Minutes of Meeting In Board of Trustees
Trustees’ Capital Projects Committee Tuesday, January 7, 2003

A meeting of the Trustees’ Capital Projects Committee was held in the Trustees’ Room of the Johnson Building at 10:00 a.m.

Present at the meeting were: Trustee Angelo M. Scaccia; President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Menino; Charles Worcester, Assistant Director, Division of Capital Construction; P.A. d’Arbeloff, Communications Officer; Kathleen Kirleis, Chief Financial Officer; Robert Flynn, Facilities Officer; Edward Maheigan, Budget and Procurement Manager; and Jamie McGlone, Clerk to the Trustees.

Chairman Angelo M. Scaccia presiding.

The first item on the order of business was the approval of Minutes for the Trustees’ Capital Projects Committee Meeting on November 4, 2002. On a motion duly made and seconded, the Minutes for the Trustees’ Capital Projects Committee Meeting on November 4, 2002 were approved.

Mr. Charles Worcester provided an update on the status and progress of the McKim Restoration project, Phase IIC which has commenced and will consist of the renovation of several significant public spaces including the original Trustees’ Room; the Cheverus Room; the Abbey Room; and the Sargent Gallery; in addition to the restoration of the priceless murals by John Singer Sargent and Edwin Austin Abbey.

President Margolis noted that the restoration work on the Sargent Gallery murals and Cheverus Room by the conservators from Straus Center for Conservation at the Harvard University Art Museums has commenced and led the Committee members on a tour of the Sargent Gallery and the Cheverus Room.

The project scope for McKim Restoration, Phase IIC also includes the renovation of the McKim fifth floor, the installation of a new elevator for greater accessibility to the Abbey Foyer, the installation of a new book conveyor system, the installation of new restrooms and the upgrading of the current restrooms, window restoration, electrical and mechanical work, as well as furnishing of the McKim Lobby and the original Trustees’ Room.

The architectural services for McKim Phase IIC are being provided by Shepley, Bulfinch, Richardson & Abbott, Inc. The contractor for the project is Lee Kennedy Company and the Straus Center for Conservation at the Harvard University Art Museums is overseeing the restoration of the McKim murals.

With regard to McKim Phase IIC project schedule and financing, the construction for the next phase of the McKim project is estimated to cost $14.3 million and is slated to be completed by May 2004, including the background work on the heating, air conditioning, mechanical and electrical portions of the project, in preparation for the restoration of the Abbey and Sargent Gallery murals and related building artwork.

On the financial front, funding for the project is in place at the City Treasury and is estimated at a total project budget of $20.4 million, including the transfer of the $7.5 million from the State-funded match as a result of the City’s advance of $1.2 million, which has been fully reimbursed to the City of Boston. The project budget also includes funding for architectural services provided by Shepley, Bulfinch, Richardson & Abbott, Inc. coupled with additional costs related to signage, artwork restoration, furnishings and a contingency reserve fund.

President Margolis provided an update on the beginning planning efforts for the next phase of the project, McKim Restoration project, Phase IID. The President noted that the Library has begun internal discussions and processes pertaining to the development of the project scope for McKim Phase IID coupled with a preliminary review of the capital funds which would need to be raised for the project.

The President reported that the project scope under consideration for Phase IID will include the renovation of several significant public spaces, including the Print Gallery, Music and Fine Arts Departments, the Rare Books and Manuscripts Department, and the Map Center on the McKim third floor.

While the project schedule and timetable has not yet been established for Phase IID, they will be driven in part by fundraising efforts and by Phase IIC’s projected completion date of May 2004. In addition, the Library would anticipate seeking funding for Phase IID with a heavy reliance on potential individual donors and federal sources estimated at a total project budget of $25 million.

Ms. Alice Hennessey recalled that a wonderful presentation was made by the Department of Neighborhood Development pertaining to a study outlining what ideally would be needed to complete the McKim Restoration project and asked that a copy of the report be shared with Chairman Scaccia.

The President reported on the progress being made on the McKim Map Room Café and Tea Room project noting that the Trustees’ Finance Committee, at its meeting tomorrow, would be provided with an update on the proposed Café design development plans and recommendation for a designated Library food services vendor.

On a separate but related topic, the President noted that the proposed recommendations for improving the acoustics in both spaces have been approved by the Landmarks Commission, along with other changes to the McKim Map Room Café and Tea Room, which is slated to be fully operational by early spring 2003.

In other ongoing Library capital projects, the President reported on the progress being made on the South End Branch Library Window Replacement project noting that the Division of Capital Construction requested the general contractor terminate the contract with the original sub-contractor for the new windows while the contractor pursues the window replacements under a new contract.

The President also provided an update on the progress of projects impacting eighteen different branches in various phases of capital work, including the recent installation of iron gates for the two exterior Courtyards at the Allston Branch Library. Meanwhile, work is underway by the Division of Capital Construction on a number of outstanding items remaining on the final punch list slated for the new Branch Library.

On the awards front, the Allston Branch Library has been honored with an award by the Boston Society of Architects and the New England Association of the American Institute of Architects (AIA) and has been recommended for an award from the National AIA, which the Hyde Park Branch Library won in 2000.

Meanwhile, preparations are underway for exterior renovations at the Codman Square, Grove Hall and Lower Mills Branch Libraries which presently are in the design development phase with a projected bid due date by mid February 2003. Further, renovations to the Roslindale and South Boston Branches are also in the design development phase with a projected bid due date in March 2003 and Roof Repairs at Five Branches are in the design phase with an anticipated bid due date early March 2003.

On the collaborative front, the Boston Public Library and the Boston Parks Department are working in concert to address ADA accessibility improvements at the Parker Hill Branch by having the entrance to an unobtrusive handicapped access ramp start in the park adjacent to the Library. To further that end, the project is in the design development phase with a projected bid due date by early mid-May 2003.

In addition, the President noted that bids are due late winter 2003 for major roof repairs and ADA accessibility improvements at the Connolly Branch Library while a projected due date of mid-February 2003 has been established for a variety of capital improvements to the Faneuil and Jamaica Plain Branches, which will be funded in part from a grant received from the Massachusetts Historic Commission.

Meanwhile, the preparation of working drawings is underway for renovations earmarked for the McKim Basement/Flood Recovery project. The contract is being amended to bring engineering on board to produce the working drawings for the HVAC system required to support meeting and event uses in a portion of the basement area with an anticipated bid due date by March 2003.

On the Branch Library development front, the President reported that the program work had been completed as part of the siting studies for the Mattapan and Uphams Corner Branch Libraries by the firm of Schwartz, Silver Architects, but in light of budgetary constraints, the Library is not proceeding at this time with the site selection work to identify potential sites for new branch libraries earmarked for both communities.

Mr. Edward Maheigan shared with the Committee members a list of the ongoing Critical Repair Fund Projects for FY 2003 reflecting a total annual budget of $250,000 earmarked for smaller capital projects not exceeding $25,000, including roof and bathroom repairs, boiler replacements, environmental testing, and the installation of sound attenuators in the Johnson building to reduce exterior noise from the Library’s mechanical systems. To date, Mr. Maheigan reported that critical repair capital projects totaling $206,625.00 have been committed to or are in process for FY 2003.

Mr. Robert Flynn reported on a number of critical repair fund projects successfully completed for FY 2003, including the emergency repairs to the fire alarm electrical circuitry unit at the Dartmouth Street entrance to the McKim building. Meanwhile, renovations to the public and staff restrooms and front door replacements are underway at several branch locations coupled with the near completion of the installation of new boilers at every branch library.

Chairman Scaccia scheduled the next Trustees’ Capital Projects Committee meeting for Tuesday, March 11, 2003 at 10:00 a.m. There being no further business, the meeting of the Trustees’ Capital Projects Committee adjourned at 12 noon.

Respectfully submitted,

Jamie McGlone
Clerk to the Trustees