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HomeMy WebLinkAbout2025-05-12 Board of Library Trustees MinutesTown of Reading Meeting Minutes 4 Board - Committee - Commission - Council: Board of Library Trustees Date: 2025-05-12 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: Andrew Grimes, Secretary; Kelli Bacon; Andrew Gregory; Monette Verner Members - Not Present: Cappy Popp, Chair; Patrick Egan, Vice -Chair Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director; Meaghan Clemente, Administrative Assistant Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order 7:03 p.m. Due to the absence of both the Chair and Vice Chair, the quorum must elect a temporary chair to preside over tonight's meeting. Motion: To nominate Mr. Grimes as temporary Chair Pro Tern to preside over the May 12, 2025, meeting. (Verner/Gregory) Vote: Approved 4-0 It. Public Comment No public comments were made in person or remotely. III. Discussion of the Policy on Lending to Residents of Municipalities with Decertified Libraries Wakefield and Melrose have published policies regarding lending to residents of municipalities with decertified libraries. Other towns bordering Stoneham, including Winchester, Woburn, Medford, and Malden, do not have publicly posted policies regarding this issue. However, Ms. Lannon will continue to research this issue more deeply and contact library staff in other communities as needed. Currently, the Stoneham Public Library faces FY26 budget cuts but hopes to have enough funding to obtain a temporary waiver to maintain its certification. Also, Lynnfield is holding a special election for a municipal budget override. Although the possibility of decertified libraries in nearby communities is still an issue, updating the Library's policy Page I I is not as urgent. Ms. Lannon confirmed that no nearby libraries have officially been decertified yet. The current policy was adopted in 2002 in response to the decertification of another nearby library in the North of Boston Library Exchange (NOBLE) consortium. Ms. Venier questioned whether decertification would take effect immediately on July 1 to begin the FY26 fiscal budget year. Ms. Lannon explained that the official state certification process typically occurs in November or December. Denial of service would wait unfit that official MBLC notification. Once a library is decertified, it must meet certification standards for a full year before becoming recertified. A waiver would grant a temporary pass as a library works to meet minimum certification standards. The Library will track any changes in the certification status of other libraries. Ms. Lannon suggested deferring further discussion until all members were present and she had had a chance to conduct additional research. The Board expressed interest in reviewing any policies that may limit access to programming and other library services, as well as the borrowing of materials by residents of municipalities with decertified libraries. Motion To table further discussion of the Policy on Lending to Residents of Municipalities with Decertified Libraries. (Gregory / Verrier) Vote: Approved 40 IV. Library Terrace Update The Ad Hoc Library Landscape Committee has signed and approved Activitas' landscape design proposal for the outdoor Library Terrace project. Work is progressing quickly and smoothly so far. The Library will host an open community forum on the Library Terrace project on Thursday, May 22, at 7:00 p.mat the Library. Neighbors, community members, Reading Public Library Foundation members, Friends of the Reading Public Library members, and other stakeholders are welcome to attend to learn more about the project and provide feedback. After incorporating additional community feedback, Activitas hopes to have bid documents ready in late June, with the bid opening in mid -July. Hopefully, construction will begin in September and wrap up by December. Town Engineer Ryan Percival is working closely with Activitas and the Community Planning & Development Commission (CPDC) to oversee the technical aspects of the project. The Reading Public Library Foundation is generously funding the project. The Board suggested that the Library set aside separate funds to establish a plaque recognizing the Foundation's contribution to the Library Terrace. Ms. Lannon reviewed other Foundation gifts, including the book bike and exterior pickup lockers. V. Financial Report Town Meeting approved the FY26 budget on Monday, May 5. There were no questions or discussions regarding the total library budget of $2,260,050, representing a 3.6% increase over FY25. The Library makes up 1.5% of the total budget and 6% of the Municipal Government budget. The Town and the Library will face tighter budgets over the next few years. The FY25 budget is on track for the June 30 fiscal year-end. Page 12 VI. Director's Report The second -floor patio space will open to patrons of all ages in a soft launch this summer. RPL expects to install new, recycled Polywood furniture soon. Other features include wheelchair -accessible planters with herbs and vegetables. Ms. Lannon noted that the patio space is not monitored or supervised. Custodians will be responsible for locking and unlocking the patio space. Hours may be limited for library program use and safety due to inclement weather, cold temperatures, and lack of lighting after dark. Ms. Lannon will follow up with the Facilities Department regarding security cameras in the patio area. Artwork from Reading Memorial High School students is on display in the studio space. Students researched endangered and threatened Massachusetts animal species and created innovative artwork representing them with recycled materials. The next art exhibit in June will feature comic drawing in collaboration with a presenter hosting a cartooning workshop series. The Library is halfway through its Rooted in Reading program funded by its $20,000 Library Services and Technology Act (LSTA) Dig -In Grant. Federal grants like this may not be available if the Institute of Museum and Library Services (IMLS) funding is cut. The Rooted in Reading program aims to make Reading a greener community by promoting nature, health, and sustainability through library programs and resources. Ms. Lannon noted that this grant is supported by in -kind funding through gifts, materials, and support from the Friends of the Reading Public Library. Head of Research and Reader Services Sara Kelso has spearheaded the grant and facilitated collaboration across library divisions at multiple levels. All staff members are involved in some way and seem excited about the grant. 49 Rooted in Reading programs have been held across all departments and age groups. Attendees have reflected on their experience and learning through short surveys. Overall, the grant has been a positive experience for the Library, the staff, and the community. The Library's gardens are blossoming with native and sensory plants. EnviroGreenery has begun regular indoor plant care and management. The Seed Library collection has been successful since relocating to the main floor. Although borrowing may slow down with the spring planting season, patrons continue to take seed packets. Even on a rainy Saturday, over 100 community members planted 200 trees at the first annual "Planting for the Future Event" in collaboration with the Town Forest Committee, Department of Public Works, Reading Scouts, and other volunteers. The Department of Public Works planted 300 more trees. This annual event will continue to expand through the Town Forest's 100' Anniversary in 2030. Eight staff members will attend the Massachusetts Library Association Conference in North Falmouth later this month. Several hold leadership positions, and a few others will present. Ms. Lannon highlighted other recent staff professional development activities. The annual Summer Sizzlers book talk event is on Friday, June 13, and the Juneteenth Freedom Festival is on Saturday, June 21. New Library of Things shelving with custom -sized lockers has been ordered. The lockers will be installed near the holds pickup area across from the self -checkout stations on the main floor. This project has involved careful measuring, multiple quotes, and a detailed procurement review amidst price challenges with tariffs. However, the Library has negotiated a fair price with the vendor and will fund the project entirely through supplemental gifts and Rooted in Reading grant funding. Page 1 3 The Board discussed member availability for their June monthly meeting. Pending the availability of the chair and vice chair, the next meeting will be held on Monday, June 9, or Monday, June 16. Ms. Vernier noted that June 16 is the last day of the school year for Reading Public Schools. Mi. Approval of April 14, 2025, Meeting Minutes Motion: To approve the minutes of the April 14, 2025, Trustee Meeting as written. (Grimes/Verner) Vote: Approved 4-0 Vlll. Future Agenda Items The discussion on the Policy on Lending to Residents of Municipalities with Decertified Libraries will continue in June. Ms. Fiorillo will present a summer programming update. The Board will vote to elect officers, determine FY26 meeting dates, and set the 2026 holiday closing schedule. Adjournment 7:32 p.m. Motion: To Adjourn (Gregory / Grimes) Vote: Approved 4-0 Respectfully Submitted, Andrew Grimes, Secretary and Pro Tem Chair Page 1 4