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1979-01-25 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 01/25/1979 Place: Beverly Public Library Board members present: Nell B. Olson, Lester C. Ayers, Mary K. Connors, John R. Coogan, and Oleg M. Pohotsky Board members absent: Katherine L. Fanning, Dr. Edna M. MeGlynn, Emily P. Moreney, and Beatflee R. Viiale Others present: Cathy Von Sonnenberg, League of Women Voters Recorder: Regular Meeting Board of Trustees Beve~y Public Library Thursday, January 25, 1979 8 P.M. Presiding: Neil Olson, Chairman; present: Mr. Ayers, Mr. Coogan, Miss Connors, Mr. Ayers left at 8:25 and Mr. Pohotsky arrived at 8:30. Motion made by Mr. Coogan and seconded by Miss Connors to accept minutes of December 21, 1978 meeting as presented. Copies of Annual Report for 1977/78 FY were handed out. Meeting started at 8 P.M. without a quorum. Chairman expressed pleasure with the confirmation of three previous Trustees: Mr. Ayers, Mr. Coogan and Mrs. Fanning, for another term. Committee Reports There were none. Librarian's Report Kead letter from the Mayor re: request that our 79/80FY budget be cut; also, read second letter from him requesting an appointment be made to review the same budget with him. Finance Committee meeting was scheduled for 10 A.M. on Saturday, January 27, to review the budget. Fire Procedures. Mrs. Calish had discussed this with Capt. Jutras of the Fire Department. He advised that we put in request in our budget for a fire alarm system. He gave advice on fire procedures for the staff and all departments now have written instructions on how to proceed in the event of fire. Burglar Alarm. Custodian discovered this week that the alarm was not working. It has been repaired and locks were replaced. Radiator Traps. Repairs to some of these traps have just cost us $400. Mr. Callahan, the plumber, has given a proposal to replace the remaining traps at a cost of $2,500 to be spread over a three year period. State Aid Allocation: (Total State Aid was $14,018.25) Books - Ref. $2,000 - Adult 3,800 - YS 3,000 Periodicals 4,000 Micro film 200 Periodical containers 999 Total $13,999 Staff position that is still untilled is causing a problem with staffing this area. Mrs. Calish would like a memo from the Personnel Committee to the Mayor regarding this position. Friends of the Library have had a $4,000 offer from Mr. Rohr for a set of six Audubon books. They are 1 st edition reprints. We had a workshop here conducted by a young man from University of Mass. After it was finished, the staff evaluation of it was negative. He asked Mrs. Calish for suggestions on how to improve it and these have been incorporated into a handbook now in print and he has given credit, to Mrs. Calish for her assistance. Fumiture. Eleven pieces of furniture have been made and a new Formica counter put on Children's Room charging desk by the Public Works Dept. at a cost of $600. Mrs. Calish passed out copies of Meeting Room policy, and policy for loan of equipment. Trustees want no political committee meetings to be allowed. Mrs. Calish is going on vacation from February 14-21. The next Trustees' meeting will be on Thursday, February 22 at 7:30 P.M. Cathy Von Sonnenberg, of League of Women Voters, gave short report of League's meeting to evaluate library services and budget. Motion to adjourn made by Miss Connors, seconded by Mr. Coogan. Adjoumed at 8:45 P.M. Clerk 1/18/79 CRITERIA FOR USE OF MEETING ROOMS WHO CAN USE MEETING ROOMS AND WHEN: Rooms to be used for meetings are Yellow Room and Beverly Room. Any community group can use it so long as fund-raising does not take place on the premises. Admission may not be charged for any program taking place in the library. Groups whose meetings are open to the public will take preference. Must be out by 9 P.M.; if not, they will be responsible for custodial overtime. We do not assign meeting place to organizations on a regular monthly basis. In other words, library does not become the regular meeting place for an organization. Library has to be selective in assigning meeting place because available rooms are also used for library services. For example, Beverly Room houses local history collection and is a quiet-study area and would not be available during afternoons. Refreshments may be served. Smoking not allowed. Reservations for use of meeting rooms are to be made by calling the Assistant Director, or the Director. The fact that a group is permitted to meet at the public library does not, in any way, constitute an endorsement of the group's policies or beliefs. Library programs receive first consideration in scheduling auditorium events. Contact person for organization should give name and phone number. Rooms are not available for religious, partisan or political group meetings, nor for the benefit of private individuals or commercial concerns. Request to use electrical equipment must be submitted to the library in advance and permission obtained to use electrical outlets. 1/18/79 POLICY ON LOAN OF EQUIPMENT EQUIPMENT: Filmstrip projector (after we get a new one, lend older one) Slide projector Movie projector 8 mm Film projector Screens Overhead projector Individuals borrowing - (for now) we do not have projector for borrowers only but lend one that is primarily for library programs. We are going to lend to community organizations if equipment is not scheduled for library use, providing they have someone who knows how to use it; otherwise, someone from the organization must spend time with the Audio-Visual Librarian to learn how to use it. There will be training workshops taking place several times a year, which will be publicized. We will issue certification cards to persons who have completed training sessions. Borrowers will be responsible in case of theft as we do not have insurance to cover this. Include here a copy of Outreach guidelines. We do not commit ourselves to operating Audio-Visual equipment off premises except when Library is doing program on library services.