Library Board of Trustees

Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Amesbury Public Library Board of Trustees Location: Amesbury City Hall Auditorium By City Clerk at 10:16 am, Sep 11, 2023 Wednesday May 10, 2023 7:00 PM 2023 Board of Trustees (BOT) Members present: Jessica Ducrow, Anne Campbell, Pam Gilday, Delia Rinaldi, Brenda Rich, Audrey Proctor, and Gail Browne APL Staff present: Aimie Westphal, APL Director and Meghan Fahey, Head of Archives 1. Call to order at 7:00 PM by Anne as chair. 2. Secretary’s minutes The April BOT meeting minutes were not available. 4. Communications There was no email. Aimie emailed the Communications Director to please add the correct email address to the City website. 5. Budget report Aimie presents the FY 2023 Monthly Budget report, including these highlights: The FY23 APL operating budget is on track except for the Electric line – Aimie spoke with the city accountant about how to address the overage in the APL’s Electric line item and was told that the APL’s electric bill is not tied to the APL’s actual usage but rather is calculated as a percentage of the overall city bill. Estimated electric overage by Aimie is approximately $8K but estimated electric overage by the City CFO is more like $17K. Aimie estimates there may be approximately $25K over in the salary line item (mainly because of turnover as discussed in previous BOT meetings) but there may not be time in the current FY to do a transfer from that line to the electric line. Aimie will be sending an email asking the CFO to explain how the electricity charge is determined and charged to the Amesbury Public Library. Regarding the Other Funding section of the FY 2023 Monthly Budget report for May: • The ARSL grant ($8200) has been fully expended. • The Amesbury Youth Funding ($550) has been fully expended. • The second (and final) installment of Library State Aid for FY23 was approximately $18K and has been deposited. • The funds for the MCC grant funds ($73,940) were just transferred to us (this grant $ has already been approved by City Council). There is no time restriction on these funds. This is what we (APL) would use to cover costs for a new APL website and other projects. 1  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Aimie will ask the City Treasure to supply the Trustees with quarterly updates on all trusts associated with Amesbury Public Library. This was a prior practice and the Trustees would like to see this information stream restarted. 6. Facilities report Aimie presents her monthly Facilities Report to the Trustees for May 2023. This document is included in the addendum (Addendum 1), including these highlights: • The City has hired a new DPW Director, Joseph Buckley, and he starts Monday. • With the excessive rainstorm of May 2, the building experienced excess water in the Tech Services space – see the packet memo dated May 2 for details. (Addendum 2). • The City’s insurance company has awarded $22K (with deductible that’s estimated at $19K if the deductible is not rolled in with another City claim) for a 1:1 copper replacement and repair. Going with an estimate from a contractor with expertise in historical preservation, that is approximately a $15K shortfall. We could possibly take that extra $15K out of State Aid. • The staff (basement) door isn’t closing properly. There is serious deterioration of the bottom structure that supports the door. • Discussion about the 3million dollar insurance requirement needed by building-related handymen/contractors. – general discussion. Also discussed community (volunteer) support of various buildings in town. • Library staff REALLY wants to get the downstairs walls project (finishing the walls and painting) finished. While the records room remains empty, now is the ideal time to get this job finished. The collections will not come back until July or later - whenever the space is finished. • The Facilities Master Plan subcommittee has been formed and consists of 2 architects, Gail, Laurie, Tracy Fortier (formerly of MA Historical), Aimie and Meghan. 7. Director’s report Aimie presents her monthly Library Director’s Report to the Trustees for May 2023. This document is included in the addendum (Addendum 3). Key points include: • Staffing turnovers • PT librarian Jodie will take the open FT position and will do adult programming. • Now the PT position needs to be filled. • Website – Aimie met with Civics Plus, (the City’s website platform provider). Meghan, Aimie, and Claire agree it is sufficient – not ideal but sufficient. The City would like the Library to go with this vendor. Still looking into costs and details of service, so no decisions yet. 2  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 8. Sub-committee updates The new Communications subcommittee met for the 1 st time last night (May 9). They plan to meet quarterly. A key part of their mission is consistent messaging and advocacy for the Amesbury Public Library. Their minutes are provided in the addendum (Addendum 4). 9. Old Business Discussions of FY24 budget. As a reminder, Mayor Gove has requested that Aimie provide her with a straight MAR-number budget, which she has done. • The City’s FY24 budget is now available in the FY24 Budget Book online. • Emergency lighting is included as a capital expense. • Library budget discussion with the City Council is scheduled for May 16. 10. New business Working with Palermo Electric. Reminder, the State Aid fund is at $35,669 including the 2nd FY23 installment which we just received and including encumbrances. Motion by Gail to use state aid to fund the Palermo Electric quote 2, 3, and 4 to total $5,478. Seconded by Brenda – motion passes unanimously. 11. Matters not reasonably anticipated in advance of the meeting. A reminder that there will be four 4-year Trustees positions on this year’s November ballot. Three of the 4 positions will have incumbent Trustees running for re-election, leaving one seat with no incumbent. 11. Adjourn: 8:46 PM. Motion to adjourn by Brenda, second by Jessica, unanimous. 3  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Addendums May 10, 2023 -- APL Board of Trustees Meeting Minutes Addendum 1 – Library Facilities Report to the Trustees for May 2023 4  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Addendum 2 – Library Director’s Memo dated May 2, 2023 5  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Addendum 3 – Library Director’s Report to the Trustees for May 2023 6  Amesbury Public Library Board of Trustees Meeting Minutes - May 2023 Addendum 4 – Communications Subcommittee meeting minutes for May 9, 2023 7