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May26-2020Minutes-TrusteesF City of Beverly, Massachusetts ;i Public Meeting Minutes Board: Library Trustees Subcommittee: Date: May 26, 2020, 4:00 P.M. Place: Remote Meeting on Google Meet Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Colleen Michaels, Ivy Mahan, Cathryn Keefe O'Hare, Kevin O'Reilly, Joanne Panunzio Board members absent: Myron Schirer -Suter Others present: Allison Babin Recorder: Allison Babin Kevin O'Reilly presided. Allison Babin stated that the meeting was being recorded. Joanne Panunzio made the motion, seconded by Colleen Michaels, to accept the minutes of the regular meeting of May 14, 2020. Cathryn O'Hare disconnected from the meeting at 4: 1Opm. Roll call vote approved, 7 to 0. Cathryn O'Hare returned to the meeting at 4:12pm. 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 2020 Budget: The budget is on track. With the spending freeze still in effect, many lines will result in turning significant money back to the City. Full time and regularly scheduled part time employees continue to be paid. Money will be spent out of the repair line on new faucets for public sinks. The City is eligible for approximately 3.8 million dollars in CARES funding and is working with department heads to determine individual needs. 2) Fiscal Year 2021 Budget: Budget proposal had been prepared and submitted in March by Anna Langstaff and Allison Babin. The original proposal of $2,088,974.85 was already lean, though it did reflect the required 2.5% increase for certification. City Finance Director Bryant Ayles informed all departments that there would be cuts across the board. Bryant Ayles met with the library last in order to ensure budget cuts would not disqualify the library from being eligible for a waiver. After reviewing the 4 year history of each budget line, reductions were made in some areas that were traditionally not fully spent, resulting in a total reduction of about $52,000 from the proposed budget. This includes the vacancy of the Assistant Director being budgeted for a hire date of August 1. 3) Proposed Phased Reopening: Allison Babin submitted a reopening plan on May 6. The Governor released reopening guidance on May 18. The proposed plan fit well with the state guidance. As of May 26, libraries are permitted to do curbside service. Allison Babin is meeting with Chief of Staff Stephanie Bilotti on May 27 to obtain approval on the proposed plan, which uses a model called "Front Door Service" to offer a safe and personal form of curbside. Unlike restaurants and retail, library items come back. The Institute of Museum and Library Services are performing a study with Batelle, a scientific lab, to determine how long the virus that causes COVID -19 lives on materials. At this point the library will quarantine returned items for one week. 4) Building Issues: The city will obtain personal protective equipment (PPE) for city departments. Commissioner of Public Services and Engineering Mike Collins is obtaining a quote from Weaver Glass for glass shields at library public service desks. Partitions for workspaces will also be needed, as well sanitization service. There is no update on the capstone. Colleen Michaels asked if there has been any discussion about the number of people that will be allowed in the library. Allison Babin stated that the guidance does not provide this yet. 5) Community Engagement: Ona Ridenour did a great job launching virtual art exhibits on the website, which fulfills an important piece of the library's vision statement. Assistant reference librarian Matthew Martens has been using the 3D printer to make ear savers to relieve pain from wearing masks and distributing to local businesses and families. In thinking about how to reach people without Internet access, staff have launched a Dial -A -Story service on the library's phone system. Stories for children and adults are recorded each week. Children's librarians were guests at a virtual "Ask -a- Librarian" program for teachers run by middle and high school librarians. Beverly Keeps Reading participation has surpassed the halfway mark with 2700 books read toward the goal of 5000. The deadline is June 19. There has been good participation from the schools. The Mayor took a picture for a promotional post on social media. Charlie from Beverly Farms, was the first finisher of the library's 1,000 Books Before Kindergarten program, and a photo of him receiving his certificate was featured in Beverly Citizen 6) Personnel: The Library Director contract has been signed by all parties. The Employee Assistance Program conducted a Zoom session with library department heads about supervising in the pandemic. Skylis Reed, an MLIS student, will be interning for the library and working on a variety of professional projects including a diversity audit, website content audit, and a diversity social media campaign. The vacancies of Assistant Director and Junior Custodian should be able to be filled by August 1. 7) Programs: The English Practice Group has begun meeting virtually. Attendance has been building each week with 15 registered for May 29. On May 27, there will be a "laugh break" program; on May 28 at 7pm a meditation workshop called "Overcoming Stress and Anxiety During These Challenging Times;" Cookbook Club will meet on June 4. Story times and book discussion groups continue. Since library buildings closed, 61 virtual programs have been held and 1,953 people have attended. Staff is finalizing planning for summer reading programs for all ages and will be utilizing the Beanstack app for logging reading challenges this year. Communications None. Unfinished Business None. New Business None. The next meeting of the board will be held virtually on Tuesday, June 23 at 4:OOPM. There being no further business, the meeting was adjourned at 4:45PM.