Present at the meeting were: the Honorable Angelo M. Scaccia; President Bernard A. Margolis; Charles Worcester, Assistant Director, Division of Capital Construction; Kathleen Kirleis, Chief Financial Officer; 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 January 7, 2004. On a motion duly made and seconded, the Minutes for the Trustees’ Capital Projects Committee Meeting on January 7, 2004 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.

The restoration of the John Singer Sargent murals has been completed while the restoration of the Edwin Austin Abbey murals has commenced by the conservators from Straus Center for Conservation at the Harvard University Art Museums.

Meanwhile, there are three remaining project items which need to be done for the completion of the renovation of the Sargent Gallery: the installation of the glass in the Sargent Gallery skylights, gallery lighting, and the restoration of the gallery floor. In addition, renovation work to the Cheverus Room and the Edwin Austin Abbey Room is ongoing.

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, construction for the next phase is estimated to cost $14.3 million and is slated to be substantially completed by July 2004 in light of recent staff changes made by the contractor. Construction work includes background work on the heating, air conditioning, mechanical and electrical portions of the project, necessary 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 substantial 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.

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.

Mrs. P.A. d’Arbeloff reported that the 2004 Boston Public Library Foundation Gala has been scheduled for Friday, October 1, 2004 in the McKim building to benefit the McKim Restoration project. The Committee members suggested that tours of the McKim Restoration project spaces for both Phases IIC and IID be incorporated into the Gala program. Trustee Berthé M. Gaines suggested that the tours could be given by the Library’s tour guides.

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 Department of the Interior’s National Parks Service “Save America’s Treasures” program to be earmarked for Phase IID totaling $470,000. 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 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. Three bids were received on February 12, 2004 and are currently under review. With construction slated to start early spring 2004, the Johnson Building fire alarm system would remain separate from the McKim fire alarm system with access to communication between both buildings remaining available.

Additionally, the President provided an update on the completion of the Copley Square Water Main replacement of the 42-inch water pipe that caused the BPL flood. Meanwhile, the extensive excavation has been filled and all systems appear to be operating appropriately.

In other ongoing Library capital projects, the South End Branch Library Window Replacement project has been completed while additional branch repairs are continuing. Meanwhile, construction has begun on the McKim Basement Repairs and the Flood Recovery program which are slated for completion by June 30, 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 by the President is exterior renovation work that has commenced at the Codman Square and Lower Mills Branch Libraries in January 2004.

Meanwhile, construction work is underway for renovations to the Roslindale and South Boston Branches. Initial work at the Roslindale Branch will focus on the skylight and roof followed by the installation of new energy efficient windows which have been ordered. In addition, the ceiling at the South Boston Branch has been demolished representing a critical first phase of the renovations.

The President recalled that the December snows and rains forced the Library to close the Brighton Branch Library to the public on December 18, 2003 which re-opened to the public on February 25, 2004. Extensive interior damage resulting from the 24-inch snowstorm had complicated attempts to proceed with the commencement of a long-planned renovation project. The project has begun and is in the design development phase as outlined in the Capital budget which includes: emergency lighting and exit signage, flooring and carpet, window treatment, upgrading of HVAC systems along with exterior renovations.

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 with the general contractor bids due on March 9, 2004.

On the Branch Library development front, 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.

Meanwhile, a contract has been awarded and construction is underway for major roof repairs and ADA accessibility improvements at the Connolly Branch Library. The roof is substantially complete and the installation of a new elevator has begun. Further, Roof Repairs at four Branches, Dudley, East Boston, Egleston, and Orient Heights, are in process, including the roof at the Dudley Branch which is underway and the roofs at East Boston and Orient Heights which will be done next beginning in mid-March 2004.

The President 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 have been completed. In addition, the City has given approval for the design phase to begin on the development of a Rare Books Climate Control system during FY 2004.

Mr. Edward Maheigan shared with the Committee members a list of the ongoing and completed Critical Repair Fund Projects for FY 2004 reflecting a total annual budget of $250,000 earmarked for smaller capital projects not exceeding $25,000. Included among the critical repair projects highlighted were roof and bathroom repairs, water damage repair work; boiler conversions from oil to gas, replacement lighting and wiring, and environmental testing. Meanwhile, the installation of sound attenuators in the Johnson building to reduce exterior noise from the Library’s mechanical systems has been placed on hold for FY 2004.

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 $374,998 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. In addition, the oil tank has been removed at the Parker Hill Branch due to a gas heating conversion project.

In a review of the critical repair projects slated for FY 2004, Mr. Flynn reported that the following capital projects are underway: air conditioning unit replacement at the Codman Square Branch; repairs to the freight elevator in the Johnson Building; replacement of surge ejectors in the Johnson building; and repairs to the McKim Building’s Dartmouth Street platform and marble flooring in the Courtyard.

Meanwhile, a new handicap front door at the Mattapan Branch has been installed while new handicap doors are in the process of being installed for the Jamaica Plain and North End Branches.

In other business, President Margolis reported on the continuing discussions pertaining to the proposal for incorporating a Boston Public Library Branch in the Jeremiah E. Burke High School which is currently undergoing extensive renovations. The Library has expressed concerns with the proposal, particularly with security and control issues, and especially mixing vulnerable teenagers with adults in the same facility.

Chairman Scaccia scheduled the next Trustees’ Capital Projects Committee meeting for Wednesday, April 14, 2004 at 10:00 a.m. The Chairman asked that a tour of the McKim Restoration project, Phase IIC and Phase IID spaces be placed on the agenda for the next meeting. There being no further business, the meeting of the Trustees’ Capital Projects Committee adjourned at 11:30 a.m.