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Home My WebLink About2021-08-09 Board of Library Trustees MinutesFq Town of Reading i Meeting Minutes �a ins s�SIMOR� Board - Committee - Commission - Council: Board of Library Trustees Date: 2021-08-09 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: k"E IVED TOWN CLERK READING, MA. Ie - 2021 NOV 15 AM 11: 47 Time: 7:00 PM Location: Session: Open Session Version: Final Chair; Nina Pennacchio, Chair; Cherrie Dubois; John Brzezenski; Monique Pillow Gnanaratnam Members - Not Present: Monette Verner, Vice Chair; Andrew Grimes, Secretary Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director, Carla Nazzaro, School Committee Liaison, Nancy Benjamin Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order 7:20 p.m. II. Approval of Minutes from July 12, 2021 Motion: To approve minutes with corrections. (Dubois/Brzezenski) Vote: Approved (4-0) III. Public Comment: Ms. Benjamin is visiting different libraries and towns to research what they are doing to handle anti -racism. IV. Virtual Meeting Room Policy and History Room Use Policy Updates Virtual Meeting Room Policy: Trustees reviewed policy changes and recommendations from the July meeting. She noted that most of the edits were done to ensure that this policy aligns with the regular Meeting Room Policy. Motion: To approve the Virtual Meeting Room Policy as amended tonight. (Pennacchio/Pillow-Gnanaratnam) Vote: Approved (4-0) History Room Use Policy: Ms. Dubois added several edits. Motion: To approve the History Room Use and Access Policy as amended with edits. (Brzezenski/Pennacchio) Vote: Approved (4-0) Page 1 1 V. Trusts Expenditure Approval ($4800): Ms. Lannon requested the Trustees formally vote to approve spending $4800 of trust income for materials as follows: Appleton/Mansfield $1300 Babcock $500 Foster $1800 Torrey $100 Tuttle $100 Hewitt $900 Rawstron $100 Motion: To approve the Appleton/Mansfield, Babcock, Foster, Torrey, Tuttle, Hewitt, and Rawstron Trust expenditures for $4800. (Dubois/pennacchio) Vote: Approved (4-0) VI. Space Review Update Ms. Dubois updated the board on potential space improvement options. Ms. Lannon requested the Trustees prioritize the use of space in the Library and note any cost thresholds. Ms. Pennacchio presented a question from Ms. Verner (not present): if the Friends book sale moved to another location, would storage be available? Ms. Lannon confirmed storage would be available. Ms. Dubois asked if about reallocating shelving and questioned how much the board was willing to spend. Ms. Lannon noted that the Library could apply for money from the Foundation. The Town does have a capital allowance of $10,00 for the Library. Trustees could request to add to that amount. Ms. Dubois asked Ms. Lannon to prioritize what library space needs. Ms. Lannon stated that the priority should be office space for the Director of Equity and Social Justice. The second priority would be a small bookable space for 2-4 people. She also said that expanding the storage area for local history materials and things like Friends book sale inventory would be helpful. Ms. Dubois asked if the storage area was safe for storing historical documents. Ms. Lannon confirmed that the space has no moisture and remains at a steady temperature. Ms. Pennacchio asked the board for thoughts on using the Lobby turret for the Friends book sale room. Donated books could go right in the turret. It gives the Friends a community presence and is quite visible. Ms. Dubois stated recommended this be presented to the Friends. Ms. Pennacchio asked the board to take a month to think about the space plans and that she will also bring recommendations to Friends. VII. Financial Update FY21: Ms. Lannon noted the Library fulfilled the material spending requirement for FY21. She is completing the ARIS report that is due in late August. FY22: Previously, the Library has paid the NOBLE annual membership in 6 payments every two months. For FY22, the Library will pay the entire Page 12 membership in August. Ms. Lannon noted that NOBLE typically notifies members of changes to base membership costs for the next FY before December of the current FY. She will update the board on future NOBLE costs at that time. Gifts: In the last month, the Library received nine donations for a total of $215 in memory of Richard Pattison VIII. Director's Report a. i) Physical circulation 36,235 or 103% of July 2019 ii) 11,451 visitors or 57% of July 2019 iii) New Patrons 124 iv) Ms. Filleul discussed the EDDM Postcard campaign that targeted a specific market segmented population with the goal is to raise awareness about the Library. The mailing went to 4800 households, and 25 postcards were returned. There were also 124 new library accounts created, an increase from 2019. The Library will repeat this campaign in the fall to align with library card sign-up month. v)We had our first adult in-person programming with the Word -of -Mouth book club. viii) The Library added the Value Line Database to the online resources. b. Personnel i) The Teen Librarian Hiring Team conducted nine first-round interviews, and the 2ntl round interviews are next week. ii) The Director for Equity and Social Justice position was posted on August 2. The HR director stated that he feels comfortable with the salary range. Many communities are looking for this type of position. c. Horizons: Future Planning i) Leadership is testing a new scheduling software. iii) We have started working with Simmons University about developing Library and Information Science Internship opportunities at RPL. This is one way to give back to the library community. The Boston Public Library has a standing internship with Simmons where students work for academic credit or pay. Ms. Lannon expressed interest in having a high school internship. IX. Other Business a. COVID-19 Safety Protocols: Ms. Lannon updated the board on the current Town of Reading COVID stats. She noted that staff are still required to wear masks on the public floor. There has been no guidance from the Board of Health. There are no urgent issues, and the board may call an emergency meeting to address something like a face -covering policy 48 hours of Page 1 3 advance notice should the need arise. Ms. Lannon will check with the Board of Health first regarding their thoughts on COVID safety mandates. b. Library Outdoor Concerts: Ms. Filleul reported that there would be two outdoor fall concerts with amplified sound. Town permits are not needed, but the Library will send notices to the neighbors. Registration for the concerts is required. Librarian Melissa Seldon asked the artists if they are willing to play indoors if it rains or inclement weather. If the shows are moved indoors, we will adjust the registration to comply with limited room capacities. The Library is considering renting propane heaters from Home Depot if the weather is cool. This would require a permit through the fire department. The concerts are scheduled for Thursday, September 9, 2021: 5:00 p.m. - 6:30 p.m. Albino Mbie and Thursday, October 7, 2021: 5:00 p.m. - 6:30 p.m. Portrait in Jazz. Adjournment: 8:59 p.m. Motion: To Adjoum (Brzezenski/Pennacchio) Vote: Approved 4-0 Respectfully Submitted, Andrew Grimes, Secretary Page 1 4