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Home My WebLink About2024-10-24 Stevens Memorial Library Trustees Minutes APPROVED t DATE d 1-0 VOTE C.0 - PAGES Board of Library Trustees (BOLT) Stevens Memorial Library Minutes of Meeting on Thursday, October 24, 2024 1. Call to Order at 5:03 PM Stan Limpert, Board Chair, called the Board of Library Trustees to order on Thursday, October 24, 2024 at 5:03 PM. Trustees in attendance: Stan Limpert,Board Chair,Ann Cavanaugh, Eva Hamori, Lindsey Mayo (5:10), Mark Rodgers, Ron Rudis, Earl Svendsen(5:17) Also attending: Kathleen Keenan, Library Director; Denise Casey, Deputy Town Manager. Absent: Lucinda Mazza,Assistant Library Director 2. Public Comment—none 3. Correspondence Stan Limpert Stan shared a thank you note from Sue Ellen Holmes family for the memorial donation made in her honor. 4. Reports a. Chair's Report—Stay.Limpert Stan complimented KathleenKeenan on the Historic Entrance Stairs project report saying it was well received (Stevens Memorial Library Historic Entrance More than Stairs: Tasks in the Renovation, 10122124), The stairs are almost complete and look great. Stan also complimented Eva Hamori on 2024-10-20 SML Request for Proposal for Building Study. b. Review/approve minutes fore September 24, 2024 MOTION: Marls Rodgers made a motion, seconded by Eva Haniori, to accept the September 24, 2024 minutes as written. Approved 5-0. c. Libra ryDirector's Report--Kathleen Keenan • Staffing: Two vacancies have been filled internally, Mary Hohenstein has filled the full-time position last held by Michel Glennon and Sergei Franson is filling the 25-hourslweek position last held by Donna Wray. The vacancies created with these changes were approved to backfill as they are budgeted FY25 positions.Applications have been received and are being reviewed. • Plymouth Rocket, the 3`d-party software company,whose application is used for the event calendar and the museum pass reservation system on the Library's patron website gave Kathleen two weeks-notice it would stop supporting the calendar application October 31"due to technical difficulties. The fortunate news: another company,Assabet Interactive, was evaluated at the end of FY24. The plan was to move to the new applications in FY26. When contacted,Assabet Interactive is helping with an immediate transition 2024-10-24 BOLT October Meeting Minutes DRAFT now however.A refund for part of the annual fee to Plymouth Rocket has been requested. • Prepayment of the Library Journal's bulk purchase staff development courses has been approved. Thank you to the Trustees for finds for these courses. • A possible machine which will accept coin, cash and credit/debit cards when attached to the patron copier/printer has been identified. The next step is to complete the research on this. • Alison Horner, Head of Information Services, and Alyssa Mostyn, Information Services Librarian,presented"Stevens Memorial Library E-Library" Oct. 16t" at the Senior Center.An estimated 34 people attended to learn about the electronic resources available and ask questions about their own devices. • Kathleen attended the Building a Respectful Community (BRC)meeting yesterday. BRC is the joint activity of North Andover schools, the Library, Senior Center,Youth Center, and community organizations who work on and support the Town's R.A.I.S.E. values initiative (Respect Achievement Inclusion Service Empathy.) littps://www.nortlia.irdoverprrblicschools.corn/raise ). • More than Words is a Massachusetts organization who collects used books, DVDs, etc. in good condition. It operates an online and retail bookstore with at-risk youth, giving them business shills while providng other support to help them grow. htt1)s:/lshop.rntwyouth.org/ Leftover items from the Friends of Stevens Memorial Library book sale go to there. The Library also is able to use them for weeded materials. • Kathleen submitted 4 Capital Improvement CfP) requests for FY26 funding: (1) Library public bathrooms renovation balance, (2) Library exterior: eaves & chimney roofs replacement, (3) Library interior: window blinds &paint rotunda, (4) SML Library North Lawn construction (partial funds for fence). In FY27, CIP funds for Library public spaces carpeting. Thanks to Dennis Keohane, Finance Director for his help. d, Librar)�Monthly Activity Report-Kathleen Keenan The monthly statistics were reviewed and compared to last year at the same time, The number of visitors to the building continues to grow while materials checked out in the building is lower. Electronic materials checkout continues to grow.A brief discussion followed about statistics. Kathleen shared a recent service request to demonstrate statistics only present one view of activity. Service example: The North Andover Historical Society Executive Director called Kathleen with an urgent need, In a few hours,the Society had a public showing of a movie. They discovered they did not have the blu-ray disc however. Kathleen found Stevens had the movie, but on DVD only. Kathleen searched for libraries within short driving distances for a blu-ray disc. The MVLC joint catalog showed a neighboring library had one on the shelves. Kathleen provided the library name and phone number to the caller to contact the neighboring library. 2024-10-24 BoUT'October Meeting Minutes DRAFT e, Treasurer's Report—Earl Svendsen Earl presented the Treasurer Report Summary dated 10/23/24. The Endowment Fund balance at Fidelity is $996,196.72 and the TD Bank Checking is $7,849.72 for a total of$1,004,046.44.Abrief discussion followed about how to spend allocated Endowment money by donor gifts'category. One category to be creative perhaps: staff support. Some ideas: new chairs, sit to stand tables, improved staff room, f Connnzittee Reports i. Investment Committee—Mark Rodgers Mark uses a tool to maintain the 80/20 stocks/bonds balance. When Endowment fiinds are needed for an expense, he sometimes decides what to sell based on the balance. ii. Long Range Planning Implementation Plan Tracking Ron Rudis Two items have changed. Goal 4.1 photocopiers and printers coin box is in-progress. (Also mentioned replacement self-check machines.) Goal 3.1 updated patron website also moved to in-progress. iii. Building Committee--E,va Harnori • Eva has mailed the 2024-10-20 SML Request for Proposal for Building Studypdf to 4 firms. (1) OverUnder Architecture, (2) Lagrasse Yanowitz Feyl Architects, (3) Johnson Roberts Associates, (4) Stephen Hale &Associates. The Library and Board are following construction-related financial process requirements for this project. Three firms have responded and plan to attend a group building walkthrough Oct, 25". They may ask questions during the walkthrough and/or submit questions in writing.All will receive a written addendum that answers all questions asked. Proposals are due Nov. 12tt, • The Building Calendar was reviewed. • The Historic Entrance stairs railings have not arrived yet, The stairs cannot be used until railings are in place. 5. Old Business a. Historic Entrance Stairs update—covered under Building Committee Report b. Boolan.obile update—Kathleen Keenan Delivery is now estimated for the end of November. Our consultant was at the customization company in Texas for walkthrough. Kathleen and Lucinda Mazza did the walkthrough virtually with the consultant. The consultant did an inspection report which includes a punch list of items to address. The van's reserved enlarged parking space has been paved and the electric supply bollard installed; Library State Aid funds paid for this work. Town DPW will stripe-paint the space and install a reserved parking sign (the latter also paid for with Library State Aid funds). c. Ainazonfividing status/new technolog)�update no update d. Library patron website renewal project update—Kathleen and Cindy are leafing more about CivicPIus. It includes functionality to archive social media, a digital public document, which the Town should be archiving. e. Library Building Space Study update - covered under Building Committee Report 2024-10-24 BOLT October Meeting Minutes DRAFT f. Strategic Plaan annual update—Ron Rudi Ron has the MA Board of Library Commissioners (MBLC) "Action Plan"forin which can be used as part of the MBLC process. He will begin filling the form and work with Kathleen for any details. The form is due December I". 6. New Business 0 Town Holiday Wreath—Eva Hamori Eva shared it was time to purchase the fresh greens wreath from a Town Committee, The estimated cost $120.00 MOTION: -Eva Hamori made a motion, seconded by Ann Cavanaugh, to allocate up to $150.00 to purchase a large holiday wreath to hang outside on the Park-side of the Library opposite the clock. Approved 7-0. ® Upcoming annual meeting notes Eva Hamori and Ann Cavanaugh will begin a review of the Board's by-laws, last done in 2006.A draft will be shared in the Annual meeting; discussion and possible voting will take place in the December meeting, Also planned, discussion of the FY2025 Endowment spending and looking ahead to FY2026 Endowment spending. FY2026 spending will probably include items resulting from the building study, Earl Svendsen provided documents to help in this consideration. 7, Next Meeting Dates Tuesday, November 19, 2024—Annual board meeting Tuesday, November 19, 2024—November monthly meeting Tuesday, December 17, 2024 December monthly meeting 8. Adjournment MOTION: Lindsey Mayo made a motion, seconded by Mark Rodgers, to adjourn at 6:48. Approved 7-0, Documents Distributed: 1. 2024-10-24 BoLT Oct meeting agenda posting,p4f 2. 2024-09-24 BoLT Sept Meeting Minutes DRAF.T.pdj' 3. Mazza: Library Monthly Statistics CY2023 & CY2024,pclf 4, Svendsen: Treasurer Report 10232024.pdf 5, Svendsen: Treasurer SUMMARYReport 10232024.pdf 6. Svendsen: Treasurer email FY25 spending 2024-10-24,pdf -Summary for FY 2025 Budget.pdf - Check Speeding FY2023 FY 2024 to date.pdf 7. Rodgers: BoLT Er7dowrnent Ftind Mcinagernent Tool pdf 8. Rudis: October FY25 Strategic Plan Status Traclzing pelf 9. Hamori; 2024-09-24 SML Building Calendar 2024.pdf 10. Hamori: 2024-10-20 SML Request fore Proposal for Building Studype?f 11, Keenan: Stevens Memorial Library Historic Entrance Project—October 2024.pdf 12. Keenan: Library CIP FY26—FY27 listingpdf 2024-10-24 BOLT October Mecting Minutes DRAFT