1983-03-21 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 03/21/1983
Place: Beverly Public Library
Board members present: Richard L. Buekley, Lester C. Ayers, Connie E. Dooling, Dr. Edna
M. MeGlynn, Roger E. Morency, Kevin J. Murphy, Nell B. Olson, and Nancy A. White
Board members absent: Katherine L. Fanning
Others present: Vada Komich, Elsa Forter, League of Women Voters; Jill Baekstrom, Mrs. W. W.
Hemenway, Conrad and Helen Mayor, Friends of the Beverly Public Library; Thomas Hindman,
Robin Fenn-Elbot, Library staff
Recorder: Nancy Abetman
Regular Meeting
Board of Trustees-Beverly Public Library
March 21, 1983
Present: Richard BuckIcy, Neil Olson, Les Ayers, Connie Dooling, Nancy White, Kevin Murphy,
Roger Morency, Dr. Edna MeGlynn.
Also present: Esther Calish, Nancy Aberman; Vada Komich, Elsa Forter, League of Women Voters;
Jill Baekstrom, Mrs. W.W. Hemenway, Mr. and Mrs. Conrad Mayo, Friends of the Library; Brion
O'Connor, Beverly Times; Tom Hindman, Robin Fenn-Elbot, staff.
Documents distributed: Circulation for the month of February by neighborhoods; Meeting Room
Criteria proposal.
The minutes of the previous meeting were accepted as submitted. Motion was made by Ms. White;
seconded by Dr. MeGlynn.
Committee Reports: Administration-Mr. Buckley presided in the absence of Mrs. Fanning. The
committee discussed criteria for use of meeting rooms and recommended adoption of the attached
criteria. Motion was made to adopt the criteria as worked out by the committee by Dr. MeGlynn;
seconded by Mrs. Dooling. The committee also discussed extending an invitation to Mr. Richard
Kelley to meet with the Board. This matter was referred to New Business. Also discussed was
institution of a Task Force to discuss the matters of revision of city ordinances, by-laws of the
Trustees, and compliance with Chapter 322. A motion was made by Mr. Murphy and seconded by
Dr. MeGlynn for the Chairman to appoint a committee to make recommendations on said matters.
Motion passed.
Personnel-There was no Personnel Committee meeting.
Finance Committee- Mr. Morency reported that the Finance Committee addressed the issue of Mr.
Kelley's letter on postage, which has been referred to New Business.
Report of the Librarian: Mrs. Calish reported that the temporary repairs have been made to the roof
at the Main Library by Mr. Villanti. Mr. Murphy noted that bids for the complete job will be going
out very shortly.
Regarding the Financial Statement, Mrs. Calish noted that all balances are earmarked for
expenditures. She reported on several outstanding maintenance bills.
Regarding statistics, Mrs. Calish noted the new format which will be more specific than the previous
format. She noted that since the beginning of 1983, 4,103 people have received new computer library
cards. She also reported that with the new fine schedules, the library is averaging $20 per day in
fines, which is an increase over previous collection.
Mrs. Calish compared conclusions drawn from the Lincoln Library in Springfield, Ill. to information
our own statistics give us on the mount of circulation by neighborhoods in Beverly:
(1) "The necessity to travel to a library by auto or bus is not a barrier to library service in
Springfield. In fact, residents who live the farthest from any library are the heaviest library users and
those who live closest to a branch are the lightest,"
(2) "Neighborhood library service works only to a limited extent. Though 34
each of the five libraries has a magnetic effect on patrons who live within its census tract, significantly
more local residents still choose to use the main library ... With one minor exception, the branch
libraries do not attract the majority of library use within an adjacent census tract."
(3) "The demand for library services from one "full service" library will outstrip the demand
for smaller, local libraries which rely solely upon basic library materials and programming to attract
users. Put differently, a library which can offer meeting rooms, photocopying machines, a
comprehensive reference collection as well as programming and a materials collection will attract
more readers than one which cannot offer the full range of services."
She noted that our statistics compare in some areas to the above conclusions, but one difference is
that our heaviest users at the main library come from the immediate neighborhood--the demographics
of the city are fortuitous in that the density of population is so great that many walkers use this
library. She notes that the sample distributed of circulation by neighborhoods is approximately
one-third of the total.
Mrs. Calish reported on programs for National Library Week, April 17-24. 1) The Friends are
sponsoring a program with Selesnick & Sterling, the "Stockworth" cartoonists. 2) Brochures about
the library will be sent in local mailings from the Beverly Savings Bank and Chamber of Commerce.
3) Trivia contests will be run in the library. 4) The Rotunda will have a theme of National Library
Week. 5) The Children's Room is offering a number of programs with "pets" as the theme. A
discussion took place regarding the Business Breakfast.
Mrs. Calish also reported on the NOBLE computer meetings which she has been attending, with
topics such as services available for entering data and on the consortium by-laws which should be
ready by June, so that incorporation can take place. She invited Trustees to attend any of the
meetings.
Regarding departmental reports, the bookmobile has a leaking roof which DPW is attempting to fix.
A new volunteer is assisting with bookmobile clerical tasks. Children's room has 16 class visits
schedules within the next several months. In Young Adult Services, response has been excellent from
teachers to the class assignment alerts. Three young adult orientations have also been planned for
classes, as are book talks. Tom Hindman will also be going to the Farms library to consult regarding
their young adult collection.
Unfinished Business: Mr. Morency asked about the Farms roof. Mrs. Calish noted that as soon as the
weather allows, Mr. Rossi will begin.
New Business: Mr. Morency reported on a meeting which he and Mr. BuckIcy had with the Mayor
regarding the matter of putting a ramp at the Farms for the elderly and handicapped. Mayor said that
he will consult with the Public Works director for plans to be drawn up. He also stated that with this
commitment, he would like to see the Farms branch open more hours. No action will be taken until
the Board of Trustees approves.
A motion was made by Mr. Morency and seconded by Mrs. Dooling to invite the Clerk of
Committees, Mr. Kelley to the next meeting of the Board to discuss his communication on mailing.
The motion passed.
In response to an informal communication from the City Auditor requesting that the library request
the dog tax to be transferred to a specific account (i.e. maintenance or purchase of books), a motion
was made by Mr. Morency and seconded by Mr. Ayers that the Chairman send a letter to Mr. Gannon
requesting formal written communication from him citing his authority for this request. Motion
passed.
A motion was made by Ms. White and seconded by Dr. MeGlynn to close the library on Easter
Sunday. The Chairman noted that proper publicity should be given. Motion passed.
The meeting date for the next meeting of the Board was set for Thursday, April 21, at 4:30 p.m. at
the Farms Library. Mr. Olson requested that no meetings be held before the 4:30 meeting.
A discussion took place about the hedges in from of the Library.
A motion was made by Ms. White and seconded by Mr. Murphy to adjourn. Meeting was adjourned
at 5:25 p.m.
Nancy S. Aberman
Recorder
Adopted:
March 21, 1983
CRITERIA FOR USE OF MEETING ROOMS
The Library Director may give permission for use of the library facilities under the following
conditions:
Rooms to be used for meetings are the Yellow (Downstairs) Room and the Beverly Room, as well
as the Beverly Farms meeting room.
Rooms are not available for religious, partisan or political group meetings, nor for the benefit of
private individuals or commercial concerns, nor for fund-raising purposes, unless said fund-raising
is specifically agreed upon by the Board of Trustees. Admission may not be charged for any program
taking place in the library.
Use of meeting rooms will be on a first-come, first-serve basis, with priority being given to
library-related programs. Scheduling conflicts will be resolved according to the following order of
priority: 1) library-sponsored events; 2) Friends of the Library; 3) meetings which are open to the
public; 4) other meetings.
Such meetings may only be conducted during the library's regular hours.
Meeting rooms are not assigned to outside organizations on a regular monthly basis. In other words,
the library does not become the regular meeting place for any outside organization.
Library has to be selective in assigning meeting rooms because available rooms are also used for
library services.
Only the preparation of light refreshments involving no cooking will be permitted in the Library.
Water is available for use in preparing coffee or tea. Any group serving refreshments must provide
their own dishes, utensils, linens, etc.
Smoking is not allowed.
Reservations for use of meeting rooms must be made in writing to the Director. Application letter
must state name of contact person and telephone number.
The fact that a group is permitted to meet at the public library does not, in any way, constitute an
endorsement of the group's policies or beliefs.
Request to use electrical equipment must be submitted to the Library in advance and permission
obtained from the Director to use electrical outlets. Each group is responsible for leaving the room
in order and for the replacement of lost or damaged equipment. Library cannot store equipment.
The responsibility for opening and closing the Library meeting rooms is reserved to the employee in
charge of the Library.
The Library Trustees reserve the right to revoke or refuse permission to use any meeting room.