HomeMy WebLinkAbout2025-10-14 Board of Library Trustees Minutes0,� r r
° Town of Reading
�a �o Meeting Minutes
S
Board - Committee - Commission - Council:
Board of Library Trustees
Date: 2025-10-14
Building: Reading Public Library
Address: 64 Middlesex Avenue
Purpose: General Meeting
Attendees: Members - Present:
Time: 7:00 PM
TOWNECLERK
REAOING MA
2025 NOV 13 AM 8: 08
Location: Community Room
Session: Open Session
Version: Final
Cappy Popp, Chair; Patrick Egan, Vice -Chair; Andrew Gregory; Andrew
Grimes, Secretary; Kell Bacon;
Members - Not Present:
Monette Verner
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 7:01 p.m.
ll. Public Comment
A community member approached Mr. Egan with accessibility concerns regarding the
Library Terrace project. The resident prefers the Library's current outdoor setup and
expressed concerns regarding the accessibility of the proposed steps for those with
mobility issues. The project has not received any grant funding and will be privately
funded by the Reading Public Library Foundation. The Ad Hoc Library Landscape
Committee considered the accessibility of proposed design plans and ensured that
portions of the proposed space would be accessible. Ms. Lannon will address these
concerns in the next Library Terrace project update.
111. Discussion and Vote: Revisions to the Collection Development and RFR Policy
Ms. Lannon reviewed proposed changes to the Collection Development Policy and
Request for Reconsideration of Materials Form. The policy update clarifies various
portions and now aligns with current Massachusetts legislation.
The Board discussed additional language to clarify that the Library will confirm receipt,
acknowledging submitted Requests for Reconsideration within five days. Allowing 30
days rather than 10 days for the Library to respond with a decision provides for a more
thorough analysis, especially given the possibility of staff absences and busy
programming seasons. To limit repetitive analysis, the process includes a 30-day
appeals limit to the Board of Library Trustees from the date of the Library's decision.
Motion: To approve the Collection Development Policy, including the two appendices
and the Request for Reconsideration of Materials Form as amended.
(Egan / Grimes)
Vote: Approved 5-0
IV. Review: Updates to the Policy on Distribution, Posting, and Collection of Materials
Ms. Lannon reviewed proposed changes to the Policy on Distribution, Posting, and
Collection of Materials. Language has been updated for clarification. Questions about
postings no longer need to be referred to the Borrower Services Desk. Postings are
monitored for time, place, and manner but not content.
The Friends of the Reading Public Library and the Reading Public Library Foundation
are closely affiliated with the Library and do not require special Board authorization for
the collection of materials. However, community organizations may petition for the
installation of temporary collection receptacles for initiatives that serve the public interest
or enhance community welfare. Although charitable collections are often approved, it is
important to avoid overcrowding and clutter in the Library lobby, especially during
simultaneous collection periods. Individuals and organizations submit collection requests
to the Library or the Board in any form. However, the requestor must specify the
collection period timeline and schedule regular pickups of collected materials.
The Board will vote on the proposed edits in November.
The Board acknowledged the annual Toys for Tots program organized by the local Fire
Department and the United States Marine Corps Reserve. The collection typically begins
in November and continues through early December. One collection box is available in
the lobby and is emptied regularly.
Motion: To approve the placement of a collection bin for Toys for Tots through the 2025
holiday season.
(Grimes / Egan)
Vote: Approved 5-0
V. Financial Report
The Reading Public Library Foundation generously gifted $158,500 toward the Library
Terrace project in September and received several other memorial and general gifts.
Ms. Lannon will not be present for the Board's November meeting and will instead
Present the draft Level 1 FY27 budget in December. Ms. Lannon will incorporate
feedback from the Board into her subsequent FY27 budget presentation to the Select
Board.
The Finance Committee held a financial forum last week and will meet again this week
to deliver budget guidance. FY27 is expected to be a financially tight year. Ms. Lannon
expects non -union salaries to increase by approximately 3% and all departments are
working on reducing expenses. At the same time, the town wishes to maintain the same
level of services and personnel in FY27. A budget override may be necessary in 2027
for the FY28 municipal budget. Ms. Lannon will not recommend reducing the Library's
Sunday hours offered from October through May at this point unless drastic cuts are
required. Staff volunteer for these extra Sunday hours, which are not factored into their
regular salaries. Patrons of all ages, including students and older adults, have provided
positive feedback on the importance of Sunday hours.
Pag¢ 12
VI. Director's Report
In September, circulation remained strong for both the physical collection and digital
OverDrive content. New Library cards continue to be issued regularly. The number of
visitors continues to increase, perhaps due to blossoming program offerings after the
COVID-19 pandemic.
The one-year $20,000 Rooted in Reading grant is complete. The Library hosted
collaborative programming, enhanced collections, and added curated and meaningful
indoor and outdoor green spaces. The Library will continue its commitment to
environmental responsibility and overall community health through lasting community
partnerships and programming and expanded collections. The Library will also pursue
sustainable library certification.
The Aspen public catalog is now live. The website has a new look and enhanced search
speeds and capabilities when presenting Evergreen data to the public. Costs associated
with the Aspen upgrade are included in the Library's annual membership to the North of
Boston Library Exchange (NOBLE) consortium. The Aspen upgrade benefits all 26
NOBLE libraries.
Ms. Lannon highlighted program offerings in the Fall 2025 program brochures. The
Health Nook space near the Research and Reader Services desk is gaining additional
visibility thanks to popular Flu Shot, Hearing, and Blood Pressure clinics offered in
partnership with the Town's Public Health Nurse.
Our new student page will begin working in the Children's Room this week. Although
most student pages are only with us for a few years, we appreciate being able to employ
local students who often go on to achieve success academically and professionally.
Elder Services Librarian Elizabeth Weilbacher recently accepted a new position as
Library Director in Seabrook, NH. Although we will miss Ms. Weilbacher's humor,
energy, and many talents, we are excited to see our colleagues move onward and
upward.
Several staff members celebrated September work anniversaries. Notably, Reference
and Community Health Librarian Susan Beauregard celebrated 32 years of service to
the Library. Head of Collection Services Jamie Penney recently celebrated 25 years of
service.
Due to Ms. Weilbacher's departure and the upcoming retirement of Ms. Beauregard in
January, the Library is currently hiring for Librarian I — Reference and Elder Services and
Librarian I — Outreach and Adult Services positions.
The Connected Reading Community Open House on Tuesday, October 28, will feature
approximately 49 Town departments and nonprofit organizations. This event previously
targeted new residents, but is now open to anyone who wants to learn more about the
community.
Ms. Lannon highlighted recent staff professional development. Staff regularly engage in
a wide range of learning opportunities to provide better library services to the
community.
VII. Approval of September 8, 2026, Meeting Minutes
Motion: To approve the minutes of the September 8. 2025, Trustee Meeting as wnhen.
(Grimes/Egan)
Vote: Approved 5-0
Page 1 3
Vill. Future Agenda Items
Board members will continue to research and consider potential membership in the
Massachusetts Library Trustees Association (MLTA). An annual $100 fee paid by the
Library on the Board's behalf would provide membership for the entire Board. Mr. Egan
noted that MLTA's annual conference will be held on Saturday, November 1, at the
Shrewsbury Public Library. Ms. Lannon reminded the Board that additional free training
resources are available through the United for Libraries' statewide membership program.
As part of the Rooted in Reading grant, the Library purchased a Bird Buddy birdwatching
camera, located in the bird feeder near the historic Highland School fountain. Ms.
Lannon shared a short video captured this past weekend of a blue jay enjoying birdseed.
Mr. Popp complimented recent improvements to the library gardens. Mr. Egan noted that
a Highland School alumnus was very pleased to learn about the new fountain made from
the beautiful and meaningful historic sink.
In November, the Board will vote on updates to the Policy on Distribution, Posting, and
Collection of Materials. The Board will review the Gift Policy as needed. The Board's
November meeting is scheduled for Wednesday, November 12, due to conflicts with the
Veterans' Day holiday and subsequent Town Meeting scheduled for November 10, 13.
17, and 20.
The Board will review the Level 1 Draft FY27 budget at the December 6 BOLT meeting.
Ms. Lannon will then present the budget to the Select Board on December 9. In
December, Ms. Fiorillo will present an update to the Board on the Library's winter
programming and a final report on the Rooted in Reading grant.
Adjournment 7:37 p.m.
Mown: To Adjourn (Egan / Bacon)
Vote: Approved 5-0
Respectfully Submitted,
Andrew Grimes, Secretary