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2009-05-04 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: Monday, May 4,2009 7:00 P.M. Place: Beverly Public Library Board members present: Alyse Gause, Dennis Geller, John Kelley, Anthony Kline, Neil Olson, Kevin O'Reilly, and Joanne Panunzio Board members absent: Kathleen McMahon Others present: Patricia Cirone, Anna Langstaff Recorder: Anna Langstaff Joanne Panunzio presided. Dennis Geller brought to the Board's attention that the sub-committee memberships were not included in the February or March minutes. Dennis Geller made the motion, seconded by Alyse Gause, to accept the February minutes as amended to show the memberships of the committees of the Board. Motion passed. Alyse Gause made the motion, seconded by John Kelley to accept the minutes of March 24,2009 as read. Motion passed. There was a question regarding the open meeting law: can trustees discuss library business one- on-one, either in person or via email? Committee Reports Personnel: John Kelley reported that the Personnel Committee met on May 4,2009 and reviewed contracts of the Director and Assistant Director. John Kelley reminded trustees that there are still a few outstanding director evaluations. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) Budget: Patricia Cirone reviewed 2 versions of proposed FY20 1 0 budget. The City has offered an early retirement incentive plan. One library employee has taken up that offer. Patricia Cirone plans to use trust funds and Friends money to supplement the FY2010 budget. A 7% cut would mean a reduction in hours, programming and part-time staff. A level-funded budget would possibly impact programming. 2) Long Overdues: Patricia Cirone proposed giving the police the 5 names of patrons owing more than $300 each so that the police can send a registered letter from the police. The trustees asked Patricia Cirone to add the names of the 8 people that owe more than $200. 3) Never Picked Up Holds: Patricia Cirone brought up the idea of instituting fines for holds not picked up. The trustees discussed the hidden costs of providing inter-library loans. Neil Olson made the motion, seconded by Anthony Kline, to: Table the inter-library loan discussion. Aye: Alyse Gause, Neil Olson, Anthony Kline, Joanne Panunzio; No: Kevin O'Reilly, John Kelley, Dennis Geller. Motion passed 4 to 3. 4) Building Issues: HV AC over-haul has not started yet. Meanwhile some emergency problems with the HV AC have been addressed. There is a leak at the Farms that is being addressed. Farms landscaping is progressing, the bulk should be done in six weeks. 5) Award: Theresa Maturevich was given an award for the new library web site. 6) School Library Five Year Plan: Liz Manning was asked by the Beverly Public School librarians to participate in their five year plan. 7) NOBLE: Patricia Cirone has been asked to serve as NOBLE's vice president and incoming president. 8) Upcoming Events: May 9 book fair at Barnes and Noble to benefit the bookmobile, May 17 Dennis Ahern mutiny presentation, Artists of the Class of 1898 course in May, May 27 Amelia Earhart interactive play, May 29 Bookmobile Theater "Cabotville" bookmobile fundraiser, May 30 Great Green Cities program, and June 6 Manga drawing workshop. 9) Donated Artwork: No word back from the Guild of Beverly Artists regarding their wish to donate certain artworks to the library. 10) Bill and Melinda Gates Symposium: Patricia Cirone attended the Bill and Melinda Gates symposium on broadband initiatives. Communications 1) Thank you note received from Todd Balf. 2) Letter received from ALA regarding the merging of the Friends and Trustees divisions. Unfinished Business None New Business 1) Alyse Gause offered congratulations to Robin Flynn (circulation department) to commend her on her professional press releases as recognized by the Salem News. The next regular meeting of the Board will be Tuesday, May 26,2009 at 7:00 P.M. at the Main Library. There being no further business, the meeting was adjourned at 8:45 P.M.