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1982-05-26 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 05/26/1982 Place: Beverly Public Library Board members present: Richard L. Buckley, Mary K. Connors, Connie E. Dooling, Katherine L. Fanning, Dr. Edna M. McGqynn, Roger E. Morency, Nell B. Olson, and Nancy A. White Board members absent: Lester C. Ayers Others present: Vada Komich, League of Women Voters; Susan M. Salt, President, Friends of the Beverly Public Library; Robin Fenn, Thomas Hindman, Library staff Recorder: Nancy Aberrnan Regular Meeting Board of Trustees-Beverly Public Library May 26, 1982 Present: Richard Buckley, Conhie Dooling, Dr. Edna MeGlynn, Mary Connors, Kay Fanning, Nancy White, Roger Morency, Nell Olson. Also present: Esther Calish, Nancy Aberman, Vada Komich, League of Women Voters; Susan Salt, Friends ofthe Beverly Library; Robin Fenn and Tom Hindman, Staff Members. The minutes of the previous meeting were accepted as presented. Motion was made by Mr. Morency and seconded by Mrs. Fanning. Motion carded, with Ms. Connors abstaining. Public presentation to, and discussion with the Board: Mrs. Susan Salt, President, Friends of the Beverly Library notified the Board of the changes which were effected at the Friends' annual meeting: 1 ) The Executive Board was enlarged from 3 to 5 members, with the newest members being Mr. Jack Coogan and Mrs. Laura Reilly; 2) A change has been made in the dues structure: Personal membership will range from $5 to $500. and Corporate membership will range from $25. to $500. Mrs. Salt stated that the Friends hoped to broaden their membership base as a stepping stone to future library growth. She also noted that the Friends' by-laws request a Board of Trustees member as an active member of the Friends to serve as a liaison. Mr. BuckIcy responded that he was considering several possibilities, including rotating Board members. He also stated on behalf of the Board, his appreciation for all that the Friends have done and are doing for the library. Committee Reports: Administration Committee: Mrs. Fanning reported that the administration committee had met on May 12, 1982. The issues dealt with included the situation with the roof. She stated that two members of the Commission had been appointed by the Mayor. The $30,000 appropriation approval was expected; and the Board was planning to mange a meeting with the Commission. She then discussed the next issue which had been dealt with, the matter ofthe computer. She noted that Mrs. Calish distributed a timetable for going on-line and spoke about the savings in manual transactions which the computerized system would mean, The third matter discussed was the ramp at the Farms for the elderly and handicapped. She reported that data is being collected to support the need for such a ramp, and the Mayor has stated that he is willing to consider it if the need is documented. Mrs. Calish reported that regarding the matter of denying books to delinquent patrons, which was discussed at the meeting she checked with other libraries who follow a similar practice, although they knew of no specific law. It was felt that since a statement of compliance was included on our registration cards, that patrons agree to follow the rules of the library. Mr. Morency also suggested that a sign be posted to that effect, and Mrs. Calish stated that she would see that this is done when the computer is activated. Mr. BuckIcy. stated that the $30,000 appropriation for the roof was approved by the Board of Aldermen. Mr. Morency asked Mrs. Calish to call one of the members of the Commission to meet with the Board of Trustees. In response to a question by Ms. White, Mr. Morency outlined the possible procedural steps to replacing the roof. The report was accepted by unanimous consent. Personnel Committee: Mrs. Dooling reported that the Personnel Committee had met on May 17, 1982. No motions were passed and no actions taken during this meeting. Regarding a written record of the meeting, Ms. Connors noted that a record did exist due to the fact that a newspaper article had appeared about the meeting. Mrs. Dooling's report is as follows: The following issues were discussed. (1) There was discussion regarding proper procedure to follow when filling a vacant position. (2) There was discussion regarding the fact that on April 12 and April 26, Mrs. Calish had received instructions from board members to initiate action to fill the vacant position of Young Adult/Reference Room librarian, and that no action had been taken. The meeting was adjourned. Following adjournment the following took place: 1) Mrs. Calish indicated that she did not know what to do; that she still awaited instruction. 2) Mr. BuckIcy and Mrs. Dooling stated that instructions of April 12 and April 26 were still in effect; still waiting to be carried out. 3) At that point, Mrs. Calish brought forth a letter addressed to, the Mayor, which stated that the Board of Trustees requested permission to fill the vacant position of Young Adult/Reference Room Librarian. 4) The letter was signed by Mrs. Dooling. Mr. BuckIcy then stated that the request had been approved by the Mayor and had been forwarded to the Board of Aldermen. Finance Committee: There was no Finance Committee meeting during the month. Mrs. Calish noted that the library budget hearing will take place June 3 at 8:00 p.m. Mr. Buckley requested that the Finance Committee make a study for informational purposes and report for the next meeting on the status of trust funds. Mrs. Calish asked that Mr. Morency find out whether some of the library's state aid for FY '83 could be transferred to the library on July 1 so that it would be available to purchase books. Report of the Librarian: Mrs. Calish discussed the circulation statistics. She noted that Main Library circulation was down due to cutback in hours and fewer books; however, the Farms and the Bookmobile continue to do well under the circumstances. She noted that fine collection has stayed level. Mrs. Calish also explained that the McNaughton revolving collection was being terminated at the Main Library due to the high cost of the plan ($5,000) to our diminished book budget. The replacement report was distributed. Mrs. Calish stated that approximately $10,000 to $12,000 would be needed to do a proper replacement of adult titles. The children's room is in need of approximately $1,000 for replacements to begin the summer. Mr. Morency moved to accept the report and stated that if and when extra funding becomes available the Board should request money for replacement books. Ms. White seconded. The motion carded. Communications: Mr. BuckIcy read a letter from the League of Women Voters dated May 5, 1982 regarding 1) violation of the open-meeting law on April 26 by the Board by holding a closed session on that date. 2) commendation of the librarian and Board for their sensitivity to the needs of its users. Mr. Buckley distributed copies of the 1975 open meeting law to all present and thanked the League for its interest and comments. The Finance and Property Committee of the Board of Aldermen sent a communication noting that the library's budget hearing is scheduled for June 3, 1982 at 8:00 p.m. A communication was received from Edward J. Montana at the Eastern Massachusetts Regional Library System regarding the annual meeting of the Library Advisory Council at the Boston Public Library. Mrs. Calish explained the workings of the Eastern Regional system. Mr. Olson made a motion for the director to attend the meeting and exercise the library's voting privileges. Dr. MeGlynn seconded. The motion passed. Mr. Morency stated that a letter had been received naming Mr. Joseph Margolis as the third member of the Commission to take care of the matter of the library rooE New business: Mr. Morency moved that $1,000 from the general salaries account be designated to the part-time salaries account. Dr. McC_dynn seconded. The motion passed. Regarding summer hours for the Main Library, Ms. White moved to accept the director's recommendation that the Main Library close Saturdays and Sundays for the period of July I through September 6 (Labor Day), and that weekday hours remain the same. Mrs. Fanning seconded. The motion passed. Ms. White also moved to accept the director's recommendation that the Beverly Farms branch open Tuesday from 9-2 and Wednesdays from 2-7 based on requests of Beverly Farms Friends and residents, for the same period, July 1 through September 6. Mrs. Fanning seconded. The motion passed. Old business: Mr. Morency noted that he had spoken to the Fire Inspector who indicated that there may be problems with the placement of the furniture arrangement at the lobby exit. Mrs. Calish will consult with the fire inspector about making proper changes. Mrs. Fanning discussed the matter of some of the dog tax allotment received by the library in this current fiscal year being set aside for books for the Farms as discussed at a previous meeting. Af[er Mrs. Calish explained the problems involved in spending the money in this current fiscal year, the matter was discussed by the Board. Mr. Morency made a motion that sufficient funds be set aside from the dog tax money in this fiscal year to pay for one McNaughton plan for the Beverly Farms branch. Ms. Cormors seconded. The motion carded. Mr. Buckley thanked the custodian, for giving up an evening for the Board meeting. He also stated that he would look into assigning a June date for the next Board meeting. Ms. White made a motion to adjourn. Mr. Morency seconded. The meeting adjourned at 9:25 p.m. Nancy S. Aberman Recorder May 5, 1982 Mr. Richard L. Buckley Chairman, Board of Trustees Beverly Public Library 277 Dodge Street Beverly, MA 01915 Dear Mr. BuckIcy, One of the League of Women Voters goals is to inform and educate the public regarding government in general. One aspect of this concerns being sure that the Open Meeting Law is followed. We are concerned about the April 26 Library Trustees Meeting at which it appears the Trustees went into a closed session without stating the purpose for the session, as is required by the 1981 amended Law. We would like to suggest that you make copies of this Law available to each of the Trustees so that this does not become a problem again in the future. Please be assured that we continue to support additional Library services and are very pleased with the gains accomplished in recent years. We have confidence that your new Board will continue to be sensitive to the needs of the library user, a ramp for the Farms Branch, to accommodate the handicapped, being a fine example. Sincerely, DoreenUshakoff President