Loading...
HomeMy WebLinkAbout2026-02-09 Board of Library Trustees Minutesg�N ra gi �. Town of Reading Meeting Minutes o �`IKOPtO P"a Board - Committee - Commission - Council: Board of Library Trustees Date: 2026-02-09 Building: Reading Public Library Address: 64 Middlesex Avenue Purpose: General Meeting Attendees: Members - Present: Time: 7:00 PM Location: Community Room Session: Open Session Version: Final Patrick Egan, Vice -Chair; Andrew Grimes, Secretary (remote); Kell Bacon; Andrew Gregory; Monette Verner Members - Not Present: Cappy Popp, Chair Others Present: Amy Lannon, Director; Michelle Filleul, Assistant Director; Meaghan Clemente, Administrative Specialist; 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. Technology Update Ms. Filleul presented an update on the Library technology. The Library is committed to staying current with technology and providing resources for the Reading community to bridge the digital divide. In 2025, the Library implemented a new updated website through Communico, which is also used for the mobile application, meeting room bookings, and events calendar. The new platform offers enhanced features and a user-friendly interface. Communico enabled a seamless transition and generated positive patron feedback. The website will be updated again over the next year. The upcoming rebuild should be more straightforward, as public facing digital content has been reduced to fewer pages that are more structured and simplified. The online library catalog was also overlaid with Aspen in 2025. This has improved searching flexibility and browsing for patrons, especially for online resources. Library staff continue to use Evergreen in the background. The Library will continue to update its website and all public -facing digital content and services to comply with the new Americans with Disabilities Act (ADA) Title II Digital Accessibility Rule. Since the Town's population is under 50,000, compliance is required by April 26, 2027. Page I 1 The Library has launched programs that are both staff -facilitated and in partnership with local organizations to expand outreach to underserved populations. A technology tutorial program includes individual training and classes, ranging from basics to navigating At tools and other emerging technologies. Technology outreach will be expanded to underserved populations, such as homebound patrons. The Automated Materials Handler (AMH) used for processing the return of Library materials has been in use for 10 years and requires increased maintenance. Reading is the only library in the North of Boston Library Exchange (NOBLE) network with an automated return system. The AMH was an investment of approximately $250,000 investment during the 2016 building renovations. It has greatly improved processing time and reduced repetitive stress injuries for staff. A full replacement of the machine would be a much larger capital project that would potentially require supplemental funding from the Reading Public Library Foundation. Older Radio Frequency Identification (RFID) pads at self -checkout and service desks are also being replaced. RFID technology has been implemented at several NOBLE libraries and allows for improved inventory control and security. Ms. Filleul is working with vendors on options for future maintenance and replacement parts. A second scanner may also be added to the Ground Floor public printing release station. The Library's 25 public computers are being upgraded to Windows 11. Town IT has extended the Windows 10 certificate for additional time to complete this transition. IV. Patron Self -Service Report Ms. Lannon presented an update on patron self-service offerings. In 2025, 273,910 items were run through the AMH. 42% of these items were returned by patrons. Library staff use the AMHS to process materials returned in Library bookdrops and exchanged through interlibrary loans. Optima Shipping transports approximately 7 to 10 bins filled with interlibrary loan materials sent throughout the Massachusetts Library System (MLS) each day. Staff handfeeds these materials to the AMH for effective and efficient sorting. 118,334 items were checked out through self -check stations in 2025, accounting for 68% of total checkouts. Self -checkout station screens are being redesigned with ADA- compliant fonts and colors. Although self -checkout stations provide an easy and private approach to borrowing materials, staff are always happy to provide friendly customer service and a personal touch to the checkout experience at service desks. Exterior library pickup lockers are located just outside the main entrance of the Library and allow patrons to easily pick up materials outside of regular Library hours. Usage has increased steadily as the Library continues to promote this self-service option. NOBLE a -cards allow patrons to remotely register for online access to electronic materials such as ebooks, audiobooks, magazines, and databases. eCards may be updated to physical NOBLE library carts with borrowing privileges by visiting a local library. Anyone without a current NOBLE library card living in a Massachusetts town is eligible to apply. Registration is available in multiple languages. E-cards are validated through public databases such as the U.S. Post Office, matching last names and street addresses. E-cards are functional online for three years and must be upgraded to a full access card at a local library in order to check out physical materials. Library staff check the patron's photo ID, change the profile to Public Patron, update the expiration date, and replace the library card barcode upon upgrade. Although they improve efficiency and important usage data, a -cards and other self- service options are intended to reduce service barriers and improve access to Library materials and service offerings to as many people as possible. Page 1 2 V. Library Card Design Contest Ms. Filleul shared details on an upcoming library card design contest. The contest would take place this spring and be open to Reading residents in grades K through 7, grouped by age. Library staff would decide on the top 10 submissions, which would then be judged by the Board in July. Finalists' artwork may be posted on social media or showcased in an art gallery display at the Library. The prize would be a large cardboard prototype featuring the winning design, similar to the mockup of the regular red library card used in the Children's Room and at outreach events. The winning design will be printed on library cards available for users of all ages during library card sign-up month in September. Existing users can pay $1 to replace their card, which will also require a barcode upgrade. The design contest theme will align with the upcoming summer reading program theme "Reading is Revolutionary", which focuses on how books and libraries are inspiring in conjunction with the upcoming 250' anniversary of the American Revolution this summer. One entry and a short biography per person will be accepted. A release form would grant the artwork rights to the Library to use the card. No artificial intelligence artwork is allowed. A customizable template will be provided to participants. All cards will include the Library logo. Ms. Lannon and Ms. Filleul thanked the Board for their support of this pilot project, which will hopefully generate positive community engagement similar to the Reading Municipal Light Department's (RMLD) annual art and creativity contest. VI. Discussion: Building Plaque and Land Acknowledgement Ms. Lannon is exploring the placement of land acknowledgement signage alongside the Library's National Register of Historic Places building plaque. The historic building plaque is a heavy bronze material and would ideally be mounted inside to preserve its cleanliness and quality, perhaps on the yellow brick from the original building visible in the Reading Room. The original Highland School is on the National Register of Historic Places. In 2021, the Board approved a Land Acknowledgement, recognizing the Library's location on the ancestral lands of the Massachuselt tribe. Two shorter versions of the language have been proposed to help serve as an informational starting point. The Board generally prefers the two -sentence version, perhaps with the incorporation of a call to action encouraging people to learn more about the indigenous people who originated on this land. Perhaps a display of relevant resources could also be made available near the plaque. It is important to reconcile history and acknowledge that English settlers were not the first ones to settle on this land. Ms. Lannon is working with Communications Specialist Desiree Zicko and a designer on the wording and appearance of the land acknowledgement plaque, which would be distinct and separate in appearance from the historic building plaque. The plaques do not have to be placed in the same location. Ms. Lannon will draft a revised statement and visual design for further discussion in March. VII. Financial Report The FY26 budget remains on track overall. Ms. Lannon will present the FY27 Library budget to the Finance Committee in March. The Finance Committee will then vote on the budget to be presented at Town Meeting in April. Page 1 3 Vill. Director's Report Locker and OverDrive usage statistics remain strong. Reference questions are on the rise, especially those related to technology assistance. With the help of many volunteers and Town staff, the Office of Equity and Social Justice hosted the annual Dr. Martin Luther King Jr. Day celebration at the Reading Memorial High School (RMHS) Performing Arts Center. Despite winter weather, over 200 community members attended. Director of Equity and Social Justice Albert Pless is working on relaunching the volunteer support group Partners and Allies for Inclusive Reading (PAIR) and will be running the second annual Black History Month Trivia Night event on February 23. As ADA Coordinator, Mr. Pless is finalizing a Town ADA Grievance Policy and working to establish the newly adopted ADA Commission for the Town of Reading. Local History Librarian Jocelyn Gould visited the RMHS Honors Women's Rights Class, where students presented projects based on primary and secondary sources from the Library History Room, ranging from the Salem Witch Trials to Baby Boomers. A tentative in -person walking tour or other presentation in honor of Women's History Month is being planned for March. Ms. Gould is also working on an archives project with a library and information science class from Simmons University. One-on-one genealogy research appointments continue to be popular. The Studio 64 Book Group is an adult book group predominantly made up of older adults that meets in the Library Studio Space. Multilingual copies of Studio 64 Book Group titles are being promoted to expand involvement. Despite frigid temperatures ahead of a major snowstorm, about 70 people attended the Community Clothing Swap. A combined accessory and jewelry swap is being planned for April. These swap programs continue ongoing sustainability programming efforts, encouraging community members to reuse items such as puzzles, games, plants, crafts, and more. Approximately 140 teens attended Exam Cram on January 20, 21, and 22. The teens were respectful and thankful for the study space and all the treats, including Chipotle. Children's Librarian Megan White built a large new enclosure of Shelvis the pet tortoise featuring plexiglass, screens, custom lighting, and more. This provides a safer, healthier, and more spacious environment for Shelvis and more visibility for young visitors. Senior Library Associate and Meeting Room Coordinator Louise Hetherington retired in December, and Cheyenne Smith has recently been hired to fulfill this role. Ms. Smith has customer service experience at Disney and is very excited, enthusiastic, and smart. Ms. Smith is looking forward to working with the Library's 3D printer and the public. Borrower Services Library Associate Lucy Lee has been promoted to a full-time Children's Librarian. Lucy recently completed their Master's in Library Science and Children's Literature degree. The hiring process for a new Borrower Services Library Associate will begin soon. An offer has been made for the open Reference Librarian position. Ms. Lannon will provide the Board with an updated library staff directory and group photo reflecting recent turnover and promotions. Library staff continue to participate in a wide variety of enriching professional development opportunities. Three staff members will be attending the biennial Public Library Association (PLA) conference in Minneapolis, Minnesota, in April. This large conference features many informative sessions and vendors for librarians to network with. Page 14 The Library will be closed on Tuesday, May 19, to allow staff members the chance to attend the Massachusetts Library Association (MLA) conference in Danvers together for the Library's annual staff development day. Team members will have a variety of options for learning, collaboration, and networking throughout the day. Ms. Lannon informed the Board that Sparkly Storytime will be held on March 7. Safety and security planning are underway for this special storytime event, which usually fills to capacity. IX. Approval of January 12, 2026 Meeting Minutes Motion: To approve the minutes of the January 12, 2026, Trustee Meeting as written. (Verrier/Bacon) Vote: Approved SO X. Future Agenda Items In March, Head of Public Services Olivia McElwain will present an update on spring programming. The Board will also further discuss the wording and design of the land acknowledgement plaque. In April, Director of Equity and Social Justice Albert Pleas will present an annual update on the Office of Equity and Social Justice. In June, the Board will vote to elect officers for the upcoming FY27 fiscal year. Adjournment 7:47 p.m. Motion: To Adjourn (Gregory/Bacon) Vote: Approved SO Res eotfully Submitted, An rew nmes, Se etaZ--"J Page 1 5 = O � � � � � � t� i � � O +�+ .= N � � i � N = 'i C . r- � '''' � O O � �+ � •� _ � O � c� ^o� �' _ ,_ � � � � �� s � s :� Qm H �+�� Wa �__..0u � mc ) _ [ ! - a N � }}\\.// o ! S \\/\\\)} LLI}~{(|;|$ o ` \k)79 k \)$)¥` {: � ))\] Z!Ew/ § \\\\��\\� © ; ,_ - �.. w G{)a0u0 M" ../\0 N � N V N O N 01 l0 I� ti N VJ C L Y c2 G Q co T T N — p N fo N Y ^, -o o ~ W � C N co 00C p a S (cQ H O N N n n cn Q •L (n L OI U ca 00 « N Q o 0 0 0 o g o 0 9 0 ii V ■ ■ ^, V J Q ■ ■ U) c O M CO AU♦ rW 1 U m U u ry D O ry W n N V) N � O N C m Y 4. F- U 00 ti O1 N O Y U Y 0 QJ O O O O O O O ax s 8888888888 x U 8 R8co'D N tt U W U y N V Y S r V U aE m L t V 5 O V Y V M � Y 0! L ■ ■ mz° ^' o O m L Q n r N i bio — N L Q J LL ^` W N a n O O O O O O off O O N Y ■ ■ U O J / n � / § . ! ) )( \{ / � (| � )t f »§( / £!{ !! �• 2)§! ca $\t o z) w b]!§! @«§!#e f!(� \\{\)) !|)| ca5. /!;!«!l;-i° cn�«!;!»:�-. Ii\/|)`�§\� 7 d Kca m c n N c d 9 ' o' V d N D O O N L V q d L U 0 o d g o o 0 $u wN O LLI a Lu. m n c E u 0 U 0 a 2 d o y > U 0 `m y 3 Y o a u N _ d OI O O d U N O u0i'2 d •-' 0 9 N y M 0 d d C d E N V m d C > W L V C v a 00 d am�p d N U d W U N y N M d a d 0 O a « « i « $ u d z r U U d d y 0 0 C O d" C y U T C > L 0 d 0 . M 0 O N « J C y C V g d 3 c U 0 O a 3 W o o w i. o..�. _0 d • Z d d N d 0. A N 0) N N c O R O a in O d d p c Q O C t0 jj "a a a d O d Y OI mod.. A9N=E N d vy au mva 3 0 00 D K As of January 31(58%) Trustee Budget Summary Municipal Salaries $ 11810.050 $ $ 1,028,381 $ $ 781,669 56 82% Municipal Expenses $ 156,000 $ $ 119,253 $ 37,747 T580% i Munici al Materials $ 212,349 $ $ 164,190 $ 55.State Fees $ 12,349 $ 8,480 $ 9,508 $ N/Afines Aid $ 105,463 $ 32,975 $ 10,648 t$E. E129,911 $ N/A Glks $ 160405 $ 1T/,561 $ 180,342 $ N/A Tmsts Expendable Rmdsl $ 111,514 $ 9,824 5 8534 $ N/A TOTALS $Z649,781 $128,Ba0 $1,519,8a, $0 '.. $1.3S8,7112 r Salaries- Library Administration $ 485,300 $ 280,192 5 5 205,108 5774% Salaries Leave Buyback' $ $ 23,917 $ $ (23,917) Salaries -Collection Services $ 537,350 $ 291,124 $ $ 246,226 54.18% Salaries -Public Services $ 78I,400 $ 433,149 $ $ 354,251 ! 1% Expenses -General Library Malnt Contract Supp $ 24,000 5 22,902 $ $ 1,098 95.42% Professional Development $ 14,000 $ 8,326 $ $ 5,674 59.47% Library Programs $ 4,000 $ 68 $ $ 3,932 1.69% Software/Licenses $ 74,000 $ 72,275 $ $ 1,725 97.67% Library Supplies $ 91000 $ 3,260 $ $ 5,240 36,22% Office Supplies $ 5,000 $ 1,502 $ $ 3,499 30.05% Techunlo $ 9,000 $ 9,526 $ $ 526 105.85% OESI)NEW) $ 17,000 $ 394 $ $ 16,606 2.32% Materials $ 294,000 $ 164,190 $ $ 129,911 55 E5% Booker $ 0,926 $ Audi $ 3,399 $ Video $ 1,283 $ Pariodicpls 1 1 $ 669 $ Electronic senourres $ 51,229 $ OMer Moferiols $ 7,,979 $ 0verdrNe(e8coks/eAudsubpoks) $ 41,656 $ TOTAL$ $ 2,2601050 $ $ 1,3T1,148 $ $ 949,226 60.71% 8evenue(and Carr ve $ 105,463 $ 32,925 $ $ $ 138,418 Ex e $ Office Supplies $ $ $ $ $ Professional Desire ment $ $ $ 1,000 $ $ I1,000 Materials $ $ $ 29 $ $ (29) Library Other $ $ $ 6,811 $ $ (6,811) Library Equipment 5 $ $ 2,808 $ $ 12,808) At9 $ 1O5p63 $ 32,925 Si 10,648 $ $ 12T,290 Page 1 As of January 31(58%) Trustee Budget Summary a Revenue land Co 5 23,629 5 18,9a8 5 leb6J $ $ '3,910 Professlonal Development $ $ $ 731 $ $ (731 Recreational $ $ $ 747 $ $ (747 Program&Services Adults $ 27,922 $ $ $ $ 27,922 PrP rams&Services Teens $ 24,265 S $ $ $ 24,265 Program&Services OESI $ 1,496 $ $ 400 5 5 1,096 Programs & Services Chlldrens $ 25,820 $ $ $ $ 25,820 Programs & Service Local History $ son $ $ $ $ 500 Garden 5 $ 158,500 $ 159,796 $ $ (1,296) Studio $ 28,415 $ $ $ $ 29,415 RPLFaundation 5 647 5 $ 5 5 647 Materials $ D,662 $ '.l3 $ $ 5 22,175 160,40s $ 1",561 $ 380,34E $ $ 15I{Wq Original Appleton Mansfield$ 9,030 $ 1,240 $ $ $ Edward Appleton $ 39,366 $ 2SS4 $ 8,534 $ $ R/M Babcock $ 3,733 $ 4S4 $ $ $ Stephen Foster $ 8,464 $ 1,370 $ $ $ Charles Torre $ 1,436 $ 151 $ $ $ Donald Tuttle $ 1,200 $ 105 $ $ $ ]41,� Elaine &George Wn $ 38,640 $ 2,701 $ $ $ Barbara Hewitt $ J,815 $ 1,038 $ $ $ James Rawstron $ 1,830 $ 213 $ $ $ $ 111,514 $ 9,824 $8,534 $ Appleton/Mansfield $ 11,000 for the purchase of books other than those listed as fiction"(NONFICTION BOOKS) Edward Appleton $ 5,000 "Purchase of books, paintings, engravings, works of art or other suitable useful furnishings for said library. R/M Babcock $ 3598 "Books on literary subjects and self-government" BOOKS Stephen Faster $ 12,000 "Books... to be inscribed 'Stephen Foster Fund"' BOOKS Charles Torrey $ 1,000 "Books on non -fictional subjects" NON FICTION BOOKS Donald Tuttle $ 500 "Books" Elane&George Long $ 5,000 "Books orE ui pent" Barbara Hewitt $ 8,952 "Books" James Rawstron $ 1,613 "Books on to a&furniture to house books on tape" (AUDIOBOOKS TOTALS $ 48,663 Page 2 February 9, 2025 Board of Library Trustees Meeting VII. FINANCIAL REPORT a) FY26 Update: Nothing outstanding to report. b) January Gifts: VIII. DIRECTOR'S REPORT a) January Snapshot Physical Circulation Overdrive Circulation 15000 loom 5000 0 7000 6000 5000 4000 3000 2000 1000 0 Sep Oct Nov Dec Jan Sep Oct Nov Dec Jan ■ Last Year ■ This Year ■ LastYear ■ This Year Usage January 2026 Circulation �- December 2025 January 2025 Locker Use Meeting Rooms Rentals Museum Passes New Library Cards Overdrive® Programs Reference Questions r • �� Visitors Volunteer Moore ®® 11Page b) Services, Programs, and Collections i) OESJ Update: Albert has been busy in January. With the help of many volunteers and RPL Staff (thank you, Michelle and Desiree), OESJ hosted the annual MLK event (200+ attendees). Albert is working on relaunching the volunteer support group Partners and Allies for Inclusive Reading (PAIR) and will be running the second annual Black History Month trivia night (2126/26). In his role as an ADA Coordinator, Albert is finalizing a town ADA Grievance Policy and working with the Select Board on establishing the newly adopted ADA Commission for the Town of Reading. ii) Jocelyn visited RMHS, where students in the Honors Women's Rights Class presented projects based on research in the RPL History Room. These students, mostly seniors, visited RPL earlier in the school year to find primary and secondary sources. Their topics ranged from the Salem Witch Trials to the Baby Boomers. There is a tentative plan to take these projects public in March, possibly with an in - person walking event in honor of Women's History Month. iii) Jamie, Ashley, and Rebecca are hoping to expand the Studio 64 Book Group by offering multilingual copies. We will market these titles to the various MLL groups RPL works with regularly. iv) The Community Clothing Swap was a success! People from several departments pitched in to help promote, collect, organize, and manage the event. We also had several helpful teen (and one adult) volunteers. We held this on a frigid Saturday just ahead of a major snowstorm and still had roughly 70 people attend. We will follow it with an accessory/jewelry swap in April. v) Exam Cram (1/20, 21, 22) [Estimate Total: 140]. Teens loved having Chipotle for Exam Cram this year. Teens were respectful and thankful for all the treats we had out for them. Many comments of "This is so nice!" "Wow, look at all this food!" and "This is great". vi) Megan White and her family built a fabulous new enclosure for Shelvis. The new enclosure gives Shelvis more space for exercise and doesn't require any transferring from the smaller tank. Overall, this is much healthier for Shelvis and safer for our friends who want to visit her. c) Trustee Dates i) March 4 and 11, 2026 FINCOM Budget Review ii) March 9, 2026, General Meeting iii) April 7, 2026, Local Elections iv) April 13, 2026, General Meeting 21page v) April 27, 30 and May 4, 7, 2026, Annual Town Meeting d) Personnel Welcome, Cheyenne Smith, new Senior Library Associate (Meeting Room Coordinator). February Anniversaries • Michelle Filleul (23 years) • Nancy Snow (1 year) • Desiree Zicko (7 years) e) Professional Development (selected) • Adaptive Leadership: Creating Innovation from Chaos • Communicating With Elected Officials and Library Stakeholders • Creating a Culture of Trust and Bridgebuilding: One Library's Transformation Story • Generative Al and Collection Development Policies: A Proactive Approach • Keeping Your Cool When the Public Doesn't • KultureCity Sensory Inclusive Training • Misinformation and Conspiracy Theory Trends: Advice for Libraries • Onboarding New Library Employees: Setting Up Staff for Success • Responsible Budgeting in Tumultuous Times • Sensorimotor Activities to Promote Regulation & Emotional Connection • Technology Learning Collaborative for Healthy Aging • Telling Your Library's Story • Welcoming Patrons Who are Deaf, Hard of Hearing, or Late Deafened to Your Library • Working With Community Partners to Bring Adventure to the Library Respectfully submitted, Amy Lannon, Director (she/her) February 5, 2026 _....... 31Page