General and | ||
| ||
| ||
| ||
| ||
| ||
| ||
| ||
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
|
| |
| ||
| ||
| ||
| ||
| ||
| ||
|
|
|
|
         |
||
 |
||
|
Boston Public Library Meetings Board of Trustees |
||||||||||||||||||||||||||||||||||||||||||||||||||
November 20, 2000 A Regular Meeting of the Trustees of the Public Library of the City of Boston will be held on Monday, November 20, 2000 at 3:00 p.m., at the West End Branch, 152 Cambridge Street, Boston MA. Respectfully yours,
Order
of Business for a Regular Meeting as a
1. Approval of Minutes for the Regular Meetings of September 19, 2000
Mr. Joseph E. Mullaney 2. Establishment of the Richard and Susan Smith Family Foundation Endowment for Reading Readiness
Ms. Kathleen Kirleis 3. Additions to Existing Trust Funds in the General Investment Account
Ms. Kathleen Kirleis 4. The Trustees’ Finance Committee has reviewed and recommends to the Full Board of Trustees the following award of contracts relating to: Investment Counseling Services and several resolutions pertaining to the Trustees’ Trust Funds of the Public Library of the City of Boston Mr. William O. Taylor
And
Ms. Kathleen Kirleis 5. The Trustees’ Finance Committee has reviewed and recommends to the Full Board of Trustees these resolutions pertaining to the Trustees’ Trust Funds of the Public Library of the City of Boston
Background: The Joan of Arc Fund was created in 1976 and funded by a gift to the Trustees of the Public Library of the City of Boston for the care and funding of the Joan of Arc Collection. At the time of the fund’s creation, the Trustees voted to add the fund’s income to its principal until otherwise ordered by the Board. The value of this fund as of August 31, 2000 was $197,326 and generated an income of $4,017 in FY2000.
Background: The Centennial Fund was created in 1956 and was funded through "intervivos gifts made by public-spirited citizens in celebration of the 100th Anniversary of the Boston Public Library." At the time of its creation, the Trustees voted that "the income thereof, unless otherwise voted by this Board [was] to be added to the principal and the principal with all increments thereto (whether through addition of income or otherwise) be used as this Board shall hereafter direct for the benefit of the Public Library of the City of Boston or any purpose in connection therewith." The Library’s McKim building has become the symbol of the Library’s historical importance as the birthplace of the American Public Library. It is fitting to utilize this fund to support the McKim Restoration activities. The value of this fund as of August 31, 2000 was $6,704.56 and generated an income of $136 in FY2000.
Background: The Arthur W. Heintzelman Memorial Fund was established in 1971 and was originally funded with $3,826 raised by fellow workers and friends of the late Arthur W. Heintzelman, Keeper of Prints. The initial vote directed the income of the fund to be used for the purchase of prints and drawings. However, since the income generated on this fund was small, the Trustees voted to add the income to the principal unless otherwise ordered. Since that time, the fund has grown due to this reinvestment, as well as additional gifts, including a $25,000 gift raised for a benefit for the Print Department by the Associates of the Boston Public Library and a $5,000 gift from the Estate of Lewis Black. The value of this fund as of August 31, 2000 was $125,914 and generated an income of $2,553 in FY2000.
Background: The Stow Wengenroth Fund was established in 1976 to support the Print Department and was originally funded with the income from the publication of the Lithographs of Stow Wengenroth. At the time it was created, the income was to be added to the principal until otherwise ordered by the Board. The Library suggests that the Trustees authorize that the income of this fund be used to support the activities of the Print Department. The value of this fund as of August 31, 2000 was $17,745.40 and generated an income of $361 in FY2000.
Background: The Library Art Fund was established in 1951 and was originally funded with a gift of $500 from Brown & Bigelow as a gift in appreciation of the grant to them of a right to reproduce on its 1952 House Hanger Calendar an oil portrait of Benjamin Franklin by Joseph Sifrede Duplessis which hung in the Treasure Room of the Central Library. The initial vote directed the principal to be used as the Board shall from time to time direct for the care, repair and preservation of works of art at the Boston Public Library and its Branches until fully depleted by such uses. The value of this fund as of August 31, 2000 was $13,500 and generated an income of $300 in FY2000. Since the income generated on this fund is small, the Library proposes to use the money for the care, repair and preservation of works of art at the Library and its Branches until fully depleted by such uses and then to dissolve this fund.
Ms. Kathleen Kirleis 6. Approval of the Policy on the Use of the M. Jane Manthorne Fund
Ms. Kathleen Kirleis 7. Trustees’ Collections Committee Report
And
Mr. William O. Taylor 8. Trustees’ Capital Projects Committee Report Mr. Joseph E. Mullaney 9. Trustees’ Education Committee Report Ms. Pamela Seigle 10. Approval of Room Use Request
Mr. Bernard A. Margolis 11. President’s Report
Mr. Bernard A. Margolis 12. The Boston Public Library Foundation Ms. Marie Pettibone 13. Associates of the Boston Public Library Ms. Vivian Spiro 14. City-Wide Friends of the Boston Public Library Ms. Francine Pennino 15. Other Business Mr. Joseph E. Mullaney 16. Recess of Corporate Meeting Mr. Joseph E. Mullaney 17. Executive Session (after adjournment of Administrative Agency Meeting) Mr. Joseph E. Mullaney Order
of Business for a Regular Meeting as an
1. Approval of Minutes for the Regular Meetings of September 19, 2000 Mr. Joseph E. Mullaney 2. The Trustees’ Finance Committee has reviewed and recommends to the Full Board of Trustees the following award of contracts pertaining to: an Upgrade to the Central Plant Chilled Water Generation System; for Personal Computer, Server and Printer Maintenance; for the Purchase of Books and Certain Other Library Materials Associated with the Flood; a revision for the "Procurement of Library Books"; and a contract for supplying and delivering Library Borrowers Cards
Ms. Kathleen Kirleis
Ms. Kathleen Kirleis 3. Additional Proposed Award of Contracts
Ms. Kathleen Kirleis 4. Presentation by Ms. Rhoda Blacker, West End Branch Librarian Mr. Joseph E. Mullaney 5. Presentation by Ms. Faith Desmond, President, Friends of the West End Branch Library Mr. Joseph E. Mullaney 6. Other Business Mr. Joseph E. Mullaney 7. Adjournment Mr. Joseph E. Mullaney
A Regular Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the West End Branch Library, 152 Cambridge Street, Boston, MA at 3:00 p.m. Present at the meeting were Trustees William M. Bulger, James Carroll, V. Paul Deare, Donna M. DePrisco, Berth» M. Gaines, Joseph E. Mullaney, Angelo Scaccia, Pamela Seigle and William O. Taylor. Also present were Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chair, Associates of the Boston Public Library; David Vieira, President, and Francine Pennino, Treasurer, City-Wide Friends of the Boston Public Library; Faith Desmond, President, and Mary Robinson, Vice President, Friends of the West End Branch Library; Marie Pettibone, Executive Director, the Boston Public Library Foundation; Charles Worcester, Assistant Director, Erin Hester, Senior Project Manager for the McKim Restoration project and Rose Cleaves, Senior Project Manager, Department of Neighborhood Development; members of the Library administration, staff, public and Friends of the West End Branch Library. Chairman Joseph E. Mullaney presiding. The first item on the order of business was the approval of Minutes for the Regular Meeting held on September 19, 2000. On a motion duly made and seconded, the Minutes for the Regular Meeting held on September 19, 2000 were approved. The President provided background information on the proposed establishment of the Richard and Susan Smith Family Foundation Endowment for Reading Readiness, which had been reviewed and recommended to the Board of Trustees by the Trustees’ Finance Committee. The President noted that the Library has received a gift, in installments, through the Boston Public Library Foundation from the Richard and Susan Smith Family Foundation. Currently, the fund contains $125,000 and it was the donor’s intention that a separate fund be created with the proceeds used to support the continuation of the Reading Readiness Program. Following discussion among the Board, on a motion duly made and seconded, it was
The President reviewed background information on the next item on the order of business relating to the proposed additions to existing Trust Funds in the General Investment Account. The Trustees’ Finance Committee recommended approval of the following vote, which allocates additional gifts and royalties to the appropriate two Trust Funds. Then, on a motion duly made and seconded, it was
Mr. William O. Taylor, Chairman of the Trustees’ Finance Committee, reported that the Finance Committee has interviewed additional investment managers with a view to adding a third manager whose services would augment those now provided by State Street Global Advisors and the Boston Company. After extensive review and interviews, Mr. Taylor stated that the Finance Committee has recommended the engagement of Batterymarch Financial Management, Inc., of Boston, Massachusetts as a third manager with a concentration on Small Cap Equity Management. Following discussion among the Board, on a motion duly made and seconded, it was
And
The President reported that he and the Chief Financial Officer have completed a review of all 178 Library Trust Funds, which can be revised, modified or eliminated solely on the action of the Library Trustees, based on the earlier review by Hale and Dorr Attorneys. The Trustees’ Finance Committee had reviewed and recommended the following resolutions pertaining to five different Library Trust Funds, and on a motion duly made and seconded, the Board approved those resolutions as follows:
Background: The Joan of Arc Fund was created in 1976 and funded by a gift to the Trustees of the Public Library of the City of Boston for the care and funding of the Joan of Arc Collection. At the time of the fund’s creation, the Trustees voted to add the fund’s income to its principal until otherwise ordered by the Board. The value of this fund as of August 31, 2000 was $197,326 and generated an income of $4,017 in FY2000.
Background: The Centennial Fund was created in 1956 and was funded through "intervivos gifts made by public-spirited citizens in celebration of the 100th Anniversary of the Boston Public Library." At the time of its creation, the Trustees voted that "the income thereof, unless otherwise voted by this Board [was] to be added to the principal and the principal with all increments thereto (whether through addition of income or otherwise) be used as this Board shall hereafter direct for the benefit of the Public Library of the City of Boston or any purpose in connection therewith." The Library’s McKim building has become the symbol of the Library’s historical importance as the birthplace of the American Public Library. It is fitting to utilize this fund to support the McKim Restoration activities. The value of this fund as of August 31, 2000 was $6,704.56 and generated an income of $136 in FY2000.
Background: The Arthur W. Heintzelman Memorial Fund was established in 1971 and was originally funded with $3,826 raised by fellow workers and friends of the late Arthur W. Heintzelman, Keeper of Prints. The initial vote directed the income of the fund to be used for the purchase of prints and drawings. However, since the income generated on this fund was small, the Trustees voted to add the income to the principal unless otherwise ordered. Since that time, the fund has grown due to this reinvestment, as well as additional gifts, including a $25,000 gift raised for a benefit for the Print Department by the Associates of the Boston Public Library and a $5,000 gift from the Estate of Lewis Black. The value of this fund as of August 31, 2000 was $125,914 and generated an income of $2,553 in FY2000.
Background: The Stow Wengenroth Fund was established in 1976 to support the Print Department and was originally funded with the income from the publication of the Lithographs of Stow Wengenroth. At the time it was created, the income was to be added to the principal until otherwise ordered by the Board. The Library suggests that the Trustees authorize that the income of this fund be used to support the activities of the Print Department. The value of this fund as of August 31, 2000 was $17,745.40 and generated an income of $361 in FY2000.
Background: The Library Art Fund was established in 1951 and was originally funded with a gift of $500 from Brown & Bigelow as a gift in appreciation of the grant to them of a right to reproduce on its 1952 House Hanger Calendar an oil portrait of Benjamin Franklin by Joseph Sifrede Duplessis which hung in the Treasure Room of the Central Library. The initial vote directed the principal to be used as the Board shall from time to time direct for the care, repair and preservation of works of art at the Boston Public Library and its Branches until fully depleted by such uses. The value of this fund as of August 31, 2000 was $13,500 and generated an income of $300 in FY2000. Since the income generated on this fund is small, the Library proposes to use the money for the care, repair and preservation of works of art at the Library and its Branches until fully depleted by such uses and then to dissolve this fund.
In the case of the M. Jane Manthorne Trust Fund, which was established in 1994, the Chief Financial Officer noted that the Library has created a proposed Policy on the Use of the M. Jane Manthorne Fund to guide the effective use of this Fund to enable Library employees to pursue professional training opportunities in the area of Children or Young Adult Services. In addition, as recommended and approved by the Trustees’ Finance Committee, a member of the Library’s Board of Trustees will be invited to serve on the Fund’s Scholarship Selection Committee. Mrs. Gaines recommended a revision in the language of the draft policy from Children or Young Adult Services to Youth Services and also requested that the policy be written in a less formalized legalese style. The Chairman suggested that the policy include in the statement "that to be eligible for the scholarship a candidate must be a full time employee of the Boston Public Library for a minimum of one year". Following further discussion among the Board, on a motion duly made and seconded, and subject to the requested modifications, it was
Mr. William O. Taylor, Chairman of the Trustees’ Collections Committee, reported that the Boston Heritage Center Committee is vigorously pursuing efforts toward the acquisition of property on Hampden Street in the Newmarket area of Boston for the purposes of building a new state-of-the-art facility for a new Boston Heritage Center, which would address the Boston Public Library’s long-term storage and archival needs as well as those of the City Archives. To further that end, Mr. Taylor reported that the Committee is currently working on submitting a Purchase and Sale Agreement on the 2.5-acre vacant site with the exception of one small storage building. The property is environmentally clean, conveniently located to Copley Square with major arterial access, and within walking distance to the Dudley Square Branch Library. In preparation for bringing the project closer to fruition, Mr. Taylor provided background information on the following three resolutions pertaining to the Boston Heritage Center project, which were reviewed and recommended to the Board of Trustees for approval. Then, on a motion duly made and seconded, it was
And
And
And
And
Mr. Joseph E. Mullaney, Chairman of the Trustees’ Capital Projects Committee, reported that he has asked Trustee Angelo M. Scaccia to assume the Chairmanship of the Trustees’ Capital Projects Committee, which he has graciously accepted. Meanwhile, the Chairman reported that he has been assured by the President that all of the Library’s capital projects are on track in terms of schedules and completion dates and he called upon the President to give a summary on the progress of the various capital projects now underway throughout the Library. On the branch libraries front, the President reported that construction of a new Allston Branch Library is moving along very well, and in collaboration with the City’s Budget Office, efforts have been successful to bring more money to support purchasing an opening day collection of books targeted for mid-April 2001. In addition, the Library is awaiting a decision expected this week by a jury of the American Institute of Architects on whether the new addition and restoration project of the Hyde Park Branch Library, and the firm of Schwartz Silver Architects, will receive the distinctive national architectural Honor Award bestowed by the AIA. In other capital projects, the President reported that the Library has reached an agreement to replace all of the new carpeting that was determined to be flawed and defective in the Johnson Building. Meanwhile, the selection of a new carpet has been completed and an installation schedule is being developed. At the Charlestown Service Building, the boiler has been condemned and is inoperable based on a State Inspection review. In the meantime, the Library is reviewing strategies which will enable the continuity of service in the building. The President expressed appreciation to the Honorable Mayor Thomas M. Menino, Trustees, Staff and the public who attended the ribbon-cutting ceremony for the re-opening of the renovated McKim Courtyard on November 15, 2000. On a related capital project, the President noted that the restoration of the McKim Building roof is slated to be completed in several weeks, while efforts are underway in preparation for the next phase of the McKim Restoration project, Phase IIC. The President announced with regret that Ms. Erin Hester, Senior Project Manager, would be leaving her position with the Department of Neighborhood Development and expressed appreciation to her for an exceptional job as Project Manager for the McKim Restoration project over the past three years. The President welcomed and introduced Ms. Rose Cleaves, Senior Project Manager, Department of Neighborhood Development who will assume the position of Project Manager for the McKim Restoration project. The Chairman reported that Ms. Pamela Seigle, Chair of the Trustees’ Education Committee, has informed him that the work of the Education Committee is ongoing and efforts are moving forward toward the development of a Cooperation Agreement between the Trustees of the Boston Public Library and the Boston School Committee targeted for January 2001. The Cooperation Agreement would outline specific action steps to be taken to foster meaningful collaborations between the Boston Public Library, the Boston Public Schools, and among other cultural and educational institutions for the education and enhancement of services for the children of Boston. The Chairman provided background information on a room use request from PriceWaterhouseCoopers LLP noting that to get approval for the use of Library space, the Board’s practice requires the institutions making the request to have some past or ongoing relationship with the Library or some prospective financial or otherwise significant support. In this regard, PriceWaterhouseCoopers LLP has demonstrated financial support of the Boston Public Library in the past and is expected to continue in the future as outlined in a memorandum from Ms. Marie Pettibone, Executive Director, Boston Public Library Foundation. Mrs. Gaines queried whether this would be a one time only request and expressed concern about setting a precedent for use of Library space for class reunions from other colleges. The Chairman responded that the same criteria would be applied to those requests in which the organization must demonstrate significant support of the Library in the past or expectations of support in the future. Following further discussion among the Board, on a motion duly made and seconded, it was
President Bernard A. Margolis, in his report to the Trustees, recalled that the Boston Public Library Collection Development and Management Policy was distributed at the last Trustees’ Meeting and it was decided to defer any formal action on its approval until today’s meeting to allow time for further discussion and review. The President noted that the Boston Public Library Collection Development and Management Policy is considered a "living document" which reviews in great detail the approach a Library takes to "growing" its vast collection of materials, outlines the areas of collecting, and provides the tool for staff members engaged in building its collections. In addition, the policy is a "road map" for a Library and is valuable in deciding how acquisition funds and resources are used in building its rich collections. The Vice Chair queried whether there has been any follow up to the 1991 Association of Research Libraries Preservation Self-Study which made recommendations for collections held across the Research Library, General Library and the Branches in several areas, including preservation, development of a disaster plan, and staff and user education. The President responded that the Library has addressed a number of those recommendations and continues to look at collection issues in light of ongoing retrospective conversion activities with a view to creating access to the collections as well. In addition, the Library is working on a tandem policy with regard to collections, materials, and items given to the Library, often with restrictions, but which are not included in its scope and mission. Following further discussion, on a motion duly made and seconded, it was
On the facilities front, the President welcomed and introduced Mr. Robert Flynn who has assumed the position as Facilities Officer for the Boston Public Library. Mr. Flynn comes to the Library from the Massachusetts Water Resources Authority (MWRA) and prior to that he worked for the Massachusetts Bay Transportation Authority (MBTA). The President noted that Mr. Flynn, who has a degree in Business Administration from Northeastern University, has a wonderful track record of bringing quality and excellence to the supervision of maintenance, building and capital projects operations. Mr. Patrick Cafferty, Systems Officer for the Boston Public Library, presented an overview on the major rebuilding of the Library’s Systems and Data Processing operations achieved over the past two years. Configured into three dynamic functional areas that include Library Applications, Infrastructure, and Technical Support, Mr. Cafferty noted the operations has a staff which includes professional librarians, computer professionals and long time Library staff members who have witnessed the evolution of the Systems operations going from a paper card catalog to a futurized system. Working within the Systems and Services operations allocated budget for FY2001 of $3.2 million, of which $2.2 million was received from the Federal Government’s e-rate monies, Mr. Cafferty outlined the projects planned for FY2001 including: a state of the art Network; new Telephone System; migration from the Legacy Systems (Financials & Research Collection) and the procurement of 160 computers, 30 network printers, furniture and wiring resulting from a $500,000 Gates Grant received by the Library. Mr. Cafferty also provided background information on additional projects planned for FY2001 including: the implementation of technology at the new Allston Branch Library; initiation of wireless access; further development of the Intranet; a re-designed WEB; e-Commerce activities; development of a WEB-based Calendar and Events Booking System; and the development of a WEB-based maintenance Management System. To further these ends, Mr. Cafferty noted that the Library closely monitors and continues to address concerns associated with the implementation of these projects including: staffing; training; procurement of state-of-the-art equipment; and security measures regarding the Internet. In addition, through these technological advances, Mr. Cafferty said that the Boston Public Library will be able to provide the public and its users with free access to computers, online catalogues, data bases, and the Internet without leaving their chairs coupled with the facilitation of and access to the whole range of the Library’s resources and services. The President congratulated the Systems Officer for demonstrating an enormous amount of leadership around a host of technology issues, which was followed by a round of applause by the Trustees and the meeting attendees. The President reported that an update on the Strategic Goals for the Boston Public Library was distributed to the Trustees Board in advance of the meeting and represents a recasting of all of the strategic initiatives presented in chronological format. While the Library is on track with many of the fifty-two activities underway aimed at meeting the Strategic Goals, the President noted that the Library has not yet put into action the high priority item of establishing fully staffed information and orientation desks in both the Johnson and McKim lobbies because of staffing shortages. In response to an inquiry from the Vice Chair concerning the status of the initiative to teach information literacy, the President reported that the Library plans to post the position of Literacy Coordinator which is soon to be vacated while continuing to work collaboratively with the Library’s Literacy Committee. On the branch libraries front, Ms. Katherine Dibble, Director of Public Services, updated the Board on the status of the recruitment efforts for six Children’s Librarians in the branches ongoing since the last Trustees’ Meeting on September 19, 2000. In light of the national shortage of Children’s Librarians, Ms. Dibble was pleased to report that there are presently only two Children’s Librarians vacancies remaining which are located at the Charlestown and Grove Hall branches. Meanwhile, both of those positions have been posted internally and will close tomorrow. The President announced that the Massachusetts Board of Library Commissioners has approved the Boston Public Library Long Range Plan, 2000-2003, which the Trustees had approved at the last Trustees’ Meeting which now makes the Boston Public Library eligible for a host of federal funding programs. On the Library programming front, the President noted that the Library offers thousands of programs every year and welcomed the Trustees’ ideas and input on efficient ways to keep them informed and aware of the myriad program offerings presented throughout the Library system. Following discussion among the Board, it was suggested that special efforts should be taken to make the Trustees individually more aware of those programs that are sponsored by the Board or are of personal interest in which Board attendance and or participation might be especially important. To further that end, the Chairman recommended that Board members should inform the President or the Clerk of their personal programming interests and decide on how they would prefer to be made aware of the vast programming offerings. On a related programming topic, the President announced that the City of Boston will be host to the International Federation of Library Associations and Institutions (IFLA) Conference in August 2001, which is expected to attract over 4,000 librarians from over 130 countries. The Boston Public Library is the host library for the conference and a reception will be held at the Library in celebration of this international event. Lastly, on the financial front, the President reported that the Boston Public Library has been named in the estate of Bernard J. McGovern that is expected to total approximately $1 million. Ms. Marie Pettibone, Executive Director of the Boston Public Library Foundation, reported that the Foundation has been focusing its efforts on revitalizing its Board leadership and refocusing efforts on fundraising. It is also creating more cultivation opportunities for new donor prospects through collaborations with other cultural groups, including a Tea that was held in October and a "Festival of Lights" event for Young Professionals held last Friday evening celebrating the opening of the McKim Courtyard. In addition, the Boston Public Library Foundation’s Board Meeting was held on October 10, 2000 in which the Board approved annual giving expectation guidelines for the Board of Directors. Ms. Pettibone expressed appreciation to Chairman Mullaney and President Margolis for their wonderful presentation given at the meeting to help the Board refocus its efforts on fundraising for the McKim Restoration project. Ms. Vivian K. Spiro, Chairwoman of the Associates of the Boston Public Library, reported on the activities of the Associates. Ms. Spiro distributed copies of the 1999-2000 Annual Report of the Chairman of the Associates of the Boston Public Library that describes the organization’s recently re-defined mission, several new strategic initiatives, and the re-configuration of the Associates’ administrative operations. Ms. Spiro highlighted several upcoming events sponsored by the Associates, including a Music Benefit on January 19, 2001 featuring jazz greats Gary Burton and Carol Sloane and the annual signature event Literary Lights, which is scheduled for March 25, 2001 honoring, among others, authors Norman Mailer and Philip Roth. Meanwhile, Ms. Spiro noted that the Associates are working in concert with the Library’s department heads and curators to create a Visiting Committee of Scholars, chosen for their proven expertise in specific academic fields, to advise the Library on issues ranging from acquisitions to conservation. Ms. Francine Pennino, Treasurer, City-Wide Friends of the Boston Public Library reported on the activities of the Friends’ Group. Founded in 1987, Ms. Pennino recalled that the volunteer, community-based organization seeks to enhance public awareness, recognition, status, and financial support of the Boston Public Library system through advocacy and education. Ms. Pennino distributed copies of The City-Wide Friends of the Boston Public Library, The First Decade 1987-1997, edited by Trustee Berth» M. Gaines and M. Jane Manthorne, former Clerk of the Corporation, in celebration of its tenth anniversary. In addition, among the many special programs and events sponsored on behalf of the entire Boston Public Library system is the bi-monthly Book Sale, which will be held on December 2, 2000 at the Central Library. The Chairman expressed appreciation to Ms. Pennino and the City-Wide Friends of the Boston Public Library for all the wonderful work they have accomplished on behalf of the Library. The President also expressed his gratitude to the City-Wide Friends noting that the new three-screen display panels, which were recently installed in the Johnson Building Lobby, were purchased through a major donation from the City-Wide Friends of the Boston Public Library. There being no further business, the Board voted to go into a recess of the Corporate Meeting at 5:05 p.m.
A Regular Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the West End Branch Library, 152 Cambridge Street, Boston, MA at 5:05 p.m. Present at the meeting were Trustees William M. Bulger, James Carroll, V. Paul Deare, Donna M. DePrisco, Berth» M. Gaines, Joseph E. Mullaney, Angelo Scaccia, Pamela Seigle and William O. Taylor. Also present were Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chair, Associates of the Boston Public Library; David Vieira, President, and Francine Pennino, Treasurer, City-Wide Friends of the Boston Public Library; Faith Desmond, President, and Mary Robinson, Vice President, Friends of the West End Branch Library; Marie Pettibone, Executive Director, the Boston Public Library Foundation; Charles Worcester, Assistant Director, Erin Hester, Senior Project Manager for the McKim Restoration project and Rose Cleaves, Senior Project Manager, Department of Neighborhood Development; members of the Library administration, staff, public and Friends of the West End Branch Library. Chairman Joseph E. Mullaney presiding. The first item on the order of business was the approval of Minutes for the Regular Meeting held on September 19, 2000. On a motion duly made and seconded, the Minutes for the Regular Meeting held on September 19, 2000 were approved. Mr. William O. Taylor, Chairman of the Trustees’ Finance Committee, provided background information on the proposed award of contracts pertaining to: an Upgrade to the Central Library Plant Chilled Water Generation System; for Personal Computer, Server, and Printer Maintenance; for the Purchase of Books and Certain Other Library Materials Associated with the Flood; a revision for the "Procurement of Library Books"; and a contract for supplying and delivering Library Borrowers Cards. Mr. Taylor reported that the Trustees’ Finance Committee reviewed the proposed award of contracts and recommends them to the Full Board for approval. On a motion duly made and seconded, and on the recommendation of the Finance Committee, it was
"VOTED: that there be entered into with Trigen Boston Energy Corporation, 210 South Street, Boston, MA 02111, a contract for a letter of intent allowing Trigen to begin the process of working with the Boston Public Library to identify, define and detail the project scope requirements and cost associated with the upgrade of the Central Plant chilled water generation system, at a total cost not to exceed Fifty Thousand Dollars and No Cents ($50,000.00)." "VOTED: that there be entered into with Retro-Fit Technologies, Inc. 455 Fortune Blvd., Milford, MA 01757, the lowest eligible and responsible bidder in the public bidding, as advertised under G.L. c. 30B, a contract for Personal Computer, Server and Printer Maintenance during the period December 1, 2000 through June 30, 2001, at a total cost not to exceed Thirty Nine Thousand Four Hundred Ninety Seven Dollars and Fifty Three Cents ($39,497.53)." "VOTED: that there be entered into a non-advertised contract, as authorized under G.L. c. 30B, 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 Jerry Alper, Inc., in an amount not to exceed Thirty Two Thousand Seven Hundred Dollars and No Cents ($32,700.00) for Books and Other Library Materials, during the period December 1, 2000 through June 30, 2001, pursuant to the agreement with the City of Boston to reimburse the Library for costs associated with the Flood of August 16, 1998."
Mr. Taylor presented background information on the proposed award of two contracts pertaining to the procurement of an Electronic Library Security System for the Boston Public Library System and for the purchase of Custom and Built-In Furnishings for the new Allston Branch Library. Following discussion among the Board, on a motion duly made and seconded, it was
"VOTED: that there be entered into with Minnesota Mining and Manufacturing Company (3M), 3M Center/225-4N-14, St. Paul, MN 55144-1000, the lowest responsible and eligible bidder, a contract publicly advertised, for providing an Electronic Library Security System for the Boston Public Library System, for the period of November 1, 2000 and ending June 30, 2003, at a total cost not to exceed Two Million One Hundred Twenty Thousand Two Hundred and Twenty-Six Dollars and No Cents ($2,120,226.00). The cost for the first fiscal year (2001) is not to exceed Nine Hundred Eighty Two Thousand Nine Hundred Fifty Nine Dollars and No Cents ($982,959.00). The total cost for fiscal year 2002 is not to exceed Eight Hundred Ninety Two Thousand Three Hundred Sixty Seven Dollars and No Cents ($892,367.00) and for fiscal year 2003 is not to exceed Two Hundred Forty Four Thousand Nine Hundred Dollars and No Cents ($244,900.00). Ms. Rhoda Blacker, West End Branch Librarian, reported on the history, resources and services that have been provided to the community by the West End Branch Library for over the past 100 years. Formal library service to the public originally began in 1896 in the Old West Church, and at one time during that period, served twenty-two nationalities. With the introduction of urban renewal in the 1960’s, Ms. Blacker reported that the Branch Library was closed and the current branch was built and opened to the public in January 1968. Located in close proximity to the Government Center complex, the Branch serves many Federal, State and City agencies and also serves a number of historic and cultural institutions. In light of the changing demographics of the neighborhood, Ms. Blacker noted that use of the Children’s Room is growing significantly, particularly at the pre-school level, and that the Branch also offers many programs and services tailored to meet the needs of the residents of the three senior housing developments now located in the area, including lectures and an adult book discussion group. Ms. Faith Desmond, President, Friends of the West End Branch, reported that the Friends’ Group has been very actively involved in supporting the activities of the Branch for over the past ten years. Included among the many activities sponsored by the Friends’ over the years are: their famous annual white elephant sale; coordinating exhibits on display in the Lecture Hall; and purchasing books, materials and supplies for the Branch Library. The Chairman thanked Ms. Blacker and the Staff of the West End Branch for hosting the Trustees’ Meeting and expressed his appreciation to the Friends’ Group for their unwavering support. In other business, Mrs. Gaines said that she was disappointed to see the poor attendance at the 17th Annual Trustees’ Reception and Recognition Ceremony for Library Staff on October 6, 2000 noting that it was the lowest attended reception in seventeen years and questioned the reason. The President shared the same observation noting that invitations were mailed to each Staff member and the Library invited both unions to participate in planning the event. Next year, however, the President said that the Library would re-double its efforts to be inclusive in the planning process for the Trustees’ Annual Reception. The President noted that as we approach the Holiday gift giving season, on display in the Lecture Hall, is the top 25 best selling publications and items produced by the Boston Public Library, which generated over $20,000 in income over the past year. There being no further business, the Chairman said that the Board would go back into the recess of the Corporate Meeting and go into Executive Session to address personnel items and a matter relating to the possible acquisition of land for the Boston Heritage Center project. The Meeting of the Administrative Agency adjourned at 5:25 p.m. |
|
|
|||||||||||||||||||||||||||||||||||||||||||||||||
|