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Boston Public Library Trustees' Capital Projects Committee Board of Trustees |
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Minutes of the November 4, 2002 meeting Minutes of Meeting In Board of Trustees Trustees’ Capital Projects Committee 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 Berthé M. Gaines; 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; Marie Pettibone, Executive Director, and Susan Clarke, Development Director, the Boston Public Library Foundation; Edward Maheigan, Budget and Procurement Manager; and Jamie McGlone, Clerk to the Trustees. Trustee Berthé M. Gaines presiding. The first item on the order of business was the approval of Minutes for the Trustees’ Capital Projects Committee Meeting on September 4, 2002. On a motion duly made and seconded, the Minutes for the Trustees’ Capital Projects Committee Meeting on September 4, 2002 were approved. Mr. Charles Worcester provided an update on the status of the McKim Restoration project, Phase IIB (Courtyard/Roof) which is 100% complete. Subsequent to the last Capital Projects Committee meeting, Mr. Worcester reported that two previously outstanding punch list items were successfully completed, including the restoration and installation of several flag pole brackets located on the façade of the McKim building and final closure on Phase IIB financing. Mr. Charles Worcester also reported on the status of the McKim Restoration project, Phase IIC project scope, schedule and financing which has commenced and will include 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 by the conservators from Straus Center for Conservation at the Harvard University Art Museums is slated to begin today and offered to lead the Committee members on a tour of the Sargent Gallery following the meeting. The President said that the Committee would also be given a tour and overview of the proposed design development plans for the McKim Map Room Café and Tea Room which is expected to be fully operational by early spring 2003. 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 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. The Chief Financial Officer reported that the Boston Public Library has received formal notification that the BPL has been awarded a Save America’s Treasures grant totaling $470,000 through the National Parks Services. The grant award will be applied to the McKim Restoration project, Phase IIC project budget and an equal amount will be reprogrammed toward the next phase of the McKim project. 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, Music and Fine Arts Departments along with the Rare Books and Manuscripts Department and the Map area on the McKim third floor. In response to an inquiry from Ms. Hennessey, the President reported that the project schedule and timetable has not yet been established for Phase IID, which will be driven in part by fundraising efforts and by Phase IIC’s projected completion date of May 2004. The CFO added that the Library would anticipate seeking funding for Phase IID in the City’s Capital budget request for FY 2005. Trustee Gaines inquired about the status of the McKim Map Room Café and Tea Room project and whether the renovation plans would include improving the acoustics in both spaces. The President reported that the Library has engaged an acoustical engineer to address improving the acoustics in the two rooms. Meanwhile, the Request for Proposals (RFP) for the project has been advertised, which includes soliciting local caterers to participate in the bid process, and then having the selected vendor work collaboratively with the architect designer to develop the café and tea room spaces. In other ongoing capital projects, Mr. Worcester reported on the progress being made on the South End Branch Library Window Replacement project noting that the Division of Capital Construction has received several revised proposals from the contractor for window replacement which currently are under review by the project architect. On the Branch Libraries capital projects front, the President provided an update on the progress of projects impacting eighteen different branches in various phases of capital work. Of particular note, the President reported that the program work has been completed as part of the siting studies underway for the Mattapan and Uphams Corner Branch Libraries by the firm of Schwartz, Silver Architects but 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 in light of budgetary constraints. In addition, the President reported that there are issues around the vapor barrier and wood cladding at the new Allston Branch Library which are presently being addressed by the Division of Capital Construction. Meanwhile, 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 Further, the President reported that preparations are underway for exterior renovation work 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. Renovations to the South Boston and Roslindale Branches are also in the design development phase with a projected bid due date by March 2003 while bids for major renovations to the Parker Hill Branch are due mid-May 2003. Meanwhile, 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. 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 and 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 $167,000 have been committed to or are in process for FY 2003. Mr. Robert Flynn reported on the projects successfully underway in the FY 2003 critical repair fund program, which the City has renewed for a second fiscal year, noting in particular that a HVAC unit replacement has been ordered and will be installed soon at the Charlestown Branch Library to replace the temporary heating unit that was recently installed on an emergency basis. Meanwhile, renovations to the public and staff bathrooms are underway at the East Boston and North End Branch Libraries while a boiler replacement project is near completion at the Codman Square Branch Library. Trustee Gaines inquired about the status of the proposed capital project to re-design and improve the front entrance of the Dudley Branch Library. The President replied that the program to enhance the Dudley Square area remains under discussion pending availability of capital funding. Ms. Marie Pettibone announced that she will be leaving her position as Executive Director of the Boston Public Library Foundation at the end of November 2002. Ms. Pettibone introduced Ms. Susan Clarke who recently joined the Foundation as Director of Development and who will serve as Acting Executive Director during the search process for a new Executive Director. Ms. Pettibone reported on the latest activities of the BPL Foundation noting that the Foundation was instrumental in securing a Save America’s Treasures grant totaling $470,000 from the National Parks Service earmarked for the McKim project and a second grant totaling $500,000 for the Sargent Murals Restoration project. Meanwhile, Ms. Pettibone encouraged involvement of the Foundation Board members in the initial planning efforts for McKim Phase IID which would be helpful around the future fundraising tasks associated with the McKim project. Trustee Gaines scheduled the next Trustees’ Capital Projects Committee meeting for Tuesday, January 7, 2003 at 10:00 a.m. There being no further business, the meeting of the Trustees’ Capital Projects Committee adjourned at 10:50 a.m. Respectfully submitted, Jamie McGlone |
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