HomeMy WebLinkAbout2024-08-12 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: 2024-08-12 Time: 7:00 PM
Building: Reading Public Library Location: Community Room
Address: 64 Middlesex Avenue Agenda:
Purpose: General Business
Meeting Called By: Amy Lannon for Chair Cappy Popp
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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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. State of the Collection Report
IV. Review: Meeting Room Policy
V. Review: Tutoring Policy
VI. Discussion and Vote: FY26-FY30 Strategic Plan
VII. Financial Report
VIII. Director's Report
IX. Approval of July 8, 2024, Meeting Minutes
X. Future Agenda Items
a. September
i. Fall Programming & Summer Reading Report
ii. Library Landscape Committee Report
Meeting Room Policy
MEETING ROOM POLICY
Statement of Policy
The Board of Library Trustees of the Reading Public Library subscribes in full to
the Library Bill of Rights as set forth by the American Library Association.
The Board of Library Trustees has established this policy regarding use of the
Library meeting and conference rooms, and is the sole authority in interpreting
these rules and regulations. The Director is authorized to accept reservations for
the use of these rooms in accordance with this policy, and to deny or immediately
terminate permission to any group whose programs or policies are inconsistent
with the best interest of the Library or that violates this policy. The Director's
interpretation of these rules and regulations shall prevail subject to the final
decision of the Board of Library Trustees.
The primary purpose for the Library meeting and conference rooms is to
accommodate current and future Library programming needs. This includes use
by Reading Public Library, the Board of Library Trustees, Friends of the Reading
Public Library, and Reading Public Library Foundation. After these needs have
been met, these spaces are available on equal terms to agencies of the Town,
Reading not-for-profit groups and residents of Reading regardless of beliefs and
affiliations, provided that the meetings are open to the public. Use of the Library's
meeting and conference rooms does not imply endorsement of the group's or
individual’s policies, beliefs, or programs by the Reading Public Library, Board of
Library Trustees, or the Town of Reading.
The Applicant signing for the organization or resident assumes responsibility for
the conduct of participants and the protection of Library property in connection with
the meeting, event or program. Signee must be at least 18 years old and be an
active member of the sponsoring group or a Reading resident. The Trustees, the
Library, and the Town of Reading will be not responsible for injury to persons or
property while the building or grounds are used by any group.
Eligibility
Meeting spaces may be rented by Town/government agencies, nonprofits that
serve Reading, or Reading residents provided:
1.The meeting, event or program serves an educational, cultural, or civic
purpose to the community.
2.Applicants do not charge any fees for registration or attendance, with the
exception of Library fundraising activities which require permission from the
Board of Library Trustees.
3.Meetings, events or programs are open to the public and doors remain
unlocked at all times.
4.The primary clientele are Reading residents.
Minor corrections and clarifications;Add language regarding potential credit card fees.
Meeting Room Policy
5.Applicants do not offer sale of any goods or services, or collect attendee
information without permission.
6.Applicants agree to pay for any additional fees for special services as outlined
in the “Fee Schedule.”
7.Use is limited to twelve (12) timesreservations per calendar year.
Library meeting room rentals are intended for occasional use. Clubs, groups or
meetups that have membership fees may not use the library as a primary meeting
location.
General Rules for Room Use
1.Meetings cannot conflict with regular Library services or programs.
2.The Library Trustees reserve the right to refuse the use of the Library meeting
and conference rooms or cancel any reservation when they deem the action
to be in the best interest of the Library and/or Town of Reading.
3.The Applicant requesting the reservation will be the primary contact and the -
submission will signify understanding and acceptance of all rules and
regulations, responsibility for payment of all designated fees, and the
responsibility for all rules being followed by the participants in the program.
Failure to follow regulations and/or make appropriate payments will affect
requests by this individual’s organization in the future.
4.All rental applications must be submitted online at least five (5) business days
and no earlier thanmaximum of three (3) months ninety (90) days in advance
of the date and time of the event. Rental applications are considered
“Pending” until the Applicant pays the required fees and receives electronic
approval from library staff .
5.Payment is due with 48 hours of notification of approval. Please note that
“Approved” applications are not “Confirmed”your reservation is not
finalized until payment is received. The Library may cancel the
reservation due to non-payment if fees are not received one business day
prior to the event.
6.Full refunds are issued to cancellations received one business day in
advance of the event, if the Library is closed due to weather, or if the Library
must cancel the event due to scheduling conflicts. Cancellations by the
Applicant that are received less than one business day in advance may result
in forfeiture of the fee.
7.If rental period or services exceed the initial agreed upon fee, the Applicant
will be billed within seven (7) days.
8.The rental period is calculated by hour and includes any time for setup or
breakdown.
9.Room rental does not include any custodial assistance with set up or break
down, or general technology assistance. Each room comes with specified
Meeting Room Policy
furniture and equipment. For additional services, please see the “Schedule
of Fees.”
10. The Applicant may request custodial or technical assistance (fees apply) no
less than five (5) business days in advance of the program.
11. Rates and fees are subject to change without prior notice. Additional fees
may apply when paying by credit card.
12. All meeting rooms must be cleared 10 minutes before scheduled closing time
to avoid incurring additional fees.
13. All publicity materials for non-Library meetings, events or programs must
state that the program is not endorsed or sponsored by the Reading Public
Library, The Board of Library Trustees, or Library staff. The Applicant may
include the Library address and location, but may not use the Library
telephone number or email as a contact point.
14. The Library reserves the right to send a representative to any event held in
the facility in order to ensure that no unlawful action or action contrary to this
policy or the Patron Rights and Responsibilities policy is occurring.
15. The Library reserves the right to cancel a reservation when the Applicant or
their representative is not present within 30 minutes after the reservation start
time.
16. Renters Applicants and attendees will adhere to the Reading Public Library
Patron Rights and Responsibilities policy.
17. Facilities must be left neat and orderly. The Applicant is responsible for
removing all food and beverages.
18. Library staff is not available to help with set up.
19. Nothing may be attached to the walls.
20. Damage to the facilities must be reported promptly.
21. Light refreshments in the form of beverages and finger foods may be served.
22. No smoking, vaping or alcoholic beverages.
23. Storage of material for groups is not permitted within the Library. The Library
is not responsible for equipment, supplies, exhibit materials or other materials
owned by a group or individual and used in the Library.
24. Any meeting that includes children or teens requires one (1) adult for every
fifteen (15) individuals under the age of 14.
25. When the Library is open, non-handicapped individuals attending programs
are requested to park on those portions of Middlesex Avenue, Deering or
School Streets directly adjacent to Library property. The parking lot is
available for use after hours.
Meeting Room Policy
Fee Schedule
Room Rental Fees Government
Agencies
Reading
Nonprofit
Reading
Individual
Community Room A/B (Max. capacity 120)
Rental includes 50 chairs, 10 tables, podium w/
microphone*; access to projector and screen.
No Fee $20 / 3 hrs $40 / 3 hrs
Community Room A (60)
Rental includes 30 chairs, 5 tables, 1 podium*;
access to projector and screen.
No Fee $10 / 3 hrs $20 / 3 hrs
Community Room B (60)
Rental includes 30 chairs, 5 tables.*
No Fee $10 / 3 hrs $20 / 3 hrs
Conference Room (25)
Rental includes conference table and chairs;
laptop/wireless access to screen.
No Fee $10 / 3 hrs $20 / 3 hrs
*Does not include set up of table and chairs.
Additional Fees Government
Agencies
Reading
Nonprofit
Reading
Individual
Standard Custodial
Monday-Friday 9am-8pm
$38 / hr
(1 hr min)
$38 / hr
(1 hr min)
$38 / hr
(1 hr min)
Weekend, Holiday Custodial $50 / hr
(3 hr min)
$50 / hr
(3 hr min)
$50 / hr
(3 hr min)
General Technology Assistance * No Fee $30 / hr
(1 hr min.)
$30 / hr
(1 hr. min)
Meeting Room Policy
DVD/Blu Ray No Fee $25 / 3 hrs $25 / 3 hrs
Additional Microphone / Wireless Microphones No Fee $25 / 3 hrs $25 / 3 hrs
Piano Fee ** No Fee $25 / 3 hrs $25 / 3 hrs
Additional Tables No Fee $5 / table $5 / table
Kitchen Access No Fee $10 / 3 hrs $10 / 3 hrs
*Technology Assistance must be requested at least fine (5) businessseven (7) days
in advance and is only available during regular Library hours.
**Piano use must be approved by Library Director.
Adopted June 1998
Amended: August 15, 2016
Amended: February 11, 2017
Amended: February 1, 2019
Amended: July 12, 2021
Amended September 11, 2023
Amended: September 9, 2024
Tutoring Policy
TUTORING POLICY
The Reading Public Library believes that tutoring is an activity consistent with the Library’s
role as an educational center in the community and welcomes tutors and students. To
accommodate the needs of all library patrons, the Board of Library Trustees endorses the
following policy:
1.Professional tutoring is permitted on the ground floor of the Library during
normal hours of operation. The Library reserves the right to limit tutoring to
accommodate library activities or if tutoring interferes with Library operations.
2.In certain special circumstances, the Library may assign other areas of the
building for tutoring. Library staff will clearly identify any overflow or
alternative tutoring locations.
3.There is a limit of 2 students per tutoring session.
4.Tutors are responsible for students under 11 years of age while on Library
property until released to a parent/guardian or to authorized transportation per
the Library’s Responsibilities Regarding Minors Policy Safe Child Policy.
5.Students and tutors must follow all rules and policies of the Library , including
the Patron Rights and Responsibilities Policy.
6.Tutors and students must be conscious of and not be disruptive to other
library patrons.
7.Library space is not to be used as a classroom or place of business for tutors
to work from but as a safe and quiet workspace for students to receive
instruction.
8.7. Tutors are responsible for checking the Library’s hours of operation and
program schedules before making appointments with students. It is the tutor’s
responsibility to check the Library’s hours of operations and program
schedules before making appointments with students. Tutors may not reserve
tables or other Library spaces, nor may they ask others to move to
accommodate a tutoring session.
9.8. It is the responsibility of the tutor and the student to make all arrangements
prior to arrival at the Library. Tutors and students may not use Library
telephones. The Library will not take or receive payment on behalf of students
or tutors.
10.9. The Library does not sponsor, recommend, or assume liability or
responsibility for the work and/or activities of tutors who use library space.
11.10. Tutors may not publish or distribute advertisements or letters identifying the
Library as their place of doing business or imply Library sponsorship of their
activities.
Adopted: September 16, 2016
Amended: January 13, 2020
Amended: June 13, 2022
Correct reference to existing policy;
Remove #7 (unenforceable) and clarify language.
Tutoring Policy
Amended: September 9, 2024
As of July 31 (8%)Trustee Budget Summary
SUMMARY Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Municipal Salaries 1,754,250$ ‐$ 126,795$ ‐$ 1,627,455$ 7.23%
Municipal Expenses 143,000$ ‐$ 2,343$ ‐$ 140,657$ 1.64%
Municipal Materials 283,900$ ‐$ 14,374$ ‐$ 269,526$ 5.06%
Fines & Fees 13,594$ 708$ 3,668$ ‐$ 10,634$ N/A
State Aid 60,579$ ‐$ 17,104$ ‐$ 43,475$ N/A
Gifts 188,572$ 853$ 257$ ‐$ 189,167$ N/A
Trusts (Expendable Funds) 108,149$ ‐$ ‐$ ‐$ 108,149$ N/A
TOTALS $2,552,043 $1,560 $164,540 $0 $2,389,064
Municipal Appropriation Orginal $$ Rev/Adj Expended Encumbered Balance % Used
Salaries ‐ Library Administration 468,400$ 35,214$ ‐$ 433,186$ 7.52%
Salaries ‐ Leave Buyback*‐$ ‐$ ‐$ ‐$
Salaries ‐ Collection Services 506,450$ 37,923$ ‐$ 468,527$ 7.49%
Salaries ‐ Public Services 779,400$ 53,658$ ‐$ 725,742$ 6.88%
Expenses ‐ General
Library Maint Contract Supp 23,000$ ‐$ ‐$ 23,000$ 0.00%
Professional Development 14,000$ 626$ ‐$ 13,374$ 4.47%
Library Programs 10,500$ ‐$ ‐$ 10,500$ 0.00%
Software/ Licenses 70,500$ 670$ ‐$ 69,830$ 0.95%
Library Supplies 9,000$ 899$ ‐$ 8,101$ 9.99%
Office Supplies 5,000$ 147$ ‐$ 4,853$ 2.95%
Technology 11,000$ ‐$ ‐$ 11,000$ 0.00%
Materials 283,900$ 14,374$ ‐$ 269,526$ 5.06%
Books 3,922$ ‐$
Audio 106$ ‐$
Video 126$ ‐$
Periodicals 351$ ‐$
Electronic Resources 4,354$ ‐$
Databases 2,362$ ‐$
Other Materials 2,000$ ‐$
Overdrive (eBooks / eAudiobooks) 1,151$ ‐$
TOTALS 2,181,150$ ‐$ 143,511$ ‐$ 2,037,639$ 6.58%
Fines and Fees Orginal $$Rev/Adj Expended Encumbered Balance
Revenue (and Carryover)13,594$ 708$ ‐$ ‐$ $14,302
Materials ‐$ ‐$
Supplies 3,668$ ‐$ ($3,668)
TOTALS 13,594$ 708$ 3,668$ ‐$ $10,634
State Aid Orginal $$Rev/Adj Expended Encumbered Balance
Revenue (and Carryover)60,579$ ‐$ ‐$ 60,579$
Expenses ‐$
Office Supplies ‐$ ‐$ ‐$
Professional Development ‐$ ‐$ ‐$
Materials ‐$ ‐$ ‐$
Library Other 15,080$ ‐$ (15,080)$
Library Equipment 2,024$ ‐$ (2,024)$
TOTALS 60,579$ ‐$ 17,104$ ‐$ 43,475$
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As of July 31 (8%)Trustee Budget Summary
Gifts & Donations Orginal $$ Adj/Income Expended Encumbered Balance
Revenue (and Carryover)46,109$ 30$ ‐$ ‐$ 46,139$
Professional Development ‐$ ‐$ ‐$ ‐$
Recreational ‐$ 177$ ‐$ (177)$
Programs & Services Adults 28,522$ ‐$ ‐$ ‐$ 28,522$
Programs & Services Teens 24,265$ ‐$ ‐$ ‐$ 24,265$
Programs & Services OESJ 11$ 823$ 80$ ‐$ 754$
Programs & Services Childrens 26,629$ ‐$ ‐$ ‐$ 26,629$
Programs & Services‐ Local History 500$ ‐$ ‐$ ‐$ 500$
Studio 30,298$ ‐$ ‐$ ‐$ 30,298$
RPL Foundation ‐$ ‐$ ‐$ ‐$ ‐$
Other Gifts (Combined) 4,685$ ‐$ ‐$ ‐$ 4,685$
Materials 27,552$ ‐$ ‐$ ‐$ 27,552$
TOTALS 188,572$ 853$ 257$ ‐$ 189,167$
Trusts Original $$Avail/Income Expended Encumbered Balance
Appleton / Mansfield 7,137$ 7,137$
Edward Appleton 44,277$ 44,277$
R/M Babcock 3,040$ 3,040$
Stephen Foster 9,335$ 9,335$
Charles Torrey 1,206$ 1,206$
Donald Tuttle 1,039$ 1,039$
Elaine & George Long 34,379$ 34,379$
Barbara Hewitt 6,230$ 6,230$
James Rawstron 1,504$ 1,504$
TOTALS 108,149$ ‐$ ‐$ ‐$ 108,149$
Name Non‐Expend Purpose
11,000$
5,000$
3,598$ "Books on literary subjects and self‐government" (BOOKS)
12,000$ "Books … to be inscribed 'Stephen Foster Fund'" (BOOKS)
1,000$ "Books on non‐fictional subjects" (NONFICTION BOOKS)
500$ "Books"
5,000$ "Books or Equipment"
8,952$ "Books"
1,613$ "Books on tape& furniture to house books on tape" (AUDIOBOOKS)
TOTALS 48,663$
"…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.
James Rawstron
Donald Tuttle
Elane & George Long
Barbara Hewitt
R/M Babcock
Stephen Foster
Charles Torrey
Appleton / Mansfield
Edward Appleton
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AUGUST 2024 Board of Library Trustees Meeting
VII. FINANCIAL REPORT
a) JULY Gifts:
DONOR AMOUNT PURPOSE
Unitarian Universalist Church of Reading $822.55 Office of Equity and Social Justice
(Support for Juneteenth)
Cash Donations $30.00 General
Total $852.55
VIII. DIRECTOR’S REPORT
a) July Snapshot
Usage July 2024 June 2024 July 2023
Circulation 33,814 28,067 32,685
Locker Use 77 25 77
Meeting Rooms Rentals 25 17 13
Museum Passes 216 143 235
New Library Cards 149 117 130
Overdrive 5,328 5,065 4,954
Programs 45 43 52
Reference Questions 2,217 2,022 2,008
Visitors 16,699 14,473 14,333
Volunteer Hours 113 85 12
CIRCULATION COMPARISON OVERDRIVE COMPARISON
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b) ARIS Report
RPL submitted the Annual Report Information Survey (ARIS) to the Massachusetts
Board of Library Commissioners on Friday, August 2, 2024. The Financial Report is due
in October. Both reports are required under Massachusetts General Law, Chapter 78 to
be eligible for State Aid to Public Libraries. A huge thank you to Kathryn Geoffrion
Scannell, Librarian II – Collection Services for completing most of the ARIS report. Over
the last three years, Kathryn has worked to streamline data collection and reporting,
transitioning from “assisting” with the process to managing the entire process.
c) Dig in! Grant
RPL was awarded $20,000 for “Dig In” grant from the Massachusetts Board of Library
Commissioners (MBLC)? We are excited to use the “seed” money (pun intended) to
launch one year of programming and services to establish RPL as the horticultural hub
for the Town of Reading. This grant will complement the long-term projects being
reviewed by the Library Landscape Committee and the recent short-term beautification
and maintenance efforts among volunteers, DPW, and the Facilities department.
d) Collections, Programs, and Services
New RPL App RPL will be launching a new app this month. We are excited to
have a product that will integrate with our systems. This is a completely new app,
so users will have to do a new install and delete the old app. This is the first part
of a larger project that is updating our event software, room booking software,
and our website.
Now Available! EBSCO Home Improvement Source. RPL cardholders now have
access to this DIY database of full-text content from leading home improvement
magazines and reference books, plus a collection of images not found anywhere
else online. Patrons can quickly find the information they need by conducting
keyword searches and browsing categories from Electrical to Woodworking. The
subscription also includes the Home Improvement Reference eBook Collection a
companion to Home Improvement Source, with reference books encompassing a
broad range of information on home improvement and repair projects, covering
including gardening, design, painting and decorating.
The Friends Speaker Series is very successful with 1,871 views across all
content between June 1 and August 1. RPL hosted watch parties for children’s
author Kate Dicamillo (onsite) and Nina Totenberg (Pleasant Street Center)
Cats ‘n Dogs The Merrimack Valley Feline Rescue Society adoption event was
successful with seventy attendees and fifteen dog-lovers of all ages attended the
Dog Behavior Institute.
Teen Programs RPL was excited to partner with Guild Hall for several STEAM-
themed events for teens. Guild Hall was great to work with and helped the kids
get past initial social awkwardness to transform materials into fun competition.
Programs included Flying Machines, Combat Robotics, and a Gondola
Challenge.
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Meeting Community Needs The dedicated summer tutoring space for the
Multilingual Learners group (MLL) has been wonderful. Almost all of the students
and their grownups have signed up for library cards.
e) Personnel
Staff Development Day will be Friday, November 1, 2024. RPL will be closed as the
staff head out to Lowell where, among other activities, they will visit the Boott Cotton
Mills Museum for a discussion on “Yankees and Immigrants” and hear a presentation by
Katelyn Duncan, New Americans Librarian at the Worcester Public Library.
f) Professional Development (selected)
A Mindful Approach to Stress
Achieving Workforce Diversity, Equity, and Inclusion in Local Government
Adult Book Buzz Fall 2024/Winter 2025
Building Bridges: Collecting Culturally Relevant Data
Building Community Through Book Clubs
Crisis Communications for Library Leaders
Cultural Humility in Library Work
Cybersecurity Awareness Training
Digital Safety & Privacy for Librarians
Incident Command Training
Introduction to Data Equity
Managing Google Shared Drives
Resilient Leadership: Powering Through in Local Government
Setting Boundaries with Patrons
Voter Engagement in the First AI Election: Fighting Misinformation &
Disinformation with #TrustedInfo
Respectfully Submitted,
Amy Fang Lannon, Director (she/her)
August 8, 2024
Town of Reading
Meeting Minutes
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2016-09-22 LAG Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2024-07-08 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:
Cappy Popp, Chair; Patrick Egan, Vice-Chair; Cherrie Dubois;
Andrew Gregory; Monette Verrier (remote)
Members - Not Present:
Andrew Grimes, Secretary
Others Present:
Amy Lannon, Director (remote); Michelle Filleul, Assistant Director;
Meaghan Clemente, Administrative Assistant; Maura Deedy, Local Librarian
Consulting, LLC Consultant (remote);
Minutes Respectfully Submitted By: Patrick Egan, Vice Chair
Topics of Discussion:
I. Call to Order 7:00 p.m.
II. Public Comment
No public comments were made in person or remotely.
III. FY26-FY30 Strategic Plan Presentation
The Library engaged Maura Deedy from Local Librarian Consulting, LLC, to help create
its new five-year strategic plan. For state aid and grant eligibility, the plan must be filed
with the Massachusetts Board of Library Commissioners (MBLC) by October 1, 2025.
The plan provides organizational guidance and direction for the Library and is used to
create annual action plans to achieve stated goals.
Ms. Deedy has professional Library and strategic planning experience with the MBLC,
the Robbins Library in Arlington, and the Weymouth Public Libraries. She now operates
Local Librarian Consulting, LLC. Ms. Deedy was excited to work on the FY26-FY30
strategic plan for the Reading Public Library and thanked the Strategic Planning
Committee, which consisted of Ms. Lannon, Ms. Filleul, Ms. Verrier, Head of Collection
Services Jamie Penney, and Head of Children's Services Olivia McElwain, for their
valuable input and critical thinking during this process.
Ms. Deedy started background research and committee meetings for this project in April
2024. The process did not include a library survey for the community due to the rich data
sets collected in other recent community surveys.
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In May, Ms. Deedy conducted staff retreats, focus groups, and stakeholder interviews
on-site at the Library. She noted that Trustees and municipal stakeholders provided
unique perspectives. She also had the opportunity to engage in casual patron
conversations and observe programming, which deepened her understanding of the
energy, professionalism, and level of service present at the Library. These rich
information-gathering sessions provided high-quality data that helped identify trends and
inform the development of the strategic plan.
In June, she worked with the Strategic Plan Committee to develop, draft, and revise the
plan, culminating in presenting the draft strategic plan to the Board at this meeting.
Data sources include Reading’s American Rescue Plan Act (ARPA) Priorities, Housing
Survey, Library Landscape Survey, Library Surveys, Symonds Way Land Use Survey,
DEI Assessment, Youth Risk Behavior Survey, Reimagine Reading Survey, and the
Reading Center for Active Living Committee (RECALC) report. This existing data reflects
the community's many aspirations and concerns. This valuable information can help the
Library better understand the community's needs when providing impactful services.
Ms. Deedy identified priorities and emerging themes for improving the quality of life in
Reading. Recreational and cultural events often intersect with enjoying outdoor open
space. While the recent renovation improved the Library facility, accessibility is a
concern for many other Town buildings. Also, residents support opportunities to age in
place and remain engaged and connected. Community gathering spaces and
socialization are critical.
A key recommendation from the DEI Assessment notes that diversity is necessary for
representative government and inclusion efforts to ensure success. Leadership roles
should reflect the diversity of the community and Library users. The Library can also
enhance the role of Community-Based Organizations by drawing more people into
civics, increasing community engagement at recreational and cultural events, and
engaging with various populations on diverse topics.
Transgender and gender diverse (TGD) youth and students of color are at risk for
bullying and mental health incidents. Data also indicates a need for additional support for
multilingual students and families. Overall, a sense of belonging is necessary for all
residents to feel valued in the community.
The prior FY21-FY25 strategic plan had solid bones but needed some refreshing
renovations for the FY26-FY30 strategic plan. The core values that guide the Library's
work and the vision that aligns with the ambitions and aspirations of the community
remain the same. However, the new strategic plan will update the mission statement that
defines why the Library does what it does. The overall strategic priorities of the new plan
allow the Library to continue to focus on activities that align with its values, mission, and
vision. However, updated goals and action items will inspire new projects.
Ms. Deedy presented the new mission statement inspired by exercises completed at the
staff retreats in May. The reduced length and simplified language promote the core value
of access. Keywords like "connect," "welcome," and "engage" further support inclusivity.
The tagline “building community, creating connections” will be used in marketing
materials and community discussions to promote the Library as a space and place, one
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of the key strategic focus areas. The Library facilitates connections to informative and
enriching print and digital material collections, new technologies, programs, and between
community members and organizations. The new mission reflects the importance of
growth and learning at the Library and within the larger community to improve
everyone's quality of life.
Ms. Deedy reviewed the development process for a sample goal in the strategic area of
focus for customer convenience and personalization. The need to support diverse,
multilingual residents across various literacy levels was identified by the Library staff,
focus groups, and interview participants. Approximately 11% of Reading residents speak
a language other than English at home. The influence and opportunities of each
department are considered in each action item. The overall goal is to expand the
accessibility and discoverability of a robust collection of print and digital materials
published in native languages, as well as popular items translated from English, for
patrons of all ages and literacy levels.
Ms. Deedy noted that the strategic plan's plan summary section provides a narrative
overview of the process and the philosophical questions and concerns the Reading
community is currently facing, such as high-cost housing, an aging population, and
divisive local politics.
Ms. Deedy briefly reviewed the three strategic areas of focus: customer convenience
and personalization, community learning and engagement, and the Library as space and
place. Each strategic area has four goals and numerous action items. Ms. Deedy also
summarized the methodology for developing the strategic plan, which included reviewing
the prior plan, municipal survey data, community engagement sessions, and input from
the strategic planning committee.
Ms. Lannon thanked Ms. Deedy for her work and explained that the strategic plan's
approval will be a voting item in August. Any changes will be incorporated before final
approval and filing with the MBLC.
Mr. Popp inquired about the most significant change to goals compared to the existing
strategic plan. Ms. Deedy explained that the new goals reflect the recent changes in the
community and the ongoing commitment of the Library staff to address them by
promoting accessibility and inclusion. Ms. Lannon noted that the areas of focus and the
actionable nature of the previous strategic plan resonated with the staff and have helped
guide them in educating and engaging with the community. Keeping the same key focus
areas while updating the goals and action items according to the qualitative and
quantitative data collected during this process will allow for continued growth and
expansion.
Ms. Dubois suggested revising the second community learning and engagement goal to
begin with a verb rather than a noun for consistency throughout the document. Ms.
Deedy will update the language to include the verb “foster.”
Mr. Gregory asked about the staff's general feelings on the strategic plan. Ms. Filleul
clarified that the leadership team has reviewed the plan on behalf of the staff and
believes the staff will appreciate it, as they are already beginning to work on some goals
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and action items. The strategic plan will be fully presented to the staff once approved.
Ms. Lannon noted that strategic planning sessions were well-attended by library staff,
allowing them to feel engaged, empowered, and positive about the process compared to
the last strategic plan that was developed remotely during the COVID-19 pandemic. Ms.
Deedy has attempted to personalize the strategic plan by incorporating language, ideas,
and themes contributed by the staff.
Ms. Deedy clarified that data was gathered from new conversations with patrons during
organized focus groups, which used a series of questions to facilitate conversation. The
three focus groups included multilingual patrons, older adults, and Partners and Allies for
Inclusive Reading (PAIR).
Mr. Egan complimented the plan's clarity and flexibility. Although Mr. Egan believes the
exterior Library landscape project should continue to move forward, the Ad Hoc Library
Landscape Committee recommendations and the availability of alternative funding
sources through gifts and grants have not yet been clearly identified.
Mr. Egan also noted that it may be challenging to establish a board recruitment or
succession plan, as local voters ultimately elect the Board of Library Trustees. Ms.
Verrier acknowledged that the Board has no control over the community vote but should
take an active role in educational outreach in the community about open Board seats
and the benefits of serving as a member. Ms. Deedy clarified this goal's connections to
the DEI Assessment recommendation for diverse representation.
Ms. Dubois clarified that the Ad Hoc Library Landscape Committee is still working on its
project recommendations and does not intend to use any municipal funding or make the
Library responsible for funding. Ms. Lannon suggested using softer language such as
"investigate feasibility," which was used in a previous strategic plan to explore the
possibility of obtaining a generator for the Library to serve as a backup emergency
response center. Although the generator idea was unfeasible, the details were
thoroughly explored with other municipal departments. Ms. Lannon suggested that
committing to landscape improvements as a strategic priority may be beneficial in
securing future grant funding.
Mr. Popp asked for clarification on the succession plan. Ms. Deedy explained the
importance of planning for cycles of staff turnover as personal circumstances change.
Strategic and gender-neutral job posting language and diverse job posting locations for
new positions can help recruit qualified candidates who will go beyond just filling an
opening. All forms of diversity are welcome. Meeting community needs and reflecting
diversity in the community are also essential. Succession plans are intended to balance
retention and internal growth while incorporating innovation.
Long-term employee retention in the library industry as a whole since COVID-19 was
discussed. Although some current employees have served the Library for over 20 years,
limited upward mobility presents a challenge for many municipal and school employees,
who often move on to other municipalities for new opportunities within less than five
years. Some applicants may also be transitioning to libraries from other fields, such as
teaching. Ms. Filleul stressed the importance of cultivating a younger generation of
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future librarians and library staff members through volunteer and internship
opportunities.
Ms. Lannon will share Ms. Deedy’s contact information with the Board for further
feedback and corrections to the strategic plan. Changes sent to Ms. Deedy by August 1
will be incorporated into a revised redline version of the strategic plan to be discussed
and potentially voted on at the August meeting or in September if needed. A new
strategic plan must be finalized and approved by October 1,
Mr. Popp thanked Ms. Deedy for her hard work in expanding yet simplifying the original
tenants of the previous strategic plan and developing new future objectives. Ms. Deedy
thanked the Board for their thoughtful questions and engagement and excused herself at
7:59 p.m.
IV. Financial Report
Ms. Lannon noted that FY24 will be officially closed out in August. Ms. Clemente
continues to coordinate the payment of FY24 and FY25 invoices with the Accounting
Department. The municipal expense budget has been fully spent with the most recent
warrant, and materials spending has met state aid requirements. Despite the most
recent payroll period ending June 30, some municipal salary funds will be returned to the
Town due to various staff transitions.
Ms. Lannon noted that in addition to regular cash donations, the Young Women’s
League of Reading donated in continued support of the EcoTarium Museum pass. The
Women’s League of Reading generously donated approximately $1,000 of Tonies, a
type of audiobook in which a cartoon figure reads stories. The collection has been highly
anticipated and is expected to grow. The Library received a generous bequest from the
Estate of Lawrence J. Stiles. Ms. Dubois and Ms. Lannon provided some background
information on Mr. Stiles, who was an active local Reading resident for many years.
A schedule of FY25 warrants for library invoices was presented. Although the Town runs
warrants weekly, the Library typically participates every other week to reduce the burden
associated with in-person signature requirements. Ms. Clemente has carefully planned
the warrant schedule around upcoming board meetings, holiday closures, and due
dates. An emergency warrant outside this schedule may be necessary to accommodate
payment deadlines for key projects.
V. Director’s Report
Ms. Lannon reported that the exterior library pickup lockers are back up and running.
Senior Library Associate Valerie Gould Heithaus and Library Associate Alissa Landau
have crafted signage instructing patrons to lift the cloth screen cover to begin. RPL will
promote the service to increase usage as the colder weather approaches.
Volunteer hours are up this month due to Sophia Ortins, the new Office of Equity and
Social Justice intern.
The Library has recently added a new LOTE4Kids database of over 4,000 picture books
in more than 65 world languages. Each book has English translations to help children
learn and experience languages other than English (LOTE). This online resource will
help engage immigrant, refugee, and multilingual families in the community.
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The Friends Speaker Series launched in June and has received over 2,000 views
through the website portal across both live and recorded events. The Crochet Coral Reef
exhibit will be displayed throughout the summer in the Studio with a matching game and
prizes.
The Library received over 20 applications for the full-time Children’s Librarian I position.
First-round interviews will begin this week. In July, Ms. Clemente celebrates her second
work anniversary, and Ms. Gould Heithaus celebrates her sixth work anniversary. Ms.
Lannon summarized recent professional development opportunities that Library staff
have participated in.
VI. Approval of June 10, 2024, Meeting Minutes
Motion: To approve the minutes from the June 10, 2024, Board of Library Trustees
meeting as written.
(Egan / Gregory)
Vote: Approved 5-0
VII. Future Agenda Items
In August, Head of Collection Services Jamie Penney will present an update on the state
of the Library collection, including annual circulation statistics for fiscal year 2024.
Proposed updates to the Tutoring Policy and Meeting Room Policy will also be
discussed. Ms. Filleul is investigating insurance coverage requirements at other libraries
to minimize liability.
The Library is currently working with Communico to develop a new website, mobile
application, and meeting room reservation software and hopes to launch by August or
September. Website content will be simplified to improve accessibility. For example, Ms.
Filleul noted that the Wilmington Public Library uses Communico for its website and
mobile application. The Trustees will be able to beta-test the new website and provide
input. Room reservations will be possible through the mobile application.
The Ad Hoc Library Landscape Committee is currently working on its recommendations
for the exterior landscape project, which will be presented to the Board in the future.
The Select Board recently voted to establish the Ad Hoc Commemoration Establishment
Committee, recognizing the legacy and impact of local Boston Celtics legend Bill
Russell. The Board or the Library may need to appoint a representative to this new
Committee in the future.
Adjournment 8:15 p.m.
Motion: To Adjourn at 8:15 p.m.
(Egan / Gregory)
Vote: Approved 5-0
Respectfully Submitted,
Patrick Egan, Vice Chair
READING
PUBLIC
LIBRARY
S T R A T E G I C P L A N
2 0 2 6 - 2 0 3 0
BOARD PRESENTATION
JULY 8, 2024
MAURA DEEDY,
LOCAL LIBRARIAN CONSULTING
Strategic Planning Committee
Michelle Filleul
Amy Fang Lannon
Olivia McElwain
Jamie Penney
Monette Verrier
Strategic Plan Timeline
A P R I L 2 0 2 4
Background research
Strategic Planning
Committee Meetings
M A Y 2 0 2 4
Community engagement
2 Staff Retreats
4 Focus Groups
9 Stakeholder Interviews
J U N E 2 0 2 4
Community engagement
analysis
Plan drafting,
development and
revisions
J U L Y 2 0 2 4
Continued revisions
Presentation of draft
strategic plan
Data Sources American Rescue Plan Act (ARPA) Priorities 2022
Housing 2023
Library Landscape Survey 2024
Library Surveys 2023
Symonds Way (land use) 2023
DEI Assessment 2024
Youth Risk Behavior Survey 2023
ReImagine Reading Survey
RECALC Report
Top priorities for
improving the quality of
life in Reading, and
emerging themes
Recreation and Culture
Open Space
Town Buildings + Accessibility
Opportunities to Age in Place
Community Gathering Spaces + Socialization
Diversity is necessary for representative
government, and inclusion efforts to ensure success
Enhance the role of Community Based
Organizations
TGD and Students of Color at risk for bullying and
mental health incidents
Support for MLL students and families
Belonging
framework M I S S I O N
why we do what
we do
C O R E V A L U E S
what is important
to us as we do our
work, what are our
guiding principles?
V I S I O N
ambitious
aspirations for the
Reading
community
n e w k e e p k e e p
strategic plan
elements S T R A T E G I C
P R I O R I T I E S
areas of focus to
deliver on mission
and achieve vision
G O A L S
how RPL will
support the
strategic priorities
A C T I O N I T E M S
details the
initiatives and
projects to achieve
goals
k e e p n e w n e w
M I S S I O N
Building Community, Creating Connections.
Reading Public Library’s mission is to connect
all people with opportunities to grow and learn,
and to provide resources to support a
welcoming and engaged community.
STRATEGIC AREA OF FOCUS:
CUSTOMER CONVENIENCE AND PERSONALIZATION
Goal 3: Expand collections and access for multi-language residents
Build robust collections of print and digital materials in languages spoken by
Reading residents
Advocate to the library network to improve integrated library system capabilities to
support multi-language resources and findability
Support English language learning goals with print and digital material and services
at various proficiency levels