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2009-05-26 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: Tuesday, May 26,20097:00 P.M. Place: Beverly Public Library Board members present: Alyse Gause, Dennis Geller, John Kelley, Anthony Kline, Kevin O'Reilly, and Joanne Panunzio Board members absent: Kathleen McMahon, Neil Olson Others present: Patricia Cirone, Anna Langstaff Recorder: Anna Langstaff Joanne Panunzio presided. Dennis Geller brought to the Board's attention that only the Personnel subcommittee board members should be listed as "present" in the May Personnel minutes. Other board members not on the subcommittee, if not present, should not be listed as "absent." Anthony Kline made the motion, seconded by Alyse Gause, to accept the Personnel Committee minutes of May 4,2009 as amended. Motion passed. Dennis Geller brought to the Board's attention that last names of employees, not just first names or just job titles should be listed in the minutes. Dennis Geller made the motion, seconded by Alyse Gause, to accept the minutes of the regular meeting of May 4,2009 as amended. Motion passed. Public Presentation None Committee Reports Personnel: John Kelley presented the evaluation of the Library Director. John Kelley reported that overall the results of the trustee evaluation, "excellent", were similar to last year. John Kelley reported that the staff evaluation indicated some problems with communication. Patricia Cirone discussed ways that she is trying to improve communication between management and staff. Patricia Cirone discussed the negative impact on the regular running of the Library because of the time she and Anna Langstaff spend on programming and fundraising. Patricia Cirone would like to pull back on small bookmobile fundraising activities. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) Budget: Patricia Cirone will meet with Mayor Scanlon and John Dunn this week to discuss proposed FY20 1 0 budget. 2) Trust Funds: Interest for 3rd quarter was better than the 2nd quarter. 3) National Grid: Patricia Cirone reviewed National Grid usage and cost. 4) Bookmobile Fundraisers: Cabotville May 29, Fred Hammond walking tour June 13. 5) Buildings and Grounds: Patricia Cirone reported that she has been trying to move forward with policing the library parking lot with the help of the police and Montserrat College of Art. She also reported that she has been in contact with Police Chief Ray to re-institute the police walkthroughs in the Library. 6) Farms Landscaping: Landscaping project is proceeding well. 7) Library Wish List: Councilor Wes Slate approached Patricia Cirone about a wish list, possibly funded by local businesses, for the Library. Patricia Cirone asked for a microfilm reader-scanner and security cameras. 8) New Software: New software will be instituted for museum pass reservations and meeting room reservations. 9) Open Trustees Position: Patricia Cirone has contacted Mary Behrle about serving on the Library Board. 10) Upcoming Events: Memorial for Dan Wise June 20, Farms Lawn Party June 13, Amelia Earhart Play May 27, and Artist Class May 28. 11) Summer Reading: Summer reading program will start soon. Emily Nichols, head of the Children's Department, Kate Ingalls, head of the Farms branch, and children's librarians Linda Furey, Margie McClory-Bonefant, and Dorothea Lam will be visiting the public schools to promote the summer reading program. Communications 1) Joanne Panunzio reported that she received a letter from the Board of Library Commissioners. Unfinished Business 1) Not Picked Up Holds: Joanne Panunzio reminded trustees that the discussion regarding "not picked up holds" had been tabled. Kevin O'Reilly made the motion, seconded by John Kelley, to: take from the table the discussion regarding inter-library loans that do not get picked up. Motion passed. Trustees discussed whether fines for "not picked up holds" should be assessed. Trustees discussed how this would be done and what the methodology would be to see if a fine would make a difference in the number of "not picked up holds" and the frustration level of the staff. Patricia Cirone will discuss various options with the circulation staff and report back to the trustees at the June meeting. 2) Open Meeting Law: Anna Langstaff reported on her findings regarding the open meeting law. New Business 1) Greg Pronovitz, NMRLS regional administrator, will be invited to attend October trustees meeting. 2) Friends: There was a discussion of Friends activities, fundraising, and bookmobile fundraising. The next regular meeting of the Board will be Tuesday, June 23,2009 at 7:00 P.M. at the Beverly Farms Branch Library. There being no further business, the meeting was adjourned at 9:00 P.M.