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1983-10-17 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 10/17/1983 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. Morency, Kevin J. Murphy, Nell B. Olson, and Nancy A. White Board members absent: Others present: Kathleen M. Henriehort, League of Women Voters; Laura Reilly, Howard Calish, Friends of the Beverly Public Library Recorder: Nancy Aberman Regular Meeting Board of Trustees-Beverly Public Library October 17, 1983 Present: Richard Buekley, Connie Dooling, Kay Fanning, Dr. Edna MeGlynn, Nancy White, Kevin Murphy, Neil Olson, Les Ayers, Roger Morehey. Also present: Esther Calish, Nancy Abeman; John Gold, Beverly Times; Kathleen Henrichon, League of Women Voters; Laura Reilly, Howard Calish, Friends of the Library. Documents distributed: NOBLE Cort~dentiality Policy, proposed; Comparative Statistics. Disposition of minutes of previous meeting: Mr. Buckley noted certain amendments to the minutes of September 12, 1983. Under Communications, paragraph 3 should read: "Mr. BuckIcy then reported to the Board that he had received a telephone call from the office of the District Attorney regarding a letter which the District Attomey had received from Mrs. Grant, member of the Le' ague of Women Voters. Mr. BuckIcy noted that he had not received a copy of Mrs. Grant's letter to the District Attorney. Discussion took place on the intent of the communication." In addition, under New Business, item 2 should read "Mr. Buckley introduced the matter of purchasing books for the core collection as passed at the June 27 Board meeting, noting that more definitive guidelines should be set." The minutes were accepted as amended. Committee Reports: Administration: Mrs. Fanning asked Mr. Murphy to report on the progress of the roof. Mr. Murphy reported that bids had been received and there are several qualified bidders. The sub-bids for the masonry work are due next week. The following week the final package is put together. Bids should be awarded at the latest in early November. Mrs. Fanning also reported on the progress of the ramp at the Beverly Farms branch. She noted that Commissioner Taubert will be sending a letter on the exact costs, estimated to be about $8,000. Once the letter is received, an appropriation request must be made of the Mayor. No commission will be needed; however, bids will be sought. Mrs. Fanning explained that the ramp will go into an existing window area at the back of the library, reducing costs, and that parking spaces will be installed nearby. The ramp will be publicized to encourage its use among handicapped persons and senior citizens. Mr. Buckicy complimented the Friends of the Farms on a very nice annual meeting with John Updike as speaker. The report was placed on file. Personnel: There was no meeting of the Personnel Committee. Finance: There was no meeting of the Finance Committee. Task Force: There was no meeting of the Task Force. Mr. BuckIcy reported that on September 15, several members of the Board of Trustees went to City Hall to meet with the Board of Aldermen. No definitive action was taken; however, some concerns of the Board were expressed, particularly that of keeping the library free from political control. The meeting opened lines of communication and viewpoints were shared. Mr. Murphy requested that Board of Trustee members who contact Aldermen on library matters report to the Board of Trustees at their meeting on the contact. Report of the Librarian: 1) Mrs. Calish showed the Board the Quarterly Journal of the Library of Congress which reproduced several Will Barnet lithographs of individuals reading. She also distributed an essay by Mr. Barnet which had been reproduced in the joumal in which he notes the importance of the Beverly Public Library to his career. She distributed information for those who want to order their own copy of the journal. 2) The NOBLE con~dentiality policy was distributed Mrs. Calish explained that the Consortium would like to adopt it, and it is suited for the Beverly Public Library. Basically, the law states that the library is not required to disclose information about patron reading records, unless it chooses to or by due process. Mrs. Calish noted that the policy is in accord with this law. She further noted that the policy will not affect the publishing of names of delinquent patrons. 3) Mrs. Calish reported on a program which she recently attended on divestiture of the telephone company, and what this process will mean to libraries. The recommendation of the speaker was that municipalities should make arrangements for their departments as a package. Mrs. Catish has spoken to Mr. Romani who stated that the city has not yet dealt with this matter. She has asked Dancers Library to send specifications of their bid for the purchase of equipment for basis of comparison. 4) Mrs. Calish read three Departmental Annual Reports for FY 83: Technical Services -Pauline Wood reported that she is currently spending half of her time on computer related matters, including participation in regular meetings to complete a manual; weeding; editing the shelf list; recataloging books; checking and cataloging donations; processing books for the Main Library, Farms, Bookmobile and rental collection. She notes the need for a computer terminal in Technical Services. Ms. White stated that she supports this request. Reference - Nancy Aberman reported that utilization of the automated system has resulted in patron needs being filled more quickly, and noted a need for a Reference terminal. Circulation - Frances Penta reported that the computer has eliminated hours of clerical work which have been supplanted by other duties. More books are being returned on time and long overdue patrons are returning materials due to the capacity of the computer to stop those who owe fines or materials. 5) Comparative Circulation Statistics for FY 81, 82, 83 and part of FY 84 were distributed. Mrs. Calish noted several items--the correlation between the number of hours and the drop in circulation at the Main Library and Farms; the drop in circulation of the Bookmobile and the lack of available new books. She discussed the potential for rise in circulation with the purchase of more new books. A discussion took place on the many factors affecting circulation. Mr. Buckley asked about the progress of collective bargaining. Mrs. Calish reported on the meeting of the union negotiating committee with Mr. Kaplan and Mr. Ricci. Mrs. Calish noted that from the list of union requests which had been submitted to the Trustees over a year ago, several items were rejected and several were accepted. A union meeting is scheduled for tomorrow morning. It was noted that Mr. Kaplan should speak to the Trustees before further negotiations are conducted. The matter will be brought up under New Business. A question regarding the financial statement was raised, noting that $300 is missing from the fuel allotment and an equal amount in transfers. Mrs. Calish will ask Joan Horgan to look into the matter. The Librarian's Report was placed on file. Communications: 1 ) A copy of a communication from Mayor Fortunato to the Board of Aldermen was read. The letter requested $25,000 to be appropriated for "Purchase of Library Books" account, to be followed by $18,000 in December for a year's total of $43,000.2) A copy of a letter was read from Mayor Fortunato to the Board of Aldermen requesting an appropriation of $1,000 for the account "Beverly Farms Library-Salaries". Both requests are awaiting their second reading by the Aldermen. 3) Mr. Buckley read a copy of the communication from the League of Women Voters to Mr. James Gribousld, Assistant District Attorney, regarding their questions on the open meeting law and whether or not the sessions regarding the contract for the Library Director should be conducted in public. Mr. G~bouski sent a copy of this communication, as well as his reply, to Mr. Bucldey. Mr. Gribouski's reply was read, stating that "... all meetings must be public except in specifically excluded instances. A discussion of a proposed contract is not one of these instances unless the discussion has some effect on the collective bargaining position of the governmental body. The present contract discussion has no effect and should thus be held in public." 4) Mr. Buckley also read a letter presented to him from the Copresidents of the League of Women Voters who stated that the contact with the District Attorney's office was for a point of information for their organization as they are conducting a local study this year. All communications were placed on file. New Business: 1) Regarding the NOBLE con~dentiality policy, Ms. White moved and Dr. McGlynn seconded, the Board's endorsement of the con~denfiality policy. The motion passed. 2) Mr. Morehey requested that when Mrs. Calish prepares the budget for FY 84 that money be placed in the purchase of books account and that subsequent state aid be applied to other areas. Mr. Buckley reported that as yet no word has been received regarding the request for surplus funds to be given to the Library. Mrs. Calish will have the budget for FY 84 ready in early December for the Finance Committee. 3) Mr. Buckley will approach the City Solicitor with the Task Force material to forrealize and draw up a contract. 4) The Farms Branch will be open on Tuesday mornings as of November 1. Discussion took place on staffing for the remainder of the year. 5) Dr. McGlynn moved, and Mr. Morency seconded a motion that the Chairman communicate by letter with Mr. Alan Kaplan requesting him to meet with the Board of Trustees at his earliest convenience before any contract commitments are made, with a copy to Mr. Ricci. Motion passed. 6) The next meeting of the Board of Trustees will be November 21, 1983 at 7:30 p.m. Motion was made to adjourn by Mr. Morency and seconded by Dr. McGlynn. The meeting was adjourned at 9:00 p.m. Nancy S. Aberman Recorder Artist in the Library BY WILL BARNET From my early childhood I felt a strong desire to draw, to record, to set down personal experiences and feelings and thoughts in pencil or pen. My home environment in Beverly, Massachusetts, was not conducive to the development of an artist. My father worked long hours as a factory worker. My mother was ill a great deal of the time, my brothers and sisters were much older, and therefore I was like an only child left to his own devices. I did a lot of daydreaming and in my earliest years found a refuge at the Beverly Public Library, where I read all the great fairy tales of the past. it must be remembered that these were hard years just after the First World War. There was no money to buy a book and the library provided the only way for me to reach out beyond my immediate environment. I recollect that one of the things which made my trip to the library so enjoyable was the building itself. It was a typical beaux-arts structure. I liked its clean classical lines, its white marble and brick. As a child, climbing up the white marble stairs to the rotunda seemed an adventure-the interior was no less exciting with its high ceilings and marble walls. The atmosphere created by this beautiful architecture put one in a mood for serious thoughts. One day I wandered through the book stacks and came upon the section on art. This new discovery opened up a world that I had never known before. It was my good fortune that the Beverly Public Library was the recipient of many scores of great art books that were gifts to the library from the very wealthy families from the North Shore, outside of Boston. My daily visits to the library's art stacks drew the attention of Mrs. Stanton, then head librarian. She questioned me as to what I intended to be when I grew up. My reply was short: "I want to be an artist--a painter." It was then that she took me upstairs and unlocked the door to the room which had always seemed mysterious to me. In this room were portfolios full of old masters reproductions and the greatest and most valuable books of each period of art history. This room served as my inner sanctum, where I spent my youth in the company of the great masters. The long, bleak New England winters were shortened by being in the company of these masters, who laid a solid foundation for what I today perceive to be the tree values of art. The two fired my emotions at this time were Rembrandt and Daumier. Through them I recognized the art of form and structure and the meaning of the human condition. All my early dreams were awakened and nourished by the wealth of inspiration with which the wonderful Beverly Public Library was endowed. Today, the walls of the library are covered with my work, and it is my hope that these works will serve as an inspiration to future generations. Copyright Will Batnet 1983 THE QUARTERLY JOURNAL OF THE LIBRARY OF CONGRESS