Loading...
LibraryTrusteesOctober2018MinutesCity of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: Tuesday, October 23, 2018 6:00 P.M. Place: Beverly Public Library Board members present: Margaret Altman, Mary Behrle, Ivy Mahan, Kevin O'Reilly, Joanne Panunzio, Myron Schirer -Suter Board members absent: Marshall Handly, Anthony Kline Others present: Anna Langstaff, Allison Babin Recorder: Allison Babin Kevin O'Reilly presided. He stated that this meeting is being recorded. Joanne Panunzio made the motion, seconded by Mary Behrle, to accept the minutes of the regular meeting of September 25, 2018 as read. Motion passed unanimously. Public Presentation There was no public presentation to the board. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) Anna Langstaff explained that the agenda was longer and more in detail than normal. Allison Babin recently attended a workshop held by the Solicitor's Office for employees who are part of boards and commissions about Open Meeting Law and Public Records presented by Lauren Goldberg, of KP Law, which advised that we need a much higher level of detail in the agenda and minutes. When the board is discussing something like the Action Plan, and a Trustee asks a question, or makes a comment, Allison Babin has to reflect that in the minutes. This will allow someone reading the minutes later to understand how a decision was arrived at. Allison shared Lauren Goldberg's example that a one hour meeting should be five pages of minutes and that she is to avoid the use of acronyms. Anna Langstaff explained the law is to make government more transparent. The agenda also has to be fairly detailed, and cannot include vague terms like Unfinished Business and New Business without further explaining what is going to be discussed. As to Committee reports, Anna Langstaff advised that the board will need to let Allison know if they plan to report and that the agenda must be posted within 48 hours of the meeting. Anna Langstaff explained that we need more clarification from Stephanie Williams, including whether it is in compliance for Allison Babin to share the draft minutes with the Trustees prior to the meeting. Anna Langstaff explained that we also need clarification from Stephanie Williams about the bylaws in relation to the agenda, as the bylaws require certain agenda items always be listed which appears to be in conflict with the training. Myron Schirer -Suter asked if draft documents can be posted ahead of time so that they can also be shared with Trustees for review prior to meeting. Anna Langstaff will find out. Joanne Panunzio asked if Anna Langstaff will be looking at the Senior Center's minutes. Anna Langstaff said it was better to look at Zoning Board minutes because those minutes have legal implications. Anna Langstaff said anywhere we meet has to be handicap accessible and so is unsure if Beverly Depot will work for December meeting, as has been the location in the past. Anna Langstaff referenced the Public Body Checklist for Creating and Approving Meeting Minutes document. Ivy Mahan asked about approving minutes in a timely manner. Anna Langstaff, Myron Schirer- Suter, and Allison Babin confirmed we are doing this now. Margaret Altman asked for the attorney's name who led the session. Allison confirmed her name was Lauren Goldberg. 2) Fiscal Year 2019 Budget: There are no important updates to the budget that need to be discussed since the Trustees meeting on September 25, 2018. All line items are within the expected range except sick leave buyback, office supplies, and computer, but this is not out of the ordinary. The spent line item of uniforms is contractual for the library custodians. The board did not have any questions. 3) Hickey Trust Fund: Anna Langstaff shared a letter from Albert Dodge. In 2006, a trust fund came to us with a letter and $50,000. In September of 2018, Anna received an unexpected letter stating that the Beverly Public Library was named as a specific beneficiary to Myrtle Sillen's trust, and that pursuant to the terms of her trust, this money is to be added to the original Hickey fund. Restrictions of the Myrtle Hickey fund stipulate that only 90% of the interest can be spent, that 10% has to go back into the fund, and that it can only be spent for children's. It is now in the hands of Stephanie Williams, City Solicitor. Stephanie has contacted Anthony & Dodge, PC and wants to review the original trust. Anna Langstaff assumes this is part of Stephanie's due diligence and that Stephanie wants to make sure there are no strings attached. Thus, the check has not yet been deposited into the Hickey fund. The City councilors have to approve gifts made to the City before the money can be deposited into the Hickey fund. 4) State Aid Financial and Compliance Reports: A lot of work goes in to these reports which keep the library eligible for state aid, and ensures patrons are able to borrow materials from all libraries in the state of Massachusetts. State Aid Financial Report: Anna Langstaff explained that the money listed on the second page of the Financial Report , in Section E. 10 comes from printing and copying fees, and does not include fines. The library does not keep fine money it collects. Myron Schirer -Suter asked if this line item includes replacement fees for lost materials. Anna Langstaff said no. Any money collected to replace a lost book is returned to the city. Margaret Altman asked if patrons can purchase and submit replacement copies to the library. Anna Langstaff said yes. Anna Langstaff explained that the Benefits line of $16,996 (Section F, 2) on page 3 of the operating budget includes items such as workshops and uniforms. The $340,192 in this line which is paid by another town department is the City's share of health insurance and other employee benefits. The board did not have any further questions. Compliance Report: The State wants to make sure the library meets the municipal requirement for state aid. Beverly meets the requirements for fiscal year 2019. This report includes the number of hours the library is open, that Anna Langstaff is certified to be Director, and that the materials expenditure is at least 13% of the library's budget. Kevin O'Reilly asked if computerized things are part of materials. Anna Langstaff said it depends. For example, if the library purchased the new version of Office for public computers, that would count, but not for staff computers. Kevin O'Reilly asked if online magazine access can be included in the materials expenditure. Anna Langstaff said yes, all of those kind of electronic things count. Kevin O'Reilly asked if the 13% has remained constant. Anna Langstaff said yes. Margaret Altman asked if the line on the report about the library being open to all residents has to do with the building itself being open. Anna Langstaff said yes. Anna Langstaff reminded the Trustees that they will see this form next year as it has to be completed annually. 5) Parking Plan: The City has a new parking plan going in to effect on November 1, 2018. Kiosks will be installed. To encourage people to park in parking lots and on side streets, the most expensive place to park will be on Cabot Street. The first twenty minutes on Cabot Street will be free to encourage quick turnover. The Beverly Public Library will have a kiosk on Essex Street and possibly on Winter Street. Anna Langstaff doesn't know how it is going to impact the library's parking situation. Ivy Mahan commented that she doesn't think it will be to the library's benefit. Anna Langstaff said we don't know. Anna Langstaff said that we are vigilant at the beginning of each school year about people inappropriately parking in the library lot, but once the day begins, it is too hard to track. Myron Schirer -Suter asked if the library tracks or the police. Anna Langstaff confirmed that the library tracks, and enforces by placing flyers on windshields saying the car will be towed a letter that explains why (seniors, young families with strollers, and so forth need to use the parking lot for library business). Myron Schirer -Suter inquired about the building formerly used as a funeral home using the adjacent lot. Anna Langstaff explained that those parking spaces are designated for apartments on Cabot Street. 6) Letter to the Editor in the Salem News: A resident of Salem named Ken Bonacci wrote a letter to the editor complaining that the members of the Friends of the Library have "first dibs" on book sale books at the Friends book sale preview party. A lot of the information in the letter is not accurate: for example, books sold at the book sale are not ex- library books; they are donated books. The Friends hold the Members Preview sale when the library is not regularly open, not during normal operating hours. The preview sale is a way for the Friends to raise money for the library for things that the City's budget doesn't cover. Friends president Thalia Lewandowski thought it would be good to respond as publicity for book sale. Anna Langstaff has not seen Thalia's response published in the paper and does not know if the paper will publish it. Anna Langstaff shared that a lot of libraries do this type of preview sale for members and that she just wanted the Trustees to be aware of the letter. Anna Langstaff thanked those who volunteered at the book sale which helps relieve the strain on the Children's Room. She also acknowledged Friends secretary Maria Decker for organizing all the book sale volunteers. 7) North of Boston Library Exchange (NOBLE): NOBLE has put together the budget for fiscal year 2020. The overall increase will be less than 1% for Beverly. NOBLE got more money from the Board of Library Commissioners, and had some additional financial savings because they moved. NOBLE thanked member libraries for being proactive by talking with their state representations about library funding. Anna Langstaff referenced the fact that she and Allison Babin spoke with representatives at the State House when they attended Library Legislative Day. The OverDrive assessment will increase by about 10% because Beverly is the biggest circulator within NOBLE. Joanne Panunzio asked if we ever initiated OverDrive Advantage. Anna Langstaff confirmed that we did. 8) Building issues: There has been no movement forward on the repair of the capstone or the puddle. Anna Langstaff is getting estimates to replace the rugs on the first, second, and third floors of the main library. A couple years ago an estimate for the rug just on the second floor was $30,000. Margaret Altman asked if we will be getting an estimate on commercial tiles. Anna Langstaff confirmed. Anna Langstaff explained that the estimate is a place to start. The library does not have the money in the budget for this work, but in order to ask the Mayor, she needs to have a number. The library's security camera software is being updated, which will also allow the library's cameras to be directly connected to the police department. The cameras are currently going down at times because the software is old. Anna Langstaff will let the board know when this work has been completed. 9) Bookmobile: The bookmobile resumed service on October 22, 2018. The schedule for November 2018 will be posted on the website soon. Katie Marsh and Anna Langstaff will be in costume handing out coupons for book sale free books at the City's Downtown Trick or Treat event on Thursday, October 25. The bookmobile will be positioned to block traffic as a security measure. 10) Meeting with Consultant on October 10, 2018: Anna Langstaff met with a consultant from the firm Tischler -Bise. The City received a grant from MassHousing to prepare a dynamic fiscal impact model for future use. The consultant met with City department heads, including the Superintendent, Director of Planning, Director of Parks and Recreation, to discuss each department's needs for the future and how future development might impact those needs. For example, the consultant asked if the library would need a new or bigger building or another bookmobile. Anna Langstaff said the library would need more money for programs and probably more staff to serve more children in the community. The consultant will come up with a model so the city will be able to forecast how additional developments would improve or detract from the City. 11) Meeting with Beverly Main Streets: Beverly Main Streets received a grant to do a sculpture project/community build. Anna Langstaff has attended several brainstorming meetings with other community members including representatives from Endicott, Montserrat, and Historic Beverly. The build could potentially happen, or be temporarily displayed, at the library. 12) Programming: Allison Babin shared highlights of library programs. The Children's Room has launched a new monthly graphic novel book club for children in grades three through six. Teens can attend an interactive movie showing of Hocus Pocus on Tuesday, October 30. For adults, the Midterm Madness Film series will conclude on November 16 with a showing of Election. On November 29 at 6PM, Ted Reinstein from VVVCB's Chronicle will be speaking about his new book New England's General Stores: Exploring an American Classic. At the Farms on Thursday, October 25, Nancy Coffey will be speaking about the gardens and gardeners of Beverly Farms from the 1920s to the 1950s. Communications None. Unfinished Business None. New Business Action Plan 2020: Anna Langstaff presented the draft plan to the board. First, she explained that the library writes action plans on an annual basis, which keeps us eligible for grants. Margie McClory and Joanne McElhenney want to apply for a "Mind in the Making" Library Services and Technology Act grant that would start in fiscal year 2020, so a number of items in this plan pertain to the children's room. Anna Langstaff highlighted items that are new or revised from the previous year. Anna Langstaff reminded the board that all the goals and objectives come from the strategic plan, but the actions are written for this plan. Anna Langstaff explained that some of the idea for the Children's Room include adding more manipulatives, encouraging literacy and cooperation. Anna Langstaff explained the Children's Room staff want to further enhance the successful writing center and develop STEAM (science, technology, engineering, and math) kits. Librarians Laurie Formichella and Martha Morgan have been researching how to institute a Library of Things (circulating items like ukuleles, cooking pans, and more), by taking a field trip to the Danvers Public Library. Anna Langstaff explained that in the action plan for 2019, under Goal 43, Anna Langstaff and Allison Babin held one -on -one meetings with every full time employee. In the action plan for 2020, they have decided to hold one -on -one meetings with department heads, and assign department heads to hold one -on -one meetings with their staff, as part of empowering them as effective supervisors and leaders. Anna Langstaff explained that under Goal 42, 48, and 49, the board will see items that have to do with the Children's grant. Anna Langstaff explained that even if we did not get the grant, we could try to find another funding source to accomplish these actions. Anna Langstaff compared the number of actions in previous plans from years 2017 and 2018 to the plans of 2019 and 2020. In 2017 and 2018, there were 30+ actions; in 2019 and 2020, there were 55 -60. Anna Langstaff explained this is an effort to be more detailed about the things we want to do. The plans help both the staff and board understand our goals and how we want to accomplish them. The plan needs to be sent to the state by December 1, 2018. Ivy Mahan commented that the plan seems very comprehensive and that it would be wonderful to see these items accomplished. Library Trustees reviewed the proposed Action Plan for 2020. Joanne Panunzio made the motion, seconded by Mary Behrle, to: Approve the action plan for fiscal year 2020. Motion passed unanimously. The next meeting of the board will be Tuesday, Nov. 27 at 6:OOPM at the Beverly Public Library. There being no further business, the meeting was adjourned at 7:15PM.