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HomeMy WebLinkAbout2022-07-11 Board of Library Trustees Minutesr,,1"e14o,' 4Town of Reading TOWN�CLERK Meeting Minutes �EAOIN',, MA 2622 SEP 14 AM 1 33 Board - Committee - Commission - Council: Board of Library Trustees Date: 2022-07-11 Time: 7:00 PM Building: Reading Public Library Location: Community Room Address: 64 Middlesex Avenue Session: Open Session Purpose: General Meeting Version: Final Attendees: Members - Present: Monique Pillow-Gnanaratnam, Chair; Andrew Grimes, Secretary; Patrick Egan; Nina Pennacchlo; Members - Not Present: Monette Verner, Vice -Chair; Cherie Dubois; Others Present: Amy Lannon, Director; Michelle Fllleul, Assistant Director; Meaghan Clemente, Administrative Assistant; Jean Dellos, Assistant Town Manager; Joseph McDonagh, Finance Committee Liaison to Reading Public Library Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order at 7:06 p.m. II. Public Comment: No public comments were sent to the Trustees' email account. Mr. Egan reported positive feedback from Alicia Gallagher of the St. Vincent de Paul Society, who distributed food and Caldecott books to needy families. Reading is a challenge for many children, especially during the summer months. However, Mr. Egan reported that recipients are thrilled to receive high-quality books and feel the Library staff is doing a great job selecting them. Ill. Approval of Minutes from June 13, 2022 Motion: To approve the minutes of the June 13, 2022, Trustee meeting as presented. (Egan/Pennacchio) Vote: Approved 4-0 IV. Meeting Room Use Discussion Assistant Town Manager Jean Delios reported on recent developments with the Reading American Rescue Plan Act (ARPA) advisory committee and RECALC, the ad-hoc committee formed to envision the future of the current Pleasant Street Center (PSC). Page I 1 Ms. Delios noted that the community center project is in the pre -feasibility phase. RECALC and her department are holding public forums and conducting a community survey this fall. Due to accessibility and layout issues of the building, Ms. Delios noted the need for additional services outside those currently offered at the PSC. In addition to offsite programs such as bus trips, the Town hopes to use its resources and facilities to conduct more programming. One option is to rent church spaces such as those at Saint Agnes and Saint Athanasius. However, she reported continued interest in collaborative events with the PSC and the Library. Ms. Delios asked about the current meeting room use policies at the Library, specifically regarding scheduling a weekly activity in advance. Ms. Lannon stated that meeting room use is intended for Library programs and that public or town rentals are secondary and not meant to generate revenue. Regular reservations are available subject to room availability. Reservations may be placed up to three months in advance but must be placed at least five days before the event. Ms. Pennacchio inquired about typical meeting room use at the Library during mornings and afternoons. Ms. Lannon reported that usage varies depending on the seasons and library programs. Due to ongoing COVID-tg safety precautions, the Library has recently encouraged outdoor programming when possible. She noted that the limitation on advance reservations reduces the need to "bump" publicRown reservations for Library programs that have priority. Ms. Delios noted that collaborative health programs run by PSC and Library staff would be attractive and accessible to a wide range of community members at the Library. Ms. Pillow-Gnanaratnam suggested expanding the Wellness Wednesday theme across the Town, perhaps inviting participation from community groups and other departments. Ms. Pennacchio noted that Library meeting facilities support this type of collaboration because they are easily accessible. Ms. Lannon expressed concerns over busy Library staff members who may be required to take on additional responsibilities regarding senior programming. Ms. Delio noted that ARP funds would defray program costs and pay for additional staffing. Mr. Egan inquired about the Town's current usage of Library facilities. Ms. Lannon and Ms. Filleul reported that past uses include financial forums, employee training, school interviews, and health fairs. Mr. Egan noted that the current Meeting Room Use eligibility clause could be reworked to have some flexibility with collaborative use. Ms. Lannon said she would provide additional statistics on current meeting room use, requests, and denials. Ms. Lannon and Ms. Delios agreed to move forward with collaborative programming between the PCS and RPL. Mr. Grimes and Ms. Pennacchio supported the idea of the Library cohosting or co - presenting events in collaboration with other Town departments and through social media. This supports the community vision enacted several years ago during the planning phases of the Library renovations. Ms. Lannon noted that this experience would be helpful when determining policies for the new community center. Page 1 2 V. Space Update Ms. Lannon reported that the turret bench has been removed and awaiting installation of the steel shelving ordered in January. Also, IKEA shelving for a custom Health Nook collection is on order. Facilities are replacing a window in the Silent Study room that has had problems with condensation and leaking. Facilities will also remove the Lexan safety shields at the Children's and Reference desks. The shields are a barrier to providing service and are no longer needed. RPL still welcomes and encourages other safety precautions such as wearing masks and social distancing. Ms. Lannon noted an increase in tutoring, small group meetings, and the use of the phone booth. VI. Financial Update Ms. Lannon reported on the final warrant for the end of the fiscal year 2022. Ms. Clemente, the Library's new administrative assistant, briefly introduced herself. Ms. Lannon noted that investments held in Library trusts have declined somewhat due to variations in the financial market and should be reevaluated at the end of the fiscal year 2023. Goals for supplemental spending include allocating State Aid to support tuition reimbursement and library materials. Staff will use private donations to design and establish a dedicated tween space with a STEM station and tween programs. Ms. Lannon also allocated funds to repair or replace additional furnishings and equipment. She noted that State Aid has grown significantly over the years but is subject to variability. The Library uses State Aid for marketing and communications. Ms. Lannon reminded the Board that recent significant purchases such as the mobile book bike, phone booth, lockers, and microfilm project are one-time expenses funded through the generosity of the RPL Foundation. Ms. Pennacchio inquired about locker usage. Ms. Lannon responded that installation, signage wrapping, and staff training are in progress and must be completed before a public rollout. Mr. McDonagh asked for an approximation of the annual gifts to the Library. Ms. Lannon discussed June donations and noted that FY22 gifts were down. However, the Library has ample reserves and plans to exercise discretion in spending on special projects and necessary improvements, repairs, and maintenance. Mr. Egan reported on the Foundation's enthusiasm for the microfilm project and concerns over receiving authorization, approval, and recognition from the Library as well as the Board of Library Trustees. Ms. Lannon expects to see progress on the project by the end of the calendar year in collaboration with the Foundation. VII. Director's Report • Ms. Lannon provided a general snapshot of June's programs and services. In- person visitors have increased, and July has been very active so far. • Children's Librarian Olivia McElwain has been appointed to a national committee on children's books. • The new public mental health clinician is holding Library office hours on Wednesdays. • The Library's Studio hosted displays of local artists and a social justice project from Coolidge Middle School. Page 1 3 • Children's Librarians Olivia McElwain and Lisa Racine produced a Tik Tok video that received over 2 million views on social media. • The Library is hosting a braille -enhanced StoryWalk in August. • RPL Staff are working with the Reading Coalition on a remembrance project for September. This collaboration will focus on positive stories and raise awareness about and destigmatize substance abuse. • The Library is running a community read on Body Positivity from August through September with reading selections for all age groups. VIII. Other Business Ms. Pillow Gnanaratnam referred to a prior discussion regarding scheduling issues and staffing concerns surrounding holiday weekend closings and paid time off benefits. Ms. Lannon noted that staff and patron needs must be balanced and considered. Holiday closures will be voted on again in June 2023. Motion: To cancel the Library Board of Trustees meeting scheduled for Monday, August 8, 2022, unless issues arise in the interim (Egan/Pennacchio) Vote: Approved 40. Adjournment 8:20 p.m. Motion: To Adjourn (Egan/Pennacchio) Vote: Approved 40 Respectfully Submitted, a,•..6, w. 2 Andrew Grimes, Secretary Page 1 4