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Home My WebLink About2024-10-15 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. Page | 1 2018-07-16 LAG Board - Committee - Commission - Council: Board of Library Trustees Date: 2024-10-15 Time: 7:00 PM Building: Reading Public Library Location: History 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 ex cluding Saturdays, Sundays and Legal Holidays. Please keep in mind the Town Clerk’s hours of operation and make necessary arrangements to be sure your posting is made in an adequate amount of time. A listing of topics that the chair reasonably anticipates will be discussed at the meeting must be on the agenda. All Meeting Postings must be submitted in typed format; handwritten notices will not be accepted. Topics of Discussion: This meeting will be held in-person in the Conference Room at the Reading Public Library and remotely on Zoom. It will also be available streamed live through RCTV Join Zoom Meeting https://us02web.zoom.us/j/86117297460 Meeting ID: 861 1729 7460 One tap mobile +13017158592,,86117297460# US (Washington DC) +13052241968,,86117297460# US Dial by your location +1 646 876 9923 US (New York) Meeting ID: 861 1729 7460 Find your local number: https://us02web.zoom.us/u/keny6p5GTY The Trustees also accept public comments through email: rpltrustee@noblenet.org Town of Reading Meeting Posting with Agenda This Agenda has been prepared in advance and represents a listing of topics that the chair reasonably anticipates will be 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. Ad Hoc Commemoration Establishment (“ACE”) Committee IV. Toys for Tots Collection Request V. Lions Scarecrow Contest Table Request VI. Review: Holds Pickup Policy VII. Financial Report VIII. Director's Report IX. Approval of September 9, 2024, Meeting Minutes X. Future Agenda Items a. November i. FY26 Level 1 Budget (presented to Select Board December 4 or December 10) Privacy for Items on Reserve Policy PRIVACY FOR ITEMS ON RESERVE POLICY Many library users reserve items and then ask another person to pick them up when they become available. In order to protect the privacy and confidentiality of all our customers who reserve items we require that: • The person checking out items that are on reserve has the library card of the person whom the reserves were placed. • Or, that the person who placed the reserves has given authority to the person picking up the items by registering him or her at the Circulation Desk. This will be indicated by a “note” in the “message field” of the borrower’s record. If the person picking up the items does not have the borrower’s library card or authority as denoted in the borrower’s record, the person will not be allowed to pick up the items. The items will be held for pick-up at the Circulation Desk for additional time as determined by the Circulation technician and in accordance with the lending library’s policy. HOLDS PICKUP POLICY To protect the privacy and confidentiality of patrons who place holds on items, we require that: • The person picking up the hold item has the library card of the patron who placed the hold. OR • The patron who placed the hold has authorized that person to pick up holds for them by naming them in their library account. A person may not pick up items for another patron if they do not have the borrower’s library card or are not authorized via the borrower’s record. Adopted: December 2003 Amended: November 13, 2024 As of September 30 (25%)Trustee Budget Summary SUMMARY Orginal $$ Rev/Adj Expended Encumbered Balance % Used Municipal Salaries 1,754,250$ ‐$ 385,373$ ‐$ 1,368,877$ 21.97% Municipal Expenses 143,000$ ‐$ 69,033$ ‐$ 73,967$ 48.28% Municipal Materials 283,900$ ‐$ 88,379$ ‐$ 195,521$ 31.13% Fines & Fees 13,606$ 2,896$ 4,856$ ‐$ 11,646$ N/A State Aid 75,579$ 495$ 19,666$ 495$ 55,913$ N/A Gifts 188,572$ 35,041$ (1,677)$ 34,109$ 191,180$ N/A Trusts (Expendable Funds) 110,253$ ‐$ 336$ ‐$ 109,917$ N/A TOTALS $2,569,159 $38,432 $565,967 $34,604 $2,007,020 Municipal Appropriation Orginal $$ Rev/Adj Expended Encumbered Balance % Used Salaries ‐ Library Administration 468,400$ 105,995$ ‐$ 362,405$ 22.63% Salaries ‐ Leave Buyback*‐$ ‐$ ‐$ ‐$ Salaries ‐ Collection Services 506,450$ 112,728$ ‐$ 393,722$ 22.26% Salaries ‐ Public Services 779,400$ 166,650$ ‐$ 612,750$ 21.38% Expenses ‐ General Library Maint Contract Supp 23,000$ 3,795$ ‐$ 19,205$ 16.50% Professional Development 14,000$ 2,839$ ‐$ 11,161$ 20.28% Library Programs 10,500$ 19$ ‐$ 10,481$ 0.18% Software/ Licenses 70,500$ 58,609$ ‐$ 11,891$ 83.13% Library Supplies 9,000$ 2,593$ ‐$ 6,407$ 28.81% Office Supplies 5,000$ 499$ ‐$ 4,501$ 9.99% Technology 11,000$ 679$ ‐$ 10,321$ 6.17% Materials 283,900$ 88,379$ ‐$ 195,521$ 31.13% Books 20,346$ ‐$ Audio 191$ ‐$ Video 571$ ‐$ Periodicals 449$ ‐$ Electronic Resources 30,816$ ‐$ Other Materials 3,818$ ‐$ Overdrive (eBooks / eAudiobooks) 32,188$ ‐$ TOTALS 2,181,150$ ‐$ 542,785$ ‐$ 1,638,365$ 24.89% Fines and Fees Orginal $$Rev/Adj Expended Encumbered Balance Revenue (and Carryover)13,606$ 2,896$ ‐$ ‐$ $16,502 Materials ‐$ ‐$ Supplies 4,856$ ‐$ ($4,856) TOTALS 13,606$ 2,896$ 4,856$ ‐$ $11,646 State Aid Orginal $$Rev/Adj Expended Encumbered Balance Revenue (and Carryover)75,579$ ‐$ ‐$ 75,579$ Expenses ‐$ Office Supplies ‐$ ‐$ ‐$ Professional Development ‐$ ‐$ ‐$ Materials ‐$ ‐$ ‐$ Library Other 495$ 17,614$ 495$ (17,614)$ Library Equipment 2,052$ ‐$ (2,052)$ TOTALS 75,579$ 495$ 19,666$ 495$ 55,913$ Page 1 As of September 30 (25%)Trustee Budget Summary Gifts & Donations Orginal $$ Adj/Income Expended Encumbered Balance Revenue (and Carryover)46,109$ 15,327$ (3,088)$ 15,218$ 49,306$ Professional Development ‐$ 600$ ‐$ (600)$ Recreational ‐$ 466$ ‐$ (466)$ Programs & Services Adults 28,522$ ‐$ ‐$ ‐$ 28,522$ Programs & Services Teens 24,265$ ‐$ ‐$ ‐$ 24,265$ Programs & Services OESJ 11$ 823$ 80$ ‐$ 754$ Programs & Services Childrens 26,629$ ‐$ ‐$ ‐$ 26,629$ Programs & Services‐ Local History 500$ ‐$ ‐$ ‐$ 500$ Studio 30,298$ ‐$ ‐$ ‐$ 30,298$ RPL Foundation ‐$ 18,891$ ‐$ 18,891$ ‐$ Garden ‐$ ‐$ 265$ ‐$ (265)$ Other Gifts (Combined) 4,685$ ‐$ ‐$ ‐$ 4,685$ Materials 27,552$ ‐$ ‐$ ‐$ 27,552$ TOTALS 188,572$ 35,041$ (1,677)$ 34,109$ 191,180$ Trusts Original $$Avail/Income Expended Encumbered Balance Appleton / Mansfield 7,374$ ‐$ ‐$ ‐$ 7,374$ Edward Appleton 44,919$ ‐$ 336$ ‐$ 44,583$ R/M Babcock 3,126$ ‐$ ‐$ ‐$ 3,126$ Stephen Foster 9,613$ ‐$ ‐$ ‐$ 9,613$ Charles Torrey 1,235$ ‐$ ‐$ ‐$ 1,235$ Donald Tuttle 1,059$ ‐$ ‐$ ‐$ 1,059$ Elaine & George Long 34,953$ ‐$ ‐$ ‐$ 34,953$ Barbara Hewitt 6,428$ ‐$ ‐$ ‐$ 6,428$ James Rawstron 1,545$ ‐$ ‐$ ‐$ 1,545$ TOTALS 110,253$ ‐$ 336$ ‐$ 109,917$ 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$ Stephen Foster Appleton / Mansfield "…for the purchase of books other than those listed as fiction" (NONFICTION BOOKS) Edward Appleton "Purchase of books, paintings, engravings, works of art or other suitable useful furnishings for said library. R/M Babcock Charles Torrey Donald Tuttle Elane & George Long Barbara Hewitt James Rawstron Page 2 1 | P a g e October 2024 Board of Library Trustees Meeting VII. FINANCIAL REPORT a) FY25: The current year's budget is on track—no outstanding issues to report. b) FY26: The FY26 budget process is underway. At the November meeting, the Trustees will see a draft Level 1 budget. That budget, including any changes or recommendations discussed at the November meeting, will be presented to the Select Board on December 10. The FY26 budget will include specific (new) line items for the Office of Equity and Social Justice and will be presented by Albert Pless to both the Select Board and Finance Committees. c) Supplemental Spending Update: The second major project is underway. Advantage Archives is processing, editing, and indexing our materials already posted to Internet Archives. The project includes approximately 28,000 pages of previously digitized content to be added to the Community History Archive platform. Users can search the newspaper archives and Reading Town Reports, the Reading yearbook collection, and several local history items from one location. The conversion cost will be $4,742, less than the $6,000 set aside for the project. Note: The first project, paid for out of State Aid back in July, was the $15,000 Communico project, which included RPL app and website development, as well as new event and room reservation software. Future costs for these systems will be within the municipal budget. d) September Gifts DONOR AMOUNT PURPOSE Cash Donation $19.00 General Total $19.00 2 | P a g e VIII. DIRECTOR’S REPORT a) August Snapshot Physical Circulation Overdrive Circulation Usage September 2024 August 2024 September 2023 Circulation 25,957 29,777 27,623 Locker Use 72 77 70 Meeting Rooms Rentals 31 25 16 Museum Passes 105 196 118 New Library Cards 101 124 112 Overdrive 5,034 5,338 4,422 Programs 38 35 45 Reference Questions 2,131 2,055 1,756 Visitors 14,971 14,971 12,860 Volunteer Hours 48 20 17 b) Collections, Programs, and Services i) Andrea Fiorillo was a guest speaker at Brooksby Village for Banned Books Week. After Ms. Fiorillo’s presentation, Brooksby Banned Book Club members reported on different banned books they had read, and the group had a screening of the documentary short “The ABCs of Book Banning.” There were about 200 attendees, including several longtime Reading patrons and residents . It was a rewarding outreach experience combining elder services and intellectual freedom . ii) The new RPL app launched. Getting the app approved for Android use took longer than expected, but both iOS and Android versions are now available. Users should completely delete the old app before installing the new one. RPL is still smoothing out bumps with Evergreen integration, but the process has gone smoothly overall. The app allows you to manage multiple accounts and integrates with Libby and Hoopla, showing your checkouts from those services. Additionally, the app works seamlessly with the new event and room rental software (also launched in September) and will show the user their event registrations and room bookings. This 3 | P a g e is a great improvement over the old app and expands the service's focus beyond Evergreen account management. iii)Rooteed in Reading (FKA “Dig-In” Grant) The grant team decided on a new grant name and logo: Rooted in Reading. Across the library, staff began prepping for this year-long focus on nature, health, and sustainability. The grant funds programs, collections, and educational green spaces. iv)RPL hosted a “Get out the Vote” voter registration day. Town Clerk Laura Gemme and her staff registered nine new voters and were able to check on the voter status of others. v)Staff members are exploring partner programming with the Residences at Pearl Street. RPL hopes to find new patrons to grow the homebound delivery program. vi)Recent program partnerships with North Suburban Child Network and Mandarin Storytime going well. Both organizations have highly attended programs, and RPL is seeing new patrons. vii)RPL hosted the Reading Coalition for another Narcan Administration training session. The session covered the history, uses, and administration of Narcan. RPL plans to invite the Coalition back to offer Narcan training at a spring all-staff meeting. c)Personnel i)RPL welcomed two new high school pages. •Julia Dillon will be paging for the Children’s Room team. •Indigo Boyko will work on the first and ground floor, paging for the multimedia, adult, and teen collections. ii)If you see them, take a moment to celebrate these September work anniversaries: •Albert Pless: 1 year •Francesca Bester: 2 years •Laura Richards: 2 years •Justin Acosta: 3 years •Megan White: 13 years •Louise Hetherington: 15 years •Kathryn Geoffrion Scannell: 16 years •Amy Lannon: 21 years •Jamie Penney: 24 years •Susan Beauregard: 31 years 4 | P a g e d) Fall Horizons i) The AV upgrade in the Conference and Community Rooms will be the week of October 15-19. ii) Installation of the Example Sensory Garden and expanded native plant garden beds. iii) Purchase RFID inventory tool (Supplemental Spending – staff equipment) iv) November 23 will be the unveiling event for the Community Beading project. e) Professional Development (selected) • All Staff Training: De-escalation Skills (MBLC) • ALSC Institute Conference • How the Age of Misinformation Can Work for and Against Your Library: Strategies for Success • It's Called Praxis" (What Cis Managers Need to Know to Support Trans Staff) • Accessible Documents (1): Google Docs/Word • Accessible Documents (2): Google Slides/PowerPoint • Accessible Documents Using Canva • Accessible Events with the Massachusetts Office on Disability • Crafting and Maintaining Effective Patron Policies for Community Success • Decoding Decodables • Elements of Data Visualization and Design • Exploring Public Libraries Survey Data for Peer Comparisons • How to Test for Accessibility • Inclusive Language Skills: Writing about People with Disabilities • Media Literacy & Misinformation • Narcan Administration Training • Prejudice: How to Respond to Prejudicial Comments from Customers Respectfully submitted, Amy Fang Lannon, Director (she/her) October 10, 2024 Town of Reading Meeting Minutes Page | 1 2016-09-22 LAG Board - Committee - Commission - Council: Board of Library Trustees Date: 2024-09-09 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 (remote); Patrick Egan, Vice-Chair; Cherrie Dubois; Monette Verrier Members - Not Present: Andrew Grimes, Secretary; Andrew Gregory Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director; Meaghan Clemente, Administrative Assistant; Andrea Fiorillo, Head of Public Services; Genady Pilyavsky, Chair of Ad Hoc Library Landscape Committee; Elaine Stone, Ad Hoc Library Landscape Committee Member (remote); Joseph McDonagh, Finance Committee Liaison to Reading Public Library; Minutes Respectfully Submitted By: Patrick Egan, Vice-Chair Topics of Discussion: I. Call to Order 7:07 p.m. II. Public Comment No public comments were made in person or remotely. III. Landscape Committee Recommendations Dr. Pilyavsky introduced himself as the Ad Hoc Library Landscape Committee Chair. The Committee has had productive discussions regarding the preliminary design for the outdoor Library landscape project and is presenting an update. Dr. Pilyavsky noted that the Committee's work supports the Library's core mission and focuses on building community connections. The Library is a dedicated third space outside work and home that facilitates learning. Educational programs and activities currently held inside could be held outside in good weather. Enhanced accessible spaces for small groups would create a friendly, welcoming environment for book clubs, tutoring, and other small social meetups. The Committee engaged with community stakeholders through public listening sessions and a community survey to provide project guidance for Activitas. Activitas provided an initial concept design for $1.2 million, prioritizing shade and seating, maximizing high- quality materials, and implementing extensive outdoor improvements. The Committee worked with Activitas to develop an $800,000 value engineering option that would still fulfill the Library’s mission and incorporate community feedback. The Activitas proposal Page | 2 focuses on School Street and a portion of the Middlesex Avenue sides of the building. Completely removing existing structures and vegetation to relevel this area would create a blank canvas for the project at a significant cost. The Committee discussed meaningful improvements that would best improve underutilized areas. Key priorities include patio space for active programs and group gatherings, shade, seating, sustainable native plants, and ease of maintenance through enhanced access to water. Dr. Pilyavsky presented an image of the recommended project. The focus is a patio stage area for programming with tiered seating for 30 to 40 people built into the hillside. The project would include temporary or permanent shade for the stage area. Additional elements include an educational rain garden and native plantings along the stair s and path descending to School Street near the main entrance. Ideally, the Library could integrate an original 1896 Highland School sink as a decorative birdbath to celebrate the building's history as a local elementary school. Dedicated trash and recycling bins will help maintain the welcoming outdoor space. He noted that easy access to water is critical. Dr. Pilyavsky pointed out a need for outdoor plumbing on the School Street side of the building. The project's maintenance should be manageable for Library or Department of Public Works (DPW) staff. Budget permitting, other "nice to have" project elements include: • Sustainable rain collection options could minimize water use. • Additional picnic tables • Adirondack chairs • Outside power connections to allow for charging devices. • Replacing or upgrading existing lighting bollards to safely illuminate walkways while maintaining dark sky compliance and minimizing neighborhood impact. • Relocating existing bike racks to create additional patio space for tables and chairs • An in-ground irrigation system to serve as a backup during droughts. The Committee has identified several "Do It Yourself" (DIY) improvements within the Library's supplemental spending budget, including trusts, gifts, and state aid funds. Dr. Pilyavsky reiterated that the Committee intends to use no municipal budget funds for the landscape project. However, work already within the purview of ongoing DPW maintenance includes: • Removal of the yew shrubs near the Bradford Pear trees • Removal of the Bradford Pear trees • Addition of 4-8 shade trees • Moving or repurposing the existing granite slabs Additionally, the Library could purchase the Adirondack chairs and picnic tables separately from the larger landscape project. Page | 3 The Committee recommends targeting a $350,000 project budget and requests permission to work with Town Staff to develop a Request for Proposals (RFP). The Committee would also explore potential fundraising options. Dr. Pilyavsky reminded the Trustees to revisit the Committee's purpose and mission to determine the next steps . The Board discussed costs associated with individual project elements and the overall Activitas proposal. They noted: • Using alternative material options may also impact costs. • The dollar amounts are rough estimates and subject to change. • The possibility of investing additional funds in professionals to create more detailed and cost-saving alternatives. • The project could be done in phases. Ms. Lannon noted that Assistant Town Manager Jayne Wellman recently attended a Committee meeting. Ms. Wellman is experienced with the procurement process and felt positive about the project. She said the project needs a firm budget plan with funding commitments before issuing an RFP. Ms. Lannon mentioned the recent $20,000 Dig In! Library Services and Technology Act (LSTA) grant, which is intended for programming, collections, and educational green spaces along the parking lot and inside the building. Dr. Pilyavsk y said the Committee contacted state representatives, including Senator Jason Lewis, about the availability of potential federal and state funding sources. Despite a lack of current grant opportunities, the Committee is open to exploring other options. The group discussed concerns about passersby's overuse of trash and recycling bins and the security of any potential lawn furniture. They agreed it would be challenging to raise funds for a $350,000 project, but the overall proposal is impressive and would benefit Library patrons. Regarding fundraising, the Trustees pointed out that the Landscape Committee and the Board are public entities and, therefore, unable to raise funds. They mentioned the Reading Public Library Foundation and Friends of the Reading Public Library and discussed possibly creating a third Library fundraising group explicitly dedicated to this project. The Board also discussed concerns about the need to fund future maintenance. The $350,000 budget could be adjusted and revised as needed. For example, the project could have several RFPs for sections of the project on an incremental basis. The Board agreed on the importance of relying on town staff who are knowledgeable and experienced in cost and liability considerations associated with RFPs. Ms. Lannon noted that the Town has the right of refusal and can decide not to move forward with any bids received. RFPs can also be revised and reissued. This project will continue to involve the Engineering Department and DPW, which have already been involved. The Committee will present this project to the Friends of the Reading Public Library and the Reading Public Library Foundation. Despite differences in each organization’s mission, building awareness for the project is key. The Board will further discuss the project's status in October. Dr. Pilyavsky and Ms. Stone excused themselves from the meeting at 7:46 p.m. Page | 4 IV. Fall Programming & Summer Reading Report Head of Public Services Andrea Fiorillo presented a recap of summer reading and programming and an overview of upcoming fall programming. The children's summer reading program was sticker-based, with various activity options on scratch-off bookmarks. RPL raffled off five karaoke machines to children who spotted Spot, the Library's stuffed giraffe, around Town. There were fifty-seven children's programs, and 2,887 children completed passive programming options such as scavenger hunts, crafts, and games that rotate monthly in the Children's room. Adult summer readers completed BINGO sheets for the chance to win gift cards to Whitelam Books and Market Basket. The “Full STEAM Ahead” teen summer reading program focused on science, technology, engineering, art, and math. Teens earned raffle tickets for themed gift baskets by attending programs and writing book reviews. There has been a general decrease in Teen summer reading participation since RMHS eliminated summer reading requirements for specific books. Although summer reading participation was low-key this year, summer programs were well-attended. There were many positive interactions with the participants. The Friends Speaker Series features talks by celebrated authors and compelling speakers that can be watched live and on-demand from anywhere. Since the launch of this series in June, there have been six live watch parties at the Library with over 95 attendees. Over 4,000 live and archived viewings of the content have also been recorded. The Friends Speaker Series has also held several in-person watch party events and discussions at the Pleasant Street Center. The Library tabled at the Lions Friends and Family Day in June and held weekly sunset story times in local parks. The Treats and Beats concerts at local apartment complexes were successful. The Book Bike visited Reading Recreation summer performances and the Reading Lions Annual Fun Run. The Reading Coalition for Prevention and Support will host Mental Health First Aid courses at the Library this fall. Adult programs include disaster preparedness, the Salem Witch Trials, and the Earth's largest telescopes. The Friends Speaker Series will showcase presentations from bestselling authors Liane Moriarty and Silvia Moreno- Garcia. Ms. Fiorillo was pleased to announce that an artist reception for the Community Seed Beading Project led by Thomas Green will take place in November. The artwork will be permanently housed at the Library to celebrate the presence of Massachusett culture. RPL is hosting an official ribbon-cutting event for the new Tween space in the Children's Room. Other programs include: • A "Creeping It Real" horror-writing workshop program for Tweens • The Trails and Tales series will feature stories, crafts, and hikes on local conservation land • Children's concerts, including the Sulinha Trio Brazilian concert, Mara & Motoko, and Movement and Music with Ms. Julie and Peter Sheridan • Plant Lab programs featuring pumpkins, greens, and houseplants • Library tours for 6th graders Page | 5 • Teens can also look forward to constructing a spooky scene in a glass “Cemetarium” terrarium, Buildwave: A Hands-On Building Game, and a K-Pop craft program. The nature-based Dig In! grant will run from October to September 2025. As part of this, the Library is relaunching the Teen Advisory Group (TAG) with monthly meetings centered on the grant's environmental theme, developing job and career skills, and building a lifelong relationship with libraries. Teens must apply to be selected for this special program series. Other highlights: • Fall meetup groups for Mah Jongg and knitting and crocheting • Book group programs include the "The Real Story” (nonfiction), the patron-led "Fact or Fiction" book group, and the Word of Mouth book discussion • RPL outreach and book group at Peter Sanborn Place • Town Clerk Laura Gemme and other volunteers will help visitors register to vote at the Library on September 17, National Voter Registration Day • A group of local parents will lead Mandarin storytimes • The North Suburban Family Resource Network will host Music Makers sessions for toddlers and a Hello Baby group for new parents The Board thanked Ms. Fiorillo for her detailed and informative presentation. V. Discussion and Vote: Meeting Room Policy Ms. Filleul provided a brief overview of Meeting Room Policy Changes. Updated language reflects the new reservation software. Formatting changes include reorganization and clarification of policy content. She noted additional language about the potential of credit card processing fees, similar to the Town's online payment process for tax payments and other bills. Motion: To approve the changes to the Meeting Room Policy as presented. (Dubois / Egan) Vote: Approved 4-0 VI. Discussion and Vote: Tutoring Policy Ms. Lannon summarized changes to the Tutoring Policy, including clarifying language, formatting, and numbering to make the policy as reasonably enforceable as possible. Motion: To approve the changes to the Tutoring Policy as presented. (Egan / Verrier) Vote: Approved 4-0 VII. Discussion and Vote: FY26-FY30 Strategic Plan Ms. Lannon thanked the Board for their work refining the language in the Strategic Plan after robust discussion at previous meetings. The updated language expands the fourth "Community Learning and Engagement" goal to include transitions for tweens and post- secondary emerging adults and addresses assessing the usability of the existing Teen Room. Other changes include broadening the second "Library as Space and Place" goal around community engagement and a sense of belonging at the Library by strategically Page | 6 increasing diversity among library staff and volunteers at all levels. The FY26-FY30 Strategic Plan must be submitted to the Massachusetts Board of Library Commissioners (MBLC) by October 1. Motion: To adopt the FY26-FY30 Strategic Plan as presented in substantial form, with any minor corrections and typos to be corrected. (Egan / Verrier) Vote: Approved 4-0 VIII. Reminder: State Ethics Commission Advisory 11-1: Public Employee Political Activity Ms. Lannon reminded the Board of their ethical obligations regarding political activity as publicly elected officials ahead of November's upcoming Federal and State elections. It is important to remain as neutral as possible in the political arena. Additional information is available in State Ethics Commission Advisory 11-1 and the required ethics training. Town Clerk Laura Gemme can also answer any questions. IX. Financial Report and FY25 Supplemental Spending Recommendations The financial report and state aid application have been filed with the MBLC. The Library has satisfied materials expenditure and minimum service requirements. The MBTA Communities Act will be a major topic at the upcoming Town meeting. Ms. Lannon noted that failing to pass the MBTA zoning changes may affect funding for state aid. Ms. Lannon reviewed FY25 supplemental spending plans from gifts, state aid, and trust income. Uses include support for additional programming, furnishings, equipment, staff development, and other special projects outside the municipal operational budget. Examples include: • Digitization and preservation of local history materials • In-kind contributions for programs and services associated with the "Dig In!" grant. These contributions will help ensure success and sustainability of the program after the conclusion of the one-year grant. • All marketing and communications expenses • Upgrades to the Library's mobile application, website, room management software • Hybrid meeting room technology Mr. McDonagh asked about variances in annual state aid awards. Ms. Lannon explained that state aid awards dropped significantly a number of years ago, and the recent increases have helped state aid catch up with inflation. The growth will likely level off within the next few years, even with the recently approved and generous state budget. Ms. Lannon clarified that state aid funds are earmarked separately from the municipal budget for special projects of the Library's choosing. While gift funding is less predictable, the Library hopes to implement a fully accessible public workstation featuring an adjustable table and wheelchair accessibility. Other projects include purchasing a more centralized shelving and storage solution for the Library of Things collection. Ms. Lannon mentioned that gifts also supplement professional development, including tuition reimbursement, as permitted by policy. Page | 7 Each trust fund has expendable and non-expendable amounts. The available balance of expendable trust funds is currently $112,793. Planned FY25 supplemental spending from these accounts is $5,000, which will be spent according to individual trust guidelines. The Library typically receives $6,000 to $7,000 in annual gifts in addition to larger gifts, bequests, and memorial donations. The Library did not spend gift funds for the first five years in the new building. The Board discussed that although projects come and go, donors generally like to see their money being put to good use. As mentioned in the Strategic Plan, future large projects include furnishing and equipment updates to the Teen Room. Recently, the Reading Public Library Foundation has funded larger capital projects such as the book bike, exterior pickup lockers, and hybrid technology upgrade, funded by such gifts. Concerns were expressed regarding gift expenditures outpacing incoming donations. Per Ms. Lannon, the available gift fund balance is currently rather high. She will check with the Town Accountant about the possibility of investing a portion of the $188,572 available gift funds to generate a higher return. However, certain gifts may be restricted. Transferring gift funds to interest-bearing accounts may limit flexibility and access to funds. X. Director’s Report An article about the Library book bike’s positive value in the community was published in the Fall 2024 issue of Readings magazine. Keri Bradeen started as a new Children's Librarian position on August 26. The Library is working on hiring two new high school pages. Ms. Clemente received a Massachusetts Library System Conference Scholarship to attend the New England Library Association Conference (NELA) Annual Conference in October. The hybrid technology upgrades in the Conference and Community Rooms will take place the week of October 15. Ms. Lannon recognized Ms. Filleul's hard work transitioning to the new Communico event calendar system, meeting room reservation system, and mobile application. Ms. Filleul will reach out soon regarding beta testing for the mobile application. XI. Ad Hoc Commemoration Establishment Committee Appointment The Board of Library Trustees can appoint one designee to the new Ad Hoc Commemoration Establishment Committee (ACE). This may be a Board member, Library staff member, or other Reading resident. The appointment process will be similar to the Board's other appointments to the Celebration Trust Committee or the Charter Review Committee and require a vote. Director of Equity and Social Justice Albert Pless will also use his discretion to appoint one designee on behalf of the Office of Equity and Social Justice. Ms. Lannon will reach out to Library staff to see if anyone is interested. However, public committee members must be Reading residents. Members of the Friends of the Reading Public Library or the Reading Public Library Foundation may also be interested. Ms. Lannon reminded the Board that nothing precludes them from speaking to other interested residents but that they should not communicate with each other about their choices or suggestions. Although no specific deadline has been provided, the Board hopes to discuss this issue in October, with a final decision being voted on in November. Page | 8 XII. Approval of August 12, 2024, Meeting Minutes Motion: To approve the minutes from the August 12, 2024, Board of Library Trustees meeting as written. (Egan / Dubois) Vote: Approved 4-0 XIII. Future Agenda Items Due to the scheduled hybrid technology upgrades, the October meeting will take place in the Local History Room. The annual Toys for Tots collection will be voted on in October, well ahead of the collection period. Ms. Lannon will follow up regarding the Festival of Trees and the possibility of the Reading Lions scarecrow fundraiser. Ms. Lannon will present the FY26 Level 1 Budget to the Board at the November meeting. The budget will then be presented to the Select Board in December. In October, the Finance Committee will provide additional details on the state of the municipal budget. Adjournment 8:50 p.m. Motion: To Adjourn at 8:50 p.m. (Egan / Dubois) Vote: Approved 4-0 Respectfully Submitted, Patrick Egan, Vice-Chair Library Landscaping Committee (LLC) Update Part deux August 15, 2024 Cherrie Dubois - LLC Vice-Chair; Library Trustee Andrea Hogan - Senior Library Associate, Reading Public Library Gena Pilyavsky - LLC Chair; Climate Advisory Committee Member Cappy Popp - Library Trustee Jake Soucy - LLC Secretary Elaine Stone - Reading Community Garden Member Desirée Zicko - Communications Specialist, Reading Public Library By creating: 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. A dedicated outdoor space for learning & engagement ●E.g., a performance space for educational events about nature, plants, & gardening, outdoor storytimes, and other programs and events for all ages Enhanced space for small groups ●Small groups may include: study sessions, book clubs, and other community discussions. ●Enhancements will provide improved accessibility. Supporting RPL’s Core Mission: Mission statement pending approval of RPL’s new strategic plan. Past Activity updates… ●Public listening sessions & community survey ●Activitas proposals Discussed Engagement Covered the initial Concept ●Discussed shading/seating ●Provided a bird’s eye-view of the grounds 01 02 Preliminary estimate ●Original pricetag ≅ $1.2m ●Value engineering option ≅ $800k 03 Since last meeting ●Committee undertook a t horough evaluation and discussion of options. ●Focused on key options & cost-conscious solutions. 04 PRELIMINARY CONCEPT FROM CONCEPTUAL DESIGN FROM ACTIVITAS What is the best way to improve underutilized areas? ●How are the current areas used? ●What areas could be used to benefit the community? What improvements would be most meaningful? ●Patio space (for active programs and group gathering space) ●Shade and seating ●Native plants (for sustainability) ●Easy to maintain (e.g., access to water) Recommended focus areas CONCEPTUAL DESIGN FROM ACTIVITAS 1.Active Program space: A 16’x16’ patio a.A permanent or temporary (seasonal) shade option for a patio performance area b.Tiered seating for 30-40 people built into the hillside 2.Landscaping: School Street side of the library a.Educational native plants garden spaces b.Educational rain garden along the parking lot and School Street sides) c.Incorporation of an original Highland School sink 3.Maintenance items : a.Trash & recycling bin b.Access to water for irrigation such as wall mounted spigots on the northeast side Focus items ●Sustainability: Rain collection options to minimize water use ●Small Group Seating: Space for 3 picnic tables or seating for 10-12 on the hillside ●Outside Power: Connections for charging electronic devices ●Lighting: Update existing light bollards to safely illuminate walkways while maintaining dark sky compliance and minimizing neighborhood impact ●Declutter: Relocate bike racks to create additional patio space ●Larger Patio Space: Could be 16’ x 20’ or 20’ x 20’ ●In-ground irrigation system: backup in times of drought Nice-to-haves ●Minor Landscaping with DPW : Remove the yew shrubs near Bradford Pear trees; add shade trees where granite slabs currently sit. ●Provide Seating: Adirondack chairs (8-10) in pairs or trios across the School Street lawn ●Small Group Areas: Add two picnic tables with umbrellas in the existing level areas ●Funding : RPL’s supplemental spending budget including trusts, gifts, and state aid Do-it-yourself ●LLC recommends targeting $350k budget for project ●Allow LLC to: ○Work with the town staff on an RFP ○Explore fundraising options ●The purpose and mission of the Committee should be revisited for next steps of the project. recommendation & next steps Thank you Fall 2024 Public Services Update Summer Reading Recap Total paper submissions:Total paper submissions: 86 86 Total online submissions:Total online submissions: 12 12 There were There were 3 3 raffle prizesraffle prizes offered this summer andoffered this summer and there was a total of there was a total of 206206 submissions.submissions. Full STEAM Ahead was a success.Full STEAM Ahead was a success. There were some new teen facesThere were some new teen faces and everyone had a fun timeand everyone had a fun time during the programs. Those whoduring the programs. Those who participated liked theparticipated liked the competition.competition. PROGRAMSPROGRAMS Total number of teenTotal number of teen programs offered: programs offered: 99 Total number ofTotal number of attendees: attendees: 8888 Teens earned raffleTeens earned raffle tickets by attendingtickets by attending programs and writingprograms and writing book reviews. book reviews. 37 37 TeensTeens entered into the raffle.entered into the raffle. PARTICIPANTSPARTICIPANTS RAFFLESRAFFLES BOOK REVIEWSBOOK REVIEWS SUCCESS!SUCCESS! RPL UnBound Friends Speakers Series @ PSC Book Bike at Reading Rec Performances Sunset Storytimes Treats & Beats-apartment complex concerts Lions Friends & Family Day Reading/Lions Annual Fun Run Friends Speaker Series Celebrated authors & compelling speakers to watch live and on-demand, at home or at the library! Fall Highlights Children Tween Space Ribbon Cutting Creeping It Real-Horror Writing Workshop for Tweens Trails and Tails Series Sulinha Trio Brazilian concert Plant Lab on the Patio: Pumpkins, Greens, Houseplants Adults Mental Health First Aid Disaster Preparedness The Salem Witch Trials with Author Dan Gagnon The Search for Alien Worlds From Earth's Largest Telescopes FSS: Liane Moriarty FSS: Liberating Latin American Literature with Author Silvia Moreno-Garcia Artist Reception: Community Sead Beading Project Teens 6th Grade Tours Cemetarium Craft TAG Buildwave: A Hands-On Building Game K Pop Craft 1 2 3 4 5 New & Renewed Dig In Grant Awarded! Runs Oct-Sep TAG: Revised & Aligned With Grant & Building Job Skills Book Groups: The Real Story: Non Fiction , Peter Sanborn Place, Fact or Fiction, Word of Mouth Knit Crochet & Mah Jongg Meet Ups 6 Kids Concert Series: Sulinha Trio, Mara & Motoko, Movement and Music with Ms. Julie, and local legend Peter Sheridan National Voter Registration Day with Town Clerk Laura Gemme 7 Mandarin Storytimes, Music Makers for toddlers, and Hello Baby new parent group Thank you!