Library Board of Trustees

By City Clerk at 11:51 am, Nov 10, 2022 Amesbury Public Library Board of Trustees Meeting Minutes - September 2022 Amesbury Public Library Board of Trustees Location: Amesbury City Hall Auditorium Wednesday September 14, 2022 7:00 PM Board of Trustees (BOT) Members present: Anne Campbell, Jessica Ducrow, Laurie Cameron, Gail Browne, Pam Gilday, Delia Rinaldi, Brenda Rich, Bethany Sullivan, and Audrey Proctor APL Staff: Aimie Westphal, APL Director and Meghan Fahey, APL Head of Archives and Special Collections 1. Call to order at 7:04 PM by Anne as chair. 2. Secretary’s minutes Discussion of July 2022 minutes. Gail makes motion to approve July 13, 2022 meeting minutes with the suggested edits. Delia seconds, motion passes unanimously by all who had attended the July meeting. Discussion of August 2022 minutes. Pam makes motion to approve August 17, 2022 meeting minutes with the suggested edits. Jessica seconds, motion passes unanimously by all who had attended the August meeting. 3. Communications Someone had sent email asking for Board of Trustee meeting minutes. Aimie replied with the City website link. 4. Budget report Aimie presents the FY2023 monthly APL budget for September dated September 9, 2022. In addition, Aimie also provided a document titled City of Amesbury Trust Funds which lists the 8207206-48200 (Library Funds) and 8207207-48200 (Book Funds) dated 8/31/22 and marked in upper left corner with Bartholomew & Company logo. 5. Facilities report Aimie presents her monthly “Facilities Report to the Trustees” for September 2022. This document is included in the addendum (Addendum 1) and contains information about ongoing and new facilities-related projects as well as preservation projects. In addition to Aimie’s Facilities report, Meghan presented information regarding a building master plan and feasibility study and proposed that the Board engage with a consultant to ultimately create a conditions assessment and facilities master plan to help us formulate short, medium, and long range plans for the building. The general estimate for this type of project can 1  Amesbury Public Library Board of Trustees Meeting Minutes - September 2022 be as much as $85K. Based on the trust funds document presented earlier tonight, would the Board be willing to put forward $35K toward this project. The balance of the project could potentially be covered by reallocation of funds from on-hold Capital master plan allocations such as the north wall. There is approximately $78K in the Library Trust Funds (specifically the 8207206-48200 (Library Funds)) account. The request tonight is for the Board to approve allocation of $35K of that amount to pledge toward funding regarding a building master plan and feasibility study. The Trustees would be involved in the decision making regarding evaluating bid packets and voicing a choice for consultant selection. Gail made the motion to approve expending $35K from the Library Trust Funds account for the purpose of funding a Facilities Master Plan, conditional on additional capital funds (or other funds) be made available to fully fund the project. Pam seconded the motion. The motion passes unanimously. Note: In addition, replacing the APL’s current website (an old GoDaddy platform that is no longer fully functional or supportable) was discussed but no motions were made regarding this potential project. 6. Director’s report Aimie presents her monthly “Library Director’s Report to the Trustees” for September 2022. This document is included in the addendum (Addendum 2) and contains information about staffing, technology, general library news, and library closing/delayed dates. Other notes: Aimie completed the ARIS report and has sent it to the state. Regarding IT, Aimie has requested ARPA funds for the APL’s networking/cabling project. A new City IT Director has been hired. 7. Sub-committee updates The Preservation subcommittee met on August 12 and the Board of Trustees met, as a whole, on August 17 to act on the information presented from the subcommittee. Laurie made the motion tonight to accept the August 12 Preservation subcommittee meeting minutes. Delia seconded the motion and the motion passed unanimously by all Preservation subcommittee members that were at the August 12 meeting and that were also present tonight. Regarding the deaccession vote that the Board made at the August 17 meeting, Aimie and the Board leadership are waiting on the City CFO to create a special account (or advise as to some other method) in which to deposit the proceeds from the sale of this and any other deaccessioned APL Collections item going forward. 2  Amesbury Public Library Board of Trustees Meeting Minutes - September 2022 The Director’s Review subcommittee will be working on a date for their next meeting. 8. Old Business There is no discussion on old business tonight. 9. New business The Amesbury Public Library Strategic Plan for Fiscal Years 2024-2026 Submitted by Aimie Westphal, Library Director document needs to be submitted to the Massachusetts Board of Library Commissioners (MBLC). It is completed (and part of this evening’s packet) and is due in October 2022. It is a 3-year strategic plan. The APL Board of Trustees must vote on the plan before Aimie can submit it. The Action Plan portion of the Plan will be presented later in the year. Bethany motions to accept the Plan as presented, Brenda seconds. The motion passes unanimously. 10. Matters not reasonably anticipated in advance of the meeting None. 11. Adjourn: 8:46 PM. Motion to adjourn by Bethany, seconded by Brenda, unanimous. 3  Amesbury Public Library Board of Trustees Meeting Minutes - September 2022 Addendums – September 14, 2022 -- APL Board of Trustees Meeting Minutes Addendum 1 – Facilities Report to the Trustees for September 2022 4  Amesbury Public Library Board of Trustees Meeting Minutes - September 2022 Addendum 2 – Library Director’s Report to the Trustees for September 2022 5