Second item is public comment. As to the email mailbox, there's no public comment. Is anyone else aware of any public comment? Right. We'll move on to item three, proclamation for National Library Card
Signup Month. So, if you see in your packet, there is a onepage description of what uh is the proposed uh policy that we would then resolve
uh that we support the policy and proclaim September as library card signup month in reading. Um assume everyone has had a chance to look at Is he entered?
Pause for a second. Um, if everyone has had a chance to look at the proposed language of the proclamation, if anyone has any questions, comments, edits. >> That'll look good. I don't have any
edits. Have we done this before was my big question. No, we No, we haven't done this before, but I think it's something that we talk about every year because it's a big it is a big it's a big national thing that
that happens. Um we don't push getting library cards at any other time during the year other than possibly the new resident open house. We're trying to get new residents, but um it is our goal to increase our um
number of card number of card holders. Um we it's not really decreasing, but we see an opportunity to increase it. >> So, will this be like a theme for our booth at town day? >> Probably. Yes. >> Great.
Um Michelle is showing a um a library card sign up month uh frame. We'll do some selfies and things like that. So, we're very excited about that. >> Any other questions or comments in the room?
Hearing any any questions or comments online? >> What is the date of town day? Normally this >> second Sunday Labor Day. >> So Labor Day is the seventh. >> September 7th. Yeah.
>> Do we need to vote on this? >> Yes. This vote and uh someone would make a motion and >> I'm sorry. Did we cut you off, Kelly, earlier? >> No, sorry. No, I was just taking some notes. >> U move to accept the uh National Library
Card Card Signup Month Proclamation as presented. >> Second. >> Second the motion. >> Okay. Any other questions or comments? >> If not, roll call starting in the room. Monette,
>> yes. Andrew, >> yes. Kelly, >> all set. >> Andrew Grimes, >> yes. >> And I'm a yes. Good luck. We'll expect those numbers in
October. Next agenda item four, meeting room use report. And following that, a review of the meeting meeting room policy and fees. So turning
first to the usage report. These are pretty good numbers. Let me ask a question before you start. How many days is the library open per year? I should know this, but >> I can tell you the number of hours that were open.
>> They don't actually ask the number >> either. Either way, I think these are robust numbers. >> I I could probably get back to you on that. >> Okay. So, part of what you're seeing here, um, we wanted to increase the fiscal year 2025 numbers, and I'm just
going to I'm kind of going forward before I go back. um we should see an increase in them because we had closed off the room for when we installed our new AV system and we had also blocked outside
organizations from booking um when we installed the new software for the meeting rooms. So that's why the numbers are a little lower. Um but I expect that they'll increase. Um so we've seen a significant change in both the meeting rooms themselves and
the software used to book the space. Um the AV equipment for both rooms were updated in October 2025 by AVI SPI. Um it's a company that has performed upgrades throughout the town, including
at Pleasant Street Center and at the police station. Um, these updates include the addition of video cameras and wireless microphones as well as the upgrading of our computer equipment to enable the public to hold Zoom hybrid meetings. The
installation went smoothly. However, AVI SPI has had to return multiple times to address issues with the sound, including within the last month. Um, we currently pay for the additional support and it has been invaluable throughout this transition.
Um, the Communico attend and reserve software update was completed in early September 2025. This upgrade went smoothly with only minor tweaks required on the patron side and it's been fairly I haven't seen any issues um with people
booking uh using the new software and I think people have been very happy with the way the calendar looks. uh you saw evidence of that with the be the ability >> the ability to download the events calendar into a PDF form.
>> Um talk about the meeting room policy. You'll see that we're considering changing it to allow room bookings up to two business days in advance of a meeting. Um other edits include moving the publicity language earlier in the policy uh and including language about
political campaigns. The library meetings rooms have continued to be a service that is used by a variety of nonprofit writing organizations and individuals. Um and even with the room closures, outside organizations booked the community and
conference room 25% more than in um fiscal year 24. Uh and we will continue to publicize the use of the rooms and hopefully we'll see an increase in the use especially if we reduce the time from five business days to two. And also
um if we get the opportunity to use Stripe for credit card payments. We're currently waiting for Communico to upgrade um Communico is what we use for attendant reserve and they need to upgrade their um software so that they can allow Stripe uh which is something
that the town already uses. So I'm hoping that will come through in the fall. Uh and credit card payments won't be will only be done online. We won't be accepting any of those in person just to keep it so that the staff doesn't have to deal with um credit cards.
And that's my report on the meeting room usage. >> Great. >> Any questions? >> Um thank you. I I I think that's great. I think that's good use. I will note both the sign up dates and the credit card payment has been something we've heard about. So I think reducing it to
two personally makes sense and moving forward on that. Um and then we can get I think well first of all any questions on the usage report anyone online or in the room hearing none let's move to the policy
um I saw the red lines I guess I'll just chime in first with my comments um again I like the two days the timely payment my two issues were the the language about uh publicity and the um political
usage. Uh neither uh and I just didn't like either of them. So I did look around a little bit. In terms of the uh public publicity language, I think we should take a different approach of just
reversing it. having our policy be that allowing the the room to be used is in no way an endorsement or an embrace of the policies by us or others and that nobody can state that we are
affirmatively endorsing. I don't think one I don't think we can make people put something in their language but I think we can state what ours is. So, um, for example, I looked at Wakefield and their language I kind of liked. Of
course, I rolled and lost it. Um, this is some of the language. Publicity. In allowing a group to use a meeting room, the board of library trustees and library staff do not imply any endorsement of the group's beliefs, policies, or programs. No group shall in
any of its publicity state or suggest that in this case the Reading Public Library, the board of library trustees, the town of Reading or the library staff sponsors or endorses the meeting, the group or any particular set of ideas.
So, personally, I like flipping that. And then my second comment was on the language on the political language. I'm not sure if what is proposed is really precise under the ethics guidelines because the you can't hold a campaign thing here,
but there are certainly um events that invite all candidates here where everyone talks and I have yet never been at one that didn't end with and I ask for your vote. Um which I think is entirely appropriate how they as long as
it's not an individual. I wonder, and I think I've seen this in a couple others, um, where they just simply say, um, all activities must abide by the ethics law of the state and then state the mass
general law or andor reggg and it's sort of like, well, that's on you. Andre, um, >> my first say that you must comply with the state ethics. >> State ethics. Yeah. I will point out here I I don't think Wakefield had anything but Boston has all political
activity in support of one candidate group of candidates or ballot measure is prohibited which activities include but are not limited to meetings hosted by candidates or their campaigns and any other meeting held in furtherance of or in opposition to political campaigns.
but goes on to say political debates in the interest of discourse in voter education may be permitted in accordance with the defined meeting policy procedures. I think I may like if there is an example of something that kicks it
that basically say listen you have to comply with the deadline you know the requirements but the Republican committee invites a host of candidates here and it's again open to everybody open to the public and otherwise meets our policies >> um that makes sense. So uh those would
just be my two suggestions. So, and now we'll be quiet and let other people step. >> I would I like what you're what you um brought up about flipping the script for the um publicity saying not what they need to
put in there, but what they can't put in there. And I think I would add to that the logo does not, you know, like maybe we could say you may not use the library running public library logo logo. Um so um that might be something
>> you think use of your logo would at least at minimum lead to confusion. So they can use obviously the >> the name the name and the address but I think no logo and they can't say that >> the logo is a little bit different. >> Yeah. So I think you can I think we
could say >> um >> but well the way Wakefield said it was pretty clear. you know, can't say that the library is endorsing it and you may not use the library logo in any of your publicity materials. So, that might be just a little way to I mean, it people
will still be people still assume that we're sponsoring if it's here, but um I think it's I I do agree moving it up and flipping that language would be nice. >> Well, we'd like to. We can't eliminate all confusion. No,
>> but we can point to a policy, but I also don't think we can make people speak either. terms of uh terms of your second point surrounding uh uh political campaigning and and to that nature. Um
I think I'd be more inclined to to go the route that BPL did with their uh stance of allowing debates but discouraging or not allowing uh individual candidates.
They're just making that >> Yeah. >> very much apparent as opposed to just saying abide by the state ethics law because nobody's going to go ahead and look that up. >> I think you can do both. I think you can mirror some of that language and say all participants need to comply with the state ethics requirements and laws. Um
because we know the debates routinely happen and will continue to routinely happen here. And then you can go on to say you can must comply with things and >> and here are the things that we promote voter education blah blah blah debate.
>> I just thought that promoting or opposing a candidate like in in general that is kind of what happens. >> Yes. But specific it can't be >> a rally, >> right? And we can't do please come
but you know please support the library override like we we can't do things like that. Um so the friends of the whatever can't necessarily do a do an event. They can do anformational event but um it can't advocate one way or the other.
Any other thoughts, questions, comments online? >> Is everybody still is everybody generally comfortable with reducing the lead time to two to two business days? Okay. >> Yes. >> As long as it's not an increased burden on your end.
>> I don't Michelle, >> it it shouldn't be as long as um because we include the language about business days. Uh that gives us we would consider that Monday through Friday and not the weekend. That would be the only issue.
>> And if it ever became an issue we could obviously revisit and revise. How about the diversity of microphones being at play here tonight? I think that's shows our commitment to a broad scope. >> Everyone has we all say they're We have
a lavalier, a hand mic, and three three stand mics. >> Make it work. >> Um, so that will be a new proposed policy included in the September packet at that point for vote. Correct.
>> Excellent. So, moving on, the financial report. >> Um, there wasn't much to report in the general fin because it's the first month. Um, but we're we're spot on. You all have a very um decent sized warrant. It's always the it always comes in. It
includes the Noble memberships and a lot of our databases that we pay for uh in advance in advance. Um so, thank you for for approving those uh the warrant. Um and if you need to,
we will need one more signature uh because we have three people in the room. So if you need um Oh, so we're all set. Great. Thank you. Um thank you very much for approving those. Um and if there's no questions about this particular warrant, I'll move
on to the supplemental spending recommendations. >> Okay. >> Then I'd say move on. >> All right. So every year um in addition to the municipal budget, we have gift money, trust money, and um state aid
that we uh look to spend on special projects. And that supplements the municipal budget. None of it is really used. None of it is meant to be used in place of the mun municipal budget. Um we have had a couple years of really
big projects and um that's okay. Um we did the tween space. We've were working on the landscape. You know, we had a conceptual design and then we are paying for the design and bid process. We had the TEI assessment that we chipped in on. We had our strategic planning. We've
purchased a lot of equipment. Um, so we've had a few good couple years. Um however, in view of the fact that we anticipate there may be a drop in state aid or um anticipating a few years of possibly some leaner times. Um the
supplemental spending recommendation is a bit lower than normal. It's normally around 100 to to $150,000. Um so um so this year we're recommending
a mere $80,000 um but it's they're very specific uh marketing communications uh equipment and furnishings and tech additional technology that's not covered by the municipal budget. Uh we do put in
some additional money for materials. It is above and beyond the 13% requirement. So, just to refresh your memory, as a community of 25,000 people or more, our material spending requirement is 13% of the overall budget.
But we're not that range is from 25,000 people to 49 999 people. So, we're at the very low edge of that. If we were if we had 600 less people in town, we'd be required to do 15%. So we always add a little bit of
extra money assuming that based on those ratios we want to supplement our budget. Um so we we use state aid and gifts and uh trusts to do that. We also supplement professional development. We have a a
nice budget from the town, but we also have uh 38 staff and part-time and full-time and making sure everybody has memberships and um it's something we really believe in in terms of uh what we do. We also offer uh some limited
tuition reimbursement for people working on their library degree. So, we do get people doing that every once in a while. So, we want to be able to supplement the spending for that. Um, we also put in a few a little bit of
money for programming. We will be, you know, probably cutting back our programming if if we have to cut back our budgets as we go into lean years. We we would probably reduce the amount of programming and rely more on the friends and maybe the foundation to do programs as as they come up. But we
do try to add a little bit for programming for larger. You know, I I think we started doing this when we started doing Eats and Beats many many years ago. We realized there might be community programs or larger programs that we wanted to that um aren't necessarily in the the regular uh
friends budget. So, we do try to supplement that. And then we also have just miscellaneous things that that pop up here and there. Replacing a garden hose or something like that, feeding chumley and the turtle, the tortoise. Sorry, the tortoise. Shelvis the
tortoise. So those little types of things that we we uh try to use our gift money for. Um and then this year the library terrace uh finishing up that bid and design bid and design process. We're
using money from one of the trusts. That money is not from the original trust. It's money that was transferred from the gifts a couple years ago and it's done well earned. It's earned a lot of interest. So we're very happy to be able to do that. So, um, I don't know if
there's any questions or things that you think might be missing or hopes and dreams and wishes you'd like to add. I try to ask the staff this question as we go along. Um, so you don't have to vote on it. It's just
sort of an FYI. >> Any questions or comments? We'll start online this time. I'm all set. >> How about in the room? Seem to have things well in hand.
>> Except for there is a typo on there, but I won't point it out. >> Oh, I'm going to have to hunt it down. >> I know. One point something says $85,000 and it should say $80,500. So, I missed a misplaced the zero there.
Um, okay, great. I always love it when the projects seem worthwhile. Um so moving on to the um director's report. Um no major changes in our trends. We're
steady as she goes. Um the we are excited to see more locker use. It's kind of coming up. So that's very exciting. We hope to see an increase in those library cards, although we are pretty steady every month.
Um, a couple of facilities updates. I did mention that um, we're still working with some interesting um, facilities is working on getting the whole system uh, fixed, but it's it's limping along and it's doing okay. We
are open a lot of hours or regular hours this week and there it will be a notice going out because there's a heat advisory for a um for this week because it'll be three consecutive days without going below I think it's 80 um creates a a heat emergency.
Um I also wanted to add the EV chargers. Everything's almost everything's done. They just need to repaint the ground piece of the one that they accidentally painted over. So they there's two that are painted over was
only supposed to be one. So but the metal signs that say EV parking here, there's three of them. So we do have an extra spot. Um I haven't seen people parking in either of the blacked out spaces particularly. So So it's there.
Is that going to be this week or the I just saw something about the lot? >> No, the parking lot is closed this week for two days because we have vehicle day tomorrow which starts at 700 a.m. >> Beep beep
>> beep beep. Touch a truck and that goes till 9:00 and that leaves with, you know, the sirens and the ladders. It's our 26th, I think, annual vehicle day. And they even had them during CO, which was pretty cool. The trucks just came and did a raid. And then on Thursday,
they were doing a bike rally. So, the the the parking lot is closed. We really just wanted to notify for people who might be using EV chargers. Um it's generally closed because we're closed, but we're going to be doing a bike rally where everyone will um they have it all
organized. They're going to do a a little um route and I think they have PD and safety PD and safety invol involved with all of that. So, um this is just sort of part of the get out, be healthy,
um be in nature, that kind of thing. So, uh the children's room are very excited about planning this. It is for all ages. So, if you'd like to come down with your bike, >> come on down. It is for all ages. Um, so that's why the parking lot's closed. Um,
Megan Woo from RMLD said she will be um, probably I think for the September meeting she's going to try and get us those updated statistics. There's definitely been a significant uptick in usage um, now that both of them are working fully. So, uh, we'll look forward to that in September.
And just to clarify on the AC side of things, past month, has the children's room have to be closed at all? >> No, no, no. It's the way it's running, they've been able to to balance the whole building, they do run it like
24/7, I think, because it has to it's it's missing. One of the compressors is down, so it's trying to hop along with one compressor, >> right? >> So, but they're they're working hard. They're doing what they can. And the truth, you know, with this summer, all
of the vendors are very, very busy. Um, things are breaking down left and right. So, um, we are in line. Uh, we're in line with everybody else. Uh, we got the IRS report filed, which is excellent, and we'll be filing the state aid application and financial
report, uh, in the next month or so. I did just want to note that um we have had a change in available databases through the state. They had to cut they did not the state did not have to cut any staffing. Instead they made
major cuts to content that was available statewide. It was a very difficult decision but they've been able to do that. The biggest thing that was lost was the uh uh online resources to the Boston Globe. So we now subscribe to that individually.
There are um a lot of resources available through the Boston Public Library as well. Um but they're often limited. So you'll go and you'll try and access it and say like sorry all licenses are busy. Uh so we are trying to supplement where we can
and then you can just read through some really great successful programs that we had and it's been a really fun summer. Uh we had 28 applications for the
position that um which I've never seen that many applications come in. Uh there were there were a large actually a large percentage of uh people who had just graduated from college. They were sort of looking I think for a part-time job with benefits. We do hope
to make an offer this week. So and that's it. Unless you have questions about July or what's going on right now. >> On the two candidates who uh withdrew their applications, did they find job elsewhere or did they have any feedback
for the interview process? >> No, they just were we reached out for interviews and then they said, "Oh, they withdrew their Yeah, two of them. At least one of them I should say I know was a young person. I was kind of surprised like you seem really qualified to be doing another job." So I wonder if
they did get another job. So, and just as a side note, um the the team that's working on this is Jamie Penny, Louise Heatherington, and Valerie Goldigh House. Um we spent a lot of time going over the questions and thinking about the type of person that
we want. And the focus really is on customer service. The skills that we that you need to do to work in borrower services, we can teach you. There's there's nothing that requires an immense amount of studying or anything like that. So, uh, we did put push heavy on
wanting people who have customer service, deescalation techniques, working with problem customers, that kind of thing. Um, and then obviously technology, uh, comfortability with working with technology. So, we had some really good candidates.
>> Great. I just had a quick question about the Library of Things loggers. I'm wondering how they're working out. >> They seem to be working out great. I was going to check the stats for them um at six months in just to see if we're
seeing an increase. Um I think with the visibility they're definitely going out. There haven't really been any hiccups with it. So right now it's good. Yeah. Good. >> Great. Any other questions or comments
about the director's report? Okay, moving on. We have the minutes of the July 14th meeting that were included in the packet. Um, I personally have not didn't uh I've reviewed didn't have any comments or uh edits. They look good to
me. Anyone else? >> Move to accept the minutes from is it July? Have a motion. >> Second >> and seconded. Any questions or comments?
>> Hearing none. Roll call vote. Start online. Kelly, >> yes. >> Andrew Grimes, >> yes. >> The room. Andrew. >> Yes. >> Onet. >> Yes. >> And I'm a yes. Now
roll back up. Future agenda items. So September lists fall programming and the summer reading report, an update on the library terrace, date of the collection. Um we'll talk about the meeting policy. It's not listed here, but we'll talk
about the meeting policy again. And you just mentioned um uh that Miss Woo would be here to update us on EV >> or present or she'll either be here or she may just data >> and review the collection development
policy. >> I feel like there is a very small change that they want to put in there. Um I don't I don't think it's a major change to the collection development policy or or how we take RFRs. It's just they went through the annual review and found I
think had some suggestions to make it tighter. >> Sure. Well, I think keeping it on the the calendar regularly even if there aren't changes makes sense. Then October uh toys for tot collection request policy discussion and vote as needed on
the collection. and uh we'll move on to the next policies of uh distribution posting and collection of other materials um and financial forums down the line. >> The financial forums this year will be um much you know I think we'll be
talking a lot about overrides a lot about what our needs were how to cut as many of the expenses as we can. I think it's been pretty clear that we trying to avoid cutting staff. Um, so it's there'll be interesting financial forums. I do have actually one other
item um that I forgot to mention in the director's report if that's okay if I can circle back. Um, the children's room has uh an idea would would like to run a costume swap for children this year. I think it's something that kind of aligns
with our you know reduce, reuse and recycle kind of um bent. And um in order to do that, they have to collect the costumes ahead of time. So they would like to put a bin in the lobby. Um
they'd like to collect uh costumes for a month from August 22nd and till >> September 22nd and then the swap would be on September 27th. So that gives them a week to kind of organize and put everything in there. So we do the same
thing only much shorter period of time with like the puzzle swap. like you can just come drop off your puzzles and then either attend the swap or not. Um, so I think it doesn't seem to be a problem with borrower services or anything like that, but it would be from August 22nd
to September 22nd. And I can't think of anything else that we would be putting in the lobby during that time period. So doesn't necessarily need a vote, but you know, just to let you know that that's going to be going on. And if you see a big bin there, it is a library sponsored for a library event.
It's going to be coming right up. >> Okay. Um, any other questions or comments on the future agenda items or the costume swap? I'll go dig out some of my costumes from the 70s with all plastic and get them
added. >> All right. Probably back in date. That's right. Um, I believe anything else perhaps a motion. Motion to adjurnn. >> Second. >> Second. >> And seconded. Okay. Roll call vote online. Uh, Kelly.
>> Yes. >> Andrew Grimes. >> Yes. >> Into the room. Andrew. >> Yes. >> Onet. >> Yes. >> And I'm a yes. Thank you all. Thanks for joining. >> Thank you. >> Good night.