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1983-02-14 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 02/14/1983 Place: Beverly Public Library Board members present: Piehard L. BuckIcy, Lester C. Ayers, Connie E. Dooling, Katherine L. Fanning, Dr. Edna M. MeGlynn, Roger E. Morency, Kevin J. Murphy, and Nancy A. White Board members absent: Nell B. Olson Others present: Aldermen Russell Rollins and Jeffcry ConIcy; Vada Komieh, League of Women Voters; Susan M. Salt, President, Deirdre Hanley, Laura Reilly, Friends of the Beverly Public Library; Thomas Hindman, Library staff Recorder: Nancy Aberman Regular Meeting Board of Trustees-Beverly Public Library February 14, 1983; 4:30 p.m. Present: Richard BuckIcy, Roger Morency, Les Ayers, Connie Dooling, Kay Fanning, Nancy White, Dr. Edna Mc61yrm, Kevin Murphy Also present: Nancy Abennan; Russ Rollins, JeffConley, Board of Aldermen; Vada Komich, League of Women Voters; Dee Hanley, Laura Reilly, Susan Salt, Friends of the Beverly Library; Andrea Atkins, Beverly Times; Tom Hindman, staff Documents distributed: Progress Report on the Fisher Orant; City Ordinance, Sec. 12-1 to 12-6 The minutes of the previous meeting were accepted without. change. Motion was made by Ms. White and seconded by Mr. Buckley. Board Business: Mrs. Fanning presided over election of officers. Mr. Morency nominated Mr. Piehard Buckley to serve as Chairman of the Board of Trustees, with Mr. Ayers seconding. Dr. Mc61ynn moved to close nominations; Mr. Ayers seconded. Nominations were dosed; the motion passed. Mr. Morency nominated Mrs. Connie Dooling to serve as secretary of the Board; Dr. MeGlynn seconded. Dr. MeGlynn moved to close nominations; Mr. Ayers seconded. Nominations were closed; the motion passed. Mr. Buckley presided over the remainder of the meeting. Mr. Buckley introduced the new Board member, Mr. Kevin Murphy, and expressed his feelings that the Board will continue to give constructive service to the Beverly Library and to the citizens of Beverly. He stated that it will be important this year to examine the true function of the library in changing times and the status of the library trustees. Committee Reports: Administration: Mr. Murphy reported that he had spoken to Mr. Larry Smith, also of the roof commission, regarding the roof situation. The specifications have been drawn up and the money has been appropriated. Emergency repairs are necessary immediately and the specifications for these have been given to Mr. Viiianti, the local roofer who should be beginning the work shortly. Mr. Buckley asked about the chimney problem, which Mr. Murphy was unaware of. A letter regarding this matter has been forwarded to the Mayor. To date, no response has been received. Regarding the Farms roof, Mrs. Aberman reported that Mr. Rossi has stated that he will begin as soon as weather permits, and he hopes to have repairs completed by the end of this month. The Committee report was entered into the record by unanimous consent. Personnel: There was no Personnel Committee Report. Finance: There was no Finance Committee Report. Librarian's Report: Mrs. Aberman reminded Board members to sign bill schedules at the beginning of each month. She also reported that the computer began operation as of February 10 and seemed to be going well. She also submitted to the Trustees a progress report prepared by Robin Fenn-Elbot regarding the Fisher Grant project. Robin will be available at the next Board meeting to answer questions regarding the grant. Communications: Mr. Buckley read a request of the Friends of the Library to use the main library meeting room for a dinner in honor of the staff on February 23 from 6 - 8:30 p.m. Friends will assume overtime custodial costs. Motion was made to approve use by Mr. Ayers, seconded by Dr. MeGlynn. Motion passed. A second request was received by the Friends for use of the main library meeting room for a lecture series on "Children and the Media" for the following Tuesday dates: March 8, April 5 and May 3 or 10 (to be decided). Mr. Ayers moved that permission be granted for the program of March 8 and that the request for later dates be referred to the librarian to check the calendar dates to determine if space is available for report at the next meeting. Mr. Morency seconded the motion. Ms. White proposed an alternate motion that the full series be approved at this time by the trustees, provided that there is no conflict. There was no second to the motion. Mr. Morency requested that a staff member check future requests that come to the library on the calendar before referring to the Board to save time. Mr. BuckIcy read a communication from Mr. Bob Cohen, 12 Vine Street, Beverly Farms regarding the curtailment of library resources and the Farms Branch which stated that the Farms Branch thrives not at the expense of the Main Library, but through the commitment and generosity of Farms residents, and Friends of the Farms. Mr. Buckley also read a letter from the Clerk of Committees, Richard Kelley, to Mrs. Calish regarding the mount of postage which the library uses and his request that the Trustees review the mailing procedures due to the high cost of postage. He expressed his willingness to meet with the director and/or Board to discuss the matter. The Chairman referred the matter to the Finance Committee to be reported on at the next meeting. New Business: Request of the Beverly Municipal Credit Union to use the main library meeting room on November 15, 1983 for their annual meeting was referred to the Administration Committee who will be setting policy for use of the meeting rooms. Mr. Buckley introduced Mr. Rollins and Mr. Conley to discuss informally thoughts on updating the duties of the Trustees as outlined in the city ordinance and eventually developing recommendations for the Board of Aldermen. Mr. Buckley distributed copies of the city ordinances pertaining to the duties and responsibilities of the Trustees. Mr. Conley stated that in looking at the city ordinances to ascertain duties of the librarian and Trustees, it was noted that the ordinances have not been changed in 20 years and the Aldermen looking into the issue feel that the Trustees should delineate what the ordinances should state. A discussion then took place outlining problem areas which should be addressed and the need for clarification: how money should be spent and who determines expenditures; provisions for submitting a budget. Mr. BuckIcy also noted the new state law which must be addressed by the Board of Trustees, Section 34, Chapter 322, regarding the execution of written employment contracts with all employees not governed by collective bargaining agreements, outlining basic conditions of employment. Mr. Morency suggested the need for a section on submission of budgets, as well as the Board's relationship and the Librarian/Department Head's relationship to the city in the ordinances. Mr. Rollins also noted that delineation is needed as to responsibility for maintenance of the building. Mr. Ayers stated his feeling that what is most needed is clarification of the Board's relationship to the city govemment, since the Libradan's duties are outlined in a job description. Questions were raised as to the ordinances of other city departments which are governed by Boards. Mr. Conley explained that the Aldermen first noted the need for reexamination of the ordinance in response to a request for a change in grade level for the Libradan, which was submitted by Mr. Gelwick, along with several other requests. Ms. White requested information on how other departments operate, as well as department head's responsibilities. She also suggested a provision making reference to the contract which governs certain employees. There was general agreement that the ordinances should be revised. Board members agreed that guidelines should generally conform to other department guidelines. Discussion took place regarding holding action on upgrading the Libradan's position to Grade 20, from Grade 19, until the Board completes a study of ordinances. Questions were raised regarding evaluation procedures for grade level changes within the city. The Chairman referred the matter to the Administration Committee for report at the next meeting. The Chairman also thanked the Aldermen for their willingness to discuss the matter with the Trustees. Mrs. Fanning wanted to read into the record a report on the cost of opening the Farms Branch another 5 hours per week, of approximately $2,300, based on last year's annual figures for fuel, $1,240.89; electricity, $245.23 (partly based on estimated billings); and salary, $865, for part-time employees. Discussion took place on the various services offered by the Farms as opposed to the Bookmobile; and the populations served by both services. Dr. MeGlynn spoke about the parking situation at the Main Library and the problems of planning programs which people are unable to attend because of a lack of parking. She noted that within the area of the library, there are 323 spaces, 2/3rds of which are metered. She expressed the need to publicize the Farms Branch and to refer patrons there to assist in alleviating the problem of parking at the Main Library. Board members discussed publicizing the Farms as well as continuing to explore handicapped access further. Ms. White made a motion to adjourn. Mr. Morency seconded. Motion passed. The meeting was adjourned at 6:00 p.m. Nancy S. Aberman Recorder January, 1983 Re: Progress Report to Mrs. Calish concerning Fischer Grant project In the beginning of November 19821 an agreement was reached with Hypernikon House, a multiservice center at Bennett Street, to hold a story hour there once a week for ten weeks. Pat Guthrie a graduate student at Gordon Conwell who lives and works at Hypernikon House, offered also to speak to people she knew in the neighborhood. Judy Ogilvie and I began the group the week before Thanksgiving, We had been given the names of seven interested people, to most of whom we made home visits. Those whom we could never find at home were left at least two notes, as most had no phone. Of these, one moved suddenly, one sent her son to day care, and two never responded. So we began with three, but soon gained two new members by word of mouth. So the group consists presently of five children and three mothers (one mother works and the other seems particularly unmotivated). I consider the result quite successful considering the population involved. All are single parent families receiving public Assistance. Only one has a ear, and only two have telephones. None had been to the library until we took a trip there, although a couple had had contact with the bookmobile. A few brief case histories follow: J. is the second youngest of eight children. Her mother is loving but very impulsive (such as spending $200 won at bingo on a puppy when the family has no money to pay for fuel). J. had a very limited attention span at the beginning, but now is able to sit still for an entire story, quite an achievement for her. S. is nearly four but has the speech of a two-year old just starting to talk, I am hoping to encourage her mother, who sees no problem, to seek speech therapy under Chapter 766. A. and her mother moved, to Beverly recently from Salisbury under somewhat unclear circumstances. They have been living in an unheated part of Hypernikon House while the mother has been trying to regain public assistance and find a place to live. A. is a bright, delightful five year o who was enrolled in kindergarten in Salisbury but has not been allowed to enroll in Beverly because they lack an address. This program is dearly the highlight of her week. For her mother also it offers a break from her isolation and a chance to chat with other women. Mrs. Ogilvie was forced to discontinue her part of the program after Christmas due to a chronic illness. Since the number of participants was fairly small, I decided not to seek a replacement. Also the space at Hypemikon House lends itself neither to a large group of preschoolers, nor to a separate discussion group for parents. Although I have had to modify the original proposal quite a bit, I feel the current program meets many of my original goals. I hope to do the next group in the fall at one of the housing projects, either Northridge or Apple Village. Both have clubhouses which lend themselves well to the whole program, as well as somewhat more stable populations. Mrs. Ogilvie should also be available in the fall.