Danvers trustees discuss $100,000 gift, archives and digitization plan

Trustees pressed library staff to move from discussion to a short action plan for a $100,000 restricted gift and other trust funds, focusing on archives preservation, digitization and high-priority building or furniture needs.

Trustees noted the library has substantial invested funds and a $100,000 short-term holding that cannot be used for staff salaries. Trustee participants urged development of a proposal that references the library’s strategic plan and outlines costs and priorities so funds can be committed this fiscal year. "We should prioritize using that money. It's been a long time now that we've been sitting on it," one trustee said.

The director said she has arranged for a representative from the Massachusetts Board of Library Commissioners who specializes in preservation to visit the archives and advise on appraisal and next steps. Trustees recommended a site visit by Richard Trask, discussion of what has already been digitized, and an inventory or appraisal so the board can assess insurance and conservation needs. One trustee emphasized public access: "There's a huge missed opportunity to not just residents of Danvers, but residents of the entire region to learn about some of these things that are in the archive," and asked for a roadmap that addresses preservation and public access.

Staff noted the vault’s six-hour fire suppression system likely protects material stored inside but that items outside the vault remain at risk from flood or theft; trustees requested a trustees' tour of the vault and a prioritized list of recommended expenditures (scanners, servers, display cases or furniture) tied to estimated costs. The trustees set a target for the director to propose an action plan and proposed allocations by the end of the May session.