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2001-04-24City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: April 24, 2001 7:00 P.M. Place: Beverly Public Library Board members present: Diane Costa, Edward Brindle, Lindsay Diehl, Neil Olson, Joanne Panunzio, Helga Senko, and John Young Board members absent: Kay Fanning, Kevin O’Reilly Others present: Thomas Scully, Anna Langstaff Recorder: Anna Langstaff Neil Olson made the motion, seconded by Edward Brindle, to accept the minutes of the regular meeting of March 27, 2001 as read. Motion passed. Edward Brindle made the motion, seconded by Neil Olson, to accept the minutes of the Long Range Planning Committee of March 27, 2001 as read. Motion passed. Neil Olson made the motion, seconded by John Young, to accept the minutes of the Finance Committee of January 23, 2001 as read. Motion passed. Neil Olson made the motion, seconded by John Young, to accept the minutes of the Personnel Committee of January 31, 2001 as read. Motion passed. Neil Olson made the motion, seconded by Helga Senko, to accept the minutes of the Finance Committee of April 2, 2001 as read. Motion passed. Public Presentation None Committee Reports Personnel: Personnel Committee met April 12, 2001 to discuss the director’s new evaluation form. Administration: No report. Finance: The Finance Committee met April 2, 2001 to discuss the proposed FY2002 budget. Long Range Planning: Tom Scully has contacted several people to serve on the long range planning advisory committee. Council on Aging Director has some people who are interested. Supt. Lupini will serve on the committee and he will also provide Tom with additional names of people who would be willing to serve. Paul Guanci sent a letter to John Young offering to help the library. Tom Scully will send invitations for the first meeting to all school committee and city council members. There will probably only need to be a total of three meetings. Report of the Library Director 1) Copies of the Director’s report (on file with these minutes) were mailed to Trustees. 2) Farms Landscape Architect: Plans have been presented. Revisions will be made. Landscape architect will present finished concept based on input from Farms Building Fund Committee members. 3) Farms Site Survey: Site survey is almost done. Geotechnical survey will be done on April 25, 2001. 4) Grant: A grant is being written for the Massachusetts Historical Commission to pay for some of the repair to the outside masonry at the Farms Library. 5) Computers: NOBLE has implemented home access to patron records. Beginning July 1 patrons can place holds from home. NOBLE will be connected to the statewide virtual catalog sometime this summer. 6) Job Descriptions: We have finished rewriting job descriptions. Communications Tom Scully distributed copies of a packet received from Morality in Media of Massachusetts. They have proposed legislation to regulate internet access in school and public libraries. Unfinished Business 1) Budget: Trustees reviewed proposed FY2002 budget of $1,380,145.47. Tom Scully would like to reserve state aid money for FY2003 and FY2004 for a new bookmobile. Tom Scully recommended that heating fuel cost should be increased to $40,000. Burglar alarm will be cut back to $1,000. There was a discussion of public printer paper costs. Tom Scully will find how much the library spends on paper and toner. There was a discussion on how to meet the Mayor’s goal of a 3% increase over FY2001. Trustees discussed library budget process. Tom Scully explained city budget process. Neil Olson made the motion, seconded by Diane Costa to: approve the amended FY2002 budget of $1,384,745.47. Motion passed. New Business 1) Presentation: Tom Scully made a presentation of electronic services available from the Beverly Public Library homepage. The next regular meeting of the Board will be Tuesday, May 22, 2001 at 7:00 P.M. at the Main Library. There being no further business, the meeting was adjourned at 9:15 P.M. LIBRARY DIRECTOR’S REPORT April 24, 2001 Beverly Farms Library - The landscape architect presented 2 preliminary landscape plans to the fund raising committee for their consideration. The architect is working on a revised plan to consolidate ideas from the 2 preliminary plans. Both plans exceed the landscape portion of the construction budget, so either additional fund raising or revisions to the plans will be necessary. Kerry Healey, Michele Mann and I are writing a grant to the Massachusetts Historical Commission to pay for some of the restoration work. That grant is due in June. NOBLE - We have implemented INTERNET access to patron records. Patrons can get PIN numbers from the Library and access their accounts to see what they have out and the due dates and they can also renew books over the INTERNET. On July 1, we will implement patron placed holds allowing patrons to reserve books over the INTERNET. Virtual Catalog - The State has the first few networks up and running on the State Virtual Catalog. This will allow patrons to access with one search, all automated libraries outside the NOBLE network. Patrons will we be able to place their own holds directly over the INTERNET for materials in any member library. The Virtual Catalog will have the collections of the major college and research libraries in Massachusetts, plus Brown University. We expect NOBLE to be added to the Catalog over the summer. I made a presentation to the City Council of many of our new computer features. The presentation was well received and both local papers did write ups on the presentation. Personnel - Anna and I have finished rewriting job descriptions for all Library employees. They are now be reviewed by the employees.