HomeMy WebLinkAbout2024-06-10 Board of Library Trustees Minutes RFCEIV� D
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Board - Committee - Commission - Council:
Boartl of Library Trustees
Da[e: 2024-06-10 Time: 7:00 PM
Buildinq: Reading Public Library Loca[ion: Community Room
Address: 64 Mitldlesex Avenue Session: Open Session
Purpose: 6eneral Mee[ing Version: Final
Attendees: Members - Present:
Patrick Egan, Chair; Monette Verrier, Vice-Chair; Andrew Grimes, Secre[ary;
Cherrie Dubois; Antlrew Gregory; Cappy Popp,
Members - Not Present:
Others Present:
Amy Lannon, OireC[or, MiChelle Filleul, Assistant Direc[or;
Meaghan Qemente, Administrative Assis[ant; Andrea Fiorillo, Head of Publit
Services; Albert Pless, Director of Equity and Social )ustice; Joseph
MCDona9h, Rnancial Committee Liaison [o Reading Public Library (remo[e)
Minutes Respectfully Submittetl By: Andre:; Grimes, Secre[ary
Topics of Discussion:
I. Call to Order 7:01 pm.
II. Public Comment
No public commenis were made in person or remotely.
III. Summer Programming Update
Public Services Division Head Antlrea Fiorillo presentetl a summer uptlate on Library
progremming. Ms. Fiorillo summarized recent programs assoCiated with the`WhaCs lhe
Big Itlea" initiative. Attentlees ages 12 and up enjoyed paiNing cherry trees during an
intergenerational paint night Three Taylor Swift fan sessions were heltl. with bracelet-
making programs for children and teens and a trivia nighl for adults.
The Animal Extrevaganza provitletl etlucational information about animals and adoption
antl featured an all-ages petting zoo with seven nonproft partners. Over 300 people
attended and dona�ed 100 pounds of pet food to the Massachusetls Society for the
Prevention of Cruelty to Animals(M.SP.GA.).
The Coral Reef Crochet project featured five classes wilh 47 unique attendees. RPL
distributed over 50 take-home kits with crochet hooks. yarn. and patlerns and collected
over 200 fnished sea creatures. The sea creatures were incorporated into a display lo
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raise awareness about marine life and climale change. Ms. Fioriilo passed around
examples of brain coral and a snail.
The Library is waiting to hear back about its application for the"Dig In! Growing Libreries
with Gartlens antl Nature-based Learning Spaces"grant but anticipates focusing on
gardening, planis. and green space tor upcoming programming.
Summer reading will run 6om June 14 through August i6 this summer. The Children's
"Stick wi[h Summer Reading" pmgram focuses on bookmarks with scratch-off
challenges and vinyl stiCker prizes. Spot, the 4-foo4tall giraffe. will be hidden in different
weekly locations around Town, similarly to the previous Reado, Ihe parrot mascot.
Children who spot Spot can fill out a rafFle ticket for a chance to win a handheld karaoke
machine. Younger patrons are encouraged to start or continue Ihe"1,000 Books Before
Kindergarten" progrem.
The "Full S.T.E.A.M. Aheatl"teen summer reatling program focuses on science antl art.
Teens can eam raffie tickets by attentling programs and writing book reviews. AtlWt
Summer Reading Bingo features BINGO cards with fun activi[ies, in[eresting resources,
and diverse reading recommendations. Participants can win prizes. such as gifl cards for
Whitelam Books and Market Basket.
On July 1, the Librery witl offer half-hour time slo[s for children entering Grades K-6 to
engage in an interactive leaming experience inside lhe Whalemobile. The 25°" annual
Vehicle Day will be rain or shine in the Librery parking lot on August 13. Teen programs
include combat mbotics and K-Pop crafting.
The popular aker-hours"Summer Sizzlers: Booktalks& Mocktaiis"event on Friday, June
21, will feature speedy book reviews antl cash-bar mocktails. Also, on Monday, June 24,
R.P.L's summer concert will include numerous American Songbook hits pertormed by
Les Sampou and the Dirty Martinis.
Ms. Fiorillo highlighted the Library's new annual subsaiption ro the Llbrary Speaker
series, sponsored by the Friends of the Reading Public Library. All events last
approximately one hour and are live with a Q&A session. Watch parties will be hosted at
ihe Library. An en[ire back catalog with recordings of all past events is available ro watch
anytime. anywhere, with an internet connection. Three to tour besiseliing authors or
ihought leaders present each month. Upcoming author visits include Kate DiCamillo,
Dan Santat. and Shelby Van PeH. Past speakers include Amor Towels and Ruth Ware.
Topics include parenting, nulrition, retirement. wealih inequaliry, management, and
travel.
The Library's Book Bike recently visited the Reading Garden Club Plant Sale and the
Lions Club Friends & Famity Day. Upcoming Book Bike visits include�he V.M.C.A.
Farmer's Market, Reading Recreation Family Concerts, and Ihe Commu�er Rail. It will
also be part of the Sunset story[imes hosted in local parks.
The Board complimen[ed the wide variety of programs and thanked Ms. Fiorilio for her
presentation.
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IV. Community D.E.I. Assessment Update
Director of Equiry and Sociat Justice Albert Pless presented an update on the
Community Diversity, Equity, and Inclusion (D.E.I.)Assessment Mr. Piess recentty
celebrated his 8-month work anniversary antl is grateful for[he support of the Library
antl the Town in facilitating learning and growth for the Offce of Equity and Social
Justice
Opportunity Consulting conducted the Communiry D.E.I. Assessment and developed a
detailed report and presentation based on qualitative antl quantita[ive data collected
over several months. Issues on marginalized antl underrepresented communities were
highlighted. D.EI. implementation work has be9un and is ongoing.
Internally, a municipal implementation team, including Town and Library staff members.
has been (ormed. Partners and Allies for Inclusive Reading (PAIR) helps promote D.E.I.
in the community. Communiry stakeholders include Select Board members, the Lions
Club, the Reading Pastor's Association, the School Department, the Metropolitan
Council for Etlucational Opportunity (M.ET.C.O.). the Reading Coalition of Prevention
and Support, and lhe Unitarian Universalis� Church of Reading. Mr. Pless has been
aclively presenting and engaging with various local groups.
Collaborative work with ihe Town's Planning, Public Health, and Communiry Services
Departments is untlenvay ro tlevelop action items and training opportunities for Town
staff. Data from other assessments conducted by these departments is also 6eing
utilized. Mr. Pless emphasized the importance of collaboration rather than isolation in
facilitating positive change in the communiry.
Sophia Ortins has been onboarded as the new Offce of Equily and Social Justice inrern.
A rising sophomore at Wesleyan Universiry, she found funding through her school to
pursue her passion for D.EJ. work by volunteering 26 hours per week in the Office of
Equity antl Social Justice this summer. Ms. Ortins is actively panicipating in anatyzing
data and straregic planning.
The Massachusetts Diversi[y, Equity, and Inclusion Coalition is growing to include more
municipalities across the state. Mr. Pless acknowledged the challenging nature of DPI.
work and is gratefW for the networking. collaboration, and support available through this
group. The coalition is working �o develop a formal D.E I. guide for onboarding D.E.I.
directors.
Mr. Pless thanked the Board for supporting the needs of the Offce of Equity and Social
Justice. especially financialry. Mr. Pless is working with a local consWtant on developing
a s�rategic plan for the Office of Equiry and Social Justice. Opportunities and action
items are being identifietl. Progress updates will con[inue to be shared.
Mr. Pless has participaletl in two Librery story6mes. Mr. Pless also collaborated with a
bcal Gid Scout Troop and local autho�. Sa�ah Samuels, to read antl discuss Braving Our
Savings. which focuses on financial literacy for giris. Mr. Pless enjoys tliving into local
programming antl amplifying representa6ve voices of diversity in the communiry.
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Mr. Egan questioned the timeframe of the Offce o�Equiry and Social Justice's strategic
plan. Mr. Pless hopes to develop a 3-year plan, including action items and budgetary
needs for planninq purposes. Mr. Pless hopes to establish long-term sustainabiliry tor
the Office of Equity antl Social Justice beyontl the Library.
Ms. Lannon hopes to establish a formal FY26 budget for the Office of Equity and Social
Justice. She is working with the Town Manager and Town Accountant to introduce new
budget Iines that will serve the needs of Reading residents and employees. Although this
is a moving [a�get, future requests are being prioritized siretegically. Mr. Pless hopes to
lean on community partners through FV25.
Mr. Pless hopes to coMinue the implementation Ihrough further community engagement
and work with PAIR. The OKce of Equiry and Social Justice is tleveloping an Instagram
account, and an email newsletter will also be relaunched soon.
Mr. Pless Imitetl the Trustees [o attend ihe upcoming Juneteenth Freedom Festival on
Saturtlay, June 15, on the Town Common (rom 1:00 pm to 7�00 pm. BIPOC vendors antl
organizations, food and beverages, live musical pertormances, antl a D.J. will 6e
featured
Mr, Pless thanked the Board again for their support and exwsed himself at 7�27 pm.
V. VOTE: Local History Room Policy
At the April meeting, the Board discussed the Hisrory Room Use and Access Policy in
detail with suggestions for minor edits. These were briefly reviewed, and no atlditional
changes were suggestetl.
Motion: To approve the changes ro the History Room Use and Access Policy as wntten.
(Popp/Gregory)
Vote: Approved 6-0
VI. VOTE: Election of Officers
Mr. Egan noted that the Boartl must vote to elect officers antl review the Chair, Vice-
Chair, and Secretary positions. Mr. Egan has enjoyed his time as chair but looks forward
ro the nezt person taking on the role.
Motionr To nominate Mr Cappy Popp as Chaii o!fhe Tiustees.
�Gnmes/Vemer)
Vote� Approved b0-i with Mr Popp abstaining
Ms. Verrier noted Ihat she would like to step back as vice chair. Mr. Egan saitl he is
ready. willing. and able to step in unless someone else is interested.
Motion: To nominate Mr: Patrick Egan as Vice-Chairo/the Tmsrees.
(Popp/Gnmes)
Vote: Approved SO-7. with Mr Egan absfaining
Mc Grimes is happy to continue as secretary.
Mofion: To nominate Mr Andrew Grimes as Secretary olthe Tmstees.
vaqe I a
(Gregory/VernerJ
Vote: Approved 5-0-i with Mc Gnmes absfaining
Mr. Egan and Ms. Verrier have overseen the Board's email account(or several years
and suggested rotating ihese responsibilities. Although the Board's email is mostly quiet.
signi�icant issues should be brought to the fult Board's attention tluring public comment.
The person checking the email should sign their name when acknowledging receipt oF
messages 6om the Board'S email account for clarification. Mr. Gregory is witling to take
on these responsibilities and will contact Mr. Egan for further details.
VII. VOTE: FY25 Trustee Meeting Dates
Ms Lannon noted [hat Ihe schedule for upcoming Board meetings foliows the schedule
for the second Monday of(he month. However, Monday, November 11, is Ihe Veterans
Day holiday, and Tuesday. November 12, is the Town Meeting. The Board could meet
on Wednesday, November 13, or Tuestlay, November 19, to avoid potential conflicts
with subsequent Town Meeting dates. Altematively, the Board coultl skip the November
meeting. The timing o/ihe election on November 5 and the Thanksgiving holiday on
Thursday. November 28. were also clarifetl
Mr. Popp and Mr. Gregory are Town Meeting members and may be impacted by late
meetings on several nights. However, both were willing to meet on either proposed date.
Ms. Verrier suqgestetl meeting on Wednesday, November 13, because Tuesday,
November 19. is only three weeks away from the December meeting.
Motion: To approve fhe FY25 Trustee meeting dafes as rellected on the Jwie 10'^ memo
irom Ms. Lannon, with Wednestlay, November 73, 2024. as the November meefing date.
(Egan/Vemer)
Vote� Approved6-0
VIII. VOTE: CY25 Holiday Schedule
Ms. Lannon noted that ihe Librery's holitlay closings should be set for the following
calendar year. Traditionally. the first antl las[Sundays open are also establishetl. as are
early cbsures on the Wednestlay before Thanksgiving, Christmas Eve, and New Year's
Eve. Ms. Lannon notetl that employees must be paid double-time wages for hours
worketl on holitlays. Ms. Verrier clariied thal the proposed schedule is similar to prior
years. Once approved. Ms. Lannon will send the schedule to the Town Hall.
Ms. Verrier inquired about Ihe annual professional development day. which Ms. Lannon
noted will take place on October 4, 2024.
Mofion: To approve !he CY25 Li6rary Holitlay Closings as presertted.
(Dubois/Egan)
Vafe: Approved 6-0
IX. Financial Report
Ms. Lannon noted tha� FY24 municipal expenses are being closely Iracked and spent
tlown. Ma[erials spen0ing in accordance with state aid requirements is a priority. Due[o
various staff transitions throughout the fscal year. some municipal salary f�ntls will be
returned to the Town. A schedule for FV25 warrants is being developed. There will likely
be one week where both FY24 and FY25 warranls are prepared, as invoices dated
before and aker the July 1`� cutoff(or[he fiscal year are received.
va„.
Ms. Lannon noted several recent donations. inclutling a tlonation from the Reading Lions
Club for braille or visually impaired library resources. These funds oflen benefit story
walks and large priN collections.
Mr. Popp questionetl ihe retl negative items for Stare Aid expenses. Ms. Lannon
explained that funds are no[budgeted for individual costs and are debited against the
overall revenue accouM. State Aid is primarily a savings fund, but lines can be added for
other items as needetl.
X. Director's Report
Ms. Lannon noted that the ea�lerior Library pickup lockers are finally working. Staff is
developing a soH relaunch with additional iraining, new signage, antl software uptlates
undervvay.
7he Tween Space in Ihe Children's Room is complete with new bookcases and
fumishings. The Tween Space project started in 2022 with ihe simple idea of painting a
wall and rearranging existing furniture. The generous support of the Helen A. Nigro
Foundation antl others in the community has enabled the Library to create a cozy space
that meets the literary. sensory. and social development needs of young people in
qrades 4 through 7. Mr. Egan compiimentetl ihe quahty and durability of the fumishings
and the refreshing lack of technology in the space.
An Exam Cram program for high school students is being held tonighi antl tomo«ow
night. Ma Lannon briefly highlighted the upcoming Juneteenth Freedom Festival on
Saturday. June 15, and the Summer Sizzlers: Booktalks & Mocklails event on Friday,
June 21
Communiry Health Librarian Susan Beauregard and Elder Services Librarian Elizabeth
Weilbacher attended the Pleasant Street Cenfer Health Fair. The Reading Coalition for
Prevention and Suppon recently hosted a book tliscussion on The Emotional Lives ol
Teenagers by Lisa Damour. Outreach will continue lhroughou[Ihe community, including
at the Y.M.C.A. and Solstice House.
Ms. Lannon welcomed Sophia Ortins as the new summe�Office of Equity and Social
Justice intem. Ms. Ortins is a 2023 Reading Memorial High School graduate who will
start her sophomore year at Wesleyan Universiry this fall.
Pds. Lannon expressed good wishes to chiltlren's librarian. Emma Heuchert, who is
moving on. The Librarian I —Children's job posting will be publicizetl this week. Ms.
Fiorillo clarified that the Library has been tully staffed since December.
Ms Lannon summarized various professional development opportunities that Library
staff have recently participated in. Multipie staff members sometimes participate in the
same etlucational opportunities. For example. approximately ten staff members recently
attentletl the Massachuseits Library Association (M1A.) Conference. Conlinuing
education is a culture antl a motlel encouraged for Library staff at atl levels.
Ms. Verrier complimented ihe numbe�and variety of professional tlevelopment topics bu[
expressed concern tha[expenses have exceeded the anticipatetl budgeL Ms. Lannon
noted that the FY25 municipal professional deveiopmen[budget is similar and will be
suppiementetl by state aid or gifts as necessary. Several other municipal expense lines.
cage i s
such as office and library supplies, are currently running untler Outlget, meaning e#ra
municipal funding is available for professional development and other expenses. It is
sometimes difficult to anticipate when each ezpense line will run out.
However. professional tlevelopment expenses will likely be lower in FY25 because ihe
Public Library Association (P.LAJ conterence, which is Oart of the American Library
Association, only occurs every two years. Ms. Fionllo and Collections Services Librarian
Kathryn Geoffrion Scannell attended the P.L.A. conference in FY24 and found it useful
antl intormative.
Ms. Lannon submittetl all annual employee reviews to Town Hall by June 1 to ensure
that s[aff will receive appropriate s[eps and COLA raises on July 1.
XI. Approval of May 13, 2024, Meeting Minutes
Mr. Popp and Ms. Dubois complimented Ihe detail provided in the May minutes,
especialry regartling the R.M.L.D. E.V. Charger Uptlate.
Motion: To approve the minutes Imm the May 73, 2024, Board o�Librdry 7rusfees
meeting as wntten.
(Egan/Vemer)
Vote: Approvetl6-0
XII. FutureAgentlaltems
In July, Maura Deedy will present the Library's FY26-FY30 strategic plan. Meelings are .
currently being held to review and finalize the content of the strategic plan. The plan can
be voted on in July or AugusC incorporating any changes or suggestions.
Mr. Popp welcomed suggestions for additional future agenda items.
Adjournment 7�.56 pm
Motion: To Adjoum at 7�56 pm
(Gregory/Dubois)
Vote: Appmved 6-0
Respectfully Submitted,
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Andrew Grimes. Secretary
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i' UBLIC SERVICES
�- LIPDATE
�
Summer 2024 `
}�1�HAT'S TH E ,IiI G
`IDEA WRAP UP �
�
7NTERGENERATIONAL SWIFTIE SESSIONS
PAWT�I(,iHT Bra<etet making for teens and
, children, Taylor Trivia for aduLts
Ages 12 t� up had a blast with lots of music videos and a
painting cherry trees seven foot [all Taylor cut out
1�NIMAL � � CORAL IZEEF
EXTRAVAGANZA � CROCHET PRO�ECT
All ages petting zoo + charity 5 <lasses, 47 unique attendees, So
fundraiseq + animal education + [ake home kits, 75 contri6utors;
adoption event ages 8-80! = 200+ finished sea
creatures in the studio
:8
SUMMER I�EADING
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• Stick with Summer Reading for Childre�
• Full S.T.E.A.M Ahead for Teens
• Bingo for Adults �
4
O + + �' � $
JUNE-J-\UGUST
AT A C.�LANCE
_ _
� GHI�DREN .� � � ADULT
, w���
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Author Kate DiCamitlo! �
i �� �s � „, Summer Sizzlers
� �-� � � Booktalks & Mocktail�s!
Whatemobile! �art y� � Les Sampou & the Dirty
>1 � 4yk;�.?,.
����� _�.. MartinisConcert!
Vehicle Day! � '
j Author Shelby Van Pett!
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FI� E1�'DS S P EI�I�EI�S
SEI� ES LAUNCH �
O � O ALl events Last one hour, are
3-4 bestseLLing authors/ � Live with qt�a but available
thought leaders per month � to watch anytime thereafter
Past speakers C� topics: authors ��
Amor Towles and Ruth Ware, O �J Oq The entire back catalog is
sessions on parenting, nutrition, �'y available to watch anytime,
retirement,wealth inequality, anywhere there's an inteme[
anagement, and travel advice connection.
ith Rick Steves)
�
,Ii I ICE y1�EAT H E R
_� � Lions Club Friends & Family Day
�� � • Reading Garden Club Plant Sale
• YMCA Farmers Market
RPL ON WHEELS
+ • Reading Recreation Fami�y Concerts
• Commuter Rait
• At Sunset Storytimes +
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� THANI�
YOU �
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READING PUBLIC
LIBRARYTRUSTEE
UPDATE
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MAY/JUNE UPDATES
• DEI Implementa[ion work
• Communi[y- PAIR
• Municipal-ImplementationTeam
• Community Stakeholder
• Select board members
• Lions
• ReadingPasmriAsmciation
• School department
• METCO
• Reading Collaaion o!Prevencion and$upport
• Unaarian Unnrerzalln
�. � " � .. �`�s
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UPDATES CONT'
• Municipal Stakeholder
• Collaboracive work with Planning,Public Health and Community$ervices' Departments
• External Projects
• MA Diversiq,Equicy,Indusion Coalition (formali¢ation process)
• OESJ Strategic Planning
• Onboarded OESJ Intern $ophia Ortins
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LIBRARY
• Two Scorytime Reads
• Library staff joined the DEI Implementation team
• Collaborated with the local Girl SmutTroup and local author Sarah Samuels to read
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NEXT STEPS
• Continue the Implementation process
• Continued work with PAIR around Community Engagement
• Creace an IG account
• OESJ newslettery June I 2�^