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1979-04-19 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 04/19/1979 Place: Beverly Public Library Board members present: Neil B. Olson, Lester C. Ayers, Mary K. Connots, John R. Coogan, Dr. Edna M. MeGlynn, and Beatrice R. Vitale Board members absent: Katherine L. Fanning, Emily P. Morency, and Oleg M. Pohotsky Others present: Recorder: Regular Meeting Board of Trustees Beverly Public Library Thursday, April 19, 1979 7:45 P.M. Presiding: Neil Olson, Chairman; present: Mr. Ayers, Miss Cormors, Mr. Coogan, Dr. MeGlynn and Mrs. Vitale. Motion made by Mrs. Vitale and seconded by Dr. MeGlynn to accept minutes of March 15, 1979 meeting as presented. Communications: Letter from Mayor Fortunato dated April 2, 1979 regarding the NH request for a "revised library budget". Committee Reports: Mr. Coogan reported on the Finance Committee meeting held on Wednesday, April 11, 1979 at 3:30 P .M. Present at that meeting were: Mr. Coogan, Dr. MeGlynn, Miss Connors, Mr. Olson, Mrs. Calish and Mrs. Scully. Discussion of the budget revisions for 1979/80FY in line with the Mayor's request for a "revised library budget ", and the reorganization changes to be made. Mr. Coogan went over the proposed cuts and reviewed the totals for Personnel, Materials, Overhead and Capital Outlay pointing out where changes were proposed to cut total budget back to approximately 4% above our total budget for 1978/79 FY. Committee recommended that revised budget and the "Recommendations for Staff Cuts and Changes in Organization" dated April 10, 1979 be accepted. Mayor told Mrs. Calish that the total amount he would allow would be 4% above the 1978/79FY total budget, which would mount to approximately $15,000. Discussion followed regarding proposed cuts in staff- one grade 5 in Technical Services, Reference Librarian (after November 1, 1979) and elimination of Custodian's position at the Farms. Motion to accept the Finance Committee's report was made by Miss Connors and seconded by Mr. Ayers, and it was unanimously VOTED: to accept the Finance Committee's report. Motion to accept and approve the Re-organization Plan dated April 10, 1979 made by Miss Connors and seconded by Mr. Coogan. It was VOTED: to accept and approve the Re-organization plan dated April 10, 1979. There followed a discussion about the cuts in Personnel. Mr. Ayers requested a Table of Organization and a list of job descriptions of personnel. Mr. Coogan requested that the Head Librarian prepare a Table of Organization, department functions and job descriptions as soon as possible and present these to the Board. Motion to present new budget reflecting changes voted by Board relating to StaffRe-organization Plan dated April 10, 1979, and to submit to City administration as proposed budget of the Library for 1979/80 FY made by Mr. Coogan and seconded by Mr. Ayers. It was voted unanimously in favor. The Head Librarian was instructed to send a letter with the revised 1979/80FY budget to the Mayor and Board of Aldermen noting that the Library was penalized last year by a 3.5% cut in its budget. The Head Librarian stated that Mrs. Scully, Asst. Librarian, is retiring in the fall and asked for permission to advertise to fill this position. She was instructed to write a new job description for this position. Librarian's Report: The Head Librarian reported that there had been two break-ins at the Farms Branch. First one was sometime Saturday night, April 14; and the second one the following night. They broke in a window, smashed the panel in the door to the Branch Librarian's office, removed the two stereo speakers, and smashed the top cover on the circulation desk. They apparently tried to remove the stereo which was in the Branch Librarian's office, but did not succeed. The two speakers were later found on a neighbor's lawn and they were damaged. The Head Librarian requested permission to look into putting a burglar alarm in the Farms Branch. Permission granted. Committee Reports: (resumed) Mrs. Vitale reported that the Book Selection Policy Committee has completed its work and a meeting with the staff who are interested in working on this policy will be held on May 4, 1979. New Business: The Head Librarian reported that the Library won an award from the Mass. Library Association for our newsletter, UNDER THE ROTUNDA. She announced that we have received a gift of $ 1 ,000 for Periodicals from the Friends of the Beverly Public Library, and that they will give us $1,000 for books for the Bookmobile. Board of Trustees wish to express by letter their congratulations for the fine work done on UNDER THE ROTUNDA newsletter. Motion made by Dr. MeGlynn and seconded by Mr. Ayers to adjourn. Adjourned: 9:05 P.M. Esther Calish Clerk