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Boston Public Library Meetings Board of Trustees |
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January 20, 2004 A Regular Meeting of the Trustees of the Public Library of the City of Boston has been scheduled for Tuesday, January 20, 2004 at 8:00 a.m. to be held in the Trustees' Room, Johnson Building, 3rd Floor, Boston Public Library, 700 Boylston Street, Boston, MA Respectfully yours, Jamie McGlone Order of Business for a Regular Meeting as a 1. Executive Session begins at 8:00 a.m. 2. Presentation to V. Paul Deare in Recognition of Distinguished
Service as a Trustee of the Public Library of the City of Boston,
1995-2003 Mr. William O. Taylor 4. Trustees’ Finance and Audit Committee Report The Trustees’ Finance and Audit Committee has reviewed and recommends to the full Board of Trustees approval of the following Trust Fund resolution: • Dissolve the Daniel Sharp Ford Legacy Fund into the Daniel Sharp Trust Fund History: The Daniel Sharp Ford Legacy Fund was established on June 22, 1900 to support the general purposes of the Boston Public Library. In an effort to simplify the management of these funds, it is proposed to dissolve the Daniel Sharp Ford Legacy Fund into the Daniel Sharp Trust Fund which was established on October 28, 1935 to also support the general purposes of the Boston Public Library.
Ms. Karyn M. Wilson 5. Confirmation of Two Telephone Polls conducted by the Clerk to the Trustees Approving Use of Novel Restaurant and the Map Room Café, Bates Hall and the Orientation Room The Trustees’ Finance and Audit Committee has reviewed and recommends to the full Board of Trustees approval of the following room use resolutions:
Ms. Karyn M. Wilson 6. Trustees’ Capital Projects Committee Report 7. President’s Report 8. The Boston Public Library Foundation 9. The Associates of the Boston Public Library • Introduction of Ms. Vivian K. Spiro, Chair, Associates
of the Boston Public Library 10. Other Business 11. Adjournment 1. Approval of Minutes for the Regular Meeting of November 18,
2003
Ms. Karyn M. Wilson 3. Other Business 4. Adjournment Minutes of Meeting In Board of Trustees A Regular 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 8:45 a.m. Present at the meeting were: Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, William O. Taylor, and Karyn M. Wilson. Also present were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; members of the Library administration, staff, public and Friends groups. Chairman William O. Taylor presiding. Chairman William O. Taylor presented to Mr. V. Paul Deare, in recognition of Distinguished Service as a Trustee of the Public Library of the City of Boston, 1995-2003, a framed stereograph of Bates Hall Reading Room circa 1910. The next item on the order of business was the approval of Minutes for the Regular Meeting on November 18, 2003. On a motion duly made and seconded, the Minutes of the Regular Meeting on November 18, 2003 were approved. Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, reported that the Committee met on January 7, 2004 and recommended for approval to the full Board a proposed Trust Fund resolution dissolving the Daniel Sharp Ford Legacy Fund and merging it into the Daniel Sharp Trust Fund in an effort to streamline the management of these Trust Funds. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the Trust Fund resolution was approved as part of the ongoing process to simplify and reduce the number of Trust Funds as follows:
Chair Kayrn M. Wilson provided background information on the proposed confirmation of telephone polls conducted by the Clerk to the Trustees for two room use requests. Trustee Wilson reported that the Trustees’ Finance and Audit Committee reviewed and reaffirmed the telephone polls approving the two room use requests from the Cornell Hotel Society and the Trustees of the University of Massachusetts. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was
Chair Wilson reviewed background information on six additional room use requests which were approved by a majority of the Board members in telephone polls conducted by the Clerk to the Trustees subject to confirmation by the Board at a Regular Meeting of the Trustees. Following discussion among the Board, on a motion duly made and seconded, it was
Chair Wilson, on a separate but related room use topic, reported that Ms. Ruth Kowal, Director of Operations, is in the process of re-working the Revised Draft of the Boston Public Library Room Rental Program and Fee Structure which would include suggested room rates for each Library space available for rental purposes plus costs associated with Library support staff. To further that end, the Revised Draft of the Boston Public Library Room Rental Program and Fee Structure will be provided to the Finance and Audit Committee members by its next scheduled meeting on February 25, 2004 in preparation for review and consideration by the full Board at the Trustees’ Meeting on March 23, 2004. President Bernard A. Margolis provided an overview of the highlights of the various capital projects underway throughout the Boston Public Library system as reported on at the last Capital Projects Committee meeting held on January 7, 2004 chaired by the Honorable Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects Committee. President Bernard A. Margolis provided an update on the status and progress of the McKim Restoration project, Phase IIC which has commenced with the renovation of several significant public spaces including: the original Trustees’ Room, the Cheverus Room, the Abbey Room, the Sargent Gallery, and the Exhibit Room located on the first floor of the McKim building. While the McKim Phase IIC restoration project is behind schedule, the contractors anticipate that with additional staffing the project will be substantially completed by May 25, 2004. On the financial front, McKim Phase IIC construction cost is estimated at $14.3 million with a total project budget estimated at $20.4 million, which is in place at the City Treasury, including the transfer of the $7.5 million from the State-funded match as a result of the City’s advance of $1.2 million that has been fully reimbursed to the City of Boston. The architectural services for McKim Phase IIC are being provided by Shepley, Bulfinch, Richardson & Abbott, Inc. and the contractor for the project is Lee Kennedy Company. In addition, the Conservators from the Straus Center for Conservation at the Harvard University Art Museums are progressing on the restoration of the priceless murals by John Singer Sargent, which are slated to be completed by February 2004, along with renovation work to the Cheverus Room and the Edwin Austin Abbey Room. The Sargent Gallery staging is scheduled to be removed on January 19, 2004 in preparation for the renovation work to commence in the Abbey Room. Meanwhile, the President noted that McKim Restoration project, Phase IID preliminary planning efforts have begun with a focus on the project scope, which will include the renovation of several significant public spaces, including the Print Gallery, Music and Fine Arts Departments, and the Rare Books and Map Center on the McKim third floor. McKim Phase IID project schedule and financing will be driven in part by fundraising efforts and by Phase IIC’s anticipated total completion date of July 2004. Funding for Phase IID will have a heavy reliance on potential individual donors and federal sources estimated at a total project budget of $25 million. On the development front, the 2004 Boston Public Library Foundation
Gala has been scheduled for Friday, May 7, 2004 in the McKim building
to benefit the McKim Restoration project, Phase IID and tours of
the McKim Restoration project spaces for both Phases IIC and IID
will be incorporated into the Gala program. To date, the Library
has raised $650,000 earmarked for Phase IID, including a $470,000
grant from the Department of the Interior’s National Parks
Service “Save America’s Treasures program”. Meanwhile,
the BPL Foundation has submitted a grant proposal for $2.5 million
to be earmarked for Phase IID. On the Johnson Building capital projects front, significant upgrades to the Johnson Building Fire Alarm System have been developed: the bids are expected to be issued mid-February 2004 with construction slated to begin early winter 2004 and completed by July 2004. Meanwhile, the replacement of the 42-inch Copley Square Water Main Pipe that caused the BPL flood has been completed and extensive excavation has been filled and all systems appear to be operating appropriately. On the Branch Libraries capital projects front, the President reported that 18 branch libraries are in various phases of capital work, including exterior renovations to the Codman Square, Grove Hall, and Lower Mills Branches slated to begin January 19, 2004; renovations to the Roslindale Branch have commenced while a starting date for renovations to the South Boston Branch has yet to be determined; roof repairs and ADA accessibility improvements to the Connolly Branch are underway; and roof repairs are slated to begin February 2004 at four Branches, including Dudley, East Boston, Egleston, and Orient Heights. In addition, construction is underway and on track for a variety of capital improvements to the Faneuil and Jamaica Plain Branches, which are funded in part from a $100,000 grant received from the Massachusetts Historic Commission. Further, the Boston Public Library and the Boston Parks Commission have been working collaboratively to address ADA accessibility improvements at the Parker Hill Branch by having the entrance to an unobtrusive handicapped access ramp start in the park adjacent to the Library. The project is currently in the design development phase in anticipation of going out to bid mid-January 2004 pending resolution of financial issues. Meanwhile, the President reported that Critical Repair Fund projects totaling $370,509 are complete or are in process for FY 2004 earmarked for small capital projects not exceeding $25,000. The Budget Office has allowed the Library to carryover $148,637 from FY 2003 reflecting a total budget of $398,637 available for FY 2004. Included among the projects are: fence replacements; electrical upgrades in the Branches; the installation of sound attenuators in the Johnson building; roof and bathroom repairs; boiler replacements; repairs to the freight elevator; and mold clean-up at the Charlestown Service Building and the Central Library. President Bernard A. Margolis, in his report to the Trustees, was especially pleased to announce and introduce Ms. Deirdre Brennan who has been appointed Chief of Public Services for the Boston Public Library after a very thorough interview process. Following a round of applause, Ms. Brennan provided an overview of the public services activities and programs ongoing throughout the Library system. On the awards front, President Margolis shared with the Board two awards the Boston Public Library received for the new Honan-Allston Branch Library designed by Machado and Silvetti Associates: The Boston Society of Architects, a chapter of the American Institute of Architects, awarded the 2002 Architectural Honor Award; and the New England chapter of the American Institute of Architects awarded the 2002 Honor Award for Design to the Boston Public Library for the Honan-Allston Branch. On the programming front, the President distributed copies of a brochure entitled “Latino Life 03-04: Books about the Hispanic Experience” which is the Boston Public Library’s selective list of new books on the Latino experience published for adults and teens and compiled by the staff of the Library. President Margolis provided an update on the State Aid waiver request noting that the BPL submitted, well in advance of the deadline, the necessary paperwork to the Massachusetts Board of Library Commissioners seeking a waiver from their requirements for State Aid and other State funding support. The Boston Public Library is one of thirteen libraries that have been asked to make a presentation to the Board of Library Commissioners on January 15, 2004 justifying the waiver request out of a total of eighty three libraries who have requested a waiver. The Boston Public Library currently is considered to be “disproportionally reduced” by the MBLC for FY2004 and would need to have an additional budget appropriation of $1.2 million to bridge the gap to qualify for a waiver. Libraries must qualify for the State Aid program on an annual basis in which the City of Boston must fund the Library at a 2.5% increase over the average Library appropriation for the past three years. Presently, Boston does not meet the municipal appropriation requirement for FY 2004. Meanwhile, the Library Commissioners will decide at their February 2004 Board meeting if the BPL’s waiver request will be granted. Ms. Kathleen Kirleis, Chief Financial Officer, provided an update on the status of the Library’s FY 2004 budget noting that the final budget totals $38.2 million, which represents a reduction of $4.5 million from the FY 2003 budget, including a $4.2 million cut in City funding representing a disproportionate reduction of 14.4%. The Chief Financial Officer reported that the Library has submitted the Capital Projects Requests for FY 2005 to the City which was shared with the Board in advance of the Trustees’ Meeting. The list includes seven new capital projects requests totaling $4.3 million, including critical repair projects, roof replacements at nine Branch Libraries, and Central Library Security System enhancements. Meanwhile, the Library’s operating budget requests for FY 2005 is due to the City on February 9, 2004. Ms. Ruth Kowal, Director of Operations, provided an overview of the operations and facilities activities ongoing throughout the Library system. On the facilities front, Ms. Kowal reported that the Library has done very well keeping the buildings operational despite the very cold weather. Meanwhile, the City’s target date for completing the room repairs at the Brighton Branch Library is slated for the end of January 2004. President Margolis provided an overview of three draft policies for the Board’s review which have all been worked through a significant staff review process and have all been approved by the City’s Law Department. The first is a revision of the Appropriate Library Use Policy; the second is a proposed Patron Privacy Policy; and the third is a Safe Child Policy. Following further discussion, the President stated that the three policies will be placed on the agenda for the regular March Trustees’ Meeting for review and approval action. The President updated the Board on the progress of the Boston Public Library Reorganization plan noting that the Library has received permission from the City to effectuate many of the Facilities Department’s changes and negotiations are underway with the AFSCME union on revised job descriptions. Meanwhile, the Library will be posting six management and supervisory positions which will have significant promotional opportunities for Library staff. Meanwhile, the Evaluation Committee is in the process of being appointed with representation from both Library unions to evaluate the effectiveness of the reorganization plan. Ms. Carolyn Coulter, Systems Officer, provided an overview of the proposed Boston Public Library/Metropolitan Boston Library Network Technology Plan, 2004-2007 which will be submitted by the Boston Public Library to the Massachusetts Board of Library Commissioners for approval by the Commissioners which in turn qualifies the BPL to receive funds through the Library Services and Technology Act as well as through the Federal E-Rate program. The President noted further that the Boston Public Library has had great success in being effective in garnering added financial resources through the E-Rate program with E-Rate funding now totaling nearly 9% of the operating budget. Trustee Donna M. DePrisco commended Ms. Coulter for an outstanding job in developing a very impressive and comprehensive technology plan. Following further discussion, the Chairman said that the proposed Boston Public Library/Metropolitan Boston Library Network Technology Plan, 2004-2007 would be placed on the agenda for the regular March Trustees’ Meeting for review and approval action. In other business, President Margolis updated the Board on the status of the publication of “The Prints of Arthur Wm. Heintzelman” which is nearly completed and will be published soon by the Stinehour Press. Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation, reported on the fundraising activities of the Foundation noting that $544,000 was forwarded to the Boston Public Library in 2003 while $435,000 has been forwarded in 2004, including $10,000 received from Citizens Bank for the Homework Assistance program. Meanwhile, a significant number of grant proposals are pending including several earmarked for the Norman B. Leventhal Map Center. Ms. Vivian K. Spiro, Chair, Associates of the Boston Public Library, reported on the activities and upcoming programs sponsored by the Associates. The 2004 Annual Literary Lights will be held on Sunday, April 18, 2004 featuring former poet laureate Robert Pinsky as the keynote speaker for the sixteenth annual event honoring twelve outstanding New England writers. Meanwhile, planning efforts are underway for the Annual Literary Lights for Children program which is traditionally held each fall. Additionally, Ms. Spiro reported on the progress of the Children’s Writer-in-Residence program at the BPL, which is sponsored by the Associates to provide an emerging children’s writer with the financial and administrative support needed to complete one literary work, while also making young readers, their families and their teachers aware of the BPL and its resources. Further, the Friends of Art and Architecture series sponsored by the Associates will commence in February 2004 with Mr. Stuart Walker, Book Conservator, with a talk on the Art and Architecture of the Book. There being no further business, the meeting of the Corporation adjourned at 9:45 a.m. Respectfully submitted,
Jamie McGlone Minutes of Meeting In Board of Trustees A Regular 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 9:45 a.m. Present at the meeting were: Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, William O. Taylor, and Karyn M. Wilson. Also present were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; members of the Library administration, staff, public and Friends groups. Chairman William O. Taylor presiding. The first item on the order of business was the approval of Minutes for the Regular Meeting on November 18, 2003. On a motion duly made and seconded, the Minutes of the Regular Meeting on November 18, 2003 were approved. Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, provided background information on the proposed award of contract for Digitization and Reformating of Sound Recordings which the Committee reviewed and recommended to the full Board for approval. Trustee Wilson noted that this contract pertains to the ongoing flood recovery work resulting from the flood incurred by the Boston Public Library on August 16, 1998 due to a water main rupture in Copley Square. Trustee Wilson noted further that the Library followed through on its traditional bid outreach process which resulted in only one bidder responding to this very unique and specialized service for digitization and reformatting of sound recordings. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, it was “VOTED: that there be entered into with George Blood Audio, 21 West Highland Avenue, Philadelphia PA 19118 the sole responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Digitization and Reformatting of Sound Recordings (Lecture Hall Part 2) as specified for the Boston Public Library during the period February 1, 2004 through February 1, 2005 at a total cost not to exceed twenty one thousand twenty one dollars and no cents ($21,021.00).” There being no other business, the meeting of the Administrative
Agency adjourned at 10:15 a.m. Jamie McGlone
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