1981-11-16 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 11/16/1981
Place: Beverly Public Library
Board members present: Neil B. Olson, Lester C. Ayers, Richard L. Buckley, Katherine L.
Fanning, Dr. Edna M. MeGlynn, and Roger E. Morency
Board members absent: Mary K. Connors, John R. Coogan, and Nancy A. White
Others present:
Recorder: Barbara Smith
Regular Meeting
Board of Trustees - Beverly Public Library
November 16, 1981
Roll Call of Members:
Present were: Neil Olson, Kay Fanning, Dr. Edna MeGlynn, Roger Morency, Richard Buckley, Lester
Ayers. Also present were: Esther Calish and Barbara Smith.
The following documents were distributed: statistics for October; mended year-end financial
statement; report on volunteer situation at the Farms; financial statement for October; comparison
of finances from 1977 through 1981; justification for print expenditures.
Minutes of the October meeting were accepted as presented. Motion was made by Mr. BuckIcy and
seconded by Dr. MeGlynn. Motion carried.
Committee Reports: Administration - Mrs. Calish reported that she had tried to meet with Alan
Taubert regarding the needed repairs to the building but had been successful only in seeing his
assistant. He said that he would get back to us but had not yet done so. Mr. Morency moved that we
approach the roof repair as our first priority, beginning with the informational phase and then
proceeding as required through the Administration Committee. He would make a personal contact
with Mr. Taubert to initiate the informational phase. Motion seconded by Dr. MeGlynn and carried.
Personnel - Mrs. Calish read the resignation of Barbara Smith. It was moved by Mr. BuckIcy and
seconded by Mr. Ayers that it be accepted with regret. Motion carried. Mr. Ayers requested that Mr.
Olson place on file a letter expressing the satisfaction of the Board with her employment, their sorrow
at her leaving and their happiness at the accomplishment of her goal. Mrs. Calish stated that there is
a staff member who is eminen~y qualified to assume the position and that she would like to make a
provisional appointment. It was moved by Mr. BuckIcy and seconded by Mr. Ayers that the matter
be referred to the Personnel Committee. Motion eartied. A meeting of the Personnel Committee was
tentatively set for Monday, November 23 at 6:30 p.m. Mrs. Calish was instructed to post the position
as required by contract.
Finance - A corrected year-end statement had been distributed. When the City Auditor completes his
postings for the year, minor adjustments are required in our figures.
Report of Librarian - Mrs. Calish reported that we had received a $1,750 grant from the Fisher
Charitable Fund for a special project in the Children's Room involving outreach to low-income
families to encourage them in reading to their children. The grant is administered by the Beverly
Savings Bank. The Elks Club has also invited a request for funds for a special project.
Barbara Smith reviewed the report which had been distributed on the volunteer situation at the Farms.
Mr. Buckley moved that the motion of the October 19 meeting to dose the Farms on December 23
and 24 and 30 and 31 be reconsidered. Motion seconded by Dr. MeGlynn. Mr. Ayers moved the
question. Motion carried. A vote was then taken on the motion to close the Farms on those four days
which was defeated. It was moved by Mr. Morency and seconded by Mr. Buckley that the Farms be
open on Wednesday, December 23 and 30 from 11 a.m. to 5 p.m. and on Thursday, December 24
and 31 from 9 a.m. to 12 noon. Mr. Ayers moved the question. Motion carded. Mr. Olson requested
that statistics be kept on those days both at Main Library and at the Farms. It was also agreed that
when a holiday falls on a Wednesday or Thursday, the Branch remain open for ten hours each week
on altemative days.
Upon motion of Dr. McGlynn, seconded by Mr. Buckley, the meeting adjourned at 10:15 p.m.
Barbara Smith
Recorder
VOLUNTEER SITUATION AT THE FARMS
On November 4 1 met with Jan Steams and a number of the Farms vokmteers to discuss the
problem of inadequate training. Even though Suzanne Nichelson worked with this group at the Farms
during July, they are not sufficiently trained to allow Jan to handle the volume of work at the branch.
We have attempted to alleviate this situation with help from Main Library during the first two months
of the transition and Tom Hindman is still being scheduled there on Thursdays from 5 to 9. In
addition, Jan goes into the library two hours early on Wednesday which is two hours per week from
the part-time budget not allocated.
Because the Farms is open such a limited number of hours, business during those ten hours
tends to be hectic. Jan needs another person who can function as a staff member. We had a,
commitment from the Friends of the Farms that they would provide a volunteer corps which would
function in this manner. While they have been well-meaning, they are not carrying the burden we had
hoped.
I proposed to them a training program to take place at Main Library under Suzanne Nichelson
who, as Adult Services Librarian, is also volunteer coordinator., The program was to be a five-week
structured one, training the volunteers in each of the proc~lures they need to know to assist at the
Branch. Then, when they went to the Farms to work they would need to learn only the floor plan.
They refused outright to come to Main Library. They insisted that they could run their own training
program at the Branch with Jan and two trained volunteers, one of whom is a former employee, each
taking three or four volunteers for personal, intensive training. They have scheduled these sessions
for November 18 and 19 and, at the same time, are recreating more members.
I think that we, at Main Library, have made available every oppommity to help the Friends
of the Farms participate in the operation of the Branch to the extent that they indicated they wished
to participate. With their refusal of our training offer, I do not know what else we can do for them.
I have asked Jan Stearns to keep a log of volunteer problems and backlogged work and to
submit this as a report on a monthly basis.
Barbara Smith