1. Approval of Minutes for the Regular Meeting on January 20, 2004
Mr. William O. Taylor

2. Appointment of Trustees’ Nominating Committee

“VOTED: to approve the appointment of Trustee James Carroll as Chairman of the Trustees’ Nominating Committee and the appointments of Trustees Donna M. DePrisco and Karyn M. Wilson as members of the Trustees’ Nominating Committee.”

Mr. William O. Taylor

3. Appointments to Trustees’ Long Range Planning Committee

“VOTED: to approve the establishment of the Trustees’ Long Range Planning Committee and the appointments of Trustee James Carroll, Chairman, Trustees William O. Taylor and Karyn M. Wilson, and President Bernard A. Margolis, ex-officio, as members of the Trustees’ Long Range Planning Committee.”

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 additions to the four existing Trust Funds transferred from the General Investment Account:

“VOTED: that the sum of $256,843.93 representing miscellaneous gifts be added to the following Trust Funds from the General Investment Account as required by their authorizing votes.”

Fund Name	Amount
Dorothy F. Alker Trust Fund	$ 5,000.00
Agrippina Fagone Scaduto Bender Trust Fund	100.00
Thomas Nason Trust Fund	1,743.93
William Randolph Hearst Foundation Fund	250,000.00
Total	$256,843.93

Ms. Donna M. DePrisco

5. Acceptance of the National Parks Service “Save America’s Treasures” grant

The Trustees’ Finance and Audit Committee has reviewed and recommends to the full Board approval of the following grant resolution:

“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 a Save America’s Treasures grant in the amount of $430,102.00 received through the National Parks Service and applied to the McKim Restoration project, Phase IIC.”

Ms. Donna M. DePrisco

6. Award of Contract for Audit Services

The Trustees’ Finance and Audit Committee has reviewed and recommends to the full Board of Trustees approval of the following award of contract for audit services:

• Contract for providing Annual Independent Audit Services for a Multi-Year (Three [3] Year) period beginning July 1, 2004 through June 30, 2005, on July 1, 2005, and on July 1, 2006

“VOTED: that, there be entered into with O’Connor & Drew P.C., 1515 Hancock Street, Quincy, MA 02269, the lowest eligible, responsive and responsible bidder in the public bidding, advertised under G.L., c.30B, a contract for providing Annual Independent Audit Services for a Multi-Year (Three [3] Year) period beginning July 1, 2004 through June 30, 2005, on July 1, 2005, and on July 2, 2006, at a total cost not to exceed one hundred thirty five thousand dollars and no cents ($135,000.00). The cost for the first fiscal year (Fiscal Year 2005) is not to exceed forty three thousand dollars ($43,000.00). The cost for Fiscal Year 2006 is not to exceed forty five thousand dollars ($45,000.00). The cost for Fiscal Year 2007 is not to exceed forty seven thousand dollars ($47,000.00).”

Ms. Donna M. DePrisco

7. Boston Public Library Budget Update
Ms. Kathleen Kirleis

8. Update on Fellowes Athenaeum Fund Advisory Committee

The Fellowes Athenaeum Fund Advisory Committee has reviewed the proposed change in the Committee Structure and recommends approval to the full Board as noted below in italics:

“VOTED: that the Committee shall consist of two Trustees of the Public Library of the City of Boston, two community representatives and one member of the Library administration. Each member shall serve for a one year term, with a maximum of three consecutive years of service. In addition, three members shall serve as ex officio members: the local district city councilor, the local state representative, and the local state senator. The community representatives shall be recommended by the Friends of the Dudley Branch Library. The Library President shall name the member of the Library administration.”

The Fellowes Athenaeum Fund Advisory Committee has reviewed the proposed use of $163,000 from the Fellows Athenaeum Fund for programmatic purposes and recommends approval to the full Board as follows:

“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to expend $163,000 from the Fellows Athenaeum Trust Fund earmarked for programmatic purposes benefiting the community for FY 2004 – FY 2005.”

Mr. William O. Taylor

9. Confirmation of eleven of twelve Telephone Polls conducted by Clerk to the Trustees approving Use of Novel Restaurant and the Map Room Café, Bates Hall, Orientation Room, the Courtyard, Abbey Room, Rabb Lecture Hall, and Deferrari Hall. One previous request has been with withdrawn.

The Trustees’ Finance and Audit Committee has reviewed and recommends to the full Board of Trustees approval of the following three room use resolutions and eight additional room use requests approved by the Board:

“VOTED: to approve the request from Mr. Howard Leibowitz, Director, Intergovernmental Relations, City of Boston, for use of Bates Hall, McKim First Floor, and the Courtyard on Friday evening, June 25, 2004 (final schedule to be determined) outside of regular Library hours in connection with the Opening Reception and Board Dinner for the 72nd Annual Meeting of the United States Conference of Mayors. All associated building support staff costs will be covered by the client.”

“VOTED: to approve the request from Ms. Yata Kande, Association of Black Harvard Women, for use of the Courtyard, Rabb Lecture Hall and Deferrari Hall on Saturday, April 17, 2004 from 7:00 p.m. to 12:00 a.m. outside of regular Library hours for a private function. All associated building support costs will be covered by the client.”

“VOTED: to approve the request from Jerome H. Grossman, M.D., Chief Executive Officer, Lion Gate Management Corporation, for use of the Abbey Room, on Friday evening, October 15, 2004 (final schedule to be determined) outside of regular Library hours for a private function. All associated building support costs will be covered by the client.”

Additional Room Use Requests approved by the Board

“VOTED: to approve the request from Sebastians Catering for use of
Novel Restaurant on Saturday, June 12, 2004 from 3:00 p.m. to 7:00 p.m. for a private function in which two hours are outside of regular Library hours. All associated building support costs will be covered by the client and Sebastians.”

“VOTED: to approve the request from Ms. Julie A. Burns, Executive Director, Boston 2004, Inc., for use of the Central Library on Sunday evening, July 25, 2004 to host a reception in connection with the 2004 Democratic National Convention. All associated building support costs will be covered by Boston 2004, Inc.”

“VOTED: to approve the request from Ms. Julie A. Burns, Executive Director, Boston 2004, Inc., for use of the Hyde Park Branch Library- Thomas A. Menino Wing on Sunday evening, July 25, 2004 to host a reception in connection with the 2004 Democratic National Convention. All associated building support costs will be covered by Boston 2004, Inc.”

“VOTED: to approve the request from Verizon for use of the Central Library on Monday evening, July 26, 2004 to host a reception in connection with the 2004 Democratic National Convention. All associated building support costs will be covered by Verizon and a financial donation will be made to the Boston Public Library.”

“VOTED: to approve the request form Babson College Presidential Partners for use of Bates Hall, Chavannes Gallery, Elliott Room and the McKim Courtyard on Friday, May 7, 2004 from 5:00 p.m. to 12:00 midnight outside of regular Library hours for a private function. All associated building support costs will be covered by the client and a financial donation will be made to the Boston Public Library.”

“VOTED: to approve the request from Babson College MBA Program for use of the McKim building, Second Floor, on Saturday, May 15, 2004 from 7:00 p.m. to 2:00 a.m. outside of regular Library hours for a private function. All associated building support costs will be covered by the client and a financial donation will be made to the Boston Public Library.”

“VOTED: to approve the request from Veterans for Peace for use of Bates Hall on Saturday, July 24, 2004 from 6:00 p.m. to 10:00 p.m. outside of regular Library hours for a private function. All associated building support costs will be covered by the client and a financial donation will be made to the Boston Public Library.”

“VOTED: to approve the request from International Academy of Collaborative Professionals for use of all of the McKim building on Saturday, October 23, 2004 from 5:00 p.m. to 7:00 p.m. outside of regular Library for a private function. All associated building support costs will be covered by the client and a financial donation will be made to the Boston Public Library.”

Ms. Donna M. DePrisco

10. Trustees’ Capital Projects Committee Report
The Honorable Angelo M. Scaccia

11. President’s Report

Information and Updates:

• State Aid waiver
• John Singer Sargent Gallery
• Boston Public Library Reorganization Plan
• New England Deposit Library contract

Reports and Reviews:

• Public Library Branch / Public School Facility
• CD anti-trust settlement
• Public Services Review/Branch Update (Ms. Deirdre Brennan)
• Operations and Facilities Review (Ms. Ruth Kowal)

Action Items:

• Proposed resolution on the John Singer Sargent Gallery
  “VOTED: to authorize Library President Bernard A. Margolis, or his designee, to create an Advisory Committee to work with Library Staff to organize and present programs relative to the John Singer Sargent Murals at the Boston Public Library.”
• Approval of Appropriate Library Use Policy; Patron Privacy Policy; and Safe Child Policy
• Approval of Boston Public Library/Metro Boston Library Network Technology Plan, 2004-2007
• Accept for Review the Revised Draft Boston Public Library Internet Access Policy

Mr. Bernard A. Margolis

12. The Boston Public Library Foundation
Mrs. P.A. d’Arbeloff

13. Other Business
Mr. William O. Taylor

14. Adjournment
Mr. William O. Taylor

Order of Business for a Regular Meeting as an
Administrative Agency on
Tuesday, March 23, 2004 at 3:45 p.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, Johnson Building, 3rd floor
Chairman William O. Taylor

1. Approval of Minutes for the Regular Meeting of January 20, 2004
Mr. William O. Taylor

• Contract for various video collections, film cleaning, and database creation services for flood replacement

“VOTED: that there be entered into with VidiPax, 450 West 31st Street, 4th Floor, New York, NY 10001, the sole responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for various Video Collections, Film Cleaning, and Database Creation Services as specified for the Boston Public Library during the period April 19, 2004 through April 19, 2005 at a total cost not to exceed nineteen thousand eight hundred ninety-nine dollars and fifty four cents ($19,899.54).”

• Contract for Preventive Maintenance and Repair of the HVAC Systems

“VOTED: that there be entered into with EMCOR Service/BALCO/J.C. Higgins, 80 Hawes Way, Stoughton, MA 02072, the lowest responsible and eligible bidder, a contract publicly advertised, for Preventive Maintenance and Repair of the HVAC Systems, throughout the Public Library System of the City of Boston, for the period commencing July 1, 2004 and ending June 30, 2007, at a total cost not to exceed four million nine hundred twenty one thousand five hundred dollars and seventy two cents ($4,921,500.72). The cost for each fiscal year (2005, 2006 and 2007) is not to exceed one million six hundred forty thousand five hundred dollars and twenty four cents ($1,640,500.24).”

Ms. Donna M. DePrisco

3. Other Business
Mr. William O. Taylor

4. Adjournment
Mr. William O. Taylor