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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