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Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2022-11-15
Building: Reading Public Library
Address: 64 Middlesex Avenue
Purpose: General Meeting
Attendees: Members - Present:
Time: 7:00 PM
TOWNECLERK
READING, MA.
2022 DEC 13 AM 9: 01
Location: Community Room
Session: Open Session
Version: Final
Monique Pillow-Gnanaratnam, Chair; Monette Verrler, Vice -Chair; Andrew
Grimes, Secretary; Cherrie Dubois; Patrick Egan; Nina Pennacchio (remote
participation)
Members - Not Present:
Others Present:
Amy Lannon, Director; Michelle Filleul, Assistant Director;
Meaghan Clemente, Administrative Assistant; Joseph McDonagh, Financial
Committee Liaison to Reading Public Library;
Minutes Respectfully Submitted By: Andrew Grimes, Secretary
Topics of Discussion:
I. Call to Order at 7:02 p.m.
II. Public Comment:
There were no public comments in the Reading Public Library's administrative email
account or the Trustees' email account.
III. Approval of Minutes from October 11, 2022
Ms. Dubois noted that the word "trees' should be inserted into the second sentence of
Section V —Discussion: Landscape Development Committee. Ms. Dubois also
requested that the word "featuring' be removed in the first sentence of the third
paragraph of Section VII — Director's Report for clarification purposes.
Motion. To approve the minutes of the October 11, 2022, Trustee meeting as amended
(Pillow-Gnanaratnam/Dubols)
Vote: Approved 60 (Pennacchio approved virtually, Egan not yet present)
IV. Toys for Tots Request
Ms. Filleul requested approval for the Library to be a collection site for the annual Toys
for Tots program organized by the United States Marine Corps Reserve. Ms. Filleul
noted that the Library has participated in the program. Ms. Verner asked about the
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length of the collection period. Ms. Filleul acknowledged the short collection period of
approximately two to three weeks.
Motion: To approve the placement of Toys for Tots collection bin in the Reading Public
Library lobby (Verder/Grfines)
Vote: Approved SO (Pennacchio approved virtually, Egan not yet present)
V. Continued Discussion: Landscape Development Committee
Ms. Lannon reflected on the Board's previous discussion regarding potential landscaping
on the School Street side of the Library grounds. She noted concerns and safety issues
posed by the uneven elevation. Per discussions with Tree Warden Mike Hannaford from
the Department of Public Works (DPW), the trees planted in this area are doing okay.
However, before the building renovation, the evergreen bushes helped block headlights
when driving around the library driveway.
Ms. Lannon discussed an Ad Hoc committee model from the Wolfebom Public Library in
Wolfeboro, New Hampshire, where Library Trustees and other community members
created a Landscape Development Committee. Ms. Lannon suggested forming a similar
Reading committee with membership by application or invitation. The intent is to
establish a transparent and informed process for evaluating the scope, cost, and
feasibility of the potential landscape project for the School Street side of the building.
The committee could also decide the Library grounds are acceptable as is.
Ms. Lannon acknowledged and thanked the Garden Club for their efforts in planting
containers, local Scout groups for planting bulbs, and Library staff for maintaining a staff
garden along the side of the building. Ms. Lannon noted some deteriorating existing
conditions and various constraints on maintenance. According to the bylaws, the Board
of Library Trustees may form a subcommittee to further discuss and act on this matter.
Ms. Verner asked about funding for this project. Ms. Lannon noted the availability of
approximately $60,000 in trust funds and other prior gifts from donors such as the
Reading Public Library Foundation. Ms. Lannon acknowledged that the project might
require add'nional fundraising opportunities depending on the scope of the project Ms.
Verner recommended that a Reading Public Library Foundation member participate in
the Landscape Development Committee. The Board discussed other past community
fundraising successes and potential grant opportunities.
Ms. Dubois expressed concerns about future landscape maintenance and suggested the
project include a low -maintenance plan that included hardscape or plants such as
daylilies that require minimal care.
Moron: To approve the creation of an Ad Hoc Landscape Development Committee.
(PADl Gnanaratnam/Verneir)
Vote: Approved SO (Pennacchlo approved virtually, Egan not yet present)
Ms. Dubois volunteered to be on the committee. Ms. Verner stressed the importance of
including and communicating with neighbors. Ms. Lannon and Ms. Dubois agreed to
meet to develop an invitation and application process and report back at the next Board
meeting in December. Ms. Verner suggested involving Library staff members. Ms.
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Verner expressed interest in the project but delayed participation pending her reelection
in April.
Ms. Lannon noted that as an Ad Hoc Committee, all meetings would be posted, open to
the public, and publish meeting minutes. The Board discussed the potential benefits of
visiting speakers with professional knowledge of public space planning and horticulture.
VI. FY24 Action Plan
Ms. Lannon reported that the Library's current strategic plan is for FY21-FY25. FY24 will
mark the start of the FY26-FY30 strategic plan process. Strategic plans specify goals
and strategies accomplished through annual action plans filed with the Massachusetts
Board of Library Commissioners.
Ms. Lannon reviewed the FY24 Action Plan highlighting the new goal of addressing
language barriers to service. The Library has added a language translation plugin to the
Library website and used a Google Translate application at the recent New Resident
Open House event. Ms. Lannon stressed that language is one of the most significant
service barriers and will be priodtmed going forward.
Ms. Dubois asked if New Resident Open House could happen in the Fall and the Spring.
Ms. Filleul noted the considerable time required to prepare and organize the event.
However, she is working with Dr. Sudeshna Chalterjee, the Director of Equity and Social
Justice, to develop smaller related programs for new residents.
Mr. Egan arrived at 7:25 p.m
Ms. Dubois asked what languages are prevalent. Ms. Filleul noted that Portuguese is
very popular par a survey conducted with New Resident Open House participants. Ms.
Lannon pointed out that Spanish is also very popular. Ms. Dubois stressed the
importance of providing access to books and materials in these languages.
Ms. Verner inquired about the status of the Reading Public Library mobile application.
Ms. Filleul reported that there had been over 580 downloads and patrons seemed
appreciative. Quick Response (QR) codes are available near self -checkout stations to
enable downloads on Apple and Android devices. Ms. Filleul noted that she recently met
with Capira, the application developer, who will schedule back -end updates to increase
push notifications' flexibility.
Ms. Verner asked about the Overdrive Shelf Talker mentioned in the Action Plan. Ms.
Lannon reviewed how the feature enables staff to create virtual grouping displays, book
lists, and batches to showcase digital content online. Additional research and training
are needed for improved implementation.
Ms. Dubois inquired about expanding homebound services to include technology. Elder
Services Librarian Melissa Seldon is researching potential opportunities in this area,
including providing technology for searching the Library's online catalog. Ms. Dubois
suggested involving the knitting group and other community groups in providing activities
and resources.
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Ms. Verner commented on the goal of acquiring and applying assets to address the
digital divide. Ms. Verner noted that the Lucius Beebe Memorial Library in Wakefield
offers training sessions on converting slides and pictures into digital formats. Patrons
can then book time slots to utilize this technology at the Library. The program seems
very popular. Ms. Dubois noted that digitizing files can be expensive. Mr. Egan
commented on a take-home device for the Library of Things collection. Ms. Filleul will
look into offering similar training sessions at RPL. Ms. Verner suggested adding an icon
for the Library of Things collection on the mobile application.
VII. Financial Update
Ms. Lannon reported Fall Town Meeting approved $23,000 to implement salary
increases for nonunion library employees. These increases stem from the recent Town
of Reading pay and class study. Ms. Lannon reviewed the process and noted that the
Town has committed to being in the 75% for average salaries. Additional increases are
scheduled to take effect beginning in the Fiscal Year 2024, which starts in July 2023.
Ms. Lannon noted that the overall compensation structure is increasing.
Ms. Lannon thanked Mr. Grimes for his work on the American Rescue Plan (ARPA)
committee, which allocated approximately $900,000 of premium pay to town employees
impacted by the COVID-19 pandemic. Mr. Egan acknowledged the difficulty in
developing a model that fairly serves the diverse departments. Ms. Dubois asked
whether this funding came from the federal government. Mr. McDonagh reported that the
Town of Reading received approximately $7.5 million in federal funds. Mr. Grimes noted
that in addition to the premium pay for certain town employees, the funds were also used
to benefit seniors, school curriculums, water and sewer upgrades, and other special
projects such as the Birch Meadow park.
Ms. Lannon noted that the Library was awarded $26,330.45 in State Aid by the
Massachusetts Board of Library Commissioners. A similar amount is expected in April,
and the award is a significant increase over prior years. Ms. Lannon noted that
approximately $67,000 of the accrued state aid funds were earmarked for a future
website redesign and the next strategic planning process.
Ms. Lannon reported that the Town of Reading recently received a Community Compact
Grant of $40,000 to conduct a community -wide Diversity, Equity, and Inclusion Audit. Dr.
Sudeshna ChattMee, the Director of Equity and Social Justice, will oversee the grant.
The focus is on the social climate of the general public rather than town employment
practices. Ms. Lannon noted that $40,000 is a low estimate for a community -wide project
of this size and scope and recommended that the Library contribute up to an additional
$25,000 from the State Aid account, which is expected to reach over $115,000 this year.
These funds will expand and optimize this opportunity which will soon undergo a bid
proposal process. The project intends to identify language and communication needs for
public and community services, foster community engagement, and understand barriers
to access. Additional funding would allow for a more extensive survey and better data
analysis, enabling the Library to meet the community's informational needs.
Ms. Verner asked whether the additional funds would be used to generate more content
for the survey or more data analysis. Ms. Lannon noted that it is common for projects
like this to exceed the cost of the grant, and therefore she is asking the Library to
subsidize the project.
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Ms. Lannon is explicitly requesting the use of State Aid funds for this project due to the
limited availability of municipal funding. Ms. Lannon acknowledged that the survey would
benefit all town departments; however, much of the information derived from the project
would be helpful to Library's future strategic planning process. Therefore, she
recommends that the Library financially contributes to the project.
Motion: To approve $25,000 from the Library's State Aid account to be used with the
$40,000 Community Compact Grant funds received by the Town of Reading to conduct
a community -wide LNveis ty, Equity, and Inclusion Audit.
(Pillow-Gnanaratnam/Dubois)
Vote: Approved 6-0 (Pennacchio approved virtually)
Ms. Dubois corrected the reported total of the gifts received for the month of October.
VIII. Disposition of Materials and Equipment
Ms. Lannon noted that the Board of Library Trustees could vote to designate Library
equipment as surplus. Ms. Lannon recommended the surplus designation for out -of -use
public printing and scanning hardware, Jamex Envisionware Coin Bill collectors, a
flatbed scanner, a copier, and two double -sided desks from the Children's area. Once
the items are approved for disposition by the Board of Library Trustees, the Select Board
votes to approve the items as surplus, and the Town Procurement Officer will sell or
dispose of the items.
Motion: To approve the disposition of the above-mentioned library equipment, allowing
the Select Board to declare ft surplus.
(Dutwis/Pillo"nanaratnam)
Vote: Approved 6-0 (Pennacchlo approved virtualty)
DL Director's Report
Ms. Lannon reported that October circulation remains strong, and RPL hosted over 40
programs. The Library issued 94 new library cards in October, many of which resulted
from the New Resident Open House event.
Ms. Lannon has reviewed potential capital needs for the building with the Director of
Facilities, Joe Higgins. The Facilities Department pays for physical plant capital needs
and budgets for repairs and maintenance items. The major systems, such as roofs and
windows, are covered under a 25 -year warranty. The Facilities Department does not see
any current physical plant changes needed. The building will be fully paid for in 2025.
The Library is responsible for its technology capital needs, security upgrades, and
furniture replacements. State Aid and gift funding have been set aside for these items.
Security upgrades to doors and exterior cameras may be upcoming, similar to recent
upgrades performed at the schools. The Library also anticipates improving Conference
and Meeting room technologies
The Library is developing a new Tween space in the Children's Room, and staff has
been visiting other libraries and researching ideas for the area. The project is to be
funded through the Nigro Foundation and is intended to create a fun spot for 0, 51", and
6" -grade students to comfortably enjoy the Library.
The Office of Equity and Social Justice recently announced a new monthly "Reading
Rhythm" e -newsletter. Ms. Filleul has been conducting an accessibility audit of the
Library website.
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Ms. Lannon provided an update on museum passes and noted that the Library has now
taken on the cost of maintaining all museum passes which are part of its collection.
Passes for the New England Aquarium, Zoo New England, and Museum of Science are
especially popular. Ms. Verner asked how the Library decides which museum passes to
get. Ms. Lannon reported that the main drivers are patron requests and periodic review
usage vs. the pass cost. Ms. Verrier suggested looking into pass options for a World
War II collection in Dedham, a popular field trip destination.
Ms. Dubois advocated for increased advertising of museum passes, especially those
that are little used. Mr. Egan agreed with this sentiment and praised the ease of
accessing electronic passes through the Library's mobile application. Ms. Pennacchio
inquired how passes for seats at sporting events, concerts, and plays work Ms. Filleul
explained that each pass generates a discounted rate on seats purchased through the
box office. Ms. Pennacchio suggested the addition of the Greater Boston Stage
Company in Stoneham and the Quannapowitt Players in Reading.
Ms. Lannon reported that the Library is completing the annual 6° Grade Tours.
Ms. Lannon also noted the success of the Reading Reflect program, which featured an
informative and educational introduction and a Question and Answer session with Civil
Rights Officer Lt. Silva and the Director of Equity and Social Justice, Dr. Chatterjee. A
video recording of Reading Reflect is available on YouTube.
Lauren Gardner, Librarian II for Borrower Services, has resigned. Ms. Lannon thanked
her for her dedication, tenacity, and hard work, particularly in managing circulation
personnel and processes during the COVID-19 pandemic. Lauren was instrumental in
implementing curbside pickup logistics and technology. Ms. Lannon also welcomed
Francesca Bester, a former Children's Room page, as a new Substitute Librarian I for
the Children's Room- Franny is currently enrolled in a graduate program for Library and
Information Science.
RPL is developing a Multilingual Learners Deposit Collection in collaboration with the
Reading Public Schools curriculum. Centralized access to this collection will align with
the school's mission to engage and inspire students in second language acquisition and
promote growth in English language proficiency.
Ms. Lannon reviewed the upcoming holiday closing schedule. Ms. Verner clarified that
the Library closes at 1:00 p.m. on Wednesday before Thanksgiving yet remains open on
Friday after. Ms. Lannon confirmed this and noted that over 375 people visited the
Library on the Friday after Thanksgiving last year. That day averaged more than 400
average visitors before COVID-19, depending on programming. This demonstrates a
community need. Ms. Lannon noted that the Library is closed for the entire weekend in
honor of Memorial Day and Labor Day. Ms. Lannon also reviewed recent changes to the
Town's Holiday Pay policy.
Ms. Pillow-Gnanaratnam commented on the visual visor block on the outdoor Library
lockers. Ms. Lannon noted that the project is still in progress. Ms. Pennacchio
commented on the progress of the shelving in the Friends turret. Ms. Lannon stated that
this is almost done, and additional shelving has also been added to the overflow
materials storage area.
X. Other Business
Ms. Dubois expressed interest in learning more about the "Verifying Descent from
Salem's Accused Witches' professional development programming recently attended by
Local History Librarian Jocelyn Gould.
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Ms. Lannon reported that some libraries are being asked about Massachusetts Criminal
Offender Record Information (CORI) checks on program providers. RPL requires that all
employees and adult volunteers have CORI checks. RPL does not CORI check
presenters because Library staff supervises all Library programs, and presenters are
never left alone with attendees. Ms. Pennacchio commented on a similar issue in
Boxford that caused the performer to back out of the event. Mr. Egan also noted that
parents are also commonly present at library events and that every patron is not CORI
chocked upon entering the building. Ms. Pennacchio expressed concern that CORI
checks could create issues for meeting room reservations If required.
Adjoumment 8:44 p.m.
Motion: To Adjourn (Monique Pillow-Gnsnamtnam /Grimes)
Vote: Approved 6-0 (Pennacchlo approved virtually)
Respectfully ubmitted,
Andrew Grimm, SZSecretary
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