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March 28, 2006
Order of Business for a Meeting as a
Corporation on
Tuesday, March 28, 2006 at 9:30 a.m.
The Boston Public Library
Trustees’ Room, JohnsonBuilding, 3 rd Floor
700 Boylston Street
Boston, MA
Chairman William O. Taylor
1. Approval of Minutes for the Regular Meeting on January 17, 2006
Mr. William O. Taylor
2. Welcome and Introduction of Mr. Fredy Cuevas for presentation of the Portrait of Edward Everett, Massachusetts Governor, 1835-1839, Candidate for Vice President of U.S., 1860 and Trustee of the Public Library of the City of Boston, 1852-1864, gift of the estate of Dr. Maury A. Bromsen
Mr. William O. Taylor
3. Proposed Resolution on Use of Boston Public Library’s Enterprise Fund
The Trustees’ Finance and Audit Committee has reviewed and recommended to the full Board of Trustees approval of the following resolution following discussions with City Officials pertaining to the use of the Boston Public Library’s Enterprise Fund:
“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to use one half of the proceeds from the Boston Public Library’s Enterprise Fund for FY 2006 to support the required challenge match for the Norman B. Leventhal Map Center of the Boston Public Library earmarked to support educational endowment and one half of the proceeds from the Boston Public Library’s Enterprise Fund for FY 2006 for the procurement of materials to meet State Aid requirements.”
Ms. Karyn M. Wilson
4. Confirmation of Two Telephone Polls regarding Proposed Waivers of Room Rental Fees.
The Trustees’ Finance and Audit Committee in a meeting on March 15, 2006 confirmed the results of telephone polls of the Board on February 3, 2006 and on March 9, 2006 by the Clerk to the Trustees pertaining to the requests for Waivers of Room Rental Fees which the Trustees approved as follows:
“VOTED: to approve the request from Ms. Harron Ellenson, Harron & Associates, Inc., on behalf of the Committee presenting the “Eleanor Roosevelt: Following in Her Footsteps Award” to waive the Popular Reading Room Rental Fee for a program on April 2, 2006 in which all additional security and other logistical costs associated with the program would be paid for by the requestor.”
“VOTED: to approve the request from Michael Keating, Esquire, Co-Chair, “School on the Move” Event who is serving along with Honorary Chair Mayor Thomas M. Menino, requesting the proposed waiver of Bates Hall room use rental fee pertaining to the “School on the Move” Event scheduled for Friday evening, October 20, 2006 in Bates Hall and the Committee will pay for security and all other logistical costs associated with the Event.”
Ms. Karyn M. Wilson
5. Trustees’ Capital Projects Committee Report
The Honorable Angelo M. Scaccia
6. President’s Report
- General Review
- Welcome and Introduction of Ms. Carol Wu, Chief Technology Officer for the Boston Public Library and Ms. Alexandra Merceron, Communications Manager for the Boston Public Library
- Presentation of 2006 Webfeat President’s Award for Innovation to the Boston Public Library
- Announcement of BPL AFSCME Local 1526 Winner of SirsiDynix-ALA-APA Award for Outstanding Achievement in Promoting Salaries and Status for Library Workers
- Update on the Boston Public Library Reorganization Activities
- Update on Human Resources Activities
Mr. Bernard A. Margolis
7. Update on the Boston Public Library Foundation
Mrs. P.A. d’Arbeloff
8. Update on the Associates of the Boston Public Library
Ms. Vivian K. Spiro
9. Other Business
Mr. William O. Taylor
10. Adjournment
Mr. William O. Taylor
Order of Business for a Meeting as an
Administrative Agency on
Tuesday, March 28, 2006 at 9:30 a.m.
The Boston Public Library
Trustees’ Room, JohnsonBuilding, 3 rd Floor
700 Boylston Street
Boston, MA
Chairman William O. Taylor
1. Approval of Minutes for the Regular Meeting on January 17, 2006
Mr. William O. Taylor
2. Trustees’ Finance and Audit Committee Report
The Trustees’ Finance and Audit Committee has reviewed and recommended to the full Board of Trustees approval of the following two awards of contracts pertaining to the procurement of Furniture for the McKim Office Spaces of the Boston Public Library:
- Contract for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Office Spaces of the Boston Public Library
“VOTED: that there be entered into with Tucker Library Interiors, LLC, 55 So. Commercial Street, Manchester , NH 03101, a responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Supplying, Delivering and Installing Manufactured Furniture for the McKim Office Spaces of the McKim Building of the Boston Public Library, at a total cost not to exceed Ten Thousand Three Hundred Eighty Eight Dollars and No Cents ($10,388.00).”
- Contract for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Office Spaces of the Boston Public Library
“VOTED: that there be entered into with Office Environments of New England, 111 Boston Wharf Road, Boston, MA 02210, a responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Supplying, Delivering and Installing Manufactured Furniture for the McKim Office Spaces of the McKim Building of the Boston Public Library, at a total cost not to exceed One Hundred Thirteen Thousand Ninety Six Dollars and Nine Cents ($113,096.09).”
The Trustees’ Finance and Audit Committee has reviewed and recommended to the full Board of Trustees approval of the following award of contract pertaining to Supplying Periodicals and Serials and Servicing the Subscriptions for the Boston Public Library; the award of contracts for Window Cleaning, Installation and Repairs at the Central Library and other Library Locations; the award of contract for Inspection, Testing, and Servicing Elevator Equipment; the Proposed Award of Contract for Moving Services from the New England Deposit Library to the Norwood Storage; and the Proposed Award of Contract for Guard and Patrol Services:
- Contract for Supplying Periodicals and Serials for the period commencing January 1, 2006 and ending December 31, 2006 and Servicing the Subscriptions for the Individual Items throughout the year:
“VOTED: that without public advertising, there be entered into with the EBSCO Subscription Services, 1163 Shrewsbury Avenue, Suite E, Shrewsbury, New Jersey 07702-4321 a contract for (1) supplying periodicals and serials for the period commencing January 1, 2006 and ending December 31, 2006 and (2) servicing the subscriptions for the individual items throughout the year as specified in the Specifications, and subject to the terms, agreements, and conditions set forth in said contract, at a total cost not to exceed One Hundred Sixty One Thousand One Hundred Forty Eight Dollars and No Cents ($161,148.00).”
- 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, South 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, 2006 through June 30, 2007, at a total cost not to exceed Twenty Six Thousand Three Hundred and Twenty Dollars and No Cents ($26,320.00).”
- Contract for Window Installation and Repairs in various Library Buildings
“VOTED: that a contract publicly advertised in accordance with the provisions of G.L. c. 149, Section 44A-44I, be entered into with Hub Glass Services, 216 McGrath Hwy., Somerville, MA02143, the sole bidder, for Window Installation and Repairs in various Library Buildings, for a multi-three (3) year period, commencing July 1, 2006 and ending June 30, 2009, at a total cost for the three (3) year period not to exceed Fifty Four Thousand Six Hundred Forty Eight Dollars and Seventy Five Cents ($54,648.75). The cost for the first Fiscal Year (2007) is not to exceed Eighteen Thousand Two Hundred Sixteen Dollars and Twenty Five Cents ($18,216.25) and the same amount for each of the next two (2) Fiscal Years (Fiscal Years 2008 and 2009).”
- Contract for Inspection, Testing, Servicing and Full Preventive Maintenance of Elevator Equipment in various Library Buildings
“VOTED: that a contract publicly advertised in accordance with the provisions of G.L. c. 149, Section 44A - 44I, be entered into with 3Phase Elevator Corp., 41 Brooks Drive, Braintree, MA 02184, the lowest eligible and responsible bidder, for Inspection, Testing, Servicing and Full Preventive Maintenance of Elevator Equipment in Various Library Buildings for a multi-three (3) year period, commencing July 1, 2006 and ending June 30, 2009, at a total cost for the three (3) year period not to exceed One Hundred Fifty Three Thousand Nine Hundred Sixty Nine Dollars and No Cents ($153,969.00). The cost for the first Fiscal Year FY-07 is not to exceed Forty Eight Thousand Eight Hundred Forty Dollars and No Cents ($48,840.00), and for each of the next two fiscal years (Fiscal Years 2008 and 2009) not to exceed Fifty One Thousand Two Hundred Eighty Two Dollars and No Cents ($51,282.00) and Fifty Three Thousand Eight Hundred Forty Seven Dollars and No Cents ($53,847.00), respectively.”
- Contract for Moving Services from New England Deposit Library to the Norwood Storage for the Boston Public Library
“VOTED: that there be entered into with American Interfile & Library Services, 55 Sweeneydale Avenue, Bay Shore, NY 11706 the lowest responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Moving Services from New England Deposit Library to the Norwood Storage for the Boston Public Library, at a total cost not to exceed Seventy Nine Thousand Five Hundred Thirty Eight Dollars and No Cents ($79,538.00).”
- Contract for Furnishing Guard and Patrol Services for the Boston Public Library
“VOTED: that there be entered into with Andy Frain Services, 761 Shoreline Drive, Aurora, IL 60504, the lowest eligible, and responsible bidder, in the public bidding, advertised under G.L. c. 30B, a contract for furnishing guard and patrol services for the Boston Public Library for a multi-year (three [3] year) period beginning July 1, 2006 through June 30, 2007, and on July 1, 2007 and on July 1, 2008, at a total cost for the three (3) year period not to exceed One Million Eight Hundred Two Thousand Nine Hundred Forty Eight Dollars and Eighty Seven Cents ($1,802,948.87). The cost for the first Fiscal Year (2007) is not to exceed Five Hundred Eighty Nine Thousand One Hundred Eighty Four Dollars and No Cents ($589,184.00), and for each of the next two fiscal years (Fiscal years 2008 and 2009) not to exceed Six Hundred Thousand Nine Hundred Eighty Three Dollars and No Cents ($600,983.00) and Six Hundred Twelve Thousand Seven Hundred Eighty Two Dollars and No Cents ($612,782.00), respectively.”
Ms. Karyn M. Wilson
3. Other Business
Mr. William O. Taylor
4. Adjournment
Mr. William O. Taylor
Minutes of Meeting
In Board of Trustees
Corporation
Tuesday, March 28, 2006
A meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Boston Public Library, Trustees’ Room, Johnson Building, 3 rd floor, 700 Boylston Street, Boston, MA at 9:30 a.m.
Present at the meeting were: Trustees James Carroll, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M. Scaccia, and William O. Taylor.
Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Maribeth Cusick, Assistant, Corporation Counsel, City of Boston Law Department; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Jean Capizzi, Operating Analyst, Office of Budget Management; Inez Foster, Fellowes Athenaeum Trust Fund Consultant/Project Manager; Vivian K. Spiro, Chairman, and Betsy Hall, Executive Director, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Fredy Cuevas, Friend of the Boston Public Library; Ruth Kowal, Chief Operating Officer & Chief of Staff; Deirdre Brennan, Chief of Public Services; Edward D. Maheigan, Acting Chief Financial Officer; Carol Wu, Chief Technology Officer; David Young, Chief of Human Resources; Carol A. Mahoney, Neighborhood Services Manager; Alexandra Merceron, Communications Manager; members of the Library administration, BPL Union representatives, staff, public, and Jamie McGlone, Clerk to the Trustees.
Chairman William O. Taylor presided.
Chairman William O. Taylor expressed his grateful thanks and appreciation to the Trustees, President, Staff and Friends of the Boston Public Library for all the cards and kind wishes he received encouraging his speedy recovery.
The first item on the order of business was the approval of Minutes for the Regular Trustees’ Meeting held on January 17, 2006 at the Mattapan Branch Library, 10 Hazelton Street, Mattapan, MA. On a motion duly made and seconded, the Minutes for the Regular Trustees’ Meeting held on January 17, 2006 were approved.
Chairman William O. Taylor welcomed Mr. Fredy Cuevas for the unveiling of the Portrait of Edward Everett, Massachusetts Governor, 1835-1839, Candidate for Vice President of U.S., 1860 and Trustee of the Public Library of the City of Boston, 1852-1864, which was a gift from the estate of Dr. Maury A. Bromsen.
Mr. Cuevas unveiled the Portrait of Edward Everett and thanked the Trustees and Library President for the invitation to unveil the gift from Dr. Maury A. Bromsen to the Boston Public Library which he treasured throughout his life.
Trustee Jeffrey B. Rudman provided background on the proposed resolution on the use of the Boston Public Library’s Enterprise Fund which the Trustees’ Finance and Audit Committee recommended to the full Board of Trustees following discussions with City Officials.
Trustee Rudman reported that the Library President, the Acting Chief Financial Officer, and he had an incredibly productive meeting with the Honorable Mayor Thomas M. Menino and the Budget Office staff on Saturday, March 18, 2006 pertaining to the use of the Boston Public Library’s Enterprise Fund.
Trustee Rudman noted that the agreed upon consensus of the meeting with the Mayor and the Budget Office staff was to use one half of the proceeds of the current value as of June 30, 2006 from the Boston Public Library’s Enterprise Fundfor FY 2006 to support the required challenge match for theNorman B. Leventhal Map Center of the Boston Public Library earmarked to support educational endowment and one half of the proceeds of the current value as of June 30, 2006 from theBoston Public Library’s Enterprise Fundfor FY 2006 for the procurement of materials to meet State Aid requirements.
Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee following productive discussions with City Officials, the proposed resolution on the use of the Boston Public Library’s Enterprise Fund for FY 2006 was approved as follows:
“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to use one half of the proceeds from the current value as of June 30, 2006 from the Boston Public Library’s Enterprise Fund for FY 2006 to support the required challenge match for the Norman B. Leventhal Map Center of the Boston Public Library earmarked to support educational endowment and one half of the proceeds from the current value as of June 30, 2006 from the Boston Public Library’s Enterprise Fund for FY 2006 for the procurement of materials to meet State Aid requirements.”
Trustee Jeffrey B. Rudman reviewed background information on the proposed confirmation of two telephone polls of the Board pertaining to the proposed waivers of room rental fees.
Trustee Rudman noted that the Trustees’ Finance and Audit Committee in a meeting on March 15, 2006 confirmed the results of the telephone polls of the Board on February 3, 2006 and on March 9, 2006 by the Clerk to the Trustees and recommended to the full Board approval of the requests for waivers of the room rental fees. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was
“VOTED: to approve the request from Ms. Harron Ellenson, Harron & Associates, Inc., on behalf of the Committee presenting the “Eleanor Roosevelt: Following in Her Footsteps Award” to waive the Popular Reading Room Rental Fee for a program on April 2, 2006 in which all additional security and other logistical costs associated with the program would be paid for by the requestor.”
“VOTED: to approve the request from Michael Keating, Esquire, Co- Chair, “School on the Move” Event who is serving along with Honorary Chair Mayor Thomas M. Menino, requesting the proposed waiver of Bates Hall room use rental fee pertaining to the “School on the Move” Event scheduled for Friday evening, October 20, 2006 in Bates Hall and the Committee will pay for security and all other logistical costs associated with the Event.”
The Honorable Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects Committee, reported on the status and progress of the various capital projects ongoing throughout the Boston Public Library system as reported on at the Trustees’ Capital Projects Committee Meeting held on March 1, 2006.
Chairman Scaccia provided an update on the status and progress of the McKim Restoration project, Phase IIC which is substantially complete with the renovation of several significant public spaces including: the original Trustees’ Room, the Cheverus Room, the Abbey Room, the Sargent Gallery, and the Changing Exhibits Room located on the first floor of the McKim building.
It is anticipated that the McKim Restoration project, Phase IIC will be entirely completed soon pending the successful close out of several punch list items, including the replacement of fabric in the Cheverus Room display cases.
On the financial front, McKim Phase IIC construction cost is estimated at $14.5 million with a total project budget estimated at $20.4 million. It is anticipated that a construction contingency balance of over $1.4 million will be left which is anticipated to be carried over to Phase IID.
The project scope for McKim Restoration, Phase IIC also included 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 were provided by Shepley, Bulfinch, Richardson & Abbott, Inc. and the contractor for the project was Lee Kennedy Company.
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 and architect selection for McKim Phase IID coupled with a preliminary review of the capital funds which would need to be raised for the project.
President Margolis has written a formal letter to the City Treasurer requesting permission to begin the architect designer selection process for McKim Phase IID utilizing the $1.4 million in funds carried over from McKim Phase IIC along with $700,000 previously raised for McKim Phase IID.
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 yet to be developed for Phase IID, they will be driven in part by fundraising efforts and by Phase IIC’s projected completion date of early spring 2006. 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.
Chairman Scaccia reported on the progress of capital work underway in the various branch libraries and at the Boston Public Library Heritage Center with a review of their current project status.
In an overview of the Johnson Building capital projects, the Chairman reported that significant upgrades to the Johnson Building Fire Alarm System are complete. Meanwhile, an architect designer has been selected for the development of a Rare Books Climate Control system to address climate and humidity control issues and construction is complete on the McKim Basement Repairs and the Flood Recovery program except for a few remaining punch list items.
Chairman Scaccia informed the Board that the Library has resubmitted a FY 2007 Capital Budget Request totaling $150,000 to replace the Johnson Building Hot Water Heater System and related Heating Support and Piping Systems. This critical need was first identified to the City on June 22, 2004 and a Capital Budget Request was initially filed in the FY 2006 Capital Budget given that the Heating and Support systems are now forty years old and could fail at anytime.
The Chairman reported on the status of the Noise Mitigation project on Blagden Street adjacent to Trinity Place noting that a mechanical engineer has been selected to address engineering design options to mitigate the noise generated from the Boston Public Library’s roof mechanical systems and neighboring hotel affecting Trinity Place on Blagden Street.
The designer selection process for the development of the Boston Heritage Centerwas concluded and the firm of Fletcher Harkness Cohen Moneyhun, (FHCM) Architects has been chosen. Meanwhile, the internal BPL Heritage Center Committee is researching optimal storage designs and archival retrieval systems which will be incorporated into the design development process.
On the Branch Libraries capital projects front, 18 Branch Libraries are in various phases of capital work. The Grove Hall Branch roof project has been completed including the installation of three new rooftop units along with additional capital work allowing the Branch to be reopened to the public on November 25, 2005.
The Chairman reported on the continuing discussions pertaining to the proposal for incorporating a Boston Public Library Branch in the Jeremiah E. Burke High School. To further those ends, representatives from the Library, Friends’ Group, Schools, Capital Construction, the community, and Schwartz/Silver Architects have been meeting regularly to review the design development plans toward bringing the combined Schools/Public Library initiative to fruition.
The Jeremiah E. Burke High School project cost was originally anticipated to not exceed $31 million but is currently estimated to be $35.4 million. Meanwhile, issues of security, fire control, information technology, and public access to the Library are being addressed.
The Brighton Branch Library is slated for a comprehensive renovation project budgeted at $4.2 million. Representatives from the Library, Capital Construction, and J. Stewart Roberts and Associates are working in collaboration to review the design development plans which will include new mechanical, electrical, lighting, and telecommunications systems, lobby and vestibule improvements along with handicap accessibility improvements. Design development work is anticipated for completion in late early spring 2006 while construction is slated to begin July 2006.
On the Branch Library development front, the program statement work had been completed as part of the siting study for a new Mattapan Branch Library by the firm of Schwartz Silver Architects and the site for the new Library located at the corner of Blue Hill Avenue and Babson Street was acquired by the City in early January 2006.
Meanwhile, the Boston Public Library submitted a Mattapan Branch Library construction grant application to the Massachusetts Board of Library Commissioners on January 6, 2006 totaling $4.5 million based on a project cost of $17.7 million.
In light of the community’s request for significant capital improvements to the Jamaica Plain Branch Library, the Chairman reported that the architectural firm of Baker-Wohl has been retained to prepare a comprehensive facility study of the branch library to address patron and operational space needs identified by the community. Meanwhile, a FY 2007 capital budget request was submitted by the Library in December 2005 to obtain funding for the implementation of the Jamaica Plain Branch Library Master Plan.
Chairman Scaccia provided an overview of the ongoing and completed Critical Repair Fund Projects for FY 2006 which focuses primarily on addressing critical repairs in the branch libraries. Included among the critical repair projects highlighted were: mold remediation, roof and bathroom repairs, water damage repair work, skylight repair, HVAC system repairs, handicap door access, and fire alarm, lighting, and environmental testing. Meanwhile, the Library will be requesting a Critical Repair Fund project budget totaling $300,000 for FY 2007.
President Bernard A. Margolis, in his report to the Trustees, reported on the success of the 11 th National Public Library Association Conference held in Boston March 21-25, 2006 which broke all records for attendance totaling 10,600 participants. The President expressed appreciation to the staff of the Boston Public Library, BPL Tour Guides, City-wide Friends and Associates of the Boston Public Library who helped make the All-Conference reception held at the BPL on Friday evening, March 24, 2006 an outstanding event with over 6,000 attendees.
On the budgetary front, President Margolis reported that the Boston Public Library was certified to receive State Aid to Public Libraries awards for FY 2006 on February 2, 2006 by the Massachusetts Board of Library Commissioners totaling $685,000 resulting from the MBLC granting the BPL a waiver of the FY 2006 Municipal Appropriation Requirement.
On the grants front, President Margolis reported that the Boston Public Library has been awarded two National Endowment for the Humanities grants totaling $50,000 earmarked to support an exhibition focusing on John Adams and an exhibition on architect Rafael Guastavino who designed the tile ceilings in the McKim building.
On the human resources front, President Margolis welcomed and introduced Ms. Carol Wu, Chief Technology Officer for the Boston Public Library, and Ms. Alexandra Merceron, Communications Manager for the Boston Public Library, who recently assumed their positions at the Boston Public Library.
On the awards front, President Margolis shared with the Board the 2006 Webfeat President’s Award for Technology Innovation recently awarded to the Boston Public Library. Additionally, the President announced that the BPL AFSCME Local 1526 has been selected as the winner of the SirsiDynix-ALA-APA Award totaling $3,000 for Outstanding Achievement in Promoting Salaries and Status for Library Workers which will be matched annually by the Boston Public Library to enhance AFSCME member participation in the American Library Association.
President Margolis provided an update on the progress of the Boston Public Library reorganization activities as outlined in the Boston Public Library Central Library Service Initiative, Final Report, January 3, 2006 which was presented at the Trustees Meeting on January 17, 2006. Additionally, Mr. David Young, Chief of Human Resources, shared with the Board a report on the Boston Public Library Human Resources activities and a review of Employee actions, including a host of recent staff appointments and grievances.
President Margolis welcomed and introduced Ms. Inez Foster, Project Manager/Consultant, Fellowes Athenaeum Trust Fund. Ms. Foster shared with the Board the proposed Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2007 and budget projections totaling $200,000. Ms. Foster noted that the proposed Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2007 has been developed to reflect the mission of the Fellowes Athenaeum Trust and the needs of the community served by the Dudley Branch.
Additionally, Ms. Foster reported that the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2007 takes into account the capacities of both the Dudley Branch and the Dudley Literacy Center and seeks to create vibrant partnerships that are centered on collaboration with their resources.
In an overview of the proposed Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2007, Trustee Jeffrey B. Rudman recommended increasing the budgetary resources earmarked for improving access to services and increasing the visibility of the Dudley Branch to the community in collaboration with the Library President, Commissioner Michael Galvin, and Ms. Alexandra Merceron, Communications Manager for the Boston Public Library. Following discussion, on a motion duly made and seconded, it was
“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to approve the disbursement from the Fellowes Athenaeum Trust Fund in an amount not to exceed $200,000 earmarked to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2007.”
Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation, provided an update on the recent activities of the Foundation and shared with the Board a report on Foundation funding as of March 2006 reflecting an increase in funds raised during the same period in FY 2005. Mrs. d’Arbeloff noted that Funds totaling $737,340 are waiting to be issued to the Boston Public Library pending a request by the BPL coupled with an additional $107,000 in grant money also waiting to go to the Library and earmarked for programmatic initiatives.
Mrs. d’Arbeloff reported on the planning efforts underway for the Boston Public Library Foundation Annual Gala scheduled for Friday evening, June 9, 2006 at the Boston Public Library celebrating the theme of Exploration in connection with the Journeys of the Imagination exhibit on display in the McKim building created by the staff of the Norman B. Leventhal Map Center at the Boston Public Library.
Ms. Vivian K. Spiro, Chairman, Associates of the Boston Public Library, introduced Ms. Betsy Hall who has been appointed Executive Director for the Associates of the Boston Public Library.
Ms. Spiro reported on a host of activities sponsored by the Associates including the upcoming Eighteenth Annual Literary Lights Dinner with a talk by David Gergen on Sunday, April 30, 2006 at the Boston Park Plaza Hotel. Ms. Spiro noted that the proceeds from the Literary Lights Dinner will benefit the David McCullough Conservation Fund and the programs, services and collections of the Boston Public Library.
There being no further business, the meeting of the Corporation adjourned at 11:00 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees
Minutes of Meeting
In Board of Trustees
Administrative Agency
Tuesday, March 28, 2006
A meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, Trustees’ Room, Johnson Building, 3 rd floor, 700 Boylston Street, Boston, MA at 11:00 a.m.
Present at the meeting were: Trustees James Carroll, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M. Scaccia, and William O. Taylor.
Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Maribeth Cusick, Assistant, Corporation Counsel, City of Boston Law Department; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Jean Capizzi, Operating Analyst, Office of Budget Management; Inez Foster, Fellowes Athenaeum Trust Fund Consultant/Project Manager; Vivian K. Spiro, Chairman, and Betsy Hall, Executive Director, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Fredy Cuevas, Friend of the Boston Public Library; Ruth Kowal, Chief Operating Officer & Chief of Staff; Deirdre Brennan, Chief of Public Services; Edward D. Maheigan, Acting Chief Financial Officer; Carol Wu, Chief Technology Officer; David Young, Chief of Human Resources; Carol A. Mahoney, Neighborhood Services Manager; Alexandra Merceron, Communications Manager; members of the Library administration, BPL Union representatives, staff, public, and Jamie McGlone, Clerk to the Trustees.
Chairman William O. Taylor presided.
The first item on the order of business was the approval of Minutes for the Regular Trustees’ Meeting held on January 17, 2006 at the Mattapan Branch Library, 10 Hazelton Street, Mattapan, MA. On a motion duly made and seconded, the Minutes for the Regular Trustees’ Meeting held on January 17, 2006 were approved.
Trustee Jeffrey B. Rudman reviewed background information on the proposed award of eight contracts which were recommended for approval to the full Board in a meeting of the Trustees’ Finance and Audit Committee on March 15, 2006.
Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the following proposed award of eight contracts were approved as a block as follows:
- Contract for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Office Spaces of the Boston Public Library
“VOTED: that there be entered into with Tucker Library Interiors, LLC, 55 So. Commercial Street, Manchester , NH 03101 , a responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Supplying, Delivering and Installing Manufactured Furniture for the McKim Office Spaces of the McKim Building of the Boston Public Library, at a total cost not to exceed Ten Thousand Three Hundred Eighty Eight Dollars and No Cents ($10,388.00).”
- Contract for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Office Spaces of the Boston Public Library
“ VOTED: that there be entered into with Office Environments of New England, 111 Boston Wharf Road, Boston, MA 02210, a responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Supplying, Delivering and Installing Manufactured Furniture for the McKim Office Spaces of the McKim Building of the Boston Public Library, at a total cost not to exceed One Hundred Thirteen Thousand Ninety Six Dollars and Nine Cents ($113,096.09).”
- Contract for Supplying Periodicals and Serials for the period commencing January 1, 2006 and ending December 31, 2006 and Servicing the Subscriptions for the Individual Items throughout the year:
“VOTED: that without public advertising, there be entered into with the EBSCO Subscription Services, 1163 Shrewsbury Avenue, Suite E, Shrewsbury, New Jersey 07702-4321 a contract for (1) supplying periodicals and serials for the period commencing January 1, 2006 and ending December 31, 2006 and (2) servicing the subscriptions for the individual items throughout the year as specified in the Specifications, and subject to the terms, agreements, and conditions set forth in said contract, at a total cost not to exceed One Hundred Sixty One Thousand One Hundred Forty Eight Dollars and No Cents ($161,148.00).”
- 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, South 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, 2006 through June 30, 2007, at a total cost not to exceed Twenty Six Thousand Three Hundred and Twenty Dollars and No Cents ($26,320.00).”
- Contract for Window Installation and Repairs in various Library Buildings
“VOTED: that a contract publicly advertised in accordance with the provisions of G.L. c. 149, Section 44A-44I, be entered into with Hub Glass Services, 216 McGrath Hwy., Somerville, MA02143, the sole bidder, for Window Installation and Repairs in various Library Buildings, for a multi-three (3) year period, commencing July 1, 2006 and ending June 30, 2009, at a total cost for the three (3) year period not to exceed Fifty Four Thousand Six Hundred Forty Eight Dollars and Seventy Five Cents ($54,648.75). The cost for the first Fiscal Year (2007) is not to exceed Eighteen Thousand Two Hundred Sixteen Dollars and Twenty Five Cents ($18,216.25) and the same amount for each of the next two (2) Fiscal Years (Fiscal Years 2008 and 2009).”
- Contract for Inspection, Testing, Servicing and Full Preventive Maintenance of Elevator Equipment in various Library Buildings
“VOTED: that a contract publicly advertised in accordance with the provisions of G.L. c. 149, Section 44A - 44I, be entered into with 3Phase Elevator Corp., 41 Brooks Drive, Braintree, MA 02184, the lowest eligible and responsible bidder, for Inspection, Testing, Servicing and Full Preventive Maintenance of Elevator Equipment in Various Library Buildings for a multi-three (3) year period, commencing July 1, 2006 and ending June 30, 2009, at a total cost for the three (3) year period not to exceed One Hundred Fifty Three Thousand Nine Hundred Sixty Nine Dollars and No Cents ($153,969.00). The cost for the first Fiscal Year FY-07 is not to exceed Forty Eight Thousand Eight Hundred Forty Dollars and No Cents ($48,840.00), and for each of the next two fiscal years (Fiscal Years 2008 and 2009) not to exceed Fifty One Thousand Two Hundred Eighty Two Dollars and No Cents ($51,282.00) and Fifty Three Thousand Eight Hundred Forty Seven Dollars and No Cents ($53,847.00), respectively.”
- Contract for Moving Services from New England Deposit Library to the Norwood Storage for the Boston Public Library
“VOTED: that there be entered into with American Interfile & Library Services, 55 Sweeneydale Avenue, Bay Shore, NY 11706 the lowest responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Moving Services from New England Deposit Library to the Norwood Storage for the Boston Public Library, at a total cost not to exceed Seventy Nine Thousand Five Hundred Thirty Eight Dollars and No Cents ($79,538.00).”
- Contract for Furnishing Guard and Patrol Services for the Boston Public Library
“VOTED: that there be entered into with Andy Frain Services, 761 Shoreline Drive, Aurora, IL 60504, the lowest eligible, and responsible bidder, in the public bidding, advertised under G.L. c. 30B, a contract for furnishing guard and patrol services for the Boston Public Library for a multi-year (three [3] year) period beginning July 1, 2006 through June 30, 2007, and on July 1, 2007 and on July 1, 2008, at a total cost for the three (3) year period not to exceed One Million Eight Hundred Two Thousand Nine Hundred Forty Eight Dollars and Eighty Seven Cents ($1,802,948.87). The cost for the first Fiscal Year (2007) is not to exceed Five Hundred Eighty Nine Thousand One Hundred Eighty Four Dollars and No Cents ($589,184.00), and for each of the next two fiscal years (Fiscal years 2008 and 2009) not to exceed Six Hundred Thousand Nine Hundred Eighty Three Dollars and No Cents ($600,983.00) and Six Hundred Twelve Thousand Seven Hundred Eighty Two Dollars and No Cents ($612,782.00), respectively.”
There being no further business, the meeting of the Administrative Agency adjourned at 11:15 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees
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