Library Board of Trustees

Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 Amesbury Public Library Board of Trustees Location: Amesbury City Hall Auditorium By City Clerk at 4:42 pm, Oct 12, 2023 Wednesday September 13, 2023 7:00 PM Board of Trustees (BOT) Members present: Jessica Ducrow, Laurie Cameron, Delia Rinaldi, Brenda Rich, Audrey Proctor, Pam Gilday, 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 Laurie standing in for Anne as chair. Anne is absent. 2. Secretary’s minutes • Motion to approve July minutes with minor edits by Gail, 2nd by Delia, unanimous. • Motion to approve August minutes with minor edits by Gail, 2nd by Brenda, unanimous. 3. Communications Communication forwarded by Anne to Board members regarding 2 trainings being offered in Shrewsbury. Reply to Anne if you’d like to attend. 4. Budget report Aimie presents the first FY2024 monthly APL budget. Note that membership in the Consortium has been paid for the year – this payment is traditionally made for the year in the first month of the FY. 5. Facilities report Aimie presents her monthly Facilities Report to the Trustees for July 2023. This document is included in the addendum (Addendum 1). Aimie tells the Board that DPW Director Joe Buckley has been very helpful and is engaged with her regarding facilities issues at the Library. 7. Director’s report Aimie presents her monthly Library Director’s Report to the Trustees for July 2023. This document is included in the addendum (Addendum 2). The Library has gone fine-free. The Library is joining the Rotary as a corporate member ($75/quarter). The Library is already a member of the Chamber (the APL Friends pay that $200 fee annually). 1  Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 8. Sub-committee updates The Communications subcommittee presents their meeting minutes of July 10. Pam makes motion to accept the minutes as presented, Jessica seconds the motion – the motion passes unanimously by all subcommittee members present. 9. Old business The Friends of Amesbury Public Library have resolved their non-profit status with the state – all set. On a related note, it is suggested that one members of the Board of Trustees (Trustee to be either designated on a periodic basis or on a round robin rotation) at all Friends meetings to keep open communication between the BOT and the Friends. Also, the Friends are actively recruiting new members and new board members. 10. New business Meghan brings the matter of naming the record room space as The Redford Records Room. Sara L Redford was a key donor to the Charitable Trust collection. She passed away 25 years ago. She donated her stamp collection, papers and manuscripts, and a large financial bequest. The BOT allocates about $25K annually from this Trust. The trust has paid for the digitizing efforts of content in the collection. The suggestion for naming of the room is “Sara Locke Redford Records Room” – Laurie makes the motion to name the room as such, 2nd by Audrey – motion passes unanimously. Aimie presents the Library’s current “Community Information Policy” – she would like this policy reviewed. It will help to prevent the sort of fine the city of Newburyport had to pay recently – see the September 7, 2023 article in the Newburyport Daily News – regarding a choice to not allow bulletin board posting of a particular meeting notice. The BOT member onboarding document that Jessica has been drafting is ready for one final review. Please respond with feedback and/or suggested edits to Jessica by September 30. 11. Matters not reasonably anticipated in advance of the meeting. None. 12. Adjourn: 8:32 PM. Motion to adjourn by Brenda, 2nd by Pam, unanimous. 2  Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 Addendums July 12, 2023 -- APL Board of Trustees Meeting Minutes Addendum 1 – Facilities Report to the Trustees for September 2023 3 Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 4  Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 Addendum 2 – Library Director’s Report to the Trustees for September 2023 5 Amesbury Public Library Board of Trustees Meeting Minutes - September 2023 6