That is the response I often give when someone asks me what I do, after “private club librarian” leaves them looking perplexed. While that distinction is mostly true, it certainly doesn’t have to be. Libraries—with circulating collections of books, periodicals, films and more—can add a
significant value to club membership. Each one is unique in its size, scope and mission, and fills a special niche in the organization. Libraries serve as a sophisticated venue to hold a variety of events, an inviting and cozy spot to relax with a good book, and also as a resource to keep members engaged, both at the club and on the go.
Another question that usually arises when I explain my work as a club librarian, and certainly crosses the minds of club directors, is the relevance of libraries in the internet age. “Can’t most people find what they need online, through public libraries or Amazon? Isn’t librarianship sort of a dying profession?” In short, hardly. While the internet does indeed provide access to an endless array of media, finding quality and accurate sources can be daunting. The role of librarians has shifted from merely stew- ards of print collections to authorities on information literacy. We are friendly guides to literature, history and the arts and sciences. And those who value club memberships because of the warm and outstanding level of service they enjoy in the restaurant, at the bar or on the tennis courts will also appreciate the friendly and personalized ser- vices that a librarian can offer.
Before we explore those possibilities further, let’s look at a handful of private club libraries that stand out.
The University Club of New York City
Revered as one of the most beautiful libraries in the world, New York’s University Club library is not to be missed. Rows of gorgeous two-story, dark wood stacks, punctuated by bronze busts nestled in intricately carved niches, are crowned with a breathtakingly gilded vaulted ceiling. The library may be a masterpiece of Italian Renaissance Revival architecture, but it is far more than just an elegant space. With a collection ranging from fifteenth-century manuscripts to a robust offering of ebooks and streaming audiobooks, style meets substance. Library Director & Curator of Collections Andrew Berner oversees a small staff to make sure University Club members stay well-read and intellectually stimulated.
The Union League of Philadelphia
Philadelphia’s renowned Union League boasts a library, with a catalog of approximately 26,000 volumes. In addition to the collection of popular reading, films, journals and books-on-tape enjoyed by the general membership, the Union League Legacy Foundation’s Heritage Center cultivates an impressive collection of manuscripts, pamphlets and other archival material relating to Philadelphia history and the Civil War (the catalyst that led to the club’s founding). These sought-after collections are available to outside scholars and genealogists by appointment. The Foundation also stewards collections of The Civil War Museum of Philadelphia and The Military Order of the Loyal Legion of the United States.
The Union League Club of Chicago
The Union League Club of Chicago is proud of its 30,000-volume library, where Cheryl L. Ziegler has served as the director of libraries and archives for six years. The club also maintains robust archives that focus primarily on ULCC activity and members, but also contain a wealth of material on the history of Chicago. Ziegler has worked with club management to increase awareness and appreciation for the George N. Leighton Library and the adjacent business information center, a suite of five private office spaces and five open computer carrels. The private offices, which were designed with remote workers in mind, are available by reservation and help keep active business work out of the reading room.
The Royal Canadian Military Institute
A notable specialized club library can be found at The Royal Canadian Military Institute in Toronto. This 15,000-volume library holds materials related to all branches of Canada’s armed forces. In 2010, the RCMI closed its doors to begin a demolition and reconstruction. The modern facility preserves the clubhouse’s original facade, and the historically elegant library was recreated in the new space. Librarian Penny Lipman notes that the collection has grown over its 130-year history mostly through donations, but its unique military focus nevertheless draws the interest of outside scholars.
The Grolier Club of New York City
From its founding in 1884, the library of New York’s Grolier Club has been core to its mission of promoting “the study, collecting and appreciation of books and works on paper.” With more than 100,000 volumes on the art and history of books, rare and antiquarian book trading, and specimens of historic print and illustration, this library is a bibliophile’s dream come true. The collection is open to qualified researchers by appointment, though only Grolier Club members have exclusive browsing privileges. In addition to providing reference and bibliographical service to members and visiting scholars, librarian Meghan Constantinou, who holds a master’s degree in art history as well as library science, also curates exhibitions and authors a blog to highlight the wonders in this special collection.
Cosmos Club
Reflecting the interests and intellectual curiosity of the club’s founder, the famous American explorer and geologist John Wesley Powell, Cosmos Club’s library in Washington, D.C., overflows with expansive collections in the sciences, U.S. history and the arts. Roughly one-third of the library’s 12,000 volumes are authored by club members, who gain admission based on their achievements and contributions in their respective fields of study. The club occupies the historic Townsend Mansion on Embassy Row. The library, which was originally built for the same purpose by the Townsend family, is frequented by the membership, whether they wish to brush up on the treatises of Aristotle or simply unwind with a glass of sherry, served every weekday afternoon by Librarian and Head of Collections Management Thad Garrett.
Town and Country Club
Founded in 1893 and located in downtown San Francisco, the women-only Town and Country Club boasts a library for its members, as indicated by its bylaws. Librarian Laura Leyhe runs its operations while working closely with the Library Committee. The library hosts speakers, events and other programs that add value to the member experience. It also has begun an ebook service. The club’s small membership allows Leyhe to develop close relationships with members and better assist them in fulfilling requests.
Jonathan Club
Following a recent renovation, members at the Jonathan Club in Los Angeles have a renewed pride in their library. The library is divided into two spaces: a handsome wood-paneled study room that contains the stacks and is designated for silent work, and a grand reading room that allows for quiet conversation and drinks from the bar. The 7,500-volume collection is small but robust, with a focus on California history, Hollywood and Los Angeles-based fiction. The library also includes an extensive World War II section. Librarian Rebecca Yaghmour runs the library and helps facilitate the popular “meet the author” events.
Libraries as a Venue
A good clubhouse is designed to offer a variety of spaces for programming and private events. Clubs that include a library among those options are special. For weddings, they serve as a sophisticated backdrop for bridal party photos, away from the reception space where guests await their arrival. Author talks, book discussion meetings and other literary events are of course a natural fit in libraries as long as plenty of seating is available. At The University Club of Washington, DC, the Cellar Dwellers’ preferred space for wine and liquor tastings is the Keefer Memorial Library. Portraits of former club presidents hang on cranberry-colored walls above the bookcases that surround the room. When it is not reserved for a special event, the library is a great space for members to enjoy a pre-dinner cocktail with their guests.
However, as many club librarians will attest, the use of reading rooms and other library spaces for special events can be problematic. At clubs where the library is the preferred haven for those who seek uninterrupted peace and quiet, member expectations may dictate that the library always be available in that state. At the Cosmos Club, only the Book Discussion Group is permitted to use the library for their small monthly meetings, and the catering office does not allow the room to be rented for private events. A compromise could be to limit the hours the library is available for events and to advertise the times the librarian is on duty. This has worked well at the Union League Club of Chicago, where the library is available for events only after 4 p.m. on Saturdays and all-day Sundays. Exceptions may be made with the express authorization of the House Committee chair, Library Committee chair, or general manager. Changeable signage outside the library gives notice of special closings, mitigating member frustration.
Librarians and their advisory committees may also protest the allowance of eating and drinking near the books, where spills and sticky fingers could damage expensive or irreplaceable items. For this reason, food and beverage may be prohibited in the library. At the Jonathan Club, drinks from the bar are welcome in the library, but food is generally not permitted. The key is to negotiate a policy that both protects the collection and serves the needs of the club.
Libraries as a Retreat
Club librarians agree that their members treasure the guaranteed quiet and elegance that the library provides, away from the pervasive buzz of televisions at the bar and the chatter and clanging of utensils in the restaurant. It’s a space where they can be left alone to read, answer emails, and perhaps enjoy the occasional nap. “Club libraries are oases of calm and grandeur that provide members with a much-needed break from the noise and hustle of the modern city,” says Rebecca Yaghmour.
Here again, policies matter. Are visitors in the library expected to keep talking to a minimum and not louder than a whisper? Is the quiet use of laptops and mobile devices permitted? Will sound carry over from neighboring spaces and destroy the tranquil atmosphere? These are all considerations club leadership should take into account. Be mindful, though, that you do not want to put your librarian in a position where he or she has to police the members. Policies should be friendly, reasonable and easy to digest quickly. Sometimes, a simple sign stating “do not disturb others’’ or “please observe silence” works. At the Cosmos Club, the House Committee recently relaxed the rules to allow for the “silent use of electronic devices of all kinds . . . anywhere in the club.” This was a welcomed change in the library, where cell phones and laptops had been previously barred from use.
If members are split over the expectation of what activity is and isn’t appropriate in the library, consider providing separate spaces for more flexibility. Members will respect the
prohibition of electronic devices in the library if an alternative, technology-friendly workspace is available, such as the BIC at the Union League Club of Chicago or the Writer’s Room at the Cosmos Club. These office-like quarters give members privacy to take calls, meet with clients, and work without worry of disturbing others or spoiling a serene atmosphere. The Jonathan Club’s library is divided into two rooms: The stacks are meant for silent reading or work, whereas the larger reading room allows quiet conversation.
Libraries as a Service
The second most common reason that members love their club’s library is the wide range of services that libraries and librarians provide. Eleanor G. Lynch, librarian at the Metropolitan Club of the City of Washington, notes: “The library is considered by many to be the heart of our club, which was founded to promote ‘literary and social’ interests. Our service is very personalized and specific.” Librarians get to know members and their tastes so they can offer personalized reading recommendations. They anticipate which new titles will be in demand and can often set aside a portion of our budget to acquire special requests. If libraries don’t have the materials members need, librarians help them find ones that do; some club libraries even participate in interlibrary lending, networking with other librarians to share resources. Andrew Berner adds value to membership at the University Club of New York through his outreach and promotion of the collection. Says Berner, “I am a great believer in ‘sharing’ these
special materials with members and their guests, and regularly show them, describe them, write about them, and do lectures about them. I am definitely not the typical ‘gatekeeper’ librarian seeking to keep users away from these treasures.” Berner’s philosophy echoes the esteemed librarian S. R. Ranganathan’s first law of library science: books are for use.
At the Cosmos Club, our intellectual membership appreciates the traditional reference and bibliographic services I offer, but I also am frequently called upon to provide assistance one would typically expect from a concierge. I have helped members find concerts and theater productions to attend while travelling abroad. A member who planned to take public transportation
in an unfamiliar city requested my help navigating the system’s daunting website to find the bus routes and terminals she’d use. Another interaction was helping a member find and reconnect with a distant cousin by tracing obituaries and online public records. These are the reasons I became a librarian; I love to help connect people with information and satisfy their curiosities.
Librarians: Jacks of all Trades
For club directors who are looking to reduce salary budgets, a librarian may sound like a luxury that is easy to do without.
Can’t housekeeping keep bookshelves looking tidy? Perhaps a member volunteer or Library Committee could keep circulation running smoothly. Unfortunately, these arrangements don’t usually work out as hoped. The books aren’t kept in a logical order that makes it easy for members to find specific titles or subjects, and volunteers come and go with little accountability. Even if the librarian position is only part-time, that consistent and reliable stewardship of a trained professional will ensure that your library’s collection remains relevant and organized.
Putting a face with the space also makes the library more of an amenity than just a pretty room. However, know that when you have a librarian on staff, you’re getting more than a book peddler. Whether they are recent graduates of library science programs or have years of experience
working in other library settings, chances are that your librarian has picked up a number of useful skills along the way. Here are some of the additional competencies that are commonly found in a librarian’s résumé:
Event Planning—If your librarian has worked in a public library, they likely have experience planning and executing events that are designed to draw people into their space. Put those skills to use by having them assist with larger functions, or even take the reins arranging all literary events. Laura Leyhe, librarian at Town and Country Club, draws upon her years of experience managing a bookstore to coordinate book and author events that members love to attend.
Communications & Editing—Librarians often love to write, whether they are reviewing novels or highlighting items of interest in special collections. Those with academic experience probably have a cultivated sense of style and an eye for copyediting as well. Some may even have videography experience, or at least a willingness to learn. Consider adding the librarian to your communications team. At the Metropolitan Club of the City of Washington, Eleanor G. Lynch doubles as the communications director. Roberta Muñoz, librarian at Union Club of the City
of New York, is responsible for the weekly bulletin and other member communications.
Archives & Records Management—Archiving and records management go hand-in-hand with librarianship. In fact, most library science programs provide courses in both. A librarian can help club administration keep track of membership files, committee minutes, and past publications, and can also serve as the point of contact for related inquiries. Their expertise in archival lingo, materials and software could save your organization thousands of dollars in outsourcing.
In the multi-faceted world of private clubs, a well-chosen librarian can be the Swiss Army knife in your employee toolbox.
Growing a Library
If you’re beginning to wonder if a library (and a librarian) may be a worthwhile investment at your club, or if you’d like to enhance the one you have, you may be put off by the uncertain return on investment. Of course, funding the creation or renovation of a library or endowing the salary of a librarian may be attractive opportunities for a member to leave a lasting legacy at their “home away from home.” Who wouldn’t love to have a
library named in their honor? To get a jumpstart on a library collection, consider an invitation to the membership to donate gently used books, or create a wish list of titles and allow members to sponsor the purchases.
Annual budgets for new acquisitions and library resources vary greatly from club to club. Smaller libraries that simply aim to satisfy the general reader may spend between $3,000 and
$10,000 a year on new books. Larger libraries that maintain comprehensive collections and deal in antiquarian book trading have acquisition budgets upwards of $100,000, but those funds are often supplemented or covered completely through special fundraising. The University Club Library Associates in New York was founded in 1982 and has grown to more than 1,600 members. The Associates, whose members give annually at levels ranging from $100 to $1,000 (or $15,000 for lifetime membership), finances the library’s nonpayroll operations.
If your club hasn’t the space to build a physical library, consider building a virtual one. The startup costs, annual platform fees, and higher price per title have discouraged many private clubs from investing in ebook collections, but the few that have made the leap are reporting success. Berner notes that the borrowing of ebooks and audiobooks accounts for about half of the total circulation at the University Club of New York. At the Union League Club of Chicago, Chery L. Ziegler shares that online resources, which also include music and video streaming, are extremely popular, especially with nonresident members who rarely visit the physical library.
Adapting to COVID-19 Restrictions
The COVID-19 pandemic and resulting restrictions on public gatherings and indoor dining has forced private clubs to find creative ways to keep members engaged and justify the continued payment of dues. Sadly, with the hospitality and leisure industry being the hardest hit by the effects of the coronavirus, some clubs have had to cut their librarian positions. For those that were able to sustain the position, though, they found that librarians could easily adapt the services they provide to help maintain the value of membership. Just as many clubs began offering curbside pickup of food and beverage orders, librarians facilitated curbside pickup of books and movies. Others began sending materials by mail, with members happy to cover the shipping costs and accept responsibility for loss and damages. Clubs with ebook and streaming audiobook collections expanded their virtual holdings to keep members reading at home—a smart move, as many public libraries were inundated with requests to borrow ebooks.
Club librarians who have remained on the payroll during the pandemic have likely played a role in the transition to remote programming as well. As a former instructional librarian at a university with fully online programs, I drew upon my experience with remote learning software to get the staff and membership of the Cosmos Club online. By early April 2020, the club’s committees and interest groups began hosting events through Zoom and are now scheduling an average of fifteen programs each week. The quick response has kept the club relevant and accessible while the clubhouse itself has remained mostly closed.
As many club managers have come to realize, these new modes of engagement and outreach spurred by the pandemic are not going to disappear when restrictions are lifted. Nonresident members, as well as those with busy schedules and reduced mobility, have been finding more value in their membership than ever before. Librarians stand ready to plan and participate in sustainable workflows to continue serving members remotely in these new and exciting ways.
When the pandemic is finally in our rearview mirror and clubs can once again fully open their doors, librarians will be delighted to welcome members and guests back to their spaces. “Although there are other libraries nearby, our Town and Country Club members enjoy belonging to this private club, which becomes an extension of their homes since we combine a social, dining and literary opportunity, all in a charming and comfortable location,” says Laura Leyhe. “We offer our members a personal touch and have created a sense of community among staff and members that is a long-lasting connection.”
Thad Garrett has been the librarian at the Cosmos Club in Washington, D.C., since 2018. He can be reached at [email protected].