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Meeting Minutes
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Board - Committee - Commission- Council:-
Board of Library Trustees
Date:- 2021-01-11 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 Verner, Vice-Chair; Alice Collins,
Secretary; Cherrie Dubois; John Brzezenski; Andrew Grimes; Monette
Verner
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 RCN. For
Public Participation was available through email at
rdaadmine.noblenet.oro. Comments and questions were monitored during
the meeting.
I. Call to Order 7:02 pm
II. Approval of Minutes from December 14, 2020
Motion: To accept minutes with edits from Alice Collins, submitted to Ms. Filleul.
(Dubois/Brcezenski)
Vote: Approved 6-0
III. Public Comment: None.
IV. Update to Borrowing Policy
Ms. Dubois asked about the moratorium on fines and recommended moving the
statement make it clear this is COVID-related. Ms. Verner asked for clarification on the
moratorium. Ms. Filleul explained quarantining of material results in delayed check-ins.
Motion: To approve the Borrowing policy as amended. (Collins/Dubois)
Vote: Approved fro
V. Proposed Virtual Meetings Policy:
Ms. Lannon reviewed the library's plan to offer a Zoom license for public meeting room
use. The policy as written is aligned with the standard meeting room policy. There is
no charge for use. It is for non-profit use,for non-commercial organizations, cannot be
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used for social functions, and there can be no charge for registration or entry to events.
The person who is coordinating it must live in Reading and be 18 years or older. An
adult must be present if attendees are 18 years or under. The library may request
validation of eligibility.
The Board reviewed the policy as presented. Ms. Pennacchio asked about limit of use.
During COVID there will be no limit. Ms. Dubois asked how abuse of the service would
be handled. Ms. Filleul responded the goal is to have open use and usage will be
tracked to avoid these issues.
The Board discussed hours of availability for the service. Ms. Verner noted that during
library hours mean that staff would be available for technical help. Ms. Dubois felt that
most people would be comfortable using the service and the technical assistance might
not be in high demand. The Board agreed the last reservation should start 30 minutes
before the library closes for public service and that there wouldn't be technical support
past library closed hours.
Motion: To approve the virtual meeting room policy as discussed and amended.
(Grimes/Collins)
Vote: Approved 6-0
VI. Financial Update:
a. FY 21: Ms. Lannon reported that there are no outstanding issues. Salaries remain
around 50%. However, with retirements there will be sick leave and vacation buybacks
that need to be reconciled in the spring.
Municipal expenses are running a little under. However, the materials budget is on target
for 13%. Staff continue to optimize Overdrive, Kanopy and hoopla spending. We are
considering leasing books again.
State aid application was approved and we are expecting our first of two checks within
the next month. We spend the state aid on communications and marketing. Ms. Lannon
recognized Ms. Filleul, Desiree Zicko, and the communications team for an outstanding
job getting the information out to the public.
The Board discussed the financial approval process. Selected invoices will be scanned
and distributed going forward.
b. Gifts December 2020: Ms. Lannon noted that these donations were deposited in
December. Sometimes checks are not deposited the same month they are dated.
VII. Director's Report
a. COVID Services:
Ms. Lannon stated that on December 26, 2020, the library paused all in-library
appointments. Reading remains in the red and the suspension of services will remain in
place until at least Monday, January 25th The library requires two weeks' notice before
resuming in-person services.
December circulation remained strong at 67%of the total compared to December 2019.
Reading remains one of the strongest circulating libraries in NOBLE.
b. Personnel:
Hiring: Ms. Lannon reported that the library is pleased to welcome Ms.Ally Dowds as
the new Division Head of Public Services. Ms. Dowds comes from the Boston Public
Library, and also worked for the Department of Corrections. Lorraine Barry's last day is
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on Friday, January 151h. On-boarding in COVID is difficult but not new as the library has
trained two other new staff members since the start of the pandemic.
Retiring: Allison Sloan has announced her retirement after over 27 years of service. She
works part time in Collection Services and was nationally recognized as the
Paral-ibrarian of the Year. We expect to fill Allison's part-time position with an internal
candidate.
Ms. Lannon noted that she has launched the VI annual Employee Survey. The COVID
will influence the results, but will provide important information on workplace needs and
successes. Employees are also conducting a mid-year review of their annual goals.
VIII. Other Business:
Ms. Pennachio attended the Pulse of Reading event and fell that it was really well
organized and well attended; it was a great event. Ms. Lannon mentioned that the
Grounded Knowledge Panel will be cancelled due to circumstances beyond our control.
However, the library is already working on two more conversations on privilege and
power. These should be scheduled for February and March,with April as an alternate
date.
Adjournment 8:07 p.m.
Motion: To Adjourn (Gnmes/Dubois)
Vote: Approved 5-0
Respectful
Alice Collins, Secretary
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