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HomeMy WebLinkAbout2022-09-12 Board of Library Trustees Minutes�tlbr_U Town of Reading 0'NN CLERK Meeting Minutes �' t fir. _ FdA. 2122 OCT 17 AH 8:58 58 Board - Committee - Commission - Council: Board Of Library Trustees Date: 2022-09-12 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; Monette Verner, Vice-Chair; Andrew Grimes, Secretary (remote participation); Cherrie Dubois; Patrick Egan (remote participation); Nina Pennacchio; Members - Not Present: Others Present: Amy Lannon, Director; Michelle Filled, Assistant Director; Meaghan Clemente, Administrative Assistant; Allyson Dowds, Public Services Division Head; Joseph McDonagh, Finance Committee Liaison to Reading Public Library; Karen Gately -Herrick, Select Board Uaison to Reading Public Library Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order at 7:03 p.m. II. Public Comment: There were no public comments in the Reading Public Library's administrative email account. The Trustees' email account received a negative public comment regarding the recent "Pride Storytime with Drag Friends" storytime event presented by the Children's Room. The Board found the email to contain highly inappropriate and offensive language and determined that a response was not required. III. Approval of Minutes from July 11, 2022 Mr. Egan noted that Monique Pillow-Gnanaratnam should be listed as the Board Chair. He also requested clarifying the language in the Financial Update to "raised concerns over receiving authorization, approval, and recognition from the Library as well as the Board of Library Trustees." Motion: To approve the minutes of the July 11, 2022, Trustee meeting as amended. (DuboisiPennacchic) Vote: Approved 6-0 Page I 1 IV. Quarterly Update: Programming Reading Public Library Public Services Division, Head Allyson Dowds presented an update on recent library programming for children, teens, and adults. Please see attached slides for more details. Ms. Dowds noted that transparency and communication are essential as the public sometimes challenges library collections and programming. It is important to highlight and reflect on the successes of recent programs, especially when questions and concerns arise. Ms. Dowds plans to present programming updates quarterly but is flexible based on the information needs and wants of the Board. Ms. Dowds summarized programs presented in the Summer of 2022 and offered a preview of programming being offered in the fall. She noted that the Library strives to have programming fall under the key frameworks and pillars of environmental education, health and wellness, diversity and inclusion, and human rights. These umbrellas are meant to be interpreted and implemented broadly. The Library facilitates programs to foster education, enjoyment, connection, and wellness in the local community. Library staff collaborates on ideas, themes, and scheduling of quality programs around the programming pillars. They work to ensure the diversity of program leaders, formats, and audiences. The "Read Beyond the Beaten Path" Summer Reading program was popular with patrons of all ages. 76 adult participants logged 89,542 minutes of reading during the 8 - week program. Young Adult Librarian Meghan McCabe oversaw seven major teen programs with 63 participants. Teens in grades 6 through 8 had the highest participation level. 623 children signed up for the summer reading program, which was active throughout the summer. Some program highlights included "Drum2TheBeat with Otha Day", a musical drum circle event funded by the LSTA Reclaiming Your Story Civic Hub Grant. Teen programs had consistent participation, averaging about 8 to 10 teens per event. "Craftivism 101", a historical look at craft -based activism and embroidery, was a great success with full capacity registration. It was a popular event with many younger adult patrons new to the Library. The Community Read program, Unapologetically Positively You, is ongoing from August 13 to October 8 as part of the LSTA Reclaiming Your Story Civic Hub Grant. The books highlight body autonomy, body positivity, and body neutrality. Scheduled events include book discussion groups, author talks, yoga and body neutral language workshops, and a special toddler story time with Town Manager Fidel Maltez. The Community Read books are Fat Gids Hiking: An Inclusive Guide to Getting Outdoors at Any Size or Ability by Summer Michaud -Skog, Starfish by Lisa Fipps, and the picture book Bodies Are Cool by Tyler Feder. Copies of all three titles are available at the Library. There are approximately 100 additional copies at various locations throughout town, including Burbank YMCA, Fat Larry's, Pleasant Street Center, Reading Food Pantry, REI, and Starbucks. Upcoming events include a children's walking tour of veterans' memorials at the Laurel Hill Cemetery and a Roman Music Therapy program for young adults with developmental delays or on the autistic spectrum. The Library is also working with a Page 1 2 team of over 20 Massachusetts librarians to host a virtual event with Joshua Prager, author of The Family Roe: An American Story. Local author Laura Hatosy will facilitate two upcoming special sessions of the Teen creative writing program. Local History Librarian Jocelyn Gould has generated many creative, topical programming ideas deeply rooted in history connected to today, including an upcoming event, "Pirate or Patriot?" regarding the history of pirates in the Boston area. The new Healing Library in the turret near the Reference Desk will feature ten circulating kits of books and materials to support children and families of all ages in healing during periods and trauma. Users can share their experiences, resources, and encouragement on relevant topics in a community notebook. The Healing Library will share local and state resources supporting healthy coping and navigating speck trauma and mental health issues. Patrons are free to browse materials in the privacy of the turret or check them out for review at home. The Healing Library will launch at the 2022 Recovery R Remembrance Event on September 28, which will take place on the Town Common and feature stories remembering those affected by substance use. The new "RPL on Wheels" program will feature the Library's new book bicycle, which recently debuted at the Fall Street Faire. The goal is to bring library services to the community beyond library walls. The book bike will help bridge service gaps by enabling librarians to bring library services to those who do not believe that the Library is for them and those with physical limitations. Staff can fill the attached storage box with items curated for specific populations. It may include materials for seniors, toddler story times, and Library of Things. The RPL book bike is a new form of outreach that the Library hopes to expand upon in the upcoming months. Ms. Dowds concluded her detailed presentation by requesting questions and feedback. Ms. Pillow-Gnanaratnam thanked Ms. Dowds for her presentation, complimenting the clear highlights and statistical snapshots. She also noted that Ms. Dowd's enthusiasm, commitment, and dedication to the Library were evident throughout her presentation. Mr. Grimes appreciated learning about the context of programming in terms of the Library pillars of service, core values, and mission statement. Ms. Lannon noted that over 80% of Library programs are funded through the Friends of the Reading Public Library organization and thanked them for their generous ongoing support. Additional programming funds come from grants like the LSTA Reclaiming Your Story (approximately $5,000) and the municipal operating budget ($4,000). Ms. Dowds noted that the Library presents many different types of programs and makes a conscious effort to center its attention on the programming pillars. The Public Services Division works to paint a diverse and representative picture of the community. Programs need to be accessible and appealing to a wide variety of patrons, especially those who may feel underrepresented in more traditional programs and discussions. Ms. Pillow Gnanaratnam and Ms. Dubois agreed that quarterly updates would be appreciated. Although updates may vary in length depending on programming activities, the Board needs to be aware of what is going on and offer its input in addressing any issues that arise. Ms. Dowds acknowledged that she tried to make a general Page 1 3 presentation that touched on everything. She will make herself available to the Board for deeper discussions on programming decisions and their thought processes. The Board, RPL staff, and liaisons discussed various outreach opportunities for RPL on Wheels. Ms. Dowds thanked the Board and excused herself at 7:41 p.m. V. Policy Review: Distributing and Posting Materials Ms. Lannon reviewed several minor grammatical and wording corrections to the Library's Policy on Distribution, Posting, and Collection of Materials. Ms. Dubois clarified the order of priority for postings as stated in the policy. Ms. Lannon reviewed the locations of the public bulletin boards. Motion: To Approve the Reading Public Library Policy on Distribution, Posting, and Collection of Materials (Pillow-Gnanaratnam/Dubois) Vote: Approved 6-0 VI. Financial Update Ms. Lannon reported that Fiscal Year 2022 was officially closed on September 1. The Library underspent the FY22 budget by approximately 4%. 73% of this shortfall, roughly $57,000, was due to staff turnover and vacancies. If the Library had been fully staffed throughout the year, spending would have been closer to anticipated budgetary levels. Unused funds were returned to the free cash account. Ms. Lannon noted that the Library recently received an FY22 invoice for $23 due to a vendor error. The Library is currently working with the Accounting Department to pay the invoice in FY23 to avoid asking for special approval at Town Meeting to pay in FY22. Ms. Lannon reported that FY23 has been going well so far. Several gifts and requests have been received recently, including a bequest from the Nigro Estate, a donation in memory of Pat and Bob Hurford, and the Young Women's League of Reading. Ms. Clemente is developing processes for better reporting and tracking of cash donations received. Ms. Lannon briefly reviewed recent library statistics, noting that the Library is bouncing back to FY19 circulation levels overall. VII. Director's Report Ms. Lannon thanked Ms. Filleul for her hard work in developing the Reading Public Library mobile app, which is available on Android and IOS devices. The app allows users to manage multiple family library cards and integrates with the calendar and online card catalog. Ms. Pennacchio and Ms. Verner voiced their support and approval of the app. Ms. Filleul reported that 286 users had downloaded the app so far. Ms. Lannon thanked Ms. Pillow-Gnanaratnam for assisting with filing the recent State Aid and ARIS reports. Ms. Lannon spoke about Cybersecurity awareness training that all staff are encouraged to undergo due to the prevalence of dangerous online threats. She discussed a recent ransomware attack on Library vendor Baker & Taylor, which was shut down for three weeks due to a ransomware attack. Page 1 4 Ms. Lannon also noted the recent 20 Annual Vehicle Day and that the Library received positive feedback on the Braille -enhanced Storywalk supported by the Reading Lions Club. Ms. Lannon welcomed new Substitute Library Associate Krystal Bausemer to the Children's room team. Ms. Lannon thanked Andrea Hogan, Naftali Gonzalez, Carol Macomber, and Dawn Colford for their continuous years of service while celebrating their September work anniversaries. Ms. Lannon noted that the Library is currently reviewing its Missing Persons Guide after two recent incidents. The goal is to clarify procedures and interactions with public safety officers, understand roles and terminology, and privacy concerns regarding personally identifiable information. The Library will also be conducting an annual fire drill. Ms. Verner questioned the nature of the recent incidents, including a person missing from the Library and someone from elsewhere in town who had also gone missing. Ms. Lannon stressed the importance of clarifying the chain of internal command and being cognizant of speck protocols for certain populations, such as small children, members of group homes, and people with dementia. Ms. Lannon noted that the Library Lockers project is progressing, and staff training is complete. Pending a few technical details, the Library hopes to implement the lockers soon. Ms. Lannon reported that the new TBS printing, scanning, copying, and faxing system is scheduled for installation and implementation this week. It will be easier for both staff and patrons to navigate and accept credit card payments from patrons. Ms. Lannon also spread the word that the Town of Reading Information Technology Department is urgently searching for a Computer Technician. Ms. Lannon has no update on shelving installation for the Friends of the Reading Public Library turret. She thanked everyone for their continued patience and hopes to complete the installation this calendar year. The Library is moving forward with its microfilm digitization project and hopes to launch the web -based content within the next several months fully. Local History Librarian Jocelyn Gould has recently obtained permission from the Cemetery Commission to create two new gravestone rubbings for the library collection. They are for Sharper Freeman, a Black man who served in the American Revolution and received a pension, and Amos Potomia, a Black man born into slavery who bequeathed a substantial amount of money upon his death to an abolitionist community. Ms. Dubois suggested framing the rubbings in UV glass to prevent fading. VIII. Other Business Ms. Lannon noted that a group of First Amendment Auditors (FAA) had recently visited Town Hall. Their goal is to provoke public employees into calling the police or trying to remove the FAA from the public area. The FAA then accuse the public employees of Page 1 5 First Amendment violations and publicize the alleged video evidence online. FAA targeted the Reading Police Department in 2017. Ms. Dubois questioned the ability to record videos in the Children's Room. Ms. Lannon explained that the Public Library is a limited public forum and that pictures and videos can be taken both inside and outside the Library. Ms. Lannon has increased signage indicating "Staff Only" areas to help employees establish clear boundaries with patrons and be able to excuse themselves if uncomfortable. Personally Identifiable Information (Pit) such as checkout receipts should not be in public spaces. Ms. Lannon is also researching other ways to increase patron privacy. Ms. Gately -Herrick inquired about the rapid charger installation in the Library parking lot, noting the importance of high-speed chargers as society transitions to using more and more hybrid electric vehicles. Ms. Lannon will follow up on the installation progress. Adjournment 8:09 p.m. Motion: To Adjourn (Pillow-Gnanaratnam/Pennacchio) Vote: Approved &0 Respectfully Submitted, a,jw tv.. -a+� Andrew Grimes, Secretary Page 1 6 Public Services — Summer 2022 Recap Fall 2022 Preview, Sept - Nov September 12, 2022 Program Frameworks & Pillars Why do we facilitate programs at RPL? To foster education, enjoyment, connection, and wellness. What do we offer? A wide array of workshops, lectures, performances, discussions, and meet ups led by a variety of people with diverse skills, stories, and viewpoints. How do we plan and implement programs? Staff collaborate on ideas, themes, and scheduling to provide the best content and workflow. We aim to offer programs which support community demand as well the Environmental Education explore environmental issues, understand climate justice, find ways to take action Health& Wellness enhance health literacy and equity through meaningful access to health information Diversity& Inclusion honest reflection and structural change by developing and funding programs and services, and collections that center the voices and experiences of marginalized voices Human Rights be central in public discourse that embodies human dignity and advocates in defense of intellectual freedom Summer Reading Statistics 76 different patrons and staff participated 354 times patrons logged minutes 89,542 minutes read during 8 week program 189 trail maps were taken 12 completed all four trails 7 programs/ 63 participated Teens in grades 6-8 had the highest participation Highlights 623 engagements (signups) 261 participants - at least 1 check in Drum2theBeat w/ Otha Day (Children's) Final Reclaiming Your Story grant -funded program and it was a huge hit. learned lots of community storytime tips. 2. Craftivism 101(Adults/all ages) Full capacity attendance; many new program/library attendees, skewing to a younger crowd. Attendees reported learning a lot about the history of craftivism Teen Summer Reading Programs Consistent participation in all events; averaging between 8-10 teens Community Read - Unapologetically Positively You August 13 — October 8, 2022 Theme: Titles: neutrality Upcoming Participation: Fat Gids Hiking: An Inclusive Guide to book discussions Getting Outdoors mAnySize or Ability by Summer Michaud -Skog authortalks Starfish by Lisa Fipps Bodies Are Cool by Tyler Feder Children's Walking Tour of veterans' memorials at Laurel Hill Cemetery Roman Music Therapy for Adults The Family Roe: An American Story With Joshua Prager Creative Writing for Teens w/ local author, Laura Hatosy Pirate or Patriot (Local History) 10 circulating kits of materials and books to support patrons in healing during periods of trauma Launch at Reading Recovery & Remembrance event books around Reading yoga & body neutral language workshop toddler storytime w/ the Town Manager RPL Book Bike Bringing library services to the community beyond the library walls