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2009-06-23 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: Tuesday, June 23,20097:00 P.M. Place: Beverly Farms Branch Library Board members present: Alyse Gause, Dennis Geller, John Kelley, Neil Olson, Kevin O'Reilly, and Joanne Panunzio Board members absent: Anthony Kline, Kathleen McMahon, Others present: Patricia Cirone, Anna Langstaff, Mary Behrle Recorder: Anna Langstaff Joanne Panunzio presided. Dennis Geller made the motion, seconded by Neil Olson, to accept the minutes of May 26, 2009 as read. Motion passed. Public Presentation Mary Behrle introduced herself to the board. Committee Reports Personnel: No report. Administration: No report. Finance: No report. Long Range Planning: No report. Report of the Library Director 1) National Grid: Patricia Cirone presented usage and cost figures for National Grid. Questions remain about why costs continue to rise. Dennis Geller suggested that a National Grid representative be invited to a board meeting. Dennis Geller made the motion, seconded by Kevin O'Reilly, to: invite National Grid to a library board meeting to explain to the board how the billing works, what work that has been done, and how the library can continue to improve energy efficiency and reduce cost. Motion passed. 2) Materials Budget: Patricia Cirone reported that she presented city councilors with an explanation of materials expenditures per capita. 3) Trust Funds: Patricia Cirone reviewed 3rd quarter interest. 4) Current Budget: FY2009 budget is on track. 5) Proposed FY2010 Budget: Patricia Cirone reported that she met with the Mayor. The Mayor wants the library to stay open the same hours, including Sundays, and he gave the library $40,000 additional money to do this. The library budget is still very tight because of cut in part-time hours. Patricia Cirone proposed that Sunday openings would start in October, instead of the Sunday after Labor Day and that the library would be closed the Sunday after Christmas and the Sunday after New Year's. This would help offset the loss of part- time hours. Reduced part-time hours will begin July 1. 6) Museum Pass Software: New museum pass booking software has been installed and is being used by the staff. It will soon go live for patrons. 7) Flooding: There has been no flooding in the library from Dane Street, but there has been water seeping into the Children's Librarian's office attributed to a missing downspout. Communications Anna Langstaff received a thank you from a GED class that visited the library. Unfinished Business 1) Not Picked Up Holds: Patricia Cirone reported on her meeting with circulation staff regarding not picked up holds. The staff would like to try an educational approach for six months. Patricia will develop a database to track "repeat" offenders. New Business 1) Meeting Room Policy: Montserrat College would like to use the library for some of their classes. The Mayor agreed that the income from Montserrat could go into the library's part-time budget. The library does not allow outside groups to reserve rooms for regularly scheduled meetings. The library does not usually allow groups to charge attendees. Neil Olson made the motion, seconded by Dennis Geller, to: allow, on an experimental basis, Montserrat College to use the library facility for their classes for the coming year as proposed by Montserrat College. Motion passed. Patricia Cirone requested that the charge for staying beyond regular hours be changed to reflect custodial overtime pay rate from $26.20 per hour to $30.00 per hour. Neil Olson made the motion, seconded by Alyse Gause, to: make an adjustment on the cost of the overtime on the present meeting room policy. Motion passed. Joanne Panunzio proposed that the meeting room policy be further discussed at another meeting. 2) Acceptable Use Policy: Trustees reviewed the acceptable use policy. Kevin O'Reilly made the motion, seconded by Neil Olson, to: continue with the present acceptable use policy. Motion passed. 3) Public Internet Use Policy: Trustees reviewed the public internet use policy. Joanne Panunzio made the motion, seconded by John Kelley, to: accept the present public internet use policy as it now stands. Motion passed. 4) Retirement: Elaine VandeBogert will retire July 1. Dennis Geller inquired if the trustees take any action when a library employee retires. Joanne Panunzio will write a letter to Elaine on behalf of the library trustees. The next regular meeting of the Board will be Tuesday, September 22,2009 at 7:00 P.M. at the Main Library. There being no further business, the meeting was adjourned at 8:40 P.M.