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Library Trustees Minutes Dec 12 2024.docx City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: December 12, 2024, 6:00 P.M. Place: Virtual via Zoom Board members present: Margaret Altman, Mary Behrle, Dominic Copeland, Marshall Handly, Cathryn Keefe O'Hare, Ivy Mahan, Colleen Michaels, Kevin O'Reilly, Joanne Panunzio Board members absent: Others present: Allison Babin, Meghan Karasin, Bruce Doig Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Joanne Panunzio made a motion, seconded by Cathryn Keefe O'Hare, to accept the minutes of the meeting of October 22, 2024. Roll Call vote, 7-0 with Altman, Behrle, Copeland, Mahan, Keefe O'Hare, O'Reilly, and Panunzio voting in favor. Handly and Michaels abstained. Public Presentation None New Business FY2026 Action Plan: Allison Babin presented the FY26 Action Plan. She explained that the plan was a collaborative effort among staff, and department goals heavily helped to craft the plan. Some of these items are reaches -it's not required that all items be completed by the end of the plan term. Mary Behrle asked how upgrades to the Children's Room would be funded. Allison Babin stated that we intend to fund these projects with state aid and funds previously earmarked for this project through the Friends of the Beverly Public Library. Joanne Panunzio asked if the planned diversity audit of the children's collection would be analyzed with local diversity in mind. Allison Babin stated that yes, the children's librarians will do so. Mary Behrle asked if the Community Read project was eligible for a Library Services and Technology Act(LSTA) grant. Allison Babin stated that the Massachusetts Board of Library Commissioners (MBLC) has recently revised how they administer these grants. But the library will be applying for a National Endowment for the Arts (NEA)Big Read Grant to support the Community Read project. Kevin O'Reilly asked if the library expects any pushback on diversity given the current climate. Allison Babin said it's a core value for the library and Beverly. She doesn't anticipate pushback, but it could happen and staff is prepared. Marshall Handly asked if trust funds can be used to send Katie Marsh, Head of Bookmobile Services, to The Association of Bookmobile and Outreach Services (ABOS) Conference. Allison Babin stated that yes, we could, if she doesn't get a scholarship to attend. The new scholarship program through the Massachusetts Library System is easy and efficient to apply to. We will know quickly whether or not we get it, which allows for the opportunity to look for other sources if needed. Kevin O'Reilly suggested a volunteer fair for the community, held at the library. Colleen Michaels commented that she appreciates that the action plan is now only focused on new ideas and initiatives. Colleen Michaels made a motion, seconded by Mary Behrle, to approve the FY2026 Action Plan. Roll Call vote 9-0, with Altman, Behrle, Copeland, Handly, Mahan, Michaels, Keefe O'Hare, O'Reilly, and Panunzio voting in favor. Save the Date: The 2025 Northeastern Massachusetts Libraries Legislative Breakfast will be held on Friday February 7, at 8AM at the new Abbot Library in Marblehead. Ivy Mahan and Dominic Copeland left the meeting at 6:40 PM. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1. Fiscal Year 2025 Budget: Everything is on track. The overage in the longevity line is due to an increase in longevity payments in the newly signed librarian and custodian contracts. There is a request to transfer $36,112 to the library budget(with additional funds coming through DPS for custodians)before City Council. Once those funds are approved and transferred, we'll put through the union raises, including retroactive payments to July 1. The library is receiving a gift of technology just under $10,000 from The University of Massachusetts Lowell (UML)Digital Equity Partnership, which is funded by the Massachusetts Broadband Institute at the MassTech Collaborative. This includes 18 chromebooks, a cart, and WIFI access points. Starting next month there will be programming for people with low digital literacy skills to learn these skills and, if they complete the course, keep a chromebook. 2. Building/Vehicle Issues: There remains $1.8M in funds appropriated for the HVAC project. With these funds, the condensing units that serve the rooftop units will be replaced, the refrigerant will be updated to a modern refrigerant, and DX coils and piping will be replaced. This should result in the building being more efficient and more comfortable. There will also be modifications to the roof to prevent the ice damming that happens. There will be some level of disruption to the building but no major closures. The work will take place April to September. Joanne Panunzio asked if the project can be designed to be retrofitted to use geothermal in the future. Allison Babin said this is part of the thinking. The cost for replacing the bookmobile generator is $15,000. This is for a 12,000 Watt Quiet Diesel Commercial Mobile Generator. As of now the generator is working fine. The new mini-split is being installed this week which will provide both heating and air conditioning for the bookmobile. Following up on Ivy's question from the October meeting, the bookmobile puts on roughly about 4,500 miles per year. The odometer reading as of November 12 was 43,511. 3. Community Engagement: Katie Marsh and Allison Babin drove the bookmobile in the Beverly Holiday Parade on December 1. The library is planning to pursue a National Endowment for the Arts (NEA) Big Read grant to support the Community Read program. A committee made up of Allison Babin, Meghan Karasin, Ona Ridenour, and Katie Nelson are working to choose a book out of the 22 options provided by the program. The theme for the NEA Big Read program this year is Our Nature:How Our Physical Environment Can Lead Us to Seek Hope, Courage, and Connection. We can apply for up to $20,000 but we have to secure an exact match. The Friends have committed $10,000 and we can do the rest as an in-kind match. Colleen Michaels suggested a partnership with Montserrat on some programming. 4. Personnel: All department heads completed a training on microaggressions through the Public Library Association. Allison Babin attended the Library Leaders in New England retreat. The attendees were from all over New England and weren't all Directors, but in all different roles. Jo Swenson has been hired as the Assistant Circulation Librarian. 6. Programs: Adults have Beverly Bird Walks at Lynch Park and a program on Bigfoot. Teens have DIY Wrapping Paper, Graham Cracker Houses, and Dungeons and Dragons. Childrens has Science Squad, Lego Club and crafting programs on snowmen and gingerbread houses. Communications None at this time. Unfinished Business None at this time. List of Documents/Exhibits • Draft minutes of the October 22, 2024 meeting • FY 2025 Budget report as of 12/10/24 • FY 2026 Action Plan The next regular meeting of the board is January 28, 2025 at 6PM in person at the main library. There being no further business, the meeting was adjourned at 7:1OPM.