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Boston Public Library Meetings Board of Trustees |
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June 12, 2002 A Special Meeting of the Trustees of the Public Library of the City of Boston will be held on Wednesday, June 12, 2002 at 9:00 a.m., in the Trustees' Room, Johnson Building, 3rd floor, Boston Public Library, 700 Boylston Street, Boston, MA Respectfully yours, Jamie McGlone 1. Review of Boston Public Library's Trustee's Policy on Use and Rental of Public Rooms and Spaces Mr. William O. Taylor 2. Other Business Mr. William O. Taylor 3. Adjournment Mr. William O. Taylor Minutes
of Special Meeting In Board of Trustees
Present at the meeting were: Trustees William M. Bulger, James Carroll, Donna M. DePrisco, Angelo M. Scaccia, and William O. Taylor; President Bernard A. Margolis, Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chairman, Associates of the Boston Public Library; Marie Pettibone, Executive Director, the Boston Public Library Foundation; members of the Library administration, staff, and Friends' Groups. Chairman William O. Taylor presiding. The Chairman stated that the principal purpose of the Special Trustees' Meeting was an opportunity for the Board to review and discuss the Trustees' Policy on Use and Rental of Public Rooms and Spaces at the Boston Public Library. The Chairman provided background information on the current room use policy and recommended continuing with the present approach the Board has been using to consider requests for space use in the Library on an ad hoc case-by-case basis until the construction is finished for Phase IIC of the McKim Restoration project which is slated for summer 2004. The present room use policy, in providing some guidance to groups making room requests, states that favorable consideration will be given to those corporations and organizations which have demonstrated interest in and support for the Library by providing significant financial support or otherwise contributed services. In addition, favorable consideration will also be given to those corporations and organizations which will commit to providing significant financial support or contributed services in the future. The Chairman further stated that at the completion of the McKim Restoration Phase IIC project the Board would consider the proposed implementation of a newly revised policy which would be more inclusive to outside groups, require a substantial contribution to the Library for space use, while each room use request would continue to be subject to the approval by the Trustees. In addition, the Chairman stated that the income generated from the proposed revised policy, which would be phased-in over a period of time, would be segregated in a restricted account, The Library Preservation Fund, and the earnings would be earmarked for the preservation of the Boston Public Library's collections. The Trustees discussed the desirability of continuing with the current room use policy, and pending completion of Phase IIC of the McKim Restoration project, phasing in the implementation of a newly revised policy which would be more inclusive to outside groups subject to Board approval, require a substantial contribution ($10,000 minimum contribution per event plus associated costs), and segregate the funds in a restricted account targeted for the preservation of the collections. Following further discussion among the Board, and in anticipation of the prospective revised Trustees' Policy on Use and Rental of Public Rooms and Spaces at the Boston Public Library, on a motion duly made and seconded, the members of the Board
Meanwhile, the Board requested that Library President Bernard A. Margolis begin to develop a draft of a prospective revised Trustees' Policy on Use and Rental of Public Rooms and Spaces at the Boston Public Library for the Board's consideration at a future Trustees' Meeting. In the interim, the Board expressed the desirability that any room use requests in the two-year hiatus ($10,000 minimum contribution per event) would continue to be brought forward to the Trustees for final approval and agreed to authorize the Library President to begin to schedule commitments for room use bookings for events taking place after the two-year period ($20,000 minimum contribution per event plus costs). In addition, there was also a consensus among the Board that the Trustees would retain the authority on the final approval of the room use requests and would retain the right to waive or reduce any room use contributions. Following further discussion among the Trustees, on a motion duly made and seconded, it was
In other related business, President Margolis provided background information on two requests for use of Library space. The first request was received from First State Management Group, Inc. which pertains to an event in connection with the annual convention of the National Association of Professional Surplus Lines Offices (NAPSLO) in Boston during October 2002. Following discussion among the Board, on a motion duly made and seconded it was
The second request for room use was received from John Hancock Financial Services, Inc. in connection with John Hancock's Boston Marathon celebration events. The proposal from John Hancock Financial Services seeks an agreement to partner with the Boston Public Library to secure use of the Library for the Boston Marathon celebrations for the next six years with an option to renew the agreement for ten additional years. The consensus of the Board was to support the request on an experimental one- year trial basis subject to renewal following an evaluation of the first year's event. Following discussion among the Board, the Trustees requested Library President Bernard A. Margolis to further discuss the proposal with the representatives from John Hancock Financial Services and agreed to consider the room use request at the next Trustees' Meeting. There being no further business, the Special Meeting of the Trustees adjourned at 9:45 a.m. Respectfully submitted, Jamie McGlone |
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