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HomeMy WebLinkAbout2022-12-12 Board of Library Trustees MinutesW.si RECEIVED Town of Reading'By sown Clerk (RK) of 9:31 amJan faYOY7 ?Meeting Minutes Board - Committee - Commission - Council: Board of Library Trustees Date: 2022-12-12 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-Gnanamtnam, Chair; Monette Verner, Vice -Chair; Andrew Grimes, Secretary; Charlie Dubois; Patrick Egan; Nina Pennacchio Members - Not Present: Others Present: Amy Lannon, Director; Meaghan Clemente, Administrative Assistant; Allyson Dowds, Public Services Division Head; Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: 1. Call to Ober at 7:06 p.m. It. Public Comment There were no public comments in the Reading Public Library's administrative email or the Trustees' email account. III. Approval of Minutes from November 15, 2022 The Board thanked Ms. Clemente for the detail provided in the meeting minutes and did not note any corrections. Motion: To approve the minutes of the November 15, 2022, Trustee meeting as presented. (EgartMubois) Vote: Approved 6-0 IV. Public Services Winter Programming Update Public Services Division Head Allyson Dowds presented an update on recent and upcoming Library programming for children, teens, and adults. Please see attached slides for more details. The Children's Team has 70 individual events planned for December through February, including the annual "Around the World in 80 Days" winter reading challenge. Teen Services Librarian Meghan McCabe has 11 programs planned for young adults during the winter months. Notably, Ms. McCabe is planning to launch the first Exam Cram event since the onset of COVID-19. This service-oriented 3 -day event will offer support to students taking exams in January. Ms. Dowds noted that the event has been scaled back in hours and will include more passive activities such as making bracelets and playing games to encourage students to decompress. However, the program still offers food and study space in the community and conference rooms. The winter session will include 36 adult programs and eight genealogy sessions. Local History Librarian Jocelyn Gould holds two to three genealogy research appointment sessions per month which have been well received and filled up quickly. Ms. Dowds reviewed the purpose and methods of program development to support the key frameworks and pillars of education, connection, enjoyment, and wellness. For example, SHINE health benefits counseling and a program focusing on The Importance of Gratitude with Reverend Dr. Laura Solomon support the wellness framework. The winter session includes 11 programs for older adults in response to community feedback. Ms. Dowds highlighted the Library's programming partnerships with outside organizations such as SHINE, North Suburban Family Network, McFarland Arts, and the Massachusett Tribe. Ms. Dowds noted that the North Suburban Family Network playgroups are attended by neighboring community members, helping foster broader connections between participants. Ms. Dowds stressed the importance of strong external partnerships connecting patrons to different community organizations with more expert subject matter knowledge than general librarian -led programs could offer. The Library's third pride story time is scheduled for January. Ms. Dubois expressed her support for the program. Ms. Dowds summarized a programming discussion at a recent Friends of the Reading Public Library meeting. Ms. Dowds encourages everyone to attend Library programs to experience, support, and team. Ms. Verner asked about the Winter Warmers program, where staff provide reader advisory services and suggest popular book titles to patrons. Ms. Dowds reported that the Winter Warmers program is on hold due to the significant staffing commitment required and concerns about COVID-19 during large in-person gatherings. Staff are developing a similar Summer Sizzlers outdoor program for when the weather is nicer. Ms. Dubois suggested that the Board of Library Trustee members could each name two to three books to recommend instead of the Winter Warmers program. Ms. Dowds noted that Library staff also strive to offer staff pick suggestions and promote them via displays and other means. Ms. Verner agrees that Trustee picks would be a fun idea. Ms. Penmacchio volunteered to contribute nonfiction suggestions. Ms. Dubois suggested a tentative deadline of eady to mid-January for Trustee picks. Ms. Dowds highlighted new programs, including job and career help appointments where a reference staff member can devote one-on-one attention to patrons seeking assistance with resumes, job applications, and filling out forms online. Finding the time to provide in-depth personal assistance at the Reference desk is challenging. Community Health Librarian Susan Beauregard collaborated with the Reading Department of Public Health to offer blood pressure and hearing screenings and flu and COVID-79 vaccination clinics at the Library. Public Safety Clinician Taunya Jarzyniecki continues to provide public office hours and brief private appointments at the Library. Ms. Dowds highlighted a new subscription book service with an Armchair Explorer theme focusing on the experience of Americans abroad in countries such as Syria, Japan, and Mexico. This is the same model used for the "Debut of the Month" club, which was very popular. Ms. Dowds spoke about her efforts to evolve the scope of outreach at the Reading Public Library. Elder Services Librarian Melissa Seklon is focusing on book talks and library card signups at the Pleasant Street Center. Ms. Dowds and Teen Services Librarian Meghan McCabe visited the STEPS center to foster a positive relationship with the vulnerable teen population. Ms. Dubois asked about the status of the STEPS center, and Ms. Dowds noted some operations issues due to recent STEPS staff turnover and transitions. Ms. Dowds also spoke about children's librarians' outreach efforts at the Goddard School and Cobblestone Comer School. Ms. Dowds shared the current outreach statement: "At the Reading Public Library, outreach is a service model committed to developing bridges to community members who are marginalized, underserved, or vulnerable. Outreach ensures equitable delivery of library resources and access to information and knowledge to those who may not otherwise be able to take part in the public library experience." Ms. Dowds hopes to reach infrequent or nonusers of the Library, build bridges with marginalized community members and reduce barriers to usage. The Library is ready to serve all community members and seeks to make connections rather than await transactions. Ms. Lannon noted that outreach may not always be easy or intuitive. However, it is essential to be intentional and focus on providing the right services for all community members. Ms. Pennacchio offered to provide brochures and other resources from the Massachusetts Rehabilitation Commission to support the new career assistance initiatives. Ms. Vernier discussed the possibility of bringing the RPL book bike to the Reading Food Pantry to provide access to books. Ms. Dowds commented on positive interactions and successful work with the Reading Food Pantry. Ms. Dowds reported that the RPL book bike could provide library ram signups and a point of access for checkouts and returns. Ms. Dowds complimented the efforts of Assistant Director Michelle Filleul and Communications Specialist Desiree Zicko in creating the winter programming brochure, which is available online. Some last-minute program offerings, such as the virtual Introduction to Hanukkah program, are not included in the brochure but are published on the Library's website. Page 13 The Board thanked Ms. Dowds for her informative presentation. Ms. Dowds thanked the Board and excused herself at 7:29 p.m. V. Landscape Development Committee Update Ms. Dubois summarized the progress of the Landscape Development Committee. Ms. Dubois, Ms. Lannon, Communications Specialist DesirAe Zicko, and Senior Library Associate Andrea Hogan met to determine the purpose of the Committee, its organization, and its goals. The Committee will determine the scope of a landscaping project on the Library grounds that upholds the Library's core values of Education, Equity, Accountability, and Access. The goal is to develop an affordable plan for a beautiful, fun, accessible space that serves as a functional programming space. Ms. Dubois reported that the Committee hopes to reach approximately seven to nine members, including at least one School Street neighbor since the project would likely have the most significant Impact on these residents. The Committee also seeks volunteers from Community Planning & Development Commission, Garden Club, and Conservation Committee, as well as others with interest and knowledge in the subject. The Committee will publicize invitations to apply for membership and will begin meeting after member selection. Ms. Lannon noted that Ms. Dubois would serve on the Committee as a Trustee, but there is room for another Trustee to join. Two Library staff members will also be included. Ms. Lannon will serve as an ex officio member and attend meetings, helping to implement actions as required, but not voting on Committee matters. The Library is sending out applications to community groups and neighbors. Applications will be accepted through mid-January. Ms. Pennacchio advocated for strong outreach, as there may be people in Town who possess relevant skills and knowledge. Ms. Lannon suggested inviting people to contribute their ideas and thoughts about gardening, conservation, and climate to benefit the community without committing to regular committee meetings. Ms. Dubois reiterated the importance of sustainable landscaping that is climate -friendly and easy to care for, such as daylilies and hostas. W. FY24 Level I Budget Presentation Ms. Lannon presented the Level I FY23 Budget of $2,095,025, representing a 3.75% increase. Ms. Lannon noted that employees are the library's greatest asset and that salaries comprise 81 % of the budget. The salary budget corrects all non-union pay rates to the 75" percentile among peer communities as recommended by the 2022 Pay & Class study by GovHR and the Town of Reading. The Town Manager sets a Cost of Living Adjustment (COLA) increase each year, projected to be 1.25% for FY24. Overall, salaries will increase by 4.8% in FY24. Fourteen employees will see a pay Increase effective in this pay period, and all employees will receive raises up to the 75" percentile by July 1, 2024. Page 14 The Level I budget reduces general expenses by 10.8%, and the reduction impacts professional development and technology expenses. The Library will maximize FY23 spending to mitigate some of the proposed FY24 cutbacks. Ms. Lannon clarified that state aid and gift funds are available for professional development and technology expenses. Ms. Lannon is looking at recent staffing changes and other ways to restore the cuts before Town Meeting in April. Mr. Grimes noted the importance of the pay and class study in raising employee rates to a more competitive level, despite the time it has taken to implement. Ms. Lannon reviewed the Town Meeting budget approval process of the two Library budget lines: salaries and expenses. Mr. Grimes reviewed the overall municipal budget process. Ms. Dubois and Ms. Gnanaratnam stressed the importance of maintaining professional development opportunities. Ms. Lannon presented the "Library Value Calculator," showing that in FY22, residents received approximately $8,465,151 in services. Nearly half of Reading residents have a library card. Qualitative services such as homebound delivery, engaging programming, and other social services are difficult to measure numerically but also create value for the community. Motion: To approve the FY24 library budget as presented. (Grimes/Egan) Vote: Approved 6-0 Ms. Lannon reviewed current and future projects. Mr. Egan noted that the proposed budget prioritizes salaries and is still pro -staff despite the reductions to professional development. Ms. Lannon acknowledged the complicated messaging associated with the significant reductions to general expenses and the new compensation and classification schedules. VII. Financial Update Ms. Lannon noted that FY23 spending is on target and reviewed the value of the North of Boston Library Exchange (NOBLE) library consortium. Ms. Dubois commented that the savings provided by the Library's membership in the group are impressive. Ms. Lannon noted that the price of membership has remained relatively stable despite difficulties presented by the COVID-19 pandemic. Vlll. Director's Report Ms. Lannon reported that circulation has returned to pre-COVID-19 levels when digital services such as Hoopla and Kanopy are factored in. The Reading Public Library is still the top circulating Library per capita in NOBLE and is second in an overall circulation behind Beverly, which has a population of 44,000. Ms. Dubois noted the positive impact of the Library on the community. Ms. Lannon recognized the Library's engagement, marketing, outreach, and community involvement. Page 15 Ms. Lannon reviewed reciprocal lending benefits with other Massachusetts library consortia, such as the Boston Library Consortium, Minuteman Library Network, Central and Western Massachusetts Automated Resource Sharing (CW MARS), Southeastern Automated Integrated Library Services (SAILS), and Cape Libraries Automated Materials Sharing (CLAMS). Ms. Lannon reported that Kathryn Geoffrion-Scannell, current Librarian I Collections Services, has verbally accepted a promotion to the Librarian II Collection Services position and that a formal offer letter is forthcoming. Ms. Lannon discussed how the Librarian II position is evolving and the possibility of increasing para librarian hours and responsibilities. Ms. Lannon is working closely with Ms. Dowds and Collections Services Division Head Jamie Penney to fill service gaps in a financially responsible way. Ms. Dubois confirmed that these potential changes would increase existing staff hours. Ms. Lannon thanked Director for Equity and Social Justice, Dr. Sudeshna Chatterjee, for her invaluable critique and feedback in reviewing job descriptions and interview questions during the hiring process and ensuring that the staff continues to be dedicated to inclusion, equity, and education. Public service desks are currently testing out Pockettalk translators recommended by the Reading Police Department to communicate in foreign languages. Staff are working on potentially bringing an exhibit of Dewey Decimal Quilts to the Reading Public Library, Ms. Dubois appreciated the report on professional development activities and asked about in-person vs. virtual events. Ms. Lannon noted that approximately 80% of professional development activities are virtual. IX. Other Business Ms. Pennacchio praised Dr. Chatterjee and the Partners and Allies for Inclusive Reading (PAIR) volunteers for their recent presentation to the Select Board. Ms. Pennacchio watched virtually and Mr. Grimes and Mr. Egan attended in person in support Ms. Verner recently attended a Friends of the Reading Public Library meeting with Ms. Lannon and Ms. Dowds. Ms. Verner reported that the Friends were very complimentary of the new brook sale room space and expressed universal excitement regarding its size and location near the from entrance. The Friends are currently accepting Adult Fiction and Children's Books from Library staff and Trustees that are in good condition and will reevaluate their operations as they progress in this new space. Ms. Pennacchio was happy that the Friends were pleased. Ms. Lannon, Ms. Pennacchio, and Ms. Dubois all thanked the Friends for their genuine support of Library programs. Ms. Dubois noted that the Friends provide funding, but the Library selects the programs. The Board discussed their support for the upcoming Pride Storytime. Ms. Verrier noted that of the 480 unique Children's programs annually, only two were pride storytimes in 2022. Mr. Egan also pointed out that program attendance is by choice. Adjournment 8:30 p.m. Motion: To Adjourn (Gdmes/Pennacchic) Vote: Approved &0 Respectfully Submitted, I,�L - Andrew Grimes, Secretary Page 16