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January2019Minutes-TrusteesF City of Beverly, Massachusetts ;i Public Meeting Minutes Board: Library Trustees Subcommittee: Date: Monday, January 14, 2019 6:00 P.M. Place: Beverly Public Library Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Kevin O'Reilly, Joanne Panunzio, Myron Schirer -Suter Board members absent: Ivy Mahan Others present: Anna Langstaff, Allison Babin Recorder: Allison Babin Kevin O'Reilly presided. He stated that the meeting was being recorded. Mary Behrle made the motion, seconded by Joanne Panunzio, to approve the minutes of the regular meeting of December 10, 2018. All in favor. Motion passed. Public Presentation There was no public presentation to the board. Committee Reports Personnel: Joanne Panunzio asked the Trustees if the Director evaluation forms she had created were helpful. The consensus was yes. Joanne will work on a revised version for 2019. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) Fiscal Year 2019 Budget: On track. The budget line for electric is always tight. 2) Trustee Terms: While watching the City Council meeting, Anna Langstaff saw that Mayor Cahill had written letters recommending the appointment of Colleen Michaels, and the reappointment of Mary Behrle and Ivy Mahan. At the next meeting, City Council should approve the new appointment and the reappointments. Martha Lewis has not been able to reach Anthony Kline, whose term has expired. Martha Lewis confirmed that Anthony Kline will not be reappointed to the board. 3) Building: The library recently had a crew of city electricians deal with a number of long standing issues. Anna Langstaff received clarification on the best way to approach them. The City has a new plumber, John Gagnon, who is very knowledgeable about boilers, and he has helped the library with heating issues at both the Main and Farms buildings. The library has more surplus items that are being discarded. Graphic novels have been moved to a third floor alcove. The shelving in another alcove has been cleared to add study tables and a comfortable chair. The goal is to make the space more open and welcoming. There are a number of empty shelves in the Reference area as we prepare to take down the tall stacks and replace them with lower shelving. One bay of tall shelving will be retained for displaying the Library of Things. Many of these items have already been ordered and received, and are in the process of being packaged for circulation. Most of the public internet computers on the second floor have been replaced, resulting in a faster experience for patrons. Capstone update: Per Mike Collins' request for brick paperwork, Anna Langstaff spent approximately 10 hours going through files concerning building construction, but was unable to locate the submittal for the brick. Anna Langstaff will provide Mike Collins with some documents that mention bricks, but does not believe we have the exact information he seeks. Marshall Handly made some suggestions on how to determine brick type. 4) Personnel: As previously mentioned, Kate Ingalls is retiring, and thus the Head of Branch Services position was posted. Martha Morgan, who currently works as the Assistant Reference /Children's Librarian, applied. She was offered, and accepted, the job. Martha Morgan is a dynamic, outgoing, community- centered librarian, and will work really well independently. Her former position of Assistant Reference Librarian /Assistant Children's Librarian has been posted and interviews have been conducted. An offer has been made to a candidate. A library custodian will be out on paternity leave for six weeks in March. This will have a budget impact as it will involve overtime, whether for the other library custodian and /or Department of Public Works substitutes. Narcan: Although the library finds little drug paraphernalia onsite, the opioid epidemic is everywhere. Anna Langstaff feels the library has a responsibility to the community and to the staff to have Narcan. There are no adverse effects to giving someone Narcan. Anna Langstaff reached out to Sergeant Dave Costa, who will refer the library to someone who can provide training and dose(s). Administering Narcan will be voluntary for staff, but everyone will know where it is located. 5) Community Presentation: Anna Langstaff, Allison Babin, and Lisa Ryan gave a presentation at Elliott Landing Condominiums in the community room. The presentation included information about library programs and services, as well as talks about each librarian's favorite books. Anna Langstaff is in the process of trying to arrange for the Bookmobile to make a scheduled stop there, starting Feb. 5, 2019. This is a visible stop that would serve a lot of Beverly residents. 6) Logo: We are working with a Montserrat College of Art professor and a group of students to design a new logo. This is a good way for the library to cooperate with Montserrat and benefit from their expertise. 7) Fines: The board has discussed eliminating fines as part of the library's five year strategic plan and annual action plan. Anna Langstaff has also discussed it with Bruce Doig, Head of Community Services, and would like to approach the mayor before budget season is in full swing. Marshall Handly made the motion to eliminate fines. Margaret Altman seconded the motion. Discussion: Kevin O'Reilly asked what the research shows regarding a correlation between fines and keeping things out. Myron Schirer -Suter stated that research shows that fines don't seem to make much difference. Margaret Altman stated that fines are such a low number, "like pocket change." Anna Langstaff stated that for some people, for example, $10 is too much, while the whole point of what we are trying to do is remove barriers to access. Fines can prevent some patrons from ever coming back to the library. Joanne Panunzio asked how much revenue fines generate for the City. Anna Langstaff said about $15,000 per year. Kevin O'Reilly asked how much personnel time is taken up by fines. Anna Langstaff said it is does take up some time with transactions at the cash registers, and that it also causes arguments. It would be a huge stress relief for both patrons and staff not to have interactions over $30, $1.50, whatever it is. Fines make library staff seem like "enforcers of the rule" and punitive, while we need to be welcoming rather than keeping people away. Additionally, circulation goes up when libraries eliminate fines. Patrons will be charged replacement costs for items that are never returned. Joanne Panunzio asked if even replacement costs go back into the City's general fund. Anna Langstaff said yes. Anna Langstaff shared that there a number of libraries (i.e. Reading, Wakefield) in the North of Boston Library Exchange (NOBLE) network that do not charge fines. Hamilton- Wenham Public Library also does not charge fines. Small and big libraries don't charge fines; it is trending. Blocks would be based on overdue length of time rather than amount of money owed. Patrons would be contacted with reminders of items that are overdue. After some discussion, all in favor of the motion. Motion passed. 8) Programs: Allison Babin shared that Passport Day held on Saturday, December 15, 2018 was a success with 170 people attending. Coming up, the National Pie Day celebration will be held on Thursday, January 17, at 7PM. The 23rd Annual Teen Poetry Contest has opened entries and the awards ceremony will be held on Wednesday, April 24 at 7PM. Teen Snack and Study sessions will be held on Tuesday, January 15 and Wednesday, January 16 from 1 -3PM. In the Children's Room, "Take Your Child to the Library!" Day is being celebrated on Saturday, February 2 with a special story time and raffle. At the Farms, the retirement reception for Kate Ingalls is being held on January 24, from 6 -8PM and for children, the Farms branch will celebrate Chinese New Year on Tuesday, February 5. Communications Anna Langstaff shared a letter from the Massachusetts Board of Library Commissioners (MBLC) certifying the City of Beverly to participate in the Fiscal Year 2019 State Aid to Public Libraries Program. Anna Langstaff shared a flyer for the Library Legislative Breakfast being held at Reading Public Library on Thursday, February 14, 2019 featuring Keynote speaker Senator Jason Lewis. She will be attending the breakfast. Unfinished Business None. New Business Trust Funds: Anna Langstaff reviewed proposed expenses to be paid from trust funds for fiscal year 2019. The new "Library of Things" is being started with $800 from the Ray trust fund, and the items will be branded accordingly to raise awareness of trust funds. New chairs for the children's room are being purchased in part with a $1000 donation to spruce up the children's room, but will be supplemented by $1500 from the Lefavour trust funds. $250 from the Salt trust fund will be paid as an honorarium to the chosen logo designer. Some trust fund money may be used to supplement book purchases, if needed. The next meeting of the board will be Thursday, February 28, at 6PM at the Beverly Public Library. There being no further business, the meeting was adjourned at 7:13PM.