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1979-12-20 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 12/20/1979 Place: Beverly Public Library Board members present: Neil B. Olson, Lester C. Ayers, Mary K. Connors, John R. Coogan, Katherine L. Fanning, Dr. Edna M. MeGlynn, Emily P. Morency, Oleg M. Pohotsky, and Beatrice R. Vitale Board members absent: Others present: Recorder: Regular Meeting Board of Trustees - Beverly Public Library December 20, 1979 7:45 P.M. Roll Call of Members: Present were: Neil B. Olson, Chairman; John Coogan, Mrs. James Fanning, Miss Mary K. Connors, Mrs. Beatrice Vitale, Dr. Edna MeGlynn. Also present were: Esther Calish, Barbara Bruno, Vada Komich from the League of Women Voters, and Linda Corman from the Beverly Times. Minutes were accepted as presented. Motion made by John Coogan and seconded by Beatrice Vitale. Committee Reports: Administration Committee: No formal report. Mrs. Calish reported that only one bid had been received for the security system and that was from Checkpoint III. It met all specifications and came in $5 under their original estimate. Personnel Committee: Mrs. Calish also reported that In accordance with the contract, the union had reopened negotiations on the salary issue. Other city workers had received a larger percentage increase so that there will be a retroactive payment to our employees. The meeting has been set for January 8th between Mr. Kaplan and the union negotiators. Finance Committee: Presentation ofFY 1980/81 Budget. Mr. Coogan stated that the budget reflects a flat 4 per cent increase in the total. The budget is due in the Mayor's office by January 1 st according to city ordinance, however, we have not yet received the format from him. The vote of the subcommittee had been to accept the budget as presented. Mr. Coogan moved, with a second from Dr. MeGlynn to recommend approval of the 1980-81 budget from the full Board. Motion carded. Miss Cormors had prepared a report from the Finance Committee (appended) regarding the Automated Circulation and Bibliographic System for which operating expenses are included in the budget. At this time, Mrs. Fanning asked for time to read all the material relating to the computer before making a decision on trust fund outlay. Mr. Olson explained that in order to keep our options open to take advantage of participating in the grant to five libraries in Essex County, the operating funds had to be included in this budget. The money comes from L.S.C.A. funds funneled through the State Library Commission. Grants are becoming more difficult to obtain -with emphasis being placed on cooperation among libraries. Approving the budget as presented, Mr. Olson continued, does not preclude further discussion by the Board on the automated system. Prior to entering the proposed consortia, the Board would consider the system and the disposition of the trust funds. Should we decide not to participate, the unused money allocated in the budget would be returned to the city. However, it should be pointed out that we would also lose our share of the grant which would then be divided among four libraries rather than five. A motion and second, made by Mr. Coogan and Dr. MeGlynn, for reconsideration of the budget was made, with subsequent discussion. Mr. Olson called for a vote. Motion was defeated; the budget stands as presented. Mr. Olson stated that next year an attempt would be made to have the budget submitted to the entire Board before the December meeting so that sufficient study could be done. Mr. Olson reported that he had met with the Mayor on December 19th to discuss this budget and other matters regarding the library. Mr. Fortunato complimented the Board on its handling of the difficult problems which had come before it in the past year. He was extremely pleased with the progress the Board had made. Mr. Olson expressed his appreciation for the cooperation and interest of the members. He, too, has been pleased with the progress made. Preview of Library Slide Show: Mrs. Calish showed the slide presentation which had been prepared by Carl Zukroff, with the aid of staff suggestions. After the showing, Mr. Coogan made a motion to congratulate Carl & the staff in the excellence of the slide show. Motion seconded by Mrs. Vitale and earfled. On motion of Mr. Coogan, seconded by Mrs. Vitale, the meeting adjourned at 8:45 p.m. The next regular meeting will be on Thursday, January 17, 1980 at 7:45 p.m. Barbara Bruno Recorder BOARD OF TRUSTEES -- BEVERLY PUBLIC LIBRARY Memorandum to Meeting - December 20. 1979 Finance Committee met at the Main Library on Saturday, December 8, 1979. During review ofdraR of proposed Library Budget for F/Y 80-81, there was discussion of Grant for the computer network establishing an Automated Circulation and Bibliographic System sharing resources of the Public Libraries ofBeve~y, Danvers, Lynnfield, Peabody and Wakefield. As background, reference is made to the Library Director's long-range planning projection for such a concept., as shown in initial proposed budget for F/Y 79-80, as capital outlay item projected to 1983, with no cost figure, and to Item #15 of the Library Director's Statement of Goals and Objectives for Fly 79-80: "Continue efforts to acquire computer terminal as part of Library network." The Finance Committee had before them: 1. Five-page statement, descriptive of the LIBS 100 Circulation Control System. 2. Three-page statement, with attached map and summary of Population/Circulation on proposed network among the participating communities. 3. Two-page statement as to the allocation of the Grant and Computer Costat both one-time and annual, to the Beverly Public Library. For the record, invitation had been extended to the Trustees to attend a meeting with Trustees of other network libraries, at the Peabody Public Library. Invitation was extended at Trustees' Meeting of May 17, 1979. Three Trustees (Connors-Fanning-Vitale) attended meeting at Peabody on Monday, June 4, 1979, as did the Library Director. A representative of CLSI, manufacturer of the computerized circulation system, made an illustrated presentation, followed by on-site demonstration of the Peabody installation. Thereat~er, from the record of Trustees' Meeting of September 20, 1979: "Mr. Tom Scully, Director of the Peabody Library, was introduced by Head Librarian. He made a report on the computer grant (to automate our acquisitions and circulation departments) given to Peabody which would allow Beverly, Danvers, Lynnfield and Wakefield to tie into Peabody's system. Discussion and question and answer period followed. Trustees were invited to see a demonstration of the computer, which had been set up in the Asst. Direetor's office, at the completion of the meeting. Mr. Peter Young, Library systems analyst for CLSI, manufacturers of the system, gave a demonstration. "Mr. Olson took poll of each trustee in regard to security system and computer system and all present, except Mrs. Morency, felt that security system should be pursued further. Mrs. Fanning abstained on computer system because she felt she did not know enough about it." It is reported to the Finance Committee that the network grant has been made to the Peabody Library, to be allocated among the participating Libraries. Grant is reportedly made under the Library Service and Construction Act of Congress to encourage cooperative ventures among neighboring libraries, and administered by the respective States, in our instance by the Massachusetts Bureau of Library Commissioners. Allocation for Beve~y is one-filth, or $45,000 as shown on Computer Cost distribution sheets. Computer Costs to Beverly are indicated to be: One-time-cost ......... 14,750. Annum charges ......... 3,158. Action on the Proposed Budget for F/Y 80-81 necessarily entails action on computer network installation to include as a budget item the proposed annual expense of $3,200., and such action to be predicated on approval and funding of computer network participation. It is suggested that funding of one-time-cost to Beverly of $14,750. be appropriated from Trust Funds as follows: From 1979-1980 ..................... 7,500. From 1980-1981 (available 7/1/80) ....... 7,500. Accordingly, action by the Trustees is now timely on approval and funding of computer network installation, one-time cost to be met as follows: From Participation in Network Grant ..... 45,000. From Allocation of Trust Funds (2 yrs)... 15,000. COMPUTER COSTS Provided by grant to Peabody for Beverly costs: 1/5 share up grading console storage $ 38,600 port charges 2 x 3,200 6,400 $ 45,000 To Beverly $1,500 to offset start-up costs, such as installing separate 110 line just for terminals. Any balance may be applied to other computer costs. COMPUTER COSTS TO BEVERLY One-time costs: 1 CRT terminal $3,000 1 composite (laser pen & CRT) 7,000 Labels start up cost 150 150 Labels (bar code) for existing collection 4,500 4,500 (100,000 sets) at 4 ½ ¢ each book Installation - 2 dedicated phone lines at $50 each 100 $14,750 Annual charges - 2 terminals To Peabody @ $24 per month $288 To CLSI @ $125 per month 1,500 1,500 phone lines to NE Tel @ $90 per month 1,080 $2,868 10% inflation 290 $3,158 Financing: One-time costs to be taken from Trust Funds. From 79/80 Funds $ 7,500 From 80/81 Funds 7,500 Timetable: 1. July 1980 install 2 terminals 2. Begin labeling and entering of books into data base all staff participating @ 20 books per hour per terminal = 160 books a day x 6 days = 966 per week, per terminal x 2 -- 1,932 per week x 50 weeks = 96,600 volumes per year Note: The library is open 12 hours 4 days per week 9 "on Friday 8 "on Saturday 4" on Sunday All staff and pages will be assigned to entering data, Extra pages will be assigned for 3 hours each night and for weekend just for data entering.