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Library Trustees Minutes Dec 22 2020.docxCity of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: December 22, 2020, 4:00 P.M. Place: Remote Meeting on Google Meet Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Ivy Mahan, Kevin O'Reilly, Joanne Panunzio, Myron Schirer -Suter Board members absent: Cathryn Keefe O'Hare, Colleen Michaels Others present: Allison Babin, Meghan Karasin Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Myron Schirer -Suter noted misspellings of his name in the minutes of the November 24, 2020 meeting. Mary Behrle made the motion, seconded by Joanne Panunzio, to accept, as amended, the minutes of the meeting of November 24, 2020. Roll call vote approved, 6 to 0, with one abstention. 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 2021 Budget: The budget is on track for the year. A new snow blower has been purchased, as planned. 2. Phased reopening: The library is offering Front Door Service six days a week and appointments every other day. A cart of Take & Makes has been added to the vestibule and they are very popular. A cart of "Lucky Day" books - the most popular adult books - has also been added to enhance browsing. The Children's Room has been offering "Book Bundles" for families who want as many as 30 books on a topic. Tables and plexiglass have been added to the lobby, allowing the lobby to serve as a hub for most activity. The Governor's roll back to Phase 3, Step 1 didn't require the library to make a change as it is not open with a capacity model. Other libraries in the area did roll back, either to all remote or to just front door service. New roll backs announced today by the Governor also do not require the library to make changes, but this did spur even more libraries to roll back. Allison Babin suggested to the Mayor that the library suspend appointments around the holidays for 2 -3 weeks and this is under consideration. Margaret Altman asked how a change would be announced to the public. Allison Babin stated that it would be announced via the newsletter, social media, and the website and the library could contact those who have appointments. It would be similar to a snow closure. Marshall Handly said this sounds like a decision for the Trustees and the Trustees should consider this in regards to the safety of the employees. Kevin O'Reilly asked how the employees are feeling. Allison Babin replied that the employees seem generally happy but questions have come up, particularly about other libraries in our network. Staffing is becoming more challenging as staff are out for testing, quarantining, or because they are ill. Marshall Handly asked if there is a protocol in place in the event of a staff member testing positive. Allison Babin replied that there is a protocol with some questions remaining. Marshall Handly proposed the following resolution, seconded by Joanne Panunzio: Resolve that it is the recommendation of the Board that, in the interest of public safety and the safety of library employees, we temporarily revert to a curbside only service until January 11, 2021, or such other time that the Governor and the Mayor and the Board determine that it is appropriate to return to a more full - service model. Roll call vote approved, 7 to 0. Resolution passed. Allison Babin will convey the text of the resolution to the Mayor. 3. Building Issues: The Story Time Room has been painted and shelves are being built. A plaque honoring the donor and carpet will be installed next month. The renovations should be complete by the end of January. Plans are being made for the renovation of the Arts and Crafts Room as well. The lighting, ceiling tiles, and floor will be replaced and the walls painted. A professional lighting designer has donated his time to recommend fixtures. Pipe repairs have been completed at the Farms Branch. Heating issues in the lobby of the Main Library have been addressed. 4. Friends of the Beverly Public Library: The Friends of the Beverly Public Library Pop -Up Book Sale raised almost $500 and ran very well. A Friends member, Roberta Neuman, is spearheading a personal shopping service using books otherwise used for the book sale. 5. State Aid: The library's waiver will be presented in February and voted on in March. 6. Community Engagement: Allison Babin recorded a Daily Stretch Call for the Beverly Council on Aging. The North of Boston Library Exchange (NOBLE) coordinated a meeting to discuss ways to address the digital divide with Essex County Community Foundation. This could be a good partnership and potential source of funding. 7. Personnel: The Head of Young Adult Services position was offered to Katie Nelson, who was formerly the Assistant Communications Librarian and who has worked at the library since 2013. The title has been changed to Head of Teen Services to be more approachable for patrons. The Assistant Communications Librarian position is currently posted and applications will be collected through December 30, 2020. Administrative Assistant Deb Debski developed 12 Days of Cheer for staff, planning activities for staff to brighten the season. 8. Trustees Terms: The terms of the following trustees will expire on January 31, 2021: Margaret Altman, Mary Behrle, Marshall Handly, Ivy Mahan, Kevin O'Reilly, and Myron Schirer- Suter. All of the trustees would like to continue and their reappointment will appear before the City Council. Joanne Panunzio asked why so many were expiring at once. Allison Babin replied that there was a clerical error at last renewal. Myron Schirer -Suter asked if they will be appointed with differing lengths of terms. Allison Babin was not sure. 9. Programs: Upcoming library programs include a virtual Pie Day and Katie Bug Crafts. Kevin O'Reilly asked how the library compares with others in regards to the loaning of digital materials. Allison Babin replied that the library will be out front when the iPads begin circulating. Many libraries loan hot spots and Chromebooks. Marshall Handly suggested there may be an opportunity to work with Comcast and BevCam. Allison Babin replied that this might be part of what the Foundation is working on. If they are working on universal broadband then any device we can loan would go much further. Communications None. Unfinished Business None. New Business 1. Video Surveillance Policy: Allison Babin stated that the current policy has been in effect since April 2012, when software was housed on a physical computer in the library. Now it is in the cloud and accessible to police and others. There were some minor changes to the wording of the policy to account for the change in how the video is stored. The policy still states that law enforcement must contact the Director or Assistant Director to view footage. The final policy will be shared with the Chief of Police. Marshall Handly suggested it be shared with the Solicitor's office as well. Joanne Panunzio asked about the correct term to use for where the videos are stored. Allison Babin suggested using the word portal. Marshall Handly made the motion, seconded by Myron Schirer- Suter, to approve, as amended, revised Video Surveillance Policy. Roll call vote approved, 7 to 0. Motion passed. The next regular meeting of the board will be held virtually on Tuesday January 26, 2021 at 4 PM. There being no further business, the meeting was adjourned at 5:05 PM.