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1983-06-27 City of Beverly, Massachusetts Public Meeting Minutes Board: Library Trustees Subcommittee: Date: 06/27/1983 Place: Beverly Public Library Board members present: Piehard L. Buckley, Lester C. Ayers, Conhie E. Dooling, Katherine L. Fanning, Dr. Edna M. MeGlynn, Roger E. Morency, Kevin J. Murphy, Neil B. Olson, and Nancy A. White Board members absent: Others present: Recorder: Nancy Aberman Special Meeting Board of Trustees-Beverly Public Library June 27, 1983 9:30 p.m. Present: Richard Bucldey, Nancy White, Kay Fanning, Connie Dooling, Les Ayers, Dr. Edna MeGlynn, Roger Morency. Also present: Esther Calish; Vada Komich, Mary Grant, League of Women Voters; Jill Backstrom, Howard Calish, Jack Coogan, Friends of the Library. The Chairman made the following statement regarding the book collection situation: "By root derivation a library has the primary function of making books available. Our present collection numbers approximately 120,000 volumes. Rule of thumb in the field says that 5% should be replaced each year to assure proper coverage. At present costs, this would indicate a $90,000 expenditure annually. For the past three years, including the current one, we have received through the city government and applied to books and materials $171,000. This shows a shortfall of $99,000. To dramatize despite some incomplete reports and comments in some of the local press, records show that this Board of Trustees has been aware of the dangers of this situation and has attempted remedies within the scope of its powers. Last year we submitted an original budget request of $145,579 for books and materials. We received $43,500 and a similar sum for this year. In addition, this year we took $17,000 from trust ~mds for this area and requested $10,000 in supplementary funds from the Mayor. This is not an attempt to place blame on the Mayor or Board of Aldermen. Within the constraints of Proposition 2 1/2, which I personally favored, they must make difficult choices. We have retained all of our regular personnel and have also been assured of $80,000 in funds for extraordinary repairs. The chair will entertain a motion on this subject matter." The Board then took up the matter of expended trust income which was tabled at the previous meeting. Regarding the matter to review the motion, the following motion was made by Mr. Morency: To expend $13,244 of trust income to build up the core collection. Mr. Ayers made the following amendment to the motion: that action on this matter be delayed until the FY84 budget goes into effect. At~er a discussion, Mr. Ayers withdrew his amendment. The original motion was restated and seconded: that $13,244 from trust income be expended for the core collection and that a list be kept of titles purchased. Motion passed. Three specific criteria, for the selection of books for the core collection, were offered by Dr. MeGlynn. Those specific criteria are: 1) that the selections will not be contemporary, 2) that the selections will not be ephemeral and 3) that the selections will be time-honored Mr. Buckley read a statement into the record: "By any objective test the Beverly Public Library is not providing adequate service to the citizens of the community. What follows is not intended as any reflection on our professional and volunteer staff who are performing admirably under distressing conditions. Further, nothing in these remarks calls for immediate and precipitant action, but rather for commitment to a course of thought that will follow any reasonable trail that could provide an answer to our problems. If everyone here agrees with everything I am about to say, I will be astonished and a bit bored. If these suggestions become a catalyst to even better practical ideas, our mutual purpose will be achieved. On the issue of adequate service - our main building is dosed over 25% of the hours that it might be expected to be open; we provide no means of access for the handicapped or infirm; our parking facilities, limited at the outset, are heavily impacted by non-library traffic; we already know of $80,000 that must be spent for roofand balustrade repairs; during our on-site tour tomorrow we will be made aware of health and safety conditions that could total up to an additional six figure sum; my previous remarks noted that approximately $100,000 is needed to bring our book collection to reasonable effectiveness; for the general reading public, the secondary school students and the retired we are falling far short of legitimate expectations. To maintain even this low level of performance, almost $400,000 is being spent through the city each year. Within the limits of Proposition 2 ½, a prudent person would hesitate to ask that additional funds be diverted to the library by laying off a firefighter or police officer or closing a school classroom. As a trustee and longtime admirer and beneficiary of this institution, I do not propose to preside over the deterioration of a once dynamic Beverly program that still has great potential value. Where a basic problem demands a bold solution, we have all been guilty of timid reactions to individual crises. I am asking tonight that you consider an approach that recognizes the unique character of the library in the light of possible remedies combining the public and private sectors. I specifically warn against any binding action at this time but would appreciate your comments as to the feasibility and means of pursuing research into this matter. Always under proper safeguards I suggest that we consider steps, through appropriate channels, to sell our buildings to some qualified private group with the proviso that the premises be immediately leased back for library use. Through various provisions in the tax codes, this procedure could be attractive to an investor, cut the city' s annual costs and allow the possible new owner to provide needed structural maintenance and facilities for the handicapped. No member of the Board of Trustees should be eligible to receive any financial gain if any of these suggestions became effective. A complementary field of consideration would include placing operational services under private direction. Registrations imply that approximately 25% of our citizens use the library for varying purposes. Through the payment of a yearly appropriation, the city might insure that none of the services currently provided would be charged to any individual citizen. Enhanced services such as more sophisticated business systems, computer applications, wider selections ofbestsellers and specific periodicals could be provided on a fee basis that would be attractive to many card holders. Over the years in Beverly, demographics, educational levels and living styles have changed. The public is well-served by such private groups as the Beverly Hospital, the Regional YMCA and several schools and colleges. Private trash collection has been successful. To reiterate, I do not recommend any action tonight. With absolutely no authority to make any moral or financial commitment, I would like your opinion on my contacting graduate schools of business or other agencies to ascertain whether they might be interested in studying these ideas and at what cost. Certain postulates should be established; no existing essential service oftbe library should be diminished or be subject to charge for any individual citizen; the rights of all of our staff should be protected. Possible adverse effect of losing state funds and reciprocal privileges with other libraries should be weighed. Since implementation of any of these ideas to any degree would require many months of time, we should vigorously pursue other attempts now in motion to alleviate our problems. The least that could come from this study, if eventually approved, would be some new and fruitful ideas. The best would be a more functional, productive and interesting service that respected the traditions of the past and met the needs of the present. All of this might be accomplished at huge savings to the taxpayers. I urge that we all be humble enough to admit that we do not have the answer to every question, concerned enough to consider any idea that might benefit this library and dedicated enough to pledge that during our stewardship the Beverly Public Library will improve." Discussion took place on the possibility of having a private concern purchase the library building, as well as various options regarding funding additional services. A motion was made by Mr. Morency and seconded by Mr. Ayers that Mr. Buckley be given the authority to make inquiries on these matters. Motion passed. Mrs. Calish noted that as ofhly 1, no books will be able to be purchased, other than those purchased through trust income expenditures. Motion was made to adjourn by Mr. Ayers and seconded by Dr. McGlyrm. Motion passed. The meeting was adjourned. Nancy S. Aberman Recorder 9 Crestline Circle Beverly, Ma. 01915 July 29,1983 Beverly Public Library Essex Street Beverly, Ma, 01915 Dear Nancy, I just received your note stating that Mrs Calish requests that draft changes in the minutes be put into writing. I shall be specific to avoid any future confusion. On page 1 of the June Ruth minutes: Finance: Mr. Morency reported Finance Committee business: 1) Due to unused eustodial overtime and a* position change to a lower grade level, the committee recommends a request etc. etc. Task Force: Mrs. Dooling gave the following progress report of June 6,1983: Please delete the following sentence. Delete: "The Meeting was informally opened by Chairman Dick BuckIcy". On page 3 of the June 20th minutes: 9) Mrs. Calish noted that weekends during June have been extremely slow and that perhaps next year there should be a consideration to close the library on week-ends. On page 1 of the June 27 minutes: The original motion was restated and seconded: that $13,244 from trust income be expended for the core collection and that a list be kept of titles purchased. Motion passed. Three specific criteria, for the selection of books for the core collection, were offered by Dr. McGlynn. Those specific criteria are: 1) that the selections will not be contemporary, 2) that the selections will 3) not be ephemeral and that the selections will be time-honored. Yours truly, Connie Dooling *Please note that this is a change from, our telephone conversation. Please enter this change into the June 20th minutes. Please contact me if there are any other questions or requests.