BPL - Trustees May 8, 2007 Meeting

Trustees of the Public Library of the City of Boston
Order of Business for the Regular Meeting
as a Corporation and as an Administrative Agency
The Boston Public Library Trustees’ Room,
Johnson building, 3rd floor 700 Boylston Street, Boston, MA
Tuesday, May 8, 2007 at 8:00 a.m.

2. Approval of Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on March 13, 2007 at the Lower Mills Branch

The Trustees’ Collections Committee met on May 2, 2007 and voted unanimously to recommend to the full Board approval of the resolution pertaining to the recommendations and implementation of the New Sector Alliance Conservation Project earmarked for the Rare Books and Manuscripts Department collections and funded by the David McCullough Conservation Fund as follows:

“VOTED: to approve the recommendations of the Trustees’ Collections Committee and adopt the New Sector Alliance proposal pertaining to the Boston Public Library Conservation Project earmarked for the Rare Books and Manuscripts Department collections which would be funded through the Associates of the Boston Public Library and the David McCullough Conservation Fund up to $75,000.”

The Trustees’ Finance and Audit Committee met on May 2, 2007 and recommended for approval to the full Board the following award of contract pertaining to the purchase of books and other library bibliographical acquisitions materials:

“VOTED: that there be entered into a non-advertised contract, as authorized under G.L., c30-B, Section 7 (a), referred to as “Procurement of Library Books”, between the Trustees of the Public Library of The City of Boston (a Corporation under Chapter 114 of the Acts of 1878), and specified vendors (including any subsidiaries or agents), for the acquisitions of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisition materials, during the period July 1, 2007 through June 30, 2008.”

7. Confirmation of Telephone Poll conducted by the Clerk to the Trustees on April 23, 2007 pertaining to the proposed Approval of the Use of the Hyde Park Branch Library for a Wedding Ceremony on Saturday, May 26, 2007 from 5:00 p.m. – 6:00 p.m.

The Trustees of the Public Library of the City of Boston recommended for approval to the full Board the following resolution for use of the Hyde Park Branch Library:

“VOTED: to approve the request from Jodi DiGregorio and Erik Then requesting the proposed Use of the Hyde Park Branch Library for a Wedding Ceremony on Saturday, May 26, 2007 from 5:00 p.m. – 6:00 p.m. The wedding party will pay a $50.00 room fee and assume all security and other logistical costs associated with the building use.”

Order of Business for the Annual Meeting of the Trustees
as a Corporation held on
Tuesday, May 8, 2007 at 8:00 a.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, Johnson Building, 3 rd floor
Chairman Jeffrey B. Rudman

“VOTED: that the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation be, and hereby is, authorized to sign on behalf of the Corporation, bills, special drafts, and payrolls of the Library.”

“VOTED: that the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation be, and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the Corporation and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payments under contracts so voted.”

4. Enabling votes for the acceptance on behalf of the Corporation of those gifts, payments made in recognition for special services rendered and payments received for publications and prints executed under library sponsorship

“VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation be, and hereby is, authorized to accept on behalf of the Trustees gifts, payments made in recognition for the special services rendered and payments received for the publications and prints executed under library sponsorship and, in connection with the acceptance of the same, to endorse on behalf of the Trustees checks so received, said amounts to be reported to the Board at their next Annual Meeting.”

5. Enabling vote for acceptance on behalf of the Corporation of gifts to be added to funds already established in the General Investment Account

“VOTED: that the President of the Public Library of the City of Boston, or his designee, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2006 to June 30, 2007 income on the Children’s Fund now held in the custody of the Collector-Treasurer of the City of Boston pursuant to the provisions of the 11th Clause of the will of Josiah H. Benton, as required by the 19th Clause of said will;

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized and directed to cause to be distributed and paid to the Rector of Trinity Church, to be held by said Rector pursuant to the provisions of the 12th Clause of the will of Josiah H. Benton, as defined by the Agreement of Compromise, dated January 15, 1935 and made in connection with the administration of the trust created by such Clause, four-tenths of the income of the Benton Book Fund for the period from July 1, 2006 to June 30, 2007, inclusive, now held in the custody of the Collector-Treasurer of the City of Boston, and to the Trustees of the Public Library of the City of Boston the remaining six-tenths of said income for said period to be applied to the purchases provided in said Agreement of Compromise.

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized and directed to distribute and pay to the Trustees of the Public Library of the City of Boston the income of the General Investment Account for the period from July 1, 2007 to June 30, 2008.”

“VOTED: that the President of the Public Library of the City of Boston, or designee, until the next annual meeting, is authorized to spend for the purpose of buying books any authorized and proper purpose income from those Trust Funds held by the Trustees of the Public Library of the City of Boston, where no specific vote of the Trustees is required by the Trust instrument.”

“VOTED: that the President of the Public Library of the City of Boston, or designee, until the next Annual Meeting, is authorized to request funds from the Boston Public Library Foundation earmarked for the Boston Public Library.”

Order of Business for the Annual Meeting of the Trustees
as an Adminsitrative Agency held on
Tuesday, May 8, 2007 at 8:00 a.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, JohnsonBuilding, 3 rd floor
Chairman Jeffrey B. Rudman

“VOTED: that the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Trustees be, and hereby is, authorized to sign on behalf of the Board, bills, special drafts, and payrolls of the Library.”

“VOTED: that until the next Annual Meeting, the President, the Deputy Director, the Chief Financial Officer, or the Clerk of the Trustees be, and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the City of Boston and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payment under contracts so voted.”

3. Enabling vote for appointment of the Library President or designee to hold and conduct such hearings as may be necessary for Civil Service Personnel

“VOTED: that we, the Trustees of the Boston Public Library, having appointive authority over the Civil Services personnel at the library, do appoint the Library President or designee, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary.”

“VOTED: that until the next Annual Meeting the President, or upon his delegation, the Deputy Director, the Chief Financial Officer, or the Clerk to the Trustees be, and hereby is, authorized to act on behalf of the Trustees in the administration of the personnel procedures established by them and to fix the remuneration for all officers and employees subject to the salaries and wage scales as currently established.”

“VOTED: that until the next Annual Meeting the President, or upon his delegation, the Deputy Director, the Chief Financial Officer, or the Clerk to the Trustees be, and hereby is, authorized to sign on behalf of the Board in the approval of the payment of all vouchers or bills covering expenditures incurred in terms of one quarter of the Fiscal Year 2007 - 2008 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2007 - 2008, as shall be approved by the City of Boston.”

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Budget, for the period of July 1, 2007 through June 30, 2008, provided that each contract entered into pursuant to this authorization shall have been estimated to be no greater than One Hundred Thousand Dollars and No Cents ($100,000.00). In no event will the contracts cumulatively exceed two hundred and fifty thousand dollars ($250,000.00).”

6. Enabling vote on the Approval of Interim Salary Payments to Library Employees

“VOTED: that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer is hereby authorized, in cases which the CFO judges to be of no risk, to request the City Auditor to approve Interim Salary Payments to Library Department Personnel who have been approved by the President. Such personnel will be paid from external fund accounts established pending receipt of award letters. The Library Department will assume responsibility, through our FY2008 City appropriation, for any external fund accounts for which no appropriation becomes available.”

The Annual Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Boston Public Library, 700 Boylston Street, Boston, MA, Trustees’ Room, Johnson Building at 9:45 a.m.

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

Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Robin Hadley, Advisor to Mayor Thomas M. Menino; Maribeth Cusick, Assistant, Corporation Counsel, City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Ruth Kowal, Deputy Director, Catherine Willis, Technical Services Manager, Koren Stembridge, Acting Public Services Manager, Edward D. Maheigan, Acting Chief Financial Officer; Henry Bernasconi, Acting Chief Technology Officer; Maura Marx, Manager of Digital Services, Joseph Hogan, Capital Construction Project Manager, Earle Havens, Acting Keeper of Rare Books and Manuscripts, Stuart Walker, Book Conservator, Susan Birkettt, Project Manager, members of the Library administration, BPL Union representatives, staff, public, and Jamie McGlone, Clerk to the Trustees.

The first item on the order of business was the Trustees’ Nominating Committee Report. Trustee Karyn M. Wilson, Chair of the Trustees’ Nominating Committee, presented the slate of officers for the Fiscal Year 2007 – 2008. On behalf of the Trustees’ Nominating Committee, Trustee Karyn M. Wilson re-nominated Trustee Jeffrey B. Rudman for Chairman; re-nominated the Honorable Angelo M. Scaccia for Vice Chairman; and re-nominated Mr. Jamie McGlone for Clerk to the Trustees.

With no other nominations, on a motion duly made and seconded, and subsequent to a viva voce vote, Trustee Jeffrey B. Rudman was declared elected Chairman; the Honorable Angelo M. Scaccia was declared elected Vice Chairman; and Jamie McGlone was declared elected Clerk to the Trustees.

Chairman Jeffrey B. Rudman recommended that items two through eight on the order of business be voted on as a block pertaining to the following enabling votes for: the signing of payrolls; the signing of contracts approved by the Board; the acceptance of gifts; the distribution of income; the expenditure of Trust Funds; and the requesting of funds from the Boston Public Library Foundation.

Following discussion among the Board, on a motion duly made and seconded, the following enabling votes were approved as follows:

“VOTED: that the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to sign on behalf
of the Corporation, bills, special drafts, and payrolls of the
Library.”

“VOTED: that the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the Corporation and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payments under contracts so voted.”

• Enabling votes for the acceptance on behalf of the Corporation of those gifts, payments made in recognition for special services rendered and payments received for publications and prints executed under library sponsorship

“VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to accept on behalf of the Trustees gifts, payments made in recognition for the special services rendered and payments received for the publications and prints executed under library sponsorship, and in connection with the acceptance of the same, to endorse on behalf of the Trustees checks so received, said amounts to be reported to the Board at their next Annual Meeting.”

• Enabling vote for acceptance on behalf of the Corporation of gifts to be added to funds already established in the General Investment Account

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2007 to June 30, 2008 income on the Children’s Fund now held in the custody of the Collector-Treasurer of the City of Boston pursuant to the provisions of the 11th Clause of the will of Josiah H. Benton, as required by the 19th Clause of said will;
and
further,

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized and directed to cause to be distributed and paid to the Rector of Trinity Church, to be held by said Rector pursuant to the provisions of the 12th Clause of the will of Josiah H. Benton, as defined by the Agreement of Compromise, dated January 15, 1935 and made in connection with the administration of the trust created by such Clause, four-tenths of the income of the Benton Book Fund for the period from July 1, 2007 to June 30, 2008, inclusive, now held in the custody of the Collector-Treasurer of the City of Boston, and to the Trustees of the Public Library of the City of Boston the remaining six-tenths of said income for said period to be applied to the purchases provided in said Agreement of Compromise.
and

“VOTED: that the President of the Public Library of the City of Boston, or designee, until the next Annual Meeting, is authorized to spend for any authorized and proper purpose income from those Trust Funds held by the Trustees of the Public Library of the City of Boston, where no specific vote of the Trustees is required by the Trust instrument.”

There being no other business, the Annual Meeting of the Corporation adjourned at 9:55 a.m.

The Annual Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, 700 Boylston Street, Boston, MA, Trustees’ Room, Johnson Building at 9:55 a.m.

The Chairman proposed that items one through six on the order of business be voted on as a block relating to the following votes: enabling vote for the signing of bills, special drafts, and payrolls; enabling vote for the signing of contracts approved by the Board; enabling vote for the appointment of the Library President to conduct Civil Service Personnel hearings; enabling vote authorizing routine operating procedures; enabling vote on the Critical Repair Fund; and an enabling vote on interim salary payments.

Following discussion among the Board, on a motion duly made and seconded, the enabling votes were voted on as a block as follows:

“VOTED: that any member of the Board of Trustees or the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Trustees, be and hereby is, authorized to sign on behalf of the Board, bills, special drafts, and payrolls of the library.”

“VOTED: that until the next Annual Meeting, the Chairman, or Vice Chairman, or in the inability of either, any member of the Board, the President, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk of the Trustees, be and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the City of Boston and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payment under contracts so voted.”

• Enabling vote for appointment of the Library President or designee to hold and conduct such hearings as may be necessary for Civil Service Personnel

“VOTED: that we, the Trustees of the Public Library of the City of Boston, having appointive authority over the Civil Services personnel at the library, do appoint the Library President or designee, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary.”

• Enabling votes authorizing routine operating procedures

“VOTED: that until the next Annual Meeting the President, or upon his delegation, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk to the Trustees, be and hereby is, authorized to act on behalf of the Trustees in the administration of the personnel procedures established by them and to fix the remuneration for all officers and employees subject to the salaries and wage scales as currently established.”
and

“VOTED: that until the next Annual Meeting, the President, or upon his delegation, the Deputy Director, the Chief Financial Officer, the Chief of Public Services, or the Clerk to the Trustees, be and hereby is, authorized to sign on behalf of the Board in the approval of the payment of all vouchers or bills covering expenditures incurred in terms of one quarter of the Fiscal Year 2007 - 2008 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2007 - 2008, as shall be approved by the City of Boston.”

• Enabling vote on Critical Repair Fund

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Budget, for the period of July 1, 2007 through June 30, 2008, provided that each contract entered into pursuant to this authorization shall have been estimated to be no greater than One Hundred Thousand Dollars and No Cents ($100,000.00). In no event will the contracts cumulatively exceed Two Hundred and Fifty Thousand Dollars and No Cents ($250,000.00).”

• Enabling vote on the Approval of Interim Salary Payments to Library Employees

There being no other business, the Annual Meeting of the Administrative Agency adjourned at 10:00 a.m.

Minutes for theMeeting of the Trustees
as a Corporation and Administrative Agency held on
Tuesday, May 8, 2007 at 8:00 a.m.

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 Boston Public Library, Trustees’ Room, Johnson building, 3 rd floor, 700 Boylston Street, Boston, MA at 8:00 a.m.

Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Robin Hadley, Advisor to Mayor Thomas M. Menino; Maribeth Cusick, Assistant, Corporation Counsel, City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Ruth Kowal, Deputy Director; Catherine Willis, Technical Services Manager; Koren Stembridge, Acting Public Services Manager; Edward D. Maheigan, Acting Chief Financial Officer; Henry Bernasconi, Acting Chief Technology Officer; Maura Marx, Manager of Digital Services; Joseph Hogan, Capital Construction Project Manager; Earle Havens, Acting Keeper of Rare Books and Manuscripts; Stuart Walker, Book Conservator; Susan Birkettt, Project Manager; members of the Library administration, BPL Union representatives, staff, public, and Jamie McGlone, Clerk to the Trustees.

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman welcomed the Stakeholders, Friends and Colleagues of the Public Library of the City of Boston and addressed the first item on the order of business pertaining to the approval of Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on March 13, 2007 at the Lower Mills Branch Library. Following discussion, on a motion duly made and seconded, the Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency held on March 13, 2007 at the Lower Mills Branch Library were approved.

Chairman James Carroll reported on the initiatives of the Trustees’ Neighborhood Services Committee which 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.

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 Chairman reported that the Committee continues to move in a very creative and careful way and has been reviewing the work of Sub-Committees that have collected all the data that has been gathered over the years in the process of the Library’s efforts to communicate with the various constituencies especially in the neighborhoods of Boston.

The Committee is reviewing the past efforts to explore what the Library has been doing in the way of previous planning efforts and surveys including the survey that was sponsored by the Boston Public Library Foundation a year and a half ago. The Chairman reiterated that the purpose of the Committee is to begin the process of enabling all of the Library constituencies to be part of a refocused and reinvigorated effort toward the revitalization of neighborhood library services especially focused on the existing branches.

Chairman Carroll noted that the Committee’s charge is to also think across the long term which may mean that there are branches yet to be established. Meanwhile, the Committee has been discussing what services are currently being delivered in each branch library and what services are not being delivered that should be delivered throughout the neighborhood libraries to library users, non-users, and the virtual public and to begin a process that is owned by everyone with a connection to the Library.

The Chairman reported that the Committee has spent the past year getting to the point where it is now prepared to seriously launch a very specific phase aimed at next year’s process including convening a series of regional Library Town Meetings in the fall with a full cumulative Library Town Meeting at the Central Library in December 2007. It is anticipated that the Committee will hopefully come to some conclusion by early winter 2008 to propose to the Trustees, Mayor and the BPL Foundation a concrete and exciting menu of development for the neighborhood libraries.

The Chairman underscored that it is anticipated that the branch library proposals would run the range from branch capital improvements, siting of new branches, and the expansion of services and programs at existing branches tailored in a way in which the Library takes advantage of the BPL Foundation’s triumph in completing the McKim restoration project and to achieve getting to the next stage of major library development.

Chairman Carroll noted that the goal of the Trustees’ Neighborhood Services Committee is to have in place by early next winter the ground of a serious political and educational campaign earmarked for the revitalization of the neighborhood libraries as well as a serious and clear agenda of projects to be supported by an aggressive and new fundraising program centered in the BPL Foundation.

Trustee Karyn M. Wilson commended Chairman James Carroll and the work of the Trustees’ Neighborhood Services Committee and particularly praised the effort to build on the Foundation’s success of the McKim restoration project and to apply it to the branch libraries.

Trustee Donna M. DePrisco reported that she began a project ten years ago which included taking photographs of the branches with the ultimate goal of developing an analysis of the capital needs of all the branch libraries. Trustee DePrisco noted that the project is nearly 30% complete and hopes to finish the project with the support of some assistance which she would present to Chairman James Carroll to inform the work of the Committee.

Following further discussion, Chairman Jeffrey B. Rudman and the Trustees of the Public Library of the City of Boston unanimously affirmed the work of the Trustees’ Neighborhood Services Committee and extended warm wishes to the Committee on the proposed Library Town Meetings process.

Chair Zamawa Arenas, Trustees’ Technology Task Force, and Digital Services Manager Maura Marx provided an overview of the technology initiatives ongoing at the Boston Public Library and reported that the BPL began digitizing its own collections on Monday, April 30, 2007. The digitization or electronic scanning of books and other materials will enable the BPL to provide access to its collections and materials on-line to the public, anywhere, including the neighborhood branches.

The very first three books digitized from the collections of the Boston Public Library included: Proceedings at the dedication of the building for the Public Library of the City of Boston, January 1, 1858; Handbook of the new Public Library in Boston, 1895; and the Public Library of the City of Boston: A History by Horace G. Wadlin and published in 1911.

Chair Arenas noted that the BPL is using a specially-designed book scanning device called a Scribe and the use of and staffing for the Scribe is being provided through the Internet Archive’s “Open Content Alliance” which is an international, collaborative effort to build a permanent universal library of multilingual digitized text and multimedia content.

Meanwhile, the Chair reported that the Sloan Foundation has offered a grant to the Internet Archive’s “Open Content Alliance” to provide the Boston Public Library with another scanner which will be dedicated primarily to digitizing the John Adams Library collection.

The Boston Public Library has also been selected to become the scanning center for the Boston Library Consortium which includes such libraries as Boston College, the University of Massachusetts, MIT, Brown University, and Northeastern University among others. The scanning center will be a collaborative effort between the BPL and the nineteen other libraries which will operate under the auspices of the “Open Content Alliance”. The center will focus initially on scanning works that are out of copyright and the fruits of scanning effort will be shared will all libraries in the consortium reflecting the beginning of a “universal library”.

Chair Arenas reported that the Library is making progress on the web digital strategy and will be focusing this year on an overhaul of the Boston Public Library’swebsite 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.

Ms. Maura Marx reported on the progress of a web-working group which has agreed to run an intensive four month web planning process with the Boston Public Library to create a solid plan to help fund and implement the building of a robust community building portal and long lasting Boston Public Librarywebsite.

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 underway earmarked for the enhancement of a robust Boston Public Library website. Ms. d’Arbeloff reported on the overwhelming success of the annual Schools Collaborative Essay and Artwork Program which featured 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 and the annual Read Your Way to Fenway program has been scheduled for August 19, 2007. 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

President Bernard A. Margolis, in his report to the Trustees, reported that the Library’s total circulation for FY 2007 through March 2007 was up 9.9%, branch circulation up 12.1% and the Central Library circulation was up 6.8%. The Library’s exhibition program is equally booming with great attendance including the John Adams Unbound Exhibition having attracted over 54,000 visitors. Meanwhile, the Alexandre Vattemare Exhibition is slated to open on June 15, 2007 in the McKim building, Copley Square Library

On the collective bargaining front, President Margolis reported that the Library has met with the AFSCME union twenty-two times and with the Professional Staff Association on nineteen occasions and continues to meet with the representatives of the two unions toward the goal of contract settlements

On the branch programming front, the President reported on the outstanding success and enormous participation in a program sponsored by the Friends of the West Roxbury Branch Library in which the community read and discussed the book entitled March by Geraldine Brooks. Meanwhile, the Connolly Branch Library recently celebrated its 75 th Anniversary and the Egleston Square Branch Library had a very successful Hispanic Writers Week program with excellent attendance.

On the grants front, the President reported that the Norman B. Leventhal Map Center at the Boston Public Library has received formal word as the recipient of a Save America’s Treasures grant totaling $135,000 which will be matched with a $200,000 from the Fidelity Foundation.

On the publications front, the President announced the recent publication release by the Trustees of the Public Library of the City of Boston of Red Sox Legends by Jennifer Latchford and Rob Greste in collaboration with the Boston Public Library and the Boston Red Sox which pairs photographs from the BPL’s archives with stories from Red Sox players throughout Red Sox history.

President Margolis thanked the Associates of the Boston Public Library for the wonderful recognition and award he received at the annual Literary Lights program on April 29, 2007 which was a remarkable success in part due to a $50,000 donation from one of the honored Lights earmarked for the David McCullough Conservation Fund. On a personal note, President Margolis reported that he has been re-elected to the Governing Council of the American Library Association and was especially pleased he received the highest votes.

In celebration of the Trustees’ Annual Meeting, President Margolis noted that the Library traditionally has on display rare books and special items that have been acquired in the course of the year but noted the departure from that because a new discovery has been made at the Boston Public Library.

In the history of libraries, the President noted that there was a public library in Boston in 1657 which was the result of a bequest by Captain Robert Keayne who left money to establish a library and gallery and the Boston Public Library has one book that was in that original library.

However, the staff of the Rare Books and Manuscripts Department has found evidence of an earlier “Library” in the Massachusetts Bay Colony dated 1629 entitled “A True Copie of the Court Booke of the Governor and Society of the Massachusetts Bay in New England” which was on display in the Trustees’ Room and included a collection of six of the eight books possibly representing the very first American library.

President Margolis welcomed and introduced Ms. Catherine Willis, Technical Services Manager for the Boston Public Library, who was recently awarded the New England Library Association’s 2007 New England Technical Services Librarians Award for Excellence in Library Technical Services.

Following a round of applause, Ms. Willis displayed the 2007 New England Technical Services Librarians Award for Excellence in Library Technical Services which she received for “active participation in professional associations, for presentations both locally and nationally, for managing the technical services department of an ACRL research library, and for finalizing a retrospective conversion project of the Library’s research collection that will ultimately provide access to more than 6 million items for scholars and researchers world-wide.”

On the budgetary front, President Margolis reported that the Boston City Council will be holding hearings on the proposed FY2008 Boston Public Library Operating Budget on June 8, 2007. Acting Chief Financial Officer Edward D. Maheigan reviewed the proposed FY2008 Operating Budget which represents a total request of $28,840,000 that reflects an increase of 1.4% from FY 2007 including an additional $200,000 earmarked for books and materials that allows the BPL to meet State Aid requirements.

President Margolis provided an overview of the Boston Public Library “Report of Gifts and Grants” May 1, 2006 –April 30, 2007which was distributed to the Board in advance of the Trustees’ Meeting and reflects the generosity of the whole range of donors and other contributions to the Boston Public Library.

President Margolis reviewed the Draft Revised Internet Use Policy and Guidelines which includes requirements the Boston Public Library must meet in order to receive funding under the Federal e-rate program including having a public hearing on the Internet Use Policy which will be scheduled as part of the next Trustees’ Meeting prior to adoption. At the request of the Chairman, the notification of the public hearing and the Draft Revised Internet Use Policy and Guidelines will be posted on-line on the BPL website.

Deputy Director Ruth Kowal acknowledged the leadership roles Acting Public Services Manager Koren Stembridge, Acting Chief Technology Officer Henry Bernasconi, and Acting Chief Financial Officer Edward D. Maheigan had on crafting the Draft Revised Internet Use Policy.

Ms. Kowal noted that the proposed revisions to the policy and its associated guidelines and CIPA Compliance statement are designed to clarify the Library’s policy and guidelines regarding Internet use by the public. Further, the CIPA Compliance statement incorporates in one document the description of the specific measures by which the Boston Public Library complies with the Children’s Internet Protection Act, as well as the various policy statements that inform the use of the Internet by the public.

Ms. Kowal noted that the draft documents are being shared with the Board for informational purposes and review in anticipation of inclusion as an action item at the September 11, 2007 Trustees’ Meeting.

Chairman William O. Taylor, Trustees’ Collections Committee, and Access Sub-Committee Chair Vivian K. Spiro reported that the Trustees’ Collections Committee met on May 2, 2007 and voted to approve and adopt the recommendations of the New Sector Alliance Conservation Project earmarked for the Rare Books and Manuscripts Department collections and funded by the David McCullough Conservation Fund. The New Sector Alliance proposal will be reviewed by the Staff of the Library and the final recommendations will be presented to the full Board at the Trustees’ Meeting on September 11, 2007.

Following further discussion, on a motion duly made and seconded, and on the recommendation of Chairman William O. Taylor and the members of the Trustees’ Collections Committee it was unanimously

“VOTED: to approve the recommendations of the Trustees’ Collections Committee and adopt the New Sector Alliance proposal pertaining to the Boston Public Library Conservation Project earmarked for the Rare Books and Manuscripts Department collections which would be funded through the Associates of the Boston Public Library and the David McCullough Conservation Fund up to $75,000.”

The Honorable William M. Bulger, Chairman, Trustees’ Finance and Audit Committee, reported that the Trustees’ Finance and Audit Committee met on May 2, 2007 and unanimously recommended for approval to the full Board the award of contract pertaining to the purchase of books and other library bibliographical acquisitions materials.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the award of contract for the purchase of books and other library bibliographical acquisitions materials was approved as follows:

Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials

“VOTED: that there be entered into a non-advertised contract, as authorized under G.L., c30-B, Section 7 (a), referred to as “Procurement of Library Books”, between the Trustees of the Public Library of The City of Boston (a Corporation under Chapter 114 of the Acts of 1878), and specified vendors (including any subsidiaries or agents), for the acquisitions of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisition materials, during the period July 1, 2007 through June 30, 2008.”

President Bernard A. Margolis provided background information on the confirmation of a telephone poll by the Clerk to the Trustees on April 23, 2007 pertaining to the proposed approval of the use of the Hyde Park Branch Library as a backup for a wedding ceremony on Saturday, May 26, 2007. The wedding party is willing to pay a room fee and assume all security and other logistical costs associated with the building use.

The Clerk to the Trustees confirmed that the Trustees of the Public Library of the City of Boston recommended in a telephone poll approval to the full Board of the following resolution for use of the Hyde Park Branch Library:

“VOTED: to approve the request from Jodi DiGregorio and Erik Then requesting the proposed use of the Hyde Park Branch Library for a Wedding Ceremony on Saturday, May 26, 2007 from 5:00 p.m. – 6:00 p.m. The wedding party will pay a $50.00 room fee and assume all security and other logistical costs associated with the building use.”

The Honorable Angelo M. Scaccia, Chairman, Trustees’ Capital Projects Committee, reported on the highlights of the Trustees’ Capital Projects Committee meeting on May 2, 2007 which primarily focused on the construction of a new Mattapan Branch Library and a new Grove Hall Branch at the JeremiahE.BurkeHigh School.

Chairman Angelo M. Scaccia and Mr. Joseph Hogan, Capital Construction Project Manager, provided an overview of the construction plans for a new Mattapan Branch Library and a new Grove Hall Branch at the Jeremiah E. Burke High School which were on display in the Board room as follows:

Mattapan Branch Library

The new Mattapan Branch Library, designed by the renowned William Rawn Associates of Boston, was designed to make a grand civic statement. Located at 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 has numerous, notable features. The 260’ long main façade is comprised of wonderfully textured Roman brick and vibrantly hued Brazilian granite. The new branch was designed to showcase the very latest of technological enhancements specifically requested by the community. The generous interior spaces include a community room along with ample dedicated spaces for children, young adults and adults. The focal point of the branch will be an interior courtyard, designed to be a beautifully landscaped urban oasis for quiet reflection or casual enjoyment.

Grove Hall Branch at the Jeremiah E. Burke High School

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 contemporary, clean architecture of the Library addition is meant to complement the landmark 1930’s Art Deco style of the original school building. Fronting on busy Geneva Avenue, the new library is destined to become a community gathering spot for students and residents alike. As with the Mattapan Branch Library, the new Grove Hall Branch Library was designed to showcase the very latest of technological enhancements specifically requested by the community.

Trustee James Carroll inquired about the status of the Boston Public Library vacating the Charlestown Service building. Ms. Ruth Kowal noted that it is hoped that progress on the development of the Heritage Center will move ahead on a schedule that will permit the Library to move the materials out of Charlestown and directly into the Rivermoor Street facility in West Roxbury which may require the Library remaining in Charlestown for another year.

Following extensive discussion, Chairman Jeffrey B. Rudman requested that Ms. Kowal provide a status report and Fire Department risk assessment on the Charlestown Service building to be shared with the Board via email within three weeks focusing on the immediate peril at both Norwood and Charlestown including what it would cost to move the materials twice and a list of options to resolve the critical issues pertaining to the Charlestown Service building. The Chairman requested that an update on the status of the Charlestown Service building be placed as the first agenda item at the next Trustees’ Meeting on September 11, 2007.

Chair Karyn M. Wilson, Trustees’ Marketing & Fundraising Task Force, reported on the initiatives of the Trustees’ Marketing & Fundraising Task Force which met on April 30, 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 has been shared with a select number of advertising and marketing agencies for pro bono development and execution and the Library is in the fabulous position of being able to think strategically as a Committee about whether to take a branding approach or a full-fledged advertising approach to this project.

There being no further business, the Meeting of the Corporation and the Administrative Agency adjourned at 9:45 a.m.

Respectfully submitted,

Clerk to the Trustees