Library Board of Trustees

By City Clerk at 1:43 pm, Dec 15, 2022 Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 Amesbury Public Library Board of Trustees Location: Amesbury City Hall Auditorium Wednesday November 9, 2022 7:00 PM Board of Trustees (BOT) Members present: Anne Campbell, Laurie Cameron, Pam Gilday, Delia Rinaldi, Brenda Rich, and Bethany Sullivan APL Staff present: Aimie Westphal, APL Director and Meghan Fahey, APL Head of Archives and Special Collections 1. Call to order at 7:03 PM by Anne as chair. 2. Secretary’s minutes Discuss September meeting minutes. Motion to approve September minutes with suggested edits – motion by Bethany, second by Laurie, motion passes unanimously. Discuss October meeting minutes. Motion to approve October minutes with suggested edits – motion by Bethany, second by Laurie, motion passes unanimously. 3. Communications There are no email or other communications to report this month. 4. Budget report Aimie presents the FY2023 monthly APL budget for November. The salary line item is underspent because of staff turnover during FY23 and the Director plans to use some of that line item allocations to cover OT, which is higher than anticipated because of the staff turnover during FY23. Additional columns have been added to the “Other Funding” table on the report (per our October meeting discussion) to provide requested details (see October minutes for details). Amesbury’s State Aid appropriation is coming a little later than usual. The first appropriation is expected to be $18,478.93 (per the mass.gov/mblc document FY2023 State Aid to Public Libraries Certified Municipalities and initial Awards that Aimie included in tonight’s packet. This figure is not reflected in tonight’s November budget report. Last year’s overall State Aid appropriation was approximately $30K. 1  Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 5. Facilities report Aimie presents her monthly “Facilities Report to the Trustees” for November 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. Aimie will be looking at possible vendors to repair/replace the automatic handicap accessibility door (back door at the ramp) – the button/door opener mechanism is not working consistently. The BOT discussed using State Aid money toward the cost of repairing/replacing the handicap accessible button/door mechanism, although no motion was made. Aimie is also looking at a grant that is available through the City to replace an APL building alarm. 6. Director’s report Aimie presents her monthly “Library Director’s Report to the Trustees” for November 2022. This document is included in the addendum (Addendum 2) and contains information about Staffing, Technology, General Library News, and Library Closing/Delayed dates. As well, she included a list of the 2023 BOT meeting dates (2nd Wednesday of every month) in tonight’s packet. Aimie has added a “Library Holiday Closings – 2023” document in tonight’s packet that is also included in the addendum (Addendum 3). 7. Sub-committee updates Anne, as Director Review subcommittee chair, presented the subcommittee’s meeting minutes and summary of their October 24 meeting. She also stated that the subcommittee has plans to meet with Aimie and will be prepared to discuss their work more fully at a future BOT meeting. Brenda motioned to accept the meeting minutes as presented, second by Laurie – the motion was approved unanimously by the subcommittee membership present. Laurie, as acting Preservation subcommittee chair, presented the subcommittee’s meeting minutes and summary from their Nov 1 meeting. Pam motioned to accept the minutes as presented, second by Delia – the motion was approved unanimously by the subcommittee membership present. Delia, as Long Range Planning subcommittee chair, presented the subcommittee’s meeting minutes and summary from their October 26 meeting. The BOT discussed suggested changes to the subcommittee objectives identified in the minutes – further discussion is likely. Brenda motioned to accept the minutes as presented, second by Bethany – the motion was approved unanimously by the subcommittee membership present. 2  Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 8. Old Business Although the BOT voted to deaccession the wall clock that had hung in the Amesbury Room, it appears that the APL/City is unable to create the previously discussed new “deaccession funds” account. The City CFO suggested the idea of depositing funds received from the sale of deaccessioned items into a “Gift” sort of account. The BOT and APL leadership are deliberating/discussing what to do. The clock is still at McInnis Auctioneers. Meghan is researching how other libraries handle funds from deaccessioned items and will take the matter up further with the Preservation subcommittee and then with the full BOT. The City Council will do a first reading on the APL’s 2 bills (see October minutes) at their November 15 meeting with an anticipated 2nd reading/public hearing/vote at a November 22 meeting. The 2 bills are 2022-152 (transfer $66,100) and 2022-153 (transfer $12,220) – both bills are sponsored by Mayor Gove and are available on the City website at https://www.amesburyma.gov/407/2022-Council-Bills. 9. New business Update on the “fine-free” policy that the BOT voted on earlier in the year. Reminder that the APL has not charged late fines (fines for overdue materials, APL does still charge replacement fees for lost items) since March 2020. Aimie presented the fine-free policy change to the Mayor and Mayor Gove is not sure she’s in support. Further discussion is expected. Meghan and Aimie met MBLC staff regarding recent and newly announced changes at the state level to the Massachusetts Public Library Construction Program (MPLCP) and shared information about the program and the conversation with the BOT. For BOT members who missed the live public meeting (the meeting content was offered 3 times in early November) or who just want to learn more/stay informed about the revised program, go to https://mblc.state.ma.us. 10. Matters not reasonably anticipated in advance of the meeting None. 11. Adjourn: 8:45 PM. Motion to adjourn by Bethany, seconded by Laurie, unanimous. 3  Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 Addendums – October November, 2022 -- APL Board of Trustees Meeting Minutes Addendum 1 – Facilities Report to the Trustees for November 2022 4  Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 Addendum 2 – Library Director’s Report to the Trustees for November 2022 5  Amesbury Public Library Board of Trustees Meeting Minutes - November 2022 Addendum 3 – Library Director’s 2023 Holiday Dates List to the Trustees 6