📚 Board of Library Trustees 5-12-25 AI Recap

Below is a summarized version of the Board of Library Trustees meeting, organized by timestamps and speakers, focusing on key points raised during the discussion in Reading, Massachusetts. This summary condenses the discussion into major themes, speaker contributions, and decisions, avoiding excessive detail while retaining the essence of the conversation. Timestamps correspond to the video linked at the bottom.

Meeting Overview

Start Time: 7:00PM
Format: Hybrid (in-person at the Reading Public Library and Zoom)

Overview: The meeting, chaired by Andrew Grimes in the absence of the regular chairman, addressed several key library issues, including policies on lending to residents of decertified libraries, updates on the library terrace project, financial reports, and the director’s report. The meeting included votes, discussions, and plans for future actions.

Key Participants:

• Andrew Grimes: Acting Chair
• Amy Lannon: Director providing updates and reports
• Megan, Michelle, Sarah Keelso: Library staff involved in various projects
• Other attendees: Unnamed board members and staff, contributing to discussions and motions

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Chair Election

1. 4:05–4:26 – Andrew Grimes – Meeting Called to Order and Chair Election
   • Andrew opens the meeting, noting the absence of the regular chairman.
   • A motion is made and seconded to appoint Andrew Grimes as chair for the meeting.
   • Outcome: Unanimous vote in favor of Andrew Grimes chairing the meeting (4:48).

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Policy on Lending

1. 4:55–9:55 – Amy (and others) – Policy on Lending to Residents of Decertified Libraries
   • Amy presents research on policies regarding lending to residents of decertified libraries. Wakefield and Melrose have such policies, while Winchester, Woburn, Medford, and Malden do not (5:11–5:24).
   • Stoneham’s library may avoid decertification with a waiver, and Lynnfield passed an override, reducing urgency (5:38–5:51).
   • Discussion on waiting for board members Cathy and Pat for a fuller discussion (6:15).
   • A request is made to research Wakefield and Melrose’s policies on programming access, not just lending (9:15–9:36).
   • Outcome: Motion to table the discussion until Cathy and Pat are present, unanimously approved (10:33–10:44).

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Library Terrace Project

1. 10:50–13:47 – Amy – Library Terrace Project Update
   • Amy updates on the terrace project, managed by Activitas, with a community forum planned for May 22, 2025, at 7:00 PM (11:16–11:21).
   • Construction timeline: bid documents by late June, bid opening in mid-July, construction from September to December (12:03–12:08).
   • Suggestion to fund a plaque recognizing the Reading Public Library Foundation’s contribution (12:40–12:47).
   • Outcome: Agreement to include a plaque, with Amy to inform designers (13:47).

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Financial Report

1. 14:05–15:11 – Amy – Financial Report
   • The budget passed with a 3.6% increase over the previous year, unchallenged for the second year (14:17–14:23).
   • Library budget is 1.5% of the town budget and 6% of the municipal budget (14:37–14:43).
   • Expectation of tighter budgets in future years (14:31).
   • Outcome: No specific actions; budget status noted as stable with potential to return cash or use supplemental funds (15:05–15:11).

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Director’s Report

1. 15:17–24:21 – Amy – Director’s Report
   • Patio Opening: New furniture purchased; patio to open with a soft launch. Hours and policies (e.g., closing at sunset, no children’s room policing) under consideration (15:34–18:37).
     • Concern raised about lack of cameras; Amy agrees to inquire about adding one (18:49–19:28).
   • Studio Exhibit: High school students’ art exhibit on endangered species using recycled materials (19:40–20:05).
   • Rooted in Reading Grant: LSTA-funded project promoting green community initiatives. Over $20,000 spent, with 49 programs completed (exceeding goal of 16–26). Notable success with seed library and tree planting (20:41–23:04).
     • Outcome: Positive feedback on grant’s impact; debrief planned for tree planting (23:09).
   • Upcoming Events: MLA conference with eight staff attending, summer reading kickoff, Juneteenth festival (June 21), and new shelving for Library of Things (24:34–26:15).
   • Next Meeting Date: Error in reporting June 9; correct date is June 16, 2025. Discussion on chair’s availability due to school calendar (26:36–31:51).
     • Outcome: Amy to consult with the chair (Cappy) to confirm June 16 or revert to June 9, considering his availability (31:59).

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Approval of April Minutes

1. 32:15–32:50 – Andrew Grimes – Approval of April Minutes
   • No comments or corrections on the April 14, 2025, meeting minutes.
   • Outcome: Motion to approve minutes, unanimously passed (32:38–32:50).

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Future Agenda Items

1. 32:59–33:26 – Andrew Grimes – Future Agenda Items and Adjournment
   • Continued discussion on lending policy added to future agenda (33:08).
   • Outcome: Motion to adjourn, unanimously approved (33:18–33:26).

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Key Outcomes

• Andrew Grimes elected as acting chair.
• Lending policy discussion tabled for a future meeting with full board presence.
• Library terrace project progressing with a community forum on May 22, 2025, and a plaque planned to honor the Foundation.
• Financial status stable; budget passed with no challenges.
• Director’s report highlighted successful grant projects, new patio plans, and upcoming events. Next meeting date to be confirmed (June 16 preferred).
• April minutes approved, and meeting adjourned.