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Home My WebLink About2022-04-11 Board of Library Trustees MinutesTown of Reading 3 =; Meeting Minutes Board - committee - Commission - Council: Board of Library Trustees Date: 2022-04-11 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Time: 7:02 PM #tECEIVED TOWN CLERK READING, MA. R,4... 2022 MAY 30 AM 9: 27 Location: Community Room Session: Open Session Version: Final Attendees: Members - Present: Chair; Nina Pennacchio, Chair; Monette Verner, Vice -Chair; Andrew Grimes, Secretary; Monique Pillow-Gnanaratnam, Cherrie Dubois; Patrick Egan Members - Not Present: Others Present: Amy Lannon, Director; Michelle Flleul, Assistant Director, Coleen O'Brien, General Manager, RMLD, Joe McDononagh, Finance Committee, Ms. Carla Navarro, School Committee Representative Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: L Call to Order II. Public Comment -none III. Trustee Welcome and Introductions Ms. Pennacchio opened the meeting with a welcome and introduction to Pat Egan and welcome back Cherrie Dubois. Trustees introduced themselves. IV. RMLD Update on EV Charges Ms. O'Brien, General Manager of the RMLD provided an update on the EV charging stations There were 5 grants and 2 towns, all had to be submitted together and one town hadn't finalized their grant. Now all towns are ready to go. In the Town of Reading there are 5 spots. Ryan Percival is the Town of Reading representative. Coviello Construction will put in the physical construction work. There will be a Level II and a Level III dual station at the library. The grant requires an 8ft ADA accessibility, the width of one parking space. Two spaces will be required and two safety bollards will be installed. Construction will be completed within 6 months of the awarding of the grant and is expected to take place May 23 -June 5, 2022. Majority of parking lot will be available during construction. The signage will be standardized throughout the town. There will also be wayfinding signage, a requirement of the grant. And there will be a OR code on the signage with procedures and policies. Anyone could park in those spots, they can't be policed. The EV charging spots will provide benefits for those who are here for either a few minutes or several hours. Ms. O'Brien will touch base with Ms. Lannon about the construction schedule. Ms. Lannon had asked RMLD about having solar panels installed on the library, RMLD is evaluating all town buildings for solar installation. RMLD needs to make sure it is economical for all the towns within the district. Ms. Lannon reported that EBSCO has grants for solar panels on libraries. Page 1 1 V. Discussion and Vote: Internet Access Policy Ms. Lannon stated that we included a comment stating that we do not actively monitor internet use and including information about the WIFI access. Motion: To approve the internet access as presented (DuboislGNmes) Vote: Approved (8-0) Vl. Review and Discussion: Collection Development Policy Ms. Lannon reported that the Trustees approved the policy a year ago, and Ms. Penney updated the form to state that all challenges must be made from Town of Reading residents. This language will acknowledge that anyone can use the library, however only Reading residents can make a request for removal of material. Ms. Verner asked if the requests should go to any librarian and Ms. Lannon stated that all librarians have been trained on the language to use and how to handle requests for removal of material. Ms. Dubois asked about the staff selection wording be combined. The request for reconsideration form was updated to include Reading residents. Ms. Dubois made some suggestions for language on the reconsideration form, including a question about whether a person had read or reviewed the resource, including the language: If not, why. The language will include that this request will be sent to the American Library Association, Office of Intellectual Freedom and the Massachusetts Library Association. Ms. Dubois asked If Trustees should read the title being challenged. Normally Ms. Penney will provide a research of a book, including evaluations of the title from review journals, so it is not necessary for the Trustees to read the material. The policy will be updated with the suggested changes and will be brought back to the May meeting for review, discussion and vote. VII. Technology Plan Update: Ms. Filleul reported that she created a Technology plan and here are some highlights: Make sure technology is current technology (public software and PC's), increase WIFI access, including lending WIFI Hotspots and having additional hours of WIFI use around the perimeter of the building. The library is working with Capira to create a library app. The app is currently in beta testing. The library is working with the town on Smart Community Goals. Future projects including expanding hybrid meeting technology, updating and upgrading digital payment for printing, copying and faxing, updating hardware and software for printing, copying and taxing. Adding Virtual Reality components to our programming and Library of Things collection, restarting the NetGuide Program and developing youth creator spaces to encourage STEM. VIII. Financial Update FY22 a. FY 22: Ms. Lannon reported that there were no outstanding issues. As of the end of March, the material budget spending is normally low. Ms. Lannon is spending down the Trusts. Ms. Lannon reported that the Trusts are being used for Children's and Teen Services Programming, Staff day, the Exterior Lockers and the Book Bike will be paid for through the Trusts. The hybrid audio systems were paid for through a town grant. The upgrade to the printfscenlfax system will be paid through the revolving fund. This upgrade will mean that we will use just one vendor instead of two vendors. There will be an initial larger payment through gifts. $150,000 gift money was spent. The microfilm digitization project will be through an additional set of funds, library staff looked at various ways to digitized this collection, the Reading Public Library is the only holder of some of the material, including older Reading newspapers. Ms. Lannon is proposing that Advantage Archives will digitize the material all at once and the library will own the material. The search indexing for this company is speck and allows you to limit searches. The cost is $98,000, Ms. Lannon will be asking the Foundation to pay for this digitization project in lieu of a gift for the next year and it will be paid directly through the Foundation. There is an annual cost going forward, and the library would commit to paying out of the material budget. b. FY 23: Budget expected to go to Town Meeting on Thursday, April 28. Page 1 2 IX. Director's Report a. March Snapshot: i.) Circulation was higher in 2022 than 2019. ii.) 51 Programs b. Personnel: L) Librarian I Reference and Local History position has been filled, Jocelyn Gould will begin on April 19. Eileen Barrett will be retiring on April 28�. A public reception will be held on April 28'" at 1 pm. Ms. Vender and Ms. Pennacchio wanted to offer Trustees the opportunity to attend at Last part of the June 3, Staff Day at Matters Cabin from 9 am to 3 pm. The theme will be overcoming departmental divisions and working on team building and core values. X. Approval of Minutes from March 14, 2022 Motion., To accept the minutes from March 14, 2022. (VerriedPennacchio) Vote: Approved (5-0) (Egan abstained as didn't attend March meeting) XI. Executive Session: Motion., To move into Executive Session at 8:51 pm. (Verrier/Grimes) Vote: Approved (6-0) XII. Personnel Discussion Motion regarding next steps (Verrler/Egan) Vote: Approved (6-0) XIII. Other Business None Motion To move out of executive session (Egar✓Gnmes) 9:37 pm Vote: Approved (&0) Adjournment _9:37_ p.m. Motion: To Adjourn (Dubois/Gnmes) Vote: Approved (6-0) Respectfully Submitt`teed, cv L / Andrew Grimes, Secretary Page 13