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1984-01-17 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 01/17/1984 Place: Beverly Public Library Board members present: Richard L. Buckley, Lester C. Ayers, Connie E. Dooling, Katherine L. Fanning, Roger E. Morency, Kevin J. Murphy, Neil B. Olson, and Nancy A. White Board members absent: Others present: Kathleen M. Henrichon, 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 January 17, 1984 7:30 p.m. Present: Richard BuckIcy, Connie Dooling, Nancy White, Kay Fanning Kevin Murphy, Neil Olson, Roger Morency. Also present: Esther Calish, Nancy Aberman; Kathleen Hertriehon, Fran McCarthy, Vada Komieh, Margaret Haydon, League of Women Voters; Susan Salt, Howard Calish, Laura Reilly, Friends of the Beverly Library; Steve McGilvary, Beverly Times; Tom Hindman, staff. Disposition of the minutes of the previous regular meeting: Held over to Unfinished Business. Committee Reports: Administration: Mrs. Fanning submitted a report of progress. The NOBLE matter will be discussed under the Librarian's Report. The matter of Mr. Perron's letter will be discussed at a future meeting. Personnel: There was no meeting. Finance: Mr. Morency submitted the following report: a) one of progress on the budget; b) the committee approved and recommends that the Glidden bequest be accepted. On the matter of the budget, Mr. Morency noted the committee's: recommendation and moved that a budget of approximately $465,000 be accepted as presented, to include: 1) salaries with an 11.4% salary increase for all parttime employees; 2) 5 additional hours for the Beverly Farms Branch; 3) provision for restoring Main Library hours on Tuesday mornings, Wednesday and Thursday evenings; 4) $90,000 for materials; 5) $43,615 for operating expenses; and 6) an addendum that a listing of maintenance problems to be addressed will be forthcoming. Mrs. Fanning seconded. The motion passed. On the matter of the Glidden bequest, Mr. Morency moved, and Mrs. Fanning seconded, to accept the bequest and authorize execution of the document on behalf of the Board of Trustees. The motion passed. Task Force: A meeting will be scheduled with the City Attorney. Report of the Librarian: Mrs. Calish discussed the following items: 1) changes in the NOBLE by-laws and acceptance of NECCUM members into the consortium. Ms. White moved, and Mrs. Fanning seconded, both items. Motion passed. 2) The Aldermen voted to allow installation of a telephone box into the library parking lot. 3) The library will be participating in the "Beverly Remembered" series at Endicott College with the college, the Chamber of Commerce, and the Historical Society on three successive Wednesdays, beginning February 29.4) Mrs. Calish reported that she had met with Robert Perton and discussed microtithing material at the Historical Society on local families for the library's collection. She noted the cost as 8¢, per page. By unanimous consent the Board recommended Mrs. Calish pursue discussion with the Historical Society on this matter. 5) The Chamber of Commerce has offered to send out with their mailing, items which the library produces of interest to the business community. A brochure on tax-related information in the library is planned. 6) Mrs. Calish discussed the various community organizations on which she has worked this past year. 7) The financial statement printout is not ready this week. 8) Mrs. Calish thanked the Friends of the Library who pay for all photocopies made for library use. 9) Plans for National Library Week, April 8-14 are being formulated. Some ideas are a Business Breakfast and a Writer's Program. 10) Mrs. Calish will be on vacation February 3-10. 11) Mr. Buckley asked Mrs. Calish to look into rearing out the grassy area in back of the library to allow staff parking. This would alleviate the problem of statf having to walk alone into the dark parking lot in the evening. The report was placed on file. Communications: Mr. Buckley read an invitation to an appreciation dinner-dance for Peter Fortunato on January 27. He also read a letter from the Massachusetts Library Association regarding a resolution which was passed at their mid-winter meeting expressing concern over the lack of due process of the Trustees toward the librarian in regard to Massachusetts State Law Chapter 78, See. 34. He also noted that the M.L.A. had not contacted the Trustees. Communications were placed on file. Unfinished Business: Mr. Olson noted one addition to the minutes of the meeting of December-19, 1983. After the first item of New Business regarding Dr. McGlynn's resignation and the accompanying resolution, the minutes should read: "Mr. Olson lef~ the meeting." A motion to accept the minutes as amended was made by Mr. Murphy and seconded by Mrs. Fanning. Motion passed. New Business: On the matter of payment of three bills totaling approximately $133. for advertisements for the position of Director, motion was made by Mrs. Dooling and seconded by Mrs. Fanning to authorize payment of bills out of trust funds. Nancy White stated that she objected; that it was a misuse of trust fund money. Mrs. Dooling informed Ms. White that trust fund money had been used to pay for the advertising for the position ofbookmobile librarian. Ms. White said that she still objected. Mr. Olson moved to table the matter until the next meeting. The motion was seconded. Motion passed. A special meeting of the Board was scheduled for Thursday, January 26, 1984 at 7:30 p.m. to discuss current legal matters with the city solicitor; current bills for advertising and any other matters which may come before the Board. Ms. White moved to adjourn; Mrs. Dooling seconded. The meeting was adjourned at 9:45 p.m. Nancy S. Aberman Recorder MEMO TO: Board of Trustees FROM: Kay Fanning, Chairperson of Administration Committee, per Esther Calish RE: 1. NOBLE 2. Robert Perron's letter from Beverly Historical Society Due to bad weather, the January 10th Administration Committee meeting was canceled. We ask therefore that You review the following information so that votes may be taken on these matters at the January 17 regular meeting. 1. NOBLE A. Request from multi-type library group, members of NECCEM to join NOBLE consortium. The NECCEM members who have applied for this grant are: Salem State College North Shore Community College Endicott College Gordon College Montserrat School of Art Varian Associates The advantages of having them join the network, and the logistics of their association with NOBLE, are explained in the November 11 memo from the Board of Library Commissioners, sent to the Beverly Public Library Trustees prior to the December 19 meeting. B. The recommended by-law changes from 2/3's vote to 4/5's vote insure a larger representation of votes on critical matters. 1) Art III - Sect. 1 - the admission of new members 2) Art IV, Sect. 5 - the expenditure of funds; the allocation of staff, the addition of participants; the amendment or modification of by-laws. C. Art. III, Sect. 4 - recognizes that a participant intending to witMraw cannot be required to make payment beyond fiscal year in which participation was funded. 2. ROBERT PERRON'S LETTER We recommend that Robert Perron's request be discussed at a subsequent meeting.