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1983-06-20 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 06/20/1983 Place: Beverly Public Library Board members present: Richard L. Buckley, Lester C. Ayers, Connie E. Dooling, Katherine L. Fanning, Dr. Edna M. MeGlynn, Roger E. Morehey, Keyin J. Murphy, Neil B. Olson, and Nancy A. White Board members absent: Others present: Vada Komich, Elsa Forter, League of Women Voters; Howard Caiish, John R. Coogan, Friends of the Beverly Public Library; Thomas Hindman, Library staff Recorder: Nancy Aberman Regular Meeting Board of Trustees-Beverly Public- Library June 20, 1983 7:30 p~m. Present: Richard Buckley, Dr. Edna MeGlynn, Nancy White, Connie Dooling, Keyin Murphy, Roger Morency, Les Ayers, Neil Olson, Kay Fanning. Also present: Esther Calish Nancy Abeman; Andrea Atkins, Beverly Times; Vada Komich, Elsa Forter, League of Women Voters; Howard Calish, Jack Coogan, Friends of the Library; Tom Hindman, staff member. Documents distributed: Comparative statistics; list of needed building repairs; list of questions regarding library planning. Disposition of minutes of previous regular meeting: The minutes of the previous meeting were accepted as submitted. Motion was made by Ms. White and seconded by Mr. Ayers. Public presentation to, discussion with the Board: Elsa Forter, League of Women Voters, thanked the Trustees for their endorsement of and cooperation with the League on their library study and requested their continued support, Committee Reports: Administration: Mr. Buckley gave a progress report on the grant application for funds for the roof. All necessary papers have been submitted. Mr. Buckley noted that Frank Garretson had completed supplementary paperwork, and he thanked both Mr. Garretson and Howard Caiish for delivering the application. The maximum mount the library could receive would be 25% of the total cost of the repairs. If the library is selected to submit further specifications, word wilt be received in July. Mr. Buckley stated that preference will be given to projects which are able to be completed by October/November, according to his information.. Mr. Murphy requested further clarification for his report to the roof commission. Questions were also raised regarding needed repairs to the Farms roof. Mrs. Calish will call Mr. Rossi again and explain the urgency. Personnel: There was no meeting. Finance: Mr. Morency reported Finance Committee business; 1) Due to unused custodial overtime and a position change to a lower grade level, the committee recommends a request be sent to the Mayor to grant permission for the library to carry over these funds into FY 84, and, if sufficient, to use such funds to finance an additional five hours per week at the Farms branch. 2) Five possible recommendations were made by Mrs. Calish for use of the remaining trust money ($13,244.89): creation of a reserve fund for future computer enhancement; allocation for books and library materials; building repairs; architectural improvement fund; creation of a separate trust fund principal account. The Finance Committee stated that it is the city's responsibility to provide materials and maintenance and recommends that $10,000 be placed in a new principal account to generate usable income and that the remaining $3,244.89 be placed in an architectural improvement fund. Both matters were referred to New Business. Task Force: Mrs. Dealing gave the following progress report of the meeting of June 6, 1983: A motion regarding the length of time of the contract for the job of Library Director was made by Nancy White and seconded by Neil Olson: "That the Library Director will have a two-year contract with the first year to be a probationary period subject to constraints of Section 34, Chapter 322 of the Acts of 1982." The motion passed. A motion concerning the physical building was made by Dr. Edna MeGlynn and seconded by Mrs. Fanning: "The Library Director shall be responsible for overseeing the physical condition of the building; for effectuating normal maintenance and repair, for advising trustees of any emergency, capital repairs needed, shall make reports at least semi-annually in May and November of the physical condition of the library and equipment." The motion passed. The next meeting is scheduled for June 27 at 7:00 p.m. Report of the Librarian: Mrs. Calish reported on the following matters: 1 ) With the efficiency of computer-generated overdue notices, after 90 days have passed without books having been returned, certified letters are being sent to those with overdues totaling $50 or more. If the books are not returned, Mrs. Calish stated that she will go to court to set a hearing date. In the past, 50% of books have been returned when a complaint is filed in court. Mrs. Calish also asked the Trustees if the library should consider publishing the names of six-month delinquents in the newspaper. She will look into the legality of the matter and requested that the Trustees consider the idea and offer their thoughts. She also commended the staff for their excellent handling of the situation. 2) Mrs. Calish attended the annual meeting of the Eastern Regional Libraries. The ~nalized budget is available in her office. 3) The next meeting of the NOBLE consortium is June 23. A proposal was presented to purchase an expanded database by June 1985. This purchase will be necessary if the library institutes a Public Access Catalog. A computer workshop was held at Salem State CoIlege which was attended by Tom Hindman. 4) Mrs. Calish distributed a review of comparative statistics. She expressed her concern over what the statistics reveal about the status of the library collection. In FY 82, the Beverly Library is below both the median and the mean in operating and materials income and expenditures. She stated that, although Beverly does well with respect to neighboring communities, statistics reveal that we were cut more than other Massachusetts libraries when per capita statistics are reviewed. Mr. Buckley asked if we are putting emphasis on the proper materials, given the turnover rate. Mrs. Calish explained that the Reference collection has been emphasized since it is very heavily used, and that many materials circulate for class assignments infrequently, but are still needed. Mr. Olson noted that more materials' funding is needed to meet the needs of the community. Mrs. Calish stated that the needs are for informational and recreational reading, as well as for reference. The matter was referred to the Finance Committee for review. 5) Mrs. Calish distributed a list of needed building repairs. Mr. Morency suggested that priorities be set and specifics be included in future budgets. Ms. White agreed that long-range planning was needed. Mr. Buckley suggested that the Trustees make a tour of library properties with the custodians and Mrs. Calish to note needed repairs. This matter was referred to New Business. 6) The financial statement was reviewed. 7) Mrs. Calish distributed a list of questions pertaining to library planning which will assist, in formulation of goals and objectives for the future. She requested that the Trustees express their views in this area. 8) Regarding the hedges outside the main library, the DPW have been unable to cut them at present due to a heavy workload. 9) Mrs. Calish noted that weekends during June have been extremely slow and that perhaps next year there should be a consideration to dose the library on weekends. Communications: 1) Mr. Buckicy reported that regarding the matter of 50% of fine monies collected being available to the library, the city solicitor will draw up an ordinance to submit to the Board of Aldermen to enact. 2) Mrs. Calish read a letter from Dr. John Gaboury, Director, North Shore Community College, regarding the duplication of titles between their collection and the other consortium members. There has been a 3% overlap in the "A" to "C" (LC classification) portion of the collection. He also noted the differences between their collection and that of the public library. 3) Letters were noted from Sister Ann, Librarian, St. Mary's School, thanking Ms. Fenn-Elbot and the library staff for their assistance in class visits. 4) A letter was read from Dell and Lou Salza requesting that the Trustees reconsider their vote to terminate the Children's outreach program. All communications were placed on file. New Business: 1) Mr. Morency made a motion, and Mrs. Fanning seconded, that a request be sent to the Mayor and Board of Aldermen that any monies remaining in the salary account for the library for FY 83 be carried over to FY 84 and, if sufficient, be used to open the Beverly Farms Library additional hours. Motion passed. 2) A motion was made by Mr. Morency, and seconded, to designate the remaining $13,244.89 in trust income as follows: $10,000 to be placed in a new principal account and $3,244.89 into an architectural improvement fund. Under discussion, questions were raised regarding whether the Trustees have the right to place the funds in a special account. Mr. Ayers moved to table the motion; Mrs. Dooling seconded. The motion to table passed. 3) Regarding the NOBLE by-laws, Mr. Morency moved, and Ms. White seconded, to accept the NOBLE by-laws as submitted. Under discussion, Mrs. Calish noted that in Section 4, the payment schedules refer only to a special provision for payment to Peabody for its initial investment if Peabody withdraws its support from the consortium. The motion passed. 4) Regarding the listing of delinquent patrons in the newspaper, Mrs. Calish again noted that she will check on the legality of the matter. 5) The next regular meeting of the Board will take place in September, by unanimous consent. 6) A maintenance tour of library buildings will take place Tuesday, June 28 at 10:00 a.m. with Mrs. Calish and the custodian. A motion was made by Mr. Olson and seconded by Mr. Morency to adjourn. The meeting was adjourned at 9:00 p.m. Nancy S. Abeman Recorder Comparative indicators of library support and activity from Comparative Public Library Reports, Data for Mass., Group V population 25,000 49,999. 1981/1982 ( 50m %ile) (Average) Median Mean Beverly Total operating income PC 10.23 11.51 10.23 Municipal appropriation PC 9.51 10.64 9.15 (State dog tax) Total operating exp. 9.97 11.21 9.69 Material exp. PC 1.67 1.78 1.33 Cite PC 6.39 6.88 6.72 1979/1980 Total income PC 11.14 11.34 11.43 Total oper. exp. PC 10.59 10.96 10.95 Municipal appropriation PC 10.20 10.55 10.96 Materials exp. PC 1.83 1.94 2.56 Circ PC 6.91 7.30 7.35 During subsequent visits to the building additional items were observed and reported to Mrs. Calish. These items have not been addressed and are not included in the Roof/Balustrade Repair Project due to lack of funds: 1. Entrance Stair repairs 2. Entrance walk repairs 3. Chimney repair/replacement 4. Repainting of exterior masonry 5. Energy Conservation, especially weather stripping of doors and windows, and incorporation of storm windows. 6. Repairs to imerior finishes and electrical system from leaking roof. 7. Asbestos insulation encapsulation and removal (construction in progress). 8. Weatherproofing 9. Repair/replacement of front doors including flame. BASIC QUESTIONS FOR LIBRARY PLANNING WHOM DO WE SERVE? Proportion of community? Age distribution? Level of education? Homogeneous or heterogeneous group? Representative of community population, or special group? Frequent or occasional library users? Where are they located - near or far from the library? Borrowers or in-building library users? Recreational readers or information seekers? HOW WELL ARE WE DOING NOW? Do people find what they want? Can the library answer the questions it is asked? Does staff offer adequate assistance? Are patrons satisfied with services? Must people wait for materials or service? Does collection cover areas of interest to the community? Are library materials sufficiently up to date? Do borrowers understand add support overdue and fine, policies? Is library providing adequate service for all groups? WHAT ARE OUR PROBLEMS? Inadequate space? Physical environment uncomfortable or deteriorating? Library inaccessible because of location, parking problems, or design? Loss of materials from collection? Backlogs of work staff is unable to complete? Staff is unable to meet service demands at peak periods? Public is not aware of library services? Adjusting service in response to decreased funding? SHOULD WE CHANGE? Increase/decrease hours? Increase/decrease materials? Increase/decrease programming? Increase/decrease reference service? Increase/decrease/rearrange space? Revise policies? Increase library publicity? Increase gifts, contributions, revenue generation? Offer new or different services?