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Boston Public Library Meetings Board of Trustees |
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September 17, 2002 A Regular Meeting of the Trustees of the Public Library of the City of Boston will be held on Tuesday, September 17, 2002 at 8:00 a.m., in the Trustees' Room, Johnson Building, 3rd floor, Boston Public Library, 700 Boylston Street, Boston, MA Respectfully yours, Jamie McGlone
Order
of Business for a Regular Meeting as a Corporation on 1. Executive Session 2. Approval of Minutes
for the Annual and Regular Meetings of May 21, 2002 and the Special
Trustees' Meeting on June 12, 2002 3. Resolution on Request for Room Use (Carryover)
Mr. Bernard A. Margolis 4. Trustees' Finance Committee Report The Trustees' Finance Committee has reviewed and recommends to the Full Board of Trustees approval of the following addition to the existing Trust Fund in the General Investment Account:
Mr. William O. Taylor 5A. Authorization to Enter into License Agreement with Trinity Place Condominium Trust The Trustees' Finance Committee has reviewed and recommends to the Full Board of Trustees approval to authorize the Library President to enter into a License Agreement with Trinity Place Condominium Trust
Mr. Bernard A. Margolis 5B. Establishment
of the Building Repair and Maintenance Fund and placement of respective
funds
5C.
Mr. Bernard A. Margolis
Mr. Bernard A. Margolis 7. Trustees' Capital
Projects Committee Report 8. Trustees' Collections
Committee Report 9. President's Report
Mr. Bernard A. Margolis 10. The Boston Public
Library Foundation 11. Associates of
the Boston Public Library 12. Other Business
13. Adjournment
1. Approval of
Minutes for the Annual and Regular Meetings of May 21, 2002 2. Award of Contracts: The Trustees' Finance Committee has reviewed and recommends to the Full Board of Trustees approval of the following award of contracts:
Mr. Bernard A. Margolis 3. Update on Map
Room Café and Tea Room 4. Other Business 5. Adjournment
Minutes
of Meeting In Board of Trustees A Regular Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held 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, Donna M. DePrisco, Berthé M. Gaines, Angelo M. Scaccia, Pamela Seigle, and William O. Taylor. Also present at the meeting were: Library President Bernard A. Margolis; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chairman, and Donald Savoie, Executive Director, Associates of the Boston Public Library; Vera Osoianu, Visiting Scholar from Moldova; and members of the Library administration and staff. Chairman William O. Taylor presiding. The first item on the order of business was a meeting of the Board in Executive Session. On a motion duly made and seconded, the Trustees voted to go into a meeting of the Board in Executive Session at 8:05 a.m. and returned to the meeting of the Corporation at 8:40 a.m. The next item on the order of business was the approval of Minutes for the Annual and Regular Meetings of May 21, 2002 and the Special Trustees' Meeting on June 12, 2002. On a motion duly made and seconded, the Annual and Regular Meetings of May 21, 2002 and the Special Trustees' Meeting on June 12, 2002 were approved. President Bernard A. Margolis provided background information on a proposed resolution pertaining to a request for room use from John Hancock Financial Services, Inc., in connection with John Hancock's Boston Marathon celebration, which occurs on a day when the Library is normally closed to the public. Following discussion among the Board, on a motion duly made and seconded, it was
Mr. William O. Taylor, Chairman of the Trustees' Finance Committee, provided background information on the proposed placement of an additional $5,000 in the Sound Archives Fund which has been established in the General Investment Account. This fund was established as a result of the Library flood, and gifts for flood relief which have come directly to the Library and through the Boston Public Library Foundation, have been deposited to this fund under an agreement with the City. On a separate but related issue, the President noted that the City practice has changed to now record investments in the General Investment Fund at their dollar value rather than using the previous unit measurement approach. In the future, the Library will be reporting all funds' status in dollars. Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees' Finance Committee, it was
The President provided background information on a proposed resolution to enter into a Property and License Agreement with Trinity Place Condominium Trust coupled with the establishment of the Building Repair and Maintenance Fund resulting from the agreement, which were reviewed and approved for recommendation to the full Board by the Trustees' Finance Committee. Under this agreement, the Boston Public Library would provide Trinity Place temporary access to the Library's chilled water services. In addition, the establishment of the restricted building repair and maintenance fund would allow the Library to deposit income received from Trinity Place that will permit the Library to address ongoing maintenance issues at Copley Square. Meanwhile, the President noted that discussions with Trinity Place continue regarding the possibilities of a longer term agreement pertaining to the provision of chilled water services in which the income received from them would be earmarked for future building maintenance needs. Trustee Gaines inquired whether there were any concerns the Board should be aware of regarding entering into a License Agreement with Trinity Place. The President said that he is not aware of any concerns with entering into a temporary agreement with Trinity Place but the Library would require significantly greater contribution and support regarding entering into a long term agreement. Following further discussion among the Board, on a motion duly made and seconded, and on the recommendation by the Trustees' Finance Committee, it was
President Margolis reviewed background information pertaining to the proposed authorization to transfer funds for the McKim Restoration project, which the Trustees' Finance Committee had reviewed and recommended to the full Board for approval. The President noted that consistent with past practice, and as required by the City's Office of Budget Management, the resolution authorizes the transfer of funds for placement in an account with the City of Boston for the McKim Restoration project work now underway. Trustee Gaines queried if the matching funds had been raised by the Library to receive the $15 million State-funded match earmarked for the McKim project. The President reported that total funding for McKim Phase IIC has been raised, estimated at a total project budget of $20.4 million, including the City's advance of $1.2 million that has been fully reimbursed to the City to permit the Library to match the $15 million state grant. Following further discussion among the Board, on a motion duly made and seconded, and on the recommendation of the Trustees' Finance Committee, it was
The Honorable Angelo M. Scaccia, Chairman of the Trustees' Capital Projects Committee, reviewed the highlights of the various capital projects ongoing throughout the Boston Public Library. The Chairman provided an update on the status of the McKim Restoration project, Phase IIB (Courtyard/Roof) which is nearly 100% complete with the exceptions of two remaining outstanding punch list items pertaining to the restoration and installation of flag pole brackets on the McKim façade and final resolution on financing. Chairman Scaccia reported that four replicated McKim Roof Finials were installed on the four corners of the McKim roof on August 24, 2002 which generated excellent media and press coverage resulting in great publicity for the Boston Public Library. The Chairman reported that President Margolis led a tour of the McKim Restoration project, Phase IIC construction site for the Committee members at the last Capital Projects meeting on September 4, 2002. This next phase of the project has commenced and will include the renovation of several significant public spaces, including the original Trustees' Room, the Cheverus Room, the Abbey Room and the Sargent Gallery. The project is slated for completion by May 2004. The Chairman noted that the architectural services for McKim Phase IIC are being provided by Shepley, Bulfinch, Richardson & Abbott, Inc. The contractor for the project is Lee Kennedy Company, and the Straus Center for Conservation at the Harvard University Art Museums is overseeing the restoration of the priceless murals by John Singer Sargent and Edwin Austin Abbey. Chairman Scaccia also reported that the Library has retained an architect designer for the McKim Map Room Café and Tea Room project and a draft Request for Proposals (RFP) for the Café operator is expected to be submitted by late-September 2002, including soliciting local caterers to participate in the bidding process, in preparation for the Café to be fully operational by early spring 2003. On the Branch Libraries capital projects front, the Chairman reported that significant progress has been made on the two siting studies underway for the Mattapan and Uphams Corner Branch Libraries by the architectural firm of Schwartz, Silver. While program work has been completed for both branch studies, the site selection process to identify potential sites for new branch libraries is on hold pending budgetary constraints. Trustee Gaines noted that a new school is being planned for the Mattapan community and the possibility has been raised of building a branch library at the school site. The Chairman reported on the successful implementation of the ongoing Critical Repair Fund projects for FY 2003 reflecting a total annual budget of $250,000 and earmarked for smaller capital projects not exceeding $25,000, including roof repairs, boiler replacements, environmental testing, and bathroom repairs at several branch libraries. In addition, the McKim Flood Recovery work and McKim Basement repair projects are progressing and presently are in the design development phases. The basement spaces housing the former Government Documents and Science Reference Departments will be developed into a public Internet Center and Meeting Rooms. Mr. William O. Taylor, Chairman of the Trustees' Collections Committee, reported on the activities of the last meeting held on September 10, 2002 noting that the Committee members continue to explore alternative sites under consideration for the acquisition of property earmarked for the construction of a new state-of-the-art Boston Heritage Center. The Chairman noted that completion of this project would provide for the appropriate storage conditions for the Boston Public Library and City Archives' archival and retrospective collections as well as providing convenient public access within the City to these vast collections. The Committee members are also exploring the possibilities of re-habbing the Charlestown facility as a potential future project site, exchanging the Charlestown Service building site for another piece of property, and collaborating with another non-profit institution on a combined storage effort. Trustee Deare asked where the gift of shelving units from the Boston Athenaeum would be installed and would the Library need to undertake any capital renovations in order to accommodate the new units. Mr. Taylor reported that the gift of ten-foot high shelving units which the Boston Athenaeum has donated to the Boston Public Library is presently being installed in the Library's remote storage facility in Norwood, MA and would not require any capital improvements for their installation. These stacks will replace the current seven-foot high shelving units and increase the shelving capacity by nearly thirty percent in order to accommodate for the short-term relocation of nearly one-half of the Charlestown Service building holdings and its contents, including the relocation of the historic Jordan Collection of Children's Literature presently housed in Charlestown. Meanwhile, the Chairman noted that an additional 40,000 square feet of space would be needed to temporarily accommodate the remaining one-half of the Charlestown holdings coupled with an additional 60,000 square feet of space to house the New England Deposit Library collections located in Allston. To further those ends, the Committee members have scheduled a site visit immediately following the Board meeting to a potential project site which might suffice to accommodate the collections in Charlestown and NEDL. On a parallel course, and in anticipation of the move from the Charlestown Service building, the Chairman reported that the Library has undertaken significant work at the storage facility by paring down the collections and relocating the staff and related collections of the Mobile Library Services unit to the Central Library. On the collaborative front, Chairman Taylor reported that the City Archives is now prepared to assume physical custody of and management responsibility for City of Boston tax records, 1896-1944 currently stored at the Charlestown Service building coupled with preparing for the systematic removal of approximately 11,000 volumes of Assessing Department records from the Charlestown building in which access would be provided for at a secured and environmentally controlled storage facility. President Bernard A. Margolis, in his report to the Trustees, welcomed and introduced Ms. Vera Osoianu, a visiting research Fellow and Scholar from the National Library of Moldova, who was awarded a four-month fellowship to travel to the United States to conduct independent research. Sponsored by the US Department of State under the Freedom Support Act, Ms. Osoianu has chosen the Boston Public Library to research customer orientated reference services in an American public library. On the technology front, the President reported that the Boston Public Library's newest technological initiative toward implementing an Integrated Library System was successfully installed over the summer 2002 by an excellent Library staff team. The new Integrated Library System will upgrade and incorporate the whole range of Library services, including acquisitions, serials, cataloging, circulation control, the Online Public Access Catalog, and various personnel and financial systems. In addition, the Library's new Pay for Print program has also been successfully launched system-wide, which is designed to provide patrons with state-of-the-art technology in the area of computer printing on a cost recovery basis as well as control the increasing costs of printing supplies and paper and the maintenance and replacement of equipment. Further, a new automated sign-up system has been successfully implemented throughout the Library designed for public computer use to access the internet and e-mail. The President reported on the extremely heavy use of the Library's computers and materials during the summer months, particularly in the branches, noting that 8.2 million hits to the BPL's Website were recorded in August 2002, coupled with a 10% increase in the circulation of books. On the facilities front, the President noted that the Library recently instituted a host of security improvements throughout the Library, including the removal of the turnstiles in the Johnson Lobby and the installation of a book security system at the Central Library and in the branches. Trustee Deare inquired whether personnel security costs would be reduced in light of the recent security changes. The President replied that these security improvements would reduce the Library's security expenditures along with additional initiatives under consideration for cost saving measures. On the publicity front, the President reported that the Boston Public Library was honored by the Boston Society of Architects/AIA with the 2001Harleston Parker Medal Award for the design excellence of the McKim Building restoration and renovation. In addition, the new Allston Branch Library will be honored with an award by the New England Association of the American Institute of Architects and the Hyde Park Branch has been nominated for the 2002Harleston Parker Medal Award. On the human resources front, the President reported that Ms. Catherine Clancy, Young Adults Literature Specialist, has been elected to the American Library Association's Governing Council. Ms. Clancy joins the Library President on the national Council and it appears that the BPL is the only Library in the United States with two members on the Board. The President was very pleased to announce, that after a thorough search, Ms. Carolyn Coulter has been selected to the position of Systems Officer for the BPL. Ms. Coulter has been with the Library since 1998 and brings with her a wealth of information technology and library experience. Most recently, Ms. Coulter had been serving as the Acting Systems Officer since the departure earlier this summer of former Systems Officer Mr. Patrick Cafferty. On the development front, the President reported on the progress and development of a Map Center at the BPL which is being established through the generosity of a $350,000 challenge grant received from Mr. Norman Levanthal. A national search for a Map Curator, which has remained vacant for 32 years, is underway to give leadership to the establishment of a new Map Center. In addition, the Library is continuing discussions with two outside vendors regarding the development of a Gift Shop at the Central Library. On the programming front, the President noted that a Calendar of Library Events was distributed to the Trustees in advance of the Board meeting, noting in particular, that the City-Wide Friends of the Boston Public Library will be hosting its annual Branch Friends' Conference at the Allston Branch Library on Saturday, September 21, 2002. In addition, a portrait unveiling of Thomas R. Drey, Jr., library benefactor, will be held at the Kirstein Business Branch on Monday, September 30, 2002. Further, a two-day conference has been planned for October 4th and 5th, 2002 at the BPL marking the 75th Anniversary of the Arrest and Execution of Sacco and Vanzetti at which it is believed for the first time that the complete FBI files on the case would be made public. Ms. Kathleen Kirleis, Chief Financial Officer, reported on the status of the FY 2003 Library budget noting that the Library is working collaboratively with the Office of Budget Management and the Massachusetts Board of Library Commissioners to develop a plan to address the FY 2003 budget reductions which include City reductions of $693,000 and State budget cuts of $1.3 million. The CFO reported that the Library is in the process of reviewing cost saving and budget reduction measures and has instituted a variety of measures to ensure the Library completes the fiscal year with a balanced budget. To further that end, the following cost saving strategies have been recently implemented to address the budget reductions: instituted a hiring freeze; eliminated subsidizing the staff cafeteria; ended all beverages and food at meetings and programs; reduced travel funds severely; utilizing technology for reserve notices and overdue notices; and transitioning as many forms as possible to electronic versions to eliminate paper forms where possible. Mr. David Young, Director of Human Resources, reported on the projected impact on the Library in light of the pending City of Boston's Early Retirement Incentive Program which would permit an estimated fifty-three staff members to retire from the Boston Public Library effective October 31, 2002 representing nearly ten percent of the total full time staff. Mr. Young provided an overview and profile of the anticipated fifty-three participants in early retirement incentive program and the resultant impact on the Library system noting that thirty-five non-public service and eighteen public service employees have opted into the program. Mr. Young noted one caveat with the program in which a 350 employee cap has been set by the City on the total number of employees across the City work force that would be able to participate in the final program. Presently, the cap has been exceeded by 150 City employees but it has not yet been determined if the cap will be lifted, raised or imposed. Trustee Deare inquired what are the determining factors in terms of the cap policy and what planning effort are being considered to fill the anticipated vacancies, including the expected departure of seven department heads and three branch librarians. Mr. Young replied that if the cap is exceeded then years of service would be the determining factor for eligibility in the program. Meanwhile, the President reported that Library is undertaking the task of developing strategies and measures to address the anticipated significant staff shortages and its resultant impact on the Library's resources and services. The Library has also begun negotiations with the City to determine the number of vacated positions the Library would be permitted to fill, and on a parallel track, it is using this opportunity to re-craft the deployment of services system-wide in light of budget constraints. Ms. Ruth Kowal, Director of Operations, provided background information on the proposed adoption of the Boston Public Library Action Plan, FY 2004 which the Boston Public Library is required to submit to the Massachusetts Board of Library Commissioners (MBLC) in order to meet eligibility requirements to receive State and Federal grant funding administered through the MBLC. The Boston Public Library Action Plan, FY 2004, which has been developed to provide Library staff with focus and direction during the fiscal year beginning July 1, 2003, is built on the existing initiatives in the Boston Public Library Long Range Plan 2000-2003 as well as new activities focused primarily on enhancing the library user experience and increasing the percentage of the collection circulation. Trustee Seigle asked how this Action Plan differs from the existing Long Range Plan and how it would build on the earlier work undertaken to improve Library customer service. Ms. Kowal said that the Action Plan for FY 2004 is a complement to the initial work done in the Long Range Plan to further develop the strategic goal of enhancing customer service. The Action Plan would also include conducting a scientific customer survey on Library services with both Library users and non-users for their input on service needs and development. Trustee Seigle inquired whether the customer service survey would solicit input on addressing the needs of students who use the Library after school. The President said that the Library plans on conducting customer surveys on library services on a fairly regularized basis, including soliciting youth on their particular needs and integrating them into the service provided by the Library. The President noted further that the Library is also moving forward with a collaborative program titled CyberCITY which is being designed to develop young adults information and communication technology skills and to provide complimentary programming that aligns with youth interests. Following further discussion among the Board, on a motion duly made and seconded, it was
The President provided an overview of three initiatives underway focused on harnessing and using technology. The first among these is eBPL which involves a partnership between the BPL and several corporate sponsors to examine how the Library can better use technology to further its strategic goals. The second initiative relates to the Boston Public Library Foundation Technology Task Force which is reviewing targeted areas where the Library can benefit from technology resources available in the community. The third activity pertains to the Timothy Smith Centers Initiative which involves creating additional "virtual branch libraries" in some existing community facilities in the neighborhoods. Through the Library's federal e-rate program, each of these sites will be afforded access to heavily discounted Internet services while users will be able to access and utilize the full range of Library resources online. Ms. Katherine Dibble, Director of Public Services, reported on a number of transitional public services reorganization activities underway, as a result of the expected early retirements and current financial challenges, in order to guarantee continuity in the quality of Library services. Ms. Dibble noted that, among one of the areas under consideration, is the establishment of a general reference department at the Central Library, through the consolidation of three current reference departments, to enhance the delivery of reference services. Trustee Deare asked whether the Library would be integrating recent advances in technology resources in the transitional public services reorganization plan. Ms. Dibble replied that the plan would definitely incorporate the latest technological advances in the delivery of reference services, including the 24/7 electronic online reference service presently offered at the BPL coupled with responding to reference queries using electronic databases via e-mail and the Internet. Ms. Vivian K. Spiro, Chairman of the Associates of the Boston Public Library, reported on the upcoming events and activities sponsored by the Associates. The annual "Literary Lights for Children" has been scheduled for October 6, 2002 and is designed to acquaint children in grades four through seven with writers as "real people," and to demonstrate that writing can be a viable profession. In addition, the annual "National Book Award of 1902" will take place on November 6, 2002 and will be moderated by Christopher Lydon. Meanwhile, the Associates' signature program, "Literary Lights" now in its fifteenth year, has been scheduled for April 6, 2003 and pays tribute to twelve outstanding New England writers in which the proceeds benefit the David McCullough Conservation Fund. Trustee Seigle expressed appreciation to Ms. Spiro and to the members of the Associates for the wonderful work the Friends' Group does for the benefit of the Library and how grateful she is for the concern the Associates have for the Library staff during this time of fiscal uncertainty. There being no further business, the meeting of the Corporation adjourned at 9:45 a.m. Respectfully submitted, Jamie McGlone Minutes
of Meeting In Board of Trustees
Present at the meeting were: Trustees William M. Bulger, James Carroll, V. Paul Deare, Donna M. DePrisco, Berthé M. Gaines, Angelo M. Scaccia, Pamela Seigle, and William O. Taylor. Also present at the meeting were: Library President Bernard A. Margolis; Mark Sweeney, First Assistant, Corporation Counsel, City of Boston; Vivian K. Spiro, Chairman, and Donald Savoie, Executive Director, Associates of the Boston Public Library; Vera Osoianu, Visiting Scholar from Moldova; and members of the Library administration and staff. Chairman William O. Taylor presiding. The first item on the order of business was the approval of Minutes for the Annual and Regular Meetings of May 21, 2002. On a motion duly made and seconded, the Annual and Regular Meetings of May 21, 2002 and the Special Trustees' Meeting on June 12, 2002 were approved. Mr. William O. Taylor, Chairman of the Trustees' Finance Committee, provided background information on two proposed awards of contracts which the Finance Committee had reviewed and recommended to the full Board for approval. The first contract pertains to the restoration of furnishings in the original Trustees' Room as part of the McKim Restoration project. The second award of contract involves supplying periodicals and serials subscriptions in which the Finance Committee recommended the engagement of EBSCO Subscription Services for a three-year period to provide the Library with these important research materials. Following discussion among the Board, on a motion duly made and seconded, and on the recommendation of the Trustees' Finance Committee, it was
President Bernard A. Margolis provided an update on the significant progress being achieved toward the development of the McKim Map Room Café and Tea Room, which will be located on the first floor of the McKim building and named for the original use of that space when the Boston Public Library opened in 1895 housing the map collection. The Chief Financial Officer noted that the Library has retained an architect designer to design the physical space and furnishings for the Café and a Request for Proposals (RFP) for the Café vendor will be advertised soon. Subsequently, qualified local caterers will be solicited for their participation in the bidding process and the results of the selection process would be shared with the Board for final approval. In response to an inquiry from Trustee Deare, Chairman Taylor asked the CFO to send copies of the RFPs to the Board for their review. Following the review process, the selected vendor would then work collaboratively with the architect designer to develop the McKim Map Room Café and Tea Room space, including the need for kitchen upgrades, stove, and a dry storage area, in preparation for the Café to become fully operational by early spring 2003. Trustee DePrisco reported that planning meetings have been held since the spring regarding the development of a retail store at the Boston Public Library and that two possible locations have been identified at the Central Library. Meanwhile, Ms. DePrisco said that she is now in the process of writing a business plan for the creation of a retail store and would keep the Board informed on its progress. Trustee DePrisco also reported on the planning efforts for a Library auction which originally was going to be held on November 2, 2002 but has since been rescheduled for spring 2003. An auction is being planned to both raise the visibility of the Boston Public Library and to raise funds for the Library. Meanwhile, Trustee Deare expressed appreciation to Ms. DePrisco for her leadership on both the creation of a retail store and on the planning efforts for a Library auction. Trustee Gaines reported that The Boston Globe had an article on the recent re-opening of the Boston Athenaeum following a major renovation project of its facility and noted that the article mentioned the Boston Athenaeum collection includes a database of Boston African Americans, 1820-1863. Mrs. Gaines was very pleased to report that she used this database with assistance from the staff of the BPL Government Documents Department to discover information about her great grandmother who lived in Boston and has suggested the BPL consider acquiring the database for its collection. Trustee Carroll recalled that at last year's 18th Annual Trustees Reception and Recognition Ceremony for Library Staff President Bulger made a motion which he seconded to make the accommodation to count military service for the purpose of calculating an employee's period of service with the Library. Presently, employees who have completed twenty-five consecutive years of full-time service with the Boston Public Library are honored by the Trustees at the annual recognition ceremony. Following discussion among the Board, on a motion duly made and seconded, it was
Trustee Bulger offered to announce the military service accommodation for the purpose of calculating an employee's years of service at the 19th Annual Trustees' Reception and Recognition Ceremony for Library Staff which has been scheduled for October 17, 2002 at 8:00 a.m. There being no
further business, the meeting of the Administrative Agency adjourned
at 10:15 a.m. Respectfully submitted, Jamie McGlone
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