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1961-09-22 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 09/22/1961 Place: Beverly Public Library Board members present: Louisa V. Conrad, Anne P. Bryant, Bruce Lancaster, Carolyn F. StandIcy, and Thomas J. Toomey Board members absent: Russell P. Brown, Saul J. Cagan, Frank P. Hyde, and Frederick H. Pierce Others present: Recorder: Marion A. Brown Friday, September 22, 1961 4 P. M. Because of the hurricane the regular meeting ofthe Trustees Meeting was held at the Library on the above date. Present were Mrs. Conrad Cinmn, presiding, Mrs. Bryant, Miss StandIcy, Mr. Lancaster and Mr. Tooracy. The records ofthe June Meeting were approved as read. The Finance Sheets were studied and placed on file. For Administration Mr. Toomey agreed again to attend to the leak at the Farms, as well as the hardware for the Farms from door. He will also look into the need for repairs to the front door of the Main Library. Mrs. Conrad reported that Mr. Norman Foster could not do the alterations at the Farms that was to be taken care offrom the Moffett legacy of $500. She will secure bids from the Trussell Construction Co. and try to start work soom The circulation figures and reports of the heads of departments were approved as read and placed on fie. A letter was read from Mrs. White requesting a page for a few aRemoons because of being so busy. It was decided that for one month she might have a page for 3 hours per aRer and 3 afternoons a week. After calling Trade School who said that they hoped to start the eight tables project by late October it was decided to send to them a request to purchase the mahogany so that the $200 allowed on this year's budget would not be lost. Mrs. Dillon was discussed and all thought she would prove most satisfactory in replacing Mrs. Nevers on the bookmobile. A letter ~om Mrs. Dunklee was read thanking the Trustees for her chance to take the course m the University of New Hampshire. A letter was read from Chief Aucone of the Beverly Police Dept., requesting that the 2-hour parking ban on the parking lot be li~ed for 60 days. It was VOTED that Mr. Cagan, Secretary of the Board send a letter to Chief Aucone, here-in enclosed. Adjourned 6 P.M. Marion A. Brown Clerk COMMITTEES 1961 FINANCE Mr. Russell Brown, Chairman Mr. Saul Cagan Mr. Thomas J. Toomey ADMINISTRATION Mrs. Louisa V. Conrad, Chairman Mr. Thomas J. Toomey Mr. Frank P. Hyde CIRCULATION Miss Carolyn Standley, Chairman Mr. Frank P. Hyde Mr. Frederick Pierce FARMS BRANCH Mrs. John W. Bryant, Chairman Mr. Frederick Pierce Mr. Brace Lancaster BOOKMOBILE Mr. Bruce Lancaster, Chairman Miss Carolyn Standley Mr. Russell Brown STUDY OF LIBRARIES Mrs. Louisa V. Conrad, Chairman Mr. Bruce Lancaster Mr. Thomas J. Toomey Mr. Frank P. Hyde Mrs. John W. Bryant FINANCE Mr. Saul Cagan, Chairman Miss Carolyn Standley Mr. Russell Brown Mr. Frederick Pierce RESERVED FOR LIBRARY PERSONNEL PARKING LOT REGULATIONS NO PARKING BETWEEN 7 A.M. and 8:00 A.M. on any day NO PARKING IN EXCESS OF 2 HOURS WHILE LIBRARY IS OPEN DISPOSAL OR LEAVING RUBBISH OR OTHER REFUSE IS PROHIBITED ANY VIOLATION OF ANY REGULATION MAY BE TREATED AS A TRESPASS and VEHICLE MAY BE TOWED TO A GARAGE AT OWNER'S EXPENSE. REPEATED VIOLATORS MAY BE PROSECUTED FOR TRESPASS AND MAY BE DENIED USE OF PARKING LOT. PER: BOARD OF LIBRARY TRUSTEES. Attention: Mr. BowersAdam.s, Howard & Greeley 51 Cornhill St. R. 509 Cambridge Proposed 1st draR of library portion of Community Facilities and capital Budget report (For library trustees and librarian only) The City of Beverly has a central h~rary, a branch library in Beverly Farms and a small bookmobile. Because of city growth and expanded interest in reading a heavy demand is being placed upon the library facilities. With the increased usage and the lack ofcontinuing city interest the existing library facilities are inadequate. The present reference facilities are crowded into a small room next to the main desk. Larger facilities are urgently needed. More stack space is needed to hold the growing number of books. The youth room is in poorly equipped basement room which is much too small. There is need for a music and audio visual room as both services are growing rapidly. The popularity of the bookmobile service is increasing rapidly and, as a result, there is need of larger bookmobile, with service facilities. The present children' s room is very congested and affects the efficient functioning of the entire main library floor. Children' s addition could he built on the southwest comer of the library partially on the newly black topped area. The addition can also include garage and service space for existing and proposed bookmobile. On a smaller scale there is need for miscellaneous pieces of equipment such as typewriters and desks. Perhaps the most critical need is for a micro reading machine. The library has the only complete collection of the Beverly Times. Some of the older papers are now beginning to deteriorate and storage space is badly needed. By microfilming the newspapers both problems could be alleviated. RECOMMENDATIONS: L - 1 Expand reference room Alternative I - Renovate room in basement or on top floor made vacant by construction of children' s library Alternative II - Construct an addition on the proposed children's library Alternative III - Develop area for reference room out of second level of stack space. This will require taking out a least part of one level of stacks and constructing a wall, ceiling and supports for overhead stacks. L - 2 Interior renovation Create new stack space by adding two levels to the top of the present stacks, modernize central desk area and create a music and audio visual room out of existing space on the second floor. Construction date: 1963 Cost (est.): $50,000 Financing: Out of revenue L - 3 Children's addition An addition to the main library should be built to handle children up to or through junior high school and to provide garage and service space for the bookmobile. Construction date: 1964 Cost (est.): $100,000 Financing: Bonded L - 4 Miscellaneous Equipment Purchase miscellaneous equipment including microfilming machine, typewriters and desks. Purchase Date: 1962 Cost (est.): $2,000 Financing: Out of revenue Deferred item L - 4 Bookmobile Purchase another small bookmobile or trade in present one and purchase a larger one. Cost (est.): Adams, Howard & Greeley August 10, 1961 51 Cornhill St. R.509 Cambridge Mass. Dear Mr. Bowers, Thank you for sending us the first draft of your proposed report of the long range plan for the City of Beverly. As I told you the other day, we were having a meeting of the Trustees on Tuesday to discuss your report. After reading your report and a discussion of our aims in developing the Library over the next few years, we made various changes (see enclosed sheet) It was the unanimous vote of the Trustees that the changes we made make a logical and proper sequence in expanding the Library. Especially in regard to the reference room and stacks, the two things have to be done together. We made an error as regards the microf~mh~ machine. A system would be too expensive. We would have the filming done elsewhere, but we do need a reader. You mentioned that the Recreation Department wanted an auditorium; hence our note under the Children's building. It will be very much appreciated by all of us to have cooperation in presenting your report to the Mayor, Board of Aldermen, etc. as we have amended it. Yours truly, Chairman, Board of Trustees Changes in proposed 1st draft of library portion of Community Facilities and Capital Budget report. The City of Beverly has a central h~brary, a branch library in Beverly Farms and a small bookmobile. Because of city growth and expanded interest in reading, a heavy demand is being placed upon the library facilities. With this increased usage the existing library facilities are definitely inadequate. The present reference facilities are crowded into a small room next to the main desk. Larger facilities are urgently needed. More stack space is needed to hold the growing number of books. The youth room is in a poorly equipped basement room which is much too small There is need for a music and audio visual room as both services are growing rapidly. The popularity of the bookmobile service is increasing rapidly and, as a result there is need for a larger bookmobile with service facilities. The present children's room is very congested and effects the efficient functioning of the entire main library floor. A children's addition could be built on the southwest comer of the library partially on the newly black topped area. The addition can also include garage and service space for the bookmobile. On a smaller scale there is need for miscellaneous places of equipment such as typewriters, desks and other necessary furniture. Perhaps the most crucial need is for a microfilm reader. The library has the only complete file of the Beverly Evening Times. Some of the old papers are now beginning to deteriorate and storage space is badly needed. By microfilming the newspapers both problems could be alleviated. RECOMMENDATIONS: L - 1 Expand Reference Boom. Develop area for reference room out of second level of stack space. This will require taking out at least part of one level of stacks and constructing a wall, ceiling and supports for overhead stacks. Created new stack space by adding two levels to the top of the present stacks, modernize control desk area and create a music and audio visual room out of existing space on the second floor. A new book lift is needed. Construction date: 1962 Cost (eat) $30,0O00 Financing Out of revenue. L - 2 Miscellaneous equipment. Purchase miscellaneous equipment including microfilm reader; typewriters, desks and other necessary furniture. Purchase date: 1962 Cost (est) $3500 Financing Out of revenue L- 3 Bookmobile. Trade in present hookmobile and purchase a larger one. Purchase date: 1962 Cost (est) $5,000. L-4 Children's Addition An addition to the main h'brary should be built to handle children up to or through junior high school and to provide garage and service space for the hookmobile. Construction date 1964 Cost (est) $1,000,000 Financing: Bonding L - 4 NOTE: Consideration of auditorium to seat 500 persons to be used by other organizations in the city; such as Recreation Dept., Golden Age groups, etc. City of Beverly MASSACHUSETTS POLICE DEPARTMENT EDWARD AUCONE R. ANGELINI, LIEUT CI-HEF TRAFFIC DMSION September 11, 1961 To The Trustees Beverly Public Library 32 Essex Street Beverly, Massachusetts Gentlemen: We respectfully request that the two hour parking ban, on the recently constructed parking area, be liRed for a trial period of sixty (60) days. In conjunction with this, we would restrict parking on Winter Street for the same period. In a careful check ofthis area, we have found that only six or eight cars utilize this parking space daily so that by lifting the ban, your patrons will not be greatly affected. With the opening of school, many children use W'mter Street. There have been many close accidems, even though the children are taught in school and by police officers the safest way of conducting themselves to and from school. We hope you will give this plan your most careful consideration and advise us of same. Very truly yours, EA/RA/o Chief of Police - Drive Safely - the License You Save Will Be Your Own - BEVERLY PUBLIC LIBRARY 32 ESSEX STREET BEVERLY MARION A. BROWN MASSACHUSETTS Librarian WA 2-0310 September 22, 1961 Edward Aucone, Chief of police Police Department Beverly, Massachusetts Dear Sir: In reply to your letter of September 1 lth directed to the Trustees of the Beverly Public Library, it is my privilege to inform you that at the meeting of the Board duly held on this date the following motion was duly passed, to wit: "MOVED: That pursuant to the request received from Chief of Police Edward Aucone under date of September 11, 1961, the provisions of item #2 ofthe 'Children's Library Lot Parking Regulations' pertaining to a two-hour parking limit be and hereby are suspended for a trial period of not in excess of sixty (60) days from September 22, 1961." I have been instructed by the Board to advise you that the aforesaid motion was voted subject to the following specific conditions, to wit:- (1) That all parking on Winter Street be prohibited; and (2) That all bus travel on Winter Street be rerouted and thenceforth be prohibited on said street. I have been further Instructed by the Board to suggest, for your consideration, that, when Winter Street is freed of parking and of bus travel, it be reopened to two-way traffic - if not for its full length, at least for the portion thereof between Essex Street and the entrance to the parking area - and thus make it possBle to procure and permit maximm use of the parking area by patrons of the Library as well as others. In behalf of the Board of Trustees of the Beverly Public Library, I am Yours very truly, Saul J. Cagan, Secretary SJC:M REPORT ON BEVERLY FARMS BRANCH At the request of the Board of Trustees in June, a committee was formed to make a survey of existing conditions, and posm~le future improvements in the Beverly Farms branch of the library. A meeting was held on Sept. 28 consisting of the committee and ten interested and somewhat outraged citizens of Beverly Farms. They were outraged because of a rumor which had been circulated that the Trustees were comidering the closing ofthe Farms Branch due to insufficient use. This rumor had been started at the request of the Board of Trustees to the Chairman of the Committee. The results were pleasing. In an effort to determine just how badly the Farms library was doing, the committee made a breakdown of the population of Beverly into wards. Taking the population of Ward 6 which constitutes Centerville and the Farms, we found it to be approximately 3,000. The rest of the city of Beverly totals about 33,000. Dividing these figures by the total circulation of the Beverly Library and the Farms branch, we arrived at these figures: For 1960: Beverly Library, not including the bookmobile, circulates 6.6 books per person per year. Beverly Library including the bookmobile, 7.9 books per person per year. Beverly Farms Library 9-4 books per person per year, I believe the figures speak for themselves. Remember also that the boolcmobile does go to Centerville, thereby taking some potential away from the Farms h'brary. Naturally these figures do not include the adults and children who use the h'brary daily for reference and homework, or merely come in and read newspapers and magazines. Satisfied with these conclusions, but not complacent, the group offered the following suggestions as to how service could be improved. 1. The Farms library is now open 40 tA hours per week. In comparing this with the Manchester Public Library which is open 31 hours per week, we felt that here some curing down could be done. A suggested new schedule for the library would be: Mondays and Fridays: 9-5 Tuesdays and Thursdays: 1-6 Wednesdays: 1-8:30 Saturdays: 9-12 This would bring us down to 35 tA hours per week, leaving five hours forthe librarian to do her paperwork in peace, with the building closed. 2. Mrs. S. K. Dederian, president of the Farms PTA recommended that more be done to encourage children to use the library. She has persuaded the principal of the Farms School to take books from the local library, rather than go to Beverly for them as he has been doing. Mrs. Doris Cormors, librarian of the Manchester Library holds successful story hours, and competitions in reading. Her theory that the future of any library rests with today's children is a sound one. We had a request for a Saturday rooming story hour for small children, and for a staff member from Beverly to come down and organize it. 3. More publicity for the library; a weekly column in the Beverly Evening Times listing new books, or displays, or perhaps a book review. 4. The possibility of forming a "Friends of the Library" group, similar to that which has worked so well in Manchester. This might not be feasible in the branch of a City library, but it is worth looking into. 5. The group as a whole, and speaking for a large number of residents, felt dissatisfaction with the present htyrarian lVlrs. White we believe, does not fulfill the ideals or obligations of a h'brarian. Many people now prefer to come to Beverly for their books, rather than deal with her. She is not good with children, and I'm afraid they feel it very much. Perhaps if she had an assistant for the work with children, and a chance to participate in a librarian's refresher course, things might be better. Certainly for a library with an annual circulation of over 28,000, one full-time librarian is hardly sufficiem. Her part time help is spasmodic and she is left most of the time alone in the library. At this point, we would like to recommend that abuT. Ter be installed under the from desk, connecting with the Farms Fire House. I say Fire House advisedly as there is rarely an officer in the local police station to hear the bnT. Ter if it should ring. The feeling in the Farms has tamed out to be strong for the library. We've had several volunteers who would like to help staff the library during both day and evening hours. The usefulness of volunteer help in a library is questionable, I am sure, but it does show interest and enthusiasm. I conclude with a list of a few people who are keenly interested in the survival and improvemere of the Farms Library: Mr. and Mrs. Arthur Bartlett Mr. and Mrs. Alton H. Blackington Mrs. Henri Boumeuf Mrs. Frank Brady, President of Hastings House Mr. and Mrs. Granville Carleton Mrs. Angelo Clemenzi of St. Margaret's Guild Mrs. S. K. Dederian, President of Farms PTA Mrs. Sherman Holcomb lVlrs. Herbert Jaques Mr. and Mrs. Parker Noyes Mrs. Stephen Szosteck, St. Margaret's Guild Mr. Thomas Wigglesworth Mr and Mrs Harold Wise Respectfully submitted: Mrs. John W Bryant Mr. Brace Lancaster Mr. Frederick Pierce