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HomeMy WebLinkAbout2021-11-09 Board of Library Trustees MinutesRECEIVED Town of Reading TOWN CLERK Meeting Minutes READING, MA, L 2022 JAN 24 PM 12: 54 Board - Committee - Commission - Council: Board of Library Trustees Date: 2021-11-09 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; Andrew Grimes, Secretary; Cherrie Dubois; John Brzezenski Members - Not Present: Monique Pillow-Gnanaratnam Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order and Welcome (7:05 p.m.) II. Public Comment: No public comment III. Approval of Minutes from October 12, 2021 Motion: To approve the minutes with edits. (VerrieNDubois) Vote: Approved 5-0 IV. Toys for Tots Collection Boxes Motion: Move to approve the Library as a Toys for Tots collection site. (Garnes/Dubois) Vote: Approved 5-0 V Borrowing Policy Review and Update Ms. Lannon presented the revisions discussed in October. There were no policy changes. Edits were primarily to update and clarify language regarding checkout limits, special collections, and renewals. Ms. Dubois asked how the Library can assist those who cannot pay for lost items. Ms. Lannon said that senior library staff members are permitted to waive fines in these cases. Motion: Move to approve the Borrowing Policy with the corrections. (Dubois/Verrier) Vote: Approved 5-0 Vt. Fines and Fees Policy Review and Update Ms. Dubois and Ms. Verner suggested some minor edits. Motion: Move to accept the Fines and Fees Policy with corrections. (Pennacchio/Dubois) Vote: Approved 5-0 Page 1 1 VII. FY23 Action Plan: Ms. Lannon reviewed the FY23 Action Plan filed with the Massachusetts Board of Library Commissioners. The plan is effective July 1, 2022. VIII. FY23 Level 1 Budget a) General Budget: Ms. Lannon presented the Level 1 budget for Board approval. In December, the approved budget will go before the Select Board for review. After the Select Board review, the Town Manager will make any changes needed to balance the budget. The Town Managers budget is the Level 2 budget. Then the Finance Committee will vote to recommend any changes and then vote a budget recommendation (Level 3) to Town Meeting. The FY23 budget request is an overall increase of 3.4% over FY22. The Town Manager gave salary guidance for non-union staff of a step increase of 2% plus a 1.75% COLA. Ms. Lannon noted that the salary for the Director of Equity and Social Justice has a rise of 8% to normalize it in the current competitive market. Several other communities are also looking for DEI Directors. Over the last two fiscal years, the library cut or level -funded expenses. The FY23 expense budget reflects some catching up from the previous years. There are also increases in licensing and maintenance to cover upcoming service improvement projects such as the exterior pickup lockers and the library app. Finally, the FY23 budget includes a flat 13% allocation for materials. Motion: To recommend an FY23 budget of $1,998,025, an increase of 3.4% over FY22, with a materials budget of 13% to the Town Manager and Select Board. (DuboislGrimes) Vote: Approved 5-0 b) Tuition Assistance Policy: Ms. Lannon noted there was no need for immediate action. However, with the requested 10% increase in professional development, she asked that the Trustees review the 2014 Tuition Assistance Policy. The policy is for higher education that is relevant to a career in librarianship. Ms. Lannon asked the Trustees to discuss and decide on tuition assistance. Any updates and changes will guide planning of future professional development budgets. Ms. Dubois stated that she had a recollection that there had been a concern people would use the tuition reimbursement and then immediately leave. Ms. Verner felt that the policy needed more specific requirements and procedures. Ms. Dubois stated that she would discuss the policy at the next meeting. IX. Financial Update Ms. Lannon reported that the transfers from the gifts to the trust funds are complete. RPL plans to send three staff members to the Public Library Association in Oregon in March 2022. There will also be several employees attending the Massachusetts Library Association on Cape Cod in May 2022. The Library has selected Bibliotheca as the vendor for the exterior lockers. The purchase price came in lower than expected with the MHEC discount. The Library will use the RPL Foundation gift to purchase the lockers. Ms. Lannon is working with the Nigro foundation for signage in the Children's Room. The Library continues to receive donations in memory of Erland Anderson. X. Director's Report a) Patron registration is up in general, over 100 in October b) Library staff ran 48 programs including the successful Portrait in Jazz concert c) RESPOND provided staff training on domestic violence issues and resources d) Mental Health First Aid Training will take place in March e) The Library has selected Capira/OCLC as a mobile app developer Page 1 2 f) Local History Librarian Eileen Barrett has given her 6 -month notice, and she will retire on April 28 g) The Library is reposling the DESJ position XI. Other business a) Emergency Response Plan Update: Ms. Lannon provided the Trustees with a copy of the updated Emergency Response Plan. Ms. Lannon worked with Evan Knight from the MBLC on the document. The Emergency Response Plan has been filed with the Fire Department. b) Senior staff have updated the RPL Employee Handbook that will be presented at the December staff meeting. c) The MBLC announced the first round of state aid awards. The Library received an increase in state aid over last year. Ms. Lannon is working on a 5 -year plan to use the money. d) Space Planning Committee: Facilities will begin building the office somewhere around December 1. Ms. Lannon asked Ms. Pennacchio and Ms. Verrier for assistance in working with the Friends on this project. Adjournment: 8:16 p.m. Motion: To Adjourn (Grimes/Dubots) Vote: Approved 5-0 Respectfully Submitted, Andrew Grimes, Secretary Page 1 3