1980-11-20 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 11/20/1980
Place: Beverly Public Library
Board members present: Nell B. Olson, Lester C. Ayers, Richard L. Buckley, Mary K.
Connors, John R. Coogan, Katherine L. Fanning, Dr. Edna M. MeGlynn, Emily P. Morency, and
Nancy A. White
Board members absent:
Others present: Catherine Von Sonnenberg, League of Women Voters
Recorder: Barbara Smith
Regular Meeting
Board of Trustees - Beve~y Public Library
November 20, 1980
Roll Call of Members:
Present were: Dr. Edna MeGlynn, Jack Coogan, Richard Buckley, Emily Morency, Lester
Ayers, Nancy White and Mary Connors. Also present were Catherine Van Sonnenberg from
the League of Women Voters, Esther Calish, Barbara Smith and five library staff members.
The following documents were distributed: Financial Statement for October, Statistics for October,
Acceptance Speech for the Chamber of Commerce Award, FY 81/82 Budget Discussion Sheet.
Mrs. Morency presided in the absence of Mr. Olson.
Minutes were accepted as presented. Motion made by Mr. Buckley and seconded by Mr. Coogan.
Motion carded.
Committee Reports:
1251h Anniversary Committee: Ms. White reported that there was nothing new since the events listed
in the minutes of the previous meeting. Everything is going very well, thanks to Mrs. Calish's efforts.
The Broken Consort and the Good Moves Dance Company will each perform twice during the
evening with the Patch of Blue playing throughout (with breaks). She invited everyone to come and
make a party of the occasion. Mrs. Calish reported that we had received $150 from the Jaytees to
sponsor a lecture series at which Dan Foley will be the speaker. We had also received several more
donations since the last issue of the Rotunda. February will be Sports Month with Frank Stellato
serving as Chairperson.
Administration Committee: None.
Personnel Committee: There was no report but Mrs. Calish read the acceptance speech she will give
when receiving the Chamber of Commerce's award to the library on December 10. She wished to
emphasize the importance of the staff in the delivery of library services, especially in light of the
budget discussion which was the next item on the agenda.
Neil Olson and Kay Fanning arrived at 8: 10. Mr. Olson assumed the chair of the meeting.
Finance Committee - Preliminary Budget Discussion: Mrs. Calish read the three scenarios presented
in the Budget Discussion Sheet which would be possible solutions to the 20% cut mandated by the
Mayor. Unless proposition 2 ½ is modified, there will be a 20% across the board cut for all city
departments. The budget is due February 1 but she emphasized the necessity of reviewing all options
so that eleventh hour decisions could be avoided. Mrs. Calish asked the Board to give the matter
serious deliberation and to examine the implications of all choices.
Mr. Ayers stated that at the present time, it is not known exactly what will happen.
Mrs. Calish explained that it would be best to retain as much of our structure as possible so that if
more money is released by reevaluation, we can resume normal operations. If we cut 20% across the
board in our own budget, that is the easy way out, not taking into consideration all the future
ramifications of that move.
The question was raised as to how much it costs to run the Farms Branch. Mrs. Calish replied that
in FY 80/81 it is $35,000, with the major expense the salary of a professional librarian, which would
be close to $19,000 in the next budget. A 20% across the board cut will mean the loss of three
positions. It is not possible to cut a full position 20%. The cut must come from the total salaries
allotment and translates into cutting positions. Mr. Buckley requested that Mrs. Calish try to draw
a scenario in which 20% is taken out of the Farms budget and also to supply the Trustees with
detailed reports of the Farms statistics, together with possible realignment of personnel. Mrs. Calish
commented on the loyalty of the Farms Friends and patrons and stated that she wished we could keep
the branch open but that we had some hard choices to make.
Dr. MeGlynn wished to go on record stating that the least economic move is to let people go, that
everything else should be done first. She expects the crisis to be of one year's duration after which
revenues will increase with the reevaluation. Mr. Olson and Ms. Connors questioned the optimism
about reevaluation. The City Assessor has iaid that even after reevaluation, income will not be what
it is now.
Mrs. Calish requested that the next regular meeting be moved up to December 11. This was agreed
to by the Trustees. She asked them to take home the Discussion Sheet and to examine it in
conjunction with last year's budget so that discussion could be continued next time. She also asked
that the January meeting be moved up to January 8 so that ifa final budget meeting is needed, it could
be held January 22. The Board agreed.
There being no further business, it was moved by Mr. BuckIcy and seconded by Dr. McGlynn that
the meeting be adjourned. The meeting adjourned at 8:50 p.m.
The next meeting will be Thursday, December 11, 1980 at 7:45 p.m.
Barbara Smith
Recorder
FY 81/82 BUDGET
The Mayor has instructed us that the FY 81/82 budget must reflect a 20% decrease from the 80/81
budget. Following are possible alternatives incorporating this decrease:
Scenario #1
To close the Farms Branch and to eliminate the book budget for 81/82 so that we can retain our
entire full-time staff at Main Library. It would be foolhardy to dismantle this highly qualified and
competent staff which it has taken so long to acquire and train. When Beverly property is reevaluated
at full market value, we would look for the books and materials allocation to be reinstated. Retention
of staff would allow us to continue to provide nearly every other service as follows and would also
result in the least disruption to the community and to the library:
1. Remain open 69 hours per week as we are now. (In case of an increase in federal minimum wage,
part-time hours may have to be curtailed.)
2. Continue our informational services and the diversity of programs and outreach now so heavily
used by the community.
3. Implement the monumental data input task to activate an automated circulation system which is
the bedrock of any future economies in staffing and in collection control.
4. Provide informational and educational library materials. Continue investment in the upkeep of
reference materials and periodicals through any non-budgeted funds such as trust income and state
aid (earned in 81/82).
N.B. Some funds for new books might be raised through contributions from the public.
20% decrease = $81,529
Add 33,000 salaries increases
114,529
Subtract 6,000 mid-year retirement
Required cut 108,529
Skeleton budget would appear as follows:
Full-time Salaries
Part-time Salaries
Administration Overhead
Computer Services
Circulation
Bookmobile
Materials
FY 81/82 Budget
$261,341
30,000
23,607
3,200
810
2,160
5,000
$326,118
(minus one position)
(This figure is 20% less than
the 80/81 budget)
1. Would result in eliminating three full time positions, closing Farms Branch and discontinuing
Bookmobile Services. Whereas many people from the Farms can use the Main Library, Bookmobile
patrons are not as likely to have this flexibility.
2. Hours lost at Circulation (because of a mid-year retirement) would be made up by part time hours
formerly assigned to Farms Branch.
3. Eliminate Farms Librarian, Bookmobile Librarian and a Library Assistant in Reference/Technical
Services. We could attempt to stay open 69 hours but would have to retain the option to dose some
hours in the Children's Department or elsewhere.
1980/81 Figures Operating Expenses
Salaries $ 281,173.
Materials 82,300.
44,090. 20% Decrease
$ 56,234
16,460
8,835
81,529
Add 33,000
114,529
Subtract 6,000
$108,529
Scenario #3 - variation on #2
Cut two positions (Farms and Bookmobile and two agencies) and retain third position in Main
Library, retaining all existing programs in Main Library, but cutting book budget more than 20%.