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