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Library Trustees Minutes Nov 29 2022.docx-2 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: November 29, 2022, 5:00 P.M. Place: Remote Meeting on Zoom Board members present: Mary Behrle, Marshall Handly, Cathryn Keefe O'Hare, Ivy Mahan, Colleen Michaels, Kevin O'Reilly, Joanne Panunzio, Myron Schirer-Suter Board members absent: Margaret Altman Others present: Meghan Karasin, Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Marshall Handly made the motion, seconded by Colleen Michaels, to accept the minutes of the meeting of October 25, 2022. Roll call vote approved, 7 to 0, with Handly, Mahan, Michaels, Keefe O'Hare, O'Reilly, Panunzio, and Schirer-Suter voting in favor. Motion passed. New Business Action Plan for Fiscal Year 2024: Meghan Karasin presented the Action Plan for Fiscal Year 2024, highlighting the revisions/additions: • Replace the van used to transport books between the main library and Farms branch. • Explore ways to improve the display of the Library of Things. • Develop a plan to improve the appearance of the collections on the third floor of the main library. • Offer at least one dynamic booktalking program per year. • Continue featuring fresh reading lists on the homepage of the website. • Partner with local bookstore(s)to bring local, diverse, and multicultural authors to the Beverly Public Library. • Continue to have staff organize development opportunities on topics such as databases, style guide, Google Workspace, etc. • Select a new 3D printer for purchase. • Investigate offsite locations for programming during HVAC project construction. • Investigate assistive, adaptive, and rehabilitation devices for people with disabilities. • Design new inserts for the StoryWalk and schedule exhibits around the City. • Consult with the Head of English Language Learner Services for the school district to stay informed of language needs and select materials accordingly. • Offer opportunities for the public to learn about geothermal technology during the library's HVAC project. • Collaborate with the designer, Owner's Project Manager, and City officials to mitigate disruption and ensure the safety of patrons and staff during HVAC project phasing. • Offer Narcan training for staff. • Establish a plan for painting and replacing carpet at the main library. • Utilize the City's new EAM (Enterprise Asset Management) System. • Advocate for more bike racks near the main library. • Continue partnering with presenters from diverse backgrounds. • Encourage staff to engage in media opportunities such as radio, BevCam, and other outlets. • Support the Friends in new efforts to raise funds, such as selling gift cards and raffle tickets, and holding fundraising events. Mary Behrle joined the meeting at 5:17 PM. Kevin O'Reilly asked about replacing the van with an electric vehicle. Meghan Karasin responded that the administration is still looking into the best option. Kevin O'Reilly, Colleen Michaels, and Marshal Handly offered suggestions on improving visibility of the Library of Things. Marshall Handly asked if peeling paint was due to water issues. Meghan Karasin replied that in the stairwell, water is not the issue. But water has caused issues in other parts of the building. Marshall Handly made the motion, seconded by Cathryn Keefe O'Hare to approve the Fiscal Year 2024 Action Plan. Roll call vote approved, 8 to 0, with Behrle, Handly, Mahan, Michaels, Keefe O'Hare, O'Reilly, Panunzio, and Schirer-Suter voting in favor. Motion passed. Public Presentation None. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. 2025-2029 Long Range Plan work will likely begin in April 2023. Report of the Library Director Presented by Meghan Karasin,Assistant Library Director 1. Fiscal Year 2023 Budget: The budget is on track. The transfers for the raises for the Director and Assistant Director have not yet been made. Longevity payments to staff will be paid out next week. There will be an increase in overtime due to one custodian being on medical leave. Kevin O'Reilly asked about the part-time line being a little underspent. Meghan Karasin explained that this will go up with upcoming vacations. 2. Building Issues: The design firm for the HVAC project has been selected and is negotiating the contract with the city. A kick off meeting was held earlier today to discuss next steps, including a building walk-through. More information will be shared at the next meeting. Cathryn Keefe O'Hare asked if the library has plans for other locations for patrons to access materials. Meghan Karasin said that there are no concrete plans as there is so much left in terms of timing and disruption that needs to be determined first. Marshall Handly asked if shutting down is an option. Meghan Karasin replied that everything is on the table. The Department of Public Services (DPS) was able to fix some temperature issues on the fourth floor of the main library. The library hired out for some electrical work at the main library. The pendant light in the main vestibule (Winter Street) has been rehung. Additional outlets were added elsewhere and other minor fixes. DPS is doing some electrical work at the Farms branch, including fixing some outside flood lights. A patron damaged the library fence in the parking lot. Allison Babin is working with the solicitor's office and patron's insurance to get it repaired. The bookmobile generator isn't working, which means no lights or power to the printer or laptop. Katie Marsh is making due and working with the motor pool to get it repaired. 3. State Aid: The first installment of the FY23 State Aid has been received, in the amount of $44,161.12. The second installment will come in the spring. As a reminder, this is the last year that State Aid will be used to pay back debt on the Farms branch renovation. 4. Community Engagement: The library has continued to serve as a COVID test distribution site and will continue to do so as long as the City provides us with kits. The library served as a collection site for the Pumpkin Smash at Moraine Farms. Additionally, the library is a collection site for the Council of Aging's holiday drive for seniors. And the Childrens room is collecting toys for Pathways for Childrens. The bookmobile took part in the Holiday Parade last weekend, with Katie Marsh and Allison Babin at the helm. 5. Programs: Childrens is taking a break from the regular storytime schedule, but are still holding Science Squad, LEGO club, and Steam Story Time. Teens are having Gingerbread Cookie Decorating and Holiday Card Crafting. Adults have A Christmas Carol by the Delvina Theater Company, Demystifying Electric Transportation, and a Cozy Holiday Book Chat. Communications None. Unfinished Business None. List of Documents/Exhibits • Draft minutes from the October 25, 2022 meeting • Fiscal Year 2023 budget to date (11/28/22) • Draft FY2024 Action Plan The next regular meeting of the board is to be determined. There being no further business, the meeting was adjourned at 5:48 PM.