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May
18, 2004
The
Annual Meeting of the Trustees of the Public Library of the City
of Boston will be held on Tuesday, May 18, 2004 at 8:00 a.m., followed
by the Regular Meetings of the Trustees, to be held in the Trustees'
Room, Johnson Building, 3rd Floor, Boston Public Library, 700 Boylston
Street, Boston, MA
Respectfully yours,
Jamie McGlone
Clerk to the Trustees
Agendas:
Order of Business for the Annual Meeting of
the Trustees
as a Corporation held on Tuesday, May 18, 2004 at 9:00 a.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, Johnson Building, 3rd floor
Chairman William O. Taylor
1. Presentation honoring Joseph E. Mullaney, Trustee, Boston Public
Library,
1996 - 2004
Mr. William O. Taylor
2. Trustees’ Nominating Committee Report
• Election of a Chairman
• Election of a Vice Chairman
• Election of a Clerk
Mr. James Carroll
3. Enabling vote for the signing of payrolls
“VOTED: that the President, the Chief Financial Officer,
the Director of Operations, 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.”
Mr. William O. Taylor
4. Enabling vote for the signing of contracts approved by the Board
“VOTED: that the President, the Chief Financial Officer,
the Director of Operations, 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.”
Mr. William O. Taylor
5. 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 Director of Operations,
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.”
Mr. William O. Taylor
6. 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 Director of Operations,
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.”
Mr. William O. Taylor
7. 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, 2003 to June 30, 2004 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, 2003 to June 30, 2004, 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, 2004 to June 30, 2005.”
Mr. William O. Taylor
8. 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.”
Mr. William O. Taylor
9. Other Business
Mr. William O. Taylor
10. Adjournment
Mr. William O. Taylor
Order of Business for the Annual Meeting
of the Trustees
as an Administrative Agency held on
Tuesday, May 18, 2004 at 9:00 a.m.
Boston Public Library, 700 Boylston Street, Boston, MA
Trustees’ Room, Johnson Building, 3rd floor
Chairman William O. Taylor
1. Enabling vote for the signing of bills, special drafts, and payrolls
“VOTED: that the President, the Chief Financial Officer,
the Director of Operations, 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.”
Mr. William O. Taylor
2. Enabling vote for the signing of contracts approved by the Board
“VOTED: that until the next Annual Meeting, the President,
the Chief Financial Officer, the Director of Operations, 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.”
Mr. William O. Taylor
3. 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 Boston Public Library,
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.”
Mr. William O. Taylor
4. Votes authorizing routine operating procedures
“VOTED: that until the next Annual Meeting the President,
or upon his delegation, the Chief Financial Officer, the Director
of Operations, 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.”
Mr. William O. Taylor
and
“VOTED: that until the next Annual Meeting the President,
or upon his delegation, the Chief Financial Officer, the Director
of Operations, 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 2004 - 2005 budget
allowance, but in no case exceeding those in the budget estimates
for the Fiscal Year 2004 - 2005, as shall be approved by the City
of Boston.”
Mr. William O. Taylor
5. 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, 2004
through June 30, 2005, provided that each contract entered into
pursuant to this authorization shall have been estimated to be
no greater than Twenty Five Thousand Dollars and No Cents ($25,000.00).
In no event will the contracts cumulatively exceed Two Hundred
and Fifty Thousand Dollars and No Cents ($250,000.00).”
Mr. William O. Taylor
6. 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 FY2005
City appropriation, for any external fund accounts for which no
appropriation becomes available.”
Mr. William O. Taylor
7. Other Business
Mr. William O. Taylor
8. Adjournment
Mr. William O. Taylor
Order of Business for a Regular Meeting as a
Corporation on
Tuesday May 18, 2004 at 9:00 a.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 on March 23, 2004
Mr. William O. Taylor
2. 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
addition to the existing Trust Fund transferred from the General
Investment Account:
“VOTED: that the sum of $4,208.25 representing a miscellaneous
gift be added to the following Trust Fund in the General Investment
Account as required by its authorizing vote.”
Fund Name, Amount
Thomas Nason Trust Fund, 4,208.25
Total, $ 4,208.25
Ms. Karyn M. Wilson
3. Re-establishment of The Library Art Fund and renamed The Arts
Restoration Fund
• THE LIBRARY ART FUND
Background: The Library Art Fund was established in 1951 and was
originally funded with a gift of $500 from Brown & Bigelow as
a gift in appreciation of the grant to give them the right to reproduce
on its 1952 House Hanger Calendar an oil portrait of Benjamin Franklin
by Joseph Sifrede Duplessis which hung in the Treasure Room of the
Central Library. The initial vote directed the principal to be used
as the Board shall from time to time direct for the care, repair
and preservation of works of art at the Boston Public Library and
its Branches until fully depleted by such uses. The value of this
fund as of August 31, 2000 was $13,500 and generated an income of
$300 in FY2000. Since the income generated on this fund was small,
the Trustees voted on November 20, 2000 to use the money for the
care, repair and preservation of works of art at the Library and
its Branches until fully depleted by such uses and then to dissolve
this fund. We have used all but $8,669 of the fund. However, the
Library received a donation on April 26, 2004 in the amount of $43,000
from the estate of Patricia Ann Lepke of Lynn, MA earmarked for
The Arts Restoration Fund and we therefore are requesting the re-establishment
of The Library Art Fund, and re-named The Arts Restoration Fund,
in order to comply with the donor’s request. We have an ongoing
need for maintenance of our art work and having $2,500 available
annually will be beneficial.”
“PROPOSED: that Bernard A. Margolis, President of the
Public Library of the City of Boston or his designee, be and hereby
is, authorized and directed to re-establish The Library Art Fund,
renamed The Arts Restoration Fund, and to use the proceeds from
the fund to support the care, repair and preservation of works
of art at the Library and its Branches.”
and further,
“PROPOSED: that Bernard A. Margolis, President of the Public
Library of the City of Boston, or his designee, be and hereby
is, authorized to accept the gift of $43,000 from the estate of
Patricia Ann Lepke, earmarked for The Arts Restoration Fund, and
to use the proceeds from the fund to support the care, repair
and preservation of works of art at the Library and its Branches.”
Mr. Bernard A. Margolis
4. Proposed Award of Contracts
The Trustees’ Finance and Audit Committee has reviewed and
recommends to the full Board of Trustees approval of the following
award of contracts:
• Contract for Providing a Delivery System for the Massachusetts
Statewide Library System
“VOTED: that there be entered into with Customer Driven
Delivery System d/b/a Minuteman Transit, 1506 Providence Highway,
Norwood, MA 02062, the lowest eligible, responsive and responsible
bidder in the public bidding, advertised under G.L. c.30B, a contract
for providing a delivery system for the Massachusetts Statewide
Library Program during the period beginning July 1, 2004 through
June 30, 2005, with the option to renew on July 1, 2005 and on
July 1, 2006, at a total cost not to exceed one hundred ninety
five thousand three hundred dollars and no cents ($195,300.00).
The cost for each of the three fiscal years is not to exceed sixty
five thousand one hundred dollars and no cents ($65,100.00).”
• Contract for Leasing of Two Panel Trucks and Two Passenger
Vans
“VOTED: that there be entered into with Merchants Rent-A-Car,
Inc., 1278 Hooksett Road, Hooksett, New Hampshire 03106, the sole
eligible, responsive and responsible bidder in the public bidding,
advertised under G.L. c.30B, a contract for the leasing of two
panel trucks and two passenger vans, as specified, for a multi-year
(two [2] year) period beginning July 1, 2004 through June 30,
2005 and on July 1, 2006, at a total cost for the two year period
not to exceed one hundred twelve thousand nine hundred ninety
two dollars and no cents ($112,992.00), and the total cost for
the first fiscal year (Fiscal Year 2005) not to exceed fifty six
thousand four hundred ninety six dollars and no cents ($56,496.00).
The monthly lease rate of two panel trucks is $1,155.00 per vehicle;
the monthly lease rate of two passenger vans is $1,199.00 per
vehicle. The monthly cost for garaging of four (4) vehicles is
$0.00 (no charge) per vehicle per month.”
Ms. Karyn M. Wilson
5. Proposed Renewal of Investment Counseling Services Contracts
The Trustees’ Finance and Audit Committee has reviewed and
recommends to the full Board of Trustees approval of the following
renewal of contracts:
• 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 for the period July 1, 2004 through June 30,
2005, in accordance with the terms specified in the agreement
and subject to a satisfactory performance review by the Trustees’
Finance Committee
and
further,
“VOTED: that, Bernard A. Margolis, President, or designee,
be and hereby is, authorized to make payments from time to time
as specified in the agreement for the period July 1, 2004 through
June 30, 2005, 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 for the period July
1, 2004 through June 30, 2005, in accordance with the terms specified
in the agreement and subject to a satisfactory performance review
by the Trustees’ Finance Committee
and
further,
“VOTED: that, Bernard A. Margolis, President, or designee,
be and hereby is, authorized to make payments from time to time
as specified in the agreement for the period July 1, 2004 through
June 30, 2005, 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, 2004through June 30, 2005, in accordance with the terms specified
in the agreement and subject to a satisfactory performance review
by the Trustees’ Finance 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, 2004 through
June 30, 2005, 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.”
Ms. Karyn M. Wilson
6. Confirmation of a Telephone Poll conducted by Clerk to the Trustees
approving use of the Young Adults Room, Mezzanine Conference Room,
and various Johnson building first floor spaces
The Trustees’ Finance and Audit Committee has reviewed and
recommends to the full Board of Trustees approval of the following
room use resolution:
“VOTED: to approve the request from WBZ/CBS for use of
the Young Adults Room, Mezzanine Conference Room, and various
Johnson building first floor spaces on Sunday, April 18, 2004
and Monday, April 19, 2004 to provide for television coverage
of the Boston Marathon. The Young Adults Room would be closed
for public service on Sunday, April 18, 2004 to allow for television
coverage set-up by WBZ/CBS but public service to Young Adults
would be provided through the General Reference and Readers and
Information Services desks located throughout the Johnson building.
The Boston Public Library is closed on Monday, April 19, 2004
for the holiday. All associated support staff costs will be paid
by WBZ/CBS.”
Additional Room Use Requests:
“VOTED: to approve the request from the American Constitution
Society for Law and Policy for use of the Orientation Room on
Tuesday, July 27, 2004 from 5:00 p.m. – 6:00 p.m. during
regular hours of Library service for a private function for which
a financial payment will be made to the Boston Public Library.
”
“VOTED: to approve the request from the California Democratic
Party for use of the Changing Exhibits Room and the McKim Conference
Room on Thursday, July 29, 2004 from 10:30 a.m. – 3:30 p.m.
during regular hours of Library service for a private function
for which a financial payment will be made to the Boston Public
Library.”
Ms. Karyn M. Wilson
7. Trustees’ Capital Projects Committee Report
The Honorable Angelo M. Scaccia
8. Trustees’ Collections Committee Report
Mr. William O. Taylor
9. Trustees’ Long Range Planning Committee Report
Mr. James Carroll
10. Public Hearing on the Boston Public Library Internet Access
Policy
“VOTED: to adopt the Revised Boston Public Library Internet
Access Policy and authorizes Library President Bernard A. Margolis,
or his designee, to implement the policy as presented.”
Mr. Bernard A. Margolis
11. President’s Report
• General Review
• Report of Gifts and Grants received in FY 2004
• Update on Boston Public Library Reorganization Activities
• Budget Update (Ms. Kathleen Kirleis)
• Public Services Review (Ms. Deirdre Brennan)
• Operations and Facilities Review (Ms. Ruth Kowal)
• Presentation on the Newspaper and Microtext Department (Mr.
Henry Scannell, Curator)
Mr. Bernard A. Margolis
12. The Boston Public Library Foundation Report
Mrs. P.A. d’Arbeloff
13. Update on the Associates of the Boston Public Library
Ms. Vivian K. Spiro
14. Other Business
Mr. William O. Taylor
15. Adjournment
Mr. William O. Taylor
Order of Business for a Regular Meeting as an
Administrative Agency on
Tuesday May 18, 2004 at 9:00 a.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 March 23, 2004
Mr. William O. Taylor
2. Proposed Award of Contracts
The Trustees’ Finance and Audit Committee has reviewed and
recommends to the full Board of Trustees approval of the following
award of contracts:
• Contract for Window Cleaning at the Central Library buildings
and at other Library locations
“VOTED: that there be entered into with P. Clancy and Sons,
544 Dorchester Street, South Boston, MA 02127, the lowest eligible,
responsive, and responsible bidder in the public bidding, advertised
under G.L. c.30B, a contract for Window Cleaning at the Central
Library buildings and at other Library locations during the period
of July 1, 2004 through June 30, 2005, at a total cost not to
exceed twenty four thousand nine hundred and forty dollars and
no cents ($24,940.00).”
• Contract for the Inspection, Testing, and Servicing of
Fire Alarm Systems and Sprinkler System
“VOTED: that there be entered into with American Services
Co., Inc., 20 Fort Street, Quincy, MA 02196, the sole eligible,
responsive and responsible bidder in the public bidding, advertised
under G.L. c.30B, a contract for the Inspection, Testing, and
Servicing of Fire Alarm Systems and Sprinkler System, beginning
July 1, 2004 through June 30, 2005, and on July 1, 2005, and on
July 1, 2006 at a total cost not to exceed one hundred five thousand
dollars and no cents ($105,000.00). The cost for the first fiscal
year (2005) is not to exceed $31,500.00, the second fiscal year
(2006) is not to exceed $35,000.00, and the third fiscal year
(2007) is not to exceed $38,500.00.”
• Contract for Storage of Flood Damaged Audio and Video
Tapes
“VOTED: that without public advertising, there be entered
into with Munters MCS, 79 Monroe Street, Amesbury, MA 01913, a
contract for Storage of Flood Damaged Audio and Video Tapes for
the period of April 1, 2004 through April 1, 2005, as specified
in the Specifications, and subject to the terms, agreements, and
conditions set forth in said contract, at a total cost not to
exceed forty thousand dollars and no cents ($40,000.00).”
• 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., c.30-B, 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 acquisitions 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, 2004, through
June 30, 2005.”
Ms. Karyn M. Wilson
3. Other Business
Mr. William O. Taylor
4. Adjournment
Mr. William O. Taylor
Minutes:
Minutes
of Annual Meeting In Board of Trustees
Corporation Tuesday, May 18, 2004
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 9:00 a.m.
Present at the
meeting were: Trustees William M. Bulger, James Carroll, Donna M.
DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M.
Scaccia, William O. Taylor, Karyn M. Wilson, and former Trustee
Joseph E. Mullaney.
Also present
were: Library President Bernard A. Margolis; Alice Hennessey, Special
Assistant to Mayor Thomas M. Menino; Gregory L. Franks, Assistant
Corporation Counsel, Law Department, City of Boston; Mrs. P.A. d’Arbeloff,
Executive Director, the Boston Public Library Foundation; Vivian
K. Spiro, Chairman, Associates of the Boston Public Library; Henry
Scannell, Curator, Newspaper and Microtext Department, members of
the Library administration, staff, public and Friends’ Groups.
Chairman William
O. Taylor presided.
Chairman William
O. Taylor welcomed Mr. Joseph E. Mullaney and presented him with
a reproduction of the decorative panels installed in the original
McKim Trustees’ Room in 1895 as a token of the Board’s
appreciation for his distinguished service as a Trustee of the Public
Library of the City of Boston, 1996-2004.
The next item
on the order of business was the Trustees’ Nominating Committee
Report. Trustee James Carroll, Chairman of the Trustees’ Nominating
Committee, presented the slate of officers for the Year 2004 –
2005. On behalf of the Trustees’ Nominating Committee, Mr.
Carroll re-nominated Mr. William O. Taylor for Chairman; the Honorable
Angelo M. Scaccia for Vice Chairman; and Mr. Jamie McGlone for 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.
Trustee James
Carroll, Chairman of the Trustees’ Long Range Planning Committee,
reported on the activities of the Committee which is making progress
toward the development of a long range vision for the Boston Public
Library.
The Chairman
recommended that items three through eight on the order of business
be voted on as a block pertaining to the following enabling votes:
enabling vote for the signing of payrolls; enabling vote for the
signing of contracts approved by the Board; enabling vote for the
acceptance of gifts; enabling vote for the distribution of income;
and enabling vote for 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 Director
of Operations, 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 Director
of Operations, 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 Director of Operations, 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 Director of Operations, 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, 2003
to June 30, 2004 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, 2003 to June 30, 2004, 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, 2004 to June 30, 2005.”
• 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 9:20 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees
Minutes of Annual Meeting In Board
of Trustees
Administrative Agency Tuesday, May 18, 2004
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 9:20 a.m.
Present at the
meeting were: Trustees William M. Bulger, James Carroll, Donna M.
DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M.
Scaccia, William O. Taylor, Karyn M. Wilson, and former Trustee
Joseph E. Mullaney.
Also present
were: Library President Bernard A. Margolis; Alice Hennessey, Special
Assistant to Mayor Thomas M. Menino; Gregory L. Franks, Assistant
Corporation Counsel, Law Department, City of Boston; Mrs. P.A. d’Arbeloff,
Executive Director, the Boston Public Library Foundation; Vivian
K. Spiro, Chairman, Associates of the Boston Public Library; Henry
Scannell, Curator, Newspaper and Microtext Department, members of
the Library administration, staff, public and Friends’ Groups.
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 enabling 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 Director of Operations, 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 Director of Operations, 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 Boston Public Library, 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 Director
of Operations, or the Clerk 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 Director of Operations,
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 2004 - 2005 budget allowance,
but in no case exceeding those in the budget estimates for the
Fiscal Year 2003 - 2004, 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, 2004 through June 30, 2005, provided
that each contract entered into pursuant to this authorization
shall have been estimated to be no greater than Twenty Five Thousand
Dollars and No Cents ($25,000.00). 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 FY2005 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 9:35 a.m.
Respectfully submitted,
Jamie McGlone
Clerk to the Trustees
Minutes of Meeting In Board of
Trustees
Corporation Tuesday, May 18, 2004
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,
700 Boylston Street, Boston, MA, Trustees’ Room, Johnson Building
at 9:35 a.m.
Present at the
meeting were: Trustees William M. Bulger, James Carroll, Donna M.
DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M.
Scaccia, William O. Taylor, Karyn M. Wilson, and former Trustee
Joseph E. Mullaney.
Also present
were: Library President Bernard A. Margolis; Alice Hennessey, Special
Assistant to Mayor Thomas M. Menino; Gregory L. Franks, Assistant
Corporation Counsel, Law Department, City of Boston; Mrs. P.A. d’Arbeloff,
Executive Director, the Boston Public Library Foundation; Vivian
K. Spiro, Chairman, Associates of the Boston Public Library; Henry
Scannell, Curator, Newspaper and Microtext Department, members of
the Library administration, staff, public and Friends’ Groups.
Chairman William
O. Taylor presided.
The first item on the order of business was the approval of Minutes
for the Regular Meeting on March 23, 2004. On a motion duly made
and seconded, the Minutes of the Regular Meeting on March 23, 2004
were approved.
Trustee Karyn
M. Wilson, Chair of the Trustees’ Finance and Audit Committee,
provided background information on the proposed addition to the
Thomas Nason Trust Fund transferred from the General Investment
Account and representing income from the sale of Nason prints donated
to the Library for this purpose.
Following discussion,
on a motion duly made and seconded, and on the recommendation of
the Trustees’ Finance and Audit Committee, it was
“VOTED:
that the sum of $4,208.25 representing a miscellaneous gift be
added to the following Trust Fund in the General Investment Account
as required by its authorizing vote.”
Fund
Name Amount
Thomas
Nason Trust Fund 4,208.25
Total $ 4,208.25
President Bernard A. Margolis reviewed background information
on the proposed re-establishment of The Library Art Fund renamed
The Arts Restoration Fund in light of a recent donation from the
estate of Patricia Ann Lepke totaling $43,000 earmarked for The
Arts Restoration Fund in order to comply with the donor’s
request.
Following
further discussion, on a motion duly made and seconded, and on
the recommendation of Library President Bernard A. Margolis, the
Trust Fund resolution on the re-establishment of The Library Art
Fund renamed The Arts Restoration Fund was approved as follows:
•
Re-establishment of The Library Art Fund renamed The Arts Restoration
Fund
THE LIBRARY ART FUND
Background:
The Library Art Fund was established in 1951 and was originally
funded with a gift of $500 from Brown & Bigelow as a gift
in appreciation of the grant to give them the right to reproduce
on its 1952 House Hanger Calendar an oil portrait of Benjamin
Franklin by Joseph Sifrede Duplessis which hung in the Treasure
Room of the Central Library. The initial vote directed the principal
to be used as the Board shall from time to time direct for the
care, repair and preservation of works of art at the Boston Public
Library and its Branches until fully depleted by such uses. The
value of this fund as of August 31, 2000 was $13,500 and generated
an income of $300 in FY2000. Since the income generated on this
fund was small, the Trustees voted on November 20, 2000 to use
the money for the care, repair and preservation of works of art
at the Library and its Branches until fully depleted by such uses
and then to dissolve this fund. We have used all but $8,669 of
the fund. However, the Library received a donation on April 26,
2004 in the amount of $43,000 from the estate of Patricia Ann
Lepke of Lynn, MA earmarked for The Arts Restoration Fund and
we therefore are requesting the re-establishment of The Library
Art Fund, and re-named The Arts Restoration Fund, in order to
comply with the donor’s request. We have an ongoing need
for maintenance of our art work and having $2,500 available annually
will be beneficial.
“VOTED: that Bernard A. Margolis, President of the Public
Library of the City of Boston or his designee, be and hereby is,
authorized and directed to re-establish The Library Art Fund,
renamed The Arts Restoration Fund, and to use the proceeds from
the fund to support the care, repair and preservation of works
of art at the Library and its Branches.”
and
further,
“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 the gift of $43,000 from the estate of
Patricia Ann Lepke, earmarked for The Arts Restoration Fund, and
to use the proceeds from the fund to support the care, repair
and preservation of works of art at the Library and its Branches.”
Trustee Karyn
M. Wilson, Chair of the Trustees’ Finance and Audit Committee,
highlighted background information on the proposed award of two
annual contracts which provide for the delivery of materials as
part of the Massachusetts Statewide Library system as well as for
the delivery of materials between, and among, the Boston Public
Library’s thirty facilities.
Following discussion,
on a motion duly made and seconded, and on the recommendation of
the Trustees’ Finance and Audit Committee, two awards of contracts
for the provision of delivery services were approved as follows:
•
Contract for Providing a Delivery System for the Massachusetts
Statewide Library System
“VOTED:
that there be entered into with Customer Driven Delivery System
d/b/a Minuteman Transit, 1506 Providence Highway, Norwood, MA
02062, the lowest eligible, responsive and responsible bidder
in the public bidding, advertised under G.L. c.30B, a contract
for providing a delivery system for the Massachusetts Statewide
Library Program during the period beginning July 1, 2004 through
June 30, 2005, with the option to renew on July 1, 2005 and on
July 1, 2006, at a total cost not to exceed one hundred ninety
five thousand three hundred dollars and no cents ($195,300.00).
The cost for each of the three fiscal years is not to exceed sixty
five thousand one hundred dollars and no cents ($65,100.00).”
•
Contract for Leasing of Two Panel Trucks and Two Passenger Vans
“VOTED: that there be entered into with Merchants Rent-A-Car,
Inc., 1278 Hooksett Road, Hooksett, New Hampshire 03106, the sole
eligible, responsive and responsible bidder in the public bidding,
advertised under G.L. c.30B, a contract for the leasing of two
panel trucks and two passenger vans, as specified, for a multi-year
(two [2] year) period beginning July 1, 2004 through June 30,
2005 and on July 1, 2006, at a total cost for the two year period
not to exceed one hundred twelve thousand nine hundred ninety
two dollars and no cents ($112,992.00), and the total cost for
the first fiscal year (Fiscal Year 2005) not to exceed fifty six
thousand four hundred ninety six dollars and no cents ($56,496.00).
The monthly lease rate of two panel trucks is $1,155.00 per vehicle;
the monthly lease rate of two passenger vans is $1,199.00 per
vehicle. The monthly cost for garaging of four (4) vehicles is
$0.00 (no charge) per vehicle per month.”
Trustee Karyn
M. Wilson, Chair of the Trustees’ Finance and Audit Committee,
reported that the Committee met on May 6, 2004 and received a presentation
from each of the investment managers presently engaged by the Trustees
to manage the Library’s trust fund resources.
Chair Wilson
noted that upon completion of this review, the Trustees’ Finance
and Audit Committee recommended renewal of the three investment
counseling services contracts for The Boston Company, State Street
Global Advisors, and Batterymarch Financial Management. Following
discussion, on a motion duly made and seconded, and 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 for the period July 1, 2004 through June 30, 2005,
in accordance with the terms specified in the agreement and subject
to a satisfactory performance review by the Trustees’ Finance
Committee
and
further,
“VOTED:
that, Bernard A. Margolis, President, or designee, be and hereby
is, authorized to make payments from time to time as specified
in the agreement for the period July 1, 2004 through June 30,
2005, 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 for the period July 1, 2004 through
June 30, 2005, in accordance with the terms specified in the agreement
and subject to a satisfactory performance review by the Trustees’
Finance Committee
and
further,
“VOTED:
that, Bernard A. Margolis, President, or designee, be and hereby
is, authorized to make payments from time to time as specified
in the agreement for the period July 1, 2004 through June 30,
2005, 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, 2004 through June 30, 2005, in accordance with the terms specified
in the agreement and subject to a satisfactory performance review
by the Trustees’ Finance 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, 2004 through June 30,
2005, 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.”
Trustee Karyn
M. Wilson, Chair of the Trustees Finance and Audit Committee, reported
on a proposed room use request and confirmation of a telephone poll
conducted by the Clerk to the Trustees approving the room use request
from WBZ/CBS for use of Library space to provide for television
coverage of the Boston Marathon.
The Chair noted
that the Trustees’ Finance and Audit Committee, which is in
the process of developing a Policy on a Room Rental Program for
the Boston Public Library, has reviewed and recommends to the full
Board approval of the WBZ/CBS room use request.
Trustee Jeffrey
B. Rudman underscored the Board’s commitment to the development
of a Policy on a Room Rental Program for the Boston Public Library
which would be reviewed and approved by the full Board at the recommendation
of the Trustees’ Finance and Audit Committee. To further those
ends, Board Chairman William O. Taylor appointed Trustee Jeffrey
B. Rudman to serve as a member of the Trustees’ Finance and
Audit Committee.
Chair Wilson provided background information on two additional room
use requests for Library space for private functions in which financial
payments will be made to the Boston Public Library. Following discussion
among the Board, on a motion duly made and seconded, three room
use requests were approved as follows:
“VOTED:
to approve the request from WBZ/CBS for use of the Young Adults
Room, Mezzanine Conference Room, and various Johnson building
first floor spaces on Sunday, April 18, 2004 and Monday, April
19, 2004 to provide for television coverage of the Boston Marathon.
The Young Adults Room would be closed for public service on
Sunday, April 18, 2004 to allow for television coverage set-up
by WBZ/CBS but public service to Young Adults would be provided
through the General Reference and Readers and Information Services
desks located throughout the Johnson building. The Boston Public
Library is closed on Monday, April 19, 2004 for the holiday.
All associated support staff costs will be paid by WBZ/CBS.”
Additional Room Use Requests:
“VOTED:
to approve the request from the American Constitution Society
for Law and Policy for use of the Orientation Room on Tuesday,
July 27, 2004 from 5:00 p.m. – 6:00 p.m. during regular
hours of Library service for a private function for which a financial
payment will be made to the Boston Public Library. ”
“VOTED:
to approve the request from the California Democratic Party for
use of the Changing Exhibits Room and the McKim Conference Room
on Thursday, July 29, 2004 from 10:30 a.m. – 3:30 p.m. during
regular hours of Library service for a private function for which
a financial payment will be made to the Boston Public Library.”
The Honorable
Angelo M. Scaccia, Chairman of the Trustees’ Capital Projects
Committee, reported on the wide array of significant capital projects
currently underway throughout the Boston Public Library system as
reported on at the last Capital Projects Committee meeting held
on April 14, 2004.
Chairman Scaccia
provided an update on the status and progress of the McKim Restoration
project, Phase IIC which is nearing completion with the renovation
of several significant public spaces including: the original Trustees’
Room, the Cheverus Room, the Abbey Room, the Sargent Gallery, and
the Exhibits Room located on the first floor of the McKim building.
The restoration
of the John Singer Sargent murals has been completed while the restoration
of the Edwin Austin Abbey murals has commenced by the conservators
from Straus Center for Conservation at the Harvard University Art
Museums.
Meanwhile, there
are three remaining project items which need to be done for the
completion of the renovation of the Sargent Gallery: the installation
of the glass in the Sargent Gallery skylights, gallery lighting,
and the restoration of the gallery floor. In addition, renovation
work to the Cheverus Room and the Edwin Austin Abbey Room is ongoing.
The project scope
for McKim Restoration, Phase IIC also includes the renovation of
the McKim fifth floor, the installation of a new elevator for greater
accessibility to the Abbey Foyer, the installation of a new book
conveyor system, the installation of new restrooms and the upgrading
of the current restrooms, window restoration, electrical and mechanical
work, as well as furnishing of the McKim Lobby and the original
Trustees’ 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.
Meanwhile, preliminary
planning efforts have commenced for the next phase of the project,
McKim Restoration project, Phase IID. To further those ends, the
Library has begun internal discussions, walk throughs, and processes
pertaining to the development of the project scope and architect
selection for McKim Phase IID coupled with a preliminary review
of the capital funds which would need to be raised for the project.
The project scope
under consideration for Phase IID will include the renovation of
five primary public spaces, including the Print Gallery, Music and
Fine Arts Departments, the Rare Books and Manuscripts Department,
and the Map Center on the McKim third floor. The project scope and
related timetable for Phase IID will be crafted by utilizing the
Master Plan for the Central Library which was developed by Hardy
Holzman Pfeiffer Associates.
While the project
schedule and timetable have not yet been developed for Phase IID,
they will be driven in part by fundraising efforts and by Phase
IIC’s projected substantial completion date of July 2004.
In addition, the Library would anticipate seeking funding for Phase
IID with a heavy reliance on potential individual donors and federal
sources estimated at a total project budget of $25 million.
The fundraising
strategy under consideration for Phase IID would be to compartmentalize
activities targeted to individuals and constituencies who would
have specific and particular interests around the collections and
services provided by the five primary Library departments slated
for renovation.
Chairman Scaccia
reported that the 2004 Boston Public Library Foundation Gala has
been scheduled for Friday, October 1, 2004 in the McKim building
to benefit the McKim Restoration project in which tours of the McKim
Restoration project spaces for both Phases IIC and IID will be incorporated
into the Gala program provided by the Library’s tour guides.
Meanwhile, the
Chairman reported that fundraising efforts for Phase IID have begun
noting that the City of Boston has granted permission for the Library
to utilize part of the funds raised by the Boston Public Library
Foundation through the Department of the Interior’s National
Parks Service “Save America’s Treasures” program
to be earmarked for Phase IID totaling $470,000. In addition, the
Boston Public Library is in receipt of a gift from an estate totaling
$150,000 and the Foundation has submitted a grant proposal for $2.5
million which will be slated for Phase IID.
In a review of
additional capital projects, Chairman Scaccia provided an update
and status report on the progress of the Johnson Building capital
projects, including significant upgrades slated for the Johnson
Building Fire Alarm System. The South End Branch Library Window
Replacement project has been completed while additional branch repairs
are continuing. Meanwhile, construction has begun and is progressing
well on the McKim Basement Repairs and the Flood Recovery program
which are slated for completion by June 30, 2004.
The Chairman
reported that capital improvements are ongoing and impacting eighteen
different branches in various phases of capital work, including
exterior renovation work that has commenced at the Codman Square
and Lower Mills Branch Libraries which are slated for completion
in January 2005.
Meanwhile, construction
work is underway for renovations to the Roslindale and South Boston
Branches. Initial work at the Roslindale Branch will focus on the
skylight and roof followed by the installation of new energy efficient
windows which have been ordered. In addition, the ceiling at the
South Boston Branch has been demolished representing a critical
first phase of the renovations and discussions are underway regarding
the feasibility of including the replacement of the roof at the
South Boston Branch as part of this project.
The Connolly
Branch is currently closed until the remainder of major construction
work is complete and major renovation work planned for the Egleston
Branch will necessitate closing of the Branch for a period of time
in light of health and safety issues affecting the public and the
staff.
On the collaborative
front, the Boston Public Library and the Boston Parks Department
are working in concert 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.
Further, roof repairs at the Brighton, Dudley, and Orient Heights
Branches are substantially complete, repairs to the East Boston
Branch roof are underway, and repairs to the Egleston Branch roof
are slated to begin in May 2004.
The Chairman
reported that construction is substantially completed on a variety
of capital improvements to the Faneuil and Jamaica Plain Branches,
which is being funded in part with a grant received from the Massachusetts
Historic Commission. The renovations at both branches are primarily
focused on roof repairs, repointing and refurbishment of interior
surfaces. In addition, the City has given approval for the design
phase to begin on the development of a Rare Books Climate Control
system during FY 2004.
Chairman Scaccia
reported on the successful Critical Repair Fund Projects Program
for FY 2004 reflecting a total annual budget of $250,000 earmarked
for smaller capital projects not exceeding $25,000. Included among
the critical repair projects highlighted were roof and bathroom
repairs, water damage repair work; boiler conversions from oil to
gas, replacement lighting and wiring, and environmental testing.
Meanwhile, the installation of sound attenuators in the Johnson
building to reduce exterior noise from the Library’s mechanical
systems has been placed on hold for FY 2004.
Board Chairman
William O. Taylor, Chairman of the Trustees’ Collections Committee,
reported on the progress being made toward the acquisition of a
potential site located within the City of Boston under consideration
for the development of the Boston Heritage Center which would bring
together millions of Boston Public Library and City Archives items
currently stored in several antiquated remote storage facilities.
The Boston Heritage
Center project would provide state-of-the-art storage and protection
for historical records including books, periodicals, newspapers,
maps, manuscripts and other materials documenting every aspect of
community culture and knowledge. In addition, the Boston Heritage
Center would include a public reading room facility in order to
provide easy public access coupled with copying, reproduction, and
scanning capabilities to provide technology-based access across
the Commonwealth.
On a separate
but related issue, Chairman Taylor reported that the Boston Public
Library will be managing the New England Deposit Library as of July
1, 2004 in light of Harvard University’s decision to relinquish
its management of NEDL. Meanwhile, on the collaborative front, Chairman
Taylor has invited the remaining NEDL members to participate in
the preliminary planning discussions on being included in the move
to the future Boston Heritage Center.
Chairman William
O. Taylor convened a Public Hearing on the adoption of the Boston
Public Library Internet Access Policy which is required under the
provisions of the Children’s Internet Protection Act in order
for the Library to qualify for and receive funds under the Federal
“e-rate” program and to be eligible to apply and receive
grants under the Library Services and Technology Act.
President Margolis
reported that the revised Boston Public Library Internet Access
Policy has been reviewed by the City’s Corporation Counsel
reflecting two significant changes since the U.S. Supreme Court
ruling: 1) the definition of “adult” as someone 17 years
or older; 2) the continuation of the provision which permits adult
parents to authorize children to have unfiltered access to the Internet
for bona fide research or other lawful purposes.
In a review of
the Policy, Ms. Alice Hennessey suggested a revision to the last
sentence in paragraph two substituting “Parents may wish to
are encouraged to supervise their children’s Internet sessions.”
Following deliberations by the Board, on a motion duly made and
seconded, and with the approved revision recommended by Ms. Hennessey,
it was
“VOTED:
to adopt the Revised Boston Public Library Internet Access Policy
and authorize Library President Bernard A. Margolis, or his designee,
to implement the policy as presented with the amended revision.”
President Bernard
A. Margolis, in his report to the Trustees, recalled the tradition
at the Board’s Annual Meeting to have on display recent acquisitions
from the Research Library departments which included: a Manuscript
letter from John T. Hilton to William Lloyd Garrison on anti-slavery
and the progress of the Dred Scott decision, 1858; and Illuminated
Manuscript Leaves from the Summa collationum of John of Wales, ca.
1400.
On the publications front, the President reported that the “The
Prints of Arthur W. Heintzelman” has been published which
will follow with a book signing event celebrating the catalogue
raisonné of the work of Arthur W. Heintzelman who served
as the first Keeper of Prints for the Boston Public Library. Additionally,
Ms. Sally M. Promey, author of “Painting Religion in Public,”
has agreed to write a guide book to the John Singer Sargent Murals
and Gallery at the Boston Public Library with financial support
provided by the Associates of the Boston Public.
On the programming
front, the President reported on the very successful thirteenth
Maury A. Bromsen Lecture in Humanistic Bibliography held on Saturday
evening, May 15, 2004 featuring a talk by keynote speaker Dr. Peter
Gay, who is regarded as one of the world’s preeminent historians,
on “Eating People is Wrong: Thoughts on Liberalism.”
On the branch
libraries front, the President reported that Library representatives
are serving on a taskforce with a variety of City agencies to develop
plans for a new combined Public Library/School Library at the Jeremiah
E. Burke High School. Mr. Steve Johnson, who developed the Master
Plan for the Johnson Building, has also been engaged by the City
to assist with the project.
On the collections
front, the President noted that there has been a major shift by
the U.S. government from print materials to online publications;
presently, 65% of U.S. government publications are produced online
and the expectation within the next decade is for 95% of U.S. government
publications to be published online. Consequently, this shift will
have enormous implications for staffing and service issues in light
of the BPL’s significant U.S. government documents collection.
On the technology
front, the President announced that the Honorable Mayor Thomas M.
Menino is slated to kick off the Dudley Square Technology Expo at
the Urban League of Eastern Massachusetts in Roxbury on May 19,
2004. In collaboration with the Urban League, the Boston Public
Library, and a variety of community organizations efforts are underway
to make Dudley Square a “hot spot” which will provide
the community with wireless access to the Internet.
The President
noted, as the annual practice, that the “Boston Public Library
“Report of Gifts and Grants, May 2003 – April 2004”
was included in the Trustees’ packets distributed to the Board
in advance of the Annual Meeting. President Margolis also updated
the Board on the progress of the Boston Public Library Reorganization
plan and on the Evaluation Taskforce which has been established
with representation from both Library unions to evaluate the effectiveness
of the reorganization initiatives.
Ms. Kathleen
Kirleis, Chief Financial Officer, provided an update on the status
of the Boston Public Library’s FY 2005 Operating Budget noting
that the Library’s budget hearing with the Boston City Council
has been scheduled for June 1, 2004. The Library’s recommended
FY 2005 Operating Budget has been set at $24.4 million, reflecting
a 2% increase from FY 2004, which does not include any financial
compensation stemming from future settlements with the union contracts.
On the capital
projects budgetary front, Ms. Kirleis reported that the City is
projecting $13 million budgeted for Library capital improvements
for FY 2005. Meanwhile, the Library anticipates level funding from
the State for FY 2005, including $6.5 million earmarked for the
Library of Last Recourse program. Additionally, the Library is continuing
discussions with the Massachusetts Board of Library Commissioners
and the City to address strategies for meeting the Municipal Appropriation
Requirement for FY 2005.
Ms. Deirdre Brennan,
Chief of Public Services, provided an overview of the public services
activities and programs ongoing throughout the Library system, including
upcoming celebrations at the Roslindale Branch Library marking Adult
Literacy Day and the 140th Anniversary of the Brighton Branch Library.
Additionally, the Library is gearing up for the annual 2004 Summer
Reading program with this year’s theme “Exploring other
Worlds” and continues to collaborate with the Boston Public
Schools with the addition of three new schools joining the Metro
Boston Library Network.
Ms. Ruth Kowal,
Director of Operations, provided an overview of the operations and
facilities activities ongoing throughout the Library, including
seventeen active capital projects currently underway in FY 2004.
In light of this very active capital improvements program, Ms. Kowal
noted that the Library has had to close facilities for short periods
of time due to potential safety concerns and severe inconvenience
for the public and staff.
Ms. Kowal noted
further that the Library has experienced a significant increase
in special events and in the usage of rental spaces during the course
of the year. In order to streamline the process, the Library is
developing a draft Policy on a Room Rental Use Program for the BPL
which will be reviewed by the Trustees’ Finance and Audit
Committee prior to the full Board’s consideration for adoption.
On the technical
services front, Ms. Kowal reported on the successful implementation
of the Horizon System which continues to improve technical services
processes and on the completion of establishing authority control
in the BPL’s bibliographic databases which provides consistency
in the Library records designed to help patrons and staff navigate
the Library’s complex databases.
Mr. Henry F.
Scannell, Curator, Newspaper and Microtext Department, following
the annual tradition to give a presentation on a specific department,
reported on the resources and services of the Newspaper and Microtext
Department.
The Boston Public
Library presently has over 35,000 volumes of newspapers which are
stored in various locations, including the Charlestown Service building
and the New England Deposit Library, with a particular focus on
collecting Boston and Massachusetts newspapers. Additionally, the
Library collects over 200 current domestic newspapers and 75 world
newspaper titles which are heavily used by the public throughout
the year.
Among one of
largest collections in the Library, Mr. Scannell reported that the
Mircotext Department has responsibility for over 5 million out of
a total of 6.5 million microforms in the Library collection, including
the largest collection of Massachusetts newspapers on film and extensive
collections of City directories and genealogical materials.
Mrs. P.A. d’Arbeloff,
Executive Director, the Boston Public Library Foundation, reported
on the upcoming activities of the Foundation, including the Schools/Library
Collaborative program on June 6, 2004, a Young Professionals event
titled “Swing into Spring” on June 10, 2004 highlighting
the photographs of the Library’s Boston Red Sox collection,
the annual “Read Your Way to Fenway Day” at Fenway Park
on August 29, 2004, and the Boston Public Library Foundation Board
Gala on October 1st and the Young Professionals Gala on October
2nd at the Boston Public Library.
Mrs. d’Arbeloff
also reported on six new members who have joined the Board of the
Boston Public Library Foundation, including the Honorable Mayor
Thomas M. Menino, Trustee Jeffrey B. Rudman, Ms. Donna Latson Gittens,
Mr. Jeff Hawkins, Ms. Carolyn Rodeno, and Mr. Michael Ward.
Ms. Vivian K.
Spiro, Chair, Associates of the Boston Public Library, introduced
Ms. Betsy Hall who has assumed the position of Executive Director
for the Associates. Ms. Spiro reported on the successful Annual
Literary Lights program held on April 18, 2004 and announced the
Annual Literary Lights for Children program will be held on October
3, 2004 in which the proceeds are earmarked for the “Writer-in-Residence
program” recently established at the Library.
Trustee Donna
M. DePrisco, Trustees’ Liaison to the Museum of Fine Arts,
Boston reported on the ongoing enterprise activities and current
exhibitions program at the MFA. In other business, Trustee Berthé
M. Gaines suggested the inclusion of the City-wide Friends of the
Boston Public Library in the stakeholder’s representation
on the Trustees’ Long Range Planning Committee.
Chairman William
O. Taylor provided background information on the proposed draft
Norman B. Leventhal Map Collection Gifting and Management Agreement
which was shared with the Board in advance of the meeting. Following
discussion, on a motion duly made and seconded, it was
“VOTED:
that Board Chairman William O. Taylor and Library President Bernard
A. Margolis, be and hereby are, authorized to sign the Norman
B. Leventhal Map Collection Gifting and Management Agreement.”
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 18, 2004
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, 700 Boylston Street, Boston, MA, Trustees’ Room,
Johnson Building at 11:00 a.m.
Present at the
meeting were: Trustees William M. Bulger, James Carroll, Donna M.
DePrisco, Berthé M. Gaines, Jeffrey B. Rudman, Angelo M.
Scaccia, William O. Taylor, Karyn M. Wilson, and former Trustee
Joseph E. Mullaney.
Also present
were: Library President Bernard A. Margolis; Alice Hennessey, Special
Assistant to Mayor Thomas M. Menino; Gregory L. Franks, Assistant
Corporation Counsel, Law Department, City of Boston; Mrs. P.A. d’Arbeloff,
Executive Director, the Boston Public Library Foundation; Vivian
K. Spiro, Chairman, Associates of the Boston Public Library; Henry
Scannell, Curator, Newspaper and Microtext Department, members of
the Library administration, staff, public and Friends’ Groups.
Chairman William
O. Taylor presided.
The first item on the order of business was the approval of Minutes
for the Regular Meeting on March 23, 2004. On a motion duly made
and seconded, the Minutes of the Regular Meeting on March 23, 2004
were approved.
Trustee Karyn
M. Wilson, Chair of the Trustees’ Finance and Audit Committee,
provided background information on the proposed award of four contracts
which were reviewed by the Committee and recommended to the full
Board of Trustees for approval.
Chair Wilson
noted that the first two are regular contracts for window cleaning
and fire alarm and sprinkler system service. An additional contract
is included as part of the flood recovery effort for added storage
for damaged audiovisual tape materials and the fourth contract is
for acquisition of book materials during FY 2005.
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