Annual report

THE BOSTON PUBLIC LIBRARY

ANNUAL REPORT 1 990-1 991

THE BOSTON PUBLIC LIBRARY

Annual Report

For the Year Ending June 30, 1991

Document 15

The Trustees of the Pubhc Library of the City of Boston

Trustees of the Public Library

of

The City of Boston

William M. Bulger, President

Arthur F. F. Snyder, Vice President

Robert W. Gonsalvo

Berthe M. Gaines

William O. Taylor

ANNUAL REPORT FY91

As the Queen expressed it in Carroll's Through the Looking
Glass, "It takes all the running you can do, to keep in the same
place. If you want to get somewhere else, you must run at least
twice as fast as that!"

The Queen's remarks aptly describe the pattern of the
Library's FY91. The year was characterized by building on the
efforts of the prior years: advancing in automation and
presentation, restoration of the McKim building, programming
and exhibitions, and responsiveness to patrons' needs. The
forward motion was accomplished in the face of obstacles
related to budget reduction, increased materials costs, and staff
and space shortages.

The two major themes of the year for the Research
Library office were planning for budget reductions and planning
for the renovation of the Mcl^m building. The thrust of budget
planning was to preserve public serv^ice as much as possible. As a
result, greatest losses were in staffing special collections, the
areas which make the Library a major research institution
throughout the world, but invite less general public, day-to-day
usage.

Budget planning commenced in November and continued
throughout the year. There were dramatic cuts in several
departments. The reassignment of all staff of the Jordan
Collection was necessitated by proposed budget losses as was
the cutback of staff in the Print Department and in the Ivirstein
Business Branch, also the continuing vacancies in the
Conservation Laboratory, the Fine Arts Department, and the
Research Library office — all described by the assistant director
for resources and processing as "debilitating."

Planning for remote storage of materials has been an
activity that grows in importance. The necessity to plan because
of the renovation of the McKim building has meant that we have
gathered more information, done more charts, and thought

more about the long term space needs of the Library than we
may otherwise have done. We have used the personal computer
to build a database of information that includes materials stored
presently in various locations, quantified in linear or cubic feet
required for storage, where such materials will need to be
moved, whether repacking, storage in cartons or on shelves,
special handling, or special storage conditions are needed. This
database has already proved very valuable in making
arrangements for the storage of materials in the Gharlestown
Service Building.

In its status as a major research library in the nation,
several years the Library has concentrated on preservation
needs. With the creation of a modem conservation library, with
leadership in the region in state-of-the-art methods and
equipment, and with the production of an instructive video
cassette on conservation, the Library has moved ahead in
insuring the longevity of rare items.

Continuing a project begun in FY90, representatives
from the entire staff of the Library participated in the
Preservation Self-Study sponsored by the Association of
Research Libraries, but the greatest emphasis of the study was
on research Library materials and staff. A six-member study
team began work in the fall on a background paper. When that
was completed, five task forces were appointed to study specific
areas of need. These task forces worked from fall to early March
when they made their reports to the study team. The team then
began to prepare the final report, which will be published by the
Association of Research Libraries. It is hoped that this study will
be a major tool for the Library to use in the next several years in
determining priorities for preservation activities. The study also
became a staff development opportunity with a project structure
already identified to help staff members formulate goals, do
research, and come up with conclusions in a fairly short period
of time. Many people who worked on the study were impressed

with what they themselves had accompHshed so it also became a
vehicle of confidence-building.

Another extremely important preservation project was
the awarding by the U.S. Department of Education of a grant to
the Boston Public Library under the Strengthening Research
Libraries program for cataloging and preservation of selected
items in the Allen A. Brown Music Collection. This grant for
^123,733 will enable the Library to preserve some items that
have been withdrawn from serv^ice because they are so fragile. It
will enable the Library to catalog on a national database all the
items from the collection that have already been filmed so that
scholars throughout the country will have access to them. The
grant becomes a reaffirmation of the importance of the Boston
Public Library's unique special collections.

A key achievement this year was the completed
conserv^ation of the John Adams Collection. \Vhen the
conservation laboratory in the Rare Book Department was
established in 1981 with a grant from the Office of Higher
Education, Title II, work commenced immediately on the
personal library of the second president of the United States. All
three thousand volumes were in conditions mandating
conservation attention. In FY91 all volumes have become
accessible to scholars. In celebration of the completed task an
exhibit vv^as mounted with photographs of items before
restoration and the volumes themselves after restoration. Three
descendants of John Adams attended the reception which
opened the exhibition.

Evidence of the Electronic Age
The opportunities presented by the electronic age became more
and more visible this year as the Research Library departments
became more involved in on-line searching, the use of CD/ROM
databases, and the electronic links to other library catalogs and
databases. On-line access to the Boston Library Consortium
Union List promises to be a great advantage in helping patrons

with information on periodical holdings. It is expected that in
the coming year the Index to State and Local Documents,
prepared by the Government Documents Department, will be
available on-Hne. The three CD/ROM workstations installed at
Kirstein Business Branch are regularly in use, and other
departments are asking for workstations.

This demonstrated need to acquire databases and
equipment has had major impact on the acquisitions budget
since funds for electronic sources are taken from funds formerly
used to purchase books. The number of books purchased is
sharply curtailed as a growing percentage of the already limited
funds is spent for computers, modems, discs, telecommun-
ications, and access to databases. Staff training in the use of
these new sources is also costly.

The changing technology has altered user expectations
considerably. Reference staff note that patrons demand ever
quicker, ever more detailed and sophisticated information, and
want answers to questions rather than knowledge of how to find
the answers. The impact is felt when more professional meetings
are devoted to resource sharing since it is impossible to buy
everything, and new technology makes sharing more feasible.
Research Library staff have been involved in committees of the
Boston Library Consortium and Board of Library Com-
missioners that are focused on resource sharing. Each Research
Library department now has at least one electronic piece of
equipment and many have several.

This year saw continued development in the area of
applying computer technology to services and operations in
Community Library Services. During the year, retrospective
barcoding was completed on the collections of nine more branch
libraries. As of this time, 18 of the 25 branches, in addition to
the central library, are offering fully automated circulation
services on the new DRA system.

Early in the year, the DRA system use was expanded to
include the "reserve" system component. This means that a

reserv^e request for a patron anywhere in the system can now be
filled with any copy from the central library or a branch. As a
result of this system, the waiting lists and waiting time for very
popular titles such as best sellers have been dramatically
reduced, and at some sites, eliminated. From Adams Street
Branch came a commentary repeated frequently: "All our
public, young and old, now make wide use of the computerized
reserv^e system. Previously, it was rare for a child to reserv^e a
book. Now it is becoming routine through the wonders of
barcoding. It has also affected the type of books reserved. Before
it was mainly best sellers. With the advent of the computer,
older titles and more diverse titles are ordered. The collection
has literally been open up to the public, and is used more widely
than ever."

The newest development in the Audio-Visual Department
was the circulation of the compact disc collection. In addition,
the circulation of audio-cassettes and recordings has continued
to increase.

Microcomputer technology was or will be added at four
sites in Community Library Services. An APPLE computer and
"Book Brain" software were added to the resources of the
central library's children's room through a "Boston Works
Smarter" award. Based on answers given by the child to a series
of questions that define reading levels and interests, this
computer software can be used by a child to compile lists of
books to read. Also as a result of a "Boston Works Smarter"
award, a microcomputer was installed in the Mobile Library
Services Department. With the eventual addition of database
management software, the computer will allow staff to automate
complex records of reading interests and histories of homebound
individuals whom the department serves.

Local businessman Reinhard Goethert presented the
Brighton Branch Library with an APPLE II Plus computer and
software for use by children. The computer and games have
been very popular with children ranging in age from 3 to 14.

A grant from the Massachusetts Board of Library
Commissioners under the LSGA Title I program was awarded to
the Access Center for a second phase of technological
development. Through this grant, access will be provided for
disabled patrons to CD/ROM reference materials and eventually
to the Library's on-line public access catalog, through the use of
an IBM compatible computer and large print. Braille, and speech
peripherals.

Exhibitions and Programming
The Research Library departments. General Library, and
branches continued to acquaint the public with the richness and
diversity of the Library's collections through exhibitions.
"Marching to the Tune of the Union" was inspired by Ken
Burns's Civil War. "Politics and Polkas" was timed to coincide
with the gubernatorial election. A list of exhibits numbered in
the hundreds. And the interests of adults, young adults, and
children were represented in hundred of programs. For example,
a series of workshops utilized puppetry and storytelling to
highlight "Tales of Women in History." And for young adults,
Sedric Jones of the New England Patriots described his life as an
athlete. Suffice it to say that the device of capturing viewer and
audience attention with imaginative, interpretive, timely
exhibits and programs was pursued with a flourish.

Programs in central and branches repeatedly called on
authors as speakers. Noting the accelerated importance of
nonprint media, the special projects officer in central said: "No
matter how modern and automated libraries become, most
people still think of libraries as places where they can borrow
books, and it is a major goal of library programs to enhance and
promote books and their authors."

In still other programming efforts offered in cooperation
with local groups, the annual lecture sponsored with the Society
of Architectural Historians, New England, this year featured
architect Gerhard Kallmann. And Harvard Professor Richard

8

Pipes spoke about his widely acclaimed book The Russian
Revolution, and still with a Russian setting, Joseph Finder spoke
on his thriller The Moscow Club. Art historian Henry Augustine
Tate celebrated Valentine's Day with a lecture: "Arts, Hearts,
and Valentines: The Theme of Lovers in Art from Ancient Times
to the Contemporary Scene." The Calumet Quintet performed
at the Library as part of the Library's announcement of the
receipt of a grant of iS123,000 from the U.S. Department of
Education for cataloging and microfilming the Brown Collection.
Quintet members are regular users of the Music Department and
performed at a much reduced performance fee.

The Rare Book Department celebrated the 90th
anniversary of the founding of the Boston Authors Club with a
lecture, reception, and an exhibit. The traditional Dwiggins
Lecture was offered this year by Keeper of Prints Sinclair H.
Hitchings. Columbus was approached from a Spanish point of
view with a lecture by Professor Francisco Morales Patron from
the University of Seville.

Grants and Gifts
More than $1,000,000 in grants was received by the Library in
FY91, including $400,000 from the National Endowment for the
Humanities for the bibliographic implementation phase of the
Massachusetts Newspaper Program; a grant of $123,000 for the
cataloging and preservation of materials from the Allen A.
Brown Collection; the fourth payment of a $1 miUion pledge
from the Boston Globe Foundation directed to the endowment
for literacy and reading enhancement programs; $50,000 from
the Associates of the Boston Public Library targeted for special
collections and projects; a grant of $75,000 from the SURDNA
Foundation for a visiting scholar to work on prints; almost
$20,000 for the Access Center to expand its computer
technology; $2,036 from the Massachusetts Council on the Arts
and Humanities for a joint project between the Library and the
Handel & Hayden Society to microfilm concert programs and

9

scrapbook materials; and 27 passes to the Museum of Science
(valued at )^13,500), a gift from the Lowell Institute.

A grant of ^119,750 (LSGA Title III) was received by the
Boston Library Consortium that will allow the Library access to
NEARnet (New England Academic Research Network); also
received by the Consortium was a grant of )^195,734 from the
Higher Education Act for Library Technology that will support
the installation of a computer system and components to serve
as a platform for Union List searching.

A substantial number of major gifts was received this
year, among them: a splendid copy of Through the Looking
Glass by Lewis Carroll, illustrated by Barry Moser; Surinomo:
PHnts by Elbow, a limited edition with special paper and
bindings related to the graphic arts; volumes 1-7 of Louis L
Kahn Archives: Completely Illustrated Catalogue of the
Drawings in the Louis L Kahn Collection; the archives of
Impressions Workshop, gift of Stephen Andrus; a portfolio. Stone
with the Angel, poems by Leo Bronstein and ten lithographs by
Arthur Polansky; a limited facsimile edition of The Book of Kells,
gift of Daniel Rea; 40 newspapers from 1828-1898, including the
New York Times April 1865 edition reporting the assassination
of President Lincoln; and hundreds of other important gifts.

The gift items received in FY91 numbered 26,309 and
represented the full range of formats: hardcovers, paperbacks,
magazines, newspapers, records, cassettes, videos, compact
discs, sheet music, and more. Gifts were checked against the
holdings of the Library for titles not already in the collection
and also underwent comparative checking with materials
already in the Library to determine the better items. A total of
10,310 were added to the Research Library including 82 items
which merited inclusion in the Rare Book Department.

Behind-the-Scenes/Book Activities
Before the books and other materials appear on shelf there is
much behind-the-scenes preparation: from examination of new

10

books for ordering consideration, then ordering, then cataloging,
and finally physical preparation of the item for circulation or
research use.

Numbers of acquisitions this year diminished. Although
the Library budgets in FY90 and FY91 were not significantly
different, the purchasing power of the present year was lower.
Inflation, the high cost of non-print material, and the number of
non-book bibliographic services cut into the book budget. The
range of what is broadly referred to as "books" is broad: works
for adults and children, from major publishers, universities, and
small presses; U.S. and foreign, current and replacement titles,
paperbacks and large print books.

Added to the print materials here described are the
essential serials acquisitions. The Library remains in the
forefront of serials control with a planned installation of
INNOVAGQ, which goes well beyond a check-in system by
offering managerial reports and the ability to tapeload invoice
information. Budget restrictions led this year to the curtailment
of many serial orders. Mentioned earlier, in terms of budget
allocation for materials acquisition, is the considerable
percentage now dedicated to CD ROM subscriptions.

During FY91 the Library purchased 50,576 titles and
152,387 volumes. The Library added 18 CD ROM products and
14 new Infotrac work stations.

The work of Automated Cataloging Support encompassed
several operations in addition to generating cards and labels for
the Library, the Eastern Region deposit centers, and the
approximately 55 members of the GGP (Cooperative Cataloging
Program). The department conducted ongoing development for
the new SPECTRUM system for the CCP and gave
demonstrations. More work remains to be done before the
system becomes operational.

Staff training was provided on PRISM, OCLC's new on-
line cataloging and searching database. In continuing support of
other OCLC services, the department busily implemented new

11

software programs, handled hardware trouble-shooting,
telecommunications programs, installation of new equipment,
and writing and distribution of documentation. A few statistics
demonstrate the intensive activity of the department: total
catalog cards produced numbered 1,005,944, and 281,197
labels.

The Book Preparation section prepared book and non-
book materials (cassettes, mixed media, books on tapes, sound
recordings) for circulation in an effort that included barcoding
and relabeling. A total of 280,959 items were "prepped" in
FY91.

Resources and Processing managed several activities that
enhanced the organization, preservation, and accessibility of
materials already part of the Library's holdings. Completed in
December 1990 was a project, supported by the Library Services
and Construction Act, which had begun in August 1989. This
project led to the processing of a backlog of some 30,000
volumes. In still another effort, the preparation of the inventory
of nonprint items in the Joan of Arc Collection continued.
Targeted for the inventory are more than 500 pieces — pictures,
figural items, and other nonprint items in the gift from John
Cardinal Wright. In the Brown Collection project, attention was
given to the cataloging of music scores, to technical
implications, and to formulation of protocols.

The Massachusetts Newspaper Program advanced this
year with completion of the cataloging of all titles (a total of
1,663) held on microfilm by the Library, as well as many Boston
newspapers on film (463). In related activities, the Library
generated interest in the project with the exhibit of the only
extant copy of Piiblick OccuiTences; participated in a panel
sponsored by the New England Press Association; and took part
in a program of the New England Library Association on the
regional newspaper projects.

A major book-centered activity is the Interlibrary
Loan/Catalog Information Department. In FY91, the proverbial

12

wires buzzed with thousands of transactions. Aided by the DRA
automated circulation/reserve system and facsimile trans-
mission, staff were able to supply patron requests throughout
the Library branch system and Eastern Regional System.

Testament to the accelerated response to patron requests
were the repeated acknowledgments: a 96-year-old blind woman
on Gape God was "happy to remember again" a verse by Edwin
Markham; A Foxborough patron gratefully acknowledged
receiving a needed article from the Jouimal of the American
Medical Association in one day. In FY91 Massachusetts public
libraries were sent 26,497 items; non-public libraries, 5,597
items. Information conveyed by Gatalog Information reached a
total of 28,253 phone calls, and staff answered 22,813 ready
reference questions. Key words in Interlibrary Loan as it shipped
books, FAXes, and answers by phone are "fill Rate" and
"turnaround time." The statistics for both were positive in
FY91 — and mounting.

To the reader, the researcher, and the visitor, the Library
emerges as the center of books, exhibits, and programs. To make
such materials and services possible, the Library is necessarily a
major business operation. Behind the scenes, the Business
Office, supported by Accounting, handles the full spectrum of
contract management, ordering of all supplies — everything from
pencils and paper towels to acid-free storage containers and
snow removal equipment to the books themselves. All the steps
of acquisition include shipping arrangements, storage, and
inventory control, and, of course, the receipt, payment, and
eventual auditing of the costs encumbered.

The Shipping Department is charged with the in and out
flow of mail, library materials, supplies, and equipment. The
processes include receiving, sorting, and distributing arriving
materials. Shipping serves all central library units, branch
libraries, members of the Eastern Regional Library System, and
the Boston Library Gonsortium. Daily delivery service this year

13

handled 79 locations on four truck routes. The department
processed 208,752 pieces through the U.S. Postal System. The
central library received approximately 1,250,000 pieces of mail.
In response to requests for items from central and branches, the
stock room of the Shipping Department received 1,200 supply
requisitions requesting approximately 12,912 items of which
93% were supplied.

A busy arm of the Business Office is the Duplicating
Section that is charged with the production of print items:
flyers, invitations, programs, posters, reading lists, bookmarks,
booklets, and forms for the Library, the Boston Library
Consortium, the Metro Boston Library Network, the Office of
Higher Education, the Eastern Region, and the Associates of the
Boston Public Library. The procedures involved in the print
operation, in addition to printing itself, are numerous and
mandate special equipment: the creation of plates or duplicating
impressions, copying, collating, stapling, folding/perforating,
scoring, padding, shrink wrapping, inserting, addressing, and —
finally — distribution. In FY91 the items produced in the
Duplicating Section numbered 1,023 jobs which utilized
1,162,138 sheets of paper.

Buildings
This year the McKim building achieved full readiness for the
actual beginning of restoration/renovation. By February the
trustees had successfully attained all permits necessary to issue
formal construction bids for Phase I. Plans were made for the
removal of the extensive Research Library holdings to the
Gharlestown Service building. At least 100,000 items need to be
transferred.

By the end of March, plans and specifications for the
project were advertised with bids from sub-contractors
(masonry, metal fabrications, waterproofing, glazing) due May 2
and general contractor bids due May 30. With the conclusion of
FY91, the lowest bidder, Peabody Construction Company of

14

Braintree, having complied fully with specifications and legal
obligations, was awarded the contract. Gerald E. Dopp was
named clerk of the works.

The scope of activities in the Buildings Department
remained demanding and extensive in FY91. Attention was
directed to electrical/mechanical/plumbing systems in central
and the branches, to security, communications, custodial and
laborer services, repairs, painting, carpentry, and extermination.
Carpentry projects ranged from building bookcases to repairing
damages from storms or vandalism. The frequent installation or
dismantling of central library exhibits often called for carpentry.
Painting assignments included refurbishing branches and
central, removal of graffiti, and refinishing furniture.

Particular attention went to Inspection and Information
Services with the objective of training and educating staff in
relations with the public and consistency in enforcing library
policies related to security.

Custodial Services experienced great turnover in FY91,
leaving staff coverage thin. The plan to create a travel crew of
custodians, ready to serve as branch replacements or to respond
immediately to units needing custodial attention failed to
become a reality.

Cost containment was a major focus this year. The
department worked with Boston Edison Energy Conservation in
relamping Dudley Branch and the central cafeteria. Branch
buildings were monitored to control costs of lighting and
mechanical equipment.

Preparation moved ahead for the expansion of data
processing by planning for laying out cables and terminals
throughout the system. Air-conditioning, essential for central
data processing equipment, was constantly monitored.

The Buildings Department worked in close cooperation
with the Boston Athletic Association for the Boston Marathon
that finishes in front of the Library on Boylston Street.

15

The supervisor of Library buildings summed up his
department's mission: "Since the operation of the Buildings
Department reflects the Library visually, we will continue to
perform its duties with a goal of improving the quality of work
with high standards."

Friends
Since last year, two more neighborhood Friends of the Library
groups have been formed at the Godman Square and Uphams
Corner Branch Libraries. There are now 20 such neighborhood
groups, in addition to the City-Wide Friends and the Associates.
The combined membership of these groups is now estimated at
more than two thousand individuals.

In addition to continuing their financial support of
library programs, Friends groups also contributed to other
special projects. In Charlestown, for instance, the Friends
underwrote the costs of restoring the branch library's painting
by Samuel F. B. Morse. In the West End, the Friends received a
second two-thousand-dollar grant from the Boston Foundation
under the Greenspace Alliance Program to continue im-
provements to the library grounds. The Faneuil Branch Friends
contributed 40 stackable chairs to augment available seating for
branch programs.

Of particular note was an initiative of the City- Wide
Friends to underwrite the costs for provision of admission passes
to the New England Aquarium at all 25 branch libraries and the
central library. The passes complement Museum of Science
admission passes which were donated for the first time this year
by the Museum under a grant it had received from the Lowell
Institute. Both passes are in constant use and are proving to be
an effective means of encouraging greater use of these Boston
institutions by local neighborhood residents.

16

Staff
Many staff members were recognized this year for their
achievements and special contributions. Euclid (Ed) Peltier,
founder of the Library's Audiovisual Department, retired after
more than 40 years of service. In their meeting of 27 February
1991, the Trustees voted to bestow on Ed Peltier the title of
Curator of Films, Emeritus, citing his extensive contributions to
the Library and its patrons, to libraries across the nation, and to
the film industry. In an overflow Rabb Lecture Hall, Ed's friends
and colleagues gave a special tribute. Michael Blowen, film critic
for the Boston Globe, called Ed "one of Boston's most important
protectors of film art."

Ruth Chamberlain Kowal was named this year to the post
of Regional administrator of the Eastern Massachusetts Regional
Library System. Kowal came to the Library from her position as
Regional Administrator, Central Massachusetts Regional System
in Worcester. She had previously served in executive library
positions in southeastern Massachusetts and in New York State.

Concluding Thoughts
Once again as FY91 draws to a close the Library is faced with
budget problems and the need to plan alternatives in terms of
hours of service and staffing for FY92. Let me quote the ever
quotable David McCord, who wrote at the time of the Library's
centennial: "The problems of adapting this great building to the
present-day pressures, with the periodic need for more space, is
not easy of solution."

Almost forty years later, adapting the central library and
branches to current problems is not easy, but we are moving in
double-time to find solutions.

Arthur Curley
Director and Librarian

17

Library Resources

General Book Collections

Volumes

5,904,605

Special Collections

Rare Books and Manuscripts

1,238,612

Prints

725,924

Patents

9,435,056

Maps

319,218

Government Documents

2,110,908

Musical Scores

96,910

Periodicals

Current Subscriptions

16,923

Non-Print Materials

Audio-Recordings

329,618

Films & Video Cassettes

17,445

Microforms

4,416.851

TOTAL

24,612,070

Library

Use

Visitors

2,085,716

Programs

5,024

Program Attendance

168,029

Items Borrowed

2,127,039

Volumes Consulted

976,033

Reference Inquiries

1,339,049

Photocopies

1,498,000

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