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Home My WebLink About2020-12-14 Board of Library Trustees Minutes r Town of Reading h ( c I V c G Meeting Minutes TOWN CLMA ERK (r(y 2021 FEB 16 PM 3: 09 Board - committee - commission - council: Board of Library Trustees Date: 2020-12-14 Time: 7:00 PM Building: Reading Public Library Location: Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: FINAL Attendees: Members - Present: Chair; Nina Pennacchio, Chair; Monette Verrier, Vice-Chair; Alice Collins, Secretary; Cherrie Dubois; John Brzezenski; Andrew Grimes; Monette Verrier Members - Not Present: Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director Minutes Respectfully Submitted By: Alice Collins, Secretary Topics of Discussion: This Meeting was held remotely on Zoom and streamed live on RCTV For Public Participation was available through email at rdgadmin@noblenetorg. Comments and questions were monitored during the meeting. Call to Order 7:05 pm I. Approval of Minutes from November 10, 2020 Motion: To approve minutes as presented (Grimes/Dubois) Vote: Approved 6-0 II. Public Comment: no comment III. Financial Update FY 21: Ms. Lannon reported there were no significant items to report. The library has submitted $13,201.34 to the Town Account for consideration of CARES Act reimbursement for COVID-19 expenses. If approved, the reimbursement it will go back to state aid. IV. Director's Report: A. Building Update: There has been minor leakage in the Reading Room ceiling from the storm on 11/30/20. Facilities has been waiting to have more precipitation to check the new seals before replacing the ceiling tiles. Bollards are installed outside the main entrance. Ms. Lannon thanked the Department of Public Works team who did a great job. The video cameras have been installed and are active. They have not gone Page 1 2 live as yet. The director will have access to the software and will also be notified when the system goes online. Ms. Lannon received screen shots of nearby neighbors and verified that the cameras only see out to the sidewalks or to the edge of the fences to preserve neighbor privacy. Use of the disinfecting misting machine has started. To address employee concerns, we have asked that misting take place Monday, Tuesday, Wednesday, Thursday, and Friday mornings before 9:00 a.m.; and Friday and Saturday evenings after 5:00 p.m. There should be no staff in the building at those times. It is important to have these cleaning protocols in place or we could not be open. The annual elevator inspection (standard) is scheduled for the end of December. There was a walk-through of safety protocols by the fire department. B. Collection Services: Circulation in November was at 61% of November 2019 rates. These numbers only include physical materials, not electronic resources. In-library service reservations increased. The number of visitors is higher than the number of reservations since families are booked as a single reservation. The study space use increased with many students working on finals and papers. Ms. Verrier asked about Sunday services. Ms. Lannon reported that plans are to continue as usual through May. Ms. Lannon stated those who come in on Sundays are very appreciative. If in-person appointments pause or stop, pickup services should remain available seven days a week. C. Public Services: Ms. Lannon invited the Trustees to attend two events: one on January 6, 2021, Pulse of Reading: Let's Talk about Race. This community conversation will be facilitated by Deb Gilburg and Monique Gnanaratnam; and on January 20, 2021 the library is hosting Grounded Knowledge Panel: The Black Experience; facilitated by Dr. Valerie Joseph of Smith College. GKP is panel of 3-4 people of color from the community who share their experience while attendees are witnesses to the discussion. This program will be paid for through gift funds. D. Winter Reading Programs: Children's Services has launched a winter reading program "Around the World in 80 Days" that will run for 80 days. Additionally, Adult Services is developing a Winter Warmers-COVID style program for early February. E. Partnerships: The library has partnered with a town-wide program called "Neighborly Notes." Led by Dementia Friendly Reading, business, schools, Elder/Human Services are working together to provide writing notes and messages to isolated individuals in the community. Distribution is coordinated through Elder/Human Services. The library is both promoting and expanding the Neighborly Notes initiative, with notes dropped off at the Pleasant Street Center or included in our Homebound deliveries. Page 1 1 The library is also supporting the town-wide "Mask Up, Reading!' campaign. In addition to the banner in front of the studio, library staff has promoted a "Smiling Eyes" selfie series on social media and posted smaller signs on the property. F. Personnel: We have conducted a first round of screening interviews for the Head of Public Services position. The second round of interviews and writing sample submissions are in progress for three candidates. Ms. Lannon thanked Monette Verrier for agreeing to assist with the second round of interviews. V. Reading Alliance for Equity and Social Justice Position Discussion The Board reviewed the updated and recommended Frequently Asked Questions document. Ms. Verrier requested that the group, committee, position names be consistent and to a "the former' or when the committee will be sunsetting. Ms. Lannon fill follow up on the sunsetting or continuation of all groups involved. Ms. Verrier recommend restructuring the order of the questions and shortening the answers to be less duplicative. Ms. Dubois agreed. Ms. Pennacchio requested that the language clarify the position and advisory group will be a town-wide resource, not just for the library. Ms. Collins and Mr. Grimes agreed. Ms. Verrier recommended questions and answer address benefit to the town, issues of transparency, and clarify the structure. Ms. Dubois requested a glossary or section to define and identify the various groups and committees involved. Ms. Verrier stated the library is a good place for a position and group with the such a strong focus on inclusivity, as it is the one space in the community that truly transcends elements of age, religion, etc. She also observed this focus is in tandem with the library's vision statement. The board discussed Question 7 regarding concerns about First Amendment rights. Mr. Grimes who serves on the Ad Hoc Human Rights Committee, confirmed there is concern about this position and group infringing on communications and these rights. Ms. Pennacchio noted she heard of the concerns about politicizing the library, but felt that it is really about community conversation and openness. Ms. Lannon noted that the position and group is not a policy making board, rather the stated purpose is engagement, education and empowerment of the community. The board discussed Question 8 and agreed that a paid position speaks to commitment and the need for expertise in this area of work. The board discussed Question 10 regarding funding on non-salary expenses. Ms. Lannon stated that the initiative will not reduce existing library programming or staffing, but rather expand it. Ms. Collins requested a correction in the 5th bullet"and/or." Page 1 4 Ms. Lannon reviewed the position and advisory group structure. The board discussed the hiring process and the process for creating the advisory group. Ms. Dubois asked about advisory group terms, recommending a three-year term limit after which people could reapply. Ms. Verner wanted to confirm that the new division director would be given ownership to build an effective and diverse committee. The board discussed required experience, adjusting the requirement to 10 years. The board discussed full vs part time position and how that might affect the potential pool of applicants. With no further discussion, Ms. Pennacchio ask the Board of Trustees vote on the creation and support of this position and advisory group. Motion: To approve adding an Equity and Social Justice Division in the library to include a Director for Equity and Social Justice for the FY22 budget with position description and FAQ amended by discussion on 12/14/2020 (GrimesNerrier) Vote:Approved 6-0 VI. Other Business: Vision Statement: Evolving together to strengthen communication, equity, collaboration, and learning. Motion: To approve the new Vision Statement (Dubois/Grimes) Vote:Approved 6-0 Inclement weather closing: Ms. Lannon stated that there was a storm predicted for the upcoming Thursday and the decision to close would be made by 5 pm on Wednesday. Adjournment_8:28_p.m. Motion: To Adjoum (Grimes/Collins) Vote:Approved 6-0 Respectfully Submitted, Alice Collins, Secretary Page 1 3