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1980-12-11 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 12/11/1980 Place: Beverly Public Library Board members present: Neil B. Olson, Lester C. Ayers, Richard L. Buckley, Mary K. Connots, John R. Coogan, Katherine L. Fanning, Dr. Edna M. MeGlynn, Emily P. Morency, and Nancy A. White Board members absent: Others present: Catherine Von Sonnenberg, League of Women Voters Recorder: Barbara Smith Regular Meeting Board of Trustees - Beverly Public Library December 11, 1980 Roll Call of Members: Present were: Dr. Edna MeGlynn, Jack Coogan, Richard Buckley, Emily Morency, Lester Ayers, Nancy White, Mary Connots, Kay Fanning and Neil Olson. Also present were Catherine Von Sonnenberg from the League of Women Voters, Esther Calish, Barbara Smith, reporters from the Beverly Times and the Salem News, representatives from the Friends of the Farms Library and four library staff members. The following documents were distributed: Financial Statement for November, Statistics for November, Question/Answer Sheet Re Budget and Farms Branch, Minutes were accepted as presented with Mr. Olson calling attention to the next meeting scheduled for January 8, 1981. Motion made by Mr. Coogan and seconded by Mr. BuckIcy. Motion carried. Committee Reports: 1251h Anniversary Committee: Ms. White reported that the Bookworm's Ball had been an overwhelming success with about 700 people in attendance during the evening. She thanked Mrs. Calish and Mrs. Southwick for their excellent planning which made for a most successful evening. Mrs. Calish listed the following events in the continuation of the 1251h AnniversaW celebration: January 9 Virginia Tashjian in a storytelling program and teachers reception January 11 Rabbi Earl Grollman speaking on "Telling Children about Death" February - A weekend of sports round-tables and seminars March - Guild of Beverly Artists reception and exhibit; lecture series with Dan Foley April 5 - Reception honoring staff and Friends. Speaker, Carol Hawkes; Presentation to Friends by David Reich, President of New England Library Board June International Food Festival Ms. White also mentioned that Mrs. Calish had accepted the Chamber of Commerce award for the library's 125 years of service to the community. Administration Committee: None. Personnel Committee: Mrs. Calish reported the resignation of Technical Services Librarian, Fran Black. Since we are still within the time limit of the original advertisement, we will not re-advertise the position. We are training someone on the staff to fill it. Finance Committee - Budget issues, Ouestions and Statistics: Mr. Olson reviewed the financial picture to put it into perspective for tonight's discussion. Last year's budget was prepared with the 4% cap mandated by the city. We were preparing to do so again when Proposition 2 ~/~ became a reality. We had already gone through two years of paring down the budget by cutting staff and books. The Director had been asked to bring in proposals on how we could deal with this initial cut. Three alternatives had been submiRed at the last meeting: 1. To dose the Farms Branch and to eliminate the book budget for 81/82 so that full-time staff and service could be maintained at Main Library. 2. A 20% decrease across the Board which would result in the elimination of three full time positions, closing the Farms and discontinuing Bookmobile service. 3. Cut two positions (Farms and Bookmobile and two agencies) and retain third position in Main Library, retaining all existing programs in Main Library, but curing book budget more than 20%. Mr. Olson emphasized that none of the proposals had been voted on and that they were not to be voted on tonight. In a discussion with the Mayor, he had indicated that we may not be held to the February 1 st deadline. He reminded those present that this was a Board meeting open to the public but not a public forum. He then asked Mrs. Calish to make her presentation. Mrs. Calish had prepared a chart showing the comparison between the figures for FY 80/81 and FY 81/82. She also read through the Question/Answer Sheet which had been distributed. Mr. Olson then relinquished the chair to Mrs. Morency for purposes of the ensuing discussion. Mrs. Fanning remarked that circulation at the Farms for August, September, October and November of this year had increased over the same period last year. The Friends have been in existence only two years and have not reached their maximum potential. Dr. MeGlynn stated that the Farms has always contributed more than its share to the tax collection. She pointed out that there was no transportation for children to the Main Library and that if the building is closed for even one or two years, we can consider it lost. The sense of community is an intangible factor--that where it exists, there is law, order and culture. Mr. BuckIcy stated that the Farms circulation is 10.4% of Main's with operating expenses at about the same ratio but materials only 8% of Main's. There is easy access at the Branch with no physical barriers and it is a very valuable community resource. Mr. Olson read two of the letters he had received from F0xms residents, Mrs. Lowell and Mrs. Conrad, stating their support for keeping the branch open. Ms. Connors stated that Proposition 2 ½ is now before the courts on an overall question of constitutionality. She recommended that the committee structure of the Board come into play and the budget be referred to the Finance Committee. Ms. White agreed. She said that we must face rising inflation and energy costs as well as cuts. What do we cut to come up with $82,000 when certain costs are fixed? In further discussion the Board requested that the Finance Committee and Administration work together to present them with alternatives other than closing the Branch. Motion was made by Mrs. Fanning that the Board of Trustees go on record that it is our policy that the Farms Branch shall be maintained. It was seconded by Mr. Buckley. Ms. Connors moved that the motion be amended to state that it is the consensus rather than the policy of the Board that the Farms Branch be maintained. Mr. Coogan seconded this motion. The vote was as follows: Fanning - no; Buckley - no; MeGlynn - no; Coogan yes; Connors - yes; Morency - no; White - abstention; Ayers - abstention; Olson - yes. The amendment failed. The vote on the original motion was as follows: Fanning - yes; McGtynn yes; Buckley - yes; Coogan - abstention; Connors - abstention; White - no; Ayers - yes; Olson - yes; Morency - yes. Motion carded. It was then moved by Mr. BuckIcy and seconded by Mrs. Fanning that the affirmative vote be reconsidered. Discussion followed about the implications of such a motion. A yes vote means that discussion can be reopened on the issue. A no vote means that the motion cannot be reconsidered. The vote on reconsideration was as follows: Fanning - no; MeGlynn - no; Buckley - no; Coogan - abstention; Cormors - abstention; Morency - no; White - yes; Ayers - no; Olson - abstention. Motion failed. Mr. BuckIcy moved that the present budget situation be referred to the Finance Committee to report back by January 8th. Seconded by Mr. Coogan and carded. Mr. Olson resumed the chair of the meeting. It was moved by Ms. White and seconded by Mr. Coogan that the Librarian's Report be dispensed with. Communications: To be held until a later time. Unfinished Business: Mrs. Calish reported that we are waiting for the telephone hook-up in Peabody to go on line. In the meantime, the staff is working on the shelf list to be ready to input. Ms. Cormors asked about the contract we had referred back to Wakefield. Mrs. Calish reported that there had been no reply as yet. Public Presentation: Mrs. Von Sonnenberg, representing the League of Women Voters, stated that the response of Farms residents was impressive. She said that she hoped there would also be an opportunity for those residents of the city who may be affected by other possible cuts to respond. Mr. Olson replied that there would be a public heating when that time came. Nancy Coffey, representing the Friends of the Farms Library, thanked the Board for the extension of time given to the branch. She stated that she recognized that there is no fat in the library budget and that the branch must take its share of any cut. It was moved by Mr. BuckIcy and seconded by Ms. White that the meeting adjourn. The meeting adjourned at 9:30 p.m. The next meeting will be Thursday, January 8, 1981 at 7:45 p.m. Barbara Smith Recorder INTRODUCTION The Broad Overview A Drastic Change in our Financial Picture Cost of Materials In 1969, an average book cost $8.70. In 1979, it cost $22.50--a sky-rocketing increase of 162%. In 1969, an average magazine subscription was $8.66; in 1979, it was $30.37. Smaller Budget Appropriation Even at~er property reevaluation, the city's income will be lower than before the passage of Proposition 2 'h. If the library continues to receive 1.4% of the city budget, it will be 1.4% of a smaller pie, and a smaller allocation is inevitable. Last year, in order to stay within the 4% cap and bring in an adequate book budget, we had to give up three full-time positions. Setting Priorities Recognizing that there will have to be cuts, we must now set priorities. There is no way management can bury its head in the sand. We must face the unpleasant reality that cuts in services will have to be made, and it is imperative to set priorities as to what will be saved and what will be discontinued. The following questions, answers and suggestions are in response to some questions we have been asked and should provide a basis for setting these priorities. Questions and Answers Re: Current Budget and Farms Branch 1. What are the financial implications of the 20% budget cut? The current budget is $407,363. A 20% cut brings it down to $325,890. 2. Can we afford to keep the Farms building open one or two days a week? With present and future costs burgeoning and an additional major budget cut in the offing, we cannot justify siphoning off even a few thousand dollars to operate and staff a minimally used facility for a few hours a week. We are juggling pennies, nickels and dimes to develop a budget that will produce the greatest good for the greatest number of people. Loss in purchasing power is having a negative impact on our options. 3. What are professional guidelines regarding the feasibility and justification for branch service? Library administration guidelines state that a city of under 50,000 population cannot economically support a branch library, and that in larger cities, a branch is only economically feasible if it does between 75,000 and 100,000 circulation. (See Wheeler & Goldhor, Practical Administration of Public Libraries attached.) 4. In the light of these administrative guidelines, why has the Farms Branch been kept open until now? The Branch has been kept open for sentimental and historical reasons. Budgetary pressures and constraints now require us to be practical and realistic about what we can afford and what is in the best interests of the entire city. 5. How does the Farms circulation compare with the Bookmobile? The Farms which is open 32 hours a week does only 21,882 circulations per year and has reached its maximum potential. The Bookmobile and Books-on-Wheels are in public service 15 hours a week and circulate 24, 139 items per year; this, although Bookmobile is "off the road" about four weeks a year. 6. How do you know the Farms has reached its maximum potential? A dedicated group of Farms citizens have for the past two years devoted themselves to building up use of the Farms Branch. Therefore, we must assume they have brought its use to maximum potential. 7. What potential use growth has the Bookmobile? If the Bookmobile includes the Farms in its stops, ks circulation will increase. It has yet to reach its maximum potential. Visits to public schools could double its circulation. 8. What will you try to accomplish with this decimated budget? "The greatest good for the greatest number of people." Maintaining the main library as an informational and educational resource for the entire city, preserving important records of past history (retrospective) and keeping up with new knowledge and "coping" information. A second goal would be to make materials and services accessible through city-wide outreach. 9. Will the library lose any other services than the Farms Branch? With the transfer of the Farms Librarian to the Main Library, we should be able to maintain our services. 10. What about books and materials purchases? One option is that we do not allot any money for books and materials, and that we raise book money from library users and concemed businesses. 11. Isn't it unusual not to allocate monies for books and materials? Yes, but it is more important at this time to maintain our organization so that we have staff to deliver service with the materials we already have. Reference-information materials and periodicals could be purchased with trust income and state aid income. 12. Could the Bookmobile and children's programs and senior citizen services be maintained? Only if we do not include money for books in this budget. 13. How much money are we talking about? The current book budget (FY 80/81) is $82,000. The state aid minimum for the 81/82 budget would be $42,365. 14. How does $42,365 relate to services? $42,365 is equivalent to two and one-half or three full-time salaries. If we cut this mount from the salaries budget, we will lose these positions and we will not be able to continue services requiring professional knowledge and staffing. 15. it doesn't make sense for a library budget not to include purchase of books. How long would this go on? We expect this to be a temporary measure and that book funds will be restored to the budget in 82/83 after Beverly property is reevaluated. If the city is allowed to figure the 2 ½ on an up-graded evaluation before the actual evaluation takes place, we will apply these added funds to, the book budget. 16. Would you have to close the Farms Branch if there were no budget cuts? Yes, we would have to offset an increase in salaries and the continuing rise in the cost of utilities and books and other library materials. The salary allocation in this year's budget is $281,173.29. This includes $33,450 for part-time help: pages and library aides. Next year's salary schedule will be $292,890 including pages and library aides and the loss of one professional position by attrition. There is no question that the overwhelming vote in favor of Proposition 2 ½ was a mandate to trim budgets. Even before its passage, we were faced with the realization that costs were mounting and that our horizons would have to be limited. We are in a new era,, having to make some very difficult and unpleasant decisions. We have to anticipate future costs as well as current ones. The boiler at the Farms has broken down several times and the replacement of a heating unit (boiler) at the Farms, for instance, will cost about $15,000. Our problem is that times have changed. We must have a dialogue about what is good library service and what we can live without. 412 PRACTICAL ADMINISTRATION OF PUBLIC LIBRARIES they apply to different types of agencies; but there should be far fewer of the small, weak distributing branches, and many more of the large, stronger branches, which can give information service to adults and young people. In short we need to distinguish between a book distributing branch", and a library service branch. If one recognizes the difference in their function, .many administrative problems could be more easily resolved. A library serving ~-om 25,000 to 50,000 population will need some book distributing agencies such as classroom sets, bookmobile stops or deposit stations, but, not a branch. A city of 50,000 to 75,000 may be justified in investing capital building costs and a segment of its annual budget to operate a distributing branch but cannot afford trained librarians to help people find the materials they come to get. With almost universal ownership of automobiles, not more than one such branch is needed for this population, though in exceptional cities with high economic and educational background two or three branches may do well. Yet is that the most economical and efficient setup? The question should be carefully considered whether a city of this size, would not do better to wait until it can finance a larger, service branch that will go far beyond simply housing and lending books. As now operated, very few of the book distributing branches include or circulate more than a modicum of adult nonfiction. A library serving 100,00 population may need one and sometimes two service branch libraries in addition to its main library and the minor distributing agencies Desirable Features of Service Branch Libraries When branch libraries are conceived of as library service agencies, it is apparent that a minimum size is necessary, just as is true of independent libraries attempting to give the wide range of service which modern public libraries render. A branch is justified only when an objective survey shows that it will be assured a minimum annual circulation of 75,000 and desirably 100,000 books (of which 45 per cent to 50 per cent will be adult circulation), and that at least 10,000 adult informational, questions, will be answered each year. A branch library, by this definition, is a relatively impressive institution. It should have its own building, though sufficient ground area for parking need not be on the same plot. The per-foot cost to buy a strategic pedestrian center site for the building should be three or four times as high as that for parking space a block or two away, which may require more ground space than does the building. A branch circulating 100,000 or more books a year should have about 8,000 square feet of floor space, of which 7,000 should be on the main floor at sidewalk level, with about 75 seats for adults and 50 for children and a book stock of 25,000 with active discarding and 1,500 books added each year. At 1961 prices it would cost about $200,000 for its construction and equipment and it may be necessary to pay a third as much for the site as for the building. Such a branch would be open about 8 hours a day at least 5 days a week, and have a staff of 5 or 6 full-time employees (other than the custodian) and including two or three professional librarians. Many branches already meet or exceed these standards, especially in larger cities, as indicated by the data in Tables 24-1 and 24-2. Evidently, by these criteria, something less than half and perhaps only a third of existing branches would qualify The other branches now in existence are to varying degrees uneconomical units of operation, with a relatively high cost per unit of use and giving relatively little service beyond the distribution of books. Many of these ineffective branches should be closed. Others should be upgraded by larger book collections, but especially by more and better qualified stafF. The same sort of effort, now belatedly under way to persuade many small independent public libraries to join regional systems, should be matched by active discouragement of any more branch libraries too small and too weak to do more than distribute books. Table 24-1. Mean/Median Average Staff and flours Open of 383 Branches of 27 Large Municipal Public Libraries. * Annual No. of No. of Circulation No. of professional No. of hours open range branches librarians assistants (a) per week Over 175,000 67 7/4 6/6 54/56 150,00-174,000 28 6/3 4/4 63/50 125,000-149,000 41 3/3 3/3 48/45 100,000-124,999 60 3/3 3/3 48/46 75,000-99,999 65 2/2 3/3 45/43 50,000-74,000 71 ½ 2/2 42/43 25,000-59,999 44 2/1 2/1 38/38 Under 25,000 7 1/1 1/1 19/18 This table is to be read as follows: Of 67 branches with over 175,000 annual circulation each, the mean average number of professional librarians was 7 and the median 4, the mean average number of assistants was 6 and the median 6, and the mean average number of hours open per week was 54 and the median 56. (a) In full-time equivalents. Branch Library Staffing Pattern: Certain U.S. Cities Over 100, 000 Population ( 10 p. March 1960", and Branch Library Staffing Pattern: Certain California Cities Over 100, 000 Population (6th ed. Mar. 1960.4 p. Compiled by San Diego (Cat.) Public Library. Data are not 0 for all, branches of211 the cities included.