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Library Trustees Minutes June 27 2023.docx City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: June 27, 2023, 5:00 P.M. Place: Beverly Public Library, 32 Essex Street Beverly, MA Board members present: Margaret Altman, Mary Behrle, Cathryn Keefe O'Hare, Kevin O'Reilly, Joanne Panunzio Board members absent: Marshall Handly, Ivy Mahan, Colleen Michaels, Myron Schirer-Suter Others present: Allison Babin, Meghan Karasin, Bruce Doig Recorder: Meghan Karasin Kevin O'Reilly presided. Meghan Karasin stated that the meeting was being recorded. Mary Behrle made the motion, seconded by Margaret Altman, to accept the minutes of the meeting of May 23, 2023. Motion passed. Public Presentation None. Committee Reports Personnel: Joanne Panunzio stated that 8 of the 9 trustees filled out the review. The average overall was 3.7/4. Kevin O'Reilly thanked Joanne Panunzio for her work on the review. Allison Babin thanked the trustees for the review and their feedback. Administration: No report. Finance: No report. Long Range Planning: Mary Behrle stated that there were 2 strategic planning meetings. At the first meeting the group did a SOAR exercise -brainstorming the library's strengths, opportunities, aspirations, and results. At the second meeting the group brainstormed and prioritized visions for the community. Allison Babin stated that this work will guide the work of the next 5 years. The library will be launching a comprehensive community survey in July to help with the development of the strategic plan. Additionally, one to two staff meetings will be held to get feedback. Allison Babin requested that each Trustee meet with a City Council member to interview them about what they and their constituents want from the library. All agreed, were given assignments, and were asked to talk with the councilors some time in July. Report of the Library Director 1. Fiscal Year 2023 Budget: Allison Babin referenced the FY23 budget. Transfers will be made from the part-time line to cover overages in some full time lines. These overages are likely due to the 53rd pay week. Myra Pueschel, Administrative Assistant, and Allison Babin have worked with the Finance Department to establish a system for requisitions. For FY24, the budget reports will show many larger encumbrances at the beginning of the year, which will help with tracking expenditures. Last night the City Council approved the free cash appropriation requests for $90,000 for the elevator repair and $60,000 for a new electric van. There's an opportunity to add charging stations to the parking lot when it is redone for the HVAC project. 2. Fiscal Year 2024 Budget: The Mayor's FY24 budget passed as submitted by a vote of 6-1. 3. Building Issues: Regarding the upcoming HVAC project, the city opened a Request For Qualifications (RFQ)for a Construction Manager at Risk. Regarding the current HVAC system, the library has two large rooftop units but one has been out of order for years. The other has been attempting to do the work for the entire building. A motor broke on this unit and was replaced. But then the other motor in the unit broke. It was restarted. The union did file a grievance for extreme temperatures in the library in February. The Mayor did promise an operational plan for the library in May, but this has yet to be formalized. Margaret Altman asked what the union request was, and was it a specific temperature range. Allison Babin stated that the Mayor won't agree to a temperature in writing. The union does not want to work in extreme temperatures - such as the 52' in February. The AV system install for the Sohier Room was delayed and is now rescheduled for Friday June 30 and Monday July 3. 4. Community Engagement: The Children's Room has been very busy with recent outreach and school visits. This year, they attended elementary spring open houses at Hannah, North Beverly, Centerville and Ayers. They also did their annual book talks and summer reading promotion to all elementary school classes. In addition, they hosted multiple school visits from Beverly Middle School, Pioneer Charter School and visited Harborlight Nursery School. Katie Nelson, Head of Teen Services, attended the Showcase of Learning for the Beverly Schools on June 15. Allison Babin was invited by the Human Rights Committee to speak at the Progress Pride Flag Raising at City Hall. In partnership with the Sustainability Department, the main library once again served as a styrofoam collection site on Friday June 23. Allison Babin shared the Summer Reading guide with the Trustees. Graham Goss, Assistant Communications Librarian, does a great job each year with this. 5. Programs: Adults have the Summer Sounds Concert Series as well as a Pasta and Pages Italian Dinner Book Chat. Teens have Field Day, Water Wars, and Murder Mystery Party. Childrens has Mr. Vinny the Bubble Guy and a Stuffed Animal Sleepover at the Farms branch. Communications None. Unfinished Business None. New Business I. Acceptable Use Policy. No changes are recommended by library administration. Joanne Panunzio made a motion, seconded by Cathryn Keefe O'Hare, to rename the policy to the Standards of Conduct Policy. Motion passed 5-0. Cathryn Keefe O'Hare made the motion, seconded by Joanne Panunzio, to accept the policy as amended. Motion passed 5-0. 2. Internet Use Policy. No changes are recommended by library administration. Joanne Panunzio made the motion, seconded by Margaret Altman, to accept the Internet Use Policy. Motion passed 5-0. 3. Security Policy. No changes are recommended by library administration. Joanne Panunzio made the motion, seconded by Mary Behrle, to accept the Security Policy. Motion passed 5-0. List of Documents/Exhibits • Draft minutes from the May 23, 2023 meeting • Library Director's Review 2023 • Strategic Planning Exercise Notes • Fiscal Year 2023 budget to date (6/27/23) • Acceptable Use Policy • Internet Use Policy • Security Policy • Summer Reading 2023 Brochure The next regular meeting of the board is September 19, 2023 at 5 PM in person at the main library There being no further business, the meeting was adjourned at 6:30 PM.