Order of Business for the Annual Meeting of the Trustees
as a Corporation held on
Tuesday, May 17, 2005 at 9:00 a.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, Johnson Building, 3rd floor
Chairman William O. Taylor

• Minutes of the Annual Meeting of the Trustees as a Corporation
• Minutes of the Annual Meeting of the Trustees as an Administrative Agency
• Mintues of the Regular Meeting as a Corporation
• Minutes of the Regular Meeting as an Administrative Agency

Minutes of Annual Meeting In Board of Trustees
Corporation Tuesday, May 17, 2005

The Annual Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Boston Public Library, 700 Boylston Street, Boston, MA, Trustees’ Room, Johnson Building at 11:15 a.m.

Present at the meeting were: Trustees William M. Bulger, Donna M. DePrisco, Berthé M. Gaines; Jeffrey B. Rudman, Angelo M. Scaccia; William O. Taylor, and Karyn M. Wilson.

Also present at the meeting were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Roni Pick, Director, and Ron Grim, Curator of Maps, The Norman B. Leventhal Map Center at the Boston Public Library; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Jean Capizzi, Operating Analyst, Office of Budget Management; Kathleen Kirleis, Chief Financial Officer; Deirdre Brennan, Chief of Public Services; David Young, Chief of Human Resources; Henry Bernasconi, Acting Chief Technology Officer; Susan Godlewski, Manager of Reference and Information Services; Carol A. Mahoney, Neighborhood Services Manager; Susan Birkett, Community Services Manager; Koren Stembridge, Quality Services Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; members of the Library administration, staff, public and Jamie McGlone, Clerk to the Trustees.

Chairman William O. Taylor presided.

The first item on the order of business was the Trustees’ Nominating Committee Report. Trustee Donna M. DePrisco, on behalf of the Trustees’ Nominating Committee, presented the slate of officers for the Year 2005 – 2006. On behalf of the Trustees’ Nominating Committee, Trustee Donna M. DePrisco re-nominated Mr. William O. Taylor for Chairman; the Honorable Angelo M. Scaccia for Vice Chairman; and Mr. Jamie McGlone Clerk to the Trustees.

With no other nominations, on a motion duly made and seconded, and subsequent to a viva voce vote, Mr. William O. Taylor was declared elected Chairman; the Honorable Angelo M. Scaccia was declared elected Vice Chairman; and Mr. Jamie McGlone was declared elected Clerk to the Trustees.

Chairman William O. Taylor recommended that items two through seven on the order of business be voted on as a block pertaining to the following enabling votes for: the signing of payrolls; the signing of contracts approved by the Board; the acceptance of gifts; the distribution of income; and the expenditure of Trust Funds.

Following discussion among the Board, on a motion duly made and seconded, the following enabling votes were approved as follows:

• Enabling vote for the signing of payrolls

“VOTED: that the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to sign on behalf of the Corporation, bills, special drafts, and payrolls of the Library.”

• Enabling vote for the signing of contracts approved by the Board

“VOTED: that the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the Corporation and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payments under contracts so voted.”

• Enabling votes for the acceptance on behalf of the Corporation of those gifts, payments made in recognition for special services rendered and payments received for publications and prints executed under library sponsorship

“VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to accept on behalf of the Trustees gifts, payments made in recognition for the special services rendered and payments received for the publications and prints executed under library sponsorship, and in connection with the acceptance of the same, to endorse on behalf of the Trustees checks so received, said amounts to be reported to the Board at their next Annual Meeting.”

• Enabling vote for acceptance on behalf of the Corporation of gifts to be added to funds already established in the General Investment Account

“VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Corporation, be and hereby is, authorized to accept on behalf of the Trustees gifts to be added to funds already established in the General Investment Account, the acceptance of the said amounts to be reported to the Board at the meeting following any such acceptance.”

• Enabling vote for the Distribution of Income

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2004 to June 30, 2005 income on the Children’s Fund now held in the custody of the Collector-Treasurer of the City of Boston pursuant to the provisions of the 11th Clause of the will of Josiah H. Benton, as required by the 19th Clause of said will;
and
further,

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized and directed to cause to be distributed and paid to the Rector of Trinity Church, to be held by said Rector pursuant to the provisions of the 12th Clause of the will of Josiah H. Benton, as defined by the Agreement of Compromise, dated January 15, 1935 and made in connection with the administration of the trust created by such Clause, four-tenths of the income of the Benton Book Fund for the period from July 1, 2004 to June 30, 2005, inclusive, now held in the custody of the Collector-Treasurer of the City of Boston, and to the Trustees of the Public Library of the City of Boston the remaining six-tenths of said income for said period to be applied to the purchases provided in said Agreement of Compromise.
and

“VOTED: that the President of the Public Library of the City of Boston, or designee, be and hereby is, authorized and directed to distribute and pay to the Trustees of the Public Library of the City of Boston the income of the General Investment Account for the period from July 1, 2005 to June 30, 2006.”

• Enabling vote on Trust Funds

“VOTED: that the President of the Public Library of the City of Boston, or designee, until the next Annual Meeting, is authorized to spend for any authorized and proper purpose income from those Trust Funds held by the Trustees of the Public Library of the City of Boston, where no specific vote of the Trustees is required by the Trust instrument.”

There being no other business, the Annual Meeting of the Corporation adjourned at 11:25 a.m.
Respectfully submitted,

Jamie McGlone
Clerk to the Trustees


Minutes of Annual Meeting In Board of Trustees
Administrative Agency Tuesday, May 17, 2005

The Annual Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, 700 Boylston Street, Boston, MA, Trustees’ Room, Johnson Building at 11:25 a.m.

Present at the meeting were: Trustees William M. Bulger, Donna M. DePrisco, Berthé M. Gaines; Jeffrey B. Rudman, Angelo M. Scaccia; William O. Taylor, and Karyn M. Wilson.

Also present at the meeting were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Roni Pick, Director, and Ron Grim, Curator of Maps, The Norman B. Leventhal Map Center at the Boston Public Library; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Jean Capizzi, Operating Analyst, Office of Budget Management; Kathleen Kirleis, Chief Financial Officer; Deirdre Brennan, Chief of Public Services; David Young, Chief of Human Resources; Henry Bernasconi, Acting Chief Technology Officer; Susan Godlewski, Manager of Reference and Information Services; Carol A. Mahoney, Neighborhood Services Manager; Susan Birkett, Community Services Manager; Koren Stembridge, Quality Services Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; members of the Library administration, staff, public and Jamie McGlone, Clerk to the Trustees.

Chairman William O. Taylor presided.

The Chairman proposed that items one through six on the order of business be voted on as a block relating to the following votes: enabling vote for the signing of bills, special drafts, and payrolls; enabling vote for the signing of contracts approved by the Board; enabling vote for the appointment of the Library President to conduct Civil Service Personnel hearings; enabling vote authorizing routine operating procedures; enabling vote on the Critical Repair Fund; and an enabling vote on interim salary payments.

Following discussion among the Board, on a motion duly made and seconded, the enabling votes were voted on as a block as follows:

• Enabling vote for the signing of bills, special drafts, and payrolls

“VOTED: that any member of the Board of Trustees or the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Trustees, be and hereby is, authorized to sign on behalf of the Board, bills, special drafts, and payrolls of the library.”

• Enabling vote for the signing of contracts approved by the Board

“VOTED: that until the next Annual Meeting, the Chairman, or Vice Chairman, or in the inability of either, any member of the Board, the President, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk of the Trustees, be and hereby is, authorized to sign any and all contracts voted to be made by the Board in the name and on behalf of the City of Boston and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payment under contracts so voted.”

• Enabling vote for appointment of the Library President or designee to hold and conduct such hearings as may be necessary for Civil Service Personnel

“VOTED: that we, the Trustees of the Public Library of the City of Boston, having appointive authority over the Civil Services personnel at the library, do appoint the Library President or designee, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary.”

• Enabling votes authorizing routine operating procedures

“VOTED: that until the next Annual Meeting the President, or upon his delegation, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk to the Trustees, be and hereby is, authorized to act on behalf of the Trustees in the administration of the personnel procedures established by them and to fix the remuneration for all officers and employees subject to the salaries and wage scales as currently established.”
and

“VOTED: that until the next Annual Meeting, the President, or upon his delegation, the Chief Financial Officer, the Chief Operating Officer, the Chief of Public Services, or the Clerk to the Trustees, be and hereby is, authorized to sign on behalf of the Board in the approval of the payment of all vouchers or bills covering expenditures incurred in terms of one quarter of the Fiscal Year 2005 - 2006 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2005 - 2006, as shall be approved by the City of Boston.”

• Enabling vote on Critical Repair Fund

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Budget, for the period of July 1, 2005 through June 30, 2006, provided that each contract entered into pursuant to this authorization shall have been estimated to be no greater than One Hundred Thousand Dollars and No Cents ($100,000.00). In no event will the contracts cumulatively exceed Two Hundred and Fifty Thousand Dollars and No Cents ($250,000.00).”

• Enabling vote on the Approval of Interim Salary Payments to Library Employees

“VOTED: that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer is hereby authorized, in cases which the CFO judges to be of no risk, to request the City Auditor to approve Interim Salary Payments to Library Department Personnel who have been approved by the President. Such personnel will be paid from external fund accounts established pending receipt of award letters. The Library Department will assume responsibility, through our FY2006 City appropriation, for any external fund accounts for which no appropriation becomes available.”

There being no other business, the Annual Meeting of the Administrative Agency adjourned at 11:45 a.m.

Respectfully submitted,

Jamie McGlone
Clerk to the Trustees

Minutes of Meeting In Board of Trustees
Corporation Tuesday, May 17, 2005

A meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Boston Public Library, Trustees’ Room, Johnson building, 700 Boylston Street, Boston, MA at 9:00 a.m.

Present at the meeting were: Trustees William M. Bulger, Donna M. DePrisco, Berthé M. Gaines; Jeffrey B. Rudman, Angelo M. Scaccia; William O. Taylor, and Karyn M. Wilson.

Also present at the meeting were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Roni Pick, Director, and Ron Grim, Curator of Maps, The Norman B. Leventhal Map Center at the Boston Public Library; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Jean Capizzi, Operating Analyst, Office of Budget Management; Kathleen Kirleis, Chief Financial Officer; Deirdre Brennan, Chief of Public Services; David Young, Chief of Human Resources; Henry Bernasconi, Acting Chief Technology Officer; Susan Godlewski, Manager of Reference and Information Services; Carol A. Mahoney, Neighborhood Services Manager; Susan Birkett, Community Services Manager; Koren Stembridge, Quality Services Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; members of the Library administration, staff, public and Jamie McGlone, Clerk to the Trustees.

Chairman William O. Taylor presided.

The first item on the order of business was the approval of Minutes for the Regular Trustees’ Meeting held on March 8, 2005. On a motion duly made and seconded, the Minutes for the Regular Trustees’ Meeting held on March 8, 2005 were approved.

Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, reviewed background information on the proposed renewal of the Investment Counseling Services Contracts with The Boston Company and State Street Global Advisors on a month to month basis pending a review by New England Pension Consultants as recommended by the Trustees’ Finance and Audit Committee.

In addition, the Committee recommended approval of the Investment Counseling Services Contract with Batterymarch Financial Management, Inc. for the period July 1, 2005 through June 30, 2006. Following discussion, on a motion duly made and seconded, an on the recommendation of the Trustees’ Finance and Audit Committee, the three Investment Counseling Services Contracts were renewed as follows:

• Renewal of Investment Counseling Services Contracts

“VOTED: that the agreement with The Boston Company, One Boston Place, Boston, Massachusetts 02108, for investment counseling services be renewed on a month to month basis for the period July 1, 2005 through June 30, 2006, in accordance with the terms specified in the agreement and subject to a satisfactory performance review by the Trustees’ Finance and Audit Committee
and
further,

“VOTED: that Bernard A. Margolis, President, or designee, be and hereby is, authorized to make payments on a month to month basis from time to time as specified in the agreement for the period July 1, 2005 through June 30, 2006, between the Trustees of the Public Library of the City of Boston and The Boston Company, One Boston Place, Boston, Massachusetts 02108, the payments prescribed by said agreement from undistributed income of the General Investment Account if the conditions precedent to such have been fulfilled.”

“VOTED: that the agreement with State Street Global Advisors, Inc., Two International Place, Boston, Massachusetts 02110, for investment counseling services be renewed on a month to month basis for the period July 1, 2005 through June 30, 2006, in accordance with the terms specified in the agreement and subject to a satisfactory performance review by the Trustees’ Finance and Audit Committee
and
further,

“VOTED: that Bernard A. Margolis, President, or designee, be and hereby is, authorized to make payments on a month to month basis from time to time as specified in the agreement for the period July 1, 2005 through June 30, 2006, between the Trustees of the Public Library of the City of Boston and State Street Global Advisors, Inc., Two International Place, Boston, Massachusetts 02110, the payments prescribed by said agreement from undistributed income of the General Investment Account if the conditions precedent to such have been fulfilled.”

“VOTED: that an agreement with Batterymarch Financial Management, Inc., Two Hundred Clarendon Street, Boston, Massachusetts 02116, for investment counseling services be renewed for the period July 1, 2005 through June 30, 2006, in accordance with the terms specified in the agreement and subject to a satisfactory performance review by the Trustees’ Finance and Audit Committee
and
further,

“VOTED: that Bernard A. Margolis, President, or his designee, be and hereby is, authorized to make payments from time to time as specified in the agreement for the period July 1, 2005 through June 30, 2006, between the Trustees of the Public Library of the City of Boston and Batterymarch Financial Management, Inc., Two Hundred Clarendon Street, Boston, Massachusetts 02116, the payments prescribed by said agreement from undistributed income of the General Investment Account if the conditions precedent to such have been fulfilled.”

Chair Karyn M. Wilson commended Chief Financial Officer Kathleen Kirleis for the invaluable background work on the Library’s investment program which she prepared for the Trustees’ Finance and Audit Committee while on maternity leave.

President Bernard A. Margolis reviewed background information on the proposed award of contract for Design and Production Services related to the upcoming major exhibition of the Alexandre Benois Collection at the Boston Public Library. Following discussion, on a motion duly made and seconded, and on the recommendation of President Bernard A. Margolis, it was

“VOTED: that there be entered into with Greer Allen Design, 170 McKinley Avenue, New Haven, CT 06515, the sole eligible, responsive and responsible bidder in the public bidding, advertised under G.L., c.30B, a contract for Design and Production Services related to the Alexandre Benois Collection at the Boston Public Library as specified, in an amount not to exceed forty two thousand five hundred dollars and no cents ($42,500.00).”

Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, provided background information on the proposed establishment of the Jacquelyn Hogan Trust Fund earmarked for continuing library education and the renaming of the Training Resources Fund to the Jacquelyn Hogan Training Fund which the Committee recommended for full Board approval.

Chair Wilson noted that contributions received in memory and honor of Jackie Hogan, long-time Boston Public Library employee who passed away last summer, will form the basis of the Trust Fund and that the Training Resources come from different parts of the budget of the Boston Public Library.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, two resolutions honoring Jackie Hogan’s devotion to staff and the importance of training and the continuing educational enrichment of Boston Public Library employees were approved as follows:

• Establishment of the Jacquelyn Hogan Trust Fund

“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 gifts earmarked for the Jacquelyn Hogan Trust Fund and to use the proceeds from the fund to support library education for regular full time employees of the Boston Public Library. The Fund shall continue to be augmented by contributions in honor and memory of Jacquelyn Hogan. The funds are to be used primarily for continuing library education but are not intended to limit the Library’s need to expand this scope if, in the judgment of the President of the Library, the need should arise. This restriction may be modified or eliminated despite further contributions to this fund or reliance by any outside party on the original vote.”
and
further,

“VOTED: that the regularly budgeted Training Resources of the Boston Public Library be renamed the Jacquelyn Hogan Training Fund to acknowledge the lifelong commitment of Jacquelyn Hogan to job training and development of Library staff.”

President Margolis reviewed background information on the proposed acceptance of a gift in the amount of $100,000 earmarked toward the establishment of the Arthur Lane/Jane Mead Fund. With special thanks to President William M. Bulger for his help in securing this gift, President Margolis reported that the proceeds from the fund are to be used to support the enhancement of the Boston Public Library’s Port of Boston Maritime industrial history collections.
Following discussion, on a motion duly made and seconded, and on the recommendation of President Bernard A. Margolis, the resolution pertaining to the establishment of the Arthur Lane/Jane Mead Fund was approved as follows:

• Establishment of the Arthur Lane/Jane Mead Fund

“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 gift in the amount of $100,000.00 (One Hundred Thousand Dollars and No Cents) earmarked for the Arthur Lane/Jane Mead Fund and to use the proceeds from the fund to support the enhancement of the Library’s Port of Boston Maritime industrial history collections. The funds are to be used primarily for this purpose but are not intended to limit the Library’s need to expand this scope if, in the judgment of the President of the Library, the need should arise. This restriction may be modified or eliminated despite further contributions to this fund or reliance by any outside party on the original vote.”

Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, reviewed background information on the proposed confirmation of a telephone poll of the Trustees of the Public Library of the City of Boston on March 30, 2005 by the Clerk to the Trustees pertaining to the expenditure of funds in the Boston Public Library’s Enterprise Account, which is the fund resulting from the contract with the Library’s designated caterer, Sebastians.

Chair Wilson reported that the Trustees’ Finance and Audit Committee affirmed the telephone poll conducted by the Clerk and recommended approval to the full Board the authorization by the Library President to expend all available funds in the Library’s Enterprise Account as of June 30, 2005 for the purchase of new books for the Boston Public Library’s popular reading collection.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the resolution pertaining to the expenditure of funds in the Boston Public Library’s Enterprise Account was approved as follows:

“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to spend all available funds in the Library’s Enterprise Account as of June 30, 2005 for the purchase of new books for the
Boston Public Library’s popular reading collection.”

Chair Karyn M. Wilson, on behalf of the Trustees’ Finance and Audit Committee, reported that the Committee recommended for full Board approval three Room Use Fee Modification requests received from three non-profit organizations, including MassHousing, City Year, and the Massachusetts Ethics Commissions/Office of Campaign and Political Finance. The Chair noted that the Trustees of the Public Library of the City of Boston approved the three room use requests in a telephone poll of the Board on April 25, 2005 conducted by the Clerk to the Trustees.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the resolution pertaining to three requests for Room Use Fee Modifications from non-profit organizations was approved as follows:

“VOTED: to approve three Requests for Room Use Fee Modifications from MassHousing, City Year, and the Massachusetts State Ethics Commissions/Office of Campaign and Political Finance.”

On a related room use topic, Trustee Berthé M. Gaines recommended the placement of an annual cap on the number of events held at the Boston Public Library by non-profit organizations using premier Library spaces.

Following consensus among the Board, Chair Karyn M. Wilson said that she would ask Ms. Ruth Kowal to explore a revision to the Boston Public Library’s Room Use Policy regarding the placement of an annual cap on the number of events held at the Library by non-profit organizations using premier spaces, which would be forwarded to the Trustees’ Finance and Audit Committee for review and placed on the fall Trustees’ Meeting agenda for approval.

The Honorable Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects Committee, provided an update on the status and progress of the various capital projects ongoing throughout the Library system.

Chairman Scaccia reported that the McKim Restoration Project, Phase IIC construction is substantially complete pending the successful close out of several punch list items. McKim Phase IIC includes the restoration of five significant public spaces: the original Trustees’ Room, the Cheverus Room, the Abbey Room, the John Singer Sargent Gallery and the Changing Exhibits Room.

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 the Harvard University Art Museums have completed the restoration of the John Singer Sargent and Edward Austin Abbey murals. A few remaining project items in the Sargent Gallery include the installation of the gallery lighting and the restoration of the gallery floor.

The Chairman reported on McKim Phase IIC remaining “punch list” items that include: the installation of window blinds in the Abbey and Cheverus Rooms; modifying HVAC units in the original Trustees’ Room; installation of door locks and the turnover of all keys to the BPL by mid-May 2005; and the installation of replacement fabric in the Cheverus Room display cases.

Meanwhile, the 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, Rare Books and the Norman B. Leventhal Map Center on the McKim third floor.

To further that end, President Margolis has written a formal letter to the Director of Capital Construction requesting commencement of the architect designer selection process for Phase IID while a capital budget request has been made to the Office of Budget Management by the Division of Capital Construction.

The 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 mid-year 2005. 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 Johnson Building capital projects front, Chairman Scaccia reported that significant upgrades to the Johnson Building Fire Alarm System are underway; the existing fire alarm system will remain fully in place until the new system is installed which is anticipated by May 20, 2005. Meanwhile, an architect designer has been selected for the development of a Rare Books Climate Control system to address climate and humidity control issues.

On the branch libraries capital front, 18 Branch Libraries are in various phases of capital work, including ADA improvements to the public entrances to the Lower Mills and Codman Square Branch Libraries. The Grove Hall Branch closed to the public on December 27, 2004 stemming from the failure of the roof heating unit. Funding approval was received on May 13, 2005 from the City’s Budget Office for the installation of three new roof units which is scheduled for completion by late fall 2005.

The Chairman noted that discussions are continuing pertaining to the proposal for incorporating a Boston Public Library Branch in the Jeremiah E. Burke High School. Representatives from the Library, Friends’ Group, Schools, Capital Construction, and the community have been meeting regularly to review the planning efforts toward bringing the combined Schools/Public Library initiative to fruition.

The City’s Budget Office approved a project budget of $4.2 million to proceed with the comprehensive renovation for the Brighton Branch Library. J. Stewart Roberts and Associates are proceeding with the design work which is scheduled for completion by December 2005 in anticipation of construction starting in July 2006. The City’s Budget Office also approved funding for a smaller scope renovation totaling $445,000 earmarked for accessibility improvements to the Jamaica Plain Branch Library.

On the collaborative front, the Boston Public Library and the Boston Parks Commission worked cooperatively 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.

Meanwhile, the Parker Hill Branch remains closed to the public during ongoing interior renovation work and has a tentative reopening date targeted for June 2005. The renovations include a new elevator, flooring installation, painting and accessible bathrooms, and all computer data cabling was reinstalled into a code compliant conduit.

On the Branch Library development front, the program statement work has been completed as part of the siting studies for the Mattapan and Uphams Corner Branch Libraries by the firm of Schwartz Silver Architects. The City has approved the Public Facilities Department to proceed with the site selection work to identify potential sites for a new Mattapan Branch Library while the Library has submitted a grant through the Massachusetts Board of Library Commissioners to obtain partial construction funding.

Additionally, preliminary capital planning initiatives are underway for renovations to the Adams Street, East Boston, Egleston, and North End Branch Libraries, including the development of a capital request in collaboration with the Public Facilities Department which broadens the scope of the original capital improvements.

The Chairman reported that Critical Repair Fund projects totaling $345,585 are complete or are in process for FY 2005 earmarked for capital projects not exceeding $100,000. The Budget Office had allowed the Library to carryover $113,762 from FY 2004 reflecting a total budget of $363,762 available for FY 2005. Included among the projects are: mold remediation; HVAC system repairs; water damage repair work; electrical upgrades in the Branches; roof and bathroom repairs, skylight repairs, replacement of surge ejectors in the Johnson building; and environmental testing.

Chairman William O. Taylor provided background information on the recommended approval of an amount not to exceed $200,000 from the Fellowes Athenaeum Trust Fund earmarked for the implementation of the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2005 – FY 2006 (July 1, 2005 – June 30, 2006).

The Chairman noted that the recommended expenditure was approved by the Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee in a meeting on April 5, 2005 and was later affirmed by the Trustees’ Finance and Audit Committee on May 2, 2005. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees Fellowes Athenaeum Trust Fund Advisory Committee, it was

“VOTED: to authorize Library President Bernard A. Margolis, or his designee, to expend a sum not to exceed $200,000 from the Fellowes Athenaeum Trust Fund earmarked for the implementation of the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2005 – FY 2006 (July 1, 2005 – June 30, 2006).”

Chairman William O. Taylor reported on the ongoing activities of the Trustees’ Heritage Center Committee which was constituted by the Trustees of the Public Library of the City of Boston to bring leadership and policy oversight for the development of the Boston Heritage Center.

Chairman Taylor recalled that the City of Boston has acquired real property located at 201 Rivermoor Street, West Roxbury, MA for which a portion will be used by the Trustees and the City Archives as a new remote storage facility. Upon renovation of the site, the new Boston Heritage Center would be shared also by several New England Deposit Library (NEDL) members.

To bring the project to fruition, the Chairman reported that the City’s Office of Budget Management has authorized the engagement of architectural services to commence with the design of the project. Meanwhile, the Boston Public Library Heritage Center Planning Team has been addressing the overall planning efforts toward the development, management, and relocation of the Boston Public Library’s collections to the new remote storage facility.

Chairman William O. Taylor reported on the ongoing initiatives of the Trustees’ Long Range Planning Committee which is participating in a supportive way in the budgetary process for the Library with a view toward increasing accessibility and furthering the mission of preservation.

To further those ends, Chairman Taylor noted that the Committee has been reviewing three primary areas that represent pressing long range needs of the Library: technology, materials, and neighborhood services. Additionally, the Committee will be focusing on the long range needs pertaining to the delivery of neighborhood services, which includes the need for undertaking a branch siting facility study coupled with a review of the development of branch resources in order to more efficiently serve the public.

President Bernard A. Margolis, in his update to the Trustees, reported on the very successful second Druker Lecture Celebrating Design and Architecture featuring keynote speaker Maya Lin, world renowned artist and designer, attracting an overflow audience in the Rabb Lecture Hall on May 14, 2005.

On the programmatic front, the President reported on several significant exhibits on display at the Boston Public Library, including an exhibition of Rare Books and Manuscripts from the George Ticknor Collection marking the 400th Anniversary of the publication of Miguel Cervantes’ masterpiece of the Spanish Renaissance, Don Quixote, and an exhibition of more than 4,000 color lithographed Victorian advertising trade cards the Library recently acquired.

On the foundation front, the President noted that a report on the Significant Gifts and Grants received by the Boston Public Library in FY 2005 was distributed to the Board in advance of the Trustees’ Meeting.

The President welcomed and introduced Ms. Susan Glover Godlewski, Manager of Reference and Information Services, who provided an overview on the proposed “Reference Services Policy for the Boston Public Library”. Ms. Godlewski noted that Board adoption of the policy would clarify expected performance standards of all Boston Public Library reference and information providers and ensure that all library users in all locations would receive the same consistently high levels of public service.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Library’s Strategic Process Team and the Reference Team, it was

“VOTED: to approve the “Reference Services Policy for the Boston Public Library”.

On the budgetary front, President Margolis reviewed background information on the Boston Public Library’s FY 2006 Annual Operating Budget reflecting a proposed budget request totaling $41,684,734 which represents a 2% budget increase enabling the Library to meet State Aid Program requirements.

President Margolis welcomed and introduced Ms. Roni Pick, Director, and Mr. Ron Grim, Curator of Maps, for a presentation on The Norman B. Leventhal Map Center at the Boston Public Library. Ms. Pick provided an overview on The Norman B. Leventhal Map Center at the Boston Public Library which was launched in October 2003 as a public-private partnership created to promote the use of maps as an important educational tool to understand human history, civilization and the world today.

In collaboration with Norman B. Leventhal, the Mapping Boston Foundation, and the Boston Public Library, the Map Center seeks to preserve, catalog, exhibit and create internet access to the Boston Public Library’s historically significant collection of 350,000 maps. These projects will be integrated with the latest technological advances of Geographic Information Systems.

Ms. Pick underscored that the Map Center’s collection is a public trust, governed by the mandate to provide free access to all and visitors do not require any academic affiliation or research credentials to utilize the Map Center’s resources. Programs of the Map Center will include exhibits, lectures, an interactive web site, educational programs to be used in and out of classrooms, publications, and outreach to schools and communities throughout Boston.

To bring these goals to fruition, Ms. Pick said that strong partnerships with philanthropic and corporate leaders are being formed in light of shared common mission and values.

Mr. Ron Grim, Curator of Maps, highlighted a number of significant map treasures from the collections of the Boston Public Library which were on display in the Trustees’ Room. Included among the map treasures were: Circular World Map and Palestine Map in La mer des histories (Paris: Pierre Le Rouge, 1488) representing the first detailed printed map of the world and the first printed map of the Holy Land; Frederick de Wit, Nova et Accurata Totius Americae Tabula (Amsterdam, ca. 1660) representing the golden age of Dutch cartography, this wall map of the Americas is previously unrecorded; and John Foster, “A Map of New England,” (Boston, 1677) was the first map to be printed in North America.

President Margolis, in connection with the ongoing reorganization activities underway throughout the Library system, welcomed and introduced five new Boston Public Library managers: Henry Bernasconi, Acting Chief Technology Officer; Carol A. Mahoney, Neighborhood Services Manager; Susan Birkett, Community Services Manager; Koren Stembridge, Quality Services Manager; and Kenneth J. Peterson, Coordinator of Services to Libraries.

Mrs. P.A. d’Arbeloff, Executive Director of the Boston Public Library Foundation, reported on the activities of the Foundation, including the continuing support of the Boston Public Library’s exhibition program. On the programmatic front, Mrs. d’Arbeloff reported on the upcoming activities sponsored by the Foundation including Read Your Way to Fenway scheduled for August 13, 2005 and the Boston Public Library Foundation Gala slated for September 23, 2005.

Ms. Vivian K. Spiro, Chairman, Associates of the Boston Public Library reported on a host of activities consistent with the mission of the Associates dedicated to expanding the role of the Boston Public Library in the intellectual life of the City and drawing attention to the Library’s resources.

The Trustees commended Ms. Spiro on the extremely successful 17th Annual Associates Literary Lights Dinner held a the Boston Park Plaza on April 17, 2005 featuring keynote speaker Steven Pinker and honoring twelve outstanding authors who call New England their home. This signature event for the Associates raises money for the David McCullough Conservation Fund benefiting the services and collections of the Boston Public Library.

Ms. Spiro noted that former Literary Light and distinguished New England author Sue Hubbell recently agreed to give all of her papers and research notes to the Boston Public Library.

There being no further business, the meeting of the Corporation adjourned at 11:00 a.m.

Respectfully submitted,

Jamie McGlone
Clerk to the Trustees

Minutes of Meeting In Board of Trustees
Administrative Agency Tuesday, May 17, 2005

A meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, Trustees’ Room, Johnson building, 700 Boylston Street, Boston, MA at 11:00 a.m.

Present at the meeting were: Trustees William M. Bulger, Donna M. DePrisco, Berthé M. Gaines; Jeffrey B. Rudman, Angelo M. Scaccia; William O. Taylor, and Karyn M. Wilson.

Also present at the meeting were: Library President Bernard A. Margolis; P.A. d’Arbeloff, Executive Director, the Boston Public Library Foundation; Roni Pick, Director, and Ron Grim, Curator of Maps, The Norman B. Leventhal Map Center at the Boston Public Library; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; David Vieira, President, City-Wide Friends of the Boston Public Library; Jean Capizzi, Operating Analyst, Office of Budget Management; Kathleen Kirleis, Chief Financial Officer; Deirdre Brennan, Chief of Public Services; David Young, Chief of Human Resources; Henry Bernasconi, Acting Chief Technology Officer; Susan Godlewski, Manager of Reference and Information Services; Carol A. Mahoney, Neighborhood Services Manager; Susan Birkett, Community Services Manager; Koren Stembridge, Quality Services Manager; Kenneth J. Peterson, Coordinator of Services to Libraries; members of the Library administration, staff, public and Jamie McGlone, Clerk to the Trustees.

Chairman William O. Taylor presided.

The first item on the order of business was the approval of Minutes for the Regular Trustees’ Meeting held on March 8, 2005. On a motion duly made and seconded, the Minutes for the Regular Trustees’ Meeting held on March 8, 2005 were approved.

Trustee Karyn M. Wilson, Chair of the Trustees’ Finance and Audit Committee, provided background information on the proposed award of two contracts pertaining to the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2004 – FY 2005 which the Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee reviewed and recommended for approval.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the proposed award of two contracts relating to the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2004 – FY 2005 were approved as follows:

• Contract for Enhanced Middle School Programming at the Dudley Branch Library related to the Fellowes Athenaeum Trust Fund

“VOTED: that there be entered into with Northeastern University, 360 Huntington Avenue, Boston, MA 02115, the sole eligible, responsive and responsible bidder in the public bidding, advertised under G.L., c. 30B, a contract for Enhanced Middle School Programming, Investing in Human Potential at the Dudley Branch of the Boston Public Library for a one year period, at a total cost not to exceed twenty nine thousand nine hundred two dollars and no cents ($29,902.00).”

• Contract for Youth Summer Program in Partnership with the Dudley Branch Library related to the Fellowes Athenaeum Trust Fund

“VOTED: that there be entered into with Cape Verdean Community UNIDO, 492 Dudley Street, Roxbury, MA 02119, the sole eligible, responsive and responsible bidder in the public bidding, advertised under G.L., c. 30B, a contract for Summer Artist In Residence Youth Summer Program in Partnership with the Dudley Branch of the Boston Public Library for a one year period, at a total cost not to exceed twelve thousand seven hundred twelve dollars and no cents ($12,712.00).”

Chair Karyn M. Wilson provided background information on the proposed annual award of contract for the “Procurement of Library Books” for the acquisition of books and other library bibliographical materials in an amount not to exceed the amount appropriated in the Library Department budget for books and materials.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the proposed annual award of contract for the “Procurement of Library Books” for the acquisition of books and other library bibliographical materials was approved as follows:

• Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials

“VOTED: that there be entered into a non-advertised contract, as authorized under G.L., c30B, 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 the vendors listed herein (including any subsidiaries or agents), for the acquisition of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisition materials, during the period July 1, 2005, through June 30, 2006.”

Chair Karyn M. Wilson reviewed background information on the proposed award of five contracts pertaining to the “Memorandum of Agreement” between the Boston Public Library and the Office of Budget Management for funding of the 1998 Boston Public Library Flood Recovery effort.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees’ Finance and Audit Committee, the proposed award of five contracts pertaining to the 1998 Boston Public Library Flood Recovery “Memorandum of Agreement” were approved as follows:

• Contract for the Purchase of Library Materials in Accordance with the Flood Memorandum of Agreement

“VOTED: that there be entered into a non-advertised contract, as authorized under G.L., c30B, 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 the vendors listed herein (including any subsidiaries or agents), for the acquisition of library materials in accordance with, and in an amount not to exceed the total amount outlined in the Memorandum of Agreement between the Boston Public Library and the Office of Budget Management for funding of 1998 Boston Public Library Flood Recovery during the period May 17, 2005 through August 16, 2005.”

• Contract for Digitizing and Binding of Bromley Atlases for Flood Replacement Services

“VOTED: that there be entered into with FutureBoston, Inc., 86A Sherman Street, Cambridge, MA 02140, the lowest responsive and responsible bidder in the public bidding, advertised under G. L. c.30B, a contract for Digitizing and Binding of Bromley Atlases Services as Specified for the Boston Public Library during the period May 1, 2005 through June 30, 2005 at a total cost not to exceed fifteen thousand three hundred seventy two dollars and no cents ($15,372.00).”

• Contract for Local History Conversion Services relating to Flood Recovery for the Boston Public Library

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract for Local History Conversion Services relating to Flood Recovery for the Boston Public Library, for the period June 1, 2005 through August 16, 2005. In no event will the contract amount exceed twenty five thousand dollars ($25,000.00).”

• Contract for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Lower Level Conference Space for the Flood Recovery Effort

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for Supplying, Delivering, and Installing Manufactured Furniture for the McKim Lower Level Conference Space. In no event will the contracts cumulatively exceed one hundred and seventy five thousand dollars ($175,000.00).”

• Additional Proposed Award of Contract for Supplying, Delivering, and Installing Acoustic Ceiling Panels for the McKim Lower Level Conference Space as part of the Flood Recovery effort

“VOTED: to authorize President Bernard A. Margolis, or his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for Supplying, Delivering, and Installing Acoustic Ceiling Panels for McKim Lower Level Conference Space. In no event will the contract exceed fifty thousand dollars ($50,000.00).”

Trustee Donna M. DePrisco, on a related topic, requested an update on the status of the flood recovery effort program. There being no further business, the meeting of the Administrative Agency adjourned at 11:15 a.m.

Respectfully submitted,

Jamie McGlone
Clerk to the Trustees