Order of Business for the Regular Meeting
as a Corporation and as an Administrative Agency
Lower Mills Branch Library,
27 Richmond Street, Dorchester MA
Tuesday, March 13, 2007 at 3:00 p.m.,

1. Welcome and Introduction of Lower Mills Branch Library Staff and presentation on the Resources and Services of the Lower Mills Branch by Ms. Margaret E. Phillibert, Branch Librarian. Welcome and Introduction of Ms. Sheila O’Flaherty, President, Friends of the Lower Mills Branch Library.

Mr. Jeffrey B. Rudman

2. Approval of Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on January 16, 2007

Mr. Jeffrey B. Rudman

 

3. Chairman’s Report

• Review of Neighborhood Services with Trustee James Carroll

• Review of Technology Initiatives with Trustee Zamawa Arenas

• Update on the Boston Public Library Foundation with Ms. P.A. d’Arbeloff

• Public Safety

 

4. President’s Report

General Review

• Budget Proposal for FY 2008 with Edward Maheigan

• Review and proposed Approval of the disbursement from the Fellowes Athenaeum Trust Fund in an amount not to exceed a ceiling of $200,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008

“VOTED: to approve the disbursement from theFellowes Athenaeum Trust Fund in an amount not to exceed a ceiling of $200,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008.”

5. Trustees’ Collections Committee Report

The Trustees’ Collections Committee met on March 6, 2007 and voted unanimously to recommend to the full Board approval of the resolution pertaining to the proposed acquisition of Dr. Nicholas Catsimpoolous photographic collection of Greece as follows:

“VOTED: to recommend to the full Board authorizing Library President Bernard A. Margolis, or his designee, to acquire more than 4,000 19 th and early 20 th century photographs of Greece representing the lifetime of work of the discerning collector Dr. Nicholas Catsimpoolous at a cost not to exceed $100,000.00.”

The Boston Public Library is presenting for acquisition a collection of more than 4,000 19 th and early 20 th century photographs of Greece , including the work of important photographers such as Francis Frith, and Felix Bonfils. One of the greatest collections of photographs of Greece in private hands, the collection represents the lifetime of work of a discerning collector, Dr. Nicholas Catsimpoolous, combining the appreciation for the aesthetics of photography and the history of the country that was the ancient birthplace of Democracy and Western Civilization. 

Mr. William O. Taylor

6. Trustees’ Finance and Audit Committee Report

Review of proposed Award of Contracts

The Trustees’ Finance and Audit Committee on March 5, 2007 reviewed and recommended for approval to the full Board the following award of contracts:

• Contract for Providing an Insect and Rodent Control Program

“VOTED: that there be entered into with Freedom Pest Control Co., 99 Central Street, Topsfield, MA 01983 the lowest, eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for providing an Insect and Rodent Control Program as specified during the period of July 1, 2007 through June 30, 2008 at a total cost not to exceed eleven thousand thirty six dollars and no cents ($11,036.00).”

• Contract for Window Cleaning at the Central Library Buildings and at other Library locations

“VOTED: that there be entered into with P. Clancy and Sons, 544 Dorchester Avenue, So. Boston, MA 02127, the lowest, eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for Window Cleaning at the Central Library Buildings and at other Library Locations during the period of July 1, 2007 through June 30, 2008 at a total cost not to exceed twenty five thousand seven hundred and twenty dollars and no cents ($25,720.00).”

• Contract for Inspection, Testing and Treatment of HVAC Water, Glycol and Steam Systems

“VOTED: that there be entered into with Hydrotech Services, Inc., PMB497, 5 Manmar Drive, Plainville, MA 02762 the lowest eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for Inspection, Testing and Treatment of HVAC Water, Glycol and Steam Systems during the period of July 1, 2007 through June 30, 2008, at a total cost not to exceed eleven thousand two hundred and eighty dollars and no cents ($11,280.00).”

• Contract for Preventive Maintenance and Repair of the HVAC Systems throughout the Public Library System of the City of Boston for the period commencing July 1, 2007 and ending June 30, 2010

Project No. 7325, C. 149 B

“VOTED: that there be entered into with EMCOR Services Northeast, Inc, 80 Hawes Way, Stoughton, MA 02072, the lowest responsible and eligible bidder, a contract publicly advertised, for Preventive Maintenance and Repair of the HVAC Systems throughout the Public Library System of the City of Boston, for the period commencing July 1, 2007 and ending June 30, 2010, at a total cost not to exceed five million seven hundred eighteen thousand three hundred eighty two dollars and ninety two cents ($5,718,382.92). The cost for each fiscal year (2008, 2009 & 2010), is not to exceed one million nine hundred six thousand one hundred twenty seven dollars and sixty four cents ($1,906,127.64).”

• Contract for the Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems

“VOTED: that there be entered into with American Service Company, 20 Fort Street, Quincy, MA 02169, the lowest eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for the Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems, beginning July 1, 2007 through June 30, 2008, and on July 1, 2008, and on July 1, 2009 at a total cost not to exceed Two Hundred Thirty Six Thousand Three Hundred Eighty Five Dollars and No Cents ($236,385.00). The first fiscal year (2008) is not to exceed $75,295.00, the second fiscal year (2009) is not to exceed $78,795.00, the third fiscal year (2010) is not to exceed $82,295.00.”

7. Proposed Waiver of Bates Hall Rental Fee

The Trustees’ Finance and Audit Committee met on March 5, 2007 and recommends to the full Board approval of the following waiver of the Bates Hall Rental Fee for the “School on the Move Event”:

“VOTED: to recommend to the full Board approval of the request from Michael Keating, Esquire, Co-Chair, “School on the Move Event” requesting the proposed waiver of Bates Hall Room Rental Fee scheduled for Friday, October 19, 2007. The Committee will pay for security and all other logistical costs associated with the event.”

8. Update on the Trustees’ Capital Project Committee

Honorable Angelo M. Scaccia

9. Update on the Trustees’ Marketing and Fundraising Task Force

Ms. Karyn M. Wilson

10. Adjournment

Mr. Jeffrey B. Rudman

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Minutes of Meeting Corporation and Administrative Agency
Lower Mills Branch Library
Tuesday, March 13, 2007

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 Lower Mills Branch Library, 27 Richmond Street, Dorchester, MA at 3:00 p.m.

Present at the meeting were: Trustees Zamawa Arenas, William M. Bulger, James Carroll, Jeffrey B. Rudman, Angelo M. Scaccia, and Karyn M. Wilson, and former Chairman of the Board William O. Taylor.

Also present at the meeting were: Boston City Council President the Honorable Maureen E. Feeney; the Honorable State Representative Linda Dorcena Forry; President Bernard A. Margolis; Alice Hennessey; Debbie Kirrane; P.A. d’Arbeloff; Jean Capizzi; Robin Hadley; Maribeth Cusick; David Vieira; Mimi Jones; Inez Foster; Carol A. Mahoney; Edward Maheigan; Margaret E. Phillibert, Lower Mills Branch Librarian; Sheila O’Flaherty, President, Friends of the Lower Mills Branch Library; and Jamie McGlone, Clerk to the Trustees.

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman welcomed the Stakeholders, Friends and Associates of the Public Library of the City of Boston and introduced Ms. Margaret E. Phillibert, Lower Mills Branch Librarian. Ms. Phillibert welcomed the Trustees and attendees to the Lower Mills Branch Library and provided an overview on the Branch Library resources and services provided to the community.

Ms. Phillibert noted that the staff of the Branch provides outreach services to three schools in the neighborhood and offers a wealth of children’s services including Homework Assistance programs. Ms. Phillibert was delighted to report that circulation at the Lower Mills Branch for January 2007 increased 44% compared to January 2006 which followed with a thunderous round of applause for the Branch staff and is attributed to a dynamic staff coupled with the arrival of a new devoted Children’s Librarian Ms. Jennifer Hawes.

The staff has also significantly increased the visibility of the Lower Mills Branch Library in the community and recently the Meetinghouse Bank very generously donated $2500 earmarked for the procurement of a Book Drop for the Branch Library.

Ms. Phillibert introduced the staff of the Lower Mills Branch Library and Ms. Sheila O’Flaherty, President, Friends of the Lower Mills Branch Library. Ms. O’Flaherty welcomed the Trustees and thanked the Board for holding its meeting at the Lower Mills Branch.

Chairman Jeffrey B. Rudman welcomed and introduced Boston City Council President the Honorable Maureen E. Feeney. Councilor Feeney thanked the Trustees for holding their Board meeting at the Lower Mills Branch Library and noted how proud she is of the extraordinary work being done every day by the outstanding staff at the Branch. The Councilor added that it has been a community collaborative effort to enhance the library services and to create an atmosphere of learning especially for the children.

Chair Karyn M. Wilson reported on the initiatives of the Trustees’ Marketing & Fundraising Task Force which met on March 12, 2007 and whose Charge is to raise the positive visibility of the Boston Public Library in order to continue to enhance the environment for fundraising.

To further those ends, Chair Wilson reported that the Task Force has been working diligently since September 2006 to explore the development of an integrated marketing and advertising campaign for the Boston Public Library. The Task Force has been focused on how to best direct a potential marketing firm to work with the Library on a pro bono basis that would help craft a marketing campaign for the institution that is geared toward increasing the visitors and usage at all Library facilities as well as online.

Chair Wilson noted further that the Task Force simultaneously has been working toward the goal through marketing efforts to position the Library so that there is a greater attachment to the institution by the Boston leadership community across all sectors so that philanthropists and corporate private foundations will think about the BPL as an institution that they would like to support financially.

In light of these goals, Chair Wilson reported that the Task Force crafted a BPL Brand Brief which will be shared with a select number of advertising and marketing agencies for development and execution. The Chair provided an overview of the BPL Brand Brief and requested the Clerk to the Trustees to circulate it electronically to the Trustees after the Trustees’ Meeting and welcomed input and suggestions from the Board.

The vision of the BPL Brand Brief states that the Boston Public Library opens universal discovery and exploration opportunities that are free to all—in its central library, its branches and online; it connects users to the world in light of the business objectives which are to build awareness that the BPL is far more than books, increase visits and usage at the Central Library, the branches and electronically, and create a sense of attachment to the institution that might translate into support for it; financial and otherwise.

Chair Wilson underscored that while the primary target audience is all Greater Bostonians especially the leadership community via the relevance the Library holds for teens and young adults and the single most compelling idea that consumers should take away from this repositioning reflects the following:

“The BPL is access to the world—real, historical and the whole Internet. The BPL is also people who can guide the discovery/research/inquiry and programs that entertain and educate and inform.” The BPL has the resources both through its circulating and research collections and online and a lot of usage already – more people visit the Central Library each year than attend Red Sox games over a season! (more than 2 million annual on-site visitors to the central library alone).

Chair Karyn M. Wilson concluded that it is the goal of the Trustees’ Marketing & Fundraising Task Force to expeditiously share the BPL Brand Brief, with the full Trustees’ blessings, with a select number of advertising and marketing agencies for potential development and execution.

Chairman James Carroll reported on the initiatives of the Trustees’ Neighborhood Services Committee which has been meeting very regularly since September 2006 and consists of twenty-five members representing the whole range of Library stakeholders, constituencies, and branch library community supporters.

Chairman Carroll underscored that the members of the Trustees’ Neighborhood Services Committee are working persistently on gaining an understanding in a more manageable and rational way of how the Library can really be of service to all the neighborhoods of the City of Boston.

To further that end, the Committee has been devoted to developing an organized systematic assessment of what services are currently being delivered in each branch library and a way of assessing what services are not being delivered that should be delivered throughout the neighborhood libraries to library users, non-users, and the virtual public.

The Committee will be considering several categories pertaining to the assessment of the delivery of branch library services including: branch library buildings and the physical environment; collections; neighborhood library services and service points; branch library staffing and community collaboration; and the state of technology.

Meanwhile, the Chairman reported that a Sub-Committee has been established and charged with proposing to the full Committee, in collaboration with professional consultants, a serious survey tool for assessing what services are not being delivered that should be delivered in the neighborhood libraries.

Chairman Carroll noted that the goal of the Trustees’ Neighborhood Services Committee is to present to the Trustees by the end of the year a realistic and workable assessment program that hopefully would be implemented immediately upon the beginning of 2008.

Chair Zamawa Arenas reported on the initiatives of the Trustees’ Technology Task Force which has been meeting since September 2006 and is composed of industry experts in technology, BPL Staff, and representatives from the City of Boston and part of the goal is to expand the Task Force moving forward.

Chair Arenas noted that among the areas the Task Force will be focusing on this year is one that pertains to an overhaul of the Boston Public Library’s website www.bpl.org and providing support for the website to become more of a community building portal that is accessible to residents from across all Boston neighborhoods.

The Chair underscored that it is also very important for the Trustees’ Technology Task Force to work in tandem with the Trustees’ Marketing & Fundraising Task Force to achieve the mutual goals of communicating and presenting the resources and services of the Boston Public Library to the residents of Boston and to the world. To further those ends, the Task Force is exploring the establishment of a web-working group which will be composed of Task Force members and the brightest technology minds who are willing to help build a robust and long lasting Boston Public Library website.

Ms. P.A. d’Arbeloff, Executive Director of the Boston Public Library Foundation, provided an update on the Foundation’s initiatives including the private fundraising efforts being explored for the enhancement of a robust Boston Public Library website and the annual Schools Collaborative Program that will feature an awards ceremony and luncheon for one hundred twenty five students on May 6, 2007 at UMASS Boston celebrating the theme of Learning Connects Boston through students’ writings and drawings.

Ms. P.A. d’Arbeloff announced that the annual Boston Public Library Foundation Gala will be held on June 8, 2007 at the Copley Square Library. Additionally, the Foundation is developing a funding grant request with the BPL to support the planning phase for the development of two new spaces in the Johnson building: one for children; and a separate room for young adults. The re-designed spaces will include state-of-the-art rooms that provide optimal environments for Boston’s children, teens and their parents.

Meanwhile, Ms. P.A. d’Arbeloff reported that the Boston Public Library Foundation has transferred $895,000 to the Boston Public Library to date in FY 2007 which was followed by a full round of applause by the meeting attendees. Chairman Jeffrey B. Rudman thanked Ms. P.A. d’Arbeloff for an outstanding report and was delighted to note that between Ms. P.A. d’Arbeloff and Trustee Karyn M. Wilson who served as the first BPLF Executive Director, both have raised $73 million for the Boston Public Library over the past fifteen years.

Chairman William O. Taylor, Trustees’ Collections Committee, presented background information on the proposed acquisition of the Dr. Nicholas Catsimpoolous photographic and postcard collection of Greece in which a sampling of the photographs were on display in the Lecture Hall.

The Chairman noted that the Collections Committee reviewed for acquisition by the Boston Public Library a collection of more than 4,000 19 th and early 20 th century photographs and postcards of Greece , including the work of important photographers such as Francis Frith, and Felix Bonfils. One of the greatest collections of photographs and postcards of Greece in private hands, the collection represents the lifetime of work of a discerning collector, Dr. Nicholas Catsimpoolous, combining the appreciation for the aesthetics of photography and the history of the country that was the ancient birthplace of Democracy and Western Civilization. 

Chairman William O. Taylor reported that the Trustees’ Collections Committee met on March 6, 2007 and voted unanimously to recommend to the full Board approval of the resolution pertaining to the acquisition of the collection. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Collections Committee, it was

“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to acquire more than 4,000 19 th and early 20 th century photographs and postcards of Greece representing the lifetime of work of the discerning collector Dr. Nicholas Catsimpoolous at a cost not to exceed $100,000.00.”

President Bernard A. Margolis, in his report to the Trustees, noted that this week he is celebrating his tenth year of service to the Boston Public Library which was followed by a round of applause from the audience.

The President noted that as a traditional way of celebrating his first decade and being excited about beginning his next ten years, and consistent with the history of gifts to the Library by former Directors, the President presented a collection of over one hundred memorabilia items representing all manner, shape and form that celebrate the history of the Boston Public Library that were on display in the Lecture Hall including tea cups, china and bookmarks.

President Margolis thanked Chairman Jeffrey B. Rudman and the Trustees for their great support and expressed his appreciation to the staff and Friends of the Boston Public Library for their outstanding support and dedicated service to the public. The President highlighted many of the changes that have taken place over the past decade including significant technological advances noting for instance that there were 3,000 monthly hits to the BPL website in March 1997 while last month over 12 million hits were reported to the website.

On the neighborhood services front, the President reported that the Boston Public Library over the past decade has significantly enhanced the hours of branch service, branch staffing, and programs and services to the public, including online tutoring, homework assistance, and reading readiness programs in every branch. Additionally, many BPL branch libraries have established local history centers and higher education assistance program centers. The President noted that these accomplishments have been achieved in the context of the Library losing over one hundred employees during this period of time reflecting a remarkable tribute to the entire institution.

On the technology front, the President reported that the BPL continues to lead the nation’s public libraries noting a recent survey showed that of the seventy seven largest libraries in the country the Boston Public Library ranked second in computers per capita for the public. Additionally, the President underscored that the Norman B. Leventhal Map Center at the Boston Public Library bridges both the richness of the collection and the use of technologies in the delivery of resources and services to the public which recently was nominated for two awards for web-related services and initiatives.

Trustee James Carroll moved that the Trustees of the Public Library of the City of Boston formally acknowledge with gratitude and full respect President Bernard A. Margolis’ ten years of service to the Boston Public Library and that the Board honor him by fully and completely affirming all of his magnificent service to the Library. Following discussion, on a motion duly made and seconded, and on the recommendation of Trustee James Carroll, it was unanimously

“VOTED: that the Trustees of the Public Library of the City of Boston formally acknowledge with gratitude and full respect President Bernard A. Margolis’ ten years of service to the Boston Public Library and that the Board honor him by fully and completely affirming all of his magnificent service to the Library.”

On the children’s services front, President Margolis reported that the Library has filled the Mattapan Branch Children’s Librarian position and the Grove Hall Branch Children’s Librarian position has been filled with a temporary appointment with the prospect for a permanent appointment soon. The final interview for the Adams Street Branch Children’s Librarian position has been slated for March 22, 2007 and in the meantime the Adams Street Branch Librarian has assumed the Children’s Librarians duties in anticipation of the position being filled shortly.

On the circulation front, President Margolis reported that the Boston Public Library’s overall circulation was up 10%, branches up 12.5%, and the Central Library up 6.5% as compared to this time last year. On the collections front, the Boston Public Library’s circulating collections include materials in fifty-eight different languages and extensive world language materials and holdings in the research library collections beyond the circulating collections. Meanwhile, the Library is focusing its collection development activities on the top fourteen languages in light of minimal usage and limited financial resources.

On the programming front, President Margolis reported that the Library continues to have a very ambitious offering of programs throughout the entire system and across all age levels, including a new program the Library is exploring in collaboration with the Investors Protection Trust and the Secretary of the Commonwealth on a model investment program for people retiring early.

On the capital projects front, the President reported that the construction and re-design of the Copley Square MBTA station is moving along but slowly and the Library is working in concert with the City’s Capital Construction Department to ensure that there is oversight of the MBTA’s work on the project.

On the human resources front, President Margolis noted a recent report on the City’s Report Card titled Boston About Results which addressed absenteeism and usage of absent time by City employees. The BPL results reflected 4.1% usage of absent time as compared to a City average of 3.7% which will be addressed by the Library administration in an effort to reduce absenteeism to ensure consistent service to the public.

On the technology front, the President shared a report on the BPL Systems Department FY2007 Operating Budget & Funding Sources and noted that the BPL spends $3.7 million annually on technology of which 23% is received from the City of Boston and 44% from Federal E-Rate funds totaling $1.6 million in FY2007. The President shared this report in the context of a continuous audit by the E-Rate program and in light of the Library’s policies in place in compliance with the Children’s Internet Protection Act which will be addressed at the next Trustees’ Meeting.

On the financial front, President Margolis reported that the Library’s FY2008 City budget request was submitted to the Office of Budget Management and shared with the Board in advance of the meeting reflecting a requested total of $28,448,473 that is level with the Library’s current FY2007 appropriation as requested by the City’s Office of Budget Management.

President Margolis reviewed background information on the proposed approval of the disbursement from the Fellowes Athenaeum Trust Fund in an amount not to exceed a ceiling of $200,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008. Following discussion, on a motion duly made and seconded, and on the recommendation of President Margolis, it was

“VOTED: to approve the disbursement from theFellowes Athenaeum Trust Fund in an amount not to exceed a ceiling of $200,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008.”

The Honorable William M. Bulger, Chairman, Trustees’ Finance and Audit Committee, reported that the Trustees’ Finance and Audit Committee met on March 5, 2007 and unanimously recommended for approval to the full Board the award of five contracts. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the award of five contracts were approved as follows:

• Contract for Providing an Insect and Rodent Control Program

“VOTED: that there be entered into with Freedom Pest Control Co., 99 Central Street, Topsfield, MA 01983 the lowest, eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for providing an Insect and Rodent Control Program as specified during the period of July 1, 2007 through June 30, 2008 at a total cost not to exceed eleven thousand thirty six dollars and no cents ($11,036.00).”

• Contract for Window Cleaning at the Central Library Buildings and at other Library locations

“VOTED: that there be entered into with P. Clancy and Sons, 544 Dorchester Avenue, So. Boston, MA 02127, the lowest, eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for Window Cleaning at the Central Library Buildings and at other Library Locations during the period of July 1, 2007 through June 30, 2008 at a total cost not to exceed twenty five thousand seven hundred twenty dollars and no cents ($25,720.00).”

• Contract for Inspection, Testing and Treatment of HVAC Water, Glycol and Steam Systems

“VOTED: that there be entered into with Hydrotech Services, Inc., PMB497, 5 Manmar Drive, Plainville, MA 02762 the lowest eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for Inspection, Testing and Treatment of HVAC Water, Glycol and Steam Systems during the period of July 1, 2007 through June 30, 2008, at a total cost not to exceed eleven thousand two hundred eighty dollars and no cents ($11,280.00).”

• Contract for Preventive Maintenance and Repair of the HVAC Systems throughout the Public Library System of the City of Boston for the period commencing July 1, 2007 and ending June 30, 2010

Project No. 7325, C. 149 B

“VOTED: that there be entered into with EMCOR Services Northeast, Inc., 80 Hawes Way, Stoughton, MA 02072, the lowest responsible and eligible bidder, a contract publicly advertised, for Preventive Maintenance and Repair of the HVAC Systems throughout the Public Library System of the City of Boston, for the period commencing July 1, 2007 and ending June 30, 2010, at a total cost not to exceed five million seven hundred eighteen thousand three hundred eighty two dollars and ninety two cents ($5,718,382.92). The cost for each fiscal year (2008, 2009 & 2010), is not to exceed one million nine hundred six thousand one hundred twenty seven dollars and sixty four cents ($1,906,127.64).”

• Contract for the Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems

“VOTED: that there be entered into with American Service Company, 20 Fort Street, Quincy, MA 02169, the lowest eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. C. 30B, a contract for the Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems, beginning July 1, 2007 through June 30, 2008, and on July 1, 2008, and on July 1, 2009 at a total cost not to exceed Two Hundred Thirty Six Thousand Three Hundred Eighty Five Dollars and No Cents ($236,385.00). The first fiscal year (2008) is not to exceed $75,295.00, the second fiscal year (2009) is not to exceed $78,795.00, the third fiscal year (2010) is not to exceed $82,295.00.”

The Honorable William M. Bulger reported that the Trustees’ Finance and Audit Committee met on March 5, 2007 and recommended to the full Board approval of the waiver of the Bates Hall Rental Fee for the “School on the Move Event”. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was unanimously

“VOTED: to approve the request from Michael Keating, Esquire, Co-Chair, “School on the Move Event” requesting the proposed waiver of Bates Hall Room Rental Fee scheduled for Friday, October 19, 2007. The Committee will pay for security and all other logistical costs associated with the event.”

The Honorable Angelo M. Scaccia, Chairman, Trustees’ Capital Projects Committee reported on the highlights of the Trustees’ Capital Projects Committee meeting held on March 7, 2007 which reviewed outstanding progress on six significant capital projects and improvements including: capital renovations and repairs to the Lower Mills Branch Library over the last two years; McKim Restoration Project, Phase IID; Boston Public Library Heritage Center project; construction of a new Mattapan Branch Library; establishment of a new Boston Public Library at the Jeremiah E. Burke High School; and a review of significant Energy Efficiency Savings for FY2007.

Chairman Angelo M. Scaccia provided background information on a variety of capital improvements and repairs completed at the Lower Mills Branch Library over the last two years which included: a new roof and associated insulation; complete painting of ceilings and walls; new HVAC units; and a completely updated front entry canopy with enhanced lighting which serves to draw the attention of passersby to the library and is designed to make the branch look more friendly and welcoming.

Additionally, new shades and acoustic treatments were made to the Lower Mills Branch Library community room; new digital system controls which allow for remote monitoring of mechanical, electrical and lighting systems; new ground cover, grass and mulch in the entry area; installation of insulation around all duct work as a measure of energy conservation; selective replacement of window glazing; and the installation of new oak window sills.

Chairman Scaccia reported that significant Energy efficiencies were achieved in FY07 which positively impacted the BPL FY08 City Budget request. The BPL, through the execution of two capital projects in the fall of 2006 to replace old and inefficient equipment, has been able to reduce steam usage by 20%, which is the principal energy source for both heating and cooling the Copley complex.

This energy saving was a major factor in allowing the BPL to present a level funded to FY07 budget request to the City for FY08. The increases in the personnel budget, due to step and longevity raises, along with the increases in the cost of contractual services, together totaling over $425,000, were able to be offset by the reduction in the BPL’s energy budget request.

Meanwhile, the Library’s FY2008 Capital Budget Request totaling $7.6 million has been submitted to the Office of Budget and Management and is pending review. Among the capital projects included in the FY2008 request are: additions to the Johnson building infrastructure, performance of a facilities audit, ADA renovations to the Kirsteinand Faneuil Branches along with re-activation of the Brighton Branch capital improvement project.

There being no further business, the Meeting of the Corporation and the Administrative Agency adjourned at 5:20 p.m.

Respectfully submitted,

Clerk to the Trustees

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