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Boston Public Library Meetings Board of Trustees |
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March 25, 2003 A Regular Meeting of the Trustees of the Public Library of the City of Boston has been scheduled for Tuesday, March 25, 2003 at 3:00 p.m. at the South End Branch Library, 685 Tremont St., Boston, MA. Respectfully yours, Jamie McGlone
Order
of Business for a Regular Meeting as a 1. Executive Session
begins at 2:30 p.m. 2. Presentation
on South End Branch Library and Introductions of Branch Library
Staff by Ms. Anne M. Smart, South End Branch Librarian 3. Presentation
by Ms. Jean Sheikh, President, Friends of the South End Branch Library 4. Approval of Minutes
for the Regular Meeting of January 21, 2003 and the Special Meeting
on February 25, 2003 5. Trustees' Finance Committee Report The Trustees' Finance Committee has reviewed and recommends to the full Board approval of the Trust Fund resolution pertaining to additions to existing Trust Funds in the General Investment Account:
Mr. William O. Taylor 6. Trustees' Collections
Committee Report 7. Trustees' Capital
Projects Committee Report 8. Establishment of Trustees' Criteria for Renaming Boston Public Library Branches
9. President's Report
Mr. Bernard A. Margolis 10. The Boston Public
Library Foundation 11. The City-Wide Friends of the Boston Public Library
Mr. William O. Taylor 12. Other Business 13. Adjournment
Order of Business for a Regular Meeting as an 1. Approval of Minutes
for the Regular Meeting on January 21, 2003 2. Award of Contracts The Trustees' Finance Committee has reviewed and recommends to the full Board of Trustees approval of the following contracts:
Mr. William O. Taylor 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 South End Branch Library, 685 Tremont Street, Boston, MA at 2:30 p.m. Present at the meeting were Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, Joseph E. Mullaney, Angelo M. Scaccia, Pamela Seigle, and William O. Taylor. Also present were Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Gregory B. Franks, Assistant, Corporation Counsel, City of Boston; Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Jean Sheikh, Friends of the South End Branch Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Anne M. Smart, South End Branch Librarian; members of the Library administration, staff, public and Friends’ Groups. Chairman William O. Taylor presiding. The first item on the order of business was a meeting of the Board in Executive Session. On a motion duly made and seconded, the Trustees voted to go into a meeting of the Board in Executive Session at 2:30 p.m. and returned to the meeting of the Corporation at 3:15 p.m. The next item on the order of business was the approval of Minutes for the Regular Meeting of January 21, 2003 and the Special Meeting on February 25, 2003. On a motion duly made and seconded, the Minutes for the Regular Meeting of January 21, 2003 and the Special Meeting on February 25, 2003 were approved. Mr. William O. Taylor, Chairman of the Board, expressed appreciation to the staff of the South End Branch Library for hosting the Trustees’ Meeting and invited Ms. Anne M. Smart, South End Branch Librarian, to give a presentation on the resources and services provided by the Branch to the community. Ms. Anne M. Smart, South End Branch Librarian, welcomed the Trustees to the South End Branch Library, which opened to the public in 1972 and offers a dynamic array of reading and programming activities for both children and adults. Ms. Smart reported that the Branch sponsors pre-school activities, Homework Assistance and Online Tutoring programs, a children’s reading club, and special arts and crafts activities for children. On the adult programming front, Ms. Smart reported that the Branch offers English Conversation programs, an Adult Book Discussion Group, local history lectures, and sponsors income tax preparation programs. On the collaborative front, the Branch participates in a host of neighborhood activities, including affiliations with the South End Neighborhood Coalition, South End Business Alliance, the Blackstone Community Center and the Jorge Hernandez Cultural Center. Following an introduction of the Branch Library staff, Ms. Smart noted that the Branch Library includes the South End Gallery which provides space to display artwork for any interested artists in collaboration with the United South End Artists. Ms. Smart welcomed the Board to the opening of an exhibition entitled Photo Finish following the Trustees’ Meeting which showcases the work of 50 South End artists during the past three years at the gallery. Ms. Jean Sheikh, Interim Coordinator, Friends of the South End Branch Library reported on the ongoing efforts to revitalize the Branch Friends Group. Ms. Sheikh, who was instrumental in helping found the Conversation Groups and advanced literacy efforts for many years as a volunteer at the Boston Public Library, stated that many of the programs and activities Ms. Smart reported on have been possible in part through the voluntary efforts of the past Friends Group in cooperation with Library staff. Meanwhile, Ms.
Sheikh said that measures are underway for the Friends Group to
become incorporated which will enable the group to become more active
in formally sponsoring Branch programs and activities. Mr. William O. Taylor, Chairman of the Trustees’ Finance Committee, provided background information on the proposed addition of various monies to existing trust fund accounts which had been reviewed and recommended for approval by the Trustees Finance Committee to the full Board. The gift to the Children’s Room Fund is the result of the sale of real estate from the Estate of Robert Artick and a photographic portrait of Mr. and Mrs. Artick will be hung in the Children’s Room as an expression of appreciation for their many gifts to the Library to support the Children’s Room. Following discussion, on a motion duly made and seconded, it was
Mr. William O. Taylor, Chairman of the Trustees’ Collections Committee, reported on the continuing work of the Committee members noting that a meeting was held on March 12, 2003 to review potential sites under consideration for the acquisition of property earmarked for the construction of a new state-of-the-art Boston Heritage Center. Completion of the storage center would provide appropriate storage conditions for the Boston Public Library and City Archives’ archival and retrospective collections as well as providing convenient public access within the City to these vast collections. On a parallel course, in anticipation of the Library’s move from the Charlestown Service building, Mr. Taylor reported that the Boston Public Library has undertaken significant work at the storage facility by relocating the staff to the Central Library and paring down and relocating the collections housed at the facility to the Library’s remote storage facility in Norwood, MA. In addition, the relocation has been completed of over 160,000 items representing the historic Jordan Collection of Children’s Literature from Charlestown to the Norwood facility. In light of this relocation effort, the Chairman commended the Library staff and volunteer Mr. Gunars Rutkovskis for performing a terrific job under very difficult circumstances. The Honorable Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects Committee, reported that the Committee last met on March 11, 2003 and provided an overview of the highlights of the various capital projects ongoing throughout the Boston Public Library system. Reporting that the McKim Restoration project, Phase IIB (Courtyard/McKim Roof) is 100% complete, the Chairman stated that construction has commenced for McKim Phase IIC, which will include the restoration of several significant public spaces, including the original Trustees’ Room, the Cheverus Room, the Abbey Room and the Sargent Gallery. The McKim Phase IIC project is slated for completion by July 2004. Chairman Scaccia reported that 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. The Conservators from the Straus Center for Conservation at Harvard University Art Museums have begun the restoration of the priceless murals by John Singer Sargent and renovation work to the Cheverus Room and the Edwin Austin Abbey Room. On the financial front, the Boston Public Library has been awarded a $470,000 Save America’s Treasures grant through the National Parks Service which will be applied to the McKim Restoration project, Phase IIC. Meanwhile, the Chairman reported that preliminary planning efforts have begun for the McKim Restoration project, Phase IID with a focus on the project scope, which will include the renovation of several significant public spaces, including the Print Gallery, Music and Fine Arts Departments, and the Rare Books and Map Center on McKim third floor. Additionally, the project schedule and financing for McKim Phase IID will be driven in part by fundraising efforts and by Phase IIC’s anticipated 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. Chairman Scaccia reported that significant progress has been achieved on the development of the McKim Map Room Café and Tea Room project. The architectural designer has been working in collaboration with Sebastians as the designated café and tea room food services vendor to design and develop the spaces in preparation for the café to be fully operational by early spring 2003. In addition, the Boston Landmarks Commission has granted approval of the proposed recommendations for acoustics improvements in both McKim spaces. On the Johnson Building capital projects front, the Chairman reported that significant upgrades to the Johnson Building Fire Alarm System have been developed noting that the bids are expected to be issued during June 2003 and construction is slated to begin late summer 2003. On the Branch libraries capital projects front, eighteen branch libraries are in various phases of capital work, including exterior renovations to the Codman Square, Grove Hall, and Lower Mills branches; renovations to the South Boston and Roslindale branches; and the installation of iron gates for the two exterior Courtyards at the Honan-Allston Branch. In addition, capital improvements are slated for the Faneuil and Jamaica Plain branches funded, in part, from a grant received from the Massachusetts Historic Commission. On the collaborative front, the Boston Public Library and the Boston Parks Commission have been working together to address ADA accessibility improvements at the Parker Hill Branch by having the entrance to an unobtrusive handicap access ramp start in the park adjacent to the Library. The Chairman also reported on the successful implementation of the ongoing Critical Repair Fund projects totaling $277,057 for FY 2003, which exceeds the budget of $250,000 that was approved by the City, given that a surplus was carried over from capital budgets in previous years. Included among the projects are: the installation of sound attenuators in the Johnson building; a HVAC unit replacement for the Charlestown Branch Library; and a fire alarm electrical circuitry unit at the Dartmouth Street entrance of the McKim building. Chairman Taylor reviewed background information on the proposed establishment of criteria recommended by Trustee James Carroll as the basis for consideration for naming or renaming Boston Public Library branches. The criteria were used in earlier discussions held by the Board pertaining to renaming the Allston Branch Library to the Honan-Allston Branch Library at a Special Trustees’ Meeting on February 25, 2003 in honor of the late Boston City Councillor Brian J. Honan. Trustee Joseph E. Mullaney had suggested a number of revisions to the previous criteria which have been incorporated as follows:
Following further discussion among the Board, on a motion duly made and seconded, and affirming the telephone vote on February 25, 2003 to rename the Library’s newest branch as the Honan-Allston
Following the vote, Chairman Taylor distributed an invitation to the Trustees from Ms. Nancy Grilk, President, Friends of the Honan-Allston Branch Library to join Mayor Thomas M. Menino, members of the Boston City Council, Friends and Honan Family members at a dedication ceremony and reception to celebrate the renaming of the Honan-Allston Branch Library at the Branch on April 2, 2003 from 2:00 to 5:00 p.m. President Bernard A. Margolis, in his report to the Trustees, shared his personal appreciation and family thanks to the Trustees for their thoughtfulness in creating the Sidney S. Margolis Book Fund at the Special Meeting of the Trustees on February 25, 2003 in memory of his father who had a great fondness for both books and libraries. Despite the Library being in the midst of severe budgetary constraints and staff reductions, the President reported that the Library continues to offer many outstanding programs and activities open to the public by an enthusiastic staff. To that end, the President shared with the Board program samples of ongoing activities, including Words on Fire which is a festival of art exhibits, films, lectures and readings on the freedom of expression evoked by the 70th Anniversary of the book burnings in Berlin and an invitation to the Druker Lecture Celebrating Design and Architecture with inaugural lecturer Robert A.M. Stern, Dean, Yale School of Architecture on March 29, 2003. On the financial front, the President reviewed the highlights of the recommendations for the FY04 Library Operating Budget stemming from a City reduction of 15 percent from the FY03 budget, representing a cut of $4.2 million coupled with an additional $500,000 cut to the Library’s book budget, and in anticipation for a State reduction of 20 percent, including in the Library of Last Recourse funding. With regard to the budget timetable, the City budget is presented to the City Council by April 9, 2003 followed by City Council budget hearings in preparation for a final City budget slated for the end of June 2003. In crafting the FY04 budget, the President underscored that efforts are being taken to mitigate impact on public service and staff layoffs through the use of alternative sources of funding, including the use of trust funds for personnel, utilizing different delivery of services, and self reliant initiatives. To further those ends, the Library staff is participating in the City’s voluntary furlough program in which 30 Library employees have pledged to give up to five days of work unpaid resulting in a savings of over $35,000. In addition, the President reported on the recommendations proposed as part of the Library’s FY04 budget, including significant reductions in the book budget, reductions in staffing, cessation of Sunday hours on April 1, 2003, reduction in shifts in some Research Library departments, modification in some branch library scheduling and reduction of servicing of the Library’s Special Collections. Meanwhile, in anticipation of these pending cuts, the President shared with the Board a written formal request the Library has submitted to the Massachusetts Board of Library Commissioners seeking a waiver from all requirements which would in any way prevent the BPL from receiving its fullest available appropriation under all State funding categories in order to continue to qualify to receive State aid as well as funding for the Library of Last Recourse program. In addition, preliminary discussions have also been held with the Massachusetts Board of Library Commissioners concerning meeting the 12 percent book requirement for FY04 and other State mandated program requirements. Trustee Joseph E. Mullaney, in a review of the proposed highlights of the recommendations for the FY04 Library budget, commended President Margolis and the Library administration for performing a remarkable job in light of severe budgetary constraints. With respect to the proposed use of trust funds for personnel, Trustee Mullaney requested that the Library President seek a clear unequivocal written legal opinion from the City Law Department stating that the use of trust funds for personnel is permitted. The City Law Department has verbally confirmed the use of these funds for personnel and the Library is awaiting a written legal opinion supporting this confirmation. Trustee James Carroll suggested that in addition to receiving a clear unequivocal written legal opinion from the City Law Department, the language used granting permission should state that the accumulated income from trust funds would be permitted to be used for personnel. Trustee Berthé M. Gaines stated that she does not support the use of the Fellowes Athenaeum Fund for custodial positions in light of the trust funds original purpose which was established to support literary instructive purposes. The Chairman and President noted that the attorney who drew up the original Fellowes Athenaeum Trust Fund documents has stated that this use would be legally permitted given that the Library would not be able to provide literary instructive purposes without having a clean well-lit facility. Following further discussion among the Board, on a motion duly made and seconded, it was
Trustee Berthé M. Gaines voted no. President Margolis reported that the Boston Public Library has received the “spectacular” news of approval to receive $9.9 million in e-rate funding; however, the “bad” news is that the BPL has virtually no money to provide the 10 percent match which is required in order to make these technological network improvements. Meanwhile, efforts are ongoing by the Library to explore available options in order to match the funding requirements, including private fundraising. On a separate but related FY04 budgetary initiative, the President reported that the Library has been asked to consider increasing overdue material fines as part of the overall FY04 budget process. Research by Clerk Jamie McGlone suggests that most of the BPL fines have not been changed since approximately 1933 and the Library is looking for approval by the Board to proceed to craft a full-fledged proposal increasing overdue fines to be more consistent with those charged in other major urban libraries and elsewhere in the Commonwealth of Massachusetts. To further those ends, the Chairman distributed a compilation by Clerk McGlone which reviews a variety of overdue fine policies and fee schedules of other public libraries. The President noted that in light of historic practice all of the fine monies are remitted to the City’s General Fund and would be part of the efforts to off-set the losses in local and State aid that the City is going to be experiencing in FY04. Following further discussion, the Board authorized President Margolis to proceed to develop a proposal and fine schedule for increasing overdue fines at the Boston Public Library for the Board’s approval at a future meeting with special consideration and accommodation given for children. Ms. Katherine Dibble, Director of Public Services, provided an overview of the activities underway in anticipation of further reorganization in Public Service areas at the Main Library. Ms. Dibble recalled that the reorganization effort began in the fall of 2002 as a result of the impact of the early retirement incentive program and the organizational changes and consolidation of services are continuing in order to fill staffing vacancies while providing continuity of service to the public. To further those ends, Ms. Dibble stated that one of the early commitments in the reorganization effort was to ensure that all Branch Librarian positions would be filled. Recently, Ms. Catherine Clancy, Head, Young Adults Room, was transferred to become Branch Librarian at the Honan-Allston Branch Library and Ms. Nicole Patterson was transferred to fill the Branch Librarianship at the Uphams Corner Branch Library. Meanwhile, as a result of the closure of the Mobile Library Services unit, Ms. Dibble reported that the five staff members have been transferred to other vacancies in the organization. In addition, two Children’s Librarian vacancies remain at the Dudley and Lower Mills Branches and efforts are underway to provide services in those areas in the likely event that the Library might not be able to fill those positions. President Margolis provided an update on the McKim Map Room Café and Tea Room project which reflects an example of a self-reliance activity in which the Boston Public Library uses its resources to generate more funds. The President noted that both capital projects are well underway and the arrangements with Sebastians as the Library’s designated caterer and food vendor are working very well. In addition, the President reported that the new Tea Room will be called “NOVEL” and a promotional campaign will be developed announcing the new food venues, including a food tasting ceremony as an opportunity to sample some of the foods and beverages that will be served in the newly designed McKim spaces. Chairman William O. Taylor congratulated Mrs. P.A. d’Arbeloff on her recent appointment as Executive Director of the Boston Public Library Foundation. Mrs. d’Arbeloff updated the Committee members on the activities of the Foundation and stated that the focus of the Foundation is to raise the funding for the McKim Restoration project, Phase IID projected at $25 million. Mrs. d’Arbeloff reported that planning activities are also underway for the BPL Foundation’s Annual Gala scheduled for Friday, May 9, 2003 which will include a new format by bringing the entire fundraising event inside the McKim building eliminating the necessity for erecting a tent on Copley Square. In light of this format change, the President noted it might require that some of the public service spaces in the McKim Building remain available earlier than the 5:00 p.m. closing on Friday, May 9, 2003. While no public services would be discontinued, it might be necessary to shift some of the public services to the Johnson building to accommodate the Gala activities. Trustee Joseph E. Mullaney inquired whether it is somewhat incongruous to be hosting a Gala particularly at a time when the country is at war and facing casualties. Mrs. d’Arbeloff responded that it is indeed incongruous to be having a Gala at a time of world turmoil which is why the Foundation is repositioning the event not to be called a Gala but is working on ways to present the annual fundraising event appropriately. Mrs. d’Arbeloff reported that the Foundation is also working collaboratively with the Boston Public Library on the development of and support for a new Map Center which will be established as part of the McKim Restoration project, Phase IID. In addition, the Foundation is working closely with the Library on the BPL- CyberCITY Youth Initiative, the Schools-Library Collaborative program slated for June 8, 2003, the annual summer Read Your Way to Fenway program, and on the development of online electronic entrepreneurial initiatives, which will be available on an online store that will also generate revenue for the Library. Trustee Berthé M. Gaines inquired whether Mrs. d’Arbeloff could foresee any repercussions from future donors in light of the Board’s decision to utilize accumulated income from trust funds for personnel. Mrs. d’Arbeloff replied that when someone donates money for a specific reason it is incumbent upon the institution to carry out those wishes. Mr. David Vieira, President, City-Wide Friends of the BPL, reported on the ongoing and upcoming events and activities sponsored by the Friends. Mr. Vieira shared with the Board an Official Resolution offered by Boston City Councillor Felix D. Arroyo extending the Council’s congratulations and best wishes to the City-Wide Friends for sponsoring a public ceremony donating a 20’ x 30’ United States flag currently hanging in DeFerrari Hall of the Johnson building. On the fundraising front, Mr. Vieira reported that the City-Wide Friends recently presented a check to the Boston Public Library in excess of $73,000 earmarked for new display panels for the Johnson building. In addition, the City-Wide Friends will be returning as a financial sponsor for the annual Boston National Poetry Month Festival’s Tapestry of Voices slated for Saturday, April 12, 2003 in the Rabb Lecture Hall. In other business, the Chairman reported that he received a letter from Dr. Westy A. Egmont, Executive Director, International Institute of Boston, located on the corner of Milk and Washington Streets in Boston, regarding developing collaborations with the BPL. Following discussion and agreement among the Board, Chairman Taylor and Trustee Donna M. DePrisco agreed to meet with Dr. Egmont to discuss the possibility of establishing an affiliation between the two institutions. There being no further business, the meeting of the Corporation adjourned at 4:45 p.m.
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 South End Branch Library, 685 Tremont Street, Boston, MA at 4:45 p.m. Present at the meeting were Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Berthé M. Gaines, Joseph E. Mullaney, Angelo M. Scaccia, Pamela Seigle, and William O. Taylor. Also present were Library President Bernard A. Margolis; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Gregory B. Franks, Assistant, Corporation Counsel, City of Boston; Mrs. P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Jean Sheikh, Friends of the South End Branch Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Anne M. Smart, South End Branch Librarian; 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 January 21, 2003. On a motion duly made and seconded, the Minutes for the Regular Meeting on January 21, 2003 were approved. Mr. William O. Taylor, Chairman of the Trustees’ Finance Committee, provided background information on the proposed award of seven contracts which the Finance Committee reviewed and recommended approval to the full Board. By way of background, Mr. Taylor noted that the contracts for network maintenance, guard and patrol services, uniforms, telephone maintenance, and for window repair and installation are the usual service contracts. Additionally, two contracts related to sound recordings are included which are continuing costs related to the Library’s flood recovery effort and for which funds are budgeted and available. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance Committee, the following seven contracts were approved as a block:
There being no other
business, the meeting of the Administrative Agency adjourned at
5:00 p.m. Respectfully submitted, Jamie McGlone
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