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Home My WebLink About2022-10-11 Board of Library Trustees MinutesOr O Town of Reading ^ £„ e Meeting Minutes KK' Board - Committee - Commission - Council: Board of Library Trustees Date: 2022-10-11 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; Monette Verner, Vice -Chair; Patrick Egan; Nina Pennacchio Members - Not Present: Andrew Grimes, Secretary; Cherne Dubois; others Present: Amy Lannon, Director; Meaghan Clemente, Administrative Assistant; Dr. Sudeshna Chatterjee, Director of Equity and Social Justice; loseph McDonagh; Finance Committee Liaison to Reading Public Library; Minutes Respectfully Submitted By: Monette Verner, Vice -Chair Topics of Discussion: I. Call to Order at 7:05 p.m. II. Public Comment: There were no public comments in the Reading Public Library's administrative email account. The Trustees' email account received public comment regarding an upcoming event and determined that a detailed response was not required because no questions or requests were in the email. The Board discussed protocols for responses to trustee emails. Monette Vert ier will work on a standard draft response to acknowledge the communication and that the Board addresses emails at the beginning of each general business meeting. The Board thanks all community members for their feedback, which is reviewed, discussed, and taken into consideration. III. Approval of Minutes from September 12, 2022 MotionTo approve the minutes of the September 12, 2022, Trustee meeting as presented. (PennacchicNenier) Vote.' Approved 4-0 IV. Update: Office of Equity and Social Justice Dr. Sudeshna Chatterjee started as Director for Equity and Social Justice approximately six months ago. Dr. Chatterjee uses facts and data to develop best practices and prioritize goals and action items. She facilitates collaboration across the Town of Reading departments, organizations, and residents. gage 1 1 A division of the Library, the Office of Equity and Social Justice offers educational events and programs that humanize and celebrate individuals and encourage civil dialogue and education around diversity, equity, and inclusion issues. Program targets for the first year are • Juneteenth (June 2022) - Complete • Native American Heritage Month (November 2022) • MILK Day (January 2023) • Autism Acceptance Month (April) Dr. Chatterjee also participates in the planning and implementing inclusive town -wide events, such as Reading Pride, RPL Rainbow Run, Fall Street Faire, and the New Resident Open House. The first "Reading Reflect" event will be on November 2, 2022, at the Performing Arts Center at RMHS. Erica McNamara, Director of the Reading Coalition, will facilitate a conversation with the Office of Equity and Social Justice and the Reading Police Department Office of Civil Rights. Dr. Chatterjee started the advisory group "Partners and Allies for Inclusive Reading" (PAIR) to assist in developing, documenting, and implementing programs and resources. Town department support includes assisting with bias and inclusive language staff training at the Reading Public Library and taking on a leadership role with the New Resident Open House event. Dr. Chatterjee is also working with the Town Manager on a $40,000 town -wide Diversity, Equity, and Inclusion (DEI) community needs assessment grant. She is involved with community projects such as affordable housing, the potential new seniortcommunity center, adaptive sports, and integrating non-English accessibility services. Dr. Chattedee has regular office hours and is also available by appointment. In addition to meeting with individual residents, she works with • The Coalition of Us (CATO) • Connect the Tots • Disabled Students Union • Reading Cares • Reading Food Pantry • Reading YMCA • Special Education Parent Advisory Council (SEPAC) • Students of Color and Allies • Unitarian Universalist Church External partners include human rights coalitions and networks in Stoneham, Wakefield. Winchester, and North Reading. Dr. Chattedee has also connected with the Massachusetts Municipal Diversity, Equity, and Inclusion Coalition, Massachusetts Human Rights Coalition, and the American Association of Access, Equity, and Diversity at the state and national levels. Page 1 2 Ms. Verner commented that she is impressed with Dr. Chatterjee's accomplishments over the past six months and asked for clarification on some of the acronyms and jargon from the presentation. Ms. Pillow-Gnanaratnam added that seeing how this position has blossomed is lovely. Ms. Pennacchio said it is great to see this position's evolution since the initial planning stages. She reflected that the Office of Equity and Social Justice is not punitive but a problem -solving resource that utilizes communication and facilitation to build bridges within the community. Dr. Chatterjee noted that one challenge is the frequent evening and weekend work necessary to maximize community involvement and to help instill inclusivity and diversity within the community. Dr. Chatterjee thanked the Board, Ms. Lannon, the Town Manager, the Superintendent, and the communitywide consciousness for their support and excused herself at 7:35 p.m. V. Discussion: Landscape Development Committee Ms. Lannon noted the ongoing goal of developing the School Street side of the Library grounds. She recently met with Tree Warden Mike Hannaford from the Department of Public Works (DPW) regarding struggling and newly planted trees throughout the property. DPW maintains the Library grounds, but they do not have time to weed or water the plant beds. Ms. Lannon would like to see a Trustee -led community collaboration to beautify and maintain library grounds. Stakeholders might include Conservation Commission, Climate Advisory Committee, Garden Club, DPW, and neighbors. Ms. Lannon discussed an Ad Hoc committee model from the Wolfeboro Public Library in Wolfeboro, New Hampshire where Library Board of Trustee members and other knowledgeable and passionate community members took part in the committee. An Ad Hoc committee would also establish a transparent and public process for the community. Ms. Verner noted that the outdoor Library space helps to bring the community together and stressed the importance of involving neighbors in the planning process. Ms. Verner commented on the importance of securing funding before investing time and effort to create a plan. Ms. Lannon agreed and noted that the project should be funded primarily through donations rather than the municipal budget. Ms. Pennacchio commented the importance of transparency is critical. Ms. Lannon will research the language and process for the potential formation of an Ad Hoc Landscape Development Committee. The Board would like to revisit this issue at the next meeting to allow for further reflection and the inclusion of all Board members in arriving at a final decision. VI. Financial Update Ms. Lannon noted that the Library is doing well financially overall and reported on several gifts received in memory of Dorothy Jesser. Page 1 3 Mr. Joseph McDonagh, the Finance Committee Liaison to the Reading Public Library, asked about the Librarys maintenance and energy costs. Ms. Lannon commented that these costs, as well as the custodians, are part of the Facilities Department budget. VII. Director's Report Ms. Lannon reported the monthly statistics and that Library expects to be open for 31 Sundays in the Fiscal Year 2023 (barring closings for inclement weather). Ms. Lannon also noted the sixth anniversary of the opening after renovations on October 2, 2016. September highlights include Library Card Sign-up Month with a special edition library card, and upgrading print, fax, copy, and scan systems. Ms. Lannon noted that the Library would no longer charge for faxing. The new system accepts cashless forms of payment such as Apply Pay and credit cards. Ms- Pennacchio commented that the new printing system seems very popular, especially the Mobile Print feature. The Library recently completed the one-year $10,000 Civic Hub Grant that included new and innovative programs such as domestic violence training for staff, Craftivism 101, and the Community Read on body positivity. The dedicated low -vision computer in the Reference area and the FM assistive listening devices will be available in the Community Room in October. Ms. Pennacchio commented that October is National Disability Employment Awareness Month, so this is a great time to publicize this new service. The Library launched a new Healing Library, featuring customized kits with sets of books and resources on topics associated with trauma and healing. Children's Librarian Ashley Waring has thoughtfully planned this project for several years. The new Reading Public Library book bike showcased this collection at the recent Recovery Awareness event on the Town Common. RMLD expects to install the Level 3 vehicle chargers in Spring 2023. The Library intends to plant at least one new tree next spring to celebrate Arbor Day. A family is interested in donating funds through the Taking Root tree program in memory of a library user. The Library recently underwent an intemet upgrade. North of Boston Library Exchange (NOBLE) network provides the equipment and public intemet access for the Library. The Friends of the Reading Public Library would like to host a raffle during the first two weeks of December featuring three basket prizes. They will be staffing a desk table with volunteers, although tickets will also be available at the Borrower Services desk. FRPL seeks permission from the Board to fundmise at the Library. Motion: To Approve the Friends of the Reading Public Library fundraiser taking place at the Library in December 2022. (Egan Pennacchio) Vote: Approved 4-0 The Library is still waiting for shelving for the new Friends of the Reading Public Library Book Sale room. Ms. Vernier expressed sympathy for the Friends of the Reading Public Library, as the shelving has been delayed repeatedly. Mr. Egan reported that the Reading Public Library Foundation has been planning a small gathering for a donor appreciation event for quite a while, even before COVID-19. They are tentatively planning an event in February 2023 and hope to honor people in the library community at an after-hours event at the Library with food and winelbeer. Page 14 Motion: To Approve the application of the after-hours donor appreciation event with food and alcohol hosted by the Reading Public Library Foundation at the Reading Public Library. (Varrier/Pennacchio) Vote: Approved 4-0 Ms. Lannon noted that Laura Richards, a former Local History volunteer, will be joining the team as an Adult Page. 6° -grade tours will run throughout October, and Brownies and Junior Scouts will be planting bulbs. The microfilm digitization project is underway, with 550 rolls of microfilm shipped to the vendor. Ms. Lannon also plans to work with Town GIS mapping to overlay cardholder addresses on a town map to analyze overall demographics and library usage. Ms. Lannon also reported that the Library Lockers would go live soon and are currently facing some glare and minor technology issues. VIII. Other Business Ms. Lannon noted that the next Board of Library Trustees meeting would take place on Tuesday, November 15, due to Town Meeting. Ms. Pennacchio complimented the Reading Reflect flyer, designed by Library Communications Specialist Desiree Zicko. Ms. Lannon requested that the Board consider installing a permanent land acknowledgment plaque to complement the National Historic Register plaque. Issues include determining respectful and appropriate wording, placement, and funding. This would be a project for November 2023. Adjournment 8:15 p.m. Motion: To Adjourn (Egan/Pennacchio) Vote: Approved 4-0 ResZem ly Submitted, � ..� Monetter, ioe-Chair Pape 1 5