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Home My WebLink About2025-07-14 Board of Library Trustees Minuteso� rx Town of Reading 0,�y. Meeting Minutes •�IFfoPP�h' Board - committee - commission - Council: Board of Library Trustees Date: 2025-07-14 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: t rtRr mHrL77u RECEIVED By Town Clark (M at 3:10 pm, Aug 12, 2025 Location: Conference Room Session: Open Session Version: Final Cappy Popp, Chair; Patrick Egan, Vice -Chair; Andrew Grimes, Secretary; Kelli Bacon; Andrew Gregory; Monette Verrier Members - Not Present: Others Present: Michelle Filleul, Assistant Director; Meaghan Clemente, Administrative Assistant; Joseph McDonagh, Finance Committee Liaison to Reading Public Library (remote) Minutes Respectfully Submitted By: Andrew Grimes, Secretary Topics of Discussion: I. Call to Order 7:00 p.m. II. Public Comment No public comments were made in person or remotely. III. Library Terrace Update Posters displaying design schematics for the Library Terrace project were on display at the June 20 Community Garden Party and are now in the Library lobby near the elevator. This display has piqued public interest and generated positive feedback. The Library Terrace project has received Administrative Approval from Community Development Director Andrew MacNichol, which means the project does not require a full site plan review by the Community Planning & Development Commission (CPDC). However, future updates, such as adding lighting, would trigger a formal review in the future. Activitas is working with Town Engineer Ryan Percival and Procurement Officer Katie Gabriello to finalize bid documents for a tentative bid opening date of August 7. A plant schedule consisting of all regionally accepted Massachusetts native plants will be listed as "Alternate #1" to help with pricing and allow for modifications or additional fundraising as needed. Page 1 1 IV. Financial Report Ms. Filleul reviewed June donations, including several in memory of beloved Library patrons Jennie Maria and Thelma McCulloch. The Board reviewed the FY26 warrant schedule for library invoices. Although the Town runs warrants weekly, the Library typically participates every other week to reduce the burden associated with 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. However, the proposed schedule should allow enough flexibility for bills to be processed by library staff and paid on time. V. Director's Report Ms. Filleul noted that most air conditioning services in the building have been restored. Some parts of the Ground Floor continue to struggle due to an electrical shortage issue with the condenser circuit board on the main breaker. Facilities expects to resolve these minor issues later this week when a new circuit board arrives. However, as the lowest basement level, the Ground Floor is naturally cooler. Before the current issues on the Ground Floor, the Second -Floor air conditioning system struggled for several weeks in June due to a failed compressor. When indoor temperatures exceeded comfort and safety standards for public use, library staff implemented effective contingency operations. Children's Room staff set up an information station in the lobby, provided 'Rem retrieval services for patrons, and redirected services to the Community and Conference Rooms, where they offered several passive activities. Overall, staff demonstrated exceptional adaptability and patience during this challenging period. Ms. Filleul noted that usage of the exterior pickup lockers continues to increase. The Collections Services Department will present a formal update on the lockers at an upcoming meeting. New indoor locker shelving for the Library of Things collection has been successfully installed. Staff created signage, learned how to code the locks, and most items have been stored. We are working out a few minor mechanical issues with some of the locks and establishing hold and checkout procedures. The Library was a location for the 2025 Reading Porchfest on June 28. Although the bands were moved inside due to the rain, the Library hopes to continue serving as a venue going forward. One hundred fifty people attended the after-hours Community Garden Party on June 20 Attendees enjoyed nature-themed crafts, ice cream, and discussions with local sustainability and green -focused organizations. The Three Sisters Community Beading Project has come back from the framing shop and will be displayed near the seed library collection. The Library is grateful to the Friends of the Reading Public Library and Local History Librarian Jocelyn Gould for making this project a success. Community Health Librarian Susan Beauregard and Elder Services Librarian Elizabeth Weilbacher recently visited the Frank Tanner housing complex for a pop-up "Librarians and Lemonade' outreach event. They shared information on library services with residents, including health resources and homebound delivery. Susan and Elizabeth are Page 1 2 planning additional outreach visits for the Peter Sanborn and Cedar Glen housing complexes. The North of Boston Library Exchange (NOBLE) is launching Aspen, a new public interface for the Evergreen catalog. Visual improvements and more advanced searching will make both physical and digital content easier to find. Ms. Clemente celebrates 12 years of service to the Library in July. Library Associate Judy Terrazano has given her retirement notice after eight wonderful years and will remain on the substitute staff list. The search for a new twenty -hour -a -week Library Associate position will begin immediately. Ms. Filleul also highlighted selected professional development completed by library staff. The Board previously voted to approve the conversion of a designated electric vehicle parking space to a regular parking space this summer due to the easement of the Massachusetts Department of Environmental Protection (MA DEP) state grant requirements. RMLD is updating the signage and is responsible for painting lines. Ms. Filleul will follow up with the Reading Municipal Light Department (RMLD) and the Department of Public Works (DPW). Intermittent network outages have impacted public Wi-Fi access since May. The Information Technology (IT) Department has checked all Library wires and plugs and determined that the issue is not within the Library. The IT Department is collaborating with NOBLE and Comcast to determine the cause and is working to transition library staff to the Town's Wi-Fi network. However, these frustrating and unexpected interruptions are difficult for patrons attempting to work remotely, complete homework, or conduct research at the Library. VI. Approval of June 16, 2026, Meeting Minutes Motion: To approve the minutes of the June 16, 2025, Trustee Meeting as written. (Egan / Gregory) Vote: Approved 6-0 VII. Future Agenda Items In August, Ms. Lannon will present supplemental spending recommendations for gift, state aid, and trust spending outside the municipal budget. Ms. Filleul will report on meeting room usage and review the Meeting Room Policy and Fees. The Board requested status updates on the ongoing HVAC issues, the network outages, and the electric vehicle parking space. Adjournment 7:26 p.m. Motion: To Adjourn (Gregory / Verner) Vote: Approved &0 Respectfully Submitted, �W, / Gly Andrewtary i Wlr uuJr