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HomeMy WebLinkAbout2025-08-11 Board of Library Trustees Minutesah Town of Reading Meeting Minutes Board - committee - commission Board of Ubrary Trustees Date: 2025-08-11 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting R .GEIVED R LERK NG. MA 2025 SEP -9 AM B: 22 Council: Time: 7:00 PM Location: Community Room Session: Open Session Version: Final Attendees: Members - Present: Patrick Egan, Vice -Chair; Andrew Grimes, Secretary (remote); Kelll Bacon (remote); Andrew Gregory; Monette Verner Members - Not Present: Cappy Popp, 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 7:00 p.m. It. Public Comment No public comments were made in person or remotely. III. Proclamation for National Library Card Signup Month The Board reviewed the Proclamation for National Library Card Signup Month. Ms. Lannon explained the importance of this national trend, which features dedicated marketing efforts aimed at increasing the number of library cardholders during the month of September. Ms. Filleul displayed a Library card signup cutout board for promotional sexes at events such as the Fall Street Fair on September 7. Motion: To adopt the Proclamation for National Library Card Signup Month as presented, (Grimes / Gregory) Vote: Approved 5.0 IV. Meeting Room Use Report Ms. Filleul reported that FY25 overall usage of the meeting rooms is slightly down from FY24 due to closures associated with AV technology upgrades and meeting room reservation software updates. AV[-SPL upgraded video cameras, wireless microphones, and Zoom hybrid meeting technology for both the Library Conference Room and Community Room in October 2024. AVI-SPL, LLC continues to provide invaluable ongoing support with sound issues and more throughout this technology transition. RPL completed the transition to the new Communico Attend and Reserve meeting room reservation software in September 2024. Patron bookings have gone smoothly overall. The Library event calendar's clear layout is helpful when creating PDF programming brochures. With the successful completion of these updates, we expect overall meeting room usage to increase in FY26. Ms. Filleul noted that even with FY25 meeting room closures, outside organizations booked meeting rooms 25% more than in FY24. RPL will continue to promote the availability of meeting room space. Additionally, proposed changes to the Meeting Room Policy, reducing the rental application deadline from five to two business days in advance, may increase usage by outside organizations. RPL hopes to begin accepting online credit card payments for meeting room reservations as Communico implements new Stripe credit card processing software used by other Town departments. V. Review: Meeting Room Policy and Fees The Board supports the change to a two -business -day reservation requirement timeframe, provided it does not impose an increased burden on Library stag. Ms. Filleul noted that regular business days include Monday through Friday. The Board will revisit the policy if this new timeframe becomes an issue. Mr. Egan made suggestions on the wording around non -endorsement of and publicity restrictions by outside parties. Mr. Egan suggested the language adopted In similar policies by the Lucius Beebe Memorial Library in Wakefield. He noted that staling the Library as a location is necessary for directional purposes only and that the Library logo should not appear on publicity materials for non -Library meetings. The language regarding political campaign purposes should reference state laws and ethics guidelines. Community meetings, candidate forums, and other activities should be open to all candidates and members of the public. Events held at the Library should be informational in nature and should not promote or oppose specific candidates or ballot measures. The Board will vote on the proposed edits in September. VI. Financial Report Ms. Lannon reported that FY26 is off to a good start. This week's warrant for library bills is larger in size due to the annual renewal of the Library's membership in the North of Boston Library Exchange (NOBLE) network and various databases. Ms. Lannon reviewed the recommendations for supplemental spending for FY26. Every year, the Library uses funds from gifts, trusts, and state aid for special projects outside the scope of the municipal budget. Recent initiatives include the Tween Space, Library Terrace project, the Community DEI Assessment, strategic planning, marketing, and new equipment, furnishings, and technology. Due to the anticipation of potential reductions in state aid funding and leaner budget years, the FY26 supplemental spending recommendation is $80,500, a bit lower than recent years. Approximately $4,000 of supplemental funds is allocated for additional library materials above and beyond the amount required by the Massachusetts Board of Library Commissioners (MBLC). In FY26, $294,000, or 13% of the municipal budget, must be spent on library materials for the Library to remain officially certified. If the local population were slightly lower than the population threshold of 25,000, the MBLC would require that 15% of the municipal budget be dedicated to library materials. The Gage 12 supplemental spending on materials aids in serving the informational needs of patrons with a wide variety of materials. The spending recommendations also support staff professional development, ensuring that all 38 full-time and part-time staff members have access to educational opportunities. This funding helps provide limited tuition reimbursement, professional memberships, conference attendance, and more per the Library's education core values Supplemental spending enhances Library programming, especially larger community programs. The Library is grateful for the generous support of the Friends of the Reading Public Library and the Reading Public Library Foundation, especially as leaner budget years are anticipated. Gift and trust funds have supported the ongoing bid and design process for the Library Terrace project. Supplemental funds also support small, yet essential items, such as garden supplies, food for the Library's pet gerbil Chumley and pet tortoise King Shelvis Bubbles Presley, and other miscellaneous items. VII. Director's Report Ms. Lannon reported that usage statistics remain steady. Exterior pickup locker usage has increased. The Library hopes to see an increase in new library cards due to the promotion of National Library Card Signup Month. The Facilities Department continues to work with the HVAC vendor to install two new compressors. The single operational compressor has managed to keep the building cool even during the recent extreme heat. All areas of the Library, including the Children's Room, have remained open during regular hours since the previous issues in June. The Reading Municipal Light Department (RMLD) is working to repaint the lines and update signage on electric vehicle charging parking spaces. RMLD has converted one of the four EV spaces for regular parking use. Director of Integrated Resources Megan Wu will prepare updated charger usage statistics for the September meeting. The statistics are expected to show that usage has increased now that both chargers are fully functional. The 26" annual Vehicle Day event will be held tomorrow morning in the Library parking lot with plenty of touch -a -truck fun. On Thursday, August 14, RPL is hosting an all -ages Bike Rally event where participants decorate their bikes, learn about bike safety, and participate in a bike parade RPL has submitted the Annual Report Information Survey (ARTS) to the MBLC and expects to file the state aid application in the next month or so. Ms. Lannon noted that statewide database subscriptions have been reduced due to federal funding cuts. The Library now subscribes to the Boston Globe online via ProOuest to provide consistent access to patrons. Other electronic resources are available through the Boston Public Library, although licenses sometimes limit usage. RPL received 28 applications for the part-time, benefited Library Associate position in the Borrower Services department. The hiring team offered interviews to nine candidates. Two withdraw their applications, likely due to finding other jobs. The hiring team focused on customer service, de-escalation, and technology skills during the selection process. The Library anticipates making a job offer this week. Pay, 13 The new Library of Things lockers have been working well so far. Ms. Filleul is hopeful that the increased visibility of the collection will improve circulation. The Children's Room will be hosting a community children's costume swap for ages 0 to 13 on Saturday, September 27. Donations will be accepted from August 25 until September 22 in a donation box in the Library lobby. Any leftover costumes will be donated after the program. No other collections are anticipated in the Library lobby during this timeframe. This program is similar to past puzzle and plant swap events and correlates with ongoing efforts to reduce, reuse, and recycle. VIII. Approval of July 14, 2025, Meeting Minutes Motion: To approve the minutes of the July 14. 2025, Trustee Meeting as written. (Gregom / Verner) Vote: Approved 5-0 IX. Future Agenda Items In September, Head of Public Services Andrea Fiorillo will present a fall programming update and summer reading report. Head of Collection Services Jamie Penney will present an update on the state of the Library collection. Ms. Lannon will present an update on the Library Terrace project. The Board will vote on the Meeting Room Policy and Fees. The Collection Development Policy will be reviewed as needed. Updated electric vehicle charging data will also be presented. In October, the Board will vote on the annual Toys for Tots collection request and discuss and vote on any policy updates as needed. The Policy on Distribution, Posting, and Collection of Materials will be reviewed. A Town Financial Forum is being planned and will likely focus on reducing municipal expenses in anticipation of possible future budget overrides. Adjournment 7:35 p.m. Motion: To Adjourn (Gregory / Grimes) Vote: Approved 5-0 Respectfully Submitted, Andrew Grimes, Secretary Page 1 4