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Minutes of Meeting In Board of Trustees
Trustees’ Capital Projects Committee
September 4, 2002

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: Trustees Joseph E. Mullaney and 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; Robert Flynn, Facilities Officer; Edward Maheigan, Budget and Procurement Manager; Worth Douglas, Capital Planning and Implementation Officer; Vera Osoianu, Visiting Fellow and Scholar from the National Library of Moldova; and Jamie McGlone, Clerk to the Trustees.

The Honorable Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects Committee, presiding.

The first item on the order of business was the approval of Minutes for the Trustees’ Capital Projects Committee Meeting on July 17, 2002. On a motion duly made and seconded, the Minutes for the Trustees’ Capital Projects Committee Meeting on July 17, 2002 were approved.

President Bernard A. Margolis welcomed and introduced Ms. Vera Osoianu, a visiting research Fellow and Scholar from the National Library of Moldova, who was awarded a four-month fellowship to travel to the United States to conduct independent research. Sponsored by the US Department of State under the Freedom Support Act, Ms. Osoianu has chosen the Boston Public Library to research customer oriented reference services in the American Public Library.

Mr. Charles Worcester provided an update on the status and schedule of the McKim Restoration project, Phase IIB (Courtyard/Roof) which is nearly 100% complete with the exception of two remaining outstanding punch list items: the first pertains to the restoration and installation of several flag pole brackets located on the façade of the McKim building; and the second relates to closure on the financing.

Subsequent to the last Capital Projects Committee meeting, Mr. Worcester reported that two previously outstanding punch list items were successfully completed, including the delivery of twenty Italianate terra cotta planters for the Courtyard and the replication and installation of four McKim Roof finials.

On a related issue, the restorer created a video documentary of the replication process of the finials and it is planned to restore one of the four original finials, which would be displayed in the new Orientation Room in the McKim Building for public viewing, as requested by the Boston Landmarks Commission. Further, Mrs. d’Arbeloff noted the excellent media and press coverage for the installation of the McKim roof finials that generated great publicity for the Boston Public Library.

President Margolis led the Committee members on a tour of the McKim Restoration project, Phase IIC construction site 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.

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 new restrooms and the upgrading of the current restrooms, as well as the 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.

Ms. Alice Hennessey inquired about the status of the McKim Tea Room Café project. The President reported that the Library has retained an architect designer for the project and that a draft Request For Proposals (RFP) is expected to be submitted to the Library within a week.

Subsequently, Mr. Edward Maheigan noted that, following a review process, the Library anticipates moving forward with advertising for the RFPs which is expected to take approximately one month, including soliciting local caterers to participate in the bid process. Further, the selected vendor would then work collaboratively with the architect designer to develop the Tea Room Café space in preparation for the Café to be fully operational by early Spring 2003.

In other ongoing capital projects, Mr. Worcester reported on the progress being made pertaining to 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.

Mr. Worcester also reported that the Johnson Building Absorber project, which was undertaken to replace the Johnson Building chillers, was successfully completed on schedule and the chillers are fully operational. Meanwhile, on a related issue, discussions are ongoing with the Library’s neighbor Trinity Place Condominium Trust and the City concerning the possibility of the Library extending chilled water services to their building.

On the Branch Libraries capital projects front, the President provided an update on the progress being achieved on two program and siting studies underway for the Mattapan and Uphams Corner Branch Libraries by the firm of Schwartz, Silver Architects.

To further those ends, the President reported that while the program work has been completed for both branch studies the Library is not proceeding at this time with the site selection work to identify potential sites for new branch libraries earmarked for both neighborhoods in light of budgetary constraints. Meanwhile, efforts are underway to continue to explore potential private and public sources, which would provide the capital funding resources enabling the Library to construct two new branch libraries, including the State’s Library Bond Bill.

On a separately related Library funding issue, the Committee discussed the importance of undertaking a public relations campaign in light of significant State budgetary constraints. The public relations effort would be aimed at informing the public about the importance of public libraries and the State role the Boston Public Library plays as the Library of Last Recourse in the Commonwealth of Massachusetts and as a National treasure whose mission includes that of being a Life-Long Learning Center.

Ms. Worth Douglas reviewed the status of the Boston Public Library capital projects being managed internally by the Library and externally by the City of Boston’s Division of Capital Construction.

In a combined three-branch project, Ms. Douglas noted that community meetings have been held at the Codman Square, Grove Hall, and Lower Mills Branch Libraries to inform the public on a host of capital improvements planned for the three branches, which are currently in the design development phase, and whose scope of work includes roof repairs, door and window replacements, upgrading HVAC systems and landscaping enhancements.

In addition, Ms. Douglas noted that community meetings have also been held at the Connolly Branch Library to seek the public’s input on and support for ADA upgrades, as well as related interior and roof restorations, resulting in the community’s support for the proposed capital improvements, which are presently in the design development phase.

Meanwhile, the capital improvements earmarked for the McKim Flood Recovery work and the overall McKim Basement Repairs are moving forward and presently are in the design development phase of the project. The basement spaces housing the former Government Documents and Science Reference Departments will be developed into a public Internet Center and Meeting Rooms.

In addition, Ms. Douglas noted that capital improvements slated for the Parker Hill Branch Library are in the preliminary design development phase to address upgrades to the HVAC system, roof replacement, and lighting enhancements to the parking lot area. Meanwhile, community meetings have also been held at the Roslindale and South Boston Branch Libraries to keep the public abreast of the planned capital improvements, including roof, lighting and interior finishes, which currently are in the preliminary design development phases at both branches.

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 repairs, boiler replacements, environmental testing, and bathroom repairs at several branch libraries. To date, Mr. Maheigan noted that critical repair capital projects totaling $141,000 are in process for FY 2003.

Mr. Robert Flynn reported on the successes of the critical repair fund program, which the City has renewed for a second fiscal year, particularly with the significant number of boiler replacements and roof repairs undertaken throughout the branch library system.

In other business, Ms. Hennessey inquired about the contractual arrangements for grounds maintenance in the branches. Mr. Maheigan noted that branch grounds maintenance are funded through a variety of sources by the Library’s operating funds and that the Library will attempt to maintain the same level of maintenance offered in previous years despite fiscal constraints.

The Chairman scheduled the next Trustees’ Capital Projects Committee meeting for Monday, November 4, 2002 at 10:00 a.m. There being no further business, the meeting of the Trustees’ Capital Projects Committee adjourned at 11:45 a.m.

Respectfully submitted,

Jamie McGlone
Clerk to the Trustees