HomeMy WebLinkAbout2024-04-08 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 dis cussed
at the meeting. However the agenda does not necessarily include all matters which may be taken up at this meeting.
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2018-07-16 LAG Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2024-04-08 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
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Meeting ID: 861 1729 7460
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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 dis cussed
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. Review of Saturday, March 23 incident
IV. VOTE: Internet Use Policy
V. VOTE: Safe Child Policy
VI. Financial Report
VII. Director's Report
VIII. Approval of March 11, 2024, Meeting Minutes
IX. Future Agenda Items
X. Executive Session
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 on Library property (?) and does not actively monitor Internet use.
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.
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.Theprivacy. 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 the 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.
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Internet Access Policy
Adopted: September 15, 1997
Amended: July 7, 2020
Amended: April 11, 2022
AmmendedAmended: 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 on Library property and does not actively monitor Internet use.
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.
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 the 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 CHILDRIGHTS AND
RESPONSIBILITIES REGARDING
MINORS POLICY
Purpose
The Reading Public Library strives to create a warm, inviting, and fun
environment for children age birth through seventeen. The Library offers
programs and services that encourage frequent visits by minors,children,
families, and caregivers to help develop a love of books, reading, and learning.
This policy acknowledges that in addition to the Patron Rights and
Responsibilities Policy, there are additional considerations for persons under the
age of eighteen (minors)
Parents and caregivers are solely responsible for the behavior and safety of
minors children visiting the Library and for determining age appropriate
materials.. Those who violate this policy risk having their Library privileges
restricted or revoked.
Unattended Children
Staff do not provide childcare and are not responsible supervising unattended
children.
1. Children under the age of 10 must be accompanied and adequately
supervised by a parent or caregiver at least fourteen years of age.For
purposes of this policy the following definitions will be used:
2. For adequate supervision, the parent or caregiver must be on the same
floor as their children under 10 years old.
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.
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Safe Child Policy
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
General
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.
4.1. In the event of an emergency or unexpected closing, children
minors ages 10 ten and above should have a means of contacting a
parent, or caregiver. to be used in the event of an emergency.
5.2. Children All minors must be picked up or have transportation
arranged before the Library closes.
6.3. 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.
7.4. Library staff members will not transport minors or any individual
children from the Library to any other location.
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 ages 0-12. The Teen Room and any other designated teen space
are reserved for youth in gradesages 11 to 127. 6-12. Parents, caregivers,
teachers, and other adults are permitted in these spaces when accompanying a
youth or actively using or searching the collections.
This applies to Children’s and Teen programs and events, which are an
extensions of these youth spaces. Adults without a child or teen will not be
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Safe Child Policy
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
RevisedAmended: September 2019
RevisedAmended: March 2022
Revised Amended: April 2024
RIGHTS AND RESPONSIBILITIES
REGARDING MINORS POLICY
Purpose
The Reading Public Library strives to create a warm, inviting, and fun environment for
children aged birth through seventeen. The Library offers programs and services that
encourage frequent visits by minors, families, and caregivers to help develop a love of
books, reading, and learning. This policy acknowledges that in addition to the Patron
Rights and Responsibilities Policy, there are additional considerations for persons under
the age of eighteen (minors).
Parents and caregivers are solely responsible for the behavior and safety of minors
visiting the Library and for determining age-appropriate materials. Those who violate
this policy risk having their Library privileges restricted or revoked.
Unattended Children
Staff do not provide childcare and are not responsible for supervising unattended
children.
1. Children under the age of 10 must be accompanied and adequately supervised
by a parent or caregiver at least fourteen years of age.
2. For adequate supervision, the parent or caregiver must be on the same floor as
their children under 10 years of age.
General
1. In the event of an emergency or unexpected closing, minors ages ten and above
should have a means of contacting a parent or caregiver.
2. All minors must be picked up or have transportation arranged before the Library
closes.
3. 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 unavailable.
4. Library staff members will not transport minors or any individual from the Library
to any other location.
Appropriate Use of Youth Spaces
The Children’s Room and any other designated children’s space are reserved for
children ages 0-12. The Teen Room and any other designated teen space are reserved
for youths ages 11 to 17. Parents, caregivers, teachers, and other adults are permitted
in these spaces when accompanying a youth or actively using or searching the
collections.
This applies to Children's and Teen programs and events, which are extensions 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
Amended: September 2019
Amended: March 2022
Amended: April 2024
As of March 31 (75%) Trustee Budget Summary
SUMMARY Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Municipal Salaries 1,698,150$ ‐$ 1,194,036$ ‐$ 504,114$ 70%
Municipal Expenses 143,200$ ‐$ 113,373$ 4,754$ 25,073$ 82%
Municipal Materials 273,675$ ‐$ 171,543$ ‐$ 102,132$ 63%
Fines & Fees 12,791$ 7,104$ 1,994$ ‐$ 17,901$ N/A
State Aid 88,662$ 29,587$ 57,322$ 9,250$ 51,678$ N/A
Gifts 329,119$ 3,943$ 40,428$ 48,156$ 244,478$ N/A
Trusts (Expendable Funds) 99,103$ 7,172$ ‐$ ‐$ 106,275$ N/A
TOTALS 2,644,700$ 47,806$ 1,578,695$ 62,160$ 1,051,650$
Municipal Appropriation Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Salaries ‐ Library Administration $446,950 319,652$ ‐$ 127,298$ 71.52%
Salaries ‐ Leave Buyback* $0 3,385$ ‐$ (3,385)$
Salaries ‐ Collection Services $536,300 387,572$ ‐$ 148,728$ 72.27%
Salaries ‐ Public Services $714,900 483,427$ ‐$ 231,473$ 67.62%
Expenses ‐ General
Library Maint Contract Supp $22,000 22,673$ ‐$ (673)$ 103.06%
Professional Development $14,000 14,849$ ‐$ (849)$ 106.07%
Library Programs $4,000 2,398$ ‐$ 1,602$ 59.94%
Software/ Licenses $69,200 60,723$ 2,875$ 5,603$ 91.90%
Library Supplies $8,500 4,759$ 1,880$ 1,861$ 78.11%
Office Supplies $4,500 2,113$ ‐$ 2,387$ 46.96%
Technology $11,000 5,858$ ‐$ 5,142$ 53.25%
Equipment $10,000 ‐$ ‐$ 10,000$ 0.00%
Materials $273,675 171,543$ ‐$ 102,132$ 62.68%
Books 76,802$ ‐$
Audio 3,644$ ‐$
Video 2,346$ ‐$
Periodicals 2,560$ ‐$
Electronic Resources 31,577$ ‐$
Databases 14,150$ ‐$
Other Materials 8,720$ ‐$
Overdrive (eBooks / eAudiobooks) 31,743$ ‐$
TOTALS 2,115,025$ ‐$ 1,559,399$ 4,754$ 631,319$ 73.95%
Fines and Fees Orginal $$Rev/Adj Expended Encumbered Balance
Revenue 12,791$ 7,104 ‐$ ‐$ 19,895$
Materials ‐$ ‐$ ‐$
Supplies 1,994$ ‐$ (1,994)$
TOTALS 12,791$ 7,104$ 1,994$ ‐$ 17,901$
State Aid Orginal $$Rev/Adj Expended Encumbered Balance
Revenue $88,662 29,077$ ‐$ ‐$ $117,739
Expenses
Office Supplies $158 $158 ‐$ ‐$
Professional Development ‐$ ‐$
Materials 1,074$ ‐$ ($1,074)
Library Other $40,975 9,250$ ($50,225)
Library Equipment $352 $15,115 ($14,763)
TOTALS $88,662 $29,587 $57,322 $9,250 $51,678
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As of March 31 (75%) Trustee Budget Summary
Gifts & Donations Orginal $$ Adj/Income Expended Encumbered Balance
Revenue $44,770 2,984$ ‐$ ‐$ 47,754$
Professional Development ‐$ ‐$ ‐$ ‐$ ‐$
Recreational ‐$ ‐$ 1,282$ ‐$ (1,282)$
Programs & Services Adults $29,522 ‐$ ‐$ ‐$ 29,522$
Programs & Services Teens $24,265 ‐$ ‐$ ‐$ 24,265$
Programs & Services OESJ $2,050 ‐$ 450$ ‐$ 1,600$
Programs & Services Childrens $88,755 500$ 14,400$ 48,156$ 26,699$
Programs & Services‐ Local History $500 ‐$ ‐$ ‐$ 500$
Studio $30,298 ‐$ ‐$ ‐$ 30,298$
RPL Foundation $74,356 ‐$ 15,596$ ‐$ 58,760$
Other Gifts (Combined) $7,759 ‐$ 8,700$ ‐$ (941)$
Materials $26,844 459$ ‐$ ‐$ 27,303$
TOTALS 329,119$ 3,943$ 40,428$ 48,156$ 244,478$
Trusts Orginal $$ Adj/Income Expended Encumbered Balance
Appleton / Mansfield 5,599$ 806$ ‐$ ‐$ 6,405$
Edward Appleton 40,145$ 2,191$ ‐$ ‐$ 42,337$
R/M Babcock 2,477$ 295$ ‐$ ‐$ 2,772$
Stephen Foster 7,526$ 948$ ‐$ ‐$ 8,474$
Charles Torrey 1,019$ 98$ ‐$ ‐$ 1,117$
Donald Tuttle 909$ 68$ ‐$ ‐$ 977$
Elaine & George Long 35,244$ 1,953$ ‐$ ‐$ 37,197$
Barbara Hewitt 4,943$ 674$ ‐$ ‐$ 5,617$
James Rawstron 1,240$ 139$ ‐$ ‐$ 1,379$
TOTALS 99,103$ 7,172$ 106,275$
Name Non‐Expend Purpose
11,000$
5,000$
3,598$
12,000$
1,000$
500$
5,000$
8,952$
1,613$
TOTALS 48,663$
147,766$
"Books or Equipment"
"Books"
"Books on tape& furniture to house books on tape" (AUDIOBOOKS)
Elane & George Long
Barbara Hewitt
James Rawstron
Donald Tuttle
"Books … to be inscribed 'Stephen Foster Fund'" (BOOKS)
"Books on non‐fictional subjects" (NONFICTION BOOKS)
"Books"
Appleton / Mansfield
Edward Appleton
R/M Babcock
"…for the purchase of books other than those listed as fiction"
(NONFICTION BOOKS)
"Purchase of books, paintings, engravings, works of art or other suitable
useful furnishings for said library.
"Books on literary subjects and self‐government" (BOOKS)
Stephen Foster
Charles Torrey
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April 8, 2024 Board of Library Trustees Meeting
VI. FINANCIAL REPORT
a) Supplemental Spending Review
FY21 FY22 FY23 FY24
Balance $549,681 $ 596,656 $ 584,078 $ 565,506
Expenditure $ (33,678) $ (108,636) $ (139,722) $ (155,156)¹
Revenue $ 80,733 $ 126,779 $ 121,700 $ 69,779²
Grand Total $596,736 $ 614,799³ $ 566,056 $ 480,129
¹ Includes Tween Spot and FY26-30 Strategic Planning
² Includes expected 2nd payment from State Aid
³Includes $60K transfer between gifts and trusts -/+
Recommend Supplemental Spending/Encumbrance (change from FY25 to FY24)
• $15,000 Library Website and App (Communico): The website was last
updated in 2018 for $20,000+. The Communico proposal is for a website refresh
on a simplified platform that will also include an upgrade/improvements to the
RPL App. This quote includes moving to a new room reserve and event calendar
software. The quote includes design ($5,000) and locks in site hosting and
support, app integration and maintenance, and related software ($10,000 / year)
for three years. Design and transition will begin in June with the goal of a n ew
website and upgraded app, possibly by September.
• $69,000 Community Room and Conference Room upgrades (AVI-SPL): RPL
and Town IT carefully reviewed three proposals for the upgrade and installation
of conferencing and AV equipment for the meeting rooms. The AVI-SPL, which is
on the State Bid List, submitted the most cost-effective and transparent proposal.
The quote includes a discount on equipment and a three-year maintenance
contract. The vendor estimates that installation will require about one week of
room downtime. This package accommodates hybrid meetings in both the
Meeting Room and Conference Room, including but not limited to the Zoom
platform. All components are modular so that they can be replaced, expanded, or
upgraded separately. This is more flexible than the current system, which is
essentially "all or nothing." Anticipated completion by this summer.
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b) March Gifts:
DONOR AMOUNT PURPOSE
Board of Library Trustees $50 In Honor of Monique Pillow-Gnanaratnam’s
service as a Trustee
Cherrie Dubois $30 In Honor of Suzy Axelson’s retirement
Ralph Perkins & Joan Ebbeson $100 In Memory of Karen Storti
Ian Moss & Jayne Stafford $11 General
Various Cash Donations $33 General
Total $224.00
VII. DIRECTOR’S REPORT
a) March Snapshot
*The exterior pickup lockers are waiting for repairs
Usage March 2024 February 2024 March 2023
Circulation 30,498 29,507 31,262
Locker Use N/A* N/A 63
Meeting Rooms Rentals 21 24 18
Museum Passes 168 174 143
New Library Cards 134 111 103
Overdrive N/A 5,284 4,159
Programs 94 73 69
Reference Questions 1,915 1,869 2,074
Visitors 15,798 14,917 15,179
Volunteer Hours 14.5 10 22.5
b) Response to the March 23 bomb threat hoax: RPL staff demonstrated incredible
courage and professionalism in handling the incident on March 23. Public Safety and
town leaders – especially our Trustees – responded swiftly and with a clear message
that any threat of violence is cowardly and unacceptable.
That the staff chose to reopen the library at 1:00 p.m. the same day says everything you
need to know about the perseverance and strength of this team.
We have offered, and will continue to encourage, resources for support and healing to
employees. We will hear “I’m fine,” however none of us are “fine” after something like
this. This incident affected us all.
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Additionally, this incident was a deliberate and hateful attempt to shut down our Pride
Storytime. Under the leadership of the Office of Equity, the community pulled together a
public response rally (with amplifiers) to have our Pride Storytime with over 140 people
in attendance. This event was not about RPL. Instead, it was a clear and public
commitment by the Reading community to welcome and support members of the queer
community.
c) Services, Programs, and Collections
i) RPL is Dementia Friendly! Our goal is to have 100% of the staff who work at a
service desk take part in a Dementia Friends information session. Elizabeth
Weilbacher, Susan Beauregard, and Sara Kelso have coordinated training (and
refresher training) sessions for staff during April and May.
ii) Please visit the Studio to see the exhibit “Promising Future, Complex Past:
Artificial Intelligence and the Legacy of Physiognomy.” On loan from the
National Library of Medicine the exhibit explores the history of physiognomy and its
influence on contemporary artificial intelligence and computer science technologies.
iii) Local History Librarian Jocelyn Gould has reached out to the 10 Million Names
Project, whose goal is to collect the names of enslaved people in the US. RPL is
submitting 15 pages of names and information, including runaway slave ads,
American Revolution Veterans, members of the First Parish of Reading, and more.
Please get in touch with the Reference Desk if you would like to review the
document.
iv) RPL has new neighbors at 59 Middlesex Ave. Solstice House is a residential
treatment for women addressing mental health and addiction. RPL staff are actively
working with Solstice House on a wish list of programs and materials.
v) Our Gun Safety Discussion on March 4 was successful, with 12 engaged adults in
attendance.
vi) Our Local Heroes Big Stories program saw a small crowd, but those who came
were very engaged and asked important questions. Here were our heroes:
• Will Valliere of Veteran Affairs
• Deputy Chief Christine Amendola of the Reading Police Department
• Albert Pless of the Office of Equity and Social Justice
• Lt. Ryan Buckley of the Reading Fire Department
• Jessenia Cruz of the Coalition for Prevention and Support
vii) April is Financial Literacy Month. Check out the newly launched Kids Can: Dollars
and $ense series in the Children’s Room. This series is in response to several
requests for financial literacy programming.
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d) Horizons
i) Strategic Planning for FY26-30 is starting in MAY.
ii) 2024 Staff Development Day Planning: Underway, and thank you to our volunteer
planning team.
iii) RPL is working with HR to purchase ergonomic equipment for staff workstations
as recommended by MIIA ergo specialists. Equipment purchases are funded by an
MIIA grant through the Town of Reading.
iv) Trustee Dates:
• April 9, 2024: DEI Assessment Presentation @ Select Board
• April 25, 29 (BUDGET), and May 2, 2024: Annual Town Meeting
• May 10, 2024: General Business Meeting
e) Personnel
April Anniversaries
• Lisa Eng (20 years)
• Judy Terrazano (7 years)
• Olivia McElwain (5 years)
• Lindsay Mancuso (3 years)
• Jocelyn Gould (2 years)
• Caroline Betcher (1 year)
• Alissa Landau (1 year)
• Lucy Lee (1 year)
We are pleased to announce that effective April 1, Lucy Lee will take on the part-time
Library Association position in Borrower Services. Lucy joined RPL as a Substitute
Library Associate in April 2023, and they are working on a Master’s of Library Science.
Michelle attended the Computers in Libraries Conference in March and learned about AI
tools and considerations for how to use virtual reality in libraries.
f) Professional Development (selected)
• AI and Libraries: Applications, Implications, and Possibilities
• Alzheimer’s Association Virtual New England Family Conference
• Building Social Inclusion for Autistic Children: Playdates, Playgrounds, and Classrooms
• Challenging Employee Conversations Without Fear
• Development of a National Climate Action Strategy for Libraries
• Every Book is a Social Justice Book
• Library Boards and Intellectual Freedom: How to Combat Censorship with Your Library
Trustees
• LJ & SLJ: Adopting Artificial Intelligence in Libraries
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• Massachusetts Attorney General’s Training on the Open Meeting Law
• My China Roots Staff Training
• Passport to Europe: Finding Your Ancestors in Every Country Large and Small
• Revitalizing Library Volunteer Engagement
• Supporting Transgender Individuals: A Conversation with Ben Greene
Respectfully submitted,
Amy Lannon, Director (she/her)
April 5, 2024
Town of Reading
Meeting Minutes
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2016-09-22 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 Session: Open Session
Purpose: General Meeting Version: Final
Attendees: Members - Present:
Patrick Egan, Chair; Monette Verrier, Vice-Chair; Andrew Grimes, Secretary;
Cherrie Dubois; Andrew Gregory; Cappy Popp,
Members - Not Present:
Others Present:
Amy Lannon, Director; Meaghan Clemente, Administrative Assistant; Andrea
Fiorillo, Head of Public Services; Albert Pless, Director of Equity and Social
Justice
Minutes Respectfully Submitted By: Andrew Grimes, Secretary
Topics of Discussion:
I. Call to Order 7:01 pm.
II. Public Comment
No public comments were made in person or remotely.
III. Welcome
Mr. Egan welcomed Mr. Gregory to the Board and congratulated Mr. Grimes on his
recent re-election. The Board is looking forward to working together over the next year.
IV. Spring Programming Update
Public Services Division Head Andrea Fiorillo presented a spring update on Library
programming scheduled for March through May. As of December, the Library has been
fully staffed and very busy planning programs.
The Children’s Room has had several successful sessions of registered storytimes for
children on Monday, Tuesday, and Wednesday mornings. They also offer registered
evening, sensory, and baby storytimes. These small group programs provide a calmer
environment and allow for more focused language and literacy growth. Drop-in
storytimes on Fridays and Saturdays regularly have approximately 80 attendees per
session. A second Library staff member now helps cover these large but fun drop-in
programs.
Page | 2
There will be 123 children’s programs this spring, including 49 storytimes. The Special
Guest storytimes have featured representatives from the Reading Municipal Light
Department, the Reading Police Department, the Office of Equity and Social Justice, and
Veteran Services. Peter Sheridan singalongs remain popular as well. The Children’s
Room also creates rotating passive programming featuring STEM activities, turret play,
and crafts that draw in children and their caregivers.
There will be 18 teen and 72 adult programs, including a series on college admissions. A
recent teen-oriented CPR training was full with a waitlist, and the program will be offered
again. For adults, there will be March Matinees featuring live theater broadcasts on
Wednesday afternoons, and RPL will offer Mental Health First Aid classes in
collaboration with the Reading Coalition for Prevention and Support.
The current “What’s the Big Idea” thematic programming initiative focuses on the
“Library as a Space and Place.” Around that theme, RPL will host an Animal
Extravaganza event featuring snakes, miniature ponies, pet selfies, crafts, an
opportunity to donate pet food to needy animals, and more. Other programs include an
intergenerational paint night for ages 12 and up, three Taylor Swift fan sessions for
different age groups, including friendship bracelets and trivia, and a community crochet
project for climate awareness in coral reefs.
The Children’s Room will run a "Dollar and Sense" financial literacy series and a "Citizen
Kids" community service project series. Ms. Fiorillo noted that a recent gun safety class
for parents was well attended. RPL also offers weekly programs for homeschoolers in
two different age groups.
In May, Jarrett J. Krosoczka will visit the Library for an in-person author talk regarding
his popular Lunch Lady graphic novel series, select volumes of the Star Wars™: Jedi
Academy series, Hey, Kiddo, and more. Author Stephen Puleo will also present a talk on
his new book The Great Abolitionist: Charles Sumner and the Fight for a More Perfect
Union.
The Office of Equity and Social Justice will present a three-part series on disability rights
and awareness. The first session focusing on blindness will take place on March 26.
An exhibit on artificial intelligence and the legacy of physiognomy will be on display in
the studio in April and May. Related to that, there will be a program on artificial
intelligence in the workplace on April 25. Eclipse glasses and programming will be
available ahead of the April 8 eclipse. REI will be at RPL for a bike maintenance
workshop on April 22. Two programs aimed at the veterans’ community are the history of
the Coast Guard and navigating the federal hiring process.
As part of Read Across America Week, Children’s librarians visited all Reading
elementary schools to read.
Outreach efforts this spring include RPL on Wheels visits to local parks and apartment
complexes with a Pop-up Art program; ongoing work with the Reading Public Schools
Multilingual Learner Department to support students in elementary through high school;
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and long-term deposit collections at the Sawtelle Family Hospice House, Peter Sanborn
Place, and Pleasant Street Center. Children’s librarians are also doing storytimes at The
Goddard School of Reading and the Christian Cooperative Preschool.
RPL will attend both the YMCA Healthy Kids Day and the Pleasant Street Center Health
and Community Resource Fair. RPL is able to donate books to the Reading Food Pantry
and will also be finding ways to support the nearby Solstice House (59 Middlesex Ave),
which provides rehabilitation for women with mental health diagnoses.
The Board and Ms. Fiorillo discussed opportunities for further outreach at Frank Tanner
Drive, Cedar Glen, Archstone Circle, The Residence at Pearl Street, and the Pleasant
Street Center. Ms. Fiorillo noted that RPL makes individual homebound deliveries
throughout the community, but some locations have limited space. The Board noted that
transportation vans from housing complexes and the Pleasant Street Center do not
regularly visit the Library anymore, but this may be revisited.
Mr. Egan asked for clarification on the sign-up process for registered storytimes. Ms.
Fiorillo explained that although registration for the first Fall session was bumpy,
caregivers have become more familiar with the balanced schedule for registered and
drop-in storytimes. Most people who called to register were able to find a space. This
format has a significant time commitment but is very popular.
Ms. Verrier and Mr. Popp look forward to seeing the RPL on Wheels in the community
as the weather gets warmer. The Board thanked Ms. Fiorillo for her presentation.
V. DEI Assessment Update
Director of Equity and Social Justice Albert Pless presented an update on the
community’s Diversity, Equity, and Inclusion (DEI) assessment project. Mr. Pless noted
the positive energy and safe space that the Library provides for the community and the
Office of Equity and Social Justice. Mr. Pless highlighted the similarities between the
mission and core values of the Library and Office of Equity and Social Justice mission
and core values, including educational resources, equity, engagement, inclusion,
accessibility, and inclusion.
Mr. Pless reviewed the purpose of the DEI assessment, which is intended to provide
data-driven evidence and a baseline for analyzing Reading’s DEI performance. The
process highlights positive actions and key barriers to progress. The assessment will
inform and prioritize the Town’s DEI strategy and decision-making to help better allocate
resources and budgetary funding toward solving key challenges in the community.
The process began in the spring of 2023 when the Town received a grant, and the Board
of Library Trustees generously approved additional funds. The project kicked off in
September 2023 by gathering historical data and conducting background interviews with
key Reading stakeholders including Town leadership, community members, residents,
and volunteers active in community life. The consultants also gathered quantitative data
such as the United States Census, the 2023 Town Employee Demographic Report, and
more to help better understand the demographics in Reading. They also conducted a
community survey with 681 responses and a workforce engagement survey with 141
responses from Town employees.
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In October 2023, Mr. Pless began working on qualitative engagement and outreach in
the community through focus groups and additional interviews. The focus groups took
place at the Library. They centered on BIPOC, senior citizens, Reading Memorial High
School Students, and an intersectional group with individuals from diverse minoritized
groups with faith-based and LGBTQ+ participants who were not fully represented in the
community survey.
The consultants conducted a root cause analysis workshop to look at major findings and
potential recommendations in collaboration with volunteer members of Partners and
Allies for Inclusive Reading (PAIR) and the Town’s internal Implementation Committee.
Findings and recommendations will be documented in a final report and presented to the
Select Board on April 9.
The DEI assessment is the first step in a continuous process. It is up to the Town and
Town Departments to plan and implement positive actions internally and externally
based on recommendations derived from the assessment. Mr. Pless hopes that
information will benefit the Library's upcoming strategic planning process.
Ms. Verrier asked how interviewees were determined. Ms. Lannon explained that the
previous Director of Equity and Social Justice, Sudeshna Chatterjee, used her
networking contacts to recruit a balanced and diverse list of key stakeholders in the
Town, ranging from members of Town government to interested small business owners
and community members.
Mr. Pless thanked the Board for their support.
VI. VOTE: Borrowing Policy/Fines and Fees Policy Combined
Mr. Egan noted that the Combined Borrowing, Fines, and Fees Policy was reviewed in
detail in February. Various changes have been incorporated to simplify the language.
Motion: To adopt the Borrowing, Fines, and Fees policy as presented.
(Dubois / Popp)
Vote: Approved 6-0
VII. REVIEW: Internet Use Policy
Ms. Lannon reviewed revisions to the Internet Use Policy, which intended to use more
assertive, succinct, and direct language. Ms. Lannon noted that wireless internet access
at the Library is unsecured, data is not encrypted, and filters are not in place. Copyright
laws must be upheld. Accessing material that meets the legal definition of obscenity is
prohibited, as is using the internet for illegal purposes or to transmit threatening,
obscene, or harassing materials. The Library reserves the right to contact the Reading
Police Department regarding the violation of the policy.
Ms. Verrier commented on the availability of WiFi in the parking lot and around the
perimeter of the building, which is considered Library property. Mr. Egan expressed
concerns over the fairness of computer access, as the internet is a shared resource. Ms.
Lannon noted that more people bring their own devices now, which has eliminated wait
times for public computers. Ms. Fiorillo noted that Reading Memorial High School issued
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Chromebook computers to all students during COVID-19, and the Chromebooks
available for in-library use at the Research and Reader Services Desk have not been
checked out in recent years. However, printing, faxing, and scanning continue to be
popular.
Ms. Dubois asked about alternative uses for the Chromebooks available for internal
checkout. Ms. Lannon noted that these laptops are continuously updated and serve as a
backup for busy public computers. Several laptops are available in the Library of Things
collection for external checkout. The Chromebooks are also available during Library
programs on coding, gaming, and technology, as they do not contain access to internal
library files. Assistant Director Michelle Filleul will consider Chromebook usage when
planning future technology device updates.
Ms. Verrier pointed out a grammatical error in the seventh policy point, and Mr. Popp
suggested adding a colon before the final amended date. The policy will be further
discussed and voted on in April.
VIII. REVIEW: Safe Child Policy
Ms. Lannon, Ms. Fiorillo, and Children’s Team Leader Olivia McElwain have researched
and surveyed comparable Safe Child policies at peer libraries in NOBLE and of similar
size to Reading. Due to the establishment of the new Tween area, raising the age of
unattended children to 10 rather than nine is recommended. Although maturity levels
vary, this double-digit standard better reflects the tween demographic. Library staff do
not provide childcare, active supervision of unattended children, or transportation.
Language in the policy has been updated to reflect the advent of cell phone technology.
Procedural language has also been streamlined to clarify the policy. Library staff will
continue to follow established procedures, such as documenting incident reports.
Children should have a means of contacting a parent or caregiver. The Library reserves
the right to contact the Reading Police Department to assist with safety issues involving
minors when a caregiver is unavailable. Youth spaces are intended to be used by youth,
although accompanying caregivers and adults searching the collections are permitted.
Ms. Verrier suggested rewording the fourth policy point to eliminate the duplicative use
of "emergency." The eighth policy point regarding library privileges should remain as a
separate statement and is intended to be enforced at the discretion of Library staff.
Ms. Verrier questioned adding the age of 12 to the third statement regarding children
being unattended for more than two hours at a time. Ms. Fiorillo stressed the importance
of consistency, noting that children 12 years old and up may be unattended in the Teen
Room for longer periods. Grade and maturity levels do not necessarily align with age.
Children are not generally asked about their age, which could be untruthful. Mr. Popp
raised concerns about using a grade level system in the policy due to the alternative
structure of homeschool programs. Concerns about varying birthdays and ages within
grades were also raised. Ages are used at the beginning of the policy to define
unattended children and caregivers, although grade levels are later mentioned.
Consistent use of ages and grades were discussed. Mr. Gregory suggested inserting a
chart with age and grade equivalents, although this may be difficult to establish due to
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homeschooling and birthday differences. Two new policy versions will be drafted with
reference to age and grade.
Ms. Lannon also raised concerns over the two-hour time limit for children ages 10 and
11, as this may be difficult to track if children are moving throughout the Library. Ms.
Dubois noted that behavior is also a factor. Ms. Fiorillo explained that despite a certain
level of accountability, the Library is not acting in loco parentis and should not serve as a
drop-off location for younger children. Parents and caregivers are ultimately responsible
for children. A lack of close supervision may pose a safety issue. Caregivers of tweens
are not expected to attend library programs, but programs are often shorter than two
hours. Ms. Fiorillo highlighted the difficulties of the crossover year of age 12 and 6th
grade and expressed concerns about unsupervised children on Ground Floor computers
near adults.
Mr. Egan questioned the frequency of unattended children during closing time. Ms.
Fiorillo explained that this problem is often weather-dependent and seasonal. Ms.
Lannon noted that this issue puts Library staff in an awkward position. An unattended
child may be waiting for a ride or able to make it home safely. A library staff member
does not know how old a child is, where they live, or what their caregiver has deemed
appropriate. The policy will be further discussed and voted on in April.
IX. Discussion of Trustee Liaisons
Mr. Egan reviewed a bylaw provision allowing for the Chair’s annual appointment of
liaisons in areas such as the Finance Committee, the Friends of the Reading Public
Library, the Reading Public Library Foundation, trust funds managed by the municipal
Commissioners of the Trust Funds board, staff development and human resources, and
building.
Ms. Lannon noted that the Board can appoint a member to the Celebration Trust
Committee. Reading’s 350th Anniversary Celebration Trust was founded in 1994 for the
Town’s 350th anniversary. Unexpended funds remain in the trust and are set aside for
future use by the Town of Reading in commemorating its past. The Celebration Trust
Committee meets to consider funding requests. The Board appointed Phil Rushworth in
June 2022. His term will expire in June 2024. The Board agreed to contact Mr.
Rushworth regarding his interest in reappointment.
Mr. Egan noted that Ms. Verrier has professional expertise in human resources and
personnel matters and has already had several meetings with Library staff members. Mr.
Egan officially appointed Ms. Verrier as the Library Staff Liaison.
Mr. Egan is actively involved as the Reading Public Library Foundation president and will
serve as the Board's Reading Public Library Foundation liaison. Mr. Egan is also happy
to be the liaison with the Friends of the Reading Public Library.
Mr. Egan reviewed Joseph McDonagh’s role as the Financial Committee Liaison to the
Reading Public Library and frequent attendance at Board meetings. Ms. Lannon noted
the importance of the Board’s awareness of Finance Committee meetings, especially
those that may impact the Library budget process. It may be helpful to have an
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additional set of ears absorbing information about municipal financial decisions. Mr.
Grimes is happy to attend Finance Committee meetings.
X. Strategic Plan Update
Ms. Verrier, Ms. Lannon, Ms. Filleul, Librarian II Olivia McElwain, and Head of
Collection Services Jamie Penney are participating on a steering committee to guide
the strategic planning. Ms. Lannon noted that the Library has signed a contract with
Maura Deedy for a strategic plan refresh. Ms. Deedy previously worked for the
Massachusetts Board of Library Commissioners and is very familiar with Massachusetts
libraries and laws.
The FY26-30 plan will have new goals and objectives under the existing main areas of
focus of Customer Convenience and Personalization, Community Learning and
Engagement, and the Library as Space and Place. Ms. Deedy will review data from
recent community surveys such as the Library Landscape Survey, Reading Center for
Active Living Committee data, and the Community Diversity, Equity, and Inclusion
assessment. She will also conduct workshops, focus groups, and interviews with library
staff, patrons, and board members. The goal is to have the new plan completed in June
or July, voted on in September, and filed in October.
XI. Financial Report
Ms. Lannon invited the Board to attend or watch the FY25 budget presentation to the
Finance Committee on Wednesday, March 13. The budget presented to the Board and
Select Board remains the same.
Ms. Lannon reported that the Library is doing well financially for FY24, with salaries
running approximately 4% under budget. The trust funds have experienced positive
growth, meaning additional supplemental spending funds should be available for FY25.
Ms. Verrier asked how trust funds are reflected in the financial report. Ms. Lannon
clarified that each trust has a non-expendable portion that must continue to be invested
in addition to earnings that are available for spending. Ms. Lannon will reformat this
section to illustrate changes more clearly in the future.
XII. Director’s Report
Ms. Lannon reported ongoing repairs and software issues with the exterior pickup
lockers. The lockers have been unavailable for several months due to various repair
delays. The Library hopes to renegotiate its service contract with the vendor.
Despite a snow closure on February 13, approximately 15,000 people visited the Library
in February. This is due in part to increased program offerings. Ms. Lannon and Ms.
Fiorillo highlighted the growth in visits to the Children's Room, which is now fully staffed.
Both reiterated that passive programming provides valuable educational and
intergenerational interaction opportunities. The February scavenger hunt featured birds
found in Reading backyards. The Wellness Way featured various physical activity
stations ranging from jumping jacks to yoga poses as participants traveled from the
Children's Room to the Health Nook near the Research and Reader Services desk.
Various crafts and toys are also available. These fun activities help develop fine motor
skills and communication through perceptive and expressive language.
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Ms. Lannon reported on the recent Town Manager appointment of Matt Kraunelis, who
has eight years of experience in Reading and over 25 years in law and government.
Staff are evaluating additional shelving options for the Library of Things collection, which
has grown to approximately 80 items. The Dementia Friendly items in the Library of
Things collection have been relocated to the Health Nook. Ms. Lannon noted the Library
hopes to train 100% of front-facing Library staff as Dementia Friends and encourages all
employees to take Mental Health First Aid training.
As part of a town-wide green initiative, the Library is tracking purchases of
environmentally friendly products to satisfy the planned minimum content standard of
30% post-consumer recycled materials for supplies in FY25. The Library strives to be
more environmentally friendly with internal and external printing.
Ms. Filleul is working with Treasurer Diane Morabito to implement credit card payment
options for meeting room rental fees and hopes to offer this option soon. There will be a
small processing fee for transactions.
Ms. Lannon summarized recent professional development opportunities that Library staff
have participated in. Ms. Filleul is currently attending the Computers in Libraries
conference in Virginia. Ms. Fiorillo and Collection Services Librarian Kathryn Geoffrion-
Scannell will attend the Public Library Association Conference in Ohio in April.
Ms. Fiorillo encouraged the Board to visit displays near the Borrower Services desk
promoting the Oscars and the Crochet (or Knit) for Climate Awareness program series.
Sample crochet and knitting pieces featuring coral, fish, and more are currently on
display. RPL will offer various workshops in March and April, with take-home kits with
patterns, recycled yarn, and crochet hooks available throughout the summer. The project
intends to raise awareness about the effects of climate change on coral reefs.
XIII. Approval of the February 12, 2024, Meeting Minutes
Motion: To approve the minutes of the February 12, 2024, Trustee Meeting as written.
(Popp / Grimes)
Vote: Approved 6-0
XIV. Future Agenda Items
A short executive session regarding security planned for the end of the April meeting
might move to May due to scheduling conflicts.
Adjournment 8:32 pm
Motion: To Adjourn at 8:32 pm
(Grimes / Popp)
Vote: Approved 6-0
Respectfully Submitted,
Andrew Grimes, Secretary