Loading...
1994-11-21 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 11/21/1994 Place: Beverly Public Library Board members present: Nancy A. Bender, Edward E. Brindle, Diane J. Costs, Katherine L. Fanning, Margaret C. Goodwin, George Heller, Nell B. Olson, and Helga Senko Board members absent: Margaret L. DeSantis Others present: Recorder: Anna Langstatf Regular Meeting Board of Trustees Beverly Public Library November 21, 1994 7:00 PM Present: Nancy Bender, Edward Brindle, Diane Costs, Kay Fanning, Margaret Goodwin, George Heller, Neil Olson, Helga Senko. Also Present: Thomas Scully, Anna Langstaff Nancy Bender presided. The minutes of the meeting of O~tober 17, 1994 were changed to delete the sentence, "According to the Trustees' bylaws two trustees from Finance Committee and the Director must sign the warrant, "and insert, "According to the Trustees' by-laws the President of the Board and two other members of the Finance Committee or, in. the absence of one of the above, another member of the Board of Trustees, shall approve all bills before payment." Kay Fanning made the motion, seconded by Margaret Goodwin, to aec, ept the minutes as amended. Motion passed. Committee Reports Personnel: No report. Administration: Helga Senko reported on meeting with Margaret Goodwin, Nancy Bender, and Thomas Scully to discuss a policy for the acceptance of donations of works of art to the Beverly Public Library. Copies of the policy were distributed. Helga Senko made the motion, seconded by George Hallet, to: accept the Policy for the Acceptance of Donations of Works of Art. After some discussion and making a few minor changes, a vote was taken to accept the amended Policy for the Acceptance of Donations of Works of Art (See attached). Motion carried. There was a discussion of exhibits room policy. Ed Brindle made the motion, seconded by Helga Sgnko, to: give the Art subcommittee more time to further study an exhibits room policy. Motion carried. Finance: 1) Ed Brindle reported on his letter sent to members of Finance Committee (copy on file with these minutes). After some discussion it was recommended that the following procedure be agreed upon for the time being: the Board would have PRIOR approval on any forecasted expenditure which would exceed the budget figure. 2) Finance Committee will meet Tuesday December 13, 1994 at 4 PM. Long Range Planning: No report. Report of the Library Director 1) CD-Rom Network: Network should be up and running soon. 2) Public Access Personal Computers: Public PC's are now available in Reference Department. 3) Book Sale: Date is December 3.4) National Children's Book Week: Author signing and arts and crafts programs were held in Children's Room on Saturday, November 19, 1994 in honor of National Children's Book Week. Author signing was made possible due to the efforts of Sheri Heller of Walden Books. 5) State-Aid: State-aid application filed last week. The library will be certified for state-aid, but will only receive a portion of money to be awarded because the library did not meet book expenditure minimum standard. 6) Budget Training Sessions: Tom Seully arid Joan Horgan have been trained on new budgeting training system. 7) Mayor wants FY95/96 budget submitted by January 31, 1995. 8) Internet: Public access to Internet will be available in January. 9) Farms Boiler: Mayor has submitted, and City Council has approved, for necessary expenses on Farms boiler. 10) First Night: Several First Night programs will be held at the library. 11) School-library Cooperation: Library has been conducting tours for all school department faculty. Meeting was held with Paul Krueger, Beverly High School English Department Supervisor, to discuss Summer reading program. 12) Arbitration: T.L.T. is avoiding the library. City may file its own claim. Unfinished Business 1 ) By-laws: There was a discussion concerning changes needed in the by-laws to accommodate the new bill paying system. Neil Olson made the motion, seconded by Kay Fanning, to: amend the by-laws by striking the last sentence of article HI section 3, "The President of the Board and two other members of the Finance Committee or, in the absence of one of the above, another member of the Board of Trustees, shall approve all bills before payment." and insert "The President of the Board and the Chair of the Finance Committee will review library expenditures not .less than quarterly." Motion will be held over until next regular meeting for final action. 2) Plaque: Tom Scully reminded Jeff Hoover to ask Tony Tappe if he would pay for plaque with names of Mayor, Trustees and Building Commissioners on it. 3) Finance Committee: A third person is needed to serve on Finance Committee. Neil Olson volunteered to serve on Finance Committee. 4) Bequest Brochure: Brochure has been sent to the printer. 5) Board of Library Commissioners: Member of B.L.C. could be invited to Beverly Public Library Board meeting in the Spring. New Business 1 ) Fund raising: Joe Mahoney has agreed to hold a party for the library. 2) Concert Series: There was a discussion of this past Summer's concert series and possible plans for this coming Summer. The next meeting of the Board will be Monday, December 19, 1.994 at 7:00 PM at the Main Library. There being no further business, the meeting was adjourned at g: 15 PM. Anna Langstaff, Recorder BEVERLY PUBHC LIBRARY 32 Essex Street Beverly, MA01915-4561 508 92 1-6062 FAX 508 922-8329 BEVERLY PUBLIC LIBRARY BOARD OF TRUSTEES POLICY FOR THE ACCEPTANCE OF DONATIONS OF WORKS OF ART The library will accept any gift donated without conditions. GiRs become the property of the library under the control of the Library Board of Trustees. The art may be displayed in a location to be determined by the Library Director in consultation with the Board of Trustees. At the end of the display period, the library reserves the right to do as it wishes with the gift, including storing or selling it. The donor must sign below indicating the date of the donation, certifying that the statement has been read and agreed to and that the donor is the sole owner of the work and free to donate it to the library. Signature Date To the Committee on Finance. The following is an extract from Section 3 of the By-Laws of the Beverly Public Library - Board of Trustees. The President of the Board and two other members of the Finance Committee or, in the absence of one of the above, another member of the Board of Trustees, shall approve all bills before payment. As discussed at the October meeting, the fact ofapproving all bills before payment is not feasible in view ofthe system now in effect at the City Hall. I appreciate the need for a watchful control but have strong feelings with regard to not having trustees involved in day to day activities for which a Director is responsible to the Board. My own feeling is that as long as the Board is issued a statement of expenditures, say quarterly, against the previously approved budget allocations, we will in fact have fiscal control, as long as it is clearly understood that the Board would have PRIOR approval on any forwasted expenditure which would exceed the budget figure. If you have time to think this over and telephone me prior to the next Board meeting it would save time then and I would appreciate your alternative thoughts or suggestions on this matter. Edward Brindle