HomeMy WebLinkAbout2024-12-09 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: 2024-12-09 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 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
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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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I. Call to Order
II. Public Comment
III. Local History and Archives Update
IV. Winter Programming Update
V. Discussion: Ad Hoc Commemoration Establishment (“ACE”)
Committee
VI. Financial Report
VII. Director's Report
VIII. Approval of November 13, 2024, Meeting Minutes
IX. Future Agenda Items
a. January
i. Community Outreach and Engagement Report
b. February
i. Technology Plan Update
ii. Policy Lending, Fines & Fees Policy: TBD
c. March
i. Spring Programming Update
ii. Policy Regarding Minors: TBD
As of November 30 (42%)Trustee Budget Summary
SUMMARY Orginal $$Rev/Adj Expended Encumbered Balance % Used
Municipal Salaries 1,754,250$ -$ 653,370$ -$ 1,100,880$ 37.24%
Municipal Expenses 143,000$ -$ 96,502$ -$ 46,498$ 67.48%
Municipal Materials 283,900$ -$ 114,196$ -$ 169,704$ 40.22%
Fines & Fees 13,606$ 5,083$ 5,275$ -$ 13,414$ N/A
State Aid 75,579$ 495$ 30,727$ -$ 45,346$ N/A
Gifts 188,572$ 45,091$ 897$ 34,109$ 198,657$ N/A
Trusts (Expendable Funds) 114,983$ -$ 336$ -$ 114,647$ N/A
TOTALS $2,573,889 $50,668 $901,303 $34,109 $1,689,146
Municipal Appropriation Orginal $$Rev/Adj Expended Encumbered Balance % Used
Salaries - Library Administration 468,400$ 177,486$ -$ 290,914$ 37.89%
Salaries - Leave Buyback*-$ -$ -$ -$
Salaries - Collection Services 506,450$ 196,309$ -$ 310,141$ 38.76%
Salaries - Public Services 779,400$ 279,575$ -$ 499,825$ 35.87%
Expenses - General
Library Maint Contract Supp 23,000$ 22,241$ -$ 759$ 96.70%
Professional Development 14,000$ 7,016$ -$ 6,984$ 50.11%
Library Programs 10,500$ 19$ -$ 10,481$ 0.18%
Software/ Licenses 70,500$ 59,861$ -$ 10,639$ 84.91%
Library Supplies 9,000$ 3,574$ -$ 5,426$ 39.71%
Office Supplies 5,000$ 555$ -$ 4,445$ 11.10%
Technology 11,000$ 3,238$ -$ 7,762$ 29.43%
Materials 283,900$ 114,196$ -$ 169,704$ 40.22%
Books 34,088$ -$
Audio 727$ -$
Video 1,290$ -$
Periodicals 449$ -$
Electronic Resources 37,448$ -$
Other Materials 4,339$ -$
Overdrive (eBooks / eAudiobooks)35,854$ -$
TOTALS 2,181,150$ -$ 864,068$ -$ 1,317,082$ 39.62%
Fines and Fees Orginal $$Rev/Adj Expended Encumbered Balance
Revenue (and Carryover)13,606$ 5,083$ -$ -$ $18,689
Materials -$ -$
Supplies 5,275$ -$ ($5,275)
TOTALS 13,606$ 5,083$ 5,275$ -$ $13,414
State Aid Orginal $$Rev/Adj Expended Encumbered Balance
Revenue (and Carryover)75,579$ -$ -$ 75,579$
Expenses -$
Office Supplies -$ -$ -$
Professional Development -$ -$ -$
Materials 4,742$ -$ (4,742)$
Library Other 495$ 21,394$ -$ (20,899)$
Library Equipment 4,591$ -$ (4,591)$
TOTALS 75,579$ 495$ 30,727$ -$ 45,346$
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As of November 30 (42%)Trustee Budget Summary
Gifts & Donations Orginal $$ Adj/Income Expended Encumbered Balance
Revenue (and Carryover)46,109$ 15,377$ (3,036)$ 15,218$ 49,304$
Professional Development -$ 1,456$ -$ (1,456)$
Recreational -$ 1,075$ -$ (1,075)$
Programs & Services Adults 28,522$ -$ -$ -$ 28,522$
Programs & Services Teens 24,265$ -$ -$ -$ 24,265$
Programs & Services OESJ 11$ 823$ 80$ -$ 754$
Programs & Services Childrens 26,629$ -$ 561$ -$ 26,069$
Programs & Services- Local History 500$ -$ -$ -$ 500$
Studio 30,298$ -$ -$ -$ 30,298$
RPL Foundation -$ 28,891$ -$ 18,891$ 10,000$
Garden -$ -$ 761$ -$ (761)$
Other Gifts (Combined)4,685$ -$ -$ -$ 4,685$
Materials 27,552$ -$ -$ -$ 27,552$
TOTALS 188,572$ 45,091$ 897$ 34,109$ 198,657$
Trusts Original $$Avail/Income Expended Encumbered Balance
Appleton / Mansfield 7,911$ -$ -$ -$ 7,911$
Edward Appleton 46,381$ -$ 336$ -$ 46,045$
R/M Babcock 3,323$ -$ -$ -$ 3,323$
Stephen Foster 10,246$ -$ -$ -$ 10,246$
Charles Torrey 1,300$ -$ -$ -$ 1,300$
Donald Tuttle 1,105$ -$ -$ -$ 1,105$
Elaine & George Long 36,201$ -$ -$ -$ 36,201$
Barbara Hewitt 6,878$ -$ -$ -$ 6,878$
James Rawstron 1,637$ -$ -$ -$ 1,637$
TOTALS 114,983$ -$ 336$ -$ 114,647$
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$
Charles Torrey
Donald Tuttle
Elane & George Long
Barbara Hewitt
James Rawstron
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
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December Board of Library Trustees Meeting
VI.FINANCIAL REPORT
a)FY25 Update: Salaries are running 1.6% below budget. Expense and materials
accounts are as expected. Not included in the monthly financials are Rooted in Reading
grant expenditures, which arrived in October 2024. Sara Kelso, the grant manager, is
working closely with Meaghan Clemente to track the spending of grant funds and "in-
kind" funds paid for by RPL and Friends of RPL.
b)October Gifts
DONOR AMOUNT PURPOSE
RPL Foundation $10,000 General (Annual Gift)
Cash Donations $31.00 General
Total $10,031.00
VII.DIRECTOR’S REPORT
a)November Snapshot
Physical Circulation Overdrive Circulation
Usage November 2024 October 2024 November 2023
Circulation 27,644 26,629 25,352
Locker Use 36 80 42*
Meeting Rooms Rentals 35 32 17
Museum Passes 114 102 143
New Library Cards 111 119 109
Overdrive 5,148 5,015 4,922
Programs 57 60 61
Reference Questions 1,884 1,855 1,748
Visitors 14,430 15,130 14,081
Volunteer Hours 25.25 12 10.5
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b)Collections, Programs, and Services
i)Please check out the Winter Events brochure for a preview of what’s coming up
December 2024-February 2025.
ii)November was marked by continued relationship-building. Meetings and support for
events included:
(1)Health Department
(2)Reading Recreation
(3)Pleasant Street Center
(4)Autism Support Center
(5)Reading Neighbors Network
(6)Friends of Reading 60+ founders
(7)RMHS World of Difference Club
(8)Reading Historical Commission
iii)RPL offered our first dual language Friends' Speaker Series event, "On Childhood
Migration from Central America." The talk with Javier Zamora had 22 attendees for
the Spanish language talk and 61 for the English language talk.
iv)Rooted in Reading
(1)The 2nd Annual Puzzle Swap was a great success, with 279 attendees and
almost 250 puzzles swapped. RPL was pleased to get 44 post-event surveys, the
feedback of which included suggestions for more swaps of crafts supplies,
LEGO, board games, and cookbooks. Currently, RIR plans to offer a craft swap
in March, and a Plants/Seed swap in late April.
(2)The Library partnered with the Reading Neighbors Network for a presentation on
the afternoon of November 19 featuring local celebrity meteorologist couple Matt
& Danielle Noyes, who spoke about new models of predicting weather and the
impact of climate change. The event attracted 51 attendees. Seventeen people
completed a post-event Rooted in Reading survey. The program was funded by
a grant secured through the Reading Neighbors Network and In -Kind Friends of
the Reading Public Library funds under the umbrella of the Rooted in Reading
grant theme. This event highlighted the importance of sustainability, the effects of
climate change, nature in perspective, and environmental stewardship.
(3)RPL hosted the unveiling of jewelry assembled from a two-year-long beading
project. Massachusett Tribe indigenous artist Thomas Green and talented
community members contributed to the final product, which included a necklace,
headpiece, and earrings representing the "Three Sisters." The "Three Sisters"
highlight the tradition and cultural significance of native plantings of squash, corn,
and beans. The artwork will remain on display and eventually be framed for
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permanent preservation and display. This program highlights the focus on
community, sustainability, and environmental stewardship as outlined in the
LSTA grant.
c)Personnel
i)If you see her, take a moment to celebrate the following December work
anniversaries:
•Rebecca Bailey (7 years)
ii)Professional Development: Amy Lannon attended the ALA Core Leadership
Conference in Minneapolis. Elizabeth Weilbacher attended the Library
Leaders in New England (LLINE) Conference.
Other learning (selected)
•Accessible Appy Hour
•Accessible Excel Spreadsheets
•Acquisitions Overview
•Basic Google Sheets
•Electronic Resources and Database Working Group Meeting
•Elements of Data Visualization and Design from RIPL
•Geopolitics of the Internet and Its Implications for the Governance of AI
•How Do We Rebuild Trust in Authoritative Information Sources?
•Kanopy Town Hall for North American Public Libraries
•Meet Me at the Corner of Cat and Circ
•Open ComCat Training
•Public Holiday Decorations in Your Community
•Science X Design: Incorporating Science & Lived Experience into Early
Childhood Program Design
•Tech Services Roundtable
Respectfully submitted,
Amy Fang Lannon, Director (she/her)
December 5, 2024
Town of Reading
Meeting Minutes
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2016-09-22 LAG Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2024-11-13 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; Andrew Grimes, Secretary;
Cherrie Dubois; Monette Verrier
Members - Not Present:
Andrew Gregory
Others Present:
Amy Lannon, Director; Michelle Filleul, Assistant Director;
Meaghan Clemente, Administrative Assistant; Mark Wetzel, Reading Lions
Club Treasurer; Desirée Zicko, Reading Lions Club 3rd Vice President
Minutes Respectfully Submitted By: Andrew Grimes, Secretary
Topics of Discussion:
I. Call to Order 7:02 p.m.
II. Public Comment
No public comments were made in person or remotely.
III. Funds2Orgs Coolidge Middle School PTO Collection Request
The Board received a request from a Coolidge Middle School PTO member regarding a
fundraiser collecting gently used shoes to donate to developing countries in partnership
with Funds2Orgs. This is the Coolidge Middle School PTO’s first time running this
collection. They are happy to regularly empty and maintain the collection box. Collection
boxes are currently in place at Planet Fitness and the Police Station.
The Board discussed the box's placement since there will also be a Toys for Tots
collection box and the Festival of Trees display in the lobby area. Ms. Verrier suggested
temporarily placing the collection box in the main entrance vestibule and relocating it to
the lobby once the other collection boxes are removed.
The original collection request specified a period of November 1 to January 1. The Board
agreed to allow the collection to continue through mid-January to compensate for time
lost in early November.
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Motion: To approve the placement of a shoe collection box for the Coolidge Middle
School PTO on behalf of Funds2Orgs through mid-January 2025 in the Reading Public
Library lobby.
(Egan / Verrier)
Vote: Approved 5-0
IV. Reading Lions February Food Drive Request
Mark Wetzel and Desirée Zicko introduced themselves as members of the Reading
Lions Club and coordinators of the requested food drive. The Reading Lions Club is the
local chapter of Lions Club International, the world's largest membership-based service
club organization. The Reading Lions Club hosts a July road race, a comedy night, a
scarecrow decorating contest, and seasonal wreath sales to raise funds for charitable
purposes.
These activities fund important community projects such as the Reading Friends and
Family Day in June, senior dinners at the Pleasant Street Center, a holiday Adopt-A-
Family program, a Reading Scholarship Foundation scholarship, and free eye screening
programs using mobile eye clinics. Mr. Wetzel thanked the Board for allowing an
ongoing eyeglasses collection box in the Library's Health Nook.
Reading Lions Club members are eager to help the local community in new ways. They
recently met with the Director of the Reading Food Pantry to plan and discuss the timing
of a food drive in February. Therefore, the proposed donation drive would begin on
Saturday, February 1, and run through Tuesday, February 25.
The Lions Club will coordinate with the Reading Food Pantry to determine what specific
items are needed. Volunteers will regularly and actively monitor and empty the collection
box as needed. Volunteers will take the food to the Reading Food Pantry on
Wednesdays.
Ms. Zicko asked if the Library would be listed as a co-sponsor for the collection. The
Board discussed Ms. Zicko's co-sponsorship request and decided to maintain its policy
of providing space while organizers retain primary sponsorship of charitable collections.
Motion: To allow the Reading Lions Club to conduct a food donation drive for the
Reading Food Pantry from Saturday, February 1, 2025, through Tuesday, February 25,
2025.
(Egan / Verrier)
Vote: Approved 5-0
Mr. Wetzel and Ms. Zicko thanked the Board and excused themselves at 7:17 p.m.
V. Friends of Reading Public Library Fundraiser
The Friends of the Reading Public Library are selling $10 customized playing cards, to
be sold at the Borrower Services Desk. This fundraiser falls within existing Library
policies and does not require Board approval. Like their other initiatives, including the
book sale and house tour ticket sales, the Friends will manage sales and proceeds
independently. The Board expressed enthusiastic support for this fundraiser.
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VI. Discussion: Ad Hoc Commemoration Establishment (“ACE”) Committee
The Board can appoint one Reading resident to the Ad Hoc Commemoration
Establishment (ACE) Committee. The Board confirmed that no members are interested
in the position and have yet to hear directly from any other interested candidates. The
Board discussed various application and appointment processes.
The Board discussed approaching applicants not appointed by the Select Board's
November 19, 2024 meeting. Ms. Lannon will send the Board copies of the ACE
applications when they are made public.
The Board could invite interested volunteers to the December meeting for further
discussion. Mr. Egan will make a public comment at the Select Board meeting inviting
interested volunteers to contact the Board’s public email address. Mr. Egan and Mr.
Popp will confer and hopefully have a recommendation for the Board at the December
meeting.
VII. Discussion and Vote: Holds Pickup Policy
Ms. Lannon reviewed changes to the Holds Pickup Policy discussed at the October
meeting. Mr. Egan suggested a minor edit to replace capitalized “OR” with “, or” between
the two bullet points.
Motion: To approve the Holds Pickup Policy as amended.
(Egan / Dubois)
Vote: Approved 5-0
VIII. Financial Report
Ms. Lannon reported that the FY25 budget is continuing to run smoothly. Ms. Lannon will
present the draft Level 1 FY26 budget to the Select Board on December 10, the day
after the Board’s next meeting on December 9. The Finance Committee’s guidance is for
an overall municipal budget increase of 3.5%. This is comparable to the increase in the
prior year. Based on this, the Town Manager has set FY26 non-union salaries to
increase by one step plus a 1.25% cost of living adjustment (COLA). This translates to a
salary increase of approximately 3.6% to 3.8% for each employee, depending on the
grade of their position.
The substitute budget has remained the same. Collection Services and Public Services
Sunday hours have a flat 3% increase. Due to voluntary personnel transitions, the
Library has moved ten weekly Public Services Librarian I hours (Grade D) to Collection
Services Library Associate hours (Grade B) for further cost savings, resulting in an
overall salary increase of 3.2% across all departments.
The FY23 and FY24 municipal budgets were fully expended and supplemented by gifts
and state aid funds as needed. Administrative and acquisitions staff work to control costs
using best procurement practices and pricing. Inflation and rising costs have led to
expected increases for library technology licenses, maintenance contracts, and the
Library’s North of Boston Library Exchange (NOBLE) membership.
Ms. Lannon noted a new $17,000 expense line dedicated to the Office of Equity and
Social Justice (OESJ) professional services, training, and programs. Presently, the
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Library funds all related OESJ expenses. Mr. Pless will present to the Select Board
about the use the funds to
1) Deliver Diversity, Equity, and Inclusion (DEI) training for Town staff
2) Offer community-wide programs such as the Martin Luther King Jr. Day and
Juneteenth celebrations
3) Hire third-party consultants or contractors as needed.
Ms. Lannon moved $6,500 from the Library programming budget to the OESJ budget, so
the net of new funding is $10,500.
When reviewing FY25 expenditures, Mr. Lannon clarified that the large state aid
expenditures were primarily for developing the Library's new mobile application, event
management software, and ongoing website improvements through Communico.
IX. Director’s Report
The Library offers over 18 free and discounted passes to local and regional cultural
attractions. Use has been up almost 50% since FY22 after dropping during the
pandemic. RPL uses Assabet Interactive software to manage museum pass
reservations and track renewals.
Ms. Dubois suggested adding or renewing museum passes to the Institute of
Contemporary Art and the Concord Museum. The municipal budget includes funds for all
museum passes. However, donors occasionally sponsor certain passes.
The Board discussed how the museum passes are advertised and made several
suggestions on how to increase usage.
Ms. Lannon reminded the Board of the upcoming event on Saturday, November 23, at
11:00 a.m. Indigenous artist and Vice President of the Massachusett Tribe Thomas
Green will unveil the community art beading project. He will also talk about the "Three
Sisters" that inspired the project and the significance of these plants in indigenous
culture. The artwork will be framed and displayed alongside new tribal maps.
Ms. Filleul reported that over 100 residents attended the Connected Reading Community
Resource Fair on October 22. The event featured 46 town and community organizations.
She noted that participants made meaningful connections and that next year's fair will go
a bit later to increase accessibility for working residents. The Connected Reading
planning committee hopes to target newer community members and those living in
apartment complexes.
The Adult Autism Support Center at Northeast Arc held a Resource Fair at the Library
last week. It helped form partnerships and connections between local organizations and
young adults with autism.
Rooted in Reading programs and activities are underway. Gardens by Demetra and
Gagnon Landscaping assisted with numerous indoor and outdoor plantings in October,
including an example sensory garden. The Library is working on cataloging all the new
plants and creating educational signage to engage visitors. Some staff members have
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offered to water and care for plants for now until the Library can establish a regular
volunteer care schedule.
Twenty-seven Library staff members attended the Library's Staff Development Day on
November 1. Ms. Filleul, Ms. Clemente, Collection Services Librarian Kathryn Geoffrion
Scannell, and Local History Librarian Jocelyn Gould were on the planning committee for
this special day, which highlighted the Library's core values. Staff gathered and had
lunch at UTEC, a local organization dedicated to sustainability and helping young
people. Activities also included a presentation by New Americans Librarian Katelyn
Duncan from the Worcester Public Library, a Boott Cotton Mill Museum tour, and a
National Park ranger-led talk about immigrants' historical and current impact in Lowell
and the surrounding areas. Ms. Lannon thanked the Friends of the Reading Public
Library and the Reading Public Library Foundation for their generous support of this
program.
Ms. Lannon highlighted other recently completed professional development and the
important contributions of retired staff members like Suzy Axelson, who continue to work
occasional substitute shifts at the Library.
X. Approval of October 15, 2024, Meeting Minutes
Motion: To approve the minutes of the October 15, 2024, Trustee Meeting as written.
(Grimes / Dubois)
Vote: Approved 4-0-1 with Ms. Verrier abstaining
XI. Future Agenda Items
The December agenda will include updates on Winter Programming and Local
History/Archives will be presented. Ms. Lannon will also present the FY26 Level 1
Budget to the Select Board on December 10. The Board will further discuss their
appointment options for the Ad Hoc Commemoration Establishment (“ACE”) Committee.
Adjournment 8:16 p.m.
Motion: To Adjourn (Egan / Grimes)
Vote: Approved 5-0
Respectfully Submitted,
Andrew Grimes, Secretary