Library Board of Trustees

Amesbury Public Library Board of Trustees Meeting Minutes v3 - March 2022 RECEIVED Amesbury Public Library Board of Trustees Location: Amesbury Public Library, Amesbury Room Wednesday March 9, 2022 By City Clerk at 2:45 pm, 4/14/22 7:00 PM Board of Trustees (BOT) Members present: Anne Campbell, Audrey Proctor, Bethany Sullivan, Brenda Rich, Delia Rinaldi, Laurie Cameron, Pam Gilday, Gail Browne, Jessica Ducrow, Head of Archives and Special Collections: Meghan Fahey - present APL Interim Director: Aimie Westphal - present I. Call to order at 7:00 PM by Anne as chair II. Secretary’s minutes • January 27 minutes – Motion to accept by Laurie, second by Delia, unanimous • February 8 minutes – Motion to accept by Laurie, second by Pam, unanimous w/ 2 abstentions (Jessica & Brenda) • February 9 minutes – Motion to accept by Laurie, second by Jessica, unanimous w/ 1 abstention (Gail) • February 15 minutes – Motion to accept by Laurie, second by Bethany, unanimous w/ 1 abstention (Brenda) – with note to correct spelling of Gail’s last name from Brown to Browne • February 23 minutes – Motion to accept by Laurie, second by Jessica, unanimous w/ 4 abstentions (Brenda, Bethany, Delia, and Gail) – with note to correct spelling of Gail’s last name from Brown to Browne III. Communications There are issues with access to the Trustees City email Inbox (email address of librarytrustees@amesburyma.gov) by the BOT members who should have access (Anne as chair). Laurie (as previous chair) and Anne have been working on this issue with the City. Laurie reports the issue is still unresolved. IV Budget report: Aimie notes that Meghan is joining the meeting tonight because she has information regarding the CIP aspect of the agenda’s Budget Report/Director’s Report. The invoice for Engineering (back wall in basement that we’ve been discussing since January and last year) - was encumbered for $3800 but was invoiced for $3300. The corresponding budget line item is Library Other Mun. Bldgs Maint. Aimie may be going to the Mayor/City Council before July with a transfer request between Salary and Operating line items to help address this gap. 1  Amesbury Public Library Board of Trustees Meeting Minutes v3 - March 2022 The January cleaning bill. Aimie is working with City CFO on how to charge the Library portion of the City cleaning bill. Some discussion about the Other Funding sources in the March monthly Budget report. The Amesbury Charitable Trust is a 5013C managed by a separate board. V. Director’s report: Budget/Capital Planning - APL budget meeting on March 3 with Mayor Gove, Aimie, Meghan, and Anne - Aimie presented the APL budget (see previous minutes) to Mayor Gove. PT position requested (as a Facilities position) – 18 hours/week. Regarding CIP projects - the assessment on the back wall indicated that we would need a new roof, with an estimated cost of $400,000. To do a job of that cost would put us into ADA- compliance requirement (over the ADA compliance threshold), which is not financially feasible for the City. Instead, we will pursue the planning phase of a building project to include studies and assessments of existing conditions. Looking to formalize a Building Committee to begin the planning phase of a building project – comprised likely of DPW representation and people with subject-matter expertise – activities would include work on a feasibility study to scope, create an RFP, choose a consultant etc. – approx. cost of feasibility study $25K. Lintel (part of the ongoing back wall discussion) will be replaced with steel, not wood. Not an historical buildings issue. The replacement steel lintel will not be visible. Looking to do repairs to the mosaic flooring in the front entrance and repairs to the spiral staircase leading up the Children’s space. FY23 repairs estimated at under $25K. Facilities – discussed back wall, flooring replacements (carpet and vinyl), and the record’s room. Staffing – In 2nd round of interviews for Assistant Director with strong candidates. Formalizing the volunteer program. Summer program theme to be “Off the Beaten Path.” Planning to restart adult book club this Spring. Tech – no updates since last report. General library news – Staff working on in-person programming for spring that will use our outdoor spaces and the Amesbury room as possible. Removed the limit on number of items that can be checked out at any given time. Note: Question about limit on number of E-materials that can be checked out and/or renewed (ie Overdrive). The limits and renewal policy on E-materials is set by the consortium and out of the control of APL. As well, the renewals of materials as allowed or denied can be based on whether there are hold requests for the specific material. Closing delays – 2/19 delay due to staff shortage, delay on 2/25 due to snowstorm. No planned delays or closings in March. A snapshot of the Interim Library Director’s Report to the Trustees is included at end of minutes. 2  Amesbury Public Library Board of Trustees Meeting Minutes v3 - March 2022 VI. New Business Discussion of Bylaws. We were not able to bring the revised Bylaws document to a vote as there is still ongoing discussion regarding capitalization of terms. Likely will be ready to vote at next month’s meeting. VII. Old Business Long range planning update – online SOAR workshop occurred on February 15 – brainstorming session with small breakout rooms – all Trustees and Friends of APL were invited. Survey was sent to participants to prioritize the outcomes of the session. The City and the LRP Consultant are planning a community visioning initiative, with survey, for May. Policy review proposal – Aimie is updating/reorganizing the Circulation manual. Aimie would like to change the current $3 in fines value to $20 in fines for placing a hold on a patron’s ability to check out materials or reserve museum passes (until the fine is cleared) – the $20 number is consistent with other MVL consortium member libraries. Motion to change the dollar figure for holds in the Museum Pass policy and the Borrower Rights and Responsibilities policy to replace the specific dollar amount with the dollar value specified by the MVLCC threshold. Gail made the motion, Jessica seconded, there was some further discussion on a set number which was decided against because numbers change over time, vote was eventually unanimous to the motion. VII. Committee reports: Preservation committee has not met since last reported (see previous minutes). VIII. Matters not reasonably anticipated in advance of the meeting City Hall is available for our meetings. Check your next Trustee meeting agenda to see if we will be meeting at the Library or at City Hall. IX. Adjourn: 8:35 PM. Motion to adjourn by Bethany, seconded by Laurie, unanimous. 3  Amesbury Public Library Board of Trustees Meeting Minutes v3 - March 2022 Attachments/Addendum March 9, 2022 Interim Library Director’s Report to the Trustees snapshot from March 9 packet 4