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1981-05-21 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 05/21/1981 Place: Beverly Public Library Board members present: Neil B. Olson, Lester C. Ayers, Richard L. BuckIcy, Mary K. Cormors, John R. CooCan, Katherine L. Fanning, Dr. Edna M. MeGlynn, Roger E. 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 - Beverly Public Library May 21, 1981 Roll Call of Mernbers: Present were: Mary K. Connors, Dr. Edna MeGlynn, Lester Ayers, Nancy White, Jack CooCan, Kay Fanning, Richard Buekley, Roger Morency and Neil Olson. Also present were: Esther Calish, Barbara Smith, Catherine van Sonnenberg from the League of Women Voters, Joanne Menesale from the Beverly Times and staff members. The following documents were distributed: April financial report; April statistics and analysis packet. Mr. Moreney presided because Mr. Olson arrived after 8 p.m. Minutes of the March meeting were accepted as presented. Motion was made by Mr. BuckIcy and seconded by Mr. CooCan. Motion carried. There are no minutes for April because there was no quorum. Committee Reports: Administration: No report. Personnel: Mrs. Calish reported that Robin Fenn and Suzanne Niehelson are to be married in June. Finance: Mr. CooCan stated that the Finance Committee had met on Tuesday, May 19. It was to be the recommendation of this Committee that if the 25% cut is implemented, the Main Library close the stated hours appearing on the analysis sheet and the Farms Branch dose with the exception of whatever voluntary service can be obtained. Dr. MeGlynn had expressed her concern about the lack of Saturday hours. However, this was before the Trustees had received the Mayor's letter stating that he was transferring the state aid money to the library's accounts as follows: $13,000 to Pan-time aides and pages; $2,000 to Custodians overtime and $3,691 to Books. Mr. Coogan expressed his displeasure that the Mayor had cut by line item and had restored by line item without consulting either the Trustees or the Librarian about the implications of these actions. Although the restoration of the pan-time and custodians overtime mounts will allow us to go back to the level of service in our original 20% budget, we will probably have to request supplemental for fuel and lighting. The restoration also does not address the cut made in the bookmobile line item. Therefore, we really have taken a 25% cut since this state aid was intended for book purchase in FY 81/82 to allow us to qualify for state aid the following year. The Mayor indicated verbally to several Trustees that if the State comes through with bail-out money, he would restore this $18,691 and supplemental funds. Mr. Ayers agreed that we must make dear that we expect to share in any funds made available by a state bail-out. It was agreed that Mr. Olson would be the spokesperson at the meeting of the Finance Committee of the Aldermen on Friday, May 22. In his absence, Mr. Coogan, as Chairman of our Finance Committee, would speak for the Board. Mr. Moreno posed the question that if the Aldermen present us with an either/or situation in regard to more cuts, what would be our strategy. It was the consensus of the Board that our reply would be that we need to have all necessary information and then that decision would be made among the full Board. Mr. Buckley moved that the Recommendation of the Finance Committee be placed on file. Motion seconded by Mrs. Fanning and carded. 1251h Anniversary: Mrs. Calish reported that we had a few hundred dollars left in this special account but that she had not decided on which project it would be spent. She will make suggestions at a later date. Nancy White reported that the Fine Arts Reception at Montserrat School had been a huge success with a much larger attendance than anticipated. All four bank presidents were on hand to present the awards. She expressed gratitude to Esther and to Montserrat for their work. Report of Librarian: Mrs. Calish called attention to the amount of money we are returning to the General Fund, about $500 each month. She also pointed out the high circulation of records and the AV equipment borrowed. Mr. Coogan asked if comparative circulation figures from the previous year and five years ago could be shown on the statistics. Mrs. Calish reported on two revisions of the state laws on which the Brookline trustees are working: that cities be permitted to set up revolving funds without having the State Legislature pass on it, and that when state aid becomes available, it be deposited directly in the library account rather than in the General Fund. Communications: The letter from the Mayor was entered into the record. New Business: Set hours for summer schedule: the consensus was to wait until the June meeting when the budget would be more definite. Mrs. Calish asked everyone to look over their analysis packets before then so that hours could be decided at that time. Mrs. Fanning announced that the Friends of the Farms Library were having a Flea Market on Sunday, May 31 (rain date June 7) from 1 to 4 p.m. on the Farms lawn. Public Presentation to, discussion with the Board: Fran Penta reminded the Board of how much the staff depends on them for their support. This is a very difficult time because the public does not fully understand what is happening and the staff is at the forefront of their misgivings and complaints. Upon motion of Mr. Coogan, seconded by Mr. Buckley, the meeting adjourned at 9 p.m. The next regular meeting will be Thursday, June 18, 1981 at 7:45 p.m. Barbara Smith Recorder OFFICE OF THE MAYOR PETER F. FORTUNATO - Mayor LINDA E. PALUZZI-Secretary Telephone (617) 922-3311 May 18, 1981 Honorable Board of Aldermen City Hall Beverly, MA 01915 Dear honorable Board: I hereby request a transfer of Eighteen Thousand Six Hundred Ninety-One Dollars ($18,691.00) to the following library accounts: $13,000 - Part time aides and pages 2,000 - Overtime ~ Custodians 3,691 - Books from account "State Aid to Library." Said sum of money to be expended under the direction of the Library Board of Trustees. Attached is a letter from the Chairman of the board, Neil Olson, concerning this request. I hereby request that these funds be carried over to the 1981 - 1982 Proposition 2 ~h fiscal year's budget. Very truly yours, Peter F. Fortunato Mayor PFF/Ip att.