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Library Trustees Minutes Apr 23 2024.docx City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: April 23, 2024, 6:00 P.M. Place: 32 Essex St Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Colleen Michaels, Joanne Panunzio, Kevin O'Reilly Board members absent: Ivy Mahan, Cathryn Keefe O'Hare Others present: Allison Babin, Meghan Karasin Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Marshall Handly made a motion, seconded by Joanne Panunzio, to accept the minutes of the meeting of February 27, 2024. Motion passed. Marshall Handly made a motion, seconded by Margaret Altman, to accept the minutes of the meeting of March 4, 2024. Motion passed. Marshall Handly made a motion, seconded by Margaret Altman, to accept the minutes of the meeting of March 26, 2024. Motion passed. Public Presentation none Committee Reports Personnel: In preparation for the Director evaluation, Joanne Panunzio will send a survey to all library staff. Results will be sent to the trustees along with a link for trustees to enter their comments. Joanne Panunzio will send the final evaluation to Allison Babin ahead of the June meeting. Administration: No report. Finance: No report. Long Range Planning: No report Report of the Library Director 1. Fiscal Year 2024 Budget: The transfer was made into the buy-back sick time line from overages in the fulltime line. This was due to staff turnover and maternity leave. Gas bills remain high and additional funds have been moved into the heating line. 2. Fiscal Year 2025 Budget: Allison Babin met with the Mayor and Finance Director regarding the FY25 budget and was not asked to make any reductions or modifications. The FY25 budget includes a books & subscriptions line that is fully-funded by the city. This leaves trust funds and state aid to be used for other purposes. 3. State Aid: The second disbursement of state aid ($49,592.34) has been sent. This brings the total state aid for FY24 to $ 98,514.51. This is probably enough to cover the cost of replacement of the children's room carpet. 3. Building/Vehicle Issues: The bookmobile generator is having issues again. It was repaired at the end of March, but is still having problems. They are troubleshooting the issues. Allison Babin has been reminding the Mayor and Finance Director about the age of bookmobile (12 years old). A new bookmobile has been included in the city's capital expenditure plan as something needed in the next 5-10 years. Repairs are ongoing at the north elevator but it needs one additional part. The south elevator will need repairs, and those will begin once the north elevator is back in service. On Monday April 8 the City Council rejected the funding for the proposed HVAC system by a vote of 5 to 3. The city is still determining next steps. B2Q and Consigli are willing to keep working with the city on options. Allison Babin has been wondering what can be done to help the councilors to understand the value and relevance of the library. They have all been invited to the Teen Poetry Ceremony and 7 of 9 counselors plan to attend. Margaret Alsman asked what would happen if the remaining unit goes this summer? Allison Babin stated that it's likely the library would have to close if it gets too hot or cold. Allison Babin thanked the Garden Friends who just did a clean-up and planting at the library, with assistance from the YMCA Kids Volunteer Day. 4. Roll-out of Strategic Plan for Fiscal Year 2025 - 2030. This Thursday is the first in a series of meetings with the staff to discuss the Strategic Plan for FY25-30. 5. Community Engagement: The Summer Reading Kickoff on the Common is Wednesday, June 12. The library gave out over 500 pairs of glasses for the April 8 eclipse. Katie Nelson, Head of Teen Services, organized a recycling effort for the glasses. Astronomers Without Borders will send them to other countries who will soon experience an eclipse. The Bookmobile will attend the Y Healthy Kids Day and Beverly Arts Fest. There will be collection dropboxes at both buildings for the Beverly Bootstraps Back-to-School Backpack Program. Allison Babin will be on the Thriving Together program on BevCam to discuss library services to seniors. The main library held a Fixit Clinic on Saturday with the Beverly Waste Reduction Committee. 6. Personnel: The junior custodian position is a tough position to fill. A candidate was hired and it didn't work out. The position has been reposted. 7. Programs: Adult programming includes Community Zen, a Local Author Fair, and a Monday Mornings presentation on Antique Hand Fans. Teens have Creative Writing Club, Downtown Cleanup and the Teen Poetry Reading and Awards Ceremony. The Children's Department is hosting storytimes, graphic novel book club, and Music with Dara at the Farms. Communications None at this time. Unfinished Business None at this time. New Business Dominic Copeland, former City Councilor, is interested in joining the board. He's a library advocate and user, and an educator and father of 4. He wrote a letter to the Mayor expressing interest in the role. List of Documents/Exhibits • FY24 Budget as of 2/23/24 • Draft minutes of the February 27, 2024; March 4, 2024; and March 26, 2024 meetings The next regular meeting of the board is May 28, 2024 at 5PM in person at the main library. There being no further business, the meeting was adjourned at 6:50PM.