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September2019Minutes-TrusteesBoard: Library Trustees City of Beverly, Massachusetts Public Meeting Minutes Subcommittee: Date: Tuesday, Sept. 24, 2019 6:00 P.M. Place: Beverly Public Library Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Ivy Mahan, Colleen Michaels, Cathryn Keefe O'Hare, Kevin O'Reilly, Joanne Panunzio, Myron Schirer- Suter Board members absent: Others present: Anna Langstaff, Allison Babin, Bruce Doig, Susan Miscio Recorder: Allison Babin Kevin O'Reilly presided. Colleen Michaels made the motion, seconded by Joanne Panunzio, to accept the minutes of the regular meeting of June 18, 2019. Motion passed. Public Presentation None. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) Fiscal Year 2019: Budget came in on target. Discretionary funds held by the City were never used. 2) Fiscal Year 2020: The proposed budget as presented to City Council was approved. 3) Building Issues: The library opened for extended hours as a cooling center on July 20 and 21. The Mayor gave gift cards to all staff who worked. Mike Collins tweaked the heating, ventilation, and air conditioning (HVAC) system to keep the building comfortable. Many engineers and HVAC companies examined the system, and determined that it could not be fixed. Anna Langstaff is still waiting for the engineering report. The City has paid for the capstone, but there has no been additional update from Mike Collins. The Teen Renovation Project has been scaled back after the architect's final figure came in at $135,000. The renovation will involve new paint and carpet, relocating shelves, and new furniture, but no glass wall due to the dramatic increase in cost. Rotary will donate funds for new furnishings. Rotary has its featured speaker sign a book each week, and then donates it to the library. Mayor Cahill asked for a priority for the current calendar year and next calendar year. Anna Langstaff reported that the 2019 priority is completing the Teen Renovation Project and the 2020 priority is to complete the HVAC overhaul of the main library in cooperation with DPS and the Finance Department. The Gruppe mural will be installed on the second floor of the library. The police determined that a prank was left near an electrical box at the Main library. 4) Community Engagement: The library was awarded a $10,000 grant, written by Margie McClory and Joanne McElhenney, to engage children through creative play, and interaction with their caregivers and each other. MBLC praised the application. When a summer reading presenter was an hour late for a program this summer, Children's Librarian Dorothea Lam entertained the waiting audience with singing and dancing. Meghan Karasin and Margie McClory attended First Thursday at Holcroft Park to promote summer reading and distribute free books. Anna Langstaff met with City Councilor Julie Flowers. Anna Langstaff, Kevin O'Reilly, and Allison Babin met with Mayor Cahill, Bruce Doig, and Bryant Ayles to further discuss the elimination of fines. First Amendment Audits, in which individuals record in public spaces, are being performed in the area. Anna Langstaff discussed the appropriate procedure with City Solicitor Stephanie Williams and advised staff on how to proceed should one occur. 5) New Reference Services: The library has launched a Lucky Day collection, which contains popular titles that cannot be held or reserved. The library has added an affordable new cooking database of recipes called A to Z World Food. "Book A Librarian," an online service to book notary service, one -on -one computer instruction, 3D printing sessions, and more, will go live on the website soon. 6) NOBLE: Auto - renewals went into effect on August 1. Borrowed materials will automatically renew if there are no holds. 7) Trustee Appointment: Cathryn Keefe O'Hare has been appointed to the board. 8) ARIS (Annual Report Information Survey) Report: The format of the report changed this year. Total circulation went up almost 2% after years of declining. The total number of adult programs offered increased, but attendance was lower. This is due in part to trying new programs and offering smaller programs like English Practice Groups. 9) Personnel: Eve Seamans has been hired for the part time outreach position. Junior Building Custodian, Pete Fontaine, is leaving his position and the job will be posted tomorrow. Communications None. Unfinished Business None. New Business 1) Review of Fiscal Year 2019 Action Plan: Anna Langstaff reviewed the Action Plan, highlighting community engagement efforts, holding offsite book groups, the adult summer reading program, more children's programming on the weekends, and additional programming for adults including Passport Day, Cookbook Club, author talks, sewing classes, and more. Administration has had several meetings with City officials about the possibility of eliminating fines, but is still waiting to hear back. There is more collaboration among library departments. The 2021 Action Plan is due to the state on December 1. 2) Meeting Room Policy: Anna Langstaff reviewed changes to the meeting room policy, including stating that all meetings must be free and open to the public; meeting rooms cannot be used for personal events; and groups using the room must secure performance rights. The policy now links to referenced documents such as the American Library Association's Bill of Rights and the library's Child Safety Policy. Study rooms can now be used by up to 2 people at a time. Marshall Handly made the motion, seconded by Joanne Panunzio, to: approve the Meeting Room Policy. Motion passed. 3) Trust Funds: Anna Langstaff shared proposed spending of trust funds for Fiscal Year 2020. The next meeting of the board will be Tuesday, October 22, 2019 at 6:OOPM at the Beverly Public Library. There being no further business, the meeting was adjourned at 7:35PM.