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1984-02-22 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 02/22/1984 Place: Beverly Public Library Board members present: Neil B. Olson, Lester C. Ayers, Conhie E. Dooling~ Katherine L. Fanning, Kathleen M. Henriehon, Keyin J. Murphy, and Nancy A. White Board members absent: Richard L. Buekley, and Susan M. Salt Others present: Vada Komieh, Frances J. McCarthy, League of Women Voters; Christine Shetrill, Frances Trowt, Friends of the Beverly Farms Library Recorder: Nancy Abetman l~egular Meeting Board of Trustees-Beverly Public Library February 22, 1984 7:30 p.m. Present: Conrile Dooling, Nancy White, Kay Fanning, Kathleen Heruichort, Kevin Murphy, Neil Olson, Lester Ayers, Susan Salt, Kathleen Henrichon. Also present: Esther Calish, Nancy Abetman; Vada Komich, Fran McCarthy, League of Women Voters; Christine Shetrill, Frances Trowt, Friends of the Farms; Steve MeGilvary, Beverly Times; Mary Ellen Rieschick, Salem News. Documents distributed: Financial Statement; List of needed repairs; Library self-study (1976) Mrs. Dooling presided over Election of Officers in the absence of Mr. Buckley. She opened nominations for Chairman. Mr. Murphy nominated Neil Olson; Ms. White seconded. Mr. Ayers nominated Mrs. Fanning who was seconded. On the vote, the nomination for Mr. Olson carried. Ms. White nominated Kathy Henrichon as Secretary; Mrs. Dooling seconded. The motion passed. Mrs. Dooling relayed to Mr. Olson a letter from Mr. Buekley and his request to have it read. Mr. Buekley expressed his regrets that he is unable to attend the Board meeting due to a business trip. Mr. Olson stated his appreciation for being voted as Chairman and expressed his wish that others who have not yet served might do so in the near future. Disposition of the minutes of the previous meeting: The minutes of the meetings of January 5. January 17 and January 26 were each accepted by unanimous consent. Public presentation to. discussion with the Board: 1) Vada Komich commented on an article which appeared in the newspaper recently relating to several items. The first item relates to Article 5 of the Trustee By-laws concerning the Librarian and her duties as "care and maintenance of library property." vs. Article 3, Section 2, Committee on Administration which has charge of "all buildings and grounds, including the Bookmobile and Beverly Farms Branch; shall evaluate necessary repairs and of other work as the Board shall authorize. In cases of emergency, this committee may direct immediate action reporting to the Board at its next meeting." 2) Fran McCarthy responded to a previous statement that the Board had not been notified of the Fisher Grant. She noted that the minutes of the Board meeting of November 16, 1981 under "Report of the Librarian" report that Mrs. Calish stated that a grant of $1750 had been received from the Fisher Charitable Fund for a special project in the Children's Room involving outreach to low income families to encourage them in reading to their children. Committee Reports: Administration: There was no Administration Committee meeting. Mr. Murphy reported on the roof. He said that he will meet with the Mayor regarding readvertising the bids. Advertising copy has been prepared and specs are ready. He will keep the Board advised. Personnel: There was no meeting. Finance: There was no meeting. Mrs. Calish noted that the Aldermen voted $25,000 for books for the library. Mr. Olson noted that subcommittee appointments will be made soon. He requested that Mr. Murphy continue with the roof. Report of the Librarian: 1 ) Mrs. Calish noted the following items in regard to the Financial Statement: a) salaries are current to the end of the month noted; b) other expenses are one month behind; c) all programs are arranged alphabetically; d) an explanation of deficits in line items and subsequent transfer of funds from the program total was made. The auditor's office will take cost overruns on individual line items within a program from the program total. Mr. Olson will ask the Finance Committee to review the situation regarding such transfers of funds. 2) Regarding the 1984/85 budget, comments which were made by the librarian on the original budget copy regarding individual items are to be made in person at the budget heating. 3) She distributed a list of needed repairs which is to be submitted with the budget. She noted that she is in the process of gathering estimates for all needed repairs. The need for a long-term program to address repairs was noted by the Board. 4) Mrs. Calish distributed copies of the library self-study of 1976 to discuss recommendations which had been made. Mr. Olson requested that the Board review the material and discuss at a later meeting. 5) She noted that Frances Penta, Head of the Circulation Department, has had a heart attack and is currently in the hospital. 6) She reported that a puppet show is planned for the Reading Club party. Due to school participation, enrollment has been large. 7) Difficulties in planning large programs due to the unavailability of the Beverly Room were discussed. 8) The Bookmobile is off the road today due to needed brake repairs. 9) The speaker for the Breakfast program on Tuesday, April 10 will be Bemard Goldhirsh, publisher of Inc. magazine. Several other programs are planned in honor of National Library Week. 10) Mrs. Calish would like to apply for two grants-S1,000 from the Arts Lottery and a grant from the Massachusetts Endowment for the Humanities to fund a lecture series/literary discussion group. 11) A Tuesday morning film series is being run at the Faxms. Mrs. Fanning noted that ramp construction will probably begin in early April. Communications: 1) A letter was read from the Board of Library Commissioners regarding the Library Incentive Grant award for FY 84 of $18,827.50. The Chairman will prepare a memo to the Mayor to request the funds for the library. 2) A copy of a letter from Mayor Monahan to the Aldermen requesting an appropriation of $50,000 for books was read. 3) Two copies of letters from the Mayor to the Aldermen proposing for appointment to the Library Board, Mrs. Susan Salt and Mrs. Kathleen Henrichon, were read. 4) A thank-you letter to the Trustees from Frances Penta was noted. 5) Mrs. Calish read an invitation from the Trustees of the Reading Library to a dedication of their new building on March 3.6) She noted the Endicott College series on "Beverly Remembered." Unfinished Business: Ms. White made a motion to remove from the table a previous motion to award the Librarian's contract to Mrs. Calish. Mr. Murphy seconded. Motion passed. Mr. Murphy made a motion to move the question. Ms. White seconded. Motion passed. On the original motion, motion passed. The Chairman asked for instruction from the Board. The Board's consensus was that the contract be given to Mrs. Calish to study and meet in whatever way is appropriate for further discussion of the contract. New Business: Mr. Murphy made a motion that the Board authorize the director to complete applications for both grants noted earlier and to submit them for the library. Ms. White seconded. Motion passed. The next Board meeting is scheduled for Monday, March 19 at 7:30 p.m. The Chairman will appoint the new committees before that date. He will also communicate with Al Ricci about the action the Board has taken in regard to the Librarian's contract. Mr. Olson welcomed the two new Board members. A motion to adjourn was made by Ms. White and seconded by Mr. Murphy. Meeting was adjourned at 9:00 p.m. Nancy S. Aberman Recorder