Library Trustees, Board of

City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: June 25, 2024, 5:00 P.M. Place: 24 Vine St. Board members present: Margaret Altman, Mary Behrle, Dominic Copeland, Marshall Handly, Cathryn Keefe O’Hare, Kevin O’Reilly, Joanne Panunzio Board members absent: Ivy Mahan, Colleen Michaels Others present: Allison Babin, Meghan Karasin Recorder: Meghan Karasin Kevin O’Reilly presided. Meghan Karasin stated that the meeting was being recorded. Joanne offered a correction on the wording of the personnel report in the May 28, 2024 meeting minutes. Marshall Handly made a motion, seconded by Joanne Panunzio, to accept the minutes of the meeting of May 28, 2024, as corrected. Motion passed. Public Presentation None Committee Reports Personnel: Trustees took time to review the Director’s evaluation. Allison Babin thanked the trustees for their feedback. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1. Fiscal Year 2024 Budget: The budget has been tight, which has necessitated the movement of funds between lines and additional transfers will be necessary before the end of the fiscal year. The Books & Subscriptions line is 99.6% spent. Additional funding from state aid, trust funds, and the Friends has supplemented these city funds so the library did meet the requirement of spending 13% of the allocation on materials. Allison Babin showed the fund account for the state aid and the expenditures for FY24. Total state aid was $98,514.51 and expenditures were $6,599.80, for some digital resources. Allison Babin explained that this is the first time in 20 years that the library has access to the state aid (as it previously went to pay off the debt of the Farms branch renovation). Cathryn Keefe O’Hare asked if there is a time constraint for spending. Allison Babin explained there is no time constraint. 2. Fiscal Year 2025 Budget: Allison Babin presented the FY25 budget request to the City Council on June 6. The city councilors asked questions about the 8.4% increase in the books and subscriptions. Allison Babin explained that this line was cut the previous year and is now fully funded from the city. The Mayor's budget passed 8-1. There was one cut to the line for raises for non-union staff (department heads and assistant department heads). Part-time library staff will get 2.75% raises. The unions for full-time staff are in negotiations. Mary Behrle asked if the library will get more money from the city if the union raises go through. Allison Babin replied that yes, there would be a transfer into the budget. Kevin O’Reilly pointed out that the electric line is level funded. Allison Babin stated that it will be close. Heating is more of a concern. It’s possible we may come up short in that line and will ask for an increase in this line for FY26. 3. Building/Vehicle Issues: The north elevator is repaired and back in service. The south elevator is the same age and will likely need repair in the near future. The library closed on Thursday June 20 due to the temperature. That was a conversation between the Mayor, Commissioner Collins, and Allison Babin to check the temperatures and close the main branch. The Farms branch was still open and a virtual program went on as planned. United, the city’s HVAC vendor, came on Wednesday and Thursday to see what could be done to the system. The Mayor has never closed the building before in extreme temperatures, but the union did file a grievance over cold temperatures in the winter and the Mayor signed an agreement regarding this. There is some movement to replace the roof and insulation - to address the ice dam problem and safety issues. There are some funds left but not enough for an in-kind replacement. The Mayor has had a lot of conversations with the city councilors about this. The bookmobile generator continues to “tick” - it’s working though. The city mechanic is monitoring it. 4. Collections: Heading into FY25, the library is looking into a few new offerings. The library is strongly considering adding Kanopy, Om Practice, and potentially adding Blue Career down the road. Beyond the cost of the products, there’s staff time for training and marketing needed. The library is exploring offering an upgraded NYTimes product that includes Games, Cooking, the Athletic, and Wirecutter. There were some delays with CD and DVD fulfillment from Baker and Taylor which necessitated canceling some orders that weren’t being fulfilled. They’ll be reordered in the next fiscal year. 5. Community Engagement: The Summer Reading Kickoff on June 12 was a great success. We estimated 900 people attended. This is a huge coordinated effort by staff. 6. Personnel: The new junior custodian, Chris Soares, started June 5. He’s doing really well so far. The library will host an MLS practicum student this fall focusing on Childrens and Teen service. 7. Programs: The Summer Reading Program is in full swing. Adults have Pasta & Pages Book Chat, a movie screening of Stepford Wives, and a craft supply swap. Teens have Candy Sushi, Cupcake Wars, crafternoons and snack attacks. Children have Bubblemania and Robert the Guitar Guy (both at the Farms) and Wildlife Encounters. Communications None at this time. Unfinished Business None at this time. New Business Standards of Conduct Policy: Allison talked through minor changes and in grammar and format. Three new bullet points were added: being shirtless & barefoot; impeding access to library resources, premises, or area of premises; and littering. The language around quiet areas was updated. It was suggested that the “disruptive behavior” line be moved to the top first bullet point. Marshall Handly made a motion, seconded by Joanne Panunzio, to accept the Standard of Conduct Policy, as amended. Motion passed. Internet Use Policy: Allison Babin stated that no changes were recommended. Marshall Handly made a motion, seconded by Joanne Panunzio, to accept the Internet Use Policy. Motion passed. Security Policy: This is an internal document. Allison Babin stated that no changes were recommended. Joanne Panunzio suggested an edit - adding “and/or” on section 5c on the last page. Marshall Handly made a motion, seconded by Joanne Panunzio, to accept the Security Policy as corrected. Motion passed. List of Documents/Exhibits ● Draft minutes of the May 28, 2024 meeting ● Library Director’s Review 2024 ● FY24 Budget as of 6/24/24 ● FY24 State Aid Fund Account as of 6/14/24 ● FY25 Budget ● Standards of Conduct Policy ● Internet Use Policy ● Security Policy The next regular meeting of the board is September 24, 2024 at 5PM in person at the main library. There being no further business, the meeting was adjourned at 6:36PM