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HomeMy WebLinkAbout2023-01-09 Board of Library Trustees Minutes� rq e Town of Reading 0��' �� ,�y Meeting Minutes 8osrd - Committee - Commission - Council Board of Library Trustees Date: 2023-01-09 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: RECEIVED TOWN CLERK Rcp,nit.IG, MA. it K 2023 FEB 14 AM 9; 02 Time: 7:00 PM Location: Community Room Session: Open Session Version: Final Monique Pillow-Gnanaratnam, Chair; Monette Vernier, Vice -Chair; Andrew Grimes, Secretary; Cherrie Dubois, Patrick Egan, Nina Pennacchio Members - Not Present: Others Present: Amy Lannon, Director; Michelle Rlleul, Assistant Director; Meaghan Clemente, Administrative Assistant; Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order at 7:05 p.m. IL Public Comment There were no new public comments in the Reading Public Library's administrative email or the Trustees' email account. Ms. Vanier read aloud an email received in December in support of the recent Pride Storytime event and the library's inclusive children's collection. The sender praised the positive and relatable messages for young people expressed through Library programs and materials. Ms. Dubois reported a wonderful experience attending the Pride Storytime event with family members. III. Approval of Minutes from December 12, 2022 Ms. Dubois requested that the word "to" be replaced with Wil" in reference to the scaled back Foram Cram event on page 2. Motion: To approve the minutes of the December 12, 2022, Trustee Meeting as amended. (Dubois/Vernet) Vote: Approved 6-0 Page 1 1 IV. Landscape Development Committee Update and Vote a. Description and number of members The Town Clerk's Office required additional information regarding the Ad Hoc Library Landscape Committee. Ms. Lannon recommended setting the maximum number of members and allowing for vacancies. Ms. Verner noted applicants for future vacancies should be subject to the same criteria and parameters. Ms. Dubois expressed interest in members with abilities and interests relating to landscaping. Mr. Grimes noted that while the Committee hopes to attract members specializing in landscaping, he did not recommend being overly specific or detailed. The Board discussed the type and number of potential members for the Library Landscape Committee. Motion: To establish that the Ad Hoc Library Landscape Committee will consist of a maximum of eight voting members: two trustees, two RPL staff members, oma neighbor (defined as potentially impacted by the landscape charges), and three residents at large. There wdll also be up to three Ex Officio, non-voting and advisory members, including the Library Director and representatives from town staff. (GrimewDubols) Vote: Approved 6-0 It. Sunset Date After a brief discussion, the Board determined that a sunset date of 24 months would be appropriate for the purposes of the Library Landscape Committee. Motion: To establish that the Ad Hoc Library Landscape Committee will sunset twenty- four months from their first meeting. (Egan/Pennacchio) Vote. Approved 6-0 c. Report Ms. Clemente reported invitations to apply for membership were sent in mid-December via mail and email to abutters and members of community groups who may be interested in the project such as the Reading Garden Club, Climate Advisory Committee, Conservation Committee, Reading Public Library Foundation, and the Friends of the Reading Public Library. Reminders were also sent in early January. As of January 9, the Library received five applications, with another application from a Library staff member on the way. Ms. Dubois will be participating as a trustee and Ms. Lannon will be participating as an Ex Officio member. Ms. Clemente was hopeful of receiving additional applications before the deadline on Friday, January 13". V. Patron Rights & Responsibilities Policy Update for Review Ms. Lannon reviewed Patron Rights and Responsibilities Policy edits and revisions. New language reflects recent issues with First Amendment Auditors and Virtual Meetings. The policy focuses more on patron behaviors and less on staff procedures. Also, the Library will no longer notify the schools of incidents involving minors. Ms. Lannon noted other formatting and assertive language changes. Gage 1 2 Ms. Venter asked if enforcement of the policy was a step-by-step progression or situational at the discretion of the librarian in charge. Ms. Lannon noted that the policy provides a rough outline and an ideal method of enforcement, though warnings may be more fluid and situational in practice based on the perceived level of danger and destruction. Ms. Verner asked about distributing copies of relevant policies to patrons. Ms. Lannon agreed and suggested changes to standardize this practice. Ms. Verner asked about incident communications between the Library and Town Hell. Ms. Lannon said most incident communications were with the Police Department and Public Safety Clinician. She added that libraries in the area share safety concerns and awareness of patrons that may be undergoing severe and traumatic circumstances. Ms. Dubois noted that the policy was dated for February 2023. Ms. Lannon will incorporate the changes discussed at the January meeting and provide the Board with a clean copy before voting on the policy in February. Ms. Lannon hopes to follow a similar process for the upcoming review of future policies. Mr. Egan clarified the removal of references to staff throughout the document Vl. Financial Update Ms. Lannon reported positive progress with the FY23 salaries budget and hopes to spend down the FY23 materials budget by May 318e. Ms. Lannon noted several large spring renewals, such as the Library's magazine subscriptions. Ms. Lannon reported 14 staff members, including substitutes, received pay rate adjustments per the Pay and Class Study on the December 23" paycheck with retroactive pay to July 1, 2022. Ms. Clemente doublechecked the list of recipients and confirmed raises and receipt of retroactive pay. Ms. Lannon reported that the Town Manager and Town Accountant added $10,000 to the expense line of the FY24 proposed budget. These funds will mostly restore the professional development, supplies, and technology lines. The overall FY24 municipal budget request is an increase of 4.2%. Ms. Lannon noted December gifts, including $7,500 from the Helen A. Nigro Foundation to be used for the new Tween Space. The Library recently consulted with creative specialist Martin Sager regarding the Tween Space design, RPL branding, and other Library projects. Ms. Lannon noted that previous museum pass usage statistics did not include "print at home" passes. These include the Discovery Museum, Museum of Fine Arts, Museum of Science, and Peabody Essex Museum. Future reports will include this information. VII. Director's Report Ms. Lannon reported that the Massachusetts Board of Library Commissioners nominated RPL's Civic Hub Grant, led by Public Services Division Head Allyson Dowds, as an Exemplary Grant to the Institute of Museum and Library Services (IMLS). Page 1 3 Children's Librarian Olivia McElwain completed a diversity audit of Children's fiction, non-fiction, picture book, graphic novel, early reader, and first chapter collections. All collections exceed the 26% publishing standard for diversity, though the Children's librarians hope to increase overall collection diversity and inclusivity. Ms. Verner asked for clarification on the calculation of the diversity percentage and Ms. Lannon confirmed it is based on both content and authorship. The Reading Chronicle digitization project is close to completion pending additional design and promotional efforts. Mr. Egan complimented the easy and efflc'ient searching capabilities of the digitized newspapers. Ms. Verner located an article from 1985 with a quick search. The Board fondly reflected on memories of local businesses and locations that could be found in historical editions of the Reading Chronicle. Ms. Filleul requested clarification on promotional and public relations details for the Reading Public Library Foundation's participation in this project. Mr. Egan reminded the Trustees of the Reading Public Library Foundation's Donor Appreciation Eventto be held on February 11'^ Ms. Lannon reported that Director for Equity and Social Justice Sudeshna Chatterjee will be presenting on "Equity in the Workplace" for the Chamber of Commerce. The Library is part of a multilingual language leamers' group started by Reading Public Schools. The group connects families with local resources. Mr. Egan noted an increase in the need for Portuguese materials. Ms. Filleul is working on bookmarks and library card signup forms in Portuguese. Ms. Lannon noted that NOBLE includes Portuguese as a language when registering and renewing library cards online. Ms. Lannon has met with Public Services Division Head Allyson Dowds and Collection Services Division Head Jamie Penney regarding staffing needs and maximizing coverage. Effective January 2, 2023, Senior Library Associate Valerie Gould Heithaus has increased hours to 37.5 per week. The Library posted a new full-time library associate position for the Children's Room. These full-time positions provide continuity, consistency, and coverage during the week. VIII. Other Business Ms. Lannon recapped the recent Pride Storytime event and thanked the community for their support The program was fully attended. There were 595 Library visitors on the day of the event, with 308 visitors between 2:00 PM and 4:00 PM around the time of the event. Library staff communicated and cooperated with the Police Department to create a positive and safe environment for attendees. Ms. Verner recognized the Library's dedication to community outreach and is grateful for the efforts of the Library staff. Ms. Pillow-Gnanaratnam also expressed her excitement regarding the success of the Pride Storytime event. Ms. Pennacchio noted that the community is fortunate that the Police Department supported the program and prevented interference. Ms. Dubois also thanked the Police Department for the sense of security they provided. Head of Research and Reader Services Andrea Fiorillo presented on censorship, challenges, and intellectual freedom at the January 5th all -staff meeting. Challenges to library materials and programs are increasing. Patrons with concerns oroomplaints may fill out Comment Forms and Request for Reconsideration of Materials Forms at any service desk. Mr. Egan was impressed by Ms. Fiorillo's passion and thoughtfulness on these subjects, as well as the professionalism and courtesy of all Library staff surrounding the Pride Storytime event. Ms. Lannon will send a copy Ms. Fiorillo's presentation to the Board. Page 14 Ms. Lannon promoted the Martin Luther King, Jr. Day celebration on Monday, January 166 at the Reading Memorial High School (RMHS) Performing Arts Center. The event will feature, breakfast, musical performances, an art exhibit, and a guest speaker. Ms. Lannon complimented an Instagram video produced by Children's Librarian Olivia McElwain featuring positive music and images of people enjoying Pdde Storylime events at the library. Ms. Pillow-Gnanaratnam thanked the staff for the efforts in making this event possible. Adjournment 7:57 p.m. Motion: To Adjourn (GrimeslVer fer) Vote: Approved 6-0 Respectfully Submitted, G L - S€ Andrew Grimes, cretary Page 15