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1983-01-17 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 01/17/1983 Place: Beverly Public Library Board members present: Richard L. Buckley, Lester C. Ayers, Mary K. Connors, Connie E. Dooling, Katherine L. Fanning, Dr. Edna M. MeGlynn, Roger E. Morency, and Nancy A. White Board members absent: Nell B. Olson Others present: Vada Komich, League of Women Voters; Susan M. Salt, President, Friends of the Beverly Public Library; Thomas Hindman, Library staff Recorder: Nancy Aberman Regular Meeting Board of Trustees-Beverly Public Library January 17, 1983 Present: Richard Buckley, Lester Ayers, Nancy White, Roger Morency, Edna McGlynn, Kay Fanning, Connie Dooling, Mary Connots. Also present: Vada Komich, League of Women Voters; Susan Salt, Friends of the Beverly Library; Tom Hindman, staff member; Jill Backstrom, Laura Reilly. Documents distributed: FY84 budget, various reprints as listed in text Public presentation to, discussion with the Board: Mrs. Salt, referring to a letter which had appeared in the newspaper, stated that the content of the letter had been misinterpreted by the press. She stated that the letter was meant to express the concern of individuals on what seemed to be a shift of emphasis. She further suggested, that with limited funds and to avoid a regional emphasis, the possibility of expending funds at the Main Library but rotating books between the Main Library, Farms and Bookmobile in order that all parties might benefit. She asked the Trustees on their thoughts regarding a central library and rotation of books. Mr. Buckley thanked Mrs. Salt for her comments and concern. He stated that the matter had attracted some publicity and that he would like to speak as an individual trustee. Mr. Bucldey expressed his feelings that the library has not been shonehanged by the city--that all city departments have been treated similarly. He stated that, in addition to the library budget, the city has committed itself to $80,000 in repairs to the library. He stated that in regard to funds for books, there has been no shifing of funds. In the recent action of the Board, by unanimous vote, funds were allocated to the Farms Library, not reallocated. He further stated that the Main Library no longer stands in the geographic center of the city, and perhaps no longer the demographic center, while the Beverly Farms Branch is accessible to Centerville and North Beverly. Mr. Buckley stated library users are being shonehanged due to cutbacks in hours and in the matter of circulation: the fact that each volume in the collection circulates 2.2 times per year, which is not a proper circulation of inventory. He suggested that perhaps people are not getting what they want from their library. Mr. Buckley then discussed the Reference collection which comprises a large number of volumes and a large portion of the budget, remarking that the area also has many institutions of higher learning. He also noted that utilization of the present library building is not at its optimum level and the general atmosphere may not be conducive to proper library atmosphere. He also expressed his feeling that a change in staffing patterns might allow for more hours. Mr. Buckley stated that the Board gives all matters their best judgment and the staff must carry out policies which the Board has set down. Thus, he stated, the Beverly Farms Library should not be made a scapegoat for inadequate circulation. Mr. Morency remarked that the Beverly Farms Library is underutilized due to inadequate hours, which discourages people from using it. He stated that if the demographic center of the city has shit~ed, perhaps the branch should be open more. Dr. MeGlynn suggested a study of the parking situation at the Main Library. She said that perhaps not everything has been done in that regard which can be done. The Chairman referred the matter to the Administration Committee. Mrs. Fanning stated that if the Beverly Farms Library were open in the mornings, that would make a difference. She also stated that at no time was it the Board's intention to allocate money for the Farms from the Children's Room funds. Mr. Morency stated that as a way of addressing a problem, nothing prevents books from being circulated between the Farms and Bookmobile. Mrs. Calish addressed the matter of circulation. She stated. that new books circulate a great deal more than 2.2 times and once books are removed to the stacks, circulation drops. She asked the Board to remember that since 1977 she was anxious to build up circulation at Beverly Farms. She stated that in the 1978 and 1979 budgets, the Farms had a 36 hour week and $8,000 book budget, but did a maximum of 22,000 circulation. She stated that she always believed the Farms Branch to serve a community purpose, which she tried to develop until Proposition 2 ½. Ms. White stated that a determination of need is vital. She stated that services should be based on documented needs of what the community wants and needs from its library and suggested devising, or hiring a consultant to devise, such a survey. She stated that using statistics to determine needs can be nebulous and she questioned Mr. Buckley on the Beverly Library's circulation in comparison to other libraries in the region. Mr. Buckley stated that regarding circulation statistics some libraries are higher and some are lower. Ms. White voiced concern over interpretation of statistics. Mr. Buckley also stated his concern is with the people of Beverly, not with statistics, and would like to see maximum community service. Mr. Ayers stated that Board members are concerned with the total budget, not individual groups--that money spent is for all people of Beverly. He stated that the established fact is that the Main and Branch and Bookmobile are both one and the same library with an exchange of resources, not separate libraries. Mr. Buckley again referred to turnover rate and asked how the Board can justify current expenses in Reference. Mrs. Salt agreed that surveys are needed with judgments made from such studies. She 'said that it is difficult to evaluate from statistics which were not gathered specifically for such a study. She stated that most people are pleased with the results of Proposition 2 ½, but that the Friends, feel that plans should be made for fund-raising to bring the library beyond the standards of Proposition 2 ½. Mr. Buckley stated that the Board sets policy and it is incumbent upon the administration to carry out that policy. Mrs. Dooling suggested that for statistical reports in relation to surveys, the entire population should be studied with unbiased questions so that a reference or comparison can be made. Ms. White stated that assigning $2,500 from the current year's budget would be considered a reallocation of funds since department heads must redo their planning of expenditures, based upon a difference in the mount expected at the beginning of the fiscal year. Mrs. Calish stated that prior to Proposition 2 ¼, allocations for each department were included in the budget, and department heads knew exactly what funds they had to spend for the year. She stated that they cannot plan effectively what they will order unless they have an idea of how much they will have to spend for the year. Mr. Ayers stated that managers are able to manage properly when they have funds in hand and under the present system, it is up to the Mayor to tell each department what the yearly funds will be. Mr. Morency stated that the Board does have discretionary funds at its disposal and may want to hire a professional to review the situation and see where the Board should go. The Chairman referred the matter to New Business. Dr. McGlynn further stated that such a survey could look into the question of Reference selection, noting that area colleges have various types of Reference material., Mrs. Calish suggested various method of assessing Reference collection use, based on Output Measurements: head counts, and asking patrons not to re-shelve Reference volumes used. Mr. Ayers stated that a survey would take a great deal of time and that the Board should consider whether any outside agencies can assist. The members of the public thanked the Trustees for their time and explanation. Committee Reports-Administration: Mrs. Fanning requested that Mrs. Calish contact Mr. Rossi regarding the Faxms roof. It was stated that, in addition, the roofing men have been given orders to do the temporary work on the roof at the Main Library. Personnel: There was no Personnel Committee report. Finance Committee: Proposed FY84 budgets were distributed. Mr. Morency stated that the Finance Committee met and voted to recommend the budget for FY84 in the mount of $325,000 as directed by the Mayor. The budget includes a 53 week payroll and 60 hour week. The motion was seconded by Dr. MeGlynn. Under discussion of the motion, it was stated that the budget meets state aid requirements for hours of operation, with the hours from the Farms Branch. A second sheet has been attached for the benefit of the Mayor to compare the costs of a 60 hour week vs. 63 hour week. Mr. Buckley noted that the major change was a large reduction in part-time help due to the computer. Ms. White asked to go on record as stating that no appropriation for library materials once again puts the library in a situation from which it cannot ever recover, since gaps in the collection caused by such action will be impossible to fill. Mrs. Calish reviewed former budget allocations for books: before Proposition 2 ~, $83,000 plus trust income and incentive grant monies were spent on books. Mr. Buckley stated that currently the library is meeting the minimum required for state aid and expressed the Board's feeling that he wishes it were more. Mrs. Calish asked if it would be possible to receive some supplemental funds in the library's account at the beginning of the fiscal year to enable expenditures for books. Mr. Morency stated that the city is also having a problem with funds. Mrs. Fanning moved to accept the budget as presented. Dr. McGlynn seconded. The motion passed. Report of the Librarian: Mrs. Calish noted that on the Financial Statement a new category for "Reserve Appropriation FY83" was created by the City Auditor. The statistics were reviewed. Ms. White asked what has been done about setting up a revolving fund to recover fine money. Mr. Morency said that it had been referred to the Administration Committee. Mrs. Calish distributed a packet of information to the Trustees. She also noted highlights of the month. Beginning February, the R.S.V.P. volunteer program will be at the library on Tuesdays 1-4 and Wednesdays 4--6, to assist people with their taxes. This is a free program sponsored by R.S.V.P. A Garfield Reading Club has been formed at the Farms Library. For a weekly segment on Endicott College cable television program, "Kaleidescope," Mrs. Calish and Robin Fenn-Elbot have taped library-related programming. Other staff members will participate later. Regarding the status of the computer, installation of a larger disc drive is taking place this week and next week. We expect to have the telephone jacks moved, on .January 28, and the electrical connections moved by the City Electrician, placing the outlets in the circulation desk area. While we are awaiting these connections next week, a computer terminal will be placed in the children's room, using a borrowed acoustic coupler, so that more of the children's books can be entered. Two recent meetings which were attended by the director relating to the computer were the NOBLE meeting January 6 and the Eastern Region Users Group on January 12 in Somerville. At the NOBLE meeting, our library was once again reminded to send Mary Burgarella of the Bureau of Library Commissioners a letter confirming our acceptance of the five new libraries into the consortium The matter was referred to Unfinished Business. Also discussed were procedures to be followed for entering the added data, the subject headings, into the data base. Starting February 1, any new book entered will include the subject headings, if they are recorded in the new book or the information is readily available. There was discussion regarding establishing a standardized data base for all the libraries in the state, and the possibility of an L.S.C.A. grant to pay for the data base, and its dumping into the existing data bases. This was discussed at the meeting January 12 in Somerville, since Andover, Framingham and Newton libraries were all represented. Since NOBLE has already received a substantial grant, it is likely that any of the other groups would have a better chance at a grant, and it is going to be explored. Notice was received from the city that the following amounts have been approved by the Mayor and Aldermen: $2,400 for repair to the Beverly Farms roof, $50,000 for the Main Library roof, $24,000 for Library books. In addition, the Library Incentive Grant, from the State is now with the Finance and Property Committee of the Aldermen. Regarding the remarks of Mr. Napoli at the December meeting of the Board: There were several questions which arose after the Board heard Mr. Napoli's remarks. He mentioned "turnover" rate of books, and the rationale for that has been under much discussion in the library wo~d since 1977. It was at that time that Charles Robinson, Director of the Baltimore County Library system determined that the purpose of branches was totally for recreational reading and his system began setting up each branch like a bookstore, buying store display equipment. The reprint of Rawlinson's article, which was provided for the Trustees, explains this rationale. Mrs. Calish noted that this is all tied in with the common sense use of what is called "output measures" -available statistics. She stated that when you have questions, but not answers, then you do a survey directed to getting the answers you need. She also stated that Mr. Napoli's answer to the question about his Reference budget was incomplete. it did not encompass the idea that the Reference Collection contains hundreds of dollars worth of Reference materials from the six separate subject divisions; his "core collection" referred to almanacs, encyclopedias, and general subject books. In the meantime, Mr. Bucldey has requested checking the Salem and Peabody libraries to find out what their allocations are. Salem has a book budget of $60,000. They spend on Reference books only $14,600, plus $5,000 for microforms and $4,500 for periodicals. Peabody has a book budget of $30,000. They allocate $20,000 for Reference books and $5,000 for periodicals and microforms combined. The Danvers library was also contacted. Of their total book budget of $50,000, they spend approximately $10,500 for reference books; $10,000 for periodicals and $3,000 for microforms. Several reprints in a packet were distn]3uted. The first is "The Trustee of a Small Public Library", the companion reprint of the previously-distributed "The Librarian as Administrator". Also enclosed are "The Case for Quality Book Selection" and "Two Kinds of popular Demand", along with "Give 'era What They Want".- Mrs. Calish also noted that included was "Goals of Service and Policies for the Selection of Materials,,. This presents a description of the library's approach to selecting books and materials. The goals and policies were developed slowly and painstakingly by Dr. MeGlynn, Bea Vitale and Mrs. Calish, and adopted by the Trustees in June 1979. She also stated that, for additional information, the Trustees should consult the "Goals and Objectives and Budget Estimates" for 1981/82, to see recommended library materials needed by the library. Salem, which is a comparable library, had just that budget until Proposition 2 ~ cuts. Mrs. Calish stated that she will be on vacation in February during the next Trustee meeting time. Mr. Buckley stated that a regular monthly meeting is needed. Mr. Morency agreed. A date and time will be set under New Business. Communications: Mrs. Calish read a letter from a Bookmobile patron thanking the library for the service. It will be placed on file. A letter and invoice was received from Walter Eric Kluz Associates by Larry Smith of the Roof Commission regarding the roof repairs. On a site visit on January 11, it was discovered that the metal flue and cap in the masonry chimney has deteriorated and is a potential hazard which should be replaced immediately since gases could be escaping into the building. Also, the work on the roof is on hold pending the authorization to proceed with the work. Mr. Buckley stated that this information is within the province of the building commission and was sent to the Trustees as informational. Mr. Morency made a motion that a copy of the invoice and letter be sent to the Mayor. Dr. MeGlynn seconded. Motion passed. Mrs. Calish noted that the remainder of the repairs budget will have to pay for the new compressors for the boiler. Mr. Buckley read from a letter which he had received announcing a Financial Planning Seminar scheduled at the library and stated that it was the consensus of the Board that this area is not an area in which the library should occupy itseft.. Mrs. Calish requested the Board to redraft a set of meeting room policies which are more specific than the current policies. Dr. MeGlynn moved that schedule of proposed use of the meeting rooms in the library be submitted to the Trustees one month in advance, requiting a favorable vote by the Board of Trustees. Mrs. Dooling seconded. Mr. Morency added that until such a time when a meeting room policy is drafted and approved by the Trustees that the library meeting rooms not be used by any commercial organization, effective January 19, 1983. The motion passed. The Chairman referred the matter to the Administration Committee. Mr. Morency asked Mrs. Calish for a list of groups who have used the meeting rooms in the past. Unfinished Business: A motion was made that a communication be sent to the Board of Library Commissioners expressing approval of admiring the five new member libraries into the NOBLE consortium. Motion was made by Ms. White and seconded by Mr. Morency. The motion passed. New Business: Mrs. Dooling asked about the progress of the Fisher Grant which as received by the library. Mr. Morency suggested setting a deadline on the project. Mrs. Calish said that she will discuss with the staff member and social worker involved contacting agencies who have made commitments for referrals. Mrs. Dooling requested a monthly progress report on the project. The next Board meeting is scheduled for February 14 at 4:3 0 p .m. Motion was made by Mr. Morency and seconded by Ms. White. The meeting was adjourned. Motion was made by Ms. White and seconded by Mr. Ayers. Nancy S. Aberman Recorder