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Boston Public Library Meetings Board of Trustees |
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January 22, 2008 Order of Business for a Meeting AGENDA 1. Chairman’s Report
Mr. Jeffrey B. Rudman 2. Trustees’ Committee Report
3. President’s Report General Review
Mr. Bernard A. Margolis 4. New Business Mr. Jeffrey B. Rudman 5. Executive Session Mr. Jeffrey B. Rudman 6. Adjournment Mr. Jeffrey B. Rudman
A meeting of the Trustees of the Public Library of the City of Boston as a Corporation and as an Administrative Agency was held at the South End Branch Library, 685 Tremont Street, Boston, MA at 3:00 p.m. Present at the meeting were: Trustees William M. Bulger, Donna M. DePrisco, Berthé M. Gaines via telephone, Jeffrey B. Rudman, Angelo M. Scaccia, A. Raymond Tye, and Karyn M. Wilson. Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Meredith Weenick, Associate Director, Office of Administration and Finance, City of Boston; Kendal Price, Chief of the Government Bureau, Corporation Counsel, City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; Deborah Kirrane, Wilmer Cutler Pickering Hale and Dorr LLP; Daria McLean, Director of Development, the Boston Public Library Foundation; David Vieira, President, City-Wide Friends of the Boston Public Library; Marleen Nienhuis, Chair, Friends of Library Square; Ruth Kowal, Deputy Director; Edward D. Maheigan, Acting Chief Financial Officer; Carol A. Mahoney, Neighborhood Services Manager; Mary Frances O’Brien, Central Library Services Manager; Susan Glover, Acting Keeper of Prints, Rare Books, Manuscripts and Archives; Mary Bender, Acting Communications Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; Ms. Elissa C. Cadillic, President, AFSCME, Liz Smith, president, BPLPSA-CWA Local #1333 and BPL Union representatives; Anne Smart, South End Branch Librarian; members of the Library administration, members of the Library administration, staff, public, and Jamie McGlone, Clerk to the Trustees. Also attending the meeting were special guests from Allen & Gerritsen (www.a-g.com) including: Andrew Graff, President & Chief Executive Officer; Gary Greenberg, Creative Director, and Peter Seronick, Creative Director. Chairman Jeffrey B. Rudman presided. Chairman Jeffrey B. Rudman welcomed the Stakeholders, Friends and Colleagues of the Public Library of the City of Boston to the South End Branch Library and introduced Ms. Anne Smart, South End Branch Librarian, who reported on the resources, services, and staffing of the South End neighborhood branch library. Ms. Anne Smart reported that the South End Branch Library opened in 1972 and has a staff of five fulltime librarians and library assistants and three part-timers. The branch library offers a wide range of programs and activities for the community including a wealth of children’s programming, home work and income tax assistance programs, book discussion and a poetry group, and displays of neighborhood artist exhibitions. Trustee A. Raymond Tye inquired how many people are served monthly by the South End Branch Library. Ms. Carol A. Mahoney and Ms. Smart checked the visitor gate recorder and reported that the neighborhood branch averages 5,000 visitors a month and the branch has seen a 26% increase in circulation since January 2007 reflecting 39,179 materials circulated a year with an average of 6,000 books and DVD’s circulated per month. Ms. Marleen Nienhuis, Chair, Friends of Library Square welcomed the Trustees and meeting attendees to the South End Branch Library. Ms. Nienhuis distributed a brochure on the Friends of South End Library Square and materials on the goals and recent accomplishments of the Friends’ Group, including the results of a recent informal survey conducted asking library patrons about the overall branch facilities. Ms. Nienhuis reported that the survey results indicated that among the ways the library could be improved included a proposed renovation of the Library that would integrate the park with the Branch Library to create an expanded space earmarked specifically for teenagers. The Chairman addressed the next item on the order of business pertaining to the approval of Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on September 11, 2007 and November 13, 2007. Following discussion, on a motion duly made and seconded, the Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on September 11, 2007 and November 13, 2007 were approved. Chairman Jeffrey B. Rudman reported on the Search Committee for a Library President which has been appointed to assist in finding a worth successor to Library President Bernard A. Margolis and in selecting a professional firm to assist in candidate outreach and screening. The Chairman reported the Search Committee will be co-chaired by James I. Cash, Professor Emeritus of the Harvard Business School and John H. McArthur, former Dean of Harvard Business School. In addition to co-chairs Professor Cash and Dean McArthur, the Search Committee will include: Trustee Zamawa Arenas, principal of Argus Communications; Jeffrey B. Rudman, Chairman of the Trustees of the Boston Public Library; Elissa Cadillic, president of Local #1526 of AFSCME; Liz Smith, president, BPLPSA-CWA Local #1333; Michèle Cloonan, Dean and Professor, Graduate School of Library Science at Simmons College; Sarah-Ann Shaw, President, Friends of the Dudley Branch Library; William Kennedy, Nutter, McClellan & Fish, LLP; May Lo, children’s librarian, Copley Square branch; Carol A. Mahoney, Neighborhood Services Manager, Boston Public Library; Mary O’Brien, Friends of the Adams Street Library; Ronald P. O’Hanley, Chair of the Boston Public Library Foundation; Marta Pardee-King, Curator of Social Sciences, Research Library; Pamela Seigle, former Boston Public Library Trustee; and Meredith Weenick, Associate Director, Administration and Finance, City of Boston. Chairman Jeffrey B. Rudman reported that the Search Committee is slated to hold its first organizational meeting at the Honan-Allston Branch Library, 300 North Harvard Street, Allston, MA on Thursday, January 24, 2008 at 3:00 p.m. The Chairman provided background information on a proposal for the Trustees to consider appropriating a sum not to exceed $60,000.00 from unrestricted Trust Funds for the purpose of paying the reasonable fees and expenses of the professional search firm to be engaged by the Search Committee. Following discussion, on a motion duly made and seconded, it was unanimously
Chairman Jeffrey B. Rudman reported on the Trustees’ Finance and Audit Committee chaired by the Honorable William M. Bulger. In light of two Committee member departures, the Chairman recommended the addition of Mr. Anthony C. Jordan, CPA, who is a forensic accountant and partner with StoneTurn Group LLP and alum of the Securities and Exchange Commission. Ms. Daria McLean, Director of Development, the Boston Public Library Foundation, reported on the initiatives of the Foundation including the Foundation’s recent fundraising success with Target Corporation of $40,000.00 earmarked to support the Boston Public Library’s Reading Readiness for Latinos program. Additionally, Ms. McLean reported on the $25,000.00 sponsorship received from Staples for the Boston Public Library Foundation Gala scheduled for Friday evening, June 6, 2008 at the Boston Public Library. President Bernard A. Margolis reported on behalf of Mr. William O. Taylor, Chairman, Trustees’ Collections Committee. President Margolis provided background information on the proposed acquisition of the Michael McCurdy Archives Collection in which the Trustees’ Collections Committee reaffirmed their action at the last Committee meeting on January 8, 2008 to recommend negotiating the procurement of the archives. Curator Susan Glover reviewed background information on the Michael McCurdy Archives Collection which contains approximately 739 original scratchboard drawings; 269 hand-colored Xeroxes of the scratchboard drawings; over 400 original woodblocks; over 400 original wood engravings, including McCurdy’s earliest wood engraving; over 137 pen-and-ink drawings; over 600 sketches, preliminary drawings and original drawings on mock-ups and proofs; approximately 157 pencil drawings, and the original correspondence between the Massachusetts illustrator and the publisher. Additionally, Ms. Glover noted that the Trustees had the opportunity to view a representative sampling of the Michael McCurdy Archives Collection which was on exhibit in the President’s Office last month and is in excellent condition and would not require any preservation care. Following further discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Collections Committee, it was unanimously
The Honorable Angelo M. Scaccia, Chairman, Trustees’ Capital Projects Committee, reported on the highlights of the Trustees’ Capital Projects Committee meeting on January 9, 2008 which reviewed outstanding progress on seven significant capital projects and improvements including: updates on the new Mattapan Branch Library; the new Grove Hall Branch Library in the Jeremiah E. Burke High School; the McKim Restoration Project, Phase IID; Boston Public Library Heritage Center project; Brighton and Jamaica Plain Branch Library renovation projects; North End Branch Library Improvement project; and a review of FY2008 Critical Repair Fund projects. The new Mattapan Branch Library, designed by the renowned William Rawn Associates of Boston, was designed to make a grand civic statement. Located in the heart of Mattapan in a prominent location on Blue Hill Avenue, this 21,000 square foot, one story stand-alone structure on a 1 acre lot with 21 parking spaces will have numerous, notable features. The new branch is designed to showcase the very latest of technological enhancements specifically requested by the community and is on target for an early fall 2008 opening. The new 20,000 square foot Grove Hall Branch Library, designed by Schwartz, Silver and Associates, will be housed in a brand new addition to the historic Jeremiah E. Burke High School. This addition, 4 stories in all, was designed to fully utilize a very small neighborhood site, and will also house a City of Boston Community Center, the high school library and a modern gymnasium on the top level. The opening of the library is on schedule for December 2008. Chairman Scaccia reported that the McKim Restoration project, Phase IID planning efforts have begun with a focus on the project scope, which will include the renovation of five primary public spaces, including the Print Gallery, Music and Fine Arts Departments, Rare Books and the Norman B. Leventhal Map Center on the McKim third floor. The programming consultants, Pfeiffer Partners Architects, with city approval have been engaged and have been meeting with Library staff for their input on the renovation designs in preparation for retaining an architect for the McKim IID design work. The master planning programming study will also identify how to optimally connect the Johnson and McKim buildings as part of the Johnson building infrastructure improvements, including the construction of a more secure Special Collections Reading Room on the third floor of the Johnson building. The master planning study is expected to be delivered to the City by the end of January 2008. The City of Boston has significantly increased the capital construction budget for the Boston Public Library Heritage Center project from $12.5 million to $16.5 million to cover costs associated with the complete replacement and installation of a HVAC climate control system and the purchase and installation of high density shelving and an archival retrieval system. The scope of the Brighton Branch Library comprehensive renovation project has changed given that the City has determined that the renovated branch should meet a very high level of certification and environmentally conscious systems, including structurally, mechanically and operationally. As of January 7, 2008, the Environmental and Energy Services Department of the Mayor’s Office is reviewing the findings and will be preparing to issue its recommendations. Meanwhile, the design development phase will take approximately nine months with a construction start slated for late fall 2008. Chairman Scaccia reported that the Jamaica Plain Branch Library comprehensive renovation project has been approved in the amount of $8.6 million and will include two additions to the existing branch. The design phase for this project is tentatively scheduled to start in July 2008 while the design development phase will occur over the subsequent nine months. Meanwhile, the North End Branch Library front entry improvement project is nearly complete pending the installation of an art medallion and other features such as peripheral bronze lettering, railings, and miscellaneous paving brickwork and tile. The Chairman reported that Critical Repair Fund projects totaling $248,100 have been completed or are in process for FY 2008 earmarked for capital projects not exceeding $100,000. The Budget Office has allowed the Library to carryover $117,051 from the FY 2007 critical repair budget reflecting a total budget of $367,051 available for FY 2008. Included among the projects are: electrical systems repairs and upgrades, roof and bathroom repairs, water damage repair work, skylight repair, HVAC chiller replacement, and sprinkler repair services. The Trustees discussed the desirability for developing a master facilities plan for the neighborhood branch libraries which is being addressed through the initiatives of the Trustees’ Neighborhood Services Committee, Chaired by Trustee James Carroll. Ms. Alice Hennessey noted that the Committee has been meeting regularly since September 2006 and consists of twenty-five members representing the whole range of Library stakeholders, constituencies, and branch library community supporters. Additionally, the members of the Trustees’ Neighborhood Services Committee have been working persistently on gaining an understanding in a more manageable and rational way of how the Library can deliver service to all the neighborhoods of the City of Boston. Further, a parallel initiative has been launched with the Branch Librarians with the leadership of President Bernard A. Margolis, Ms. Carol A. Mahoney, Manager of Neighborhood Services, and nationally known consultant on libraries Ms. Maureen Sullivan. Trustee A. Raymond Tye serves as a member on the Trustees’ Neighborhood Services Committee and underscored that it is extremely important to gain an understanding of the usage of the neighborhood libraries in order to determine the needs and desires of the neighborhoods. Trustee Tye reiterated that he is a major proponent of more branch libraries based upon the needs of the community as determined by the usage of the branch libraries. Trustee A. Raymond Tye noted additionally that there are over 250,000 college students in greater Boston within a ten mile radius of the Boston area. Therefore the branches need to be expanded and provide greater services to the community in which they serve because the branches are the lifeline of the Boston Public Library system with the support of the main Library at Copley Square. Meanwhile, the Trustees’ Neighborhood Services Committee is continuing to evaluate the data to determine and develop the future delivery of library services to the community. On a related topic, President Margolis noted when new library facilities are built that accommodate the needs of the community usage soars even when previous usage was poor. The President anticipates, for example, when the new Mattapan Branch Library opens in early fall 2008 the poor performance at the current neighborhood branch will disappear and it will become among the busiest branches in the Library system. President Bernard A. Margolis reported on behalf of the Trustees’ Finance and Audit Committee and reviewed background information on four proposed award of contracts pertaining to the following: Contract for Periodicals and Serials; Contract for the Purchase of Books and other Library Bibliographical Materials; Contract for the Purchase of Manufactured Chairs for the Abbey Room and the Trustees Room in the McKim Building; and a Contract for Track Lighting Installation Services in the McKim Building. Trustee Donna M. DePrisco, in an overview of the proposed award of contracts, requested additional information including copies of the Request for Proposals and the bids submitted for the contracts pertaining to the purchase of manufactured chairs and the contract for track lighting installation services in the McKim Building. Following further discussion, on a motion duly made and seconded, the first two proposed award of contracts were unanimously approved as follows:
Following discussion, Chairman Jeffrey B. Rudman deferred final approval on the proposed award of contracts pertaining to the purchase of manufactured chairs and the contract for track lighting installation services in the McKim Building contingent upon further review, evaluation and approval by Trustee Donna M. DePrisco. Then, on a motion duly made and seconded, and contingent upon final approval by Trustee Donna M. DePrisco, the awards of contracts were approved as follows:
President Bernard A. Margolis, in his report to the Trustees, reported that total circulation ended Calendar Year 2007 on the upswing reflecting over 3 million items checked out, over one million questions answered, and 280,000 Boston residents used their library cards. Additionally, the President noted that the Library’s Online Tutoring and Summer Reading programs grew significantly in 2007. On the programming front, the President reported that the use of the Library during Calendar Year 2007 included over 11,000 programs which were sponsored by both outside organizations and the Library and included significant branch programs reflecting the vibrant and active neighborhood branch libraries. The President reported on the progress of the Library’s digital initiatives noting the BPL received a $250,000 matching grant challenge from Omidyar Network (the funding organization of E-bay founder Pierre Omidyar) which was met with a matching grant of $250,000 from Kahle-Austin Foundation earmarked to digitize government documents. On the exhibitions front, the Norman B. Leventhal Map Center at the Boston Public Library hosted the grand celebration of the exhibition opening of Boston & Beyond: A Bird’s Eye View of New England on Tuesday evening, January 8, 2008 McKim Building, Popular Reading Room, Boston Public Library. The Norman B. Leventhal Map Center at the Boston Public Library marks the public debut of one of the world’s pre-eminent collections of bird’s eye views and celebrates its preservation through a Save America’s Treasures award. Bird’s eye views are maps that present an area as if it was being viewed from an elevation of 2,000 to 3,000 feet. On display through June 30, 2008, to illuminate the process and intentions of the mapmakers for creating these unusual perspectives, the exhibition includes their diaries, field sketch notes, and manuscript drawings. Meanwhile, the opening celebration of Facing History and Ourselves: Choosing to Participate Exhibition will be held on Wednesday evening, January 30, 2008 at 5:30 p.m. which will be on display in the Boston Public Library’s McKim Building through May 2008. On the collective bargaining front, the President reported that the Library has been working on implementing the contract that was recently settled with the AFSCME bargaining unit while contract negotiations are ongoing with the Professional Staff Association. Regrettably, the Virtual Services position that was brought to the City has not been approved though there is adequate funding to support it and will pose a challenge for the Library to efficiently coordinate the Library’s virtual services initiatives. On the capital projects front, the President reported that several branch library roofs are experiencing leaking problems, including the Connolly Branch Library, in which air quality testing has been conducted to be sure the facility is safe for both the staff and the public. President Margolis provided a progress report on the Charlestown Service Building facility pertaining to improved security and fire protection measures. Included among the security enhancements are: a complete security system installed and in operation at the Charlestown facility consisting of exterior and interior camera monitors; all exterior doors having security contacts; and the open areas are being covered by motion detectors which are all being monitored by the Boston Municipal Protective Services. President Margolis reported on the Boston Heritage Center project noting that it is anticipated that materials would begin to be relocated within the next nine months from the Charlestown Service Building to the Boston Heritage Center in West Roxbury, MA. Deputy Director Ruth Kowal provided background information on the draft Boston Public Library Action Plan, FY2009 which was forwarded to the Board in advance of the meeting to be considered for adoption prior to its implementation and submission to the Massachusetts Board of Library Commissioners. The Boston Public Library Action Plan is developed annually to provide Library staff with focus and direction during the upcoming fiscal year. Adoption of the Action Plan by the Trustees and submission to the MBLC meet an important eligibility requirement for the Boston Public Library’s participation in State and Federal grant programs administered through the Massachusetts Board of Library Commissioners. Ms. Kowal underscored that the activities in the Boston Public Library Action Plan, FY2009 build on activities in the current year’s plan, and are in support of the Board of Trustees’ New Campaign for the Library: Preservation and Access that was adopted in May 2004. Following discussion, on a motion duly made and seconded, and on the recommendation of President Bernard A. Margolis and Deputy Director Ruth Kowal, it was unanimously
President Bernard A. Margolis reviewed background information on the progress of the development of the BPL Branch Library at the Jeremiah E. Burke High School which is anticipated to open in early fall 2008. To further that end, the President noted that the Deputy Director has been leading an initiative with the Boston Public Schools and BPL Library staff to negotiate an agreement to effectively operate the new facility, including addressing staffing, hours of service, and operational arrangements. President Margolis reported that the MBTA has agreed to the renaming of the Copley Square/Boston Public Library Green Line T stop and has installed the interior signage in the T station. Meanwhile, the Library is in discussions with the MBTA regarding the installation of new external signage for the Copley Square/Boston Public Library T stop. Additionally, the President reported that the Library has been very vocal in opposing the MBTA’s interest in removing a section of the Boston Public Library’s external bench which is an integral part of the structure of the McKim Building as part of the MBTA renovation project at the Copley Square/Boston Public Library T station. The President reported that an engineering report from the firm representing the City in the project has suggested that the external corner bench is even more intrinsic to the structure of the McKim Building than what the Library originally anticipated impacting the location of the new elevator at the Copley Square/Boston Public Library T station. Following further discussion, Chairman Jeffrey B. Rudman requested that an update on the renovation of the Copley Square/Boston Public Library T station be placed on the agenda for the next Board meeting and the City’s representatives involved in the renovation project be invited to the meeting. In other business, Mr. David Vieira cordially invited all attendees to the 4th Annual Bookmark Ball to be held at the Hyde Park Branch Library on Saturday, March 1, 2008 which is sponsored by the Board of Directors & Membership of the Friends of the Hyde Park Branch Library and Trustee Berthé M. Gaines, Honorary Chair. There being no other business, the meeting of the Corporation and Administrative Agency adjourned at 4:45 p.m. for a meeting in Executive Session.
Respectfully submitted, Clerk to the Trustees |
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