General and
Contact Information

Store

Restaurants

Hours & Addresses

Directions

Support the Library

Holiday Closings

Borrowing and
Circulating
Information

Board of Trustees

Meetings

2006 Meetings

2005 Meetings

2004 Meetings

2003 Meetings

2002 Meetings

2001 Meetings

2000 Meetings

Subcommittee Meetings

Capital Projects Meetings

Collections Meetings

Education Meetings

Finance Meetings

Mission

2004 Plan

2002-2003 Plan

Long Range
Plan

By-Laws - pdf file

Act of Incorporation

Senior Staff

Affiliates of
the Library

Policies

Job Openings

Related Links

Tours

September 11 , 2007

AGENDA

Minutes of Meeting In Board of Trustees
Corporation and Administrative Agency
Tuesday, September 11, 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 Boston Public Library, Trustees’ Room, Johnson building, 3rd floor, 700 Boylston Street, Boston, MA at 9:30 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, A. Raymond Tye, and Karyn M. Wilson.

Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Roni Pick, Executive Director, Norman B. Leventhal Map Center at the Boston Public Library; Maribeth Cusick, Assistant, Corporation Counsel, City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; Scott F. Perry, CAIA, New England Pension Consultants; Inez Foster, Project Manager, Fellowes Athenaeum Trust Fund; Kathleen Kallel, Acting Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; Ruth Kowal, Deputy Director; David Young, Chief of Human Resources and Labor Relations Officer; Koren Stembridge, User Services Manager; Edward D. Maheigan, Acting Chief Financial Officer; Henry Bernasconi, Acting Chief Technology Officer; Mary Bender, Acting Communications Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; Maura Marx, Manager of Digital Services; Joseph Hogan, Capital Planning and Implementation Officer; members of the Library administration, Ms. Elissa C. Cadillic and 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 asked for one minute of silence or silent prayer in memory of the tragic events that occurred on September 11, 2001.

Chairman Jeffrey B. Rudman announced that Trustee A. Raymond Tye, inspired by the Stakeholders’ Meeting on September 6, 2007, has generously pledged $90,000 over the next three years for the exclusive purpose of maximizing the utilization of the maps in the Norman B. Leventhal Center at the Boston Public Library in the Branch Libraries of the Boston Public Library.

The Chairman addressed the next item on the order of business pertaining to the approval of Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency and Annual Meetings held on May 8, 2007. Following discussion, on a motion duly made and seconded, the Minutes for the Trustees’ Meetings of the Corporation and Administrative Agency and Annual Meetings held on May 8, 2007 were approved.

Chairman Jeffrey B. Rudman provided a review of the 2nd Annual Stakeholders’ Meeting held on September 6, 2007 in the Abbey Room of the McKim building which was an extraordinary night for the Boston Public Library. Mr. Norman B. Leventhal pledged $10 million for the Norman B. Leventhal Map Center at the Boston Public Library which was attended by the Honorable Mayor Thomas M. Menino and representatives from every Library Stakeholders’ group in significant numbers.

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 James 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 and noted that the first meeting of the Sub-Committee on Next Steps took place on May 7, 2007.

Chairman Carroll reported that a wonderful parallel initiative has been launched with the Branch Librarians with the leadership of President Bernard A. Margolis, Ms. Carol A. Mahoney, Manager of Neighborhood Services, and nationally known consultant on libraries Ms. Maureen Sullivan. Meanwhile, Ms. Sullivan will be attending the next Trustees’ Neighborhood Services Committee meeting so that the good work which has already taken place by the Branch Librarians can be at the center of and in synch with the work of the full Committee.

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. Chair Arenas, on the digitization front, reported that the Open Content Alliance Book Scanning operation is complete which includes the installation of ten book scanning devices referred to as Scribes and the hiring of staff to enable the book scanning facility to be operational full time.

Meanwhile, Chair Arenas reported that work is underway on the new Technology Plan for the Boston Public Library which will describe progress to date since the last plan and will define objectives, budget, and a staff development plan for the three year period reflecting 2008-2010. Further, the IP Telephony Committee completed a request for information (RFI) which was distributed to vendors at the end of August 2007 and responses are due by September 2007.

Chair Zamawa Arenas reported that work is also underway on the digital strategy for the BPL’s website which includes the input of over fifty BPL staff members, two extraordinary consultants on a pro bono basis, and outside Stakeholders in anticipation of having a strategy in place for requests for proposals to be issued in early 2008.

President Bernard A. Margolis reported that a Public Hearing on the Revised Boston Public Library Internet Use Policy was advertised to afford the public an opportunity to speak on the Internet Use Policy. To further that end, Chairman Jeffrey B. Rudman opened the Public Hearing at 9:45 a.m. for public comment.

Ms. Inez Foster, Project Manager, Fellowes Athenaeum Trust Fund, received a suggestion from a patron of the Dudley Branch Library requesting that the Library ban access to pornography on public computers. President Margolis replied that the Supreme Court has ruled definitively that public libraries cannot restrict access to protected speech of any sort to adults which includes pornography. The President noted that the Boston Public Library Internet Use Policy, however, acknowledges the requirement to keep the public and work places safe for both adults and children. The revised policy tightens up significantly the numbers of unfiltered computers that are available to adults while conforming to the statutory and Supreme Court requirements.

There being no further comments, Chairman Jeffrey B. Rudman closed the Public Hearing on the Revised Boston Public Library Internet Use Policy at 9:55 a.m.

Ms. Alice Hennessey announced that the Honorable Mayor Thomas M. Menino has approved the creation of a Poet Laureate position for the City of Boston which was an idea put forth from Boston City Councilor John Tobin and is currently in process. Ms. Hennessey reported that a seven member Task Force has been established representing published poets, academia, high school teachers, and literary critics to establish policies and guidelines for the Poet Laureate position slated to be appointed by January 2008.

Meanwhile, Ms. Hennessey noted that the call for submissions for the Poet Laureate position is on the web at www.cityofboston.gov/arts/ and the Library has agreed to provide space at the BPL for the Poet Laureate who is required to be a published poet, over 21 years of age, and a resident of the City of Boston.

The Honorable Angelo M. Scaccia, Chairman, Trustees’ Capital Projects Committee, reported on the highlights of the Trustees’ Capital Projects Committee meeting on August 29, 2007 which reviewed outstanding progress on six significant capital projects and improvements including: an update on the new Mattapan Branch Library; update on the new Grove Hall Branch Library in the Jeremiah E. Burke High School; the McKim Restoration Project, Phase IID; Boston Public Library Heritage Center project; Brighton Branch renovations; and a review of Critical Repair Fund projects for FY2007.

Mr. Joseph Hogan, Capital Planning and Implementation Officer, 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.

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 will have numerous, notable features. The new branch was designed to showcase the very latest of technological enhancements specifically requested by the community and is slated to open in August 2008.

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, four stories in all, was designed to fully utilize a very small neighborhood site, and will also house a City of Boston Community Center, the high school library and a modern gymnasium on the top level. The opening of the public library is on schedule for December 2008 while safety and security measures are being addressed in light of the new combined school-public library facility.

Chairman Scaccia reported that preliminary planning efforts have begun for the McKim Restoration project, Phase IID with a focus on the project scope, which will include the renovation of five primary public spaces, including the Print Gallery, Music and Fine Arts Departments, Rare Books and the Norman B. Leventhal Map Center on the McKim third floor. The programming consultants, Pfeiffer Partners, with city approval have been engaged and they have been meeting with Library staff during the summer for their input on the renovation designs in preparation for retaining an architect for the McKim IID design work.

The City of Boston has significantly increased the capital construction budget for the Boston Public Library Heritage Center project from $12.5 million to $16.5 million to cover costs associated with the complete replacement and installation of a HVAC climate control system and the purchase and installation of high density shelving and an archival retrieval system. Meanwhile, the firm of Fletcher Harkness Cohen Moneyhun, (FHCM) Architects has been actively working on the design development of the Boston Public Library Heritage Center since last spring.

The scope of the Brighton Branch Library comprehensive renovation project has changed. The City has determined that the renovated branch should meet a very high level of certification and environmentally conscious systems, including structurally, mechanically and operationally. As such, the original design will need to be revisited and currently budget estimates reflecting the various possible options are being prepared.

Chairman Scaccia reported that Critical Repair Fund projects totaling $234,675 were completed in FY 2007 earmarked for capital projects not exceeding $100,000 in which 80% of the projects were in the branches and 20% at the Central Library. The Budget Office had allowed the Library to carryover $101,727 from FY 2006 reflecting a total budget of $351,727 available for FY 2007.

Included among the projects are: sandstone replacement; mold remediation; HVAC system repairs; water damage repair work; electrical upgrades in the Branches; roof and bathroom repairs, skylight repairs, air quality assessment services, environmental testing, and the conversion of branch heating systems from oil to gas.

Ms. Alice Hennessey noted that Mr. Joseph Hogan has been a great asset to the Chinatown Branch Library Task Force which represents seventeen community groups seeking to develop a Branch Library in Chinatown which has not had a branch in over fifty years.

President Bernard A. Margolis, in his report to the Trustees, presented to Trustee A. Raymond Tye a photographic album capturing the carving of his name on the Trustees’ Room wall following the tradition established as a historical recognition of the service of the Trustees of the Public Library of the City of Boston.

President Margolis reported that the 24th Annual Trustees’ Appreciation Breakfast and Staff Recognition Ceremony has been scheduled for Thursday, October 18, 2007 at 8:00 a.m. honoring fifteen Staff members for twenty-five years of dedicated service to the Boston Public Library. Additionally, Mr. Donald C. Burns, Senior Custodian at the South Boston Branch Library, has been selected as a 2007 Shattuck Award Recipient for Excellence in Public Service and will receive the award on October 2, 2007.

In light of re-organizational initiatives in the City of Boston, the President reported that the Boston Public Library is now part of the Administration and Finance Cabinet which is headed by Ms. Lisa Signori. Ms. Signori has asked Ms. Meredith Weenick to serve as the Library’s representative on the Cabinet but was unable to attend the Trustees’ Meeting due to a scheduling conflict.

President Margolis reported on the success of the new HUB Computer Center in the McKim building due to the collaboration of the Library’s collective bargaining units and the leadership of Ms. Susan Glover which reflects an expanded and improved way of delivering technology services to the public at the Central Library.

On the circulation front, the President reported that the Library’s totabl circulation for FY 2007 reflected an increase of 9.5% which has been followed by a robust summer and energetic fall circulation of materials across the system.

On the fundraising front, President Margolis reported that the Boston Public Library has received a check in the amount of $1.5 million from the Lucy Fields Estate which will be added to the Lucy Fields Trust Fund to support the Fine Arts, Prints and Rare Books and Manuscripts Departments.

On the human resources front, President Margolis reported that Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation has assumed a new position with MIT’s Science Fair and thanked Mrs. D’Arbeloff for the work she did for the Boston Public Library.

On the publications front, President Margolis shared with the Board copies of The Powerful Hand of George Bellows: Drawings from the Boston Public Library published by the Trust for Museum Exhibitions in cooperation with the Boston Public Library in 2007.

President Margolis provided background information on the proposed resolution pertaining to the Norman B. Leventhal Map Center at the Boston Public Library. Following discussion, on a motion duly made and seconded, it was unanimously

“VOTED: that Chairman Jeffrey B. Rudman and Library President Bernard A. Margolis, or his designee, be authorized to approve and sign the agreements relative to the Norman B. Leventhal Map Center.”

President Margolis reviewed the Financial Overview of the Boston Public Library for FY 2007 which was distributed to the Board in advance of the meeting totaling $44,257,656 in revenues for FY 2007 from a variety of funding sources.

President Margolis provided an overview of the Boston Public Library Revised Internet Use Policy subsequent to the Public Hearing held earlier in the Trustees’ Meeting. Following discussion, on a motion duly made and seconded, it was

“VOTED: to approve the Boston Public Library Revised Internet Use Policy and authorize Library President Bernard A. Margolis, or his designee, to implement the Revised Internet Use Policy.”

Deputy Director Ruth Kowal and User Services Manager Koren Stembridge provided an overview of the Draft Access to Materials Policy and the Draft BPL Circulation Procedures and Guidelines which were shared with the Board at the last Trustees’ Meeting and reflect a collaborative effort by the public service staff of the Boston Public Library.

Trustee Berthé M. Gaines inquired about the policy pertaining to the non-disclosure of user records “unless it is necessary for the reasonable operation of the Library as determined by the Library President”. President Margolis cited as an example that the Library could seek to use a collection agency to collect on the non-return of materials and therefore would release the information to an outside party as a vendor in order to seek the return of the materials.

Trustee Berthé M. Gaines inquired about the policy allowing patrons to check out seventy five items at one time which she noted seems an excessive number of items. Ms. Stembridge noted that although the average patron checks out five items the policy attempts to serve the broad spectrum of users including teachers, day care managers, book discussion group leaders and families who provide home schooling for their children.

Following further discussion, on a motion duly made and seconded, it was

“VOTED: to approve the Boston Public Library Access to Materials Policy and the BPL Circulation Procedures and Guidelines and authorize Library President Bernard A. Margolis, or his designee, to implement the Boston Public Library Access to Materials Policy and the BPL Circulation Procedures and Guidelines.”

On the Friends’ Groups front, President Margolis reported that the Young Professionals of the Boston Public Library, which has been a part of the Boston Public Library Foundation, has moved toward independence status and they have hired a part-time person to help them with their events.

President Margolis reported that the Boston Public Library is the recipient of a grant totaling $153,000 from the Investors Protection Trust earmarked for implementing a major series of initiatives in the branches and the Central Library entitled “Investing at Your Library” to assist people with investment services for retirement in collaboration with the Secretary of State’s Office.

President Margolis reported that the Library opened a Tribute to Boston Firefighters exhibition at the West Roxbury Branch Library last week which includes remarkable materials and historical archives from the BPL’s collections about the Boston Fire Department in light of the two Boston Firefighters who recently lost their lives in the line of duty in West Roxbury.

Ms. Alice Hennessey noted that the Friends of the West Roxbury Branch Library are purchasing an exhibit case that is being made especially for the space at the Branch Library and the West Roxbury Historical Society, which also contributed many items to the tribute exhibit, are hosting a talk by Stephanie Schorow author of Boson On Fire: A History of Fires and Firefighting in Boston on October 11, 2007.

Trustee James Carroll noted that the Minutes of the last Trustees’ Meeting on May 8, 2007 indicated that the first item on today’s meeting agenda would be a progress report on the Charlestown Storage facility. Trustee Carroll stated that he was astounded it was not on the agenda especially since the Board received a detailed report from Deputy Director Ruth Kowal that suggested the facility was in worse shape than had been anticipated and coupled with the fact that there was a burglary recently at the facility.

Trustee James Carroll emphasized strongly that a status report on the Charlestown Storage facility belongs on the Agenda of every Trustees’ Meeting which Chairman Jeffrey B. Rudman agreed would be accommodated and part of the President’s Report at every meeting.

President Margolis reported that subsequent to the last meeting the Library has significantly improved security measures and fire protection for both the Charlestown and Norwood remote storage facilities. Included among the security enhancements are: a complete security system installed and in operation at the Charlestown facility consisting of camera monitors; all exterior doors having security contacts; and the open areas are being covered by motion detectors which are all being monitored by the Boston Municipal Protective Services.

Ms. Ruth Kowal also provided an assessment of the safety and security measures that are in place at the Charlestown Service facility including surveillance systems and door alarms to provide for the prevention of homeless people taking shelter as the weather gets colder. These measures would adequately provide protection for the collections until their relocation to the new Heritage Center slated in eighteen months.

Trustee Donna M. DePrisco noted that she was also dismayed that the Charlestown Service facilities report was not on the agenda and inquired about the current status on the sale of the facility. The President reported that the Trustees are the owners and tenants of the building which has not been sold and an agreement on the sale of the facility has not been completed.

Ms. Vivian K. Spiro, at the request of Chairman William O. Taylor, reported on the initiatives of the Trustees’ Collections Committee which held its last meeting on August 27, 2007. Ms. Spiro provided an update on the progress of the New Sector Alliance Conservation Project which is earmarked for the Rare Books and Manuscripts Department special collections and funded by the David McCullough Conservation Fund of the Associates of the Boston Public Library.

On a related conservation topic, Ms. Spiro reported that Ms. Margo Miller former feature writer with the Boston Globe’s Living Pages has agreed to develop a Newsletter on Conservation which would be published several times a year and posted on both the BPL and Associates Websites that would be funded by the Associates and slated to commence this fall.

On the acquisitions front, Ms. Spiro reported that criteria has been developed for evaluating potential acquisitions and de-accessions based on three areas: the object itself, its relation to the relevant collection and its fit with the Boston Public Library and its community mission.

Additionally, the Acquisition Sub-Committee has outlined a process for examining such acquisitions and de-accessions based primarily on the value of the item. In other words, who is responsible for the ultimate evaluation decision: the department, the Collections Subcommittee, the full Collections Committee, or the Board of Trustees. Chair Brian Clancy will bring these to the Collections Committee at its next meeting on October 30, 2007.

The Honorable William M. Bulger, Chairman, Trustees’ Finance and Audit Committee, and Library President Bernard A. Margolis reported on the initiatives of the Trustees’ Finance and Audit Committee which met on August 29, 2007.

The Chairman and President reported that the members of the Trustees’ Finance and Audit Committee recommended for approval to the full Board the following five resolutions pertaining to an award of contract for Software Maintenance for the Library’s 3M Book Security System, the re-engagement of Auditors, collective bargaining agreements, two room use requests, and the re-affirmation of the existing Trustees Investment Policy Statement.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the following five resolutions were approved as follows:

• Non-Advertised Contract for Software Maintenance for 3M Book Security System

“VOTED: that without public advertising, there be entered into with 3M Company, 3M Center, St. Paul, MN 55144-1000, a contract for Software Maintenance for the 3M Book Security System for the period of July 1, 2007 through June 30, 2008 as specified, and subject to the terms, agreements, and conditions set forth in said contract, at a total cost not to exceed fifty three thousand sixteen dollars and forty two cents ($53,016.42)”.

• Re-engagement of Auditors

“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to re-engage the services of O’Connor & Drew, P.C. auditors for the Trustees of the Public Library of the City of Boston for a three year period.”

• Collective Bargaining Agreement Proposals

“VOTED: to accept management’s recommendation to endorse the terms of the City of Boston/Boston Public Library and AFSCME Local 1526 Collective Bargaining Agreement for October 1, 2006 through September 30, 2010 as follows: retroactive to October 1, 2006 - 2%; effective first pay period October 2007 – 2.5%; effective first pay period October 2008 – 3%; and effective the first pay period October 2009 - 2.5%.”

“VOTED: to adopt the wage increases of the October 1, 2006 through September 30, 2010 Collective Bargaining Agreement between the City of Boston and AFSCME Local 1526 for Management and Exempt Staff of the Boston Public Library as follows: retroactive to October 1, 2006 - 2%; effective first pay period October 2007 – 2.5%; effective first pay period October 2008 – 3%; and effective the first pay period October 2009 - 2.5%.”

• Two Room Use Requests

“VOTED: to recommend to the full Board approval of the request from the Board of Directors of the Friends of the Hyde Park Branch Library to use the Hyde Park Branch Library in support of the Hyde Park Open Studios for Sunday, December 2, 2007 from 12 noon to 5:00 p.m. The Friends will pay for all costs associated with the event.”

“VOTED: to recommend to the full Board approval of the request from the Friends of the Hyde Park Branch Library to use the Hyde Park Branch Library for the 2008 Bookmark Ball on a Saturday evening in March or April 2008. The Friends will pay for all costs associated with the event.”

• Re-affirmation of the existing Trustees Investment Policy Statement

“VOTED: to re-affirm the existing Trustees Investment Policy Statement and authorize Library President Bernard A. Margolis, or his designee, to implement the Trustees Investment Policy Statement.”

Chair Karyn M. Wilson, Trustees’ Marketing & Fundraising Task Force, reported on the initiatives of the Trustees’ Marketing & Fundraising Task Force which will be meeting next week 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 visitors and usage at all Library facilities as well as online.

In light of these goals, Chair Wilson reported that the Task Force crafted a BPL Brand Brief which had been shared with the Trustees and a select number of advertising and marketing agencies for pro bono development and execution and the Library was 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.

Chair Karyn M. Wilson reported that the Task Force unanimously has chosen on a pro bono basis the firm of Allen & Gerritsen, an advertising and marketing firm based in Watertown, MA, which has already begun conducting customer service interviews in light of determining the best positioning of the Boston Public Library to raise the visibility in a positive fashion.

President Bernard A. Margolis and Ms. Inez Foster, Project Manager, Fellowes Athenaeum Trust Fund, reported on the initiatives of the Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee which met on July 31, 2007 and unanimously voted to recommend to the full Board of Trustees approval of the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee, 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 $218,000 earmarked to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2008.”

There being no further business, the Meeting of the Corporation and the Administrative Agency adjourned at 11:15 a.m.

Respectfully submitted,

Clerk to the Trustees

Back to top