HomeMy WebLinkAbout2023-02-13 Board of Library Trustees MinutesgFB
Town of Reading
0i �s Meeting Minutes
Board - Committee - Commission
Board of Library Trustees
Date: 2023-02-13
Building: Reading Public Library
Address: 64 Middlesex Avenue
Purpose: General Meeting
Attendees: Members - Present:
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2073 NAR 14 Pl, 12.. 6
Council:
Time: 7:00 PM
Location: Community Room
Session: Open Session
Version: Final
Monique Pillow-Gnanaratnam, Chair; Monette Verner, Vice -Chair;
Andrew Grimes, Secretary; Cherne Dubois, Patrick Egan, Nina Pennacchio
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; Brian Curry, Resident
Minutes Respectfully Submitted By: Andrew Grimes, Secretary
Topics of Discussion:
I. Call to Order at 7:02 p.m.
IL Public Comment
The Trustees' email account received a request from the Girl Rising Club at Reading
Memorial High School to use Library meeting space to show a movie celebrating
Women's History Month in March. Admission would be free, but concessions would be
sold to raise money for charities benefitting women in need. Ms. Verner spoke highly of
the organization and its support of women through different facets over the past several
years. Ms. Dubois voiced her support of the club's mission.
Motion: To allow the Girl Rising Club to use Library meeting space, sell concessions,
and raise funds for chanties benefitting women in need. (Pennacchio/Verried
Vote: Approved 6-0
Ms. Dubois appreciated a kind letter in support of Library staff after the publication of a
Boston Globe article highlighting the Library and recent book and program challenges.
Public Services Division Head Allyson Dowds and Head of Research and Reader
Services Andrea Fiorillo are quoted in the article.
III. Approval of Minutes from January 9, 2023
Ms. Dubois asked for clarification regarding the number of police officers present during
the recent Pride Storytime event. Ms. Lannon will review security concerns for future
events with Lieutenant Patrick Silva, the Town's Civil Rights Officer. Ms. Dubois
summarized a recent article regarding diversity in library collections. Ms. Verrier
congratulated Director for Equity and Social Justice Sudeshna Chatterjee on a recent
gram.
Motion: To approve the minutes of the January 9, 2023, Trustee Meeting.
(Verner/Dubois)
Vote: Approved 6-0
IV. Patron Rights & Responsibilities Policy: Discussion and Vote
Ms. Lannon reviewed the policy changes, including providing involved parties with a
copy of the policy, clarifying the list of situational enforcement actions and other minor
formatting corrections. Ms. Dubois suggested adding the word "so' to the last sentence
of the final paragraph of the policy. Ms. Verner agreed.
Motion., To approve the Patron Rights & Responsibilities Act as amended with the
addition of the word 'so' in the final paragraph. (Dubois/Pennacchic)
Vote. Approved 6-0
Ms. Clemente will include this change when posting the amended policy on the Library
website and distributing updated copies to Library staff.
V. Library Technology Update
Ms. Filleul provided detailed information on the patron and staff technology. Public
equipment includes twenty-five public PC workstations and eight new gaming computers
to be installed in the Teen Room and Children's Room. The Children's Room will reduce
the overall number of available computers from twelve to four. Ms. Filleul noted there are
two iMac computers available in the studio, several Chromebooks available for both in -
library and external use, two public print stations and a ScanEZ station for faxing,
scanning, and copying.
The staff use 38 workstations, five iPads, and nine laptops. The growing Library of
Things collectkm features technology hems such as a Merge VR kit, an Oculus VR
headset, three projectors, and six WIFI Hotspots. Ms. Dubois asked for clarification on
hotspots. Ms. Filleul explained that hotspots provide portable access to WIFI when there
is no internet available. Hotspots are typically borrowed with Chromebooks.
A public computer near the Reference Desk has Jaws to aid low -vision patrons. The
Community Room technology includes four Listen iDSP-IR Receivers to amplify sound
and assist patrons with hearing loss. Accessibility items in the Library of Things
collection include a LingoPen: Reading and Language Assistant to help read and
translate text. The Library website now has Google Translate and an Accessibility
toolbar to make the content more inclusive and accessible.
The Library uses Evergreen, an integrated library software hosted by the North of
Boston Library Exchange (NOBLE). The Library launched a mobile app in September
2022 and currently has 837 users. The Library's website is hosted by BlueHost. Wireless
internet access is available inside and outside the building from 7 AM to 10 PM, seven
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days a week. Wireless intemet hardware and software, staff Internet access, and
network access are managed by Town IT. Public intemet access is managed through
NOBLE.
The new public printing software and hardware Papercut installed in September 2022 is
from Today's Business Solutions (TBS). Through Nayax, patrons can now pay for print
jobs via credit card, cash, or digital payment methods such as Apple Pay. Tech Logic
maintains five seV-checkout stations, although the Town IT maintains the server. The
automated return system is maintained through Lyngsoe and serviced by Bayscan.
Town IT also maintains the Library's telephone system. The library staff use BrightSign
for the digital signage on all three levels of the Library and Reading Community
Television maintains closed-circuit television in the Community Room.
The Library is working with Town IT to update hybrid meeting technology in the
Community and Conference rooms which includes OWL technology. Wireless project
presentations in meeting rooms are also a priority. The town also plans to roll out Office
365 to all staff. Ms. Vernier clarified the use of Google Suite and older versions of
Microsoft software. Ms. Filleul is working on implementing kiosk software on Pads for
catalog access and the new Health Nook.
The Library is working to update its cybersecurity methods through the use of password
manager software and two -factor authentication in accordance with the Town's
insurance requirements. Library staff has also undergone cybersecurity training funded
by a grant obtained by Director of Technology Kevin Furilla. The Library's Netguide
program, which features one-on-one introductory technology training by high school
volunteers, has been on hold since the pandemic but will hopefully resume soon.
Ms. Verner asked about the hardware replacement schedule. Ms. Filleul manages
Library equipment on a five-year rotation plan and coordinates installation with Town IT.
Ms. Lannon clarified that Town IT handles procurement, funding, and management for
staff technology, while pudic technology is funded by the Library and implemented by
Town IT. Ms. Filleul explained that the Library relies on the knowledge and expertise of
Town IT staff for complex technology projects such as gaming computers.
Ms. Verner noted difficulfies with kiosk software on the library walls. Ms. Filleul
confirmed these will be replaced with iPads. Ms. Filleul also noted that Town IT has
ongoing staffing issues.
Ms. Vernier also asked whether patrons will use two -factor authentication. Ms. Filleul
clarified that two -factor authentication will be for staff only. She noted that patrons are
advised to review the Internet Access Policy and take precautions to safeguard sensitive
information.
Ms. Pillow-Gnanaretnam inquired about OWL technology. Ms. Filleul explained that it is
used during hybrid Zoom meetings to find whoever Is speaking. Ms. Filleul and Ms.
Lannon commented on the success of the Neiguide program, where high school
volunteers assisted patrons with technology such as email, cameras, and laptops.
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Mr. Grimes inquired about the Oculus VR headset. Ms. Filleul noted its popularity and
plans to purchase an additional headset. Ms. Filleul reported that Meta previously
required a Facebook account to utilize its software, which was a concern for Children's
Room use. The company has recently removed this requirement. Opportunities exist to
use virtual reality for purposes associated with vocational job training and dementia.
Mr. McDonagh questioned the difference between the Softwarell-icenses and
Technology expense lines. Ms. Lannon explained that Software/Ucenses expenses
includes the Library's NOBLE membership and ILS (Evergreen) access, and programs
for other library specific services. The Technology expense line is dedicated to the
hardware for public use, such as computers, kiosks, and self -checkout stations.
VI. Financial Update
Ms. Lannon reported that the salaries are running slightly below target, which is not
unusual due to recent staffing transitions. The budget is created assuming that all
positions are fully staffed throughout the year. The materials budget is on target, with the
annual periodicals subscription for $20,000 coming up within the next 30 to 60 days. Ms.
Lannon reported that the new Town Treasurer Diane Morabito is now updating trust
balances quarterly rather than monthly. The financial market is experiencing a decline,
so there are no plans to utilize trust funds for current projects. The Library will be
presenting the FY24 budget at the Finance Committee meeting on March B"
Ms. Lannon summarized FY23 donations, noting a significant contribution from the
Helen A. Nigro Foundation toward the new Tween Space. The Library also received
about $2,000 in memory of Georgette Simard, Irene Dillon, and Diane Kennedy. Various
cash donations are also received in a donation basket.
VII. Directors Report
Ms. Lannon provided a general snapshot of operations, which have largely returned to
normal since the onset of the COVID-19 pandemic. Library visitors have naturally
increased, along with the use of digital materials. Ms. Lannon highlighted a successful
Pride Storytime event that was attended by supportive Library allies and friendly faces
on a recent Saturday afternoon. A'Nonfiction Smackdown" group of young patrons
recently selected Fighting for Yes.' The Story of Disability Rights AcfWst Judith Heumann
as their pick for the best nonfiction title of 2022 after meeting with Children's Librarian
Ashley Waring to read and share favorite books.
Community Health Librarian Susan Beauregard has coordinated several programs
focusing on community health issues, such as SHINE & Medicare, Importance of
Gratitude, and Ergonomics at Work. Many patrons have registered for the upcoming
"Abolition's Foot Soldiers: Female Anti -Slavery Societies in Antebellum Massachusetts"
virtual program. Teen patrons were happy with the return of the Exam Cram event. A
"Succulent Plants for Teens" program was also very popular. Overall, the Library had 54
programs in January.
Children Librarians Olivia McElwain and Ashly Waring recently finished their work on two
prestigious national committees, the ALA 2023 Children's Notable Lists and the 2023
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Sibert Book Medal. Ms. McElwain and Ms. Waring read a broad array of books and
discussed them with other librarians from across the United States. Ms. Waring also
recently attended the ALA LibLeamX conference in New Orleans as part of her work on
this the Sibert Book Medal committee. Other library staff has recently taken advantage of
numerous professional development opportunities available locally and online.
Christine Rutigliano is retiring after 23 years of service in the Borrower Services
department. Interviews are being conducted for the open Library Associate — Children's
Services position. Applications are being accepted for the Librarian I — Children's
Services and Library Associate — Borrower Services positions. Assistant Director
Michelle Filleul celebrates 20 years of service and Communications Specialist Desiree
Zicko celebrates four years of service this month.
The Communications Working Group is developing a year-long series of survey
questions to gather feedback on improving services, communications, and engagement.
The Tween Space Committee has decided on a natureANoodsRorest theme for the new
Tween Space inspired by "Green Time instead of Screen Time'. A collection of Dewey
Decimal quilts created by the Boston Modern Quitters Guild will be temporarily on
display in the Nonfiction Section on the Ground Floor.
Vlll. Other Business
Ms. Filleul invited the Trustees to attend a screening of the new documentary Bill
Russell., Legend co-sponsored by the Library and CATO: Coalition of Us on Thursday,
March 2. The documentary used documents from the Library's local history collection.
CATO will also host a community conversation on Monday, March 6 regarding Bill
Russel's experience in Reading and learning from the past.
Ms. Lannon noted a large virtual event featuring Isaac Fitzgerald, the author of Dirthag,
Massachusetts.
Mr. Egan thanked Library staff on behalf of the Reading Public Library Foundation for
their assistance in hosting a Donor Appreciation Event on February 11' . The Foundation
received positive feedback on the success of the well -attended event. Karen Burke and
Bill Hecht were both honored for their contributions to the Foundation's and Library's
success over many years.
Adjournment 7:49 p.m.
Motion: To Adjourn (Dubois / Egan)
Vote: Approved 60
Respectfully Submitted, Q
Andrew Grimes, Secretary
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