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Boston Public Library Trustees' Capital Projects Committee Board of Trustees |
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Minutes of the November 6, 2003 Meeting A Minutes of Meeting
In Board of Trustees 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: The Honorable Angelo M. Scaccia; President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Charles Worcester, Assistant Director, Division of Capital Construction; Kathleen Kirleis, Chief Financial Officer; Ruth Kowal, Director of Operations; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; 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 September 3, 2003. On a motion duly made and seconded, the Minutes for the Trustees’ Capital Projects Committee Meeting on September 3, 2003 were approved. Mr. Charles Worcester provided an update on the status and progress of the McKim Restoration project, Phase IIC which has commenced with the renovation of several significant public spaces including: the original Trustees’ Room. the Cheverus Room, the Abbey Room, the Sargent Gallery, and the Exhibit Room located on the first floor of the McKim building. In addition, the restoration of the priceless murals by John Singer Sargent is progressing by the conservators from Straus Center for Conservation at the Harvard University Art Museums, which are slated to be completed by January 2004, along with renovation work to the Cheverus Room and the Edwin Austin Abbey 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. and the contractor for the project is Lee Kennedy Company. 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 July 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. Meanwhile, preliminary planning efforts have commenced for the next phase of the project, McKim Restoration project, Phase IID. To further those ends, the Library has begun internal discussions, walk throughs, 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 project scope under consideration for Phase IID will include the renovation of five primary 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. The project scope and related timetable for Phase IID will be crafted by utilizing the Master Plan for the Central Library which was developed by Hardy Holzman Pfeiffer Associates. While the project schedule and timetable have not yet been developed for Phase IID, they will be driven in part by fundraising efforts and by Phase IIC’s projected completion date of July 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. Mrs. P.A. d’Arbeloff noted that the fundraising strategy under consideration for Phase IID would be to compartmentalize activities targeted to individuals and constituencies who would have specific and particular interests around the collections and services provided by the five primary Library departments slated for renovation. Meanwhile, the 2004 Boston Public Library Foundation Gala has been scheduled for Friday, May 7, 2004 in the McKim building to benefit the McKim Restoration project. To further that end, fundraising efforts for Phase IID have begun noting that the City of Boston has granted permission for the Library to utilize part of the funds raised by the Boston Public Library Foundation through the Save America’s Treasures program to be earmarked for Phase IID totaling $500,000. In addition, the Boston Public Library is in receipt of a gift from an estate totaling $150,000 and the Foundation has submitted a grant proposal for $2.5 million which will be slated for Phase IID. In a review of additional capital projects, President Margolis reported that the Sebastians Map Room Café and Novel Restaurant renovation projects have been successfully completed and that the food and catering services operations have gotten off to a great start. The two operations have received great reviews on both the quality of food and on the ambiance of the renovated spaces. In addition, the improvements to the acoustics in both spaces, which were approved by the Landmarks Commission along with other changes, have proved to be very successful particularly with the recent installation of the new rug in the Café. President Margolis provided an update and status report on the progress of the Johnson Building capital projects, including significant upgrades slated for the Johnson Building Fire Alarm System, in which bids are expected to be issued December 1, 2003 with construction scheduled to start early winter 2004. Upon completion of the upgrades, while the Johnson Building fire alarm system would remain separate from the McKim fire alarm system, access to communication between both buildings would be made available. In other ongoing Library capital projects, the South End Branch Library Window Replacement project has been completed while additional branch repairs are expected to be completed in November 2003. Meanwhile, the bids for the McKim Basement Repairs and the Flood Recovery program are on track. The bids were issued late October 2003 with a bid due date of December 1, 2003 with a project completion schedule within the five year flood reconstruction timeline by August 2004. President Margolis distributed a capital projects update on the progress impacting eighteen different branches in various phases of capital work and reviewed their current project status. Among the projects highlighted, Facilities Officer Robert Flynn reported that planning efforts are underway for exterior renovations at the Codman Square, Grove Hall and Lower Mills Branch Libraries noting that a contract has been awarded with an anticipated project starting date on December 10, 2003. Meanwhile, a construction start date for renovations to the Roslindale and South Boston Branches has been projected for November 2003. The current plan by the contractor for the capital projects, BC Construction, is to complete renovations to the Roslindale Branch first, then move to the South Boston Branch phase of construction. Initial work at the Roslindale Branch will focus on the skylight and roof followed by the installation of new energy efficient windows. 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 handicap access ramp start in the park adjacent to the Library. To further that end, the project is currently in the design development phase in anticipation of going out to bid pending resolution of financial issues. On the Branch Library development front, the President reported that the program statement work has 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. On a related capital planning issue, the Committee members discussed the need for the development of an updated Master Facilities Strategic Plan for the Boston Public Library branches, in light of the changing City demographics, coupled with the City being besieged with requests for new Branch Libraries, including a branch in Chinatown. Meanwhile, a contract has been awarded and construction is underway for major roof repairs and ADA accessibility improvements at the Connolly Branch Library. Further, preparations for Roof Repairs at five Branches, Brighton, Dudley, East Boston, Egleston, and Orient Heights, are in process and currently in the design phase with a bid due date of November 6, 2003, with construction projected to start early December 2003. Mr. Flynn reported that construction is currently underway and on track for a variety of capital improvements to the Faneuil and Jamaica Plain Branches, which is being funded in part with a grant received from the Massachusetts Historic Commission. The renovations at both branches are primarily focused on roof repairs, repointing and refurbishment of interior surfaces while window replacements at the Faneuil Branch are slated to be installed in January 2004. On a related issue, President Margolis recalled that the Secretary of State’s Office wishes to impose deed restrictions on the Faneuil and Jamaica Plain Branches in exchange for the $100,000 grant which would enable the Massachusetts Historic Commission to dictate everything regarding the future of the Branch Library buildings and sites. The President said
that while there are deed restrictions on other City properties,
primarily held by the BRA, this would be an onerous request for
the Library. Meanwhile, the President noted that City officials
are reviewing the proposed deed restrictions language to determine
whether the Library would be able to request in a formal way a waiver
of all or part of this requirement. Mr. Maheigan reported that the Budget Office has allowed the Library to carryover $148,637 from the FY 2003 critical repair budget reflecting a total budget of $398,637 available for FY 2004. To date, critical repair capital projects totaling $350,821 have been committed to or are in process for FY 2004. Facilities Officer Robert Flynn provided an overview of the critical repair capital projects successfully completed for FY 2004 noting that the repairs to the front doors of the West Roxbury Branch have been completed along with the electrical upgrades and replacement lighting to the Kirstein Business Branch. Meanwhile, bids will be issued this week for a new handicap door at the South Street side entrance to the Jamaica Plain Branch and a similar door for the front entrance to the North End Branch. In a review of the critical repair projects slated for FY 2004, Mr. Flynn reported that the following capital projects are underway: an oil tank removal at the Parker Hill Branch due to a gas heating conversion project; entry floor tile replacements at the Mattapan Branch; air conditioning unit replacements at the Charlestown and Codman Square Branches; repairs to the McKim Building’s Dartmouth Street platform and marble flooring in the Courtyard; and repairs to the freight elevator in the Johnson Building. Mr. Flynn recalled that mold was detected in the Central Library, Charlestown Service building, and the New England Deposit Library facility resulting from the high humidity this summer season. The mold clean-up at NEDL, which involves the BPL and Harvard, will be covered by the NEDL accounts while funds from the critical repair budget for FY 2004 will cover the ongoing clean-up at the Central Library and the Charlestown Service building. Ms. Kathleen Kirleis, Chief Financial Officer, reported that the Library is in the process of receiving resumes for the Capital Construction Project Manager’s position at the Boston Public Library. Meanwhile, the CFO and Ms. Ruth Kowal, Director of Operations, plan to begin interviewing potential candidates this month in anticipation of filling the position by the next Committee meeting. Chairman Scaccia
scheduled the next Trustees’ Capital Projects Committee meeting
for Wednesday, January 6, 2004 at 11:00 a.m. President Margolis
then led the members of the Capital Projects Committee on a tour
of the McKim Restoration project, Phase IIC spaces. There being
no further business, the meeting of the Trustees’ Capital
Projects Committee adjourned at 12 noon. Respectfully submitted, Jamie McGlone |
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