1965-01-26 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 01/26/1965
Place: Beverly Public Library
Board members present: Louisa V. Conrad, Anne P. Bryant, Edward M. Doherty, Mieth
Maeser, Frederick H. Pieme, Carolyn F. StandIcy, and Thomas J. Tooracy
Board members absent: Frank P. Hyde
Others present:
Recorder: Marion A. Brown
TUESDAY Jan. 26, 1965 4 P.M. Library
The Board of Trustees met on the above date. In attendance were Mrs. Conrad, presiding Miss
StandIcy, Mrs. Bryant, Mr. Toomey, Mr. Pierce, Mr. Maeser and Mr. Doherty.
Due to the death of Mr. Russell P. Brown, a Member of the Board of Trustees since 1953, and as the
funeral was to be held at 3 P.M. the day of the Trustees' Meeting, the Library closed from 2 - 5, out
of respect to Mr. Brown who passed away Jan. 19, 1965.
The date set for the Trustees' Meeting was Tuesday, Jan. 26, at 4 P.M.
Before the Meeting was called to order, Mrs. Conrad asked all to rise in memory of Mr. Russell P.
Brown.
Mr. Pierce was asked to write Resolutions, expressing the loss which the Library had sustained.
Also Mr. Toomey reported that the snow blower broke down and cannot be repaired. It was left for
Mr. Toomey to make arrangements with the Noah Shore Grinding Co. for a Snow Bird, cost to be
$175 with a turn-in.
Mr. Toomey is attending to the problems, with the Custodians.
Also was reported that the vent to the Boiler Room had been installed because of the request of the
Fire Department, to be paid for from a Special appropriation asked for in the 1965 Budget.
Mr. Toomey reported that most items in the 1965 Budget will remain nearly the same as 1964. The
Mayor will definitely not increase the page budget.
Civil Service for Librarians was discussed. VOTED: Board to send a letter to the Honorable Cohn
and Hatch and to Mr. Kunkle, Pres. ofM. L. A. stating that they are supporting HOUSE BILL NO.
326, an act exempting positions of librarians, from Provisions of the Civil Service laws. The Board
definitely is opposed to any law which will bring Library personnel under Civil Service jurisdiction.
Adjourned 5 P. M..
Marion A. Brown
Clerk
RULES OF PROCEDURE
BEVERLY PUBLIC LIBRARY BEVERLY, MASS.
ADOPTED DECEMBER17, 1964
CHAPTER I
ORGANIZATION
OFFICERS AND THEIR DUTIES
Section 1. Organization meeting. The Board of Trustees shall meet for organization annually at the
meeting next following con~nnation by the Aldermen of the newly appointed Trustees, notices of
such meeting shall be given to the Trustees by the Secretary of the Board of the previous year. At the
meeting for organization, the Board shall elect by ballot a Chairman and a Secretary.
Section 2. Chairman. The Chairman shall preside at all meetings of the Board. It shall be his duty to
have an annual report prepared and submitted to the Board at the regular monthly meeting January.
Section 3. Secretary. It shall be the duty of the Secretary to insure that a full and correct record of
the attendance and proceedings of each meeting is kept, to notify special committees o fappointments
and to perform such other clerical duties as shall belong to his office.
Section 4. Committee Appointments. The following appointments to sub-committees shall be made
annually by the Chairman during the month following the organization meeting:
A. Committee on Branch: 4 Members
B. Committee on Administration: 4 Members
C. Committee on Finance: 4 Members, of which the Chairman of the Board shall be one, and
the Librarian
D. Committee on Circulation: 3 Members and the Librarian
E. Committee on Bookmobile: 3 Members and the Librarian
The Chairman sha~~ be, ex-officio, a member of each Committee and shall have a vote at each
committee meeting with the exception of the Finance Committee, in which Committee he shall have
a vote in case of a tie.
Section 5. Committee on Beverly Farms Branch: The Committee on the Beverly Farms Branch shall
keep an oversight of this station of the Library reporting to the Board their needs and in case of
emergency, directing immediate action, reporting at the next meeting of the Board.
Section 6. Committee on Administration: the Committee on Administration shall have charge of all
the buildings and grounds, shall suggest such repairs and improvements as its members deem
necessary or wise, and shall superintend the execution of such as the Board shall authorize. In cases
of emergency this Committee may direct immediate action, reporting at the next meeting of the
Board.
Section 7. Committee on Finance: The Committee on Finance shall have charge of expenditures,
fixing the limit of expenditures by other Committees in order to keep within the provisions of the
budget, and shall approve all bills before payment. They, with the Librarian shall prepare the Annual
Budget and present it for discussion and approval at the regular November meeting ofthe Board; and
they shall have the responsibility of procuring the appropriation from the City Government.
Section 8. Committee on Circulation: The Circulation Committee shall be responsible for the
purchase and care ofbooks, music and other collections, its judgment being final in determining what
books shall be bought, except when other members of the Committee disagree, in which case, a vote
of the whole Board is required for decision.
Section 9. Committee on Bookmobile: The Committee on the Bookmobile shall keep an oversight
of the bookmobile reporting to the Board any need, and in case of emergency, directing immediate
action, reporting at the next meeting of the Board.
CHAPTER II
MEETINGS
Section 1. Regular Meetings: Meetings of the Board Trustees shall be held on the third Thursday of
each month, July and August excepted, at 4 P.M. in the Trustees' Room at the Beverly Public Library.
Section 2. Special Meetings: Special meetings may be called by the Chairman at any time. At least
twenty-four hours notice shall be given to each member. Only the business for which the special
meeting was called will be in order unless, by unanimous consent, the Trustees wish to take up other
matters.
Section 3. Order of business: At a regular meeting of the Trustees, business shall proceed in the
following order:
1. Approval of records
2. Report of Finance Committee
3. Report of Administration Committee
4. Report of Circulation Committee
5. Report of Librarian
6. Unfinished business
7. New business
Section 4. Method of Vote: Ordinarily, business shall be transacted by a viva-voce vote. At the
request of three members, a roll call vote shall be taken. In all such cases, every member present shall
vote unless excused by a majority of the members present.
Section 5. Ouorurn. Five Trustees shall constitute a quorum of the Board except in the event two
regular meetings ofthe Board are not held because of a lack of a quorum, in which event at the next
meeting of the Board of Trustees to be held four members shall constitute a quorum.
Section 6. Motion to adjourn: Motions to adjourn or to lay on the table shall be decided without
debate.
CHAPTER III
LIBRARIAN AND DUTIES
Sect ion 1. General duties: The Librarian shall be the advisory executive officer of the Board, and
under its direction and control, shall administer and supervise the Public Library and its Branch in
the City of Beverly.
Section 2. Attendance at Meetings: The L~radan shall attend all Board meetings and may at any time
communicate information or express opinions on any subject.
Section 3, Regulations: The L~rarian shall make and enforce such regulations as may deem
conducive to the best interests of the Beverly Public Library, subject to approval of the Board of
Trustees. Such regulations are to be reported to the Trustees at their next meeting
Section. 4. Temporary appointments: The Librarian shall have the power to fill all vacancies caused
by temporary illness or necessary absence of employees for a period terminating with the next regular
meeting of the Board of Trustees.
Section 5. Accounts: The Librarian shall supervise the keeping of accounts of all expenditures of the
Board of Trustees, which accounts shall be open to all members of the Board of Trustees at any time.
The Librarian shall supervise and examine the payrolls of employees and all bills incurred by the
Board, and shall certify to the Board as to expenditures.
Section 6. Visits to Branches: The Librarian shall visit the Branch of the Beverly Public Library at
least every three months, and shall direct all assistants to make such changes in methods of library
matters, as shall deem best calculated to give greater efficiency to the library system.
Section 7. Study of other library systems: The Librarian shall keep informed in regard to library
systems in other cities by visiting them and studying their organization, government and methods so
as to keep the Board of Trustees advised on progressive movements.
Section 8. Reports on work of employees: The Librarian shall report to the Board of Trustees failure
on the part of any employee to comply with the rules of the Board of Trustees.
Section 9. Monthly reports: The Librarian shall make a monthly report to the Board showing
appropriations, expenditures to date and balances on accounting:
a. salaries
b. Maintenance
c. Trust Funds
d. Dog Tax
CHAPTER IV
ELECTIONS AND SALARIES
Section 1. Elections: Elections shall be made by the Trustees to vacancies occurring in the following
positions:
Librarian
Assistant Librarian
Cataloger
Head of Circulation
Young Adults' Librarian
Reference Librarian
Children's Librarian
Branch Librarian
Special Services Librarian
Senior Library Assistants
Junior Library Assistants
Children' s Assistants
Custodians
Section 2: The Board of Trustees may elect the persons in the above positions to tenure al~er three
years of satisfactory service, with the exceptions of custodians. The Board of Trustees shall he the
sole judge of the nature and sufficiency of causes that make re-election undesirable. All elections shall
be subject, to the right of the Board of Trustees to transfer or dismiss any employee whenever it may
deem proper. When vacancies occur in the above positions there must he at least two applications
for the position.
Section 3. Salaries: Set by Barrington Plan. (1958. Rev. 1961)
Section 4. Vacations: From 1 to 3 years service: 2 weeks
From 3 to 5 years service: 3 weeks
From five years on: 4 weeks
Section 5. Sick Leave: Shall conform to the City Ordnance on Sick Leave: Each employee shall have
twenty days sick leave per year, at the rate of 1 ~A days per month worked; cumulative to 100 days,
with such further sick leave as the Board of Trustees shall deem to he adequate.
CHAPTER V
CUSTODIANS
Section 1. Election. resigrmtions. etc. Custodians shall he elected to serve at the pleasure of the Board
of Trustees. They may be suspended at any time or discharged for any cause (subject to the provisions
of the Civil Service Law.) Custodians must give the Board of Trustees one month' s notice in case of
resignation.
Section 2. Duties of Custodians:
They shall perform all duties required of them by the Board of Trustees and the Librarian. Their
duties shall be as outlined in job classification.
Section 3. Building and premises.
They shall have the care of all rooms in the library, the h'brary yards and fences and shall keep the
paths free from ice and snow and sprinkle sand when slippery. They shall be expected to make simple
repairs. They shall keep the grass cut and shall not allow refuse to accumulate. They shall be present
when workmen are employed about the building and when fuel is delivered. They shall keep the
library buildings properly heated and ventilated.
Section 4. Sweeping. They shall sweep the corridors and each room daily.
Section 5. Lights and lavatories: They shall inspect lavatories every day and see that lights are not
burning unnecessarily.
Section 6. Plants and shrubbery: They shall care for and protect all shrubbery and plants, watering
when necessary.
Section 7. Maintaining discipline: They shall aid the Librarian in maintaining discipline and shall
protect the library fxom intrusion or disturbance by disorderly or otherwise obnoxious persons.
Section 8. Time of employment: They shall work 12 months of each year beginning Jan. 1 st and shall
be paid on a weekly schedule.
CHAPTER VI
These by-laws may be mended in the following manner: the proposed amendment shall be made at
any regular meeting of the Board of Trustees, and it shah be held over until the next regular meeting
for action by the Board of Trustees. A majority vote of all the Trustees shall be required to amend
the Rules of Procedure.
Committee: Frederick H. Pierce, Chairman
Thomas J. Toomey, Edward M. Doherty
CHARTER AND ORDINANCES 1958
C. 2, Sec. 10 ADMINISTRATION C. 2, Sec. 12
Sec. 13
Division 3. Sick Leave
Sec. 10 Definition.
Sick leave shall mean that period of time for which a permanent full-time employee, other than an
employee of the school department, is entitled to receive compensation while unable to perform his
duties because of sickness or injury not arising out of and in the course of his employmere by the city.
(Sept. 12, '55)
See. 11. Number of sick leave days allowed per year.
Compensation for sickness or other disability shall be limited to two days for each momh of service
in the preceding twelve momhs, but not more than twenty days in any twelve-month period. Holidays
and any other days not included in the normal work week shall not be included in the computation
of days allowed hereunder.
No sick leave shall be allowed hereunder during the first twelve months of service or employment,
but thereafter benefits hereunder shall be based upon continuous service since the date of original
employment. If such service has not been continuous, such benefits shall be based upon continuous
service since the last hiring date after the expiration of such twelve months of service or employn-ent.
(Sept. 12, 1955)
Sec. 12. Accumulation of sick leave, unused leave to lapse upon termination of employment.
The unused portion of any sick leave allowed under the preceding section may be accumulated, but
shall not exceed one hundred days in any five-year period. sick leave not used prior to the termination
of an employee's service shall hpse, and the employee shall not be entitled to any compensation in
lieu thereof. (Sept. 12, 1955)
Sec. 13. Conditions under which leaves may not be granted.
No person shall be entitled to any compensation or benefits under this division for any period of
disability resulting in whole or in part from:
(a) The voluntary use of intoxicating liquor, drugs or narcotics;
(b) Self-inflicted injuries, other than accidemal;
(c) Venereal disease;
(d) Injuries sustained while engaged in or resulting from or arising out of the commission by
him or a felony, or of a misdemeanor involving moral turpitude
(e) Injuries sustained while engaged in or resulting from or arising out of the violation of any
lawful role or regulation of the department in which employed, or of the city or of the
Commonwealth;
(f) Injuries sustained as a result of reckless, improper or vicious conduct or illegal or immoral
practices;
(g) Injuries or sickness arising out of employment for other person than the city; or,
(h) Injuries or sickness arising while dually employed by the city and some other person or
concern, unless ordered to or authorized by the head of the department. (Sept. 12g 1955;
Nov. 17, 1955, See. 3).
See. 14. Notice that employee is on sick leave.
Every employee to be entitled to leave without loss of pay, shah notify his department head of his
absence and the cause thereof before the expiration of the first hour of absence or as soon thereafter
as practicable. (Sept. 12, 1955)
See. 15. Physician' s certificate or written statement may be required in cases of prolonged absence;
availab'dity for examination.
For periods of absence for five consecutive working days or more the appointing authority or
someone designated by him may require evidence in the form of a physician's certificate for the
necessity of such absence, or, if the cause of the absence is such as not to require the services of a
physician, a written statement, signed by the employee, setting forth the reason for the absence.
Where such certificate or statement is requested, the employee shall not be entitled to pay for his
absence until such certificate or statement is filed. All city employees on sick leave will be available
at all times for examination by the city physician and at the request of the department head or the
mayor. Any employee not complying with the aforesaid shall be deemed ineligible for any further
benefits. (Sept. 12, 1955; May 9, 1958.)
See. 16. Fraudulently taking sick leave.
Any person who feigns sickness, injury or disability or who makes a false statement relative thereto
shall he subject to immediate suspension and in any event shall not be entitled to the benefits of this
division for a period of one year after such finding. (Sept. 12, 1955. )
See. 17. One hundred days' leave granted persons employed on January 1, 1950
Every person in the employ ofthe city on Jan. 1, 1950, shall be deemed to have an accumulated sick
leave of one hundred days at the time this division becomes effective. (Sept. 12; Nov. 17, 1955) See.
1.