The Boston Company, one of the Library’s Funds managers, has merged with Standish, Ayer & Wood, Inc., a Boston fixed asset management firm. The Finance Committee recommends approval of the use of the services of the new firm, Standish Mellon Inc. for the management of fixed assets.

"VOTED: to authorize The Boston Company to assign and transfer the Fixed Income Investment Assets of the Trustees of the Public Library of the City of Boston from The Boston Company, division of the Mellon Corporation, to the Standish Mellon, division of the Mellon Corporation, under the terms and conditions of the existing agreement with The Boston Company as of September 30, 2001."

9. Trustees’ Education Committee Report

Update on Urban Libraries Council Conference: Partners for Success: Urban Children, Youth and Families. Boston, May 3 – 5, 2002.

Ms. Pamela Seigle

10. President’s Report

• Presentation on the Integrated Library System

Mr. Philip McNulty, Assistant Regional Program Administrator

• Presentation on the Boston Public Library Employee Handbook

Mr. David Young, Director of Human Resources

"VOTED: to adopt the Boston Public Library Employee Handbook."

• Report on Facility Maintenance
• Progress Report on Strategic Goals
• Report on Branches
• Report on Staff Turnover
• Report on Children’s Librarians Recruitment
• IFLA Report
• Announcement of the 18^th Annual Trustees’ Reception and Recognition Ceremony for Library Staff on October 19, 2001

11. The Boston Public Library Foundation

12. Associates of the Boston Public Library

• Introduction of Mr. Donald Savoie, Executive Director

13. Other Business

Hon. Angelo M. Scaccia

14. Recess of Corporate Meeting

Hon. Angelo M. Scaccia

15. Executive Session (after adjournment of Administrative Agency Meeting)

Hon. Angelo M. Scaccia

1. Approval of Minutes for the Annual and Regular Meetings of May 22, 2001

Hon. Angelo M. Scaccia

2. Award of Contracts

"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 providing an Integrated Library System for the Metro-Boston Library Network with the respondent to the Request for Proposal whose proposal is determined by the Evaluation Committee to be most advantageous for the Metro-Boston Library Network. The value of the contract has been estimated at $1,200,000.00."

The Trustees’ Finance Committee reviewed the scope of the following three contracts and authorized President Bernard A. Margolis, or his designee, to go forward with the proposed award of contracts to the Full Board with the additional details pertaining to the contract specifications.

3. Other Business.

4. Adjournment.

Minutes of Meeting In Board of Trustees
Corporation Wednesday, September 12, 2001

A Regular Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held in the Trustees Room of the Johnson Building at 8:00 a.m.

Present at the meeting were Trustees William M. Bulger, James Carroll, V. Paul Deare, Joseph E. Mullaney, Angelo M. Scaccia, and William O. Taylor. Trustee Donna M. DePrisco was unable to attend the meeting due to business commitments because the original date of the meeting had been changed. Trustee Pamela Seigle was unable to attend because she was providing grief counseling to students following the aftermath of yesterday's terrorist attack on America.

Also present were Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chair, Associates of the Boston Public Library; Marie Pettibone, Executive Director, the Boston Public Library Foundation; members of the Library administration, staff, public and Friends' Groups.

Chairman Angelo M. Scaccia presiding.

The Honorable Angelo M. Scaccia, Chairman of the Trustees' Capital Projects Committee, reported that the Capital Projects Committee met on several occasions since the last full Board meeting including most recently on August 28, 2001.

The Chairman provided an update on the status and schedule of the McKim Restoration Project, Phase IIB (Courtyard/Roof) which is on budget and nearly 100% complete with the exception of a few remaining outstanding punch list items, including the delivery of terra cotta planters for the Courtyard and the restoration of four copper McKim finials. The four finials would be replicated and placed on the McKim roof while one original finial would be restored and placed in the new Orientation Room for public view.

The Chairman provided an update on the status and project scope for the McKim Restoration Project, Phase IIC, which would include the restoration of several public spaces including the original Trustees' Room, the Cheverus Room, the Abbey Room and the Sargent Gallery coupled with the renovation of the McKim Fifth Floor, upgrading of the restrooms, furnishing of the McKim Lobby, and the planned installation of a new elevator for greater accessibility in the Abbey Foyer.

On the financial front for Phase IIC, the Chairman reported that the total funding for the project is in place which is estimated at a total project budget of $20,400,000 and includes the transfer of the $7.5 million from the State-funded match. With regard to a timetable for Phase IIC, it is anticipated to go out to bid in November 2001, to begin construction in February 2002, and to complete construction by late Spring 2003.

In other ongoing capital projects, Chairman Scaccia provided an update on the status of the re-installation of the new carpet in the Johnson Building noting that the project is well underway and expected to be completed in several weeks. Meanwhile, the Johnson Building Absorber project is underway to replace the Johnson Building chillers which have been received and are in storage. To further that end, an engineering firm has been selected for their installation and they are expected to be in full operation by June 2002.

On the Branch Libraries front, the Chairman reported that all branch projects based on capital needs are being identified, prioritized and tracked in a report entitled Boston Public Library/ Capital Projects managed Externally and Internally that provides a progress report on their status, implementation and funding sources, including the effective use of the Library's Critical Repair Fund.

Among the other capital project highlights, the Chairman reported on the tremendous reception received by the new Allston Branch Library, which opened to the public on June 16, 2001, from the public and media including local press coverage as well as being featured in American Libraries, August 2001. In addition, the 50th Anniversary Celebration of the Adams Street Branch, 1951-2001 has been scheduled for Saturday, September 15, 2001 sponsored by Mayor Thomas M. Menino and the Friends of the Adams Street Branch.

Lastly, the Chairman highlighted the progress being made on two siting studies earmarked for the Mattapan and Uphams Corner Branch Libraries noting that the architectural firm of Schwartz, Silver has been selected to proceed with the architectural design work components of the siting studies.

Vice Chairman William O. Taylor inquired about the status of the branch hours being expanded to include evening and weekend hours of service. The President reported that the Library has maximized the hours of service with the existing staff under the union contracts: the branches are closed on Saturdays in the summer and are scheduled to reopen in mid-September; while Sunday hours of service at the Central Library cease during the summer and resume in early October also by contract with the unions.

On a related issue, the President noted that he has been meeting with the Branch Library Friends' Groups over the summer, and among their biggest concern, is the expansion of evening and weekend hours in the branches. The President said that it would be incumbent upon the Library to examine creative ways to bring more resources to the Library in order to enable the further expansion of branch hours.

Mr. William O. Taylor, Chairman of the Trustees' Collections Committee, reported that the Collections Committee last met on August 29, 2001. The principal purpose of the meeting was to hear an update on the progress being made toward the acquisition of property on Hampden Street, Roxbury, MA for the purpose of building a new state-of-the-art consolidated storage facility to be called the Boston Heritage Center.

The Chairman reported that the Boston Redevelopment Authority Board authorized the BRA to acquire the Hampden Street property on July 17, 2001 with the
$2 million in funds generated from the Boston Public Library's exit from the New England Deposit Library (NEDL) in Brighton, MA as stipulated in the signed NEDL Agreements with Harvard University.

Subsequently, the Chairman noted that an Offer to Purchase the property was made by the BRA in an effort to acquire the property by December 31, 2001. Completion of this project would provide appropriate storage conditions for the Boston Public Library's and the City Archives' irreplaceable archival and retrospective collections, as well as providing convenient public access within the City to these vast collections.

Meanwhile, the Chairman said that the Library staff is doing an excellent job paring down the collections, equipment and other items housed at the Charlestown Service building in anticipation of vacating the site. Further, the Library has put together a team to re-locate the Mobile Library Services Department from Charlestown to the Johnson building, including moving the collections associated with the mobile library services unit.

Mr. Taylor noted also that it appears very clear that the Library would not be able to complete the relocation of the collections until the winter of 2002. This will require the installation of a temporary boiler at the Charlestown Service building to enable the Library to continue the ongoing operations during this interim period.

Meanwhile, the Library has been exploring the purchase of high-capacity shelving units which would be installed in the vacant spaces in Norwood to temporarily accommodate the relocation of materials from the Charlestown Service building.

The Chairman provided background information on a proposed policy resolution on "Out of Scope Gifts" which would become part of the Boston Public Library's Collection Development Manual. This policy will help the Library say "no" when offered items that are inappropriate for its collections and will assist the Library in informing donors about how their gifts might be used in the future.

The Chairman noted that the proposed policy had been reviewed by the Trustees' Collections Committee and recommended to the full Board for approval. Mr. Taylor recommended one revision to the policy requesting the deletion of the following criteria: "There is no other appropriate or available institutional home within the City of Boston."

Following discussion, on a motion duly made and seconded, and with the deletion of the aforementioned criteria, it was

"VOTED: to approve the Boston Public Library Policy on "Out of Scope" Gifts."

On the Trustees' Education Committee front, President Margolis reported that the Boston Public Library is one of the founders of the Urban Libraries Council (ULC) which represents the major urban public libraries throughout America and is known for its excellent workshops and conferences. Trustees' Education Chair Pamela Seigle serves on the Board of the Urban Libraries Council and has been instrumental in advocating for a ULC sponsored conference entitled "Partners for Success: Urban Children, Youth and Families" which will be held in Boston, MA, May 3 - 5, 2002.

To further that end, the President noted that Ms. Alice Hennessey helped convene an excellent preliminary planning meeting with key City Officials for this conference, which will be co-sponsored with Mayor Thomas M. Menino, with a focus on children and youth and is expected to be attended by library administrators and Mayors from other U.S. cities.

Ms. Vivian K. Spiro, Chairwoman of the Associates of the Boston Public Library, reported on the activities of the Associates. She had hoped to introduce Mr. Donald Savoie, newly appointed Associates Executive Director, who brings to the position significant experience as an events planner from Los Angeles but he was unable to be present at the meeting.

Ms. Spiro said that Mr. Savoie will be overseeing the management of the Associates events including the following upcoming special programs that had been planned for 2001: Literary Lights for Children which is scheduled for September 30, 2001 and is expected to be attended by over 450 children and parents from the Boston schools system; Music Benefit featuring Bobby Short on October 4, 2001 for which the proceeds will benefit the Music Department earmarked for the restoration of manuscript scores; and the Annual 100th Year National Book Award program on November 6, 2001 following the Associates Annual Meeting.

Ms. Marie Pettibone, Executive Director of the Boston Public Library Foundation, reported on the ongoing fundraising activities of the Foundation in which $2.1 million has been raised in cash and pledges in 2001 coupled with an additional
$2 million that is expected to be raised before the end of FY 2002.

Ms. Pettibone noted that anticipated grants totaling $1.5 would be earmarked to support the preservation of the John Adams Presidential Library and applied to support the restoration of the Sargent Gallery and related public programming activities around the restoration process. Further, additional grant funding resources would be applied to branch library programming activities, including the Homework Assistance program and the Online Tutoring program.

Meanwhile, Ms. Pettibone reported that fundraising efforts are also underway to secure funding to meet the State match earmarked for the McKim Restoration project, including a recent challenge pledge of $250,000 from a BPL Foundation Board member. To further that end, several special Foundation events are planned for the fall including: a panel discussion on the restoration of the Sargent Gallery and Abbey Room murals following the Foundation Board meeting on September 19, 2001; a special event featuring David McCullough on the preservation of the John Adams Presidential Library on October 26, 2001; and the Young Professionals of the BPL Foundation will be hosting the 2nd Annual Festival of Lights Event on November 16, 2001 for which the proceeds would be used to support the Homework Assistance Program.

President Bernard A. Margolis, in his report to the Trustees, first announced for the historical record that Chief Financial Officer Ms. Kathleen Kirleis gave birth to Karsten Otto Kirleis on Tuesday, September 4, 2001.

The President provided background information on the Library's ongoing final evaluation review efforts for selecting a new vendor to acquire an "integrated library system". The Integrated Library System (ILS) would replace the current DRA Classic, Spectrum, and III (Innopaq) systems, BLC union list for BPL serials, the in-house developed acquisitions systems, the materials booking system, and would interact with Peoplesoft software to provide our accounts receivable/payable and fund accounting software.

The President added further that an ILS translates into a system of computer software and hardware which provides, both to the public and staff, a full array of Library management and service functions including: the handling of circulation, "overdues", statistics, catalog, book ordering, book receipts, financial accounting, patron requests, patron ordering and a lengthy list of other functions. The system the Library currently utilizes, DRA Classic, is now almost 15 years old and is not fully integrated.

The President introduced Mr. Phillip McNulty, Assistant Regional Program Administrator, who has championed the effort for selecting a vendor to acquire an ILS system, along with Boston Public Library Systems Officer Mr. Patrick Cafferty and the ILS Staff Committee, for a presentation and review on the progress toward that effort.

Mr. McNulty reported on the current status of the vendor selection process for acquiring a new ILS which would benefit the Metro-Boston Library Network whose membership includes the BPL's 30 locations, 25 Boston Public School Libraries, the Public Libraries of Chelsea and Malden, and the State Transportation Library.

With reference to the selection process and system implementation timetable,
Mr. McNulty said that vendor interviews have been scheduled through October 2001 which would be followed by a final vendor recommendation to the Trustees of the Public Library of the City of Boston for a vote on the award of contract. The target date goal is to have an ILS in place at the BPL by July 2002 as stated in the Boston Public Library Strategic Goals with a staff-training component scheduled for May 2001. Further, as noted in the goals, Mr. McNulty said that the ILS upgrade would incorporate, among other features, acquisitions, serials, cataloging, circulation control and the Online Public Access Catalog.

With respect to funding sources, Mr. McNulty said the ILS system upgrade would be funded by a Library Services and Technology Act Grant totaling $750,000 which was voted on by the Massachusetts Board of Library Commissioners in July 2001 and must be expended by September 30, 2002 coupled with a request for Library capital operating funds and funds from the MBLN operating budget.

The next item on the order of business was the approval of Minutes for the Annual and Regular Meetings of May 22, 2001. On a motion duly made and seconded, the Minutes for the Annual and Regular Meetings of May 22, 2001 were approved.

The President provided background information on a telephone poll conducted by the Clerk to the Trustees on June 22, 2001 pertaining to the transfer of funds to the City of Boston earmarked for the McKim Restoration project. On a motion duly made and seconded, it was

"VOTED: to authorize President Bernard A. Margolis, or his designee, to transfer all such funds as are required, not to exceed $2,500,000, that are earmarked for the McKim Restoration Project to the City of Boston to permit the Library to match the $15 million state grant for this project authorized under Chapter 55 of the Acts of 1999."

The President provided background information on a telephone poll conducted by the Clerk to the Trustees on July 9, 2001 relating to two requests for use of Library space. On a motion duly made and seconded, it was

"VOTED: to approve the request for use of Library space by the Republican National Committee for its Summer Meeting on July 20, 2001 as proposed by Ms. Mary-Shea Sutherland, Director, Member Relations, Republican National Committee."

"VOTED to approve the request for use of Library space by the Young Presidents' Organization on April 28, 2002 as proposed by Mr. Gary L. Saunders, Chairman, Saunders Hotel Group."

President Margolis addressed a carryover item from the last Trustees' Meeting on May 22, 2001 pertaining to the proposed use of the Boston Public Library Staff Centennial Fund to support the McKim Restoration work, with an appropriate plaque recognition, and to support the Boston Public Library's staff development programs, on an ongoing basis, as recommended by the staff organizations which created the Fund in 1966.

The Staff Fund was designed to be an effort to acknowledge Library members who lost their lives in World War II but the funds have never been expended. Following discussion among the Board, on a motion duly made and seconded, the following resolution was approved for adoption:

• THE BOSTON PUBLIC LIBRARY STAFF CENTENNIAL FUND

  Background: The Boston Public Library Staff Centennial Fund was created in 1966. The original funds of $13,956.87 came to the Library from the Staff of the Boston Public Library in celebration of the Centennial of the Boston Public Library. The money was to be held as a fund and to be expended for an appropriate gift for the new addition to the Central Library Building of the Boston Public Library. Income was to be added to principal and no funds were to be expended until ordered by the Board. The value of this fund as of June 30, 2001 was $256,574.

  "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 expend $50,000 of the income of the Boston Public Library Staff Centennial Fund to be used for the McKim Restoration project, with appropriate recognition of "library staff members who gave their lives in America's wars to secure and preserve our liberty and freedom."

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 and directed to allow the income of the Boston Public Library Staff Centennial Fund to be used to support the Boston Public Library's staff development programs. In no year shall more than seven percent (7%) of the Endowment Fund be used. Any funds not spent in a given year may be carried over for expenditure in the future. These restrictions may be modified or eliminated by the Trustees of the Public Library of the City of Boston despite further contributions to this fund or reliance by any outside party on this vote."

The President reviewed background information on a proposed new Lecture to be called the Druker Lecture celebrating Design and Architecture. The President noted that he has had lengthy discussions with Mr. Ron Druker whose family has had a long history of support for the Boston Public Library, including the Druker Family gift of the Orient Heights Branch Library building.

On the occasion of the 100th Anniversary of the Druker Company, the President said that Mr. Druker is proposing the creation of an endowed Annual Lectureship on Design and Architecture which would be a great addition to the existing endowed lectureships and regular lectureships at the Boston Public Library. Following discussion, on a motion duly made and seconded, it was

"VOTED: to accept the gift of $150,000 to create an endowment to support an Annual Lecture to be called the Druker Lecture celebrating Design and Architecture".

Mr. William O. Taylor, Chairman of the Trustees' Finance Committee, provided background information on the proposed routine additions to the existing Trust Funds established in the General Investment Account which had been reviewed and recommended to the Full Board by the members of the Finance Committee. On a motion duly made and seconded, it was

"VOTED: that the sum of $564,724.92 representing miscellaneous gifts and royalties contributed to funds established in the General Investment Account be added to the respective funds in the General Investment Account as required by their authorizing votes on the basis of $7.17 per unit which is hereby determined to be the market value per unit as of June 30, 2001."

Mr. Taylor reviewed background information on the proposed transfer of the Fixed Income Investment Assets of the Trustees' investment portfolio as a result of The Boston Company, which has long been one of the Trustees' Fund managers, merger with Standish, Ayer & Wood, Inc., a Boston-based fixed asset management firm. A new firm has been created called Standish Mellon with a specialty in the management of fixed assets (bonds, mortgages, etc.)

Chairman Taylor noted further that the Finance Committee, after a presentation and discussion with The Boston Company, has endorsed the assignment and transfer of its Fixed Income Assets currently under The Boston Company management to the management of the new Standish Mellon firm. On a motion duly made and seconded, and on the recommendation of the Finance Committee, it was

"VOTED: to authorize The Boston Company to assign and transfer the Fixed Income Investment Assets of the Trustees of the Public Library of the City of Boston from The Boston Company, division of the Mellon Corporation, to the Standish Mellon, division of the Mellon Corporation, under the terms and conditions of the existing agreement with The Boston Company as of September 30, 2001."

President Margolis introduced Mr. David Young, Director of Human Resources, complimenting him on a spectacular job that required an enormous amount of work in bringing forward a new Boston Public Library Employee Handbook for the Board's adoption.

Noting that the last employee handbook had been promulgated in 1964, Mr. Young said that the new update is based on the City of Boston's employee handbook, incorporates the City's policies, procedures and practices, and covers the 1999 - 2002 Professional Staff Association and AFSCME collective bargaining agreements.

In addition, Mr. Young noted that the new handbook had been shared for input with the Mayor's Office, the City's Human Resources and Labor Relations Departments, Library management and the Library unions. The handbook is viewed as a living document that will undergo reiterations over time as policies change.

The new employee handbook also includes an appendix which incorporates policies specific to the Boston Public Library and it is planned to load it onto the Library's server to make it available electronically to all employees which would also allow revisions and updates to be made electronically. In addition, the new resource would also provide the foundation for re-instituting an orientation program for new employees.

Mr. Taylor said that there had been some past concerns with severance issues for long-term employees exceeding the allotment of annual leave carry over. The President noted that the Board recently adopted an Annual Leave Carry Over Policy which is included in the appendix of the new employee handbook. The Board complimented Mr. Young on an outstanding job in bringing the new employee handbook to fruition, and following further discussion, on a motion duly made and seconded, it was

"VOTED: to adopt the Boston Public Library Employee Handbook."

The President called upon Ms. Ruth Kowal, Director of Operations, for a presentation on facility maintenance. Ms. Kowal reported that she recently completed undertaking a consumer check-in at all of the branch libraries, with a focus on facilities and human resources support services, and noted that she was very pleased with the positive feedback received from the Branch Librarians about the level of care and responsiveness from the Facilities Department.

Of particular note, Ms. Kowal said that the effective use of the Critical Repair Funds has made a tremendous difference in the Library's responsiveness to the important physical needs in the branches. Further, in response to the Branch Libraries request for better information about the status of work orders, the Library has procured an automated software work order management system, which is slated to be operational by January 2002, and which will allow staff to prioritize and track the status of work orders that are in the workflow queue.

In other facility activities, Ms. Kowal reported that the Library is working in collaboration with the City of Boston's Sign Shop to create new exterior signs for all Branch Libraries, including a bilingual sign for the Connolly Branch Library in Jamaica Plain. In addition, the re-lamping of the branches is nearly complete which is a program offered pro bono by NSTAR Electric that has allowed the Library to upgrade its fixtures resulting in the improved quality of the lighting in the branches. Further, NSTAR Electric is also planning on conducting an assessment and performance review of all HVAC systems in the branches that will help the Library inform the capital budget process.

Ms. Kowal also reported that the Library has submitted a letter to the Boston Transportation Department requesting that a Handicap Parking space be designated at each Branch library. In addition, Ms. Kowal said that an aggressive interior painting program has been established in the branches coupled with new efforts to improve the Library's grounds care throughout the branch libraries.

Lastly, Ms. Kowal noted that the Department of Neighborhood Development was authorized by the Office of Budget Management to establish the Connolly Branch roof and ADA project as a separate capital project which has been designated as the first replacement project in the priority list of capital projects for FY2002. To further that end, the RFP for a design architect closed the last week of August 2001 and the selection process will commence shortly.

The President provided a progress report on the Strategic Goals for the Boston Public Library noting that of the 52 strategic goals, 23 are complete and 16 are in various stages working to completion. The President said that of those 16 goals, 10 are expected to be completed by the end of 2001, and of the 13 remaining goals, which are not due for completion until after December 2001, one has already been completed and the remaining goals are on schedule for completion. The President added that while the expectation was not to complete the strategic plan until 2006, the Library is ahead of schedule and will begin the process by early winter 2002 on revising the strategic plan with new strategic goals and initiatives.

Ms. Katherine Dibble, Director of Public Services, updated the Board on the ongoing branch library activities. Ms. Dibble reported on the impressive reading programs that were held this summer throughout the branches, including the annual Summer Reading program coupled with the Read Your Way to Fenway program in which 2000 children were treated to a Boston Red Sox game thanks to the Boston Public Library Foundation.

In addition, Ms. Dibble expressed appreciation again to the Boston Public Library Foundation who funded the Storymobile which visited 40 locations throughout the City including many branch libraries. She also noted that the Boston Public Library also sponsored a very successful Reading Incentive program tailored to middle and high school students which culminated in the students designing a project on the books they read.

Ms. Dibble reported that the Boston Public Library participated in the City of Boston's Countdown to Kindergarten program in which each branch library had gift bags for children entering Kindergarten and also participated in the City of Boston's Textbook project that provides a copy of every text used in the Boston Public Schools for Grades 6 - 12 at each branch library.

Ms. Kowal reported that as a follow-up to the discussion at the last Trustees' Meeting regarding the staff turnover rate, she had prepared a comparison of activity for the period January - June for the years 1991, 1996, and 2001 which was distributed to the Board. The staff turnover chart provides information on the number of new hires, promotions, resignations, retirements, and transfers by group.

Ms. Kowal said that in a review of the numbers, she found the significant increase in the number of promotions of staff during the first half of this calendar year to be reflective of the Library's commitment to recognizing internal staff talents coupled with the high number of retirements in 1991 as the result of an early retirement incentive offered at the end of Fiscal Year 1991.

Trustee Joseph E. Mullaney commented that the report is very informative noting that the significant number of promotions in 2001 is very positive for the institution, and in a further review of the staff turnover rate, the new hires and resignation numbers are also very positive for the Library. Mr. Mullaney noted that the concern with the turnover rate was raised by some Trustees in the context that possibly morale was down but that is not reflective in a comparison of the numbers of new hires and in resignations.

President Margolis reported that the City of Boston hosted the International Federation of Library Associations & Institutions Conference in August 2001, which was the largest professional international gathering of librarians in American history totaling 5,330 librarians from 150 countries, including a delegation from the Cuban National Library. The Boston Public Library sponsored the grand opening reception that was attended by over 4000 conference participants, which allowed the BPL to shine very well, and afforded the Library staff to meet their colleagues from around the world.

President Margolis announced that planning efforts are underway for the 18th Annual Trustees' Reception and Recognition Ceremony for Library Staff which is scheduled for Friday evening, October 19, 2001 and in which three Staff members will be honored for completing 25 years of service at the Boston Public Library.

There being no further business, the Board voted to go into a recess of the Corporate Meeting at 10:10 a.m.

Minutes of Meeting In Board of Trustees
Administrative Agency Wednesday, September 12, 2001

A Regular Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held in the Trustees Room of the Johnson Building at 10:10 a.m.

Present at the meeting were Trustees William M. Bulger, James Carroll, V. Paul Deare, Joseph E. Mullaney, Angelo M. Scaccia, and William O. Taylor.

Also present were Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chair, Associates of the Boston Public Library; Marie Pettibone, Executive Director, the Boston Public Library Foundation; members of the Library administration, staff, public and Friends' Groups.

Chairman Angelo M. Scaccia presiding.

The first item on the order of business was the approval of Minutes for the Annual and Regular Meetings of May 22, 2001. On a motion duly made and seconded, the Minutes for the Annual and Regular Meetings of May 22, 2001 were approved.

Mr. William O. Taylor, Chairman of the Trustees' Finance Committee, provided background information on the proposed award of contract for an Integrated Library System which the Finance Committee had reviewed and recommended to the Full Board for approval. On a motion duly made and seconded, it was

• Contract for Integrated Library System for MBLN

  "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 providing an Integrated Library System for the Metro-Boston Library Network with the respondent to the Request for Proposal whose proposal is determined by the Evaluation Committee to be most advantageous for the Metro-Boston Library Network. The value of the contract has been estimated at $1,200,000"

Mr. Taylor reported that the Finance Committee had reviewed the scope of three additional proposed awards of contracts and authorized President Bernard A. Margolis, or his designee, to go forward with the proposed award of contracts to the Full Board with the additional details pertaining to the contract specifications distributed in advance of the meeting. On a motion duly made and seconded, it was

• Flood related Contract for Waterproofing and related work for the Johnson Building

  "VOTED: that, there be entered into with NER Construction Management, 867 Woburn Street, Wilmington, MA 01887, the lowest responsive and responsible bidder in the public bidding, advertised under G.L. c. 149, a contract for Waterproofing and related work for the Boston Public Library during the period October 15, 2001, through June 30, 2002, at a total cost not to exceed thirty thousand seven hundred fifty dollars and no cents ($30,750)."

• Contract for Telephone Service Maintenance for the Boston Public Library

  "VOTED: that, there be entered into with Shared Technologies Fairchild Telecom, Inc., 755 Dedham Street, Dedham, MA 02021, the sole responsive and responsible bidder in the public bidding, advertised under G.L. c. 30B, a contract for Complete Telephone Service Maintenance during the period October 1, 2001, through June 30, 2002, at a total cost not to exceed thirty thousand seven hundred seventy six dollars and no cents ($30,776)."

• Contract for Network Communication Devices Maintenance for the Boston Public Library

  "VOTED: that, there be entered into with Aegis Associates, 98 Galen Street, Watertown, MA 02472, the lowest responsive and responsible bidder in the public bidding, advertised under G.L. c. 30B, a contract for Complete Network Communications Devices Maintenance during the period October 1, 2001, through June 30, 2002, at a total cost not to exceed two hundred twenty thousand dollars and no cents ($220,000)."

There being no other business, the Board voted to go back into the recess of the Corporate Meeting and go into a Meeting of the Executive Session. The Meeting of the Administrative Agency adjourned at 10:25 a.m.