Annual report

(DOCUMENT 15 — 1983)

|j% BOSTONIA. ;m)
»j^ CONDITAJDl ^IJ

ANNUAL REPORT

of the

BOSTON PUBLIC LIBRARY

For the Year Ending June 30, 1982

and

REPORT OF THE EXAMINING COMMITTEE

for 1981

TRUSTEES OF THE PUBLIC LIBRARY

ARTHUR F. F. SNYDER
President

PAUL PARKS
Vice President

MICHO F. SPRING

JAMES V. YOUNG

PHILIP J. McNIFF
Director and Librarian

BOSTON PUBLIC LIBRARY 1

To the Board of Trustees of the Boston Public Library:

Again in Fiscal Year 81/82 the Library — like other City
departments — coped with a "state of diminution":
diminished budget, diminished staff, diminished hours,
diminished maintenance. But this period of economic
strictures was approached with a positive, concerted
staff/public effort to make any negative effects short-
range; in short, the continuing goal remained one
dedicated to growth and development.

General Library/Research Library Services

The pace and volume of service to library users seemed
unabated in FYS 1/82 despite cutbacks in hours, person-
nel, and acquisitions. Both Library administrators and
staff worked to obviate any long-range damage to
Library collections or reputation for service by treating
cutbacks in budget as a temporary obstacle. As a result,
major activities and projects were brought to comple-
tion and important acquisitions were processed.

All the service centers of the Library in branches and
Central responded to user needs by telephone, mail,
and person-to-person consultations. Humanities
Reference continued to function as the virtual answer
center for hundreds of daily queries. Social Sciences
likewise continued with the essential "basics" of ser-
vice. Staff members also proceeded on work with the
massive bibliography of Boston, 1930-1980.

Government Documents moved forward in several
directions despite limitations in staff and storage space.
Departmental publications included a brochure describ-
ing services. In process at this time are finding lists to
numbered Boston city documents and to American
State Trials, also a revision of Government Publica-
tions on Microform in the Boston Public Library.
Substantial gifts to the department continued this year,
among the donors: the Boston Redevelopment Authori-
ty, Brandeis University, and the State Library.

Government Documents continued to contribute and

2 CITY DOCUMENT NO. 1 5

benefit from its participation in the Government Print-
ing Office depository program, the Center for Massa-
chusetts Data, the Library of Congress Documents Ex-
pediting Project, and NELINET Government Docu-
ments Task Force. In a highpoint of the year, the
department joined with the latter group to co-host a
reception for members of the Depository Library Coun-
cil to the Public Printer.

Activities w^ithin the Fine Arts Department remained
undiminished by staff shortages. The collection was
considerably strengthened by acquisition through pur-
chase and gift of valuable retrospective exhibition
catalogs and other research tools. The role of
volunteers in the department continued successfully.
Thanks to such contributions of expertise and time, the
indexing of all Boston Building Inspector's Reports was
completed with work on cross-referencing continuing,
also the identification of city architectural blueprints
and documents; and work on the Willietta G. Ball Col-
lection in preparation for integrating it into the Boston
Art Archives. In a highpoint of the year, the department
served as host for the national conference of ARLIS/NA
(Art Libraries Society of North America). The Library's
part in the event included talks by Charles Childs and
Barbara Swan and a reception for some 400 society
members.

In FY 1982 the Science Reference Department pro-
ceeded with changes undertaken the prior year, many
of them funded by the Library's grant from the Office of
Energy-Related Inventions. As part of this grant, the
staff performs online searches for inventors, aided by
the addition of three important database services. The
staff also compiled an annotated reading list, "Books
for Inventors," and created a resource file of organiza-
tions of interest to inventors.

A successful lecture series was sponsored this year
dealing with many aspects of inventing — from protec-
ting ideas and patenting to bringing inventions to the
marketplace. Speakers were Commissioner of Patents,

BOSTON PUBLIC LIBRARY 3

Gerald J. Mossinghoff; C. Richard Reese, Harvard
Business School; Harold E. Edgerton, formerly of
M.I.T.; patent attorney Martin J. O'Donnell; Robert H.
Rines, President of Franklin Pierce Law Center; David
Jansson, M.I.T.; Karl H. Vesper, University of
Washington.

By spring the Library was able to access the U.S.
Patent and Trademark Office's CASSIS (Classification
and Search Support Information System), a dial-up ac-
cess hitherto only available to patrons at the Public
Search Room of the Patent Office in Washington.
Another significant development for the Department
was the recentralization of the patent collection which
resulted in the move of all patents on microfilm to the
Science Department.

The record of the Microtext Department this year —
mainly successful — may be spelled out in a few words:
heavy patron usage and need for additional space and
storage facilities. The accelerated receipt of microforms
(the U.S. Government Printing Office alone sent out ap-
proximately 35,000 fiche this year) mandates additional
space.

The acquisition of microform materials considerably
strengthened library resources. Among the acquisitions
were 77?^ Spanish Plays Collection, consisting of more
than 8,000 19th and 20th century works published in
Spain; in genealogy. Early Massachusetts Town Records
and the Genealogy and Local History collection.
Newspaper resources were strengthened by receipt of
files of the Neivburyport Herald, 1899-1915, and the
Boston News Bureau, 1918-1934.

In summation, it should be noted here that the
growth of microform holdings reflects this decade's vir-
tual revolution in delivery of information. As the
departmental report this year expresses it, "The picture
now so clearly emerging is truly momentuous: rapid,
high use reference service is definitely shifting away
from the printed, book format to data base and micro-
formats, and the end of changing technology is

4 CITY DOCUMENT NO. 1 5

nowhere in sight as the video disk begins to make its
appearance."

Several factors this year expedited the work of the
Interlibrary Loan Department. Installation of a terminal
with catalog and location data on-line made catalog
searching more efficient. Direct shipment of loan
materials for the Western Regional Library System from
the headquarters library rather than individual member
libraries and the use of a parcel service to the Taunton
subregion have also expedited service. The most time-
saving situation has been the keypunching of reserve
cards directly from teletype request slips.

Special projects were numerous this year in Inter-
library Loan. Workshops were offered for interlibrary
and reference staff from the Boston sub-region. The
workshops, dealing with on-line reference service at the
BPL and interlibrary loan service, were presented in
cooperation with Mrs. Suzanne Gray, head of Science
Reference. Staff members were also involved in the
preparation of lists, including lists of Russian books and
recently acquired Vietnamese books, thus expediting
access to these collections for area libraries.

Catalog Information staff continued vigorously giv-
ing telephone and in-person information.

The Rare Books and Manuscripts Department under-
went much development this fiscal year as a result of a
grant from Title II-C of the Higher Education Act. Sup-
ported by this federal funding, a center for conservation
of library materials was fully established with person-
nel, equipment, supplies. There are two laboratories,
one for book conservation and the other for paper
(document) conservation. Located in the heart of the
Rare Books Department, the Center achieves two goals:
proximity to the Rare Books Department for repairing
departmental materials, and security in location.
Already conservation work has proceeded with the col-
lections of John Adams and Nathaniel Bowditch.

In line with staff shortages throughout the Library,
Rare Books has faced a growing backlog of cataloging.

BOSTON PUBLIC LIBRARY 5

Staff time is also increasingly demanded in cartography
and in queries related to City of Boston records. Much
time was devoted to preparation of exhibits on George
Washington, Barcelona and Its Publishing, and the New
England church in the 17th Century.

Among the important rarities acquired for depart-
ment collections were De officio mari ti Liber unus
(Basilaea, 1540); Le miroir politique by Guillaume de La
Perriere (Paris, 1567); Richard Elton's The compleat
body of the art military (London, 1659); and Jesuits'
Letters from missions (Rome, 1615)-

Programs

In addition to providing films for thousands of viewers
in community organizations, the Audio-Visual Depart-
ment continued its record of fine series programming
within the Library. Among the series: Astaire and
Rogers' Dance Time; Portraits in Courage in observance
of the International Year of Disabled Persons; Connec-
tions, a 10-part BBC series exploring the history of in-
ventions; Comedy Kings; Showtime, featuring film
musicals; and two series of films by eminent directors
John Huston and Frank Capra.

Programming directed to the special interests and
needs of specific age levels operated on a high level of
vitality this year in branch libraries and Central. Films
were frequently used as well as lectures, discussions,
storytelling and demonstration formats. Once again a
major event in the field of children's literature was
Children's Books International 7 which this year turned
to authorities from Spain, Israel, Mexico, Switzerland,
Norway, and Japan.

Endowed lectureships contributed notably in
1981-82 to the Library's role in furthering research and
scholarship. In the l6th annual Wiggin Symposium,
Francis Comstock, extraordinary collector, educator,
and architect was honored. Panelists in the program
were Comstock' s nephew Cornelius Vermeule, Curator

6 CITY DOCUMENT NO. 1 5

of Classical Art, Boston Museum of Fine Arts; John Ben-
son, proprietor of the John Stevens shop in Newport,
R.I.; Charles Childs, Honorary Keeper of Prints; and
Sinclair Hitchings, Keeper of Prints, Boston Public
Library. Exhibited for the occasion were many of the
gifts which Comstock had made to the Library art
which reflected his interest in the English landscape and
in English architecture.

For the 9th annual WiUiam A. Dwiggins Lecture,
Peter Davison, poet and Poetry Editor of the Atlantic
Monthly, spoke on "125 Years of the Atlantic." He ex-
plored the literary, intellectual, and social impact of the
magazine on American life.

The 1982 Charlotte Cushman Lecture brought noted
Broadway /off Broadway director David Wheeler to the
podium. Wheeler spoke on "Theater's Uneasy
Romance: The Director/Actor Relationship."

One of the oldest annual programs is the awarding of
the Mary U. Nichols Book Prizes. Miss Nichols served as
Branch Librarian at the North End and was much belov-
ed by that community. At the time of her sudden death
in 1949 a local committee instituted a fund in her
memory to support two awards to North End high
school graduates in recognition of their scholastic
achievement in their senior year. This year marked the
34th annual ceremony. Keynote speaker was Nancy J.
Caruso, Professor of Cooperative Education at North-
eastern University and a resident of the North End.

Continuing the Learning Library format of the
National Endowment for the Humanities Program, the
Library brought several distinguished authors to the lec-
ture hall who offered readings of their works or shared
their philosophy and experiences. From Trinidad, poet
Derek Walcott demonstrated in readings and commen-
tary how he "handles English with a close under-
standing of its inner magic." Henry Augustine Tate,
Professor of Humanities, New England Conservatory of
Music, spoke on James Joyce, the "literary genius whose
words were always music." Other presentations by

BOSTON PUBLIC LIBRARY 7

authors included David McCullough lecturing on "T.
Roosevelt Grows Up: A Biographer's Puzzle"; John
Irving reading from his novel The Hotel New Hamp-
shire; Maya Angelou giving background on her
autobiography The Heart of a Woman; Robert Ludlum
reflecting on "Writing and on the Ridiculous Onus of
Being a Writer' ' ; defense lawyer Alan Dershowitz giving
insight on "The Best Defense"; Calvin Trillen drawing
witty observations from his Uncivil Liberties: ' Dinner
at the de la Rentas" and Other Entertainments; and
Frances Fitzgerald investigating "The Old Guard vs. the
New Right: The Politics of Sex and Class in America."

In addition to programs built around lectures and
symposia, the Library sponsored several important per-
formances. In a tribute to Walter Piston, the Library
presented a concert featuring eminent flutist Doriot
Anthony Dwyer with the Portland String Quartet.
Other musical events included a Springtime choral Con-
cert by Youth Pro Musica and Chamber Chorus; a Con-
cert in the Courtyard by the Huntington Trio; and
William Miranda's annual preview in sight and sound of
the Metropolitan Opera's season in Boston. The Library
joined the music world in saluting the Boston
Symphony Orchestra on the occasion of its 100th an-
niversary with a program including remembrances by
Michael Steinberg, Harry Ellis Dickson, Laning
Humphrey, and others.

The national derivations of music were explored in
several programs, among them: Music in China, in-
cluding a lecture by Rulan Pian of Harvard and a perfor-
mance by James Watt of the Museum of Fine Arts on the
Ch'in, a Chinese zither. Songs of an Ancient Land,
presented by Trio Live Oak as part of the Library's
salute to Barcelona, featured the music of Catalunya. In
still another event, co-sponsored with the Goethe In-
stitute, the Library presented Goethe's poems set to the
music of Zelter, Beethoven, Mozart, Schubert, and Ives.

In repeated instances activities and events in the
Library were co-sponsored with other community in-

8 CITY DOCUMENT NO. 1 5

stitutions. A frequent co-sponsor was the Massachusetts
Historical Society. Other groups which shared in pro-
grams and exhibits included the Lowell Institute, the
Boston Guild for the Hard of Hearing, the NAACP, the
Goethe Institute, the Society of Children's Book
Writers, the Harvard Book Store Cafe, and several of the
Consulates located in Boston.

Publications

Coincident with the Print Department's exhibition, the
Library published Armstrong & Company: Artistic
Lithographers. Making a valuable addition to the
literature of arts and crafts, the Library published a
volume compiled and edited by Karen Evans Ulehla,
The Society of Arts and Crafts, Boston Exhibition
Record 1897-1927. Also providing valuable data in the
field of art is the exhibition chronology and publication
released by the Library on its eminent neighbor, the
Childs Gallery. A delightful example of fine book-
making emerged this past year in the latest volume of
Bromsen Lectures, Herman Liebaers Small Talk about
Great Books.

Exhibits

Visitors to the Library were treated to continuing,
dramatic exhibitions of art, photographs, books, manu-
scripts, and other visual experiences. The range of ex-
hibit themes was unceasingly eclectic, testament to the
matching range of the Library's collections. In the ex-
hibition "Armstrong & Company" the focus was on
19th century sporting scenes, landscapes, calendars,
posters, and other works produced by Boston's noted
artistic lithographers. "The Seventeenth Century
Church in New England" brought together rare prints,
portraits, and sermons which evoked the sometimes
controversial history of the early church.

In observance of the 250th anniversary of the birth of
George Washington, the Library offered an extensive

BOSTON PUBLIC LIBRARY 9

exhibit. Included was a brief display of a treasure own-
ed by the Library, i.e., the gold medal presented to the
first president by the Continental Congress in honor of
his wartime achievements.

Boston has served as birthplace and homeland of an
impressive roster of creative people. One such artist
was recognized this past year with a substantial retro-
spective of his works. Born in East Boston, Irwin D.
Hoffman developed his artistic talents in many direc-
tions, in sculpture, music, printmaking, watercolors,
and oils. The Library mounted a substantial showing of
Hoffman's works, many of which have been donated to
the Library. Subsequent to the exhibition, the Library
published a handsome volume of Hoffman's art as well
as lectures on the artist by noted critic Mahonri S.
Young and Sinclair Hitchings and Tess Cederholm of
the staff.

Eastern Massachusetts Regional Library System

During FY82 the Eastern Massachusetts Regional
Library System operated for the full year on a budget
based on an appropriation of sixty cents per capita. On-
going programs of service such as interlibrary loan,
reference, delivery, consulting services, and special
programs were maintained.

Accomplishments included development and im-
plementation of new supply order forms for member
libraries; relocation of the Cape Cod Deposit Center to
rental space in the Hyannis Public Library; the begin-
nings of a micro-computer network among the contrac-
ting libraries in the Region, and the printing and
distribution of a new brochure about the Region. Staff
continued to provide consulting service to librarians
and trustees on a wide variety of topics. As a result of
funding by a Library Services and Construction Act
grant, installation of twenty-eight CRT terminals was
begun with some twenty agreements negotiated with
libraries before the end of the fiscal year. Marking her

10 CITY DOCUMENT NO. 15

tenth year as Regional Administrator, Mary A.
Heneghan recognized the positive approach of regional
personnel and public in times of cutbacks and
shortages.

Boston Library Consortium

During FY 198 1/1982, the Boston Public Library con-
tinued to play a vital role in the activities of the Boston
Library Consortium and to realize many benefits from
the on-going cooperative programs sponsored by the
Consortium.

Principal among Consortium activities in 1981/1982
were the completion of the Serials Review Project and
the decision to participate in the development of the
new union list system by the F.W. Faxon Company. The
Serials Review Project, which was sponsored by an
LSCA grant awarded by the Massachusetts Board of
Library Commissioners, examined duplication and use
of serial titles in two selected subject areas. Final evalua-
tion of the results and plans for further projects based
on the results are planned for FY 1982/ 1983.

The Consortium has always sought to make use of the
latest technology to produce an up-to-date, compre-
hensive and accurate union list of serials. In the spring
of 1982 the Consortium agreed to work with the F.W.
Faxon Company in an advisory capacity on the
development of a new union list system. At the conclu-
sion of the design phase, it is anticipated that the Con-
sortium will become a test site for the new system.
Funding sources for the conversion of data are current-
ly being explored.

Staff development programs sponsored by the Con-
sortium included major programs on binding and com-
munications skill, a workshop on the Committee Prints
collections housed at the Boston Public Library, and
tours of the Acme Bookbinding Company and the F.W.
Faxon Company. In addition, individual committees

BOSTON PUBLIC LIBRARY 1 1

continued to sponsor informal workshops and informa-
tion sharing activities.

In the spring the Board of Directors regretfully ac-
cepted the resignation of Joanna Walsh after three years
of outstanding service as the Consortium Coordinator.
Peter Gragg, Assistant to the Coordinator, served as
Acting Coordinator until the appointment of the new
coordinator, Ann Schaffner, on June 1.

I wish to take this occasion to express my appreciation
to the members of the library staff for their cooperation
and service during the past year and to thank the
members of the Board of Trustees for their support.

Philip J. McNiff,
Director, and Librarian

12

CITY DOCUMENT NO. 15
Table 1. Circulation
BOOK CIRCULATION

Fiscal
1980

Fiscal
1981

Fiscal
1982

Central Library 755,733 570,381* 418,574*

Extension Services

Bookmobile 37,900 12,128** —

Homesmobile 33,194 39,326 40,834

Deposits 66,543 99,090

AdamsStreet 57,609 51,598 45,262

Allston 26,395 18,731*** —

Brighton 68,361 64,335 72,669

Charlestown 43,347 42.010 46,231

CodmanSquare 40,158 37,266 32,751

Connolly 27,079 28,385 23,796

Dudley 26,612 25,432 30,252

East Boston 41,694 33,009 39,474

Egleston Square 24,049 20,524 1 1,892

Faneuil 31,117 22,729 14,855

Fields Corner 66,510 68,648 48,692

Grove Hall 31,829 25,664 22,727

Hyde Park 84,940 75,287 75,071

JamaicaPlain 46,308 36,221 32,247

LowerMills 25,458 22,853 24,912

Mattapan 20,084 13,730 11,075

North End 28,373 24,074 23,828

Orient Heights 30,793 35,044 20,428

ParkerHill 19,933 18,192 19,616

Roslindale 71,940 62,980 60,772

South Boston 55,402 59,605 67,756

South End 22,305 17,676 16,144

Uphams Corner 28,242 19,838 19,333

West End 46,495 44,965 41,172

WestRoxbury 124,115 101,563 94,961

Hospital Library Service 17,001 6,001** —

Multilingual Library 17,516 5,680** —

Total Branches 1,194,759 1,033,494 1,035,840

Total Entire Library 1,950,492 1,670,418 1,454,414

* No Sunday service; Saturday service suspended.
•• Closed December 1, 1980
**• Closed June 25, 1981

BOSTON PUBLIC LIBRARY 13

NON-BOOK CIRCULATION

Fiscal
1980

Fiscal
1981

Fiscal
1982

Films

48,756

64,732

113.488

43,301

47,797
91,098

37 024

Recordings* and Audio Cassettes

Total

'Included in Table 1. Circulation

37,815
74,839

INTERLIBRARY LOAN

Books 14,689 14,273 1 1,261

PHOTOREPRODUCTION

Photocopies (Interlibrary Loan). 130,674* 18,300 18,260

Microfilm photocopies — 459,683 410,730

Public photocopies — 1,325,977 850,450

Total 1,803,960 1,279,440

Tabic 2. Growth of the Library
BOOKS

General Library:

Volumes added 1 19,394 57,223 48,600

Volumes withdrawn 10,352 68,359 67,489

TotalonHand 2,159,502 2,148,366 2,129,477

Research Library:

Volumes added 69,719 60,281 57,010

Volumes withdrawn — — 39

TotalonHand 2,699,548 2,729,829 2,786,800

Total Book Stock 4,829,050 4,878,195 4,916,277

14

CITY DOCUMENT NO. 15
BOOK AND NON-BOOK HOLDINGS

Fiscal
1980

Fiscal
1981

Fiscal
1982

PRINT MATERIALS:

Volumes 4,829,050 4,878,195 4,916,277

Serial subscriptions 16,464 10,172 10,172

Special Collections:

Rare Books 250,000 t 252,234

Rare manuscripts

letters, etc 750,908 t 764,100

Letters, books, etc.

on Prints 2,607 t 2,700

Patents: USA 4,209,857 4,276,557 4,337,336

Patents: Foreign 2,178,696 2,198,556 2.219,475

Sheet Maps 302,500 306,900 310,200

Government Documents .. 2,030,022 2,088,892 2,151,657

NON-PRINT MATERIALS

Cassettes 23,900* 25,708 26,213

Audio-Recordings 230,832* 235,461 237,878

Films, 16mm 9,760 10,295 10,410

Filmstrips 62 1 62 1 62 1

Slide Sets (including

lantern slides) 7,077 7,077 7,077

Projected Books 178 178 178

Videotapes 489 529 529

Video Cassettes 161 161 161

Reel-to-Reel Tapes 1,902 1,902 1,902

Art Prints 162,915 162,915 162,915

Photographs 537,447 537,447 537,447

Glass Negatives 40,603 40,603 40,603

Picture Collection 199,371 199,37 If 199,371

Postcards 148,999 148,999 148,999

MICROFORMS

Microcards 11,861 11,851 11,861

Microfiche (sheets) 583,120 706,938* 801,352

Microfilm (reels) 100,407 104,250 106,121

Microfilm (master negatives) .. . 6,245* 6,295 6,295

Microprints (boxes) 5,312 5,560 5.763

Aperture cards 40,620t 43,965 48,457

* Corrected total.

t Adjusted total. Statistics reported in prior years have been

redistributed
t Inventory not yet completed

BOSTON PUBLIC LIBRARY 1 5

Table 3- Cataloging Statistics

Fiscal Fiscal Fiscal

1980 1981 1982

Volumes processed 189,113 133,424 105,610

New Titles cataloged 50,608 46,559 37,598

Original cataloging 7,596

NUC cataloging 4,340

LC cataloging 38,022

Rare Book cataloging 876

Films 1,323

Recordings 362

Cassettes 256

Sound Archives 5,860

6,714

5,810

3,981

1,063

34,839

28,455

437

270

535

115

259

278

188

458

4,387

4,525

Table 4. Binding

Volumes Bound 48,369 38,493 34,315"

•Production rate diminished due to relocation of Bindery to Central
Library and installation of new machinery.

16

CITY DOCUMENT NO. 1 5

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REPORT OF THE EXAMINING COMMITTEE
FOR 1981

3 December 1981

18

REPORT OF THE EXAMINING COMMITTEE

Members of the Examining Committee for 1981

Thomas B. Adams Frances Howe, Vice-Chairman

L. Rex Anderson

Richard E. Nicolazzo

Bruce A. Beal
John W. Calkins
Allan R. Crite

Edwin L. Francis

John J. Perkins

Guido A. Rothrauff, Jr.

Alford P. Rudnick

Joseph Edinburg Francis W. Sidlauskas

Edward T. Tobin

BOSTON PUBLIC LIBRARY 19

Introduction

The Examining Committee met on June 9, 1981 in the
Trustees Room of the Boston Public Library. The
meeting was addressed by the Director and attended by
several representatives of groups concerned with the
decrease in quantity and quality of library service
available to the entire community. At the time of the
meeting the city had not allocated specific funds to the
Library. The funding situation is still unclear in
November as we submit our report.

The report of the Examining Committee is not a full
report on the condition of the library system but rather
an inquiry into three areas — Services to the Public,
Buildings, and Public Relations. As a result of the
material made available to the Committee and analysis
of the environment in which the Library now operates,
the Report of the Examining Committee takes the form
of a series of recommendations.

In looking back over the years since the last printed
report of the Examining Committee, one sees a
remarkable record of outstanding achievements which
can be pointed at with justifiable pride. The city has
been generous with its support and the leadership of the
Library has been wise, courageous, and far-seeing. We
are now entering a time where the climate of popular
opinion has changed and the Library must fight to retain
its gains and to continue its forward momentum.

Recommendations

The overriding reality of the past year has been the cut-
back in funding for the Boston Public Library. The
results of this cutback are evident everywhere. Services
have been cut, maintenance has been delayed, staffing
has been greatly reduced and security has become
tenuous.

20 REPORT OF THE EXAMINING COMMITTEE

Funds and Fundraising

To restore the equilibrium of the library system and
to provide for its future development, the Examining
Committee recommends:

I. that the Trustees appoint a committee to
develop a long range fiscal plan which will ad-
dress the issues of maintaining adequate opera-
ting income, and increasing the Library's perma-
nent endowment.

II. that the Trustees establish an Office of Funds
and Fundraising.

In line with the current trend towards the greater use
of volunteers, the Committee recommends:

Volunteers

I. that the Trustees appoint a committee to define
and develop the role of the volunteer within the
library system.
II. that the Trustees appoint a director of
volunteers to work with staffs of both the Cen-
tral Library and the Branches to train, place, and
supervise volunteers.

The Committee believes that a strong Friends group
could provide a strong public relations presence, could
be a source of financial support, a reservoir of future
donors of collections as well as a reservoir of
volunteers. The Committee recommends:

Friends

I. that the Trustees appoint a committee to explore
and define organization, goals, and programs for
the Friends.

II. that the Trustees appoint a full-time professional
as staff for the Friends.

At present. Public Relations is handled by the Office
of Programs and Public Relations and there is no

BOSTON PUBLIC LIBRARY 2 1

specific budget for Public Relations. The Committee
recommends:

Public Relations

I. that there be an office of Public Relations
operated in conjunction with the Office of
Funds and Fund-raising.

Members of the Committee on Services to the Public
visited about half of the branch libraries. Suggested
topics for discussion were mailed in advance and the
visitors took a lengthy questionnaire. It soon became
evident that the problems developing out of
diminishing funding were exacerbated by a felt lack of
adequate communication downwards from the policy
makers and to the staff. Therefore, the Examining Com-
mittee recommends:

Communications

I. that the Trustees appoint a committee consisting
of a representative of the Director, a representa-
tive of the Trustees, and at least three members
selected by the staff to examine current patterns
and procedures for communication between the
staff and the policy makers to communicate fre-
quently, easily and productively on all matters
of mutual concern, and to insure that no deci-
sions are reached without input from those con-
cerned.

Since 1967-1968 the Examining Committee has not
produced a printed report and appears to have lacked
structure and a sense of purpose. Therefore, the Ex-
amining Committee recommends:

Committee format

I. that the Examining Committee return to the
earlier format with the Chairman of the Trustees
as Chairman and with the members of the Com-

22 REPORT OF THE EXAMINING COMMITTEE

mittee appointed by the Trustees.
II. that the membership of the Committee be con-
siderably enlarged and that the members be
selected so as to insure that ail groups and in-
terests in the Boston community are adequately
represented.

III. that the Examining Committee report to the
Trustees on all phases of the Boston Public
Library.

IV. that the report of the Examining Committee be
printed annually and be made available to the
public.

Report of the Subconunittee on Buildings

Part I Main Library

The Johnson (new) building is a beautifully designed
well-built facility that has been maintained in an ex-
cellent condition. It is now ten years old and just begin-
ning to show wear in a few places. It will, in the next
ten years, require much more maintenance than in the
past ten years as certain motors, valves, fans, floor
covering, painting, roofing, and other items with
limited useful lives require repair and/or replacement.
Though this may appear in these difficult days, a low
priority, small sums of money should be budgeted on a
long term basis to maintain this splendid building.

The McKim (old) building is an equally fine facility,
but eventually must be altered to serve the City (and
region's) needs. The subcommittee has not attempted to
review the McKim building. They will, however, review
the detailed Stuhl Report now nearing completion and
will be particularly concerned with priorities for work
to be done. A report of this type is the obvious first step.

Needless to say, the subcommittee is particularly con-
cerned that weather protection and mechanical
systems, failure of which could cause serious damage to
artwork and books, be inspected and maintained.

In a number of suburban libraries certain grounds

BOSTON PUBLIC LIBRARY 23

work is done by garden club or other civic groups. The
present cutbacks in service have encouraged formation
of citizen groups interested in the library. Now appears
to be the right time to encourage citizen participation in
grounds maintenance and improvement. The subcom-
mittee at this time would not recommend, except in
very special cases, such participation on or inside
buildings, because of both management problems and
possible grievances by unionized maintenance
employees. It is believed these problems can be over-
come if limited to exteriors.

Part II Branch Libraries

The building subcommittee has many long range ideas
about improving and upgrading branch library facilities,
but because of the present financial situation, it is con-
fining its review and comments at this time to the
maintenance of existing facilities. The building subcom-
mittee visited 11 of the 25 branches; generally, but not
exclusively, the larger, more heavily used units in order
to obtain a general idea of the level of maintenance and
over-all quality of the existing facilities. Attached hereto
are tabulations of observations, impressions, and com-
ments.

All the branches almost universally were well-
designed and probably well-built for the intended pur-
pose at the time of construction. With a few exceptions,
cheapest construction was avoided. House keeping in-
side was generally good, and, considering staff curtail-
ment, just barely satisfactory outside. Maintenance,
however, was not being conducted at anything like a
satisfactory level in order to maintain the property per-
manently. The subcommittee has been informed by the
Associate Director that until two years ago about
$50,000 of routine maintenance was done annually by
the library employees. Additional maintenance varying
with circumstances of around $200,000 annually, was
provided by the Public Facilities Department. This con-
firms to some extent the subcommittee's observations.

24 REPORT OF THE EXAMINING COMMITTEE

Obviously, delayed maintenance will increase the total
ultimate cost to the city and reduce to some extent the
quality of service, unless the facility is to be closed and
abandoned. In addition, it is believed, but not readily
provable, that delayed maintenance may increase van-
dalism. Many boarded up windows encourage addi-
tional breaks. Paper and beer cans not cleaned up seem
to attract additional litter. To facilitate prompter and
more efficient maintenance, assuming some additional
funds will eventually be available, and considering
higher costs each year, the subcommittee would sup-
port raising the $2,000 limit of maintenance expen-
ditures by the library itself.

The subcommittee expects that with two and three
days per week operations at six branches, that
maintenance problems and vandalism will probably in-
crease, while the total public served is less. Whether
some of these branches should be closed to conserve
both building and operational funds for busier bran-
ches, obviously must be considered if present funding
levels continue. It is not a subject being addressed by
this subcommittee.

A proper subject for this subcommittee to study, but
not done so far, is energy conservation. Preliminary ex-
amination of both Edison steam and electric consump-
tion figures indicate great strides have been made since
1975 at the central facility where the greatest usage oc-
curs and where maximum monitoring by library
management is possible.

I. Brighton

A. Architecture and site: excellent for time it was
built.

B. Yard: Great possibilities, but maintenance need-
ed; outdoor reading area possible, but these
potential amenities appear to work in reverse.
Vandalism is substantial, and lack of fencing and
other protection make it hard to control. Plants

BOSTON PUBLIC LIBRARY 25

being removed behind building.

C. Glass: Many large panes of glass broken and fill-
ed with plywood, some quite recently. Closing
most of the windows would measurably detract
from interior atmosphere. Some lower panes
should be removed, upper ones should be pro-
vided with heavy rock guards.

D. Mechanical system: Air conditioning system not
operating. Repair work is budgeted and will be
done shortly.

E. Structural cracks: Cracks in floor at 3 ramps are
readily apparent, but are of little consequence.
One crack on bottom of ramp deserves addi-
tional inspection.

II. West Roxbury

A. Architecture and Site: Old (1921), but still effec-
tive; location excellent, lack of parking is a detri-
ment, but hopefully the additional church land
recently acquired by the library can be partially
used for this purpose. The vacant lot is also
ideally suited for expansion of the present
building. The subcommittee has not studied the
proposal to relocate this branch to a former
school building or the economics (or lack
thereof) of doing so. In general the existing
branch library building is in fair condition and
can be put in good condition for a modest
amount of money. The original high quality
design and construction suggests it could be
maintained for a long time.

B. Roof: There are some leaks at the skylight and
along the rear wall, but the overall roof condi-
tion is satisfactory. Complete removal of the
skylight is recommended (It has been covered
over on the bottom already) for both weather
and energy reasons.

26 REPORT OF THE EXAMINING COMMITTEE

C. Masonry: Pointing and other masonry repairs
are needed to prevent further deterioration and
future leaks. A few masonry units need to be
replaced.

D. Windows and Wood Trim: In common with
most branches, the exterior sash needs painting,
caulking, and glazing maintenance to keep win-
dows and other exterior wood in sound,
weathertight condition.

E. Surface Drains: The storm water run off from
the hill behind the library is a potential danger. A
new conservatively designed drainage system
with inlet behind the building is a minimum re-
quirement. Preferably the area on the north side
of the building should be graded a foot or so
lower so that surface water could flow around
the building and into Centre Street. If this is not
done, much more serious flooding of the base-
ment than has been experienced in the past
could result.

III. Grove Hall

A. Architecture: Exterior wall bearing all concrete
architecture. Attractive and no graffiti were
observed on the walls in spite of large white sur-
faces at low levels. Grounds were like most
others in need of additional work. There was
much broken glass in the well-located parking
area. Long span reinforced concrete buildings of
this type often have prolonged roof deflection,
generally not dangerous, but often making the
roof drainage system ineffective leaving water
ponded in the middle of the roof span. Water
that does not drain causes built-up roofs to
deteriorate. A former librarian at this branch
reported many leaks, and Mr. Doherty advised
us that he pumps the roof to avoid excessive
water build up, which could be a structural pro-

BOSTON PUBLIC LIBRARY 27

blem. This is obviously a situation that should be
corrected.

B. The building needs a finish floor, preferably a
carpet.

C. Glass: Like most other branches, it has con-
siderable broken glass in the higher windows.

D. Lighting: It was reported to us the lighting fix-
tures were of an experimental type requiring
lamps that are most difficult to obtain. If a
guaranteed supply cannot be found, the fixtures
will have to be replaced.

IV Fields Corner

A. The new modern facility has a substantial glass
breakage problem in spite of its very central
location. Many of the lower windows could be
bricked up improving energy consumption
without hurting aesthetics. We would be reluc-
tant to recommend closing off the higher sash.
They are smaller, cheaper to replace, and less
likely to be vandalized, and add to the at-
mosphere inside.

V Dudley Street

A. A new well-maintained facility. Location and
glass block has prevented vandalism and graffiti
evidenced elsewhere.

VI Roslindale

A. This facility is located right in the center of the
square similar to the Fields Corner facility, and
has some glass problem.

B. Grounds are minimal, but need work.

C. Large southeasterly windows require drapes in
order to reduce sun glare. New ones are very
desirable.

D. Some exterior wall maintenance needed.

28 REPORT OF THE EXAMINING COMMITTEE

VII Hyde Park

A. Architecture: In spite of its age (1898), the
building has a pleasant ambiance with good
stack and reading areas. Site is attractive.

B. Skylight and some roof leaks; drain pipes need
repair.

C. Lighting needs to be replaced.

D. Masonry needs repointing and repair.

E. Wood sash needs painting, caulking, etc.

VIII Charlestown

A. This is a new modern library building high above
the main street with excellent aesthetics. The
rear exterior wall is a gypsum sheathing board
totally unsuited for its use leaving the building
unsecure, and shortly may not be watertight. Its
replacement should be high priority.

B. Like many other branches, it has many broken
glass panes including some on the front. Many
on rear have already been replaced with
plywood. It is recommended that all the rear
sash be permanently blocked off. The front lites
of glass cannot be replaced without severely
damaging the library image in the area.

IX East Boston

A. Like Hyde Park and West Roxbury this unit is
very old but of nice design. Windows and
masonry need repair. No roof leaks reported.

B. Usual glass damage in spite of guards on most
sash. Again, it is probably advisable to remove
all glass except that facing Meridian Street.

X Orient Heights

A. Site is small, but like the larger branches, its loca-

BOSTON PUBLIC LIBRARY 29

tion is a congregating place for people who leave
their trash on the premises.

B. Exterior: The exterior of the building is in ex-
tremely bad condition. All windows are in such
need for painting, caulking, and glazing, they
may be too deteriorated to repair. Many panes
have virtually no putty and are held in place by
Librarian's book mending tape. The librarian is
rightfully concerned that a gust of wind could
blow panes into the building constituting quite a
hazard. Corner stones are loose and bricks are
badly in need of repointing. The only redeeming
feature on the exterior is the ivy which covers
much of two walls. In winter, the building will
certainly look even less inviting.

C. The librarian reported no roof leaks in spite of
the fact all the ceiling paint has failed. Perhaps
there were leaks that were repaired, or incorrect
paint material was used as speculated by the
librarian.

D. This building is not owned by the City, but
owner has not been charging rent recently.

XI Codman Square

A. This is a delightful new facility with little van-
dalism, perhaps because it is so new, and attrac-
tive. Nonetheless there are a few panes of glass
that have been broken for some time and not
replaced.

Report of the Subcommittee on Public Relations

The Subcommittee on Public Relations was told that the
Office of Programs and Public Relations brings together
three older library units: Programs, Public Relations,
and Information Services.

30 REPORT OF THE EXAMINING COMMITTEE

Over one hundred programs were offered in the Cen-
tral Library between July 1980 and June 1981. These
programs included the Writer in Society series, the
National Endowment for the Humanities Learning
Library Program, programs co-sponsored with the Har-
vard Book Store Cafe, the Wiggin Symposium, the
Bromsen Lecture, the Dwiggins Lecture (presented with
the help of an outside advisory committee), and many
others. There were programs offered as well for older
adults through the Never Too Late series.

Another level of programming was offered by the
branches including a variety of films for older adults as
well as programming for other age levels. In cases
where branches need city-wide coverage of an event,
assistance is available through the Office of Programs
and Public Relations.

The work of the Office of Programs and Public Rela-
tions involves writing up and arranging for announce-
ments, spot announcements, news releases, calendar
listings for TV, radio, and local newspapers. The
department is responsible for follow-up work via pic-
tures, materials delivery and placement checking.
Materials are distributed through the libraries of the
Eastern Regional Library System. The department is also
involved in designing invitations for all library events.

It was called to the attention of the sub-committee
that the Public Relations budget is not specific. It was
noted that calendar listings and photographs in the
newspapers are generally good, but radio coverage is
often spotty with public service announcements aired
at unusual times or not at all.

The sub-committee inquired as to whether the
department receives a regular clipping service and was
told that the New England Newsclip service was discon-
tinued because of expense. The sub-committee pointed
out that a clipping service is useful to compare what ap-
pears with what has been sent out originally, as well as
to keep generally informed as to media coverage of the
Library's events. It was pointed out that clipping is

BOSTON PUBLIC LIBRARY 3 1

done on a county basis with METRO including
everything inside the geographical area outlined by
Route 128. Material is filed into folders by subject. This
material can then be xeroxed and distributed in-house
to departments for their information, or to Trustees as a
Monthly Media Reports. It was brought out by the sub-
committee that it is also possible to subscribe to a video-
taping service on an item by item basis. This could serve
as part of a video annual report of acitivities highlighted
during the year.

The staff expressed interest in getting more critical
reviews of art-related exhibits on a regular baisis. Sugges-
tions were made that the Libary use the personality of
the artist in a profile article, contact appropriate
newspaper editors, film programmers and TV depart-
ments.

It appeared to the sub-committee that the editorial
support of the Library is good, that there is a need to
distribute announcements and build library image. It
was suggested that the library staff contact the editors/
managers of internal publications of large companies
and invite them to the library to discuss its programs.
Specifically it was suggested that library staff make sure
that credit lines are. given in all instances where library
materials are used. It was further suggested that Art
Editors be contacted and asked to visit the library to
become more familiar with art-related exhibits in the
effort to increase reviewing of these programs.

The sub-committee was extremely impressed with
the work that the Office of Programs and Public Rela-
tions has done in the face of the most stringent
budgetary limitations.

Report of the Subcommittee on Services
to the Public

Since December 1st, 1980 there has been a freeze on all
repair work in the branches and a drastic cutback on
hours and personnel. Whereas all the branches belong-
ing to the Boston PubUc Library have been kept open,

32 REPORT OF THE EXAMINING COMMITTEE

the hours of service have been cut in half and the
number of trained librarians reduced. The cut in hours
is reflected in the cut in circulation. The reduction of
number of trained librarians puts a strain on the
librarians who are working and changes the scope of
the service. Where a trained librarian is familiar with
the range of available material and can advise a bor-
rower on the appropriate material, the average untrain-
ed assistant cannot have the depth or breadth of
knowledge of the library school graduate.

There is a fear expressed that with this cutback in
trained librarians that a generation of children will be
lost to reading. The branches appeared to be responsive
to the needs of the library users in their communities
but the committee wonders if it would be possible for
an individual branch to put in for a book or books re-
quested by its readers and have the selection committee
review the requests and where reasonably possible com-
ply rather than having the branches limited to the cur-
rent system of preselection by the Central Library staff.

The collections in the branches visited by the com-
mittee members all suffered from losses and lack of
replacements due to inadequate funding. The buildings
themselves were all in need of repair to a greater or
lesser degree. The branch libraries are dependent on the
local police for protection and the sense of security
varied.

In the Boston Public Library system there are at pre-
sent twenty-four branches, two of which have become
reading rooms. The definition of a reading room is a
library staffed by a person or persons without formal
librarian's training. The present policy is to keep as
many branches as possible open so that the entire
population of the city of Boston will be served. Current-
ly within one and one half miles of every resident of the
city there is a library facility.

Though the rapport between the branch librarians,
their staffs and the supervisors appeared to be good,
there was a pervading sense that "they" did not com-

BOSTON PUBLIC LIBRARY 33

municate, that the communication downward was not
satisfactory.

Since December there have been a number of citizens
groups concerned with the cutback of library services.
These people see their branch libraries as a vital part of
the intellectual and spiritual lives of their communities.
It is to be hoped that the energy of these citizens groups
can be harnassed constructively and productively both
as a lobbying force and a source of help in the branches
and the central library, and that their concerns will be
addressed as quickly as possible.

The Committee believes that the people supervising
as well as those working in the branches are doing a
very fine job under the most difficult circumstances.

BOSTON

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