1982-11-15 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 11/15/1982
Place: Beverly Public Library
Board members present: Richard L. Buckley, Lester C. Ayers, Mary K. Connots, Connie E.
Dooling, Katherine L. Fanning, Dr. Edna M. McCdyrm, Roger E. Morency, and Neil B. Olson
Board members absent: Nancy A. White
Others present: Vada Komich, League of Women Voters; Susan M. Salt, President, Friends of the
Beverly Public Library
Recorder: Nancy Aberman
Regular Meeting
Board of Trustees-Beverly Public Library
November 15, 1982
Present: Richard Buckley, Les Ayers, Mary Connors, Connie Dooling, Kay Fanning, Dr. Edna
MeGlynn, Roger Morency, Nell Olson.
Also present: Esther Calish; Nancy Aberman; Vada Komich, League of Women Voters; Susan Salt,
President, Friends of the Beverly Library.
Documents distributed: Report of NOBLE meeting; proposed contract for computer corporation;
reprint from Library Journal on children's reading
The minutes of the previous meeting were accepted without change. The motion was made by Mr.
Ayers and seconded by Ms. Cormors.
Committee Reports: Administration- Mr. Buckley reported that Larry Smith of the commission to
study the roof stated that the current cost estimate is $80,000 with a possibility of reducing it to
$74,000. The cost of temporary repairs will be $3,000 and since there is no need to put out for bid
this amount, work may begin this week. Mrs. Fanning stated that she will contact members of the
Administration Committee to meet regarding the matter of fines and fees. Mrs. Calish will be
attending a meeting on Wednesday regarding this matter. The report was accepted by unanimous
consent.
Personnel Committee- There was no Personnel Committee report.
Finance Committee- Mr. Morency reported that the Finance Committee had met to discuss the matter
of trust fund expenditures. He explained that a percentage distribution formula had been arrived at
to allocate trust income: not more than 50°,4 for library books and materials; 5% for professional
development; 5% for the discretionary fund of the director; 5% reserve fund, and the balance (35%)
to be spent only in accordance with a vote of the Trustees. It was further explained that designated
funds were included in this formula and that the reserve fund would serve as a guideline, rather than
a policy, for the director. The report was accepted by unanimous consent; and the Chairman
recommended referral of the matter to New Business.
Report of the L~rarian: Mrs. Calish read the report of the NOBLE consortium which focused upon
the upgrading of the computerized circulation system and what this will mean to members. She noted
that the increased maintenance costs would be approximately $1,000 per year, but that until the new
budget is drawn up, she is not certain from where it will come. Mr. Ayers moved to refer the matter
to the Finance Committee. Ms. Connots seconded. The motion passed.
The director then presented a copy of a sample contract for incorporation by the NOBLE members.
She noted that a meeting of the consortium would take place in Peabody on December 2 to discuss
any problems with the contract. Mr. Ayers moved to refer the matter to the Administration
Committee for review. Mr. Olson seconded. The motion passed. Mr. Buckley appointed Ms. Connots
as an ex officio member of the committee for review of this document.
Mrs. Calish then explained that the Fisher grant for a children's storytelling and Parent Education
Program had begun at Hypernikon House on Bennett Street.
Questions were raised regarding the nature of the agency, the safety of the neighborhood and the
library's liability for an employees' well-being. Discussion followed on setting a policy that all grant
applications must be referred to the trustees prior to submission. The matter was referred to New
Business.
The problem with the parking situation due to North Shore Community College student use of the
library parking facilities was noted. Various alternatives were discussed. It was agreed that, at
present, no solution could be found.
Mrs. Calish noted that the Bookmobile would be in the annual Santa parade on November 28. She
also reported vandalism to the library facade on November I and 4 when portions of the marble were
defaced with paint. She stated that the custodian rented a sander to remove most of the paint.
Communications: Mrs. Calish read several communications: 1 ) The Federal Street Housing Project
requested bookmobile sendee. They submitted eight names of patrons who are unable to use the
library building. She stated that she informed them that she would check back with them alter
December. She also noted that the Bookmobile would probably have to add the new Turtle Creek
stop also; 2) a letter and donation was received and read thanking the library for bookmobile sendee;
3) a letter was received from the Executive Board of the Friends of the Beverly Farms Library
regarding the staffing problems at the Farms branch. Mrs. Calish announced that a staff member has
been found and will begin this Thursday.
Unfinished Business: It was decided to invite Mr. D.J. Napoli of the South Bend Public Library to
speak on Output Measures for public libraries on December 20 at 8:30 p.m. Librarians and trustees
from area libraries will be invited. The Friends have offered to provide refreshments.
New Business:
1) Regarding the matter of Trust Fund income guidelines, the following motion was made by Mr.
Morency and seconded by Mr. Olson: That the Board of Trustees adopt a formula guideline for Trust
Income expenditures for FY 1983 in the following distributions: not more than 50% for library books
and materials; 5% for professional improvement; 5% for discretionary funds; 5% reserve fund; and
the balance of 35% to be used for any library expenditure as voted by the Board of Trustees. The
motion passed.
2) Regarding the matter of grant applications, Mr. Ayers made the following motion which was
seconded by Dr. MeGlynn: That the Board of Trustees must vote to approve any future grant
applications. The motion passed.
3) Regarding the matter ofanmesty for borrowers during the month of December, Mr. Olson made
the following motion and Mr. Ayers seconded: That during the month of December, overdue
materials may be returned without any accrued fines being charged. The motion passed.
4) Mrs. Fanning made the following motion, with Dr. MeGlynn seconding: That when a holiday falls
during regular library hours, the Farms Branch library will remain open for 10 other hours that week.
The motion passed.
5) Mrs. Dooling made the following motion, with Mr. Ayers seconding: That 20% of the total monies
appropriated for books in the current fiscal year be expended for books for the Beverly Farms
Library. Questions followed regarding funding designated this year for the Farms Library ($1,200 for
McNaughton books); and the mount currently spent on Reference materials ($23,000, plus $5,300
for periodicals). It was suggested a study of population and use figures as well as hours of operation
be done. Ms. Connors made a motion to refer the matter to the Finance Committee. Ms. Dooling
seconded. The motion passed. Mr. Morency also noted that the Trustees have 35% of trust income
at their disposal.
Mr. Olson moved to adjoum. Mr. Morency seconded. The meeting was adjourned at 9:00 P.M.
Nancy S. Aberman
Recorder