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HomeMy WebLinkAbout2024-05-13 Board of Library Trustees Minutesr a �? Board - Committee Town of Reading Meeting Minutes Commission - Council: Board of Library Trustees Date: 2024-05-13 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: #2E1&fzN TOWN CL K READ INGollA. 2224 U4 11 AA, 8* 07 Time: 7:00 PM Location: Community Room Session: Open Session Version: Final Patrick Egan, Chair; Monette Verner, Vice -Chair; Andrew Grimes, Secretary; Cherrie Dubois; Andrew Gregory; Cappy Popp, Members - Not Present: Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director; Meaghan Clemente, Administrative Assistant; Andrea Fiorillo, Head of Public Services; Joseph McDonagh, Financial Committee Liaison to Reading Public Library; Ailey Pandey, Reading Municipal Light Department Integrated Resource Specialist; Genady Pilyaysky, Ad Hoc Library Landscape Committee Chair; Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order 7:02 pm. H. Public Comment No public comments were made in person or remotely. III. RMLD EV Charger Update Reading Municipal Light Department (RMLD) Integrated Resource Specialist Ajey Pancley presented an update on the two electric vehicle chargers in the Library parking lot. The standard ChargePoint Level 2 charger has been available for almost ten years. The newer DC Fast Charger has been operating for six months or so. The DC Fast charger is larger and more powerful, upgrading the electric vehicle charging experience. Both chargers have a similar number of charging sessions. However, the DC Fast charger provides much shorter charge times and is used early in the morning and at night when the Library is closed. Users are spending about half as much time at the DC Fast Charger. Additionally. the DC Fast Charger has three to four times the monthly energy output of the ChargePoint Level 2 charger. The DC Fast Charger can provide an estimated 50 to 70 miles of driving range in approximately 20 minutes of charge time, bringing users closer to a familiar gas station experience rather than a typical public charging experience. ra" I r The chargers were funded through state grants under the Massachusetts Department of Energy Protection, which has specific requirements. The grant requires separate accessible parking spots. RMLD is working on this issue with the Department of Public Works (DPW) but is looking for input from the Board. Mr. Pandey presented a diagram of two proposed spaces. Ms. Lannon noted that one hashed area was never a parking spot but was space to accommodate vehicles turning the corner. Mr. Egan clarified that the proposed DC Fast Charger accessible space is currently an electric vehicle charging spot. He asked if two cars could simultaneously use the DC Fast Charger. Mr. Pandey explained that this may be limited by the length of the charging cables as well as the different plug standards on the nozzles. Grant requirements lapse in June 2025 for the Level 2 accessible space and October 2026 for the DC Fast Charger accessible space. More flexibility will be available for parking spaces and nozzles at these points. However, converting a parking spot to an accessible space should have been done originally in compliance with the grant. Mr. Egan suggested possibly converting the second electric vehicle space to an accessible space. Mr. Pandey noted that each charger is mainly used by one car at a time but will consult the DPW and look into what is more functional for users. Establishing the accessible spaces on both ends of the electric vehicle area also neatly bookends the space. Mr. Pandey will provide a quarterly update on charger usage data, which is important in demonstrating the usefulness of the chargers and the designated electric vehicle parking spots. Mr. Pandey noted that the chargers at the Library are the most popular and well - used public chargers, IV. Pride Statement In light of LGBTQ+ Pride Month in June and the recent bomb threat hoax at the Library. the Library has developed a "Statement of Solidarity and Support for Our Pride Community." Ms. Vernier proposed adding the statement to the Library website once finalized, similar to the Land Acknowledgement statement. The statement will be in a press release and on digital library displays ahead of Pride Month, Mr. Egan suggested adding the word "of" in the title. The Board discussed Oxford commas and decided to implement consistent usage throughout the statement. Mr. Grimes suggested changing the last sentence to read "our" community. Mr. Egan and Ms. Vernier noted that the statement was intended to begin broadly and express strong support for the LGBTQ+ community without repeating the acronym too many times. The Board discussed alternative wordings and reworkings of the final sentence. Motion: To approve the Statement of Solidarity and Support for Our Pride Community as amended. (Verner✓ Dubois) Vote: Approved 6.0 V. Ad Hoc Library Landscape Committee Update Dr. Gena Pilyaysky introduced himself as the Chair of the Ad Hoc Library Landscape Committee, exploring options for more effective and efficient utilization of the Library's outside space. The Committee is still waiting to make a formal recommendation. Dr. Pilyaysky wanted to provide an update on recent activities. The Committee has been working with Activitas, a landscape architect design firm, to develop ideas for the project. Activitas has previously worked with the Town on other projects, such as the Birch Meadow recreation area upgrades. The project seeks to support the Library's core mission by creating accessible and dedicated outdoor space for learning and engagement through educational events about nature. plants, gardening, outdoor storytimes, and other programs and events for all ages. Space for small groups to study and engage in discussions is also key. Activitas issued a survey and hosted public information sessions to understand community needs better. Ms. Dubois and Mr. Popp represent the Board on the Committee. The Committee established a smaller working group with mostly town staff to collaborate with Activltas. Town staff members included Town Manager Matt Kraunelis. Community Development Director Andrew MacNichol, the Fire Department, the Police Department, the Facilities Department, and the Department of Public Works have been involved in developing conceptual designs to ensure safety and feasibility. Dr. Pilyaysky shared a word cloud from Activitas summarizing the results of a public survey, which generated 250 responses. 90% of respondents visit the Library monthly, 37% visit weekly, and 50% visit with children. 35% of respondents are satisfied with current programming, and 55% want to see more. Shade, seating, and green space are top priorities. Activitas developed several possible preliminary concepts, and the Committee has focused on one that best meets the community's needs, priorities, and safety standards. A paved patio area with pergola structures outside the Community Room would provide shaded seating, privacy, and comfort for independent users and small groups. A small stage area with tiered seating built into the slope is located on the side of the building for larger programs. Although this preferred design is a great start in exploring possibilities for the project, the Committee has expressed concerns about the preliminary cost estimate of $1.3 million. The Committee plans to fund the project exclusively through donations and grants. Taxpayer dollars will not be used for this project. The Committee will consider options and alternatives to reduce the estimated total cost to approximately $750,000, Before making a formal recommendation to the Board, the Committee will refine the project concept through further discussions with alternative landscape architects regarding project implementation. Proper due diligence is critical. The Committee will engage in community outreach through presentations and concept posters to raise awareness about the project. They will also look into potential funding sources in the form of state and federal grants and donations from local community groups and private individuals. Ms. Fiorillo inquired about green space. Dr. Pilyaysky noted proposed flower beds around the pergola area and the Committee's preference for native plantings. Existing tree preservation and proper drainage are also priorities. Ms. Verner expressed concerns about the proposed amphitheater's proximity to the main driveway egress. A current sidewalk would provide some separation. Dark green circles in the preliminary vase 1 3 concept diagram represent new plantings, which will help create additional barriers and green space. Dr. Pilyaysky thanked the Board for their support. VI. State of the Collection Report Head of Collections Services Jamie Penney cannot attend to present the State of the Collection Report tonight. Motion: To table the State of the Collection Report presentation. (Popp /Gregory) Vote: Approved 6-0 VII. REVIEW: Local History Room Policy Ms. Lannon noted that many of the proposed changes to the Local History Room Policy are intended to eliminate procedural aspects of the policy. Head of Research and Reader Services Sara Kelso and Local History Librarian Jocelyn Gould were instrumental in a detailed review of this policy as associated procedures. Appropriate use of the space and the safety of historical materials are top priorities. The policy eases restrictions regarding bags and cell phones to reduce access barriers. Ms. Lannon clarified that prohibiting food, drink, chewing gum, and pens is on the honor system. Library staff will provide users with orientation emphasizing key policy points before granting patrons access to the Local History Room, Ms. Fiorillo clarified that the policy will be posted in the Local History Room, with OR code access available. Mr. Popp suggested adding a period at the end of bullet point five in the "Conditions for Accessing Materials" section. Ms. Dubois suggested clarifying the wording to "the condition of the item" in the "Reproduction and Photocopying" section. Ms. Verner suggested adding a period after "Reader's Advisory Desk" in the "Conditions for Accessing Materials" section. The scope of behavior that could cause damage to materials was discussed. Librarians will use their best judgment in denying access based on the severity of the circumstances. Intentional damage and theft will not be tolerated. Ms. Lannon noted that the space was previously open as a study space and was sometimes misused by disruptive young adults. Ms. Fiorillo noted a reduction in defaced yearbooks since the yearbooks have been digitized and physical copies locked up. Ms. Gould now provides private research appointments, introducing the space and its resources to curious Individuals. Edits and revisions will be incorporated for a formal vote in June VIII. VOTE: Celebration Trust Committee Appointee The Board of Library Trustees appoints one member to the Celebration Trust Committee for a two-year term. Ms. Lannon verified that the current appointee, Phil Rushworth, would like to be reappointed. Page I 4 Motion: To reappoint Philip Rushworth to the Celebration Trust Committee through June 30, 2026. (Grimes / Popp) Vote: Approved 6-0 IX. Financial Report Ms. Lannon noted that the FY24 budget is on target. However, salaries are under budget due to various staff transitions. Materials spending is closely monitored to ensure the Library meets is Materials Expenditure Requirement for certification. Town Meeting approved the FY25 municipal budget on Monday, April 29, and included a 3.6% increase over FY24 for the Library. Copies of the budget and Town Meeting warrant are available to the public. April gifts consisted of $64 in cash donations. X. Director's Report Ms. Lannon reported that the exterior pickup lockers have finally been fixed. A piece of cloth covers the screen to protect it from sun damage. The vendor is working on a more effective solution. The Library will negotiate for a reduction in its FY25 maintenance contract due to months of inoperability. Staff are working to develop signage and marketing materials to facilitate the reopening of the lockers. The Animal Extravaganza program on Saturday, May 11, was a success. Miniature horses, rabbits, snakes, dogs, and more were popular among patrons of all ages. This community event included a special Story Walk, crafts, and a pet food drive. Library staff across all departments worked together on planning, promoting, and staffing. The Libary also recruited several teen volunteers to provide program support, The custodians went above and beyond in assisting with setup and breakdown. Ms. Lannon announced that the fish in the Children's Room had found new homes. A naming contest is underway for the Library's new pet turtle. Head of Public Services Andrea Fiorillo will attend an intensive course on Law for Librarians in Chicago, which the American Library Association will sponsor. Ms. Fiorillo is one of three librarians who will return to Massachusetts able to consult on issues surrounding the First Amendment, the Children's Internet Protection Act (CIPA), privacy, confidentiality, social media, and the internet. Elder Services and Reference Librarian Elizabeth Weilbacher was selected for a Massachusetts Library System grant to take an American Library Association course entitled "Libraries and Aging 101: Educate, Engage, and Empower Mature Adults'. Ms. Lannon also highlighted other selected professional development opportunities recently completed by staff. Ms. Vanier inquired about community training opportunities for OverDrive's Libby app, which allows patrons to borrow eBooks, audiobooks, and magazines to read on their phones and tablets. Ms. Fiorillo noted that short Niche Academy video tutorials are available on the Library website. Ms. Weilbacher has also provided demonstrations at Pnge 1 9 the Pleasant Street Center. However, many patrons require on -demand assistance at the Research and Reader Services desk with installing and downloading content. The community Juneteenth Freedom Festival is scheduled for Saturday, June 15. Ms. Lannon noted that preparation for summer reading and programming is underway- Staff are finalizing details for the popular Summer Sizzlers event on Friday, June 21. The Friends of the Reading Public Library are generously sponsoring a new library consortium speaker series subscription that will provide access to virtual presentations by bestselling authors. The series will have approximately four new presentations each month. Patrons will have access to video archives of previous events. The subscription includes unlimited registration for the virtual events, and participants do not need a library card to register. Viewers may livestream or watch recordings of the sessions at their convenience. Notable upcoming programs include For the Love of Mars. A Human History of the Red Planet with Smithsonian Curator Matt Shindell on June 3, a presentation by popular children's author Kate DiCamillo on July 9, and a presentation by Shelby Van Pelt, author of Remarkably Bright Creatures, on August 21. Programs vary and could be held by business leaders or health and wellness professionals. Approximately 80% of the content is geared toward adults and 20% toward young adults, with some children's events. Upcoming virtual events are on the RPL website, in the summer program brochure, and on digital display screens at the Library. On -demand content will also tie into community events with book groups, schools, and the Pleasant Street Center. Ms. Dubois complimented the quality and Flexibility of the new content and encouraged sustained use beyond one year to allow time to develop community awareness. Ms. Fiorillo noted that the subscription is being funded by pilot money from the Friends of the Reading Public Library and will likely be built into the Friends' adult programming budget in the future. XI. Approval of April 8, 2024, Meeting Minutes Ms. Dubois suggested changing several verbs to past tense and spelling out the word .avenue." Motion.: To approve the minutes from the April 8, 2024, Board of Library Trustees meeting as amended. (Popp /Vernier) Vote. Approved 6-0 XII. Future Agenda Items In June, updates on Summer Programming and the Community DEI Assessment will be presented. The Board is also scheduled to vote on the Local History Room policy, election of officers, FY25 trustee meeting dates, and the CY25 holiday schedule. Collection Services Division Head Jamie Penney will present a report on the state of the collection in August after FY24 has been closed. Moving this presentation to August will provide a clearer look at changes to the collection over the course of the full fiscal year. Sunday, May 19, will be the last open Sunday for the spring and summer. Sunday hours will resume on October 6. Adjournment 8:21 pm Motion: To Adjourn at 8:21 pm (Verner/Popp) Vote: Approved 6-0 Respectfully Submit ��. Andrew Grimes, Secretary page 17 RFAD SNRS M -N Wddl N Ml "b ,g .. wn.n 1W.,A..l,nnmw .IYn mm3, wn 9...IMnxr).Mn. NN Ww94I. W.bb <m�9w unuvn.. MI •N3.nlm. I<wmt bw-a.m rm. Inn:mml r,.bsuYv,PmYn Pbmml ui Ml� •b N.em. 1<mml M. a.mr . On.nml .a. x.r�a,�IHm�on Inn:mml o )VMiAM 09) 0%U pW AW 0 pA'I OW 6LMdGM 104 EA3 3]l )O3 6 l:L 51] )Nw ]W W..Ytlrys NY.MM Unipx uuue.Ekn M] .MY.9om Irarml A, WW Pn:mml M.)...ion0untbn lml4tgn POmml MI !b)wbn. Imwrcl Oy a.m Tw IMmml 1W. L.Jm Wnlen Inn:mml P ma MMJ)M IIIb J 09. l43 SJ. ! 010 0]. 3) wa.J3 031 p am om am o am o:oo 4M.M 9)1 )0 l4 l5J IIM 1! 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Ne Use[ I charger—but mutll shorter charge times People charge at the DC fast charger at night tool Approzima[ely half a. mush chnR time I'utilladon") rs the Level x 0.1.1.. ...But aDPmdmateH 32 times the ene,, outpoll UPDATE FROM: LIBRARY LANDSCAPING COMMITTEE (LLC) ChertM Dubois - LLC Vice -Chair, library Trustee Andrso Hopm-Senior I Ibrary Associate, Reading Public Ibrcry Gem Mlyovsky- LLC Chair, Climate Advisory Commirlea Member CoppyPP -Library Pusles May 13th, 2024 Jake Soucy- LLC Secretary Elaine Slone- Rmdim Community Gorden Member Desir6e Zkko- Comrnunimtions Speckksl, Reading Public Library SUPPORTING RPL'S CORE MISSION: ..A center and resource for learning and civic engagement. We provide a place and platform of, by, and for the people who can benefit as individuals as well as contribute to the well-being of the community. BY CREATING: Dedicated outdoor space for looming & engagement • Eg., educational events about nature. plants,& gardening, outdoor storytime, and other programs and events for all ages Space for small groups • Study sessions, book clubs, discussions • Improved accessibility Ah READING 01 COMMUNITY OUTREACH • Distributed survey • Held public sessions 02 BOLT VOLUNTEERS & RPL STAFF Included as members on LLC • Provide updates to BOLT 03 LANDSCAPE ARCHITECTS • Working group with Activitas iterate to converge on a solution 04 TOWN STAFF • Included in LLC as member (non-voting) lighting PUBLIC SURVEY LL Na,i"Asnlb�n� Survey generated 250 responses • 90% of responders visit the library monthly Se-- vreeoce atingn spWlt" tab[ a 37% weekly 5chedW V^events NJeighborhoodir 0 50% visit with children S atIfn g • 35% are satisfied with current events naso rerecuckt r�r..� 55% of responders want more events `Q Shade, seating, and green space were top of the priority list Femme s mewe(V laft RLADINc PRELIMINARY CONCEPT READING SHADE, SEATING, GREEN SPACE CONCEPTUAL DESIGN FROM ACTIVITAS Ab READING SHADE, SEATING, GREEN SPACE CONCEPTUAL DESIGN FROM ACTIVITAS PRELIMINARY OPINION OF PROBABLE PROJECT COSTS MOBILIZATION AND SITE PREPARA110N EARTHWORK AND DRAINAGE IMPROVEMENTS SITE FURNISHINGS PAVEMENT/MASONRY SITE HGHTING AND ELECTRICAL UPGRADES LANDSCAPE & SITE IMPROVEMENTS CONSTRUCTION SUBTOTAL INCWgNG GENEkAL CONWnNS AND CONTRACTOR PRORII $49,170 $30,240 $170,500 $387,030 $89.600 $140,379 $1,040.302 20% CONSTRUCTION CONTINGENCY $208,060 ,0H COSTS AND DESIGN FEES $124,837 PRELIMINARY OPINION OF PROBABLE PROJECT COSTS $1,373]6D READING 01 COMMUNITY OUTREACH • Presentations, concept posters, etc. DZ CONCEPT REFINEMENT • Cost reduction • Further discussions w/ landscape architects 03 IDENTIFY FUNDING SOURCES • State & Federal grants • Local community groups 6 private donations F- THANKYOU