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2002-03-26City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: March 26, 2002 7:00 P.M. Place: Beverly Public Library Board members present: Joanne Avallon, Todd Balf, Edward Brindle, Lindsay Diehl, Neil Olson, Kevin O’Reilly, Joanne Panunzio, Helga Senko, and John Young Board members absent: Others present: Thomas Scully, Anna Langstaff, Steve Feige, Drayton Fair Recorder: Anna Langstaff John Young presided. Lindsay Diehl made the motion, seconded by Neil Olson, to accept the minutes of the regular meeting of February 26, 2002 as read. Motion passed. Election of Officers Neil Olson made the motion, seconded by Lindsay Diehl, to nominate the present Chair, John Young, for another year as Chair. There were no other nominations. John Young accepted the nomination. Motion passed. John Young made the motion, seconded by Joanne Avallon, to nominate Lindsay Diehl as Secretary. There were no other nominations. Lindsay Diehl accepted the nomination. Motion passed. John Young made the following committee assignments: Administration: Kevin O’Reilly, chair, Helga Senko, Joanne Panunzio, Todd Balf Finance: Edward Brindle, chair, Joanne Avallon, Kevin O’Reilly, Neil Olson Personnel: Helga Senko, chair, Lindsay Diehl, Joanne Panunzio, Neil Olson Long Range Planning: Lindsay Diehl, chair, Joanne Avallon, Todd Balf, Edward Brindle, Neil Olson, Kevin O’Reilly, Joanne Panunzio, Helga Senko, and John Young Committee Reports Personnel: Lindsay Diehl will begin the Director’s evaluation process . Administration: No report. Finance: Edward Brindle reported that the Finance Committee met on March 26, 2002 at 6:30 P.M. There was some discussion as to the present state of affairs with the report that City Hall has frozen all expenditures, except personnel, until further notice. The Library Director presented a draft budget for FY2003. There was no deadline available for submission to the Mayor. Decision on the budget was held over. Long Range Planning: No report. Report of the Library Director None Communications 1) Request from Tom Macy: Tom Macy is writing an historical book and is seeking permission from the trustees to reproduce for his book an oil painting located in the Beverly Room. Neil Olson made the motion, seconded by Kevin O’Reilly, to: accept Mr. Macy’s proposal to photograph the oil painting located in the Beverly Room with the following conditions: 1. If the painting is removed from the library it should be insured; 2. It cannot be reproduced without permission; 3. He is to use care in photographing the painting. Motion passed. Farms Project Steve Feige and Drayton Fair, architects for the Farms Library renovation, presented current plans and costs for the Farms Library project. The trustees discussed the building alternates. Joanne Avallon made the motion, seconded by Helga Senko, to: accept the proposed building alternates in the following order: 1. Built in cabinets in the conference room; 2. Book wall; 3.Soffits in children’s stacks; 4. Limestone; 5. Skylight; 6. Circulation desk; 7. Upper cabinets in kitchen; 8. Site work. Motion passed. The trustees discussed ways to deal with the financial gap of approximately $600,000. Tom Scully recommended that the library pledge to the City $30,000 per year for the next 20 years towards the payment of $600,000. These funds would come out of the library’s yearly state aid allotment. Joanne Avallon made the motion, seconded by Kevin O’Reilly, to: accept Tom’s recommended plan provided, however, that in the event the trustees receive notice of an alternative plan from a Board member, that the Board then reconvene on April 2, 2002. Motion passed. Unfinished Business None New Business 1) Poetry Contest: Joanne Avallon reported that there have been over 1,000 entries to the young adult poetry contest. 2) “Beverly Reads”: Lindsay Diehl reported that the “Beverly Reads” ad- hoc committee selected The Orchard by Adele Crockett Robertson. 3) Furniture Exhibit: There is a furniture exhibit on display in the library. The next regular meeting of the Board will be Tuesday, April 23, 2002 at 7:00 P.M. at the Main Library. There being no further business, the meeting was adjourned at 9:25 P.M.