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.