Update Expense budget on target. The library has requested a transfer of$10,000 to cover the costs of sick/vacation leave buyback for two retirements. VI. Director's Report Building /Facilities Update The Reading Garden Club would like to organize plantings for erosion control. The cost the plants is $250 and not in their current budget. The Garden Club will oversee installation and watering to establish shrubs. Motion to approve$250 for the purpose purchasing shrubs for erosion control (Dubois/Pennacchio) Approved: 5-0 Page 1 4 Programs and Outreach a. Vacation programming well attended b. Humans of RPL social media campaign had wonderful feedback c. Congressman Moulton Town Hall went very smoothly d. Music series was a packed house! e. Hard at work on New Resident Open House and Teen JobNolunteer Fair. f. OTHER: RPL Foundation Donor Event May 8 (semi-confirmed). Requesting permission to serve alcohol on premise. Invite only event. Motion to permit RPL Foundation to serve alcohol at the May 8 donor event. (CollinsNerder) Approved: 5-0 Professional Development Reading Public Library is a workplace dedicated to continuous learning. Below is a list of RPL professional development activities from the last month: • Acknowledging the Elephant in the Library: Making Implicit Biases Explicit • Adding Mindfulness to Your Storytime Checklist • American Dream Experience -Mass Library System • Assistant Directors Forum (HOST) • Big Ideas with Soledad O'Brien • Book Club Lunch & Learn (Diverse Books) • Build Community with an Inclusive Library Program • Building Community Partnerships: A Rural Library's Guide • Citizens Responding to Extreme Weather • Conducting a Diversity Audit • Decreasing Barriers to Library Use • Doing the Work Externally and Internally: Race, Equity, Diversity and Inclusion • Early Literacy in Unexpected Places • Formulating an Inclusive Marketing/Communications Strategy • Hiring and Recruiting Library Workers • How a Library of Things Can Impact Services and Initiatives • Intentional Inclusion: Disrupting Middle Bias in Library Programming • Library Outreach Reimagined • Make Every Read-Aloud Experience Intentional and Instructional • Mentoring to Diversify Librarianship • NOBLE Circulation Roundtable • NOBLE G-Suite Training • NOBLE Working with OverDrive Advantage • OCLC's Small Group Discussion about libraries' online visibility • OverDrive Roadmap Partner Breakfast • Podcasting as Professional Development • Programming for All Abilities • RB Digital Platform: Train-the-trainer • Serving Adults on the Autism Spectrum: They don't outgrow it • The Internet is Dark and Full of Terrors • Trauma-Skilled Literacy:What's the Connection? Page 1 5 • Using the Science of Reading to Develop Foundational Reading Skills and Comprehension • What is Structured Literacy and Why does it Matter? VII. Other Business: Coronovirus COVID-19 Ms. Lannon reviewed current protocols which include increased cleaning and sanitization by custodial staff, as well as self-service wipes and sanitizers available for public use. She directed Trustees to town website for more information. Trustees recommended finding creative ways to promote handwashing/sanitizing. Adjournment 8:54 p.m. Motion: To Adjourn (Brzezenski, Pennacchio) Vote: Approved 5-0 Respectfully Submitted, Alice Collins, Secretary Page 16