Library Board of Trustees

By City Clerk at 11:47 am, Nov 10, 2022 Amesbury Public Library Board of Trustees Meeting Minutes - October 2022 Amesbury Public Library Board of Trustees Location: Amesbury City Hall Auditorium Wednesday October 12, 2022 7:00 PM Board of Trustees (BOT) Members present: Anne Campbell, Audrey Proctor, Jessica Ducrow, Laurie Cameron, Pam Gilday, Delia Rinaldi, Brenda Rich, and Bethany Sullivan APL Staff: Aimie Westphal, APL Director and Stephanie Smith, Assistant APL Director 1. Call to order at 7:05 PM by Anne as chair. Stephanie introduces herself. She has been with the APL for 6 months or so. Stephanie came to APL from Memorial Hall in Andover and has worked at 3 other MVLC libraries prior. She is an Amesbury resident. Board members also introduce themselves to Stephanie and welcome her. 2. Secretary’s minutes The September meeting minutes are not available for tonight’s meeting. 3. Communications There are no email or other communications to report this month. 4. Budget report Aimie presents the FY2023 monthly APL budget for October as of Oct 10, 2022. A new “Encumbered” column has been added to provide a more meaningful view of the Available funds row entry numbers. Each line item now has an Appropriated, Adjusted appropriation (line moves), Expended, Encumbered, Available, and % Spent column. The Board discussed having Aimie add a new column in the Other Funding table – which consists of a row entry for Library State Aid, Library Gift Account, and Library Trustee Trusts – to reflect the twice-annual Library State Aid income distributions, which are received from the State in September or October and again in April or May each year. As well, Aimie presented a new document titled “Library Donations to Report to Council (under $5000)” which listed $2506.98 in July from the Friends of APL for programs and the Museum Pass program, $1,461.74 in August from the Friends of APL for programs, $1153.01 in September from the Friends of APL for programs, and $59 in various cash donations from patrons (designated to the Library Gift account) in July-September. 5. Facilities report Aimie presents her monthly “Facilities Report to the Trustees” for October 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. 1  Amesbury Public Library Board of Trustees Meeting Minutes - October 2022 6. Director’s report Aimie presents her monthly “Library Director’s Report to the Trustees” for October 2022. This document is included in the addendum (Addendum 2) and contains information about Staffing, Technology, General Library News, and Library Closing/Delayed dates. 7. Sub-committee updates The Director Review subcommittee presented their recent meeting minutes, on which that subcommittee voted to approve. The motion to approve their most recent meeting minutes was made by Laurie and seconded by Jessica. The motion was approved unanimously by all subcommittee members present. The subcommittee plans to meet next on October 24 to compile feedback on their Director Evaluation document. The Preservation subcommittee discussed Gail’s recent email that she needs to temporarily step away from chairing that subcommittee. Laurie volunteers to chair the committee while Gail is away. Laurie will send email to the subcommittee members to figure out a date for their next meeting. The Long Range Planning subcommittee will likely be meeting soon. Delia will send email to the subcommittee members to figure out a date for their next meeting. 8. Old Business There is no discussion on old business tonight. 9. New business Per the capital requests ideas discussed at our September meeting, Aimie submitted a proposal to the Mayor’s office containing requests and supporting information for an HVAC system for local history collections storage in lower level and an APL Facilities Master Plan. The Mayor’s office had follow-up questions, which Aimie shared with Anne and Laurie. Laurie and Anne met with the Mayor and Chief of Staff earlier today and addressed some of these questions. A proposed PT Facilities position and funding for a new APL web site, which had also been included, were not approved but may be revisited in future. The Mayor will be creating 2 bills for City Council regarding the HVAC funding and the APL Facilities Master Plan funding and these will be presented to City Council for a first reading in November with a second reading/public hearing anticipated later in November. On a semi-related note, APL cleaning services and the billing & payment scenario for APL cleaning may be revisited as a means of cost-saving for both the City and the APL itself. 2  Amesbury Public Library Board of Trustees Meeting Minutes - October 2022 10. Matters not reasonably anticipated in advance of the meeting None. 11. Adjourn: 8:13 PM. Motion to adjourn by Laurie, seconded by Bethany, unanimous. 3  Amesbury Public Library Board of Trustees Meeting Minutes - October 2022 Addendums – October 12, 2022 -- APL Board of Trustees Meeting Minutes Addendum 1 – Facilities Report to the Trustees for October 2022 4  Amesbury Public Library Board of Trustees Meeting Minutes - October 2022 Addendum 2 – Library Director’s Report to the Trustees for October 2022 5