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Library Trustees Minutes May 23 2023.docx City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: May 23, 2023, 5:00 P.M. Place: Remote Meeting on Zoom Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Cathryn Keefe O'Hare, Colleen Michaels, Kevin O'Reilly, Joanne Panunzio Board members absent: Ivy Mahan, Myron Schirer-Suter Others present: Allison Babin, Meghan Karasin Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Mary Behrle made the motion, seconded by Cathryn Keefe O'Hare, to accept the minutes of the meeting of April 25, 2023. Roll call vote approved, 6 to 0, with Altman, Behrle, Handly, Michaels, Keefe O'Hare, and O'Reilly voting in favor. Motion passed. Public Presentation None. Committee Reports Personnel (at 6:50PM): Joanne Panunzio reported that only 2 trustees have completed the Director's review survey so far. She asked that the rest of the trustees complete the review in the next couple of weeks. Administration: No report. Finance: No report. Long Range Planning: Mary Behrle and Allison Babin met and determined the 12 members for the committee, who all enthusiastically agreed to participate in the May 31 and June 12 meetings. Allison Babin shared the list to the screen. Report of the Library Director 1. Budget Updates: Allison Babin shared the FY23 budget report to the screen. Everything is on track for FY23 though she is still waiting on some transfers to go through. Kevin O'Reilly asked why the electric line was underspent. Allison Babin explained that Bryant Ayles handles this billing and it will get rectified at the end of the year. However, the FY24 budget does see a decrease in this line. Allison Babin shared her FY24 budget spreadsheet to screen. She reminded the group of Bryant's previous visit to the meeting and his request that she trim her initial FY24 request by approximately $50k. Allison highlighted where some reductions from her original ask were made. The part-time line is funded at the same level as FY23. This will still allow for raises for most staff members. The repair line decreased by $5k. The books and subscriptions line decreased by $26k. To meet the state requirements, the library still must spend approximately $290k. The difference ($17k)will come from a combination of trust funds and state aid. Marshall Handly asked about the van. Allison Babin stated that she will go before the City Council, tentatively scheduled for June 5, to request a free cash appropriation for both the van and the elevator repair. Allison Babin will present the budget to the City Council on Thursday June 1. Trustees are welcome to attend. 2. Building/Bookmobile Issues: It's become clear that it's not feasible for the main library to stay open during the HVAC construction. The building could close for a period of about 4 months, but it's too early in planning to know. Allison Babin and Meghan Karasin have been brainstorming how to provide services during this time, utilizing both the Farms branch and the Bookmobile. There is the possibility of using a temporary space on Cabot Street(former Rent-a-Center, Family Dollar building) and staff are thinking about what the best use of that space may be. Allison and Meghan will be visiting other libraries who are currently in temporary spaces to get ideas. The timeline for a potential closure is still up in the air but it could be December 2023-March 2024. Marshall Handly asked what kind of access the staff will have to the stacks. Allison Babin replied that it's not clear yet. However, the library will continue to have access to collections from other NOBLE libraries via the delivery. Colleen Michaels offered to put Allison in touch with Montserrat staff if there's a need for space for library programming. The peeling paint in the library main stairwell has been an ongoing concern. The city is hopeful that it will be repaired as part of the larger HVAC project and is currently working to determine why the paint doesn't adhere to this area. The Sohier Room AV upgrade is scheduled for June 12-14. Security cameras have been installed in the Farms branch. On Thursday May 8th a driver struck the Bookmobile while it was parked at Apple Village Apartments. There was not much damage but the driver wasn't insured. An appraiser is coming out tomorrow. 3. Community Engagement: The Summer Reading Kickoff is scheduled for Wednesday June 14, from 6:30-8PM on Beverly Common. Children's librarians will be attending Beverly Bootstraps Summer Book Fair on Friday July 14. Allison Babin shared the library's Annual Survey results to screen. There was a lower response rate this year than last. Overall, 93% of respondents rated the library's customer service as Excellent or Good. 4. Update on North of Boston Library Exchange (NOBLE): NOBLE has hired Kathy Lussier, current Executive Director of SAILS library network to be their new Executive Director. NOBLE has also hired Michael Ahearn as a computer support specialist. 5. Programs: Childrens has Lego Club, Saturday Story Times, and Music & Movement with MaryBeth Maes. Teens have Candy Sushi, Downtown Cleanup, and Creative Writing Club. Adults have Community Zen, a Monday Mornings lecture on Julia Child, and two new book groups (romance and science fiction). Joanne Panunzio joined the meeting at 6:OOPM. Communications None. Unfinished Business None. New Business None. List of Documents/Exhibits • Draft minutes from the April 25, 2023 meeting • Fiscal Year 2023 budget to date (5/23/23) • FY 24 budget spreadsheet • April 2023 Annual Survey Results • Committee Membership for Strategic Planning process The next regular meeting of the board is June 27, 2023 at 5pm in person at the main library There being no further business, the meeting was adjourned at 5:56 PM.