1983-05-19 City of Beverly, Massachusetts
Public Meeting Minutes
Board: Library Trustees
Subcommittee:
Date: 05/19/1983
Place: Beverly Public Library
Board members present: Richard L. Buckley, Lester C. Ayers, Connie E. Dooling, Katherine
L. Fanning, Dr. Edna M. MeGlynn, Roger E. Morency, Keyin I. Murphy, and Nancy A. White
Board members absent: Nell B. Olson
Others present: Howard Calish, Laura Reilly, Jill Baekstrom, Judy Ogilvie, Friends of the Beverly
Public Library; Elsa Forter, Frances J. McCarthy, Vada Komich, League of Women Voters; Margaret
Haydon, Thomas Hindman, Library staff
Recorder: Nancy Aberman
Regular Meeting
Board of Trustees-Beverly Public Library
May 19, 1983 4:30 p.m.
Present: Richard Buckley, Connie Dooling, Nancy White, Kay Fanning, Dr. Edna MeGlynn, Les
Ayers, Kevin Murphy, Roger Morency
Also present: Esther Calish, Nancy Aberman; Howard Calish, Laura Reilly, Jill Backstrom, Judy
Ogilvie, Friends of the Library; Elsa Forter, Fran McCarthy, Vada Komich, League of Women
Voters; Margaret Haydon, Tom Hindman, staff
The minutes of the previous meeting were accepted with the following changes: the site of the
meeting should read "Beverly Farms Library" and two additions should be made to those "Also
present" at the meeting-Esther Calish and Nancy Abeman. Motion was made by Mrs. Fanning and
seconded by Dr. MeGlynn.
Public presentation to. discussion with the board: Elsa Forter, League of Women Voters, read the
following report into the record:
"In 1971 the League of Women Voters of Beverly presented their study of the Beverly Public
Library. The purpose of the study was to appraise and evaluate the library system and its
facilities. The League studied in detail the budget and population, the physical structure,
services and conveniences available, public relations, the role and structure of the board of
trustees, library policies staffing and hours on a comparative basis with neighboring
communities as well as with the American Library Association and Small Public Library
Association standards. Out of this study, 5 questions for consensus were asked. 1. What is the most pressing reform for now?
2. How do you feel about the board and library administration? How can we make
them more responsive to the community?
3. How could we improve the library services in the existing structure?
4. How could we improve library administration in the existing structure?
5. What's your feeling about the new structure?
This study was reviewed in 1978 with the finding of continued support of services.
The Board proposes that, in the next year, the League update this study by studying
the civic role of the library in relation to budget cuts as a result of Proposition 2 ~. The board
feels that it would be helpful to do a community survey in order to assess the public's
awareness of the services available and those they still see a need for. Also, because of the
new consortium of libraries on the North Shore, a survey of neighboring communities would
be worthwhile and easily obtained because of the computer. The consensus questions asked
in 1971 are still relevant to this current update, however, other questions may arise through
further study."
She reported that Vada Komich and Fran McCarthy will be chairing the study, and that they will be
consulting with Endicott College social scientists to assist in preparing a survey.
Committee Reports: Administration: Mrs. Fanning asked Mr. Buckley to report on the status of the
roof repair. The report was deferred to New Business due to the nature of the report.
Personnel: There was no Personnel Committee meeting.
Task Force: Mr. Buckley reported that no votes were taken; the study is continuing and is entered
as a report in progress.
Finance Committee: Mrs. Calish noted that Harry Gannon, City Auditor, reported to her that it is not
possible to transfer maintenance funds for use of books, then replace the maintenance ~mds when the
state, aid is received during the coming fiscal year. Mr. Morency proposed one possibility for the
following year (FY85) might be to prepare funding for the books and materials portion of the
submitted budget and, under the maintenance portion of the budget, to use state aid funds to
supplement maintenance costs which would be submitted as under-budgeted. In this way, the library
would have book funds with which to begin the fiscal year. Mr. Morency explained that currently no
book monies, except trust funds, are expected until the state aid is received in January. Mr. Morency
and Mr. Buckley mentioned that they would speak to the Aldermen regarding their opinions on such
a budget switch at the library budget hearing. Mrs. Calish also read a letter from Janet Schlein to the
Mayor regarding a request of Revenue Sharing funds for the library. There was discussion on the
possibility of seeking such funds. Mr. Buckley referred the matter to New Business.
Report of the Librarian: Regarding the financial statement, Mrs. Calish reported that all maintenance
balances will be transferred to areas where expenditures are outstanding. She also explained the
disbursement of the Trust income, according to guidelines formulated by the Trustees, and requested
that at the next meeting the Trustees discuss allocations of designated funds which have not been
spent. She offered her proposal that an addition be made to the computer set-up which will alleviate
the problem of rising telephone rates. The Chairman requested that proposals be referred to the
Finance Committee for report at the next meeting. Mrs. Calish also discussed the statistics, noting
that a pitout has been received of overdue materials to area college students. Students will be
contacted and the schools notified.
Department highlights are as follows: 1) The Young Adult Librarian recently gave book talks for 18
classes, 501 children. 2) The Monday Morning Cultural Group's final meeting of the season is
Monday, May 23. A trip to the Pops will be the final program of the year. 3) Administration reports
that the NOBLE group held its final meeting, finishing the bylaws which should be available for the
Trustees at the next meeting. The City Solicitor will then be able to review the bylaws, and a fee
schedule can be formulated. 4) The Reference Department has been busier than ever.
Computer-searching for titles is providing for -better service. 5) The Children's Department is
continuing class visits. 6) The Circulation Department is reevaluating duties of part_time staff. The
last of the manual system billing is almost completed; time spent searching for reserve books has been
all but eliminated.
Mrs. Calish read a letter from Mr. Joseph Mulligan (Architect, Walter Eric Kluz Assoc.) outlining
a maintenance history of the main library building. A copy of the letter will be placed on file.
Mrs. Calish also read a portion of a report prepared by the Board of Library Commissioners,
"Background Data on H4474, proposed legislation to provide reimbursement to certain public
libraries providing substantial loan services to non-residents." According to the proposed legislation,
Beverly Library, which falls under the criteria of circulating more than 10,000 books to non-residents,
would receive additional 250, in library incentive funds for each non-resident borrower. She
suggested that the Board send lettersto Fran Alexander and Fred Berry, requesting their support. The
motion was referred to New Business.
Communications: 1) Mr. BuckIcy read an ordinance recently approved (initiated by Alderman David
Christenson) "That the Board of Aldermen be and they are hereby requested that Financial Director
be permitted to create an account "Beverly Public Library--Fines" and that the Library Trustees be
allowed to request appropriations up to one-half (50%) of the funds available in this account to
"Beverly Public Library-Purchase of Books and Materials." Mrs. Calish noted that there may be some
legal question with use of the fine money in this way, according to the City Auditor. The Chairman
will check with Walter Doyle on the mechanics of following through on the ordinance. 2) The
communication from the Board of Library Commissioners regarding "intent to apply" for L.S.C.A.
funds has been referred to New Business. 3) Regarding a letter concerning voting privileges for the
Eastern Region's Annual Meeting on June 1, the matter was referred to New Business. 4) Mr.
Buckley read a letter which was received from Carol Ballantyne regarding discontinuance of the
Fisher Grant project, disagreeing with the vote to discontinue the program. Mr. Buckley read a letter
from the League of Women Voters requesting a vote to reconsider; letters were read from Patricia
Burke and also the Children's Room Committee of the Friends on the same topic. Mr. Ayers moved,
and Dr. MeGlynn seconded, a motion to advise the writers that their letters were received and to
thank them for their interest. Motion passed. 5) Mrs. Calish noted a communication received from
the Friends of the Library requesting use of the library for a fund-raising event. Mrs. Calish noted that
their Book Sales also fell into this category. The matter was referred to New Business.
Unfinished Business: Ms. White requested a reading of the letter of commendation to Robin
Fenn-Elbot, as voted upon at the previous Board meeting. The Chairman read the letter as follows:
"Dear Ms. Fenn-Elbot: By a vote of the Board of Trustees, April 21, 1983, 1 have been instructed
to write to you expressing our commendation for your attempt to carry out your objectives under the
Fisher Charitable Fund Project. I am requesting that Mrs. Calish place a copy of this letter in your
personnel folder. Very truly yours, etc."
New Business: 1) Mr. BuckIcy explained the opportunity which recently arose for the city to apply
for a grant under Federal Funds for Public Library Construction; the information regarding the grant
was received in a memo from the Board of Library Commissioners to Mr. BuckIcy and Mrs. Calish
and referred to Frank Garretson, City Planner. These funds, if received, would finance a portion of
the library's roof repair. Mr. BuckIcy reported that a meeting was held with Mr. Garretson, Mrs.
Calish, Mr. Margolis and himself present, and it was determined that the library is eligible at present.
With Mr. Garretson's assistance, a grant proposal was prepared, requesting $40,000 (one-half of the
cost of the proposed work), and it must be submitted by May 20, 1983. He explained the time
ramifications of attempting to apply for the grant vs. proceeding with the bid process immediately.
ARer discussion, Mr. Murphy moved, and Mrs. Dooling seconded, to go on record as endorsing the
action of the Mayor in requesting the federal funds through the grant process. The motion passed.
The Chairman will send a letter of communication to that purpose.
2) Regarding House Resolution H4474, Mr. Morency made a motion to endorse the resolution and
send a letter to Representative Alexander and Senator Fred Berry urging their support. Ms. White
seconded. Motion passed.
3) Mr. Moreracy moved, and Mrs. Dooling seconded, that a communication be sent to the Mayor
from the Board requesting $10,000 from revenue sharing funds or surplus funds for replacement of
books for the library. Under discussion, Ms. White stated her feeling that the library director should
determine the needs of the collection and that the request should not be specific as to use. The motion
passed as moved.
4) Regarding the communication from the Friends for use of the library for fund-raising, Mr. Morency
moved, and Ms. White seconded, that the Board authorize use of library premises by the Friends for
fund-raising purposes until further notice. Motion passed.
5) Regarding the Eastern Regional Library system annual meeting, Mr. Morency moved that the
Board designate the library director as voting delegate to the meeting. Ms. White seconded. Motion
passed.
6) Regarding the League of Women Voters' survey, Ms. White moved, and Mr. Murphy seconded,
that the Board offer its support and cooperation to the League in their survey update. Motion passed.
7) Regarding the summer schedule for the main library, Ms. White moved and Dr. McGlynn seconded
that the library be closed weekends during July and August through Labor Day as last year. Motion
passed. Notice will be sent to the newspapers.
8) The Task Force meeting is rescheduled to Monday, June 6 at 7:00 p.m.
9) The meeting with the Aldermen's Finance and Property Committee on the library budget is
Monday, May 23 at 8:45 p.m.
10) The next Board meeting will be Monday, June 20 at 7:30 p.m.
11 ) Mrs. Calish will photocopy and send to the Board the letter from the architect to Frank Garretson
outlining other repairs which the main library building requires. Mr. Morency made a motion to place
the letter into the library's repair and maintenance file. Mrs. Dooling seconded. Motion passed.
12) The meeting was adjourned at 6:25 p.m. on motion of Ms. White and second by Mr. Murphy.
Nancy S. Abetman
Recorder
WALTER ERIC KLUZ ASSOCIATES ARCmTECTS AND PLANNERS
80 Broad Street Boston, Massachusetts 0~2110 (617) 482-2338
451-2246
Walter Eric Klu~ AIA
Joseph A. Mulligan. Jr.
Timothy D. Baker Jr.
May 16, 1983
Department of City Planning
City of Beverly
Beverly, MA 01915
Attn: Mr. Frank Garretson,
City Planner
Re: Beverly Public Library
Essex Street
Roof/Balustrade Repair,
Dear Mr. Garretson,
Please find enclosed the following materials as requested for your state funding application, this
date:
1. Letter - dated October 28, 1982, indicating breakdown of anticipated cost.
2. Inspection Report - dated October 5, 1982
A. Indicating existing conditions of roof and balustrade
B. Roof Plan- scale 1/16" = 1'-0"
C. Photographs of existing conditions
D. Commonwealth of Massachusetts Building Code excerpts
E. Roof "U" calculation
F. Budget Construction Cost Estimate
During subsequent visits to the building additional items were
observed and reported to Mrs. Calish. These items have not been addressed and are not included
in the Roof/Balustrade Repair Project due to lack of funds:
1. Entrance Stair repairs
2. Entrance walk repairs
3. Chimney repair/replacement
4. Repointing of exterior masonry
5. Energy Conservation, especially weather stripping of doors and windows, and incorporation of
storm windows.
6. Repairs to interior finishes and electrical system from leaking roof.
7. Asbestos insulation encapsulation and removal (construction in progress).
May 16, 1983
Department of City Planning
Page two
The scope of work for the Roof/Balustrade Repair project consists of.'
A. Complete Roof membrane replacement including updating of roof insulation.
B. Repair of skylights.
C. Complete removal and reinstailation of Stone Balustrades including new flashing.
D. Repair of stone cornice and main entrance stone fascia and partial repointing of stone
work
As indicated in our conversation 75% of the recommended emergency roof repairs have been made
to date. The repair work is a temporary measure to protect the building and enable preparation and
bidding of the total repair project. The project should be accomplished within a reasonable time to
eliminate further deterioration of the building elements.
In consideration of possible future applications to the State for partial funding I suggest a complete
review of the building be made. As can be seen by our observations of exposed elements, the building
is aging and major maintenance repairs are becoming quite apparent. Many of these items concern
the safety of library patrons and workers, and of course directly influence th the building condition.
We hope this information will aid your filing, if additional information is required please call me
directly.
Very truly yours,
Joseph A. Mullligan, Jr.
Architect/Partner
JAM/lc
cc: Mrs. Calish
Mr. Smith
WALTER ERIC KLUZ ASSOCIATES ARCHrrECTS AND PLANNERS
gO Broad ~reet Boaton, Massaahuselts 0:2110 (617) 482-2338
451-2246
Walter Eric Kluz~ AIA
Joseph A~ Mulligan. Jr.
Timothy D. Bake~ Jr.
May 16, 1983
Beverly Public Library
Essex Street
Beverly, MA 01915
Attn: Mrs. Esther Calish
Re: Beverly Public Library
Roof Balustrade Repair
Dear Mrs. Calish,
Please find enclosed your records which I borrowed to research the Essex Street Library
construction. Thank you so much for allowing me to review this information. The material was
very helpful and some interesting history was discovered about the maintenance of the building.
For example, I found the following:
1919 The stone cornice began deteriorating, mortar joints were bad and the stone work observed
as porous.
1928 The balustrade was leaking. The balustrade was removed, new 16 oz. copper cap flashing
and base flashing added, and the balustrade reinstalled.
1939 A new 5 ply Koppers Tar and Gravel roof with new copper flashings installed.
1955 Temporary repairs performed to masonry, roof and skylight.
1957 A new 4 ply built-up roof system with 1 inch thick insulation was installed. New ~ashings,
new skylight glazing, and rebuilding of the balustrade accomplished. Fiberglass mats and resins
installed over the cap portions of the stone works were added to eliminate water absorption by the
stone work.
1963 The rear addition was constructed~
~There was no 1963 addition. The construction referred to was the addition of a 4m and
5th level within empty space in the pre-existing book stack room which was original to the building
[T. Scully, 2/20/99]
May 16, 1983
Beverly Public Library
Page Two
I feel this information very nicely indicates the longevity of building materials utilized in the
construction of your building and the necessary maimenance required of certain
building-materials. For example, the average built up roof system will last 15 to 25 years
maximum; yours lasted 25 years which indicates good materials, good installation and proper
care.
If any other information concerning the original building is found a phone call would be
appreciated. As can be seen from above this information can be very useful. Thank you.
Very truly yours,
Joseph A. Mulligan Jr.
Architect/Partner
JAM/lc
cc: Mr. Smith