HomeMy WebLinkAbout2024-03-11 Board of Library Trustees Packet
Town of Reading
Meeting Posting with Agenda
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed
at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting.
Page | 1
2018-07-16 LAG Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2024-03-11 Time: 7:00 PM
Building: Reading Public Library Location: Community Room
Address: 64 Middlesex Avenue Agenda:
Purpose: General Business
Meeting Called By: Patrick Egan, Chair
Notices and agendas are to be posted 48 hours in advance of the meetings excluding
Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of
operation and make necessary arrangements to be sure your posting is made in an
adequate amount of time. A listing of topics that the chair reasonably anticipates will be
discussed at the meeting must be on the agenda.
All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted.
Topics of Discussion:
This meeting will be held in-person in the Conference Room at the Reading Public
Library and remotely on Zoom. It will also be available streamed live through RCTV
Join Zoom Meeting
https://us02web.zoom.us/j/86117297460
Meeting ID: 861 1729 7460
One tap mobile
+13017158592,,86117297460# US (Washington DC)
+13052241968,,86117297460# US
Dial by your location
+1 646 876 9923 US (New York)
Meeting ID: 861 1729 7460
Find your local number: https://us02web.zoom.us/u/keny6p5GTY
The Trustees also accept public comments through email: rpltrustee@noblenet.org
Town of Reading
Meeting Posting with Agenda
This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be discussed
at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting.
Page | 2
I. Call to Order
II. Public Comment
III. Welcome
IV. Spring Programming Update
V. DEI Assessment Update
VI. VOTE: Borrowing Policy/Fines and Fees Policy Combined
VII. REVIEW: Internet Use Policy
VIII. REVIEW: Safe Child Policy
IX. Discussion of Trustee Liaisons
X. Strategic Plan Update
XI. Financial Report
XII. Director's Report
XIII. Approval of February 12, 2024, Meeting Minutes
XIV. Future Agenda Items
Borrowing, Fines, and Fees Policy
BORROWING, FINES, AND FEES POLICY
Purpose
This policy outlines the borrowing privileges and related fines and fees for use of
Reading Public Library materials and services.
Borrowing Privileges
The Reading Public Library provides lending services to all public library cardholders
whose accounts are in good standing, meaning they have no outstanding bills for long-
overdue, lost, or damaged items. Items classified as non-circulating can only be used
within the library during open hours.
To protect our collections, the library reserves the right to refuse service to anyone who
abuses borrowed items or is repeatedly late in returning borrowed items.
Checkout Limits
Most library materials have no borrowing limits. However, to allow everyone to have
access to items in certain collections we limit:
• Video Games: 2 per patron.
• Adult Library of Things: 2 per patron.
• Children’s Library of Things: 2 per patron.
Notices and Fines
All notices, communications, bills and account blocks are generated through the
Evergreen system and are in accordance with the NOBLE “Standard Overdue and
Billing Policy.” Additionally, the Evergreen system will automatically send electronic
renewal notices and return reminders to Reading cardholders as needed.
The only Reading Public Library issued fine is the replacement cost for lost items.
Reading patrons are also responsible for the replacement cost for lost materials or
damaged items from any library but are not held responsible for other overdue fines
incurred at other libraries.
Patron accounts are blocked forty-two (42) days after the due date and the item will be
assumed lost. The account will remain blocked until the patron returns the item or pays
the replacement cost.
Borrowing, Fines, and Fees Policy
Fines may be paid in person using cash or check, or online with a credit card from the
patron’s account.
Fees
• Printing/Copying $0.20 per page black/white
$0.25 per page color
• Document retrieval $0.20 per page black/white
$0.25 per page color
• Replacement Cards $1.00
Adopted: August 14, 2017
Amended: October 15, 2019
Amended: November 9, 2021
Amended: December 11, 2023
Amended March 11, 2024
Internet Access Policy
INTERNET ACCESS POLICY
PURPOSE
Library Provides Public Access to the Internet
The Reading Public Library recognizes the importance of electronic information sources
to assist library users in finding the information they need. The Library provides
resources in a wide variety of formats to meet the educational, informational, cultural,
and recreational needs of its diverse community. The Library offers full access to the
Internet and does not actively monitor Internet use. Current information about the Internet and instruction on the use of the Internet is available through services and
programs offered by the Public Services Division.
The Library Provides Wireless Internet Access
Patrons using Library computer or wireless access must comply with this Internet
Access Policy.
1. The wireless access is unsecured, and the patron is responsible for their own
antivirus, security, and privacy protection.
The Library does not encrypt any data sent or received through our Internet
services. Patrons are advised to exercise caution in divulging personal
information through direct electronic communications, as doing so can
compromise personal safety and privacy.
Control of Information Available on the Internet
The Reading Public Library cannot guarantee the accuracy, authority, or
timeliness of the information available on the Internet and cannot be held
responsible for its content. Users should carefully evaluate the information they
find when using this resource.
Internet Access for Minors
2. The responsibility for what minors read or view on the Internet rests with a parent
or caregiver. Library staff is available to assist patrons in selecting or suggesting
the best mix of information resources to meet their needs.
Responsible Use of the Internet
Computers are shared resources. Patrons should limit their time on library computers
while others are waiting.
3. Materials obtained or copied from the Internet may be subject to copyright laws
and licensing agreements. It is the responsibility of the user to respect these
Internet Access Policy
governing rules and be responsible for the payment of fees for any fee-based
service.
4. Unfiltered access to the Internet is compatible with the Library's endorsement of
the American Library Association’s (ALA) Bill of Rights, ALA’s Access to
Electronic Information Services and Networks, and the policies, goals, and
objectives of this public Library. The staff reserve the right to end an Internet
session at any time if it is creating a disturbance, as some content may be
considered improper in time, place, and manner.
5. Accessing material that meets the legal definition of obscenity is prohibited and
may constitute the illegal distribution of pornography to minors. . Minors shall not
access material "harmful to minors." Blatantly offensive visual or text-based
materials constitute potential sources of sexual harassment to other patrons and
library staff and are not tolerated.
6. Patrons may not use Internet access through the Reading Public Library for
illegal purposes or to transmit threatening, obscene, or harassing materials.
7. The Library reserves to right to contact the Reading Police Department regarding
violation of these rules.
Those who violate these rules risk having their library privileges restricted or revoked.
Adopted: September 15, 1997
Amended: July 7, 2020
Amended: April 11, 2022
Ammended April 8, 2024
Internet Access Policy
INTERNET ACCESS POLICY
PURPOSE
The Reading Public Library recognizes the importance of electronic information sources
to assist library users in finding the information they need. The Library provides
resources in a wide variety of formats to meet the educational, informational, cultural,
and recreational needs of its diverse community. The Library offers full access to the
Internet and does not actively monitor Internet use.
Patrons using Library computers or wireless access must comply with this Internet
Access Policy.
1. The wireless access is unsecured, and the patron is responsible for their own
antivirus, security, and privacy protection.
2. The Library does not encrypt any data sent or received through our Internet
services. Patrons are advised to exercise caution in divulging personal
information through direct electronic communications, as doing so can
compromise personal safety and privacy. The Reading Public Library cannot
guarantee the accuracy, authority, or timeliness of the information available on
the Internet and cannot be held responsible for its content. Users should carefully
evaluate the information they find when using this resource. The responsibility for
what minors read or view on the Internet rests with a parent or caregiver.
3. Materials obtained or copied from the Internet may be subject to copyright laws
and licensing agreements. It is the responsibility of the user to respect these
governing rules and be responsible for the payment of fees for any fee-based
service.
4. Unfiltered access to the Internet is compatible with the Library's endorsement of
the American Library Association’s (ALA) Bill of Rights, ALA’s Access to
Electronic Information Services and Networks, and the policies, goals, and
objectives of this public Library. The staff reserve the right to end an Internet
session at any time if it is creating a disturbance, as some content may be
considered improper in time, place, and manner.
5. Accessing material that meets the legal definition of obscenity is prohibited and
may constitute the illegal distribution of pornography to minors.
6. Patrons may not use Internet access through the Reading Public Library for
illegal purposes or to transmit threatening, obscene, or harassing materials.
7. The Library reserves to right to contact the Reading Police Department regarding
violation of these rules.
Those who violate these rules risk having their library privileges restricted or revoked.
Adopted: September 15, 1997
Amended: July 7, 2020
Amended: April 11, 2022
Amended April 8, 2024
Safe Child Policy
SAFE CHILD POLICY
For purposes of this policy the following definitions will be used:
Unattended Children
• Under 9 10 years old and unaccompanied by a parent, guardian, or
other caregiver;
• Under 109 years old and on a different floor of the Library from a
parent, guardian, or other caregiver.
• Under 910 years old and being "supervised" by someone under 14
years old.
Caregiver
• Any individual, at least 14 years of age who is responsible for a child.
IntroductionPurpose
The Trustees and staff of tThe Reading Public Library strives to create a warm,
inviting, and fun, and safe environment for children. The Library offers programs
and services that encourage frequent visits by children, families, and caregivers
to help develop a love of books, reading, and learning. However, library staff
cannot provide child care or assume responsibility for children's safety. Parents,
teachers and caregivers, are solely responsible for the behavior and safety of
children visiting the Llibrary. Staff cannot be placed in the position of supervising
unattended children.
Safe Child Policy
The following rules have been established regarding unattended children
because we care about the safety of all our patrons:
1. Staff do not provide childcare and are not responsible for the supervision
or safety of unattended children.
1.2. Children under the age of 9 10 must be accompanied and
adequately supervised by a parent or caregiver who is at least fourteen
years of age while in the Library.
2.3. Children ages 9 10 andto 11 should may not be left unattended for
longer than two hours at a time.
4. In the event of an emergency or unexpected closing, Cchildren ages 9 10
and above should have a means of contacting a parent or caregiver to be
used in the event of an emergency. the telephone number of their parent,
caregiver, or other designated adult available in the event of an
emergency or unexpected closing.
3.
Safe Child Policy
4.5. Parents or caregivers are responsible for picking up Cchildren must
be picked up by the timebefore the Library closes. Both children and
adults need to be aware of library hours.
6. Library staff reserves the right to contact the Reading Police Department
to assist with safety issues involving all minors when a parent or caregiver
is not available.
5. Should it be determined that a child under age 14 has been left at the
Library at closing time, every attempt will be made to contact the child's
parents or caregiver. The Reading Police will be called if no one can be
reached.
6. Staff members will remain after hours with an unattended child until the
parent, caregiver or police arrive. The Reading Police plan to go to the
child's home first and leave a message indicating that the officer will be
picking the child up at the Library and will bring them to the Police Station.
7. Staff members must fill out an incident report form and leave it for the
director when the Police are called.
8.7. Library staff members will not transport children from the Library to
any other location.
9.8. Those who violate the rules stated above risk having their Llibrary
privileges restricted or revoked.
Appropriate Use of Youth Spaces
The Children’s Room and any other designated children’s space are reserved for
use by children 0-12. The Teen Room and any other designated teen space are
reserved for youth aged 12-18 or in grades 6-12. Parents, caregivers, teachers,
and adults are permitted in these spaces when accompanying a youth or actively
using or searching the collections.
This applies to Children and Teen programs and events which are an extension
of these youth spaces. and thus this policy applies. Adults without a child or teen
will not be allowed to attend youth events, without permission from the Reading
Public Library staff.
The Children’s restroom is for the exclusive use of children and their caregivers.
Approved: June 2003
Revised: September 2019
Revised: March 2022
Revised April 2024
Safe Child Policy
SAFE CHILD POLICY
For purposes of this policy the following definitions will be used:
Unattended Children
• Under 10 years old and unaccompanied by a parent, guardian, or other
caregiver;
• Under 10 years old and on a different floor of the Library from a parent,
guardian, or other caregiver.
• Under 10 years old and being "supervised" by someone under 14
years old.
Caregiver
• Any individual, at least 14 years of age who is responsible for a child.
Purpose
The Reading Public Library strives to create a warm, inviting, and fun
environment for children. The Library offers programs and services that
encourage frequent visits by children, families, and caregivers to help develop a
love of books, reading, and learning. Parents and caregivers are solely
responsible for the behavior and safety of children visiting the Library.
Safe Child Policy
The following rules have been established regarding unattended children
because we care about the safety of all our patrons:
1. Staff do not provide childcare and are not responsible for the supervision
or safety of unattended children.
2. Children under the age of 10 must be accompanied and adequately
supervised by a parent or caregiver who is at least fourteen years of age
while in the Library.
3. Children ages 10 and 11 may not be left unattended for longer than two
hours at a time.
4. In the event of an emergency or unexpected closing, children ages 10 and
above should have a means of contacting a parent or caregiver to be used
in the event of an emergency.
5. Children must be picked up before the Library closes.
6. Library staff reserves the right to contact the Reading Police Department
to assist with safety issues involving all minors when a parent or caregiver
is not available.
7. Library staff members will not transport children from the Library to any
other location.
Safe Child Policy
8. Those who violate the rules stated above risk having their Library
privileges restricted or revoked.
Appropriate Use of Youth Spaces
The Children’s Room and any other designated children’s space are reserved for
use by children 0-12. The Teen Room and any other designated teen space are
reserved for youth in grades 6-12. Parents, caregivers, teachers, and adults are
permitted in these spaces when accompanying a youth or actively using or
searching the collections.
This applies to Children and Teen programs and events which are an extension
of these youth spaces. Adults without a child or teen will not be allowed to attend
youth events, without permission from the Reading Public Library staff.
The Children’s restroom is for the exclusive use of children and their caregivers.
Approved: June 2003
Revised: September 2019
Revised: March 2022
Revised April 2024
As of February 29, 2024 (67%) Trustee Budget Summary
SUMMARY Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Municipal Salaries 1,698,150$ ‐$ 1,061,486$ ‐$ 636,664$ 63%
Municipal Expenses 143,200$ ‐$ 107,464$ 2,875$ 32,861$ 77%
Municipal Materials 273,675$ ‐$ 156,409$ ‐$ 117,266$ 57%
Fines & Fees 12,791$ 6,297$ 1,907$ ‐$ 17,181$ N/A
State Aid 88,662$ 29,587$ 56,581$ ‐$ 61,669$ N/A
Gifts 329,119$ 3,701$ 33,662$ 48,156$ 251,002$ N/A
Trusts 48,663$ 106,275$ ‐$ ‐$ 154,938$ N/A
TOTALS 2,594,260$ 145,861$ 1,417,509$ 51,030$ 1,271,581$
Municipal Appropriation Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Salaries ‐ Library Administration $446,950 284,030$ ‐$ 162,920$ 63.55%
Salaries ‐ Leave Buyback* $0 2,656$ ‐$ (2,656)$
Salaries ‐ Collection Services $536,300 349,467$ ‐$ 186,833$ 65.16%
Salaries ‐ Public Services $714,900 425,332$ ‐$ 289,568$ 59.50%
Expenses ‐ General
Library Maint Contract Supp $22,000 22,673$ ‐$ (673)$ 103.06%
Professional Development $14,000 12,598$ ‐$ 1,402$ 89.99%
Library Programs $4,000 2,364$ ‐$ 1,636$ 59.10%
Software/ Licenses $69,200 58,156$ 2,875$ 8,170$ 88.19%
Library Supplies $8,500 4,516$ ‐$ 3,984$ 53.12%
Office Supplies $4,500 1,769$ ‐$ 2,731$ 39.32%
Technology $11,000 5,389$ ‐$ 5,611$ 48.99%
Equipment $10,000 ‐$ ‐$ 10,000$ 0.00%
Materials $273,675 156,409$ ‐$ 117,266$ 57.15%
Books 67,619$ ‐$
Audio 3,569$ ‐$
Video 2,006$ ‐$
Periodicals 2,300$ ‐$
Electronic Resources 28,794$ ‐$
Databases 14,150$ ‐$
Other Materials 7,404$ ‐$
Overdrive (eBooks / eAudiobooks) 30,568$ ‐$
TOTALS 2,115,025$ ‐$ 1,396,547$ 2,875$ 786,790$ 66.17%
Fines and Fees Orginal $$Rev/Adj Expended Encumbered Balance
Revenue 12,791$ 6,297 ‐$ ‐$ 19,088$
Materials ‐$ ‐$ ‐$
Supplies 1,907$ ‐$ (1,907)$
TOTALS 12,791$ 6,297$ 1,907$ ‐$ 17,181$
State Aid Orginal $$Rev/Adj Expended Encumbered Balance
Revenue $88,662 29,077$ ‐$ ‐$ $117,739
Expenses
Office Supplies $158 $158 $0
Professional Development ‐$ $0
Materials 1,074$ ‐$ ($1,074)
Library Other $40,460 ‐$ ($40,460)
Library Equipment $352 $14,889 ($14,537)
TOTALS $88,662 $29,587 $56,581 $0 $61,669
Page 1
As of February 29, 2024 (67%) Trustee Budget Summary
Gifts & Donations Orginal $$ Adj/Income Expended Encumbered Balance
Revenue $44,770 2,742$ ‐$ ‐$ 47,512$
Professional Development ‐$ ‐$ ‐$ ‐$
Recreational ‐$ 1,240$ ‐$ (1,240)$
Programs & Services Adults $29,522 ‐$ ‐$ ‐$ 29,522$
Programs & Services Teens $24,265 ‐$ ‐$ ‐$ 24,265$
Programs & Services OESJ $2,050 ‐$ 450$ ‐$ 1,600$
Programs & Services Childrens $88,755 500$ 14,400$ 48,156$ 26,699$
Programs & Services‐ Local History $500 ‐$ ‐$ ‐$ 500$
Studio $30,298 ‐$ ‐$ ‐$ 30,298$
RPL Foundation $74,356 ‐$ 11,922$ ‐$ 62,434$
Other Gifts (Combined) $7,759 ‐$ 5,650$ ‐$ 2,109$
Materials $26,844 459$ ‐$ ‐$ 27,303$
TOTALS 329,119$ 3,701$ 33,662$ 48,156$ 251,002$
Trusts Non‐Expend Avail/Int Expended Encumbered Balance
Appleton / Mansfield 11,000$ 6,405$ ‐$ ‐$ 17,405$
Edward Appleton 5,000$ 42,337$ ‐$ ‐$ 47,337$
R/M Babcock 3,598$ 2,772$ ‐$ ‐$ 6,370$
Stephen Foster 12,000$ 8,474$ ‐$ ‐$ 20,474$
Charles Torrey 1,000$ 1,117$ ‐$ ‐$ 2,117$
Donald Tuttle 500$ 977$ ‐$ ‐$ 1,477$
Elaine & George Long 5,000$ 37,197$ ‐$ ‐$ 42,197$
Barbara Hewitt 8,952$ 5,617$ ‐$ ‐$ 14,569$
James Rawstron 1,613$ 1,379$ ‐$ ‐$ 2,992$
TOTALS 48,663$ 106,275$ 154,938$
Name Purpose
Elane & George Long "Books or Equipment"
Barbara Hewitt "Books"
James Rawstron "Books on tape& furniture to house books on tape" (AUDIOBOOKS)
Stephen Foster "Books … to be inscribed 'Stephen Foster Fund'" (BOOKS)
Charles Torrey "Books on non‐fictional subjects" (NONFICTION BOOKS)
Donald Tuttle "Books"
R/M Babcock "Books on literary subjects and self‐government" (BOOKS)
Appleton / Mansfield "…for the purchase of books other than those listed as fiction" (NONFICTION BOOKS)
Edward Appleton "Purchase of books, paintings, engravings, works of art or other suitable useful furnishings
Page 2
1 | P a g e
March 11, 2024 Board of Library Trustees Meeting
VIII. FINANCIAL REPORT
a) FY25 Update: The FY25 budget presentation to the Finance Committee (FINCOM) will
be on Wednesday, March 13. A Board of Library Trustees meeting has been posted in
case a quorum is in attendance. The meeting can be joined in person or via Zoom.
b) February Gifts:
DONOR AMOUNT PURPOSE
Various Cash Donations $45 General
Total $45.00
IX. DIRECTOR’S REPORT
a) February Snapshot
*The exterior pickup lockers are waiting for repairs
**RPL was closed on February 13.
Usage February 2024 January 2024 February 2023
Circulation 29,507 28,918 27,070
Locker Use N/A N/A 28
Meeting Rooms Rentals 24 26 25
Museum Passes 174 129 128
New Library Cards 111 109 76
Overdrive 5,284 5,613 3,899
Programs 73 67 43
Reference Questions 1,869 1,842 1,999
Visitors 14,917** 15,199 13,105
Volunteer Hours 10 13 12.5
b) Services, Programs, and Collections
i) Program Highlight: Crochet (or Knit) for Climate Awareness! RPL is facilitating a
community project in March and April to share a powerful message about our
oceans. Community members will help us create our coral reef using fiber arts
focusing on vulnerable marine life. Sessions include instruction and supplies; this
project is for crafters of all skill levels.
The final product is a community exhibit of finished pieces displayed from May
through October.
2 | P a g e
ii) Town Manager: Matt Kraunelis has been appointed as the new Town Manager.
Matt has been in Reading for over eight years, previously serving as the Director of
Administrative Services. He has over 25 years of experience in law and government.
Congratulations, Matt!
iii) Elections: Local Elections were March 5. We have a new Trustee, Andrew Gregory.
Andrew Grimes was re-elected for another term.
iv) Dementia-Friendly Collection: We have moved the Dementia Friendly items to the
Health Nook. We are setting up more Dementia-Friendly Training this spring. RPL
strives to have 100% front-facing staff trained as a Dementia Friend.
v) Community Outreach and Engagement: We are planning our spring and summer
outreach and engagement. RPL uses the Book Bike and tabled events (e.g., Friends
and Family Day) as part of our offsite outreach to target specific, un- or under-served
audiences and engagement efforts to promote RPL and RPL services around the
community.
vi) Locker Update: Lockers are still out of commission. Thank you for your patience.
vii) Green Initiative: As part of a town-wide green initiative, we will begin tracking
purchases of environmental/recycled products going forward. In FY25, the planned
minimum content standard is 30% post-consumer recycled materials for supplies.
c) Horizons
i) We are close to getting online credit card payment options for meeting room rental
fees.
ii) We are looking at new storage for about 30% of our existing Library of Things
Collection (LOT). This is part of a larger project looking at the development and
management of the LOT. We are looking at how other libraries circulate and curate
these collections.
iii) We will use a provided template to track purchases of environmental/recycled
products going forward. In FY25, the planned minimum content standard is 30%
post-consumer recycled materials for supplies.
iv) We are close to getting online credit card payment options for meeting room rental
fees. Michelle is working on this with Treasurer Diane Morabito.
v) Trustee Dates:
(1) April 8, General Meeting
(2) April 13 FY25 FINCOM Budget Presentation
(3) April 22, 25, 29, and May 02, Annual Town Meeting
d) Personnel
March Anniversaries
3 | P a g e
• Dina Snook (1 year)
e) Professional Development (selected)
• Basic Developmental Milestones of Early Childhood
• Best Picture Books Published in 2023 for Ages 1-6
• Co-Creating Library Services for Transformative Impact
• Community Chat: The AI Hour 2024
• Cultivating and Sustaining the Relationship-Driven Library
• Evaluating Customer Satisfaction: Building Exceptional Library Experiences
• Foundations of Early Childhood Development: It’s All About Relationships
• Level Up Your Library with AI: Practical Uses for Library Staff and Patrons
• Massachusetts Library Legislative Breakfast (Wilmington)
• Misinformation and Information Behavior: Challenges for the Information Professions
• Project Outcome 101
• Sustainable Library Initiative Introduction
• Transforming Librarianship to Model Neuro-inclusion in Libraries
• What's New in Readers Advisory
• Youth Mental Health First Aid Training
Respectfully submitted,
Amy Lannon, Director (she/her)
March 7, 2024
Town of Reading
Meeting Minutes
Page | 1
2016-09-22 LAG Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2024-02-12 Time: 7:00 PM
Building: Reading Public Library Location: Conference Room
Address: 64 Middlesex Avenue Session: Open Session
Purpose: General Meeting Version: Final
Attendees: Members - Present:
Patrick Egan, Chair; Monette Verrier, 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.
II. Public Comment
No public comments were made in person or remotely.
III. Technology Plan Update
Ms. Filleul 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.
Page | 2
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. Verrier suggested educational programming for the general public about
demystifying artificial intelligence. Mr. McDonagh suggested sharing AI 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
website and integrating a knowledge-based product like LibGuides to organize the
content. LibGuides 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
Page | 3
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. Verrier’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 item 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 item 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. Verrier 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
dates 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-holdable 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
Page | 4
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 (MCBA) titles.
Ms. Verrier 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 frustrating supply issues have delayed the arrival and
installation of necessary parts.
Page | 5
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 6-0
Mr. Popp questioned the increase in digital materials borrowing through OverDrive. Ms.
Lannon noted that OverDrive 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 21st 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 6-0
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 | 6
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-Gnanaratnam’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 / Verrier)
Vote: Approved 6-0
Respectfully Submitted,
Andrew Grimes, Secretary