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HomeMy WebLinkAbout2024-02-12 Board of Library Trustees Minutes� ra Board - Committee Town of Reading Meeting Minutes Commission - Council: Board of Library Trustees Date: 2024-02-12 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Time: 7:00 PM Location: Conference Room Session: Open Session Version: Final c,q Patrick Egan, Chair; Monette Verner, Vice -Chair; Andrew Grimes, Secretary; Cherrie Dubois; Cappy Popp, Monique Pillow-Gnanaratnam 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; Andrew Gregory, Resident Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order 7:00 pm. It. Public Comment No public comments were made in person or remotely. III. Technology Plan Update Ms. Filleui summarized the Library's technology goals. The Library is future -focused and will incorporate technology needs and trends into its strategic planning. One major project in collaboration with the Town Information Technology (IT) Department is the updating and installation of hybrid audio-visual equipment in both the Conference and Community Rooms. These improvements will allow all users to host in- person and remote events easily and independently. We have solicited three quotes from specialized audio-visual companies. Once a contract is finalized, installation of cameras, microphones, and other equipment in the Community Room will begin this spring. The installation of this hybrid technology is part of a larger project across multiple town departments and is occurring slightly earlier than initially anticipated. RPL will use supplemental gift funds for these upgrades. The Library would like to expand the use of the Oculus Meta Quest 2 virtual reality technology for in-person programming targeted toward virtual job training. For example, libraries in Nebraska use this technology to provide dialysis training to potential workers. Several companies in Massachusetts offer similar services. Ms. Filleul clarified that purchasing an additional Oculus device is for future job training programs in the Library studio space. The Library recently learned that the Envisionware security gates and people counter at the main entrance will reach their end of life in September 2024. Quotes for replacement options are currently being researched and solicited. Ms. Filleul, Ms. Clemente, and Teen Services Librarian Meghan McCabe are working to reinstate the Netguide program, featuring a partnership between high school volunteers and adults needing technology help. The Library is the first town department to use Keeper password management software and will begin using two -factor authentication when instituted by the Town IT Department later in 2024. Mr. Egan questioned the Town's data breach protocol. Ms. Lannon plans to review cybersecurity and physical security in an executive session in April. Library staff are staying informed about artificial intelligence (AI) and other developing technologies through conferences and other educational professional development opportunities. Upcoming programs and displays will focus on ChatGPT and facial recognition. Ms. Verner suggested educational programming for the general public about demystifying artificial intelligence. Mr. McDonagh suggested sharing Al use cases demonstrating its capabilities and applicability. Ms. Lannon highlighted the importance of information literacy and welcomes suggestions for presenters. The Library anticipates updating its website and moving away from WordPress and Bluehost in 2024. Options include using Civic Plus to align with the Town of Reading websde and integrating a knowledge-based product like LibGuides to organize the content. LitiGuides is compatible with the LibCal event software currently in use. Ms. Lannon clarified that the library calendar is available through an RSS Feed on the Town of Reading website. Although CivicPlus offers fewer creative layout options, it would minimize future technical difficulties. Previously, the Library's website was hosted through the North of Boston Library Exchange (NOBLE) library consortia. After NOBLE stopped hosting the website, the Library selected Bluehost. Unfortunately, Bluehost assumes a high level of user coding experience and structural knowledge, which causes delays when technical difficulties arise. CivicPlus has modules specifically designed for municipalities and can handle all hosting, upgrades, and customer service more smoothly. This website transition project will be funded through the supplemental spending budget and will hopefully be completed by December 2024. Mr. McDonagh asked about sharing Microsoft 365 licenses, and Ms. Filleul explained that each individual requires a separate license. IV. Discussion on BOLT Committees and Liaisons Mr. Egan noted that the Board's bylaws allow for appointing liaisons in certain relevant and applicable areas. The Board currently has liaisons serving on the Ad Hoc Library Landscape Committee and the Charter Review Committee. Areas to consider may Pd,, 1 2 include budget and finance, the Friends of the Reading Public Library, the Reading Public Library Foundation, trust funds managed by the municipal Commissioners of Trust Funds board, staff development and human resources, and building. Liaisons may only be required to attend some meetings but should follow activity in their assigned area and periodically report on relevant updates to the Board. Mr. Egan asked the Board to consider areas of interest for future discussion. Liaisons can be appointed and assigned annually by the chair. Ms. Lannon noted the importance of an extra set of eyes and ears to expand perspective on internal and external matters. For example, it may be helpful to have additional attendance at Financial Forums during the budget planning process or further assistance in reviewing and updating library policies. Ms. Lannon also appreciates Ms. Verner's expertise in human resources and personnel matters. V. REVIEW: Borrowing Policy/Fines and Fees Policy Combined Although the Board recently reviewed the Borrowing Policy, the Collection Services Department has drafted a combined Borrowing and Fines and Fees policy ahead of its anticipated target date next year. This revision removes loan periods, complex subtle procedures implemented in response to supply and demand, and shortens the two policies into one. In reviewing the condensed section on notices and fines, Ms. Lannon noted that all fines and fees are deposited into a revolving municipal account. She also reminded the Board that any amount over $15,000 goes back into the Town's general fund at the end of each fiscal year. Ms. Dubois asked about the six-week borrowing and automatic renewal process. Ms. Lannon clarified that per the NOBLE library consortia's Standard Overdue and Billing Policy, an item is considered overdue if it has not been or cannot be renewed. NOBLE issues an overdue notice when an Rem is 14 days overdue, with additional bill notices and reminders of 42 days (6 weeks) overdue and six months overdue. A patron's account is automatically blocked when an item is six weeks overdue. The block can only be removed by returning the Rem or paying the billed replacement cost. Relevant portions of the NOBLE policy could be incorporated to make this information available to patrons and staff. Ms. Vernier felt information on the lending periods should be readily available. Ms. Filleul explained that the Library website and welcome flyer list the borrowing periods. Due dales are also listed on printed receipts and online account information. Ms. Lannon summarized the evolution of Express Books through advancements in the Library's integrated library system (ILS) software. These popular, non-hoktable new books and DVDs were previously available for shorter checkout periods. However, RPL no longer collects late fees on these items. Mr. Egan suggested explicitly stating that Local History and Reference materials and equipment are non -lending and that these be marked as reserved for library use only. Mr. Egan acknowledged the ebb and flow of procedures to accommodate supply and demand. Patrons can review upcoming due dates through the mobile app and their Gage 1 3 online accounts, and many benefit from automatic automated renewals. Ms. Lannon hopes these conveniences reduce barriers and minimize stress for patrons. VI. Tween Spot Update Ms. Lannon and Ms. Clemente attended the Massachusetts Higher Education Consortium (MHEC) Expo event last fall to meet with various furniture vendors with custom and semi -custom options. After several meetings, WB Mason, a distributor for other furnishing companies, provided a quote with specially designed products from NorvaNivel. These products focus on the whole child, incorporating sensory, physical, intellectual, and emotional development into their designs. The most significant cost is for special wooden trees to create an archway and provide space for seating, shelving, and displays. Other furniture has multiple functions, such as seating that allows for movement and a table that can be flipped up as a whiteboard or adjusted to accommodate smaller children and wheelchair users. The Library has signed a contract with WB Mason and hopes to receive the furniture within 12 to 16 weeks. RPL will work with the vendor to match the colors with the new mural, which has transformed the space. All furniture is expected to come in under the $50,000 furnishings budget for the project. The mural has been completed and paid for separately. VII. Charter Review Update Mr. Grimes reported that the only change to the Charter related to the Board of Library Trustees was an update to gender -neutral pronouns. No changes will be made to the Board's role or authority. Ms. Lannon thanked Mr. Grimes for his representation on the Charter Review Committee. VIII. Financial Report Ms. Lannon reported that the Library is doing well financially and running under budget in FY24. Ms. Lannon noted that several open positions were vacant, and some new hires started at lower pay than those who previously held the position, which is expected. Ms. Lannon clarified that some municipal expenses were frontloaded earlier in the fiscal year and that spending was on track. Head of Collection Services Jamie Penney carefully tracks materials expenditures, and staff thoughtfully select new materials for collection development. Funds have been set aside for spending in May and June in anticipation of books by well-known authors, assigned summer reading books, and Massachusetts Children's Book Award (MCRA) titles. Ms. Verner noted that maintenance support expenses have exceeded budgetary expectations. Ms. Lannon pointed out that this amount has been adjusted upward for FY25 and is running high for various reasons. Deep freeze licenses maintained by the IT Department are being renewed and paid for by the Library. Deep freeze limits public computer permissions to prevent malware and viruses. The maintenance contract cost for the exterior pickup lockers was not included in FY24 but will be for FY25. Repairs are currently in progress, although frustrafing supply issues have delayed the arrival and installation of necessary parts. Page 14 IX. Director's Report Ms. Lannon noted that January went by quickly but was a very productive month for library programming, visitors, and circulation. Spring programs in March, April, and May are being finalized this week and will soon be advertised. A Pet Fest program will be held on Saturday, May 11, featuring various outdoor events and activities such as a pet parade, reptiles, miniature horses, pet rocks, pet toys, arts and crafts, and more. The Library hopes to encourage optional charitable donations of pet food and treats to the Massachusetts Society for the Prevention of Cruelty to Animals (MSPCA) throughout the program. Motion: To approve a pet food collection benefiting the Massachusetts Society of Prevention of Cruelty to Animals (MSPCA) during the Library's Pet Fest program on May 11, 2024. (Popp / Grimes) Vote: Approved 8-0 Mr. Popp questioned the increase in digital materials borrowing through OverDrive. Ms. Lannon noted that OverDnve usage has increased throughout the NOBLE library consortia and that many people receive new digital devices during the holidays. Overall materials circulation was 28,918 for January. Due to the impending snowstorm, the Library will be closed on February 13, and all scheduled events for the day have been canceled. The Coalition of Us (CATO) conversation regarding Bill Russell's experience and legacy in Reading will still take place on February 15 as planned. Since John Davis' recent retirement, Ms. Lannon noted that Jorge Sanchez has been doing a fantastic job with morning and afternoon custodian work. Library Associate Suzy Axelson will be retiring in March. Her position has been posted, and RPL has received over 20 applications. Interviews will begin soon. Ms. Filleul is celebrating her 21 st work anniversary in February. The Library will be hosting a traveling exhibit in April and May called "Promising Future, Complex Past: Artificial Intelligence and the Legacy of Physiognomy," which explores the history of physiognomy and its influence on contemporary artificial intelligence and computer science technologies. X. Approval of January 8, 2024, Meeting Minutes Motion: To approve the minutes of the January 8, 2024, Trustee Meeting as written. (Popp / Dubois) Vote: Approved fro XI. Future Agenda Items The Trustees will reflect on liaison opportunities for future discussion. The revised Borrowing, Fines, and Fees Policy will also be reconsidered. Head of Public Services Andrea Fiorillo will present a spring programming update in March and may touch upon summer reading plans. An update on the strategic planning process will also be discussed in March. Ms. Lannon will ask Mr. Pless if he would like to attend the March meeting to discuss updates on the community DEI assessment. Page 1 5 The Board anticipates discussing security measures in an executive session in April. Mr. Egan reminded the Board of the importance of Open Meeting Law and ethics. Mr. Egan noted that various instructions, resources, and training opportunities are available through the Attorney General's office. Town Clerk Laura Gemme also regularly provides important informational emails. Mr. Egan acknowledged Ms. Pillow-Gnanaralnam's final meeting and thanked her for her service and calm leadership. Ms. Pillow-Gnanaratnam thanked the Board for their gift of Flowers and spoke positively of her experience and the contributions of everyone involved with the Board and the Library. Adjournment 8.12 pm Motion: To Adjourn at 8:12 pm (Pillow-Gnanaratnam / Verner) Vote: Approved 6-0 Respectfully Submitted, Andrew Grimes, Secretary Page 16