Library Trustees, Board of

City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: November 16, 2021, 4:00 P.M. Place: Remote Meeting on Google Meet Board members present: Margaret Altman, Mary Behrle, Marshall Handly, Cathryn Keefe O’Hare, Ivy Mahan, Colleen Michaels, Kevin O’Reilly, Joanne Panunzio, Myron Schirer-Suter Board members absent: Others present: Allison Babin, Meghan Karasin Recorder: Meghan Karasin Kevin O’Reilly presided. Meghan Karasin stated that the meeting was being recorded. Marshall Handly made the motion, seconded by Joanne Panunzio, to accept the minutes of the meeting of October 26, 2021. Roll call vote approved, 9 to 0. Motion passed. Public Presentation None. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1. Fiscal Year 2022 Budget: Everything is on track. Since the last meeting, there was a $194 transfer from custodial line to the holiday line to cover holiday pay. Longevity payments will be paid on December 3rd, and this will be reflected in the budget presented at the next meeting. The computer software & hardware line is about halfway spent. The library has been able to purchase several planned replacement computers for staff. 2. Building Issues: B2Q Associates has completed their report on HVAC replacement options. The mayor invited a team including Mike Collins, Erina Keefe, Bryant Ayles, Joselyn Ruelle- Kersker, Allison Babin, and Kevin O’Reilly to have an initial discussion about the report. The report presents 3 potential options: 1. A one-for-one replacement. This option is not being considered. 2. Air source heat pump rooftop units and split air handlers  3. Geothermal heat pumps utilizing a ground heat exchanger. This is the most expensive but presents significant energy savings. It is also the most disruptive, particularly to the parking lot. The consensus is that option 3 is the best option. The library will need to get through 2022 with the current system. The city will do work to look for additional grants to help with costs. Design work starts once a decision is made on which option to go with. Kevin O’Reilly stated that the third option will control costs better than other options. The library is an educational institution and this will help to educate the public on this option. Beverly will be recognized as a leader in renewable energy. Marshall Handly asked if it’s necessary to confirm the right material under the parking lot to do this. Allison Babin explained that the report offers different options for getting what they need out of the parking lot. Ivy Mahan asked if digging up the parking lot will necessitate closing the library. Allison Babin stated that the city would seek alternate parking options. Margaret Altman asked if the decision has already been made and if there is pushback expected. Allison Babin stated that the City Council has to approve the funds. There was no pushback from the team in the initial meeting. Marshall Handly asked if this would be financed through a bond. Allison Babin stated that she believes there is the possibility of funding the $3.7 million project through grants, incentives, and free cash. The cost of the second option is $1.5 million. National Grid may be changing their incentives in the near future to make geothermal more possible. Margaret Altman asked about other projects that have this system. Allison Babin said it appears to be working well at the police station, but that was a new build. This provides an opportunity to retrofit a historic building. Colleen Michaels stated that Montserrat is moving towards sustainable energy solutions in their buildings. Kevin O’Reilly stated that this is a good idea regardless, but it will save money in the long run. The health costs of pollution should be considered as well. 3. Community Engagement: The library is hosting a collection box for the Senior Center’s annual collection drive for seniors. The library also has a box from Pathways for Children to collect new, unwrapped toys. The library partnered with Family Promise for their homelessness awareness week. This included putting up virtual and physical displays of books on related topics and having material from the organization available for patrons. 4. Personnel: As a city department head, Allison Babin was required to take a course through the Clear Law Institute on Unconscious Bias, Diversity, and Inclusion at Work for Management. The goal was to recognize our biases and take steps to reduce them. A similar training will be available to additional employees shortly. 5. Programs: For adults, Living Room Conversations will discuss race and education and Monday Mornings will host a program on Lizzie Borden. For teens, there’s a downtown cleanup and a new Dungeons and Dragons club at the Farms branch. For Children’s there’s story times, Science Squad and LEGO club. Communications None. Unfinished Business None. New Business 1. Proposal to accept a gift of the current installation at the Red Fence Gallery” “Black Lives Matter” mural by Amanda Beard Garcia. The Red Fence Gallery is located on Cabot Street. It launched in 2016 and has had 12 installations to date. The current mural has been on display for over a year. Beverly Main Streets believes it should remain somewhere in the community. The addition of this piece aligns with library goals of being a center of arts and culture, and an inclusive and welcoming space. The library has the support of Mayor Cahill, Chief of Staff Joscelyn Ruelle-Kersker, Police Chief LeLacheur, Diversity Equity and Inclusion Director Abu Toppin, Community Services Director Bruce Doig, and City Solicitor Stephanie Williams. Allison Babin read a brief statement from Katie Nelson, Head of Teen Services, in support of accepting the mural. The mural will hang in the Teen Room. Although the library has been working on this, it has been further charged by the Mayor and Abu Toppin to think critically about representation in our city buildings. How do people of color feel when they enter our spaces? Do we have visible pieces that make people of color feel welcome and seen? Colleen Michaels asked if the artist will replicate the mural and if the artist is aware of the move. Allison Babin explained that the artist is supportive of the move and that the whole fence will be taken down and the custodians will hang it on the wall. Kevin O’Reilly asked if there’s a concern about vandalism. Allison Babin explained that there’s always that risk in a public space but there are security cameras nearby. Ivy Mahan asked if there has been any objection to bringing the mural to the library. Allison Babin said there has not. Colleen Michaels asked if the library would have ownership of the piece. Allison Babin explained that the donor would sign a form giving the library ownership and the right to do what it deemed necessary with the piece in the future. Marshall Handly asked if the library would then not be under obligation to maintain it if it becomes expensive. Allison Babin stated that that was correct. Kevin O’Reilly asked if the library would put out a brochure or explanation of this art - or of all the art in the library. Allison Babin said a plaque was a possibility. Additionally Abu Toppin and the Mayor are hoping to have a public celebration or unveiling. Colleen Michaels suggested adding a brief artist’s statement. Mary Behrle askd who is responsible for moving it and hanging costs. Allison Babin stated that Beverly Main Streets will deliver it. There may be costs associated with hanging it. Marshall Handly made the motion, seconded by Colleen Michaels, to accept the donation of the Black Lives Matter Mural. Roll call vote approved, 9 to 0. Motion passed. Joanne Panunzio asked about the mural from the old McDonald’s building. Allison Babin replied that she believes it is still in the process of being restored and that the library still expects to receive it when completed. 2. Action Plan for Fiscal Year 2023: Allison Babin presented the Action Plan for FY’2023. This is an annual document that aligns with the library’s current strategic plan. Allison Babin highlighted new additions/changes to the plan: ● Continue to explore new electronic resources, with a particular focus on digital newspapers  ● Develop finding aids, and continue to explore digitization opportunities, to make local history materials more accessible ● Continue to expand circulating book club kits ● Continue to expand the collection of PLAY! Kits ● Continue to offer programs outdoors when weather permits ● Provide time/funds for staff at all levels to participate in staff development opportunities ● Explore Meescan for self-checkout kiosks and mobile devices ● Explore ways to increase staffing in the Children’s Room ● Continue to partner with the Council on Aging to offer more programs to the senior population ● Collaborate with the Director of Diversity, Equity, and Inclusion to offer documents in multiple languages ● Advocate for funding to become the city’s official Warming/Cooling/Charging Center, upon completion of the upgraded HVAC system at the main library ● Analyze artwork and displays throughout the library buildings for representations of diversity ● Implement digital signage in main library lobby ● Partner with presenters from diverse backgrounds ● Explore developing a library podcast ● Promote the library in non-traditional spaces such as the farmer’s market and parks ● Support the Friends in efforts to hold more frequent book sales ● Continue providing expanded access to technology through circulating devices such as Hotspots, Chromebooks, and iPads ● Meet regularly with the City Diversity, Equity, and Inclusion Director to discuss how to create a more inclusive library Joanne Panunizio asked if the Reinecke donation could be used for digital resources. Allison Babin replied that the library would find out. Cathryn Keefe O’Hare asked if the library had access to the digital papers forever. Allison Babin explained that it depends on the paper. Kevin O’Reilly asked if the cost of professional development has decreased by moving them online, and if there are more opportunities for professional development. Allison Babin replied that they have decreased in cost and many are free. In addition, the lack of travel time helps to keep costs down. Joanne Panunzio asked if the library being designated a heating/cooling center could open up more funding from the state. Allison Babin stated that it was a possibility and that Erina Keefe, the city’s Sustainability Director would be best positioned to research that. Myron Schirer-Suter made the motion, seconded by Margaret Altman, to accept FY’23 Action Plan. Roll call vote approved, 9 to 0. Motion passed. The next regular meeting of the board will be held, tentatively, virtually on Tuesday December 21, 2021 at 4PM. There being no further business, the meeting was adjourned at 5:04 PM.