No preview available
HomeMy WebLinkAbout2021-06-14 Board of Library Trustees Minutes c�H ory or Town of Reading RECEIVED 3 - i Meeting Minutes TOWN:CL F, REAMING, MAK a OL Board - Committee - Commission - council: 1021 JUL 13 PM 1: 46 Board of Library Trustees Date: 2021-06-14 Time: 7:00 PM Building: Reading Public Library Location: Conference Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Chair; Nina Pennacchio, Chair; Monette Verrier, Vice-Chair; Andrew Grimes, Secretary; Monique Pillow-Gnanaratnam; John Brzezenski Members - Not Present: Cherrie Dubois Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director, Friend of the Reading Public Library President: Leslie Haley, Lynda Zarrow, Liz Krugman Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: Call to Order 7:13 pm I. Approval of Minutes from May 17, 2021 Minor corrections Motion: To approve minutes from May 17, 2021, as edited(Grimes/Verrier) Vote:Approved(5-0) IL Public Comment: The Friends of the Reading Public Library, Leslie Haley, Vice-President, Lynda Zarrow, and Liz Krugman came to the meeting to discuss the Friends book sale room. Ms. Haley stated they are disappointed at potentially losing the Friends Book Sale room and want the Trustees to know that the book sale room has been part of the library for 30 years. The previous Director stated that the Friends would have a book sale room in the new building, and FRPL had input on the room's construction. It is a destination for the library community, raising money for library programming, making between $3500 and $4000 a year. As a non-profit, losing the book sale room will not help the Friends raise funds for the library. They have also been unable to have their House Tour, the largest fundraiser that they run. It is important that they have a presence in the library. They were flabbergasted that the library may use the space as either a conference or office space. Ms. Krugman stated that the Book Sale room is not only the Book Sale Room. It is a meeting space for a small group of Friends, especially during fundraiser times. High school students also use it to study and for tutoring help. It is an opportunity for the community to drop off summer reading books and pay for an inexpensive copy of the summer reading books. It is also an opportunity to engage with the Friends and get community members to join the group. It serves many needs, and it would be a blow to Page 1 1 the community to lose this resource. Ms. Krugman looked at the alternative spaces, including the turret, and felt that it would be a tight ft. To reduce the space would not be worth it as donations are always coming. She suggested that the audiobooks move to another location, and the Friends move into that area. Ms. Zarrow stated that she has been on the board for a long time and that fundraising is getting tougher. Mr. Grimes noted that he has a soft side for the book sale room. Ms. Haley asked that they be part of the conversation and that they were not getting respect regarding what was happening to the space. Ms. Zarrow mentioned that other libraries have twice-a-year book sales, and the Friends don't have room to store all the donations that would come in for that type of book sale. Ms. Pennacchio thanked them for coming and stated that she appreciated everything the Friends were doing for the library. Ms. Pennacchio also noted that the conversation about space for the Director of Equity was relatively new as Town Meeting only approved the position on May 8. Ms. Dubois, another Trustee, wants to be part of the discussion when deciding what happens with the book sale room. Ms. Verner stated that she is sorry that they had felt that they hadn't been part of the conversation. III. FY22 Board of Trustees Officer Election: Motion: to keep the current slate of officers(Grimes1Pillow-Gnanaratnam) Vote:Approved(5-0) IV. Warrant Approval Process: Ms. Lannon reviewed the pre-COVID process of warrant approval, discussing timing and live signature requirements. Ms. Lannon recommended that warrants be available every other Friday, with signatures complete by library closing on the subsequent Monday. This gives all Trustees time to review signatures over the weekend and before meetings (usually Mondays). Ms. Pennacchio noted that this process would help ensure a quorum of signatures. Ms. Lannon also recommended that if a Trustee cannot come to the library but would like to review the warrant, they may request an electronic copy. Ms. Verrier confirmed that the warrants would be available in the usual drawer at Borrower Services. Ms. Pillow-Gnanaratnam asked for a list of warrant dates. PCard reporting: Ms. Lannon asked if the Trustees wanted to see the PCard re ort monthly and how they would like to review this spending. Library staff use the PCardkonline transactions like subscriptions, software, and conference registrations. Ms. Verrier and Ms. Pennacchio asked if it could be available for review at the Trustees meetings and felt signatures were not required. V. FY22 Meeting Schedule: Motion: To approve the FY22 meeting dates(Verrier/Ghrnes) Vote:Approved(5-0) VI. CY22 Holiday Schedule: Ms. Venter corrected MILK Day to January 17. Ms. Lannon reviewed Saturday holidays and special closings. Examples include traditional 1:00 pm closing before Thanksgiving Day, 2021 Christmas Eve, and New Years Eve. Ms. Vernier asked for clarification on Sundays (October through May) Motion: To approve the CY22 calendar as corrected. (GdmesrPennacchi0) Vote:Approved(5-0) VII. Financial Update: • FY21: No outstanding issues to report. Ms. Lannon is working with Ms. Penney to make sure materials expenditure is met. Page 1 2 • FY22: No outstanding issues to report. • Trusts: The YTD income for the Library Trusts Funds is $10,244 • Gifts: Ms. Lannon mentioned there are several projects underway that will work towards spending down gifts and state aid money. VIII. Director's Report. COVID-19 • Meeting space: We are only hosting town meetings until the Fall and considering hybrid options with Zoom rooms. • May 17: Open with no appointment browsing • May 29: Face coverings required for non-vaccinated visitors. Employees are still wearing masks at all programs (indoors and outdoors) and in all public service areas as an extra precaution. Many library visitors are unvaccinated (under the age of 12); therefore, all adults are strongly urged to wear masks when in the Children's Room. • June 21: Elimination of the greeter desk, ending "curbside pickup," and returning to normal, non-appointment-based self-pickup of holds. All of the soft seating will be back in place. The AMH will be available for self-returns, eating/drinking will be permitted, and PC's and study space will be available without an appointment. Ms. Verrier noted that the hours would return to pre-COVID hours. Ms. Lannon thanked the Trustees' patience with the gradual return to regular hours and services. May Snapshot • Ms. Verrier asked 0 about partnering with the Pleasant St Center and deposit collections. Ms. Lannon reported that Ms. Dowds is working on this. The library's first inside event was the VIB: Very Important Babies playgroup, a small group (registration required) program. Another program highlight was the Music and Me Program healing program that reached eleven families. • PV Supa, who is the vendor for the AMHS, has been acquired by another company. Ms. Gardner has been working with them on the physical maintenance of the machine and will be working on renewing the service contract over the summer. Personnel • Two new Substitute Library Associates start June 14. • Teen Librarian Renee Smith has given her notice effective June 29, 2021. The library is beginning a search for a full-time Teen Services librarian. Horizons • The library is researching the use and purchase of an Outreach Bike similar to what Brookline Library has. This program is part of the strategic plan initiative to meet the community where they are. • As the library returns to quarterly programming and frameworks, Public Services is focusing on new programming pillars that incorporate the library's core values and mission into planning. • Eagle Scout Project: Take and Sew Bags • Adventures of Chompy the Rabbit (partnership with RPS ELL program) • Collaborations on environmental programs • Tiny Desk Concerts Page 1 3 • Garden and the outside space development • Patio garden is flourishing under the Children's Librarian is Lisa Racine. • The Select Board approved 59 Middlesex use as a teen recovery center. IX. Other Business: • Ms. Lannon and Ms. Pillow will discuss the Director of Equity position and outline the process. • Discussion of Friends Books Saleroom and space issues: The board discussed creating a small committee with two Trustees and two staff members to review the overall library space with a fresh eye. Creating this committee aligns with the library's current strategic plan goal of"Library as Space and Place."The Book Sale Room will be an agenda item for discussion for the July meeting. Ms. Verner requested the square footage breakdown of the book sale room to consider how to find another equitable space. • Ms. Lannon noted that there might be changes to how the History Room is used to preserve the materials better. Adjournment: 8:41 pm Motion: To Adjourn (GrimeslVemer) Vote:Approved 5-0 Respectfully//Submitted, Andrew Grimes, Secretary Page 1 4