September
14, 2004
| Minutes of Meeting |
In Board of Trustees |
| Corporation |
Tuesday, September 14, 2004 |
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, 700 Boylston Street, Boston, MA at 10:00 a.m.
Present at the meeting were: Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M. Scaccia, William O. Taylor, and Karyn M. Wilson.
Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; Ruth Kowal, Chief Operating Officer & Chief of Staff; Kathleen Kirleis, Chief Financial Officer; members of the Library administration, 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 Annual and Regular Trustees’ Meetings on May 18, 2004. On a motion duly made and seconded, the Minutes for the Annual and Regular Trustees’ Meetings on May 18, 2004 were approved.
Chairman William O. Taylor provided background information on the proposed Memorandum of Understanding(“MOU”) by and between the Boston Redevelopment Authority, the City of Boston, and the Trustees of the Public Library of the City of Boston pertaining to the Boston Heritage Center project.
In an overview of the “MOU”, the Chairman noted that the City of Boston intends to acquire real property in which a portion will be used by the Trustees for library storage purposes and the City Archives.
The Chairman reported on the terms, obligations of the involved parties, and the payment schedules as stated in the “ Memorandum of Understanding” which were reviewed and discussed extensively in a meeting of the Trustees’ in Executive Session prior to the meeting of the Corporation. The closing date for the property is anticipated to take place late October 2004.
Following extensive discussion earlier in Executive Session, on a motion duly made and seconded, the Trustees agreed to approve the Memorandum of Understanding resolution as presented in the Trustees’ Executive Session Meeting pertaining to the Boston Heritage Center project as follows:
“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to approve the Memorandum of Understanding(“MOU”) by and between the Boston Redevelopment Authority, the City of Boston, and the Trustees of the Public Library of the City of Boston pertaining to theBoston Heritage Center project.”
President Bernard A. Margolis provided background information on the proposed establishment of the Rosalie A. Lang Trust Fund which was reviewed by the Trustees’ Finance and Audit Committee and recommended for approval to the full Board of Trustees. Ms. Lang commenced her employment with the Boston Public Library in 1937 and retired in 1989 having contributed more than 52 years of her life to the BPL.
During her tenure, Ms. Lang held many positions of responsibility including Head of General Reference, Head of Humanities, Head of the General Library and concluded her career as Assistant to the Director for Personnel. The family of Ms. Lang has gifted the Boston Public Library with $25,000 to establish the Rosalie A. Lang Trust Fund to support the purchase of General Reference materials.
Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was
“VOTED: that Bernard A. Margolis, President of the Public Library of the City of Boston, or his designee, be and hereby is, authorized to accept the gift of $25,000 earmarked for the Rosalie A. Lang Trust Fund and to use the proceeds from the fund to support the purchase of General Reference materials. This restriction may be modified or eliminated despite further contributions to this fund or reliance by any outside party on the original vote.”
President Margolis provided background information on the acceptance of the Albert Maroni Collection representing an outstanding collection of 890 19 th century French lithographs collected by Albert Maroni. The Albert Maroni Collection was established in 1948 with another major outstanding gift from the Maroni Family representing nearly 4,000 Daumier and Gavarni prints.
Trustee Jeffrey B. Rudman noted that Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation and members of the Prints Department played a central role in acquiring the collection and the Board is greatly appreciative of their efforts. Following discussion, on a motion duly made and seconded, it was
“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to accept the Albert Maroni Collection of 890 19 th century French lithographs collected by Albert Maroni.”
Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, reviewed background information on the proposed addition of $35,482.68 to three established Trust Funds, transferred from the General Investment Account and consistent with their authorizing votes, including the newly established Rosalie A. Lang Trust Fund.
Chair Wilson noted that the funds earmarked for the Irwin D. Hoffman and the Thomas Nason Trust Funds reflect income received primarily from the sale of books and materials. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was
“VOTED: that the sum of $35,482.68 representing miscellaneous gifts be added to the following Trust Funds in the General Investment Account as required by their authorizing votes.”
| Fund Name |
Amount |
| Irwin D. Hoffman Trust Fund |
$ 2,626.80 |
| Thomas Nason Trust Fund |
7,855.88 |
| Rosalie A. Lang Trust Fund |
25,000.00 |
|
Total $35,482.68 |
Chair Karyn M. Wilson provided background information on the proposed endorsement of the Boston Public Library collective bargaining agreements with the Library staff, which the Trustees’ Finance and Audit Committee extensively reviewed in a Committee Meeting on September 2, 2004 and recommended approval to the full Board.
President Margolis noted that the Library is especially pleased with the terms of the contract with AFSCME Local 1526 which represents an important opportunity to upgrade the classification and salaries for all Library Assistants working in the Branch Library facilities. Following further discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee after extensive consideration, it was
“VOTED: to accept management’s recommendation to endorse the terms of the Boston Public Library AFSCME Local 1526 Collective Bargaining Agreement for July 2002 through September 2006.”
“VOTED: to accept management’s recommendation to endorse the terms of the Boston Public Library Professional Staff Association Collective Bargaining Agreement for July 2002 through September 2006.”
“VOTED: to endorse the wage increases (the same as those contained in the Agreement with the Boston Public Library Professional Staff Association) for Management/Exempt employees as follows: 2% retroactive to first pay period July 2002; 2% retroactive to first pay period July 2003; 2.5% effective first pay period October 2004; 2.5% effective the first pay period October 2005; 1.5% effective the first pay period July 2006.”
“VOTED: to endorse the wage increases for the Boston Public Library part-time employees consistent with the increases for the collective bargaining units and rounded to the nearest .05 cents.”
Chair Karyn M. Wilson provided background information on the proposed confirmation of three Telephone Polls conducted by the Clerk to the Trustees approving the use of various Library spaces, which the Trustees’ Finance and Audit Committee reviewed and recommended approval to the full Board. The Chair noted that the first room use request from SG Cowan was subsequently withdrawn.
Additionally, Chair Wilson noted that the members of the Trustees’ Finance and Audit Committee held extensive discussions on the development of the Boston Public Library Room Rental Use Policy and Fee Schedule,which is slated to be reviewed formally for final consideration by the Committee at its next meeting on October 26, 2004 in anticipation of review and final approval by the full Board on November 16, 2004.
Meanwhile, the Chair noted that all room use requests are being recommended for approval by the Trustees’ Finance and Audit Committee, subject to the provision of financial payment information and under the condition that the fees being charged are consistent with the draft Boston Public Library Room Rental Use Policy and Fee Schedule, in which at a minimum the Library is covering its costs.
Following further discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, two room use requests were approved in light of the provision of financial payment information and consistent with the draft Boston Public Library Room Rental Use Policy and Fee Schedule as follows:
“VOTED: to approve the request from the Lyric Stage Company for use of the Orientation Room, Map Room Café, and Novel Restaurant on Sunday, October 17, 2004 from 5:30 p.m. to 8:00 p.m. outside of regular hours of Library service for a private function for which a financial payment will be made to the Boston Public Library.”
“VOTED: to approve the request from Bauport Group for use of the Orientation Room on Friday, December 10, 2004 from 6:00 p.m. to 11:00 p.m. outside of regular hours of Library service for a private function for which a financial payment will be made to the Boston Public Library.”
President Bernard A. Margolis, in his update to the Trustees, reported that the Library experienced a very busy summer with lots of activities and usage at both the Central Library and the Branches.
On the capital facilities front, the President reported that the Library has been addressing a large number of health and safety related issues connected to the Branch Libraries construction and improvement projects with a view to ensuring that all Library facilities are safe both during and after construction.
On the public services front, the President reported that the Public Information Desk has been relocated into Deferrari Hall in the Johnson Building which has had a spectacular positive response from the public. In response to an inquiry from Trustee Gaines, the President said that an electronic calendar of Library events is located above the entryway into Deferrari Hall which was purchased through the generosity of the City-Wide Friends of the Boston Public Library.
The President updated the Board on the status of the request from the Government Printing Office requiring the Boston Public Library remove several documents from the collection. The President was pleased to report that the Library has prevailed and the Department of Justice has rescinded that order.
Trustee James Carroll commended President Margolis on his handling of the request from the GPO pertaining to the removal of Library materials noting that it is a reflection of the very wise and brave position which he took exemplifying good nationally important leadership that reflects well on the Boston Public Library.
On the development front, the Boston Public Library has received an Open Projects Adult Literacy Project grant through the Massachusetts Board of Library Commissioners in the amount of $29,659. This LSTA grant will provide the Library with the financial support to train sixty volunteer tutors with literacy training skills who will be matched up with adult students struggling to learn to read and write. In addition to the tutoring program, family literacy workshops will be held at the Central Library, Branches and the Dudley Literacy Center.
The President updated the Board on the progress of the reorganization activities underway throughout the Library system, including the recent appointments of Constance Dudgeon, Program Services Manager; Susan Birkett, Community Services Manager; Susan Godlewski, Reference Services Manager; and Michael Colford, Manager of Services to Libraries. Meanwhile, interviews are ongoing for the Neighborhood Services Manager and the Collection Development Manager positions.
At the request of the Chairman, a revised Boston Public Library Organizational Chart will be developed reflecting the new positions and the individuals assuming those responsibilities. Meanwhile, the President noted that the reorganization initiatives are on course including ongoing discussions on the delivery of improved subject services at the Central Library.
Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation, reported on the activities of the Foundation, including the very successful “Read Your Way to Fenway” annual program which was held at Fenway Park on August 29, 2004 and attended by over 1,600 children and their families.
Mrs. d’Arbeloff reported on several upcoming Foundation activities, including the Boston Public Library Foundation Gala on October 1, 2004 followed by the Young Professionals’ Gala on October 2, 2004 held at the Boston Public Library. Additionally, Mrs. d’Arbeloff extended an invitation to the Trustees to attend the Boston Public Library Foundation Board meetings, including the next Foundation Board meeting scheduled for Tuesday, September 21, 2004.
Ms. Vivian K. Spiro, Chairman, Associates of the Boston Public Library reported on the array of programs and activities aimed at pursuing the mission of the Associates which is to expand the role of the Boston Public Library in the intellectual life of the City of Boston, including the inauguration of Ms. Hannah Rodgers as the first Writer-In-Residence at the Boston Public Library on September 14, 2004.
Ms. Spiro invited everyone to the launching of the “Associates Art and Architecture Series” on September 22, 2004 featuring keynote speaker Gianfranco Pocobene on the restoration of the John Singer Sargent murals at the Boston Public Library. In collaboration with the Foundation, the Associates and the Library, a lecture and reception celebrating the exhibition “Handfuls of Lillies: the Art of Sarah Whitman” will be held on September 23, 2004 in the newly restored Abbey Room.
Additionally, Ms. Spiro noted that the “Associates Annual Literary Lights for Children program”, featuring keynote speaker Marc Brown author of the “Arthur Series” and tailored for children grades four through seven, will be held at the Fairmont Copley Hotel and the BPL on Sunday, October 3, 2004.
There being no further business, the meeting of the Corporation adjourned at 10:45 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees
| Minutes of Meeting |
In Board of Trustees |
| Administrative Agency |
Tuesday, September 14, 2004 |
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, 700 Boylston Street, Boston, MA at 10:45 a.m.
Present at the meeting were: Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M. Scaccia, William O. Taylor, and Karyn M. Wilson.
Also present at the meeting were: Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; Ruth Kowal, Chief Operating Officer & Chief of Staff; Kathleen Kirleis, Chief Financial Officer; members of the Library administration, 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 Annual and Regular Trustees’ Meetings on May 18, 2004. On a motion duly made and seconded, the Minutes for the Annual and Regular Trustees’ Meetings on May 18, 2004 were approved.
Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, provided background information on the proposed award of a contract for digitization and reformatting of acetate tapes from the Fred Allen Collection. The Trustees’ Finance and Audit Committee has reviewed and recommends approval of the contract awarded under the continuing flood-recovery work.
Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the proposed award of contract for digitization and reformatting of acetate tapes was approved as follows:
- Contract for Digitization and Reformatting of Acetate Tapes (Fred Allen Collection) for the Boston Public Library
“VOTED: that there be entered into with George Blood Audio, LP, 21 West Highland Avenue, Philadelphia, PA 19118 the lowest responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Digitization and Reformatting of Acetate Tapes (Fred Allen Collection) as specified for the Boston Public Library during the period October 25, 2004, through December 31, 2005 at a total cost not to exceed thirty two thousand four hundred eighty dollars and no cents ($32,480.00).”
Chair Karyn M. Wilson provided background information on the proposed revision to the Critical Repair Budget contractual resolution for FY 2005 which the Trustees’ Finance and Audit Committee has reviewed and recommends approval so that Library policy is consistent with City policy and practice based on recent legislative changes.
The City of Boston currently permits projects in scope of up to $100,000 to be accomplished as “critical repair” projects. While the Library has been limited in the past to $25,000 as the cap, the legislative changes now permit capital projects in scope of up to $100,000.
Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the Critical Repair Budget contractual resolution for FY 2005 was approved as follows:
- Contract or contracts for various Goods or Services relating to the Critical Repair Budget for Fiscal Year 2005 (July 1, 2004 through June 30, 2005)
“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 Capital Budget, for the period of July 1, 2004 through June 30, 2005 provided that each contract entered into pursuant to this authorization shall have been estimated to be less than one hundred thousand dollars ($100,000.00). In no event will the contracts cumulatively exceed the funds appropriated by the City of Boston for this purpose.”
Trustee Donna M. DePrisco shared with the Board and the Library President a report on the progress of capital projects ongoing in the Branch Libraries conducted by a colleague on her behalf which will be continued by the colleague on their own time.
In other business, President Margolis reported that the Brighton Branch Library will be celebrating its 140 th Anniversary on Saturday, September 18, 2004 and the 21 st Annual Trustees Recognition Ceremony for Library Staff and Breakfast Reception will be held in the McKim building, Abbey Room, on Thursday, October 21, 2004 at 8:00 a.m. There being no further business, the meeting of the Administrative Agency adjourned at 11:00 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees |
