1994-12-19 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 12/19/1994
Place: Beverly Public Library
Board members present: Edward E. Brindle, Diane J. Costa, Katherine L. Fanning, Margaret
C. Goodwin, George Heller, Nell B. Olson, and Helga Senko
Board members absent: Nancy A. Bender, and Margaret L. DeSantis
Others present:
Recorder: Anna Langstaff
Regular Meeting
Board of Trustees - Beverly Public Library
December 19, 1994 7:00 PM
Present: Edward Brindle, Diane Costa, Kay Fanning, Margaret Goodwin, George Heller, Neil Olson,
Helga Senko.
Also Present~ Thomas Scully, Anna Langstaff
Diane Costa presided.
Kay Fanning made the motion, seconded by Edward Brindle, to acc~t the minutes of November 21,
1994. Motion passed.
Committee Reports
Personnel: No report.
Administration: No report.
Finance: Edward Brindle reported that the Finance Committee met on December 13, 1994 to make
recommendations on the FY 95/96 budget. The Finance Committee recommended that the Board
approve the proposed budget of $812,838.67. Edward Brindle thanked Neil Olson for filling in on
the Finance Committee.
Long Range Planning: No report.
Report of the Library Director
1) Budget: Tom Scully presented proposed FY 95/96 budget (on file with these minutes). Because
of the city's new computerized budgeting system cents cannot be entered into any ofthe budget lines.
Therefore the figures on this proposed budget vary slightly from the proposed budget recommended
by the Finance Committee. The new budgeting system also allows for annotation of budget line items
with commentary. The city council will be presented with both types of budgets. The increase in the
book budget was necessary because previous allocations from the city were insufficient and the state
may change requirements for getting state-aid by eliminating pro-rated appropriations. ff this change
goes into effect and the library does riot meet the entire book standard, the library will receive no
state-aid nor will it qualify for grants administered by the Board of Library Commissioners. This
change will be brought to the attention of city officials. 2 ) School-Library Cooperation: Public school
teacher visits are continuing. Children's Department is developing a plan to ensure that every Beverly
public school child has a Beverly Public Library card by the end of this school year. NOBLE catalog
went on-line at Beverly High School December 13, 1994. Beverly Public Library is the first NOBLE
member to have its catalog on-line in a public high school. Eventually, through Internet, Beverly
Public School students from all the schools will be able to access our catalog. 3) Technology Planning
Meeting: School Supt. Chase asked Tom ScuHy to sit in on meetings for technology planning in the
schools. A grant for technology that would include networking with the Beverly Public Librap/is
being written. 4) Science and Math Curriculum Committee: Assistant. School Supt. Harutunian asked
Tom Scully to be on the Science and Math Curriculum Committee to oversee and rewrite the science
and math curriculums. 5) Furniture: Chairs for Children's Room and furniture for toddler area have
arrived; still waiting for rest of Children's Room furniture to arrive. 6) Bequest Brochure: Brochures
have arrived. Printing costs were donated by Alexander, Femino and Laurenzano. 7) First Night:
Beverly Public Library will be the site for some First Night activities. 8) Friends of the Library will
underwrite another music concert series next Summer. 9 ) Friends Book Sale raised $1,100. 10 ) New
Board Members: On December 19, 1994 the Mayor will submit to the City Council two
appointments, John Young and Keyin O~Reilly, to the Library Board.
Communications
1) Letter received from Mrs. Augustus P. Loring donating New York Times stock valued at $1,000
to the Beverly Farms Library. Letter will be forwarded to the Finance Committee to raise the question
as to the disposition of the trust funds.
Unfinished Business
1) By-laws: There was a second reading of the amendment to the Trustees' by-laws, as required by
the by-laws. The first reading passed unanimously at the Board meeting of November 21, 1994. 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 passed.
Copy will be filed with City Clerk.
2) Budget: Because of slight variation due to rounding off in proposed FY95/96 budget, the Finance
Committee Chair agreed to present to the Board a budget of $812,839. Neil Olson made the motion,
seconded by Kay Fanning, to:
accept the recommendations of the Finance Committee Chair to accept the FY95/96 budget of
$812,839 and advise the Director to forward it to City Hall for approval. Motion carded.
New Business
1 ) Next regular Board meeting is scheduled for January 16, 1995 Martin Luther King Day. The
library will be closed. Meeting date will be January 23, 1995 instead.
The next meeting of the Board will be Monday, January 23, 1995 at 7:00 PM at the Main Library.
The next meeting of the Finance Committee will be Monday, January 23, 1995 at 6:45 PM at the
Main Library.
There being no further business, the meeting was adjourned at 7:50 PM.
Anna Langstaff, Recorder
BEVERLY PUBLIC LIBRARY
BOARD OF TRUSTEES
BY-LAWS
ARTICLE I- Name
This organization shah bc called the "Board of Trustees of the Beverly Public Librmy", existing by the
provisions of Chapter 78, sections 11-12 of the Laws of the Commonwealth of Massachusetts, as amended, and by the
provisions of the Beverly Revised Ordinances, Chapter 12, sections 1-6, and shall exercise the power and authority,
and shall assume the responsibilities delegated to it under these statutes.
ARTICLE lI - Organization
Section 1 - The officers sh~_l be a President and a Secretary. Each shall serve a term of one year.
Section 2 - Election of officers will take place at the regular February meeting of the Board, or at a special
meeting called after the confirmation of the new trustees by the City Council. Notice of this meeting shall be given to
the Trustees by mail by the Library Director.
Nominations shall be made from the floor. ff more than one candidate is nominated for either office, the voting
for the office shall be by written ballot.
Section 3 - The President shall preside at all meeting of the Board, shall appoint the members of all
committees, shall authorize special meeting, and shall execute all documents required by the Board. The President
or a designated representative, and the Lfl~rary Director, shall represent the Board in all matters before the City Council
and the Mayor.
Section 4 - The Secretary shall, in the absence of the President, assume and perform the duties of that office.
ARTICLE HI - Committees
F~-tton 1 - The President shah appoint four members to the following standing commim~es during the month
following the orgm~tional meetin~
A: Committee on A__c!ministration
B: Committee on Finance
C: Committee on Personnel
D' Committee on Long Range Planning
The President shall be a voting member of each committee.
The Library Director simll be ~v~ilable for information, records, etc., so that these committees can function
properly.
~'tion 2 - The Co~mi~e on Administration shall oversee all buildings, grounds, andvehicles~ shall evaluate
necessary repairs, and shall exercise such other respons~ilities as the Board shah authorize.
Section 3 - The Committee on Finance shall review the annual budget as prepared by the Library Director
and shaR present it to the full Board for discussion, revision, and approval. They shall have responsibility for the
presemation of the proposed budget to the Mayor, City Council, and appropriate state agency. The President of the
Board and the Chair of the Finance Committee will review library expenditures not less then quarterly.
Section 4 - The Committee on Personnel shaH, when necessary, reco~end to the full Board the appointment
of a Library Direaor or an Assistant Library Dire~or.
The Committee shall keep apprizod of collective bargaining negotiations and make recommendations to the
full Board on collective bargalmn'g agreements, employee grievances, and other personnel policy matters. The policies
shah conform in every respect to city ordinances, state statutes and collective bargaining agreements.
SeEfloE 5 - The Committee on Long Range Planning shall prepare and from time to time review and update
a Long Range Plan for the library. The Committee shah prepare the plan with the assistance of the library
administrators, librm7 staff, interested citizens, library professionals and consultants. The Committee shall recommend
adoption and or ahanges in the plan to the full Board.
ARTICLE IV - Meetings
Section I - The regular meetings of the Board of T~, shall be held monthly, except daring July and
August. Five ~ shah constitute a quorum. In the event that two consecutive regularly s~heduled meetings are not
held because of the lack of a quorum; four members shah constitute a quorum for the next meeting.
Seeti~n2-~pecialmeetings~ftheB~ardmaybecal~edbythePresidentatanytime.Exceptinanemergency~
48 hours notice shall be given to each member for a special meeting. Only the business for which the special meeting
is called will be in order, unless, by unanimous consent the Board shah suspend the rules to take up other business.
Seaion 3 - The order of business for the regular meeting shall include, but not be limited to, the following
items:
A: Roll Call of the members
B: Disposition of minutes of previous meetings
C: Committ~ reports
D: P,c~ort of the Library Director
E: CommtmicAltions
F: Unfinished Business
G: New business
H: Public presentation to, digussion with the Board
Section 4 - Business shah be Wansacted by voice vote. At the request of three ngmbers, a roll call shah be
taken. In all such cases, every member present, including the President shall vote; except that a meraber may request
permission to abstain from voting in any cas~ where doing so may result in a conflict of interest.
SecfloE 5 - A motion to adjourn or to lay a matter on the table shah be decided without debate.
ARTICLE V- Amendments
The by-laws may be amended by a majority of the members of the Boani TIg proposed amendment shall be
made at any reg~__lar meeting of the Board, and it shall be held over until the next regular meeting for final action.
rev. 12/19/94
Account Number Account Name FY1995 FY1995 FYlgg6 CHANGE PER CENT
Appropriated Expended thru 11/30 Proposed
041-5110 Building Custodian $53,189.G0 $27,418.96 $52,166.40 ($1.003.20)
51105 Ubrary Director $40,512.68 $40,512.68 S0.1X)
51106 Assistant LibraW Director $34,549.84 $34,549.84 SO.a0
01-108.5110 Full Tim Staff $286,806,48 $280,162.38 $283,963.04 ($2,853.44) -0.99%
01-21 7-5110 Part Time Staff $127,534.19 $81 ,g35.00 $131,149.34 $3,615.15 2.83%
01-171-5130 Oveffime $10,229.57 $25,587.04 $10,229.57 SO.00 0.00%
O1-151-5140 Longevity $1,700.00 $2,100.00 $2,250.00 $5513.00 32.35%
01-168-5140 Night Differential $402.80 $12.00 $402.80 SO.IX) 0.00%
Buy Back SO.aO $9,883.15 SO.OO $0.00
PERSONNEL TOTALS $554,905.16 $427,098.53 $555,213,67
Account Number Accxxmt Name FY1995 FY1995 FY 1996 CHANGE PER CENT
Appropriated Expertled thru 11/30 Proposed CHANGE
O1-102-5450 Custodlal Supplies $3,000.00 $5,O48.31 $3,0a0.00 SO.oo o.ao%
01-124-5210 Eledridty $85,000.00 $32,590.05 $65,000.00 SO.IX) 0.00%
01-136-5240 Equipment Repak $500.00 $1,94301 IS30.00 SO.00 0.00%
01-182-5210 Heating Fuel $30,aao.a0 $17,881.97 $30,000.c0 SO.IX) o.ao%
01-134-5430 Equipment New SO.00 SO.IX) SO.00 SO,00 0.00%
01-~ Library Supplies $1,500.00 $1,6139.90 $4,500.00 $3,000.a0 200.00%
01-448-.5240 Vehicle Maintarence $225.00 $173.83 $225.00 SO.00 0.00%
01.4381 -5240 Compute Maintertance $25,0a0.00 $19,280.61 $29,000.a0 $4,000.00 16.00%
01-252-5420 Material Preparation $13.00 $13.00 SO.a0 SO.00 ERR
01-272-5420 Office Supplies $3,0O0.00 $2,825.48 $3,aao.oo So.ao 0.00%
01S Printing $t ,500.00 $1,362.56 $1,500.ao So.ao 0.0o%
01-317-5510 Library Materials $50,0130.00 $4,306.53 $1 lo,oao.ao $60,aao.ao 120.a0%
01-330-5240 Repairs $1,000.00 $1,616.80 $1 ,ooo.ao SO.00 0.00%
ii i1,1 I I I II II III I I
i ·
MAINTENANCE TOTALS $190,625.a0 $96,194.47 $257,625.a0 $57,000.00 35.15%
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