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BOSTON PUBLIC LIBRARY 



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BOSTON PUBLIC LIBRARY 



BOARD OF TRUSTEES 



ADMINISTRATIVE 



MINUTES 



JANUARY 24, 1975 



NOVEMBER 20, 1980 



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^ TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, January 24, 1975 



A regular meeting of the Trustees as an Administrative Agency of the City 
of Boston was held in the Trustees Room at 4:35 p.m. 

Present: Messrs Maher, Murray, Parker and Mrs. White, Trustees. Also 
present were two representatives of the Professional Staff Association, 
Barbara Jackson and Paula Kaczmarek, and also Mark Lawrence, Helen Maniadis 
and John Sitkin. 

The minutes of the regular meeting of November 22, 1974, as presented, 
were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of November and December, 
1974, provided that expenditures from City Appropriation have the approval of 
the City Auditor: 



NOVEMBER 



DECEMBER 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

TOTAL 

Gifts for Current Use 

To Trust Funds 



$486,196.39 

42,154,25 

25,674.76 

59,475.74 

- 869.50 

456.00 

$614,826.64 

$ 834.93 



$620,002.15 

88,985.33 

10,939.62 

28,048.49 

368.10 



$748^343.69 



Contractual Services 
Supplies and Materials 
Books 

TOTAL 



$ 632.61 

6,430.30 

$ 7,062.91 



To Special Appropriation 
Eastern Regional Public Library System 



Form No. 1046F— 11/74 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 37,508.93 

2,655.82 

31,716.69 

$ 71,881.44 



$ 1,303.15 

132.80 

3,199.83 

$ 4,635.78 



$ 54,160.83 
10,944.42 
39,731.45 

$104,836.70 




Minutes of Meeting 
Administrative Agency 
January 24, 1975 
P. 2 

Following approval by the Director and in accordance with the authority 
delagated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the months of November and December, 1974, provided that payment 
of bills from City Appropriation have the approval of the City Auditor: 



NOVEMBER 



DECEMBER 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

TOTAL 

Gifts for Current Use 
Unliquidated Reserve 

To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 



$486,196,39 
64,994,78 
18,076.46 
59,475.74 
11,733,66 
1,733.00 


$620,002.15 
96,598.67 
12,031.78 
28,048.49 
12,164.14 


$642,210,03 


$768,845.23 


834,93 


81.71 




42.00 


$ 632.61 
6,430.30 


$ 

1,303.15 

132.80 

3.199.83 



• $ 7,062.91 



To Special Appropriation 
Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 37,508.93 

7,287.37 

31.716.69 

$ 76,512.99 



$ 4,635.78 



$ 54,160.83 

5,429.45 

39.731.45 

$ 99,321.73 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 

On 3 January 1975 

Award of cont ra ct for supplvino a nd delivering Marc~II 
cateloq products and services: . 



VOTED: that there be entered into with Inforonics, Inc., 
146 Main Street, Maynard, Massachusetts, the sole 
bidder in the public bidding, a service contract 
for supplying and delivering MARC II catalog pro- 
ducts and services during the period January 1, 1975 
through June 30, 1975, the total fee thus charged to 
be subject to the terms, agreements, and conditions 
set forth in said contract." 



Minutes of Meeting 
Administrative Agency 
January 24, 1975 
P. 3 



On 10 January 1975 
Award of contract for supplying and delivering electrical ballasts: 



"VOTED: that there be entered into with Gem Electric Supply. Div 

of Westco Corp.jno Washington Street, Boston. Massachusetts, 
the lowest eligible, responsible, and responsive bidder in 
the public bidding, a contract for supplying and delivering 
miscellaneous electrical ballasts, as specified in the 

!?^u] u ^^^°!1^' ^^ ^ ^^^^'^ ^^^^ "0^ to exceed four thousand 
eight hundred twelve dollars and forty-four cents ($4,812.44)," 

Award of c ontract for supplying and delivering miscellaneous print boxes : 



•VOTED: that there be entered into with Spink & Gaborc, Inc., 
32 West 18th Street, New York, Mew York, the sole 
bidder in the public bidding, a contract for supplving 
and delivering miscellaneous print boxes, as soecified 
in the specifications, at a total cost not to exceed 
six thousand four hundred jiinety- two dollars and ten 
cents ($6,492.10)." 



Authorization to sign payrolls ; 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Supervisor, Busi- 
ness Operations, be and hereby is authorized to sign the 
payrolls of the Library in representation of the Trustees 

tS^c^fi^^^^^^ ^^^ ^° exceed four weeks from January 27, 
i975. 



Administrative Agency 
January 24, 1975 
P. 4 



# 



In accordance with the usual practice in the matter of signing payrolls, 
on motion duly made and seconded, it was 

VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to 
the Director, be and hereby is authorized to sign the 
payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from February 24, 
1975. 



The Director reported that it was necessary to have votes approving 
certain routine operating procedures during calendar year 1975. On 
motion duly made and seconded, it was 

VOTED: that Philip J. McNiff, Director, or upon his delegation, 
Liam M. Kelly, Assistant Director and Secretary of the 
Trustees, or John J. Doherty, Assistant Director, or 
Louis A. Sasso, Assistant to the Director, be and 
hereby Is authorized to act on behalf of the Trustees 
In the administration of the personnel procedures estab- 
lished by them for the appointment of all officers and 
employees of the Library up to but not including the 
level Immediately below that of the Director, and to fix 
the remuneration for all such officers and employees 
subject to the salary and wage scales as currently estab- 
lished by vote of the Trustees, said appointments and 
changes in remuneration to be reported to the Trustees at 
their next meeting for confirmation. 



^"^ VOTED: 



and 



VOTED: 



that Philip J. McNiff, or upon his delegation, Liam M. 
Kelly, Assistant Director, and Secretary of the Trustees, 
or John J. Dohertv* Assistant Director, or Kevin T. 
FitzPatrick, Assistant to the Director, ^e and 
hereby is authorized to sign on behalf of the Board in 
approval of the payment of all vouchers or bills covering 
ex|>enditures incurred in terms of one quarter of the 
fiscal 1974-75 budget allowances, but in no case ex- 
ceeding those in the budget estimates for the fiscal 
year 1975-76, as shall be approved by the Board of 
Trustees prior to June 30, 1975, said payments to be 
reported to the Board at its next regular meeting for 
confirmation. 

that until January 1, 1976, the President, Vice President, 
the Director, and the Secretary of the Trustees, be and 
they hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all communications in 
connection with the award of contracts so voted or re- 
cotrmended to be so voted. 



Minutes of Meeting 
Administrative Agency 
January 24, 1975 
P. 5 



s. 



and 

VOTED: that, for the signing of checks drawn upon the petty cash 
checking accounts of the Library, Catherine A. Farrell, 
Principal Accountant, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J, Doherty, 
Assistant Director, or Kevin T, FitzPatrick, Assistant 
to the Director, in the order of their respective 
availability, be authorized to sign checks; and Philip J. 
McNIff, Director, or Liam M. Kelly, Secretary of the Trustees, 
Clerk of the Corporation, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the 
D.lrector, in the order of their respective availability 
be authorized to countersign checks, provided that in no 
Instance does the same individual both sign and countersign 
a check. 

Mr. Sasso reported that in January 1974 the City of Boston began working 
on Affirmative Action planning. During 1974 a series of meetings were held at 
City Hall. At the same time questionnaires were filled out by all participating 
departments responding to questions regarding employment and recruiting practices. 
In general the purpose of this Affirmative Action program is to eliminate the under 
utilization of women and minorities. At the last planning meeting the 
participants were told that representatives from the Mayor's Office would 
work along with each department for the purpose of developing an Affirmative 
Action plan for each department. A telephone call in October indicated that 
it would still be several months before any of the Mayor's Office staff 
would be available to work on the Library's program. The problem has been that 
Mr. Buford Kegler who is in charge of Affirmative Action planning has not 
been able to develop staff to cope with his needs. 

Regarding minorities, Mr. Sasso pointed out that the Library has for a 
number of years been trying to recruit minority people in a regular on-going 
program. He recalled that representatives from Harvard University, 
Massachusetts Institute for Technology, Boston Public Library and Simmons 
College Library School met several years ago to develop a recruiting program 
that would attract minorities into the library profession. An actual program 
was developed in cooperation with Simmons College Library School to recruit 
minorities from local schools into the library profession. This program met 
with minimal success. The supervisors from the local schools had difficulty 
themselves locating black students on their own campuses. Under the recruitment 
program black and other minority representatives were going out into the schools 
for recruitment purposes. One of the major difficulties in this regard is 
that the libraries are competing in a buyers market. 



The Director recalled that the Library had taken a position regarding 
the day after Thanksgiving and this position had not been upheld by the 
Arbitrator in the resultant grievance. The City has now asked the courts 
to vacate the Arbitrators decision. 

The Director reported that revised plans had been received for two branch 
buildings, i.e. Codman Square and Dudley Street. He noted that the Codman 
Square Branch Library is designed to be somewhac larger in size than the regular 
neighborhood branch. The collection size will be about 70,000 to 80,000 
volumes. The architect has made some of the changes requested and has improved 
the look of the building. He has also added some more parking. The revision 
still leaves some things to b( " " " 



Minutes of Meeting 
Administrative Agency 
January 24, 1975 
P. 6 

area is not satisfactory. Codman Square is the focal point for the entire 
Dorchester area. This branch may become an intermediate point between the 
branches in that area and the Central Library. These plans represent a good 
beginning and the Director expressed the hope that in working with the architect 
all of the desired changes will be implemented. 

Mr. Doherty reported that he had reviewed the revised plans for the Dudley 
Street Branch Library. These revised plans would in effect fold the Little 
City Hall area and the Community Room over part of the reading room area. A 
resultant criticism of this plan would be the proposed 8 foot 8 inch ceiling 
throughout a large part of the reading room area. He suggested that it would 
be very desirable to have another meeting with Public Facilities Department 
representatives. The revised plans had been drawn up without any substantial 
input from the Library. He felt it would be a mistake to go ahead with the 
building on this basis. In the discussion that followed it was agreed that the 
original concept of a neighborhood library would be preferable to this design 
concept. It was the consensus of the Board that a further meeting should be 
arranged with Public Facilities Department representatives. 

The President reported that he had attended a meeting of the Urban Library 
Trustees Council at the mid-winter meeting of the American Library Association 
in Chicago. The keynote address was given by Mr. Mortimer Adler who gave a 
very fine talk and emphasized his belief that the library was a finer 
educational institution than the school. A White House Conference on libraries 
is planned for 1977 and it is intended that this conference will be preceeded 
'-by a series of state level meetings. The purpose of these meetings will be to 
revivify the interest of six or seven years ago in library support. The 
Urban Library Trustees Council is proposing to seek legislation that would 
authorize support for libraries at the level of $2.00 per capita beginning 
with $150,000,000 in 1976. It was noted at this meeting that Title IV of the 
Library Services and Construction Act that concerned services to the aged has 
never been funded and a large portion of the aged live in the larger urban 
areas. In general the aim of the Urban Library Trustees Council is to get 
additional supportive legislation and additional funding for major urban 
libraries. 

The Director reported that he had attended a meeting of the Directors of 
major urban libraries. Again their major concern was with their difficult 
financial plight and they emphasized the need for general purpose federal, 
funds rather than for continued special project monies. The Director again 
commmented on the exemplary job done by the City of Boston supporting its 
Library. 

The Director reported that reports had been distributed at the Chicago 
meeting regarding cataloging developments at the Library of Congress. These 
reports suggest that the Library of Congress is planning to move in exactly the 
same direction as the Boston Public Library. They hope to have complece automated 
control of their bibliographic intake by 1979. Any decisions they take with 
regard to their retrospective card catalog and the automated catalog will be 



Minutes of Meeting 
Administrative Agency 
January 24, 1975 
P. 7 

of major importance to all of the large libraries in this country. A serials 
project, CONSER, is also underway at the national level. As this program is in 
line with the program presently underway among the libraries of the Greater 
Boston Consortium of Academic and Research Libraries, this program will enable 
the Library to benefit from the CONSER program as it develops. A modest 
expansion of the National Program for Acquisitions and Cataloging will be 
undertaken by the Library of Congress in the coming year. This will mean 
complete coverage of all European publications. 

-The Director reported that he had a letter from Cardinal Wright in which 
he indicated that Thursday evening, September 4, 1975 would be suitable for the 
opening of the Cheverus Room which will house the Joan of Arc collection. This 
collection has been given to the Library by Cardinal Wright and he will talk 
on that occasion. A celebration will be planned and representatives of 
several french groups in this area will be invited. 



Dissolved at 5:50 p.m. 



Secretary 




"\ 



Please read, initial below 
return to the Secretary. 




D 



' / AA-v^ > 



fe€ Y 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, February 28, ly75 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 4:35 p.m. 

^^^resent: Messrs Maher, Murray, Parker and Mrs. White, Trustees. Also 
present, two representatives of the Professional Staff Association, Margo 
Brown and Harold Moren. 

The minutes of the regular meeting of the Trustees as an Administrative 
Agency on December 13, 19/4, as presented, were approved. 

In accordance with tne usual practice in tne matter of signing payrolls, 
on motion duly made and seconded, it was 



VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1951 Philip J. McMiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Dcr.erty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from March 24, 1975. 

The minutes of tne Committee on Buildings on January 10, 19/5, as pre- 
sented, were approved. 

The Director reported that in response to public advertising several 
complete and partial bids had been received for supplying and delivering 
miscellaneous audio-visual supplies. In the interest of getting the best 
price it was proposed that the contract be broken up and that contracts be 
awarded to a number of different bidders. It was recommended that no action 
be taken with regard to the bids for film racks and the plastic film cases 
because these bids were too high. On motion duly made and seconded, it was 

VOTED: thert there be entered into v/ith Essex Electrical Supply Co., 
330 Broad Street, Lynn, Massachusetts, the lowest eligible, 
responsible, and responsive bidder in the public bidding, a 
contract for supplyinn and deliverinr. miscellaneous audio- 
visual supplies as specified under GROUPS A and C of the 
specifications, in a total sum not to exceed nine thousand 
tv/o hundred seventy-eight dollars and twenty-eight cents 
($9,278.28). 



and 



VOTED: that there be entered into v/ith Radio Shack, a Division of 

Tandy Corporation, 730 Conimonv/ealth Avenue, Boston, Massachu- 
setts, the lov/est eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering miscellaneous 
audio-visual supplies as specified under GROUPS C and U of the 
specifications, in a total sum not to exceed tv/o thousand nine 
hundred seventy-four dollars and four cents ($2,974.04). 



Form No. 1046R— 11/74 



Minutes of Meeting 
Administrative Agency 
February 28, 1975 
P. ^ 



o 



and 



going 



and 

VOTED: that there be entered into with HB Educational Systems, Inc., 
21 Audio Lane, New Haven, Connecticut, the lowest eligible, 
responsible, and responsive bidder in the public bidding, a 
contract for supplying and delivering miscellaneous audio- 
visual supplies as specified under GROUPS D and J of the 
specifications, in a total sum not to exceed eight thousand 
one hundred fifty-five dollars and eighty-six cents ($8,155.86). 

VOTED: that there be entered into with UNICOM, Division of United 

Camera, Inc., 27 Pacella Park Drive, Randolph, Massachusetts, 
the lowest eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering miscellaneous 
audio-visual supplies as specified under GROUP F of the speci- 
fications, in a total sum not to exceed two thousand five 
hundred ninety-five dollars ($2,595,00). 

c^. ^^"o^*?^*;. inquiry was received from Mrs. Hastey with regard to the Dudley 
.IwL5"i I[!^-T ^^t Director reported that the revised plan which had Deen 
rejected by the Trustees has been abandoned by the Public Facilities Depart- 
merit and that the Public Facilities Department has now gone out for bids on the 
original specifications. It is their feeling that because of the changed 
economic climate in the construction field and with the cost of materials 
down that a much more viable bid may be forthcoming. 

The Director reported that there had been a fire at the Lower Mills Branch 
Liorary on the previous Monday evening and considerable damage was done. On 
that same evening, the Director regretfully reported, one of the Library's 
employees was burned in another fire at his residence in Charlestown. The 
IJ^^ u'^^ i^lV^ ^'^^ "^^"^^^ ^y ^" outside electrical wire. He noted that 
SLurfc Sf")^^^^P^!2^^ 1°'' '^'^^''^^ °" '^^"^^y ^y t^'^'^^g so'^e extraordinary 
nnf f^f ; J^^ !^'^ ^^/ ^!;°['^ ?^^^ ^"^ ^^^ building could be opened since it was 
not too badly damaged and he hoped that a bookmobile could be used to supple- 
ment services until the remainder of the building could oe opened. He praised 
the maintenance staff for doing a tremendous job that Monday night immediately 
after the firemen left. In the ensuing discussion it was the sense of the 
olpSent ^^"s^^^s were extremely grateful for the efforts of the Buildings 

. r ?^ Director reported that the preliminary drawings for the new building 
at Lodman Square had been approved and returned to tne Public Facilities De- 
partment with a number of recommended changes. The design of the building is 
based on specific functional needs identified in the program that was drawn 
up by the Library statf. The design features little glass and no plate glass 
windows. It will proDably be some months yet before tne plans are ready to go 
out to bid. ^ y 

The old Charlestown branch Library building has now oeen completely 
cleared of the archival materials that had been stored there and is now ready 
for transfer to the Public Facilities Department. 

One of the major problems in the McKlm building has been the need for 
pointing the stonework in the courtyard area. This problem has caused leaking 
and flooding in past years. The Director expressed the hope that this work 
will now be done under Public Facilities Department direction sometime before 
the summer. The old Lecture Hall which will house the Science Reference De- 



,*' 



Minutes of Meeting 
Administrative Agency 
February 28, 1975 
P. 3 



partment has been repainted and it is hoopd that thic ay.«a ^,^ u^ j ^ 

public service before the Bicentennial ce'lebra??onsDegin! °''"'' ^°' 

SDeciIi\rIKrJf .n'tL^MK^''"^ •'"P""^ ""^^'" ^^^ ^-^-T-A. program for two 
^L!?!? projects jn the Library, i.e. the organization of blueprints and the 
rev s on and editing of the Research Library catalog. In addition the Public 

of branch Julldm'gs!''' "''' '" "''' '''"''''' ''' ''' ^^^^"^"^ ^"^ P^^-"t^"9 

P.ogrp^rJSg^ 

to the whole area of children's books, publishing and acquisiS ^ 

Dissolved at 5:25 p.m. 



Secretary 




Please read, initial below, 
and return to the Secretary 





.tRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, April 4, 1975 



AaencJ of th^^r?tv ^^^ I'^^r^^' °^u^^5 ^"^^^'^ ^^^^^^^ ^^ ^" Administrative 
Agency of the City of Boston was held in the Trustees Room at 5:00 p.m. 

Present: Messrs Murray, Parker, Rabb and Mrs. White, Trustees Also 

rfBion,^?lH°i'!"S-^Pr°!u^ x^ ^I"^ Director and in accordance with tne authority 
f,!lh^^- /? '^r ^l ^^^ Trustees, expenditures for services and supplies were 
?h,f r^^^-2 ^^ charged as follows for the month of January 1975. provided 
that expenditures from City Appropriation have the approval of the City Audi- 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

TOTAL 

Gifts for Current Use 

To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

TOTAL 
To Special Appropriation 



JANUARY 

$497,244.15 

120,ly8.0l 

6,768.01 

129,851,39 

156.50 

542.25 

$754,760.31 

27.80 



$ 2,124.42 

376.00 

1,072.65 

$ 3,573.07 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 80,097.57 

3,100.76 

32,013.72 

$115,212.05 



Form No. 1046F— 11/74 



/ Minutes of Meeting 

Administrative Agency 
lApHl 4, ly75 
^ P- 2 



City Appropriation have the approval of the Litf A^ °^ ^'^^' ^^^ 

JANUARY 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 

TOTAL 
Gifts for Current Use 
To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

TOTAL 
To Special Appropriation 

Eastern Regional Public Library System 

Books 

i>upplies and Materials 

Personal Services 



$497,244,15 

96,671.10 

23,999,31 

129,851,39 

12,211,65 

8,810.80 

$768,788.40 

$ 27.80 



$ '2,T24.42 

376.00 

1,072.65 

$ 3,573.07 



$ 80,097.57 

7,784.86 

3^;. 013. 72 



TOTAL 



$119,896.15 



Board'21°a"pJ;Sed'L*fonr;"" °" """" ^^"" ''' -ast meeting of the 
On 14 March 1975 

Award of c ontract for supplying and delivering MARC II catalog 
products and services : 

VOTED: that there be entered into v/ith Inforonics, Inc., 
146 Main Street, Maynard, Massachusetts, the sole 
bidder in the public bidding, a service contract 
for supplying and delivering W\RC II catalog products 
and services during the period March 14, 1975 through 
June 30, 1975 for the Eastern Massachusetts Regional 
Library System, the total fee thus charged to be 
subject to the terms, agreements, and conditions set 
forth in said contract. 



Minutes of Meeting 
Administrative Agency 
Apnl 4, 1975. 
P, 3 



on mnI?nfH°!^''^"''5 '''^!l ^^^ "'"^^ practice in the matter of signing payrolls 
on motion duly made and seconded, it was ^«ymny payrolls, 

VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from April 21, 1975. 

The Director stated that it was necessary to amend the contract for 
leasing of two panel trucks for the Massachusetts Eastern Reg iSnirUbrlrv 
System. On motion duly made and seconded, it was '^^gionai Library 

VOTED: that the contract with Warren Coveney's Ford Sales, Inc 
77/ Washington Street, Newton, Massachusetts, for leasing 
ot two panel tructe during the period July 1, 1974 through 
June 30, 1975 for the Massachusetts Eastern Real onaV Library 
bystem be amended in an amount not to exceed five thousand 
dollars ($5,000.00), thereby making a new total contract 
cost not to exceed fifteen thousand dollars ($15,000.00); and 
that public advertising with respect to the aforementioned 
amendment be dispensed with. 

sessJl!'w?Jh'thTBinder-?iln\-nn* '' I •°^^°'' "P *° *''^ ^^■'•^^ ^°™«1 negotiating 
bS sent to It nlftl l^^T' o^^*!'" comprehensive cost statistics had 
Deen sent to the Office of Labor Relations. These statistics, the Director 

TlmZr'lf'lZl 'r''°''''' ''' '' ''' previously r^coi^endedchges'''"' 
these wnbfIpfi«r?T- "t:^. suggested in tne course of the meeting and 
xnese will be reflected in th^ next drawings. 

the pSfic'L'rnu^ff n*^" l^^V^^ ^■^•^''^- personnel made available through 
h^L^h Tu^ r^*^!^ Department are continuing work on refurbishina the 

?s cSJrIntlJ be na*5a?n?J'''"S' ''' T '''"^ ^""P^^*^^ and the West^End Brancn 
Pirker Hi n Branch. ^°^^ plastering work has been done at the 

th=,t II!^ suggestion which had been made by the Public Facilities Department 
that the old Strand Theatre at Uphams Corner be used for library pSoseJhas 
now been ru ed out on the basis that it would not be viabe The Director 
f!l4.*M'"^''J Ppfsibility tnat another building at Uphamf Cornir mlv be made 
available to the Library and that building probably would be qu??e satisfactory 



Minutes of Meeting 
Administrative Agency 
April 4, 1975 
P. 4 



4 J. A letter has been received from Mr. Smith of the Allston Civic Association 
Indicating that first floor space is available on Harvard Avenue Ind urging 
that It be used to replace the present library's second floor space. In his 
IflZ', "i?**^'''*!;'/"?^*'^*^ that this would be much more desirable from the point 
iLll L^-^^^^^r^^."'^'"^- ^''^ Director agreed with Mr. Smith that such 
space would indeed be better for both the handicapped and the elderly. The 
..iinn'"^/ S^^f*""} ^s very well used and does have a lot of elderly people 
^rL^J :« Preliminary inquiries indicate that the rental requested is in the 
area of »6.00 per square foot and in the discussion that followed, Mr. Raob 
stated emphatically that sucn a price would be excessive in that area. The 
Director will pursue this matter with Mr. Vey, the Director of the Public 
Facilities Department. 

The Director reported that the Rare Book Department moved into the new 
space in the Johnson building as of March j] , 1975. Tne Science Reference 
Department has moved Into the old Lecture Hall in the McKim building. The 
Director expressed his appreciation for the work of all staff involved In this 

111^ V \Z • 

The second series of the National Endowment for the Humanities program 
began on the evening of April 3. 1975. Prior to the meeting 121 people had 
registered for that program and ^09 had enrolled for the Tuesday night pro- 
gram which was scheduled to begin on the evening of April 8. 1975 Because 
of the success of the two programs of the first series it was decided that 
all future programs would be open to anybody wishing to enroll (in one of the 
first programs, enrollment was limited to bO. 125 applications were received), 
in conjunction with that program two open lectures were held on Saturday 
mornings and in both instances the Lecture Hall was filled. The question of 
Whether or not the Library should try to give college credit for these courses 
has been raised. The Advisory Committee is uncertain as to whether or not 
t<^r^K^^ 1°" ^°"^t^^ desirable. It has been recommended that this considera- 
tion be delayed until after the first year's programs are ended, in response 
to a question, the Director stated that a number or agencies would indeed be 

H« ™!1h\^^^'"?''-*'"? l^^t^ courses, including the Chancellor or Education. 
He suggested that tnis might be an appropriate question to discuss with tne 
Krovosts and Deans at the upcoming Greater Boston Consortium of Academic and 
Research Libraries meeting. He suggested that it might also be talked over 
with Ronald Berman and Roger Rosenblatt of the National tndowment for the 
Humanities. 

The Director reported that steel stacking is currently being installed on 
uiJ^^!I!t» ^1?°",°^ the new building. This stacking had been renoved from Long 
Hnnfu,,-?! th ^^i"-""? Island storage racllity was closed. The work has been 
done with the help of the Library's ovm staff plus some C.E.T.A. people. It 
will soon be necessary to move the patent collection from Newton College and 
Emmanuel College and this material will be shelved on the seventh floor. 

The final Advisory Committee meeting for the Children's Books International 

iiiniVtii Sift ^^S[ ''- ''''- ^'^"""^"^ '''' ^^^^-^ ''^ p-^-"' ^- 



Minutes of Meeting 
Admit nistrative Agency 
April 4, 1975 
P. 5 



The Library has requested an additional printing of l,uOO of the broad 
th?sa?es desk'' '^^'"^ ^^^cLeish bicentennial program. This will be sold at 

Dissolved at 5:40 p.m. 



Secretary 




■• 



Please read, initial beloW, 
and return to the Secretary 



O07ijl4vuV^ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



* ♦ 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 5, 1975 



The annual meeting of the Trustees of the Public Library as an Administra 
t1ve Agency of the City of Boston was held in the Trustees Room at 4:15 p.m. 



Present: Messrs Maher, Murray, Parker and Mrs. White, Trustees. Also pre- 
sent were two representatives from the Professional Staff Association: Margo 
Brown. and Harold Moren. 

The President, Monsignor Murray, in the chair. 

The Administrative Agency then proceeded to elect viva voce its officers 
for the ensuing year. 

First Vote for President 

Mr. Maher voted for Augustin H. Parker, Monsignor Murray voted for Augus- 
tin H. Parker, Mr. Parker voted present, and Mrs. White voted for Augustin 
H. Parker; and Augustin H. Parker was declared elected President. 

First Vote for Vice President 

Mr.. Maher voted for Patricia H. White, Monsignor Murray voted for Patricia 
H. White, Mr. Parker voted for Patricia H. White, and Mrs. White voted 
present; and Patricia H. White was declared elected Vice President. 

First Vote for Secretary 

* 

Mr. Maher voted for Liam M. Kelly, Monsignor Murray voted for Liam M. 
Kelly, Mr. Parker voted for Liam M. Kelly, and Mrs. White voted for 
Liam M. Kelly; and Liam M. Kelly was declared elected Secretary. 

First Vote for Secretary Pro Tern 

Mr. Maher votea for Philip J. McNiff . Monsignor Murray voted for Philip 
J. McNiff, Mr. Parker voted for Philip J. McNiff, and Mrs. White voted 
for Philip J. McNiff; and Philip J. McNiff was declared elected Secretary 
Pro Tern. 

On motion duly made and seconded, it was 

VOTED: that any member of the Board of Trustees be and hereby 
is authorized to sign on behalf of the Board bills, 
special drafts, and payrolls of the Library. 

and 

VOTED: that, until the next annual meeting, the President, or 

Vice President, or in the inability of either, any member 
of the Board, and by delegation the Director, or the 
Secretary of the Trustees, be and hereby 1s authorized 
to sign any and all contracts voted to be made by the 
Board in the name and behalf of the City of Boston and any 
and all communicatior.s in connection with the award of 
contracts so voted or recommended to be so voted and to 
authorize payments under contracts so voted. 

Form No. 1046F— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
iW fr, 1975 
P. 2 



The President stated that membership on Standing Committees for the ensuing 
year would be as follows: ^ 



BUILDINGS 

Msgr. Murray, Chairman 
Mr. Maher 
Mr. Parker 
Mr. Rabb 
Mrs. White 



FINANCE 

Mr. Parker, Chairman 
Mr. Maher 
Msgr. Murray 
Mr. Rabb 
Mrs. White 



PERSONNEL 

Mr. Rabb, Chairman 
Mr. Maher 
Msgr. Murray 
Mr. Parker 
Mrs. White 



The President stated that the Trustees as the appointive body must make 
provision at the annual meeting for hearings of Civil Service personnel when 
and as needed during the ensuing year. 

On motion duly made and seconded, it was 



VOTED: 



and 

FURTHER 

VOTED: 



that we, the Trustees of the Boston Public Library, having 
appointive authority over the Civil Service personnel at the 
Library, do appoint one of our members, Augustin H. Parker, 
Trustee, to hold and conduct hearings in accordance with 
Chapter 31 of the General Lav/s whenever the said hearings 
are deemed necessary; 



that in the event of the unavailability of Augustin H. 
Parker, Patricia H. White, Trustee, is hereby authorized to 
conduct the above-mentioned hearings; this power to be valid 
only until the expiration or appointment of any member of this 
Board. 



nu.-.."^^^ ^^A^"!^^"^ ^^^" appointed Liam M. Kelly as Secretary of Corrmittees and 
Philip J. McNiff as Secretary of Committees Pro Tem to serve until the next 
annual meeting. 

Dissolved at 4:35 p.m. 




Secretary 




Please read, initial below, and 
return to the Secretary 



f^-^lfJL 



, ^ TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, June 13, 1975 



A meeting of the Trustees of the Public Library 4is an Administrative 
Agency of the City of Boston was held in the Trustees Room at 4:25 p.m. 

Present: Messrs. Maher, Murray, Parker. Rabb and Mrs. White, Trustees. 
Also present, one representative of the Professional Staff Association, Harold Moren. 

The President, Mr. Parker, in the chair. 

The minutes of the regular meetings of February 28, 1975, April 4, 1975 
and of the annual meeting of May 5, 1975, as presented, were approved. 

Following approval by the Director and 1n accordance with the authority 
d^r^legated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of February, March and 
April, 1975, provided that expenditures from City Appropriation have the ap- 
proval of the City Auditor: 

FEBRUARY MARCH APRIL 



To City Appropriation 








Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Charges and Obligations 

Equipment 


$497,595.22 

95,726.47 

20,441.78 

46,152.64 

644.60 

674.17 

$661,234.88 


$499,364.64 

84,908.94 

^,124.07 

185,762.75 

115.50 


$613,11A.69 

69,883.54 

8,928.86 

114,900.58 

502.00 

192.50 


TOTAL 


$779,275.90 


$807,532.17 


To Trust Funds 








Contractual Services 

Books 

Supplies and Materials 

Equipment 


$ 29.93 
28,263.07 


$ 328.16 

51,782.04 

20.82 

2,241.00 

$ 54,372.02 


$ 1,543.13 

29,934.02 

6.00 

274.00 


TOTAL 


$ 28,293.00 


$31,787.15 



Gifts for Current Use 
To Special Appropriation 



$ 



43.96 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 48,034,66 

3,049.22 

34,025.71 

$ 85,109.59 



$ 



157.48 



$ 98,491.18 

6,424.27 

34,484.50 

$139,399,95 



$ 



86.84 



$ 54,912.48 
11,076.35 
45,148.14 

$111,136,97 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 2 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the months of February, March, and April, 1975, orovided that pay. 
ment of bills from City Appropriation have the approval of the City Auditor- ^ 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Charges and Obligaations 

Equipment 



TOTAL 



FEBRUARY 



$497,595.22 

105,202.67 

29,606.41 

46,152.64 

138,989.01 

425. 75 

$817,971.70 



MARCH 



$499,364.64 

115,780.89 

36,818.06 

185,762.75 

14,995.60 

71.03 

$852,792.77 



APRIL 



$613,114.69 

78,615.19 

23,803.11 

114,900.58 

9,632.89 

77.23 

$840,143.69 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Charges and Obligations 

Equipment 

TOTAL 
Gifts for Current Use 

Unliquidated Reserve 



$ 29.93 
28,263.07 

$ 28,293.00 
$ 43.96 



To Special Appropriation 

Eastern Regional Public Library System 

Books $ 48,034.66 

Supplies and Materials 4,174.43 
Personal Services 34,025.71 



$ 328.16 

20.82 

51,782.04 

2,241.00 

$ 54,372.02 

$ 157.48 



TOTAL 



$ 86,234.80 



$ 98,491.18 

5,427.31 

34,484.50 

$138,402.99 



$ 1,543.13 

6.00 

29,934.02 

30.00 

274.00 

$31,787.15 

$ 86.84 
$ 150.00 



$ 54,912.48 

6,285.86 

45,148.14 

$106,346.14 



Action taken by the Committee on Personnel since the last meeting of the 
Board was approved as follows: 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 3 

On 23 May 1975 

Adoption of Eastern Regional Library System budget : 

VOTED: that the Budget for the fiscal year 1976 for operation 
of the Eastern Regional Library System be adopted as 
follov/s: 

SCHEDULE A SCHEDULE B 



CI 
SERVICES 


C2 
SERVICES 


TOTAL 


$304,150 
74,152 
29,700 
15,925 
54,155 


$214,663 

452,058 

150,500 

15,925 

52,210 


$ 518,813 

526,210 

180,200 

31,850 

106,365 


$478,082 


$885,356 


$1,363,438 



Personnel 

Books and Library Materials 
Audio-Visual Materials 
Contractual Services 
Other Operating Expenses 

Total 

In response to a question on State support the Director said 
that he felt that the State is not contributing its fair share given the level 
of service that is presently being provided throughout the regional system He 
suggested that if expenditures were measured against the return the State is 
getting, that it would be shown that the State 1s not doing as much as it should 
be doing. In the discussion that followed on this matter, it was agreed that 
there was a need for overall realignment as to how State money 1s spent and it 
was suggested that an effort should be made at some point in the future to 
bring the matter of library funding to the Governor's attention. 

Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 
On 25 April 1975 

Award of co ntract for operation and servicin g of heating, 
ventilating, and air conditioning systems : — 

VOTED: that there be entered into with Balco, Inc., 327 
Mystic Avenue, Medford, Massachusetts, the lowest 
responsible and eligible bidder in the public bid- 
ding held on June 24, 1974, exercising the option to 
renew, a contract for the operation and servicing of 
heating, ventilating, and air conditioning systems, 
electrical systems and equipment, as well as" plun:^bin9 
systems, throughout the Library system during the 
period July 1, 1975 through June 30, 1976, at a total 
cost not to exceed one hundred tv/enty-one thousand six 
hundred sixty dollars and ninety-six cents (5121,660.96). 

Award of contract for furnishing of inspection service : 

VOTED: that there be entered into, without public advertising, 

with American District Telegraph Company, 10 f.'orth Avenue, 
Burlington, Massachusetts, a service agreement for the 
period July 1, 1975 through June 30, 1976 for furnishing 
of inspection service for the combination v/atchTian-recording 
and fire alarm system in the Research Library building, the 
total fee thus charged to be subject to the tem^s, agree- 
ments and conditions set forth in said agreement. 



^""m 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 4 



Award of contract for rental of certain data processing equipment : 

VOTED: that there be entered into, without public advertislna, 
with International Business Machines Corporation, 610" 
Lincoln Street, l/altham, .Massachusetts, a contract for 
rental of certain data, processing eauipnent during the 
period July 1, 1975 through June 30, 1976, the total 
rental thus charged to be subject to the terms, agreements, 
and conditions set forth in said contract. 

Award of contract for examination of building levels: 

VOTED: that there be entered into, without public advertising, 
with Gilbert Small e. Co., Inc., 1391 South Street, 
Needham, f'assachusetts, a service agreement for the 
examination of building levels at tne two Central Librarv 
buildings during the period July 1, 1975 through June 30', 
1976, the total fee thus charged to be subject to the 
terms, agreements, and conditions set forth in said 
agreement. 

Award of contract for rental of storage space : 

VOTED: that there be entered into with the New England Peoosit. 
Library, 135 Western Avenue, Allston, Massachusetts, an 
agreement for the rental during the period July 1, 1975 
through June 30,. 1976 of storage space therein for books 
and other library materials belonging to the Boston 
Public Library, in accordance with the rates for storaae 
space formally adopted by the governing board of said New 
England Deposit Library. 



Award of contract for rental of premises in North Reading : 



VOTED: 



and 
VOTED: 



that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the name of and 
tor the City of Boston, do hereby accept an instrument of 
lease by and between RUTH S. OPPENHEJM and JERROLD N. 
OPPENHEIM, TRUSTEES, AS THEY ARE TRUSTEES UNDER AN IN- 
DENTURE OF TRUST DATED FEBRUARY 18, 1967, for rental 
during the period July 1, 1^75 through June 30, 1976 of 
premises situated at 133 Main Street, North Reading, 
Massachusetts, subject to the rental, terms, aqreer.>ents, 
conditions, and covenants set forth in said instrument 
of lease; 

that Hhilip J. McNiff, Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed In the name and behalf of the 
Board of Trustees in charge of the Library Department of 
the City of Boston to execute said instrument of lease 
In duplicate. 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P, 5 



Award of contract for rental of premlseis-^ln Taunton : 

VOTED: that the Board of Trustees in charge of the Library 

and for the City of Boston, d^o Ucreby accept an instru- 
ment of lease by and between ERIIEST M. HELIDFS TRU^TFF 

mf'of'pJSn^'S'M''''-^^'^^'^^ '-'''^' TRUST and'JXe''^ 
UFY OF BOblOi] of the premises, street floor and baserr.ent 

rStc'^'^K^ ^1^^^^^^^ ^^ ^ ^''ei> street, Taunton, Massa- 
chusetts, subject to the rental, terns, agreements, condi- 
tions, and covenants set forth in said instrument of lease; 

that Philip J. McNitf, Director, and Librarian, of the 
Public Library of the City of Boston, be and herebv is 
authorized and directed in the name and behalf of the 

fhf r-?^ ''*;:"^^^P ^■'^ ^^'^»^ge or the Library Department of 
. the City of Boston to execute said instrument in duplicate. 

Award of contracts for purchase of hooks and certain oth er library 
Materials: ~ ' "^ ^ 



and 
VOTED: 



VOTED: 



that, without public advertising, contracts be entered 
into for purchase of books and certain other library 

Tn^r^'^iu "^'/^^'"^ ^''^ P^^^^"^^ ^^^y 1» ^^75 through June 30, 
1976 with the follov/ing contractors, subject to the terms 
agreements, and conditions set forth in said contracts: ' 

University Microfilms, a Xerox Company 
Ann Arbor, Michigan; 

Hoi linger Corp. 
Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 

Beacon Hill Book & Music Shoppe 
Booksmith Distributing Co. 
Baston University Libraries 
Brattle Book Shop 
Brown & Connolly, Inc. ' 

Campbell and Hall, a Division of Learning Resources 

J. S. Canner & Co. 

Chi Ids Gallery 

Carl Fischer, Inc. 

Goodspeed's Book Shop, Inc. 

G. K. Hall & Co. 

R. L. Polk & Co. 

Standard & Poor's Corporation 

Starr Book Company, Inc. 

Worldwide Books, Inc. 

Zipporah Films Inc. 

All of Boston, Massachusetts; 

The Combined Book Exhibit, Inc. 
Briarcliff Manor, New York; 



Inc. 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 6 



Nathaniel Dame & Company 

Harvard Cooperative Society, Inc. 

Harvard University Press 

Minute Man Record and Tape Corporation 

All of Cambridge, Massachusetts; 

DeWolfe & Flske, Inc. 
Canton, Massachusetts; 

American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopedia Britannica Educational Corporation 

Field Enterprises Educational Corporation 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois; 

H. R. Huntting Company, Inc. 
Chicopee Falls, Massachusetts; 

Yankee Book Peddlar, Inc. 
Contoocook, New Hampshire; 

The Eastin-Phelan Distributing Corporation 
Davenport, Iowa; 

Gale Research Company 
Detroit, Michigan; 

Prentice-Hall , Inc. 
Englewood Cliffs, New Jersey; 

Eccentric Circle Films 
Evanston, Illinois; 

Doubleday and Company 
Garden City, New York; 

Bowmar Records, Inc. 

Walt Disney Educational Materials Co. 

Both of Glendale, California; 

A & A Distributors, Inc. 
Hoi brook, Massachusetts; 

AIMS Instructional Media Service 
Hollywood, California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Lakeside Studio 
Lakeside, Michigan; 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 7 



Centron Educational Films 
Lawrence, Kansas; 

Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films 

Pacifica Tape Library 

Both of Los Angeles, California; 

Xerox Films, Xerox Education Publications 
Middletown, Connecticut; 

Select Press Book Service 
Mil ford. New Hampshire; 

Kraus-Thomson Organization Limited 
Millwood, New York; 

Macmillan Films 

Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut; 

Dimondstein Book Company, Inc. 
New Rochelle, NewYork; 

AC! Fllffls, Inc. 

AMS Press, Inc. 

American Elsevier Publishing Company, Inc. 

Bookazine Co. , Inc. 

CBS Records, Div. of Columbia Broadcasting, Inc. 

Xarousel Films, Inc. 

Center for Mass Communications 

Contemporary/McGraw-Hill Films 

Film Images, Inc. 

French & European Publications, Inc. 

Garland Publishing Inc. 

Grolier Educational Corp. 

Lathrop C. Harper Inc. 

Holt, Rinehart & Winston, Inc. 

Johnson Reprint Corporation 

Larousse & Co. , Inc. 

Learning Corporation of America 

Macmillan Library Services 

McGraw-Hill Book Company, a division of McGraw-Hill, Inc, 

Musical Heritage Society 

NBC Educational Enterprises, Inc. 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 

P. 8 



National Record Plan 

Newday Films 

Peters International, Inc. 

Phoenix Films, Inc. 

Practicing Law Institute 

Praeger Publishers, Inc. 

RCA Records, a Division of RCA Corporation 

Radim, Films, Inc. 

Readex Microprint Corporation 

Sterling Educational Films 

Stevens and Company 

Taylor Carlisle Bookstore, Inc. 

Time-Life Films, Inc. 

Universal Education & Visual Arts 

University Place Book Shop 

Ursus Books Ltd. 

Franklin Watts, Inc. 

Westinghouse Learning 

John Wiley & Sons 

Williamhouse-Regency, Inc. 

H. W. Wilson Co. 

All of New York, New York; 

Coutts Library Services, Inc. 
Niagara Falls, New York; 

Lucerne Films, Inc. 
North Bergen, New Jersey; 

Center for Cassette Studies, Inc. 
North Hollyv/ood, California; 

Quality Books, Inc. 
Northbrook, Illinois; 

Perennial Education 
Northfield, Illinois; 

William Salloch 
Ossining, New York; 

Stechert MacMillan, Inc. 
Pennsauken, New Jersey; 

Kennikat Press 

Port Washington, New York; 

Eastern Book Company 
Portland, Maine; 

Audioview 

Randolph, Massachusetts; 



Minutes of Meeting 

Administrative Agency 
June 13, 1975 
P. 9 



Creative Film Society 
Reseda, California; 

Lawyers Co-operative Publishing Co. 
Rochester, New York; 

West Publishing Company 
St. Paul, Minnesota; 

Bell & Howell, Micro Photo Division 
Salisbury, Connecticut; 

BFA Educational Media 

Pyramid Film Producers 

Both of Santa Monica, California; 

The Baker & Taylor Co. 
Somerville, New Jersey; 

Warren Schloat Productions, Inc. 
Tarrytown, New York; 

Graphic Microfilm, Inc. 
Waltham, Massachusetts; 

American Association for the Advancement of Science 
Bureau of National Affairs, Inc. 
Congressional Information Service 
U. S. Historical Documents Institute 
All of Washington, D.C.; 

Weston Woods Studios, Inc. 
Weston, Connecticut; 

Connecticut Films, Inc. 
Westport, Connecticut; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 

Films Incorporated 
Wilmette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

and 

Parnassas Book Service 
Yarmouth Port, Massachusetts. 



Minutes of Meeting 
Administrative Agencv 
June 13, 1975 
P. 10 



On 23 May 1975 

Rejection of bid for the reproduction of certain items into cata- ' 
log card and book card form: 

"VOTED: that there be, and hereby is» rejected the sole bid in 
the public bidding of May 16, 1975 for the reproduction 
of certain items into catalog card and book card fonii 
for the Eastern .Massachusetts Regional Library System 
during the period July 1, 1975 through June 30, 1976." 

Rejection of bid for leasing of two panel trucks and one st a t i o n 
wagon : "■" ' 

"VOTED: that there be, and hereby are, rejected all bids in the 
public bidding of May 12, 1975 for the leasing of two 
panel trucks and one station v/agon during the period 
July 1, 1975 through June 30, 1976 for the Eastern 
Massachusetts Regional Library System." 

Award of contract for the reproduction of certain items into cata- 
log card an d b ook card form: 

"VOTED: that there be entered into with General Microfilm Company, 
100 Inman Street, Cambridge, Massachusetts, the sole bid- 
der in the public bidding, a service contract for the rep- 
roduction of certain items into catalog card and book card 
form during the period July 1, 1975 through June 30, 1976, 
the total fee thus charged to be subject to the terms, 
agreements, and conditions set forth in said contract." 



Award of contract for supplying and delivering MARC II catalog 
products and services : 

"VOTED: that there be entered into with Inforonics, Inc., 
146 Main Street, Maynard, Massachusetts, the sole 
bidder in the public bidding, a service contract for 
supplying and delivering HARC II catalog products 
and services during the period July 1, 1975 through 
June 30, 1976, the total fee thus charged to be subject 
to the terms, agreements, and conditions set forth in 
said contract." 



Mdm1n1strat1ve Agency 
June 13, 1975 

P. n 



and 



Awgr^ for leasing o .Ltwo^^aneljn^ ^ and three sta. 



"VOTED: 



that there be entered into with Warren Coveney's Ford 
lllfV fh^i 777 Washington Street, Newton, Massachu- 
nnhi?; the owest eligible and responsible bidder in the 
public bidding, a contract for leasing of two panel 
trucks and three station wagons during the period July 1, 
1975 through June 30, 1976 at the following rates- 



Monthly Lease Cost Mileage Charae 



Panel Trucks 
Station Wagons 



per Vehicle 

$283.00 
$271.00 



_ per Mile 

$.11 
$.11" 



Award of contract for su pplying and delivering certain audio-^ 
visual equipment ^~ " 

"VOTED: that there be entered into with HB Educational Systems, 
Inc., 21 Audio Lane, New Haven, Connecticut, the lowest 
responsible and eligible bidder in the public bidding, 
a contract for supplying and delivering certain audio- 
visual equipment, as specified in the specifications, 
at a total cost not to exceed four thousand three hun- 
dred ninety-three dollars and eight cents ($4,393.08) " 

' • 

Award of contract for the rental of overalls and uniforms 

"VOTED: that there be entered into with Coverall Service Co., 
Inc., 73 Addison Street, East Boston, Massachusetts, 
the lowest responsible and eligible bidder in the 
public bidding, a contract for the rental of uniforms 
and overalls during the period July 1, 1975 through 
June 30, 1976 at prices per unit as follows: 



Two (2) shirts, two (2) pants per man 
Tv/o (2) overalls (per) 
Two (2) dresses (per) 



$1 .35 per week 
$.65 per week 
$.65 per v/eek." 



r 



I 

* 



i 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 12 



Award of contract for the operation and servicing of water systems 
associated with air conditioning and heating systems 

"VOTED: that there be entered into with Barclay Chemical Company, 
Inc., 150 Coolidge Avenue, Uatertown, Massachusetts, the 
lowest responsible and eligible bidder in tfie public bid- 
ding, a service contract for the operation and servicing 
of water systems associated with air conditioning and 
heating systems at various locations throughout the 
Library System during the period July 1, 1975 through 
June 30, 1976, at a total cost not to exceed two thousand 
four hundred seventy-five dollars and twenty-four cents 
($2,475.24), subject to the terms, agreements, conditions, 
and covenants set forth in said contract," 



Award of contract for the cleaning of windows 



"VOTED: 



that there be 
Inc., 666 Wash 
the lowest res 
bidding, a con 
period July 1 , 
Library buildi 
designated und 
unit prices ba 
dow grilles at 
otherwise at u 
posal , -- the 
thousand three 



entered into with 
ington Street, Do 
ponsible and elig 
tract for the cle 

1975 through Jun 
ng and at certain 
cr Group I in th.e 
sed upon completi 

buildings listed 
nit prices given 
total amount in a 

hundred ten doll 



Suffolk Cleaning 
rchester, Kassach 
ible bidder in th 
aninq of wi nd o\,'s 
e 30", 1976 at the 

other library bu 

contract proposa 
on of install atio 

in the alternate 
in the basic cont 
ny case not to ex 
ars ($6,310.00)." 



Company, 


usetts, 


e public 


during the 


Central 


il dings 


1, at 


II of win- 


proposal , 


ract pro- 


ceed six 



and 



Award of contract for the cleaning of windows 



"VOTED: that there be entered into with 
Careful Cleaning Co., 250 Boyls 
chusetts, the lowest responsibl 
the public bidding, a contract 
during the period July 1, 1975 
library buildings designated un 
proposal, at unit prices based 
tion of window grilles at build 
te proposal, otherwise at unit 
contract proposal, -- the total 
exceed one thousand eighty doll 



Caroline Kadetsky, d/b/a 
ton Street, Boston, Massa- 
e and eligible bidder in 
for the cleaning of windows 
through June 30, 1976 at 
der Group II in the contract 
upon completion of installa- 
ings listed in the altorna- 
prices given in the basic 

amountin any case not to 
ars ($1,030.00)." 



and 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 13 

In accordance with the usual practice In the mattej- of signing payrolls, 
on motion duly made and seconded, 1t was ^ 

VOTED: that subject to the approval of the Mayor 1n accordance 
with the provisions of Section 22 of Cf^apter 3 of the 
Revised Ordinances of 1961 Philip J. McMiff, Director 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from June 16, 1975 



VOTED: that subject to the approval of the riayor in accordance 
with the provisions of Section 22 of Chanter 3 of the 
Revised Ordinances of 1961 Philip J. Mc.\''ivf, Director, 
or upon his delegation Lian-. M. Ktliy, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. IrvlzP a tricky Assistant to the 
Director, be and hereby 1s authorizc-d to sinn the payrolls 
of the Library in representation of the Trustees for a 
Derlod not to exceed four weeks from July 1*^, 1975. 



and 



VOTED: that subject to the approval of the Mayor in accordance 
;h the provisions of Section 22 of Chapter 3 of the 

'hillp J. McNiff, Director, 
Assistant Director 



Wl u 



Revised Ordinances of 1961, P 
or upon his delegation Liam li 
and Secretary of the Trustees 
tant Director, or Kevin T. Fi 
Director J be and hereby is au 
of the Library in representat 
period not to exceed four v;ec 



. Kel ly, 
, or John J. Doherty, Assis- 
tzPatrick, Assistant to the 
thorized to sign the payrolls 
ion of the Trustees for a 
ks from August 11, 1975. 



and 



VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961, Philip J. McNiff, Director, 
or upon his delegation Li^m il. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is aiithorized to sign the payrolls 
of the Library in representation of th.c Trustees for a 
period not to exceed four weeks from September 8, 1J7l. 



The minutes of the meetings of the Committee on Pull dings on February 14, 
1975 and March 14, 1975, as presented, were approved. 



,^,^ The minutes of the meetings of the Committee on Personnel on February 14, 
1975, March 14, 1975 and April 25, 1975, as presented, were approved. 



Minutes of Meeting 
Administrative Agency 
June 13, 1975 
P. 14 



In response to a question as to the impact of inflation on Library ex- 
penditures, the Director stated that while all areas of the Library's opera- 
tion have been extremely sensitive to recent inflationary pressures, that all 
expenditures were made within the fiscal 1975 budget aporopriation. The only 
exception to this has been in the area of light, heat and power where a sup- 
plementary appropriation has been requested. The Director pointed out the 
potential in cooperation, with particular emphasis in the area of journal 
subscriptions. He noted that given the availability of the Union List of 
Serials that progress could be made in coordinating serials subscriptions for 
the benefit of all Consortium members. This is an area of major concern to 
all libraries. He also noted in this regard that a new program is currently 
being tested to use paperbacks in branches, particularly for new books and 
popular books. He felt it important that a proper balance be established for 
the use of books in both paperbacks and hardcover. 

The Director was pleased to report that ground has been broken for the 
construction of the Dudley Street Branch Library. 

The Director reported receipt of Circular Letters 20 and 21 from the 
Mayor's Office. 



Dissolved at 5:15 p.m. 




Secretary 



Please read, initial 
below, and return to 
the Secretary 

Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, September 12, 1975 



A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Boston was held in the Trustees Room at 5:15 p.m. 

Present: ^ssrs. Murray, Parker, Rabb and Mrs. White, Trustees. 

The President , Mr. Parker, in the chair. 

The minutes of the regular meeting of June 13, 1975, as presented, were 
approved • 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of May, June and July 1975, 
provided that expenditures from City appropriation have the approval of the City 
Auditor: 



MAY 



JUNE 



JULY 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 

Obligations 
Equipment 

TOTAL 

To Trust Funds 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 

TOTAL 

Gifts for Current Use 

To Special Appropriation 



$487,269.81 

55,634.61 

6,699.44 

138,495.34 

48.60 



$571,174.47 

59,975.90 

546.17 

108,782.10 



$511,301.66 

206,056.75 

27,740.92 

23,677.73 



20.50 154,365.50 
495.00 



$688,147.80 $740,994.14 $923,142.56 



33.60 

6,375.08 

1,149.53 

63,630.83 

30.00 



127.20 

419.27 

2,883.07 

39,823.50 



$ 1,518,06 

554.00 

20,915.80 



$ 71,219.04 $ 43,253.04 $ 22,987.86 



$ 



19.30 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 



$118,319.92 
11,365.13 
36,897.91 



$260,285.75 

7,860.85 

47^916.03 



$ 17,241.60 
27,843.67 
40.181>41 



TOTAL 



Form No. 1046F— 11/74 



$166,582.96 $316,062.63 $ 85,266.68 



Minutes of Meeting 
Administrative Agency 
September 12, 1975 
P. 2 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the months of May, June, and July 1975, provided that payment of 
bills from City Appropriation have the approval of the City Auditor: 



MAY 



JUNE 



JULY 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 

TOTAL 

To Trust Funds 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 



$487, 269 ..81 

78,115.44 

14,642.45 

138,495.34 

11.430.00 
197.55 



$571,174.47 


$511,301.66 


95,845.35 


13,150.20 


36,472.01 


764.23 


108,782.10 


23,677.73 


4,228.26 




784.50 





$730,150.59 $817,286.69 $548,893.82 



33.60 

6,375.08 

1,149.53 

63,630.83 

30.00 



127.20 

419.27 

2,883.07 

39,823.50 



$ 1,518.06 

554.00 

20,915.80 



™^^ $ 71.219.04 $ 43,253.04 $ 22,987.86 

Gifts for Current Use $ 260.43 
To Special Appropriation 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$118,319.92 

7,379.35 

36.897.91 



$260,285.75 
11,197.31 
49.544.87 



$ 17,241.60 
-3,296.50 
40.181.41 



$162,257.18 $321,027.93 $ 60,719.41 



Unliquidated Reserve 



$ 



174.00 



Minutes of Meeting 
Administrative Agency 
September 12, 1975 
P. 3 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 

On 25 June 1975 

Award of contract for the leasing of two panel trucks and one station 



wagon : 
"Voted: 



that there be entered Into with Bonnell Motors, Inc., 353 
Cambridge Street, Winchester, Massachusetts, the lowest respon- 
sible and eligible bidder in the public bidding, a contract for 
the leasing of two panel trucks and one station wagon for the 
Eastern Massachusetts Regional Library System during the period 
July 1, 1975-June 30, 1976 at the following rates: 



Monthly Lease Cost 
per Vehicle 



Mileage Charge 
per Mile 



Panel Trucks 
Station Wagon 



$265.00 
$255.00 



$ .10 
$ .10" 



Oh 16 July 1975 



Rejection of bids for maintenance and servicing of elevators: 
"Voted: that there be, and hereby are, rejected all bids 

received in the public bidding of May 6, 1975, for 
maintenance and servlding of elevators throughout the 
Library System during the period July 1, 1975 through 
June 30, 1976." 

On 13 August 1975 

Award of contract for maintenance and ser'/icing of elevators ; 
"Voted: that there be entered into with Delta Elevator Service Corporation, 
50 North Beacon Street, Allston, Massachusetts, the lowest respon- 
sible and eligible bidder in the public bidding, a contract for 
maintenance and servicing of elevators throughout the Library 
System during the period August 15, 1975 through June 30, 1975 at 
a total cost not to exceed twelve thousand two hundred forty- three 
dollars and no cents ($12,243.00)" 

On 2 September 1975 

Award of contract for providing and delivering certain supplies to be 
used in connection with rented IBM data processing equipment ; 
"Voted: that there be entered into with The Standard Register Company, 
626 Albany Street, Dayton, Ohio, the lowest eligible and respon- 
sible bidder in the public bidding, an contract for providing 
and delivering certain supplies to be used in connection with 
rented IBM data processing equipment as specified under GROUPS A 
and B of the specifications, in a total sum not to exceed five 
thousand six hundred nineteen dollars and ninety-one cents 
($5,619.91)." 



Minutes of Meeting 
Administrative Agency 
September 12, 1975 
P. 4 



and 



••TOTED: 



that there be entered Into with Data Foma Co., Inc., 
149 Market Street, Brighton, Massachusetts, the lowest 
eligible and responsible bidder In the public bidding, 
a contract for providing and delivering certain supplies 
to be used in connection with rented IBM data processing 
equipment as specified under GROUPS C, D, and E of the 
•pcclflcations, in a total sura not to exceed fourteen 
thousand seven hundred ninety-one dollars and eighty cents 
($14,791.80)." ^ y cents 



In accordance with the usual practice in the matter of signing payrolls, on 

motion duly made and seconded, it was 

VOTED: that subject to the approval of the Mayor In accordance 

with the provisions of Section 22 of Chapter 3 of the 

Revised Ordinances of 1961, Philip J. McNlff, Director, 

or upon his delegation Liam M. Kelly, Assistant Director, 

and Secretary of the Trustees, or John J. Doherty, Assis- 

■ tant Director, or Kevin T, FltzPatrick, Assistant to the 

Director, be and hereby is authorized to sign the payrolls 

of the Library in representation of the Trustees for a 

period not to exceed four weeks from October 6, 1975. 

The minutes of the meeting of the Committee on Buildings on May 23, 1975, 

as presented, were approved. 

In response to public advertising for inspection and testing of fire alarm 
systems, three bids were received and it was recommended that the contract be 
awarded to the lowest bidder. On motion duly made and seconded, it was 

VOTED: that there be entered into with American Service Co., Inc., 
799 Hancock Street, Qulncy, Massachusetts, the lowest 
responsible and eligible bidder in the public bidding, a 
contract for the inspection and- testing of fire alarm systems 
at the Central Library building and at various other locations 
In the Library System, as specified in the specifications, 
during the period September 15, 1975 through June 30, 1976 
at a total cost not to exceed three thousand two hundred 
dollars ($3,200.00). . 

The official notice of site recommendation has been.recelved from Mr. Robert 
Vey of the Public Facilities Department regarding the location of the new Lower 
Mills Branch Library. The proposed site is that of the Gilbert Stuart Elementary 
School at 27 Richmond Street and this is a site that was previously approved by the 
Trustees for this purpose. 

The construction of the Dudley Street Branch Library is well underway and the 
bidder expects to be working on the interior by mid-winter. 

Bids have been received by the Public Facilities Department for the pointing 
of the bricks in the courtyard of the Central Library. A contract has not yet 
been awarded. 



Minutes of Meeting 
Administrative Agency 
September 12, 1975 
P. 5 



The Washington Village Branch building Is notr ready for final Inspection by 
Library staff and It Is hoped that this branch can be opened In the fall. The 
building, which was damaged by fire, has been renovated under the supervision of 
the Boston Housing Authority. 

A low bid In the amount of $1,158,777 has been received for the construdtlon 
of the new Codman Square Branch Library. The bid, which was lower than the estl-- 
mates, was submitted by C.C. Sewell of Weymouth. This cost amounts to about 
$50.00 per square foot. The contract has not yet been awarded. 

The Director reported that the contract negotlatl6ns with the AFSCME union 
have been completed. The new contract which has not fet been signed calls for 
a basic Increase of 8%. There are no other significant changes. Supplementary 
funds have been approved to cover the additional costs Incurred by the contract. 

The negotiations on the new contract with the Professional Staff Assocl- 
atlonrhave not yet been completed. There have been several negotiating sessions. 
No major problems are anticipated In completing these negotiations. 

The Director reported receipt of Circular Letters Nos. 23, i.dnd 2 from the 
Mayor !s Office. 



Dissolved at 5:30 p.m. 




Secretary 



Please read. Initial 
below, and return to the 
Secretary 




Trustee 



•w. 



k 



* TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, October 10, 1975 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 3:30 p.m. 

Present: Messrs. Maher, Murray, Parker, Rabb and Mrs. White, Trustees. 
Also present was Harold Moren of the Professional Staff Association. 

President, Mr. Parker, presiding. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of August and September, 
1975, provided that expenditures from City Appropriation have the approval of 
the City Auditor. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



TOTAL 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

TOTAL 

Gifts for Current Use 

To Special Appropriation 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

TOTAL 



AUGUST 


SEPTEMBER 


$451,276.27 


$582,767.70 


63,095.26 


81,761.49 


' 12,106.86 


10,316.39 


71,720.89 


69,323.54 


10.50 


4,055.00 


$598,209.78 


$748,224.12 


$ 2,009.89 


$ 597.48 


27.36 


384.53 


4,900.21 


6,578.13 




70.00 


54.00 




$ 6,991.46 


$ 7,630.14 




$ 136.19 



$ 80,603.37 
21,486.64 
35 > 747.21 

$137,837.22 



$ 70,354.36 

2,761.59 

49.897.49 

$123,013.44 



Form No. 1046F— 11/74 



i ,' 



Minutes of Meeting 
Administrative Agency 
October 10, 1975 
P. 2 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the months of August and September, 1975, provided that payment of 
bills from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Equipment 

Current Charges and Obligations 

TOTAL 

Gifts for Current Use 

Unliquidated Reserves 

To Special Appropriation 



AUGUST 


SEPTEMBER 


$451,276,27 


$582,767.70 


66,077.33 


76,882.53 


5,734.36 


9,174.53 


71,720.69 


$ 69,323.54 


4,900.45 


15,046.66 




4,393.08 


$599,709.10 


$757,588.04 


$ 2,009.89 


$ 597.48 


27.36 


384.53 


4,900.21 


6,578.13 


54.00 






70.00 


$ 6,991.46 


$ 7,630.14 




$ 136.19 



$ 



384.80 



Eastern Regional Public Library System 



Books 

Supplies and l^terials 

Personal Services 

TOTAL 



$ 80,603.37 
. 5,281.49 
35,747.21 . 

$121,632.07 



$ 70,354.36 

8,676.58 

49,897.49 

$123,928.43 



The Director stated that it was necessary to have a vote for the signing of 
payrolls. On motion duly made and seconded, it was 

VOTED: that subject to the approval of the Mayor in accordance ' 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff , Directoi*, 
or upon his delegation Liam M, Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from November 3, 1975. 



Minutes of Meeting 
Administrative Agency 
October 10, 1975 
P. 3 



In keeping with annual custom, the following actions were taken with res- 
pect to those Library employees who had retired during the previous year at the 
level of Branch Librarian. On motion duly made and seconded, it was 



VOTED: 



and 



VOTED: 



and 



VOTED: 



and 



VOTED: 



and 



VOTED: 



that Alice E. Racket t who retired from the Library 
on December 31, 197A be and hereby is appointed 
Coordinator of Processing Emeritus. 

that Geraldine M. Altman who retired from the Library 
on April 22, 1975 be and hereby is appointed Branch 
Librarian Emeritus. 

that Evelyn C. Billman who retired from the Library 
on September 5, 1975 be and hereby is appointed 
Branch Librarian Emeritus. 

that Ruth M. Hayes who retired from the Library 
on July 31, 1975 be and hereby is appointed Co- 
ordinator of Children's Services Emeritus. 

that Frances C. Leple who retires from the Library 
on October 24, 1975 be and hereby is appointed 
Branch Librarian Emeritus. 



The Director reported that the Public Facilities Department 'is now hopeful 
that the new Dudley Street Library will be completed before the end of 1976 
Of major concern now that the elevator track has been dismantled in the Charles- 
town Branch is to restore the Charlestown Branch Library building to first class 
condition. The Library has a good relationship with various groups in the com- 
munity, and it is hoped that these friends can be Involved in this restoration 
effort. Mr. Rabb emphasized that it is very important that these groups be 
actively involved with the branches. The Director also reported that the design 
sketches for the Lower Mills Branch are being prepared. 

Mr. Parker reported that the first meeting of the Examining Committee for 
the current year took place on October 7, 1975. The meeting began with a tour of 
the building for the new members, and then at 4:00, the full group met in the 
Trustees Room. This year the membership has been expanded to about 30 members, 
and these have been organized into five subcommittees. These subcommittees are: 
Public Service, Resource Development, Buildings, Program Planning and Public 
Relations. Mr. Parker expressed confidence that these groups will make a signi- 
ficant contribution to the Library's development during the coming year. 

Dissolved at 4:30 p.m. 



Secretary 




Please read. Initial 
below, and return to 
the Secretary 





»\ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, November 7, 1975 



A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Boston was held in the Trustees Room immediately following the 
regular meeting of the Corporation. 

Present: Messrs Parker, Rabb, and Mrs. White, Trustees. 

President, Mr Parker, presiding. 

The minutes of the regular meeting of September 12, 1975. as presented, 
were approved. 

The Director stated that it was necessary to have a vote for the signing of 
payrolls. On motion duly made and seconded, it was 

VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff , Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from December 1, 1975. 

The Director reported that in response to public advertising, five bids were 
received for supplying and delivering miscellaneous offset paper supplies. All 
of the bids were close and award of contract was recommended to the lowest 
bidder, D.F, Munroe Company. This is a reputable firm with which the Library has 
done business in the past several years. On motion duly made and seconded, it was 

VOTED: that there be entered into with D. F. Munroe Company, 
351 Middlesex Avenue, Wilmington, Massachusetts, the 
lowest responsible and eligible bidder in the public 
bidding, a contract for supplying and delivering mis- 
cellaneous offset paper supplies, as specified in the 
specifications, at a total cost not to exceed twenty- 
. seven thousand seven hundred ninety-five dollars and 
twenty-nine cents ($27,795.29). 

In response to public advertising for supplying and delivering catalog card stock, 
one bid was received from University Products, Incorporated, and the award of 
contract to this company was recommended. The Director pointed out that this 
was an item where there are few suppliers; but he also noted that the price bid 
for this contract was a good one. On motion duly made and seconded, ' it was 

VOTED: that there be entered into with University Products, Inc., 
South Canal Street, Holyoke, Massachusetts, the sole bid- 
, ' der in the public bidding, a contract for supplying and 

delivering catalog card stock, as specified under Group A 
of the specifications, at a total cost not to exceed five 
thousand eight hundred ninety dollars ($5,890.00). 



Form No. 1046F— 11/74 



Minutes of Meeting 
AjrAiinistrative Agency 
November 7, 1975 
p. 2 

In response to advertising for supplying and delivering mount board, two bids 
were received, and again the award of contract was recommended to the lowest 
bidder, Strathmore Paper Company; On motion duly made and seconded it was 

VOTED: that there be entered into with Strathmore Paper Co., 
Westfield, Massachusetts, the lowest responsible and 
eligible bidder in the public bidding, a contract for 
supplying and delivering one hundred percent rag, four- 
ply mount board, as specified under Group B of the 
specifications, at a total cost not to exceed four 
thousand two hundred ninety-three dollars and fifty cents 
($4,293.50). 

Work is progressing on the Dudley and Codman Branch Buildings. The architects 
and the Public Facilities Department have agreed to a design for the Lower Mills 
Branch. Most of the suggestions previously made by the Library administration 
have been incorporated into the design. The plan calls for a small park with trees 
at the side of the building. Work has not yet started on the brick work in the 
courtyard of the McKim building. 

The Director reported that a meeting to discuss new security measures had 
been held with the Professional Staff Association representatives. The Director 
said that it was necessary to take new security measures in order to strengthen 
security in several areas within the Library. He said that he expected to have 
some recommendations to make at a future meeting. 

During the past month, the Library was visited by the Director and the 
architects from the new reference library in Paris, This was their third visit 
to the Boston Public Library. That building is now moving toward completion. 
* Mr. Anthony Loveday, the executive secretary of the Standing Conference of National 
and University Libraries, the English counterpart of the Association of Research 
Libraries, spent a day at the Boston Public Library reviewing the Library's 
program activities. The architect for the new National Library in Venezuela 
also came to see the Library, following up a visit of the Librarian last year. 
Two representatives from the Professional Staff Association then presented to the 
Board a statement of their concern over the impasse in the negotiation between 
the Library and Staff Association. A discussion followed. 

Dissolved at 5:45 p.m. 




Secretary 

Please read, initial below and 

return to the Secretary 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

^ Administrative Agency ^_ Friday, December 12, 1975 

A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Boston was held in the Trustees Room immediately following the 
regular meeting of the Corporation. 

Present: Messrs Parker, Maher, and Mrs. White, Trustees. Also present 
was Miss Ellen Eisenstein. 



President, Mr. Parker, presiding. 

The minutes of the regular meeting of October 10, 1975, as presented, 
were approved. 

Following approval of the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of October and November 
1975, provided that expenditures from City Appropriation have the approval of 
the City Auditor: 

OCTOBER . NOVEMBER 
To City Appropriations 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Equipment 



TOTAL 



Gifts for Current Use 



Trust Funds 



Unliquidated Reserves 
To Special Appropriation 

Eastern Regional Public Library System 



$479,402.77 

64,299.53 

6,480.94 

104,093.45 

1,103.42 

267.96 


$482,306.92 
73,343.68 
12,527.17 
98,056.86 


$655,648.07 

$ 1.665.36 
1.700.11 


$666,234.63 

$ 212.96 
59.53 


$ 3,366.11 
$114.76 
$887.63 
$306,24 


$ 272.49 

$88.26 

$3,673.32 




Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 50,368.01 

2,327.05 

• 39; 613. 06 



No. 1046F— 11/74 



$ 22,911.74 

4,079.70 

38,533.46 



$ 92,308.12 $ 65,524.90 



December 12, 1975 
P. 2 * 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the months of October and November 1975, provided that payment 
of bills form City Appropriations have the approval of the City Auditor: 

OCTOBER NOVEMBER 
To City Appropriations 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



To Trust Funds 



TOTAL 



Contractual Services 
Supplies and Materials 
Equipment 



TOTAL 



Gifts for Current Use 



Trust Funds 



Unliquidated Reserves 

To Special Appropriations 

Eastern Regional Public Library System 



$479,402.77 

100,232.91 

8,861.95 

104,093.45 

12,122.47 

267.96 


$482,306.92 

100,356.60 

14,395.33 

98,056.86 

11,640.42 


$704,981.51 

$ 1.665.36 
1.700.75 


$706,756.13 

$ 212.96 
59.53 


$ 3,366.11 
$114.76 
$887.63 
$306.24 


$ 272.49 

$88.26 

$3,673.32 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$:5Q,368.01. 

5,774.92 

$ 39.613.06 

$95,755.99 



$ 22,911.74 

$ 5,753.08 

38,533.46 

$ 67,198.28 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 

On 21 November 1975 

Award of contract for supplying and delivering book binders board 

VOTED: that there be entered into with Baird & Bartlett Company, 
132 Court Street, Brockton, Massachusetts, the sole 
bidder in the public bidding, a contract for supplying 
and delivering book binders board, as specified in the 
specifications, at a total cost not to exceed four 
thousand one hundred fifty-five dollars and seventy- 
five cents ($4,155.75). 



December 12, 1975 
P, 3 » 



Award of contract for supplying and delivering book binding cloth 

VOTED: that there be entered into with the Holliston Hills 

Inc., Walker Street, Lincoln, Rhode Island, the lowest 
responsible and eligible bidder in the public bidding, 
a contract for supplying and delivering book binding 
cloth, as specified in the specifications under Items 
I -A, II, and III, at a total cost not to exceed 
thirteen thousand one hundred eighty-six dollars and 
sixty cents ($13,186.60). 

The Director stated that it was neccessary to have a vote for the signing 
of payrolls 

VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. HcNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the trustees, or John J. Dchertyj^ Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from December 29, 1975. 



In response to public bidding, three bids were received for supplying 
and delivering miscellaneous office supplies. Only two of these were eligible 
for consideration. It was recommended that a contract be entered into with 
Monroe Stationers and Printers, Inc. On motion duly made and seconded, it was 

VOTED: that there be entered into with Monroe Stationers & Printers, 
Inc., 342 Western Avenue, Brighton, Massachusetts, the lowest 
responsible, eligible, and responsive bidder in the public 
bidding, a contract for supplying and delivering miscellaneous 
office supplies, as specified in the specifications, at a 
total cost not to exceed eight thousand five hundred fifteen 
dollars and fifty-eight cents ($8,515.58)." 

Again in response to public bidding, two bids were received for supplying and 
delivering miscellaneous incandescent and fluorescent lamp bulbs. It was re- 
commended that a contract be awarded to Westinghouse Electric Supply Co. On 
motion duly made and seconded, it was 

VOTED: that there be entered into with Westinghouse Elect 

Supply Co., 375 Harrison Avenue, Boston, Massachusetts, 
the lowest responsible and eligible bidder in the public 
bidding, a contract for supplying and delivering miscellaneous 
Incandescent and fluorescent lamp bulbs, as specified in the 
specifications, at at a total cost not to exceed sixteen 
thousand two hundred ninety- two dollars and thirty-one 
cents ($16,292.31); 



IMinutes of Meeting 
Administrative Agency 
December 12, 1975 

iP. 4 



The Director reported that the Library had authorized the Real Property 
Department of the City of Boston to permit the Cape Verdian Club of Boston 
to use the premises now used for the Mount Pleasant Branch as soon as the 
Dudley Street Library has been opened. This is a community group. 

A meeting was held with the architects for the Dudley Street Branch in 
order to revxew finishing requirements for the new Branch. A session was 
also held with the architects for the Codman Square Branch. This building 
is moving ahead rapidly, and the architect expects that it will be completed 
by the summer of 1976. Substantial progress has been made toward getting the 
Washington Village Branch completed. The Library staff is now working on 
shelving and painting. 

Dissolved at 4:55 p.m. 



Secretary 




Please read, initial below and 
return to the Secretary 




i'.P-P. 



ir 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of T'eetlng 
Administrative Agency 



In Board of Trustees 
Friday, January 9, 1976 



A regular meeting of the Trustees as an Administrative Agency of the City 
of Boston was held in the Trustees Room at 4:50 p.m. 

Present: Messrs Maher, Murray, Parker and Mrs. IJhite, Trustees. 

President: Mr. Parker, presiding. 

The minutes of the regular meeting of November 7, 1975, as presented, were 
approved. 

The minutes of the meeting of the Committee on Personnel on November 21, 
1975, as presented, were approved. 

The Director stated that it was necessary to have a vote for the signing of 
payrolls and certain other votes necessary for routine operating procedures during 
the calendar year 1976. 

Authorization to sign payrolls 

VOTED: that subject to the approval of the Mayor in accordance 
vlth the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff , Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from January 29, 1976. 

Authorization for routine operating procedures during the calendar year 1976 



VOTED: tiiat Philip J. Mc?^iff , Director, or upon his delegation, 
Liam M. Kelly, Assistant Director and Secretary of the 
Trustees, or John J. Doherty, Assistant Director or 
Louis A. Sasso, Assistant to the Director, be and 
hereby is authorized to act on behalf of the Trustees 
in the administration of the personnel procedures estab- 
lished by them for the appointment of all officers and 
employees of the Library up to but not including the 
level immediately below thst of the Director, and to fix 
the remuneration for all such officers and employees 
subject to the salary and wage scales as currently estab- 
lished by vote of the Trustees, said appointments and 
changes in remuneration to be reported to the Trustees at 
their next meeting for confirmation. 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
January 9, 1976 
P. 2 ^\ 



and 



VOTED: 



^^ 



VOTED: 



that until January 1, 1977, the President, Vice President, 
the Director, and the Secretary of the Trustees, be and 
they hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all conmunications in 
connection with the award of contracts so voted or re- 
commended to be so voted. 

that, for the signing, of checks drawn upon the petty cash 
checking accounts of the Library, Catherine A. Farrell, 
Principal Accountant, or Thcmas T. McLaughlin, Assistant 
Principal Accountant, or Liam M. Kelly, Secretary of the 
Triistees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant' 
to the Director, in the order of their respective avail- 
ability, be authorized to sign checks; and Philip J. 
McNiff, Director, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of theCorporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the' Director, in the order of their respective availa- 
bility be authorized to countersign checks, provided that 
In no instance does the same individual both sign and 
Countersign a check. / 



and 



\\ 



VOTED: that Philip J. McNiff, or upon his delegation, Liam M. 

Kelly, Assistant Director, and Secretary of the Trustees, 
or John J. Doherty, Assistant Director, or Kevin T. 
FitzPatrick, Assistant to the Director, be and 
hereby is authorized to sig:> en behalf of the Board in 
approval of the payment of all vouchers or bills covering 
expenditures incurred in teinns of one quarter of the 
fiscal 1975-76 budget allowances, but in no case ex- 
ceeding those in the budget estiinates for the fiscal 
year 1976-77, as shall be approved by the Board of 
Trustees prior to June 30, 1976, said payments to be 
reported to the Board at its next regular meeting for 
confirxsation. ^< 



Admipti'af^ative Agency 
January 9>0.976 
P. 3 — 

The Director reported that the memorandum of agreement Incorporating all 
of the changes that had been negotiated in the contract with the Professional 
Staff Association had been reviewed by the Negotiating Committee, and he recom- 
mended that the contract be signed. Following a brief discussion, the President 
signed the contract. 

The Director reported that the Comprehensive Employment and Training Act 
program (C.E.T.A.) is being phased out as of February 3, 1976. There will be 
a report on the C.E.T.A. contribution at a future meeting. 

Dissolved at 5:00 p.m. 




Secretar£^ 




« • .' . m-w' 



4. 



Please read ,^ 

to the Secretary 



\ 




below, and return 




--t- - 




i- 



I 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, February 13, 1976 



A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Coston was held in the Trustees Room at 5:05 p.m. 

Present: Messrs Parker, Rabb, and Mrs. l^Jhite, Trustees. Aa.so present were 
Mr. Harold Moren and Mr. Robert Bruen representing the Professional Staff Associ- 
ation. 

The minutes of the regular meeting of the Trustees as an Administrative 
Agency on January S, 1976, as presented, were approved. 

Following approval of the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the month of December 1975, provided 
that e^ipenditures from City Appropriation have the approval of the City Auditor: 



To City Appropriations 

Personal Services 

Contractual Services 

Supplies and Materials 

Boolis 

Current Charges and Obligations 



TOTAL 



December 

$ 629,926.12 

39,456.67 

36,022.35 

75,606.43 

1.239.89 

$ 802,251.46 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 
Equipment 



TOT*^ 



na~i 



Gifts for Current Use 

To Special Appropriations 

Eastern Regional Public Library System 

Books - $ 

Supplies and Materials 
Personal Services 



1,235.05 
260.00 

1,454.30 
359.00 

3,308.35 
$ 10.00 



TOTAL 



$ 27,157.89 

3,533.52 

49,441.69 

$ 80,133,10 



Form No. 1046F— 1 1 /74 



Minuses of Meeting 
Administrative Agency 
January 13, 1976 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the month of December, 1975, provided that payment of bills from 
City Appropriations have the approval of the City Auditor: 



To City Appropriations 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



December 



$ 629,926.12 
81,613.07 

$»A15.74 
75,606.43 
12,283.27 

5.084.61 

$ 810,929.24 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 
Equipment 

TOTAL 
Gifts for Current Use 

To Special Aoproprigtion 



$ 1,235.05 

260.00 

1,454.30 

359.00 

$ 3,308.35 
$ 10.00 



Eastern Regional Public LibLary System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 27,157.89 

5,084.61 

49.441.69 

$ 81,684.19 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows 

On 23 January 1976 

Award of contract for supplying periodicals and serials and servicing 
subscriptions : 

VOTED: that there be entered into, without public advertising, 
vith F. W. Faxon Company, Inc. , 15 Southwest Park, 
Westwood, Massachusetts, a contract for (1) supplying 
periodicals and serials for the year 1976 and (2) 
- servicing the subscriptions for the individual items 
throughout the year, subject to the terms, agreements, 
and conditions set forth in said contract. 



Minuses of Meeting 
Corporation 
January 13, 1976 
P'. 3 

The Director stated that it was necessary to have a vote for the signing 
of payrolls. 

• 

VOTED: that subject to the approval of the Mayor in accordance 
• •' . . with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff , Director, or upon 
his delegation Lic^ M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from February 23, 1976. 

In response to public bidding, four bids were received for supplying 
and delivering filters for the heating, ventilating, and air conditioning system. 
Although the bid of Boston Filter Company was lower than that of Air Engineering, 
Inc., the type of filters bid upon by Air Engineering, Inc. more closely met 
• the requirements of the HVAC systems in the Library as specified in the bid 
specifications. It was recommended that a contract be entered into with Air 
Engineering. On motion duly made and seconded, it was 

VOTED: that there be entered into with Air Engineering, Inc., 
354 Main Street, Winthrop, Massachusetts, the lowest 
eligible, responsible and responsive bidder in the public 
bidding, a contract for supplying and delivering miscel- 
laneous filters for the heating, ventilating and air con- 
ditioning systems throughout the Boston Public Library, as 
specified in the specifications, at a total cost not to 
exceed three thousand two hundred seventy-two dollars and 
eighty-two cents ($3,272.82). 



The Director reported that meetings had been held with representatives 
of the Professional Staff Association and the local AFSCME Union. In this 
meeting, the Director said that he had reported to the representatives of 
these groups on the budget cutbacks for Fiscal 1976 and gave them a detailed 
breakdown of how the Library planned to accomplish the savings without lay-offs. 

The Director presented to the Trustees the original art work for the Macy 
J. Margolis book plate which has been framed and which will be hung in the 
staff library in memory of Macy Margolis. ' 

The General Library book catalog is currently in the process of publica- 
tion by the General Microfilm Company. Volumes 1-14 have been printed. The 
Library will acquire several copies of the catalog, and it is intended that 
copies will be placed in locations throughout the Central Library and ip each 
of the branches. This will enable users in the branch libraries to determine 
what books are available in the central liorary, as well as the various 
branches. This should substantially enhance Library service throughout the 
branches. 



^(limites of Meeting 
Administrative Agency 
January 13, 1976 
P. 4 



The construction of the new branch libraries at Dudley and Codman is 
moving ahead rapidly. One staff person has been assigned to work on the 
selection of books for these two collections. The Director said that he is 
pleased with the work that Paul Carroll is doing on the plans for Lower Mills. 
There may, however, be some delay in capital improvement projects. The present 
Lower Mills Branch was damaged by fire some months ago, and the Director was 
pleased to report that the Library has been able to negotiate with Boston Edison 
Company to pay for the repair of these damages. 

The proposed State budget for Fiscal Year 1977 would reduce funding for 
Library programs by 10%. It is expected that this cut will be restored since 
these funds are mandated by formulas. The Director expressed some hope for 
an increase in the level of funding in these programs during the coming Fiscal 
Year. 

It was agreed that the meeting scheduled for March 12, 1976 would be 
rescheduled for March 11th, and that the meeting scheduled for March 26th 
would be rescheduled for March 25, 1976. 

Dissolved at 3:25 p.m. 




Secretary 




Please read, initial below, and 
return to the Secretary 




-^*> 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



•M 



linutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, March 11, 1976 



A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Boston v/as held in the Trustees Room at 5:05 p.m. 

Present: Messrs Maher, Murray, Parker, Rabb, and Mrs. White, Trustees. 
Also present were Sally Beecher and Robert Bruen from the Professional Staff 
Association. 

President , Mr. Parker, presiding 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to he charged as follows for the month of January, 1976, pro- 
vided that expenditures from City Appropriation have the approval of the City 
Auditor: 

JANUARY 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL 



$A69,719.30 

66,574.64 

3,619,77 

83,005.84 

159.25 

$643,078.30 



To Trust Funds 

Contractual Ser\'ices 
, Supplies and Materials 
Books 

TOTAL 

Gifts for Current Use 

Special Appropriations 

Eastern Regional Public Library System 
Books 

Supplies and Materials 
Personal Services 

TOTAL 



$ 3^509.31 

2.92 

772.56 

$ 4,284.79 
$13.80 



$ 38,356.23 

9,853.52 

38,110.39 

$ 86,320.39 



Form No. 1046F— 11-/74 



Minutes of Meeting 

Administrative Agency 

Mitxch 11, 1976 
P. 2 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be charged 
as follows for the month of January, 1976, provided that payment of bills from 
City Appropriation have the approval of the City Auditor: 



JANUARY 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL 



$489,719.30 
7§^878.14 
38,326.34 
83,005.84 
11.829.96 

$699,759.58 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 



TOTAL 



Gifts for Current Use 



$ 3,509.31 

2.92 

772.56 

$ 4,284.79 
$13.80 



To Special Appropriations : 

Eastern Regional Public Library 
System 

Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 38,356.28 

6,840.44 

38.110.59 

$ 83,307.31 



The Director stated that it was necessary to have a vote for the signing 
of payrolls. 



VOTEL: that subject to the approval of the Mayor in accordance 

with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to tha Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from March 22, 1976.' 



Minutes of Meeting 
Admin tfttrative Agency 
MartK 11, 1976 
P'/3 



The minutes of the meeting of the Committee on Buildings on January 23, 
1976, as presented, were approved. 

The Director proposed that three staff members who had retired in the 
past year be appointed to Emeritus status. Following discussion, and on 
motion duly made and seconded, it was 

VOTED: that John Alden who retired from the Library on 
February 13, 1976, be and hereby is appointed 
Keeper of Rare Books and Manuscripts Emeritus. 



and 



VOTED: 



and 



that Mary Obear who retired from the Library on 
December 31, 1975, be and hereby is appointed 
Book Selection Librarian Emeritus." 



VOTED: that Mildred O'Connor who retired from the Library on 
December 31, 1975, be and hereby is appointed 
Coordinator of Social Sciences Emeritus." 

The Mayor has submitted his budget recommendation to the City Council. 
In the Mayor's budget, most of the units in City government will be substan- 
tially reduced; and this includes the Library. The Director said that he 
had not had time to evaluate the significance of these cuts and was not yet 
able to make recommendations with respect to these figures. He did indicate 
that the recommended cuts of $634,000 in the Permanent Salary Account would 
have serious implications for staffing in Fiscal Year 1977. He said that it 
was fair to assume that next year is going to be a difficult one for many 
cities and towns throughout the Commonwealth. In this regard, the Director 
noted that the Governor's budget for the State included a recommended cut of 
ten percent in the State Aid program. There is also a bill in the legislature 
that would increase State aid over the present label. The Director said that 
he was optimistic that the ten. percent cut would be restored, but the question 
of whether any additional funds will be voted is much more problematical. 

The Director said that the library community was most disturbed that the 
Bureau of Library Extension and the Board of Library Commissioners failed to 
testify on behalf of the bill to increase State aid. A discussion followed. 

Dissolved at 5:10 p.m. 



Secretary 




'^^ 




Please read, initial below, 
and return to the Secretary 



^^ 



♦. TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minuter, of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, April 9, 1976 



A meeting of the Trustees of the Fublic Library as an Administrative 
Agency was held in the-*. Trustees Room at 4:A5 p.m. 

Present: Messrs llaher, Murray, Parker, and Mrs. \71iite. Trustees. 
Also present was Ms. Beverly Hall from the Professional Staff Association. 

President, Mr. Parker, presiding. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees > expenditurtis for servic'^.s and supplies 
V7ere authorized to be charged as follows tor the month of Fp.bruary, 1976, 
provided that expenditures from City Appropriation have the approval of the 
City Aiiditor. FEBRUARY 



To Oi ty App r opria tion 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

TOTAL 

To Trust Funds 

Contractual Services 
Books 

TOTAL 

Gifts for Current Use 

To Special Ap pro priat ions 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$609,726.96 

73,138.50 

7,126.56 

102,700.82 

$792,692.84 



$ 1,715.28 
1,270.43 

$ 2,985.71 

$ 44.75 



$108,256.62 

3,784.55 

45,690.46 



TOTAL $157,731.63 

Following approval by the Director, and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of February, 1976, provided that payment of 
bills from City Appropriation have the approval of the City Auditor: 



Form No. 1046F— 11/74 



^linutes of Meeting 
idminiscrative Agency 

A|;»ril 1976 

. 2 



FEBRUARY 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL 

To Trust Funds 



$609,726.96 

88,849.67 

16,496.17 

102,700.82 

16,232.07 



Contractual Services 
Books 

TOTAL 

Gifts for Current Use 

1975 Unliquidated Reserve 

To Special Appropriation 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 


1,715.28 




1,270.43 


$ 


2,985.71 


$ 


44.75 


$ 


43.71 



$108,256.62 
17,000.86 
45,690.46 

$170,947.94 



The Director stated that it was necessary to have a vote for the signing 
of payrolls. 



VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff , Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, 
or Kevin T. FitzPatrick, Assistant to the Director be and 
hereby is authorized to sign the payrolls of the Library 
in representation of the Trustees for a period not to 
exceed four weeks from April 19, 1976. 

Kr. Parker noted that the budget hearing before the City Council had been 
cancelled and that the Council had subsequently rejected the Mayor's budget and 
written to the Mayor for reconsideration. In this regard, the Director said 
that he had met with I*Ir. Wall, the budget director in order to communicate to 



Minutes of Meeting 
Administrative Agency 
Aii^il 9, 1976 
P. 3 



him the concerns of the Board as to the impact of the proposed budget cuts on 
Library services. He said that he had reviewed with Mr. Wall the implications 
of the various cuts in the Personnel and Mon- Personnel Accounts and'indidated 
that he had received a sympathetic response from Mr. Wall. The Director sug- 
gested that it would be useful to put in \7riting what the minimum restorations 
should be if the City receives sufficient federal help. He noted again that 
the Library is going to have some problems in maintaining the present level of 
service. He added, however, that he was pleased to say that the Governor has 
restored the proposed 10% cut in the State Library support program. 

The Director reviewed the situation with regard to the Bureau of Library 
Extension and the Board of Library Commissioners. He reported that the Trustees 
of the contracting libraries will meet with the Board of Library Coinnissioners 
to hear the Commissioners comment regarding the matters referred to by Mr. 
Joyce in his letter inviting them to Northboro. 

The Director reported that the furnishing plans for the Dudley Street 
Library had been received for review and comment. This building is moving 
quickly toward completion. Recent labor problems may have slowed down the 
Codman Building. The biggest problem now is the acquisition and preparation 
of the collections for these new branches. A request has been submitted to 
the Bureau of Library Extension for $100,000.00 under the Library Services and 
Construction Act. If these funds are forthcoming, they will be used to acquire 
materials for these branch collections. The Director noted that both of these 
branches meet the guidelines set by the department of Health, Education and 
Welfare. In light, however, of the Bureau of Library Extension's attitude 
toward the major urban libraries, the response to this request is uncertain. 
There will be many other problems in the developm.ent of these branches, including 
processing, staffing, etc. Again, the Director pointed out that this is one 
of the major reasons for concern about the cuts in the present year's budget 
and the budget for Fiscal Year 1977. 

Monsignor Murray reported that the Urban Library Trustees Council plans 
to introduce several money bills to the Congress including a Title V addition 
to the Library Services and Construction Act. He said that Congressman John 
Brac'emas feels that some of this legislation has a good chance of passage. 



Dissolved at 



5:02 



p.m. 




Secretary 




Please read, initial below 
and return to the Secretary. 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 






V 



A 



A-' 



^^" 



In Board of Trustees 
Friday, May 14, 1976 



The annual meeting of the Trustees of the Public Library as an Administra- 
tive Agency of the City of Boston was held in the Trustees Room at 4:30 p.m. 

Present: Messrs Maher, Murray, Parker and Mrs. UHiite, Trustees. Also 
present vjas Harold Horen from the Professional Staff Association. 

The President, Mr. Parker, presiding. 

Tiie Administrative Agency then proceeded to elect viva voce its officers 
for the ensuing year. 

First Vote for President 

Mr. I'laher voted for Augustin H. Parker, Monsignor Murray voted for Augus- 
tin II. Parker; Mr. Parker voted present, and Mrs. VThite voted for Augustin 
H. Parker; and Augustin H. Parker wad declared elected President. 

First Vote for Vice President 

Mr. Ttaher voted for Patricia H. \vTiite, Monsignor Murray voted for Patricia 
H. T-7hite, Mr Parker voted for Patricia H. ^Iiite, and Mrs. Wliite voted 
present; and Patricia n. vlhitc was declared elected Vice President, 

rirst Vot e for Secretar y 

Mr. Maher voted for Liam M. Kelly, Monsignor Murray voted for Liam M. 
Kelly, Mr. Parker voted for Liam M. Kelly, and Mrs. VJhite voted for 
Liam M, Kelly; and Liam M. Kelly was declared elected Secretary. 

First Vote for Secretarv Pro Tern 

I ■! UBM ■ I ■III! ■ ■ II I I II I II g I I I MIB ■ ■■■ »■■ 

Mr. Maher voted for Philip j. McNiff, Monsignor Murray voted for Philip .J. 
McNif^, Mr. Parker voted for Philip J. McNiff, and Mrs. White voted for 
Philip J. McITiff ; and Philip J. NcNiff was declared elected Secretary 
Pro Teia-. 

On motion duly made and seconded, it was 

'VOTED: that any member of the Board of Trustees be and hereby 
is authorized to sign on behalf of the Board bills, 
special drafts, and payrolls of the LJ.brary, 



ana 



VOTED: that tmtil the next annual meeting, the President, or 

Vice President, or in the inability of either, any member 
of r.he Board, and by delegation the Director, or the 
Secretary of the Trustees, be and he hereby is authorized 
to sign anv and all contracts voted to be rnade by the Board 
in the name and behalf of the City of Boston and any 
and all coTTjnunicati-ons in connection with the award of 
contracts so voted or reconmended to be so voted and to 
«uthori?:a payments under contracts so voted." 



Form No. 1046F— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
liAy 14, 1976 
P. 2 



The President stated that membership on Standing Comirlttees for the ensuing 
year would be as follows: 



BUILDINGS 

Msgr, Murray, Chairman 
Mr. Maher 
Mr. Parker 
Mr. Pvabb 
Mrs. White 



FINANCE 

Mr, Parker, Chairman 
Mr. Maher 
Msgr. Murray 
Mr. Rabb 
Mrs. \^lte 



PERSONNEL 

Mr. Rabb, Chairman 
' Mr. Maher 

Msgr. Murray 

Mr. Parker 
. Mrs. White 



The President stated that the Trustees as the appointive body must make 
provision at the annual meeting for hearings of Civil Service personnel when 
and as needed during the ensuing year. 

On motion duly made and seconded, it was 






V /D/V^i60-| 



VOTED: that we, the Trustees of the Boston Public Library, having 

appointive authority over the Civil Service personnel at the 
Library, do appoint one of our members, ( riamo of Preaidcn t 
Trustee, to hold and conduct hearings in accordance with 
Chapter 31 of the General Laws whenever the said hearings 
are deemed necessary; 

FURTHER /fv^^t^i^- ^f^ hY^iC^^ 

VOTED:^ that in the evenf of the unavailability of ( namJ of Prooi dBnt) , — 

^ n^n^p of v-int^ T^ r^ ■ "c^-rTfpn^ ) ^ Trustee, Is hereby authorized to — — - 
^conduct the above-mentioned hearings; this power to be valid 

only until the expiration or appointment of any member of 

this Board. 



yiXliLDl t 



The President then appointed Liam II. Kelly as Secretary of Committees and 
Philip J. McNlff as Secretary of Coinmlttees Pro Tem to serve until the next 
annual meeting. 

Dissolved at 4:35 p.m. 



Secretary 





Please read, initial below, and return 
to the Secretary. 



(l^'^/fW^ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, May 14, 1976 



A regular meeting of the Trustees as an Administrative Agency of 
the City of Boston was held in the Trustees Room at 4:35 p.m. 

Present: Messrs Maher, Murray, Parker, and Mrs. White, Trustees. Also 
present was Mr. Harold Moren of the Professional Staff Association. 

President: Mr. Parker, presiding. 

The minutes of the regular meetings of February 13, 1976 and March 11, 1976, 
as presented, were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies were 
authorized to be charged as follows for the months of March and April, 1976, 
provided thf^t expenditures from City Appropriations have the approval of the 
City Auditor: 

MARCH APRIL 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total 



$621,982.24 

69,522.60 

18,330.15 

116,800.97 

531.00 



$517,792.08 

70,003.22 

3,823.31 

68,739.14 

842.80 



$827,166.96 $661,200.55 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

Total 

Gifts for Current Use 

To Special Appropriation 



$ 1,266.83 

643.35 

$ 1,910.18 

$ 27.55 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

Total 



$ 64,233.47 

9,893,04 

48,005.86 



$ 1,118.65 

115.70 

4,464.01 

$ 5,698.36 

$ 17.00 



$ 8,738.74 

4,295.83 

40.452.20 



$122,132.86 $ 53,486.77 



Form No 1046F— 11/74 



Minu.tes of Meeting 
Arjministrative Agency 
May 14, 1976 
P. 2 



Following approval by the Director and in accordance vith the authority 
delegated to him by the Trustees, payment of bills was authorized to be charc^ed 
as follows for the months of March and April, 1976, provided that payment of" 
bills from City Appropriations have the approval of the City Auditor: 



MARCH 



APRIL 



$621,982.24 

112,433.40 

46,355.41 

116,800.97 

19,781.65 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 

Total 

To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

Total 

Gifts for Current Use 

Unliquidated Reserve 

To Special Appropriation 



Eastern Regional Public Library System 



$517,792,08 
90,746.56 
42,091.61 
68,739.14 

4.652.40 



$917,353.67 $724,021.79 



$ 1,266.83 

643.35 

$ 1,910.18 

$ 27.55 



$ 1,118.65 

115.70 

4.464.01 

$ 5,698.36 



$ 



17.00 



19.53 



Books 

Supplies and Materials 

Personal Services 

Total 



$ 64,233.47 

7,615.64 

48.005.86 



$ 8,738.74 

7,798.55 

40.452.20 



$119,005.86 $ 56,989.49 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follow.*?. 

On 23 April 1976 

Award of contract for the operation and servicing of heating, ventilating 
and air-conditioning systems 

VOTED: that, without public advertising, there be entered 

into with Balco, Inc., 160 Charlenont Street, Newton, 
Massachusetts, a contract for the operation and servi- 
cing of heating, ventilating, and air conditioning 
systems, electrical systems and equipment, as well as 
plumbing systems, throughout the Library §ystem during 
the period July 1, 1976 through June 30, 1977, at a 
total cost not to exceed one hundred twenty-one thousand 
six hundred sixty dollars and ninety-six cents ($121,660.96). 



Minutes of Meeting 
Administrative Agency 
May 14, 1976 
-p. 3 



Award of c ontract for the inspection and testing of fire alarm 
systems ; ^^ ~" 



VOTED: 



that, without public advertising, there be entered into 
with American Service Co., Inc., 799 Hancock Street, 
Quincy, Massachusetts, a contract for the inspection 
and testing of fire alarm systems at the Central Library 
building. and at various other locations in the Library 
System, as specified in the specifications, during 
the period July 1, 1976 through June 30, 1977 at a total 
cost not to exceed three thousand two hundred dollars 
($3,200.00). 

Award of contract for the examination of building levels; 

VOTED: that there be entered into, without public advertising, 
with Gilbert Sniall & Co., Inc., 1391 South Street, 
Needham, Massachusetts, a service agreement for the 
examination of building levels at the two Central Library 
buildings during the period July 1, 1976 through June 30, 
1977, the total fee thus charged to be subject to the 
terms, agreements, and conditions set forth in said 
agreement. 

Award o f contract for rental of certain data processing equipment : 

VOTED: that there be entered into, without public advertising, 
with International Business Machines Corporation, 
610 Lincoln Street, Waltham, Massachusetts, a contract 
for rental of certain data processing equipment during 
the period July 1, 1976, through June 30, 1977, the 
total rental thus charged to be subject to the terms, 
agreements, and conditions set forth in said contract. 

Award of contract for maintenance and servicing of elevators ; 

VOTED: that, without public advertising, there be entered 
into with Delta Elevator Service Corporation, 
50 North Beacon Street, Allston, I'lassachusetts, a 
contract for maintenance and servicing of elevators 
throughout the library system during the period July 1, 

"" ' 1976 through June 30, 1977, at a total cost not to 

exceed thirteen thousand nine hundred ninety-two dollars 
($13,992.00). 

Award of contract for furnishing fire alarm system ; 

VOTED: that there be entered in to» without public advertising, 

with American District Telegraph Company, 10 North Avenue, 
Burlington, Massachusetts, a service agreement for the 
period July 1, 1976 through June 30, 1977 for furnishing 
of inspection service for the combinatio- watchman-recording 
and fire alarm system in the Research Library building, the 
total fee thus charged to be subject to the terns, .agree- 
ments and conditions set forth in said agreement. 



IMinutes of Meeting 
Administrative Agency 
May 14, 1976 
IP.. 4 



and 



The Director stated that it would be necessary to have two votes for the 
signing of payrolls. 

VOTED: that subject to the approval of the Mayor in accordance 
with the .provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from May 17, 1976. 



VOTED: that subjiect to the approval of the Mayor In accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff , Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby Is authorized to sign the payrolls 
of the Library in representation of the Trustees fci; a 
period not to exceed four weeks from June 14, 1976 

The mi.nutes of the Committee on Buildings on March 25, 1976, as presented 
were approved. 

The Director stated that it was necessary eadh year to have a vote autho- 
rizing contracts without public bidding, with each of the publishers with whom 
the Library expects to do business in excess of two thousand dollars ($2,000). 
Following discussion, and on motion duly made and seconded, it was 

VOTED: that, without public advertising, contracts be entered 
Into for purchase of books and certain other library 
materials during the period July 1, 1976 through June 30, 
1977 with the following contractors, subject to the 
terms, agreements, and conditions set forth in said 
contracts : 



XJnlverslty Microfilms, a Xerox Company 
Ann Arbor, Michigan; 

Holllnger Corp. 
Arlington » Virginia; 

Serious Business Co. 
Berkeley, California; 

Indiana University 
Bloomlngton, Indiana; 



[inutes of Meeting 
idministrative Agency 
^ley lA, 1976 
IP. 5 



J* S. Canner & Co. 

Carl Fischer, Inc. 

G. K. Hall & Co. 

Music Center of Boston 

R. L. Polk & Co. 

Standard & Poor's Corporation 

Starr Book Company, Inc. 

Worldwide Books, Inc. 

Zipporah Films Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book Exhibit, Inc. 

Both of Briarcliff Manor, New York; 

Cambridge Documentary Films 

Nathaniel Dame & Company 

General Microfilm Co. 

Harvard Cooperative Society, Inc. 

Harvard University Press 

All of Cambridge, Massachusetts; 

American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopaedia Britannica Educational Corporation 

Field Enterprises Educational Corporation • 

Haymarket/Kartemquin Films 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois; 

H. R. Hunttlng Company, Inc. 
Chlcopee Falls, Massachusetts; 

Yankee Book Peddler, Inc. 
Contoocook, New Hampshire; 

Hartley Films 

Co6 Cob» Connecticut; 

The Eastln-Phelan Distributing Corporation 
Davenport, Iowa; 

Gale Research Company 
Detroit, Michigan; 

Prentlcc-Hall , Inc. 
Englewood Cliffs, New Jersey; 

Kewday Films 

Open Circle Cinema 

Both of Franklin Lakes, New Jersey; 



[inut«s of Meeting 
Ldrainiitrative Agency 
lay 14, 1976 
6 



Doubleday and Company 
Garden City, New York; 

Bowmar Records, Inc. 

Walt Disney Educational Materials Co, 

Both of Glendale, California; 

Eccentric Circle Films 
Greenwich, Connecticut; 

AIMS Instructional Media Service 
Hollywood, California; 

Reprint Distribution Service, Inc. 
Kent , Connect Icut ; 

• 

Lakeside Studio 
Lakeside, Michigan; 

Centron Educational Films 
Lawrence, Kansas; 



Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films 

Oxford - Paramount Films 

Paclflca Tape Library 

All of Los Angeles, California; 

Xerox Films, Xerox Education Publications 
Mlddletown, Connecticut; 

Select Press Book Service 
Mil ford. New Hampshire; 

Kraus-Thomson Organization Limited 
Millwood, New York; 

Kacmlllan Films, Inc. 
Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut; 

Dimondsteln Book Company, Inc. 
New Rochelle, New York; 

ACl Films, Inc. 

AMS Press, Inc. 

CBS Records, Div. of Columbia Broadcasting, Inc 

Carousel Films, Inc. 

Contemporary /McGraw-Hill Films 

Film Images, Inc. 

French & European Publications, Inc. 

Garland Publishing Inc. 

Groller Educational Corp. 



Minutes of Meeting 
Administrative Agency 
May 14, 1976 
P. 7 



Lathrop C. Harper Inc. 

Impact Films • 

International Film Foundation 

Johnson Reprint Corporation 

Larousse & Company, Inc. 

Learning Corporation of America 

Hacmillan Library Services 

McGraw-Hill Book Company, a division of McGraw-Hill, Inc. 

Musical Heritage Society 

NBC Educational Enterprises, Inc. 

National Film Board of Canada 

National Record Plan 

New Yorker Films 

Odeaon Films 

Peters International, Inc. 

Phoenix Films, Inc. . 

Practicing Law Institute 

RCA Records, a division of R.C.A. Corporation, Inc. 

Radlm Films, Inc. 

Readex Microprint Corporation 

Soho Cinema 

Sterling Educational Films 

Taylor Carlisle Bookstore, Inc. 

Texture Films 

Time-Life Films, Inc. 

Trlcontinental Film Center 

Universal Education & Visual Arts 

Ursus Books Ltd. 

WNET 13 Media Services 

Westinghouse Learning 

John Wiley & Sons 

Wllliamhouse-Regency, Inc. 

H. W. Wilson Co. 

All of New York, New York; 

Lucerne Films, Inc. 
North Bergen, New Jersey; 

Center for Cassette Studies, Inc. 
North Hollywood, California; 

Quality Books, Inc. 
Northbrook, Illinois; 

Perennial' Education 
Northfield, Illinois; 

William Salloch 
Osslning, New York; 



Stechert Macmillan, Inc. 
Pennsauken, New Jersey; 



[inutes of Meeting 
lAdmlnistrative AGency 

IV 14, 1976 
IP. '8 



Guidance Associates 
Tleasantville, New York; 

Kennikat Press 

Fort Washington, New York; 

Has tern Book Company 
Portland, Maine; 

Creative Film Society 
Reseda, California; 

Lawyers Co-operative Publishing Co. 
Rochester, New York; 

West Publishing Company 
St. Paul, Minnesota; 

Bell & Howell, Micro Photo Division 
Salisbury, Connecticut; 

BFA Educational Media 

Pyramid Film Producers 

Both of Santa Monica, California; 

Roiinder Records 
Somerville, Massachusetts; 

The Baker & Taylor Co. 
Somerville, New Jersey; 

Warren Schloat Productions, Inc. 
Tarry town. New York; 

Graphic Microfilm, Inc. 
Waltham, Massachusetts; 

American Association for the Advancement of Science 

Bureau of National Affairs, Inc. 

National Audio Visual Center 

National Geographic Society 

U» S. Historical Documents Institute 

All of Washington, D.C.; 

Weston Woods Studios, Inc. 
Weston, Connecticut; 

Connecticut Films, Inc. 
Westport, Connecticut; 

Wombat Films 

White Plains, New York; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 



Minutes of Meeting 
Admii'iistrative Agency 
May 14, 1976 
F. 9 



Films Incorporated 
Wiltnette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

Pamassas Book Service 
Yarmouth Port, Massachusetts; 

and 

Carman Educational Assoc. 
' Youngs town, New York. 



The Director stated that the regional library service has been occupying 
premises at Taunton since 1971, and it was now necessary to have a vote renewing 
that contract at the same rate as last year. On motion duly made and seconded, 
it was 



VOTED: 



and 
VOTED: 



that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the name of 
and for the City of Boston, do hereby accept an instrument 
of lease by and between EEITEST M. HELIDCS, TRUSTEE, AS HE 
IS TRUSTEE OF THE HELIDES REALTY TRUST and the CITY OF 
BOSTON of the premises, street floor and basement storass- 
space, situated at Six VJeir Street, Taunton, Massachusetts, 
subject to the rental, terms, agreements, conditions, and 
covenants set forth in said instrument of lease; 

that Philip J. McNiff , Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department of 
the City of Boston to execute said instrument in duplicate. 



After long negotiations with the Binder's Union, and following fact-finding 
and arbitration, the contract with the Binders Union and the Bindery Sewers were 
now ready to be signed by the president. The Library v/ill continue to monitor 
bindery operating costs from the point of view of the Bindery's cost effectiveness 
as compared with the charges of commercial binderies. 

The Director reported that Senate Bill 1001, introduced by the Bureau of 
Library Extension for the purpose of separating the Bureau of Library Extension 
and the Board of Library Commissioners from the Board of Education, was now in 
the Committee for Third Reading. He said that there was a chance that the bill 
might be killed there. 



Minutes of Meeting 
LdmiMstrative Agency 
lay '14, 1976 
IP. '10 



In response to a question pn the budget, the Director reported that the 
budget was still in the Mayor's Office, and he did not know when Council 
hearings would be resumed on the budget. 

The Director reported the receipt of Circular Letter 1 and 2 from the 
Mayor's Office. 

The Director reported that he, Mr. Doherty, and Miss Gibbons had attended 
a meeting at Savin Hill which had been organized by Councilor Connolly con- 
cerning the question of getting library facilities established closer to Savin 
Hill. The Director said that the meeting was well attended and that the Library 
will respond immediately with improved book mobile service. He also said 
that the concerns expressed at that meeting will be taken into account in 
future branch planning. A discussion followed. 

Monsignor Murray reported that he had represented the Library at the 
opening of the Cram Exhibit at the Cathedral of St. John the Divine. He said 
there had been much praise for Boston and-for the Boston Public Library. 



Dissolved at 5:10 p.m. 




/v^ 



Secretary 



l(u^ 



Please read, initial below, and 
return to the Secretary. 




V 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, June 18, 1976 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 2:05 p.m. 

Present: Messrs Maher, Murray, Parker, Rabb, and Mrs. White, Trustees. 
Also present was Jorge Castelazo of the Professional Staff Association. 

The President: Mr. Parker, presiding. 

The minutes of the regular meeting of April 9, 1976, as presented, 
were approved. 

Following approval by the Director and in accordsnce with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged, as follows, for the month of May 1976, pro- 
vided that expenditures from City Appropriation have the approval of the 
City Auditor: 

KAY 
To City Appropriation 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Oblij^ations 

TOTAL 



$483,105.73 

64,887.83 

8,505.51 

237,912.74 

5 6 4.00 

$794,975.81 



T o Tru5?t Funds 

Contractual Services 
Supplies and Materials 
BooVcs 



TOTAL 



$ 9,872.79 

95.00 

814.57 

$ 10,782.36 



T!o Special Appropriation 

Eastern Regional Public Library System 

Books 

Supplies anrl liat^rials 

Personal Services 

TOTAL 



$131,038.71 

3,649.84 

42,021.64 

$176,710.19 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of May 1976 provided that payment of 
bills from City Appropriation has the approval of the City Auditor: 



Form No. 1046F— 11/74 



[inutes of Meeting 
administrative Agency 
fune 18, 1976 
2 



} ■ • *- "'♦i' 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 



To Special Appropriatior 



MAY 



$483,105.73 

70,817.93 

10,569.78 

237,912.74 

169,976.60 



TOTAL $972,382.78 



$ 9,872.79 

95.00 

814.57 

TOTAL $ 10,782.36 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 



$131,038.71 

6,723.46 

42.031.64 

TOTAL $179,793.81 



\, |*i 



The Director stated, that it was necessary to have votes taken for the 
signing of payrolls over the summer months 

VOTED: that subject to the approval of the Mayor in accordance 
with the. provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff , Director, 
or upon his delegation Lian H. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrlcjc, Assistant to the 
Director, be and hereby is authorized to si^n the payrolls 
of the Library In representation of the Trustees for a 
period not to exceed four weeks from July 12, 1976." 

and 



VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed fo\ir weeks from August 9, 1976." 



Minut'es of Meeting 
Administrative Agency 
Juvie 18, 1976 

P. 3 i 



and 

* 

VOTED: that subject to the approval of the Mayor in accordance 
vith the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. HcNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzFatrick, Assistant to the 
Director, be and hereby is authorized to si^n the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four veeks from September 6, 1976. 

The Director reported that in response to public advertising, two 
bids were received for the leasing of two panel trucks and one station wagon. 
The low bidder was Bonnell Motors, Inc., the same company as last year, and 
it was recommended that the contract be awarded to Bonnell Motors. On motion 
duly made and seconded, it was 

VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
lowest responsible and eligible bidder in the public 
bidding, a contract for the leasing of two panel 
trucks and one station wagon for the Eastern Massachusetts 
Regional Library System during the period July 1, 1976 
through June 30, 1977 at the following rates: 



Panel Trucks 
Station Wagon 



Monthly Lease Cost 
per Vehicle 

$265.00 
$245.00 



Mileage Charge 
per Mile 

$.10 
$.10. 



In response to advertising for cleaning of windows during the period 
July 1, 1976 through June 30, 1977, there were two bidders, and again, it 
was recommended that the contract be awarded to United Cleaning Company, the 
low bidder. On motion duly made and seconded, it was • 



VOTED: that there be entered into with George E. McCarron, Jr., d/b/a 
United Cleaning Co., 301 E Street, South Boston, Mass-achusetts, 
the lowest responsible and eligible bidder in the public bidding, 
a contract for the cleaning of windov;*? during the period July 1, 
1976 through June 30, 1977 at library buildings designated under 
Group II in the contract proposal, at unit prices based upon ccni- 
pletion of installation of v/dndow grilles at buildings listed in 
the alternate proposal, otherwise at unit prices given • 
in the basic contract proposal, — the total amount in 
any case not to exceed one thousand one hundred nine 
dollars and no cents ($1,109.00). 



linutes of Meeting 
Idininlstratlve Agency 
[une 18, 1976 



In response to public bidding for the second window cleaning contract, 
two bids wer also received and again award of contract was recommended to 
the Boston Window and Floor Cleaning Co., the low bidder. On motion duly 
made and seconded, it was 

VOTED: that there be entered into v/ith Boston Window & Floor 

Cleaning Co,, Inc., 253 Summer Street, Boston, Massachusetts, 
the lowest responsible and eligible bidder in the public bidding, 
a contract for the cleaning of windows during the period Julyl, 
1976 through June 30, 1977 at the Central Library building and 
at certain other library buildings designated under Group I in 
the contract proposal, at unit prices based upon completion of 
installation of window grilles at buildings listed in the alter- 
nate proposal, other\7ise at unit prices given in the basic con- 
tract proposal, — the total amount in any case not Lu exceed 
thirteen thousand nine hundred twenty dollars and no cents 
($13,920.00). 



In response to public advertising for the operation and servicing of 
water systems associated with the Heating Ventilating and Air Conditioning 
System, four bids were received. Award of contract was recommended to New 
England System and Supply, Inc. On motion duly made and seconded, it was 



VOTED : 



that there be entered into with New England Systems & 
Supply, Inc., 1542 Columbus Avenue, Roxbury, Massachusetts, 
the lowest responsible and eligible bidder in the public 
bidding, a service contract for the operation and servicing 
of v/ater systems associated v/ith air conditioning and heating 
systems at various locations throughout the Library System 
during the perr.dd July 1, 1976 through June 30, 1977 at a 
total cost not to exceed two thousand one hundred dollars 
($2,100.00). 



In the public advertising for the leasing of three panel trucks and 
three station wagons during the coming year, there were again, two bidders. 
The low bidder this time was Warren Coveney's Ford Sales who was also the 
lob bidder last year. The Director noted that in the case of both motor 
vehicle contracts, the low bids this year were lower than last year. On 
motion duly made and seconded, it was 

VOTED: that there be entered into vzith Warren Covcney*s Ford 

Sales, Inc., 777 Washington Street, Nevjton, Massachusetts 
the lovjest eligible and responsible bidder in the public 
bidding, a contract for leasing of three panel trucks and 
three station wagons during the period July 1, 1976 through 
June 30, 1977 at the following rates: 



Panel Trucks 
Station VJagons 



Monthly Lease Cost 
per Vehicle 

$263.00 
251.00 



Mileage Charge 
per Mile 

$.08 
$.08. 



Mlnures of Meeting 
Administrative Agency 
Jixie 18, 1976 
P. 5 



And finally, in response to public bidding, there was only one bidder 
for furnishing uniforms, overalls, and blazers. It was recommended" that the 
contract be awarded to the sole bidders. The cost for this year will be 
approximately the same as it was last year. On motion duly made and seconded 
it was ' 

that there be entered into with Coverall Service Co., 
Inc., 73 Addison Street, East Boston, llassachusetts, ' 
the sole bidder in the public bidding, a contract for 
the rental of uniforns, overalls, and blazers durin- 
the period July 1, 1976 throu-h June 30, 1977 at prices 
per unit as follows: 



VOTED : 



T\^o (2) shirts, two (2) pants per man 

Two (2) overalls (par) 

T\i;o (2) dresses (per) 

Two (2) blazers (per) 



$1.35 per week 
$ .65 per week 
.65 per week 
$4,50 per week. 



The Director stated that it was necessary to have a vote authorizing 
signatures for coverage during the absence of the Director. On motion duly 
made and seconded, it was 



VOTED: that effective June 21, 1976 through September 13, 1976 
In any absence of the Director, and Librarian, Philip J. 
McNiff , the name of Liam H. Kelly, Assistant Director, be 
substituted for that of the Director, and Librarian, in 
all votes taken by the Board of Trustees whenever the 
Director and Librarian has been authorized to accept gifts, 
payments made in recognition for special services rendered, 
and payments received for publications and prints executed 
under Library sponsorship v.^hich in ar.ount are not more 
than two thousand five hundred dollars ($2,500); to ^ake 
authorized expenditures from principal and/or incoriC of 
certain trust funds; to enter into contracts on behalf of 
the Board v;hen such contracts have been authorized by the 
Board; and to authorize payi^ents under contracts entered 
into. 



The Director reported that the City Council hearing on the Library's 
budget was scheduled for one o'clock on the following Tuesday. He noted 
that in the coming year, the Library was going to have to prepare the col- 
lection for and to staff two additional branch libraries, as well as 
reopen the Washington Village Branch. He said that he hopes a supplementary 
budget request for the Library will be supported by the Mayor and the City 
Council in order to cover the ongoing staffing needs as well as to permit 
the opening of the new branch libraries. Otherwise, the substantial cuts 
contained in the present budget recommendations before the City Council 



Minutes of Meeting 
Administrative Agency 
June 18, 1976 
P. 6 



may mean not opening the new branches. The Director said that he can't see 
weakening or reducing existing library services to open new branches. 
The Library is still hopeful of getting additional federal or state funds 
to help build the new branch collections. The Director stated that the 
preparation of the collection of these branches has not yet gotten under- 
way because of the half -million dollar cutback in the Library's budget last 
January. A discussion followed. It was agreed that it would be useful for 
the Trustees to visit the new branches and the Director said that he will 
make the necessary arrangements. 



Dissolved at 2:45 p.m. 



Secretary 




^V/V 




Please read, initial below, and return 



to the Secretary 




■< ♦■ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, September 17, 1976 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 5:15 p.m. 

Present: Messrs Murray, Parker, Rabb, and Mrs. White, Trustees. Also 
present were Harold Moren of the Professional Staff Association and one other 
member of the public. 

The President: Mr. Parker, presiding. 

The minutes of the regular meetings of May 14 and June 18, 1976, as 
presented, were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follox^s for the months of June, July and 
August 1976, provided that expenditures from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 

TOTAL 

To Trust Funds 

Personal Services 

Contractus! Services 

Books 

Supplies and l-laterials 

TOTAL 

To Special Appropria- 
tion 



JUNE 



$627,555.45 

105,661.81 

762.46 

28,902.27 



$ 



5,414.94 

9,286.81 

339.15 



JULY 



$476,391.72 

145,305.00 

28,448.24 

47,122.07 

158,903.38 



$762,881.92 $856,170.41 



$ 



434.55 



$ 15,040.90 $ 434.55 



AUGUST 



$595,231.06 

135,270.35 

5,461.41 

103,681.62 

64.50 



$839,708.94 



$ 4,140.41 



$ 4,140.41 



Eastern Regional Public Library System 

Books' $161,341.61 

Supplies and Materials 10,865.70 
Personal Services 60,517.58 



TOTAL 



$ 75,814.76 
35,047.16 
45,181.13 



$232,724.89 $156,043.05 



$ 49,515.68 

2,585.37 

57.763.12 

$109,864,17 



Form No. 1046F— 11/74 



[iaut^s "Of Meeting 
Ldminlstrative Agency 
leptember 17, 1976 



2. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of June, July and 
August 1976, provided that payment of bills from City Appropriation 
have the approval of the City Auditor: 



JUNE 



JULY 



AUGUST 



to City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Boolcs 

Current Charges and 
Obligations 

TOTAL 

To Trust Funds 
Personal Services 
Contractual Services 
Supplies and Materials 
Books 

TOTAL 



$627,555.45 

68,269.40 

3,975.44 

28,902.27 

15,512.05 



$ 5,414.94 

339.15 

9.286.81 



$476,391.72 

248.20 

89.15 

47,122.07 



$595,231.06 

63,380.07 

1,147.63 

103.681.62 



$744,214.61 $523,851.14 $763,719.38 



$ 434.55 $ 4,140.41 



$ 15,040.90 $ 434.55 $ 4,140.41 



To Special Appropriation 

Unliquidated Reserve 

Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$161,341.61 

7,996.50 

60.517.58 



$ 75,814.76 

595.82 

45.181.13 



10.20 



$ 49,515.68 

1,374.83 

57.763.12 



$229,855.69 $121,591.71 $108,653.63 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 

On 2 July 1976 

Award of contract for rental of storage space for books and 
other Library materials 

VOTED: that there be entered into with the New England Deposit 
Library, 135 Western Avenue, Allston, Massachusetts, an 
agreement for the rental during the period July 1, 1976 
through June 30, 1977 of storage space therein for books 
and other library materials belonging to the Boston 
Public Library, in accordance with the rates for storage 

Space formally adopted by the governing board of said 
New England Deposit Library. 



Minuted of Meeting 
I Administrative Agency 
September 17, 1976 

Ip. 3. 



Award of contract for rental and maintenance of tvo~way radios 

VOTED: that there be entered into with Motorola Communications 
and Electronics, Inc., 85 Harristown Road, Glen Rock, 
New Jersey, the sole bidder in the public bidding, a 
contract for rental and maintenance of five portable 
two-way radios and one multi-unit charger during the 
period July 1, 1976 through June 30, 1977 at a total 
cost not to exceed two thousand thirty-nine dollars 
and eighty-eight cents ($2,039.88). 

On 23 July 1976 

Award of contract for supplying and delivering catalog products 
and services 

VOTED: that there be entered into with Inforonics, Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
sole bidder in the public bidding, a service con- 
tract for supplying and delivering Marc II catalog 
products and services for the Eastern Massachusetts 
Regional Library System during the period July 1, 1976 
through June 30, 1977, the total fee thus charged to 
be subject to the terms, agreements, and conditions 
set forth in said contract. 

Award of contract for supplying and delivering catalog products 
and services 

VOTED: that there be entered into with Inforonics, Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
sole bidder in the public bidding, a service contract 
for supplying and delivering Marc II catalog products 
and services during the period July 1, 1976 through 
June 30, 1977, the total fee thus charged to be subject 
to the terms, agreements, and conditions set forth in 
said contract. 



Award of contract for cleaning of windows 

VOTED: that there be entered into with Boston Window and 

Floor Cleaning Co., Inc., 253 Summer Street, Boston, 
Massachusetts, the lowest responsible and eligible bid- 
der in the public bidding, a contract for the cleaning 
of windows during the period July 1, 1976 through June 
30, 1977 at library buildings designated under Group I 
in the contract proposal, at unit prices based upon com- 
pletion, of installation of window grilles at buildings 
listed in the alternate proposal, otherwise at unit 
prices given in the basic contract proposal, — the total 
amount in any case not to exceed ten thousand eight hun- 
dred twenty-five dollars ($10,825.00). 



Minutes of Meeting 
Administrative Agency 
September 17, 1976 
p. 4. 



The Director stated that it would be necessary to have a vote for the 
signing of payrolls. c i.ui: tne 



VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from October 4, 1976 



h^lH^^: Yl^ ^ft^ u""' ^°'''''' ^"^ cornm-^nt on the negotiations that had been 

over these developments in that It was their contention that the old contrafT 
remained In effect until the new contract has been negotiated. Mr. Parker 

exDlred hv ^^='"'^''^^' '^^' 'x^^ '=?n^'* "" ^^ ''^^ "" =^"" '^^^ ^^^^ contract 
auhwf V pT ""^ °°/""^ ^°'' "^^- * discussion followed on this 
subject. Mr. Rabb expressed the hope that a new contract could be negotiated 

^ssl^ns '^ '''" ^^^ ^"'"'"' '° ^""" " ^^'^^ ^' ^11 future bfrgainlng 



The Director reported that In response to public advertising, only one bid 
was received for supplying preservation record jackets for sound archives, 
insofar as this one bid was not accompanied by a bid deposit check, the bid 
was technically ineligible. However, since no useful purpose would be served 
by re-advertising, the Director recommended that the contract be awarded to the 
Holllnger Corporation. The library has often done business with this company, 
and Its performance has always been satisfactory. On motion duly made and 
seconded, it was 



VOTED: 



that, without publicly re-advertising for bids, a contract 
be entered into with The Holllnger Corporation, 3810 S. 
Four Mile Run Drive. Arlington, Virginia, for supplying 
and delivering preservation record jackets for sound 
archives at a total cost not to exceed four thousand ' 
two hundred ten dollars and no cents ($4,210.00) 
transportation charges Included. * 



w^^^, M "^ . ''"^^^'^ advertising for supplies to be used in connection 
with data processing activities, three bids were received under GROOTR?^ 
was recommended that the contract be awarded to thelowest bidder Ttf'nn^ . 
Inc.; on motion duly made and seconded, it was bidder, Data Documents, 



Minutes of Meeting 
Administrative Agency 
September 17, 1976 
p. 5. 



VOTED? 



that there be entered into with Data Documents, Inc., 
160 Speen Street, Framingham, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, 
a contract for providing and delivering certain supplies 
to be used in connection with rented IBM data processing 
equipment as specified under GROUP B of the specifications, 
in a total sum not to exceed two thousand four hundred 
fifteen dollars and six cents ($2,415.06). 



In response to public advertising for supplies to be used in connection 
with data processing activities, two bids were received under GROUP C. It 
was recommended that the contract be awarded to the low bidder. National 
Electronic Card Company. On motion duly made and seconded, it was 

VOTED: that there be entered into with National Electronic Card 

Company, 2406 National Street, High Point, North Carolina, 
the lowest eligible and responsible bidder in the public 
bidding, a contract for providing and delivering certain 
supplies to be used in connection wiht rented IBM data 
processing equipment as specified under GROUP C of the 
specifications, in a total sum not to exceed ten thousand 
seven hundred seventy dollars and fifty cents ($10,770.50). 



The Director reported that it was necessary for the library to enter 
into a lease with the Town of And over for space to be used for the North 
Andover Bookmobile Center. Following discussion and motion duly made and 
seconded, it was 



VOTED: 



and 
VOTED: 



that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the name of 
and for the City of Boston, do hereby accept an 
instrument of lease by and between the TOV/N OF ANDOVER, 
MASSACHUSETTS and the CITY- OF BOSTON of the premises 
at the Theatre Building, #9/11 Essex Street, Andover, 
Massachusetts, subject to the rental, terms, agreements, 
conditions, and covenants set forth in said instrument 
of lease; 

that Philip J. McNiff , Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department 
of the City of Boston to execute said instrument in 
duplicate. 



The Director reported that the new Dudley Street Library Building has 
been accepted by the Public Facilities Department. The Library representatives 
have gone through the building and created a punch list. A contract has been 
awarded for furnishing and equipping the building. Collection development for 
this branch has bean delayed due to a lack of funds. The Library Administration 
has submitted an application for LSCA funds for this purpose. 



'Minutes of Meeting 
Administrative Agency 
September 17, 1976 
p. 6. 



The Codman Square building *has been almost completed and a contract for 
furniture and equipment is being prepared. Hopefully, this building will be 
finished by the end of the year. The same problem applies to collection 
development. There is a small collection in the present Codman Square Branch, 
but it is very inadequate compared with what we should have. If Federal funds 
are forthcoming for the purpose of these collections, there will still be a 
major problem with respect to the staff required for processing these materials, 
as well as in staffing these new buildings. 

The Director reported that a meeting had been held recently with the 
architects for the new Lower Mills Branch. The schematics have been complete^ 
and the architect expects to get the go-ahead for working drawings in the near 
future. The present Lower Mills building has been refurbished subsequent to 
the fire there. The cost of these repairs was borne by the Edison Company. 

The Director had no progress to report with respect to the budget. He is 
still hoping to get a supplementary budget approved, which will be necessary for 
processing new collections and staffing the new branch buildings. 

A bill for increased State Aid is now before the House. The Director, along 
with the directors of the other headquarters libraries and the presidents of 
their boards, had a very good meeting with Senator Kelly prior to Senate approval, 
and he is hopeful that another such meeting can be arranged with Representative 
Finnegan, Chairman of the House Ways and Means Committee. 

Msgr. Murray reported that a new Title V, which would ba incorporated into 
the LSCA Program, has been approved by ALA. Title V would provide direct 
Federal Aid to major urban libraries on a per capita basis. This addition to 
LSCA was developed by the Urban Libraries Council. 

The Director reported several new library publications, including a list 
of all current library periodicals, a catalog of the large print collection 
and a bibliography of medical books for the layperson. 



Dissolved at 5:55 p.m. 



Secretary 




Please read, initial below, and return 
to the Secretary 



f 




^ ' 



I 



'^ • 



lij. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meecing 
Administrative Agency 



In Board of Trustees 
Friday, October 15, 1976 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 4:30 p.m. 

Present: Messrs Maher, Parker, Rabb, and Mrs. V/liite, Trustees. Also 
present was Harold Moren of the Professional Staff Association. 

The President: Mr. Parker, presiding. 

The minutes of the regular meeting of September 17, 1976, as 
presented, were approved. 



Following approval by the Director end in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of September 1976, provided that expenditures 
from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL 



$470,447.71 

69,043.69 

28,958.62 

101,276.10 

675.00 

$670,401.12 



To Trust Funds 



Contractual Services 



TOTAL 



$ 



391.15 



391.15 



To Special Appropriation 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



TOTAL 



$ 77,862.22 

3»659.90 

43,072.04 

$12^,59-^.16 



Following approval by the Director and in accoi dance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of Sep- 
tember 1976, provided thnt payment of bills from City Appropriation 
have the approval of the City Auditor: 



Form No. 1046F— 11/74 



•Minutes of Meeting 
Administrative Agency 
October 15, 1976 
p. 2. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL 



$470,447.71 
117,981.68 

10,813.25 
101,276.10 

31,630.25 

$732,148.99 



To Trust Funds 



Contractual Services 



TOTAL 



$ 



391.15 



$ 



391.15 



To Special Appropriation 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



TOTAL 



$ 77,862.22 
11,413.83 
43,072.04 

$132,348.09 



Action taken: 

The Director stated that It would be necessary to have a vote for 
the signing of payrolls. 



"TT 



VOTED: 



that subject to the approval of the Mayor In accordance 
with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNlff, Director, or upon 
his delegation Llam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistrint 
Director, or Kevin T. FitzPatrick, Assistant to the Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from November 1,1976." 



The Director reported that the Library Administration and the 
Professional Staff Association had come to an agreement on the terms for 
a new two-year contract expiring June 30, 1978. Significant in this 
contract is the agreement' of the Professional Staff Association to forgo 
a salary increase for the first year of the contract. There is a reopener 
clause for wages for the second year. The Director summarized the significant 
changes in the new contract and went on to congratulate the Professional Staff 
Association for demonstrating a real sense of professional responsibility. He 
suggested that this contract might well represent a pattern for other City 
unions to follow. 



Minutes of Meeting 
Administrative Agency 
October 15, 1976 
p. 3. 



In response to public advertising for a contract for supplying 
bid wL received "'''"'^"^ ^^''"'^^^ preservation supplies, 'only one 

.T, n/"" ^^^P°^s^ t° a question as to the need for this kind of material, 
the Director responded that the Library has got many problems due to the 
use of poor-pulp paper in books and manuscripts: for example, in the laree 
collection of City Documents rescued from the old City Hall Innex, many 
documents were pasted into poor quality notebooks and all of these need 
to be de-acidified and placed in acid-free folders. 

Following discussion and on motion duly made and seconded, it was 



VOTED: 



Q«?o c r entered into with The Hollinger Corporation, 
3812 S Four Mile Run Drive, Arlington, Virginia, the sole 
bidder in the public bidding, a contract for supplying 
and delivering miscellaneous acid-free preservation supplies 
as specified in the specifications, at a total cost not to ' 
exceed four thousand five hundred and seventy-three dollars 
and no cents ($4,573.00). 



Director proposed that thlf building be closed 1™^^.^^? ""'7 ''' "^^ 

Following discussion and on motion duly made and seconded, it wa! 
''°'"^°'' Sbrarv's'halT^''"?'"".''* "'' "^" Mount Pleasant Branch 

^u-i sihVLetdierstrS ^-r.-hr:s."" -''-''- 

that the buildinrca^'bTopLJd ea'rl'y'in'ig";''* '"' ''' °''^^^'°'^ '''"^^'^' 
Cltv nln ^^'^^^'"'^ reported that all of the documents moved out of the Old 

aSso^i iding %\rDir::torf:Kn^i r/^'t'-'^' °" ^^^ ^^--"^ "°- °^ ^^^^ 

library staff pf;pirL^\^"t\^n\%1ro'ft;eS:i:""''^-"'°"^ ^°' '°"^ '' ^^^^"^ 

inc. foTthf l^iS oT^an^rSs' Zl IHT '" "^^"" "r"^^'^ '°^' ^^^-• 
the Business Office^eceLly\L^Lted1h:t^^^°rerL°::;ey^s1o'^d"s:i::Xf" 



Miruites of Meeting 
Administrative Agency 
October 15, 1976 
p. 4, 



p?oceedlnL'°1hf Dlr^^r'"'''/' "'"^' ^""^ '= ^"^ ^^^ P"^""^- °f bankruptcy 
proceedings. The Director read a proposed draft of a letter to the bonding 

thr^^ntra^J?' '"'"' '° '^"^ °^^' responsibility for insuring the Sri^ of ' 
A discussion followed. 



Dissolved at 5:00 p.m. 




tlease read, initial below, and 
return to the Secretary 




l^ "*-« 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



^•linutes of fteetinq 
?^rlministrative Agency 



In Beard of Trustees 
Friday, December 10, 1976 



A meeting of the Trustees of the Public Library as an Administrative 
Agencvr of the City of Boston was held in the Trusteed R^^t i^p.n 

Present: Messr Maher, Murray, Parker, Rabb, and Mrs. White, Trustees 
Also present v^ere m^. ne^erlv i-all and ^Ir. ^Dbv Paff , reor-sentativero^e 
^ofessional l^taff .^^sociation. 



Ite President, Mr. Parker, presiding. 

The minutes of the regular meeting of October 15, 1976, as presented 
were approved. w, cxo pj.«^t:.itea. 

Following approval by the Director and in accordance with tiie 
authority delegated to him by the Trustees, esq^enditures for 
services and supplies were authorized to be charged as follows 
for the months of October and November 1976, provided that 
expenditures from City i^ropriation have the approval of the 
City Auditor: 



lb City J^ropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 

TOTAL 

To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

TQTEAL 
To Special Appropriation 



OCTOBER 

$478,764.69 
64,860.53 
19,544.94 
81,823.87 



$644,994.03 



$ 752.85 

12,267.44 

$ 13,020.29 



Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOTAL 



$ 74,551.34 
11,115.54 
40,866.70 

$126,533.58 



$603,819.39 

3,565,43 

9,264.62 

46,636.75 

60.00 



$663,346.19 



$ 1,932.08 

480.95 

6, 011^87 

$ 8,424.90 



$ 49,472.46 

6,273.59 

48,283.97 

$104,030.02 



Form No. 1046F— 1 1 /74 



Minutes of Meetincr 
Mministrative Agency 
Deceriber 10, 1976 
p. 2, 

FollcxTing approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the nonths of 
October and I^fovember 1976, provided that payment of bills 
fron City Appropriation have the approval of the City Auditor- 



OCTOBER 



NCVEMBER 



To City Appropriation 

Personcd Services 
Contractual Services 
Supplies. and Materials 
Books 

Current Charges and 
C&ligations 



$478,764.69 

77,069.85 

9,925.93 

81,823.87 

12,826.51 



$603,819.39 
85,797.91 
28,046.99 
46,636.75 
10,575.74 



T0a5\L 



lb Trust Funds 



$660,410.85 



$774,876.78 



Contractual Services 
Sv^jplies and Materials 
Boolcs 

TCflKL 



752.85 



12,267.44 
? 13,020.29 



To Special Appropriations 

Eastern Regional Public Library System 



Books 

Supplies and Materials 

Personal Services 

TOa!AL 



$ 74,551.34 

3,915.02 

40,866.70 

$119,333,06 



$ 1,932.08 

480.95 

6,011.87 

? 8,424.90 



$ 49,472.46 

8,280.84 

48,283.97 

$106,037.17 



The Director stated that it would be necessarv to have a vote for 
the signing of payrolls. 



VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. !4cNiff , Director, or i:^n his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director be and hereby 
is authorized to sign the payrolls of the Library in represen- 
tation of the Trustees for a period not to exceed four weeks 
from Decariber 27, 1976. 



Minutes of Meeting 
AteLnistrative Aaency 
DecQTiber 10, 1976 
p. 3. 



• - . • r 

*.u ?^, Director noted that at a previous meeting of the Board, he reported 
on tiie banknptcy of Warren Coveney's Ford Sales Inc. Since then, this mtter 
has been discussed v/ith the tending conpany and the Law Department of the City 
of Boston, and the Director stated that it was now necessary that a vote be 
taken to enter into an agreenent with Gbrritiercial Union -Insurance Ccrapany, the 
bonding agency for Warren Coveney's Ford Sales. 

Fbllowing discussion and on mDtion duly made and seconded, it was 



'VOTED: 



that, without public advertising, an T^greerient be entered 
into with the CCmnercial Union Insurance Conpai^, One Beacon 
Street, Boston, Massachusetts, the siorety on the performance 
bond for the contract executed by Warren Coveney's Ford Sales, 
Inc.> 777 Washington Street, Newton, Massachusetts, for the 
leasing of three panel trucks and three station wagons during 
the period July 1, 1976 through June 30, 1977; in vMch 
Agreement the Coftnercial Union Insurance Conpany, in the 
ina bili ty of Warren Coveney's Ford Sales, Inc^, covenants 
to ocrplete the aforerentioned contract for the period 
Octct er 1, 1976 through June 30, 1977, subject to the rates, 
terms, and provisions of said contract." 



rhe Director reported that, subsequent to the last ireeting of the Board, 
v^ a vote was taken to enter into a contract v/ith the Faxon Company without 
^^^^^ ?o^?^^^^^^^*^^ ^^^ supplying and servicing periodicals and serials for the 
year 1977, a meeting was held with Mx. Peter Hiam at the Finance Cormission to 
discuss this matter, since the Finance Comrdssion had recanrended that this 
contract be publicly advertised next time around. It VTas still the position of 
the Finance Conmission after this meeting that this contract should be advertised 
for public bidding. The Director stated that, in his opinion, this was not at all 
desrrable and more information would be sent to Mr. Hiam on this matter. 

« 

A most unfortunate situation developed in the Mattapan Branch Library 
recently after the oil conpany serving the Branch filled the tank witli number six 
oil instead of number tavo. As a result of this, the branch had to be closed for 
several days. Hofpefully, the oil conpany will pay for the cost of restoring the 
system to operating condition. 

Shelving is now being installed at the Dudley Street Branch and it is 
planned to move the ^fount Pleasant collection to the new Djdley Street Library, 
since there is groimig concern as to the safety of materials remaining in the 
Mount Pleasant building. It is also planned to move the Fellowes Athenaeum 
materials into the Dudley Street Branch Library. It is planned to advertise for 
staff for the new Dudley Street Library 'in the coming week. Since the Trustees of 
the Library assumed responsibility for the Felloives Athenaeum Library, it has been 
run by two atployees who were on the Fellowes Athenaeum payroll at the time. There 
is now only one person oiployed in the Fellowes Athenaeum operation and he will have to 
be added to 'the City payroll. 

Mr. John Benson has been asked to design a plaque which will be placed in the 
Lecture Hall at the Dudley Street Branch Library. 



Minutes of fleeting 
Administrative .Agency 
Decennber 10, 1976 
p. 4. 



^^ "^ Director reported that the Library had submitted five proposals for 
funds under the I^ Title I program. There has been no response from the B^eau 
S/^f^.S^T'' ?"" ^^' 2^ ^?^^ requests. A letter requesting such a response 
^J^ T^ ^' ^'^^' ^^"^ Director of the Bureau, and to all norters of Se 

^^f^nr^ ^""^ Connission^s . Included in those requests ms a request for 

l^cS Si^rLJS.^'''^^ "^^^ ^^^ ^^"^ ^^ ^^ ^^^^ ^^^^ ^^ ^^^^ square 

I^ Director reported that he had cotpleted preparation of the budget 
r^^t for fiscal year 1978 and had requested the approval of thxe r^ard to 
sufcmit this request for funding in the amDunt of $10,178,000. He pointed out 
tnat this IS a smaller amount than that requested for fiscal year 1977, but ■'"t 
is higher than the amount approved for fiscal year 1977. He recognized that th^ 
Library must be prepared to face some reductions in this request. 

T.V-. T^ Director stated that he is still hoping to be able to increase the 
Li^ary s private funding and the level of State funding so that the Library can 
achieve a better balanced support from City, State and private sources. Followina 
discussion and on motion duly made and seconded, it was 

•'VOTED: that the Director be authorized to sufcndt a budget request 
for fiscal year 1978 in the amount of $10,178,000." 



Dissolved 5:05 p.m. 




Secretary 




Please read, initial belcw, and 
return to the Secretary 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



•^5nutes of '^fietinQ* 
Administratis ^e Aqenc/ 



In Board of Trustees 
Friday, February 4, 1977 



A iteetlnq of the Trustees of the Public Library as an Administrative 
Aqency of the City of T3oston v;as held in the Trustees Room at 5:05 p.m. 

Present: Tfessrs. Maher, fturray, Parker, and Mrs. VJhite, Trustees. 
Also present were Sally Beecher and John Pelose, representing the Professional 
Staff Associaton. 

The President, Mr. Parker, presiding. 

The minutes of the regular meeting on December 10, 1976, as presented, 
were ar^proved. ^ ' 

Following approval by the Director and in accordance with the authority 
deleaated to Mjti b^r the Trustees, expenditures for ser^/ices and supplies were" 
authorized to be charcred as follovTs for tlie ronth of December, 1976, Provided 
that eja^enditures f ran City .^propriation ha^Te the appro^'al of the City Auditor 



To City Appropriation 

Personal Services 

Contractiaal Services 

Supplies and ^laterials 

Books 

Current Charges and Obligations 



TOTAL: 



$486,252.10 

55,898.81 

42,791.31 

137,060.56 

21.00 

$722,023.78 



To Trust Funds 



Contractual Services 

Supplies and r^terials 

Books 

Current Charges and Obligations 



TCTAL; 



To Special Appropriations 



Eastern Regional Public Tjibrary System 

Books 

Supplies and Materials 
Personal vServices 

TOTAL: 



$ 1,209.44 

34.56 

11,713.26 

216.00 

$13,173.26 



$ 33,045.60 

5,047.81 

38,982.06 

$ 77,086.37 



Folla/7ing approval by the Director and in a^rcordance v.^tli the 
authority- delegated to him by th^e Trustees, paymsnt of' bills was ' 
authorized to be charged as follows for the ironth of Decer\bpr, 1976 • 
provided that payment of bills from City Appropriation ha^/e'thie 
approval of the City Auditor: 



Form No. 1046F— 11/74 



Minutes of ^feetinq 
Administrative Agency 
^ebniarv 4, 1977 
p. 2, 



J 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



TOTAL: 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

TOTAL: 

To Special Appropriations 

Ecistem Regional Public Library System 



$486,252.10 

55,898.81 

42,791.31 

137,060.56 

21.00 

$722,023.78 



$ 1,209.44 

34.56 

11,713.26 

216.00 

$ 13,173.26 



The Director stated that is ^vas necessary to have a vote for th^ 
authoriza.tion of the signing of the payrolls : 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assis- 
tant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, be and hereby is authorized to sign the payrolls 
of the Library in representation of the Trustees for a 
period not to exceed four weeks from February 21, 1977." 



^ 'Hie Director reported that it VTas necessary to have votes approving 
certain routine orxsrating orocedures during the calendar year 1977. On 
motion duly nade and seconded, it \ms 



"VOTED : 



that Philip J. McNiff, Director, or upon his delegation, 
Liam M. Kelly, Assistant Director and Secretary of the 
Trustees, or John J. Doherty, Assistant Director or 
Louis A. Sasso, Assistant to the Director, be and 
hereby is authorized to act on behalf of the Trustees 
in the administration of the personnel procedures estab- 
lished by them for the appointment of all officers and 
employees of the Library up to but not including the 
level immediately below that of the Director, and to fix 
the remuneration for all such officers and employees 
subject to the salary and wage scales as currently estab- 
lished by vote of the Trustees, said appointments and 
changes in remuneration to be reported to the Trustees at 
their next meeting for confirmation." 



^linutes of 'Meeting 

Mministrative Aaency - '- 

February A, 1977 

p. 3. 

"VCfTED: that Philip- J. McNiff , or iipon his delegation, Liam M. 

Kelly, Assistant Director, and Secretary of the Trustees, 
or Jchn vT. Doherty, Assistant Director, or Kevin T. 
FitzPatridc, Assistant to the Director, be and herebv 
is authorized to sirm on behalf of the Board in approval 
of the payment of all vouchers or bills covering 
expenditures incurred in terms of one quarter of the 
fiscal 1976-77 budget allowances, but in no case 
exceeding those in the budget estimates for the fiscal 
year 1977-78, as shall be approved by the Board of Trustees 
prior to June 30, 1977, said payments to be reported to 
the Board at its next regular ineeting for conf inration. " 

n^OTFD: that until January 1, 1978, the President, Vice President, 
the Director, and the Secretary of the Trustees, be and 
they hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all catimmications in 
connection with the award of contracts so voted or 
recotimended to be so voted." 



and 



"VOTED: 



that, for the signing. of checks drawn upon the petty cash 
checking accounts of the Library, Catherii^ A. Farrell, 
Principal Accountant, or Thomas T. McLaughlin, Assistant 
Principal Accountant, or Llam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPa trick. Assistant 
to the Director, in the order of their respective avail- 
ability, be authorized to sign checks; and Philip J. 
McNiff , Director, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, in the order of their respective availa- 
bility be authorized to countersign checks, provided that 
in no instance does the same individual both sign and 
countersign a check." 



Ihe Director reported that, in response to advertising for book binding 
cloth, t^go bids were received, and it was recannended that a contract be 
awarded to the lowest bidder, a corpany with v^Mch the Library has done 
business many times in the past. In response to a question, the Director 
stated that the Library did not buy any binding cloth last year, and he 
expected that this amount of material voild cover the Library's needs for 
about tvro years. On motion duly made and seconded, it was 



'•VOTED: 



that there be entered into with The Hblliston Mills, Inc., 
T'ferehouse Road, Hyannis, Massachusetts, the lowest responsible 
and eligible bidder in the public bidding, a contract for 
supplying and delivering book binding cloth, as specified in the 
specifications, at a total cost not to exceed thirty-nine 
thousand two hundred eighty-eiaht dollars and eight cents 
($39,288.08)." 



Minutes of 'fleeting - •■ . 

^/iministrati'^Te Mency 
February A, 1977 
P. 4, 

In response to public advertisina on a contract for high-efficiency 
filters, four bids were received, and it VTas recorrnE^nded that the contract 
be av;arded to A^ierican Air Filter Co., Inc., the lowest eligible ani respon- 
sible bidder. On motion duly made and seconded, it was 

"VOTED: that there be entered into with TVmerican Air 

Filter Co., Inc., 420 Washington Street, Rraintree, 
Massachusetts, the lowest eligible and responsi±>le 
bidder in the p\±>lic bidding, a contract for 
supplying and delivering high efficeincy filters, 
cis specified in the specifications, at a total cost 
not to exceed six thousand four hundred dollars 
($6,400.00)." 

In response to public advertising for a contract for book jacket covers, 
three bids were received, and it was reccrrended that the contract be awarded 
to the lowest bidder. Mr. '^'Taher asked whether there were any manufacturers 
of this material v/ithin ^Massachusetts , and the Director stated that he did 
not think so. "Vhe three bidders are well-known Tjibrary sii^jply oorpanies. On 
notion duly made and seconded, it was 

"VOTED: that there be entered into with Brodart, Inc. , 1609 
fferoorial Avenue, Williamsport, Pennsylvania, the 
lowest eligible and responsible bidder in the public 
bidding, a contract for supplying and deliverii^ 
book jacket covers, as specified in the specifications, 
at a total cost not to €2xceed seven thousand seven 
hundred fifty-eight dollars and no cents ($7,758.00)." 



In response to public advertising for a contract for phonoqraph covers, 
two bids were received, and the Director recnrroended the contract be awarded 
to the Icwest bidder. On motion duly made and seconded, it was 

"VOTED: that there be entered into with Denco Educational 
Corp., 2120 Fordem Avenue, Madison, Wisconsin, the 
Ic^^Test responsible and eliaible bidder in the 
public bidding, a contract for supplying and deliver- 
ing phonograph record covers, as specified in the 
specifications, at a total cost not to exceed 
nineteen thousand t^'jo hundred eighty-six dollars and 
no cents ($19,286.00)." 



Ite Director reported that the Library has been asked to make substantial 
rediKTtions in expenditures for the remainder of fiscal year 1977. He said that 
the Library administration has been struggling in recent weeks to deal with 
this situation. Mr. Parker spoke about the overaill financial situation in the 
City and stated that it was necessary for the Library to do its part in making 
possible a reduction in the overall spending within the City. He acknowledged 
that the Library has been working hard to maintain the best le^Tel of service, 
but some reduction in service would have to be made. 

The Director suggested that the State Aid Program is related to this 



c 



Minutes of ffeetinq 
Mministrati^/e Agency 
Feburary 4, 1977 
p, 5. 



prdblefn and said that if the bill filed by the riassachusetts Library Association 
were passed, that it would provide a substantial increase for Boston. He 
suggested that the Board should go on record in support of this bill. Mr Maher 
suggested that this was a mtter in which the staff could also help. Following 
discussion and on motion duly itade and seconded, it was ' 

"vrTTED: that the Trustees of the Public Library of the City of 
Boston v^Toleheartedly endorse and urge the approval of 
House Bill 2658 , vMch was filed on behalf of ^ the 
f Massachusetts Library Association." 

rhe Director reported, that the Library has submitted the sane oroup 
of LRCA proposals as it submitted last year to the Bureau of Library Extension. 
He stated that all of these proposals have merit. He recalled that a letter 
was sent to the head of the Bureau of Library Extension regarding the proposals 
as they VTere subrdtted last year. A partial response to that letter ^vas received 
from Ms. Mary Burgarella at the Bureau of Librarv Extension. Tliat letter showed 
that the total LSGA. funding for Massachusetts vms J=;i,251,648 for FY 1976. Out 
of that, $746,821 \^s used for administrative purposes bv the Bureau of Library 
Extension. Of the remainder, at least $280,512 was spent for Bureau programs. 

'The Director noted that the bill filed last year for an increase in 
State Aid was not supported by the Bureau of Library Extension. Msor. *^»urray 
reported that Titles 4 and 5 of the LSCA legislation have been supported by 
the American Library Association. He pointed out that Title 5 v;ould authorize 
direct payment to large urban libraries. In surriary, the Director stated that 
the Library is facing a major task in overcoming the iitiriediate fiscal situtation, 
and he warned that the Library WDuld not be able to continue to do all the 
things that it has been doing. 

Dissolved at 5:40 p.m. 



Secretary 



Please read, initial below, and 
return to the Secretary 






TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, March 11, 1977 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the 
Trustees Room at 4:40 p.m. 

Present: Messrs. Maher, Murray, Parker, and Mrs. White, 
Trustees. Also present were Toby Paff , representing the 
Professional Staff Association, and a member of the public. 

The President, Mr. Parker, presiding. 



Followinq approval b^^ the nirector and in accordance \«7ith the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follo^/s 
for the month of Janijary, 1977, provided that expenditures 
frcm City Appropriation have the approval of the City Auditor: 

To City Appropriation 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



TOTAL: 



To Trust Funds 

Contractual Services 
Books 



TOnAL: 



To Special Appropriatio ns 



Eastern Regional Library Systxm 

Books 

Supplies and Materials 

Personal Services 

TOTAL: 



$482,695.59 

67,944.10 

4,757.78 

62,618.87 

10.50 

$618,026.84 



$ 1,823.01 
8,779.10 

$ 10,602.11 



$ 59,021.10 

2,981.77 

35,209.58 

$ 97,212.45 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of January, 1977, 
provided that payment of bills from City i^ropriation have the 
approval of the City Auditor: 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
March 11, 1977 
p. 2. 



^' 



/*? 



To City App ropriation 

Personal Services 
Contractual Services 
Si:53plies and Materials 
Boolcs 

Current Charges and Obligations 



TOTAL: 
To Trust Funds 

Ccaitractual Services 
Books 

TOTAL: 
To Special Appropriations 
Eastern Regional Public Library Systen: 

Books 

Si^jplies and Materials 

Personal Services 

TOTAL: 



$482,695.59 
94,207.51 
17,346.85 
62,618.87 
10,459.66 

$667,328.48 



$ 1,823.01 
8,779.10 

$ 10,602.11 



$ 59,021.10 

8,940.53 

35,209.58 

$103,171.31 



>,»,.^ *. J^^^ Director stated that it was necessary to 

have a vote for the authorization of the signing of the payrolls 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNlff , Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Ass-?stant 
Director, or Kevin T. FltzPatrick, Assistant to the Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from March 21, 1977." 



imr^.r^^ • c ^""^^^^^^ reported that there has been a substantial 
impact m Saturday use of the Library since the Sunday closing. 
He expressed the hope that it would be possible to resume 
Sunday service m the next fiscal year. 

The Director then read a news release which had b^en 
Su^E^f?"? ^° announce the cutbacks in Library service. He 'stated 
that this news release would go out to the media and the staff. 
He stated that the previous day the management staff, as well 
as the executives boards of the Professional Staff Association 



Minutes of Meeting 
Administrative Agency 
March 11, 1977 
p. 3. 



and A.F.S.C.M.E. , had been informed of these actions. He 
said that all of these people recognized the situation 
facing the Library and the need to take the actions proposed. 

In the discussion that followed, it was agreed that 
the proposed news release accurately reflected the position 
of the Board. However, it was pointed out that in order to 
meet the goal of $500,000 in savings, it would not be 
feasible to open the two new branches. 

The Director reported that the 1978 budget recommendations 
have not yet been finalized by the Mayor. Meetings have been 
held with members of the Budget Office and Deputy Mayor Kane. 
The request for fiscal year 1978 includes funding for the 
opening of the new branches. The Director said that he was 
not too optimistic that the fiscal '78 budget would even equal 
the appropriation for fiscal *77. 

The Secretary reported that he had attended a meeting 
of the Board of Library Commissioners on March 10. At that 
meeting Mr. Joyce, Director of the Bureau of Library Extension, 
presented his recommendations for the awarding of LSCA funds 
in respect to proposals submitted by libraries throughout the 
state. He pointed out that the Boston Public Library submitted 
five proposals for LSCA funding in fiscal 1976; none of these 
proposals was funded by the Bureau. Nor was any acknowledg- 
ment received from the Bureau with respect to any of those 
proposals. It was only at the time proposals were requested 
for fiscal '77 that the Library received a letter from the 
Bureau indicating that none of the proposals had been funded 
under fiscal '76 funds. It was decided at that time, since 
there was no time to prepare new proposals, that these same 
five proposals should be submitted for funding under LSCA 
fiscal '77 funds. At the meeting on March 10th, the Director 
of the Bureau of Library Extension recommended that only one 
of those proposals be funded at 50% of the total requested, 
i.e. $50,000 for the purchase of materials for the new Dudley 
Street and Codman Square libraries, and then only on a deferred 
basis, pending the satisfactory re-writing of this proposal 
on the new forms. The total LSCA appropriation to Massachusetts 
is approximately $1.25 million. Based on the recommendations 
of the March 10th meeting, the major portion of these funds 
will be spent by the Bureau of Library Extension for its own 
staffing and program needs. 



A discussion followed during which MsQr. Murray and the 
Director outlined some of the changes being recommended in 
the LSCA legislation, which is up for renewal this year. 

The Director reported that the General Library printed 
book catalog has been completed and is being produced for 
distribution throughout the Central Library and the branch 
system. He pointed out that the availability of this catalog 



Minutes of Meeting 
Administrative Agency 
March 11, 1977 
p. 4. 



. ■»•% 



would allow staff throughout the entire system to know 
what books are available in the Central Library. 

The Director stated that he had testified at a 
hearing held by the Committee on Administration on House 
Bill 2658, a bill that would increase state support. The 
per capita support would be increased from 37. 5<: to 52. 5<: 
under the bill. He expects that it will be reported out 
favorably and is cautiously optimistic that the bill will 
be passed. He pointed out that, while this bill would help 
the Boston Public Library, it is not a Boston bill. 

Dissolved at 5:15 p.m. 




Secretary 




Please read, initial below, and 
return to the Secretary 




S V 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, April 15, 1977 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees 
Room at 4:50 p.m. 

Present: Messrs. Murray, Parker, Rabb, and Mrs. White, Trustees. 
Also present was Toby Paff , representing the Professional Staff Association. 

The President, Mr. Parker, presiding. 

The minutes of the regular meeting of February 4, 1977, as 
presented, were approved. 



Following approval by the Director and in accordance 
with the authority delegated to him by the Trustees, 
expenditures for services and supplies were 
authorized to be charged as follows for the month 
of February, 1977, provided that expenditures from 
City Appropriation have the approval of the City 
Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 

TOTAL 

To Trust Funds 



$601,131.52 

72,525.67 

4,443.32 

128,532.18 

280.50 

$806,913.19 



Contractual Services 
Books 



To Special Appropriations 



TOTAL : 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

TOTAL : 



$ 866.05 

9,182.51 

§ 10,048.56 



$ 52,489.19 

2,562.07 

37,128.17 

$ 92,179.43 



Form No, 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 2. 



^ f 



Following approval by the Director and in accordance 
with the authority delegated to him by the Trustees, 
payment of bills was authorized to be charged as 
follows for the month of February, 1977, provided that 
payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



TOTAL : 
To Trust Funds 

Contractual Services 
Books 

TOTAL: 
To Special Appropriation 
Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

TOTAL: 



$854,388.35 

88,540.56 

22,117.80 

128,532.18 

14,066.29 

$1,107,645.18 



$ 866.05 

9,182.51 

$ 10,048.56 



$ 52,489.19 

5,470.46 

37,128.17 

$ 95,087.82 



The Director stated that 1t was necessary to have a vote for the 
renewal of a contract for the maintenance and servicing of elavators during 
the period July 1, 1977 through June 30, 1978. He pointed out that the 
Library had the option to renew this contract based on public bidding in 
1975, which contained an option for renewal in 1976 and 1977. At that 
time. Delta Elavator was the lowest bidder at $13,992.00 and, since that 
time, they have provided an excellent level of service. At no time during 
this period have the elavators been cut of order during hours of service 
In the Library. Following discussion and on motion duly made and seconded, 
it was 



"VOTED : 



that, without public advertising, there be 
entered into with Delta Elevator Service, 
Corporation, 50 North Beacon Street, Alls ton, 
Massachusetts, a contract for maintenance and 
servicing of elevators throughout the library 
system during the period July 1, 1977 through 
June 30, 1978, at a total cost not to exceed 
thirteen thousand nine hundred ninety-two 
dollars and no cents ($13,992.00)." 



Minutes of Meeting 
Administrative Agency 
April 15. 1977 
p. 4. 



'i< 



The Director stated that for the past several years, premises 
have been leased at Taunton for the Eastern Massachusetts Reglona 
Library System bookmobile center. The agent for this property has 
requested an Increase In the rental of $75 per month The Director 
recommended that action be deferred In thls^matte?! He salS thaS! 
while this matter does not affect the City's budget, he did have 
some reservations as to the justification of this increase. He 
proposed to take up this matter with the agent for the property in 
question and stated that he would bring this matter up for recon- 
sideration at a future meeting. 

The Director recommended that a contract be entered into 
for the leasing of premises at North Andover for the Eastern 
Massachusetts Regional Library System bookmobile center. He stated 
that this space was yery satisfactory. Following discussion and on 
motion duly made and seconded, it was 



'VOTED 



and 
VOTED : 



that the Board of Trustees in charge of the 
Library Department of the City of Boston, acting 
in the name of and for the City of Boston, does 
hereby accept an instrument of lease by and 
between the TOWI^ OF ANDOVER, MASSACHUSETTS and 
the CITY OF BOSTON of the premises at the Theatre 
Building, #9/11 Essex Street, Andover, 
Massachusetts, subject to the rental, terms, 
agreements, conditions, and covenants set forth 
in said instrument of lease; 

that Philip J. McNiff , Director, and Librarian, of 
the Public Library of the City of Boston, be and 
hereby is authorized and directed in the name of 
the Board of Trustees in charge of the Library 
Department of the City of Boston to execute said 
instrument in duplicate." 



♦u r4* ^ Director stated that it was necessary at this time for 
the City to enter into contracts with several booksellers. On motion 
duly made and seconded, it was 

"VOTED: that, without public advertising, contracts 
be entered into for purchase of books and 
certain other library materials during the 
period July 1, 1977 through June 30, 1978 with 
the following contractors, subject to the terms, 
agreements, and conditions set forth in said 

contracts : 

• - . * 

Xerox University Microfilms 
Ann Arbor, Michigan; 

U.S. Historical Documents Institute, Inc. 

Hollinger Corp. 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 4. 



The Director stated that for the past several years oremlses 

Sbrarr^vltf^K 'I ^^"^?*°" ^°'' *^« ^"*e'" Massachusetts Reglona 
Library System bookmobile center. The agent for this orooertv ha.^ 

requested an Increase in the rental of $75 per month The Director 

L^iTT^t'^ *^'* 'S*^'°" "" '^'^'^'^'^ ^^ this 'matte? He saiS tha?! 
while this matter does not affect the City's budqet he did ha«p 

D^^osed't^tir' 'M'^ ''' justification^'of ?h?s1ncKasI' T 
proposed to take up this matter with the agent for the property in 

fnr fhn I^® Director recommended that a contract be entered Into 
for the leasing of premises at North Andover for the Eastern 
thf r^h!/!^ ^^ Regional Library System bookmobile center. He stated 
mo^nn i i^P^^^ was very satisfactory. Following discussion and on 
motion duly made and seconded, it was 



-VOTED: that the Board of Trustees in charge of the 

Library Department of the City of Boston, acting 
in the name of and for the City of Boston, does 
hereby accept an instrument of lease by and 
between the TOmi OF ANDOVER, MASSACHUSETTS and 
the CITY OF BOSTON of the premises at the Theatre 
Building, #9/11 Essex Street, Andover, 
Massachusetts, subject to the rental, terms, 
agreements, conditions, and covenants set forth 
in said instrument of lease; 



and 
VOTED : 



that Philip J. McNiff , Director, and Librarian, of 
the Public Library of the City of Boston, be and 
hereby is authorized and directed in the name of 
the Board of Trustees in charge of the Library 
Department of the City of Boston to execute said 
instrument in duplicate." 



tho n^J^l Director stated that it was necessary at this time for 

Ju?v I^L Lf c '!!^2 ^?::^^^^*5 "^'^^ several booksellers. On motion 
duly made and seconded, it was 



'VOTED : 



that, without public advertising, contracts 
be entered into for purchase of books and 
certain other library materials during the 
period July 1, 1977 through June 30, 1978 with 
the following contractors, subject to the terms, 
agreements, and conditions set forth in said 
contracts : 

Xerox University Microfilms 
Ann Arbor, Michigan; 

U.S. Historical Documents Institute, Inc. 

Hollinger Corp. 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 3. 



\ - »;; 



» • • .* 



*!. 4 The Library has followed this same practice with respect to 
the Inspection and testing of fire alarm systems. The American Service 
Company has had a contract for the past two years and has done a 
satisfactory job. The Director recommended that this contract also 
be renewed for the period July 1, 1977 through June 30, 1978 at a 
total cost not to exceed $3,200.00. On motion duly made and seconded. 
It was 



'VOTED 



that, without public advertising, there be 
entered into with American Service Co., Inc., 
799 Hancock Street, Quincy, Massachusetts, a 
contract for the inspection and testing of fire 
alarm systems as well as maintaining and servicing 
these systems at the Central Library building 
and at various other locations in the Library 
System, as specified in the specifications, 
during the period July 1, 1977 through June 30, 
1978 at a total cost not to exceed three thousand 
two hundred dollars and no cents ($3,200.00)." 



The Clerk reported that It was necessary to have a vote to 
award a contract without public bidding for the rental of certain 
data processing equipment from the IBM Corporation. He stated that, 
while the vote would be taken for rental of this equipment, that It 
might prove preferable to lease this equipment during the coming year. 
By Teasing this equipment, the Library would accrue more equity in the 
hardware and might want, at a future date, to purchase some of this 
hardware outright. Following discussion and on motion duly made and 
seconded, it was 

"VOTED: that there be entered into, without public 

advertising, with International Business Machines 
Corporation, 610 Lincoln Street, Waltham, 
Massachusetts, a contract for rental of certain 
data processing equipment during the period July 
1, 1977 through June 30, 1978, the total rental 
thus charged to be subject to the terms, agreements, 
and conditions set forth in said contract." 



The Director stated that it was necessary to have a vote 
authorizing the rental of space at the New England Deposit Library. 
Following discussion and on motion duly made and seconded, it was 

"VOTED: that there be entered into with the New England 
Deposit Library, 135 Western Avenue, Allston, 
Massachusetts, an agreement for the rental 
during the period July 1, 1977 through June 30, 
1978 of storage space therein for books and 
other library materials belonging to the Boston 
Public Library, in accordance with the rates 
for storage space formally adopted by the 
governing board of said New England Deposit 
Library. " 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 5. 



J.S. Canner & Co. 

Carl Fischer, Inc. 

G,K. Hall & Co. 

Music Center of Boston 

R.L. Polk & Co. 

Standard & Poor • s Corporation 

Starr Book Company, Inc. 

Worldwide Books, Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book Exhibit, Inc. 

Both of Briarcliff Manor, New York; 

H.W. Wilson Co. 
Bronx, New York; 



■# 



Nathaniel Dame & Company, Inc. 
General Microfilm Co. 
Harvard Cooperative Society, Inc. 
All of Cambridge, Massachusetts; 

• 

American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopaedia Britannica Educational Corporation 

Field Enterprises Educational Corporation 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois; 



H.R. Huntting Company, Inc. 
Chicopee Falls, Massachusetts; 

Yankee Book Peddler, Inc. 
Contoocook, New Hcunpshire; 

The Eastin-Phelan Distributing Corporation 
Davenport, Iowa; 

Gale Research Company 
Detroit, Michigan; 

Prentice-Hall, Inc. 
Englewood Cliffs, New Jersey; 

New Day Films 

Open Circle Cinem.a 

Both of Franklin Lakes, New Jersey; 

Walt Disney Educational Materials Co. 
Glendale, California 

Eccentric Circle Films 
Greenwich, Connecticut; 



nutes or neeting 
Administrative Agency 
April 15, 1977 
p. 6. 



AIMS Instructional Media Service 
Hollywood^ California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Centron Educational Films 
Lawrence, Kansas; 

Sundance Paperback Distributors 
Littleton, Massachusetts; 



BFA Educational Media 
Churchill Films, Inc. 
Both of Los Angeles, California 

Xerox Films, Xerox Education Publications 
Middle town, Connecticut; 

Select Press Book Service 
Milford, New Hampshire; 

Kraus -Thomson Organization Limited 
Millwood, New York; 

Macmillan Films, Inc. 
Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut; 

Dimondstein Book Company, Inc. 
New Rochellej New lozic; 

ACI Filjns, Inc. 

AMS Press, Inc. 

CBS Records, Div. of Ck)lumbia Broadcasting, Inc. 

Carousel Films, Inc. 

Contemporary/McGraw-Hill Films 

Film Ima;^es, Inc. 

Garland Publishing Inc. 

Grclier Sducational Corp. 

Inpact Films 

International Film Foundation 

Johnson Reprint Corporation 

Larousse & Cornpany, Inc. 

Learning Corporation of America 

Macmillan Library Services 

McGraw-Hill Book Coi\pany, a division of McGraw-Hill, Inc. 

Musical Heritage Society 

MBC Educational Enterprises, Inc. 

National Record Flan 

New Yoricer Films 

Peters International, Inc. 

Phoenix Films, Inc. 

Practicing Law Institute 

Readex Microprint Corporation 

Sterling Educational Films 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 7, 



Tiylor Carlisle Bookstore ^ Inc« 
Texture Filns 
Tiifis-Life fiLr^s, Inc. 
Tricontir.ental Film Center 
Ursus Bocks Ltd* 
•Vestinghouse Learning 
All of New rork, New York; 

Locema Filir.s^ Inc. 
Horth Bergen, New Jersej; 

<#eDter for Cassette Studies ^ Inc« 
Korth Holl^rvoodj California; 

Boyal Distributors 

North Quincy, Massachusetts; 

Peremiial Education 
Uorthfield, Illinois; 

Waiiam Salloch 
Oasiziing, New York; 

^techert Macsdllan, Inc* 
Pennsauken, New Jersey; 



Bastem Book Coii^>an7' 
Portland, Maine; 

Creative Filin Society 
Beseda, California; 

LaiiCrers Co-operative Publishing Co. 
Bochester, New York; 

Itest Publishing Coupany 
St* Paul, Kinnesota; 

Bell L Howell, Micro Photo Uivision 
Salisbury, Connecticut; 

Pyranid Fila Producers 
Santa Konica, California; 

Disclosure, Inc. 

Silver Spring, Maryland; 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 8. . 



The Baker & Taylor Co. 
Sonervillej New Jersey; 

\iarTen Schloat Productions^ Inc* 
Tarrytoua^ New York; 

Graphic Microfilm, Inc. 
Wiilthaxiij I■Iassachusert^Sj 

firrreau of National Affairs j Inc. 
National Geogr?phic Society; 

Congressional Information Service 
All of Washington, D.C. 

¥eston Woods Studios^ Inc. 
Weston, Connecticut; 

CcDnecticut Films, Inc. 
Uestportj Connecticut; 

Wombat Films 

Whitt Plains, New York; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 



Brodart, Inc. 
Williamsport, Pennsylvaxda; 

filfiis Incorporated 
Wilmette, Illinois; 

Scholarly Resources, Inc. 
liQJLIjnington, Delaware; 

and 

Pamassas Boc^ Service 
Tarmouth Port, Massachusetts." 



«e. 1 ® ?I^o^^°^ reported that the Mayor's budget recommendation for 
fiscal year 1978 represents a reduction of $400,000 over this year's 
reduced level of $8.9 million. (The approved budget for fiscal 1977 
was $9.4 million.) There Is a possibility that the Librarv will get 
some support from the Kirstein Committee. The Director reported that ' 
he had attended a meeting which the Mayor had called for Department 
Heads and. In that meeting, the Mayor emphasized that the budget will 
strictly adhered to. The Director pointed out that the Library had 
expanded service to the general public In recent years and he acknowledaed 
that the reduced level of funding will present major problems. He 
pointed out that committees have been appointed to make recommendations 
regarding the placement and use of the new General Library Book Catalog 



Minutes of Meeting 
Administrative Agency 
April 15, 1977 
p. 9. 



rnloncfl'^^f ^^!u ^^^^^^ fo'^ ^^^^ ^est possible Organization to 

Zina !Mrh°th^^n-'^''^f ^^ ^f"^ ^^ Staffing. A discussion followed, 
during which the Director referred to the bills presently being 
considered that would increase federal and state aid to libraries. 
The Director participated in a meeting with Senator Kelly, who 
assured this group that his Committee will report the State Aid 
bill out favorably with a recommended funding not less than what 
was recommended by the Senate and House Administration Committee 



^«. M.W Tc® ^^^^'^^^^^ ^S?*"^ International III program is scheduled 
for May 15, 16 and 17. The program this year includes several 
distinguished artists. 

Dissolved at 5:30 p.m. 



Secretary 



Please read, initial below, and 
return to the Secretary 



\ ■■'rm. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 2, 1977 



The annual meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room 
at 4:25 p.m. 

PresentrMessrs. Maher, Murray, Parker and Mrs. White, Trustees. 
Also present Sally Beecher and John Adams, representing the Professional 
Staff Association, and other members of the public. 

The President, Mr. Parker, presiding. 

The Administrative Agency then proceeded to elect viva voce Its 
officers for the ensuing year. 

First Vote for President 

Mr. Maher voted present, Monslgnor Murray voted for Frank B. Maher, 
Mr. Parker voted for Frank B. Maher, and Mrs.. White voted for 
Frank B. Maher; and Frank B. Maher was declared elected President. 

First Vote for Vice President 

Mr. Maher voted for Sidney R. Rabb, Monslgnor Murray voted for 
Sidney R. Rabb, Mr. Parker voted for Sidney R. Rabb, and Mrs. White 
voted for Sidney R. Rabb; and Sidney R. Rabb was declared elected 
Vice President. 

First Vote for Clerk 

Mr. Maher voted for Llam M. Kelly, Monslgnor Murray voted for 
Llam M. Kelly, Mr. Parker voted for Llam M. Kelly, and Mrs. White 
voted for Llam M. Kelly; and Llam M. Kelly was declared elected 
Clerk. 

. First Vote for Clerk Pro Tem 

Mr. Maher voted for Philip J. McNIff, Monslgnor Murray voted for 
Philip J. McNiff, Mr. Parker voted for Philip J. McNiff , and 
Mrs. White voted for Philip J. McNiff; and Philip J. McNiff was 
declared elected Clerk Pro Tem. 

On motion duly made and seconded, it was 



VOTED: that any member of the Board of Trustees be and 

hereby is authorized to sign on behalf of the Board 
bills, special drafts, and payrolls of the Library." 



Form No. 1046F— 11/74 



Minutes of Annual Meeting 
Administrative Agency v 
May 2, 1977 
p. 2. 



and 



'VOTED 



that, until the next annual meeting, the 
President, or Vice President, or in the 
inability of either, any member of the Board, 
and by delegation the Director, or the Secretary 
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 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 payments under 
contracts so voted." 



The President stated that membership on Standing Committees for the 
ensuing year should be as follows: 



BUILDINGS 

Msgr. Murray, Chairman 
Mr. Maher 
Mr. Parker 
Mr. Rabb 
Mrs. White 



FINANCE 

Mr. Maher, Chalman 
Mr. Parker 
Msgr. Murray 
Mr. Rabb 
Mrs. White 



PERSONNEL 

Mr. Rabb, Chairman 
Mr. Maher 
Msgr. Murray 
Mr* Parker 
Mrs. White 



The President stated that the Trustees as the appointive body must take 
provision at the annual meeting for hearings of Civil Service personnel when 
and as needed during the ensuing year. On motion duly nade and seconded. 



•VOTED: 



and 

FURTHER 

VOTED: 



that we, the Trustees of the Boston Public Library, 
having appointive authority over the Civil Service 
personnel at the Library, do appoint one of our members. 
Prank B. Maher, Trustee, to hold and conduct 

hearings in accordance with Chapter 31 of the General 
Laws whenever the said hearings are deemed necessary; 

that in the event of the unavadlability of Frank 
B. Jfeher, Sidney R. Rabb, Trustee, is 

hereby authorized to conduct the above-mentioned 
hearings; this power to be valid only until the 
expiration or appointment of any member of this Board." 



Minutes of Annual Meeting 
Administrative Agency 
May 2. 1977 
P- 3, 



Dissolved at 4:40 p.m. 



Secretary 



••.•- • ■ ♦i-»i#i<f> m~^ 



Please read, initial below, and 
return to the Secretary 



i 



»^ V 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, June 23, 1977 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees 
Room at 4:40 p.m. 

Present: Messrs. Maher, Murray, Rabb, and Mrs. White, Trustees. 
Also present were Dorothy Martin and Toby Paff , representing the 
Professional Staff Association. 

The President, Mr. Maher, presiding. 

Approval of expenditures for services and supplies, and of payments 
of bills for services and supplies was confirmed for the months of March, 
April and May, 1977 as follows: 

Follov/ing approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
service and supplies were authorized to be charged as follows 
for the months of March, April and May, 1977, provided that 
expenditures from City Appropriation have the approval of the 
Citv Auditor: 



March 



April 



May 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



$583,392.87 

76,170.97 

9,988.81 

83,240.58 

600.20 



$464,849.83 

60,924.55 

3,552.34 

69,729.57 

10.50 



$564,647.32 

63,829.82 

2,698,74 

217,186.51 

215.00 



Total: $753,393.43 $599,066.79 $848,577.39 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 



Gifts for Current Use 

Special Appropriations 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



$ 1,951.14 $ 1,004.19 

1,706.24 678.60 

10,290.54 7,282.01 



$ 1,289.50 

596.27 

4,888.85 



Total: $ 13,947.92' $ 8,964.80 $ 6,774.62 



$ 560.40 $ 99.21 $ 



30.81 



$136,352.92 
10,590.76 
46,148.06 



$ 80,705.93 

5,053.73 

36,904.93 



$ 25.997.48 

7,165.64 

47,491.26 



Form No. 1046F— 1 1 /74 



Total 



$193,091.74 $122,664.59 $80,654.38 



Minutes of Meeting 
Administrative Agency 
June 23, 1977 
p. 2. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of March, 
April and May, 1977, provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 

March April May 
To City Appropriation 



. . . j^ ^ 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 



Total 



$583,392.87 

80,482.11 

24,134.81 

83,240.58 

3,478.00 



$464,849.83 

105,168.49 

40,770.19 

69,729.57 

23,442.75 



$564,647.32 

65,582.57 

26,128.13 

217,186.51 

168,134.58 



$774,728.37 $703,960.83 $1 ,041 ,679.11 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 

Total : 

Gifts for Current Use 

Special Appropriation 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personel Services 

Total : 



$ 1,634.14 

949.18 

10,290.54 

$ 12,873.86 



$ 



560.40 



$136,352.92 

4,964.67 

46,148.06 



$ 1,147.19 

934.27 

7,282.01 

$ 9,363.47 

$ 99.21 



$ 80,705.93 

177,807.03 

36,904.93 



$ 1,288.25 

. 2,658.01 

4,888.85 

$ 8,835.11 



$ 



30.81 



$ 25,997.48 

7,165.64 

47,491.26 



$187,465.65 $295,417.89 $ 80^654,38 



The Director stated that it was necessary to have votes for the 
authorization of the signing of the payrolls throughout the summer months 
On motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from July 11, 1977." 



T-linutes of Meeting 
Administrative Agency 
June 23, 1977 
p. 3. 



and 



"VOTED: 



and 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from August 8, 1977." 

that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from September 5, 1977." 



The Director stated that it was necessary to have a vote 
authorizing coverage for signatures during the absence of the Director. 
On motion duly made and seconded, it was 

"VOTED: that effective June 24, 1977 through September 12, 1977 
in any absence of the Director, and Librarian, Philip J. 
McNiff, the name of Liam M. Kelly, Assistant Director, be 
substituted for that of the Director, and Librarian, in 
all votes taken by the Board of Trustees whenever the 
Director and Librarian has been authorized to accept gifts, 
payments made in recognition for special services rendered, 
and payments received for publications and prints executed 
under Library sponsorship which in amount are not more 
than two thousand five hundred dollars ($2,500); to make 
authorized expenditures from principal and/or income of 
certain trust funds; to enter into contracts on behalf of 
the Board when such contracts have been authorized by the 
Board; and to authorize payments under contracts entered 



into. 



It 



The Director reviewed the budget crisis which the Library had faced 
midway through the fiscal year. He said he V7as pleased to report that the 
Library would meet the goal of reducing its spending for this fiscal period 
by $500,000. About $100,000 of this was saved in the heat, light and power 
account, the remainder in personnel accounts. He said that this substantial 
saving had been accompanied by considerable sacrifice by all of the staff. 

On the budget for fiscal 1978, the Director said that the budget 
has been resubmitted "to the Council. As far as the Library is concerned, 
the resubmitted budget remained the same. Recently, members of the Budget 



Minutes of Meeting 
Administrative Agency 
June 23, 1977 
p. 4. 



Office had requested that the non-personnel budget be re-examined for 
the possibility of submitting a supplemental budget for the Library. 
The Library identified $120,000 of absolutely necessary additional 
funding. The staffing pattern approved in the Mayor's budget is 511. 
The Director said that there was no way that this quota can accomodate 
the needs of the new branches, and because of the lack of personnel, 
the collections of these new branches will not be ready, despite the 
receipt of $50,000 in federal funds. However, with the beginning of 
the new fiscal year, certain unfilled positions will now be filled. 
In some instances people have already been selected and these people 
will now move to these new positions. In addition, several other 
absolutely necessary appointments will have to be made. The new 
budget with respect to the personnel account will probably be $120,000 
lower than the reduced fiscal year 1976 budget. 

The Director expressed the hope that new money would be forth- 
coming for Sunday opening in the fall. He also expressed some hope for 
passage of an increased state aid bill. New federal legislation has 
provision for the bigger urban libraries. This legislation has gone 
to a conference committee. There is also new federal legislation under 
Title lie of the Higher Education Act which would bring some money to 
the Boston Public Library. This bill is also in conference committee 
at present. 

Dissolved at 5:30 p.m. 




Secretary 



Please read, initial below, and 
return to the Secretary 



QrH. 



Ial 



. fRySTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Wednesday, September 14, 1977 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees 
Koom at 5:30 p.m. 

Present: Messrs. Maher, Rabb, and Mrs. White, Trustees. Also 
were two members of the public and a representative of the Professional 
Staff Association. 

The President, Mr. Maher, presiding. 

9Q 1077^^^ minutes of the regular meetings of April 15, 1977 and June 

\a n ?^ presented, were approved. The minutes of the Annual Meeting 
on i-lay 2, 1977, as presented, were approved. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of June and July, 1977, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



June 



Jyiii 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total : 



$502,602.60 

91,103.19 

1,108.95 

138,450.30 

10.50 

$733,275.54 



$419,111.62 

252,694.74 

28,951.37 

48,563.04 

$749,320.77 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total : 

Gifts for Current Use 

Eastern Regional Public Library 
System 

Books 

Supplies and Materials 

Personal Services 

Total : 



$ 600.00 

2,910.34 

200.38 

22,890.42 

100.00 

$ 26,701.14 

$ 62.87 



$• 



7,231.69 
3,165.84 



$ 10,397,53 
$ 32.37 



$ 79,681.28 
12,915.92 
50,203.52 

$142,800.72 



$ 26,421.39 
45,250.94 
45,041.76 

$116,714.09 



Form No. 1046F— 1 1 /74 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 3. 

Contract for operation and servicing of heating, ventilating, and air 
conditioning systems, electrical systems and equipment, as well as 
plumbing systems: 

"VOTED: that there be entered into with Balco, Inc., 160 Charlemont 
Street, Newton, Massachusetts, the lowest, responsible and 
eligible bidder in the public bidding, a contract for the 
operation and servicing of heating, ventilating, and air 
conditioning systems, electrical systems and equipment, as 
well as plumbing systems, throughout the Library System 
during the period July 1, 1977 through June 30, 1978, at 
a total cost not to exceed one hundred forty-six thousand 
one hundred seventy-two dollars and forty-eight cents 
($146,172.48)." 



COMTRACT FOR THREE PANEL TRUCKS AMD THREE STATION WAGONS: 



"VOTED: 



that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
lowest eligible and responsible bidder in the public 
bidding, a contract for leasing of three panel trucks 
and three station wagons during the period July 1, 1977 
through June 30, 1978 at the following rates: 



\ 



/Panel Trucks 
Station Wagons 



Monthly Lease Cost 
per Vehicle 

$285.00 
$265.00 



Mileage Charge 
per Mile 



$ 
$ 



.12 
.12." 



Contract for the operation and servicing of water systems associated 
with air conditioning and heating systems : "^ 

"VOTED: that there be entered into with New England Systems & Supply, 
Inc., 1542 Columbus Avenue, Roxbury, Massachusetts, the lowest, 
responsible and eligible bidder in the public bidding, a service 
contract for the operation and servicing of water systems associated 
with air conditioning and heating systems at various locations 
throughout the Library System during the period July 1, 1977 
through June 30, 1978 at a total cost not to exceed one thousand 
nine hundred twenty dollars and no cents ($1,920.00)." 

Contract for the cleaning of windows : 



"VOTED: that there be entered into with Boston Window & Floor Cleaning 
Co., Inc., 253 Summer Street, Boston, Massachusetts, the lowest, 
responsible and eligible bidder in the public bidding, a contract,^ 
for the cleaning of windows during the period July 1, 1977 through 
June 30, 1978 at library buildings designated under Group I of 
the specifications at a cost not to exceed ten thousand six 
hundred fifteen dollars and no cents ($10,615.00)." 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 4. 

Contract for supplying and delivering MARC II Catalog Products and services: 



"VOTED: that there be entered into with Inforonics, Inc., 550 Newtown 
Road, Littleton, Massachusetts, the sole bidder in the public 
bidding, a service contract for supplying and delivering Marc 
,- II catalog products and services during the period July 1, 1977 
through June 30, 1978, the total fee thus charged to be subject 
;to the terms, agreements, and conditions set forth in said 
contract." . - 

Contract f or supplying and delivering MARC II catalog products and 
services for the Eastern Massachusetts Regional Library System: 

"VOTED: that there be entered into with Inforonics, Inc., 550 Newtown 
Poad, Littleton, Massachusetts, the sole bidder in the public 
/bidding, a service contract for supplyiiiy cind delivering Marc 
,11 catalog products and services for the lastern Massachusetts' 
Regional Library System during the Period July 1, 1977 through 
^June 30, 1978, the total fee thus charged to be subject to the 
terms, agreements, and conditions set forth in said contract." 
r 

Contract for the leasing of two panel trucks and one station wagon 
for the Eastern Massachusetts Regional Library System: 



"VOTED: that there be entered into with Bonnell Motors, Inc., 353 

Cambridge Street, Winchester, Massachusetts, the sole bidder in 
the public bidding, a contract for leasing of two panel trucks 
and one station v/agon for the Eastern Massachusetts Regional 
Library System during the period July 1, 1977 through June 30, 
1978 at the following rates: 



Panel Trucks 
Station Wagons 



Monthly Lease Cost 
per Vehicle 

$285.00 
$265.00 



Mileage Charge 
per Mile 

$ .12 
V$ .12." 



Contract for the rental of miscellaneous uniforms: 



"VOTED: that there be entered into with Coverall Service Co., Inc., 
73 Addison Street, East Boston, Massachusetts, the sole 
bidder in the public bidding, a contract for the rental of 
miscellaneous uniforms during the period July 1, 1977 
through June 30, 1978 at prices per unit as follows:; 



Two (2) shirts, two (2) 
Two (2) overalls (per) 
Two (2) dresses (per) 
Two (2) blazers (per) 



pants per man 



$1 .50 per week 
$1 .00 per week 
^1.00 per week 
($4.50 per week." 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 5. 



On 31 August 1977 

Contract for rental and maintenance of certain microfilm readers: 

"VOTED: that there be entered into with Inforonics, Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
lowest, eligible, responsible and responsive 
bidder, a contract for rental and maintenance of 
certain laicrofilm readers for Central and Branch 
Library catalog system, as specified in the 
specifications under Group B, during the period 
August 1, 1977 through June 30, 1978, at a total 
cost not to exceed twenty thousand dollars and no 
-..._. cents ($20,000.00)." -~ - 



Vote to Reject Bids (Microfilm Readers) : 



II 



VOTED: 



that there be and hereby is rejected the sole bid 
submitted in the public bidding of July 19, 1977 
for rental and maintenance of certain microfilm readers 
for Central and Branch Library catalog system, as 
specified under Group A of the specifications." 



Vote for a contract for r ental of certain data communicatiQn<; terminals 
during the pe riod July 15. 1977 throuqirjliTii"lo7T978T" 

"VOTED: that there be entered into with Western Union Data 
Services Company, 84 Cummings Park, Wobum, 
Massachusetts, the sole bidder in the public 
bidding, a service contract for rental and 
maintenance of certain data communications 
terminals during the period July 15, 1977 
through June 30, 1978 at a total cost not to 
exceed thirteen thousand four hundred eighteen 
dollars and thirty-five cents ($13,418.35) for 
eleven and one-half months, the total cost for 
twelve months not to exceed fourteen thousand two 
dollars and eighty cents ($14,002.80)." 



Contract for supplying and delivering library binding end papers: 



"VOTED: 



that there be entered into with Arcon Coating Mills Inc., 
3067 New Street, Oceanside, New York, the sole bidder in 
the public bidding, a contract for supplying and 
delivering library binding end papers, as specified in 
the specifications, at a total cost not to exceed four 
thousand six hundred one dollars and seventy-one cents 
($4,601.71)." 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 6. 



Two contracts for miscellaneous offset paper supplies: 



"VOTED: That there be entered into with The Century 

Paper Company, Inc., 281 Summer Street, Boston, 
Massachusetts, the lowest eligible, responsible, 
and responsive bidder in the public bidding, a 
contract for supplying and delivering miscellaneous i 
offset paper supplies as specified under items 
numbered 2, 3, and 6 of the specifications, at a 
total cost not to exceed eleven thousand ninety- 
nine dollars and ninety cents ($11,099.90)." _- - ' 

"VOTED: That there be entered into with Colonial Paper 

Company, 20-30 Freeport Way, Boston, Massachusetts, . 
the lowest, eligible, responsible, and responsive ; 
bidder in the public bidding, a contract for 
supplying and delivering miscellaneous offset 
paper supplies as specified under items numbered 
1,4, 5, and 7 of the specifications, at a total 
cost not to exceed three thousand six hundred 
twenty-seven dollars and forty-three cents 
($3,627.43)." 

On motion duly made and seconded: 
Action to be taken was approved as follows: 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the ^ 
Revised Ordinances of 1961 Philip J. McNiff, Director, . 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from October 3, 1977." 



"VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, VJinchester, Massachusetts, the 
sole bidder in the public bidding, a contract for 
supplying and delivering one (1) Ford Station Wagon 
at a total cost not to exceed four thousand seven 
hundred dollars and no cents ($4,700.00)." 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 7. 



"VOTED: that there be entered into with Autographies, Inc., 
751 Monterey Pass Road, Monterey Park, California, 
the lowest eligible, responsible and responsive 
bidder in the public bidding, a contract for the ! 
rental and maintenance of certain microfilm 
readers for the Central and Branch Library 
catalog system, as specified in the specifications' 
under Group A, during the period September 1, 1977 
through June 30, 1978, the total cost not to 
exceed nineteen thousand four hundred sixty- 
four dollars and no cents ($19,464.00)." 



The Director reported that the budget for fiscal 1977-1978, as 
approved by the Mayor, represents a significant reduction. The Library 
was asked to submit a supplementary request for non-personnel items which 
were deemed absolutely necessary. A request for $120,000 was submitted. 
Following the submission of this request, non-personnel items had been 
cut by the City Council in the further amount of $110,000. Another request 
for supplementary budgets for personnel services will have to be submitted. 
The personnel staffing quota has been reduced from 593 to 511 during the 
last year. The Director expressed. the hope that some money would be 
restored to personnel services accounts. He stated that the last five 
months of fiscal 1977 were difficult for both staff and management. 
The extra effort extended by everybody involved to maintain all ongoing 
services cannot be maintained. With the beginning of the fiscal year 
the Library began filling positions. Because of the need to fulfill 
contractual obligations, however, it frequently takes two to three months 
to fill any given position. Efforts are still uaderway to get passage of 
the State Aid bill which would provide some extra money for the Boston 
Public Library. The Director noted that 'in the matter of filling positions, 
the Library has shown concern for the pre-professionals who have completed 
library school and who lose their rights under the contract three months 
after they finish library school. . . 

The Director reported that a serious problfiui continues in the 
matter of glass breakage in several branch libraries. It is estimated 
that it will take $12,000-$15,000 to repair all of the broken windows. 
The Library has been trying to get Public Facilities to undertake this 
repair work, but so far has not been successful. The Director emphasized 
the importance of maintaining these buildings in good condition in order 
to protect the image of the Library and of the City. 

The Director outlined the new catalog program, which will consist 
of a printed book catalog in 64 volumes and a microfilm catalog representing 
books acquired by the Library since 1975 throughout the Central Library and 
the branch system. This new catalog, hopefully, will provide better Library 
information for the public and, thereby, improve Library services. 



Minutes of Meeting 
Administrative Agency 
September 14, 1977 
p. 8. 



A program has been planned for Saturday evening, September 17 
involving Clare Leighton and the Clare Leighton exhibition. Ms. Leighton, 
a distinguished print maker and author, is planning to give these materials 
to the Library as a gift. 

On October 1 a program marking the opening of the exhibition 
of Italian books of the 70's is planned for the Lecture Hall. Mr. Mario 
Casalini and The Honorable John A. Volpe will participate in this program. 
The Library is also running a program on Arabic culture during this month. 
Discussions are being held with the Israeli Consul concerning a possible 
Israeli program on May 1. 

Dissolved at 5:55 p.m. 




Secretary 




Please read, initial below, and return 
to the Secretary 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, November 4, 1977 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in Room 327 of 
the Central Library at 4:15 p.m. 

Present: Messrs. Maher, Murray, Parker, Rabb, and Mrs. White, 
Trustees. Also present were members of the public. 

The President, Mr. Maher, presiding. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for services and 
supplies were authorized to be charged as follows for the month of September, 
1977, provided that expenditures from City Appropriation have the approval 
of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



$443,188.40 
71,179.21 
13,487.62 
78,730.96 



$606,586.19 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



$ 



Total 



Gifts for Current Use 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



1,383.88 

830.23 

12,116.17 

729.50 

$ 15,059.78 

$ 27.88 



$ 24,886.42 

3,122.81 

40,446.04 

$ 68,455.27 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
November 4, 1977 
p . 2 , 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized ot be charged as follows for the month of September, 
1977, provided that payment of bills from City Appropriation has 
the approval of the City Auditor: 



To City Appropration 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total: 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total: 



Gifts for Current Use 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 
Unliquidated Reserve 



$443,188.40 

110,615.83 

7,742.14 

78,730.96 

2,972.20 

$643,294.53 



$ 



1,383.88 

830.23 

12,116.17 

729.50 

$ 15,059.78 

$ 27.88 



$ 24,886.52 

7,050.33 

40,382.79 

$ 73,382.79 

$ 247.31 



The Director noted that it was necessary to have a vote to authorize the 
signing of payrolls. Following discussion and on motion duly made and seconded, 
it was 

» 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatricl?., Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from November 28, 1977." 



Minutes of Meeting 
Corporation 
November 4, 1977 
p. 3, 



The Director reported that in response to public advertising for 
a contract for supplying and delivering 100% rag, four-ply mount board, 
one bid was received from University Products, Inc. on motion duly made 
and seconded, it was 

"VOTED: that there be entered into with University Products, Inc., 
Holyoke, Massachusetts, the sole bidder in the public 
bidding, a contract for supplying and delivering one hundred 
percent rag, four -ply mount board, as specified in the 
specifications, at a total cost not to exceed four thousand 
seven hundred sixty-six dollars and forty-eight cents 
($4,766.48)." 



In response to public advertising for a contract for supplying and 
delivering miscellaneous print boxes, the Director recommended award of the 
contract to the sole bidder, Spink & Gaborc, Inc. In response to a question 
as to why sole bids were received, Mr. Kelly stated that these were items 
for which there were not many suppliers and that in the past, only one or two 
bids had been received for any of these contracts. The Director stated that 
the Library had done business with these companies in the past and was 
satisfied. Following further discussion and on motion duly made and seconded, 
it was 

"VOTED: that there be entered into with Spink & Gaborc, Inc., 
32 West 18th Street, New York, New york, the sole 
bidder in the public bidding, a contract for supplying 
and delivering miscellaneous print boxes, as specified 
in the specifications, at a total cost not to exceed 
six thousand five hundred seventy-five dollars and 
no cents ($6,575.00)." 



h 



In response to public advertising for a contract for providing and 
delivering certain supplies to be used in connection with rented IBM Data 
Processing Equipment, only one bid was received under Group B. Three bids 
were received under Group A. Following discussion and on motion duly made 
and seconded, it was 



"VOTED: that there be entered into with National Electronic Card 
Company, 2406 National Blvd., High Point, North Carolina, 
the sole bidder for Group B in the public bidding, a 
contract for providing and delivering certain supplies 
to be used in connection with rented IBM data processing 
equipment, as specified under GROUP B of the specifica- 
tions, in a total sum not to exceed three thousand 
eight hundred thirteen dollars and fifty cents ($3,813.50)." 



Minutes of Meeting 
Administrative Agency 
November 4, 1977 



The Director reviewed the action that had been taken with respect 
to closing and suspension of services as a result of the fiscal crisis in 
the last budget year. He noted that the short staffing situation in the 
branches required adoption of uniform summer hours for the branches and the 
continuation of these summer hours up to the present. At the direction of 
the Trustees the Library administration has come up with a supplementary 
budget of $450,000. This would include $100,000 for Sunday opening and 
$350,000 for resumption of limited bookmobile service, staffing for the 
new district branch libraries at Dudley and Codman Square and resumption 
of library service at Washington Village. 

* 

Two hearings have been held in recent weeks on the need to resume 
library service to Washington Village, which has been closed as a result 
of a fire in the building five years ago. The Director read a letter he 
had received from Public Facilities concerning the proposed rental of 
alternate space at Washington Village. In response to a question, the 
Director pointed out that the question of renting or building was the 
responsibility of PFC and not of the Library. Three hundred persons showed 
up at the first hearing and 50 at the second hearing on this matter. Mr. 
Geoghegan and Mr. Doherty have since checked out this proposed space and 
have pointed out that PFC would have to make some alterations to the space 
in order to be suitable for library use. The Director recommended that 
the staff be authorized to enter into negotiations with PFC. He emphasized 
again that this would require additional staff and would only be possible 
if the supplementary budget were approved by the Mayor and the City Council. 
The Director noted that the restoration of bookmobile service to Savin Hill 
would be one of the priorities in the new bookmobile service proposal 
of the supplementary budget request. Pending action on the supplementary 
budget, the Director suggested that the Library should move ahead with 
negotiations with PFC. On motion duly made and seconded it was so voted. 

The Director pointed out that the uniform hours of service during 
the summer have been continued up unti,l now. During the past week the Library 
staff has finally ben rebuilt to the point where the restoration of winter 
hours can be considered. Planning for this change of hours has included 
two meetings with the branch librarians. The Director agreed that the hours 
of opening should be adjusted to suit the neighborhoods, but pointed out 
that this can only be done within the available budget. 

The Director reported that the Director of the Bureau of Library • 
Extension has submitted his resignation. Some members of the present Board 
will probably resign before the Board of Library Commissioners is expanded 
within the reorganizing legislation recently signed by the Governor. Miss 
Alice Cahill, a long-time member of the Bureau staff, will hold the position 
of Acting Director until June. 

Another bill to increase state aid to public libraries and the 
regional program has been approved by the Senate and is now before the House 
Ways and Means Committee. A concentrated effort has been underway to get 
this bill voted out favorably by the House Ways and Means Committee. This 
is the same bill that was pocket-vetoed by Governor Sargeant in the last 
days of his office. As a result, the regional program has operated on a 
fixed budget since 1972. The Director said that it would be most desirable 
to have this bill passed and funded for the second half of the fiscal year. 



Minutes of Meeting 
Administrative Agency 
November 4, 1977 
p. 5, 



He noted that this bill would have direct benefits for Boston and might allow 
some additional positions to be reimbursed for the regional program over and 
above the 17 positions now funded by the program. He said that the legislation 
is vital to Boston, but even more important to libraries in the Central and 
Western regions. 



Msgr. Murray noted some changes incorporated into the new LSCA 
legislation. A discussion followed. 

The Director pointed out that the Library has had problems with 
security, particularly in the branch libraries, over the past several years. 
He reported that a new unit has been formed by the Boston Police Department 
to deal specifically with security for small businesses. Mr. Doherty has 
written to the head of the new unit and has proposed that this unit assume 
responsibility for security in all branch libraries. A response has not 
yet been received on this proposal. Mr. Maher suggested that the Mayor 
be approached to see if some of the 60 new police cadets could be assigned 
to the Library for training purposes, at least for part of the training time. 
Mr. Doherty spoke about efforts by the Library to work with PFC on a proposal 
to deal with the problem of broken glass in the branches. A proposal has 
been worked out in principle, but has never really been worked out because 
of funding difficulties. Mr. Parker emphasized the need to establish a 
systematic program for dealing with this problem. A discussion followed. 

Two members of the public spoke about the need to restore library 
service for the Savin Hill area, stressing the point that, at the present 
time, it is much too treacherous for people in the Savin Hill area to walk 
to either Uphams Corner or Fields Corner. 

Dissolved at 4:55 p.m. 




Secretary 




Please read, initial below and return to 
the Secretary 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, December 1, 1977 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in Room 327 of the Central Library at 
10:35 a.m. 

Present: Messrs. Maher, Murray, and Mrs. White, Trustees. Also 
present were six members of the public. 

The President, Mr. Maher, presiding. 

The minutes of the regular meeting on November 4, 1977, as presented, 
were approved. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for services 
and supplies were authorized to be charged as follows for the month 
of October, 1977, provided that expenditures from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 



Total: 



$452,415.12 
61,977.82 
5,517.41 
66,346.96 

$586,257.31 



To Trust Funds 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



$ 962.17 

1,386.89 

29,043.19 

$ 31,392.25 



Total 



$ 34,986.53 

1,899.50 

36,926.52 

$ 73,812.55 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
December 1, 1977 
D. ^* 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of October, 1977, provided that payment 
of bills from City Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



$452,415.12 

74,620.45 

3,951.53 

66,346.96 

11,787.99 

$609,122.05 



Trust Funds 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 



Total 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



$• 



962.17 

1,386.89 

29,043.19 

$ 31,392.25 



$ 34,986.53 

5,823.79 

36,926.62 

$ 77,736.84 



The Director stated that it was necessary to have a vote to authorize the 
signing of payrolls. Following discussion and on motion duly made and seconded, it 
was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from December 27, 1977." 



Minutes of Meeting 
Administrative Agency 
December 1, 1977 
p. 3. 



The Director reviewed the budget for the current fiscal year with 
respect to the reduction that had been made in the appropriation recommended 
by the Mayor. He stated that this reduction has placed considerable restraints 
and restrictions on Library operations. Because of this situation, the Trustees 
had filed a supplemental budget in August requesting $450,000 for the remainder of 
the fiscal year. Following meetings on this subject with the Mayor and different 
members of the Mayor's staff last week, that requested figure had been reduced 
to $300,000 for the second half of the fiscal year. The Director then reported 
that he had just received a letter from the Director of the Office of Management 
and Budget indicating that no more than $141,000 could be made available for 
Library services in this period. This money would provide no support for 
the re-opening of the Washington Village Library or for the positions cut from 
the Central Library public services budget. The Director stated that the 
staff in the branches has just been rebuilt to the point where winter hours could 
be reinstituted and he recommended that this be done effective January 1. He 
noted that there had been some interest on the part of some branch librarians to 
begin winter hours before this time and he stated that he felt that it was important 
that the Library act as a coordinated system and not by individual branch convenience 
He recommended to the Trustees that Sunday service begin on January 8 and that a 
scaled-down bookmobile service be instituted effective January 1 or as soon there- 
after as practical, since the vehicles need to be restored to operating condition. 
This revised bookmobile service would concentrate on a few areas of the City, 
particularly Savin Hill, Readville and Georgetown, as well as Washington Village, 

pending the re-opening of that Library. No stops would be made at school 
locations and some stops near existing branches would be eliminated. The 
Director went on to propose that Washington Village be re-opened - possibly 
on a reading facility basis only - if suitable space is made available by 
Public Facilities and if staff is included in next year's budget. This 
facility has been closed for five years and there is- still a strong neighborhood 
concern for good Library service. With respect to the two new branch libraries 
at Codman Square and Dudley, the Director stated that it would be desirable to 
open these two new facilities. He proposed that this be done on March 1 or 15, 
depending on what the budget re-allocation would permit. He noted that there 
has been a significant reduction in staffing of the Resources and Processing 
division, and as a result, it has not been possible to prepare full collections 
for either of these two new branches. There is an existing collection in the 
Codman Square Library, although it is inadequate for the purposes of a district 
Library. Both collections will require much work over the next two years. 
The Director recommended to the Trustees that they accept the $141,000 
proposed by the City administration and that services be implemented as he 
had proposed. The President reviewed the recommendations of the Director 
and a discussion followed. Following discussion and on motion duly made, the 
Trustees voted to adopt the program proposed by the Director. 



The Director reported that the bill for increased state aid was still 
in the House Ways and Means Committee. The State Library Association is planning 
to file similar legislation for the next year in case no favorable action is taken 
on the bill this year. The Director noted that the libraries participating in the 



Minutes of Meeting 
Administrative Agency 
December 1, 1977 
p. 4. 



regional program have been operating on a fixed state aid budget for the last 
several years and this has resulted in severe reductions and burdens on the 
contracting libraries particularly. A discussion followed. 

The Director announced that Mr. Louis Sasso has been recently selected 
to fill the position of Editor in Chief of CHOICE magazine, a book review 
journal published by the Association of College and Research Libraries. The 
Director stated that he would immediately start to seek a replacement for Mr. 
Sasso. 



Msgr. Murray proposed that a minute be voted by the Trustees to 
mark the resignation of Miss Y.T. Feng from the Library staff. Following 
discussion and on motion duly made and seconded it was so voted. 



Dissolved at 11:35 a.m. 




^\ 



Secretary 




Please read, initial below 
and return to the Secretary 



(?. hi u^ 



*■ • 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, January 19, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in Room 327 of the Central Library at 
10:45 a.m. -^ 

Present: Messrs. Maher, Murray and Parker, Trustees. Also present 
were 12 members of the public. 

The President, Mr. Maher, presiding. 

The minutes of the regular meeting on December 1, 1977, as presented, 
were approved. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for services 
and supplies were authorized to be charged as follows for the month 
of November, 1977, provided that expenditures from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



$583,132.34 

41,676.88 

7,574.92 

55,918.82 

215.00 



Total: 



$688,517.96 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$• 



Total: 



2,198.49 

905.01 

6,652.35 

60.00 

4,700.00 

$ 14,515.85 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



Total: 



$ 57,913.72 

3,606.79 

47,966.17 

$109,486.68 



Form No. 1046F— 1 1 /74 



♦ p 



!linutes of Meeting 
Administrative Agency 
January 19,1978 
p. 2. 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of November, 1977, provided that payment 
of bills from City Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



$583,132.34 
45,324.73 
11,526.78 
55,918.82 
42,847.93 

$738,750.60 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



2,198.49 

905,01 

6,652.35 

60.00 

4,700.00 

$ 14,515c85 



Total 



$ 57,913.72 
18,481.42 
47.966.17 

$124,361.31 



The Director stated it was necessary to have a vote authorizing the 
signing of payrolls. Following discussion and on motion duly made and seconded, 
it was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or. 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from January 23, 1978." 



Minutes of Meeting 
Administrative Agency 
January 19, 1978 
p. 3. 



The Director reported that the Massachusetts Envelope Company had 
been the low bidder for a contract for supplying and delivering miscellaneous 
paper envelopes, but had omitted to file a copy of the bid with the City 
Auditor, thereby making the bid technically invalid. It was recommended that 
all bids be rejected. On motion duly made and seconded, it was 

"VOTED: that there be, and hereby are, rejected all bids received in the 
public bidding of December 13, 1977 for supplying and delivering 
miscellaneous paper envelopes as specified in the specifications." 



The President noted that the Board had been experimenting with a new 
date and time for Board meetings and in this regard, he suggested that an 
amendment of the By-Laws be placed on the agenda for the next meeting of the 
Board. 



The Director stated that under the new copyright law, it was 
necessary that signs with prescribed wording be attached to all copying machines 
located in public areas throughout the Library system, and that signs be placed 
in all locations where copying services are provided by the Library or by Library 
vendors. In accordance with the new copyright law, all of these signs have been 
placed wherever necessary. A discussion of the new copyright law followed. 

The Director stated that in light of recent experiences, it would be 
desirable for the Board to adopt new rules and regulations governing the use of 
the Rare Book Room. The Director spoke about the Library's responsibility for 
materials maintained in the Rare Book Room and then proceeded to review the 
proposed rules. Following discussion and on motion duly made and seconded, it 

was 

"VOTED: that the following rules and regulations be adopted for control 

and use of the Rare Book Room: 
DEPARTMENT OF RARE BOOKS AND MANUSCRIPTS 



In general, the Rare Book Department is open to any mature and responsible 
person whose research justifies the use of unusual, fragile, and irreplaceable 
materials. Every request is judged on its own merits. However, individuals 
undertaking what are in fact excercises in the techniques of research as such 
should not expect to use rare book materials. 

The Department is open Monday through Friday from 9 a.m. till 5 p.m. and 
is closed on Saturday, Sunday and all federal, state and local holidays. 

Reading privileges are granted subject to the following rules: 

1. Readers are required to fill out a Department registration form 
before entering the Reading Room. Massachusetts residents must 
have a Boston Public Library borrower's card; non-residents must 
have a Boston Public Library courtesy card. Additional identifi- 
cation may be required, such as a driver's license, a university 
I.D. card, a letter of introduction from a university or research 
library, etc. 



* L- 



Minutes of Meeting 
Administrative Agency 
January 19, 1978 



4; 



Rare Book Room (Continued) 



ft 



2. 



3. 



4. 

5. 

6. 



The fragile condition and irreplaceable nature of many of the books 
and manuscripts in the Department makes it necessary for the Library 
to restrict access in many instances to scholars who will be sharing 
their research with the general public through subsequent publication. 

Readers are required to check with the Receptionist their coats, hats, 
brief cases and other personal property not essential to their work. 
Materials brought into the Reading Room are subject to inspection by 
the Department Staff, 



A call slip must be filled out for each item to be consulted, 
general, a reader will only be given one item at a time. 



In 



Books and manuscripts can only be consulted in the Reading Room. 

Here, as with rare book collections elsewhere, readers are asked to 
handle materials with care. Pencils only are permitted for note 
taking. In particular, readers must not use ink or pens of any kind 
(fountain, ball point, felt tip, etc.), place harmful markers in 
books, lay books face down, or use them as writing — or resting — 
surfaces. Unnecessary handling, especially of manuscripts, should be 
avoided. For tracing of maps or illustrations special permission is 
required. Food or drinks are not allowed in the Library.^' 



The Director reported that the City Council Ways and Means Committee was planning 
to hold a hearing on the supplementary budget at St. William's School Hall on Savin 
Hill Avenue, Dorchester, on Monday, January 23, 1978 at 7:30 p.m. This was being 
done because of the strong interest on the part of people of Savin Hill for 
restoration of bookmobile service and for eventual development of a new branch 
library in that area. The Director expressed confidence that the budget would be 
approved. In response to a question, the Director stated that the Dudley and 
Codman Libraries will be ready for opening in mid March. However, because of 
shortage in staff, the collections will not be nearly at the point the Library 
would like them to be. The Director expressed satisfaction that the supplementary 
budget does represent a positive step and a further commitment to Library services 
on the part of the City. He then reviewed branch development programs and reported 
that the Public Facilities Commission had recently instructed the architect for 
the new Lower Mills Library to proceed with working drawings. This building represents 
the last program in the branch libraries development program, which has been underway 
for several years now. 

The Director reported that the repair of broken glass in branch buildings 
is currently in progress. Efforts are being made to get a budget increase in next . 
year's budget that would allow the Library to take steps immediately to repair 
broken glass in the future, pointing out that in the present situation, the Library is 
dependent on the Public Facilities Commission to carry out all major repairs in the 
branches. The Director again decried the situation with respect to the Grove Hall 
building and again reviewed some of the serious problems which have never been 
adequately corrected. Following some questions raised by members of the public 
concerning the future of the Uphams Corner Library, the procedures of the Board, 
the Examining Committee, as well as the status of the new Lower Mills Library, the 
Board voted to go into Executive Session to consider a personnel matter. 



Minutes of Meeting 
Administrative Agency 
January 19, 1978 
p. 5. 



The Director stated that the administration for a long time now has 
been concerned about the problems of dealing with matters of labor relations 
and industrial relations, and stated that the Library has never had any 
professional experts with regard to these matters on its own staff. Now that 
the office of the Assistant to the Director for Personnel has been vacated, he 
said that this seemed to be a good time to review the administration of all 
matters relating to personnel. Toward this goal. Miss Rosalie Lang was appointed 
on an interim basis to the position of Acting Assistant to the Director for Personnel. 
Miss Lang will not deal with any matters of a labor relations nature. Members of 
the Library administration have spoken with Mr. Gerald P. Reidy, who was until 
recently Regional Director of the U.S. Department of Labor in New England. The 
Director reviewed with the Board Mr. Reidy *s job experience as well as his academic 
background. The Director recommended that Mr. Reidy be hired on an interim basis 
at least until the end of this fiscal year for the purpose of reviewing the Library's 
personnel operation and labor relations management and making recommendations to the 
Board and the Director with respect to these areas. The Director proposed that 
Mr. Reidy be reimbursed at a rate of $27,500 per annum. In the discussion that 
followed, it was the feeling of the Board that Mr. Reidy ought to be responsible 
for the whole spectrum of industrial relations in the Library, and that his title 
indicate that. They also agreed that his title should not indicate that his 
appointment was an interim one, lest this detract from his effectiveness. 
Following further discussion, it was agreed that Mr. Reidy *s appointment be 
made effective immediately. 



Dissolved at 11:20 a.m. 




Please read, initial below and 
return to the Secretary 



r 



n 



I 



K 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, February 16, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:45 a.m. 

Present: Messrs. Maher, Murray, Parker, Trustees. Also present 
were two members of the public. 

The Chairman, Mr. Maher, presiding. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the month of December, 1977, 
provided that expenditures from City Appropriation have the approval of 
the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total 



$473,938.15 

47,636.97 

5,368.71 

264,041.03 

20,038.50 

$811,023.36 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total 



497.65 

956.36 

13,969.79 



$ 15,423.80 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



Total: 



$ 33,150.52 

2,695.38 

37,926.15 

$ 73,772.05 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of December, 1977, provided that payment 
of bills from City Appropriation has the approval of the City Auditor: 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
February 16, 1978 
p. 2. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$473,938.05 

56,680.01 

24,095.35 

264,041.03 

196,998.83 



Total: $1,005,753.27 



$ 



497.65 

956.36 

13,969.79 



$ 15,423.80 



$ 33,150.52 
19,583.36 
37,926.15 

$ 90,660.03 



Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 

On October 21, 1977: 



Contracts: 

"VOTED: that there be entered into with Baird & Bartlett 

Company, Inc., 132 Court Street, Brockton, Massachusetts, 
the sole bidder in the public bidding, a contract for 
supplying and delivering book binders board, as specified 
in the specifications, at a total cost not to exceed eight 
thousand one hundred and sixty dollars and no cents 
($8,160.00)." 



"VOTED: that there be entered Into with F.W. Faxon Co. Inc., 

15 Southwest Park, Westwood, Massachusetts, the lowest 
eligible, responsible, and responsive bidder in the 
public bidding, the contract for (1) supplying periodicals 
and serials for the year 1978, and (2) servicing the 
subscriptions for the individual items throughout the 
year as specified in the specifications and Appendix A, 
and subject to the terms, agreements, and conditions 
set forth in said contract, at a total cost not to 
exceed one hundred sixty-six thousand three hundred 
thirteen dollars and no cents ($166,313.00)." 



Minutes of Meeting 
Administrative Agency 
February 16, 1978 
p. 3. 



lave a vote 



.u . . '^^ Director stated that it was necessary to have a vulb 

dulv°^d^f f ^ ^^^^^^ f payrolls. Following discussion and on motion 
duly made and seconded, it was 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from February 20, 1978." 



The Director stated that it was now necessary to have votes 
authorizing routine operating procedures during the calendar year 1978. 
Following discussion and on motion duly made and seconded, it was 



"VOTED 



and 



"VOTED 



that Philip J. McNiff, Director, or upon his delegation, 
Liam M. Kelly, Assistant Director and Secretary of the 
Trustees, or John J. Doherty, Assistant Director, be and 
hereby is authorized to act on behalf of the Trustees in 
the administration of the personnel procedures established 
by them for the appointment of all officers and employees 
of the Library up to but not including the level immediately 
below that of the Director, and to fix the remuneration for 
all such officers and employees subject to the salary and 
wage scales as currently established by vote of the Trustees, 
said appointments and changes in remunerations to be reported 
to the Trustees at their next meeting for confirmation." 

that Philip J. McNiff, or upon his delegation, Liam M. Kelly, 
Assistant Director and Secretary of the Trustees, or John 
J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director, be and hereby is authorized to 
sign on behalf of the Board in approval of the payment of all 
vouchers or bills covering expenditures incurred in terms 
of one quarter of the fiscal 1977-78 budget allowances, but 
in no case exceeding those in the budget estimates for the 
fiscal year 1978-79, as shall be approved by the Board of 
Trustees prior to June 30, 1978, said payments to be reported 
to the Board at its next regular meeting for confirmation." 



and 



"VOTED: that until June 30, 1978, the President, Vice President, 
the Director, and the Secretary of the Trustees, be and 
they hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all communications in 
connection with the award of contracts so voted or 
. recommended to be so voted." 



Minutes of Meeting 
Administrative Agency 
February 16, 1978 
p. 4. 



and 



"VOTED: that, for the signing, of checks drawn upon the petty cash 
checking accounts of the Library, Catherine A. Farrell, 
Principal Accountant, or Thomas T. McLaughlin, Assistant 
Principal Accountant, or Liam M, Kslly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPa trick, Assistant 
to the Director, in the order of their respective avail- 
ability, be authorized to sign checks; and Philip J. 
McNiff, Director, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to therOirector, in the order of their respective availa- 
bility be authorized to countersign checks, provided that 
in no instance does the same individual both sign and . 
countersign a check." 



The Director reported that the Library closed at 5:00 p.m. on Monday, 
February 6, due to the storm emergency. The Library reopened on Monday, February 
13 at 9:00 a.m. for business as usual. During the week, several staff people 
were on hand to keep sidewalks plowed and to keep various building problems 
under scrutiny. The Director stated that those people who did come into the 
Library during this period had done a first class job and he recommended that 
all of them be commended for their work. The President proposed that the 
Director write to each of these people individually to inform them of the 
action taken by the Board in this matter. The Director cited the people who 
had come to the Library during this period. Following further discussion 
and on motion duly made and seconded, it was 

"VOTED: that those people who worked in the Library during the storm 
emergency be individually cited by the Director for their 
dedication; the names of the individuals to be so cited are 
as follows: Brian Brazil, Arthur Burke, William Chisholm, Henry 
Clarke, John Coleman, Joseph Competiello, Thomas Daly, John Devlin, 
Richard Early, William Ezekiel, James Galvin, John Galvin, John 
Geary, Richard Greene, Edward Hansbury, Brian Hartin, Fredrick 
Herr, William Howard, Stanley Kielczewski, Philip LaFauci, William 
Leahy, Raymond Leary, Mitchell Lyons, Wallace Maxwell, Robert McGovern, 
Margarita Melendez, Edward Myers, Patrick O'Hara, Mario Paolini, Joseph 
Sarro, Stephen Simpson, Stephen Stack, John Varner, Julio Velazco, Leo 
Walsh, Larry Warren, Judith Watkins, John Wentworth, Connie Yee." 



The Director said that he wished to propose a waiver of all fines for 
materials overdue up until March 15 because of the problems created by the snow 
emergency. He proposed that the Library take this opportunity to introduce a 
complete amnesty period for all materials, regardless of when they were due, and 
it would not be possible to institute such a program unless the Library waived 



Minutes of Meeting 
Administrative Agency 
February 16, 1978 
p. 5. 



fines up through the March 15 date. The Trustees agreed that this would be 
a useful program to pursue. 

The Director then reported on a voluntary program that had been 
instituted in the branches beginning Monday, February 13, in cooperation 
with the Boston School Department. Since schools were unable to resume 
classes that day, this cooperative program was planned to enable children 
in the neighborhoods to have a meaningful activity in the absence of 
regular classes. This program consisted of essay writing, reading and 
drawing. 

The Director reported that the supplemental budget for fiscal 
year 1978 had finally been approved by the City Council. As a result, 
Sunday opening will resume on February 19 and winter hours will be resumed 
at the branches beginning February 21. The Director was unable to give 
specific details for the reinstitution of bookmobile service and the 
opening of the new branch libraries. He said that these dates had been 
delayed because of the storm. 

The Professional Staff Association contract was presented to 
the President for his signature. Mr. Adams, representing the Professional 
Staff Association, expressed the pleasure of the Association that the contract 
had finally been signed. 

The Director reported that there had been some^ flooding in the new 
Dudley Street Library during the storm emergency. However, there was 
very little damage to the book collection. 

The Director s^id that he had just had a telephone call from Mr. 
Victor Hagan, Director of the Public Facilities Commission, regarding the 
use of the old fires tat ion on Harvard Avenue for the Allston Branch Library. 
The Director stated that this had been proposed several times in the past 
and has always been rejected by the Library because the location is not 
desirable for Library purposes. 

A proposal has been received from the Bureau of Library Extension 
relating to Library service to non-residents. The Board is proposing to 
allocate $150,000 to reimburse participating libraries for their service. 
Grants under this program range from $2,000-10,000. The Director stated that 
this proposal raises several policy questions and he recommended that consideration 
of this matter be tabled until sometime after the new Board has taken office. 

The Director reported that he had been asked to testify at a public 
hearing regarding a I^ite House Conference on the Arts and Humanities, and he 
had just received a letter from Mr. Joseph Duffy, head of the National Endowment 
for the Humanities, thanking him for his testimony. 

The Director stated that some progress has been made in Washington, 
D.C. in regard to the Title IIC program of the Higher Education Act. This 
program is intended to provide grants for research libraries. It has now 
been decided that only 20 grants will be made under the program. The Library 
is planning to submit a grant proposal under this program, and at the last 
meeting of the Boston Library Consortium, the directors of the Consortium 
voted to endorse this program being proposed by the Boston Public Library. 



Minutes of Meeting 
Administrative Agency 
February 16, 1978 
p. 6. 



This proposal will be directed at the improvement of access to the 
Research Library catalog. 

Mr. Saklad requested the help of the Trustees in facilitating 
access to public information that is available under the open meeting law 
and the freedom of information law. Mr. John Adams, representing the 
Professional Staff Association, commended the Library administration on 
the handling of the snow emergency. The President proposed that the Board 
go into executive session to discuss a personnel matter. On motion duly made 
and seconded, it was so voted. 

The Director stated that salary increases have been negotiated and 
approved for staff in both bargaining units. For this reason, he proposed 
that increases be approved for the people in the management category. The 
salary increase approved under both contracts consisted of a $300.00 bonus 
and a $300.00 increase in salary. He recommended a salary increase of $750.00 
for the people in the management category. However, he v/ent on to say that he did 
not feel that it was appropriate for the people in the top management positions 
to be included in the management salary scales and he said that he would propose 
taking these positions out of the salary scales after the beginning of the next 
fiscal year. In the discussion of these matters, the Board felt that this was 
desirable and that it ought to be done at the present time. The Director was 
requested to propose adjustments to the salaries of top management positions 
at the next meeting. The salary increases for the rest of management were 
approved as proposed. 

Dissolved at 11:35 a.m. 





Secretary 



Please read, initial below, and return 
to the Secretary 




u 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, March 27, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 3:35 p.m. 

Present: Messrs. Maher, Murray, Parker, and Mrs. White, Trustees. 
Also present were members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meetings of January 19 and February 16, 
1978, as presented, were approved. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows for 
the month of January, 1978, provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total : 



To Trust Funds 

Contractual Services 
Suppies and Materials 
Books 
Equipment 



Total : 



Eastern Regional Library System: 

Books 

Supplies and Materials 

Personal Services 



$596,351.73 

94,257.93 

6,837.80 

56,519.06 

11,873.30 

$765,839.92 



$ 2,699.00 

47.39 

9,128.09 

1,985.00 

$ 13,859.48 



Total 



$ 92,194.05 

2,034.95 

47,193.52 

$141,422.52 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to 
be charged as follows for the month of January, 1978, provided that 
payment^of bills from City Appropriation have the approval of the City 
Auditor: 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
March 27, 1978 
p. 2. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 
Equipment 



Total : 



Eastern Regional Library System 

Books 

Supplies and Materials 

Personal Services 

Total : 



$596,351.73 
85,736.96 
29,984.82 
56,159.06 
17,165.00 

$785,397.57 



$ 2,699.00 

47.39 

9,128.09 

1,985.00 

$ 13,859.48 



$ 92,194.05 

5,340.13 

47,193.52 

$144,727.70 



The Director stated that it was necessary to have votes taken 
authorizing the signing of the payrolls. Following discussion and on motion 
duly made and seconded, it was 



and 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff , Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be and hereby 
is authorized to sign the payrolls of the Library in represent- 
ation of the Trustees for a period not to exceed four weeks 
from March 20, 1978." 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation Liam M. Kelly, Assistant Director and Secretary of 
^ the Trustees, or John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby is 
authorized to sign the payrolls of the Library in represent- 
ation of the Trustees for a period not to exceed four weeks 
from. April 17, 1978." 



Minutes of Meeting 
Administrative Agency 
March 27, 1978 
p. 3. 



^ 



The Director reported that in response to public advertising for a 
contract for supplying and delivering miscellaneous paper envolopes, two bids 
were received. It was recommended that the contract be awarded to the low 
bidder, Massachusetts Envelope Company. Following discussion and on motion 
duly made and seconded, it was 

"VOTED: that there be entered into with Massachusetts Envelope 
Company, 30 Cobble Hill Road, Somervi lie, Massachusetts, 
the lowest eligible and responsible bidder inthe public 
bidding a contract for supplying and delivering 
miscellaneous paper envelopes, as specified in the 
specifications, at a total cost not to exceed four thousand 
two hundred twenty-seven dollars and fifty- two cents 
{$4,227.52}.- 

The Director proposed that changes be made to the By-Laws with respect 
to the scheduling of Trustees meetings. He proposed that Article V, Section 1, 
paragraph two be changed to read as follows: '*Meetings of the Corporation shall 
be held bimonthly from September through June, inclusive." He also proposed that 
Article V, Section 3 be revised to read as follows: "All meetings of the Corporation 
shall be held in the Central Library building, unless otherwise voted by the 
Corporation." Following discussion and on motion duly made and seconded, it 
was voted to make these revisions. These revised By-Laws follow. 



REVISED 

BY-LAWS 

OF THE TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

AS AN ADMINISTRATIVE AGENCY OF THE CITY OF BOSTON 

ARTICLE I. 



Offices 

Section 1. The offices of the trustees shall be in the Central 
• . 1 . 

Library building at 230 Dartmouth Street, Copley Square, City of Boston, 

County of Suffolk, Commonwealth of Massachusetts • 

ARTICLE II. 

Board of Trustees 

Section 1. The Board of Trustees is constituted of five Trustees 

appointed by the Mayor of the City of Boston for terms of five years each, 

with terms expiring on April 30th of successive years. 



Minutes of Meeting 
Administrative Agency 
March 27, 1978 
p . 6 . 



w 



Section 6, Standing or temporary committees may be appointed from time 
to time by the Board from its own membership, and the Board may from time to time 
invest such committees with such powers as it may see fit, subject to such con- 
ditions as may be prescribed by such Board. All committees shall report on their 
activities to the Board at its next meeting. -^ - "' 



ARTICLE V. 



Meetings of the Board 
Section 1. The annual meeting of the Board of Trustees shall be held 



on the first Monday of May in each year. 



Meetings of the Corporation shall be held bi-monthly from September through 
June, inclusive. ' 

Special meetings shall be held when and as necessary. They shall be '^- 
called by the Secretary whenever directed by the President in writing, or 
requested in writing by two Trustees. 

Section 2. Written notice of all regular and all special meetings shall 
be sent by mail postpaid to each Trustee not less than three days before the- 

meeting. 

Section 3. All meetings of the Corporation shall be held in the Central 

Library building, unless otherwise voted by the Corporation. 

Section 4. Three Trustees shall constitute a quorum to do business. 



ARTICLE VI. 



Order of Business 



Section 1. The order of Business at the stated meetings of the Board 
other than the annual meeting shall be as follows: 

• 1. Approval of the record of proceedings of the previous meeting. 
2, Confirmation of action taken in representation of the Board by 
the Director, as duly authorized hy the Board. .-^ 



Minutes of Meeting 

Administrative Agency 
March 27, 1978 
p. 7. 



k' 



3» Report of standing or temporary committees of the Trustees that 

shall have been appointed by the Board, and confirmation of 

action taken by such committees* 
km Receipt of communications from the City Government or any 

branch thereof. 

5» Business required by law or by ordinance. 

6# Unfinished business. 

7. Report by the Director. 

8. Miscellaneous business. . 



ARTICLE VII. 



$ 



Library Officers 

Section 1. The officers of the Library shall be a Director and such 
additional officers as the Board of Trustees shall deem necessary and expedient, 
who shall exercise such powers and perform such duties as shall be determined 
from time to time by the Board of Trustees. 

Section 2. The general administration of the Library and its affairs 
shall be delegated to the Director, in accordance with the policies set by 
the Board of Trustees and subject to his direct responsibility to the Board of 
Trustees. The Director shall perform the duties usually appertaining to the 
position, and such additional duties in furtherance of the interests of the 
Library as may be requested of him by the Board of Trustees, He shall have power 
to sign or countersign all checks, certificates, contracts, and other instruments 
of the Board of Trustees as duly authorized by the Board. 

Section 3. The officers of the Library shall perform the duties usually 
appertaining to their positions, and such additional duties in furtherance of 
the interests of the Library as may be requested to them, under the general 
direction of the Director. 



Minutes of Meeting 
Administrative Agency 
March 27, 1978 
p. 9. 



I 



The Clerk reported on the Finance Coiranission investigation. The 
position of the Library with respect to the delinquency file has been supported 
by the Supervisor of Public Records. This position is that it would constitute 
an invasion of privacy for the Library to release names of those on the deliquency 
file to other agencies. Another request has been recently received from the Finance 
Commission for a variety of statistical information on the delinquency file. 
Some of this information can be created by special computer runs using existing 
programs. In order to generate other information, new programs would have to be 
written. In the discussion that followed, the Board members agreed that the 
information should be provided, and that any costs involved in doing this should 
be borne by the Finance Commission. It was suggested that Mr. Kelly meet with 
Mr. Bruce Einhorn, investigator for the Finance Commission, to review the items in 
question. 



The Director reported that the Library has been planning to upgrade its 
computer installation. Mr. Kelly reported that there were several needs that 
have been identified with respect to present computer operations which cannot be 
met by present machinery. Among these needs is the need to check delinquents 
borrowers against the delinquency file at the point of checkout. Another is , 
the need to identify reserv e books at the point that a book is re turn ed to the 
Library. Another need is in the area of acquisitions. In speaking about these 
functions, Mr. Kelly pointed out that they would strengthen the Library's control 
of the total circulation process and at the same time allow the Library to 
provide better service to users. The proposed upgrading will mean the replace- 
ment of the existing 360/20 configuration with another IBM machine. System 3, 
Model 15. Much of the present peripheral equipment will be retained. The cost 
of this upgraded installation will be approximately the same as what the Library 

is presently paying. 4 

■» 

The Director reported that, despite a shortage of staff over the^past 
18 months, the Library has been gradually preparing the collection for the new 
Dudley Branch Library. With the passage recently of the supplemental budget, 
it has been possible to add the necessary staffing for the new branches. The 
Dudley and Codman libraries are now ready to be opened, and this will allow 
the Library to finally implement fully the district library concept which has 
been intended to decentralize the administration of the total branch system. 
The Director pointed out that the Library did receive half of the money requested 
from the Bureau of Library Extension under the LSCA program. This provided 
$50 j 000 for the purchase of materials for Codman and Dudley. With the addition 
of duplicates from the Central Library and the new large print collections, it 
is now planned to open Dudley on Monday, April 3, and the new Codman branch on 
the following Monday, April 10, 1978. Tentative dates for dedication of these 
libraries have been set as April 18 or 19 for Dudley, and May 9 or 11, 1978 for 
the Codman library. The Director also noted that a program for building a new 
library at Lower Mills has been included in the City's capital improvements 
budget and is now moving ahead. 

The Director stated that there has been renewed interest in having the 
Allston Branch Library moved to the old fire station on Harvard Avenue. He 
recalled that the Board has already voted against this move several times in 
the past, and he said that he still feels that the Library should continue to 
look for a new first floor location between Commonwealth Avenue and Brighton 
Avenue. Following further discussion, the Board agreed that this solution should 
still be pursued. 



Minutes of Meeting 
Administrative Agency 
March 27," 1978 
p. 8. 



ARTICLE VIII. 

The Library Service 
Section !• Entrance into the library service shall be by such pro- 
cedures as may be established by the Board of Trustees. 

- Section 2. Salaries and wages of all employees shall be fixed by the 

• • , ''.'•'■'> 
Board. 

■_ • . ■ . ■ - ' ■ • • ' . , ^ - • 

Section 3» Vacations and leaves of absence shall be granted to full- 
time eii5)loyees of the Library in accordance with the regulations of the Board 
governing vacations and leaves of absence currently in effect. 

Section l*. Employees shall report at their scheduled hour of work at ' 
their posts and shall remain there during the hours of their regular duty. • 

* - 

Section $• No allowance shall be made for absence from duty except as 

- - ■ • • ' ' 

above provided. 

Section 6. The Director shall have power to suspend, -.with loss of pay, 
any employee until the first succeeding meeting of the Board, 

Section ?• Solicitation on library premises by employees or by members 

of the public for any purpose whatsoever shall not be permitted, except by vote 

■■."■■■. • 

of the Board. 

Section 8. Any violation or neglect of the regulations prescribed by 
the Board shall be cause for dismissal. 

ARTICLE IX. 

! 

. ? 

By-Laws ! 

Section 1. All previous Ety-Laws are hereby repealed. ' 
Section 2. By-Laws may be amended by vote of a majority of the Board 

at any meeting of the Board of Trustees, the notice for which shall state that 

amendments will be proposed. 



Minutes of Meeting ^ 

Administrative Agency 
l^rch 27, 1978 
p. 10 

The Director reported that the Library would soon be in the position 
to replace part of the General Library catalog with the book catalog, which will 
be supplemented by a catalog on COM output microfilm. At the time this change 
is made, the Catalog Information Service will be moved from the second floor 
to the first floor. Copies of this book catalog and the microfilm supplement 
will be placed in all branches. A special COM output microfilm catalog, 
representing the Dudley collection, will be available in the Dudley Branch Library 
on the opening day, in addition to the General Library union catalog on microfilm. 

The Director reported that a series of special programs were being 
planned in cooperation with the Spanish Consul in Boston during the month of 
April. 

The Director reported considerable interest by the media in the recent 
arrests of homosexuals in the Central Library. He said that his position was 
that this is a matter for the police, since the patrol of phblic buildings 
properly belongs to the police. Several members of the public representing 
the "gay community" expressed concern at the methods used by the police in 
the recent arrests in the Library, and they requested that members of the Board 
meet with them to help stop "massive abuse of personal rights." The President 
of the Board replied that this matter is in the hands of the Police Department 
and the courts. 

Dissolved at 4:25 p.m. 




Read, initial below, and please 
return to the Secretary 




!LL>vl 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 1, 1978 



The annual meeting of the Trustess of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room 
at 10:30 a.m. 

Present: Messrs. Maher, Murray and Parker, and Mrs. White, Trustees. 
Also present were members of the public. 

The President, Mr. Maher, presiding. 

The Administrative Agency proceeded to elect viva voce its officer 
for thev ensuing year. 

Fitst Vote for President 

Monsignor Murray voted for Frank B. Maher, Mr. Parker voted for 
Frank B. Maher, Mr. Maher voted for Monsignor Murray, and Mrs. White 
voted for Frank B. Maher; and Frank B. Maher was declared elected 
President. 

First Vote for Vice President 

Monsignor Murray voted for Sidney R. Rabb, Mr. Parker voted for 
Sidney R. Rabb, Mr. Maher voted for Sidney R. Rabb, and Mrs. White 
voted for Sidney R. Rabb; and Sidney R. Rabb was declared elected 
Vice President. 



First Vote for Secretary 

Monsignor Murray voted for Liam M. Kelly, Mr. Parker voted for 
Liam M. Kelly, Mr. Maher voted for Liam M. Kelly, Mrs. White 
voted for Liam M. Kelly; and Liam M. Kelly was declared elected 
Secretary. 

First Vote for Secretary Pro Tem 

Monsignor Murray voted for Philip J. McNiff , Mr. Parker voted for 
Philip J. McNiff, Mr. Maher voted for Philip J. McNiff, Mrs. White 
voted for Philip J. McNiff was declared Secretary Pro Tem. 

On motion duly made and seconded, it was 

"VOTED: that any member of the Board of Trustees be and 

hereby is authorized to sign on behalf of the Board 
bills, special drafts, and payrolls of the Library." 



"VOTED 



Form No. 1046F— 11/74 



that^ until the next annual meeting, the 
President, or Vice President, or in the 
inability of either, any member of the Board, 
and by delegation the Director, or the Secretary 
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 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 payments under 
contracts so voted." 



•* •% 



Minutes of Annual Meeting 

Administrative Agency 
May 1, 1978 

p. 2. 



The President stated that membership on Standing Committees for 
the ensuing year should be as follows: 



BUILDINGS 

Msgr. Murray, Chairman 
Mr. Maher 
Mr . Parker 
Mr. Rabb 
Mrs. White 



FINANCE 

Mr. Parker, Chairman 
Mr. Maher 
Msgr V Murray 
Mr. Rabb 
Mrs. White 



PERSONNEL 

Mr . Rabb , Chairman 
Mr. Maher 
Msgr. Murray 
Mr . Parker 
Mrs. White 



The President stated that the Trustees as the appointive body must 
take provision at the annual meeting for hearings of Civil Service personnel 
when and as needed during the ensuing year. On motion duly made and seconded, 
it was 



"VOTED: 



and 

FURTHER 

VOTED: 



that we, the Trustees of the Boston Public Library, having 
appointive authority over the Civil Service personnel at 
the Library, do appoint one of our members, Frank B. Maher, 
Trustee, to hold and conduct hearings in accordance with 
Chapter 31 of the General Laws whenever the said hearings 
are deemed necessary; 



that in the event of the unavailability of Frank B. Maher, 
Sidney R. Rabb, Trustee, is hereby authorized to conduct 
the above-mentioned hearings; this power to be valid only 
until the expiration or appointment of any member of this 
Board." 



The President then appointed Liam M. Kelly as Secretary of Committees 
and Philip J. McNiff as Secretary of Committees Pro Tem to serve until the 
next annual meeting. 

Votes were taken authorizing routine operating procedures during 
the ensuing year. On motion duly made and seconded, it was 



It 



VOTED: that, until the next annual meeting, Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant Director, 
be and hereby is authorized to act on behalf of the Trustees in 
the administration of the personnel procedures established 
by them for the appointment of all officers and employees 
of the Library up to but not including the level immediately 
below that of the Director, and to fix the remuneration for 
all such officers and employees subject to the salary and 
wage scales as currently established by vote of the Trustees, 
said appointments and changes in remunerations to be reported 
to the Trustees at their next meeting for confirmation." 



Minutes of Annual Meeting 
Administrative Agency 
May 1, 1978 
p. 3. 



and 



"VOTED: 



and 



"VOTED: 



and 



"VOTED : 



that, until the next annual meeting, Philip J. McNiff , or upon his 
delegation, Liam M. Kelly, Assistant Director and Secretary of 
the Trustees, or John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby is 
authorized to sign on behalf of the Board in approval of the 
payment of all vouchers or bills covering expenditures incurred 
In terms of one quarter of the fiscal 1978-79 budget allowances, 
but in no case exceeding those in the budget estimates for the 
fiscal year 1979-80, as shall be approved by the Board of 
Trustees prior to June 30, 1979, said payments to be reported 
to the Board at its next regular meeting for confirmation." 

that, until the next annual meeting, the President, Vice 
President, the Director, and the Secretary. of the Trustees, be 
and hereby are severally authorized to sign any and all contracts 
voted to be made by the Board in the name and behalf of the 
City and any and all communications in connection with the 
award of contracts so voted or recommended to be so voted." 

that, until the next annual meeting, for the signing of checks 
drawn upon the petty cash checking accounts of the Library, 
Catherine A. Farrell, Principal Accountant, or Thomas T. 
McLaughlin, Assistant Principal Accountant, or Liam M. Kelly, 
Secretary of the Trustees, Clerk of the Corporation, or John J. 
Doherty, Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, in the order of their respective availability, 
be authorized to sign checks; and Philip J. McNiff, Director, or 
Liam M. Kelly, Secretary of the Trustees, Clerk of the Corporation, 
or John J. Doherty, Assistant Director, or Kevin T. FitzPatrick,. 
Assistant to the Director, in the order of their respective 
availability be authorized to countersign checks, provided 
that in no Instance does the same individual both sign and 
countersign a check." 



Dissolved at 10:35 a.m. 




Secretary 




Please read, initial below, and return 
to the Secretary 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 1, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:35 a.m. 

Present: Messrs. Maher, Murray, Parker, and Mrs. White, Trustees. 
Also present were members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting of March 27, 1978, as presented, 
were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and 
supplies were authorized to be charged as follows for the months of 
February and March, 1978, provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



February 



$486,411.65 
78,587.34 
43,070.02 
15,814.19 

21.00 

$623,904.20 



March 



$488,427.28 

81,932.63 

13,004.44 

109,308.40 

10.50 

$692,683.25 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and /Obligations 

Total: 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 1,495.79 
4,151.90 
2,191.55 
2,775.00 

$ 10,614.24 



$ 12,621.34 

4,281.28 

36,855.05 

$ 53,757.67 



48.33 
4,440.20 
1,556.68 



$ 6,045.21 



$111,359.20 
14,268.88 
36,515.29 

$112,143.37 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the months of February and March, 1978, provided 
that payment of bills from City Appropriation have the approval of the 
City Auditor: 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 2. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



February 



Total 



$486,411.65 

103,750.58 

10,501.63 

15,814.19 

5,176.79 

$621,654.84 



March 



$488,427.28 
110,575.32 

39,099.05 
109,308.40 

25.774.81 

$773,154.86 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total: 



Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 



$ 1,495.79 
4,151.90 
2,191.55 
2,775.00 

$ 10,614.24 



Total 



$ 12,621.34 

7,009.53 

36,855.05 

$ 56,485.92 



48.33 
4,440.20 
1,556.68 



$ 6,045.21 



$111,359.20 

6,153.11 

36,515.29 

$154,027.60 



The Director stated that it was necessary to have a vote authorizing 
the delegation of the signing of payrolls for the Library. On motion duly 
made and seconded, it was: 



"VOTED t that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary of 
the Trustees, or John J. Doherty, Assistant Director, or Kevin 
T. FitzPatri.ck, Assistant to the Director, be and hereby is 
authorized to sign the payrolls of the Library in representation 
of the Trustees for a period not to exceed four weeks from 
May 15, 1978." 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 3. 



The Director reported that in response to public advertising 
for a contract for ALA Revised Interlibrary Loan Request Forms, five bids 
were received and it was recommended that the contract be awarded to the 
low bidder, Bro-Dart, Inc. On motion duly made and seconded, it was 

"VOTED: that there be entered into with Bro-Dart, Inc. 1609 Memorial 
Ave., Williamsport, Pennsylvania, the lowest responsible and 
eligible bidder in the public bidding, a contract for supplying 
and delivering ALA Revised Interlibrary Loan Request Forms, 
as specified in the specifications, at a total cost not to 
exceed two thousand nine hundred ninety-one dollars and no 
cents ($2,991.00)." 



The Director reported that in response to public advertising for a 
contract for music portfolios, only bid was received, that from Chaspec 
Manufacturing Co., Inc. Even though there was only one bid, this was considered 
to be reasonable in price and the Director recommended that a contract be 
entered into with Chaspec Manufacturing Company, Inc. Following discussion 
and on motion duly made and seconded, it was: 

"VOTED: that there be entered into with Chaspec Manufacturing 
Co., Inc., 375 Fairfield Avenue, Stamford, Connecticut 
the sole bidder in the public bidding, a contract for 
supplying and delivering music portfolios, as specified 
in the specifications, at a total cost not to exceed 
six thousand four hundred and fifty dollars and no 
cents ($6,450.00)." 



The Director recominended that a contract for the rental and maintenance 
of five portable two-way radios and one multi-unit charger be entered into with 
Motorola Communications and Electronics, Inc. The present contract provides the 
option for renewal as of July 1, 1978 at the original bid price. At the end of 
this fiscal year, the Library will acquire ownership of these items under the 
terms of the original bid. Following discussion and on motion duly made and 
seconded, it was: 



"VOTED: that, without public advertising, there be entered into 
with Motorola Communications and Electronics, Inc., 
85 Harris town Road, Glen Rock, New Jersey, a contract 
for rental and maintenance of five portable two-way 
radios and one Multi-unit charger during the period 
July 1, 1978 through June 30, 1979 at a total cost not 
to exceed two thousand thirty-nine dollars and eighty- 
eight cents ($2,039.88)." 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 4. 



The Director recommended that a contract be entered Into for the lease of 
premises at Taunton for the Eastern Massachusetts Regional Library System Bookmobile 
Center. These are the present Eastern Region premises, and should be 
retained until more suitable space is available in Taunton. Following 
further discussion and on motion duly made and seconded, it was: 



"VOTED 



and 
VOTED 



that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the name of 
and for the City of Boston, does hereby accept an 
instrument of lease by and between ERNEST M. HELIDES, 
TRUSTEES, AS HE IS TRUSTEE OF THE HELIDES REALY TRUST 
and the CITY OF BOSTON of the premises, street floor 
and basement storage space, situated at 6 Weir Street, 
Taunton, Massachusetts, subject to the rental, terms, 
agreements, conditions, and covenants set forth in 
said instrument, of lease; 

that Philip J. McNiff, Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department 
of the City of Boston to execute said instrument in 
duplicate." 



The Director also recommended that a contract for the lease of 
premises at North Andover for the Eastern Massachusetts Regional Library System 
Bookmobile Center be entered into. These are also the present premises. 
Following discussion and on motion duly made and seconded, it was: 



"VOTED: 



and 
VOTED: 



that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the name of 
and for the City of Boston, does hereby accept an 
instrument of lease by and between the TOWN OF ANDOVER, 
MASSACHUSETTS and the CITY OF BOSTON of the premises at 
the Theatre Building, #9/11 Essex Street, Andover, 
Massachusetts, subject to the rental, terms, agreements, 
conditions, and covenants set forth in said instrument 
of lease; 



Philip J. McNiff, Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department 
of the City of Boston to execute said instrument in 
duplicate." 



The Director recommended that a contract for rental of storage space at 
New England Deposit Library be entered into. He stated that, as a member of the 
New England Deposit Library, the Boston Public Library is part owner of the 
facility and should always retain some space there in order to protect its 
interest in the facility. Following discussion and on motion duly made and 
seconded, it was: 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 5. 



"VOTED: that there be entered Into with the New England Deposit 
Library, 135 Western Avenue, Allston, Massachusetts, an 
agreement for the rental during the period July 1, 1978 
through June 30, 1979 of storage space therin for books 
and other library materials belonging to the Boston 
Public Library, in accordance with the rates for storage 
space formally adopted by the governing board of said 
New England Deposit Library," 



The Director recommended the entering into of a contract for 
inspection service for combination watchman-recording and fire alarm system 
for the Research Library with the American District Telegraph Company. The 
Library has been receiving the services of this company for the past ten years 
and has found it satisfactory. Following discussion and on motion duly made 
and seconded, it was: 



It 



VOTED: that there be entered int 
with American District Te 
Burlington, Massachusetts 
period July 1, 1978 throu 
of inspection service for 
and fire alarm system in 
total fee thus charged to 
ments, and conditions set 



o, without public advertising, 
legraph Company, 10 North Avenue, 
, a service agreement for the 
gh June 30, 1979 for furnishing 

the combination-watchman-recording 
the Reisearch Library building, the 
be subject to the terms, agree- 
forth in said agreement." 



The Director recommended renewing a contract with Balco, Inc. for 
the operation and servicing of heating, ventilating, and air conditioning 
systems, electrical systems and equipment, as well as plumbing systems, 
throughout the Library System. The present contract provides the option 
for renewal as of July 1, 1978 at the bid price. In response to a question, 
the Director stated that, in general, Balco service has been satisfactory. 
He did point out that the job of maintaining the equipment and running the 
equipment becomes more difficult as the equipment gets older and more parts 
need replacing. Following further discussion and on motion duly made and 
seconded, it was: 



VOTED: that, without public advertising, there be entered into 
with Balco, Inc., 160 Charlemont Street, Newton, Massa- 
chusetts, a contract for the operation and servicing of 
heating, ventilating, and air conditioning systems, 
electrical systems and equipment, as well as plumbing 
systems, throughout the Library System during the period 
July 1, 1978 through June 30, 1979, at a total cost not 
to exceed one hundred forty-six thousand one hundred and 
seventy-two dollars and forty-eight cents ($1A6,172. A8) . 



II 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 6. 

The Secretary recommended that a contract be entered into with 
Western Union Data Services Company for the rental of certain data communications 
terminals during the period July 1, 1978 through June 30, 1979. These 
terminals are being used at present in the computerized cataloging operation. 
The present contract includes an option for renewal as of July 1, 1978 at the 
same bid price. Following discussion and on motion duly made and seconded, it 
was: 

"VOTED: that, without public advertising, there be entered into with 
Western Union Data Services Company, 84 Cummings Park, 
Wobum, Massachusetts, a service contract for rental and 
maintenance of certain data communications terminals during 
the period July 1, 1978 through June 30, 1979, at a total 
cost not to exceed fourteen thousand two dollars and eighty 
cents ($1A,002.80)." 



The Director recommended that a contract be entered into with 
New England Systems & Supply, Inc. for the operation and servicing of water 
systems associated with air conditioning and heating systems at various locations 
throughout the Library System during the period July, 1978 through June 30, 
1979. Again, this contract at present includes the option for renewal as of 
July 1,1978. Following discussion and on motion duly made and seconded, it was: 



ti 



VOTED: that, without public advertising, there be entered into 
with New England Systems & Supply, Inc., 15A2 Columbus 
Avenue, Roxbury, Massachusetts, a contract for the 
operation and servicing of water systems associated with 
air conditioning and heating systems at various locations 
throughout the library system during the p.eriod July 1, 
1978 through June 30, 1979, at a total cost not to 
exceed one thousand nine hundred twenty dollars and 
no cents ($1,920.00)." 



The Director recommended that a contract be entered into with the 
F.W. Faxon Co., Inc. for supplying periodical and serials for the year 1979, 
and servicing the subscriptions for the individual items throughout the year. 
He noted that this contract had been awarded without public advertising for 
many years, but, upon direction of the Finance Commission, the contract was 
awarded this year following public advertising. The low bidder was the 
Faxon Company, the company that the Library had been doing business with for 
many years. That contract also contained the option for renewal as of July 1, 
1978. Following further discussion and on motion duly made and seconded, it was: 

"VOTED: that, without public advertising, there be entered 
into with F.W. Faxon Co., Inc., 15 Southwest Park, 
Westwood, Massachusetts, a contract for (1) supplying 
periodicals and serials for the year, 1979, and (2) 
servicing the subscriptions for the individual items 
throughout the year as specified in the specifications 
and Appendix A, and subject to the terms, agreements, 
and conditions set forth in said contract, at a total 
cost not to exceed one hundred sixty-six thousand 
three hundred thirteen dollars and no cents ($166,313.00)." 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 7. 



The Secretary recommended that a contract be entered into with 
Autographies, Inc. for the rental and maintenance of certain Microfilm 
Readers for the Central and Branch Library Catalog System, Group A. These 
readers have been rented from Autographies during the past year. They will 
be used to accomodate the computer output catalog system for the General 
Library. Again, the present Autographies contract included the option for 
renewal as of July 1, 1978 at the same bid price. Following further 
discussion and on motion duly made and seconded, it was 

"VOTED: that, without public advertising, there be entered 

into with Autographies, Inc., 751 Monterey Pass Road, 
Monterey Park, California, a contract for the rental 
and maintenance of certain microfilm readers for 
the Central and Branch Library catalog system, as 
specified in the specifications under Group A, 
during the period July 1, 1978 through June 30, 1979, 
the total cost not to exceed nineteen thousand four 
hundred sixty-four dollars and no cents ($19,A6A. 00) ." 

The Secretary also recommended that a contract be entered into with 
Inforonics, Inc. for the rental and maintenance of certain microfilm readers 
for the Central and Branch Library Catalog System, Group B. Under this contract, 
the Inforonics Company is responsible for the production of computer output 
microfilm to be used in conjunction with the nlcrofilm readers. The Inforonics 
Company has been slow in delivering this microfilm and the Library is dissatisfied 
with the level of service from Inforonics in this matter. The contract is 
recommended with the understanding that if Inforonics continues to give poor 
service with lespect to the production of the COM film, the Library will 
proceed to develop a new set of specifications and re-advertise for this 
service. In response to a question, Mr. Kelly pointed out that the Library 
can fulfill its obligation under this contract by paying for all or any 
of the services described in the contract. Following further discussion, 
and on motion duly made and seconded, it was 

"VOTED: that, without public advertising,, there be entered 
into with Inforonics, Inc. , 550 Newtown Road, 
Littleton, Massachusetts, a contract for rental 
and maintenance of certain microfilm readers for 
Central and Branch Library catalog system, as specified 
in the specifications under Group B, during the period 
July 1, 1978 through June 30, 1979, at a total cost 
not to exceed twenty thousand dollars and no cents 
($20,000.00)." 

The Secretary recommended that a contract be entered into with 
International Business Machines Corporation for the lease or rental of certain 
data processing equipment. He pointed out that, at present, the Library has a 
one-year rental contract with IBM and has had for many years. The Library is 
now proposing to upgrade the present equipment by replacing the 360/20 system 
with a Model 3, System 15, and is proposing to do this under IBM's state and 
local Government Lease Plan. It is now possible to enter into this kind of 
lease because the City of Boston has negotiated a contractual document with 
IBM during the past year and has adopted this contractual form for other data 
processing installations in the City. Under this agreement, the Library will 
enjoy several advantages over the present agreement. Under this lease agreement, 
the Library will pay 110% of the best price available to any IBM customer. This 
works out to approximately 92% of the monthly rental rate. Also under this contract, 
the Library will accrue equity at the rate of .65c on the dollar, as opposed 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 8. 



to the present 50C on the dollar. The Library can also accrue equity to the 
total amount of 75% of the value of the machine, as opposed to 5ol under 

S monthr h'^'^rf • """"t"" '^'' P'""' '^" ^^^^^^y -il^' -f^- approximately 
38 months be able to purchase this machine for the equivalent of the lease 

cost for the following 10 months, if it proves desirable to do so. Also under 
this agreement, the Library will no longer have to pay to IBM overtime charges 
on the machine. In response to a question, Mr. Kelly stated that the Library had 
Cor^nr^rln^ mto computers produced by other vendors, specifically Digital Equipment 
Corporation, and he stated that the future of computers in the Library will 
be dependent, to some extent, on how the Library supports the cataloging 
function in future years. The present catalog system used in the Library 
IS supported by a Digital Equipment Corporation computer. The Director 
also pointed out that this will be dependent on what happens at the national 
level at the Library of Congress and at other catalog support networks. 



It was: 



Following further discussion and on motion duly made and seconded. 



"VOTED: 



that there be entered into, without public advertising, 
with International Business Machines Corporation, 
400 "Wyman Street, Waltham, Massachusetts, a contract 
for the lease or rental of certain data processing 
equipment during the period July 1, 1978 through 
June 30, 1979, the total fee thus charged to be 
subject to the terms, agreements and conditions 
set forth in said contract." 



Mr. Kelly reported that the Boston Finance Commission investigation 
was proceeding. The Library received a subpoena on April 14, 1978 requiring 
a Library official to deliver to the Finance Commission a copy of the delinquent 
borrower file. This file covers the delinquent borrower records from 1973 to 
the present. Upon the advice of Corporation Counsel, this subpoena has not 
been honored. The Corporation Counsel's office has had discussions with the 
Finance Commission on this matter to see if the matter can be resolved. The 
position of the Library is that the individual borrower's right to privacy 
must be protected. A discussion ensued. 

Mr. Kelly reported that a meeting had been held with the head of 
the CETA porgram on April 19, and that the Library has been encouraged to 
draw up proposals for the use of CETA in the Library. The specific programs 
under discussion are a program to work on the preparation of the Research 
Library catalog for publication, a program for the processing and inventorying 
of all miscellaneous gift material held in various locations throughout the 
Library, as well as some other programs focusing on the Branch Library System. 

The Director reported on several programs that had been held in 
the Library or that were planned for the Library in the coming month. He 
reviewed the Spanish programs during the month of April, as well as the Arbuthnot 
Lecture, a lecture that is sponsored by the American Library Association each 
year in different parts of the country. He spoke about the upcoming Bromsen 
Lecture, the Israeli programs, as well as the proposed scheduled programs for 



Minutes of Meeting 
Administrative Agency 
May 1, 1978 
p. 9. 

Children's Books International IV, may 14-16. 

The Director reported that a severe problem had been encountered 
at the Dudley Street Branch requiring that branch to be closed for several 
days. The problem involved the backup of the sewage system because of a 
design defect. The problem was corrected under the direction of Public 
Facilities personnel. 

A member of the public, Mrs. Lavoie from Savin Hill, decried the 
fact that the Library was allowing many of the branch library buildings to 
fall into disrepair. She cited the Adams Street, Codman Square, Grove Hall, 
Fields Corner and South Boston Branches. She suggested that the Library was 
in fact a "slum landlord." The Director pointed out that the responsibility 
for the upkeep of branch library buildings belonged to the Public Facilities 
Commission and money budgeted for this purpose was in their budget, not in 
the Library's budget. He pointed out that the Library has been most concerned 
about this problem, especially with the repair of broken windows throughout 
the Branch System, and stated that there is a possibility that some money for 
the upkeep of branch libraries will be transferred to the Library budget 
during fiscal year 1979. 

Ellen Eisenstein, representing the Professional Staff Association, 
raised the question as to whether or not the security report prepared by the 
Boston Police Department would be available to the staff. Mr. Maher stated 
that these documents were still under review by the Trustees and a decision 
with respect to their distribution will be made in the future. George 
Embleton, representing A.F. S.C.M.E. , stated that his group also was interested 
in obtaining a copy and stated that a member of the administration had 
promised to give a copy to his group at a January meeting. He stated that 
he came to the Board as a last resort. Again, Mr. Maher stated that the 
Trustees were looking very closely at these documents and at the question 
of making copies available. Another member of the public stated that she 
would like a copy of the document also. 

A member of the public, Don Saklad, handed a letter to the Director 
requesting total access to the minutes of all Trustees' meetings, including 
Committee meetings. The Secretary pointed out that specific arrangements had been made 
on several occasions in the past to make copies of minutes of specific ^^etmgs 
available to Mr. Saklad in the Rare Book Room. In the discussion that followed, 
the Trustees agreed that the arrangements made^for access to the minutes were 
reasonable. 

Dissolved at 11:50 a.m. 




Secretary 




Please read, initial below, and return 
to the Secretary 



Ifi.P- 



V 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, June 1, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 2:45 p.m. 

Present: Messrs. Maher, Murray, Parker, Rabb, and Mrs. White, 
Trustees.^ Also present were: members of the public, members of the A.F.S.C.M.E. 
union and the Professional Staff Association, and Mr. Bruce Einhorn, representing 
the Finance Commission of Boston. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Annual Meeting of the Administrative Agency on 
May 1, 1978, as presented, were approved. 

The Director stated that it was necessary at this time to have votes 
authorizing coverage of signatures during the absence of the Director, and 
for the signing of the payrolls during the summer months. Following discussion 
and on motion duly made and seconded, it was 



"VOTED 



and 

"VOTED 



and 

"VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from June 12, 1978." 

that subject to t h e approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secreta.ry of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from July 10, 1978." 

that subject to ,the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from August 7, 1978." 



Form No. 1046F— 11/74 



I 



Minutes of Meeting 
Administrative Agency 
June 1, 1978 
p. 2. 



and 

"VOTED 



and 



"VOTED 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 

not to exceed four weeks from September 4, 1978 



It 



that effective June 1, 1978 through September 7, 1978 
in any absence of the Director, and Librarian, Philip J. 
McNiff, the name of Liam M. Kelly, Assistant Director, be 
substituted for that of the Director, and Librarian, in 
all votes taken by the Board of Trustees whenever the Director, 
and Librarian has been authorized to accept gifts, payments 
made in recognition for special services rendered, and pay- 
ments received for publications and prints executed under 
Library s'ponsprship which in amount are not more than two 
thousand five hundred dollars ($2,500); to make authorized 
expenditures from principal and /or income of certain trust 
funds; to enter into contracts on behalf of the Board when 
such contracts have been authorized by the Board; and to 
authorize payments under contracts entered into." 



The Director reported that the Library had received a favorable hearing 
before the City Council Ways and Means Committee. He made special note of a 
fine statement made to the Ways and Means Committee by the Vice President of the 
Professional Staff Association, Ms. Ellen Isenstein. The Director reviewed the 
budget situation over the past year, recalling the cutbacks in service and the 
restoration of book service thanks to a supplemental budget approved by the 
Mayor and the City Council in June. In the preparation of the budget for the 
coming year, the Budget Department did recognize the need for additional staffing. 
Because of budget restrictions, many things did not get done and key management 
positions were not filled. At the same budget hearing, the Library A.F.S.C.M.E. 
representative spoke against the filling of many of these positions in favor of 
allocating funds for the continuation of services at the Kirstein Business Branch. 
The Director noted that the Trustees are already on record committing the Library 
to keep Kirstein open. The Director expressed the hope that the restored positions 
will be supported by the Council. To make up partially for other unfilled positions, 
the Library has submitted two proposals to the CETA office requesting allocation 
of CETA funds to the Library Department. The proposed CETA programs fall under 
the technical services activities, the area that has been hardest hit with cut- 
backs during the last three years. Mr. Rabb emphasized that the Trustees have 
always allocated personnel monies for the best interest of the Library and of 
the staff. 



The Secretary reported that he had received an opinion verbally from 
Mr. Harold Carroll, Assistant Corporation Counsel of the City of Boston, to the 
affect that the Library should comply with the most recently received request for 
information from the Finance Commission. In the discussion that ensued, the 



Minutes of Meeting 
Administrative Agency 
June 1, 1978 
p. 3. 



Trustees expressed concern as to whether or not they would incur any liability 
by providing this information and they questioned whether or not the Trustees 
would be defended by the City in the event that a suit was brought against 
them for disclosing Jphis information. Following further discussion, the 
/ Secretary was instructed to provide the requested information to the Finance 
Commission after this opinion has been received in writing by the Library. 

The Director reported that the bill to increase state aid to libraries 
is still in the House Ways and Means Committee. He reviewed the Eastern Region 
budget, pointing out what positions in the Library are supported by the Eastern 
Region program, as well as what positions are reimbursable by the region. He 
went on to spell out the implications of this program on the City budget. He 
emphasized that because of the fixed budget under which the Regional program 
has been operating for several years, the amount spent on library materials to the 
benefit of the Boston Public Library has been steadily decreasing because of 
rising personnel costs. The Director expressed hope that, with an increase in the 
state aid program, increases will be forthcoming for the Boston Public Library's 
role in the program. He recommended that the Trustees approve the Eastern Region 
budget for submission to the Board of Library Commissioners. Following further 
discussion and on motion duly made and seconded, it was 



"VOTED: that the Eastern Region budget for fiscal year 1979, 
submitted by the Director, be and hereby is approved, 
the same to be submitted to the Board of Library Commissioners." 

The Director reported that a sum of money had been set aside by the 
Bureau of Library Extension to reimburse the Library and participating libraries 
for the loan of materials to non-resident borrowers. The Director recommended to 
the Trustees that the amount allocated for the Boston Public Library be accepted 
for the purpose of replacing materials borrowed and not returned by non-resident 
borrowers. He suggested that the Board of Library Commissioners be requested to 
appropriate $10,000 from LSCA Title I for this special purpose. Following 
discussion and on motion duly made and seconded, it was 

"VOTED: that the sum of $10,000 from the LSCA Title I program 
recently offerred to the Boston Public Library by the 
Board of Library Commissioners, be accepted for the 
purpose of replacing materials borrowed by non-resident 
borrowers from the Boston Public Library and not returned." 

The Director also reported the receipt of application forms for funds 
under the Title I LSCA program for fiscal year 1979. He reviewed the experience 
of the Library over the past three years with respect to this program, pointing 
out the failure of the Bureau of Library Extension to even respond to proposals 
submitted in fiscal year 1977. A discussion followed on the question of 
inviting the Board of Library Commissioners to the Library for a luncheon meeting 
at which time the Trustees could review with the Commissioners the role of the 
Library in state programs. 

The Director reported on several problems in branch library byildings, 
most importantly, a major problem of sewage backup in the new Dudley Library and 
multiple leaks in the roof of the new Codman Square Library. In response to a 
question, the Director pointed out that these buildings have been accepted from 
the contractor not by the Library, but by Public Facilities. He reported that 



• V 



Minutes of Meeting 
Administrative Agency 
June 1, 1978 
p. 4. 



work on working drawings on the new Lower Mills Library is proceeding. 

The Director reported on a meeting held with Police Commissioner Jordan. 
The Library has a promise of police coverage around the clock, two officers 
during the day and one at night. Mr. Maher felt that there should be two 
officers on duty at all times the Library is open. The Commissioner is keenly 
aware of the Library's problems and is sympathetic to it. A member of the 
public. Miss Morton, spoke about problems of security in the building and 
about the problem of pornographic books in the Library's collection. The 
Trustees thanked Miss Morton for her concern and assured her of their readiness 
to consider any list of books that she had put together on this subject. 

Another member of the public raised the question of posting notices 
of Library meeting. The Secretary responded that notices of Trustees meetings 
are posted on the bulletin board at City Hall by the City Clerk's office, as 
required by statute. The President of the Professional Staff Association 
JilTcommended the efforts of the Library with respect to security in recent years. 

Dissolved at 3:55 p.m. 








Secretary 



Please read, initial below, and 
return to the Secretary 



/ ' 




• * 



i 



4 



,! 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, September 14, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 11:10 a.m. 

Present: Messrs. Maher, Murray, Parker, Rabb, and Mrs. White, 
Trustees. Also present were members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meetings of the Administrative Agency on 
May 1, 1978 and June 1, 1978, as presented, were approved. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of April, May, June and July, 1978, provided 
that expenditures from City Appropriation have the approval 
of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and 
Obligations 

Total: 

To Trust Funds 



April 



$567,454.74 

78,288.76 

10,510.47 

175,483.68 

156.34 



May 



645,877.97 

26,183.17 

8,877.92 

198,537.30 

15.00 



June 



580,000.02 

119,460.53 

2,254.07 

188,044.26 

554.89 



July 



429,775.70 

192,232.52 

3,240.75 

16,088.79 

320.00 



$831,893.99 879,476.36 890,313.77 641,657.76 



PpfQOTiflT ^^T"^7^^'«ac 


$ 




2,426.61 

1,850.02 

27,675.03 

405.65 

639.90 
$32,997.21 


6,679.80 

77.40 

8,397.00 




Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 


2,514.87 

554.95 

2,184.08 


3,130.61 
7.50 


1,515.00 
6,768.90 




Total: 


$15,154.20 


$ 3,138.11 


Gifts for Current Use 


$ 


8.48 








Eastern Regional Public 
Library System 












Books 

Supplies and Materials 

Personal Services 

Total: 


$ 78,223.50 

6,732.30 

49,498.62 

$133,454.42 


38,340.20 

4,881.19 

53,918.84 

97,140.23 


301,382.59 

9,044.19 

47,302.94 

357,669.72 


1,199.40 
32,983.46 
34,182.86 



Form No. 1046F— 11/74 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 2. 



Fallowing approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of April, 
May, June and July, 1978, provided that payment of bills from 
City Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 

Total: 



April 

$567,454.74 

76,616.36 

8,016.16 

175,483.68 

18,166.95 



May 



June 



July 



$645,877.97 

41,952.80 

17,828.56 

198,537.30 

16,390.46 



$580,000.02 

238,616.59 

21,121.71 

188,044.26 

28,758.34 
3,804.64 



$429,775.70 

527.96 

59.48 

16,088.79 



320.00 



$845,737.89 $920,587.09 1,060,345.56 $446,771.93 



To Trust Funds 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 

Total: 

Gifts for Current Use 



$ 2,514.87 

554.95 

2,184.08 



1,515.00 
$ 6,768.90 



8.48 



$ 2,426.61 $ 6,679.80 

1,850.02 77.40 

27,675.03 8,397.00 

405.65 

639.90 

$ 32,997.21 $ 15,134.10 



$ 3,130.61 
7.50 



$ 3,138.11 



Eastern Regional. Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 78,223.50 
5,023.45 
49,498.62 



$ 38,340.20 
9,451.58 
53,918.84 



$301,382.59 
17,670.10 
47,302.94 



$132,745.57 $101,710.62 $366,355.63 



2,064.34 

32,983.46 

$ 35,047.80 



Action taken by the Committee on Finance since the last meeting of 
the Board was approved as follows: 



On 16 August 1978 

Contract for Inspection and Testing of fire alarm systems, as well 
as maintenance and servicing of these systems: 

"VOTED: that there be entered into with Automatic Alarm Co., Inc., 
39 Francine Road, Braintree, Massachusetts, the lowest 
respcaisible and eligible bidder in the public bidding, a 
contract for the inspection and testing of fire alarm systems 
at the Central Library building and at various other locations 
in the Libraiy ^stem, as specified in the specifications, 
during the period July 1, 1978 through June 30, 1979 at 
a total cost not to exceed four thousand dollars ($U,000.00). 



n 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 3. 



Contract for Cleaning of Windows (Group I); 



II 



VOTED: 



.^-* 



that there be entered into with Boston Window & Floor 
Cleaning Co., Inc., 253 Summer Street, Boston, Massachusetts, 
the sole bidder under Group I in a public bidding, a contract 
for the cleaning of windows during the period July 1, 1978. 
through June 30, 1979 at library buildiiigs designated under 
Gro\:gp I of the specifications at a cost not to exceed twelve 
thousand six hundred fifty dollars and no cents (12 .650 .00) . 



ti 



II 



Contract for Maintenance and Servicing of Elevators Throughout 
the Library System; 

VOTKDi that there be entered into with Delta Elevator Service Corp- 
oration, 50 North Beacon Street, Allston, Kassachusetts, the 
lowest responsible and eligible bidder in the public bidding, 
a contract for maintenance and servicing of elevators through- 
out the Library System during the period July 1, 1978 through 
pune 30, 1979* at a total cost not to exceed twelve thousand 
jseven hundred eighty dollars and no cents ($12,760.00). " 



Contract for Leasing of Two Panel Trucks and One Station Wagon 
During the Period July 1, 1978 - June 30, 1979 (Eastern 
Massachusetts Regional Library System); 

"VOTED: that there be entered into with Bonnell liters. Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for 
leasing of two panel trucks and one station wagon for 
the Eastern Massachusetts Regional Library System 
during the period July 1, 1978 through June 30, 1979 
at the following rates: 



Panel TzTicks 
Station Wagons 



Monthly Lease Cost 
per Vehicle 
>335.00 
$335.00 



Mileage Charge 
>r Mile 



f. 



.10 
$cl0. " 



Contract for Supplying and Delivering MARC II Catalog Products 
and Services: 



ti 



VOTEDj that there be entered into with Inforonics, Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
sole bidder in the isubllc bidding, a service contract 
for supplyinfiT and delivering Marc H catalog prodiicts 
and services during the period July 1, 1978 through 
June 30, 1979, the total fee thus charged to be subject 
to the terms, agreeomts, and conditions set forth in 
said contract* " 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 4. 



Contract for Supplying and Delivering MARC II Catalog Products 
and Services for the Eastern Massachusetts Regional Library System 
During the Period July 1, 1978 through June 30, 1979: 



"VOTED: that there be entered into with Inf cronies. Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
sole bidder in the public bidding, a service contract 
for s\ipplying ar.d delivering Marc II catalog products 
and services for the Eastern Massachusetts Regional 
Library System during the period July 1, 1978 through 
June 30, 1979, the total fee thus charges to be subject 
to the terms, agreements, and conditions set forth in 
said contract. " 



tt 



Contracts for the Purchase of Books and Certain Other Library Materials 

VOTED: that viithout public advertising, contracts be entered into for 
purchase of books and certain other library materials for the 
period July 1, 1978 through June 30, 1979 with the following 
■ contractors, subject to the terms, acrecraents, and conditions 
set forth in said contracts: 

Xerox University Microfilms 
Ann Arbor, Michigani 

U. S. Historical Documents Institute, Inc. 

Hollinger Corporation 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 

J, S, Canner & Co. 

Carl Fischer, Inc. 

G. K. Hall ^ Co. 

Music Center of Boston 

R. L. Polk & Co. 

Standard ^ Poor's Corporation 

Starr Book Company, Inc. 

Uorldwide Books, Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book ^Jiibit, Inc. 

Both of Briarcliff Kianor, Hew York; 

V:alt Disney Educational K*aterials Co. 
Burbank, California 

K. W. Uilson Co. 
Bronx, lievi York 

Bri :cs ^<c Erigss Inc. 

Bibiiophilos ' - 

General Microfilm Co. ~ 

Harvard Cooperative Society, Inc. 

All of Cambridge, Massachusetts; 



Minutes of Meeting 
Administrative Agency 

September 14, 1978 

p. 3. 



"American Library Association 
Center for Research Libraries 

Conraerce Clearing House, Inc. i 

Coronet Films ' 

Encyclopaedia Britannica Educational Corporation ^ 
Field Enterprises Mucational Cori)oration / 

International Film Bureau, Inc. ' 

Society for Visual J-xiucation, Inc. / 

All of Chicaco, Illinois^ / 

f 
t 

H. R. Huntting Company, Inc. ' 

Chicopeo Falls, Massachusetts! 



I I 



Yankee Book Peddler, Inc. 
Contoocook, New Hampshire 

The Eastin-Phalan Distributing Corporation 
Davenport, Iowa; 

Gale Research Company 
Detroit, Michi;^an; 

Prentice-Kail, Inc. 
Englewood Cliffs, Nev; Jersey; 

New Day Films 

Open Circle Cinema 

Doth of Franklin Lakes, New Jersey; 

AIMS Instructional Media Service 
Holywood, California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Centron -i^ucational Films 
Lawrence, Kansas; 

Svnclance Paperback Distributors 
Littleton, Massachusetts; 

BFA lilducational Media 
Churchill Films, Inc. 
Both of Los Angeles, California; 



Xerox Films, Xerox Education Publications 
Iliddletovm, Connecticut; 

Select Press Book Service 
Milford, New Hampshire; 

Kraus-Thomson Organization Limited 
Millirood, New Yorfc 

Macmillan Films, Inc. / 

Mount Vernon, New York; 

Research Publications, Inc. 

New Haven, Connecticut; ' 

Dimondstein Book Coftpany, Inc. / 
New Pwochelle, New York; •• / 



/ 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 6. 



" AKS Press, Inc. 

CBS Records, Division of Columbia Broadcasting, Inc. 
Carousel Films, Inc. 
Contemporary/McGraw-Kill ^ii^s 

Film Inaces, Inc. 
Garland Pablishin::, Ii^c. 
Grolier Educational Corp. 
Impact Films 

International Film Foundation 
Johnson Reprint Corporation 
Larousse & Company, Inc. 
Learning Corporation of Americs 
MacraiUan Library Services 

McGraw-Hill Book Company, a division of McGravj-Hill, Inc, 
I^sical Herita^^e Society- 
NBC iHucatior^l liiterprises. Inc. 
National Record Plan 
Nevj Yorker Films 
Peters International, Inc. 
Phoenix Films, Inc. 
Practicing Law Institute 
Readex Microprint Corporation 
Sterling Kduc4bional Films 
Taylor Carlisle Bookstore, Inc. 
Texture Films 
Time -Life Films, Inc. 
Tricontentental Film Center 
UNI PUB 

Ursus Books, Lted. 
VJestinghouse Learning 
All of New York, New York; 

Lucerne Films, Inc. 
North Bergen, New Jerseyj 

Center for Cassette Studies, Inc. 
North Hollywood, California; 

Ro^'al Distributors 

North Qulncy, l^ssachusetts; 

Perennial liiucation * 
Northfield, Illinois; 

VJilliam Salloch 
Ossining, New York; 

Stechert Macmillan, Inc. 
Pennsauken, New Jersey; 

Eastern Book Company 
Portland, l-Iaine " 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 7. 



" Creative Film Society 
Reseda, California; 

I^i-Orcrs Co-operative lublishing Co. 
Rochester, New York; 

IJest Publishing Company 
St, Paul, Hinnesotaj 

Pyramid Pllm Producers 
Santa Konica, California; 

Disclosure, Inc» 

Silver Spring, Maryland; 

Rounder Records, 
Somerville, Massachusetts; 

The Baher & Taylor Co. 
Somerville, New Jersey; 

John Curley 1* Associates, Inc. 
South Yarmouth, Massachusetts; 

Ulvers croft 

St mford, Connecticut; 

V/arren Schloat ?roducti:^ns. Inc. 
Tarry town. New York; 

Graphic Microfilm, Inc. 
V.'al th im. Ma s sa chu setts; 

Bureau of National Affairs, Inc. 
Con::ressional Inform:\tion Service 
National Geographic Society 
All of V/ashington, D. C,; 

Weston VJoods Studios, Inc. 
VJeston, Connecticut; 

Connecticut Films, Inc. 
Westport, Connecticut; 

VJombat Films 

IJhite Plains, New York; 

Colonial V/illiamsburg Foundation . 
Viilliamsburg, Vir£;inia; " 



Minutes of Meeting 
Administrative Agency 
September 14,1978 
p. 8. 



Brocart, Inc. 
V/illiamsport, Pennsylvania^ 

Films Incorporated 
Vlilnette, Illinois; 

Scholarly Resources, Inc. 
V/illMngton, Delia v/are; 

Bell & Howell, MicroPhoto Division 
Wooster, Ohio 

and 

Pamassas Book Service 
Yarmouth Port, Massachusetts. " 



Concerning the above contract vote, the Secretary pointed out that 
in a telephone conversation with the Secretary and the Business Office, the 
Finance Commission had raised some questions about the awarding of this contract 
without public advertising. He pointed out that this question was raised by 
the Finance Commission several years ago and, after some research, Mr. William 
Kerr, then Assistant Corporation Counsel, endorsed the policy of awarding 
book contracts on this basis. The Finance Commission may pursue this question 
before the awarding of these contracts next year. The Library has not yet 
received anything in writing from the Finance Commission on this matter. 



On 15 June 1978 



Vote for an agreement for a provision for copying services: ^ 

"VOTED: that the Director be authorized to enter into an agreement with 
Instant Copies, Inc. for the provision of copying services as 

proposed in the Instan|; Copies proposal, effective July 1, 1978' 
through June 30, 1983. 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 9. 



Contract for the leasing of three panel trucks and three station 
Wagons : 

"VOTED: that there be entered into with Bonnell Motors, Inc. - 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of three panel trucks and three station wagons 
during the period July 1, 1978 through June 30, 1979 
at the following rates: 

Monthly Lease cost Mileage Charge' 

per vehicle per Mile ! 

Three Panel Trucks: i 

(2) Model E-150 $335.00 $.10 / 

(I) Model E-350 $375.00 $.12 / 



Three Station Wagons: 
(3) Model-Fairmont 



$335.00 



$.10 



/ 



ft 



Contract for furnishing Miscellaneous Uniforms: 



II 



VOTED: 



that there be entered into with Coverall Service Co., Inc., 
73 Addison Street, East Boston, Massachusetts, the sole 
bidder in the public bidding, a contract for the rental 
of miscellaneous uniforms during the period July 1, 1978 
through June 30, 1979 at prices per unit as follows: 



Two (2) shirts, two (2) pants per man 

Two (2) overalls (per) 

Two (2) dresses (per) 

Two (2) blazers (per) 



$1.50 per week 
$1.00 per week 
$1.00 per week 
$4.50 per week " 



The Director reported that it was necessary to have a vote authorizing 
the signing of payrolls of the Library. On motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be and hereby 
is authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 

four weeks from October 2, 1978." 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 10 



The following schedule of meetings for the coming year was proposed: 



All meetings are on Thursday at 10:30 a.m. ; 

1 

October 12, 1978 February 8, 1979 \ 

November 9, 1978 March 8, 1979 j 



December 14, 1978 
January 11, 1979 

June 16, 1979 



April 12, 1979 
May 10, 1979 



The Director reviewed the budgetary process and he reported that the 
Mayor recently recommended a supplementary budget of $750,000 to make up for 
the $750,000 cut a few days before the budget was signed. The Library will be 
in reasonably good shape from a personnel budget point of view if this supplement- 
ary budget is approved by the City Council. It will allow for about 17 additional 
positions over last year. 



Councillor Connolly recently held a meeting at Savin Hill to discuss 
the matter of branch library service in the Savin Hill area. This is an area 
in which the Library administration has indicated a need for improved Library 
service. However, before any new building is planned for that area, there 
are still a number of things that need to be done elsewhere in the Library 
system. The Director pointed out that the Library has been struggling with 
the Public Facilities Commission for two years concerning broken glass in 
several library buildings. Finally, the Public Facilities Commission has 
awarded a contract for the repair of these windows. There is also a new 
arrangement, which is reflected in some increase in the budget for the repair 
of broken windows. After all of these major repairs have been made, the 
Library will assume responsibility for the repair of broken windows from 
there on. 

PFC has also advertised for bids for a contract to repair roofs 
in several branch buildings. The final working drawings are 90% complete 
for the new Lower Mills branch. PFC has also advertised a contract for 
the renovation of the Mattapan branch library (this is estimated at $50,000). 

There is also the matter of a drive to renovate the old fire house 
in Allston and transfer the library to that location. However, the Director 
emphasized that the priority items from the Library's point of view are: the 
relocation of the Uphams Corner branch to better serve residents of Savin Hill; 
the renovation of the McKim building; and an addition to the West Roxbury 
branch library, which is the busiest in the Library system. 



Minutes of Meeting 
Administrative Agency 
September 14, 1978 
p. 11 



The courtyard contract is well on the way to being completed. 
Mr. Doherty recently met with the contractor to review the outstanding 
items, and the contractor believes that the job can be completed by 
October 31. 

The Director reported that the Library is receiving much better 
service now from the Boston Police Department. There is a very energetic 
person in charge of the Library detail. In addition, police in the Library 
carry Library walky-talkies in order to communicate with the Library Inspection 
and Information staff. This arrangement has been effective in the prevention 
of problems in the Library. 

The Director stated that the Library had made an arrangement with 
the Town of Andover three years ago to rent part of an old theater building 
which was converted to Library use. This arrangement has worked out well 
for the Boston Public Library and Andover, which had a need for additional 
space. The new Town Manager in Andover now wants the Library and the 
Andover Public Library to quit these premises. A meeting is planned 
with the Town Manager to discuss this matter in the near future. 

The Director then raised the question of the policy regarding 
the use of the lecture hall in the Central Library. He stated that since 
the opening of the new building, the Central Library lecture hall has 
been used almost entirely for programs that have been planned by Library 
staff for Library purposes, and from time to time, programs have been 
developed in cooperation with various cultural organizations. Recently, 
the Library had a request from a gay rights group for use of the lecture 
hall for a program arranged by that group. The Library turned this request 
down, but subsequently, after the gay rights group threatened to initiate 
legal action, the Library sought the advice of Corporation Counsel. Corporation 
Counsel recommended that because of the ambiguity existing in the present 
rules and regulations for use of the lecture hall, the gay rights group be 
allowed to hold their meeting at the Library. However, at the same time. 
Corporation Counsel recommended that the Library revise its rules and 
regulations to accurately reflect the policy that the Library had pursued 
since the building was opened. In the discussion that followed, it was 
agreed that the Library administration would propose new guidelines for 
the use of the lecture hall, and it was recommended that these be reviewed 
with the Law Department before being presented to the Board. 

The Director reported that negotiations are continuing with the 
Professional Staff Association for a new contract, 

Mr. Kelly reported that several pieces of new computer hardware 
had been installed in the Library in late July for the purpose of upgrading 
the Library's computer capabilities. Due to the failure of IBM to deliver 
one piece of hardware specified in the contract, and also due to the incom- 
patibility of the Library's print train with the new processing unit, some 
serious production delays had occurred during the month of August. These 
problems have now been overcome and the new system is working quite smoothly. 



.k « Minutes of Meeting 

Administrative Agency 
September 14, 1978 
p. 12. 



In response to a question, Mr. Kelly stated that the Library had never 
had this system reviewed by outside experts, but he added that, on several 
occasions, the City administration has hired outside consultants to look 
at data processing installations in the city. The latest firm to look 
at the Library installation was Coopers & Lybrand. The Director pointed 
out that an important aspect of using computers in libraries was to under- 
take computer developments in full understanding and cognizance of what developments 
were occurring on the national scene. He emphasized the important role of 
the Library of Congress in providing input data to library systems around 
the country, including library networks. 

The Director reported on a meeting held at the Board of Library 
Commissioners to discuss a proposed library cost study, which was to be 
funded by LSCA fundc. It was the unanimous opinion of those attending the 
meeting that this project ought to await the appointment of a new Director 
at the Board. A discussion followed. 

The Director reported that the Trustees will co-host a reception 
for all of those attending the first national convention of the Association 
of College and Research Libraries, which will be held in Boston in November. 

Mr. Toby Paff, president of the Professional Staff Association, 
expressed pleasure at the news of the Research Library catalog grant award. 
He also endorsed what the Director had said regarding the improved police 
presence in the building. He then went on to acknowledge that the Association 
had been through many difficulties with the administration, but despite that, 
he expressed hope that the Director would stay with the Library, in light of 
a rumor that had been circulating regarding the Director's imminent retirement. 
The Director said there was no truth to this rumor. 



A member of the public, Ms. Morton, commented critically on security 
and inspection in the building. She also spoke about the pornography that 
she claimed was on the open shelves of the Library. To illustrate her point, 
she produced four books for consideration by the Trustees: The Sex Atlas , Under 
the Rainbow , The Sexual Outlaw , and The French Riveria after Dark. Ms. Morton 
stated that it was a crime to have these materials on shelf and that they 
should be subject to confiscation by the vice squad. Mr. Maher thanked Ms. Morton 
for bringing this problem to the attention of the Board. The Board then 
went into Executive Session to consider these allegat5.ons. 

Dissolved at 12:25 p.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, October 12, 1978 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 11:10 a.m. 

Present: Messrs. Maher, Murray, Parker, and Rabb, Trustees. Also 
present were representatives of the Professional Staff Association and 
A.F.S.C.M.E. and members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting of the Administrative Agency on 
September 14, 1978, as presented, were approved. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were ^thorized to be charged as follows 
for the month of August, 1978, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 

To City Appropriation 



Personal Services 
Contractual Services 
Supplies and Services 
Books 

Current Charges and Obligations 
Equipment 

Total: 

To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$701,511.51 

79,201.70 

13,922.41 

159,882.52 

31,547.12 



$986,005.26 



$ 



1,780.49 

25.07 

4,287.69 



$ 6,093.25 



$111,819.11 
38,236.72 
52,273.39 

$202,329.22 



Form No. 1046F— 11/74 



»• 



Minutes of Meeting 
Administrative Agency 
October 12, 1978 
p. 2. 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized 
to be charged as follows for the month of August, 1978, provided 
that payment of bills from City Appropriation has the approval of 
the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 



$701,511.51 

15,258.36 

1,669.50 

159,882.52 

2,306.60 



$880,628.49 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 



1,780.49 

25.07 

4,287.69 



$ 6,093.25 



Eastern Regional Public 
Library System: 

Books 

Supplies and Materials 

Personal Services 

Total: 



$111,819.11 

140.82 

52,273.39 

$164,233.32 



The Director reported that it was necessary to have a vote authorizing 
the signing of payrolls of the Library. On motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with 

the provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961 Philip J. McNiff, Director,, or upon his delegation Liam 
M. Kelly, Assistant Director, and Secretary of the Trustees, or 
John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director, be and hereby is authorized to sign 
the payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from October 30, 1978." 



»% 



Minutes of Meeting 
Administrative Agency 
October 12, 1978 
p. 3. 



The Director reported that work on a contract for repair of the 
Courtyard was moving toward completion. He said that the contractor is doing 
a good job. Work on the contract has been monitored by Mr. Geoghegan. This 
work has included sealing of the platform around the McKim building. This 
will eliminate problems of water seepage in the basement of the McKim Building 
and will provide a significant amount of usable space. In response to a 
question concerning the trees in the Courtyard, the Director stated that 
these were doing some damage to the columns in the Courtyard, and that they 
are scheduled to be taken down. A discussion followed on the question of 
whether or not the Library might try again to get back the statue of Bacchante. 
The Board then voted to send a letter to the Back Bay Garden Club to express 
the appreciation of the Board for all the excellent work the Garden Club 
had done in the Courtyard. 

Public Facilities has awarded a contract for the repair of broken 
windows in many Branch Library buildings. However, work on this contract 
is moving slowly. About 90% of the damage has been repaired in Jamaica Plain 
and about 10% in Grove Hall. Because some additional funds have been 
provided in the Library budget for the repair of broken windows, from 
hereon the Library will take responsibility for repairing broken windows 
immediately. A discussion followed. 

The Director reported that working drawings have been completed 
for the new Lower Mills Library and that a loan order has been approved by 
the Council. The Director noted that this will complete the building program 
that has been underway throughout the Library system for the past 10 years. 
He also noted that the Trustees have identified new priorities for the next 
capital improvement program. 

The Board of Library Commissioners has recently appointed 
Mr. David Reich to be its Director. Mr. Reich was previously Director 
of the Chicago Public Library and before that Assistant Director of the 
Dallas Public Library. The Director expressed the belief that his broad 
experience plus the many new members on the Board of Library Commissioners 
should be helpful in improving the poor situation that has existed in the 
state for the last three or four years. The Board then voted to extend its 
congratulations to Mr. Reich. * 

The Director reported that the Massachusetts Library Association 
will be resubmitting a bill for increased state aid. He noted that this 
year there will be unanimity between the Board of Library Commissioners 
and the library community. This has not been the c^se in past years, and 
this should be helpful in getting the bill passed. 

The Director reported that for the past several years a regional 
extension center has been located in Andover. Operation of the extension 
center is the responsibility of the regional administrator. The contract 
for the renewal of the lease was sent to the Andover Town Manager in May, 
but about eight weeks ago, he initiated moves to get the Library to move 



Minutes of Meeting 
Administrative Agency 
October 12, 1978 
p. 4. 



out of these premises, which have been jointly used by the regional 
extension center and the Andover Public Library. Recently, the Library 
received a letter from the Town Manager asking the Library to quit these 
premises by November 15. The Town Manager has offered the possibility 
of. using some other town buildings, however the Director said that he would 
not recommend any further agreements with the Town of Andover for this 
purpose. 

The Director announced that the Library had just received 
notification that the supplementary budget for $750,000 had been approved. 

The Director stated that it was necessary for the Library to 
enter into a contract with Gilbert Small & Co. , Inc. for the examination 
of water levels and building levels throughout the Central Library complex. 
For many years now Gilbert Small has examined water levels and building 
levels in the McKim building. The Director said that it would now be 
wise to have Gilbert Small check the levels in both the Johnson building 
and the McKim building. Mr. Maher questioned whether this contract should 
not be publicly advertised. In the discussion that followed, it was agreed 
that it would be desirable to retain the services of Gilbert Small, inasmuch 
as this company has extensive knowledge of the McKim building. It was 
the feeling of the Board that, in light of the proposed new developments 
in the Coply Square turnpike area, that it would be very important to have 
a knowledgeable company monitoring the Library situation as this development 
gets underway. Following discussion and on motion duly made and seconded, 
it was: 



ti 



VOTED: that there be entered into, without public advertising, 

with Gilbert Small ,& Co., Inc., 1391 South Street, Needham, 
Massachusetts, a service agreement for the examination of 
building levels at the two central library buildings 
during the period July 1, 1978 through June 30, 1979, the 
total fee thus charged to be subject to the terms, agree- 
ments, and conditions set forth in said agreement." 

The Director reported that negotiations are continuing with the 
Professional Staff Association. One of the difficult areas in the negotiations 
is the question of wages. The Trustees pointed out that in this situation, 
negotiations are between the City and the Staff Association. 

John Adams commented on the importance of the Research Library Catalog 
project and stated that, despite the reluctance of the Professional Staff 
Association to be involved in the project as proposed by the administration, 
the Association is still very interested in participating in the project. A 
discussion followed. 



Several comments were made by members of the public attending the 
meeting, including a statement by the president of the Savin Hill Civic Assoc- 
iation expressing the belief that people in the Savin HOI area should/^e active- 
ly involved in the design of the requested new Savin Hiyll Branch Libr/ry. 



Dissolved at 12:15 p.m. 

Please read, initial and return to 
the Clerk. 





Clerk 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, November 9, 1978 



A meeting of the Trustees of the Public Library of the City of Boston 
as an Administrative Agency of the City of Boston was held in the Trustees 
Room at 9:30 a.m. 

Present: Messrs. Maher, Parker, and Rabb, Trustees. Also present 
were members of the public. Also present were representatives of the 
Professional Staff Association. 



The Chairman, Mr. Maher, presiding. 

The minutes of the regular meetings of the Administrative Agency on 
September 14 and October 12, 1978, as presented, were approved. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of September, 1978, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 

To Trust Funds 



$A92,788.97 

183,146.65 

8,650.11 

68,094.59 

30.00 



$752,710.32 



Personal Services 
Contractual Services 
-Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 

Total: 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



331.54 

329.77 

1,138.99 



$ 1,800.30 



53,671.59 

4,181.83 

36,120.28 

$ 93,973.70 



Form No. 1046F— 11/74 



IL/ 



Minutes of Meeting 
Administrative Agency 
November 9, 1978 
P« 2. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the month of September, 1978, provided that 
payment of bills from City Appropriation has the approval of the 
City Auditor: 



To City Appropriations 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 

To Trust Funds 



$492,788.97 

38,104.15 

11,856.35 

68,094.59 

6,836.43 



$617,680.49 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



331.54 

329.77 

1,138.99 



$ 1,800.30 



$ 53,671.59 

9,536.22 

36.120.28 

$ 99,328.09 



The Director stated that it was necessary to have a vote authorizing 
the signing of payrolls of the Library. Following discussion and on motion 
duly made and seconded, it was 



II 



VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be and 
hereby is authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from November 27, 1978." 



Minutes of Meeting 
Administrative Agency 
November 9, 1978 
p. 3. 



The Director reported that in response to public advertising 
for a contract for providing and delivering certain supplies to be used 
in connection with IBM Data Processing equipment, only one bid was 
received. He stated that an analysis of the bid showed that the quality of 
the stock bid on one of the items did not meet the specifications and, there- 
fore, this item would be bought directly from the IBM Corporation. The 
total amount of the other items bid was $5,104.15, and the Director recommended 
the award of a contract to National Electronic Card Company in this amount. 
On motion duly made and seconded, it was 

"VOTED: that there be entered into with National Electronic Card Company, 
13 Flagstone Drive, Hudson, New Hampshire, the sole bidder in the 
public bidding, a contract for providing and delivering certain 
supplies to be used in connection with rented IBM data processing 
equipment, as specified in the specifications, in a total sum not 
to exceed five thousand one hundred four dollars and fifteen cents 
($5,10A.15)." 



The Director reported that the Secretary had written to members 
of the Professional Staff Association who had sent letters to the Trustees 
expressing concern over the salary proposals of the City. The Director was 
pleased to report that a breakthrough seemed to have been made on this point 
and he expressed optimism that the negotiations for a new contract with the 
Professional Staff Association would be completed in the near future. 

The Director reported that the Library, in cooperation with the 
Directors pf the Boston Library Consortium, had cosponsored a very successful 
reception for all the registrants at the first national convention of the 
Association of College and Research Libraries. The Garden Club of the Back 
Bay provided flowers for the occasion, and the reception was staffed by 
volunteers from the Library's own staff as well as volunteers from all the 
Consortium Libraries. The Director praised all of those who cooperated in 
this significant affair and said that it went very smoothly and was a most 
distinguished affair. About 2,000 people attended this reception. The 
Trustees agreed that all of those who participated ought to be formally 
thanked by the Library. 

The Director reported that formal notification has "been received 
from the National Endowment for the Humanities that the Boston Public Library 
has been awarded a Challenge Grant in the amount of $500,000. This money 
must be matched by the Library on a three-to-one basis. This means that the 
Library needs to raise $200,000 before June 30, 1979. The Director mentioned 
a number of small gifts that had been received recently and indicated that the 
Library will be receiving appraisals of recent gifts of material. It will 
also be necessary for Library representatives to meet with NEH personnel to 
get a clear understanding on the procedures for getting certification of 
matching monies, as well as getting rulings on some monies already received, 
for example, money received under the Piston Estate. 



. A 



.^ 



Minutes of Meeting 
Administrative Agency 
November 9, 1978 
p. 4. 



A significant Irish exhibition has been mounted throughout the 
Central Library. Several programs have been arranged in conjunction with 
this exhibition. The highlight of this program series will be a talk by 
Mr. Sean Donlon, Ambassador of Ireland to the United States, on November 30. 
The Library hopes to establish endowment support for collection development 
in this area. The Director stated that a committee will be set up to help 
the Library in this program. 

Work is just about complete on the courtyard contract. This contract 
has been carefully monitored by Mr. Doherty and Mr. Geoghegan, and they are 
satisfied that the work has been very well done. This work was badly needed 
and will make major improvements in the McKim Building, especially in the 
basement area, where there were many problems relating to leakage. This 
whole area is now dry and will make a substantial amount of very useful and 
valuable space available for Library purposes. 

The Director said that the Back Bay Garden Club, which has done a 
good job in maintaining the shrubbery and flowers in the courtyard, is interested 
in getting the statue of the Bacchante returned to the courtyard. The statue 
is now owned by the Metropolitan Museum of Art. Previously, Philip Johnson 
tried to have this statue returned to the courtyard, without success. The 
Trustees feel that another effort should be made to have this important 
statue returned to the McKim Building. 

The Director reported that the Library got in contact with the 
Police Department to follow up on a situation that had been carefully watched 
by the Library staff for several weeks. This involved a young man who was 
carefully and methodically removing books from the Research Library. Based 
on the evidence gathered by Library staff, the Police Department was able to 
get a search warrant, and a search of this man's apartment turned up 12 volumes 
of a multi-volume set, as well as 3 other books from the Research Library 
collection. The Director suggested that the carefully documented record kept 
by the Library staff shows that the present control system does work. The 
Library received pleas for leniency on behalf of this man from his pastor and 
several of his professors. The Director agreed that this young man was in 
bad shape and the Library did settle for leniency. He has been placed on 
probation for six months. 

Mr. Kelly reported that progress is now being made on upgrading the 
computer systems, now that the new computer is operating smoothly. He stated 
that programs are under development that will enable all of the checkout 
terminals in the Central Library to be tied in to the computer on-line so 
that all borrower cards can be checked against the delinquency file and thus 
enable the Library to restrict delinquent borrowers from borrowing additional 
material. This will enable the Library to better control the delinquency 
problems and also provide better services to the Library user. 

Some representatives of the public spoke about the need for a branch 
library at Savin Hill and also stressed the fact that it would be important 
for the Library to retain a branch library at Uphams Corner. Mr. McNiff and 
Mr. Rabb spoke about the economic realities facing the City and stressed the 
fact that Boston has already many more branch libraries than would be justified 
by the application of standard per capita crijt^ria for the/estabi^ishment of 
branch libraries. 



/ 



Dissolved at 10:45 a.m. 



Please read, initial and return to the Secretary 




Secretary 

Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, December 8, 1978 



A meeting of the Trustees as an Administrative Agency was held at 
the Lower Mills Branch Library at 7:56 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. 
Gaines, Goodwin, and Luthin. Also present were Friends of the Lower Mills 
Branch Library; Leonard Jones, Deputy Director for Construction and 
Repairs, Public Facilities Department; members of the Library 
administration, staff, and public. 

Kevin F. Moloney, President of the Board, presiding. 

The first Order of Business was the approval of the Minutes. On a 
motion duly made and seconded, the Minutes of the Regular Meetings of June 
23, July 21, and September 21, 1986 were approved. 

On the next Order of Business, authorization to sign payrolls, on a 
motion duly made and seconded, it was 

"VOTED: that, subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961, Arthur Curley, Director, or 
Liam M. Kelly, Associate Director, or upon his delegation, 
John J. Doherty, Assistant Director, or Jane Manthorne, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to 
Director, be, and hereby is, authorized to sign the 
payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from January 21, 
1987." 

Mr. Moloney then turned to the awarding of contracts. Mr. Curley 
reported that all of the following contracts represent recommendations for 
award to the lowest eligible and responsible bidders. Mr. Curley added 
that the Faxon Company, Inc. contract for supplying periodicals and 
serials subscriptions is without public advertising. There being no 
further discussion, and on the recommendation of Mr. Curley, on a motion 
duly made and seconded, contracts were awarded as follows: 

"VOTED: that there be entered into with University Products, Inc., 
South Canal Street, Holyoke, Massachusetts 01041, the sole, 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering archival materials, 
acid-free, as specified, at a total cost not to exceed 
fifteen thousand six hundred ninety-six dollars and forty- 
five cents ($15,696.45)." 



and 



». 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Two 



"VOTED: 



that there be entered into with Spink & Gaborc, 
Inc., 11 Troast Court, Clifton, New Jersey 07011, 
the sole eligible and responsible bidder in the 
public bidding, a contract for supplying and 
delivering print boxes, as specified, at a total 
cost not to exceed four thousand seven hundred 
four dollars ($4,704.00)." 



and 

"VOTED: that there be entered into with Ecological 
Fibers, Inc., Pioneer Industrial Park, Lunenburg, 
Massachusetts 01462, the sole eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering binders 
board, as specified, at a total cost not to exceed 
four thousand four hundred thirty dollars 
($4,430.00)." 

and 

« 

"VOTED: that there be entered into with Library Binding 
Service, 2134 E. Grand Avenue, Des Moines, Iowa 
50305, the lowest eligible and responsible bidder 
in the public bidding, a contract for supplying 
and delivering bindery endpapers, as specified, at 
a total cost not to exceed two thousand four 
hundred sixty-three dollars and no cents 
($2,463.00)." 

and 



"VOTED: 



and 

"VOTED-: 



that there be entered into with Library Binding 
Service, Inc., 2134 E. Grand Avenue, Des Moines, 
Iowa 50305, the sole eligible and responsible 
bidder in the public bidding, a contract for 
supplying and delivering book binding cloth, as 
specified, at a total cost not to exceed seven 
thousand two hundred twenty- seven dollars 
($7,227.00)." 



that there be entered into with Defiance Machine 
and Tool Co., 430 Industrial Park, Maryland 
Heights, Missouri 63043, the sole eligible and 
responsible bidder in the public bidding, a 
contract for supplying, delivering, and installing 
book titling equipment, as specified, at a total 
cost not to exceed thirteen thousand thirty 
dollars and no cents ($13,030.00)." 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Three 

and 

"VOTED: that there be entered into with Gem-Peerless 
Electric Supply, 1110 Washington Street, Boston, 
Massachusetts 02118, the lowest eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing cable, as specified, at a total cost 
not to exceed fifteen thousand seven hundred 
forty-six dollars and eighty-five cents 
($15,746.85)." 

and 

"VOTED: that there be entered into with Gem-Peerless 
Electric Supply, 1110 Washington Street, Boston, 
Massachusetts 02118, the lowest eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering electrical 
ballasts and fuses, as specified, at a total cost 
not to exceed nine thousand nine hundred ninety- 
nine dollars and eight cents ($9,999.08)." 



and 
"VOTED: 



that there be entered into with Gem-Peerless 
Electric Supply, 1110 Washington Street, Boston, 
Massachusetts 02118, the lowest eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering 
miscellaneous electrical supplies, as specified, 
at a total cost not to exceed four thousand two 
hundred eighty-two dollars and seventy-five cents 
($4,282.75)." 



and 
"VOTED: 



that there be entered into with Oswegatchie 
Lighting & Supply, 426 Boston Post Road, 
Waterford, Connectictut 06385, the lowest eligible 
and responsible bidder in the public bidding, a 
contract for supplying and delivering lamps and 
bulbs, as specified under Group A, at a total cost 
not to exceed six thousand nine hundred sixty 
dollars ($6,960.00)." 



and 
"VOTED: 



that there be entered into with Northeast 
Computer Supplies, 24 Keewaydin Drive, Salem, New 
Hampshire 03079, the first low, eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing supplies, as specified under items 4, 
7, 8, 9, 10, and 11, at a total cost not to exceed 
fourteen thousand five hundred sixty dollars and 
no cents ($14,560.00)." 



Minutes- of. Meeting 
Administrative Agency 
December 8, 1986 
Page Four 



and 

further 
"VOTED: 



that there be entered into with Precision 
Methods, Inc., 10 Manor Parkway, Salem, New 
Hampshire 03079, the second low, elgibile and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing supplies, as specified under items 
numbered 25 and 26, at a total cost not to exceed 
thirteen thousand one hundred sixty-nine dollars 
and no cents ($13,169.00)." 



and 

further 
"VOTED: 



that there be entered into with Globe Ticket 
Company, 300 Constance Drive, Warminster, 
Pennsylvania 1897A, the third low, eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing supplies, as specified under items 
numbered 18 and 19, at a total cost not to exceed 
seven thousand four hundred eighty dollars and no 
cents ($7,480.00)." 



and 

further 
"VOTED: 



and 

further 
"VOTED: 



and 
further 



that there be entered into with Precision 
Computer Supplies, Inc., 12 Davis Drive, Pascoag, 
R.I. 02859, the fourth low, eligible bidder in the 
public bidding, a contract for supplying and 
delivering data processing supplies, as specified 
under items numbered 20, 21, and 22, at a total 
cost not to exceed five thousand three hundred 
sixty-three dollars and no cents ($5,363.00)." 



that there be entered into with Time Brokers of 
N.E., Inc., 475 Washington Street, Wrentham, 
Massachusetts 02093, the fifth low, eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing supplies, as specified under items 1, 
2, 3, 5, 6, 27, 28, 29, 30, and 31, at a total 
cost not to exceed two thousand nine hundred 
eighty dollars and eighty-two cents ($2,980.82)." 



"VOTED: that there be entered into with The Morley 
Company, 909 Islington Street, Portsmouth, New 
Hampshire 03801, the sixth low, eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data process- 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Five 



and 

further 
"VOTED: 



and 

further 
"VOTED: 



ing supplies, as specified under items 16, 23, and 
24, at a total cost not to exceed two thousand 
nine hundred sixty-eight dollars and forty cents 
($2,968.40)." 



that there be entered into with O'Gara 
Associates, 21 Canal Street, Lawrence, 
Massachusetts 01840, the seventh low, eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering data 
processing supplies, as specified under item 17, 
at a total cost not to exceed two thousand eight 
hundred twenty dollars and no cents ($2,820.00)." 



that there be entered into with Impact Marketing 
Systems, Inc., 11 Industrial Way, Salem, New 
Hampshire 03079, the eighth low, eligible bidder 
in the public bidding, a contract for supplying 
and delivering data processing supplies, as 
specified under items 12, 13, 14, and 15, at a 
total cost not to exceed two thousand seven 
hundred eighty-four dollars and no cents 
($2,784.00)." 



and 
"VOTED: 



that there be entered into with Regional Business 
Equipment, Inc., 401 West Broadway, South Boston, 
Massachusetts 02127, the lowest eligible and 
responsible bidder to all items as specified, a 
contract for supplying and delivering typewriter 
ribbons, as specified, at a total cost not to 
exceed eight thousand nine hundred forty- five 
dollars ($8,945.00)." 



and 



"VOTED: 



and 
"VOTED: 



that there be entered into with Spaulding 
Company, Inc., 80 Hawes Way, Stoughton, 
Massachusetts 02072, the lowest eligible and 
responsible bidder in the public bidding meeting 
the specifications, a contract for furnishing, 
delivering, and installing, one microfilm reader 
printer, as specified, at a total cost not to 
exceed five thousand seven hundred and fifty dollars 

($5,750.00). 



that there be entered into with Zytron Corporation 
(a Dun ft Bradstreet Co.), 39 Brooks Drive, Braintree, 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Six 



and 



Massachusetts 02184, the sole eligible and 
responsible bidder in the public bidding, a 
contract for supplying and delivering microfilm 
reader/printer paper and toner, as specified, at a 
total cost not to exceed eight thousand four 
hundred forty dollars ($8,AA0.00) ." 



"VOTED: that there be entered into with W.W.F. Paper 
Corporation, N.E., A40 Rutherford Avenue, 
Charlestown, Massachusetts 02129, the first low 
eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering 
offset paper, as specified, under items numbered 
1, 2, 3, 4, 6, and 11, at a total cost not to 
exceed four thousand twelve dollars and fifty-one 
cents ($4,012.51)." 



and 

further 
"VOTED: 



that there be entered into with The Century Paper 
Co., Inc., 28 York Avenue, Randolph, Massachusetts 
02368, the second low eligible and responsible 
bidder in the public bidding, a contract for 
supplying and delivering offset paper, as 
specified under items numbered 5, 7, 8, 9, 10, and 
12, at a total cost not to exceed four thousand 
eight hundred seven dollars and forty-seven cents 
($4,807.47)." 



and 

"VOTED: that there be entered into with Brodart Company, 
1609 Memorial Avenue, Williamsport, Pennsylvania 
17705, the lowest eligible and responsible bidder 
in the public bidding, a contract for supplying 
and delivering miscellaneous resource and 
acquisition supplies, as specified under Groups A, 
B, C, G, and H, at a total cost not to exceed 
sixteen thousand nine hundred fifteen dollars and 
forty-eight cents ($16,915.48)." 



and 
"VOTED: 



that there be entered into with Bay Colony Paper 
Corp., 293 Lenox Street, Norwood, Massachusetts 
02062, the lowest eligible and responsible bidder 
in the public bidding, a contract for supplying 
and delivering shipping supplies, as specified 
under items numbered 1, 5a, 5b, 6, 7, 8, 9a, 9b, 
11, and 12, at a total cost not to exceed two 
thousand three hundred seventy dollars and seventy 
cents ($2,370.70)." 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Seven 



"VOTED: 



and 

further 
"VOTED: 



that there be entered into with Bay Colony Paper 
Corp., 293 Lenox Street, Norwood, Massachusetts 
02062, the first low eligible and responsible 
bidder in the public bidding, a contract for 
supplying and delivering toilet tissue and hot 
drink cups, as specified under items numbered 1 
and A, at a total cost not to exceed five thousand 
fourteen dollars and no cents ($5,014.00)." 



that there be entered into with The Dowd Company, 
Inc., 90 Commerce Way, Woburn, Massachusetts 
01888, the second low eligible and responsible 
bidder in the public bidding, a contract for 
supplying and delivering paper towels and cold 
drink cups, as specified under items numbered 2 
and 3, at a total cost not to exceed six thousand 
one hundred forty-two dollars and fifty cents 
($6,142.50)." 



and 

"VOTED: that there be entered into with The Dowd Company, 
Inc., 90 Commerce Way, Woburn, Massachusetts 
01888, the lowest eligible and responsible bidder 
in the public bidding for items 1, 5, 9, 11, 16, 
17, and 22, a contract for supplying and 
delivering janitorial miscellaneous supplies, as 
specified in the bid proposal, at a total cost not 
to exceed two thousand three hundred and twenty- 
two cents ($2,310.22)." 

t 

and 

"VOTED: that there be entered into with Equality Paper, 
286 Talbot Avenue, Dorchester, Massachusetts 
02124, the lowest eligible and responsible bidder 
to all items as specified, a contract for 
supplying and delivering janitorial supplies, 
liquid, at a total cost not to exceed four 
thousand two hundred twenty- seven dollars and 
eighty-eight cents ($4,227.88)." 

and 



"VOTED: that there be entered into 
Co., Inc., 355 Newbury 
Massachusetts 02115, the 
responsible bidder in the 
contract for supplying and 
supplies, as specified under 
6, 7, 8, 9, 10, 11, 12, 13, 



with Johnson Paint 

Street, Boston, 

sole eligible and 

public bidding, a 
delivering painting 
items 1, 2, 3, 4, 5, 
14, 15, 16, 17, 18, 



21, 22, 23, 24, 25, 26, 27, 28, and 29, at a total 
cost not to exceed six thousarld one hundred fifty- 
three dollars and twenty-one cents ($6,153.21)." 



Minutes of Meeting 
Administrative Agency 
December 8, 1986 
Page Eight 

and 

"VOTED: that there be entered into with W. H. Shurtleff 
Company, One Runway Road, South Portland, Maine, 
the sole eligible and responsible bidder in the 
public bidding, a contract for supplying and 
delivering rock salt and calcium chloride, as 
specified, to the Boston Public Library, at a 
total cost not to exceed two thousand three 
hundred forty- seven dollars and fifty cents 
($2,347.50)." 



and 

"VOTED: that, without public advertising, there be 
entered into with The Faxon Company, Inc., 15 
Southwest Park, Westwood, Massachusetts, a 
contract for (1) supplying periodicals and serials 
for the year 1987 and (2) servicing the 
subscriptions for the individual items throughout 
the year as specified in the specifications and 
Appendix A, and subject to the terms, agreements, 
and conditions set forth in said contract, at a 
total cost not to exceed one hundred eighty-nine 
thousand three hundred thirteen dollars and no 
cents ($189,313.00)." 

Mr. Cur ley then called on Lesley Loke, Assistant Director for Community 
Library Services, to report on branch libraries.- Ms. Loke announced that 
she had just completed visits to all twenty-five branch libraries, departments 
in the General Library, Extension Services, and Access Center staff in 
order to identify needs and services. She made the following observations: 
she had observed one of the best cores of programs and services which she 
has experienced in any urban public libary system and one which is truly 
envied by many library systems; the present staffing levels, however, do 
not .allow the staff to perform many outreach services in the community, 
and therefore the Library's ability to respond to changes and trends in 
the neighborhoods is very limited; until the remaining vacancies are filled, 
it remains difficult for branch libraries to mobilize on a system-wide 
basis with respect to community issues --literacy, for example; the demo- 
graphic distribution of neighborhood libraries is very sound in light of 
residential and commercial shifts in population, but space allocation within 
branch libraries will be further examined, e.g. shelving, storage of materials, 
meeting rooms, equipment; the physical condition of the branch libraries, 
she said, is appalling; and she strongly recommended an examination of 
the deployment of the workforce, suggesting an increase in personnel and 
the creation of a preventative maintenance crew which would travel around 
to branches; working closely with the staff of the Public Facilities Depart- 
ment on the addition to the West Roxbury Branch, she is encouraged with 
respect to future working relationships with that department; due to a 
30% increase in last year's acquisition budget, many improvements have 



Minutes of Meeting 
Administrative Agency 
December 8, 1987 
Page Nine 



occurred in the acquisition and development of book collections, but 
because of constantly changing needs in the communities, new acquisition 
systems should be examined for quick response to such changes, e.g. 
replacement of books in a speedy fashion. 

At this point a lengthy discussion of the Library's selection and 
acquisition processes ensued following Mr. Moloney's question on policy 
changes to address the issue. Mrs. Luthin asked how long it takes to get a 
book to branches after it is ordered. Mr. Curley said that the Library is 
addressing these issues by increasing staffing in the acquisitions 
department; it generally takes from two to four weeks for best sellers to 
reach the branches. Mr. Curley then discussed the merits of both 
centralized and decentralized selection and acquisition systems and 
proposed that an entire meeting be devoted to the issue. Mr. Kelly added 
that the new automated system will address many of these needed changes. 
The Trustees agreed and asked Mr. Curley to plan a future meeting devoted 
entirely to selection/acquisition. With respect to staffing levels, Mrs. 
Gaines remarked that the branches- -particularly district branch libraries- - 
are understaffed, especially when the librarians have to travel to other 
branches for coverage.' With regard to physical improvements in the branch 
libraries, Mr. Moloney and Mrs. Goodwin requested that a reporting format 
establishing clear priorities be drawn up identifying needed physical 
improvements, vacancies of staff, and collection development. This 
checklist of branch priorities, Mr. Moloney said, will enable the Trustees 
to consider the branches individually as well as serve as a tool to measure 
the rate of improvements. Ms. Loke responded that the branch librarians 
and department heads in the General Library are presently working on needs 
assessment reports in which needs- -staffing levels, capital improvements, 
collection development, equipment, and supplies- -are prioritized. Ms. Loke 
added that these needs are reflected as part of an internal budget process 
and become the basis of a multi-year framework and are placed in sequential 
form, first at the district branch level and later at the divisional level. 
Mrs. Goodwin requested that the needs assessment reports from the branch 
librarians be shared with the Trustees in order for them to gain a sense of 
priorities from the perception of the branch librarians. 

Mrs. Luthin then introduced the status of the installation of window 
shades in the branch libaries, recalling that the Board authorized this 
contract several months ago. She questioned whether there was anything the 
Trustees could do to resolve this issue. Mr. Curley explained that the 
supplier of the window shades went bankrupt, and the vendor is presently 
trying to locate another supplier. Meanwhile, if the Library were to 
cancel the contract with the vendor, a breach of contract would be in 
effect, and therefore the Library would have to honor the contract 
regardless of services rendered; in addition, if the Library does not spend 
the funds by the end of the fiscal year, the City of Boston encumbers the 
funds and declares the contract null and void. Following discussion among 
the Trustees, it was decided that Mr. Moloney and Mr. Curley would request 
a meeting with the city auditor to explain the dilemma, and in the meantime 
Mr. Moloney asked that the Library pursue other suppliers. 



Minutes of Meeting 
Administrative Agency 
December 8, 1987 
Page Ten 



Next Ms. Loke introduced Ms. Mary Jo Campbell, newly appointed Branch 
Librarian at the Lower Mills Branch Library. Formerly a Young Adults 
Librarian at the Codman Square Branch Library, Ms. Campbell has been 
appointed temporarily for one year. Ms. Campbell highlighted future 
programs and services which she plans to undertake at the branch and in 
the Lower Mills community. She then introduced Sister Agnes Connolly, 
past principal and present librarian at St. Gregory *s High School. Sister 
Agnes extended a warm welcome to the Trustees and further noted that the 
Lower Mills Branch has supplemented and enhanced the cultural/educational 
efforts in Lower Mills. At this point Mr. Donald Oakes, President of the 
Lower Mills Branch Library Friends group, spoke on the history of Lower 
Mills, the Friends group, and the community. 

Next Mr. Moloney introduced Leonard Jones, Deputy Director for 
Contruction and Repairs, Public Facilities Department. Mr. Jones stated 
that in 1981 the City of Boston experienced fiscal difficulties, and as 
a result more than eighty contruction projects in progress at the time 
were simply shut down. The Lower Mills Branch Library, in particular, 
was about ninety percent complete when construction stopped. Currently, 
however, Mr. Jones stated, the Mayor is committed to the resolution of 
construction problems created by the earlier crisis, and the Lower Mills 
community is included in the plan. Mr. Moloney reminded Mr. Jones that 
one of the unresolved problems is the continuing absence of furniture 
in the branch. Discussion followed on the failure to acquire new 
furniture for the branch at the time the building was completed. Mr. 
Moloney asked Mr. Jones to research the original loan order in order to 
determine the status of the furniture purchase. On a related branch 
library concern, several community library users asked the Trustees to 
consider opening the Lower Mills Branch on Saturday. 

Mr. Moloney then thanked the Friends' group members for attending 
the meeting, and he pointed out that the Library's fiscal situation is 
improving: the City of Boston's operating budget for the Library 
increased by a significant 30%; on the state level, Massachusetts Senate 
President William M. Bulger's proposed state legislation would give 
Massachusetts libraries $45 million. Since the Library is funded by both 
the City and the Commonwealth. Mr. Moloney encouraged the public to 
participate in the political process by voting and contacting city 
councillors and state representatives asking them to support library 
legislation. 



Since there was no other business, the meeting adjourned at 9:16 



p .m. 



* % 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, December 14, 1978 



y 



A meeting of the Trustees of the Public Library of the City of Boston 
as an Administrative Agency of the City of Boston was held in the Trustees 
Room at 10:15 a.m. 



President, Messrs. Maher, Murray, Parker and Rabb, Trustees. Also 
present were representatives of the Professional Staff Association and 
A.F.S.C.M.E. and members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting of the Administrative Agency on 
November 9, 1978, as presented, were approved. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of October and November, 1978, provided that 
expenditures from City Appropriation have the approval of the City 
Auditor: 

OCTOBER NOVEMBER 

To City Appropriation 



Personal Services 

Contractual Services 

Supplies and Services 

Books 

Current Charges and 

Obligations 
Total: 



$625,780.23 

42,032.92 

8,624.16 

88,216.23 

29,008.82 

$793,662.36 



$520,450.65 

80,380.54 

7,048.86 

142,538.70 

9,145.50 

$759,564.25 



To Trust Funds 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Total: 

Gifts for Current Use: 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 9,325.88 

91.44 

11,619.45 



$ 21,047.77 
$ 62.56 



$ 33,940.08 

6,836.20 

45,227.90 

$ 86,004.18 



$ 5,168.55 

5,207.30 
103.00 

$ 10,478.85 

$ 86.15 



$ 55,990.72 

8,687.39 

39,766.42 

$104,444.53 



Form No. 1046F — 11/74 



V - 



Minutes of Meeting 
Administrative Agency 
December 14, 1978 
p. 2. 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of October and 
November, 1978, provided that payment of bills from City Appropriation 
has the approval of the City Auditor: 

OCTOBER NOVEMBER 

To City Appropriatons 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Total: 

To Trust Funds 



$625,780.23 

252,653.65 

8,891.94 

88,216.23 

9,108.31 

$984,650.36 



$520,450.65 

89,507.52 

9,765.84 

142,538.70 

6,411.62 

$768,674.33 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Total: 

Gifts for Current Use: 

Eastern Regional Public 
, Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 9,325.88 

91.44 

11,619.45 



$ 21,036.77 
$ 62.56 



$ 33,940.08 

9,805.15 

45,227.00 

$ 88,972.23 



5,168.55 

5,207.30 
103.00 

$ 10,478.85 

$ 86.15 



$ 55,990.72 
10,692.67 
39,766.42 

$106,449.81 



The Director stated that it was necessary to have a vote authorizing 
the signing of payrolls of the Library. On motion duly made and seconded, it was 



VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be and 
hereby is authorized to sign the apyrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from December 26, 1978." 



Minutes of Meeting 
Administrative Agency 
December 14, 1978 
p. 3. 



The Director reported that proposals for the provision of food 
vending machines and related services had been submitted by two companies. 
He pointed out that the services given by Seller's Food Services over the last 
three years have been very good and he recommended that their services be 
retained. Following discussion and on motion duly made and seconded, it was 

"VOTED: that there be entered into with Seller's Food Services, 
a division of the Seller Corporation, 153 Second Avenue, 
Waltham, MA 02154 an agreement for the provision of 
food vending machines and related services at the 
Boston Public Library, Copley Square, Boston, Massachusetts, 
for a three-year period beginning December 18, 1978, 
subject to the terms, agreements, conditions, and 
covenants set forth in said Agreement." 



The Director reported that while a contract for the repair of broken 
windows throughout the branch system had been awarded by Public Facilities, 
progress on the execution of this contract was very slow. There is a problem 
with the first floor window in the Kirstein Business Branch, which had to be 
removed because of some structural problems and there is some difficulty 
with its being re- installed. The work on the courtyard is nearly completed. 
The Director reported that he had a meeting with Mr. Jan Fontein at the Museum 
of Fine Arts to discuss with him the question of how best to go about having 
the Bacchante statue returned to the Library by the Metropolitan Museum in 
New York. Mr. Fontein has promised to explore this question with the Director 
of the Metropolitan Museum. 

The Director outlined the basic elements in the budget request 
which was currently in preparation. This request will reflect a modest 
increase in the non-personnel items and he cited increases in the cost of 
telephones, light, heat and power, contractual services and data processing. 
The Library will request the same number of employees for next year and 
increases in the salary accounts will reflect all of the negotiated contractual 
increases. Msgr. Murray inquired as to whether or not the book account would 
be increased and the Director pointed out that in accordance with the terms 
of the state contract, the book budget would again represent 12% of the total 
budget. He then reiterated the hope that the recently submitted state aid 
bill would be approved this year so that a badly needed and long overdue 
increase in the state library program would come about. 

Mr. Kelly reported on new measures being implemented foi? the purpose 
of strengthening circulation control throughout the branch system. He pointed 
out that part of the problem in tightening control in the branches has been 
that the branches lacked much necessary information. In order to resolve this 
situation, complete files of all borrowers will be made available to each branch 
on microfiche, which is generated by the computer system. Each branch will also 
get a complete file of all delinquency information containing the names of all 
delinquent borrowers, the books that have not been refturned, as well as the 
dates and amounts due. This file will also be made available on microfiche. 
A microfiche reader will be placed in every branch in the system. With this 
information available, the branch libraries will no longer have to assign 
duplicate borrower numbers, thereby eliminating this very serious problem 



Minutes of Meeting 
Administrative Agency 
December 14, 1978 
p. 4. 



from the circulation system. The elimination of duplicate borrower numbers 
will be vital to the successful implementation of on-line charging. 

The Director read a letter from the Assistant Director for Regional 
Library Services in which she requested a vote by the Board to transfer from 
the Board of Library Commissioners budget the salary of a bookmobile driveTto 
the Eastern Regional C-1 personnel account. On motion duly made and seconded 
it was so voted by the Board. 

Comments from the general public included a querie as to the status 
of the Uphams Corner library, an offer to help the Library get passage of 
the new state aid bill, the need to insure adequate procedures for dealing 
with patrons who disagree with fines and overdue reports, as well as general 
security. 



Dissolved at 10:55 a.m. 




Secretary 



Please read, initial below and return 
to the Secretary 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Wednesday, February 14, 1979 



A meeting of the Trustees of the Public Library of the Citv of 
Boston as an Administrative Agency of the City of Boston'was held in'the 
Trustees Room at 9:45 a.m. 

Present: Messrs. Maher, Parker, Rabb and Murray, Trustees. Also 
present were representatives of the Professional Staff Association and 
other members of the public. 

The Chairman, Mr. Maher, presiding. 

At the outset, the Chairman stated that because one of the members 
had to leave early, he was proposing that the Board go into Executive Session 
to deal with legal and personnel matters. He also stated that the Board would 
reconvene after the Executive Session. He invited questions from any members 
who did not wish to wait until the meeting reconvened. A couple of members 
of the public questioned what work was intended with the $650,000 recently 
appropriated by the City Council for the Uphams Corner Branch Library. The 
Director stated the the Library had no knowledge of this appropriation. They 
also questioned renovation of the fire station in Allston. The Trustees 
stated that the Allston project had not been initiated by the Trustees of 
the Library. In response to further questioning, the Director stated that 
the frequently expressed need for Branch Library services at Savin Hill 
would be reflected in a capital outlay program that would soon be presented 
to the Board of Trustees for their approval before submission to the Mayor. 
On motion duly made and seconded, the Board then voted to go into Executive 
Session for legal and personnel matters. (9:50 a.m.) 

Resumption of Administrative Agency Meeting - 10:43 a.m. 



The minutes of the regular meeting and the Executive Session on 
December 14, 1978, as presented, were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and 
supplies were authorized to be charged as follows for the months of 
December, 1978 and January, 1979, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



Form No. 1046F— 11/74 



\' 



inutes of Meeting 
Administrative Agency 
February lA, 1979 
p. 3. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 



Total 



December 



$523,759.83 

97,415.58 

9,916.71 

57,804.33 

8,899.38 



$697,795.83 



January 



$656,415.83 

102,751.87 

22,360.41 

134,846.96 

11,782.11 
1,108.00 



$929,263.18 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 

Total: 

Gifts for Curr ent Use 

East ern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



751.96 

92.00 

1,402.73 

2,246.69 

10.98 



33,985.58 

3,389.38 

41,432.66 

78,807.62 



1,677.86 

1.92 

29,514.97 

31,194.75 

75.47 



7,235.85 

132,589.61 

51,264.91 

191,090.37 



The Director stated that it was necessary at this time to have 
votes authorizing routine operating procedures during the calendar year 1979 
Following discussion and on motion duly made and seconded, it was 



'VOTED: 



that Philip J. ^fc^Tiff , or upon his delegation, Liam M. 
Kelly, Assistant Director, and <^ecretary of the Trustees, 
or Jolin J. Doherty, Assistant Director, or Kevin T. 
FitzPatridc, 7\ssistant to the Director, be and herebv 
is authorized to sicm on behalf of the Poard in approval 
of the pa^TTient of all vouchers or bills coverina 
expenditures incurred in tems of one quarter of the 
fiscal 1978-79 biidqet allowances, but in no case 
exceeding those in the budget estiT^tes for the fiscal 
year 1979-80 as shall be approved by the Board of Trustees 
prior to June 30, 1979, said payments to be reported to 
the Board at its next regular meeting for confirnHtion." 



, .vites of Meet in 
/ ..] r in i s t r a t ive Ai; c ; 
r\:bruary 14, 1979 



:v 



To Ci ty Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 



Total: 



December 



$ 523,759.83 
76,067.06 
34,144.49 
57,804.33 

36.45 
1 ,358.00 

$ 693,170.16 



January 



$ 656,413.83 

84,179.72 

19,247.12 

134,846.96 

148,640.00 
2,747.4 7 

$1,046,071.10 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 

Total: 



Gifts 


for 


Current 


Use 


Eastern Regional 


Public 


Library 


System 





Books 

Supplies and Materials 

Personal Services 

Total: 



751.96 

92.00 

1,402.73 

2,246.69 

10.98 



33,985.58 

4,584.78 

41,432.66 

80,003.02 



1,677.86 

1.92 

29,514.97 

31,194.75 

75.47 



2,751.88 

132,589.61 

51,264.91 

186,581.40 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of December, 
1978 and January, 1979, provided that payment of bills from 
City Appropriation has the approval of the City Auditor: 



Minut t j oi Meeting 
Admin ■ trative Agency 
February 14, 1979 
p. A . 



and 



"VOTED: that until vTanuary 1, 1980, the President, Vice President, 
the Director, and the Secretary of the Trustees, be and 
they hereby are severally authorized to sicm any and all 
contracts voted to be rade by the Board in the name and 
behalf of the City and any and all camunications in 
connection with the award of contracts so voted or 
reccmended to be so voted." 



and 



"VOTED: that Philip J. McNiff , Director, or upon his delegation, 
Llam M. Kelly, Assistant Director and Secretary of the 
Trustees, or John J. Doherty, Assistant Director, be and 
hereby Is authorized to act on behalf of the Trustees In 
the administration of the personnel procedures established 
by them for the appointment of all officers and employees 
of the Library up to but not Including the level Immediately 
below that of the Director, and to fix the remuneration for 
all such officers and employees subject to the salary and 
wage scales as currently established by vote of the Trustees, 
said appointments and changes In remunerations to be reported 
to the Trustees at their next meeting for confirmation." 



II 



VOTED: 



that, for the signing. of checks drawn upon the petty cash 
checking accounts of the Library, Catherine A. Farrell, 
Principal Accountant, or Thomas T. McLaughlin, Assistant 
Principal Accountant, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, in the order of their respective avail- 
ability, be authorized to sign checks; and Philip J. 
McNiff, Director, or Liam M. Kelly, Secretary of the 
Trustees, Clerk of the Corporation, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, in the order of their respective availa- 
bility be authorized to countersign checks, provided that 
in no instance does the same individual both sign and 
countersign a check." 



Tlie Director stated that it was necessary at this time to have votes 
taken authorizing the signing of payrolls for the Library. On motion duly made 
and seconded, it was: 



Minutes of Meeting 
Administrative Agency 
February 14, 1979 
p. 5. 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from January 23, 1979. " 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from February 20, 1979." 



;• 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, or 
upon his delegation, Liam M. Kelly, Assistant Director, ana 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period 
not to exceed four weeks from ^larch 20, 1979." 



The Chairman read a letter from the Mayor to the Trustees regarding 
the use of the old fire station in Allston for Library purposes. The letter 
informed the Trustees that the Mayor has decided to move ahead with the 
renovation of the building for Library purposes. A discussion followed 
on this, during which it was agreed that this was not a good idea. However, 
thate are several other projects that should be included in a capital 
expenditures program for Library purposes. Mr. Maher felt that the Board 
should respond to the Mayor's letter and inform the Mayor that the Trustees 
do not agree with the position he has taken on this matter, and that the 
Trustees should reiterate that the Board is still opposed to the fire house 
as a Library building. It was agreed that this is the wrong place and the 
UTTong building and all members of the Board were clearly opposed to the 
Mayor's proposal. On motion duly made and seconded, it was 

"VOTED: that the Board of Trustees of the Public Library of the City 
of Boston- is opposed to the renovation of the old fire house 
in Allston for Branch Library purposes." 

Mr. Maher will write a letter to the Mayor informing him of this 
vote and repeating the reasons why the Board is still opposed to this idea. 



Minutes of Meeting 
Administrative Agency 
February 14, 1979 
p. 6. 



for ^h ^^/^^^^tor stated that it was his intent to prepare a document 
for the consideration of the Trustees at their next meeting outlining 
priorities for a capital improvement program for the Library. He identified 
the need for the completion of the new Library building at Lower Mills, the 
building of an addition to the West Roxbury Branch Library, the need for 
improved Library services at Savin Hill, and the total renovation of the 
McKim Building. Msgr. Murray recommended that the Trustees make an attempt 
to raise some funds toward the cost of the McKim renovations so that any 
contract involving the McKim Building can be executed under the control 
of the Trustees directly. 

The Director reported that the Professional Staff Association 
voted to approve a new contract with the City. The margin of the vote was 
82 to 20, however. 

The Director reported that, under the direction of the Regional 
Administrator, three deposit centers are operated. Three years ago, the 
deposit center in North Reading was moved to Andover when the Andover 
Public Library acquired the old theater building adjacent to the Public 
Library for Library purposes. This move was made on the understanding 
that these premises would be available for this purpose until such time 
as a new library building was built in Andover. However, the new town 
manager ousted the Library from these quarters to use them for other 
administrative offices. The Boston Public Library has been unable to find 
another location for the operation and it is temporarily housed in Charlestown. 



Dissolved at 11:10 a.m. 




: '^ 




Secretary 



Please read, initial below and return 
to the Secretary 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, March 8, 1979 



A meeting of the Trustees of the Public Library of the City of 
Boston as an Administrative Agency of the City of Boston was held in the 
Trustees Room at 10:55 a.m. 

Present: Messrs. Maher, Murray, Parker, and Rabb, Trustees. Also 

ITTr mT ^^P^^^^^^^ti^e" °^ '^^ Professional Staff Association and 
A.f .b.L.M.b. and other members of the public. 

The Chairman, Mr. Maher, presiding. 

^„ F K ^^^i?^"fn?n °^ ^^^ regular meeting of the Administrative Agency 
on February 14, 1979, as presented, were approved. ^ 

The Director reported that the Back Bay Garden Club, which has 
been maintaining the gardens in the Courtyard, has made arrangements for 
the trees to be removed from the Courtyard. This is something that was 
recommended several years ago and is now highly desirable because the trees 
would gradually cause structural damage. trees 

The Director stated that the Branch Library administrators are 
forthe eld^rif^"^ '*'' possibility of placing deposit collections in homes 
for the elderly in various locations around the City. The Library will then 
TiSV P^Sram to change these collections on a regular basis. The same 
kind of program is under consideration for the institutions on Deer Island. 
The Director requested that the Board vote to accept $79,555 in LSCA 
funds for use by the Eastern Region on a reimbursable basis. Following 
discussion it was so voted. It was also voted that $23,000 in LSCA Title 1 fund., 
be accepted by the Library for the acquisition of equipment. 

nf .^=^ ^^A "*^«*'=f'"««"« Library Association-sponsored bill for the Increase 
of state aid is now before the Joint Committee on Administration. A hearina 

unle«^lM''.??/^'' "''* ^"°"'" """^^ «3578. The Director stated that * 
unless this bill gets approval this year, there will have to be curtailment 

yearr^s?Z?lar htn"^'"^^""''''^ '''^ T^'""*^ P"^""'- ^°^ ^^e past several 
years, similar bills have been stopped in the House Ways and Means Committee. 

Librarv oi^^rL^''^''u°'' ^^°^^ ^''°"' ^^^^^^^l Library programs, including a Learning 
He hldM.h H ^""T "°"" "lebrate the 350th anniversary of the Commonwealth 
He had high praise for a program held at the Rosllndale Branch Library in 
memory of Mildred Kaufman. The program featured a performance by a Polish 
group and was very successful. Ms. Kaufman had frequently organized a great 
^l^TZfl I programs and was active in some ethnic dance groups personally. 

^Monll P°^'r 1^^°"' '""^ °' "^^ "^"°"^^ """^y programs, including the "" 
National Periodical Center and the possible Government Printing Office programs 
tor the distribution of documents in microform. 



Dissolved at 11:20 a.m. After several members. 
President moved that the Board go into Executive Sess* 
personnel matters. Following discussion and on motioi 
it was so voted. 



Please read, initial and 
return to the Secretary 



>f the public ^spoke, the 

to deal wi 
ily made and//fee/oifded. 




Secretary 
Trustee 



Form No. 1046F— 11/74 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of T- is tees 
Thursday, April 1 , 1979 



A meeting of the Trustees of the Public Library of the City of Boston 
at 9?3w':'''''''"' ""''"'" °' '"' '''^ °' ''^^^°^ ^^^ ^^^^ - ^^- Trustee sRoom 

Present: Messrs. Maher. Murray and Parker, Trustees. Also present were 
members of the public and a representative of the Professional Staff Association. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting on March 8, 1979. as presented, were 
approved; the minutes of the Executive Session on March 8 1979. as presented 
were approved. i^i-cocuueu. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the month of Feb>uary, 1979 
provided that expenditures from City Appropriation have the approval 
of the City Auditor: 

February 1979 
To City Appropriation 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 
Equipment 



Total: 



$531,725.48 

90,654.31 

11,970.73 

79,325.23 

5.369.47 

$719,045.22 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total: 

Gifts for Current Use 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 2,699.65 

1.92 

7,819.90 

404.29 

$ 10,925.76 

35.55 



$ 30,184.62 

5,806.66 

40,991.71 

$ 76,982.99 



Form No. 1046F— 1 1 /74 



Minutes of Meeting 
Administrative Agency 
April 19, 1979 p. 2, 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to 
be charged as follows for the month of February, 1979, provided that 
payment of bills from City Appropriation has the approval of the 
City Auditor: 

February 1979 
To City Appropriation 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total: 



$531,725.48 

115,705.65 

15,612.93 

79,325.23 

112,520.05 

2,405.44 

$857,294.78 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Total: 



Gifts for 


Current 


Use 


Eastern 


Regional 


Public 


Library 


System 





Books 

Supplies and Materials 

Personal Services 

Total: 



$ 2,699.65 

1.92 

7,819.90 

404.29 

$ 10,925.76 

35.55 



$ 30,184.62 

5,197.74 

40,991.71 

$ 76,374.07 



The Director stated that it was necessary to have a vote for the signing of 
payrolls for the Library. On motion duly made and seconded, it was 



"VOTED: 



that subjec 
the provisi 
Ordinances 
delegation, 
of the Trus 
Kevin T. Fi 
is authoriz 
representat 
four weeks 



t to the approval of the Mayor in accordance with 
ons of Section 22 of Chapter 3 of the Revised 
of 1961 Philip J. McNiff, Director, or upon his 

Liam M. Kelly, Assistant Director, and Secretary 
tees, or John J. Doherty, Assistant Director, or 
tzPatrick, Assistant to the Director, be and hereby 
ed to sign the payrolls of the Library in 
ion of the Trustees for a period not to exceed 
from April 17, 1979." 



Minutes of Meeting 
Administrative Agency 
April 19, 1979 
p. 3. 



The Director stated that action on the budget has been delayed ih±^ year 
due in a large measure to the tax cap legislation before the legislature, 'several 
months ago Library representatives did have some useful talks with several 
budget officers and it is expected that a final meeting will be held before 
the Mayor submits his recommendations to the Council. 

The Director reported that to date $100,000 has been requested from the 
Office of Education for the Research Library catalog project and this has 
been sent to the City Council for appropriation to the Library salary account. 

On March 1 the Library submitted a proposal requesting additional funding 
for the Research Library catalog project for the coming year. Due to a 
technicality, the proposal was returned on the basis that it was untimely filed, 
having been delivered by a private express carrier, instead of by U.S. Mail. Thanks 
to the help of Speaker O'Neill's office, this decision has been reversed and the 
proposal has been submitted to the Office of Education. 

The Director spoke briefly about planning for a series of programs in 
1980 to mark the 350th anniversary of the Commonwealth. 

The Director stated that the Board of Library Commissioners has submitted 
its budget request for the coming year to the Secretary of Education. He said 
that the Board of Library Commissioners is currently very much in step with the 
Library community and has developed a reasonable statement as to the function 
of its office. The Director recommended that the Trustees go on record as 
supporting the Commissioner's recently submitted budget request and he 
recommended that a letter be sent to the Ways and Means Committee stating 
this support. 

Under a federal government program there was work done last year on the 
Courtyard and the platforms surrounding the McKim Building. The contractor did 
a good job under the careful supervision of Mr. Doherty and Mr. Geoghegan. 
Unfortunately, damage was done to many of the windows in the Courtyard. The 
Board agreed that the contractor should replace thewindows in question and 
if he is unwilling to do so, the City should seek damages against the contractor's 
insurance. 

With respect to the McKim Building, the Director also reported that the 
administration has been concerned for some time now with the dropping levels 
of the water table under the McKim Building, and it is now hoped that the problem 
will be resolved with repair work being done on the sewer system on Blagden Street. 

Msgr. Murray proposed that the Board take a vote of thanks to the Back Bay 
Garden Club for all the work they have done on the Courtyard gardens. On motion 
duly made and seconded it was so voted. 

The Director stated that he had read in the newspapers that the ground- 
breaking for the new Lower Mills branch library will take place in August. In 
light of this, he suggested that the Library should now move ahead and submit a 
new capital improvement program to the City. He suggested that the first priority 
should be a 12-15,000 square-foot addition to the West Roxbury branch library, 
which would cost approximately $1 million. He pointed out that the Trustees 
had received a gift of land from the West Roxbury Congregational Church for this 
purpose a few years ago. The next priority should be a new library to replace 



Minutes of Meeting 
Administrative Agency 
April 19, 1979 
p. 4. 



the Uphams Corner branch library and bring Library service closer to the people 
of Savin Hill. This building should be approximately 9-10,000 square-feet, and 
whould cost in the area of $3/4 million. He stated that the Public Facilities 
Commission should be urged to find rental space in Washington Village so that 
that library could be reopened. He also cited the need for air conditioning 
units in all those branch libraries that do not now have air conditioning. 
Following discussion and on motion duly made and seconded, the Director was 
authorized to submit this capital improvement program to Public Facilities. 
In light of this action by the Board, the Director stated that he would instruct 
the processing department to begin putting books aside for the new enlarged 
Lower Mills Branch, for West Roxbury and the new Savin Hill /Uphams Corner 
facility. The Washington Village collection has been maintained in expectation 
of new quarters becoming available. 



Dissolved at 10:03 a.m. 




'A 




Secretary 



Please read, initial below and return to 
the Secretary 



^f:^, 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 7, 1979 



The Annual Meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room 
at 10:20 a.m. 

Present: Messrs. Maher, Murray, Parker, and Rabb, Trustees. Also 
present were representatives of the Professional Staff Association and 
members of the public. 

The Chairman, Mr. Maher, presiding. 

The Administrative Agency proceeded to elect viva voce its officers for 
the ensuing year. 

First Vote for President 

Mr. Maher passed, Msgr. Murray voted for Frank B. Maher, Mr. Parker 
voted for Frank B. Maher, Mr. Rabb voted for Frank B. Maher; and 
Frank B. Maher was declared Elected President 

First Vote for Vice President 

Mr. Maher paaeed^, Msgr. Murray voted for Sidney R. Rabb, Mr. Parker 
voted for Sidney R. Rabb, Sidney R. Rabb passed; and Sidney R. Rabb 
was declared elected Vice President 

First Vote for Clerk 

Mr. Maher voted for Liam M. Kelly, Msgr. Murray voted tot Liam M. Kelly, 
Mr. Parker voted for Liam M. Kelly, Mr. Rabb voted for Liam M. Kelly; 
and Liam M. Kelly was declared elected Clerk, 

First Vote for Clerk Pro Tem 

Mr. Maher voted for Philip J. McNiff, Msgr. Murray voted for Philip J. 

McNiff, Mr. Parker voted for Philip J. McNiff, Mr. Rabb voted for 

Philip J. McNiff; and Philip J. McNiff was declared elected Clerk Pro Tem. 



On motion duly made and seconded, it was then: 



"VOTED: that any member of the Board of Trustees be and hereby is 

authorized to sign on behalf of the Board bills, special drafts, 
and payrolls of the Library." 



Form No. 1046F— 11/74 



y 



Minutes of Meeting 
Administrative Agency 
May 7, 1979 
p. 2. 



- Annual Meeting 



and 



"VOTED: that, until the next annual meeting, the 

President, or Vice President, or in the inability 
of either, any member of the Board, and by 
delegation, the Director, or the Secretary 
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 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 payments under 
contracts so voted." 



The Chairman stated that membership on Standing Committees for the 
ensuing year should be as follows: 



BUILDINGS 



FINANCE 



PERSONNEL 



Msgr. Murray, Chairman 
Mr . Maher 
Mr . Parker 
Mr. Rabb 
Mrs. White 



Mr. Parker, Chairman 
Mr . Maher 
Msgr. Murray 
Mr. Rabb 
Mrs. White 



Mr. Rabb, Chairman 
Mr . Maher 
Msgr. Murray 
Mr . Parker 
Mrs. White 



^I4i4lfi^ 



The Chairman stated that the Trustees as the appointive body must -fesfee^ 
provision at the annual meeting for hearings of Civil Service personnel when 
and as needed during the ensuing year. On motion duly made and seconded, it was 



"VOTED: 



that we, the Trustees of the Boston Public Library, having 
appointive authority over the Civil Service personnel at 
the Library, do appoint one of our members, Frank B. Maher, 
Trustee, to hold and conduct hearings in accordance with 
Chapter 31 of the General Laws whenever the said hearings 
are deemed necessary; 



and 

FURTHER 
VOTED: 



that in the event of the unavailability of Frank B. Maher, 
Sidney R. Rabb, Trustee, is hereby authorized to conduct 
the above-mentioned hearings; this power to be valid only 
until the expiration or appointment of any member of this 
Board." 

The Chairman then appointed Liam M. Kelly as Secretary/df Committees and 
Philip J. McNiff as Secretary of Committees Pro Tem to seifvj until the 
annual meeting. 



Dissolved at 10:30 a.m. 

Please read, initial and return to the Secretary 




rv 




/dli^ 



Secretary 



Trustee 



v. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 7, 1979 



Ao. f l^^^^^^^S f ,^^^ Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:30 a.m. 

Present: Messrs.Maher, Murray, Parker and Rabb, Trustees. Also 
orthfpublic''^^''^^^'''^'^''^^ °^ '^^ Professional Staff Association and members 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting on April 19, 1979, as presented 
were approved. 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for services 
and supplies were authorized to be charged as follows for the month 
of March 1979, provided that expenditures from City Appropriation 
have the approval of the City Auditor: 



March 1979 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 
Equipment 

Total: 

To Trust Funds 



$569,757.61 

99,952.53 

15,334.98 

109,114.19 

2,164.43 

$796,323.74 



Contractual Services 
Supplies and Materials 
Books 

Total: 
Gifts for Current Use 
Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 1,667.23 

71.25 

21,620.44 

$ 23,358.92 

45.26 



$ 50,075.00 
11,701.75 
41,080.45 

$102,857.20 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to 
be charged as follows for the month of March, 1979, provided that 
payment of bills from City Appropriation have the approval of the 
City Auditor: 



Form No. 1046F— 1 1 /74 



'•I 



Minutes of Meeting 
Administrative Agency 
May 7, 1979 
p. 2. 



To City Appropriation 

Personal Services 

Contractual services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 

To Trust Funds 



$569,757.61 

113,180.35 

29,581.01 

109,114.19 

7,963.01 

4,579.18 

$834,175.35 



Contractual Services 
Supplies and Materials 
Books 



Gifts for Current Use 



Total: 



$ 1,667.23 

71.25 

21,620.44 

$ 23,358.92 

45.26 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 50,075.00 

6,348.90 

41,080.45 

$ 97,504.35 



The Director stated that it was necessary at this time to have a vote 
authorizing the signing of Library payrolls. On motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor In accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from May 15, 1979." 



The Director reported that there has been a continuing problem with 
the service provided by Lowell as a subregional library. At their last meeting, 
the Board of Library Commissioners voted to confirm their contract with Lowell 
for the coming year, following a review of the situation by several people 
including Miss Heneghan. However, the Board of Trustees of the Wilmington 
Public Library voted to ask that the Wilmington Library be reassigned to the 
Boston Sub-Region because. of their dissatisfaction with the situation in Lowell. 
In the interest of providing improved library service throughout the state, 
the Director recommended that this reassignment of Wilmington be approved.' 
The Director said that he assumed this would be acceptable to the Board of 
Library Commissioners. 



'-^ 



Minutes of Meeting 
Administrative Agency 
May 7, 1979 

p. 3. 



wishes of the Wilmington Trustees ^t M.-fo ^-t^ t ^ anead with the 
.uescion. the Oi.ectL ac.^o:^:^ ertha't^h^rrwo u\"^n°o"^-nc°e:sr^r 

uuugcL IS very tight and he sueeested thpt if nr. 
increase in support is forthcoming from the state in the next f"caf year 

back on'rh '""°'"'' '" '^" •'"^^°"^1 P^^S"" "ill have to start cutting* 
DacK. on their serviceq Aq far- no ♦-v,^ -• . ^ ^^cxi... i_ui_Lxiig 

obstacle to thelpprovll o? this bin -^^r'^ '\''^'" ^" '" concerned, the major 

cne approval of this bill will be in the House Ways and Means Committee. 

There was some discussion of the Library's Capital Improvement 
needs. Again, the Board acknowledged the need for an addition to Ihe West 
Roxbury Branch Library; the relocation of the Uphams Corner Branch LibrarJ 
u!=h r ',MTf ^^''^" "^^^ residents; a need for the reopening of the 
Washington Village Branch Library; as well as a need to undertake malor 
renovations in the McKim Building, and acquiring additional storage IpLe 
tor Library operations. =>Hai.c 

The Director reported on visits to the Library by the architect 

a v" t'bv ^o°lihr''"°" .'° ''^\«"1°-1 »i" "brary L Japan, as well as 
a visit by two librarians from the British Library staff, who are involved 
in planning for the new British Library building in London. The Director 

exMh^^^°!^f K°? t^^^""^ P^^"= ^""^ "^^ Children's Books International 
exhibit, which is scheduled this year for September. He also reported on 
a program that had been held at the Connolly Branch by the Friends of the 
Connolly Branch Library the previous Sunday. This included an exhibit of 
photographs and the Director was high in his praise of all those involved 
m planning this program. 

Mayor dir J^n^^f i^?T ^^^"^ ^^IPorted on a letter recently received from the 
Mayor directing all Departments to freeze all further hiring of new staff until 

fill :L?Mi''\.": P°'^'"' ""' '^^' ^ ^^"^^^^ -' commitment^ hav^Len made to 
l±ti IZl .''^' are currently vacant and he stated that he planned to mee? 

with the Supervisor of Budgets to ensure that these actions and any other necessary 
actions could be implemented without any problems. necessary 

th. r...,H ^^^ ^^l^u^°l ^^^° reported on an informal meeting that had been called 
the previous week by Councillor Langone to review the problems that have kept 
the Washington Village Branch Library closed. The Director stated that he hid 
assured Councillor Langone that once suitable premises were available for 
Library purposes, the Library could begin service there in six to eight weeks. 

Following statements by various members of the public/ /he Board vol/ed 
to go into Executive Session to discuss a personnel matter. 



Dissolved at 11:05 a.m. 

Please read, initial and return to the Secretary 



Secretary 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, June 14, 1979 



Agency of thf Cifv°f f 'r' ^"^'^^^"f ^^e Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:10 a.m. 

Present: Messrs. Maher, Murray and Parlcpr t,-„ok>=^ at 
were representatives of the Professlonll StJf a! trustees. Also present 
public. rroressional Staff Association and members of the 

The Chairman, Mr. Maher, presiding. 

on'May"r'l97q ^""^^T'l """""^ °" ''"^ '' ^'''- '^^ ""^^^^-^ Meeting 
w^re a'pp;ov!d!* ' ''' '^^'^"''^^ '^^^'°" °" "^^ '' ''''' - P-sentL. 

llllZill to'hri '^h'': """""""^ ""' '" accordance with the authority 
aelegated to him by the Trustees, expenditures for services anH =n„„nl 

were authorised to be charged as follows for the mon^h^of April'Z '^ 
"p;oi!r;f^thrStytdito^r''"""^ '- "^^ Appropriation have the 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 

Total: 

To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

Total: 
Gifts for Current Use 

Eastern Regional Public Library 
System 

Books 

Supplies and Materials 

Personal Services 

Total: 



April 1979 



$549,041.84 

106,807.60 

26,218.83 

236,588.17 

375.00 

1,527.80 

$920,559.24 



May 1979 



$742,251.45 

58,945.51 

5,319.71 

40,079.45 

5,408.45 

1,025.98 

$853,030.55 



$ 1.564.09 



5,382. 17 
$ 6,946.26 

$ 34.20 



$ 1,518.23 

32.41 

23,738.38 

$ 25,289.02 



$ 



51.50 



$132,037.11 

3,842.77 

46,688.88 

$182,568.76 



$ 57,525.80 

4,498.40 

64,674.11 

$126,698.31 



Confirmation of approval of payment of bills for services and supplies: 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the months of April and May, 1979, provided that 
payment of bills from City Appropriation have the approval of the City 
Auditor: -^ 



Form No. 1046F— 11/74 



Minutes of Meeting 



Administrative Agency 
June 14, 1979 
p. 2. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total: 



April 1979 



$ 549,041.84 

115,479.13 

27,606.08 

236,588.17 

204,165.81 

1,565.21 

$1,134,446.24 



May 1979 



$ 742,251.45 

74,295.60 

9,881.08 

40,079.45 

27,548.86 

1,317.75 

$ 895,374.19 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 

Total: 

Gifts for Current Use 

Eastern Regional Public Library 
System 

Books 

Supplies and Materials 

Personal Services 

Total: 



1,564.09 
5,382.17 



$ 6,946.26 
$ 34.20 



$ 132,037.11 
10,863.49 
46,688.88 

$ 189,589.48 



$ 1,518.23 

32.41 

23,738.38 

$ 25,289.02 

$ 51.50 



$ 57,525.80 

6,157.79 

64,674.11 

$ 128,357.70 



The Director recommended that a contract be entered into with Delta 
Elevator service Corporation for maintenance and servicing of elevators 
throughout the library system. He pointed out that this would be the second 
year of a three-year contract, and based on the performance of Delta over the 
past year, he recommended that the Trustees approve the contract for the coming 
year. Following further discussion and on motion duly made and seconded, it was 



VOTED: that, without public advertising, there be entered into 
with Delta Elevator service Corporation, 50 North Beacon 
Street, Allston, MA 02134, a service contract for 
Maintenance and Servicing of Elevators throughout the 
Library System for the period July 1, 1979 through June 30, 
1980, at a total cost not to exceed twelve thousand seven 
hundred and eighty dollars ($12,780.00)." 



Minutes of Meeting 
Administrative Agency 
June 14, 1979 
p, 3. 



The Director recommended that the Trustees approve a contract 
without public advertising for the continued use of presently installed 
IBM equipment. He pointed out that in the past year the Library has used 
this equipment on a lease basis. It is now proposed to revert to a rental 
agreement to allow the Library more flexibility to make changes in this 
hardware in the course of the coming year. Following further discussion 
and on motion duly made and seconded, it was 



"VOTED: 



that there be entered into, without public advertising, with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
Wyman Street, Waltham, Massachusetts, a contract for rental 
of certain data processing equipment during the period July 
1, 1979 through June 30, 1980, the total rental thus charged 
to be subject to the terms, agreements, and conditions set 
forth in said contract." 



The Secretary stated that it was necessary to have a contract with 
Western Union Data Services Company for the rental of data communications 
terminals used in conjunction with the cataloging operations of the Library. 
These terminals are currently installed. This contract is another one in 
which the Trustees have the option for renewal as part of a multi-year bid. 
Following further discussion and on motion duly made and seconded, it was 

"VOTED: that, without public advertising, there be entered into 

with Western Union Data Services Company, 84 Cummings Park, 
Woburn, Massachusetts, a service contract for rental and 
maintenance of certain data communications terminals 
during the period July 1, 1979 through June 30, 1980, at 
a total cost not to exceed fourteen thousand two dollars 
and eighty cents ($14,002.80)." 

The Secretary stated that it was also necessary to have a contract 
voted with Auto-Graphics, Inc. for the rental and maintenance of microfilm 
readers. This contract is for microfilm readers essential to the COM catalog 
in the General Library. This will be the third year of this contract and the 
Library will own these machines at the end of this period. Following further 
discussion and on motion duly made and seconded, it was: 



"VOTED: that without public advertising, there be entered into 

with Auto-Graphics, Inc., 751 Monterey Pass Road, Monterey 
Park, California, a contract for the rental and maintenance 
of certain microfilm readers for the Central and Branch 
Library catalog system, as specified in the specifications 
under Group A, during the period July 1, 1979 through 
June 30, 1980, the total cost not to exceed twenty-three 
thousand three hundred fifty-six dollars and eighty 
cents ($23,356.80). 



ti 



Minutes of Meeting 
Administrative Agency 
June 14, 1979 
p. 4. 



The Director recommended that a contract be entered into with Balco, 
Inc. for the operation and servicing of heating, ventilating, and air 
conditioning systems, electrical systems and equipment, as well as plumbing 
systems, throughout the Library System. This is also a contract that was 
bid for a three-year period and the Library now has the option to renew. On 
the basis of Balco 's past performance, the Director recommended that a contract 
be entered into again this year. Following further discussion and on motion 
duly made and seconded, it was: 



"VOTED: 



that, without public advertising, there be entered into 
with Balco, Inc., 160 Charlemont Street, Newton, Massa- 
chusetts, a contract for the operation and servicing 
of heating, ventilating, and air conditioning systems, 
electrical systems and equipment, as well as plumbing 
systems, throughout the Library system during the period 
July 1, 1979 through June 30, 1980, at a total cost not 
to exceed one hundred forty-six thousand one hundred and 
seventy-two dollars and forty-eight cents ($146,172.48)." 



The Director recommended that a contract be entered into with 
Coverall Service Co., Inc. for furnishing miscellaneous uniforms during 
the period July 1, 1979 through June 30, 1980. The prices in the 1979-80 
contract reflect an estimated 10% increase over last year's contract prices 
Following further discussion and on motion duly made and seconded, it was: 

"VOTED: that there be entered into with Coverall Service Co., 
Inc., 73 Addison Street, East Boston, Massachusetts, 
the sole bidder in the public bidding, a contract for 
the rental of miscellaneous uniforms during the period 
July 1, 1979 through June 30, 1980 at prices per unit 
as follows: 



Two (2) shirts Two (2) 

Two (2) overalls (per) 

Two (2) dresses (per) 

Two (2) blazers (per) 



pants per man 



$1.65 per week 

$1.10 per week 

$1.10 per week 

$4.50 per week." 



The Director recommended that a contract be entered into with 
Bonnell Motors, Inc., the sole bidder in the public bidding, for leasing 
of two panel trucks and one station wagon during the period July 1, 1979 
through June 30, 1980. Following discussion and on motion duly made and 
seconded, it was: 

"VOTED: that there be entered into with Bonnell Motors, Inc., 353 

Cambridge Stre^ Winchester, Massachusetts, the sole bidder 
in the public bidding, a contract for leasing of two panel 
trucks and one station wagon for the Eastern Massachusetts 
Regional Library System during the period July 1, 1979 through 
June 30, 1980 at the following rates: 



Minutes of Meeting 
Administrative Agency 
June 14, 1979 
p. 5. 



"Panel Trucks 
Station Wagons 



Monthly Lease Cost 

per vehicle 

$390.00 
$360.00 



Mileage Charge 
per mile 



$.14 
$.12" 



rh. ..a ^^^ °J''!r°'' ^^^^.f '^^' ^' ^^" necessary to have votes authorizing 
the signing of the payrolls of the Library during the summer months. Following 
discussion and on motion duly made and seconded, it was: J-owmg 



"VOTED: 



and 



"VOTED: 



and 



"VOTED: 



and 



"VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from June 12, 1979." 

that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, A;sistant 

117:. "'k""^'" ''■ •'i'-P^trick, Assistant to the Director 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from July 10, 1979." 

that subject to the approval of the Mayor in accordance' with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from August 7, 1979." 

that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff. Director, or upon 
his delegation. Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant ' 
Director or Kevin T. FitzPatrick. Assistant ^o the Director 
Llhr^r '' '' ^"'horized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from September 4, 1979." 



Minutes of Meeting 
Administrative Agency 
June 14, 1979 
p. 6, 



The Director spoke about two open house programs, one at Brighton, and 
one at Allston. He said that he considered it a good idea to invite people 
in the community, for example, school principals and various community leaders, 
to the branches on a regular basis to inform them of branch library services. 
The Allston open house was on the occasion of the branch library's ninetieth 
anniversary and this included a fine slide program put together by a staff 
member. He hopes that this slide program can be used throughout the community. 

The Director reported that a program to place deposit collections in 
various homes for the elderly throughout the City is underway. A deposit 
collection has been placed in each of six homes for the elderly and at the 
Deer Island House of Correction. He said that this is an area where the 
Library staff must try to bring the Library to people who for one reason or 
another cannot come to the branches. The Director expressed the hope that 
this program will see considerable expansion in the coming year. 

The Director then mentioned a number of programs that had been held 
very successfully in the Library, including a meeting of the Wedgewood Society, 
the Wiggin Symposium, and a spectacular slide show on Jerusalem put together 
by the Jerusalem City Museum. 



Dissolved at 10:35 a.m. 




■ 'X 




Secretary 

Please read, initial below and 
return to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Tuesday, September 25, 1979 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room 
at 10:35 a.m. 

Present: Messrs. Maher, Murray, Parker and Rabb , Trustees. 
Also present was a representative of the Professional Staff Assocation, 
and members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on June lA, 1979, as 
presented, were approved. 

Action taken by the Committee on Finance since the last 
meeting of the Board was approved as follows: 



II 



On July 11, 1979: 

VOTED: that, without public advertising, there to be entered into 

with Automatic Alarm Co., Inc., 39 Francine Road, Braintree. 
Massachusetts, a contract for the inspection and testing of 
fire alarm systems at the Central Library building and at various 
other locations in the Library System, as specified during 
the period July 1,1979 through June 30,1980 at the total cost 
not to exceed four thousand dollars ($4,000.00)." 



"VOTED: that, without public advertising, 
with New England Systems & Supply 
Avenue, Koxbury, Massachusetts, a 
operation and servicing of water 
air conditioning and heating syst 
throughout the library system dur 
1979 through June 30, 1980, at a 
one thousand nine hundred twenty 



there be entered into 
, Inc., 1542 Columbus 

contract for the 
systems associated with 
ems at various locations 
ing the period July 1, 
total cost not to exceed 
dollars ($1,920.00)." 



BPL Form No. 1046F— 1 11 A 



Minutes of Meeting 
Administrative Agency 
September 25, 1979 
p. 2. 



" VOTED: 



that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of three panel trucks and three station eagons 
during the period July 1, 1979 through June 30, 1980 
at the following rates; 



THREE PANEL TRUCKS: 

(2) Model E-150 (1980) 
(1) Model E-350 (1980) 



Monthly Lease Cost 
per Vehicle 

$390.00 
$410.00 



THREE STATION WAGONS: 

(3) Model - Fairmont 



(1980)$360.00 



Mileage Charge 
per Mile 

$.16 
$.16 



$.16 



II 



" VOTED: 



That there be entered into with Boston Window & Floor Cleaning Co., Inc., 
253 Smmaer Street, Boston, Massachusetts, the lowest responsible and 
eligible bidder under Group I in a public bidding, a contract for the 
cleaning of windows during the period July 1, 1979 through June 30, 1980 
at library buildings designated under Group I of the specifications at a 
cost not to exceed eight thousand three hundred and ten dollars and no 
cent8($8, 310.00). " 



tt 



VOTED: that there be entered into with Inforonics, Inc., 
550 Newtown Road, Littleton, Massachusetts, the 
sole bidder in the public bidding, a service contract 
for supplying and delivering MARC II catalog products 
and services during the period July 1, 1979 through 
June 30, 1980, with option for renewal as of July 1, 1980 
and as of July 1, 1981, the total fee thus charged to be 
subject to the terms, agreements, and conditions set 
forth in said contract. " 



II 



VOTED: 



"that there be entered into with Inforonics, Inc., 
"550 Newtown Road, Littleton, Massachusetts, the 
"sole bidder in the public bidding, a service contract 
"for supplying and delivering MARC II catalog products 
"and services for the Eastern Massachusetts Regional 
"Library System during the period July 1, 1979 through 
"June 30, 1980, with option for renev/al as of. July 1,1980, 
"the total fee thus charged to be subject: to the terms 
"agreements, and conditions set forth in said contract. 



Administrative Agency 
September 25, 19 79 
p. 3. 



VOTED: that the Board of Trustees in charge of the Library 

Department of the City of Boston, acting in the name of 
and for the City of Boston, does hereby accept an 
instrument of lease by and between ERNEST M. HELIDES, 
TRUSTEE, AS HE IS TRUSTEE OF THE HELIDES REALTY TRUST 
and the CITY OF BOSTON of the premises, street floor 
and basement storage space, situated at 6 Weir Street, 
Taunton, Massachusetts, subject to the rental, terms, 
agreements, conditions, and covenants set forth in 
said instrument of lease; 



and 
VOTED 



that Philip J. McNiff, Director, and Librarian, of the 
Public Library of the City of Boston, be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department 
of the City of Boston to execute said instrument in 
duplicate. 



On August 1, 1979: 



"VOTED 



Lhat taer..' be entered into with the New England 
Deposi; Library, 135 Wester i Avenue, Allston, 
Massac lus.tts an agreement for the rental, 
during the period July 1, 1979 through June 30, 
1980, of storage space therein for books and 
other library materials belonging to the 
Boston Public Library, in accordance with the 
rates or ;torage space formally adopted by 
the g(. en jng board of said iNew Fiv^aand Deposit 
Libra) ." .. f 



The Director reported that in response to public bidding, two 
bids were received for a contract for supplying and delivering data processing 
forms, and he recommended that the contract be awarded to the low bidder. 
Following discussion and on motion duly made and seconded, it was 



"VOTED: 



that there be entered into with Universal Forms Company, 
35 Waverlv Street, Belmont, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering data processing 
forms, as specified in the specifications, at a total 
sum not to exceed five thousand five hundred forty-five 
dollars and ninety cents ($5,545.90)." 



Minutes of Meeting 
Administrative Agency 
September 25, 1979 
p. 4. 



The Director recommended that a contract be awarded without 
public advertising for the examination of building levels in the McKim 
Building. He stated that this work has been done by Gilbert Small & Company, 
Inc., which is very familiar with the building and has done an excellent 
job in the past. Following further discussion and on motion duly made and 
seconded, it was 

"VOTED: that there be entered into, without public advertising, 

with Gilbert Small & Co., Inc., 1391 South Street, Needham, 
Massachusetts, a service agreement for the examination of 
building levels at one central library building (McKim) 
during the period July 1, 1979 through June 30, 1980, the 
total fee thus charged to be subject to the terms, agree- 
ments, and conditions set forth in said agreement." 



The Director reported that two bids were received for the 
supplying of book binding cloth. The low bidder was Holliston Mills, a 
very reputable company with which the Library has done business in the 
past, and he recommended the awarding of the contract to this low bidder. 
Following further discussion and on motion duly made and seconded, it was 

"VOTED: that there be entered into with the Holliston Mills, Inc., 
Warehouse Road, P.O. Box 940, Hyannis, Massachusetts, the 
lowest responsible and eligible bidder in the public 
bidding, a contract for supplying and delivering Book 
Binding Cloth as specified in the specifications at a 
total cost not to exceed Twenty- three Thousand, One Hundred 
Ninety-five Dollars and Fifty Cents ($23,195.50)." 



The Director reported that in response to public advertising 
two bids were received for supplying and delivering library binding end papers. 
The low bidder did not include one category of material, nevertheless, it was 
recommended that the contract be awarded to Arcon Coating Mills, Inc., the 
low bidder. Following further discussion and on motion duly made and seconded, 
it was 



II 



VOTED: that there be entered into with Arcon Coating Mills Inc., 
3067 New Street, Oceanside, New York, the lowest responsible 
and eligible bidder in the public bidding, a contract for 
supplying and delivering Library Binding End Papers, as 
specified in the specifications, at a total cost not to 
exceed Seven Thousand Two Hundred Forty-Three Dollars and 
twenty-one cents ($7,243.21) excluding the Oversize End 
Papers. Although Library Binding Service, Inc. did include 
the Oversize End Papers, their price of Eleven Thousand 
Four Hundred Sixty-Seven Dollars and one Cent was not low." 



Minutes of Meeting 
Administrative Agency 
September 25, 1979 
p. 5. 



In response to public advertising for a contract for 
providing and delivering data processing supplies, only one complete bid 
was received on time. The prices of the items bid was considered reasonable 
and in line with prices paid last year. It was recommended that the contract 
be awarded to the company submitting this bid. Business Supplies Corporation. 
Following further discussion and on motion duly made and seconded, it was 

"VOTED: that there be entered into with Business Supplies Corporation, 
13 Flagstone Drive, Hudson, Hew Hampshire, the lowest 
responsible and eligible bidder in the public bidding, a 
contract for providing and delivering certain supplies to be 
used in connection with rented IBM data processing equipment, 
as specified in the specifications, at a total cost not to 
exceed Eleven Thousand Nine Hundred Fifty-five Dollars and 
Sixty-nine Cents ($11,955.69)." 



The Director stated that it was necessary to have votes 
authorizing signatures for the signing of the Library payrolls. On motion 
duly made and seconded, it was 



II 



VOTED : 



and 



VOTED; 



that subject to the approval of the Mayor in accordance with 
the provision. of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Dohertv, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is, authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from October 2, 1979," 

that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is, authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from October 30, 19 79." 



Minutes of Meeting 
Administrative Agency 
September 25, 1979 
p. 6. 



The Director noted that 12 years ago, the Trustees of the 
Library had selected and voted to hire an architect for a new building 
at Lower Mills. He said that he had read recently in the paper that 
the Mayor had broken ground for this new library, which has been designed 
by the architect originally selected, i.e., Paul Carroll. This is the last 
building in the capital improvement program which was drawn up in 1955. 

The Director then reviewed the history of problems relating 
to the Washington Village branch, which was originally housed in the basement 
area m the Old Colony Housing Project. He stated that Councillor Langone 
has been actively involved in getting action on the reopening of a branch 
in Old Colony. Mr. Kelly reported that he and Mr. Doherty had represented 
the Library at three meetings during the past six weeks involving the Boston 
Housing Authority, Public Facilities and two people representing the project 
neighborhood association. At the last meeting in the offices of the BHA 
drawings were reviewed for the proposed renovation of two adjoining apartment 
units. He stated that these plans had been drawn up following a meeting 
between the architect and Mrs. Herrick, Supervisor of Branches, and from 
a Library point of view, the proposed renovation appears to be well suited 
for a reading room type of branch library. The total area involved is 
approximately 1,500 square feet. The Boston Housing Authority is prepared 
to go ahead with the implementation of this $750,000 program - 
if the neighborhood association supports this proposal. Following further 
discussion, the Trustees voted to reaffirm their earlier request to Public 
Facilities to lease space from the Boston Housing Authority for Library 
purposes in the proposed location within the Old Colony Housing Project. 

The Director went on to review current building needs of the 
Library and he proposed that the Director be authorized to submit a request 
for capital improvements to Public Facilities. At this time, there are 
three pressing needs: 1) The need to build an addition to the West Roxbury 
Branch Library so that this library, the busiest branch library in the City 
can become a district library. 2) The need for a replacement for the Uphais 
Corner branch library to better serve the library needs of the Savin Hill 
neighborhood. He pointed that there has been considerable deterioration 
in the Uphams Corner facility. A discussion followed as to the possible 
location of the Savin Hill library. The Director emphasized the point that 
a new facility is needed to replace the Uphams Corner branch library and there 
has been a great deal of interest in getting a branch library located more 
conveniently for the people of Savin Hill. 3) There is a need to put 
air conditioning units in all branches that do not now have it, for example, 
the Allston branch library. The Director spoke about the problems created 
by the absence of air conditioning and suggested that from many points of 
view, it would make very good sense to put air conditioning in these branches 
at this time. 



The Director described briefly several projects that had been 
funded either directly or through the Eastern Regional program from LSCA funds 
These projects are as follows: 



:run 



Administrative Agency 
September 25, 1979 



7. 



(LSCA Projects, Continued) 



- $15,000 under the nonresident borrowing program, $2,000 of 
this was used to send mailograms to all the major delinquents on the 
delinquent file. Mr. Rabb recommended that the administration consider the 
program that has been encouraged by a district judge in Quincy to deal 
with this problem of book delinquency. A discussion followed. 

- $23,000 program for the purchase of equipment; the major 
pieces of equipment being purchased under this program are: a Multilith 
duplicating machine, seven electric typewriters, and several microform 
readers. 

- $82,000 under the Major Urban Research Library Program of 
LSCA. The distribution formula for this particular program was drawn up 
by the Director of the Board of Library Commissioners and the Director 
stated that he was satisfied that it was very reasonable and equitable. 

Under the Eastern Regional program two projects are being 
funded: one for the purchase of film inspection machines and the other 
for the installation of shelving in two areas of the basement of the 
Johnson Building. 



The Director then reported that the Board of Library Commissioners 
had appointed a committee to consider a revision of the minimum standards for 
State Aid under the State Aid Program. The Director said that he was not 
very satisfied with the proposed revision, particularly the proposed revision 
with respect to the book budget, and he recommended that the Board go on 
record as being opposed to this. This revision would propose a flat dollar 
amount in place of the present percentage formula. All of those who spoke 
at the hearing expressed dissatisif action with this proposal. The sentiment 
is that it would do nothing to encourage local authorities to improve their 
level of local support. Following further discussion and on motion duly made 
and seconded, it was 

"VOTED: that the Director be instructed to write to the 
Board of Library Commissioners expressing the 
opposition of the Trustees of the Boston Public Library 
to the proposed revision of the minimum standards for 
State Aid substituting a flat dollar figure for the 
present percentage standard, inasmuch as this change 
would abolish an existing incentive for local authorities 
to improve the level of local support for library services." 

The Director reported on a program at the Roslindale branch library 
in memory of Mildred Kaufman, who was branch librarian there at the time of her 
death. He expressed hope that this program would become the successful counter- 
part of the Nichols program at the North End Branch. A similar program is planned 
for the South Boston Branch Library in memory of Marjorie Gibbons. 



« • # 



Minutes of Meeting 
Administrative Agency 
September 25, 1979 
p. 8. 



Following several statements by members of the public, it 
was proposed that the Board go into Executive Session to discuss personnel 
matters. On motion duly made and seconded, it was so voted. 

Dissolved at 11:35 a.m. 





.Secretary 



Please read, initial below 
and return to the Secretary 



ffJ^ciA 



LiC 



Trustee 



i 



I r 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, October 25, 19 79 



Aeencv of thp''r^'^''%°^ '^^ Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 11:10 a.m. 

Present: Messrs. Maher, Murray, Parker and Rabb, Trustees Also 
present were members of the public. ^rubtees. Also 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on September 25, 1979 and of 
the Executive Session on September 25, 1979, as presented, we;e app;oved. 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the months of June, July 
August and September, 1979, provided that expendutires from City 
Appropriation have the approval of the City Auditor: 



June 



July 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges 

and Obligations 
Equipment 

Total: 
To Trust Funds 



August 



$ 619,762.82 $595,404.00 $ 627,115.21 
62,306.57 166,297.80 208,327.35 

9,887.71 



1,036.86 
32,945.24 

120.00 



9,390.00 
498.00 



32,646.68 
109,008.02 

60,384.06 

1,507.06 



September 



$ 529,540.30 

94,386.13 

11,470.18 

176,289.28 

209,789.80 

1,942.50 



$ 716,171.49 781,477.51 1,038,988.38 1,023,519.19 



Contractual Services $ 
Supplies and Materials 
Books 
Equipment 



5,414.31 
1,618.76 
6,518.31 
5,6 70.00 



Total: $ 19,221.38 

Gifts for Current Use $ 150.10 

Eastern Regional Publi c 
Library System 

Spoks $ 106,777.83 

Supplies and Materials 4,2 39.92 

Personal Services 51,094.43 



837.30 
841.10 



1,678.40 



46,667.79 

777.23 

53,143.73 



3,753.02 

53.85 

14,936.66 

5,950.00 

24,693.53 



31,195.20 
43,631.29 
49,236.99 



Total: 



140.73 

190.03 

14.046.14 

14,376.90 
21.36 



35,931.82 

2,525.14 

39,612.74 



$ 162,112.18 100,588.75 124,063.48 78,069.71 



BPL Form No 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 
p. 2. 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to be 
charged as follows for the months of June, July, August and September, 
1979, provided that payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and 

Obligations 
Equipment 

Total: 



June 

$619,762.82 

138,451.61 

7,678.14 

32,945.24 

26,405.24 
545.00 



July 



$595,404.00 



August 

$627,115.21 

92,817.68 

5,341.55 

109,008.02 

107.26 

498.00 



September 

$529,540.30 

99,360.00 

7,287.92 

176,289.28 

1,390.25 

6,814.05 



$825,788.57 $595,404.00 $834,887.72 $898,761.61 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 
Equipment 

Total: 

Gifts for Current Use 

Eastern Regional Public 
Library System 

Books 

Supplies and Materials 

Personal Services 

Total: 



$ 5,414.31 
1,618.76 
6,518.31 
5,670.00 



837.50 
841.10 



150.10 



$ 3,753.02 

53.85 

14,936.66 

5,950.00 



$ 19,221.38 $ 1,678.60 $ 24,693.53 



$106,777.83 $ 46,667.79 

7,704.71 

51,094.43 53,143.73 



$ 31,195.20 

1,731.69 

49,236.99 



$ 140.73 

190.03 

14,046.14 

$ 14,376.90 
$ 21.36 



$ 35,931.82 

4,022.82 

39,612.75 



$165,576.97 $ 99,811.52 $ 83,163.88 $ 79,567.39 



The Director reported that in response to public bidding, one bid 
was received for a contract for supplying, delivering and installing one film 
inspection machine, and he recommended that the contract be awarded to the sole 
bidder. Following further discussion and on motion duly made and seconded, it was 



"VOTED: that there be entered into with Research Technology, Inc.,\ 

4700 Chase Avenue, Lincolnwood, Illinois, the lowest eligible 
and responsible bidder in the public bidding, a contract for 
supplying, delivering, and Installing one film inspection 
machine, as specified in the specifications, at a total cost 
not to exceed six thousand seven hundred twenty-two dollars ■ 
and fifty cents ($6,722.50)." 



( 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 
p. 3. 



The Director reported that in response to advertising for 
a contract for supplying and delivering miscellaneous paper labels, only 
one bid was received. He recommended that the contract be awarded to this sole 
bidder. Following discussion and on motion duly made and seconded, it was: 

"VOTED: that there be entered into with Avery Label, A Division 

of Avery International Corporation, 777 E. Foothill Blvd., 
Azusa, California, the lowest eligible, responsible, and 
responsive bidder in the public bidding, a contract for 
supplying and delivering miscellaneous paper labels as 
specified in the specifications at a total cost not to 
exceed seven thosuand six hundred and thirty eight dollars 
($7,638.00)." 

The Director stated that it was necessary that contracts be awarded for the 
purchase of miscellaneous books and other library materials. Following discussion and 
on motion duly made and seconded, it was: 



"VOTED: 



that without public advertising, contracts be entered into for 
purchase of books and certain other library materials for the 
period July 1, 1979 through June 30, 1980 with the following 
contractors, subject to the terms, agreements, and conditions 
set forth in said contracts: 

Xerox University Microfilms 
Ann Arbor, Michigan; 

Disclosure, Inc. 
Bethesda, Maryland; 

U. S. Historical Documents Institute, Inc. 

Hollinger Corporation 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 

J. S. Canner & Co. 

Carl Fischer, Inc. 

G. K. Hall & Co. 

R. L. Polk & Co. 

Standard & Poor's Corporation 

Worldwide Books, Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book Exhibit. Inc. 

Both of Briarcliff Manor, New York; 

H. W. Wilson Co. 
Bronx, New York; 

Walt Disney Educational Materials Co. 
Burbank. California; " 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 
p. 4. 



II 



Briggs & Briggs Inc. 

Blbllophilos 

General Microfilm Co. 

All of Cambridge. Massachusetts; 

American Library Association 
Center for Research Libraries 
Commerce Clearing House. Inc. 
Coronet Films 

Encyclopedia Britannica Educational Corporation 

f te?na? nn^rr'i ^i^'"'^^^'^ Corporation 
international Film Bureau, Inc 

All Of Chicago, Illinois; 



Yankee Book Peddler. Inc. 
Contoocook, New Hampshire; 

The Eastin-Phalen Distributing Corporation 
Davenport, Iowa; 

National Record Plan 
Deer Park. New York; 

Prentice-Hall, Inc. 
Englewood Cliffs, New Jersey; 

New Day Films 

Open Circle Cinema 

Both of Franklin Lakes, New Jersey; 

AIMS Instructional Media Service 
Glendale. California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Ctntron Educational Films 
Lawrence, Kansas; 

Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films. Inc. 
Los Angeles, California; 

Xerox Films, Xerox Educational Publications 
Middletown, Connecticut; 

Kraus-Thomson Organization Limited 
Millwood, New York; " 



Minutes of Meeting 
Administrative Agency 
OCTOBER 25, 1979 
p. 5. 



M 



Lucerne Films 

Morris Plains, New Jersey; 

MacMillan Films, Inc. 
Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut; 

AMS Press, Inc. 

CBS Records, Division of Columbia Broadcasting, Inc 

Carousel Films, Inc. 

Contemporary /McGraw-Hill Films 

Film Images, Inc. 

Grolier Educational Corporation 

Impact Films 

International Film Foundation 

Johnson Reprint Corporation 

Learning Corporation of America 

Macmillan Professional and Library Service 

Music Heritage Society 

NBC Educational Enterprises, Inc. 

New Yorker Films 

Peters International , Inc, 

Phoenix Films, Inc. 

Readex Microprint Corporation 

Sterling Educational Films 

Taylor Carlisle Bookstores, Inc. 

Texture Films 

Time-Life Films, Inc. 

Tricontinental Film Center 

UN I PUB 

Westinghouse Learning Corporation 

All of New York, New York; 

Center for Cassette Studies, Inc. 
North Hollywood, California; 

Royal Distributors 

North Quincy, Massachusetts; 

Perennial Education 
Northfield, Illinois; 

Stechert Macmillan, Inc. 

Oakhurst, New Jersey; 

Eastern Book Company 
Portland, Maine; 



Creative Film Society 
Reseda, California; • 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 
p. 6. 



II 



Lawyers Co-operative Publishing Co 
Rochester, New York; 

West Publishing Company 
St. Paul , Minnesota; 

BFA Education Media 

Pyramid Film Producers 

Both of Santa Monica, California; 



Rounder Records 
Somerville, Massachusetts; 

The Baker & Taylor Co. 
Somerville, New Jersey; 

John Curley & Associates, Inc. 
South Yarmouthport, Massachusetts; 

Ulverscroft 
Stanford, Connecticut; 

Warren Schloat Productions, Inc. 
Tarry town. New York; 

Graphic Microfilm, Inc. 
Waltham, Massachusetts; 

Bureau of National Affairs, Inc. 
Congressional Information Service 
National Geographic Society 
All of Washington, D. C; 

Weston Woods Studios, Inc. 
Weston, Connecticut; 

Connecticut Films, Inc. 
Westport, Connecticut; 

Wombat Films 

White Plains, New York; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 

Films Incorporated 
Wllmette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

and 

Btll & Howtll, Microphoto Division 
Wooster, Ohio. " 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 

p. 7. 



The Director stated that it was necessary at this time to have a vote 
authorizing signatures for the signing of the Library payrolls. On motion duly 
made and seconded, it was 



"VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon 
his delegation, Liam M. Kelly, Assistant Director, and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is, authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from November 27, 1979." 



The Library has reviewed the plans for the renovation of apartment space 
in the Old Colony Housing Project for Library purposes. A letter was received 
from the Boston Housing Authority indicating that the tenants' association was 
satisfied that this will be a good location for the Library, and requested that 
the Library send official notification of this approval of the proposed site. 
A letter has now been sent to the Public Facilities Commission re-confirming 
the previously stated interest of the Trustees in having PFC lease space from 
the BHA for Library purposes. 

Notice has been received from the City Clerk that an additional 
$200,000 has been appropriated to enable the completion of the new Lower Mills " 
Library. The original appropriation for that purpose was $700,000. 

The Director reported that a letter has been sent to Mr. Manson, head 
of Public Facilities, reporting to him that the Trustees had approved three items 
representing a new capital improvement program for Library purposes. The three 
items are as follows: 

1) The need for an addition of approximately 15,000 square feet to 
the West Roxbury Branch Library. 

2) Construction of a new branch library closer to Savin Hill to serve 
the Savin Hill/Uphams Corner area, replacing the present Uphams Corner branch 
library, which is currently housed in very poor facilities. 

3) The need to install air conditioning in all of those branches 
which do not now have air conditioning. 

In the discussion that followed, it was stated that about 12 branch 
library buildings fall into this category. 



Minutes of Meeting 
Administrative Agency 
October 25, 1979 
p. 8. 



The Director reported that a program has been planned for the South 
Boston Branch Library in memory of Miss Marjorie M. Gibbons, who was Branch 
Librarian there for several years. 



Dissolved at 11:25 a.m. 





Secretary 



Please read, initial and return 
to the Secretary 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, November 30, 1979 



A meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees 
Room at 3:30 p.m. 

Present: Messrs. Maher, Rabb, Parks and Snyder, Trustees. 
Also present were members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on October 25, 1979, 
as presented, were approved. 

Following approval by the Director and in accordance with 
the authority delegated to him by the Trustees, expenditures 
for services and supplies were authorized to be charged as 
follows for the month of October, 1979, provided that 
expenditures from City Appropriation have the approval of 
the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 



Total : 



$ 690,039.62 

99,137.01 

25,772. 72 

217,484.58 

$1,032 ,433.93 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total : 



1,107.98 

65.54 

10, 369.80 



11,543. 32 



Eastern Regional Library System 

Books 

Supp lies 

Personal Services 

Total : 



$ 76,044.32 

3,824. 27 

50,028.18 

$ 129,896.77 



Following approval by the Director and in accordance with 
the authority delegated to him by the Trustees, payment of 
bills was authorized to be charged as follows for the month 
of October, 1979, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



BPL Form No. 1046F— 1 /74 



/ 



Minutes of Meeting 
Administrative Agency 



Xg_ ■ ^ ^ty Appropriatio 



n 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 

CurrLMit Charges and ObJlgations 
Equipment 



Total 



To Trust Funds 



$ 690,039.62 

165,450.26 

9,500.00 

217,484.58 

8,740.91 

. 812.56 



$1,092,027.93 



Contractual Services 
Supplies and Material 
Books 



Total 



Eastern Regional Library Syst 



em 



Books 

Supplies and Material 

Personal Services 



Total 



1,107.98 

65.52 

10.369.80 



11,543.32 



$ 76,044.32 
15,673.84 
50.028.18 

$ 141,746.34 



On a motion duly made and seconded it was 



II 



VOTED 



that subject to the approval of the Mayor in 
accordance with the provisions of Section 22 of 
Chapter 3 of the Revised Ordinances of 1961 
Philip J. McNiff, Director, or upon his delegation 
Liam M. Kfelly, Assistant Director, and Secretary of 
the Trustees, or John J. Doherty, Assistant Director 
Kevin T. Fitz Pa trick, Assistant to to the Director, 
be and hereby is authorized to sign the payrolls 



of the Library 1 



n representation of the Trustees 



for a period not to oxcnrd four weeks fr 
December 24. 1979 



om 



Minutes of Meeting 
Administrative Agency 



The Director reported that in response to public bidding 
three bids were received for supplying and delivering paper en- 
velopes, and he recommended that the contract be awarded to the 
lowest bidder. Following discussion and on motion duly made and 
seconded , it was , 



II 



VOTED: that there be entered into with Massachusetts 

Envelope Company, 30 Cobble Hill Road, Somerville 
Massachusetts, the lowest and most responsive 
bidder in the public bidding, a contract for 
supplying and delivering miscellaneous paper 
envelopes, as specified in the specifications. 



at 



total cost not to exceed five thousand 



sixty-two dollars and twenty-five cents ($5,062.25) 



II 



The Director reported that in response to public bidding, 
four bids were received for supplying and delivering book pockets, 
and he recommended that the contract be awarded to the lowest bidder 
Following discussion and on motion duly made and seconded, it was 



II 



VOTED 



that there be entere.l into with University Product 
Inc.-, P.O. Box 101, Holyoke. Mas 



lowest and most eligible bidder in th 



sachusetts, the 



di 



ng 



contract for supplying and deliver! 



e public bid- 



290,000 miscellaneous book pockets 
in the specifications, at a total c 
two thousand seven hundred sixteen doll 
cents ($2, 716.60) . 



ng 



, as spec 1 f led 
est not to exceed 
ars and sixty 



The Director reviewed the planning figures that had been put 



together in order t 



o 



prepare a budget request which is now due 



He 



pointed out that last year the Library requested 584 positions and 

547 were approved. However, the number approved was actually less 

than that because of the amount of money deducted from the appropriation 

under the term "savings" $747,000.00. He said that the projection 

of $747,000.00 savings in an account this size is not particularly 

realistic and for that reason it is very difficult to keep all 

547 postions filled. He recalled that in 1972, the approved quota 

of positions was 616. The Director proposed that this years request / 

identify 581 posi t ions ( this includes 17 positions reimbursed under 

the Regional program). He stated that this is the staffing pattern 

needed in order to adequately staff the Library to do the job. 



Minutes of Meeting 
Administrative Agency 



The figures proposed for the budget request were discussed 



as follows 



Personal Services 



Requested Library Budget 
FY-1981 



Permanent Employees 
Temporary Employees 
Over t ime 

Total Personal Services 



$ 7,580,000.00 
250,000.00 

150,000.00 

$ 7,980,000.00 



Contractual Services 



Communica t ions 
Light, Heat and Power 
Repairs and Maintenance of 
Buildings and Structures 
Repairs and Servicing of Equipment 
Transportation of Persons 
Miscellaneous Contractual Services 
Total Contractual Services 



70,000.00 

835,000.00 

60,000.00 

25,000.00 

3,000.00 

325,000.00 



$ 



1,318,000.00 



Supplies and Materials 



Automotive Supplies and Materials 
Heating Supplies and Materials 
Household Supplies and Material 
Office Supplies and Materials 
Miscellaneous Supplies and Materials 
Total Supplies and Materials 



6,000.00 

100,00.00 

25,000.00 

75,000.00 

1,037,578.00 

1.243,578.00 



Current Charges and Obligations 



Other Current Charges and Obligations 

Total Current Charges and Obligations 



$ 



477.849.00 



477,849.00 



Equipment 



Miscellaneous Equipment 
Total Equipment 



$ 



$ 



15.000.00 



15.000.00 



$ 11,034,427.00 
240,401.00 



GRAND TOTAL 



$ 11,274,828.00 



Minutes of Meeting 
Administrative Agency 



Following further discussion and on motion duly made and 
seconded, the Director was authorized to proceed with the budget 
request as outlined above. 

The Director then reported that a request had been received 
from Assistant Mayor James Young for the submission of a Capital 
Improvement Program for the Library. 

The Director reviewed the program of Capital Improvement 
discussed by the Board and approved by tlie Board, i.e., 1) a need 
for an addition of 15,000 square feet to the West Roxbury Branch 
Library, the busiest branch in the system for which the Trustees 
acquired the land several years ago; 2) The need for air condition- 
ing in 15 branch libraries that are now not air conditioned and; 
3) A replacement for the Uphams Corner Branch. He pointed out the 
tremendous pressure that has been exerted to get a replacement for 
the Uphams Corner Branch that would be located more conveniently 
to Savin Hill to better serve the community. 

A letter has been received from Vice Mayor Edward Sullivan 
requesting statements from the Library with respect to the present 
Lower Mills Branch building which will soon be replaced by a new 
building. The Board voted to authorize a letter to Real Property 
indicating that the building would be turned over to Real Property 
as soon as the new building is occupied. 

Since the fire at the Washington Village Branch Library 
seven years ago, this library has been closed. Several attempts 
by the Library to refurbish that branch library, which was located 
in a basement in the Old Colony Housing Project, were in vain be- 
cause of the inability of the Boston Housing Authority to completely 
resolve the problem that caused periodic flooding. Now a program 
has been finally created that will involve the renovation of two 
back- to-back apartment units on a first floor location to be used 
for library purposes. It is expected that this program will enable 
a reading room type library to be reopened at Washington Village 
sometime this Spring. 

A letter has been received from the City Council requesting 
that the Allston Branch Library be renamed in honor Joseph Smith, 
the recently deceased civic leader in Allston. In their discussion, 
the Trustees agreed to reconfirm the standing policy of the Board 
that branch libraries be named only by their location. 



Minutes of Meeti 



ng 



Administrative Agency 



A major problem was created with respect to the glass 
from the courtyard of the McKim Building during the execution 



of the job of repointing the bricks in th 



e courtyard. The con- 



tract was undertaken under the authority of Public Facilitie 
In the course of doing this work, the contractor caused damage 
to all of the glass in the area because he allowed acid to run 
n the glass. The contractor has been asked to replace all of 



the glass and has countered with an offer of $15,000 which would 

be totally inadequate to pay for the damage. The Trustees expressed 

the hope that the City would continue to press this litigation. 

The Director proposed that the Board convey congratulations 
to Misses Puala Todisco and Mary Jo Campbell on their becoming 
President and President Elect of the Professional Staff Association. 

Paula Todisco, speaking on behalf of the Professional Staff 
Association, welcomed the new Trustees of the Board and wished them 
well . 



A member of the public, Mr. Don Saklad, raised a question as 
to the posting of the notices of the Trustees meetings and he also 
commented on the poor acoustics in the Dudley Street Branch Library 
audi tor ium. 

The Trustees reaffirmed their desire and their policy 
of complying with the requirement of the statute and the Freedom 
of Information Act with regard to the Trustees meeti 



ngs 



Dissolved at A:20 p.m 



Secre tary 



Please read, initial return to the 
Secre ta ry 




Trustee 



y 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



t 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, December 20, 1979 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 9:50 a.m. 

Present: Messrs. Maher, Parks and Snyder, Trustees. Also present 
was one representative from the Professional Staff Association. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on November 30, 1979, as presented 
were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follov^;s for the month of November 1979 
provided that expenditures from City Appropriation have the approval of 
the City Auditor; 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



522,910.28 

86,716.42 

22,193.77 

39,361.92 

9,145.50 

1,134.55 



$ 711,452.54 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total: 



Eastern Regional Library Syste 

Books 

Supplies and Materials 

Personal Services 



m 



Total: 



762.73 
23,047.00 
27,101.72 

50,911.45 



63,067.42 

3,757.64 

39,376.07 



$ 106,376.07 



BPL Form No. 1046F— 1/74 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of November, 
1979, provided that payment of bills from City Appropriation have 
the approval of the City Auditor: 



Minutes of Meeting 
Administrative Agency 
December 20, 1979 
P. 2 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total: 



$ 552,910.28 

116,825.24 

34,096.14 

39,361.92 

101,380.14 

1,013.19 

$ 845,586.91 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total: 



Eastern Regional System 

Books 

Supplies and Materials 

Personal Services 



Total: 



462.73 
23,047.00 
27,101.72 

50,911.45 



$ 63,067.42 

8,013.39 

39,551.01 

$ 110,631.92 



On a motion duly made and seconded it was, 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from January 22, 1980." 



/ 



Minutes of Meeting 

Administrative Agency 

December 20, 1979 
P. 3 



The Director reported that only one bid was received in response 
to public bidding for carbon filters. He stated that the Library had pre- 
viously bought these filters for this company and he was satisfied that the 
price was reasonable. Following discussion and on motion duly made and 
seconded it was. 



VOTED: that there be entered into with 

Air Engineering, Inc., 354 Main Street, 
Winthrop, Massachusetts, the sole eligible 
and responsible bidder in the public bidding, 
a contract for supplying and delivering and installing 
2616 carbon-filled panels for CF-4 activated 
carbon filters, as specified in the specifica- 
tions, at a total cost not to exceed Eighteen 
Thousand Nine Hundred Sixty-six Dollars and 
No Cents ($18,966.00). 



In response to public advertising for data storage media, only 
one bid was received, that from Winbrook Associates. The product bid did 
not meet the specifications and the bid price did not reflect this For 
these reasons the Director recommended that the bid be rejected and that 
this contract be readvertised. It was so voted. 

A copy of the proposed renovation plans for the Washington Village 
library was reviewed. The Boston Housing Authority working in cooperation 
with Public Facilities and the Library Department is planning to go out to 
bid in the near future to have the proposed work undertaken. 

The President proposed that the Board go into Executive Session 
on a personnel matter. On motion duly made and secocrtied it was so voted. 

Dissolved at 10:15 a.m. 





Secretary 



Please read, initial and 
return to the Secretary 



r /?■ n 



Trustee 



'1 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, December 20, 1979 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 9:50 a.m. 

Present: Messrs. Maher, Parks and Snyder, Trustees. Also present 
was one representative from the Professional Staff Association. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on November 30, 1979, as presented 
were approved. 

' Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the month of November, 1979, 
provided that expenditures from City Appropriation have the approval of 
the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$ 522,910.28 

86,716.42 

22,193.77 

39,361.92 

9,145.50 

1,134.55 

$ 711,452.54 



To Trust Funds 

Contractual Services 
Supplies and Materials 
Books 



Total 



Eastern Regional Library System 

Books 

Supplies and Materials 

Personal Services 



762.73 

23,047.00 
27,101.72 

50,911.45 



Total: 



$ 63,067.42 

3,757.64 

39,376.07 

$ 106,376.07 



BPL Form No. 1046F— 1 /74 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of November, 
1979, provided that payment of bills from City Appropriation have 
the approval of the City Auditor: 



Minutes of Meeting 
Administrative Agency 
December 20, 1979 
P. 2 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total: 



$ 552,910.28 

116,825.24 

34,096.14 

39,361.92 

101,380.14 

1,013.19 

$ 845,586.91 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total: 



Eastern Regional System 

Books 

Supplies and Materials 

Personal Services 



Total: 



462.73 
23,047.00 
27,101.72 

50,911.45 



$ 63,067.42 

8,013.39 

39,551.01 

$ 110,631.92 



On a motion duly made and seconded it was. 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances 'of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from January 22, 1980." 



* 



Minutes of Meeting 

Administrative Agency 

December 20, 1979 
P. 3 



The Director reported that only one bid was received in response 
to public bidding for carbon filters. He stated that the Library had pre- 
viously bought these filters for this company and he was satisfied that the 
price was reasonable. Following discussion and on motion duly made and 
seconded it was. 



VOTED: that there be entered into with 

Air Engineering, Inc., 35A Main Street, 
Winthrop, Massachusetts, the sole eligible 
and responsible bidder in the public bidding 

^Mr'^'^K" ^°^f^PPlyi"8 ^^d delivering and installing 
2616 carbon-filled panels for CF-4 activated 
carbon filters, as specified in the specifica- 
tions, at a total cost not to exceed Eighteen 
Thousand Nine Hundred Sixty-six Dollars and 
No Cents ($18,966.00). 



In response to public advertising for data storage media onlv 
one bid was received, that from Winbrook Associates. The product bid did 
not meet the specifications and the bid price did not reflect this For 
these reasons the Director recommended that the bid be rejected and that 
this contract be readvertised. It was so voted. ^J^^^e^ and that 

A copy of the proposed renovation plans for the Washington Village 
library was reviewed. The Boston Housing Authority working in cooperation 
with Public Facilities and the Library Department is planning to go out to 
bid m the near future to have the proposed work undertaken. 

The President proposed that the Board go into Executive Session 
on a personnel matter. On motion duly made and seconc^ it was so voted. 



Dissolved at 10:15 a.m. 




'^ 




Secretary 



Please read, initial and 
return to the Secretary 



Trustee 



^ ? 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, December 20, 1979 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 9:50 a.m. 

Present: Messrs. Maher, Parks and Snyder, Trustees. Also present 
was one representative from the Professional Staff Association. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on November 30, 1979, as presented 
were approved. 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the month of November, 1979, 
provided that expenditures from City Appropriation have the approval of 
the City Auditor; 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total: 



$ 522,910.28 

86,716.42 

22,193.77 

39,361.92 

9,145.50 

1,134.55 

$ 711,452.54 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total: 



Eastern Regional Library System 

Books 

Supplies and Materials 

Personal Services 



Total: 



762.73 
23,047.00 
27,101.72 

50,911.45 



63,067.42 

3,757.64 

39,376.07 



$ 106,376.07 



BPL Form No. 1046F— 1 /74 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of November, 
1979, provided that payment of bills from City Appropriation have 
the approval of the City Auditor: 



4 



Minutes of Meeting 
Administrative Agency 
December 20, 1979 
P. 2 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total: 



$ 552,910.28 

116,825.24 

34,096.14 

39,361.92 

101,380.14 

1,013.19 

$ 845,586.91 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total: 



Eastern Regional System 

Books 

Supplies and Materials 

Personal Services 



Total: 



$ 462.73 
23,047.00 
27,101.72 

$ 50,911.45 



$ 63,067.42 

8,013.39 

39,551.01 

$ 110,631.92 



On a motion duly made and seconded it was, 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from January 22, 1980." 



Minutes of Meeting 

Administrative Agency 

December 20, 1979 
P. 3 



The Director reported that only one bid was received in response 
J . ^° public bidding for carbon filters. He stated that the Library had pre- 
TT^ ,J /* viously bought these filters fo^ this company and he was satisfied that the 
^MOY-t^J-^ ^^ ^ price was reasonable. Following discussion and on motion duly made and 
^' ^' ' / seconded it was. 




7) 



VOTED: that there be entered Into with 

Air Engineering, Inc.. 354 Main Street, 
Winthrop, Massachusetts, the sole eligible 
and responsible bidder in the public bidding 

7A?r^"w^ ^7 supplying and delivering and Installing 
2616 carbon-filled panels for CF-A activated 
carbon filters, as specified in the specifica- 
tions, at a total cost not to exceed Eighteen 
Thousand Nine Hundred Sixty-six Dollars and 
No Cents ($18,966.00). 



In response to public advertising for data storage media onlv 
one bid was received, that from Winbrook Associates. The product bid did 
not meet the specifications and the bid price did not reflect this For 
these reasons the Director recommended that the bid be rejected and that 
this contract be readvertised. It was so voted. 

A copy of the proposed renovation plans for the Washington Village 
library was reviewed. The Boston Housing Authority working in cooperation 
with Public Facilities and the Library Department is planning to go out to 
bid in the near future to have the proposed work undertaken. 



The President 
on a personnel matter. 



proposed that the Board go into Executive Session 
On motion duly made and seco/f\ied it was so voted. 



Dissolved at 10:15 a.m. 




'^ 



tU/j 



Secretary 



Please read, initial and 
return to the Secretary 



Trustee 



If? I* 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, January 17, 1980 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:05 a.m. 

Present: Messrs. Maher, Parks and Snyder, Trustees. • Also present 
Mayor White and a member of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on December 20, 19 79, as presented 
were approved. 



follows : 



Approval of expenditures for services and supplies were confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trsutees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of December, 19 79, provided that expenditures 
from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 



Total 



$555,667.00 
75,598.41 

43,690.45 

270.50 

411.45 

$675,637.81 



To Trust Funds 



Contractual Services 
Books 



Total 



$ 111.27 
21,125.94 

$ 21,237.21 



Eastern Regional Library System 

Books 

Supplies 

Personal Services 



Total 



$ 72,729.76 
10,979.55 
39,433.09 

$123,142.40 



as follows : 



Approval of payment of bills for services and supplies was confirmed 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Page Two 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of December 
1979, provided that payment of bills from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$555,667.00 

104,909.28 

40,173.45 

270.50 

7,948.02 

2,264.83 

$711,233.08 



To Trust Funds 



Contractual Services 
Books 



Total 



Eastern Region System 

Books 

Supplies and Materials 

Personal Services 



Total 



On 



$ 111.27 
21,125.94 

$ 21,237.21 



$ 72,729.76 

6,741.26 

39,433.09 

$118,904.11 



"VOTED: 



a motion duly made and seconded it was, 

that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
February 19, 1980. 



* *. 



Minutes of Meeting 
Administrative Agency 
Page Three 



The Director stated that it was necessary at this time to renew 
the contract for supplying periodicals and serials for the year 1980 He 
explained that this contract was advertised for public bid two years'ago. 
The Faxon Company bid was submitted with a provision for renewal as of 
January 1, 1979 and as of January 1, 1980. The Director stated that the 
Library was very satisfied with the services of the Faxon Company and he 
recommended that the Library enter into this contract for a third year 
Following discussion and on a motion duly made and seconded it was, 

"VOTED: that, without public advertising, there be entered into 
with F. W. Faxon Co., Inc., 15 Southwest Park, Westwood, 
Massachusetts, a contract for (1) supplying periodicals 
and serials for the year 1980, and (2) servicing the sub- 
scriptions for the individual items throughout the year 
as specified in the specifications and Appendix A, and 
subject to the terms, agreements, and conditions set forth 
in said contract, at a total cost not to exceed one 
hundred sixty-six thousand three hundred thirteen dollars 
and no cents ($166,313.00)." 

^^ response to advertising for contract for supplying and de- 
livery of miscellaneous electrical ballasts two bids were received and the 
Director recommended that the contract be awarded to the low bidder. On 
a motion duly made and seconded it was, 

"VOTED: that there be entered into with Gem-Peerless Electric Supply 
Company, 110 Washington Street, Boston, Massachusetts, 
the lowest and most eligible bidder in the public bidding 
a contract for supplying and delivering miscellaneous 
electrical ballasts, as specified in the specifications, 
at a total cost not to exceed Six Thousand Three Hundred 
Twenty-Seven Dollars and Fifty Cents ($6,327.50)." 

In response to public advertising for a contract for supplying and 
delivery of miscellaneous office supplies only one bid was received. This 
bid was submitted by the J. L. Hammett Co. and the Director recommended that 
a contract be awarded to this company. The Library has done business with this 
firm for many years and has been very satisfied with the quality of merchandise 
delivered by this firm. On a motion duly made and seconded it was 



ti 



VOTED : 



that 'there be entered into with J. L. Hammett Co., Hammett 
Place, Braintree, Massachusetts, the sole eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering miscellaneous office supplies as 



Minutes of Meeting 
Administrative Agency 
Page Four 



specified in the specifications under Items numbered 1, 
2(a), 2(c), 3, 4, 5, 7, 9, 10(a), 10(b), 11, 13, 14, 15, 
16, 18, 19(a), 23(a), 23(b), 23(c), 24, 26(a), 26(b), 
27(a), 27(b), 27(c), 28(a), 28(b), 32, 34, 35, 36, 37, 
38, 39(a), 39(b), 40(a), 40(b), 42, 45, 46, 48, and 49 
at a total cost not to exceed four thousand five hundred 
twenty-two dollars and ninety-eight cents ($4,522.98)." 

In response to public advertising for contract for supplying and 
delivery of thirty RP06-PA Disk Pack Storage Media two bids were received 
and the Director recommended that the contract be awarded to the low bidder. 
On a motion duly made and seconded it was, 

"VOTED: that there be entered into with Digital Equipment Corpora- 
tion, Camp Sargent Road, Merrimack, New Hampshire, 
the lowest eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering thirty 
RP06-PA Disk Pack Storage Media, as specified in the 
specifications, at a total cost not to exceed eighteen 
thousand seven hundred ninety-one dollars and twenty- 
five cents ($18,791.25)." 

The Director reported on a meeting at Public Facilities with Mr. 
Peter Scarpignato to discuss plans to build an addition to the West Roxbury 
Branch Library. This addition will be built on a parcel of land immediately 
adjacent to the present Branch Library which was given to the Trustees by 
the West Roxbury Congregational Church in 1977 with the hope that an addition 
would be built to the West Roxbury Branch Library. 

In response to a question as to how the needs of the community are 
matched with the Library's ability to pay, the Director reviewed the history of 
the development of branch service in Boston pointing out that the role of the 
Library differs from community to community depending on the economic status 
and educational background, etc. of the people in each community. He stated 
that when measured against national standards there would seem to be too many 
branch libraries in Boston. However, this does not take into account the 
traditional neighborhood orientation of Boston communities and the history of 
the city itself. In recent years, the branch system has been enhanced by the 
opening of new district libraries at Codman Square and Dudley Street with a 
replacement branch currently under construction for Lower Mills. In 1972 the 
quota of authorized full-time positions was 616. With reorganization and con- 
solidation the fiscal 1980 request for staffing has been reduced to 581. 



Minutes of Meeting 
Administrative Agency 
Page Five 



In Board of Trustees 
Thursday, January 17, 1980 



Last year 583 positions were requested Sfifi . u c 

be reimbursed by the State. 547 cLv f ^ /° ^^ ^""'^^'^ ^^ "^^e City and 17 to 
the authorized positions hive not been filLd'h"'"°"' T" -'^orlLd bu all 
of money deducted for "turnover." Those peoole^"".'^ °' "^^ excessive amount 
Catalog project are paid under a ernn^f ^ '^u "°'^''^"8 °n the Research Library 
Starting in 1981 the^Library hopef to movrto "•'' °"'^^ °' Education^ ^ 
new materials entering the system! * computer based catalog for all 

of the securiS in"^the"*Libr:5" She'a'r '"*'''^' ^'°^^ ^"^^ '^e inadequacies of 
that she had sent to the President ^f the bTT"'.'"^ "^""^"'^ °' ^ '"ter 
seconded, the Board voted to go i^to Executive^ " '"°"°" ""'^ '"'"^ ^"^ 
■"^"^■^s. 8 "l^" Executive Session to discuss related personnel 

Dissolved at 10:50 a.m. 



Secretary 



1 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Broad of Trustees 

Administrative Agency Thursday, February 28, 1980 

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

Present: Messrs. Maher, Parks, Snyder, Rabb, Trustees. Mayor White. 
Also present, members of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the Regular Meeting on January 17, 1980, as presented 
were approved. 



follows : 



Approval of expenditures for services and supplies were confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of January, 1980, provided that expenditures from 
City Appropriate have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

To Trust Funds 



$689,081.94 

85,053. 17 

44,688. 31 

50,852.91 

-0- 

1,422.83 

S871,099.21 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 
Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



-0- 

171.99 
-0- 
-0- 
-0- 
-0- 

171.99 



$ 51,495.00 

7,992.49 

48,923.66 



Total 



$108,411.15 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Page Two 



follows: 



Approval of payment of bills for services and supplies was confirmed as 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of 
January, 1980, provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$689,081.94 

111,557.38 

46,795.2? 

50,852.91 

41,767.12 

72.00 

$940,767.57 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



-0- 
171.99 
-0- 
-0- 
-0- 
-0- 



171.99 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



34,494.00 

9,636.36 

48,923.66 

$110,055.02 



On a motion duly made and seconded, it was: 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be and hereby is authorized to sign 
the payrolls of the Library in representation of the 
-Trustees for a period not to exceed five weeks from 
March 3, 1980. 



Minutes of Meeting 
Administrative Agency 
Page Three 



The Secretary stated that at the last meeting of the Board a contract 
was awarded to Digital Equipment Corporation, the low bidder for supplying and 
delivering Disk Pack Storage Media to the Library. Because of the number and 
nature of exceptions that Digital Equipment Corporation had imposed on the 
contract, the Corporation Counsel's office recommended that the vote be can- 
celled and that the contract be awarded to the next low bidder, Winbrook 
Associates. The conditions imposed by Digital Equipment Corporation would re- 
quire the Law Department to negotiate a completely new contract agreement for 
supplies and that it would set a precedent for other corporations dealing with 
the City. In the discussion that followed the Secretary stated that the 
Winbrook Associates bid would meet the specifications. Following further dis- 
cussion and on a motion duly made and seconded, it was 

"Voted: that a vote Issued by the Trustees of the Boston Public Library 
on January 17, 1980, to Digital Equipment Corporation, Camp 
Sargent Road, Merrimack, New Hampshire, be cancelled, due to 
the number and nature of exceptions raised by Digital Equipment 
Corporation in executing a City of Boston Contract; 



and 



Voted: 



Accounts: 



that there be entered into with Winbrook Associates, 283 
Crescent Street, Waltham, Massachusetts, the second low 
eligible and responsive bidder in the public bidding, a 
contract for supplying and delivering thirty RP06 Disk 
Pack Storage Media, as specified in the specifications, 
at a total cost not to exceed twenty-two thousand one 
hundred ten dollars and no cents ($22,110.00). 

The Director reviewed the current status of 'the budget in the Personnel 



Account No. 10 Account No. 11 Account No. 12 



Appropriation for 
fiscal yeai 198G: 

Estimated deficit 
surplus 

Revenue from Office 
of Education 

Net deficit projected 



6.6 million 



-250,000 



150,000 
100,000 



180,000 



-125,000 



50,000 
75,000 



140,000 



+ 25,000 



-0- 



+ 25,000 



The Director stated that the Library has a tradition of living within its budget 

and in order to achieve a zero deficit, he proposed that the Library adopt a 

total hiring freeze except for those vacant positions that are absolutely necessary 



Minutes of Meeting 
Administrative Agency 
Page Four 



to the day-to-day operations. The Director stated that in adopting this hiring 
freeze he anticipated that the Library would get within $50,000 of this goal. 
He pointed out that the Library had originally requested an additional $50,000 
in the 11 Account which is the account that is used to hire local high school 
students on a part-time basis throughout the library system. He also noted 
that this figure was based on paying these students at the rate of $2.60 per 
hour which is under the minimum wage of $3.10 per hour. The Director then went 
on to talk about the non-personnel accounts. The only accounts where a deficit 
is projected are as follows: 

Account No. 22 Account No. 22 
Light, Heat and Power Heating supplies and 

Materials 



Appropriation for fiscal 
year 1980 

Projected deficit 



725,000 
150,000 



70,000 
30,000 



The Director then distributed a document summarizing the Library's 
efforts in energy conservation over the past seven years: 



Year 

1973 
19 74 
1975 
1976 
1977 
1978 
1979 



Steam 



Electric 



M-lbs 



Cost 



KWH 



Cost 



76,13,000 186,619.06 

46,433,000 231,697.35 

40,894,000 231,748,61 

29,002,000 177,279.68 

23,299,000 164,217.84 

30,467,000 223,892.30 

26,017,000 253,783.71 



16,298,169 326,286.69 



13,099,426 
11,379,538 
10,081,333 
9,412,570 
10,249,705 
10,763,774 



464,680.63 
472,061.08 
482,214.48 
488,949.66 
549,524.76 
643,209.19 



The Director pointed out that these were the expenditures in the 22 Account over 
the past seven years. He noted that while the consumption of steam heat had 
been reduced by 66%, the actual cost had risen by 37%. In the case of electricity, 
the use of electricity since 19 73 has been reduced by 34% yet the actual billing 
for electricity has risen by 97%. In the 33 Account the Director stated that 
this account is used to pay for the cost of oil in most of the branch libraries 
and this is the most immediate problem inasmuch as the $70,000 which was appro- 
priated has been spent and the Library projects that an additional $30,000 will 
be needed to cover the cost through the end of June. The Director recommended 
that a request for a supplemental appropriation account be sent to the Budget 



Minutes of Meeting 
Administrative Agency 
Page Five 

Office immediately. Mr. Rabb asked Mayor White whether or not he felt this re- 
quest could be supported. The Mayor, in response, noted that the total pro- 
jected deficit in heat, light and power account in addition to the oil deficit 
will total $180,000 and he suggested that this total deficit be discussed at a 
meeting scheduled for the Library Administration in Vice Mayor Sullivan's 
office that afternoon. The Mayor went on to review the financial problems of 
the City and stated that no final decisions had yet been made as to how this 
problem of deficits would be dealt with in this fiscal year. In response to a 
question, the Director stated that he did not know how to further cut back on 
the consumption of energy other than the possible application of a computerized 
system to control in the Central Library. He stated that there was a projection 
that such a system could make significant reductions in this area. Mr. Maher 
stated that, in his opinion, the Library supported too many branch libraries 
and that the total number of branches should be substantially reduced. A 
lengthy discussion ensued on the whole question of reclactious in liL»rary opera- 
tions and the Director was asked to develop alternatives for the reduction of 
library operations for discussion at a future Board meeting. 

The Director reported that the Boston Housing Authority expected that 
within seven to ten days they would be ready to go out to bid for the renovations 
necessary for the reopening of the library in Washington Village. Rapid progress 
has been made in the Lower Mills branch and the structural steel has already been 
erected. The Director attended another planning session at Public Facilities on 
building an addition to the West Roxbury Library. 

With respect to affirmative action in the Library the Director reported 
the following breakdown in the complement of full-time positions. 



Male 



Female 



Caucasian 



238 



261 



Black 

Spanish 

Oriental 



Total 



15 
3 

256 



35 
9 

10 
315 



Mr. Parks requested that these figures be further analyzed in order to get a 
breakdown of all categories with respect to job levels. The Director stated this 
could b^ done. 

The Director reported that with respect to the State Aid Bill there 
would be a hearing before the House Ways and Means Committee on House Bill 5979 
which is a Bill aimed at increasing the direct State aid to cities and towns for 
library purposes and also to increase the level of support for the regional 
library program. He stated that it was his hope that if increased aid were 
approved for the regional program, some of this money could be appropriated for 
some additional positions in the Boston Public Library. 



Minutes of Meeting 
Administrative Agency 
Page Six 



Mr. Parks raised a question with respect to the Friends of the Jamaica 
Plain Branch Library. The Director stated that in response to the letter which 
he and the Trustees had received from the Friends, he reported that a meeting had 
been held with representatives of the Friends and the Library Administration. At 
this meeting the Director reiterated the standing position of the Board with 
respect to naming branch libraries but he had agreed to recommend to the Board 
that the Jamaica Plain Lecture Hall be named in honor of Francis and Elizabeth 
Moloney. A plaque would be placed outside the Lecture Hall. This might incorporate 
the design of the Moloney book plate. Mr. Ed Carr, the well-known celligrapher 
has been commissioned to design the book plate. The Director pointed out that 
a Moloney book fund has been established by the Library and that up to this point 
the only contributors to it have been Library staff members. He expressed the 
hope that Friends of the Jamaica Plain branch might take the opportunity to make 
a contribution to the Fund at the time of the first annual Moloney Lprture, it 
was agreed that this annual lecture would be held in late Spring at the Jamaica 
Plain branch. The Director stated that he had received a letter from the Friends 
subsequent to their meeting, expressing their pleasure with the actions that had 
been discussed. In the discussion that followed on this matter the Trustees 
agreed with the actions proposed and on a motion duly made and seconded, it was 



"VOTED: 



that the Lecture Hall in the Jamaica Plain Branch Library shall 
be named in honor of Francis and Elizabeth Moloney and a plaque 
shall be mounted outside the Lecture Hall commemorating Francis 
and Elizabeth Moloney." 



Meeting adjourned at 11:20 a.m. 





Clerk 



Please read, initial and return 
to the Clerk a 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, March 28, 1980 

# 

A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 11:10 a.m. 

Present: Messrs. Maher, Rabb and Snyder, Trustees. Also present were 
representatives from the Professional Staff Association and AFSCME and another 
member of the public. 

The Chairman, Mr. Maher, presiding. 

The minutes of the regular meeting on February 28, 1980, as presented were 
approved. 

Approval of expenditures for services and supplies were confirmed as 
follows : 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of February, 1980, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$718,508.45 

90,241.12 

7,235.69 

57,019.67 

-0- 

-0- 

$873,004.93 



To Trust Funds : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 
192.78 

:d.ou 

-0- 
-0- 
-0- 



197.78 



69,831.68 

2,666.40 

38,686.88 

$111,184.96 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Page Two 



foliows: 



Approval of payment of bills for services and supplied was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of 
February, 1980, provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

To Trust Funds: 



$718,508.45 

120,257.49 

36,831.41 

57,019.67 

20,390.18 

7,078.50 

$960,085.70 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Cl:iarges and Obligations 

Equipment 

Total 

Eastern Regi o nal Public Library System : 

Books 

Supplies and .lateriais 

Personal Services 



-0- 
192.78 
5.00 
-0- 
-0- 
-0- 



197.78 



69,831.68 

6,402.47 

38,686.88 



Total 



$114,921.03 



Minutes of Meeting 
Administrative Agency 
Page Three 



On a motion duly made and seconded, it was "^ 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be and hereby is authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
April 15, 1980. 

The Director reported that a meeting with the Budget Office staff to 
discuss next year's budget had been postponed. Attention is currently focused on 
the matter of deficit spending in the current budget. In order to avoid any 
overspending in the Library's personnel accounts the Director stated that the 
Library had implemented a freeze on all hiring except for absolutely essential 
positions through the end of the fiscal year. The Director stated that the 
staffing patterns were currently under review to determine what adjustments or 
changes should be made in order to avoid any future crisis situations with 
respect to staffing. The Chairman invited comments from Ms. Todisco and Ms. 
Cardillo who were present representing the Professional Staff Association and 
AFSCME. Ms. Todisco stated that in her opinion a crisis was already upon us, 
that staffing was dangerously low in many of the branches and that this was 
placing a real hardship on a lot of staff members. Ms. Cardillo said that she 
would endorse what Ms. Todisco had stated. The Trustees expressed some concern 
over inadequate staffing situations emphasizing the point that staffing should 
not be so low as to result in staff operating alone within any branch. The 
Director agreed with this, pointing out that it is library policy not to have 
branches operating with only a single staff member present in the building. The 
Director stated that he would have recommendations for the Trustees at a future 
meeting. 

The Chairman then stated that it was then necessary for Ihe Board to 
go into Executive Session to discuss matters relating to personnel. 

The meeting adjourned at 11:25 p.m. 




-^V 




Clerk 



Please read, initial and return 
to the Clerk 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Tuesday, April 29, 1980 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 3:55 P.M. 

Present: Messrs. Rabb, Snyder and Parks, Trustees, and Mayor White. 
Also present were representatives of the Professional Staff Association and other 
members of the public. 

Vice President, Mr. Rabb presiding. 

The minutes of the regular meeting on March 28, 1980, as presented, 
were approved. 



Approval of expenditure for services and supplies were confirmed as 



follows : 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of March, 1980, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materals 

Books 

Current Charges and Obligations 

Equipment 

■ 

Total 



$564,698.24 

104,760.32 

4,141.23 

281,516.28 

470.40 

-0- 

$955,586.47 



To Trust Funds : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System ; 

Books 

Supplies and Materials 

Personal Services 

Total 





-0- 




$1, 


,933. 


72 


1, 


,102. 
-0- 
-0- 
-0- 


19 

■ 


$3 


,035. 


,91 



$158,223.34 

3,069.32 

40,846.26 

$202,138.92 



BPL Form No 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Page Two 



follows: 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of 
March, 1980, provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$564,698.24 

20,531.15 

36,110.02 

281,516.28 

162,603.04 

491.88 



Total 



To Trust Funds: 



$1,065,950.61 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Publiv Library System 

Books 

Supplies and Materials 

Personal Services 





-0- 




$1, 


,933. 


72 


1, 


,102. 
-0- 
-0- 
-0- 


19 


$3, 


,035. 


91 



$158,223.34 

7,424.81 

40,846.26 



Total 



$206,494.41 



Minutes of Meeting 
Administrative Agency 
Page Three 

On a recommendation by the Director and on a motion duly made and 
seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, 
or Kevin T. FitzPatrick, Assistant to the Director, be and 
hereby is authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from May 13, 1980. 

The Director stated that it was necessary at this time for the Board 
to take action with respect to several contracts to be awarded without public 
bidding It was pointed out that two of these contracts, i.e., a contract with 
Delta Elevator Service Corporation and a contract with Inforonics, Inc. represented 
contracts that were publicly bid with the official having the option for renewal 
for the second and third years at the original bid price. The other contracts 
represented contracts that have been awarded without public bidding for several 
years past for special reasons. Following discussion and on a motion duly made 
and seconded, it was 



"VOTED: that, without public advertising, there be entered into 
with Delta Elecator Service Corporation, 50 North Beacon 
Street, Allston, MA 02134, a service contract for 
Maintenance and Servicing of Elevators throughout the 
Library System for the period July 1, 1980 through 
June 30, 1981, at a total cost not to exceed twelve 
thousand seven hundred and eighty dollars ($12,780.00)." 



and 



"VOTED: 



that there be entered into, without public advertising, 
with International Business Machines Corporation, a corpora- 
tion having a place of business at Armonk, New York, and 
at 400 Wyman Street, Waltham, Massachusetts, a contract 
for rental of certain data processing equipment during the 
period July 1, 1980 through June 30, 1981, the total 
rental thus charged to be subject to the terms, agreements, 
and conditions set forth in said contract." 



Minutes of Meeting 
Administrative Agency 
Page Four 



and 



II 



VOTED: that there be entered into with the New England Deposit 
Library, 135 Western Avenue, Allston, Massachusetts, 
an agreement for the rental, during the period July 1, 
1980 through June 30, 1981, of storage space therein 
for books and other library materials belonging to the 
Boston Public Library, in accordance with the rates 
for storage space formally adopted by the governing 
board of said New England Deposit Library." 



and 



"VOTED: 



that there be entered into, without public advertising, 
with Inforonics, Inc., 550 Newtown Road, Littleton, 
Massachusetts, a service contract for supplying and 
delivering MARC II catalog products and services during 
the period July 1, 1980 through June 30, 1981, the total 
fee thus charged to be subject to the terms, agreements, 
and conditions set forth in said contract." 



and 



"VOTED: that there be entered into, without public advertising, with 
Gilbert Small & Co., Inc., 1491 South Street, Needham, 
Massachusetts, a service agreement for the examination of 
building levels at one central library building (McKim) 
during the period July 1, 1980 through June 30, 1981, the 
total fee thus charged to be subject to the terms, agreements, 
and conditions set forth in said agreement." 



and 



II 



VOTED: that without public advertising, contracts be entered into 
for purchase of books and certain other library materials 
for the period July 1, 1980 through June 30, 1981 with the 
following contractors , subject to the terms, agreements, and 
conditions set forth in said contracts: 



Xerox University Microfilms 
Ann Arbor, Michigan; 

Disclosure, Inc. 
Bethesda, Maryland; 

U. S. Historical Documents Institute, Inc, 

Hollinger Corporation 

Both of Arlington, Virginia; 



Minutes of Meeting 
Administrative Agency 
Page Five 



In Board of Trustees 
Tuesday, April 29, 1980 



Indiana University 
Blooming ton, Indiana; 

J. S. Canner & Co. 

Carl Fischer, Inc. 

G. K. Hall & Co. 

R. L. Polk & Co. 

Standard & Poor's Corporation 

Worldwide Books, Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book Exhibit, Inc. 

Both of Briarcliff Manor, New York; 

H. W. Wilson Co. 
Bronx, New York; 

Walt Disney Educational Materials Co. 
Burbank, California; 

Briggs & Briggs, Inc. 

Bibliophilos 

General Microfilm Co. 

All of Cambridge, Massachusetts; 

American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopedia Britannica Educational Corporation 

Field Enterprises Educational Corporation 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois;" 

Yankee Book Peddler, Inc. 
Contoocook, New Hampshire; 

The Eastin-Phalen Distributing Corporation 
Davenport, Iowa; 

National Record Plan 
Deer Park, New York; 

Prentice-Hall, Inc. 
Englewood Cliffs, New Jersey; 



New ] 


Day 


Films 






Open 


Circle Cinema 






Both 


of 


Franklin Lakes, 


New 


Jersey; 



Minutes of Meeting 
Administtative Agency 
Page Six 



In Board of Trustees 
Tuesday, April 29, 1980 



AIMS Instructional Media Service 
Glendale, California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Centron Educational Films 
Lawrence, Kansas; 

Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films, Inc. 
Los Angeles, California; 

Xerox Films, Xerox Educational Publications 
Middletown, Connecticut; 

Kraus-Thomason Organization Limited 
Millwood, New York; 

Lucerne Films 

Morris Plains, New Jersey; 

MacMillan Films, Inc. 
Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut;" 



AMS Press, Inc. 

CBS Records, Division of Columbia Broadcasting, Inc. 

Carousel Films, Inc. 

Contemporary/McGraw-Hill Films 

Film Images, Inc. 

Grolier Educational Corporation 

Impact Films 

International Film Foundation 

Johnson Reprint Corporation 

Learning Corporation of America 

Macmillan Professional and Library Service 

Music Heritage Society 

NBC Educational Enterprises, Inc. 

New Yorker Films 

Peters International, Inc. 

Phoenix Films, Inc. 

Readex Microprint Corporation 

Sterling Educational Films 

Taylor Carlisle Bookstores, Inc. 

Texture Films 

Time-Life Films, Inc. 

Tricontinental Film Center 

UNIPUB 

Westinghouse Learning Corporation 

All of New York, New York; 



Minutes of Meeting 
Administrative Agency 
Page Seven 



In Board of Trustees 
Tuesday, April 29, 1980 



Center for Cassette Studies Inc. 
North Hollywood, California; 

Royal Distributors 

North Quincy, Massachusetts; 

Perennial Education 
Northfield, Illinois; 

Stechert Macmillan, Inc. 
Oakhurst, New Jersey; 

Eastern Book Company 
Portland, Maine; 

Creative Film Society 
Reseda, California; 

Lawyers Co-operative Publishing Co. ' 
Rochester, New York; 

West Publishing Company 
St. Paul, Minnesota;" 



BFA Education Media 

Pyramid Film Producers 

Both of Santa Monica, California; 

Rounder Records 
Somerville, Massachusetts; 

The Baker & Taylor Co. 
Somerville, New Jersey; 

John Curley & Associates, Inc. 
South Yarmouthport, Massachusetts; 

Ulverscrof t 

Stanford, Connecticut; 

Warren Schloat Productsions, Inc. 
Tarry town. New York; 

Graphic Microfilm, Inc. 
Waltham, Massachusetts; 

Bureau of National Affairs, Inc. 
Congressional Information Service 
National Geographic Society 
All of Washington, D. C; 



Minutes of Meeting 
Administrative Agency 
Page Eight 



In Board of Trustees 
Tuesday, April 29, 1980 



Weston Woods Studios, Inc. 
Weston, Connecticut; 

Connecticut Films, Inc. 
Westport, Connecticut; 

Wombat Films 

White Plains, New York; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 

Films Incorporated 
Wilmette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

and 

Bell & Howell, Microphoto Division 
Wooster, Ohio." 



Mayor White talked about the problems of controlling budget deficits 
in departmental budgets for the current fiscal year. Referring to the Library's 
problems in this regard, he said that after review with his budget officials 
the City was ready to accept responsibility for potential deficit of $160,000 
due to the payment of a bonus to AFSCME under the recently negotiated AFSCME 
contract. He went on to state that it was his understanding that the Library 
would have to make up the deficit attributable to the deficit in the energy account 
which will amount to about $180,000. The Director said that Library representa- 
tives had had a meeting the previous day with officials in the budget office and 
he said that it was his understanding that the deficits in the energy accounts 
would be covered by the Budget Department as something that the department had 
limited control over. It was pointed out that the additional projected deficits 
in the Personnel Account would not materialize due to the fact that the Library 
was able to add some $90,000 out of a grant from the Office of Education and also 
due in part to substantial savings that will be realized from a hiring freeze 
instituted a month ago by the Library. It was agreed that the matter of energy 



Minutes of Meeting 
Administrative Agency 
Page Nine 



In Board of Trustees 
Tuesday, April 29, 1980 



related deficits would be reviewed further with the budget officials. The Director 
was not able to say how such a large deficit would be made up If that proved to be 
necessary. The Director did report that the Library had had a few constructive 
sessions with budget officials with respect to the 1981 budget. 

vr.i, « P"^ Director reported that a meeting between the architects for Lower 
Mills Branch and Library staff had been held the previous day. The purpose of 
this meeting was to review the furnishings of the new branch. Good progress is 
being made and it is expected that the branch will be completed by October 1980 
An architect has been selected to plan a major addition to the West Roxbury 
branch. •' 

The Boston Housing Authority has advertised for bids for the renova- 
tion of the new library premises at Washington Village. The Director stated that 
it was planned to reopen this library on a reading room basis. 

The Director went on to describe the library's recent progress to 
repair all broken windows in branch libraries— most recently in South Boston 
where a great deal of damage had been done. No sooner was this completed then the 
windows were all rebroken. The police have been asked to look into this problem. 

The Library has been notified by the City Purchasing Agent of the need to 
relocate the Library Bindery which for several years now has been housed in the 
same building as City Printing. Plans for this move are being coordinated with 
Public Facilities. 

The Director spoke about the recent program in the Central Library for 
the Friends of Dudley, Vfest Roxbury and Jamaica Plain. He spoke about the value 
of Friends organizations and expressed the hope that more could be done to 
encourage the development of Friends groups throughout the branch system. 

An in-depth orientation has been implemented by the Library for all 
staff members. The program, to date, has been very successful and the Director 
expressed his opinion that a program like this is good for the staff and for 
library service. 

The meeting adjourned at 4:35 P.M. 





Clerk 



Please read, initial below and return 
to the Clerk 



■^.fi.<i- 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
September 18, 1980 



The Annual Meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room at 
10:35 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the Professional Staff Association and AFSCME 

Local //1526, and members of the public. 

The Administrative Agency proceeded to elect viva voce its officers 
for the ensuing year. 

First Vote for President 

Mr. Parks voted for Mr. Snyder, Mr. Snyder voted for Mr. Parks, Ms. 
Spring voted for Mr. Snyder, Mr. Young voted for Mr. Snyder; and 
Arthur F. F. Snyder was declared elected President. 

First Vote for Vice President 

Mr. Parks passed, Mr. Snyder voted for Mr. Parks, Ms. Spring and Mr. 
Young voted for Mr. Parks; and Mr. Paul Parks was declared elected 
Vice President. 



and 



First Vote for Secretary 

Mr. Parks voted for Liam M. Kelly, Mr. Snyder voted for Liam M. 
Ms. Spring voted for Liam M. Kelly, Mr. Young voted for Liam M. 
and Liam M. Kelly was declared elected Secretary. 



Kelly, 
Kelly; 



First Vote for Secretary Pro Tern 

Mr. Parks voted for Philip J. McNiff, Mr. Snyder voted for Philip J. 
McNiff, Ms. Spring voted for Philip J. McNiff, Mr. Young voted for 
Philip J. McNiff; and Philip J. McNiff was declared elected Secretary 
Pro Tem. 

On a motion duly made and seconded, it was then 

"VOTED: that any members of the Board of Trustee be, and hereby 

is authorized to sign on behalf of the Board, bills, special 
drafts, and payrolls of the Library." 



II 



VOTED: that, until the next annual meeting, the President, or 

Vice President, or in the inability of either, any member 
of the Board, and by delegation the Director, or the 
Secretary 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 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 
payments under contracts so voted." 



BPL Form No. 1046F— 1 /74 



Minutes of Annual Meeting 
Administrative Agency 
September 18, 1980 
Page Two 



The President stated that membership on the Standing Committee on 
Finance for the ensuing year should be as follows: 

Paul Parks 
Arthur F. F. Snyder 
Micho Spring 
James F. Young 

The President stated that the Trustees as the appointive body must 
make provision at the annual meeting for hearing of Civil Service personnel when 
and as needed during the ensuing year. On a motion duly made and seconded, it was 



"VOTED: 



that we, the Trustees of the Boston Public Library having 
appointive authority over the Civil Service personnel at the 
Library, do appoint one of our members, Arthur F. F. Snyder, 
Trustee, to hold and conduct hearing in accordance with 
Chapter 31 of the General Laws whenever the said hearings are 
deemed necessary; 



and 

FURTHER 

VOTED: 



that in the event of the unavailability of Arthur F. F. 
Snyder, Paul Parks, Trustee, is hereby authorized to conduct 
the abo-.^e-mentioiied hearings, this power to be valid only 
until the expiration or appointment of any member of this 
Board." 

The President then appointed Liam M. Kelly as Secretary of Committees 
and Philip J. McNiff as Secretary of Committees Pro Tem to serve until the next 
annual meeting. 

On a motion duly made and seconded, it was then 



"VOTED: 



that, until the next annual meeting, Philip J. McNiff, Director 
or upon his delegation, Liam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director be, and hereby is authorized to act on behalf of the 
Trustees in the administration of the personnel procedures 
established by them for the appointment of all officers and 
employees of the Library up to but not including the level 
immediately below that of the Director, and to fix the re- 
muneration for all such officers and employees subject to the 
salary and wage scales as currently established by vote of the 
Trustees, said appointments and changes in remunerations to be 
reported to the Trustees at their next meeting for confirmation." 



■r-* 



Minutes of Annual Meeting 
Administrative Agency 

September 18, 1980 

Page Three 

and 



II 



VOTED: that, until the next annual meeting, Philip J. McNiff, or 
upon his delegation, Liam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director 
be, and hereby is authorized to sign on behalf of the Board 
in approval of the payment of all vouchers or bills covering 
expenditures incurred in terms of one quarter of the fiscal 
year 1980-81 budget allowance, but in no case exceeding those 
in the budget estimates for the fiscal year 1980-81, as shall 
be approved by the Board of Trustees, said payments to be 
reported to the Board at its next regular meeting for 
confirmation." 



and 

"VOTED: that, until the next annual meeting, the President, Vice 

President, the Director, and the Secretary of the Trustees 
be, and hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all communications in 
connection with the award of contracts so voted or recommended 
to be so voted." 



and 
"VOTED: 



that, until the next annual meeting for the signing of checks 
drawn upon the petty cash checking accounts of the Library 
Thomas T. McLaughlin, Supervisor of Accounting Services, or 
Liam M. Kelly, Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability, be 
authorized to sign checks; and Philip J. McNiff, Director or 
Liam M. Kelly, Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability be 
authorized to coutersign checks, provided that in no instance 
does the same individual both sign and countersign a check." 



The meeting dissolved at 10:40 A.M. 




retary 



Please -read, initial below and 
rejturnfvt)o the Secretary 



Trustee 




'^^FnSFfP^SKnl^^ ^^^^^^ LIBRARY OF THE CITY OF BOSTON 

.^ . . , ^. . ^ In Board of Trustees 

Administrative Agency Thursday. September 18. 1980 

A„. f .t "^^'=^"8 °f the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:40 A.M. 

Present: Messrs. Parks. Snyder. Ms. Spring and Mr. Young, Trustees. 

Local''#lS7fi "T ■^^P'^^^^"^^"^^^ °f the Professional Staff Association and AFSCME 
Local /;1526, and members of the public. 

The President, Mr. Snyder, presiding. 

The Secretary stated that it was necessary for the Board to accept the 
minutes of the regular meeting of the Administrative Agency on April 29 1980 He 
reported that all of the Trustees attending the meeting of April 29th hid signed 
and returned copies of the minutes. On a motion duly made and seconded the 
minutes were accepted as approved. 

Action taken by the Committee on Finance since the last meeting of the 
Board was approved as follows: 



On June 2 3, 1980 



"VOTED: 



that, until the regular appropriations have been made by the 
City Council for fiscal year 1981 and in accordance with the 
provisions of the Acts of 1909 (as amended) Section 3A, a 
budget shall be adopted for the Library Department as authorized 
by said legislation." 



and 



"VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, 
or Kevin T. FitzPatrick, Assistant to the Director be, and 
hereby is authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from June 17, 1980; July 15, 1980; August 12, 1980- 
September 9, 1980." 



and 



On July 30, 1980 



"VOTED: 



that there be entered into with Coverall Service Co., Inc., 
73 Addison Street, East Boston, Massachusetts, the sole bidder 
in the public bidding, a contract for the rental of miscellan- 
eous uniforms during the period July 1, 1980 through June 30, 
1981 at prices per unit as follows: 



Two (2) shirts. Two (2) pants per man 
Two overalls (per) 
Two (2) dresses (per) 



$1.80 per week 
1.20 per week 
1.20 per week" 



'BB£^!^:B^~^PSF-~-' 



BPL Form No 1046F— 1 /74 



•♦, 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Two 

and 



"VOTED: that there be entered into with Boston Window & Floor 
Cleaning Co., Inc., 253 Summer Street, Boston, 
Massachusetts, the lowest responsible and eligible bidder 
under Group I in a public bidding, a contract for the 
cleaning of windows during the period July 1, 1980 
through June 30, 1981 at library buidlings designated 
under Group I of the specifications at a cost not to 
exceed seven thousand seven hundred seventy dollars 
and no cents ($7,770.00)." 



and 



"VOTED: that there be entered into with Balco, Inc., 160 

Charlemont Street, Newton, Massachusetts, the lowest 
eligible, responsible and responsive bidder, a 
contract for the operation and servicing of heating, 
ventilating, and air conditioning systems, electrical 
systems and equipment, as well as plunbing systems, 
throughout the Library system during the period July 1, 
1980 through June 30, 1981, at a total cost not to 
exceed one hundred sixty-three thousand two hundred 
fifty-nine dollars and four cents ($163,259.04)." 



and 



"VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for 
leasing of two panel trucks and one station wagon for 
the Eastern Massachusetts Regional Library System 
during the period July 1, 1980 through June 30, 1981 
at the following rates: 



Panel Trucks 
Station Wagon 



Monthly Lease Cost 
per Vehicle 

$450.00 
420.00 



Mileage Charge 
per Mile 

$.20 
.20 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Three 

and 



"VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of three panel trucks and three station wagons 
during the period July 1, 1980 through June 30, 1981 
at the following rates: 



Monthly Lease Cost 
per Vehicle 

Three Panel Trucks 

(2) Model E-150 (1981) $450.00 
(1) Model E-350 (1981) 480.00 

Three Station Wagons 

(3) Model Fairmont (1981) 420.00 

Estimated Cost for 1981: 



Mileage Charge 
per Mile 



$.22 
.22 



.22 



Lease Costs per 

(2) E-150 (a $450.00 
(1) E-350 @ 480.00 

(3) Station Wagon @ 420.00 

Total 

Estimated Gas Cost (60,000 
Miles (9 $.22/mile) 



$10,800.00 

5,760.00 

15,120.00 

$31,680.00 



13,200.00 
$44,880.00 



and 



"VOTED: that the Board of Trustees in charge of the Library 
Department of the City of Boston, acting in the 
name of and for the City of Boston, does hereby 
accept an instrument of lease by and between ERNEST 
M. HELIDES, TRUSTEE, AS HE IS TRUSTEE OF THE HELIDES 
REALTY TRUST and the CITY OF BOSTON of the premises, 
street floor and basement storage space, situated 
at 6 Weir Street, Taunton, Massachusetts, subject to 
the rental, terms, agreements, conditions, and 
covenants set forth in said instruments of lease; 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Four 

and 



VOTED: that Philip J. McNiff, Director, and Librarian, of the 
Public Library of the City of Boston be and hereby is 
authorized and directed in the name and behalf of the 
Board of Trustees in charge of the Library Department 
of the City of Boston to execute said instrument in 
duplicate." 



and 



"VOTED: that there be entered into with Marketechs, Inc., 
418 Linden Street, Wellesley, Massachusetts, the 
lowest, responsible, responsive, and eligible 
bidder in the public bidding, a contract for the 
rental and maintenance of computer terminals, as 
specified in the specifications, during the 
period July 1, 1980 through June 30, 1981, with 
option for renewal as of July 1, 1981, and as of 
July 1, 1982 at a total cost not to exceed 
fifteen thousand five hundred fifty-two dollars 
and no cents ($15,552.00)." 



and 



"VOTED: that, without public advertising, there be entered 
into with Automatic Alarm Co., Inc., 39 Francine 
Road, Braintree, Massachusetts, a contract for the 
inspection and testing of fire alarm systems at the 
Central Library Building, and at various other 
locations throughout the Library System, as 
specified in the specifications, during the period 
July 1, 1980 through June 30, 1^81 at a total cost 
not to exceed four thousand dollars ($4,000.00)." 



The Secretary stated that it was necessary for the' Board to confirm 
actions taken in the routine operation of the Library each month. This involves 
confirmation of approval of expenditures for services and supplies as well as 
approval of payment for those same items: 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Five 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows for 
the month of July 1980, provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



July 1980 

$550,975.30 

124,922.69 

4,689.64 

16,859.26 

230,968.75 

971.46 



Total 



To Trust Funds 



Supplies and Materials 



Total 



$929,387.10 

4,440.03 
$ 4,440.03 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$ 2,717.68 

2,248.08 

49,501.71 

$54,467.47 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of July 1980 
provided that payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$550,975.30 

658.73 

691.14 

16,859.26 

-0- 

89.89 



Total 



$569,274.32 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Six 

To Trust Funds 



Supplies and Materials 



Total 



Eastern Regional Public Library System: 

Books 

Supplies and Materials 

Personal Services 

Total 



4,440.03 
$ 4,440.03 



2,717.68 

1,123.39 

49,501.71 

$ 53,342.78 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows for 
the month of August 1980, provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



August 1980 

$475,304.48 
95,428.35 
39,611.91 
91,105.87 
29,199.12 
531.15 

$731,180.88 



To Trust Funds 



Contractual Services 
Supplies and Materials 
Books 



Total 



Special Appropriations: Unliquidated Reserve 

Eastern Regional Public Library System: 

Books 

Supplies and Materials 

Personal Services 



$ 439,17 

500.53 

3,230.10 

$ 4,169.80 

$ 6,918.81 



$ 87,403.76 

2,177.52 

45,455.91 



Total 



$135,037.19 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Seven 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of August 1980 
provided that payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



August 1980 

$475,304.48 

4,770.17 

6,455.59 

91,105.87 

10,315.95 

397.27 

$588,349.33 



To Trust Funds 



Contractual Services 

Supplies and Materials 

Current Charges and Obligations 

Total 

Eastern Regional Public Library System: 

Books 

Supplies and Materials 

Personal Services 

Total 



439.17 

500.53 

3,230.10 

$ 4,169.80 



$ 87,408.76 

4,709.36 

45,455.91 

$137,574.03 



The Secretary stated that it was necessary for the routine operations 
of the Library to have a note authorizing library administrators to sign the pay- 
rolls for a period of four weeks. On a motion duly made and seconded, it was 



"VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
October 9, 1980." 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Eight 

The Director reviewed the major elements of the budget as it was 
originally submitted by the Mayor and approved by the City Council and then 
subsequently reduced by the sum of $1,000,000. The Director, first of all, noted 
that the budget as approved by the City Council had several major deficiencies, 
i.e. 

"11" Account underfunded by $70,000 
This is the account used to pay for high school students 
who work part-time in the branches and the Central Library. 

"12" Account underfunded by $110,000 
This is the account that covers the cost of Sunday service 
($100,000) as well as any over-time that is necessary during 
the year. 

"22" Account underfunded by $200,000 
This account covers the cost of electricity and steam. 

"33" Account underfunded by $24,000 
This account covers the cost of oil. 

"39" Account underfunded by $250,000 
This is the book account and in order for the library to be 
eligible for the State Aid Program the book budget should 
represent 12% of the total budget. 

Before signing the budget into law the Mayor reduced this budget by 
an additional $1,000,000. This additional $1,000,000 was cut out of the 22 
Account, 29 Account and the 39 Account. (22 - Heat Light and Power, 29 - 
Miscellaneous Contractual Services, and 39 - Book). The Director stated that 
it would be necessary to transfer money out of the Personnel Account into these 
three accounts in order to enable the Library to continue basic operations. 
He spoke of the importance of the Book Account in relation to the State Aid 
Program and the State Regional Program. He noted that it was due in large 
measure to the State programs that all of the new branches, including the 
Central Library, were able to be stocked with new book collections without any 
capital appropriations from the City budget which is the normal way of handling 
new collections in new or enlarged facilities. He also pointed out that the. 
Library was currently negotiating to get additional money under the State 
Regional Program budget. 

In summarizing, the Director stated that the budget, as approved by 
the City Council, was inadequate in several areas and would have required some 
adjustments in the Library's program of service. In addition, he pointed out 
that that budget did not provide for any increase in salaries that may be 
negotiated by the Professional Staff Association and did not provide for any. 
management salary increases. 



'I.' 



Minutes of Meeting 
Administrative Agency 
September 18, 1980 
Page Nine 

With respect to the budget as it was signed into law by the Mayor 
there are two alternatives, the first one being to urge the Mayor to restore the 
money that has been cut from the budget and, the other alternative is to adopt 
a revised program of library service that will cut back on the Library's service 
commitments but which will allow the Library to continue to ensure quality in 
all services that are continued. This might entail a closing of the Central 
Library possibly from Friday evening until Monday morning, restricting some 
reference services in the Research Library in the evening hours as well as 
closing several branches. The Director went on to cite some branches that 
might be subject to closing, i.e., Allston, Faneuil, Orient Heights, Uphams 
Corner, Mattapan and Elgeston Square as well as the Hospital Library Service 
and the Bookmobile. A discussion followed which focused on the issues involved, 
on the possibility of additional non-city source of funding and the potential of 
a fee structure for users. It was agreed that the Director should prepare a 
program that would contain the specifics of a program for reduced service that 
would include cost figures. Mr. Young spoke of the greatness of the Boston 
Public Library and the quality of the people working in it. He pointed out 
that the problem of an impossible budget is not unique to the Library and 
noted that the library budget is still large relative to the budget of other 
cities. As is the case with all other departments the cost of library operations 
has risen substantially during the past decade, and this heightens the problem 
that the City has with respect to its dependence on the property tax. The 
Trustees felt that it would be a mistake to plan on any restoration of funds to 
the library budget. Representatives of the Professicnal Staff Association, members 
of the AFSCME Union and members of the public spoke about the library budget 
ind their own concerns with respect to it. It was agreed that a process needed 
to be adopted for the purpose of implementing cutbacks in the library service program. 
The Trustees agreed to meet at any early date to act on the program drawn up by 
the Director. 

The Director stated that it was necessary for the Trustees to approve 
the adoption of a budget for the Eastern Regional Library System. The Director 
stated that he was continuing to negotiate with the people involved for 
additional monies for the Boston Public Library. This action was approved by 
the Board. 



The meeting adjourned at 12:05 P.M. 




ecretary 



Please read, initial below and 
retuiparr^ the Secretary 



Trustee 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Thursday, October 23, 1980 

A meeting of the Trustees of the Public Library as an Administrative Agency 
of the City of Boston was held in the Trustees Room at 9:40 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. Also 
present were representatives of the Professional Staff Association and AFSCME Local 
#1526, plus other members of the public. 

The Director stated that it was necessary to have a vote authorizing the 
approval of signatures to sign payrolls. On a motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961 Philip J. McNiff, Director, or upon his delegation, Liam 
M. Kelly, Assistant Director, and Secretary of the Trustees, or 
John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director be, or hereby is authorized to sign 
the payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from November 6, 1980." 

The Director reviewed the budget process leading up to the signing of 
the budget by the Mayor. Since there has been no restoration of the funds cut from 
the budget request there was now need for the Library to adopt a program to assure 
quality library service. Prior to the final cut of $1,000,000 some other accounts 
had either not been funded or partially funded, e.g., Sunday service and temporary 
personnel. The $1,000,000 cut just prior to the signing of the budget was cut as 
follows: $300,000 from the 22 Account, $200,000 from the 29 Account, and $500,000 
from the 39 Account. In order to enable the Library to continue to operate the 
Central Library through the rest of the year the Director stated that it was necessary 
to transfer $1,000,000 from the Personal Services Account into Non-Personal Services 
Accounts. He proposed $315,000 be transferred into the 22 Account, $200,000 into the 
29 Account and $500,000 into the 39 Account. Even with this restoration to the 22 
Account which covers heat, light and power the Library still faces the need to 
substantially reduce the amount of energy consumed — in the past fiscal year the 
Library spent $985,535 for heat, light and power. Most of this reduction in con- 
sumption must come from the Central Library. This will mean smaller staff and a 
resultant reduction in hours of service. The Director praised the staff for doing 
a good job in holding the present pattern of services throughout the City but because 
of staff shortages there has been a drop in the quality of services. He recommended 
that the Central Library be closed on Friday evening at 6:00 P.M. and reopened on 
Monday at 9:00 A.M. He pointed out that there has already been an increase in the 
cost of energy despite a further reduction in the consumption. In order to maintain 
the level of 63 hours of public service which is a State requirement and to maintain 
aminimal level of Saturday service, the Director proposed that the three district 
libraries be open six days a week including Saturday. The number of staff would be 
reduced by one and the hours of service be reduced from 52 hours to 48 hours. With 
respect to the ten medium-sized libraries which includes Adams, Jamaica Plain, Fields 
Corner, Hyde Park, Roslindale, West Roxbury, Charlestown, East Boston, South Boston 
and West End, he recommended that these be open 40 hours a week, Monday through Friday 
and that five smaller libraries North End, Lower Mills, Parker Hill, South End and 
Connolly be open 35 hours a week with a one-hour closing for lunch or supper. He 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
October 23, 1980 
Page Two 



proposed that the following pairs of libraries be open on alternate days. Grove Hall- 
Egleston, Uphams Corner-Mat tapan, Faneuil-Allston with Orient Heights open as a 
Reading Room Monday to Friday. The Director also proposed that the Hospital Library 
Service, Multi-lingual Library and Bookmobile be discontinued. He stated that it 
would be desirable to maintain the Homesmobile Service and consider strengthening 
the service by adding another vehicle. 

The above program would result in the overall reduction of some 400 hours 
of library service across the City depending on what happens with the energy cost. 
In that event further reductions may be called for in the future. For example, it 
may be necessary to close some departments in the Central Library at 5:00 each 
evening, this v/ould irclude Music, Fine Arts and the Newspaper Room. The Director 
acknowledged that Boston had an expensive branch system, however, all but a couplp 
of these branches have been in operation since the last century. 

A discussion followed in which the Trustees discussed the possibility of 
protecting the weekend user constituency which would be adversely affected by the 
proposed closings. The alternative would be close the Library on Sunday and Monday 
instead of Saturday and Sunday. Mr. Botelho, an AFSCME official, stated that his 
Union would resist Saturday operations because this will create a major problem for 
the Union. Mr. Parks pointed out that the matter of public service was the primary 
consideration. On the question as to whether or not local libraries would have 
flexibility within the 40 hours proposed, the Director responded that the branch 
hours will be determined, as they have been in the past, by the supervisor of 
branches in consultation with the assistant supervisors and the branch librarians. 

The Director reviewed the staffing quota over the years: 



612 
552 
581 



Fiscal Year 1973 
Fiscal Year 1980 
requested for Fiscal Year 1981 



with the actual staff currently at 468. 

Some comments from the staff present were that proposed cuts placed a 
disproportionate part of the burden on the smaller libraries that would be operated 
on alternate days. Miss Todisco, President of the Professional Staff Association, 
suggested that the proposed plan will effectively bring to an end branch library 
service in many parts of Boston. She suggested that the pairing of branches is 
unworkable and will result in the loss of library service in many areas because 
people will be confused and t"he level of use will drop substantially. To these and 
many other comments the Trustees asked whether or not there was a substantially 
better way to accomplish the necessary reduction. Mrs. Herrick, Supervisor of 
Branches, stated that all of the proposed reductions had been received as proposals 
from various staff members during the past three months. Mr. Embleton, President 
of the AFSCME Local, suggested that the Trustees not vote on the program since it 
should be accompanied by a new table of organization and because the proposed plan 



Minutes of Meeting 
Administrative Agency 
October 23, 1980 
Page Three 



is not workable. The Director stated that indeed the plan is workable and he pointed 
out the urgent need for the transfer of $1,000,000 into Non-Personal Services 
Accounts. Mr. Parks stated that there was a need for graphics describing patterns 
of use and projecting the probable impact of the proposed program. Ms. Spring 
stated that everybody needs stability in the system but she emphasized there was a 
need for action because the present uncertainty is very bad. Having said this she 
emphasized again the need to pursue other options for Saturday opening. 

Following further discussion and on a motion duly made and seconded, it was 
voted to adopt the program as proposed by the Director with the condition that the 
library keep open the option to make other adjustments as necessary. Mr. Young 
stated that ultimately the problem here is that there are fewer dollars for the 
library than in previous years, reflecting the unwillingness of people to pay iior 
the service and until the public realizes that this choice must be made the problem 
will never be confronted. Ms. Spring stated again that the library should not give 
up on the possibility of closing Monday instead of Saturday. Mr. Snyder stated that 
it was important that all of those present had had an opportunity to say what they 
wanted. Everybody present is a public servant charged with providing the most 
important thing in life — information and knowledge to the people. However, he 
pointed out that the Trustees are charged with the responsibility of providing 
library services within a specific budget and that the library must live within the 
budget. 

The meeting adjourned at 11:15 A.M. 




^ 




ecretary 



/'Pi^ase read, initial below and 
/ return to the^Secretary 




Trustee 



f-y 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, November 20, 1980 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:35 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the Professional Staff Association and AFSCME 
Local #1526, and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Annual Meeting and Regular Meeting on September 18, 
1980 and the minutes of the Regular Meeting on October 23, 1980 were approved as 
presented. 

The President said that it was necessary to have a vote authorizing the 
signature on the payrolls. On a motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director be, and 
hereby is authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from December 4, 1980." 

The Director stated that it was necessary at this time to take action 
with respect to the contract for the purchase of periodicals and serials for the 
year 1981. He stated that the Library currently has a contract with the Faxon 
Company at a cost of $186,000. The Director reported that the serials collection 
has been subjected to close analysis and that a number of titles have been cut 
from the list of items contained in this year's contract. The cost of the new 
contract would be approximately $160,000 which represented a substantial reduction 
when one takes into account the high rate of inflation of approximately 17% in 
this area. Because of the implications of Proposition 2h the Trustees decided to 
defer action on this matter until after they had a chance to consider what impact 
Proposition 2^ was likely to have on the Library. 

The Director stated that each year the Library has awarded a contract 
for the examination of building levels in the Central Library. The report on the 
latest examination which was carried out by Gilbert Small & Co. shows no 
significant change since the previous year. It is important to know that this is 
so because the Copley Place development could possibly have an adverse impact on 
either the library structure or the water levels under the McKim building. It is 
important that these matters be monitored very closely during the coming year. 

The Board of Library Commissioners at their last meeting approved the 
Eastern Region budget for the fiscal year 1981. This budget includes some 
additional reimbursement for the Boston Public Library, namely four positions at 






BPL Form No. 1046F— 1 /74 



«'1* 



Minutes of Meeting 
Administrative Agency 
November 20, 1980 
Page Two 

Kirstein Business Branch will be reimbursed under the Regional program and an addi- 
tional $100,000 will be available for the purchase of materials. In addition 
Regional funds will be available to pay for the maintenance of the computer system 
used to support bibliographic operations. 

The Director noted that at the last meeting the Trustees approved the 
transfer of $1,000,000 within the Library budget. It has also been verified that 
an additional $1,000,000 has not been appropriated to the Library Account as 
suggested by the Langone amendment. At this time Mr. Parks stated that it was 
important for the Trustees to have the data that was used as a basis for making the 
cuts recently approved by the Board. He stated that it was important for the 
Trustees to be able to take a visual analysis of the data behind the Administration's 
rationale of cutbacks in services and to be able to look at the variables involved. 
The Trustees agreed that it was important that they have as complete a pictures as 
possible of the basis for curtailment of services. The Director then reviewed 
the actions taken with respect to the branch services and listed the facts and 
figures behind the curtailments that were adopted. 

At this point Mary Jo Campbell, the new incoming President of the 
Professional Staff Association, expressed on behalf of the PSA her sorrow at the 
passing of Mr. Maher. She also commended the Library on the recent program set up 
to discuss the implications of the new cataloging rules. She then criticised the 
Administration for failure to negotiate transfers of people from those places where 
service had been cut back. The Director responded that the Administration had had 
a constructive and beneficial meeting with officers of AFSCME to inform that group 
of staff changes that were being proposed and he stated that the Administration 
has had tremendous support from the staff as a whole. However, a meeting which 
was set up with officers of the Professional Staff Association for purpose of 
discussing with them the specifics of the program for curtailment of services and 
the transfer of staff had been fruitless. Mary Jo Campbell stated that their 
lawyer considered the Library's failure to negotiate the transfers of staff to be 
a breach of State Labor Relations Law 150E. A member of the AFSCME Union stated 
that his group had a similar reservation. At this time the President stated that 
the Board needed to go into Executive Session to discuss matters pertaining to 
personnel, specifically related to collective bargaining. 

The meeting adjourned at 11:15 A.M. 




PJfeas^read, initial below and return 
tib the\S< 





Secretary 




Trustee 



BOSTON PUBLIC LIBRARY 



BOARD OF TRUSTEES 



ADMINISTRATIVE 



MINUTES 



JANUARY 21, 1981 



DECEMBER 16, 1985 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Wednesday, January 21, 1981 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 11; 35 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the Professional Staff Association and AFSCME 
Local y/1526, and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held 
on November 20, 1980 were approved as presented. 

The Director stated that it was necessary to have a vote authorizing 
the approval of signatures to sign payrolls. On a motion duly made and seconded 
it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director be, and hereby 
is authorized to sign the payrolls of the Library in repre- 
sentation of the Trustees for a period not to exceed four 
weeks from February 19, 1981." 

The Director reported that in response to public bidding only two bids 
were received for supplying and delivering miscellaneous paper envelopes. In reply 
to a question as to whether or not any Boston firms had bid on this contract, Mr. 
FitzPatrick responded that neither of the two bidders were Boston firms; however, 
11 sets of specifications had been either picked up or mailed oCit. Of this II, 
six of the companies were Boston firms but none of them chose to submit a bid 
despite the fact several of these firms were contacted by phone as to whether or 
not they were interested or intending to submit a bid. Following further discussion 
and on a motion duly made and seconded, it was 

"VOTED: that there be entered into with Massachusetts Envelope Company, 
30 Cobble Hill Road, Somerville, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering miscellaneous paper 
envelopes, as specified in the specifications, at a total 
cost not to exceed five thousand one hundred forty-two 
dollars and five cents ($5,142.05)." 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
January 21, 1981 
Page Two 



The Director reviewed the preliminary budget request for the fiscal 
year 1982. The Library has been asked to draw up this budget based on a 35% 
reduction of the amount appropriated for fiscal year 1981. This level of 
funding would provide the Library with $6,039,000. Of this amount almost 
$2,000,000 would be budgeted for nonpersonnel accounts leaving $4,214,000 for 
personnel. These figures are based on the total elimination of branch services. 
While it is not recommended, the Director suggested that this is something that 
the Board will have to consider because of the drastic reduction in funding. He 
went on to review the areas where reductions would be made. Reducing the entire 
branch operation would represent a reduction of 2.4 million dollars. Possible 
staff reductions in the Director's Office, Business Office, Resources and 
Processing and the Buildings Department would represent another $950,000 from the 
staff quota approved for fiscal year 1981. Reductions in General Library would 
represent a reduction of $100,000 and Research Library an amount of $150,000. 
The approved staffing quota for fiscal year 1981 was 552 positions. There are 
presently 449 positions filled and the additional proposed reductions would 
bring the staff level to approximately 315. In addition, in summing up this 
preliminary budget plan the Director pointed out that the reductions might be 
even more severe because the Library has been instructed that any unemployment 
costs incurred by these layoffs must be borne by each Department. Mr. Young 
commended the Director for getting through a very difficult budget presentation. 
He went on to suggest that the Director's numbers may even be optimistic. These 
overall reductions are being proposed in Library services that have helped to make 
this City great. He said that it is still early in the budget process and this 
is still a pro forma document; however, absent relief from the State, the 
Library budget may eventually reach $3,000,000. He stated that the Trustees 
would not be comfortable in presiding over the destruction of the Library. He 
went on to examine the potential sources of additional funding. One of these 
would be getting more City funds, another relief frort the State and another 
would be increased revenue from private sources. In thinking about this he had 
come to the conclusion that the Library would need another $125,000,000 in trust 
funds in order to generate sufficient operations revenue from endowment sources 
and he suggested that the Board should set itself a task to see how much money 
can be raised for the Library. 



In the discussion that followed the following observations were made: 
that there exists a need to put pressure on the State legislature in order to 
convert protest at service reductions into tax reform legislation. The fact 
that people do not understand the real dismension of the Propostion Ih problem 
inhibits this need to put pressure on the legislature. The system adopted by 
the Friends of the Jamaica Plain Library to protest library cuts has been very 
effective but Mr. Snyder pointed out that it should be directed to the legislators 
rather than to the Trustees. Mr. Snyder went on to say that the Library administra- 
tion has made a "very important mistake" inasmuch as if you look at how the Library 
has been responsibly managed it now seems like a mistake because there is no fat 



Minutes of Meeting 
Administrative Agency 
January 21, 1981 
Page Three 



left to cut. Mr. Parks emphasized the reality of Proposition 2h and the fact 
that the tax reduction mentality is not going to go away. We need to examine 
new ways of delivering service. It is incumbent on the Trustees to seek other 
areas of funding. We must use intelligence and strength to achieve this. The 
Director suggested that support could be generated for library legislation by 
sending a letter to all State representatives and to all cardholders. Perhaps 
meetings could be held in branches and State representatives invited to those 
meetings. The Director went on to say that the City is relatively small in area 
and suggested that the branch system might be reorganized by census tract with 
several levels of service. 



The Trustees at this point moved into discussion of the many letters 
they had received from Jamaica Plain regarding the need for Saturday opening. Mrs. 
Rivas, the Branch Librarian at Jamaica Plain, went on to speak about the situation 
in Jamaica Plain and the need to open on Saturdays and the importance of keeping 
both the Jamaica Plain Branch and the Connolly Branch open because of the 
different constituencies served. The Trustees were in agreement that where it 
seems desirable for branches to be open Saturdays the Supervisors should have the 
flexibility to arrange a Tuesday-Saturday schedule. Following further discussion 
Mr. Young proposed that it be the sense of the Board that any branch that wishes 
to open on Saturday be allowed to do so — this action to be taken by February 1. 
The Trustees then moved to consider the question of whether the Central Library 
should be open on Saturday. It was agreed at this time that the issue of Saturday 
opening should be considered within the context of a five-day week. It was 
suggested that perhaps this should be tried for one month. It was also suggested 
that there was a need to take a careful look as to how the support staff would be 
affected because of the nature of the business operations. At this point George 
Embleton, President of the AFSCME Local, requested permission to read a statement 
which he did. Ms. Spring noted that the decision of the Board taken recently to 
close the Library on Saturday was made on a tentative basis. It is the objective 
of the Board not to ply a course against public demand but rather to always 
maintain a program that is in keeping with public needs to the greatest extent 
possible, keeping in mind the interest of the employees. Mr. Embleton then made 
a statement pointing out many of the problems the staff would face if the Board 
was to adopt a Tuesday to Saturday work week. Mr. Snyder commended Mr. Embleton 
on a very good presentation which he said was well thought out and presented 
without rancor. Mary Jo Campbell, President of the Professional Staff Association, 
stated that the Association was planning to consult its attorneys on the matter 
and stated that she did not believe that the Library needed a Tuesday to Saturday 
work week at this time. She questioned whether an overworked staff can now cope 
with a Tuesday to Saturday work week. The Board agreed that they would continue 
to consider this matter before any action is taken. 

The meeting adjourned at 12:55 P.M. 




ecretary 



Please read, initial below and 
return to the Secretary 



Trustee 




TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, February 19, 1981 



Agency of the^'citv^'of^R T ^^"^^^^^^ '^^ "^"^''^ ^'^"^"^ ^^ ^^ Administrative 
Agency of the City of Boston was held in the Trustees Room at 11:05 A.M. 

Present: Messrs. Parks, Snyder and Ms. Spring, Trustees. AJ so present 
IZ^ZllTrorArilLl":^ Pro.essio„aX S.af. Associacifn and AFSa. .o.J'nlT, 

The President, iMr. Snyder, presiding. 

January 21 ^IfiT'^l^rf °^ ^^^'^^8"1^"^ ^^"^"8 °f 'he Administrative Agency held on 
January Zi, i^bl were approved as presented. 



follows : 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months October through December, 1980, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$1,545,266.56 

295,101.40 

60,297.73 

35,764.84 

501.68 

293.42 



Total 



To Trust Funds: 



$1,937,519.05 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
5,752.54 
3,437.83 
17,702.21 

-0- 

483.90 



Total 



Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 



Total 



$27,376.48 



$186,622.30 

27,940.22 

137,494.16 

$352,056.68 



BPL Form No. 1 046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
February 19, 1981 
Page Two 



follows: 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months October 
through December, 1980, provided that payment of bills from 
City Appropriation has the approval of the City Auditor; 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$1,545,266.56 

402,741.67 

40,048.64 

35,764.84 

130,761.08 

640.10 



Total 



To Trust Funds: 



$2,155,222.89 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



5,752.45 

. 3,437.83 

17,702.21 

-0- 

483.90 



Total 



Unliquidated Reserve 



Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 



$27,376.48 
$ 3,277.19 



$186,622.30 

33,728.01 

137,494.16 



Total 



$357,844.47 



Minutes of Meeting 
Administrative Agency 
February 19, 1981 
Page Three 



The Director stated that It was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded. It was 

"VOTED: that subject to the approval of the Mayor In accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNlff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrlck, Assistant ot the Director be, and hereby 
Is authorized to sign the payrolls of the Library in repre- 
sentation of the Trustees for a period not to exceed four 
weeks from March 19, 1981." 

The Director reported that he had received a report from the Public 
Facilities Commission identifying the changes that needed to be made in order to 
make library facilities accessible to the handicapped. The cost of making the 
necessary alterations will be $359,616. Since this item will have to be included 
in capital improvements citywide no action was needed on this matter. 

The Director reported that the January bills had been received for 
heat, light and power. At the time the service reductions were proposed by the 
administration they were proposed with the hope that the energy cost could be 
reduced by about 20% from last year's level (in excess of $1,000,000) to enable 
the library to live within the $830,000 provided in the fiscal 81 budget. The 
Director reported that for this fiscal year the comsumptlon has been reduced by 
lU while the cost has risen by 8%. In January the electricity useage in the 
Central Library was down by 20% but the January cost rose by 15.2%. Likewise the 
consumption of steam was reduced by 11% but the cost rose by 6%. As a result 
there is a need to transfer $265,000 from the personnel account into the 22 account 
Before requesting any action by the Board on this matter the Director stated 
that he would like to make a recommendation with respect to hours or service in 
the Central Library. The closing of the Central Library on Saturdays has invoked 
a great deal of concern on the part of the community and the Director recommended 
that uhe hours of public service in the Central Library be changed in order to 
allow for a Saturday opening. The new hours proposed were: 

1:00 - 9:00 P.M. on Monday 

9:00 - 9:00 P.M. on Tuesday through Thursday 

9:00 - 5:00 P.M. on Friday and Saturday 

This would mean there would be no public service on Friday evening, or Monday 
forenoon. The savings in energy would probably drop from the January 20% level to 
about 12%. Questioned as to the impact of this change in the budget and the 
possibility of deficit, the Director stated that he did not project any deficit 
at this time and he stated that if there were indications that a deficit might 
result, he would make further recommendations to insure there would be no deficit. 
Following further discussion and on a motion duly made and seconded the Trustees 
voted to adopt the new hours of service proposed. 



«« 



Minutes of Meeting 
Administrative Agency 
February 19, 1981 
Page Four 



Ms. 



on Saturdays. Mrs. Gera!dlne HerrLk Suna^i! " 71 '^" """'" °' """'=•' opening 
the request of the Director she Ind fh. 7 T °^ Branches, responded that at 
the branch librarians about this Matter ^d hL^"' Supervisors had spoken to all 
their opinion as to opening their hr»^Jv. o '^^"^^^'J ^^°^ them in writing 
some of the branches had nfver been ope'':°s"a^'H ''""'•. ""• """^^"^ "oted'that 
the consensus of the branch librarians th^t ft^""^^^^ ^"<J ^^e stated that it was 
• in opening Monday through Friday rather thLr 7^^ T""^ ''^"^"' '^° "^^^ conununity 
could only operate five days a week Ms Sorlnf ^^ '^""^'' Saturday-if they 
not voted for a consensus of opinio^ fro; III \^°^T'^ °"' ^^^^ "^« »°«d had 
policy that would allow any branch "ihr^l"^ '"'^"=*' librarians but for a 
Barbara Wicker, the Librarian at Hvdfp^^"^ ,'° "P^" " '^^^ "'"^^ed to do so. 
Hyde Park had ^ot been allowed to open on sltH "' " '"'^ ""'"^ ^""^ ^^'^^'^ "^y 
Herrick responded that Ms. Wicker had wlshfd ^ ^^' ^ "^^ "^"'^<^ '° '^°- "re- 
working a four-day week which is cSnJrarv to ^ k°''^° °", '^'""^'"^ °" ^^^ "^-i- °f 
response to the question as to why Syde Park t/^"l Po^cy at this time. In 
Saturdays the Director spoke about the nrnhL T' T" ^^^°"^'' '^° °P^" °" 
the matter of being able to supplj backup Ms^ f f ^"^"8' "^" shortages and 
experiment with new approahces The n^r!;^ r^"? emphasized the need to 
having only one branch^p:!:i:g-on sLurd'ys ^ithln'th °"' -'"'^^^°--^ P-blems of 
Mrs. Wicker pointed out that she was wllHnA • .^°"'^''' °^ ^ five-day week, 
r^pect to working conditions. FoUowIng:?th°"dir '"' ''\"'^ ''^"'^ "^'^^ 
that the Director be requested to review the Matter o^T ?' ^'^^^^'^-"^ P-P°-d 
Park and to report back to him on the matted TTe iLulZtsllllel.ll'''' 

fiscal year';9%rr:pre°:e„"^rrredu:ti:n^r5rrmiUl^" 1 ''■' ""^^°" ^^ ^^^ 
to run the library system p^ ^h« i^ i million under what would be needed 

Director suggested thL th: C ty con'slde'r^slo'd '^' '''"'' '' '"'^«^'- ^^ 
of energy costs. He suggested that fhi! ^ ^^^ separately with the matter 

to review the total sysff^a^d se"ices Boston"'h"''^'"'^""'^ ""'^ opportunity 
branches percapita than any other"ij"r'citrin the Unlted%t°^'• "T '""^ ""^ 
capita varies from 62.000 per branch to V)nnn^\^ States. Branches per- 

district in Boston average about 22 000 H^ nr" "'^r."""^""^ """' ^'^^"^hes per 
that branch service be reorganized ^nth. h / r^u** ^"'^ ^"^""^^ cons idera,t Ion 
This would result in retention of the three dis'trctllH""'^ 'T' ''^'^'^^^■ 
and Dudley. In addition there would be full nf^IhK k I\^^"* ^^^^ghton. Codman 
distinct areas of the cltv Ch^rZtt f "f^Shborhood branch libraries in eight 

Jamaica Plain. Roslindale S^th ILZ' Tu °°''°"* "'^'"^ '^°"^'^' ^^^^ P«k. 
that book centers (books for home borrowing h'' ''T''-'"'^- '" "'^'''"°"' ^^ Pr°P°««<J 
Grove Hall. Lower Mills. Mattanan Nor^h p^] c "^^^"^'^ i" 'he following locations: 

This would result in c!;sing the foSn^K* T"" ^"'''. "^"' ^""^ ^"^ P"'^^- «"!• 
Faneuil, Egleston Orient H^^h^ following branches: Adams Street. Allston. 

the Connolly branch :^J of fhes'; cha^ '""^"tl T' ^'^•'" ^^^ ^^^^^ ^1^^" - 
fact that the City is i^ a ve^ severe fls.T ?.^ ^'"'"^ ''"' "^ "^^^^ '° f^<=« ^^e 
that this was a concept for dl^cuslion Itdil "''^"^"°"- 'f*'^ Director emphasized 
the reorganization of librlry se^ice^ f" ' ''^\°"^ arrangement that would allow 
library service within rels^n^br^X^," tulLlTlr.^^lZlT .^l 11^' 



Minutes of Meeting 
Administrative Agency 
February 19, 1981 
Page Five 



Mr. Snyder raised the question of security in the Central Library. 
He stated that he was increasingly concerned about the matter of security and the 
increasing possibility of people being hurt by undesirable characters hanging 
around the library. He asked what is the legal definition of who can be in a 
public library. He expressed the feeling that a free public library is not 
intended to be a substitute for Deer Island or any other similar institution. 
Following a discussion on this matter it was agreed that the administration 
would consult with the Office of the Corporation Counsel and with the Police 
Department as to how this problem could be dealt with within the bounds of reason 
and the law. 



The meeting adjourned at 12:05 P.M. 





Clerk 




I^lea^ read, initial below and return 
:o thd Clerk 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Thursday, March 26, 1981 

A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 10:55 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the Professional Staff Association and 
AFSCME Local //1526, and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
February 19, 1981 were approved as presented. 



follows : 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of January and February, 1981 provided that 
expenditures from City Appropriation has the approval of the 
City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$ 949,170.04 

183,187.50 

42,748.34 

232,773.79 

534.91 

-0- 

$1,408,414.58 



To Trust Funds: 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$ 





-0- 




2, 


,423. 


,26 




566. 


,34 


52^ 


,494. 
-0- 
-0- 


,26 


1 55, 


,483. 


,86 



Eastern' Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$ 130,216.85 

9,208.38 

95,224.43 

$ 234,649.66 



BPL Form No. 1046F— 1 /74 



% 



Minutes of Meeting 
Administrative Agency 
March 26, 1981 
Page Two 



Approval of receipts for services and supplies was confirmed as follows 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of 
January and February, 1981, provided that payment of bills 
from City Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



949,170.04 
344,470.40 

59,655.54 
232,774.09 

26,837.64 
144.32 



Total 



To Trust Funds 



$1,613,052.03 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 





-0- 




2 


,423. 


,26 




566. 


.34 


52, 


,494. 
-0- 
-0- 


,26 


55, 


,483. 


,86 



$ 130,327.85 
19,133.15 
95,224.43 

$ 244,685.43 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
March 26, 1981 
Page Three 



VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961 Philip J. McNiff, Director, or upon his delegation, Liam 
M. Kelly, Assistant Director, and Secretary of the Trustees, or 
John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director be, and hereby is authorized to sign 
the payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from April 16, 1981." 

The Director reported that the space has been prepared in the Central 
Library for the relocation of the Bindery which has been operating in the City 
Printing Building. Plans were drawn up to move the Bindery to the Charles town 
Armory but the necessary renovation could not be carried out because of budget 
problems. 

The Director reported that new hours of service had been implemented 
in order to enable the Central Library to reopen on Saturdays. During the month 
of January when the Library was closed on Saturdays and Sundays the consumption 
of energy was reduced by 20.3% over the comparable period last year and yet the 
cost of energy rose by 11%. On the first Saturday the Library was reopened 
3,500 people used the Library. On the first Monday the Library was opened at 1:00 
o clock there were 300 people outside the building before the Library opened 
and 1,000 people came into the Library during the first hour it was open. 

The Director spoke about the Library budget situation. He prefaced 
his remarks by pointing out the good support the Library had received over the 
years. The Library, he stated, has been in a serious fiscal situation all year. 
The budget request for $11.3 million was reduced to $9.2 million with a staffing 
quota of 552. At this time the number of staff has been reduced to 430 and with 
the prospect of $6 million budget income on -July 1st the Library is faced with 
the need of additional significant reductions from the present reduced level. 
With a $6 million budget non-personnel overhead costs would have to amount to at 
least $2 million leaving $A million for a staff of about 300. The Director 
reviewed the staffing pattern since 1972 when the staffing quota was set at 616. 
To operate with 300 people will mean catastrophic reductions in service. Mr. Snyder 
spoke about the many letters the Trustees had received about this situation and 
he pointed out that the Library had opened nine new branches during the past 
15 years—a program supported by Mayor White and the Director—and he emphasized 
that none of the Trustees had come on board to preside over the demise of the 
Library. Mr. Parks expressed his concern about the process of the necessary 
decision-making in order to answer the bottom line question — How much library 
service can be provided with a $6 million budget? Mary Jo Campbell, President of 
the Professional Staff Association, offered the cooperation of the Professional 
Staff Association in dealing with this problem. Mr. Young pointed out that the 
problem facing the Library is how to cope with an effective reduction of 50% plus. 
Something major will have to go. The branches cannot function without a strong 



/ 



Minutes of Meeting 
Administrative Agency 
March 26, 1981 
Page Four 



Central Library. Closing the Central Library would destroy it for several decades. 
If the branches were to be closed, they could come back and he urged that a public 
hearing be scheduled in order to air the budget process. He stated that the 
Trustees are ready to adjudicate this "zero sum game" in the interests of a strong 
library system. He emphasized that this problem does not need to be reduced to 
a discussion of Central Library versus outreach program. Mr. Parks agreed with 
Mr. Young that it would be a good idea to hold a public hearing. Several members 
of the staff and the public then made statements objecting to the closing of 
various parts of the library system. Goerge Embleton, President of the AFSCME 
Local, stated emphatically that the Trustees do not have the luxury of time. 

The Director stated that if the Library is to have no more than $6 million 
then it would not even be possible to keep the Central Library open and operating 
at the present level. At this point Mr. Parks made a motion that the branches be 
closed pending the availability of additional funds. Mr. Young stated that he would 
second that motion if there was a chance for further discussion. Following some 
discussion, Ms. Spring said that she was not ready to vote and she made a motion 
that the motion to close the branches be tabled until another meeting could be 
scheduled the following week. 

On a motion duly made and seconded the Board voted that the meeting be 
adjourned and that another meeting would be scheduled in the near future. 

The meeting adjourned at 12:15 P.M. 





Secretary 



Please read, initial below and return 
to the Secretarv 




Trustee 



? 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Thursday, April 9, 1981 

A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Lecture Hall due to the fact that 
several hundred people representing staff and members of the public wished to 
attend. The meeting began at 10:55 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the Professional Staff Association and AFSCME 
Local #1526, and members of the public. 

The President, Mr. Snyder, presiding. 

Mr. Snyder opened the meeting by welcoming all of the people in attendance 
Following some further introductory remarks Mr. Snyder asked the Director to make 
an opening statement. The Director began by emphasizing that the Trustees and the 
Library Administration are intent on maintaining quality library services throughout 
the City. He reviewed the background to the present fiscal crisis. ITie Library's 
budget request for the present fiscal year was $11.3 million and the amount appro- 
priated for library services this fiscal year was $9.2 million. Now the Library 
is trying to cope with the task of maintaining quality library service on a possible 
budget of $6 million which has to include about a half million dollars to cover 
unemployment costs. With this level of funding it is simply not possible to 
maintain the present quality and quantity. He reviewed briefly the cost of 
operations indicating that branch service at present costs approximately $4 million. 
He stressed the importance of branch libraries and the need to develop and maintain 
a citywide integrated program but again pointing out that the budget to support 
this program is really only one-half of what would be required. 

Mr. Young then addressed the problem of funding, noting that the avail- 
able revenue represents a reduction of about 50%. There are two basic alternatives 
in dealing with this situation; the Library can either live with this reduced 
budget or can go out and get restoration of the moneys. The Library can look for 
more City funds but the fact is that the City's revenue has also been cut and even 
though the Library has been tightly managed the Library cannot be held harmless 
from reductions. Another alternative is to look for private contributions. The 
Library has had major benefactions in the past but the problem of raising four to 
five million dollars for annual operations would be extremely difficult. Another 
possibility is to impose user fees but some research shows that there are many 
problems to this approach. The Library serves more than Bostonians and contributes 
to the prosperity of the City. 

Mr. Young then spoke about ahigher education excise tax, i.e., a tax 
on universities which has previously been filed by the City. Mr. Young stated 
that the Mayor has agreed that the City will relinquish claim on this tax for 
the general revenue and allow this, if enacted, to be applied towards the 
Library's operating costs. This tax would assess a fee of $60 on every full- 
time student and $20 on part-time students. Mr. Young projected that such a tax 
would raise approximately $4^^ million, the amount needed to hold the Library to 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
April 9, 1981 
Page Two 



at least the present level of service. Enactment of this legislation would require 
a lot of work and he suggested that regardless of Proposition Ih it should be 
done. Ms. Spring stated that some of her staff had done some research for 
imposing fees on use of the Research Library for the purpose of supporting the 
branches but it had been determined that such fees would not necessarily be 
sufficient and she suggested that Mr. Young's approach was the best approach. 
Mr. Parks stated that it would be difficult, if not impossible, to keep the 
whole system operating at the present level with a signiicantlv reduce budget 
and he expressed his agreement with Mr. Young's approach. He also stated that 
he would move to set up a committee, representative of all of Boston's com- 
munities, to effectively raise private funds to support the library system. 
Mr. Young then spoke about the problem if any such legislation is not enacted 
he stated the Library will be in a horrendous situation and then the problem 
will be to assign priorities. The library system will have to be operated to 
provide the maximum amount of service and therefore by implication some of the 
most valuable resources will have to be restricted. Even if some of the 
research services were to be shut down, there still would not be enough money to run 
more than eight to ten branches. Thus, the Trustees will have to face this ' 
most painful task— what services must be eliminated. If it comes about that 
the reference services are severely restricted, not more than $750,000 to 
$1,000,000 would be available for the branches and there would also be new costs 
such as the protection of the closed down branches from vandalism. 

Mr. Snyder spoke about the very good meeting in Jamaica Plain and 
expressed his willingness to attend any other meetings in the various neighbor- 
hoods of the City. At this point Mr. Snyder invited comments and suggestions 
from those who were in attendance. There followed a large number of speakers 
trom various parts of the City including South Boston, Lower Mills, Dorchester, 
Brighton, Hyde Park, Jamaica Plain, West Roxbury, Dudley Street, Back Bay, 
Neponset, Roslindale and Charles town. Among the recommendations received 'were 
to get money from the State, money from the Federal Government, raise money 
from private sources, reactivate the Examining Committee and establish some 
other committees. 



Mary Jo Campbell, President of the Professional Staff Association, 
spoke at some length. She thanked the Trustees for holding the meeting in the 
Lecture Hall so that more members of the staff could attend as well as members 
of the public. She spoke about the importance of non-city support v/hich the 
Library currently receives and spoke about the role of the Boston Public Library 
as the Library of Last Recourse. She pointed out that a large part of the 
cost of operating the Reference Library comes from the State already and any 
plan to restrict reference services would jeopardize this present support. She 
also emphasized the fact that the library is one system comprised of Central 
and branches and she urged the Trustees to keep all of these figures in mind 
when they made their decisions. 



*l 



Minutes of Meeting 
Administrative Agency 
April 9, 1981 
Page Three 



George Embleton, President of the AFSCME Local, started out by stating 
that there was not enough money to go around the present system and he decried 
the fact that so many people were fighting with one another over what was going 
to be left. He recognized that the Library was going to have about one-half of 
the money it was going to need to run the system and he suggested that the problem 
should be addressed immediately with short term solutions, at the same time 
emphasizing the need for a long term solution which could only be developed after 
a comprehensive long range study has been completed. He suggested that a short 
I term solution must include the closing of a lot of facilities. He pointed out 
that the Library has working relationships with other libraries throughout the 
Eastern Region and he stated that it did not seem practical to go back to the 
days of isolationism. 

Then Mr. Parks proposed that a "committee be formed of citizens who 
represent the library community, the business community, the arts and humanities 
community and the university community to develop an operational plan to raise 
funds on behalf of the operation of our library system and report back to the 
Trustees at their monthly meeting in May, 1981." On a motion duly made and seconded, 
it was so voted. 

Ms. Spring then moved that "the President appoint a citizens committee 
to help us keep as much library service as possible in all neighborhoods of the 
City." On a motion duly made and seconded, it was so voted. 

Then Mr. Young moved that the Board present to the City Council a home 
rule petition "to impose a higher education excise for the benefit of the Boston 
Public Library." On a motion duly made and seconded, it was so voted. Mr. Young 
spoke about the prospects of the passage of this legislation. He said that the 
concept has enough real merit for the legislation to have a reasonable chance of 
passing. It was agreed that a copy of the petition would be sent to each member 
of the City Council with a cover letter signed by the Board. As to what happens 
if the legislation is not passed, there was an agreement that there was a need for 
a contingency plan. On a motion duly made and seconded, it was voted to adjourn 
the meeting. The meeting ended at 12:55 P.M. 






Secretary 



Please read, initial below and return 
to the Secretary 




Trustee 



K^ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, June 11, 1981 



The Annual Meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Lecture Hall at 11:40 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. Also 
present were representatives of the staff and members of the public. 

Mr. Parks proposed that the officers for the present year be reelected 
for another term. On a motion duly made and seconded, it was so voted: 

Arthur F. F. Snyder, President 

Paul Parks, Vice President 

Liam M. Kelly, Secretary 

Philip J. McNiff, Secretary Pro Tem 



^ 



The Director stated that it .was necessary at the Annual Meeting for the 
Trustees to approve votes necessary for the on-going operation of the Library. On 
motions duly made and seconded, it was 



"VOTED: that any member of the Board of Trustees be, and hereby 
is authorized to sign on behalf of the Board, bills, 
special drafts, and payrolls of the Library." 



and 



"VOTED 



that, until the next annual meeting, the President, or 
Vice President, or in the inability of either, any 
member of the Board, and by delegation the Director, 
or the Secretary 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 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 payments under contracts 
so voted." 



and 



"VOTED: that we, the Trustees of the Boston Public Library, 
having appointive authority over the Civil Service 
personnel at the Library, do appoint one of our members, 
(name of President), Trustee, to hold and conduct 
hearings in accordance with Chapter 31 of the General 
Laws whenever the said hearings are deemed necessary; 



Form No. 1046G— 1 1 11 A 



Minutes of Annual Meeting 
Administrative Agency 
June 11, 1981 
Page Two 



and 

FURTHER 

VOTED: 



that in the event of the unavailability of (name of 
President), (name of Vice President), Trustee, is 
hereby authorized to conduct the above-mentioned 
hearings, this power to be valid only until the 
expiration or appointment of any member of this Board." 

The President then appointed Liam M. Kelly as Secretary of Committees 
and Philip J. McNiff as Secretary of Committees Pro Tem to serve until the next Annual 
Meeting. On a motion duly made and seconded, it was 



"VOTED; 



and 
VOTED; 



that until the next annual meeting, Philip J. McNiff, Director 
or upon his delegation, Liam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant Director, 
be, and hereby is authorized to act on behalf of the Trustees 
in the administration of the personnel procedures established 
by them for the appointment of all officers and employees 
of the Library up to but not including the level immediately 
below that of the Director, and to fix the remuneration for 
all such officers and employees subject to the salary and 
wage scales as currently established by vote of the Trustees, 
said appointments and changes in remunerations to be reported 
to the Trustees at their next meeting for confirmation." 



that, until the next annual meeting, Philip J. McNiff, or upon 
his delegation, Liam M. Kelly, Assistant Director and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be, and hereby 
is authorized to sign on behalf of the Board in approval of the 
payment of all vouchers or bills covering expenditures incurred 
in terms of one quarter of the fiscal 1981-82 budget allowance, 
but in no case exceeding those in the budget estimates for the 
fiscal year 1981-82, as shall be approved by the Board of 
Trustees, said payments to be reported to the Board at its next 
regular meeting for confirmation." 



and 



'\ 



Minutes of Annual Meeting 
Administrative Agency 
June 11, 1981 
Page Three 



VOTED: that, until the next annual meeting, the President, Vice 

President, the Director, and the Secretary of the Trustees 
be, and hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all communications in 
connection with the award of contracts so voted or recommended 
to be so voted." 



and 
VOTED: 



that, until the next annual meeting for the signing of checks 
drawn upon the petty cash checking accounts of the Library, 
Thomas T. McLaughlin, Supervisor of Accounting Services, or 
Liam M. Kelly, Secretary of the Trsutees, or John J. Doherty, 
Assistant Director, or Keven T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability, be 
authorized to sign checks; and Philip J. McNiff, Director, or 
Liam M. Kelly, Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability be 
authorized to countersign checks, provided that in no instance 
does the same individual both sign and countersign a check." 



The meeting adjourned at 11:45 A.M. 





Secretary 



ad, initial Jielow and return 




rustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, June 11, 1981 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held in the Lecture Hall at 11:45 A.M. 

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees. 
Also present were representatives of the staff and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Regular Meetings of the Administrative Agency on 
March 26, 1981 and April 9, 1981 were approved as presented. 

The Director stated that it was necessary to have a voted authorizing the 
approval of signatures to sign payrolls. On a motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with the 

provisions of Section 22 of Chapter 3 of the Revised Ordinances of 
1961 Philip J. McNiff, Director, or upon his delegation, Liam M. 
Kelly, Assistant Director, and Secretary of the Trustees, or John J. 
•Doherty, Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is, authorized to sign the payrolls 
of the Library in representation of the Trustees for a period not 
to exceed four weeks from May 14, 1981; June 11, 1981, July 9, 1981; 
August 6, 1981; and September 3, 1981." 

The Director stated that it was necessary for the Board at this time to 
authorize the award of several contracts without public advertising. He pointed out 
that these contracts were only technically nonadvertised inasmuch as most of them 
were originally subject to public bidding for three-year periods and all of these 
contracts were being renewed at the Library's option at the original bid price. 
The only exceptions are those votes for the award of contracts to IBM Corporation. 
In this case the Library is following a policy similar to the policy adopted by 
the City's Data Processing Department with respect to currently installed equipment. 
On a motion duly made and seconded, it was 



"VOTED: that, without public. advertising, there be entered into with Balco, 
Inc.» 160 Charlemont Street, Newton, Massachusetts, a contract for 
the operation and servicing of heating, ventilating, and air condi- 
tioning systems, electrical systems and equipment, as well as plumb- 
ing systems, throughout the Library system during the period 
July 1, 1981 through June 30, 1982, at a total cost not to exceed 
one hundred sixty-three thousand two hundred fifty-nine dollars 
and four cents ($163,259.04)." 

and 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
June 11, 1981 
Page Two 



"VOTED: that, without public advertising, there be entered into with F. W. 
Faxon Co., Inc., 15 Southwest Park, Westwood, Massachusetts, a 
contract for (1) supplying periodicals and serials for the year 
1982, and (2) servicing the subscriptions for the individual items 
throughout the year as specified in the specifications and Appendix 
A, and subject to the terms, agreements, and conditions set forth 
in said contract, at a total cost not to exceed one hundred sixty 
thousand dollars and no cents ($160,000.00)." 



and 
"VOTED 



that, without public advertising, there be entered into with 
Inforonics, Inc., 550 Newtown Road, Littleton, Massachusetts, a 
contract for supplying and delivering MARC II catalog products and 
services, as specified in the specifications, during the period 
July 1, 1981 through June 30, 1982 at a total cost not to exceed 
eighty thousand dollars and no cents ($80,000.00)." 



and 



"VOTED: that there be entered into with the New England Deposit Library, 
135 Western Avenue, Alls ton, Massachusetts, an agreement for the 
rental, during the period July 1, 1981 through June 30, 1982, of 
storage space therein for books and other library materials belong- 
ing to the Boston Public Library, in accordance with the rates for 
storage space formally adopted by the governing board of said New 
England Deposit Library." 



and 



"VOTED: 



that there be entered into, without public advertising, with 
Gilbert Small & Co., Inc., 1391 South Street, Needham, Massachusetts, 
a service agreement for the examination of building levels at one 
central library building (McKim) during the period July 1, 1981 
through June 30, 1982, the total fee thus charged to be subject 
to the terms, agreements, and conditions set forth in said agreement. 



II 



and 



Minutes of Meeting 
Administrative Agency 
June 11, 1981 
Page Three 



"VOTED: 



and 



"VOTED 



and 



"VOTED: 



that there be entered into, without public advertising, with 
International Business Machines Corporation, a corporation having a 
place of business at Armonk, New York, and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for the purchase of previously 
installed data processing equipment under a five year installment 
payment purchase plan commencing July 1, 1981 and terminating on 
June 30, 1986, the total amount thus paid to be subject to the 
terms, agreements and conditions set forth in said contract." 



that there be entered into, without public advertising, with 
International Business Machines Corporation, a corporation having 
place of business at Armonk, New York, and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for rental of certain data 
processing equipment during the period July 1, 1981 and June 30, 
1982, the total rental thus charged to be subject to the terms, 
agreements, and conditions set forth in said contract." 



that there be entered into, without public advertising, with 
International Business Machines Corporation, a corporation having a 
place of business at Armonk, New York, and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for the maintenance of certain 
data processing equipment during the period July 1, 1981 and 
June 30, 1982, the total amount thus paid to be subject to the 
terms, agreements, and conditions set forth in said contract." 



and 



"VOTED: 



that there be entered into, without public advertising, with 
International Business Machines Corporation, a corporation having a 
place of business at Armonk, New York, and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for the lease purchase of 
replacement data processing equipment under a five year installment 
payment purchase plan commencing July 1, 1981 and terminating on 
June 30, 1986, the total amount thus paid to be subject to the 
terms, agreements, and conditions set forth in said contract." 



and 



Minutes of Meeting 
Administrative Agency 
June 11, 1981 
Page Four 



"VOTED: 



that without public advertising, there be entered into with 
Marketechs, Inc., 148 Linden Street, Wellesley, Massachusetts a 
durinr.'h ' ''!^/--^-' -d maintenance of computer terminals' 
during the period July 1, 1981 through June 30, 1982, at a total 
cost not to exceed fifteen thousand five hundred fifty-two 
dollars ($15,552.00)." ^ 



With respect to the operation of the Eastern Regional Program and 
motion duly made and seconded, it was urogram and 



on a 



"VOTED: 



that there be entered into .a lease agreement with Alec Rich Company 
for the rental of premises located at Rear 21 Court Street, (Kings 
Court), Taunton, Massachusetts for the period from July 1, 1981 
through June 30, 1982 with an option for renewal through June 30, 
1985 at a monthly rate of eight hundred seventy-five dollars 
($875.00) through June 30, 1982, with an option by Lessor to adjust 
monthly rent for the period ending June 30, 1983." 



the leases for llbr^rrn"'""^*^ '''f •'''" ''""'" Facilities Department had terminated 
_tne leases for library premises at Orient Heights and Allston. 

went on to ^vie^'thrLr°rK''!'* '° '^"'^" '""^ "'^'" financial situation and then 
totll of SsTmlUion f f f^" proposal for the coming year which provides a 

coomitments. In the interest of further reducing'Library expend tures^hile 
oron^H^f.'"."?, '"'"'" ''" ""='" ^^"^^ °f ^l'^ Library operation the Director 



--.« 



Minutes of Meeting 
Administrative Agency 
June 11, 1981 
Page Five 



a week and the remainder of the smaller branches be operated as book centers, i.e., 
no professional staff. In the discussion that followed the Trustees were in' 
agreement that absent any increased support by August 15 the Library would have 
scaled down its operation to a point where it could live within a $5.1 million 
budget, that there would be no further expenditure of City funds to support the 
operation of the Kirstein Business Branch, that three to five branches would have 
to be closed and that the neighborhood branches and the book centers would be 
operated on a part-time basis. Mr. Snyder stated that the Library would get a fair 
share of any additional aid that was forthcoming to the City. He spoke about the 
effective lobbying efforts of the fire and police departments and he again expressed 
his willingness to attend any meetings that are organized in any of the branches. 
Mary Jo Campbell, President of the Professional Staff Association, questioned the 
value of reducing so many branches to book centers and expressed concern for the 
quality of library service that would be available. The Director responded that 
the experience at Orient Heights which has been operating as a book center for 
several months has been reasonably successful and agreed that everybody had to be 
concerned about maintaining the highest quality of library service possible. In 
response to a question from a member of the public, Mr. Snyder stated that the 
Mayor has made a commitment to provide the Library with its historical share of 
any additional aid forthcoming to the City. Mr. Young stated that the Library's 
share of the City's operating budget has been about 3^% and the Mayor has committed 
to this continuing level of support. Mr. Young went on to speak about the two 
major factors in further availability of funds. The Trustees agreed that the most 
important thing now is to maintain the fabric of library service and continue 
to try to get more support for next year's budget. 

The Director requested that the Trustees approve the Eastern Region 
budget for fiscal year 1982 as submitted. On a motion duly made and seconded 
this budget was adopted. 



The meeting adjourned at 12:55 P.M. 





ecretary 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
August 7, 1981 



A meeting of the Trustees of the Public Library as a Administrative 
Agency of the City of Boston was held at 4:00 p.m. in the Trustees Room. 

Present at the meeting were Messrs. Snyder, Parks, amd Young. 

The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on June 11, 1981 were 
approved as presented. 

The Director stated that it was necessary for the Trustees to take 
action with respect to several contracts that were to be awarded subsequent 
to public bidding. He stated that in response to public bidding only one bid 
was received from Coverall Service Co. , Inc. This company has served the 
Library for many years and the price bid this year is substantially less than 
last year due to the fact that some items, notably blazers, have been withdrawn 
from this contract. On a motion duly made and seconded, it was 



"VOTED : 



that there be entered into with Coverall Service Co., Inc., 
73 Addison Street, East Boston, Massachusetts, the sole 
bidder in the public bidding, a contract for the rental of 
miscellaneous uniforms during the period July 1, 1981 
through June 30, 1982 at prices per unit as follows: 



Two (2) shirts, two (2) pants per man 
Two overalls (per) 
Two dresses (per) 



$2.00 per week 
$1.30 per week 
$1.30 per week" 



The Director stated that in response to public bidding two bids 
were received for the maintenance and service of elevators. He recommended 
that the contract be awarded to the Delta Elevator Service Corporation, the 
present vendor, who was also the low bidder. The cost this year will be 
slightly below the cost for last year's service. Following discussion and 
on a motion duly made and seconded, it was 

"VOTED: ■•-hat tVter*^ bp entpred into with Delta Elevator Service Corporation, 
50 North Beacon Street, Allston, Massachusetts, the lowest respon- 
sible and eligible bidder in the public bidding, a contract for 
maintenance and servicing of elevators throughout the Library 
System during the period July 1, 1981 through June 30, 1982, at 
a total cost not to exceed twelve thousand six hundred dollars 
and no cents ($12,600.00)." 

In response to public bidding for the inspection and testing of 
fire alarm systems two bids were received and the Director recommended that 
the contract be awarded to the low bidder. The cost will be identical to 
the cost last year. On a motion duly made and seconded, it was 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
August 7, 1981 
Page Two 



"VOTED: that there be entered into with American Service Co., Inc., 
700 Hancock Street, Quincy, Massachusetts 02170, a contract 
for the inspection and testing of fire alarm systems at the 
Central Library Building, and at various other locations 
through the Library System as specified in the specifications, 
during the period July 1, 1981 through June 30, 1982 at a 
total cost not to exceed five thousand ninety-two dollars 
($5,092.00), of which $4,092.00 is for fixed costs and 
$1,000.00 the estimated amount to cover emergency, stray and 
overtime service calls." 

In response to public bidding for two contracts for the leasing 
of panel trucks and station wagons only one bid was received. In each 
case the Director recommended that a contract be awarded to Bonnell Motors, 
Inc. In response to a question whether there were any Boston vendors, the 
Director stated that the Library has tried every year in the recent past 
to have a Boston vendor for motor vehicles. The Library did get a Boston 
vendor several years ago, Atamian Ford, but unfortunately they went bankrupt 
and the contract had to be assumed by Bonnell Motors. This year contract 
forms were sent to several vendors but only one bid was received. On a 
motion duly made and seconded, it was 

"VOTED: that there be entered into with Bonnell Motors, Inc., 

353 Cambridge Street, Winchester, Massachusetts, the sole 
bidder in the public bidding, a contract for the leasing 
of two panel trucks and three station wagons during the 
period July 1, 1981 through June 30, 1982 at the following 
rates : 



Monthly Lease Cost 
per Vehicle 



Two Panel Trucks 

(2) Mo^el E-150 (1982) 

Three Station Wagons 

(3) Granada Model (1982) 



$490.00 



$455.00 



Mileage Charge 
per Mile 

$.26 



$.24" 



and 



"VOTED: that there be entered into with Bonnell Motors, Inc., 

353 Cambridge Street, Winchester, Massachusetts, the sole 
bidder in the public bidding, a contract for leasing of 
two panel trucks and one station wagon for the Eastern 
Massachusetts Regional Library System during the period 
July 1, 1981 through June 30, 1982 at the following rates: 



Minutes of Meeting 
AcSministrative Agency 
August 1 , 1981 
Page Three 



Monthly Lease Cost 
per Vehicle 



Mileage Charge 
per Mile 



Panel Truck 



Station Wagon 



$490.00 



$455.00 



$.24 



$.22" 



The Director stated that it was necessary each year to award contracts 
without public advertising for the purchase of books and library materials. 
Following discussion and on a motion duly made and seconded, it was 



•• ; h 



OTED : 



that without public advertising, contracts be entered into 
for purchase of books and certain other library materials 
for the period July 1, 1981 through June 30, 1982 with the 
following contractors, subject to the terms, agreements, 
and conditions set forth in said contracts: 

Xerox University Microfilms 
Ann Arbor, Michigan; 

Disclosure, Inc. 
Bethesda, Maryland; 

U.S. Historical Documents Institute, Inc. 

Hollinger Corporation 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 

J.S. Canner & Co. 

Carl Fischer, Inc. 
r. V 






R.L. Polk & Co. 

Standard & Poor's Corporation 

Worldwide Books, Inc. 

All of Boston, Massachusetts; 

Benchmark Films 

Combined Book Exhibit, Inc. 

Both of Briarcliff Manor, New York; 

H.W. Wilson Co. 
Bronx, New York; 

Walt Disney Educational Materials Co, 
Burbank, California; 



Minutes of Meeting 
Administrative Agency 
August 7, 1981 
Page Four 



Briggs & Briggs , Inc. 

Bibliophiles 

General Microfilm Co. 

All of Cambridge, Massachusetts; 

American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopedia Britannica Educational Corporation 

Field Enterprises Educational Corporation 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois;" 

Yankee Book Peddler, Inc. 
Contoocook, New Hampshire; 

The Eastin-Phalen Distributing Corporation 
Davenport , Iowa ; 

National Record Plan 
Deer Park, New York; 

Prentice-Hall, Inc. 
Englewood Cliffs, New Jersey; 

New Day Films 

Open Circle Cinema 

Both of Franklin Lakes, New Jersey; 

AIMS Instructional Media Service 
Glendale, California; 

Reprint Distribution Service, Inc. 
Kent, Connecticut; 

Centron Educational Films 
Lawrence , Kans as ; 



Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films, Inc. 
Los Angeles, California; 



Minutes of Meeting 
Administrative Agency 
August 7, 1981 
Page Five 



Xerox Films / Xerox Educational Publications 
Middletown, Connecticut; 

Kraus-Thomason Organization Limited 
Millwood, New York; 

Lucerne Films 

Morris Plains, New Jersey; 

MacMillan Films, Inc. 
Mount Vernon, New York; 

Research Publications, Inc. 
New Haven, Connecticut; 

AMS Press, Inc. 

CBS Records, Division of Columbia Broadcasting, Inc 

Carousel Films, Inc. 

Contemporary/McGraw-Hill Films 

Film Images, Inc. 

Grolier Educational Corporation 

Impact Films 

International Film Foundation 

Johnson Reprint Corporation 

Learning Corporation of America 

Macmillan Professional and Library Service 

Music Heritage Society 

NBC Educational Enterprises, Inc. 

New Yorker Films 

Peters International, Inc. 

Phoenix Films, Inc. 

Readex Microprint Corporation 

Sterling Educational Films 

Taylor Carlisle Bookstores, Inc. 

Texture Films 

Time-Life Films, Inc. 

Tricontinental Film Center 

UNIPUB 

Westinghouse Learning Corporation 

All of New York, New York; 



Center for Cassette Studies, Inc, 
North Hollywood, California; 

Royal Distributors 

North Quincy, Massachusetts; 



Minutes of Meeting 
Administrative Agency 
August 1 , 1981 
Page Six 



Perennial Education 
Northfield, Illinois; 

Stechert Macmillan, Inc. 
Oakhurst, New Jersey; 

Eastern Book Company 
Portland, Maine; 

Creative Film Society 
Reseda, California; 

Lawyers Co-operative Publishing Co, 
Rochester, New York; 

West Publishing Company 
St. Paul, Minnesota;" 

BFA Education Media 

Pyramid Film Producers 

Both of Santa Monica, California; 

Rounder Records 
Somerville, Massachusetts; 

The Baker & Taylor Co. 
Somerville, New Jersey; 

John Curley & Associates, Inc. 
South Yarmouthport, Massachusetts; 

Ulverscroft 

Stamford, Connecticut; 

Warren Schloat Productions, Inc. 
Tarry town. New York; 

Graphic Microfilm, Inc. 
Waltham, Massachusetts; 

Bureau of National Affairs, Inc. 
Congressional Information Service 
National Geographic Society 
All of Washington, D. C; 



Weston Woods Studios, Inc. 
Weston, Qonnecticut; 



Minutes of Meeting 
Administrative Agency 
August 7, 1981 
Page Seven 



Connecticut Films, Inc. 
Westport , Connecticut ; 

Wombat Films 

White Plains, New York; 

Colonial Williamsburg Foundation 
Williamsburg, Virginia; 

Fi 1ms I ncorpor ated 
Wilmette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

Bell & Howell, Microphoto Division 
Wooster, Ohio; 

ABC Wide World of Learning 

Bilingual Publications 

Billy Budd 

Cinema 5- 16mm 

Irish Book Center 

All of New York, New York; 

Barr Films 

Pasadena, California; 

Beacon Films 

Norwood, Massachusetts; 

C&T Book Company 
Boston, Massachusetts; 

General Microfilm Co. 
Cambridge, Massachusetts; 

Johnson Publishing Co. , Inc. 
Boulder, Colorado; 

Microfilming Corporation of America 
Glen Rock, New Jersey; 



and 



New England Micrographics, Inc. 
Waltham, Massachusetts" 



Minutes of Meeting 
Administrative Agency 
August 1 , 1981 
Page Eight 



Mr. Snyder stated that the Library Trustees had previously voted 
to take action with respect to scaling down Library operations by August 15 
if no budget relief was forthcoming. He noted that while there was still no 
budget, the amount of increased state aid is known. 

Mr. Young noted that the 158 million worse case budget and the 
Library allocation of 5.1 million within that budget represented the net 
historical relation between the Library and the City budget. Mr. Young 
reviewed the history of the budget process this year and noted that there 
was now 40 million plus available from the state. The Mayor had plans to 
submit a supplementary budget to the City Council allocating this new money 
and he suggested that the Library would come out of this allocation very well. 
He also noted that there would be $300,000 additional state aid available to 
the Library. He spoke about the home rule petition for an excise tax and noted 
that this had been passed by the Council. In summary, against the very bleak 
picture of three to four months ago, the Library situation has been substantially 
improved. He reported that the Mayor will also send to the Council a proposal 
to fund the Tregor abatement. He said that from a Library point of view he was 
pleased with the overall outcome. In light of these developments Mr. Young 
stated there would be no need to do something dramatic by August 15. In the 
discussion that followed the Trustees agreed that they would do nothing further 
until the budget is passed. Several members of the public and the staff 
commented on the budget crisis and the present condition of the Library. 

There was a short discussion on the problem of security in the 
Library. Mr. Snyder stated that he was very concerned about this matter and 
emphasized the need for continual police presence in the Library. The Trustees 
agreed that it was necessary to investigate the legality of this question before 
deciding on any further action in this matter. 

The meeting was adjourned at 4:45 p.m. 





Secretary 



Please read, initial below and return 
to the Secretary 




Trustee 



« 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
October 2, 1981 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held at 3; 50 P.M. in the Trustees Room 

Present at the meeting were Messrs. Parks, Snyder and Young. Also present 
for representatives of the staff and members of the public. 

The minutes of the meeting of the Trustees on August 7, 1981 were 
approved as presented. 



follows: 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of July and August, 1981 provided that expenditures 
from City Appropriation has the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$939,338.82 

9,593.65 

2,221.26 

202.44 

316.95 

-0- 

$951,673.12 



To Trust Funds: 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
1,874.68 

262.50 
2,197.38 

134.34 

-0- 



Total 

Eastern Regional Public Library System; 

Books 

Supplies and Materials 

Personal Services 

Total 



$4,468.90 



$104,994.39 

2,594.54 

103,035.71 

$210,624.64 



BPL Form No. 1046F— 1 /74 



% 



Minutes of Meeting 
Administrative Agency 
October 2, 1981 
Page Two 



Approval of receipts for services and supplies was confirmed as foil 



ows: 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of 
July and August, 1981 provided that payment of bills from 
City i^ropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$939,338.82 

5,334.66 

21.00 

202.55 

116.95 

-0- 



Total 



$945,013.98 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
1,874.68 

262.50 
2,197.38 

134.34 

-0- 



Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$4,468.90 



$105,004.39 

5,168.20 

103,035.71 



Total 



$213,208.30 



Minutes of Meeting 
Administrative Agency 
October 2, 1981 
Page Three 



The Director stated that it was necessary to take a vote authorizing 
the sign of payrolls. On a motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is authorized, to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
October 1, 1981 and October 29, 1981." 



The Director reported that the new Lower Mills Library building has 
been completed except for the purchase of new furnishings and he recommended to 
the Board that they take a vote to accept this new building and to move into it 
using the furniture from the old building. In the discussion that followed 
it was agreed that this would be a desirable thing to do and on a motion duly 
made and seconded, it was voted "that the Trustees of the Public Library of the 
City of Boston agreed to accept the new branch library building at 27 Richmond 
Street in Dorchester and to initiate branch library services at that location 
utilizing furniture from the present building with the expectation that new 
furnishings shall be purchased as soon as the City has capital budget for such 
purposes." The Director reported that a representative of the Public Facilities 
Department had met the administration to discuss the idea of the Library utilizing 
the newly vacated Cannon School in West Roxbury for library purposes in place of 
the present library building on Center Street. The Director said that he believed 
the best site for library services is the present location especially in light of 
the fact that the adjoining parcel of land has been given to the Trustees for 
purposes of building an addition to the present building. This site can only be 
used for library purposes. Following discussion it was agreed that it was the 
sense of the meeting that it is still desirable to continue library service in 
West Roxbury at the present location. The Director reported that space has been 
renovated in the Old Colony Housing Project specifically for library purposes. 
Although no staffing is currently available to man this extension the Director 
suggested that it would be good to utilize that space through deposit collections 
that would be managed by volunteers from the housing project. On a motion duly 
made and seconded, it was so voted. 



Minutes of Meeting 
Administrative Agency 
October 2, 1981 
Page Four 



Mr. Kelly reported several significant developments with respect to 
computer systems in the Library. The first phase of the on-line catalog has 
been implemented and this system is being used internally to support cataloging 
and inter library loan. This catalog will eventually become a public catalog 
accessible by terminal to members of the public. The Library in the last year 
has also acquired a software package from an institution within the state. This 
software has now been modified and implemented on the library's own computer 
giving much improved control over the whole acquisitions process including on- 
order file and fund-accounting. The Library's circulation system which was 
implemented in 1972 has now been upgraded to the point where all of the major 
files are available on-line to the operators. The latest improvement has been 
the implementation of systems that enable the operators to check the delinquency 
status of all people checking out books. 

The Director reviewed the budget for the past year. He noted that as 
opposed to the earlier worse case budget of 5.1 million the Library seems assured 
of at least 8.1 million with an additional 1.4 million possible with the passage 
of the Tregor Bill and he encouraged everyone to do whatever they can to help 
with this legislation. However, he pointed out that even with a total of 9.5 
million because of overall inflation and 15% increases in salaries the Library 
would still have less than last year. Because of attrition, retirement, and 
resignations a staffing pattern of 552 has now been reduced to 376 people on the 
payroll. There is no way to provide the same quality and quantity of library 
service with such drastic reductions in staff. Right now the Library is spending 
at the rate of 8.5 million as opposed to the 8.1 million that is presently available. 
He stated that the Library must attempt to assure quality library service in all 
areas of the City. The Central Library is now closed from Friday at 5:00 P.M. 
until Monday at 1;00 P.M. He noted that in the previous fiscal year 250,000 
people had used the Central Library on Saturdays. He suggested that the closings 
of the Central Library would have to be maintained for the present time but in 
order to meet the minimum State standards for hours of service he proposed that 
the district libraries be open on Saturdays, i.e., Brighton, Dudley and Codman. 
The Director stated that the Library's buildings are not now in good shape because 
of the depletion of custodial ranks. There is an increasing backlog of materials 
processing because of reductions in staff. Staff in all public service areas is 
substantially lower and he stated that some realignments in staff patterns were 
absolutely necessary. He suggested that as these realignments were made it would 
be important that every distinct area of the City should have some real quality 
library service. In the discussion that followed the Trustees agreed that the 
Library cannot continue to maintain the same level of service with the present 
reduced staff but they also felt that plans could not be formulated until the 
budget process is finalized. They recognized that they had adopted the concept 
of reading rooms in principle because it was thrust upon the Library by the budget 
realities. Several members of the public spoke and expressed concern about the 
trend toward more reading rooms. The Trustees agreed that we must be sensitive 



Minutes of Meeting 
Administrative Agency 
October 2, 1981 
Page Five 



as to how we proceed in increasing the number of reading rooms. The Trustees 
should be informed as to any proposed changes in the present branch pattern. In 
summarizing, the Trustees agreed that the basic problem is one of money and that 
an additional 1^ million won't solve all the problems. Since this is most likely 
to happen, even with 9.5 million there will still have to be some reading rooms 
because right now things are stretched too tight. 

The meeting adjourned at 5:30 P.M. The Director then stated that it 
was necessary to go into Executive Session on a matter relating to personnel and 
it was so voted. 



Secretary 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
November 27, 1981 



The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on October 2, 1981 were 
approved as presented. ' ^^ 



follows : 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of September and October, 1981 provided that 
expenditures from City Appropriation has the approval of the 
City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,021,482.80 

25,992.20 

3,544.23 

71,379.66 

145,671.75 

-0- 

$1,268,070.64 



To Trust Funds: 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System; 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 




835. 


.25 


666, 


,35 


660. 


,80 


-0- 




-0- 




2,162. 


40 



$ 63,671.18 

34,059.38 

121,689.50 

$219,420.06 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
November 27, 1981 
Page Two 



Approval of receipts for services and supplies was confirmed as follows 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of 
September and October, 1981 provided that payment of bills from 
City Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$1,132,582.90 
74,902.86 
1,525.31 
71,390.66 
13,387.62 
58,868.34 



To Trust Funds 



Total 



$1,352,657.69 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Chrages and Obligations 

Equipment 

Total 



835. 


.25 


656. 


.35 


660. 


.80 


-0- 




-0- 




$2,152. 


,40 



Eastern Regional Public Library System; 

Books 

Supplies and Materials 

Personal Services 



$ 63,691.18 

17,705.48 

121,689.52 



Total 



$203,086.18 



Minutes of Meeting 
Administrative Agency 
November 27, 1981 
Page Three 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 

• "VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
November 26, 1971 and December 24, 1981." 

The Director recommended that a contract be awarded to the Defiance 
Machine and Tool Company, the sole bidder in public bidding, for the delivery 
and installation of a new machine for use in the Bindery. He pointed out that 
this machine would be paid for with funds made available under the State program 
for this purpose. Following discussion and on a motion duly made and seconded, 
it was 



"VOTED: that there be entered into with Defiance Machine and Tool 
Company, Inc., P. 0. Box 1029, 430 Industrial Drive, 
Maryland Heights, Missouri, the sole responsible and 
eligible bidder in the public bidding a contract for 
supplying, delivering, and installing one Automark Model 
EDA (Electronic Data Applicator) High Speed Cover Titling 
Machine, with character wheel of letter size to be 
determined by the Official, and with Minimax keyboard- 
operated control system, as specified in the specifica- 
tions, at a total cost not to exceed thirteen thousand 
six hundred seventeen dollars ($13,617.00)." 

The Director reported that the Library Buildings Department personnel 
have completed the moving of the old furniture and the book collection into the 
new Lower Mills Branch Library. He complimented the staff for the good work which 
was completed without any overtime or any special appropriation. He noted that 
several windows had already been broken and expressed the hope that occupancy 
would deter any further vandalism. 

Security has become an increasingly serious problem in the Library. 
There are reports of several people who are consisdered dangerous hanging around 
the Library. These people are threatening to the staff. The Library has always 
relied on the Police Department to provide security and the Library considers that 
the best possible security. However, because of the Police Department's own 



I 



Minutes of Meeting 
Administrative Agency 
November 27, 1981 
Page Four 



serious problems there is no longer any police presence in the Library. The 
Director said that it was highly desirable at this time to hire a private 
security force. (At this point there was a report of a bomb scare in the Library 
which required the building to be evacuated. The Director stated that this was 
also an increasingly serious problem because this bomb scare was the sixth 
consecutive day in which the Library had to be evacuated. The Trustees decided 
to continue the meeting.) The Director requested authorization from the Board 
to expend up to $25,000 for an emergency security force over the next four to 
six months. In the discussion that followed the Trustees expressed concern that 
the security people hired be extremely careful not to infringe on the rights of 
the library users. The Trustees agreed that it was extremely important to 
maintain a high level of security in the Library and after further discussion 
they approved the Director's request. In conjunction with this the Director 
recommended that the doors of the McKim Building on Dartmouth Street be closed 
on a temporary basis so that there would be only one entrance and exit for people 
using the Library in the immediate future. This was being done in the interests 
of bolstering the effort to improve security. 

The Director reported that the whole matter of the fiscal '82 budget was 
unresolved because of the delay in getting approval of the Tregor Bill. He 
stated that many of the Library staff have been lobbying with legislators for 
this purpose and he expressed the hope that action would be taken in the near 
future. In responding to a question, the Director stated that the Library is 
operating slightly above the current 8.1 million dollar appropriation. A dis- 
cussion followed. The Director noted that the Library's buildings have deteriorated 
substantially because of unavailability of funds to pay for the upkeep of the 
buildings. He cited several specific situations in which large numbers of 
windows are broken and he estimated that it would take about $20,000 just to 
replace broken glass. 

The meeting adjourned at 4:40 P.M. 



• •••••• 




Secretary 



Please read, initial below and return 
to the Secretary 




cJLuc /T 




Trustee 



\ f '■ 

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, January 18, 1982 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held at 4:00 P.M. in the Trustees Room 

Present at the meeting were Messrs. Snyder and Young and Ms. Spring, 
Trustees. Also present were representatives of the staff and members of the public 

The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on November 27, 1981 were 
approved as presented. 



follows : 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of November, 1981 provided that expenditures from 
City Appropriation has the approval of the City Auditor: 



To City Appropriation ; 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$451,154.73 

6,634.08 

3,113.03 

26,251.74 

125.25 

2,048.88 

$489,327.71 



To Trust Funds : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 

256.21 
-0- 
22, 209 .'89 
-0- 
-0- 

$22,466.10 



$ 9,813.23 

203.95 

43,142.90 

$53,160.08 



BPLFormNo. 1046F— 1/74 



V' 



Minutes of Meeting 
Administrative Agency 
January 18, 1982 
Page Two 



follows : 



Approval of receipts for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of 
November, 1981 provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$451,154.73 

24,888.53 

13,136.44 

26,251.74 

6,402.58 

-0- 

$521,834.02 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



-0- 
256.21 
-0- 
22,209.89 
-0- 
-0- 

$22,466.10 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$ 9,813.23 

6,047.53 

43,142.90 



Total 



$59,003.66 



.v> 



Minutes of Meeting 
Administrative Agency 
•January 18, 1982 
Page Three 



The Director stated that it was necessary to have authorized the 
signing of payrolls on a four week period. On a motion duly made and seconded. 



It was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
January 21, 1982." 

The Director reported a big improvement in the climate within the 
Library subsequent to the presence of Pinkerton guard service in mid-December. 
He stated that the climate within the Library had deteriorated noticeably 
during the past eighteen months as the presence of Boston Police became increas- 
ingly irregular. He stated many of the staff in the Central Library feel that 
things have improved substantially since the Pinkerton people arrived. Mr. Young 
stated that his company's law firm had indicated a willingness on a pro bono 
basis to study the implications of enforcing library regulations with respect 
to behavior. The Director agreed that it would be well to have this kind of 
legal" counsel on the matter. Following further discussion and on a motion 
duly made and seconded, it was 

"VOTED: that, given the urgency of providing guard and patrol serv- 
ice; and due to Pinkerton 's arresting powers and armed 
personnel, excellent references, and ability to provide 
manpower immediately; there be entered into without public 
advertising, with Pinkerton's Inc., a corporation having 
places of business at 100 Church Street, New York, New York 
and at 18 Oliver Street, Boston, Massachusetts, a contract 
for guard and patrol service at the Central Library building 
during the period December 16, 1981 to June 30, 1982 at a 
total cost not to exceed twenty-five thousand dollars 
($25,000.00). 

The Director reported that he had just completed a review of the 
status of the budget and he proposed that some transfers be made at this time 
on the basis of projected expenditures. Specifically he proposed the transfer 
of $40,000 into the 21 Account and $400,000 into the 22 Account. (The Director 
noted that this recommendation was based on our best estimate since we no longer 
get utility bills.) 



Minutes of Meeting 
Administrative Agency 
January 18, 1982 
Page Four 



$ 1,000 into the 28 Account 

$ 30,000 " " 29 " 

$100,000 " " 33 " 

$ 30,000 " " 36 

He proposed that all of these transfers be made from the special allocation in 
the 1 Account for unemployment compensation. On a motion duly made and seconded 
It was so voted. The Director stated that the Library was finding it difficult 
to keep everything operating at the present level and is still hoping for passage 
of the Tregor Bill. The Library has not been spending money in anticipation of 
Tregor. Given the present 8.1 million budget the Director recommended that the 
Trustees continue to try to maintain the present level of service. The Director 
emphasized that the Library does not have adequate assistance in any segment of 
the operation and many things are just not getting done; for example, inadequate 
custodial, maintenance, shelving, etc. In response to the question does this 
mean that the Library will live within the 8.1 million budget, the Director 
replied that on the basis of present expenditures we would still be slightly over 
spending and he stated that there may be some need for some adjustment later on 
in the fiscal year. He expressed the hope that the Library would be able to get 
a waiver for one year on the State's requirement that \lht of the budget be 
expended for books. 

The Director reported that new legislation had been filed which would 
increase the amount of support the Library gets under the Library of Last 
Recourse legislation. This legislation would provide support for the operation 
of the Central Library on the basis that it provides services to anybody in any 
part of the State. The Director emphasized that the Boston Public Library is 
the only major library resource that is openly available for all citizens of the 
Commonwealth. He also noted that the City had done a very good job until 
recently in supporting the operations of the Library. In response to the ques- 
tion as to what guarantees could be provided with respect to branch operations 
Mr. Young pointed out that we must identify what services are beneficial to 
people residing outside of Boston. There is not any guarantee and there is no 
way that one could be given. However, he suggested that it was reasonable to 
assume that with 4 million dollars in net new money that all of the library would 
benefit. Ms. Spring suggested that we should look at all avenues for revenue and 
she pointed out that cable channels will be available to the Library for any 
new services the Library can provide. In the discussion that followed it was 
agreed that there are an awful lot of potential for further fund raising from a 
variety of sources. One recommendation was for a petition that would be signed 
by illustrious alumni for presentation to the legislators on Beacon Hill. 



On a motion duly made and seconded the 




ng adjour/f^d at 5:00 P.M. 




Secretary 



Please read, initial below and 
return. tt5^^Jne Secretary- 




^' 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, February 26, 1982 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held at 3:45 p.m. in the Trustees Room. 

Present: Messrs. Snyder, Parks, Young and Ms. Spring, Trustees. Also 
present were representatives of the staff and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on January 18, 1982 were 
approved as presented. 



follows: 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of December, 1981 provided that expenditures from 
City Appropriation has the approval of the City Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$603,845.79 

13,606.41 

4,786.37 

56,649.97 

-0- 

-0- 



Total 



To Trust Funds: 



$678,888.54 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
$111.24 
-0- 
-0- 
-0- 
-0- 



Total 

Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 

Total 



$111.24 



$ 56,372.79 

1,677.22 

57.358.44 

$115,408.45 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Friday, February 26, 1982 
Page Two 



Approval of receipts for services and supplies was confirmed as follows 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills' 
was authorized to be charged as follows for the month of 
December, 1981 provided that payment of bills from City 
Appropriation has the approval of the City Auditor: 



To City Appropriation ; 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$603,845.79 

15,901.24 

6,468.08 

56,649.77 

25,414.99 

-0- 



To Trust Funds: 



Total 



$708,279.87 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 

111.24 

-0- 

-0- 

-0- 

-0~ 

$111.24 



$ 56,372.79 

5,951.29 

57,358.44 

$119,682.52 



The Director stated that it was necessary to authorize the signing of 
payrolls on a four week period. On a motion duly made and seconded, it was 



Minutes of Meeting 
Administratiave Agency 
February 26, 1982 
Page Three 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Philip J. McNiff, Director, or upon his 
delegation, Liam M. Kelly, Assistant Director, and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director be, and 
hereby is, authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from February 18, 1982." 

The Director reviewed the current budget status. He said that overall 
the Library was in good shape with respect to budget expenditures. However, from 
a personnel point of view the sitaution is very bad. The Library is at a point 
where it is frequently impossible to open a branch or a department in the Central 
Library because someone is out sick. For the coming fiscal year the Director 
proposed that a budget be requested that provided for the staffing pattern 
essential to the operation of all aspects of the normal library system. Last 
year the Library originally proposed a budget of 12.5 million dollars. For the 
coming year the normal operation of the Library would require a budget of 13.07 
million dollars. He stated that it would be desirable to request a full funded 
budget in light of the fact that the Library is seeking a substantial increase 
in State support. Mr. Parks expressed concern that the proposed budget would 
be substantially higher than the present budget and he suggested that the budget 
should be realistic in light of what may be available. However, in the ensuing 
discussion the Trustees agreed that in the event of attempting to gain passage 
of Senate Bills 1445 or 1738 the Library should proceed at this time with the 
budget at the proposed level. It was agreed that it makes sense to go ahead on 
this basis at this time for strategic reasons. The Trustees authorized the 
Director to proceed with the preparation of a budget at the proposed level for 
discussion with budget people. 

With respect to Federal legislation the President's proposals are 
disasterous as far as libraries are concerned. The proposed Federal budget does 
not include any money for library programs. There are two library bills filed 
for consideration on Beacon Hill, these are Senate Bills 1445 and 1738. Senate 
Bill 1445 is expected to have a hearing in the near future before the Joint 
Committee on State Administration. There is some support for it in the library 
community but there is also some opposition expecially in the central and western 
regions, however, the bill is being supported by the academic community and by 
the Special Libraries Association. The Massachusetts Library Association has 
proposed an amendment to the legislation. This amendment would not seem to be 
vlabile at this time. Either one of these bills would provide an infusion of 
4-5 million dollars which is the amount of money needed to restore the library 
budget to an adequate level and it was agreed that the library needs to push for 
the passage of either one of these bills. 



Minutes of Meeting 
Administrative Agency 
February 26, 1982 
Page Four 



A member of the public requested that the minutes of the Trustees 
meetings be distributed regularly to all branches for public posting. There was 
a short discussion on this matter and it was agreed that this would be considered 
In response to a question regarding the report of the Examining Committee the 
Director stated that this report will be printed and can be made available to 
the public. It was recommended that a fact sheet be prepared regarding support 
of the legislation for those people who are interested in working for its passage 



The meeting adjourned at 4:45 p.m. 



Secretary 



Please read, initital below and 
return to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, April 23, 1982 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held at 4:00 p.m. 

Present at the meeting were Messrs Snyder, Young and Ms. Spring. Also 
present were representatives of the staff and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on February 26, 1982 were 
approved as presented. 



follows : 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of January and February, 1982 provided that ex- 
penditures from City Appropriation has the approval of the City 
Auditor: 



To City Appropriation : 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$ 942,963.56 

21,380.73 

120,799.32 

91,767.20 

552.30 

-0- 

$1,177,463.11 



To Trust Funds: 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
$ 2,393.18 
-0- 
16,406.85 
-0- 
-0- 



Total 



$18,800.03 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$117,192.94 
12,328.62 
91,331.28 

$220,852.84 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Two 



Approval of receipts for services and supplies was confirmed as follows 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the months of 
January and February, 1982 provided that payment of bills from 
City Appropriation has the approval of the City Auditor,: 



To City Appropriation : 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



$ 942,963.56 

39,885.31 

32,517.97 

101,767.20 

9,885.65 

1,306.79 

$1,128,326.48 



To Trust Funds: 



Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



-0- 
$ 2,393.18 
-0- 
16,406.85 
-0- 
-0- 



Total 



Eastern Regional Public Library System : 



Books 

Supplies and Materials 

Personal Services 

Total 



$18,800.03 



$117,192.94 
15,447.74 
91,331.28 

$223,971.96 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Three 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinanaces of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director, 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for the period until May 31, 1982." 



The Board approved the award of the following renewable contracts with 
out public advertising. On a motion duly made and seconded, it was 



"\7 



VOTED 



It 



and 



VOTED 



that, without public advertising, there be entered into 
with American Service Co., Inc., 799 Hancock Street, 
Quincy, Massachusetts, a contract for the inspection and 
testing of fire alarm, systems at the Central Library 
building and at various other locations in the Library 
System, as specified, during the period July 1, 1982 
through June 30, 1933 at a total cost not to exceed five 
thousand ninety-two dollars ($5,092.00), of which 
$4,092.00 is for fixed costs and $1,000.00 the estimated 
amount to cover emergency, stray and overtime service calls. 



ft 



that, without public advertising, there be entered into with 
the New England Deposit Library, 135 Western Avenue, Alls ton, 
Massachusetts, an agreement for the rental, during the period 
July 1, 1982 through June 30, 1983, of storage space therein 
for books and other library materials belonging to the Boston 
Public Library, in accordance with the rates for storage space 
formally adopted by the governing board of said New England 
Deposit Library." 



and 

"VOTED: that there be entered into, without public advertising, 
with Gilbert Small & Co., Inc., 1391 South Street, 
Needham, Massachusetts, a service agreement for the 
examination of building levels at one central library 
building (Johnson) during the period July 1, 1982 through 
June 30, 1983, the total fee thus charged to be subject 
to the terms, agreements, and conditions set forth in 
said agreement." 



and 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Four 

The Director recommended that contracts be renewed with Balco, Inc., 
Delta Elevator Service Corporation and Marketechs, Inc. Each of these contracts 
was originally publicly bid for a three-year period to be renewed at the discre- 
tion of the Library. On a motion duly made and seconded, it was 



"VOTED: that, without public advertising, there be entered into 
with Balco, Inc., 160 Charlemont Street, Newton, 
Massachusetts, a contract for the operation and servicing 
of heating, ventilating, and air conditioning systems , 
electrical systems and equipment, as well as plumbing 
systems, throughout the Library system during the period 
July 1, 1982 through June 30, 1983, at a total cost not 
to exceed one hundred sixty three thousand two hundred 
fifty nine dollars and four cents ($163,259.04). 

and 



"VOTED: that, without public advertising, there be entered into with 
Delta Elevator Service Corporation, 40 North Beacon Street, 
Allston, Massachusetts 02134, a service contract for the 
maintenance and servicing of elevators throughout the Library 
system for the period July 1, 1982 through June 30, 1983, 
at a total cost not to exceed twelve thousand six hundred 
dollars ($12,600.00)." 



and 
"VOTED 



that, without public advertising, there be entered into with 
Marketechs, Inc., 418 Linden Street, Wellesley, Massachusetts, 
a contract for the rental and maintenance of computer 
terminals during the period July 1, 1982 through June 30, 
1983 at a total cost not to exceed fifteen thousand five 
hundred fifty two dollars and no cents ($15,552.00)." 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Five 



The Secretary then recoiranended to the Board the renewal of three 
contracts with International Business Machines Corporation. The first of these 
IS a contract for the purchase of computer equipment over a five-year period 
originally entered into in 1981. The cost of this contract would be $51,822.00 

A ^'r^ contract for the maintenance of this equipment would cost $25,872.00 
and the third contract for the rental of certain data processing equipment 
would cost $41,364.00 Because the Library was committed to computerized 

T.lTl^^t''''^''''''^''''l ^' ^ ""^^^ ^^^^y ^^'^ ^ ^^^ °^^ ^he equipment utilized punch 
card technology Because of the limitations of this technology it has been 
difficult to make a transition away from it to the latest technology. However 
because this has been happening and because the Library has been able to enter 
^u'^/conn^n^^^"'^''' Purchase Agreement the annual cost has been reduced from 
about $200,000 in fiscal year 1980 to less than $120,000 in the coming year 
In order to complete this transition to new technology it was recommended that 
another contract be authorized with IBM for the installment purchase of addi- 
tional replacement equipment. On a motion duly made and seconded, it was 



"VOTED 



and 

"VOTED 



that, without public advertising, there be entered into with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
Wyman Street, Waltham, Massachusetts, a contract for the 
purchase of previously installed data processing equipment 
under a five year installment payment purchase plan commencing 
July 1, 1981 and terminating on June 30, 1986, the total 
amount thus paid to be subject to the terms, agreements and 
conditions set forth in said contract." 



that, without public advertiising, there be entered into with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
V/yman Street, Waltham, Massachusetts, a contract for rental 
of certain data processing equipment during the period July 1, 
1982 and June 30, 1983, the total rental thus charged to be 
subject to the terms, agreements, and conditions set forth in 
said contract." 



and 
"VOTED 



that, without public advertising, there be entered into with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
Wyman Street, Waltham, Massachusetts, a contract for the 
maintenance of certain data processing equipment during the 
period July 1, 1982 and June 30, 1983, the total amount thus 
paid to be subject to the terms, agreements, and conditions 
set forth in said contract." 



Minutes of Heatting 
Administrative Agency 
April 23, 1982 
Page Six 



"VOTED: that, without public advertising, there be entered into with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
Wyman Street, Waltham, Massachusetts, a contract for the 
lease purchase of replacement data processing equipment 
under an installment payment purchase plan commencing 
July 1, 1982 and terminating on or before June 30, 1986, 
the total amount thus paid to be subject to the terms, 
agreements, and conditions set forth in said contract." 

The Secretary then proposed that two contracts be entered into with 
Digital Equipment Corporation. The first contract for the maintenance of certain 
software will cost about $12,000 a year and the second contract for the main- 
tenance of hardware will cost about $25,000 a year— this cost to be borne by 
the Regional program. On a motion duly made and seconded, it was 



"VOTED: that, without public advertising, there be entered into with 
Digital Equipment Corporation, a corporation having a place 
of business at 146 Main Street, Maynard, Massachusetts, 
and at 235 Wyman Street, Waltham, Massachusetts, a contract 
for the maintenance of certain software equipment during the 
period July 1, 1982 and June 30, 1983, the total amount thus 
paid to be subject to the terms, agreements, and conditions 
set forth in said contract." 



and 
"VOTED: 



that, without public advertising, there be entered into with 
Digital Equipment Corporation, a corporation have a place 
of business at 146 Main Street, Maynard, Massachusetts, 
and at 235 Wyman Street, Waltham, Massachusetts, a contract 
for the maintenance of certain data processing equipment 
during the period July 1, 1982 and June 30, 1983, the total 
amount thus paid to be subject to the terms, agreements, 
and conditions set forth in said contract." 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Seven 



The Director reported that Mr. Druker, the owner of the Orient Heights 
branch building had expressed an interest in turning the building over to the 
Library Trustees prior to his death. The same day the Library received word 
of this the building was severely damaged by fire. This was an active and busy 
branch and the Director expressed the hope that the damage would be covered by 
insurance so that the building could be refurbished before it is handed over 
to the Trustees. In the case of the Jamaica Plain branch this building has 
always depended on heat provided by the adjacent Curtis Hall. However, the 
heat was cut off when renovations of Curtis Hall got underway a few weeks ago. 
Public Facilities has now provided temporary heating units. The Library hopes 
to be able to keep the building open if the weather continues to be mild. The 
Director requested that the Library be authorized to pursue the installation of 
a dedicated heating unit for the Jamaica Plain branch building. 

The Director then reported that the initial budget request had been 
submitted and that there was one hearing with the Budget Office personnel. At 
that time the Administration was informed that the Library budget would be level 
funded in fiscal year 1983. If this turns out to be the case, then there will 
have to be signif -ant reordering of hours of service. The Library staff has 
done very well adjusting to the drastically reduced staffing complement but it 
would be unfair and impractical to try to continue this arrangement for another 
year. There just have been too many instances where branches or departments have 
had to be closed because one individual was absence for one reason or another. 

The Director expressed some optimism that Senate Bill 1445 would be 
enacted. The bill is now in the Senate Ways and Means Committee following a 
very good hearing before the Joint Committee on Administration. Mr. Young asked 
that the minutes record that the bill got a very good hearing before the Joint 
Committee on Administration and that the Library lobby. Save Our Library group, 
etc. had done a good job working for support of this bill. There was overwhelm 
ing support for this bill at the hearing. 

In discussing the budget further the Director stated that there was a 
new item in the budget for Workmen's Compensation and he expressed concern that 
the Department should have some input into decisions that have been made with 
respect to the award of Workmen's Compensation. One expenditure item that has 
been monitored closely is the consumption of oil. A survey of the oil on hand 
and the amount of oil needed for the rest of the year indicates that it is 
necessary to transfer up to $10,000 additional into this account. On a motion 
duly made and seconded it was so voted. 

The Director spoke briefly about the Regional program and said that a 
growing problem with the Regional program is that all of the people who parti- 
cipated in it are interested in looking for additional allocation of funds. The 
Regional program budget supports activities in the Boston Public Library and several 



Minutes of Meeting 
Administrative Agency 
April 23, 1982 
Page Eight 



other public libraries in Eastern Massachusets. This program has been verv 
Thrn . '° ^""^ <i^^«l°P'»«"t of the collections of the Boston Public Jbrarv 
h^ . ^^^ ."'°r^"''^'' ''^^'^ ^"^^ ""^^^et be adopted by the Board and that he 
be authorized to forward the budget to the Board of Library Commissioners 
Following discussion and on a motion duly made and seconded, i^tas voted "that 
the budget for the Eastern Regional program for fiscal year 1983 be Idopted 
and submitted to the Board of Library Conmiissioners. adopted 

The Director proposed that the annual meeting be deferred nnUi ^h^ 

ToTnlTzl^Vt^'':]'' r?""^°' ''^^ ^°^^<^ ^'''^^ '^ tenLt!v:i;1che" u ed'^ 
tor May 28. On a motion duly made and seconded it was so voted. 

rh» . KT f^"*"^ 'I'^''^ "^^ "° °"'^'' business the President Invited members of 

CableTV^l K ''^^''•- '^^'^ "^" ^""^^ ^""^ discussion on several items including 
Cable TV. library maintenance and security of buildings and the need for Soanlfh 
speaking and children's librarians in the libraries of the Dudley district 



The meeting adjourned at 4:55 p.m. 




ecretary 



Please read, initial below and 
return— tx) the Secretary 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrat Lve Agency 



In Board of Trustees 
Friday, July 23, 1982 



The Annual Meeting of the Trustees of the Public Library as an 
Administrative Agency of the City of Boston was held in the Trustees Room at 4:25 p.m. 

Present: Messrs. Snyder, Young and Ms. Spring, Trustees. Also present 
were representatives of the staff. 

Ms. Spring proposed that the officers for the present year be reelected 
for another term. Mr. Young seconded the motion and it was so voted: 

Arthur F. F. Snyder, President 

Paul Parks, Vice President 

Liam M. Kelly, Secretary 

Philip J. McNiff, Secretary Pro Tern 

The Director statpd that it was necessary at the Annual Meeting for the 
Trustees to approve votes necessary for the on-going operation of the Library. On 
a motion duly made and seconded, it was 



"VOTED: 



and 



"VOTED 



that any member of the Board of Trustees be, and hereby is authorized 
to sign on behalf of the Board, bills, special drafts, and payrolls 
of the Library." 



that, until the next annual meeting, the President, or Vice President, 
or in the inability of either, any member of the Board, and by 
delegation the Director or the Secretary 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 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 payments 
under contracts so voted." 



and 



"VOTED: 



and 

FURTHER 
VOTED : 



that we, the Trustees of 'the Boston Public Library, having appointive 
authority over the Civil Service personnel at the Library, do appoint 
one of our members, Arthur F. F. Snyder, Trustee, to hold and 
conduct hearings in accordance with Chapter 31 of the General Laws 
whenever the said hearings are deemed necessary; 



that in the event of the unavailability of Arthur F. F. Snyder, 
Paul Parks, Trustee, is hereby authorized to conduct the above- 
mentioned hearings, this power to be valid only until the expiration 
or appointment of any member of this Board." 



Form No. 1046G— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
July 23, 1982 
Page Two 

The President then appointed Liam M. Kelly as Secretary of Committees 
and Philip J. McNiff as Secretary of Committee Pro Tem to serve until the next 
Annual Meeting. 

On a motion duly made and seconded, it was 

"VOTED: that until the next annual meeting , Philip J. McNiff, Director 
or upon his delegation, Liam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant Director, 
be, and hereby is authorized to act on behalf of the Trustees 
in the administration of the personnel procedures established 
by them for the appointment of all officers and employees of the 
Library up to but not including the level immediately below that 
of the Director, and to fix the remuneration for all such officers 
and employees subject to the salary and wage scales as currently 
established by vote of the Trustees, said appointments and changes 
in remunerations to be reported to the Trustees at their next 
meeting for confirmation." 



and 



"VOTED: that, until the next annual meeting, Philip J. McNiff, or upon 
his delegation, Liam M. Kelly, Assistant Director and Secretary 
of the Trustees, or John J. Doherty, Assistant Director, or 
Keven T. Fitzpatrick, Assistant to the Director be, and hereby 
is authorized to sign on behalf of the Board in approval of the 
payment of all vouchers or bills covering expenditures incurred 
in terms of one quarter of the fis.cal 1982-83 budget allowance, 
but in no case exceeding those in the budget estimates for the 
fiscal year 1982-83, as shall be approved by the Board of Trustees, 
said payments to be reported to the Board at its next regular 
meeting for confirmation." 



and 



"VOTED: that, until the next annual meeting, the President, Vice President, 
the Director, and the Secretary of the Trustees be, and hereby 
are severally authorized to sign any and all contracts voted to 
be made by the Board in the name and behalf of the City and any 
and all communications in connection with the award of contracts 
so voted or recommended to be so voted." 



Minutes of Annual Meeting 
Administrative Agency 
July 23, 1982 
Page Three 



"VOTED: that, until the next annual meeting for the signing of checks 
dravn upon the petty cash checking accounts of the Library, 
Thomas T. McLaughlin, Supervisor of Accounting Services, or 
Liam M. Kelly, Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability, be 
authorized to sign checks, and Philip J. McNiff, Director, or 
Liam M. Kelly, Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant to the 
Director, in the order of their respective availability be 
authorized to countersign checks, provided that in no instance 
does the same individual both sign and countersign a check." 

The meeting adjourned at 4:30 p.m. • 



Secretary 



Please read, initial below and 
return to the Secretary 



Trustee 



y 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, July 23, 1982 



A meeting of the Trustees of the Public Library as an Administrative 
Agency of the City of Boston was held at4:35 p.m. 

Present at the meeting were Messrs. Snyder, Young and Ms. Spring. Also 
present were representatives of the staff. 

The President, Mr. Snyder, presiding. 

The minutes of the meeting of the Trustees on April 23, 1982 were 
approved as presented. 



follows: 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of March, April and May, 1982, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor; 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,448,035.03 

58,024.80 

13,776.08 

16,435.09 

336.40 

-0- 

$1,536,607.40 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Oblitations 

Equipment 

Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



-0- 
477.02 
26.92 
33,649.54 
-0- 
-0- 

$54,153.48 



$233,658.73 

11,756.85 

162,866.87 

$408,282.45 



BPL Form No. 1046F— 1 /74 



1 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 



Page Two 



as follows: 



Approval of payment of bills for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of March, 
April and May, 1982, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,436,246.22 

139,844.72 

91,045.55 

76,435.09 

38,078.44 

-0- 

$1,781,650.02 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 





-0- 






506. 


,69 




25. 


.92 


53, 


,649. 
-0- 
-0- 


.54 


$54, 


,182. 


.15 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$233,658.73 

11,756.85 

162,866.87 

$408,282.45 



The Director stated that since the last meeting the following action 
has been taken with respect to several contracts that were awarded subsequent 
to public bidding: 



» 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Three 



On June 25, 1982 

"VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of two panel trucks and four station wagons 
during the period July 1, 1982 through June 30, 1983 
at the following rates: 



Monthly Lease Mileage Charge 
Cost Per Vehicle Per Mile 



Two Panel Trucks 
Model E-150 (1983) 



$490.00 



$.26 



Four Station Wagons 
Model Fairmont (1983) 



$465.00 



$.24 



and 



"VOTED: that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of two panel trucks and one station wagon for 
the Eastern Massachusetts Regional Library System 
during the period July 1, 1982 through June 30, 1983 
at the following rates: 

Monthly Lease Mileage Charge 
Cost Per Vehicle Per Mile 



and 



Panel Trucks 



Station Wagon 



$490.00 
$465.00 



$.24 
$.22 



"VOTED: that there be entere 
550 Newtown Road, Li 
bidder in the public 
supplying and delive 
and services during 
June 30, 1983, with 
1983 and as of July 
charged to be subjec 
conditions set forth 



d into with Inforonics, Inc., 
ttleton, Massachusetts, the sole 

bidding, a service contract for 
ring MARC II catalog products 
the period July 1, 1982 through 
option for renewal as of July 1, 
1, 1984, the total fee thus 
t to the terms, agreements, and 

in each contract." 



and 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Four 



"VOTED: 



that there be entered into with Coverall Service Co., 
Inc., 73 Addison Street, East Boston, Massachusetts, 
the sole bidder in the public bidding, a contract for 
the rental of miscellaneous uniforms during the period 
July 1, 1982 through June 30, 1983 at prices per unit 
as follows: 



Two (2) shirts, two (2) pants per man 
Two overalls (per) 
Two dresses (per) 



$2.20 per week 
$1.50 per week 
$1.50 per week 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 



II 



VOTED: 



that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trusteees for a period not to exceed four weeks from 
June 30, 1982; July 28, 1982; August 25, 1982; 
September 22, 1982; October 20, 1982." 



Action was then taken with respect to the contract for the patrol 
and guard service and the contract covering the microfiche readers. On a motion 
duly made and seconded, it was 



II 



VOTED : 



and 



that there be entered into with Pinkerton*s, Inc., 
100 Church Street, New York, New York (a firm also 
having offices at 18 Oliver Street, Boston, 
Massachusetts), the lowest eligible and responsible 
bidder in the public bidding, a contract for guard 
and patrol service at the Central Library Building 
during the period July 1, 1982 through June 30, 1983 
at the rate of $7.29 for each hour of guard and 
patrol protection by each operator." 



f-'ki^f 



Minutes ot Meeting 
Administrative Agency 
July 23, 1982 
Page Five 



If 



VOTED; that there be entered into with Auto-Graphics, Inc., 

751 Monterey Pass Road, Monterey Park, California, the 
lowest eligible and responsible bidder in the public 
bidding, a contract for the rental and maintenance of 
certain microfiche readers for the Research Library 
catalog system, as specified in the specifications, 
during the period July 1, 1982 through June 30, 1983, 
with the option for renewal as of July 1, 1983 and 
as of July 1, 1984, at a total cost not to exceed fifty- 
four thousand six hundred dollars and no cents 
($54,600.00)." 



The Director stated that it was necessary at this time to take a vote 
on contracts to be entered into for the purchase of books and certain other library 
materials. He noted that there is a potential problem inasmuch as these contracts 
are traditionally entered into without any specific sum of money assigned to 
each of them. This is because the library never knows how much or what materials 
are to be purchased from any book dealer in the course of a year. The City 
Auditor has expressed the intention of having a specific amount of money 
encumbered for each of the contracts. The Director suggested that this would 
create major problems for the library. Following a brief discussion it was 
agreed that the Finance Committee would take up this matter with the Auditor. 
On a motion duly made and seconded, it was 



"VOTED: that without public advertising, contracts be entered into 
for purchase of books and certain other library materials 
for the period July 1, 1982 through June 30, 1983 with the 
following contractors, subject to the terras, agreements, 
and conditions set forth in said contracts: 

Xerox University Microfilms 
Ann Arbor, Michigan; 

Audio Buff Co. 
Athens, Ohio; 



Disclosure, Inc. 
Bethesda, Maryland; 

U.S. Historical Documents Institute, Inc 

Hollinger Corporation 

Both of Arlington, Virginia; 

Indiana University 
Bloomington, Indiana; 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Six 



J. S. Canner & Co. 

C&T Book Company 

Carl Fischer, Inc. 

G. K. Hall & Co. 

R. L. Polk & Co. 

Standard & Poor's Corporation 

Worldwide Books, Inc. 

All of Boston, Massachusetts; 

Johnson Publishing Co., Inc. 
Boulder, Colorado; 

Benchmark Films 

Combined Book Exhibit, Inc. 

Both of Briarcliff Manor, New York; 

H. W. Wilson Co. 
Bronx, New York; 

Walt Disney Educational Materials Co 
Burbank, California; 

Briggs 6i Briggs, Inc. 
General Microfilm Co. 
Both of Cambridge, Massachusetts, 



American Library Association 

Center for Research Libraries 

Commerce Clearing House, Inc. 

Coronet Films 

Encyclopedia Britannica Educational Corporation 

Field Enterprises Educational Corporation 

International Film Bureau, Inc. 

Society for Visual Education, Inc. 

All of Chicago, Illinois; 

Eastin-Phalen Distributing Corporation 
Davenport, Iowa; 

National Record Plan 
Deer Park, New York; 

Interstate Distributors Company, Inc. 
East Walpole, Massachusetts; 

Prentice-Hall, Inc. 
Englewood Cliffs, New Jersey; 

African and Caribbean Imprint Library Services 
Falmouth, Massachusetts; 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Seven 



New Day Films 

Franklin Lakes, New Jersey; 

Microfilming Corporation of America 
Glen Rock, New Jersey; 

Sundance Paperback Distributors 
Littleton, Massachusetts; 

Churchill Films, Inc. 
Los Angeles, California; 

Kraus-Thomason Organization Limited 
Millwood, New York; 

Lucerne Films 

Morris Plains, New Jersey; 

Research Publications, Inc. 
New Haven, Connecticut 

AMS Press, Inc. 
ABC Wild World of Learning 
Bilingual Publications Distribution Co. 
Billy Budd 

CBS Records, Division of Columbia Broadcasting, Inc 
Carousel Films, Inc. 
Cinema 5-16mm 

Contemporary/McGraw-Hill Films 
Four Continent Book Corp. 
Garland Publishing Inc. 
Grolier Educational Corporation 
Irish Book Center 
Johnson Reprint Corporation 
Learning Corporation of America 
tectorum Publications 

Macmillan Professional and Library Service 
Music Heritage Society 
NBC Educational Enterprises, Inc. 
Peters International, Inc. 
Phoenix Films, Inc. 
Readex Microprint Corporation 
Sterling Educational Films 
Taylor Carlisle Bookstores, Inc. 
Texture Films 
Time-Life Films, Inc. 
UNIPUB 

University Music Editions 
Westinghouse Learning Corporation 
All of New York, New York; 



Minutes of Meeting 
Administrative Agency- 
July 23, 1982 
Page Eight 



Center for Cassette Studies, Inc. 
North Holl>^ood, California; 

Royal Distributors 

North Quincy, Massachusetts; 

Beacon Films 

Norwood, Massachusetts; 

Stechert Macmillan, Inc. 
Oakhurst, New Jersey; 

Barr Films 

Pasadena, California; 

Eastern Book Company 
Portland, Maine; 

Lawyers Co-operative Publishing Co. 
Rochester, New York; 

West Publishing Company 
St. Paul, Minnesota; 

BFA Education Media 

(Division of Phoenix Films) 

Pyramid Film Producers 

Both of Santa Monica, California; 



Baker & Taylor Co. 
Somerville, New Jersey; 

John Cur ley & Associates, Inc. 
South Yarmouthport , Massachusetts; 

Ulverscrof t 

Stamford, Connecticut; 

Graphic Microfilm, Inc. 

New England Micrographics, Inc. 

Both of Waltham, Massachusetts; 

Bureau of National Affairs, Inc. 
Congressional Information Service 
National Geographic Society 
All of Washington, D.C.; 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Nine 



Weston Woods Studios, Inc. 
Weston, Connecticut; 

Wombat Films 

Ivhite Plains, New York; 

Films Incorporated 
Wilmette, Illinois; 

Scholarly Resources, Inc. 
Wilmington, Delaware; 

Bell 6i Howell, Microphoto Division 
Wooster, Ohio; 

Parnassus Book Service 
Yarmouth Port, Massachusetts." 



The Director spoke about the budget that has been recommended bv the 
Mayor for FY83. He stated that the budget, as submitted by the Mayor to the 
City Council, is very good in comparison with last year's budget inasmuch as it 
contains a $3,000,000 increase. All of the non-personal line item requests 
are recommended at the requested level and this will certainly enable the 
library to undertake a number of activities that are very badly needed. Under 
this budget the Director proposed that the hours of service should be expanded 
in several library locations and that staffing be increased to the level 
permitted under the budget. l>mile it would not be possible to return to full 
service with the staffing quota restricted to 425, the Director nevertheless 
proposed that a number of things would be possible and desirable - 1) that 
all branches that have been closed two or three days a week be returned to a 
regular five-day week schedule; 2) that Saturday opening be added to the 
schedule of several key branches around the City; 3) that several vacancies 
for children's librarians in the branches be filled, especially in the North 
End, Adams Street, Hyde Park, Connolly and Mattapan branches; 4) that service 
to the nursing homes and elderly in the form of deposit collections be expanded; 
5) that the Central Library reopen on Saturdays and then, if possible, Monday 
mornings and again when possible on Friday evenings; 6) that some Central Library 
departments which have been closed every evening be reopened beginning with 
the Young Adult Department; and 7) that a major focus be placed on getting the 
library buildings back into desirable shape including the hiring of an adequate 
custodial force. He pointed out that a major repair job needs to be done with 
respect to broken windows in library buildings and he estimated that this would 
cost at least $40,000. 



-*5;- 



Minutes of Meeting 
Administrative Agency 
July 23, 1982 
Page Ten 



The Director expressed his thanks to the Trustees for their great 
efforts in getting a restoration of funds for the library. He also expressed 
thanks to the staff for the very good job they did working under very difficult 
circumstances during the past year. Mr. Snyder endorsed this and he stated that 
he wished to have a vote of appreciation on record to the library staff for 
what they have done during a very difficult time. He also recognized the 
significance of the efforts of Ms. Spring and Mr. Young in getting the restoration 
of the funding in the library budget. On a motion duly made and seconded 
it was voted "that the Trustees appreciate the cooperation and the hard work 
done by all of the library staff during the past year which made it possible for 
the library to continue to provide a reasonable level of library service in the 
face of great adversity." 

Ms. Spring suggested that the library budget would probably get 
approval by the City Council and, therefore, a^ked if it would not be advisable 
to go ahead with these plans immediately. The Director replied that it certainly 
would be possible to go ahead with the plans but it would be preferable to wait 
on some of the contracts until after the budget is formally approved. However, 
the Library, in the meantime, will be getting ready to advertise these contracts 
in the near future. The Director noted that this good level of budget support 
should be helpful in getting additional support from the State. He noted that 
the State legislature has appropriated an additional $500,000 under the library 
program and the Governor and the Chairman of the Senate Ways and Means Committee 
are on record stating that this additional money is intended for Boston. The 
Director suggested that this could represent a start on the State's commitment 
to the philosophy proposed in the Walsh Bill. 

Mr. Snyder then spoke about fund raising and recalled that a year ago 
the Trustees had made a commitment to work on a new development fund and he 
assured everybody that the commitment a year ago to undertake a major fund 
raising effort had not been forgotten. He said that a lot of effort has already 
been undertaken on this whole matter of fund raising and he was pleased to 
report that at least one major trust has agreed to consider a significant 
endowment program for the library. The Director added that there were several 
other fund possibilities being pursued at this time. 

The meeting adjourned at 5:00 p.m. 




Secretary 



Please read, initial below and 
return to the Secretary 



^^' ^UJUlC Trus t 



ee 



'■tr. ' f 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, October 29, 1982 

A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 4:10 p.m. 

Present at the meeting were Messrs. Snyder and Young and Ms. Spring. 
Also present were representatives of the staff and members of the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Annual Meeting and the Regular Meeting of the 
Administrative Agency held on July 23, 1982 were approved as presented. 



follows: 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for . 
services and supplies were authorized to be charged as follows 
for the months of June, July and August, 1982, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$1,629,023.49 
25,977.07 
61,519.80 
-0- 

562.75 
358.41 

$1,717,441.52 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



-0- 

19.24 

501.08 

84,426.68 

173.60 

-0- 

$85,120.60 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$195,311.09 

11,500.35 

186,061.08 

$392,872.52 



'. ' t^Aim 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
October 29, 1982 
Page Two 



follows : 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of June, July 
and August, 1982, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

To Trust Funds 



$1,629,013.49 
83,440.99 
19,543.63 

-0- 
53,489.07 
-0- 

$1,785,487.18 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 

19.24 

501.08 

84,426.68 

173.60 

-0- 

$85,120.60 



$195,311.09 

21,723.55 

8,535.26 

$225,569-90 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
October 29, 1982 
Page Three 



"VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961 Philip J. McNiff, Director, or upon his delegation, 
Liam M. Kelly, Assistant Director and Secretary of the Trustees, 
or John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from November 16, 1982; 
December 8, 1982." 

The Director reported that in response to public advertising for the 
supplying and delivering of book pockets four bids were received and it was 
recommended that the contract be awarded to the lowest bidder, namely, Brodart, 
Inc. On a motion duly made and seconded, it was 

"VOTED: that there be entered into with Brodart, Inc., 1609 Memorial 

Avenue, Williamsport , Pennsylvania, the lowest and most eligible 
bidder in the public bidding, a contract for supplying and 
delivering book pockets, as specified in the specifications, 
at a total cost not to exceed two thousand one hundred twenty- 
six dollars and ten cents ($2,126.10)." 

In response to public bidding for the supplying and delivering of 
data processing cards four bids were received and it was recommended the 
contract be awarded to the lowest bidder, namely, Amico, Inc. On a motion duly 
made and seconded, it was 

"VOTED: that there be entered into with Amico, Inc., 2406 National 
Street, High Point, North Carolina, the lowest eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering data processing cards, as specified 
in the specifications, at a total sum not to exceed two 
thousand eight hundred fifty dollars and no cents ($2,850.00)." 

The Director reported that the Library had advertized for bids on the 
repair of broken glass in Library buildings. The first time around there were 
no bids received and as a result of re-advertising and personal contact with a 
number of vendors two bids were received. Upon examination of the bids the 
Director proposed that some of the major items be re-examined to see if glass 
block could be used in order to reduce the risk of major breakage in the future. 
In the discussion that followed the Trustees agreed that it was desirable to 
repair as many branches as quickly as possible with the understanding that pro- 
posals would be forthcoming in the near future to deal with the major breakage 
problems in the Brighton, Codman Square and South Boston branches. On a motion 
duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
October 29, 1982 
Page Four 



"VOTED: that there be entered into with D. Clancy & Sons, 339 Dorchester 
Street, South Boston, MA 02127, one of the two lowest, eligible 
and responsible bidders, a contract for the repair of broken 
glass, as specified in specifications, at Connolly, Dudley, East 
Boston, Faneuil, Jamaica Plain, Lower Mills and Mattapan 
branches, at a total cost not to exceed ten thousand five 
hundred dollars ($10,500.00)." 

and 



"VOTED: that there be entered into with National Plate & Window Glass Co., 
Inc., 35 Medford Street, Somerville, MA 02143, one of the two 
lowest, eligible and responsible bidders, a contract for the 
repair of broken glass, as specified in the specifications, in 
the Johnson Building and the McKim Building and at Charles town. 
Fields Comer, Kirstein Business, North End, Roslindale, South 
Boston and South End branches, at a total cost not to exceed 
twenty-five thousand dollars ($25,000.00)." 

The Director reported that the budget for FY 83 had been approved by 
the Mayor with the budget authorization for 426 positions. 160 hours a week of 
service have been restored throughout the branch system. 12 hours a week of 
service have been restored in the Central Library. This represents the re- 
opening of the Central Library on Monday mornings and reopening of the Central 
Library on Saturdays. 92 positions were approved in the budget for the branches. 
However, these 92 positions have already been filled and an additional eight 
have been advertized. The Director mentioned the significant growth of the 
Library's substantial service to nursing homes and housing for the elderly. Last 
year over 100,000 books were placed on deposit through this program. Staffing 
in the General Library and the Research Library as well as in Administrative 
Services is still not finalized. On the first Saturday in which the Central 
Library was open there were 2,000 people who used the Library and there were 2,600 
people the second Saturday. 

Ms. Spring stated that she did not feel that enough was done to let 
people know that the branches were open again. She felt that it was a dis- 
service not to tell them and suggested that the Library should be more aggressive 
in marketing this service. 

In response to a question the Director stated that the staffing pattern 
planned for the branches will be sufficient to maintain the hours of service and 
eliminate the need to close a branch just because somebody happens to be ill. 
This was the case last year and it was most undesirable. 



Minutes of Meeting 
Administrative Agency 
October 29, 1982 
Page Five 



Responding to a request to comment on the Uphams Corner problem the 
Director expressed the opinion that there was a misunderstanding as to what is 
planned for Uphams Corner. He stated that the Uphams Corner branch was just not 
satisfactory because of the need to operate service on two different floors. 
Some of the collections are being integrated to improve the efficiency of 
services at Uphams Corner but there will be no reduction in the quality of 
service to children. 

The Director reported that the Library is hoping to restore Library 
service at Washington Village. Up until seven years ago there was library 
service in the Old Colony Housing Project. This service was closed due to a 
fire and there has been an ongoing demand to restore that service. Two years 
ago the Boston Housing Authority undertook the renovation of two apartment 
spaces and that arrangement within the project is now ready Lo be used for 
library services. The Public Facilities Department is still waiting to sign the 
lease for the space with the Boston Housing Authority. There is a collection 
ready to be moved into the Washington Village branch and the space is very well 
suited for library services. It would not be operated as a full branch and it 
would be supervised by the staff of the South Boston branch. 

The President of the Board stated that it was necessary for the Board 
to go into Executive Session on a personnel matter. On a motion duly made and 
seconded, it was so voted. 

The meeting adjourned at 5:00 p.m. 



Secretary 



Please read, initial below and 
return to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, December 17, 1982 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 4:20 p.m. 

Present at the meeting were Messrs. Snyder, Parks and Young and Ms. 
Spring, Trustees. Also present were representatives of the staff and members of 
the public. 

The President, Mr. Snyder, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
October 29, 1982 were approved as presented. 



follows : 



Approval of expenditure for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of September and October, 1982 provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Special Appropriations 
(Unliquidated Reserve) 

To Trust Funds 



$934,252.57 

11,990.70 

18,271.08 

1,538.68 

86.40 

3,0 76.00 

$969,215.43 



$ 4,270.00 ' 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



$ -0- 

152.20 
49.45 
25,354.60 
-0- 
-0- 

$ 25,556.25 



$ 4,869.96 

835.00 

97,972.36 

$103,677.32 



BPLForm No. 1046F— 1/74 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Two 



as follows: 



Approval of payment of bills for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of September 
and October, 1982, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



$934,252.57 
72,502.63 
15,791.07 

1,538.68 
14,889.57 

2,286.20 

$1,041,260.72 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library 

Books 

Supplies and Materails 

Personal Services 





-0- 






152. 


.30 




49. 


,45 


^3 


,354. 
-0- 
-0- 


,60 


$25, 


»556. 


35 



$ 4,869.96 
14,005.22 
97,981.00 



Total 



$116,856.18 



Approval of action taken by the Committee on Finance with respect to 
the award of contracts: 



On December 8. 1982 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Three 



VOTED: that there be entered into with F. D. Sterritt Lumber 
Company, 50 Albany Street, Cambridge, Massachusetts, 
the sole eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering lumber 
supplies and materials at a cost not to exceed seven 
thousand five hundred fifty-three dollars and thirty- 
eight cents ($7,553.38)." 



"VOTED: 



that there be entered into with Construction Supply of 
New England, 17R Bridge Street, Watertown, 
Massachusetts, the lowest eligible and responsible 
bidder in the public bidding, a contract for supplying 
and delivering rock salt, sand and calcium chloride 
(snow melting supplies), at a total cost not to exceed 
three thousand seven dollars and no cents ($3,007.00)." 



"VOTED: that there be entered into with Spink & Gaborc, Inc., 
32 West 18th Street, New York, New York, the lowest 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering miscellaneous 
print boxes, as specified in the specifications, at a 
total cost not to exceed fifteen thousand five hundred 
forty-seven dollars and fifty cents ($15,547.50)." 



II 



VOTED: 



that there ba entered into with J. L. Hammett Company, 
48 Canal Street, Boston, Massachusetts, the sole 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering miscellaneous 
office supplies, as specified in the specifications 
under items numbered 1(a), 1(b), 2, 3, 4, 5, 7, 13, 
14, 15(a), 15(b), 15(c), 15(d), 16, 17, 18, 20, 22, 
23, and 24, at a total cost not to exceed seven 
thousand eight hundred ninety-seven dollars and 
thirty-one cents ($7,897.31)." 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Four 



fi 



VOTED: 



that there be entered into with Library Binding Service, 
Inc., 2134 E. Grand Avenue, Des Moines, Iowa 50305, the 
lowest responsible and eligible bidder in the public 
bidding, a contract for supplying and delivering library 
binding end-papers, as specified in the specifications, 
at a total cost not to exceed three thousand two hundred 
thirty-one dollars and thirty cents ($3,231.30)." 



"VOTED: 



that there be entered into with The Century Paper Company, 
Inc., 28 York Avenue, Randolph, Massachusetts, the lowest' 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering offset paper, as 
specified in the specifications, at a total cost not to 
exceed thirty-six thousand eight hundred twenty-one 
dollars and forty-four cents ($36,821.44)." 



"VOTED: 



that there be entered into with Standard Register 
Company, 2000 Commonwealth Avenue, Auburndale, 
Massachusetts, a contract for supplying and 
delivering data processing paper and label supplies, 
as specified in the specifications, under items 
numbered 1, 2, 4 and 7, at a total cost not to 
exceed four thousand one hundred seventy dollars 
and thirty-five cents ($4,170.35)." 



"VOTED: 



that there be entered into with Data Documents, Inc., 
160 Speen Street, Framingham, Massachusetts, a 
contract for supplying and delivering data processing 
paper and label supplies, as specified in the 
specifications, under items numbered 3, 5, 6, 8, 9 and 
10, at a total cost not to exceed two thousand 'nine 
hundred sixty-five dollars and three cents ($2,965.03) " 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Five 



•'VOTED: that, without public advertising, there be entered into 
with F. W. Faxon Co., Inc., 15 Southwest Park, Westwood, 
Massachusetts, a contract for (1) supplying periodicals 
and serials for the year 1983, and (2) servicing the 
subscriptions for the individual items throughout the 
year^ as specified in the specifications, and Appendix A, 
and subject to the terms, agreements, and conditions set 
forth in said contract, at a total cost not to exceed 
two hundred fifty thousand dollars and no cents 
($250,000.00). 



"VOTED: that there be entered into with HB Educational Systems, 
Inc., 21 Audio Lane, New Haven, Connecticut, the sole 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering motion picture 
projectors (16mm Kodak Pagaent) at a cost not to exceed 
six thousand five hundred thirty-four dollars and no 
cents ($6,534.00)." 



"VOTED: 



numbered 2, 3 L A ar^A in - , -"-i-tims 
exceed thlL lu T ' ^^ ^ ^°^^^ ^^^t not to 

exceed three thousand six hundred fifty-two dollars 
and forty cents ($3,652.40) " aoiiars 



It 



VOTED: 



that, without public advertising, there be entered 
into with University Products, Inc., South Canal 
Street, Holyoke, Massachusetts, a contract for 
supplying and delivering Mount Board, as specified 
in the specifications, at a total cost not to exceed 
three thousand two hundred and twenty-six dollars 
and ninety-eight cents ($3,276.98)." 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Six 



"VOTED: that there be entered into with Environmental Systems 
and Supply, Inc., 65 E. Cottage Street, Boston, 
Massachusetts, the next low eligible and responsible 
bidder in the public bidding, a contract for supply- 
ing and delivering miscellaneous janitorial supplies, 
as specified in the specifications, under items 
numbered 7, 9 12, at a total cost not to exceed 
two thousand seven hundred twenty-three dollars and 
fifty cents ($2,723.50)." 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam Ml Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director be, and hereby is, authorized to sign 
the payrolls of the Library in represenration of the 
Trustees for a period not to exceed four weeks from 
January 5, 1983." 



The Director reported that the repair of broken glass in branch build- 
ings is now underway. He noted with some distress that on the same day that all 
30 panes of broken glass were repaired in the Connolly Branch two hours later 
they were all broken again. All of the buildings will be repaired at this time 
with the exception of four which are still under study because of the amount of 
damage that has been incurred. 

The Seriate recently passed a bill that would increase funding for the 
Library of Last Recourse from the present lOc to 25c. lOc of the additional 15c 
has been appropriated in the present budget but has not been specifically allocated 
within the budget itself. The Director stated that efforts were being made by 
various parties to get action in the House in order to get the bill approved. 

The Director stated that it was very desirable to restore Library serv- 
ice at Washington Village. He reported the PFC is unable to enter into a lease 
with the Boston Housing Authority for the space that has been renovated in the 
Old Colony Housing Project for this purpose. He recommended that the Library be 



•** 



Minutes of Meeting 
Administrative Agency 
December 17, 1982 
Page Seven 



he'stlLTthat'thTppr'n' '""'" ^''"'''^ "''' ''^ '"^- ^^ ^^^^^^ ^° ^ ^^-^^on 
he stated that the PFC has statutory responsibility for leasing property for 

rom PFc'to t . '""^'f^^l''^^^' ^f all, the Library has to get'the authorization 
from PFC to enter into this lease. PFC does not have the money to pay for it 
at this time The Trustees agreed that this would be desirable and the Director 
was authorized to proceed with this arrangement. Following discussion and on a 
motion duly made and seconded, it was 

"VOTED: that there be entered into with the Boston Housing Authority a 
lease contract for the lease of premises located at 20 Carmody 
Court, Apartments 840 and 841, Boston, Massachusetts, said 
premises being a part of and located within public housing 
development Massachusetts 2-24 Old Colony, for the purpose of 
restoring library services to the Washington Village community." 

.u u During the past few months, 3 six-week program series were held in 
the three District libraries, Dudley Street, Codman Square and Brighton. The 
Director reported that subsequently he had a luncheon meeting with the Branch 
Supervisors and the three people who gave these programs, namely, 

Joyce Corrigan (Professor, Tufts University) 
John McAleer (Professor, Boston College) 
Douglass Tucci (Architectural Historian) 

The Director stated that the speakers were very enthusiastic about the programs 
and he feels that this represents a successful extension of the education 
programming that has been ongoing in the Central Library. 

The Director discussed the physical relocation of several collections 
within the General Library. The Foreign Language collection has now been extended 
to the second floor. The Large Print Books have been moved to the Concourse level 
where they will be most accessible and adjacent to the complimentary Audio-Visual 
Department. The current Periodicals have been closed off from the public and 
are now serviced by dedicated staff— this in order to copy with the severe 
problems of keeping current periodicals in service. 



The meeting adjourned at 5:00 p.m. 





ecretary 



Please read, initial below and return 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, February 18, 1983 



A meeting of the Trustees of the Public Library as an Admins trative 
Agency was held at 3:55 p.m. 



Trustees. 



Present at the meeting were Messrs. Snyder, Parks, Young and Ms. Spring, 



The Presdent, Mr. Snyder, presiding. 



The minutes of the Regular Meeting of the Administrative Agency held 
on December 17, 1982 were approved as presented. 



Approval of the expenditures for services and supplies was confirmed 



as follows : 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of November and December, 1982 provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 

Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$1,125,152.08 

30,227.92 

37,021.59 

185,663.05 

240.00 

881.15 



$1,379 


,185. 
-0- 


.79 




749. 


.54 




46, 


.54 


65, 


.582, 
-0- 
-0- 


.02 


$66, 


.378, 


.10 


$ 29, 


.139. 


,53 


23, 


.106, 


,51 


111, 


.798, 


,17 



$164,044.21 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
February 18, 1983 
Page Two 



as follows: 



Approval of payment of bills for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of November 
and December, 1982, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Chargeq and Obligations 

Equipment 



Total 



Eastern Regional Public Library 

Books 

Supplies and Materials 

Personal Services 



Total 



$1,125 


,152. 


.08 


79 


,306. 


.42 


53 


,828. 


.71 


185 


,663. 


.05 


45 


.317. 


.15 




940. 


.58 


$1,490, 


.207. 
-0- 


.99 




749. 


.54 




46. 


,54 


65, 


,582. 
-0- 
-0- 


.02 


$66, 


,378. 


10 


$ 29, 


,139. 


53 


23, 


,106. 


51 


111, 


^792. 


17 


$164. 


,044. 


21 



Minutes of Meeting 
Administrative Agency 
February 18, 1983 
Page Three 



The Board approved the award of the following contracts 
duly made and seconded, it was 



On a motion 



•I 



VOTED: 



that there be entered into with Potdevin Machine Company, 
200 North Street, Teterboro, New Jersey 07608, the sole 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering a gluing machine 
as specified in the specifications, at a total cost not to 
exceed two thousand six hundred eighteen dollars 
($2,618.00)." 



and 



"VOTED: that there be entered into with International Business 
Machines Corporation (a corporation having places of 
business at Armonk, New York, and at 610 Lincoln Street, 
Waltham, Massachusetts 02254), the lowest eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering one Displajrwriter, as specified 
in the specifications, at a total cost not to exceed 
five thousand three hundred ninety-seven dollars 
($5,397.00)" 



and 



VOTED: that there be entered into with Pitney Bowes, Inc. (a 

corporation having places of business at Walter H. Wheeler 
Drive, Stamford, Connecticut, and 1605 Trapelo Road, 
Waltham, Massachusetts), the sole eligible and responsible 
bidder in the public bidding, a contract for supplying 
and delivering one collator, as specified in the specifi- 
cations, at a total cost not to exceed three thousand 
three hundred thirty-one dollars and no cents ($3,331.00)." 



and 



ti 



and 



Inc. 



VOTED that there be entered into with HB Educational Systems, 
P. 0. Box 7615, New Haven, Connecticut 06510, the sole 
bidder in the public bidding, a contract for supplying 
and delivering of Audio Visual Equipment at a total cost not 
to exceed seventeen thousand two hundred and eighty-three 
dollars and eighty-five cents ($17,283.85)." 



Minutes of Meeting 
Administrative Agency 
February 18, 1983 
Page Four 



"VOTED that there be entered into with Time Brokers of New England, 
Inc., 45 Central Street, Norwood, Massachusetts, a contract 
for supplying and delivering Data Processing Miscellaneous 
Supplies, as specified in the specifications at a total cost 
not to exceed fifteen thousand and ninety-seven dollars and 
no cents ($15,097.00)." 



and 



"VOTED that there be entered into with Spaulding Company, Inc. 

80 Hawes Way, Stoughton, Massachusetts, the lowest eligible 
and responsible bidder, in the public bidding, a contract for 
supplying and delivering microfiche file cabinets at a cost 
not to exceed sixteen thousand three hundred forty-four 
dollars and eighty cents ($16,344.80)." 



The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be, and herrby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
February 2, 1983 and four weeks from March 2, 1983." 

The Director reported that the Boston Housing Authority will soon 
approve a contract for the lease of Washington Village library space and the 
Director expressed the hope that the library service could be restored there 
after April after a lapse of 8 years. He was also pleased to report that the 
refurbishing of the Orient Heights building was progressing rapidly. A 
meeting had been held out there with the local community and real pleasure 
was expressed at the prospect of the restoration of branch service there. 
Again the Director stated he was hoping this could be accomplished by April 1. 






Minutes of Meeting 
Administrative Agency 
February 18, 1983 
Page Five 



Mr. Kelly reported that plans were underway for the development of 
several program series that would be videotaped for Cable television. The 
major series in the planning stage would be implemented in cooperation with 
the History Department of Boston College. This program is intended to develop 
a mini series on each of the Boston neighborhoods beginning with the East 
Boston neighborhood. In addition, an overall program on the history of the 
city would be developed, possibly based on the book published by the library 
and written by Dr. Thomas O'Connor from Boston College. Another program 
currently being planned is a series of silent movies which would be similar 
to several programs that have been presented successfully in the Central Library 

The Director reported that negotiations are actively underway with 
both the Professional Staff Association and the AFSCME unions. Since neither 
negotiations will be completed by March 7 when the budget request has to be 
submitted to the Budget Office a lump sum will be added to the budget request 
to cover the expected salary increases. 

The meeting adjourned at 4:25 p.m. 




Secretary 



Please read, initial below and return 
to the Secretary 



'-n 



/< 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 

Minutes of Meeting In Board of Trustees 

Administrative Agency Friday, March 25, 1983 

A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 3:50 p.m. 

Present at the meeting were Messrs. Snyder, Parks, Young and Ms. Spring, 
Trustees. Also present were members of the public and representatives from the 
staff. 



The President, Mr. Snyder, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
February 18, 1983 were approved as presented. 



as follows: 



Approval of the expenditures for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of January and February, 1983 provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

Total 



$1,035,559.02 

30,611.38 

55,191.82 

270,202.55 

531.07 

1,445.00 

$1,394,541.04 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
$ 7,096.12 
-0- 
28,659.32 
-0- 
-0- 



Total 



$35,755.44 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$220,721.84 

9,129.75 

105,398.88 

$335,250.47 



BPL Form No. 1046F— 1 /74 



Mitautes of Meeting 
Administrative Agency 
March 25, 1983 
Page Two 



as follows: 



Approval of payment of bills for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of January 
and February, 1983, provided that payment of bills from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,035,559.02 

112,595.05 

73,597.99 

271,202.55 

33,849.43 

7,445.30 

$1,534,249.34 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library 

Books 

Supplies and Materials 

Personal Services 



Total 





-0- 




7 


,096. 
-0- 


.12 


28, 


,659. 
-0- 
-0- 


.32 


$35, 


,755. 


44 



$220,721.84 

43,378.17 

105,398.88 

$369,498.89 



The Board approved the award of the following contracts. On a motion 
duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
March 25, 1983 
Page Three 



"VOTED: 



and 



"VOTED: 



that there be entered into with Massachusetts Envelope 
Company, 30 Cobble Hill Road, Somerville, Massachusetts, 
the sole eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering miscel- 
laneous paper envelopes, as specified in the specifica- 
tions, at a total cost not to exceed five thousand two 
hundred seventy-six dollars and ninety cents ($5,276.90). 



II 



that there be entered into with Pitney Bowes, Inc. 
(a corporation having places of business as Walter 
H. Wheeler Drive, Stamford, Connecticut, and 1605 
Trapelo Road, Waltham, Massachusetts), the sole 
eligible and responsible bidder in the public 
bidding, a contract for furnishing, delivering and 
installing one mailing machine, as specified in the 
specifications, at a total cost not to exceed four 
thousand nine hundred and ten dollars ($4,910.00)." 



and 



"VOTED: that there be entered into with Mass. Gas & Electric 

Light Supply Co., 193 Friend Street, Boston, Massachusetts 
02192, the lowest eligible and responsible bidder in the 
public bidding, a contract for supplying and delivering 
electric fluorescent hardware as specified in the 
specifications at a total cost not to exceed four 
thousand two hundred twenty-eight dollars and sixteen 
cents ($4,228.16)." 

The Director stated that it was necessary to take a vote authorizing 
the signing of payrolls. On a motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
March 30, 1983." 



Minutes of Meeting 
Administrative Agency 
March 25, 1983 
Page Four 



The Director reviewed the budget request for fiscal year 1984 He 
pointed out that the budget represented a 9% increase over last year's request 
He pointed out that there is a modest increase in the nonpersonnel part of the 
budget, a decrease was projected in the amounts of money to be spent for energy 
The personnel part of the budget provided for increases in the area of 6 to 7% ' 
resulting from the present contractual negotiation. The Director stated that 
there would be a review of the budget with the Budget Department next week. He 
praised the good level of support the library has received from the City and 
noted the value of this in relation to fund raising and collection development. 
He said that every effort should be made to reopen the library Sundays. In the 
discussion that followed it was noted that this reopening would complement the 
growing revitalization of the Copley Square area. 

The Director noted that the Orient Heights Branch would soon be 
ready for reopening and noted that it had been a heavily used library prior to 
the fire there. Likewise, the Washington Village Branch is expected to be 
ready for reopening in the very near future. 

Following some discussion with members of the staff and public regard- 
ing the search for a new Director and on a motion duly made and seconded the 
Trustees voted to go into Executive Session. 



The meeting adjourned at 4:35 p.m. 





. Secretary 



Pl§^se read, initial below and 
n to the Secretary 




u ^^i~^ r. 



us tee 



EXECUTIVE SESSION 



March 25, 1983 



The Director reported on the status of the current negotiations with 
the Professional Staff Association and with AFSCME. During their discussion of 
several points in the contract the Trustees agreed that if the library has to 
give the members something over and above the salary increase that it would be 
better to recognize their acquiring a job related second Master's degree rather 
than build in a third longevity payment for those who have been on the staff for 
20 or 25 years (longevity payments are now paid after 10 years and another after 
15 years.) 

The meeting adjourned at 4:50 p.m. 





Secretary 



Please read, initial below and 
return to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 9, 1983 



The Annual Meeting of the Trustees of the Library as an Administrative 
Agency of the City of Boston was held in the Trustees Room at 2:35 p.m. 

Present: Messrs. Snyder, Parks and Young, Trustees. Also present were 
representatives of the staff. City Councillor Raymond Flynn and members of the 
public. 

James Young moved the following, that Arthur Snyder be elected President, 
that Paul Parks be **lecLed Vice President, that Liam Kelly be elected Secretary and 
that Philip McNiff be elected Secretary Pro Tem. The motion as seconded by Mr. 
Parks and so duly voted. 

On a motion duly made and seconded the following actions were approved: 

"VOTED: that any member of the Board of Trustees be, and hereby is 
authorized to sign on behalf of the Board, bills, special 
drafts, and payrolls of the Library." 

and 

"VOTED: that, until the next annual meeting, the President, or 
Vice President, or in the inability of either, any 
members of the Board, and by delegation the Director, 
or the Secretary 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 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 payments under contracts 
so voted." 

and 



•I 



VOTED: 



that we, the Trustees of the Boston Public Library, 
having appointive authority over the Civil Service 
personnel at the Library, do appoint one of our members, 
Arthur F. F. Snyder, Trustee, to hold and conduct 
hearings in accordance with Chapter 31 of the General 
Laws whenever the said hearings are deemed necessary; 



and 

FURTHER 

VOTED: 



that in the event of the unavailability of Arthur F. F. 
Snyder, Paul Parks, Trustee, is hereby authorized to 
conduct the above-mentioned hearings, this power to be 
valid only until the expiration or appointment of any 
member of this Board." 



Form No. 1046G— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
May 9, 1983 
Page Two 



Mr. Snyder appointed Mr. Kelly Secretary of Connnlttees and Mr. McNlff 
Secretary of Committees Pro Tem. 

On a motion duly made and seconded It was 



"VOTED: 



and 



"VOTED: 



that until the next annual meeting, Philip J. McNlff, Director 
or upon his delegation, Llam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, be, and hereby Is authorized to act on behalf of 
the Trustees In the admlhlstratlon of the personnel pro- 
cedures established by them for the appointment of all 
officers and employees of the Library up to but not includ- 
Ingthe level immediately below that of the Director, and to 
fix the remuneration for all such officers and employees 
subject to the salary and wage scales as currently established 
by vote of the Trustees, said appointments and changes In 
remunerations to be reported to the Trustees at their next 
meeting for confirmation." 



y 



that, until the next annual meeting, Philip J. McNlff, or 
upon his delegation, Llam M. Kelly, Assistant Director and 
Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FltzPatrlck, Assistant to the Director 
be, and hereby Is authorized to sign on behalf of the Board 
In approval of the payment of all vouchers or bills covering 
expenditures Incurred In terms of one quarter of the fiscal 
1983-84 budget allowance, but In no case exceeding those in 
the budget estimates for the fiscal year 1983-1984, as shall 
be approved by the Board of Trustees, said payments to be 
reported to the Board at the next regular meeting for 
confirmation." 



and 



"VOTED: that, until the next annual meeting, the President, Vice 

President, the Director, and the Secretary of the Trustees 
be, and hereby are severally authorized to sign any and all 
contracts voted to be made by the Board in the name and 
behalf of the City and any and all communications in 
connection with the award of contracts so voted or 
recommended to be so voted." 



Minutes of Annual Meeting 
Administrative Agency 
May 9, 1983 
Page Three 



The meeting adjourned at 2:40 p. 



m. 




r\ 




ecretary 



Please read, initial below and return 
to the Secretary 




Trustee 






TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 9, 1983 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 3:00 p.m. 

Present at the meeting were Messrs. Snyder, Parks, Young and Ms. Spring, 
Trustees. Also present were representatives of the staff. City Councillor 
Raymond Flynn and members of the public. 

The President, Mr. Snyder, was presiding. 

The minutes of the Regular Meeting of the Administrative Agency held 
on March 25, 1983 were approved as presented. 



follows: 



Approval of expenditures for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of March, 1983, provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$658,169.89 

25,095.65 

28,539.67 

77,138.70 

480.30 

1,406.00 

$790,830.21 



To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



-0- 

$ 850.59 

121.80 

18,934.13 

-0- 

1,406.00 

$21,312.52 



Eastern Regional Public Library System ; 

Books 

Supplies and Materials 

Personal Services 

Total 



$150,158.87 

656.93 

67,121.68 

$217,937.48 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
May 9, 1983 
Page Two 



follows: 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of March, 
1983, provided that payment of bills from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$658,169.80 

64,156.42 

84,606.98 

77,138.70 

8,254.52 

-0- 



Total 



$892,326.42 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 





-0- 






850. 


,58 




121. 


,80 


18, 


,934. 
-0- 
-0- 


,13 


$19 


,906. 


51 



Eastern Regional Public Library 

Books 

Supplies and Materials 

Personal Services 



Total 



$150,158.87 
16,885.01 
67,121.68 

$234,165.56 



The Director stated that it was necessary to get approval from the 
Board for several contracts that needed to be awarded, without public bidding. 
He pointed out, however, that these were awarded only technically without bidding 
because all of them represented contracts that had been publicly awarded and bid 
last year with an option for renewal in 1983-1984. Following further discussion 
and on a motion duly made and seconded it was 



Minutes of Meeting 
Administrative Agency 
May 9, 1983 
Page Three 



"VOTED: 



and 



"VOTED- 



and 



II 



VOTED: 



and 



"VOTED: 



that there be entered into with the New England Deposit 
Library, 135 Western Avenue, Alls ton, Massachusetts, an 
agreement for the rental, during the period July 1, 1983 
through June 30, 1984, of storage space therein for books 
and other library materials belonging to the Boston 
Public Library, in accordance with the rates for storage 
space formally adopted by the governing board of said 
New England Deposit Library." 



that, without public advertising, there be entered into 
with Auto-Graphics, Inc., 751 Monterey Pass Road, Monterey 
Park, California, a contract for the rental and maintenance 
of certain microfiche readers for the Research Library 
catalog system as specified in the specifications, during 
the period July 1, 1983 through June 30, 1984, at a total 
cost not to exceed fifty-four thousand six hundred dollars 
and no cents ($54,600.00)." 



that, without public advertising, there be entered into 
with Delta Elevator Service Corporation, 50 North Beacon 
Street, Allston, Massachusetts 02134, a service contract 
for the maintenance and servicing of elevators throughout 
the Library System for the period July 1, 1983 through 
June 30, 1984, at a total cost not to exceed twelve thousand 
six hundred dollars ($12,600.00)." 



that, without public advertising, there be entered into 
with American Service Co., Inc., 799 Hancock Street, Quincy, 
Massachusetts, a contract for the inspection and testing of 
fire alarm systems at the Central Library building and at 
various other locations in the Library System, as specified, 
during the period July 1, 1983 through June 30, 1984 at a 
total cost not to exceed five thousand ninety-two dollars 
($5,092.00), of which $4,092.00 is for fixed costs and 
$1,000.00 the estimated amount to cover emergency, stray 
and overtime calls." 



and 



"VOTED: that there be entered into, without public advertising, with 
Gilbert Small & Co., Inc., 1391 South Street, Needham, 
Massachusetts, a service agreement for the examination of 
building levels at one central library building (McKim) 
during the period July 1, 1983 through June 30, 1984, the 
total fee thus charged to be subject to the terms, agree- 
ments, and conditions set forth in said agreement." 



Minutes of Meeting 
Administrative Agency 
May 9, 1983 
Page Four 

and 



"VOTED: that, without public advertising, there be entered into with 

Inforonics, Inc., 550 Newtown Road, Littleton, Massachusetts, 
a contract for supplying and delivering MARC II catalog products 
and services during the period July 1, 1983 through June 30, 1984, 
the total fee thus charged to be subject to the terms, agreements, 
and conditions set forth in said contract." 

The Director then reported that it was necessary for the Board to 
authorize lease agreements for operations in relation to the Eastern Massachusetts 
Regional Library System. On a motion duly made and seconded it was 



"VOTED: that there be entered into a lease agreement with Alec Rich 
Company for the rental of premises located at Rear 21 Court 
Street (Kings Court), Taunton, Massachusetts for the period 
from July 1, 1982 through June 30, 1983 with an option for 
renewal through June 30, 1985, at a monthly rate of one thousand 
two hundred Dollars ($1,200.00); 



and 
VOTED; 



that Philip J. McNiff, Director and Librarian, be, and hereby 
is authorized to make from time to time as specified in said 
lease agreement with Alex Rich Company, monthly payments as 
prescribed in said lease agreement. 



ft 



and 



VOTED: that there be entered into a lease agreement with the Trustees 
of the Hyannis Public Library Association for the rental of 
premises located at 101 Main Street, Hyannis, Massachusetts 
for the period July 1, 1983 through June 30, 1984 at a monthly 
rate of seven hundred twenty-five dollars ($725.00); 



and 
VOTED; 



that Philip J. McNiff, Director and Librarian be, and hereby is 
authorized to make from time to time, as specified in said 
lease agreement, with the Trustees of the Hyannis Public 
Library, monthly payments as prescribed in said lease agreement." 



Minutes of Meeting 
Administrative Agency 
May 9, 1983 
Page Five 



On a motion duly made and seconded it was voted to authorize action 
to sign payrolls: 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director 
and Secretary of the Trustees , or John J. Doherty, 
Assistant Director, or Kevin T. FitzPatrick, Assistant 
to the Director, be, and hereby is authorized to sign 
the payrolls of the Library in representation of the 
Trustees for a period not to exceed four weeks from 
April 27, 1983; May 25, 1983." 



The Director said that he was happy to report that negotiations had 
been completed with the Bindery Union and with the Professional Staff Association. 
The Professional Staff Association agreement has been recently sent out for the 
approval of the membership. The negotiations with the AFSCME Union still 
underway and adjustments in management salaries were the only items remaining 
to be completed. 

The Director next reported that the Washington Village and Orient 
Heights branches would be reopened in the coming week. The interior of the 
Orient Heights branch has been completely rebuilt. The reopening of the Washington 
Village has been delayed by negotiations with the Boston Redevelopment Authority 
but approval has been received for a five-year lease. It was noted that the 
Orient Heights branch had been restored with moneys received from the insurance 
company by the Druker Corporation. In the discussion that followed the Trustees 
agreed that it would be appropriate at some point in the near future to have a 
ceremony to acknowledge the contribution of the Druker family. 

Mr. Snyder then addressed the question of the Director's retirement. 
He reported that the Trustees had done a lot of thinking about the situation 
and considerable planning. He said that the Trustees were desirous of having 
input from as many constituencfes as possible and the Trustees will provide a 
mechanism for that process. In the course of that process the Trustees would 
like to receive as many names and suggestions as possible. For the interim the 
Trustees have confidence in Mr. Liam Kelly and Mr. Kelly will be appointed Acting 
Director effective July 1, 1983. The Trustees do not intend to abdicate their 
responsibility for selecting Mr. McNiff*s successor. However, in order to 
strengthen the search the Trustees will appoint a committee to advise in the 
process because the Public Library is so important to the City, to the State 



Minutes of Meeting 
Administrative Agency 
May 9, 1983 
Page Six 



and to the nation. The Trustees wish to study the needs not just today but for 
the next ten to twenty years. Mr. Snyder noted that Mr. McNiff and his pre- 
decessors have all served for an average of close to 20 years. There is a need 
to determine what the criteria are for branch library service as well as for 
the services of the Central Library. It is important to study these needs and 
to project what kind of services should be available because of the increasing 
availability of computers and all kinds of new media for the storage of infor- 
mation and the transfer of knowledge. He stated that the Trustees and the 
committee would hold three public meetings in order to solicit the advice 
and the thoughts of individuals in organizations throughout the City. These 
meetings will be held in the Central Library on the 20th of May at 12 Noon, 
24th of May at 7:30 p.m. and the 4th of June at 2:00 p.m. for those who cannot 
come to the Library on a weekday. Mr. Snyder expressed the hope that Friends 
of the Library would develop and send in papers to the Trustees outlining 
what are considered essential qualifications for a new Director. In the dis- 
cussion that followed the Trustees made the following points. It is really 
important at this time to look at the issues facing the Library in order to 
develop a mission statement for the Library as well as to select a Director. 
The Trustees would like to get a sense of what that mission should be: How 
should the Library as a city institution relate to other institutions in the 
City. It is important to get input from those close to the Library and from 
people working with other institutions. The Trustees spoke about the problem 
in recent years brought about by reductions in library resources and resultant 
tensions. There is a recognition that library technology is changing and 
there is a need for financial stability over the future. The city tax levy is 
finite. There is a need to look at additional sources of funding for the 
library. The McKim Building needs to be restored and there is a need for 
expansion of other library resources. The Trustees are looking for assistance 
in the search for a new Director and assistance in determining what kind of 
person can provide the leadership that the library will need in the years ahead. 
The Trustees hope to follow a process that will produce the best possible 
leadership. 

Ms. Spring spoke about the need to build a new municipal cable 
studio and she stated that it seemed very desirable ^to have that studio 
located somewhere in the Central Library. A discussion followed in which 
Mr. Doherty spoke about the findings of the people who came to the library on 
three occasions to consider this matter. 

The Trustees then voted to go into Executive Session to deal with a 
personnel matter. 

The meeting adjourned at 3:30 p.m. 



Secretary 



Please read, initial below and return 
to the Secretary 



Trustee 



EXECUTIVE SESSION 



The Director reported that the negotiating team is near a point of 
impass with the AFSCME Union. Negotiations have become statemated on two issues 
after a total of 17 meetings. He said that this was not good and he expressed 
the hope that the problem could be resolved in the immediate future. He pointed 
out then that it is important to maintain at least the same level of dif- 
ferential between the union and professional staff and management and he pro- 
posed that a new salary scale for management be adopted. In the following 
discussion the Trustees agreed that this would be desirable. 



The meeting adjourned at 4:00 p.m. 



Secretary 



Please read, initial below and return 
to the Secretary 



Trustee 



EXECUTIVE SESSION 



The Director reported that the negotiating team is near a point of 
impass with the AFSCME Union. Negotiations have become statemated on two issues 
after a total of 17 meetings. He said that this was not good and he expressed 
the hope that the problem could be resolved in the immediate future. He pointed 
out then that it is important to maintain at least the same level of dif- 
ferential between the union and professional staff and management and he pro- 
posed that a new salary scale for management be adopted. In the following 
discussion the Trustees agreed that this would be desirable. 



The meeting adjourned at 4:00 p.m. 



Secretary 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Wednesday, June 22, 1983 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 4:45 p.m. 



Trustees. 



Present at the meeting were Messrs. Snyder, Parks, Young and Ms. Spring, 
Also present were representatives of the staff. 

The President, Mr. Snyder, presiding. 



The minutes of the Annual Meeting and the Regular Meeting of the Ad- 
ministrative Agency held on May 9, 1983 were approved as presented. 



follows: 



Approval of expenditures for services and supplies and confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for services 
and supplies were authorized to be charged as follows for the months 
of April and May, 1983 provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,204,249.00 

22,578.98 

6,332.53 

353,921.89 

108.82 

2,985.59 

$1,590,176.81 



To Trust Fund 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 





-0- 






49. 


,99 




121, 


,80 


31: 


,884. 
-0- 
-0- 


,85 


$32 


,056. 


.64 



$ 16,162.44 

3,806.82 

121,349.73 

$141,318.99 



BPL Form No, 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
June 22, 1983 
Page Two 



follows: 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of April and 
May, 1983 provided that payment of bills from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,204,249.00 
111,217.55 

79,791.86 
353,921.89 
334,231.46 

10.271.27 

$2,093,683.03 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



; -0- 

49.99 

121.80 
31,884.85 

-0- 

-0- 



Total 



Eastern Regional Public Library 

Books 

Supplies and Materials 

Personal Services 



Total 



$32,056.64 



$ 16,162.44 

29,805.76 

121,349.73 

$167,317.93 



The Director stated that there was need for action on several contracts 
requiring a vote of the Board. Following discussion and on a motion duly made 
and seconded, it was 



Minutes of Meeting 
Administrative Agency 
June 22, 1983 
Page Three 



"VOTED: that there be entered Into with Bonne 11 Motors, Inc., 

353 Cambridge Street, Winchester, Massachusetts, the sole 
bidder In the public bidding, a contract for the leasing 
of two panel trucks and four station wagons during the 
period July 1, 1983 through June 30, 1984 at the following 
rates : 

Monthly Lease Charge Per 
Cost Per Vehicle Mile 



and 



and 



Two Panel Trucks 
Model E-150 (1984) 

Four Station Wagons 
Model LTD (1984) 



$495.00 



$475.00 



$ .26 



$ .24 



"VOTED: that there be entered into with Balco, Inc., 160 Charlemont 
Street, Newton, Massachusetts, the lowest eligible, 
responsible, and responsive bidder in the public bidding, 
a contract for the operation and servicing of heating, 
ventilating, and air conditioning systems, electrical 
systems and equipment, as well as plumbing systems, 
throughout the Library system during the period July 1, 
1983 through June 30, 1984, at a total cost not to exceed 
one hundred ninety-eight thousand, three hundred sixty-two 
dollars and sixty four cents ($198,362.64), with the 
(Official's) option for renewal on July 1, 1984, and July 1, 
1985 at bid price." 



"VOTED: that there be entered into with Sunshine Services, 

40 Rugg Road, Allston, Massachusetts, the lowest eligible 
and responsible bidder in the public bidding, a contract 
for the rental of miscellaneous uniforms during the period 
July 1, 1983 through June 30, 1984 at prices per unit as 
follows: 



Two (2) shirts, two (2) pants per man 
Two (2) overalls (per) 
Two (2) dresses (per) 



$2. 19 per week 
$1.49 per week 
$1.49 per week 



and 



1* 



Minutes of Meeting 
Administrative Agency 
June 22, 1983 
Page Four 



"VOTED: 



and 



II 



VOTED: 



and 



"VOTED: 



that there be entered Into with P. Clancy and Sons, 
97 Mt, Ida Road, Dorchester, Massachusetts, the lowest 
eligible and responsible bidder under Group I in a 
public bidding, a contract for the cleaning of windows 
during the period July 1, 1983 through June 30, 1984 
at Library buildings designated under Group I of the 
specifications at a cost not to exceed seven thousand 
nine hundred ninety-two dollars ($7,992.00)." 



that there be entered into with Pinkerton's Inc., 
100 Church Street, New York, New York, (a firm also 
having offices at 116 Lincoln Street, Boston, 
Massachusetts) the sole eligible and responsible 
bidder in the public bidding, a contract for guard 
and patrol service at the Central Library Building 
during the period July 1, 1983 through June 30, 1984 
with the (Official's) option for renewal on July 1, 
1984, and July 1, 1985, at bid price of $7.29 for 
each hour of guard and patrol protection by each 
operator." 



that there be entered into with Bonnell Motors, Inc., 
353 Cambridge Street, Winchester, Massachusetts, the 
sole bidder in the public bidding, a contract for the 
leasing of two panel trucks and two station wagons for 
the Eastern Massachusetts Regional Library System 
during the period July 1, 1983 through June 30, 1984 at 
the following rates : 



Panel Trucks 



Station Wagons 



Monthly Lease Cost 
Per Vehicle 

$515.00 

$495.00 



Charge Per 
Mile 

$ .26 

$ .24 



and 



If 



VOTED: that there be entered into with Marketechs, Inc., 

418 Linden Street, Welles ley, Massachusetts, the lowest, 
responsible, responsive, and eligible bidder in the public 
bidding, a contract for the rental and maintenance of 
computer terminals, as specified in the specifications, 
during the period July 1, 1983 through June 30, 1984 with 
option for renewal as of July 1, 1984 and as of July 1, 
1985 at a total cost not to exceed twenty-nine thousand 
five hundred dollars and no cents ($29,500.00)." 



A ^ 



Minutes of Meeting 
Administrative Agency 
June 22, 1983 
Page Five 



On a motion duly made and seconded it was voted tcr authorize action 
to sign payrolls: 

"VOTED: that subject to the approval of the Mayor in accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Philip J. McNiff, Director, 
or upon his delegation, Liam M. Kelly, Assistant Director 
and Secretary of the Trustees, or John J. Doherty, Assistant 
Director, or Kevin T. FitzPatrick, Assistant to the Director, 
be, and hereby is authorized to sign the payrolls of the 
Library in representation of the Trustees for a period not 
to exceed four weeks from June 22, 1983; July 20, 1983; 
August 17, 1983; September 14, 1983." 

The Director reported that the contract with respect to the Profes- 
sional Staff Association had been signed and was ready to be implemented. 
Agreements have been reached with the AFSCME Union and also with the Bindery 
Union. A discussion ensued. 

A hearing on the library budget was held in City Hall and the Director 
expressed the hope that it would be approved as submitted by the Mayor. With 
respect to the State budget the Director stated that there was provision made 
for an increase of 36c per capita in the Library of Last Recourse budget in addi- 
tion to the present provisions. 

Ms. Spring spoke about the importance of the literacy programs and 
urged library cooperation with respect to these programs. She mentioned several 
reading lists for children and encouraged the library to support these programs. 
The Board concurred. 

Mr. Snyder reported that a committee would be appointed to consider 
the role of the Director and the needs of the library in the years ahead. He 
suggested that this process would not necessarily be lengthy but it certainly 
would not be rushed. Subsequent to the Committee completing its task the search 
for a new Direct^or would begin formally. Mr. Snyder went on to report that he 
had requested that Mr. McNiff continue to serve in the capacity of Director 
Emeritus focusing on collection development and fundraising. Mr. Young proposed 
that Mr. McNiff be appointed Director Emeritus. On a motion duly made and 
seconded it was so voted. 



Mr. McNiff pointed out that there are many potential contributors to 
the library. In the past the Board has recognized the contributions made by 



« -* 



Minutes of Meeting 
Administrative Agency 
June 22,183 
Page Six 



IZrl ^^^^^^^"^1^' f°^ example. Charles Childs. Dorothy Abbe, Maury Bromsen 
and George Gloss. He proposed that it would be useful to the Board to recognize 
the contributions made by these particular individuals and to reaffirm their 

Lat'f^eric^n ''rT^W. ''"'^'f ' '°^ printing collections, Dwiggins collections, 
Latj.n American collections and appraisals. 



The meeting adjourned at 5:05 p.m. 



Secretary 



Please read, initial below and 
Return to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Tuesday, August 23, 1983 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 3:25 p.m. 

Present at the meeting were Messrs. Snyder, Parks, Young and Ms. Spring, 
Trustees. Also present were Bettina Norton, Thomas Adams and Sam Warner, members 
of the Search Committee, and representatives of the staff. 

The President, Mr. Snyder, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
June 22, 1983 were approved as presented. 

Mr. Kelly noted that Mr. Augustin (Tony) Parker died on August 16. Mr. 
Parker was a member of the Board for about eighteen years and served two terms 
as President. The members of the Board acknowledged the many contributions of 
Mr. Parker and asked that the Acting Director write to Mrs. Parker to express their 
deep regrets at his passing. 



follows: 



Approval of expenditures for services and supplies and confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of June, 1983 provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$596,588.15 

17,744.89 

1,192.27 

218,150.55 

190.00 

-0- 

$833,865.86 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



-0- 

$ 134.00 

9.00 

16,457. 18 

-0- 

~0- 

$16,600.18 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
August 23, 1983 
Page Two 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$16,152.81 
29,795.64 
60,649.67 



follows: 



Total $106,598.12 

Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of June, 1981 
provided that payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$596,588.15 
66,260.59 
24,064.33 
218,150.55 
41,779.01 
29,171.47 



Total 



$976,014.10 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 





-0- 






134. 


,00 




9. 


,00 


16 


,457, 
-0- 
-0- 


,18 


$16 


,600. 


,18 



$ 16.152.81 
29,795.64 
60,649.67 



Total 



$106,598.12 



Minutes of Meeting 
Administrative Agency 
August 23, 1983 
Page Three 



Mr. Kelly reported that several contracts had been publicly advertised 
and that in response to public bidding there was an eligible and low bidder in each 
case. Following further discussion and on a motion duly made and seconded it was 
voted ; , '^ 

V 

"VOTED: that there be enteited into with Library Binding Service, 
Inc., 2134 E. Grand Avenue, Des Moines, Iowa, a contract 
for supplying and delivering book binding cloth, as 
specified in the specifications under items numbered 
I A (1), I A (2), I A (3), I B (1), I B (2), I B (3). 
IB (4), II A (1), and II B (1), at a total not to 
exceed fifteen thousand one hundred fifty-eight dollars 
and fifty cents ($15,158.50)." 

and 



"VOTED 



and 



"VOTED 



that there be entered into with the Holliston Mills Inc. , 

Warehouse Road, Hyannis, Massachusetts, a contract for 

supplying and delivering book binding cloth as specified 

in the specifications under items numbered III A (1), 

III B (1), and IV A (1), at a total cost not to exceed five 

thousand three hundred twenty-eight dollars and no cents 

($5,328.00)." 



that there be entered into with University Products, Inc., 
South Canal Street, Holyoke, Massachusetts, the lowest eligible 
and responsible bidder in the public bidding, a contract for 
supplying and delivering 100% rag, four-ply mount board, as 
specified in the specifications, at a total cost not to exceed 
three thousand two hundred seventy-six dollars and ninety- 
eight cents ($3,276.98)." 



and 



"VOTED: that there be entered into with New England Systems and 
Supply, Inc., 12 Oakland Street, Mattapoiset t , 
Massachusetts, the lowest eligible, responsible, and 
responsive bidder in the public bidding, a contract for 
inspection and testing of HVAC water systems at the 
Central Library Building and at other Library locations 
during the period July 1, 1983 through June 30, 1984 at 
total cost not to exceed two thousand seven hundred 
sixty dollars and no cents ($2,760.00)." 



and 



Minutes of Meeting 
Administrative Agency 
August 23, 1983 
Page Four 

"VOTED: that there be entered Into with Bay Colony Paper Corp., 

293 Lenox Street, Norwood, Massachusetts, the lowest eligible, 
responsible and responsive bidder In the public bidding, a 
contract for supplying and delivering paper towels and 
toilet tissue at a total cost not to exceed eight thousand 
flfty-^one dollars and no cents ($8,051.00)." 



It was also necessary at this time to award contracts without public bidding to 
the International Business Machines, Inc. for the rental of data processing 
equipment and Its maintenance. In response to a question from Mr. Young, Mr. 
Kelly stated that the total cost of contracts with IBM was approximately $150,000 
and In the case of these two contracts It was approximately $110,000. On a motion 
duly made and seconded It was 

"VOTED: that, without public advertising, there be entered Into with 
International Business Machines Corporation, a corporation 
having a place of business at Armonk, New York, and at 400 
Wyman Street, Waltham, Massachusetts, a contract for rental 
of certain data processing equipment during the period 

July 1, 1983 and June 30, 1984, the total rental thus charged 
to be subject to the terms, agreements, and conditions set 
forth in said contract." 

and 



"VOTED: that, without public advertising, there be entered into 
with International Business Machines Corporation, a 
corporation having a place of business at Armonk, New York, 
and at 400 Wyman Street, Waltham, Massachusetts, a contract 
for the maintenance of certain data processing equipment 
during the period July 1, 1983 and June 30, 1984, the 
total amount thus paid to be subject to the terms, agree- 
ments, and conditions set forth in said contract." 



Minutes of Meeting 
Administrative Agency 
August 23, 1983 
Page Five 



It was then voted to authorize signing of payrolls 
and seconded It was 



On a motion duly made 



II 



VOTED: that subject to the approval of the Mayor In accordance 
with the provisions of Section 22 of Chapter 3 of the 
Revised Ordinances of 1961 Llam M. Kelly, Acting Director, 
or upon his delegation, John J. Doherty, Assistant Director, 
or Kevin T. FltzPatrlck, Assistant to the Director, be, 
and hereby Is authorized to sign the payrolls of the Library 
In representation of the Trustees for a period not to exceed 
four weeks from October 12, 1983." 



Mr. Kelly proposed that the Library be reopened on Sundays since there 
Is money in this year's budget to support Sunday opening. He proposed that the 
opening coincide with Art Newbury Street on September 25. Ms. Spring urged that 
the Library be open on Sundays as soon as possible and suggested that the Library 
be open on Sundays as of September 11. The question was raised at this time as 
to when the doors of the McKlm Building might be reopened and in the discussion 
that followed it was agreed that the bronze doors would be reopened to coincide 
with the resumption of Sunday service on September 11. The hope was voiced that 
this resumption of service would be widely publicized so that as many people as 
possible would learn about it very quickly. .All agreed that it was a significant 
development with respect to the ongoing library operation. It was also agreed 
that the Music and Fine Arts services would be resumed evenings, likewise the 
Newspaper Room and the Young Adults Department. 

Mr. Warner then stated that Che advertisement for the position of 
Director had been prepared and distributed to all of the Trustees and other members 
of the Search Committee. He suggested that it was now time to publish this 
advertisement in the appropriate journals. He suggested that responses should 
be addressed to the President of the Board at the Library. In the discussion 
that followed it was suggested that all members of the Committee contact people 
who might be qualified to apply. In response to a question as to the composition 
of the Committee, Mr. Warner reviewed the names, listing himself, Bettina Norton, 
Rev. Michael Haines, William Shannon, Thomas Adams, Robert Spillane and the 
Trustees. Mr. Warner stated that he expected the process would be entirely 
conventional and orderly. He emphasized again it was very important that all 
committee members pitch in and urge people to apply. Mr. Parks suggested that 
invitations should be sent to library schools and also suggested that the advertise- 
ment should be modified to include a requirement that applicants have demonstrated 
a commitment to affirmative action for minorities and women in hiring and library 
utilization. On a motion duly made and seconded it was voted to accept the adver- 
tisement for the position of Director and Librarian as it was presented and that 
the position be advertised in the appropriate Horary journals. 



Minutes of Meeting 
Administrative Agency 
August 23, 1983 
Pagr Six 



Mr. Parks then suggested that acknowledgment be made of the contribu- 
tions of Mr. Snyder who was now going off the Board. He recognized that Mr. 
Snyder had held the chair during times which were difficult. He said that this 
had been a very tough job and had been very well done. 

The meeting adjourned at 3:45 p.m. 



J%H^lki'^(;f?i\ 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary Pro Tem 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, September 23, 1983 



Agency was tJlTTlll p'l '^"^'^^^ °' ^'^ '""'''^ '^'^^^^ ^^ ^ Administrative 

Present at the meeting were Messrs. Parks, Young, Bulger and Ms Soring 
Trustees. Also present were members of the public and r.jL^^.t^.rlTJ; lul^''^''^' 



staff. 



public and representatives of th( 



The Vice President, Mr. Parks, presiding. 



on Augus 



r 9^''^iQ«r'^^ °^ ""^ Regular Meeting of the Administrative Agency held 
t ZJ, lyaj were approved as oresenfpH, 



The first item of business was the election of a President and Ms Sorine 
proposed that Mr. Paul Parks be elected President and Mr. Young seconded the motion' 
On a motion duly made and seconded, it was so voted. Ms. Spring proposed that Mr 
James Young be elected Vice President and Mr. Bulger seconded the motion. On a 
motion duly made and seconded it was so voted. 

Approval of expenditures for service and supplies was confirmed as follows 

Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of July, 1983 provided that expenditures from City 
Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$494,269.74 
6,373.09 
6,577.65 
-0- 

75.07 
338.00 

$507,633.55 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 

311.00 

-0- 

-0- 

-0- 

-0- 

$311.00 



-0- 
6,029.01 
68,653.90 

$74,682.91 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
September 23, 1983 
Page Two 



as follows: 



Approval of payment of bills for services and supplies was confirmed 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of July, 1983 
provided that payment of bills from City Appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$494,269.74 
826.08 
-0- 
-0- 
-0- 
-0- 

$495,095.82 



To Trust Funds 



Personal Services ■ 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Reserve for Encumbrances 



Eastern Regional Public Library System 

Book 

Supplies and Materials 

Personal Services 

Total 





-0" 






311. 


00 




-0- 






-0- 






-0- 






-0- 






$311. 


,00 


$7 


,770. 


,48 



-0- 
-0- 
$ 68,853.90 

$68,853.90 



Mr. Kelly reported that in response to public bidding three bids had 
been received for a contract for supplying and delivering microfiche viewers. 
The lowest bid was received from Associated Microfilm Management Serivces, Inc. 



Minutes of Meeting 
Administrative Agency 
September 23, 1983 
Page Three 



and he recommended that a contract be awarded to that firm. Mr. Parks expressed 
concern about contracting with out-of-state vendors. Mr. FitzPatrick explained 
the procedures for advertising for bids and pointed out that the Library follows 
a standard operating procedure that calls for the contacting of three to six firms 
in the City of Boston area who might be in a position to bid. Library policy 
emphasizes the contacting of City of Boston firms. In this case the low bidder 
was $2,000 lower for these machines than either of the other two bids, one of 
whom was the manufacturer of the equipment. Mr. Young asked whether any of the 
proposed contracts were being awarded to other than the low bidder. Mr. Kelly 
responded that in each case the recommendation was to award a contract to the 
lowest bidder. Mr. Young moved that all of the contracts be awarded as recom- 
mended. On a motion duly made and seconded, it was 



"VOTED: that there be entered into with Associated Microfilm Management 
Services Inc., 2670 Warwick Avenue, Warwick, Rhode Island, the 
lowest eligible and responsible bidder, in the public bidding 
a contract for supplying and delivering microfiche viewers at 
a cost not to exceed seven thousand six hundred forty dollars 
and no cents ($7,640.00)." 



and 



"VOTED: that there be entered into with the Century Paper Company, Inc 
28 York Avenue, Randolph, Massachusetts, the lowest, eligible, 
and responsive bidder in the public bidding, a contract for 
supplying and delivering miscellaneous offset paper supplies 
as specified under all items in the specifications (except 
for number 17 for which The Century Paper Company, Inc. , sub- 
mitted no bid) at a total cost not to exceed ten thousand five 
hundred thirteen dollars and thirty cents ($10,513.30)." 



and 



"VOTED: that there be entered into with Air Engineering Inc. , 354 Main 
Street, Winthrop, Massachusetts 02152, the lowest eligible, 
responsible and responsive bidder in the public bidding, a 
contract for supplying and delivering carbon-filled panels 
for CF-4 activated carbon filters, as specified in the 
specifications, during the period July 1, 1983 through 
June 30, 1984 at a total cost not to exceed twenty-four 
thousand, eight hundred fifty-two dollars and no cents 
($24,852.00)." 



y.l.Jf. I* 



Minutes of Meeting 
Administrative Agency 
September 23, 1983 
Page Four 

and 

"VOTED: that there be entered into with Winbrook, Inc. , 2 41 Riverview 
Avenue, Newton, Massachusetts, the lowest eligible and re- 
sponsible bidder in the public bidding, a contract for supply- 
ing and delivering data processing miscellaneous supplies, as 
specified in the specifications, at a total sum not to 
exceed twenty two thousand, one hundred twenty-nine dollars 
and thirty-six cents, ($22,129.36). This total sum is made 
up of bid items, 1,2,3,4,5,8,10,13,14,15,17,18,19,20, found 
in the specifications." 

The President stated that it was necessary to take a vote authorizing 
the signing of payrolls and on a motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1981 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be, and 

^ hereby is authorized to sign the payrolls of the Library 

in representation of the Trustees for a period not to exceed 
four weeks from November 9, 1983. 



II 



At this point Mr. Parks raised a question as to the procedures for 
announcing Trustees meetings. Mr. Kelly reported that policy in this regard 
was that a notice is posted in City Hall through the City Clerk as required by 
the law. Over and above that a notice is posted on the bulletin board in the 
Central Library and the heads of both staff organizations are notified by 
telephone. Mr. Parks emphasized the importance of notifying the branch librarians 
to insure that there is complete and open access and for that reason Mr. Parks 
wants to be sure that people have been notified. 

Mr. Warner reported on the activities of the Search Committee and 
emphasized that the Trustees should get together with the Search Committee. In 
the discussion that followed it was decided that the Trustees would hold their 
October meeting at 4:00 p.m. on October 4 and afterwards meet with the Search 
Advisory Committee. Mr. Warner reported on the number of applications received 
to date and distributed copies of a response letter that he proposed sending to 
all applicants. Mr. Warner stated that the ad had appeared in the C hronicle of 
Higher Education but had not yet appeared in the other library journals. He 
pointed out that the American Libraries, the official journal of the American 
Library Association did not accept the advertisement bcause it did not include a 
a salary figure or a salary range. In the discussion that ensued the Trustees 



Minutes of Meeting 
Administrative Agency 
September 23, 1983 
Page Five 



decided that they were not prepared at this time to determine the salary or 
salary range. Instead they decided that the advertisement would be placed in 
the New York Times in lieu of American Libraries. 



follows: 



The Trustees then considered a schedule of meetings for the year as 



1983 



1984 



Tuesday, October 4 
Friday, November 18 
Friday, December 16 






m 



Friday, January 27 

Friday, February 24 

Friday, March 23 

Friday, April 27 

Friday, May 4 (ANNUAL MEETING) 

Friday, May 25 

Friday, June 22 

This schedule to be revised as necessary. 

Ms. Spring reported that the Mayor had submitted a loan order in the 
amount of 15 million dollars to the City Council for the purpose of making extra- 
ordinary repairs to buildings owned by the Library Department. In the discussion 
that followed it was pointed out that these funds would be used in part to upgrade 
branch libraries with respect to air conditioning and other necessary 
improvements in the branch system and other library buildings. The major part of 
Che money would be used to pay for the renovation and the refurbishing of the 
McKim Building as recommended in the Stull Report of two years ago. 

Mr. Warner then raised a number of questions with respect to the 
search process. Uhe Trustees expressed an interest in having the Advisory 
Committee develop a list of people for interview and further considerations. In 
the discussion that followed it was agreed that the Advisory Committee should 
submit written progress reports to the Trustees. 

There being no other business the meeting adjourned at 4:40 p.m. 



Secretary Pro Tern 



Please read, initial below and return 
to the Secretary Pro Tem 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Tuesday, October 4, 1983 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 4:10 p.m. 

Present at the meeting were Messrs. Parks, Young, Bulger and Ms. Spring, 
Trustees. Also present were Samuel Bass Warner, Jr., Chairman of the Search 
Committee, representatives of the staff and a member of the public. 

The President, Mr. Parks, presiding. 

The first item of business was the awarding of a contract. On a motion 
duly made and seconded, it was 

"VOTED: that, without public advertising, there be entered into with 
Digital Equipment Corporation, a corporation having a place 
of business at 146 Main Street, Maynard, Massachusetts, 
and at 235 Wyman Street, Waltham, Massachusetts, a contract 
for the maintenance of certain data processing equipment 
during the period July 1, 1983 and June 30, 1984, the total 
anlDunt thus paid to be subject to the terms, agreements, and 
conditions set forth in said contract." 



Mr. Kelly introduced the subject of branch library buildings and services* 
On the matter of building repair — including the central McKim structure — Mr. 
Kelly reported that he had spoken in the past week to each member of the Committee 
on Government Finance and passage of the loan order in the amount of 15 million 
dollars appears hopeful. 

Next Mr. Kelly introduced Supervisor of Branch libraries. Rose Moorachian, 
who presented an overview, covering restoration of hours; attention to massive 
replacement orders of books (11,500 books at a cost of about $100,000); updating 
of encyclopedias and other reference materials; services to schools (public, 
private, parochial); programming — story hours, films, holiday activities, dis- 
cussion groups in formats appropriate to various age levels. Miss Moorachian 
announced the second sequence of NEH series in the three district libraries, also 
the forthcoming annual Marjorie Gibbons lecture at South Boston Branch and a 
Charlestown Branch event marking a gift of books to the Library from the 
Charles town Friends. Miss Moorachian called attention to staffing as the "one 
area in which we have not done as much as we hoped." 

Discussion centered on possible causes of difficulty in staff recruit- 
ment (salary, residency requirements, diminution of library school enrollments, 
cost of living in Boston) and possible solutions (retraining of teachers, "a 
creative alternative to library school," efforts to recruit staff from other parts 
of the country). Discussion ended when Ms. Spring asked for a proposal for filling 
jobs by the next meeting, also a salary review comparing salaries across the 
country. Miss Moorachian indicated that the entry salaries for professionals are 
at about the median level for the East Coast. 

Mr. Kelly announced that the doors of the McKim building were opened 
for the first time in more than two years on October 2. A total of 1365 people 
came to the Library last Sunday, a good beginning figure which will increase. 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
October 4, 1983 
Page Two 



Mr. Kelly also announced that the Research Library card catalog will 
soon be removed and be replaced by several copies on microfilm. This conversion 
to microfilm means that the catalog can be distributed to departments within the 
Library as well as throughout the State. 

At present the Library is working on two proposals, one on literacy 
(with two possible funding sources identified), and a proposal for testing laser- 
data video disc systems to support on-line catalogs. Needed is $100,000 to test 
the feasibility of such a system in this Library and four others. 

Mr. Kelly reported that he had been called by Ray Fry of the U.S. 
Department of Education on whether the Boston Public Library would host an im- 
portant meeting of some thirty-five librarians from throughout the country. The 
library division of the U.S. Department of Education plans four regional seminars 
to deal with the recently released report by the National Committee on Excellence 
in Education to explore the role of public libraries in the national education 
system. Mr. Kelly indicated that he expressed the Library's willingness to serve 
as host insitution for one of the seminars. 

In response to a question from Professor Sam Bass Warner, Jr., Mr. 
Kelly noted that the calendar of Trustees meetings was confirmed for 1983-84. 

At 4:30 p.m. on a motion duly made and seconded it was voted that the 
Trustees move to Executive Session to deal with a personnel matter. 



Secretary Pro Tern 



Please read, initial below and return 
to the Secretary Pro Tem 



Trustee 



Executive Session 
October 4, 1983 



Mr. Parks stated that there was a problem relating to the Acting 
Director's salary and he felt it should be dealt with in an executive session. 
In response to a question, Mr. Kelly stated that the Assistant Directors were 
paid $38,000 and $40,000. The Director was being paid $55,000. Following some 
further discussion and on motion duly made and seconded it was voted that the 
salary of the Acting Director be set at $55,000 effective July 1, 1983. 



I 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, November 18, 1983 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 3:50 p.m. 

Present at the meeting were Messrs. Parks and Young and Ms. Goodwin, 
rrustees. Also present were Samuel Bass Warner, Jr., Chairman of the Search 
Committee; Mrs. Bettina Norton, Chairman of the Examining Committee; Ms. Gail 
Rotegard of the Search Committee; and a member of the staff and a member of the 
public. 

The President, Mr. Parks, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
September 23, 1983 and October 4, 1983 were approved as presented. 



Approval of expenditures for services and supplies was confirmed as 



follows : 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be* charged as follows 
for the months of August and September, 1983 provided that ex- 
penditures from City Appropriation have the approval of the 
City Auditor. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,229,840.83 

318,080.98 

93,241.70 

444.00 

125,018.49 

-0- 

$1,766,626.00 



To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



-0- 
$ 1,042.85 
-0- 
84,911.52 
-0- 
-0- 

$85,954.37 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 
$ 83,954.96 
116,752.92 

$200,707.88 



BPL Form No. 1046F— 1 /74 



. I 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Two 



follows : 



Approval of payment of bills for services and supplies was confirmed as 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of August and 
September, 1983 provided that payment of bills from City Appropria- 
tion have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$1,229,840.73 

76,735.49 

3,769.32 

444.00 

30,156.70 

338.00 



Total 



$1,341,284.24 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Special Appropriations 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 




$ 1,042. 


.85 


-0- 




84,911. 


,52 


-0- 




-0- 




$85,954. 


37 


$179. 


87 



-0- 
$ 30,688.94 
116,762.92 

$147,451.86 



Mr. Kelly provided background on the several contracts on which action 
had been taken on October 27, 1983, and others on. which action was to be taken. 
Discussion centered on two contracts to be awarded"without public advertising," 
a contract for supplying and delivering color television sets, and a contract 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Three 



for supplying periodicals and serials. Mr. Kelly explained that the television 
set contract was origianlly advertised and the low bidder did not comply with the 
technicality of submitting a copy of the bid to the City Auditor. As a result 
and consistent with City ordinances on bids, the Library recommends awarding the 
the contract to the low bidder without public advertising. 

In the case of the Faxon contract, the Library has awarded this con- 
tract most years without public bids. However, several years ago, at the in- 
sistence of the Finance Committee the library advertised this contract for three 
years. Only one other firm bid and Faxon was the low bidder. Mr. Kelly pointed 
out that Faxon's services related to serials and database tie-in with library 
systems are unique, also that Faxon is the only New England firm in this field. 
Mr. Kelly also pointed out that, subsequent to the awarding of contracts, all 
bidders are apprised by letter of the action taken. 

There was also brief discussion on incidence of sole bidders. 

Following discussion, on a motion duly made and seconded, it was 

"VOTED: that there be entered into with Bell and Howell, 2300 
Brummel Place, Evanston, Illinois, the sole eligible 
and responsible bidder in the public bidding a contract 
for furnishing, delivering and installing one address 
printing system at a total cost not to exceed twenty- 
eight thousand dollars ($28,000.00)." 



and 



"VOTED: that there be entered into with Multigraphics , a Division 
of AM International, Inc. DIP, 1800 W. Central Road, Mt. 
Prospect, Illinois, a company also having offices at 
64 "A" Street, Needham, Massachusetts, a contract for 
furnishing, delivering and installing one offset duplicator, 
Multilith Model 1360 Series, as specified, at a total cost 
not to exceed twelve thousand nine hundred eighty dollars 
and thirty-three cents ($12,980.33)." 



and 



"VOTED: that there be entered into wi 
Centers, 84 Kingston Street, 
lowest eligible and responsib 
a contract for supplying and 
Office Supplies, as specified 
total sum not to exceed nine 
dollars and seventy-two cents 
sum is made up of bid items , 
30,32,34,35,36,37,38,44,46,52 
specif icationa. " 



th Litton Office Products 
Boston, Massachusetts, the 
le bidder in the public bidding, 
delivering Miscellaneous 

in the specifications, at a 
thousand seven hundred ten 

($9,710.72). This total 
1.-^,4,5,15,18,19,26,27,29, 
,58, and 60, found in the 



and 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Four 



"VOTED 



and 
VOTED : 



that, without public advertising, the Board of Trustees, 
in charge of the Library Department of the City of Boston, 
acting in the name of and for the City of Boston, does 
hereby accept an instrument of Lease by and between Doctor 
D. Stackhouse and the City of Boston for the rental of 
premises located at 205 North Main Street, North Reading, 
Massachusetts, for the period from November 1, 1983 
through June 30, 1984, with an option for renewal from 
July 1, 1984 through June 30, 1985, and July 1, 1985 
through June 30, 1986, at a monthly rate of one thousand 
four hundred eight dollars and twenty-five cents ($1,408.25) 
through June 30, 1984, with an option by lessor to adjust 
monthly rent for the remaining period July 1, 1984 through 
June 30, 1986, based on increase in real estate taxes; 



that Liam Kelly, Acting Director of the Public Library of 
the City of Boston, be, and hereby is, authorized and 
directed in the name and behalf of the Board of Trustees 
in charge of the Library Department of the City of Boston 
to execute said instrument of Lease in duplicate." 



and 



"VOTED: that there be entered into with Regional Business Equipment 
Incorporated, 919 Washington Street, Dorchester, 
Massachusetts, the sole eligible and responsible bidder 
in the public bidding, a contract for supplying and 
delivering to the Boston Public Library Shipping Room, 
Blagden Street, Copley Square, Boston, Massachusetts, 
thirty (30) IBM correcting Selectric II typewriters 
as specified in the amount of twenty-four thousand 
six hundred sixty-six dollars and sixty cents ($24,666.60)." 



and 



"VOTED: that there be entered into with Burtman Iron Works, Inc., 
59 Sprague Street, Readville, Massachusetts, the sole 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering to the Boston 
Public Library Shipping Room metal carts and tables as 
specified at a total cost not to exceed three thousand 
seven hundred ninety-one dollars and no cents ($3,791.00)." 



and 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Five 



"VOTED: that there be entered into with D. Clancy and Son's 

Company, 339 Dorchester Street, South Boston, Massachusetts, 
the sole eligible and responsible bidder in the public 
bidding, a contract for installation and repair of windows 
as specified under Group A through E of the specifications 
at a total cost not to exceed thirty thousand dollars and 
no cents ($30,000.00)." 



and 



"VOTED: that, without public advertising, there be entered into with 
HB Educational Systems, Inc., 21 Audio Lane, New Haven, 
Connecticut, a contract for supplying and delivering to the 
Boston Public Library color television sets, as specified, 
at a total cost not to exceed fourteen thousand eight hundred 
thirty dollars and ninety cents ($14,830.90)." 



and 



"VOTED: that there be entered into with HB Educational Systems, 
Inc., 21 Audio Lane, New Haven, Connectiuct, the sole 
eligible bidder in the public bidding, a contract for 
supplying and delivering to the Boston Public Library 
16mm movie projectors, as specified, at a total cost not 
to exceed ten thousand four hundred seventy dollars and 
no cents ($10,470.00)." 



and 



"VOTED: that, without public advertising, there be entered into 
with F. W. Faxon Co., Inc., 15 Southwest Park, 
Westwood, Massachusetts, a contract for (1) supplying 
periodicals and serials for the year 1984, and (2) 
servicing the subscriptions for the individual items 
throughout the year as specified in the specifications 
and Appendix A, and subject to the terms, agreements, 
and conditions set forth in said contract, at a total 
cost not to exceed two hundred ninety seven thousand 
three hundred eighty-seven dollars and no cents 
($297,387.00)." 



and 



"VOTED: that there be entered into with Micrographic Systems, Inc., 
96 Federal Avenue, Quincy, Massachusetts, the sole eligible 
and responsible bidder in the public bidding, a contract 
for furnishing, delivering and installing one microfilm 
reader /printer, as specified, at a total cost not to exceed 
six thousand nine hundred forty dollars and no cents 
($6,940.00)." 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Six 



The President called for a vote authorizing the signing of payrolls 
and on a motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1981 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be, and 
hereby is authorized to sign the payrolls of the Library 
in representation of the Trustees for a period not to exceed 
four weeks from December 7, 1983." 

Mr. Kelly reported on the Library's measures responsive to the need to 
recruit professional staff for work with children and young adults. The stages in 
arriving at an alternative program for temporarily filling these vacant level two 
positions included advertising the positions in-house, in local papers and 
library publications; meeting with the Professional Staff Association to discuss 
program; and, finally, adopting and advertising the special program to recruit 
professionals who agree to take library science courses in the Children's or Young 
Adults' areas. Mr. Kelly expressed confidence that this program "will work" in 
filling vacancies. 

Mr. Kelly announced one contract which had been advertised but was not 
included in the order of business, a contract for the purchase of snow blowers, 
lawn mowers, buffers and carpet cleaners. Because each bidder only bid on 
supplying specific items among this equipment, it was necessary to award it to 
three out of five bidders. On a motion duly made and seconded, it was 

"VOTED: that there be entered into with M. D. Stetson Company, 

92 York Avenue, Randolph, Massachusetts, the lowest eligible 

and responsible bidder in the public bidding, a contract 

for supplying and delivering lawn mowers, snowblowers and 

floor buffers, as specified in the specifications, at a 

total sum not to exceed nineteen thousand three hundred 

forty six dollars and zero cents ($19,346.00). This total 

sum is made up of bid items 1 and 3, found in the specifications." 

and 



"VOTED: that there be entered into with George T. Johnson Company, 
141 Middlesex Turnpike, Burlington, Massachusetts, the 
lowest eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering lawn mowers, snow- 
blowers and floor buffers, as specified in the specifications, 
at a total sum not to exceed four thousand six hundred forty- 
two dollars and zero cents ($4,642.00). This total sum is 
made up of bid items 2, 8 and 11, found in the specifications." 



Minutes of Meeting 
Administrative Agency 
November 18, 1983 
Page Seven 



"VOTED: that there be entered into with C&J Lawnmower Service Inc., 
474 Main Street, Wilmington, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering lawn mowers, snowb lowers 
and floor buffers and carpet cleaners, as specified in the 
specifications, at a total sum not to exceed twenty-two 
thousand eight hundred ninety-four dollars and zero cents 
($22,894.00). This total sum is made up of bid items 
4, 5, 6 and 9, found in the specifications." 

Several major programs have been sponsored by the Library recently. 
Mr. Kelly cited Children's Books International and Books in France, co-sponsored 
with French Cultural Services in Boston as examples. 

In response to a question from Mr. Parks on funding for the Library in 
the state budget, Mr. Kelly clarified the three sources of state monies as Library 
Incentive Grants, Library of Last Recourse and Eastern Regional funding. Mr. 
Young asked that Mr. Kelly arrange for legislation to be filed before the first 
Monday in December, i.e., a resubmission of the Walsh Bill which could be later 
amended. 

Mr. Young announced that the loan order for renovation of the McKim 
Building has been passed. Suggested that after Monday, November 21, the date 
when the authorization will be "in full force," that the contract be drafted 
between the library as an administrative agency and the Trustees as a corporation. 
It was decided that the public announcement of the loan authorization be deferred. 

Mr. Parks read a letter from the Professional Staff Association which 
called attention to provisions of the Code of Massachusetts Regulations pertaining 
to libraries receiving state aid and requiring certification of the library 
director. Mr. Parks indicated that the Board would let requisites for the director's 
position stand as advertised — that a degree in library science "would be nice but 
not mandatory." 

Further discussion on requisites for the director was initiated by 
Mrs. Norton. Professor Warner brought the Board up to date on the search process 
indicating that he would like word of his committee's activities circulated among 
the senior staff. He indicated that the list of candidates was busily expanding 
and that the next meeting of consultants would take place on December 6. Ms. 
Rotegard added to Professor Warner's remarks, indicating that the search committee 
is "trying to network." She highlighted the present stage in the search process 
as looking for creative suggestions related to the future of the library and 
actual names. Mr. Parks concluded with a reminder that the Board has not yet 
arrived at a procedure for screening the candiates. 

There being no other business the meeting adjourned at 5:10 p.m. 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary Pro Tem 



Trustee 



.1 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, December 16, 1983 



3:40 p.m. 



A meeting of the Trustees as an Administrative Agency was held at 



Present at the meeting were Messrs. Parks, Young, Bulger and Mmes. 
Spring and Goodwin. Also present were Samuel Bass Warner, Jr., Chairman of 
the Search Committee, and staff and public. 

The President, Mr. Parks, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held 
on November 18, 1983 were approved as presented. 

The first item of business was authorization to sign payrolls. On a 
motion duly made and seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1981 Liam M. Kelly, Acting Director, or upon his delegation, 
John J. Doherty, Assistant Director, or Kevin T. FitPatrick, 
Assistant to the Director, be and hereby is authorized to sign 
the payrolls of the Library in representation of the Trustees for 
a period not to exceed four weeks from January 4, 1984." 

Mr. Kelly reviewed "where we stand" in the process of the loan order 
and extraordinary repairs to library buildings. The process entails three steps: 
vote by the Public Facilities Commission to delegate their authority to the 
Trustees, submission of letter of award including copy of this vote to the 
Mayor, hearing before State Environmental Facilities Agency and 'subsequently 
the Trustees undertake the work of restoration through various steps of advertis- 
ing for bids, awarding of contracts, etc. 

Mr. Young further explained the loan order process which gives Trustees 
control of the execution of the contract subject, of course, to all city regula- 
tions related to contracts. Process similar to that involved in the construc- 
tion of the Johnson building. 

Following discussion it was 

"VOTED: that there be entered into a non-advertised contract with the 

Trustees of the Public Library of the City of Boston, a corpora- 
tion under Chapter 114 of the Acts of 1878 and the City of Boston 
Library Department, for remodeling, reconstruction and making 
extraordinary repairs to Library Building, during the period of 
December, 1983 through December, 1986, at a total amount not to 
exceed fifteen million dollars and zero cents ($15,000,000.00)." 



BPL Form No. 1046F— 1 /74 



Minutes pf Meeting 
Administrative Agency 
December 16, 1983 
Page Two 



Mr. Parks called on Professor Samuel Bass Warner, Jr. to report on 
the Search Committee. 

Professor Warner reported that the recent visitors hosted by the 
Trustees and Search Committee were the subject of a report by Gail Rotegard. 
He received permission to circulate the report among management staff. Mr. 
Warner indicated that a third group of visitors were planned "to balance off 
the list" — "interesting people in foundations and elsewhere." He also 
indicated that a dinner meeting with senior library staff in attendance was 
planned for Wednesday, January 25, 1984 at 6:30 p.m. 

In concluding the discussion, Mr. Parks spelled out the Board's 
intention to have a Director selected by June. 

In other business, Mr. Kelly described a competition sponsored by 
the Townscape Institute, Inc. One site in which the Institute is interested 
is West Roxbury Branch, the possible venue for a fountain surrounded by a 
seating area. It was reported that the Library's Superintendent of Buildings 
opposes such a plan as a likely source of vandalism. Mr. Doherty described 
a suggestion voiced by West Roxbury civic leader Alice Hennessey that the 
neighborhood was interested in doing something else. On a motion duly made 
and seconded, the Board voted to authorize the Administration to continue 
dialogue with the neighborhood group. 

Mr. Kelly reviewed the National Endowment for the Humanities Learning 
Library series and their effectiveness in Central and the Branches. He cited 
the request by the Supervisor of Branches that the series in branches be 
expanded from three to six branches, adding East Boston, Hyde Park, and 
Jamaica Plain to the three district libraries. On a motion duly made and 
seconded, it was voted to expend the additional funding for expanding the 
series. 

Mr. Kelly gave details on a recent visit from Leonard Oliver and Jon 
Rye Kingborn of the Kettering Foundation and the Domestic Policy Association. 
The two visitors described the major elements in the National Issues Forum 
and encouraged the Boston Public Library and Eastern Region to develop such 
series. Mr. Kelly pointed out that the culmination of these discussion 
programs emphasizing citizen input will take place at the JFK Library in 
March 1984 in a joint conference of citizens /policymakers. Mr. Parks suggested 
that Mr. Kelly write up and distribute a description of what the issues are 
which the series will consider. 



Mr. Kelly noted that in a report by the Boston schools on their 
relationship with the Boston Public Library, this year was described as the 
"best year of contact" in a long time between schools and library. The only 
impediment to the cooperative efforts is the shortage of children's librarians. 



t: 



Minutes of Meeting 
Administrative Agency 
December 16, 1983 
Page Three 



This reference led to a discussion on staffing problems in the Library. 
Mr. Kelly indicated that the latest pre-professional program may help ease the 
situation. Other discussion and comment concerned the reasons for vacancies, 
possible recruitment in other parts of the country, need for comparative exam- 
ination of salary structures nationwide. The Trustees expressed considerable 
concern over the pressures which led to cancellation of two library science 
courses at the University of Massachusetts /Boston. Mr. Kelly was directed 
to express this concern in a letter to the Massachusetts Board of Regents with 
a copy to Simmons College. 

On a positive note, Mr. Kelly reported a 25% circulation increase in 
Central and an overall— Central and Branches— circulation increase of 10%. 

Mr. Parks cited the importance of library tours for children, an 
important service which requires adequate staffing in the children's department. 



The meeting adjourned at 4:15 p.m. 



Secretary Pro Tei 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, January 27, 1984 



4:35 p.m. 



A meeting of the Trustees as an Administrative Agency was held at 



Present: Messrs. Parks, Bulger, Young, and Ms. Spring. Also present 
were Professor Samuel Bass Warner, Jr. and members of the staff. 

The President, Mr. Parks, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held 
on December 16, 1983 were approved as presented. 

On a motion duly made and seconded the next three items in the Order 
of Business were approved as follows : 



S 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the months of October, November and December, 1983 provided 
that expenditures from City Appropriation have the approval of 
the City Auditor. 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



/ 



$1,953,484.29 

185,658.19 

1,039,607.80 

321,601.64 

122,581.01 

77,350.33 

$3,700,283.26 



To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



-0- 
$2,627.56 
418.67 
44,517.72 
-0- 
-0- 

$47,563.95 



Eastern Regional Public Library System; 

Books 

Supplies and Materials 

Personal Services 

Total 



$ -0- 
10,935.92 
185.177.57 

$196,113.49 



BPL Form No. 1 046F— 1 /74 



t 



Minutes of Meeting 
Administrative Agency 
January 27, 1984 
Page Two 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the months of October, 
November and December, 1983 provided that payment of bills from 
City Appropriation have t;he approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$1,953,484.29 

117,031.25 

95,629.01 

321,601.64 

48,106.53 

7,640.00 

$2,543,492.72 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 

Total 



-0- 
2,627.56 
418.67 
44,517.72 

-0- 
-0" 

$47,563.95 



-0- 
$ 22,571.29 
185.177.57 

$207,746.86 



4. Authorization to Sign Payrolls: 

"VOTED: that subject to the approval of thp Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1981 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby is 
authorized to sign the payrolls of the Library in representa- 
tion of the Trustees for a period not to exceed four weeks 
from February 1, 1984." 



Minutes of Meeting 
Administrative Agency- 
January 27, 198A 
Page Three 



The vote of 16 December 1983 on repairs to the McKim building was 
amended as follows : 



"VOTED: that there be entered into a non-advertised contract with the 
Trustees of the Public Library of the City of Boston, a 
corporation under Chapter 114 of the Acts of 1878, as amended, 
and the City of Boston Library Department, for making 
extraordinary repairs to the McKim Building at Copley Square, 
during the period of December, 1983 through December, 1986, 
at a total amount not to exceed Twelve Million, Three Hundred 
Thousand Dollars ($12,300.00)." 

Mr. Kelly reported on meetings with the Transition Teams both in 
Micho Spring's office and in the Library. In response to requests for infor- 
mation on library activities, we have cooperated fully, supplying them with 
all documents. They expect to report to the Mayor by January 20. In answer 
to Ms. Spring's query whether anyone had been assigned on the new budget, Mr. 
Kelly answered in the negative and added that he would try to complete a first 
draft by next week. 

In the area of Staff Development, Mr. Kelly reported on the favorable 
progress of the Pre-Professional program. It gives personnel a meaningful 
diversity of experience. Over the next eighteen months the pre-pro's will 
gain experience in five or six areas, four months in each. Mr. Parks reported 
on a meeting with Governor Dukakis in which he discussed the recent cancellation 
of library courses at the UtdVexsity of Massachusetts, Boston, The Governor 
indicated he would "work on it." Mr. Kelly said that a letter in the Globe 
clarified the whole matter as a technicality which can be remedied. The out 
of state instruction (University of Rhode Island) has not been evaluated as 
to standards adopted since 1976, Once evaluation in terms of the new program 
is done, the library science program can be put back in place. Mr. Kelly went 
on to point out the importance of committee service in staff development. He 
plans to appoint several committees: a Children's Summer Reading Club Committee 
which will plan programs and activities weekly in July and August, with emphasis 
on books; an Adult Program Committee which will devise guidelines for all 
aspects of adult programming and create a community information file; a 
Magazine Committee to identify, examine, and recommend new periodicals for 
purchase; a Reference Books Committee to review new titles as well as new 
editions. Mr. Kelly reported that we need to formalize a whole program to 
service documents in the City Archives. He has asked a staff person to under- 
take a program, codifying policies and procedures for a City Archives operation. 
Ms. Spring added, as part of the Library's staff development program^ to see 
whether we need a full-time cable programmer. She suggested Hubert Jessup as 
a likely consultant. 

Professor Sam Bass Warner, Jr. offered a few formal words on the 
work of the Search Advisory Committee which he has chaired. Since August, 1983 



Minutes of Meeting 
Administrative Agency 
January 27, 1984 
Page Four 



the group has "contacted all manner of people" in an ambitious nation-wide net- 
working. He has gone over all mail applications and called all advisors. 
With this introduction, Professor Warner presented the Trustees with envelopes 
containing documentation: a Director's job description, a list of interview 
questions, and applicants' resumes (he stressed that names are confidential). 
Professor Warner added that members of the Search Advisory Committee would 
like to be involved in the Interviews. Mr. Parks accepted Professor Warner's 
documents with a comment that the Trustees will need to discuss in executive 
session the process for selection. Mr. Young agreed on the necessity of 
"digesting" all the data, then arranging intrerviews. He said that it was in 
order for the Trustees to express thanks for the work of Professor Warner and 
his committee. Mr. Parks added that a formal vote of commendation would be 
made at the next meeting. 

Elaine McLean, with supportive remarks from Sally Beecher, reported 
on the insufficient staffing in the branches, stretched across six day weeks, 
well beyond ability to give service. The skeletal state of staffing meant that 
branches were unable, for example, to meet the onrush of children or students 
needing reference help. Discussion followed on funded and unfunded positions. 
There are ten funded, unfilled positions which would still not be sufficient. 
Mr. Kelly indicated that we would need 30-40 people to bring staffing up to a 
point where it is not skeletal. Other discussion at the point focussed on the 
need for the Library to become competitive; the low position (no. 13) of the 
Boston Public Library in comparison with salary schedules of 14 major libraries; 
and the possibilities of recruiting other personnel — temporary, part-time, and 
non-professional. Mr. Parks urged that a program of additional recruitment _ 
be put together. 

Brief discussion centered on book ordering for branches, problems 
and systems. 

The meeting adjourned at 5:00 p.m. 






Secretary Pro Tem 



Please read, initial below and return 
to th>-Se^retary 




Trustee 



EXECUTIVE SESSION 



The meeting went into Executive Session at 4:30 p.m. 

Mr. Kelly described an altercation between a Balco employee working 
in the Library and staff and management of the Ideal Diner, a restaurant 
which backs on Blagden Street. It seems that on December 1, personnel exited 
the Library after a pre-Christmas party in the Library's Carpenter Shop. 
Obscenities and a bottle were reported to have been hurled at an employee of 
the Ideal Diner and a window of the restaurant was broken. Mr. Kelly gave in 
detail the subsequent events including the fact that the case against the 
Balco employee was dismissed by the judge in the East Boston Court. The point 
Mr. Kelly stressed was that the situation has been increasingly exaggerated 
most recently by the printing of a letter from one of the owners to Brian 
McNaught, liaison to the gay community in City Hall— the letter was printed 
in large type on the front page of New England Connection , a gay newspaper. 
Mr. Kelly concluded with the observation that there appeared to be nothing 
more to do about an affair that had been much magnified, but he wanted the 
Trustees to be totally aware of the details. 

In another personnel matter, Mr. Young said that he had met with 
Maury Bromsen to discuss his plans to move much of his collection to the 
Library as well as bequeath his estate. Mr. Bromsen has retained Louis Hallem 
of Hale & Dorr to handle the legal details. Mr. Young said that "it will 
take some time to get there," but things are going well. 



I 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Friday, February 24, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 3:50 p.m. 

Present at the meeting were Mr. Parks, Mmes. Spring and Goodwin and 
members of the staff and public. 

The President, Mr. Parks, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
January 27 were approved as presented. 

At 3:51 p.m. on a motion duly made and seconded, it was voted to go 
into Executive Session on a personnel matter. 

The meeting was opened again at 5:05 p.m. 

On a motion duly made and seconded the approval of action taken on 
the next two items of business was confirmed as follows: 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, expenditures for 
services and supplies were authorized to be charged as follows 
for the month of January, 1984 provided that expenditures from 
City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$740,471.28 

15,473.60 

3,846.99 

5,303.29 

513.76 

67,540.90 

$833,149.82 



To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



-0- 

956.55 
-0- 
41,976.01 
-0- 
-0- 

$42,932.56 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



-0- 
1,523.65 
61,171.59 

$62,695.24 



BPLFormNo. 1046F— 1/74 



Minutes of Meeting 
Administrative Agency 
February 24, 1984 
Page Two 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills was 
authorized to be charged as follows for the month of January, 
1984, provided that payment of bills from City Appropriation have 
the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$740,471.28 
60,254.49 
30,150.55 
5,303.29 
56,239.00 
25,639.00 

$918,057.61 



To Trust Funds 

Personal Services 
Contractual Services 
Supplies and Materials 



Total 



Reserve For Encumbrance, FY-83 
Eastern Regional Library System 

Books 

Supplies and Materials 

Personal Services 





-0- 






956. 


55 




-0- 




41, 


,976. 
-0- 
-0- 


,01 


$42 


,932. 


.56 


$3 


,034 


.00 



Total 



-0- 
$12,248.36 
61,171.59 

$73,419.95 



On the next item of business, authorization to sign payrolls, on a 
motion duly made and seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1981 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby is 
authorized to sign the payrolls of the Library in representa- 
tion of the Trustees for a period not to exceed four weeks 
from February 20, 1984." 



Minutes of Meeting 
Administrative Agency- 
February 24, 1984 
Page Three 



and 



and 



In the Award of contracts, on a motion duly made and seconded, it was 

"VOTED: that there be entered into with Arcon Coating Mills, 
Inc., 3607 New Street, Oceanside, New York 11572, the 
lowest responsible and eligible bidder in the public 
bidding, a contract for supplying and delivering 
library binding endpapers, as specified in the 
specifications, at a total cost not to exceed two 
thousand eight hundred four dollars and eighty-six 
cents ($2,804.86)." 

"VOTED: that there be entered into with Blake and Rebhan Co., 

420 "D" Street, Boston, Massachusetts 02210, the lowest 
eligible and responsible bidder in the public bidding, 
a contract for supplying and delivering sealing tape 
as specified in items 1, 2, 3 and 4 of the contract at 
a total cost not to exceed four thousand thirty-six 
dollars and thirty-two cents ($4,036.32)." 

"VOTED: that there be entered into, without public advertising, 
with Gilbert Small & Co. , Inc., 1391 South Street, 
Needham Massachusetts, a service agreement for the 
examination of building levels at one Central Library 
Building (Johnson) during the period July 1, 1984 
through June 30, 1985, the total fee thus charged to 
be subject to the terms, agreements, and conditions 
set forth in said agreement." 



and 



"VOTED: that, without public advertising, there be entered into 
with Inforonics, Inc. 550 Newtown Road, Littleton, 
Massachusetts, a contract for supplying and delivering 
MARC II catalog products and services during the period 
July 1, 1984 through June 30, 1985, the total fee thus 
charged to be subject to the terms, agreements, and 
conditions set forth in said contract." 



and 



"VOTED: that, without public advertising, there be entered into 
with Balco, Inc., 60 Charlemont Street, Newton, Massa- 
chusetts, a contract for the operation and servicing of 
heating, ventilating systems and equipment, as well as 
plumbing systems, throughout the Library System during 
the period July 1, 1984 through June 30, 1985, at a 
total cost not to exceed one hundred ninety-eight 
thousand three hundred sixty-two dollars and sixty-four 
cents ($198,362.64)." 



Minutes of Meeting 
Administrative Agency 
February 24, 1984 
Page Four 



and 



"VOTED: that without public advertising, there be entered into 
with Marketechs Inc., 418 Linden Street, Wellesley, 
Massachusetts , a contract for the rental and mainte- 
nance of computer terminals during the period July 1, 
1984 through June 30, 1985, at a total cost not to 
exceed twenty-nine thousand five hundred dollars and 
no cents ($29,500.00)." 



and 



"VOTED: that, without public advertising, there be entered into 
with Pinkerton's, Inc., 100 Church Street, New York 
(a firm also having offices at 116 Lincoln Street, 
Boston, Massachusetts) a contract for guard and 
patrol service at the Central Library Building during 
the period July 1, 1984 through June 30, 1985 at bid 
price of $7.29 for each hour of guard and patrol 
protection by such operator." 



In the next order of business, on a motion duly made and seconded, it 



was 



"VOTED: to extend thanks and commendation from the Trustees to 
Professor Sam Bass Warner, Jr. and the Search Advisory 
Committee for their significant efforts in planning 
and implementing the various phases in the search for a 
Director of the Boston Public Library. The contributions 
of Professor Warner in this process were unstinting in 
volunteered time and effort." 



Mr. Kelly gave the Trustees copies of a preliminary budget. He pointed 
out that Programs 1 and 2 were in the range of the FY84 budget. The increased 
provisions of Program 2 would allow the Library to make considerable impact on 
staffing in branch libraries. As a result of the proposed funding increases^ each 
branch would have at 'least two professionals or one professional and one pre- 
professional. This budget would also insure a children's librarian in each 
neighborhood and each district branch. This Budget request provides for a total 
of 5ai staff members compared with last year's request for 554. Mr. Kelly noted 



Minutes of Meeting 
Administrative Agency 
February 24, 1984 
Page Five 



that greater emphasis in this budget is on staffing of branches and General Library 
which would substantially improve the levels of service. In response to Mr. Parkas 
query on how many new positions are provided for, Mr. Kelly indicated a total of 
35 professionals and pre-professionals. Mr. Kelly added that this staff com- 
plement would bring us to the level of eight years ago. Mr. Kelly went on to 
explain that the Library has not yet received budget guidelines, that the 
actual budget process of the city has not yet commenced. The budget he passed 
out to the Trustees is a draft, in anticipation of the next process. Mr. Parks 
noted that the Trustees will want to receive Mr. Young's input. 

Mr. Kelly reported on the status of branch maintenance and repair, 
calling attention to the considerable problems of glass breakage as a result of 
vandalism. He noted that the Library is up to date in maintenance of branches, 
that glass repair work has been completed, that South Boston Branch glass remains 
to be replaced by glass brick, that Parker Hill, West Roxbury, Connolly, and 
part of the East Boston have been repainted, and that Orient Heights has been 
refurbished completely with Druker funds. The Loan Order will be used for air 
conditioning of twelve branches and for three branch roofs. 

On the matter of naming a Selection Committee for the McKim Building 
restoration, Mr. Parks suggested that he meet with John Doherty and come up with 
1) a list of potential appointees to the Committee, and 2) a paper list of objec- 
tives and guidelines. 

In other business, Mr. Kelly gave background on Alexandre Vattemare, 
the Frenchman who was a major force in the beginnings of the Boston Public Library 
and other libraries. The State Library wishes to transfer its Vattemare holdings 
to the Boston Public Library and the collection is obviously of interest for 
historic reasons. Ms. Spring suggested that Board member Bulger might accept 
the collection for the Library. 

Mr. Kelly announced that three terminals are about to be installed 
with access to new databases published by H. W. Wilson. 

Ms. Spring indicated approval of the Director's reference in his 
Briefing sheet of meetings with the Boston Community Access and Programming 
Foundation, Inc. Mr. Kelly added that there was strong cooperation from Hubert 
Jessup and that the Library planned to move ahead in three areas: children's story 
hours, silent films, and the General Library's book discussion group. The film 
series needs a wraparound script; the children's story hours would be enhanced 
by a neighborhood introducer and by the inclusion of ethnic stories. Mr. Kelly 
added that Jessup will help the Library identify equipment for a level of profes- 
sional quality videotaping in the Lecture Hall. 

Discussion followed on the James Michael Cur ley chair presently in 
the Rare Book Department. It was agreed that at some future appropriate event 
the Library would give the chair to Mayor Flynn. 



Minutes of Meeting 
Administrative Agency 
February 24, 1984 
Page Six 



A member of the Friends of Jamaica Plain Library and Save Our Library 
asked permission to address the Trustees, at the same time distributing copies 
of the report on the Library by Mayor Flynn's Transition Team. In response 
to her various questions, Mr. Parks noted that the Trustees have reached a point 
in the search for a Director process of interviewing "potential candidates" — with 
five in that category; that the recommendations of the Search Advisory Committee 
can be made public (excluding names and reference to candidates) ; that minutes 
of Trustees meetings are available through the office of the secretary/Clerk. 
Discussion moved to staffing shortages and the possibility of job sharing. Mr. 
Kelly indicated that as soon as we "get a feeling on the budget," we shall under- 
take an intensive recruitment program. In response to a question from Mr. Parks 
on shcolarships for library school students. Miss Moorachian and Mr. FitzPatrick 
explained that the City^s Tuition . Reimbursement Program had been curtailed for 
the second semester. 



The meeting adjourned at 5:38 p.m. 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary 



Trustee 



Minutes of Meeting 
Administrative Agency 
March 22, 1984 
Page Two 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



$602,776.15 
47,686.41 
39,429.85 
125,883.44 
19,903.42 
69,290.33 

$904,969.60 



In his presentation on the awarding of contracts Mr. Kelly pointed out 
that, consistent with published specifications, the two contracts— each with 
multiple components— were split so that awards went to low bidders. 

On a motion duly made and seconded, it was 



"VOTED 



and 
further 
VOTED : 



that there be entered into with Micrographic Systems Inc. 
96 Federal Avenue, Quincy, Massachusetts the first low 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering lamps and bulbs* for 
microtext equipment and audio-visual equipment as 
specified in the specifications under items numbered 2, 3 
5, 6, 7, 8, 9, 10, 11, 12, 15, 17, 18, 19, 20, 21, 23, 24,' 
25, 26 and 28, at a total cost not to exceed eleven thousand 
two hundred seventy dollars and forty cents ($11,270.40); 



that there be entered into with Wagon Photo Sales, Inc., 
125 Library Street, Chelsea, Massachusetts the next low 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering lamps and bulbs for 
microtext equipment and audio-visual equipment as 
specified in the specifications under items numbered 1, 4, 
13, 14, 16, 22 and 27, at a total cost not to exceed ten 
thousand sixty dollars fifteen cents ($10,060.15)." 



and 



"VOTED: 



that there be entered into with Delta Elevator Service Corp. , 
50 North Beacon Street, Alls ton, Massachusettts , the lowest 
responsible and eligible bidder in the public bidding, a 
contract for maintenance and servicing of elevators through- 
out the Library System during the period July 1, 1984 through 
June 30, 1985 at a total cost not to exceed seventeen 
thousand six hundred forty dollars and no cents ($17,640.00), 
with the (Official's) option for renewal on July 1, 1985 
and July 1, 1986, at bid price." 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, March 22, 1984 



A meeting of the Trustees as an Administrative Agency was held in the 
Trustees Room at 10:14 a.m. 



Trustees. 



Present at the meeting were Messrs. Parks, Bulger, Young, and Ms. Spring, 



The President, Mr. Parks, presiding. 

The minutes of the Regular Meeting of the Administrative Agency held on 
February 24, 1984 were approved as presented. 

In the next order of business, on a motion duly made and seconded, the 
approval of action taken on expenditures for services and supplies was confirmed 
as follows : 



Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, expenditures for services and supplies 
were authorized to be charged as follows for the month of February 1984, 
provided that expenditures from City Appropriation have the approval of 
the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$602,776.15 

12,802.35 

5,349.43 

125,883.44 

1,939.71 

27,536.00 

$776,287.08 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



-0- 
701.33 

48,322.35 

$49,023.68 



On a motion duly made and seconded, the approval of action taken on 
payment of bills for services and supplies was confirmed as follows: 

Following approval by the Director and in accordance with the authority 
delegated to him by the Trustees, payment of bills was authorized to 
be charged as follows for the month of February 1984, provided that 
payment of bills from City Appropriation have the approval of the City 
Auditor: 



Minutes of Meeting 
Administrative Agency 
March 22, 1984 
Page Three 

There was a brief discussion on why we receive so few bids. Mr. Kelly explained 
that the problem is the reluctance of some firms "to do business with the city." 
He pointed out that we do remind appropriate firms of our invitations for bid 
proposals. 

Next, in authorization to sign payrolls, on a motion duly made and 
seconded, it was 



"VOTED; that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby 
is authorized to sign the payrolls of the Library in repre- 
sentation of the Trustees for a period not to exceed four 
weeks from March 21, 1984." 



Mr. Kelly provided an update on building repairs and maintenance. He 
noted the fine performance of the Library's own staff in the Buildings Depart- 
ment > but pointed out the role of the Public Facilities Department in the 
Library's buildings programs. He amplified the problems with Grove Hall and 
Charlestown Branches. The branches, under construction and maintenance control 
of Public Facilities, have had problems since their construction in 1970, Grove 
Hall in terms of roof, lighting, and carpeting; Charlestown in terms of wallboard 
in rear wall which is penetrable by pencils. Discussion followed on the legality 
and possibilitity of transferring the maintenance responsibility from Public 
Facilities to the Library. This year, Mr. Kelly pointed out. Public Facilities 
has included $244,000 in its budget for Library repairs. Mr. Doherty added that 
if the Library administered its own maintenance with that sum, "we would be in 
first class condition." Mr. Kelly noted that we have identified Library's 
maintenance/repair needs, also the importance of a new branch building in the 
Savin Hill area. As a result of more discussion, it was agreed that Mr. Kelly 
should draft a full list of the Library's maintenance and repair needs for possible 
funding under a proposed $50 - 60 million bond issue. In addition, the Board 
agreed that the Library should investigate possible ways to clarify our relationship 
with the Public Facilities and possibly to assume responsibility for Library 
buildings. 

In other business Mr. Kelly presented the Eastern Region budget which 
is drawn up by the Eastern Region administrator with various committees. It was 
voted to accept the budget, and it was agreed that at a future time the Board would 
examine and discuss the budget in depth. 



Minutes of Meeting » 

Administrative Agency- 
March 22, 1984 
Page Four 

?rSuo^?' '' '°' °'''^ ''^—^'' ^'^^ -^^ -- » :d<i.^c°:ro"^n4ii. unae. 

Hlc,h». PH "''•.^^^^5' described a meeting with two members of the Massachusetts 
Center ff =f %°" ^ssxstance Corporation on locating an Education Inform^ion 
Center m the Library, approximately 1,600 squire feet. The Center wiUprovide 
staff, materials and workshops in support of a clearing house on infomation on 
post-secondary education and financial aid opportunities as weU as c^eer 
guidance. The Board noted the appropriateness of the group's objectives to the 

Mr kII :."'"'"';• °" " """"^ '^"'^ '^'"^ ^^ ""nded'the'soard'^oero Approve 
wUhin the Libra" ' °" -rangements to have the Education Information Center 

The meeting adjourned at 10:56 a.m. 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, April 5, 1984 



A meeting of the Trustees as an Administrative Agency was held 
in the Trustees Room at 10:58 a.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. 
Gaines, Goodwin, Luthin, members of the staff and public. 

Presiding was William M. Bulger, President pro tem. 

It was voted to move into Executive Session for discussion of 
a personnel matter, the selection of a new Director. 

The meeting was re-convened at 11:53 a.m. 

Noting that the most important vote which they will cast for 
the City of Boston and the Library itself may well be the vote for the 
selection of the next Director of the Boston Public Library, on a 
motion duly made and seconded, it was 

"VOTED: that the Board of Trustees constitute itself as a 

Committee of the Whole, charged with the search for 
a Director, reviewing completely all that has been 
done and moving forward in the search process, 
with a target date of January 1, 1985 for selection 
of the Director; and, in order to develop a search 
process appropriate to the Library, to consult with 
other libraries and great institutions which have 
conducted successful searches for leadership 
positions." 

The Trustees completed their planning on the next Trustees* 
meeting, scheduling it for the Hyde Park Branch, Saturday, April 28, 1984 
at 2:00-3:00 p.m. The agenda will include, among other things, the report 
by members of the Community and Social Services Task Force of the Transition 
Team. The Trustees requested that press releases be issued immediately on 
the Trustees* decision on the search process and the meeting at Hyde Park. 

Next, the Trustees turned their attention to Library contracts. 
A question was asked if all the contracts to be considered were with public 
bidding. Mr. Kelly replied that three of the four contracts were to be 
awarded to the lowest bidder in public bidding, and that the fourth contract 
represented the second year of a three-year contract, technically without 
public bidding after the first year, with option for renewal for the next 
two years. Mr. FitzPatrick pointed out that the contract with Pinker- 
ton's for this year was at the same rate as last year. Mr. Kelly said 
that the Library is satisfied with the performance of Pinkerton's. On 
the matter of security, a Trustee reported how his son was "hassled 
by kids" in the auditorium of the Johnson Building. Mr. Kelly agreed 
that there was ongoing concern about security in branches and Central and 
he planned to discuss it later. 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
April 5, 1984 
Page Two 



On a motion duly made and seconded, it was 



"VOTED: 



and 

further 
VOTED 



that there be entered into with the Dowd Company, Inc., 
90 Commerce Way, Wobum, MA, the first low eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering janitorial miscellaneous 
supplies as specified in the specifications under items 
numbered 4, 9, 10, 14, 15, 17, 26 and 29, at a total 
cost not to exceed two thousand four hundred sixty-nine 
dollars and two cents ($2,460.02); 



that there be entered into with the Edison Chemical Company 
Inc., 71 Amory Street, Boston, MA, the next low eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering janitorial miscellaneous supplies 1, 
3, 7, 8, 12, 13, 16, 18, 19, 20, 21, 25, 27 and 28, at a 
total cost not to exceed three thousand ninty-two dollars 
and sixty five cents ($3,092.65)." 



and 



"VOTED: that there be entered into with Johnson Paint Co., Inc., 
355 Newbury Street, Boston, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering painting supplies 
as specified in the specifications under items 1 through 
11, at a total cost not to exceed three thousand five 
hundred ninety-nine dollars and ten cents ($3,599.10)." 



and 



M 



VOTED: that there be entered into with Doherty Blacker and 
Shepard, 11 Gerard Street, Boston, Massachusetts 
02129 the lowest eligible and responsible bidder in 
the public bidding, a contract for supplying and 
delivering lumber supplies and materials, as 
specified in the specifications, with the exception 
of item 56, at a total sum not to exceed five thousand 
two hundred sixty-nine dollars and fifty-nine cents 
($5,269.59)." 



and 



Minutes of Meeting 
Administrative Agency 
April 5, 1984 
Page Three 



"VOTED: 



^k'd'^V ''*' ?''^^^^ advertising, there be entered into 
with Pmkerton s Inc.. 100 Church Street, New York, New 
York (a firm also having offices at 116 Lincoln Street 
Boston, Massachusetts), a contract for Guard and Patrol 

Juirr llsTtur'^T] "'"^n"^ '"'^''"^ '^^^^S the period 
^7 9Q ; through June 30, 1985, at a bid price of 

operltfr-^ °^ ^''^''^ ^""^ P^'^°^ protection by each 



_ Next Mr. Kelly described the computerization of library processes- 
cataloging, acquisition, ordering, and circulation; but the circulation 
system, now in Central and three branches, is old. "This is a very timely 
area to move in." Mr. Kelly proposed that the Library invite proposals for 
a turnkey system to extend computerized circulation control to all branches 
The present system runs on leased hardware; he reported that the Library 
has notified the vendor that the Library will not renew. The capabilities 
of a circulation system are to keep track of all transactions related to the 
circulation of books, automatic notices, maintenance of current files of 
overdue books, record of delinquent borrowers. Mr. Kelly noted that this 
major functional operation contributes significantly to delivery of services 
and that the Library can avoid problems and guarantee having effectiveness if 
we update the system. The present lease costs $166,000 for hardware The 
system Mr. Kelly is proposing might cost less. The Budget Director thinks 
that the new system perhaps should be bought from the capital budget the city is 
working on. Mr. Kelly indicated that he will send a report to the Trustees 
on the new system and will discuss it by phone. 

Considerable attention was focused on the security of Library materials 
from the time of delivery to the building through the processing stages. 
Questions were asked about the route of such materials, the staff responsible 
the controls. It was requested that Mr. Kelly provide the Trustees with a page 
or two on the problem. Mr. Kelly suggested that the Trustees might welcome a 
walk-through of the book preparation area. On the matter of paperbacks, Mr. 
Kelly indicated that they were not cataloged and "prepared"~only assigned a 
general number and placed on the browsing shelf. The cost (selection, ordering 
processing, etc. of books) is expensive, $35 per book. 

In response to the managing of computerization in the Library, Mr 
Kelly described how the process started in 1969, that the Library had completed 
circulation control when the General Library opened in 1972 and that he has been 
in charge of computerization since that time. We were the first major library 
to be automated. We are now, he added, (with respect to the Circulation System) 

embedded m early, obsolescent technology. Our first system, IBM, has been 
subsequently upgraded but requires ongoing maintenance. Mr. Kelly pointed out 
that we have good cataloging and acquisition programs with positive impact on 
cost-effectiveness and service benefits, but we need to make progress in 
circulation control. 



Minutes of Meeting 
Administrative Agency 
April 5, 1984 
Page Four 



At this point in the meeting which had lasted far longer than 
anticipated, Mrs. Goodwin and Mr. Bulger left because of other pre-existing 
engagements . 

After discussion of various library journals as sources of current 
professional information for the Trustees, on a motion duly made and seconded, 
it was 



"VOTED : 



to obtain membership in the American Library Association, 
such membership to include the journal of the Association, 
American Libraries , and affiliation with the A.L.A. trustees 
group. " 



The meeting adjourned at 12:32 p.m. 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary 



Trustee 



} 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Saturday, April 28, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at Hyde Park Branch Library at 3:15 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines 
and Luthin, members of the staff, members of the Friends of the Hyde Park Branch 
and other Hyde Park organizations, various other branch library Friends groups, 
Peter Welch of the Public Facilities Department, Robert Consalvo of the Mayor's 
Office, and other members of the public, and staff. Mrs. Goodwin was absent for 
a family medical emergency. Mr. Bulger, President pro tem, presiding. 

The Minutes of the Regular meeting of the Administrative Agency held 
on April 5, 1984 were approved. 

Mr. Kelly explained the next two items on the order of business: ex- 
penditures for services and supplies is a vote for confirmation of payments al- 
ready made; approval of payment is a vote for confirmation of commitments or 
encumbrances. Following this explanation, on motions duly made and seconded, 
it was 



"V 



VOTED: 



to authorize expenditures for services and supplies to be charged 
as follows for the month of March 1984, provided that expenditures 
from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



$611,811.83 

1,067.28 

7,101.46 

116,968.62 

-0- 

-0- 

$736,949.19 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 





-0- 






-0- 






-0- 




49 


,371. 
-0- 


,44 




-0- 


t 


$49, 


,371. 


44 



Eastern Regional Public Library System : 

Books 

Supplies and Materials 

Personal Services 



Total 



-0- 
10,636.52 
49.901.70 

60,538.22 



BPL Form No. 1046F— 1 /74 



1 



Minutes of Meeting 
Adirlnistrative Agency 
April 28, 1984 
Page Two 



and 



VOTED: 



to authorize payment of bills for services and supplies charged as 
follows for the month of March 1984, provided that payment of bills 
from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



Total 



$611,811.83 

86,715.14 

52,391.98 

116,968.62 

333,008.52 

20,563.00 

$1,221,459.09 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Total 



Eastern Regional FubJic Library System : 



Books 

Supplies and Materials 

Personal Services 



Total 





-0- 






"0- 






-0- 




49 


,371. 
-0- 
-0- 


,44 


$49, 


,371. 


44 



-0- 
9,521.60 
49,901.70 

$59,423.30 



The next item. Authorization to Sign Payrolls, on a motion duly made 
and seconded, was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be and hereby 
is authorized to sign the payrolls of the Library in repre- 
sentation of the Trustees for a period not to exceed four 
weeks from April 18, 1984." 



Minutes of Meeting 
Administrative Agency 
April 28, 1984 
Page Three 



Discussion on the four contracts to be awarded with public bidding 
centered on why there was only one bidder in the supplying and delivering of rock 
salt and calcium chloride. Mr. Moloney noted that the Trustees must be assured 
that there is fair competition in the awarding of contracts. The Trustees prepared 
to vote on all four of the contracts pending telephone review by the Board after 
Mr. Kelly has consulted with Mr. Fitzpatrick on details of the advertising of the 
invitation to bid on the rock salt contract. Then, on a motion duly made and 
seconded, it was 



"VOTED 



and 



"VOTED; 



and 



"VOTED: 



that there be entered into with American Air Filter, 420 Washington 
Street, Suite 303, Braintree, Massachusetts 02134, the lowest 
eligible, responsible and responsive bidder in the public bidding, 
a contract for supplying and delivering air filtration filters as 
specified at a total cost not to exceed three thousand one hundred 
sixty-nine dollars and seventy-two cents ($3,169.72).'" 



that there be entered into with the W. H. Shurtleff Company, One 
Runway Road, South Portland, Maine 04116, the sole eligible and 
responsible bidder in the public bidding, a contract for supply- 
ing and delivering rock salt and calcium chloride as specified 
at a total cost not to exceed two thousand eight hundred twenty- 
five dollars and no cents ($2,825.00)." 



that there be entered into with Information Technology, Inc. 220 
Reservoir Street, Needham, Massachusetts 02194, the lowest, 
eligible, responsible, and responsive bidder in the public bidding 
for the items specified, a contract for supplying and delivering 
microfilm reader/printer paper and toner as specified in the 
specifications at a total cost not to exceed six thousand three 
hundred dollars and no cents ($6,300.00)." 



and 



"VOTED: that there be entered into with Coverall Service Co., Inc., 73 
Addison Street, East Boston, Massachusetts, the lowest eligible 
and responsible bidder in the public bidding, a contract for the 
rental of miscellaneous uniforms during the period July 1, 1984 
through June 30, 1985 at prices per unit as follows: 



Two (2) shirts, two 
Two overalls (per) 
Two dresses (per) 



(2) pants per man 



$2. 10 per week 
$1.50 per week 
$1.50 per week 



i.yit'V--' 



Minutes of Meeting 
Administrative Agency 
April 28, 1984 
Page Four 



The Board then turned its attention to the next two contracts without 
public bidding. On a motion duly made and seconded, it was 



"VOTED: 



and 



that, without public advertising, there be entered into with 
International Business Machines Corporation, a corporation having 
a place of business at Armonk, New York and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for the maintenance of certain 
data processing equipment during the period July 1, 1984 and 
June 30, 1985, the total amount thus paid to be subject to the 
terms, agreements, and conditions set forth in said contract." 



"VOTED: that, without public advertising, there be entered into with 

International Business Machines Corporation, a corporation having 
a place of business at Armonk, New York, and at 400 Wyman Street, 
Waltham, Massachusetts, a contract for rental of certain data 
processing equipment during the period July 1, 1984 and 
June 30, 1985, the total rental thus charged to be subject to 
the terms, agreements, and conditons set forth in said contract." 

In the matter of the contracts with International Business Machines Corporation, 
Mr. Kelly pointed out that the Library will be renting month to month while the 
Library makes a transition to a new system. Mr. Moloney ascertained that the 
contract provides for cancellation with thirty days notice. He asked that, given 
the size of the expenditures to be involved in the new circulation system, the 
Boston Public Library should maximize the possibilities of compatibility with 
other library systems in Massachusetts. 

The next contract without public bidding was at the same price as last 
year with the option of the Official to renew at the previous year's price. 
On a motion duly made and seconded, it was 

"VOTED: that, without public advertising, there be entered into with Auto- 
Graphics, Inc., 751 Monterey Pass Road, Monterey Park, California 
a contract for the rental and maintenance of certain microfiche 
readers for the Research Library catalog system as specified in 
the specifications, during the period July 1, 1984 through 
June 30, 1985, at a total cost not to exceed fifty-four thousand 
six hundred dollars and no cents ($54,600.00)," 

On a motion duly made and seconded, on behalf of the Eastern Massachusetts 
Regional Library System, it was 



"VOTED: that there be entered into a lease agreement with the Trustees 
of the Hyannis Public Library Association Inc. for the rental 
of premises located at 401 Main Street, Hyannis, Massachusetts 
for the period July 1, 1984 through June 30, 1985 at a monthly 
rate of eight hundred five dollars ($805.00); 



'\'.~'->K . 



Minutes o:f Meeting 
Administrative Agency 
April 28, 1984 
fage Five 



and 



VOTED: that Liam Kelly, Acting Director, be, and hereby is authorized to 
make from time to time, as specified in said lease agreement, with 
the Trustees of the Hyannis Public Library, monthly payments as 
prescribed in said lease agreement." 

Mr. Kelly gave a brief overview of the Budget for 1984/1985 which has 
been acted on by the Mayor^s Office. It is level-funded at $J2.01 million in 
respect to the present year. Mr. Kelly expressed hope that it will get through 
City Council, acknowledging support of the Trustees. Most city departments he 
pointed out, received cuts. No dates have yet been received on hearings Mrs 
Luthin reminded Mr. Kelly to feel free to call on Trustees during the budget process 
Mr. Bulger noted that Library had originally requested $14.8 million, so that 
level funding means that budget is down by more than $2 million. 

Mrs. Nancy H. Hannon, President of the Hyde Park Historical Society, 
asked if any painting of exterior was planned, also that the spot on the ceiling 
indicated a possible leak in the roof. She also asked about keeping branches 
open beyond 8:00 p.m. to accommodate meetings. Discussion followed on how later 
hours required more money and staffing. Mr. Moloney pointed out that everyone 
wants the Library to get back to the historic formula of the Library's receiving 
3h7o of the City's budget. 

The President of the Lower Mills Friends asked if there were plans to 
repair broken window and leaking roof at the Lower Mills Branch. Mr. Moloney 
noted that the repairs would be discussed shortly. 

In a continuing discussion on staffing, Mr. Kelly pointed out that 
the question of staff levels in branches is the function of branch administra- 
tion in terms of funds available. Miss Moorachian, Supervisor of Branch Libraries, 
announced that "we have examined what staff is needed," and several positions will' 
be announced next week. In response to a statement by a library assistant at West 
End Branch, Miss Moorachian noted that one of the positions to be filled is at 
that branch. Answering Mr. Bulger on the higher number of positions contemplated, 
Mr. Kelly said that thirty-seven new positions were needed to bring the level 
of staffing up to the point of day to day coverage with flexibility to cover 
absences. Such is not possible now. 

Mrs. Luthin asked if any progress has been made in finding professional 
librarians, for example, a children's librarian for Jamaica Plain and Connolly. 
Miss Moorachian said that contacts have been made and that announcement of posi- 
tions will be made shortly for both professionals and non-professionals. Mr. 
.Kelly noted that the Library has been actively trying to recruit professionals 
for the past nine months and has recruited some, but not enough. The Library has 
advertised in local papers and professional journals. He described the new 
pre-professional program to develop in-house expertise. Nine people are in the 



Minutes of Meeting 
Administrative Agency 
April 28, 1984 
Page Six 



the program now, but it needs expansion. Last month Ron Brown, Supervisor of 
General Library, visited two library schools with enough success to encourage 
Library to visit others. He has asked Rosalie Lang, Assistant Director for 
Personnel, to visit schools in Georgia, North Carolina, and Pennsylvania. In 
the future, we plan to "visit targeted schools for the purpose of ongoing 
recruitment." Mr. George Perry, a leader in the Hyde Park community, suggested 
to Mr. Kelly that, -in addition to going out across the country for recruitment, 
the Library should go out across Boston, that we encourage our own young people 
to become librarians. Mr. Kelly agreed. He pointed out that the present trend 
in library school education is a move away from public service librarianship 
to information technology. Mrs. Satut asked how library assistants can afford 
to take courses at $900 a course at Simmons. Miss Moorachian noted that several 
pre-professionals are taking courses at University of Massachusetts/Amherst and 
at University of Rhode Island. In further discussion, it was agreed that Trustees 
urge the State Regents to move to reestablish courses at University of 
Massachusetts/Boston, that we look into alternatives for keeping people up to date 
in library education. George Embleton, President of the Library's AFSCME Union, 
reminded the group that the means of paying for education was in place in the 
form of the City's Tuition Reimbursement Program in the amount of $100,000. He 
said that we need assurance from Administrative Services that the sum be left 
alone for its intended use, not transferred. Mr. Embleton said that Library 
staff members in the past have been the largest users of the funding when it 
has been available, using from $30-40,000. 

In the matter of repair and maintenance of library buildings Mr. Kelly 
indicated that approval to reallocate some of the Loan Order moneys allocated to 
Charlestown would mean that Public Facilities should be able to do most major 
capital repairs to branch library buildings: the amount of $300-500,000 ^should 
be adequate for all such repairs. In response to questions from the public, Mr. 
Kelly cited repairs listed for Hyde Park and Lower Mills. Mr. Moloney reminded 
the group that the money was for capital improvements whereas some necessary 
repairs may come under library maintenance. Mr. Kelly said that additional money 
will be appropriated for Public Facilities operations in branches, something like 
$200,000. Peter Welch of the Department of Public Facilities announced that his 
department has entered into a cooperative agreement with the Boston Public Library. 

Mr. Doherty reported briefly on the meetings which he and Mr. Kelly, 
Mrs. Luthin, and Mr. Moloney had with James Hart, Director of Public Facilities. 
Initially, said Mr. Doherty, the Library had the idea of the Library's handling 
repair and maintenance of Library buildings. As a result of a second meeting with 
Mr. Hart and his staff, "we got a commitment." The Library will set priorities 
of repair and Public Facilities will carry them out, appointing a project manager 
with responsibility for all library buildings. Following this presentation by 
Mr. Doherty, on a motion duly made and seconded, it was 



Minutes of Meeting 
Administrative Agency 
April 28, 1984 
Page Seven 



"VOTED: 



that there be a reallocation of money of the Loan Order 
Authorization from the Charlestown Service. Building to branch 
library repairs in an amount not to exceed $500,000." 



_ Senator Bulger praised_ the new members of the Board of Trustees for their 
show of initiative in our intentionally cumbersome system of dealing with public 
rnn!r ^^ government as a protection against tyranny. The Trustees, he said "have 
rolled up their sleeves" and gotten down to work. He thanked the faithful 
administration of the Library. He joined Mrs. Gaines in thanking the community 

fnr^^h' f r^' fi^'t ^^T. .'^^ r°P^^ ^^ attendance at the meeting. "It bodes well 
for the future," he added. "The Library needs an articulate constituency at a time 
when there is so much competition for funding." 

The meeting adjourned at 4:17 p.m. 



Secretary pro tem 



Please read, initial below and return 
to the Secretary 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 1, 1984 



The Annual Meeting of the Trustees of the Library as an Administrative 
Agency was held in the Trustees Room of the McKim Building at 11:24 a.m. 

Present were Trustees Messrs. Bulger and Moloney, Mmes. Gaines, Good- 
win, and Luthin. Also present were Mrs. Bettina Norton, Vice Chairperson of 
the Examining Committee with committee members Mrs. Alice Hennessey and Mrs. 
Frances Howe; Mr. Peter Wick of the Associates of the Boston Public Library; 
also, representatives of various Friends groi:5>s and staff of the Library. 

The first order of business was the election of officers. On a motion 
duly made and seconded, Kevin F. Moloney was nominated for President. No other 
nominations were made. In viva voce Mmes. Gaines, Goodwin, and Luthin and Mr. 
Bulger voted for Mr. Moloney, who was declared elected President. 

On a motion duly made and seconded, William M. Bulger was nominated 
for Vice President. No other names were placed in nomination. In viva voce 
Mmes. Gaines, Goodwin, and Luthin and Messrs. Bulger and Moloney voted for Mr. 
Bulger. Mr. Bulger was declared elected Vice President. 

In the election of Secreteury pro tem Jane Manthome was placed in 
nomination and was elected viva voce by Messrs. Bulger and Moloney, Mmes. 
Gaines, Goodwin, and Luthin. 



it was 



In the matter of enabling votes, on a motion duly made and seconded. 



"VOTED: that any member of the Board of Trustees be, and hereby 
is, authorized to sign on behalf of the Board, bills, 
special drafts, and payrolls of the Library"; 



cmd. 



"VOTED: 



and, 

FURTHER 
VOTED: 



that we, the Trustees of the Boston Public Library, having 
appointive authority over the Civil Service personnel at 
the Library, do appoint one of our members, Kevin F. 
Moloney, Trustee, to hold and conduct hearings in accord- 
ance with Chapter 31 of the General Laws whenever the said 
hearings are deemed necessary; 



that in the event of the unavailability of Kevin F. Moloney, 
William M. Bulger, Trustee, is hereby authorized to conduct 
the above-mentioned hearings, this power to be valid only 
until the expiration or appointment of any member of this 
Board." 



Form No. 1046G— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
May 7, 1984 
Page Two 

In reference to the preceding vote, Mr. Kelly pointed out that on occasion 
the Trustees are required to hold Civil Service hearings aind that, in 
con^lieince with the law, the Library cannot initiate termination proceedings 
against a Civil Service employee without a hearing. 

In the next item of business, on a motion duly made and seconded, 
Jane Manthorne was nominated to serve as Secretary of Committees. In viva 
voce Messrs. Bulger and Moloney and Mmes. Gaines, Goodwin, and Luthin voted 
for Jane Meoithome, who was declared elected Secretary of Committees. 

In the matter of routine operating procedures, on a motion duly 
made and seconded, it was 

"VOTED: that until the next annual meeting, Liam M. Kelly, Act- 
ing Director, or upon his delegation, John J. Doherty, 
Assistant Director, or Jame Meinthorne, Secretary pro 
tern, be, and hereby is, authorized to act on behalf of 
the Trustees in the administration of the personnel 
procedures of the Library up to, but not including, the 
level immediately below that of the Director, cind to 
fix the remuneration for all such officers and employees 
subject to the salary and wage scales as currently 
established by vote of the Trustees, said appointments 
and changes in remunerations to be reported to the 
Trustees at their next meeting for confirmation"; 



and, 
"VOTED; 



that, until the next annucil meeting, Liam M. Kelly, 
Acting Director, or upon his delegation, John J. 
Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director, be, and hereby is, authorized 
to sign on behalf of the Board in approval of the payment 
of all vouchers or bills covering expenditures incurred 
in terms of one quarter of the fiscal 1984-85 budget 
allowance, but in no case exceeding those in the budget 
estimates for the fiscal year 1984-85, as shall be 
approved by the Board of Trustees, said payments to be 
reported to the Board at the next regular meeting for 
confirmation" ; 



cuid, 
"VOTED: 



that, until the next annual meeting, the President, Vice 
President, the Acting Director, and the Secretaury of 
the Trustees pro tem be, cmd hereby are, authorized to 
sign any and all contracts voted to be made by the 
Board in the name and behalf of the City euid amy and 
all communications in connection with the awcurd of 
contracts as voted or recommended to be so voted. " 



Mr. Kelly paid tribute to the performance of the Library staff in 
the past five years and in this year of transition. "The staff," he said. 



Minutes of Annual Meeting 
Administrative Agency 
May 1, 1984 
Page Three 

"does a tremendous job"— what we don't see in the press. Mrs. Gaines added 
that in the razzle-dazzle of the New York Public Library's press coverage 
the problems having to do with the internal running of that library are not 
addressed. 

In conclusion, Mr. Moloney quoted from the booklet on the Boston 
Public Library by poet David McCord: "The Boston Public Library is success- 
ful, efficient, and respected largely because the dozens of men and hundreds 
of women responsible for its many services are dedicated workers .... They 
care for the good name of the first great public library in the country and 
the good will of the citizens who use it and whose property it remains." 
Mr. Moloney noted that later in the booklet Mr. McCord wrote, "But librarians 
alone do not make a public library. The Trustees, if they are wise, patient, 
and occasionally daring, have much to do with it." 

Mrs. Goodwin suggested that it would be appropriate to have an 
overall function with the staff, a means for them to get acquainted with the 
Trustees. 

Mrs. Goodwin inquired as to what percentage of the proposed 
FY85 City budget is the Library's present level-funded budget. Mr. Kelly 
answered that it is 2.8%. Mr. Kelly pointed out that the percentage had 
started decreasing before the cutbacks of Proposition 2i. Pre-2i , the 
Library had always tried to maintain services by unpublicized internal 
efforts. Mr. Kelly went on to note that "2i" actually had some good results; 
with the publicity attached to "2i" and the subsequent radical reductions, 
concern grew in the neighborhoods. Articulate, active groups spoke in 
support of the Library. At this point Mr. Kelly said that support at budget 
hearings would be welcome (a hearing is scheduled for Friday, May 11 at 
2:00 p.m.). Mr. Kelly also noted that the City Council, year after year, 
has been "extremely supportive of the Library." 

The meeting adjourned at 11:43 a.m. 



Secretary pro t 



em 



Please read, initial below and return 
to the Secretary 



Trustee 



r 



I ' 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Thursday, May 31, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held in the Trustees' Room at 12:21 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, 
Goodwin, and Luthin; Mr. Robert Consalvo of the Mayor's Office, and members of 
staff and public. 

Presiding, President Kevin F. Moloney. 

Mr. Liam Kelly, Acting Director, reported on contract negotiations 
with the Professional Staff Association and the AFSCME local. The Library is in 
the second year of each contract with provisions for reopening negotiations, now 
completed in respect to salaries, with a settlement of an increase of 5%. Mr. 
Kelly said that it is appropriate at the same time to make adjustments in manage- 
ment salaries. There is a need, he pointed out, to know comparative salaries in 
other libraries and in city management positions. At this time, however, he recom- 
mended a 5% increase. In response to a question on the availability in the budget 
of money to accoipraodate such an increase, Mr. Kelly said that there was enough, 
except for some $10,000 to $12,000 which would be realized from savings due to 
unfilled positions. On a motion duly made and seconded, it was 

"VOTED: to increase the salary level of management staff by 5%." 

Mr. Moloney indicated that the Trustees in the next several months should look at 
the administrative structure and the salaries of management. Mr. Kelly added 
that recruitment, which applies to all levels of library positions, also needs to 
be looked at. 

The meeting of the Administrative Agency was adjourned temporarily at 
12:28 p.m. 

Following the adjournment of the second part of the Meeting of the 
Corporation, the Administrative Agency meeting was reopened at 12:41 p.m. Be- 
cause of the lateness of the hour and other engagements, Mrs. Goodwin and Mr. 
Bulger found it necessary to depart. 

Next the Minutes of the Regular Meeting held on April 28, 1984, and 
the Annual Meeting held on May 7, 1984, were approved as presented. 

On a motion duly made and seconded in regard to action taken in the 
next two items in the Order of Business, it was 

"VOTED: to authorize expenditures for services and supplies to be charged 
as follows for the month of April 1984, provided that expenditures 
from City Appropriation have the approval of the City Auditor: 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
May 31, 1984 
Page Two 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



$608,693.97 

5,696.12 

10,342.81 

325,197.00 

-0- 

-0- 



Total 



To Trust Funds 



$949,929.90 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
-0- 
-0- 
14,032.67 
-0- 
-0- 



Total 



$14,032.67 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



$102,911.76 
15,920.89 
48,759.41 

$167,592.06 



"VOTED: to authorize payment of bills for services and supplies charged 
as follows for the month of April 1984, provided that payment 
of bills from City Appropriation have the approval of the 
City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
-0- 
-0- 
14,032.67 
-0- 
-0- 



Total 



$14,032.67 



Minutes of Meeting 
Administrative Agency 
May 31, 1984 
Page Three 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



Total 



$102,911.76 
29,353.16 
48,759.41 

$181,024.33 



Mr. Kelly prefaced the voting on contracts with brief data on some of 
them as follows: 



The contracts with Bonnell Motors on the leasing of vehicles received 
only one bid, a circumstance repeated for the past ten years. For this contract 
we get vehicles, gas, garage, repairs, and replacement of vehicles if there 
is an accident. No other bidder seems to want to supply such extensive leasing. 
Mr. FitzPatrick. reported that Bonnell has proved faithful with reasonable 
prices. 

P. Clancy, low bidder of four eligible bidders in contract for clean- 
ing windows, is a firm with which the Library has done business before. 

Discussion followed on the nature and purpose of the New England 
Depository Library which Mr. Kelly described as a joint venture with Harvard 
University, Tufts University, M.I.T., Massachusetts Historical Society, etc. 
Mrs. Gaines wondered whether the New England Depository would be needed 
after the completion of the Charlestown Armory. Mr. Kelly noted that there was 
movement afoot to make the Depository more useful, to integrate the collections 
housed there — fiction, newspapers, Harris collection, etc. Mr. Kelly also 
indicated that as a founding member, the Boston Public Library has a vested 
interest in the Depository. Mrs. Gaines continued to question the need for two 
storage collections, in the New England Depository and in Charlestown. 

Two bids were received at City Hall for the contract for inspecting 
and testing HVAC systems, but the Library received only one, Water Chemicals, 
Inc., a new business for the Library. Mr. Kelly noted that we have checked 
references, and Mr. FitzPatrick added that the price is reasonable. 

In the bidding for inspection and testing of fire alarm systems, 
one of the bids (from our present contractor) was defective. The contract 
is recommended to go to the lowest eligible bidder, Aetna Fire Alarm Service Co. , 
for which references have been checked. 

Following this briefing on the award of contracts, on a motion duly made and 
seconded, it was 



Mintues of Meeting 
Administrative Agency 
May 31, 1984 
Page Four 



"VOTED; that there be entered into with Bonnell Motors, Inc., 

353 Cambridge Street, Winchester, Massachusetts, the sole 
bidder in the public bidding, a contract for the leasing 
of two panel trucks and four station wagons during the 
period July 1, 1984 through June 30, 1985 at the following 
rates : 



Monthly Lease 
Cost Per Vehicle 



Charge Per 
Mile 



Two Panel Trucks 
Model E-150 (1985) 

Four Station Wagons 
Model LTD (1985) 



$525.00 



$495.00 



26c 



26c 



and 



"VOTED: that there be entered into with Bonnell Motors, Inc., 

353 Cambridge Street, Winchester, Massachusetts, the sole 
bidder in the public bidding, a contract for the leasing 
of two panel trucks and two station wagons for the Eastern 
Massachusetts Regional Library System during the period 
July 1, 1984 through June 30, 1935 at the following rates: 



Monthly Lease 
Cost Per Vehicle 



Charge Per 
Mile 



Panel Trucks 



Station Wagons 



$525.00 
$495.00 



26c 
26c 



and 



"VOTED: that there be entered into with P. Clancy and Sons, 

97 Mt. Ida Road, Dorchester, Massachusetts, the lowest 
eligible and responsible bidder under Group I in a 
public bidding, a contract for the cleaning of windows 
during the period July 1, 1984 through June 30, 1985 at 
Library buildings designated under Group I of the specifi- 
cations at a cost not to exceed seven thousand four hundred 
twenty dollars ($7,420.00)." 



and 



y 



Minutes of Meeting 
Administrative Agency 
May 31, 1984 
Page Five 



"VOTED 



and, 
VOTED 



and 



"VOTED 



that there be entered into a lease agreement with the Alec Rich 
Comapny for the rental of premises located at Rear 21 Court Street 
(King's Court), Taunton, Massachusetts for the period from July 1, 
1984 through June 30, 1985, at a monthly rate of one thousand two' 
hundred dollars ($1,200.00); 



that Liam M. Kelly, Acting Director, be, and hereby is, authorized 
to make from time to time as specified in said lease agreement 
with the Alec Rich Company, monthly payments as prescribed in said 
lease agreement." 



that there be entered into with the New England Deposit Library, 
135 Western Avenue, Alls ton, Massachusetts, an agreement for the 
rental, during the period July 1, 1984 through June 30, 1985, of 
storage space therein for books and other library materials 
belonging to the Boston Public Library, in accordance with 
the rates of storage space formally adopted by the governing 
Board of said New England Deposit Library." 



and 



"VOTED 



and , 
VOTED 



that, without public advertising, the Board of Trustees in Charge 
of the Library Department of the City of Boston, acting in the 
name of and for the City of Boston, does hereby accept an instru- 
ment of Lease by and between Dr. Donald Stackhouse and the City 
of Boston for the rental of premises located at 205 North Main 
Street, North Reading, Massachusetts, for the period July 1, 1984 
through June 30, 1985, at a total annual cost not to exceed 
sixteen thousand eight hundred ninety-nine dollars and no 
cents ($16,899.00), with the option by the Lessor to adjust the 
monthly rent during the period July 1, 1984 thorugh June 30, 1985, 
based on increase of real estate taxes; 



that Liam M. Kelly, Acting Director of the Public Library of the 
City of Boston, be, and hereby is, authorized and directed in 
the name and behalf of the Board of Trustees in Charge of the 
Library Department of the City of Boston to execute said instrument 
of Lease in duplicate." 



Minutes of Meeting 

Administrative Agency 
May 30, 1984 
Page Six 



"VOTED 



that there be entered into with Water Chemicals, Inc., 
135 Sixth Street, Chelsea, Massachusetts, the sole eligible, 
responsible, and responsive bidder in the public bidding, a 
contract for inspection and testing of HVAC water systems at 
the Central Library Building and at other Library locations 
during the period July 1, 1984 through June 30, 1985 at a 
total cost not to exceed four thousand two hundred dollars 
and no cents ($4,200.00)." 



and 



"VOTED: that there be entered into with Aetna Fire Alarm Service Co., 
Inc., 43 Lenoxdale Avenue, Dorchester, Massachusettts , the 
lowest eligible, responsible and responsive bidder in the 
public bidding, a contract for the inspection and testing of 
fire alarm systems, throughout the Library system during 
the period July 1, 1984 through June 30, 1985, at a total 
cost not to exceed seven thousand eighty dollars and no 
cents ($7,080.00) with the (Official's) option for renewal 
on July 1, 1985 and July 1, 1986 at bid price." 

Next, in authorization to sign payrolls, on a motion duly made and 
seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961 Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or 
Kevin T. FitzPatrick, Assistant to the Director, be, and 
hereby is, authorized to sign the payrolls of the Library 
in respresentation of the Trustees for a period not to 
exceed four weeks from May 16, 1984." 

Mr. Kelly described recruitment as a top priority in the attention 
of the Library administration. He described several approaches to the problem: 
the appointment of a committee— Mr. J.Ron Brown, Miss Rose Moorachian, Ms. Rosalie 
Lang, and Mr. John Doherty — to address the problem; the placement of advertise- 
ments in library literature for open positions; the initiation of a pre- 
professional program with 9 in the program at this time, soon to be expanded 
^° 12. Still, the Library continued to have substantial numbers of 
vacancies. Ads were placed in the Library Journal Hotline ; Mr. Brown visited 
library schools in Tennessee; Miss Lang planned to visit seven or eight library - 
schools, a plan discarded because of the possible budget reduction. Mr. Kelly 
reported that ads have again been placed in the Hotline and letters announcing 
vacancies have been sent to seventy-one library schools. The American Library 



Minutes of Meeting 
Administrative Agency 
May 31, 1984 
Page Seven 



Association placement office has been contacted; Mr. John Barrett of the Personnel 
Office will go to the ALA Conference in Dallas and conduct interviews. The 
problem of recruitment, said Mr. Kelly, relates to noncompetitive salaries, 
the residency requirement, and the emphasis in library schools on technology — 
when the Library's needs are for children's librarians. There is also the problem 
of keeping employees in the upper levels of professional positions. Mrs. 
Luthin requested a comparative study of salaries in other cities; Mrs. Gaines 
asked to receive a copy of the letter sent to library schools. In response to 
Mrs. Luthin *s question on the present number of vacancies, Mr. Kelly said there 
were five children's librarian positions and two young adult librarians, not 
all at entry level. The Library has recruited thirteen nonprofessional staff 
members . 



A discussion followed on the possibility of waiving the city's 
residency law, a waiver for city hospital nurses was cited. Mr. Consalvo 
volunteered that waivers have been allowed by vote of the City Council. The 
waiver for the nurses was a group waiver, usually the vote must be for in- 
dividuals. Mrs. Gaines introduced the possibility of job sharing among 
children's librarians, noting that she has talked with children's librarians 
who must do much of their work at home. She wondered about the assets versus 
the liabilities of job sharing — if recruitment fails. Mr. Kelly said there 
was some potential in the idea. He agreed to circulate among the Trustees a 
report from Personnel on the current status of recruitment. He went on to 
point out that the Library must examine ways to make the Library a better place 
to work through improved salaries, classification structure, and promotion 
opportunities. Mrs. Gaines added that the attractiveness of the Library as a 
workplace was tied in with operational procedures and policies. Mr. Moloney 
asked Mr. Kelly to prepare recommendations for the Trustees. Mr. Kelly said 
that these matters will also be the subject of negotiations and can be dealt 
with in a positive atmosphere. 

Next Mrs. Gaines pointed out that there should be a system for handl- 
ing reports submitted to the Trustees, such as the Examining Committee report. 
Mr. Moloney agreed that such reports should be presented to and accepted by the 
Trustees without the vote indicating approval or disapproval. The process, 
he said, should be regularized. Following discussion, on a motion duly made and 
seconded, it was 

"VOTED; that next year the report of the Examining Committee be filed with 
the Trustees and not be printed until a vote of acceptance by the 
Trustees, such a vote not necessarily approving or disapproving 
any recommendation or finding in the report." 

Next, Mr. George Embleton, President of Local 1526, AFSCME, introduced 
a long ongoing problem with the cooling systems in the Johnson Building, the subject 






Minutes of Meeting 
Administrative Agency 
May 31, 1984 
Page Eight 



of past grievances and discussion." He described it as a constant problem in 
warm humid weather. Some areas of the building are comfortable, some uncom- 
tortable. He noted the massive expenditures planned for the Research Library 
but there is a serious problem in this building." Mrs. Gaines asked why no ' 
money had been written into the program for the General Library. Mr. Doherty re- 
sponded that the problem is the cost of energy. The Library has been able to 
lead the City m energy conservation by reducing the usage of kilowatts and 
steam, by shutting off some units. He said that the Library is spending 
?1M a year on energy. The Library has put on controls year after year be- 
cause of rising costs. We have put in additional fans above ceilings of known 
hot spots, e.g. Central Charging where there is the problem of hot discharged 
air. After weekends, too, there is the time it takes for systems to get caught 
up in the cooling process. 

Mr. Doherty assured the Trustees that the problem is being addressed. 
He noted that the computer room and the Rare Book Department have evenly 
maintained temperatures and that the Library could not possibly handle the ex- 
pense of maintaining the overall building in the same fashion. Commenting on 
the need to maintain temperature controls for computers, Mrs. Gaines added, 
people are just as important as machines." Mr. Moloney requested a report 
on the problem areas. Mr. Embleton asked for an outside analysis with no concern 
for the energy account. Mr. Moloney concluded that a report on the facts involved 
should first be forthcoming; and if outside expert consultation were required 
later, then the Trustees would consider the matter at that time. 

The meeting adjourned at 1:28 p.m. 



kl^..^^ 



Secretary pro tem 



Please read, initial below and return 
to the Secretary pro tem 



M&. 



Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
June 29, 198A 



A meeting of the Administrative Agency was held by the Trustees of the 
Public Library of the City of Boston at 3:55 p.m. on Friday, June 29, 1984 in 
the Trustees' Room. 

Present were Messrs. Bulger and Moloney, Mmes. Goodwin and Luthin. 
Ms. Gaines was not present due to illness. 

Presiding, President Kevin F. Moloney. 

The Minutes of the Regular Meeting held on May 31, 198A were approved, 
as amended . 

In the matter of authorization of payrolls, on a motion duly made and 
seconded, it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961, Liam M. Kelly, Acting Director, or upon his 
delegation, John J. Doherty, Assistant Director, or Kevin T. 
FitzPatrick, Assistant to the Director, be, and hereby is, 
authorized to sign the payrolls of the Library in representation 
of the Trustees for a period not to exceed four weeks from 
June 13, 1984." 

In the matter of recruitment, Mr. Kelly indicated that two things 
had been done recently: letters were written, including job descriptions, to 
every accredited library school, and interviewing for openings took place at 
the American Library Association convention in Dallas. The positions for which 
applicants have been sought are 8 Children's PI positions; 2 Children's P2; 
2 Young Adult P2; and 1 Generalist PI. Mr. Kelly explained that a Generalist 
is a professional librarian who works in various jobs. At this time the 
Libraty has received from 18 to 20 responses from the letters to library schools. 

Mr. John Barrett, Personnel Officer, reported that he interviewed 
at Dallas on January 24, 25, 26. All told, he interviewed 18 applicants 
at the ALA Placement Center — the positions listed by Mr. Kelly plus a Music 
Reference Librarian PI. Mr. Barrett summarized the immediate results of his 
interviews: the possibility of 2 PI Children's Librarians and 1 P2 Children's. 
A P2 Young Adult's Librarian had applied but chose another position at OCLC. 
The question of salary levels in Boston and elsewhere was discussed (Boston 
Public Library offers a maximum of $18,000 to Pi's, $20,000 to P2's). John 
Barrett went on to say that the Personnel Office is pursuing the interested 
candidates, many of them recent library school graduates. He noted concern 
of candidates over Boston's salary levels; salaries elsewhere are $2-3,000 
higher. Mr. Barrett responded to questions from Mrs. Luthin, indicating that 
the issue of residency did come up, that at the convention he saw no promotional 
material for the cities themselves along with promotional brochures for 
libraries, that the only libraries he observed offering such literature were 



BPLFormNo. 1046F— 1/74 



Minutes of Meeting 
Administrative Agency 
June 29, 1984 
Page Two 



the New York Public and the Library of Congress, that the reputation of the 
Boston Public Library is good, that the interested candidates were in addition 
to the 18-20 who responded to letters. Mr. Moloney suggested the p ossibility 
of recruitment at other professional meetings; Mr. Kelly agreed but added that 
such meetings do not provide a placement center. He was not aware whether the 
conference of the Public Library Association had a placement center. 

Mr Kelly pointed out that at Dallas he met with the directors and 
assistant directors of large urban libraries, and all agreed that recruitment 
IS a large problem. He said that ten years ago there were 9,000 graduates a 
year from library schools; now there are 5,000. There are insufficient 
schools giving public library programs of study; there are serious shortages 
of. children s librarians, e.g. in libraries of Philadelphia, New York, Los 
Angeles; that some libraries like Brooklyn have concluded that there is a 
serious need for in-service programs. Mr. Kelly indicated that Boston's 
salaries are compatible with Philadelphia's, but a number of large cities pay 
substantially more. Mr. Kelly noted that the Library must strengthen the pre- 
professional program and develop professional staff through an in-house 
approach. 

In a mention of the salaries of teachers in the state, Mr. FitzPatrick 
said that the range is $9,000 to $21,000 with a median of $14,000. 

Other factors discussed related to whether Boston school librarians 
are paid more than public librarians, the extended seven steps in all three 
unions withm the Library before maximum salaries are reached (some libraries 
have three steps), possible recruitment from other libraries in the state 
the recently established ALA jobline which allows each library one free iob 
posting, the fact that Simmons is the only library school in the area which 
provides courses in library science. At this point discussion turned to the 
possibility of resumption of courses offered by the University of Rhode Island 
at UMass/Boston. On July 10 and 11 public hearings will be held to determine 
If the University of Rhode Island can be certified to teach at the University 
of Massachusetts in Boston. Mr. Kelly pointed out that the Trustees should 
consider whether the Boston Public Library should be represented at the hearings 
He noted that the present cost of one four-credit course at Simmons is $888 
and will rise to $916 in the fall. The cost at U/Mass is $350 per course 
It was further hoped that the Tuition Reimbursement Program would continue to 
have funding available for library staff— but at Simmons' charges, it would 
not go far. On a motion duly made and seconded, it was 



"VOTED: 



to urge the Regents to reinstate the library science progr 
at the Harbor campus." 



am 



It was agreed that Mr. Kelly would attend the hearings. Mrs. Luthin suggested 
released time for attendance by some students who are or have been students 
m the program. Mrs. Goodwin agreed, suggesting the value of students 
speaking on the quality of education they have received. Other items consisted 



Minutes of Meeting 
Administrative Agency 
June 29, 1984 
Page Three 

of Mr. Kelly's statement on the need to keep staff motivated, the need to 
open up career paths; Mrs. Luthin's request that flextime get attention. 

The next item in the order of business drew extensive discussion, 
namely the assignment of book-buying quotas to branch libraries. Mr. Kelly 
pointed out that the quotas were arrived at through negotiation between 
branch heads and the director. Miss Moorachian added that the present quotas 
were set two or three years ago and were left the same because the total book 
budget remained the same. Mr. Kelly said that the branch quotas will be 
raised 25% this coming year. The present figures, he said, are somewhat 
misleading because last year moneys were allowed for replacements; a similar 
amount will be added to the quotas next year. Mr. FitzPatrick explained 
the process by which branches, although they order their books according to 
list price, ultimately get the benefit of quantity discounts which range 
from 10% to 40%. Mr. Moloney requested that the explanation be made available 
to the Trustees in writing. Mrs. Luthin wondered about the feasibility of 
branches being given a small account at, for example, the New England Mobile 
Book Fair. Mr. Kelly reminded the group that all books are processed at 
Central. Miss Moorachian indicated that a new system for getting best sellers 
to branches is being worked on. Again, Mr. Moloney asked for a document in 
writing on the whole process. 

Next Mr. Kelly reported that the Egleston Square Branch was still 
not open following recent problems. Mr. Doherty met with Commissioner Jordan 
m an effort to have the police department use part of the branch. Commissioner 
Jordan did not think this is possible— unless he gets enough financial support; 
needed, he said, are eight to ten positions. Mrs. Goodwin expressed concern 
for the lost services to nearby housing for the elderly and wondered if 
street lighting would help solve problems of security. Mr. Moloney mentioned 
the Urban Edge, Inc.'s designation by the BRA as developer to acquire shell 
houses and to complete the in-fill in an effort to "turn things around" in 
that neighborhood and noted that he had sent a letter to BRA indicating support 
for any such projects. Mr. Doherty indicated that the Library will make the 
branch available for a community meeting after the Fourth of July. Mr. 
Moloney wondered about the churches in the area. Mr. Kelly indicated that 
there is one next door to the branch, and George Embleton added that the church 
Itself has had problems. Mr. Embleton asked the Library administration to 
close Egleston Square, "putting more Vietnams inside is not the answer." He 
cited a serious crime/drug problem in the area; people in the apartment house 
to the rear of the branch fire weapons at the building. The last staff member 
attacked in the branch wants a transfer, Mr. Embleton said, and this person 
believes strongly in public service. Mr. Moloney indicated that the Library 
would do everything possible to keep the branch open, that "if we keep the 
building closed, we'll lose it." Mr. Kelly noted that the branch would 
require a full staff— at least three people, preferably four. He noted that 
getting a police presence in the building would be an ideal arrangement. Mr. 
Doherty said that at present the Library is maintaining a Buildings Department/ 
maintenance presence. Mr. Moloney concluded the discussion by expressing 
a commitment to solve the problem in order to be ready for an improved 



Minutes of Meeting 
Administrative Agency 
June 29, 1984 
Page Four 



neighborhood five or six years down the road. He wants to get back to a 
discussion with the police department and with the district councillor 
who will be at the community meeting. 

Next Mr. Kelly provided an update on the proposed circulation 
system. Since the earlier presentation on the turnkey system, two things 
have happened: as a result of testing it was revealed that the programs 
would not be capable of conversion; and it was ^further realized that 
conversion from punch card to bar code should be underway before we start. 
As a result of these factors, Mr. Kelly said, a decision has been made to 
continue with IBM for another year and draw up a program of conversion 
based on the actual system we decide to get. Acquisition of a new system 
will cost in the range of $400,000-$750,000 ; maintenance and data conversion 
w'ill be separate. Mr. Kelly concluded that the Library will begin conversion 
to bar code within the next couple of months. 

In the next order of business, the status of the report by the 
Examining Committee, on a motion duly made and seconded, it was 

"VOTED: that the Examining Committee Report be published." 

Next the Trustees discussed the air conditioning in the Johnson 
Building. Mr. Doherty reported on the various aspects of the problem, 
noting that Mr. Joseph Sarro, Superintendent of Buildings, has submitted 
an extensive report. Originally the H/VAC system was predicated on a 
24-hour day, but since 1973 and Proposition Ih the Library has been forced 
into a rigid energy conservation program. At this time the system is on 
from 7:30 a.m. until closing time which results in lots of down time. 
The Library cannot control energy costs, pointed out Mr. Doherty, but it 
can control usage. The hot spots are mainly Central Charging, the Young 
Adult Room, and the cafeteria. Mr. Sarro and Balco are presently working 
on the problem. Large fans have been added. In response to Mr. Moloney's 
question as to how long it will be before resolution of the problem, Mr. Kelly 
said that it will take a lot more time than three months. He is not sanguine 
that the drilling of a few holes will solve the problem. Mr. Embleton 
reminded the group that the problem is now twelve years old; he would like 
to see the Trustees conclude how much money they want to spend and then work 
something out. Mr. Doherty said that the Library has saved 69% on heating 
and air conditioning costs. To operate this system costs $1 million, includ- 
ing branches. Mr. Moloney asked for a report on Balco 's efforts within a 
couple of months. 

In the matter of capital improvements in branch libraries, Mr. 
Doherty reported that 12 branches and the Charlestown Armory were visited on 
May 9 and May 22: East Boston, North End, West End, Charlestown, Orient 



Minutes of Meeting 
Administrative Agency 
June 29, 1984 
Page Five 



Heights, Brighton, Faneuil, West Roxbury, Connolly, Jamaica Plain, South End, 
Egleston; there are thirteen branches yet to be visited. The Trustees expressed 
distress about an article concerning a very critical letter which appeared on the 
front page of the Jamaica Plain Citizen on Thursday. June 28, 1984 Mr Kellv 
IffTr-f ^''^'^r '^^ Buildings staff were very upset, they are making t;emendous 
efforts. The letter came to Mr. Myers, Assistant Superintendent of Buildings, in a 
blank envelope; it appeared to be quite old. The Buildings staff offered to ^it 
down with the officers of the Jamaica Plain Friends, also with the newspaper; 
but the meeting has not taken place. Mr, Moloney concluded that it would be 
worthwhile for a letter to go out to each branch librarian and to Friends 
groups giving the schedule of capital improvements. Mr. Doherty added that 
Public Facilities plans to push the air conditioning work for the branches, 
also the major repairs. 

^T, . 10 ^ ?"c ^^""^^^ ^^ inventory of the copy machines, Mr. FitzPatrick said 
that 13 of 15 machines are in; those for Adams Street and West End are not 
^!^! f "^^ ^^""^ ^""^^ ^^^^ received which are being prepared now. He 
added that the Library does not pay for these machines unless the income from 
usage is insufficient, then the Library pays a fee. He said that we are down 
3 machines m Central, making a total of 35 in place. Mr. FitzPatrick described 
the background to the problem. The present company could not move machines in 
until the prior firm, with whom the Library was in litigation, pulled out. The 
present contract has 2h years to go. 

Mr. Kelly showed reading lists which have gone to every public 
^n^ T^"" school system. The lists were prepared by a committee on summer read- 
ing They are useful for children's librarians and others working with 
children. ° 



The meeting adjourned at 5:30 p.m. 



Secretary Pro Tem 



Please read, initial below and return 
to the Secretary 



Trustess 






TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, July 30, 1984 



Aaencv waArtf^^^K^ l^^ Trustees of the Public Library as an Administrative 
Agency was held in the Trustees' Roan at 6:35 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines 
Goodwin, and Luthin; Ms. Margo Crist, Advisor to the Trustees in th^ir se^ch f or 
Director; members of the staff and public. searcn tor 

Presiding, President Kevin F. Moloney. 
H» A.. K^^V""^^"^^ introduced a "lingering matter" which required resolution 

^r^M^r If T^ allowances. Mr. Moloney noted Mr. McNiff 's full concen- 
tration on the demands of his Library post to the exclusion of vacation. ^ 

acc^ue'd "cftion/sLri'"'"\'°^ k' " ^^^'="''= "^^" ^ compensation fo^ t^" 
tZlTy ''^°^''^°"/=^='' l^^ve had been declined by Mr. McNiff; he had agreed to 
matter ITt °" t substantially decreased basis in the an.;unt of $27^500. This 
matter had been referred last year to the City Auditor's Office; but, ^aid Mr 
Moloney, nothing had happened during Mr. Cook's tenure. Mr. Moloney said t^; h. 
had written to the new City Auditor on July 20 with varied relaterenclosSes- 
^' ^K ^^w^"?^ ^° "^- "^P'= predecessor Mr. Cook, together wit^ ex^^ts' 
from the Library's policy documents related to sick an^ annual lelve^ ifresponse 

=^,T^ t f ^^^ matter. Mr. Bulger suggested that perhaps the Trustees 

pa^ent'du! fLT'^'f ? "^ ' '"''"" ^'"^ ' '"'^^ "^" based'^on the actu" 
or^eiect thf T T^' ^^^^"^ "^- "^'^"^ ""^^ opportunity to accept 
or reject the sum. Mr. Moloney said that he had discussed the matter „i?h Mr 

redic;dtu ^r^rr^"'' that-whatever Mr. McNiff 's reason was f or reques^ng ^he 

"on on r~ ^^ rf^^' """'^ ^° ^^'' ^° ^'^P^y "i*^ the lower sum of compensa- 
tion. On a motion duly made and seconded, it was ""Pensa 

"VOTED: to approve the payment of $27,500 to Philip j. McNiff as partial 
compensation for accrued vacation and sick leave as explained in 
i^L f f °" ^^^ "• ^^^^^ '^° N^^^ll cook dated January 25, 
1984 "" '^*''^" ^" "°^°''^y ^° ^^°" P- Stamp dated July 20, 

In authorization to sign payrolls, on a motion duly made and seconded. 



it was 



"VOTED: 



that subject to the approval of the Mayor in accordance with the 
•provisions of Section 22 of Chapter 3 of the Revised Ordinances of 
1961 Liam M. Kelly, Acting Director, or upon his delegation, John 
J. Doherty, Assistant Director, or Kevin T. FitzPatrlck, Assistant 
to the Director, be, and hereby is. authorized to sign the payrolls 
of the Library in representation of the Trustees for a period not 
to exceed four weeks from August 8, 1984." 



BPL Form No 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
Monday, July 30, 1984 

Page Two 



The Administrative Agency adjourned at 6:40 p.m, 



Secretary pro tem 



Please read, . initial below and return 
to the Secretary pro tem 




Trustee 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency * 



In Board of Trustees 
Monday, September 10, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 7:30 p.m. following a meeting of the Corporation. 

Present at the meeting were Messrs Bulger and Moloney, Mmes. Gaines and 
Luthin; Margo Crist, Advisor to the Trustees in the search for the Director; 
Douglass Shand Tucci , Advisor to the Trustees in the renovation of the McKim 
Building; Library staff and members of the public. 

Kevin F. Moloney, President of the Board, presiding. 

The minutes of the Regular Meetings held on June 29, 1984 and July 30, 
1984 were approved, subject to any corrections given to the Clerk subsequent to 
the meeting. 

In the matter of approving expenditures and payment of bills for 
services and supplies, Mr. Kelly explained that a two-thirds vote of confirma- 
tion by the Board is required, according to votes taken annually which 
authorize the Director to approve expenditures and payments, with subsequent 
approval from the Board. On a motion duly made and seconded, it was 

"VOTED: to confirm expenditures for Services and Supplies to be charged 
as follows for the months of May and June 1984, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 

To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$1,439,725.88 

2,129.00 

335,967.65 

525,505.70 

190.00 

-0- 

$2,303,518.23 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 
22,602.78 
16,488.08 
26,290.00 

260.15 

-0- 



TOTAL 



$65,641.01 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
September 10, 1984 
Page Two 



and, 
"VOTED : 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$ 186,087.41 

22,205.80 

122,527.48 



TOTAL 



$ 330,820.69 



to confirm approval of payment of bills for Services and 
Supples for the months of May and June 1984 as follows, 
provided that payment of bills from City Appropriation have 
the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



To Trust Funds 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



TOTAL 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



$1,439,725.88 

102,090.36 

381,824.95 

525,505.70 

88,811.09 

-0- 

$2,537,957.98 



-0- 
22,602.78 
16,488.08 
26,290.00 

260.15 

-0- 

$ 65,641.01 



$186,087.41 

24,962.73 

122,527.48 



TOTAL 



$333,577.62 



Mrs. Luthin asked how the Library would cope with cutbacks in the 
budget. Mr. Kelly noted that it would be possible to maintain the present 
level of service and to hire children's librarians. He described the reduction 
as $765,000 and pointed out that the Library can continue to maintain the present 
level because the Board of Library Commissioners did approve a change in policy 
of Library of Last Recourse funding whereby up to 50% can now be spent for 
personnel. Mr. Kelly said that he met with Chairman Piggford and they agreed 



Minutes of Meeting ." 

Administrative Agency 
September 10, 1984 
Page Three 

that 56 positions, about $900,000, will be reimbursed. If it were not for this 
funding from the Library of Last Recourse (increased by $2 million last year) 
said Mr. Kelly, the Library would be facing cutbacks. For the first time, he 
said, the state grant has had a meaningful impact. Mr. Kelly noted that such 
state support is increasingly important through funding for both the Library of 
Last Recourse and the Eastern Region. Mrs. Luthin thanked Mr. Kelly for his 
efforts in this regard. 

Next, in authorization to sign payrolls, on a motion duly made and 
seconded, it was 



"VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961 Liam M. Kelly, Acting Director, or upon his delegation, 
John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director, be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the Trustees for 
a period not to exceed four weeks from September 5, 1984.*' 

Mr. Kelly pointed out that the next item in the Order of Business, the 
awarding of a contract, represented the lower of two bids and was submitted by a 
firm which has done business with the Library in the past, though not currently. 
Mr. FitzPatrick indicated a favorable reference to the firm. On a motion duly 
made and seconded, it was 

"VOTED: that there be entered into with The Dowd Company, Inc., 90 

Commerce Way, Woburn, Massachusetts 01888, the lowest eligible, 
responsible and responsive bidder in the public bidding, a 
contract for supplying and delivering paper towels and toilet 
tissues at a total cost not to exceed seven thousand seven hundred 
seven dollars and fifty cents ($7,707.50)." 

Mr, Moloney announced that he had received a report from Victor Hagan, 
Associate Director of the Public Facilities Department on the current repair 
projects for the Library. Mr. Hagan's report listed the following current 
projects:* replacement of the interior lighting system of the Grove Hall Branch 
Library; replacement of the roof at the same branch; repairs to the exterior, 
rear wall of the Charlestown Branch; study and design of access for the handi- 
capped to Brighton and West Roxbury Branches; air conditioning systems for Parker 
Hill, Uphams Corner, Faneuil, Kirstein, West Roxbury, Connolly, Adams, Hyde Park, 
and Mattapan Branch Libraries; and preliminary architect's studies on increasing 
the storage capacity of the Charlestown Service Building. Discussion followed on 
certain projects with comments from Joseph Sarro on the Grove Hall roof and the 
Brighton access for the handicapped, from Mrs. Gaines on access for the 
handicapped at the West Roxbury Branch, from Mrs. Gaines and Robert Smith 
of the Hyde Park Friends, and Joseph Sarro on easier access for the elderly 
at Hyde Park. Mr. Kelly noted that the Library has repeatedly given lists 
of branch projects to Public Facilties; it was agreed that the Library 
would again submit to Public Facilities a program for next year's group of 
projects. 

Mr. Moloney showed photos of a monument in tribute to the 100 years the 
Salvation Army has served the people of Boston. Because this service 'began at a 
site in the West End, the Mayor's Office and the Salvation Army held a 

* report is appended 



Minutes of Meeting 
Administrative Agency 
September 10, 1984 
Page Four 



ceremony honoring the Salvation Army on Sunday, September 9 on the front lawn 
of the West End Branch Library on Cambridge Street. On a motion duly made and 
seconded, it was 

"VOTED: to permit the Salvation Army memorial to be placed at the 

front of the West End Branch Library with final siting to be 
determined with the assistance of the Art Commission." 

The appointment of the Examining Committee was the next item on the 
Order of Business. Mr. Moloney pointed out that the Committee is required under 
the City of Boston Code to report annually, and that it was time to begin to think 
of appropriate motibers. Mr. Moloney said that he has asked Mrs. Bettina Norton 
to survey last year's members and that the Trustees should be thinking of 
possible members as well. 

Mr. Kelly reported on two meetings of the Egleston Square community 
at St. Mary of the Angels rectory. The meetings were coordinated by Urban Edge, 
Inc. Mr. Kelly indicated that the Library's Acquisitions staff are putting 
together books and serials to bring balance to the book collection. He said 
that he has asked Personnel to recruit some staff for an October re-opening 
of the branch. He noted that a police presence is necessary. Mr. Embleton 
indicated that he had been present at both meetings, that crime is the single 
biggest problem. Mr. Sarro added more information on the security problems of the 
area — the fences torn down, citizens afraid to cross the street. Mr. Bulger 
noted that it appears "beyond any library's ability to change." Mr. Moloney 
agreed that the problem is serious, but that the Library has to respond to a 
need out there. Mr. Kelly called it a "changing situation." Other times the 
branch has been closed with no phone protests from the community. This marks, 
he said, the first time that there has been a concerted effort to open the 
Library — an essential elenent to bring about change. Mrs. -Gaines suggested that 
the Library cannot ask staff to go there without adequate protection — if they wish 
to volunteer, that's their decision. O.K. Mr. Sarro added that the Library is 
keeping the branch in operation mechanically, but that — for safety — two or three 
men have to be sent there at a time. Mr. Moloney asked for a report at the next 
meeting on what needs to be done. 

Mr. Embleton introduced the question of air conditioning in the 
Central Library; he noted that on June 29, in a discussion on air conditioning, 
Mr. Kelly said that about two months were needed. The two months have passed. 
Mr. Moloney noted that Mr. Doherty''S absence, due to his recent hospitalization 
and recovery, has been a factor in the resolution of the problem. Mr. Sarro 
reported that Balco Inc. is trying to rebalance Central Charging, with slight 
improvement, that the problem of the second floor at Periodicals has not been 
addressed. Balancing engineers, he said, should come in to rebalance the system — 
this activity is not in our contract with Balco Inc. In response to a question 
from Mrs. Gaines on whether the Library always used Balco Inc., Mr. Kelly said 
that earlier we had a contract with Cabot, Cabot & Forbes, but that Balco Inc. 
was the lowest bidder. Mr. Sarro reminded the Board that a problem arises because 
the system does not run 24 hours a day. Mr. Kelly said there has always been 



Minutes of Meeting i 

Administrative Agency 
September 10, 1984 
Page Five 

a problem with Central Charging air conditioning; a number of remedies have been 
tried— it's a design problem. Mr. Sarro said that because of the structural 
problem in that area, four exhaust fans have been installed. Changes are needed, 
he said, but he can't predict what the cost will be. 

Mrs. Luthin mentioned that she had discussed the status of the Tuition 
Reimbursement Plan with Robert Consalvo of the Mayor's Office. The amount has 
been reduced from $60,000 to $20,000. In response to Mr. Moloney's question of 
what percent goes to the Library, Mr. Embleton responded that most goes to City 
Hall with the next biggest user the Library. Library science courses are so 
expensive. Mr. Embleton said that the money comes out of a central fund, the 
city personnel budget. Mrs. Gaines wondered if there were any way for people to 
get money first and then pay it back. Mrs. Luthin regretted that people who 
have already signed up now will not receive reimbursement from the program. Mr. 
Moloney asked that the Library find out how many staff members are involved and 
talk with the Budget Office. Mr. Moloney added that University of Rhode Island 
courses cost less money. Mr. Embleton described the process: first a staff 
member requests reimbursement by letter, then gets approval, then sends documenta- 
tion, then is supposed to be reimbursed. 

The next meeting of the Trustees was scheduled for October 15. 



The Administrative Agency adjourned at 8:15 p.m. 



CITY OF BOSTON AND COUNTY OF SUFFOLK 

DEPARTMENTAL COMMUNICATION - 



G«n za 



September 7, 



19 



8^ 



To 



From 



(NAME) 



Kevin Maloney 



Victor Hagan 



(RATING) 

President 



Assoc. Director 



(OEPARTMENT-Ol VISION) 

Board of Trustees 



Public Facilities Department 



SUBJECT: Current Repair Projects for the Library Dept. 



FILE ref. No, 



We are currently working on the following repair projects for the 
Library Department. 

1. Interior Lighting Repairs, Grove Hall Branch Library 

This project is to replace the interior lighting system at the Grove Hall 
Library, The existing system has been damaged by roof leaks and replacement 
parts for the fixtures are no longer available. The contract has been bid, 
Strobard X Electric Co., Inc. is the low bidder at $14,500. The contract 
is presently in the Auditing Department, on its way to being executed. 
It will probably be at least another two weeks before the contract is 
executed and two weeks after that before the contractor appears on site 
making it the first of October. The contractor has 60 days from date of 
execution of the contract to complete the work. 

2. Roof Replacement at Grove Hall Library 

This project is to replace the roof on the Grove Hall Library which has been 
leaking badly for some time and has reached the point where it can*t be 
patched. Titan Roofing Co. is the Contractor and the Contract amount is 
$114,353,25. The work has just been completed except for punch list 
which should be cleaned up this month. 

3. Exterior Wall Repairs, Charlestown Library 

# 

The rear wall of this building next to the Boys Club in Charlestown was badly 
in need of repairs. Unerectors Inc. won the contract at $16,342^00 and did 
the work last month. 

4. Handicapped Access, Brighton Library 

The Brighton Branch Library was built just before the handicapped access 
laws came into force in the late 60 *s so it does not have proper access for 
handicapped persons, We are currently studying ways to provide such access. 



*!*^ '■.^■'- , 



-2- 



When we have decided what to do we will do the design in-house 
and it will be ready for bidding by November, However, if it 
involves outside work which it undoubtedly will, we will probably 
delay bidding until next spring, 

5. Air Conditioning System, Four Branch Libraries 

We are in the process of awarding a Design Contract to E.J. Flynn 
Engineers, Inc. for Air Conditioning the Parker- Hill, Uphams Corner, 
Faneuil and Kirstein Branch Libraries. The Public Facilities Commission 
voted to award the contract to Flynn on June 14, 1984, and the Letter 
of Award has been approved by the Mayor. We are now in the process of 
preparing the Contract Documents which will probably go to the 
Vendor for signature next week. It will take another month or six 
weeks to finally execute the contract after we get it back from the 
Vendor so design will probably not start before mid November. We will 
complete the design during the winter, bid the work early next spring 
and hopefully have the systems up and running before the hot weather 
hits next summer, 

6. Air Conditioning Systems, Five Branch Libraries 

This project covers West Roxbury, Connolly Adams, Hyde Park and 
Mattapan Branch Libraries. The Commission voted to award the design 
contract to Alonzo B, Reed Inc, in June and the contract documents are 
presently with the Vendor waiting to be signed, Design will probably 
start in late October and be finished by the end of January, We* 11 
'--' bid the work early in the year and plan to have the systems installed 
and running before next summer. 

7. Air Conditioning Systems, Three Branch Libraries 

This project is to provide Air Conditioning in three of the Branches, 
Jamaica Plain, East Boston and Orient Heights. Richard D. Kimball, 
Inc. is the Designer. The Letter of Award to Kimball has been approved 
and we are in the process of preparing the design contract documents. 
It will probably take mid-November to execute the design contract so 
it will be next spring before we will be ready to go to bid with the 
actual construction. 



■^*t «,.'.' 



8. Charlestown Service Building 

This project is to increase the storage capacity of the existing service 
building in Charlestown and upgrade the building systems to the extent 
possible with the $1,700,000 available through the recent $15,000,000 
Library bond issue. Peirce, Pierce and Kramer are the Architects for the 
project and they have begun preliminary studies. Because the scope of 
work was impossible to establish without doing in-depth studies of the 
building we decided to do the design in two phases, The first phase is tc 
establish the scope of work and carry the design through to design develop- 
ment so an accurate cost estimate can be made. Once that is done, we will 
give the Architect a contract for the second phase which will be to complei-= 
the design and supervise the construction. As this project stands 
at the moment, it is difficult to estimate a precise time when constructic- 
will start. A good guess would be the middle' of next year around June 
or July but a lot depends on what happens in this first phase of design. 
If we discover any serious latent conditions in the existing building 
during our investigations, then it could take us longer to produce the desizrr 
than otherwise. 



-3- 



9. Handicapped Access, West Roxbury Library 

« 

This project has just been activated. At present we plan to do the 
design in-house so with our current work load it will probably be November 
before we have it ready for bidding. Then if it requires outside work 
which it undoubtedly will, it will be next spring before we can build 
it. We will probably combine this project with the Brighton Handicap 
Access and bid them both as one Contract. 

That is a summary of all the work we are currently doing for the 
Library Department. We anticipate having another group of projects 
in design by the first of next year from the $500,000 the Trustees 
voted to transfer from the Service Building to the Branches but as 
yet we have not received a program from the Library Department for 
that work. As soon as we get that information we will begin assigning 
designers and getting the projects ready for construction. If we 
receive the information from the Library Department within the next month 
or six weeks we could have many of the projects ready for construction 
next spring. 




/ep 



cc : Jim Hart 

John Doherty 



V 



--^^•* 



■■-^-'f^i-^^r- *.v«vv-^-;^ 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
October 15, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 6:25 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines 
and Goodwin; Douglass Shand Tucci, Advisor to the Trustees in the renovation of 
the McKim Building; Robert Consalvo from the Office of the Mayor; community 
representatives from Egleston Square and other neighborhoods; members of staff 
and public. 

Kevin F. Moloney, President of the Board, presided. 

Mr. Moloney began the meeting with consideration of the problems at 
Egleston Square. • He called on Rose Moorachian, Supervisor of Branch Libraries, 
who introduced Mrs. Janice Pina as the elected spokesperson for the delegation 
from Egleston Square. In her presentation Mrs. Pina described how a group of 
Friends of the Egleston Square Branch Library has met and discussed issues related 
to the reopening of the branch. She noted that security is a major concern — the 
need for lighting outside the building, replacement of the fence so that the 
grounds are not used as a neighborhood passageway, the need for some kind of 
physical presence of security personnel, and attention to the glass at the rear 
of the building. Before the quality of the program is addressed, Mrs. Pina 
noted, the building itself must be safe. Mrs. Pina pointed out that the community 
is beginning to become stable, that children need the services of a community 
library. Mr. Moloney expressed the concern of the Trustees and conviction that 
the branch be opened, that the matter has come up at each meeting. Mr. Kelly 
added that the situation is more positive today than a year ago, that there is 
far more interest from neighborhood groups that the branch be reopened. Mr. 
Kelly proposed to the Board that the following actions be taken: repair of the 
fence at the back to prevent passage from rear to street; repair of the chain 
link fence at the front and either side; replacement of lighting; replacement of 
back door with metal door; sealing off windows at the back and insulation of the 
wall. Mr. Kelly pointed out that the collection is presently being replenished 
to meet the needs of the community. A security presence at the library, he said, 
is a difficult matter. He has spoken to the Police Department, has asked for a 
foot patrol in the area. The response has been that a patrol will not be possible 
until March when the next group of police recruits graduate from the academy, that 
the area can be patrolled by cruiser. Extensive discussion followed on matters 
of repair materials (Mrs. Gaines mentioned glass blocks); staffing and the need 
to recruit staff willing to go to Egleston; hours of service (daylight hours 
only); importance, once branch is opened, to establish an active Friends group 
(Mrs. Pina expressed willingness to work directly with the Trustees on a Friends 
organization); the extreme danger, described by Mr. Embleton, of sniper fire at 
the rear of the building; the isolation of the branch building until the Urban 
Edge development takes shape; comparison of security at Egleston with other 
branches. In this matter Mrs. Gaines asked Mr. Kelly if there were any other 
incidents of violence or comparable problems of lack of security at branches. 
Mr. Kelly said that a custodian (not a Library employee) in the municipal building 
occupied by the Uphams Comer Branch was beaten up. Mr. Embleton noted that the 
custodian was beaten up in the early morning hours by someone who was already in 
the building. Statements were made by John McDonough and LdLnda Cornell, candidates 
for State Representative. Ms. Cornell noted that she felt unsafe walking in the 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
October 15, 1984 
Page Two 



area; John McDonough called the matter at Egleston "a special situation" and 
asked for a six-month security presence as a boost to the improving community, "a 
running start." Mrs. Pina pointed out that, although the branch is isolated now, 
a year from now there will be 45 families right on the doorstep, as a result of 
the Urban Edge in-fill housing. Other observations included Mr. Bulger's reminder 
that we are a library and it is beyond our ability to accomplish security; he 
would, he said, support a temporary effort at having a guard's presence. Mrs. 
Goodwin called for the Library's joining up with the community because "good things 
are happening," and we should mobilize as a positive thing. Mr. Kelly reminded 
the group that the Library in the past has already relied on police presence but 
at this time has not been able to get the support of the Boston police. Mr. 
Moloney concluded the discussion with an observation that there were other aspects 
to the problem and that a vote should not be taken at this time. He asked that 
Mr. Kelly, Miss Moorachian, and Mrs. Gelzer meet on the matter with a committee 
of Friends from the area; and that Mr. Kelly investigate a presence by Boston 
police or a security guard and ascertain the costs for a six-month period, and 
make a recommendation at the next meeting. 

The meeting of the Administrative Agency adjourned at 7:15 p.m. for a 
meeting of the Corporation. The meeting of the Administrative Agency resumed 
at 8:40 p.m. 

Minutes of the Regular Meeting held on September 10, 1984 were approved. 

On a motion duly made and seconded the following routine actions were 

"VOTED: Following approval by the Director and in accordance with 

the authority delegated to him by the Trustees, expenditures 
for services and supplies were authorized to be charged as 
follows for the month of July 1984, provided that expenditures 
from City Appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$688,305.36 

17,477.00 

7,210.11 

-0- 
7,644.00 
-0- 
$720,636.47 



To Trust Funds 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



-0- 

10,167.54 

9,050.28 

36,851.16 

11,095.00 

-0- 



TOTAL 



$67,163,98 



Minutes of Meeting 
Administrative Agency 
October 15, 1984 
Page Three 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



-0- 
16,243.22 
57,520.63 



TOTAL 



$73,763.85 



and 



"VOTED: 



Following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, payment of bills 
was authorized to be charged as follows for the month of July 
1984, provided that payment of bills from City Appropriation 
have the approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



To Trust Funds 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



Eastern Regional Public Library System 

Books 

Supplies and Materials 

Personal Services 



and 



$688,305.36 
-0- 
-0- 
-0- 
-0- 
-0- 



TOTAL 



$688,305.36 



-0- 

10,167.54 

9,050.28 

36,851.16 

11,095.00 

-0- 



TOTAL 



$67,163.98 



-0- 

-0- 
57,520.63 



TOTAL 



$57,520.63 



"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961, Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be, and hereby is, 
authorized to sign the payrolls of the Library in representation 
of the Trustees for a period not to exceed four weeks from 
October 3, 1984." 



Minutes of Meeting 
Administrative Agency 
October 15, 1984 
Page Four 

In the matter of cable systems at the Library, Mr. Moloney asked Mr. 
Kelly to give background on cable to the Trustees before the next meeting. In 
response to a question from Mr. Moloney on television sets in each branch,' Mr 
Kelly noted that it was hoped that branches would participate in cable programs 
and to do so required video monitors. 

Next, in the matter of the budget of the Eastern Massachusetts Regional 
Library System, Regional Administrator Mary Heneghan described the budgetary 
process. The Planning and Budget Committee of the Region (appointed by the 
membership of the Eastern Region libraries) goes through the process of creating 
a budget which is then approved by the Executive Board, then is approved by the 
Trustees, and then goes to the 187 member libraries at the Annual Meeting. On a 
motion duly made and seconded, it was 



"VOTED: 



to approve the budgets as drawn up by the Planning and 
Budget Committee of the Eastern Massachusetts Regional 
Library System." 



The meeting of the Administrative Agency adjourned at 8:50 p.m. 



tr 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, November 5, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 8:40 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, 
Goodwin, and Luthin: Douglass Shand Tucci, Advisor to the Trustees in the 
restoration of the McKim Building; Margo Crist, Advisor to the Trustees in the 
search for the Director; Library staff and members of the public. 

Kevin F. Moloney, President of the Board, presiding. 

Mr. Moloney began the meeting with voting on the award of contracts. 
Mr. Kelly provided background on each contract, noting that all invitations to 
bid were advertised as required in the City Record; that two of the contracts 
are being awarded to sole bidders with no obvious explanation as to why there 
were no additional bidders; that there were three bidders to supply and deliver 
coirpactor bags and trash liners and the low bidder will be awarded the contract, 
in response to a question from Mrs. Gaines as to where the forty record players 
described in the HB Educational Systems, Inc. contract were going, Mr. Kelly 
said that they were for the branch libraries with some held in readiness as 
replacements because of breakage. Following these explanations the contracts 
were voted as follows: 

"VOTED: that there be entered into with Dictronics, Inc., 85 Franklin 
Street, Needham, Massachusetts 02192, the sole eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering to the Boston Public Library Shipping 
Room, Blagden Street (Copley Square) , Boston, Massachusetts, 
ten (10) IBM Correcting Selectric II typewriters, as specified, 
in the amount of seven thousand one hundred ninety dollars 
and no cents ($7,190.00)." 



and 

"VOTED; 



that that there be entered into with HB Educational Systems, 
Inc., 21 Audio Lane, New Haven, Connecticut, the sole eligible 
and responsible bidder in the public bidding, a contract for 
supplying, delivering, and installing forty record players, as 
specified, in the amount of nine thousand nine hundred fifty- 
six dollars and no cents ($9,956.00)." 



and 

"VOTED; 



that there be entered into with Chiswick Trading Inc., 31 Union 
Avenue, Sudbury, Massachusetts 01776, the lowest eligible and 
responsible bidder in the public bidding, a contract for 
supplying and delivering compactor bags and trash liners, as 
specified in the specifications, at a total cost not to exceed 
five thousand six hundred twenty-six dollars and fifty cents 
($5,626.50)." 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
November 5, 1984 
Page Two 

and 



"VOTED: that there be entered into with Massachusetts Envelope 

Coirpany, 30 Cobble Hill Road, Somerville, Massachusetts 02143, 
the lowest eligible and responsible bidder in the public 
bidding, a contract for supplying and delivering miscellaneous 
paper envelopes, as specified in the specifications, at a 
total cost not to exceed eight thousand two hundred twenty-two 
dollars and fourteen cents ($8,222.14)." 

In the next order of business, authorization of payrolls, it was 

"VOTED: that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961, Liam M. Kelly, Acting Director, or 
upon his delegation, John J. Doherty, Assistant Director, 
or Kevin T. FitzPatrick, Assistant to the Director, be, and 
hereby is, authorized to sign the payrolls of the Library in 
representation of the Trustees for a period not to exceed 
four weeks from October 31, 1984." 

Reporting on the status of Egleston Square, Mr. Kelly said that the 
Library is moving ahead at Egleston Square in matters related to the fence, the 
roof, doors, rear windows, and book collection, but that there is still no 
recommendation on security. He added that Councillor Young said that he and 
Councillor Boiling are interested that the Library get security and that a meeting 
will be set up with the Police Commissioner. 

On the matter of the Charlestown Service Building, Mr. Kelly reported 
on a recent meeting of Library staff with Public Facilities and the architect in 
which findings and recommendations were submitted, but the costs are substantially 
more than the money which is available. In answer to a question from Mrs. Luthin, 
Mr. Kelly said that the minimum sum necessary is five million. Mr. Kelly said 
that the Library must look to alternatives, noting that "we're at the preliminary 
study stage." Mr. Moloney asked that a memo on the alternatives be distributed 
to the Trustees before the next meeting. 

The Administrative Agency adjourned at 8:50 p.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
December 17, 1984 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 7:20 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, 
Goodwin, and Luthin; members of the staff and public. 

Kevin F. Moloney, President of the Board, presided. 

The Minutes of the October 15 meeting were approved, subject to 
corrections from Board members. 

Mr. Fitzpatrick gave background on the various contracts in the 
Order of Business, describing how the Library solicits several appropriate 
firms — as in the case of Library Binding Service in which a total of seven 
firms were contacted — yet a sole bidder results. Mr. FitzPatrick added that 
in each case, the bid must be reasonable and the firm is checked in terms of 
performance. In some cases, as with Faxon, no other firm can provide the 
specialized services. Following this briefing, members of the Board agreed 
to cast a single vote on the next four items of business. On a motion duly 
made and seconded, it was 

"VOTED: to confirm approval of expenditure payments for Services and 

Supplies. Following approval by the Director and in accordance 
with the authority delegated to him by the Trustees, expenditure 
payments for services and supplies were authorized to be charged 
as follows for the month of November 30, 1984, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 

To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 

Eastern Regional Public Library System 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 

TOTAL 



$657,894.17 

409,421.95 

43,857.45 

247,246.19 

36,798.12 

-0- 

$1,395,217.88 



50,744.55 
19,488.57 
13,066.89 
32,541.25 

-0- 

-0- 

$115,841.26 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
December 17, 1984 
Page Two 



and, 
"VOTED: 



To Trust Funds 

Books 

Library of Last Recourse 

Personal Services 
Books 



TOTAL 



$ 42,219.10 



TOTAL 



223,731.72 
91,759.15 

$315,490.87 



to confirm approval of encumbrances of bills or contracts for 
services and supplies. Following approval by the Director and 
in accordance with the authority delegated to him by the 
Trustees, encumbrances of bills and contracts were authorized 
to be charged as follows for the month of July 1984 through 
November 30, 1984, provided that payment of bills from city 
appropriation have the approval of the City Auditor: 



To City Appropriation 

Personal Services 
Contractual Services 
Supplies and Materials 
Books 

Current Charges and Obligations 
Equipment 



TOTAL 



Eastern Regional Public Library System 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$3,422,225.36 
959,211.31 
130,740.33 
247,997.06 
344,908.02 
17,146.00 

$5,122,228.08 



265,609.98 
59,606.51 
33,463.31 
45,012.43 

-0- 

-0- 

$403,692.23 



To Trust Funds 



Books 

Library of Last Recourse 

Personal Services 
Books 



TOTAL 



$131,575.22 



$223,731.72 
159,896.70 



TOTAL 



$383,628.42 



Minutes of Meeting 
Administrative Agency 
December 17, 1984 
Page Three 



and, 
"VOTED; 



In authorization to Sign Payrolls, that subject to the approval 
of the Mayor in accordance with the provisions of Section 22 of 
Chapter 3 of the Revised Ordinances of 1961, Llam M. Kelly, Acting 
Director, or upon his delegation, John J. Doherty, Assistant 
Director, or Kevin T. FltzPatrlck, Assistant to the Director, be, 
and hereby Is, authorized to sign the payrolls of the Library 
In representation of the Trustees for a period not to exceed four 
weeks from December 26, 1984." 



and. 



"VOTED; 



In the Award of Contracts, 

that there be entered Into with Spink & Gaborc, Inc. 32 W. 18 
St., New York, NY 10011, the sole bidder In the public bidding, a 
contract for supplying and delivering miscellaneous size print 
boxes, as specified, at a total cost not to exceed eleven thousand 
one hundred ninety dollars and no cents ($11,190.00)." 



and. 



"VOTED: that there be entered Into with Library Binding Service, 2134 E. 

Grand Ave., Des Moines, Iowa 50305, the sole eligible and responsible 
bidder In Groups A, B, and C, a contract for supplying and delivering 
data processing supplies, as specified In the specifications, under 
Items 1, 2, 3, and 4, at a total cost not to exceed ten thousand five 
hundred sixty-one dollars and fifty cents ($10,561.50)." 

and further. 



"VOTED 



that there be entered Into with Royal Business Group, Simon St., 
Nashua, NH, the lowest eligible and responsible bidder In Group E, and 
Item 16 of Group G, a contract for supplying and delivering data 
processing supplies, as specified In the specifications, under Items 
numbered 7, 8, 9, and 16, at a total cost not to exceed four thousand 
one hundred eighty-eight dollars and forty-five cents ($4,188.45)." 

and further, 

* 

"VOTED: that there be entered Into with Industrial Business Forms, 

4 Arlington Road, Needham, Massachusetts 02194, the lowest eligible 
and responsible bidder In Group F, a contract for supplying and 
delivering data processing supplies, as specified In the specifi- 
cations, under Items numbered 10, 11, 12, 13, and 14, at a total 
cost not to exceed two thousand seven hundred fifty-nine dollars 
and no cents ($2,759.00)." 



Minutes of Meeting 

Administrative Agency 
December 17, 1984 
Page Four 



"VOTED 



and 



"VOTED 



and 



"VOTED 



and 



"VOTED 



that there be entered into with Johnson Paint Co., Inc., 
355 Newbury Street, Boston, Massachusetts 02116, the sole 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering painting supplies, as 
specified under items number one (1) through sixteen (16) , 
at a total cost not to exceed two thousand, eight hundred 
seventy-one dollars and forty-two cents ($2,871.42).'' 



that there be entered into with University Products Inc., 
South Canal Street, Holyoke, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, a 
contract for supplying and delivering 100% rag, acid-free, 
four-ply mount board, as specified in the specifications, 
at a total cost not to exceed four thousand thirty-four 
dollars and eight-two cents ($4,034.82)." 



that there be entered into with D. Clancy and Son's Company. 
339 Dorchester Street, South Boston, Massachusetts, the lowest 
eligible and responsible bidder in the public bidding, a contract 
for the installation and repair of windows at the Central Library 
and certain branch libraries, as specified under Group A of the 
specifications, at a total cost not to exceed nineteen thousand 

ninety-six dollars and no cents ($19,096.00)." 



that there be entered into with Conservation Resources Int'l, 
Inc., 1111 N. Royal Street, Alexandria, Virginia 22314, the 
lowest eligible and responsible bidder in the public bidding 
for itenstwo, three, and seven, a contract for supplying and 
delivering acid-free supplies and materials as specified under 
items two (2), three (3), and seven (7), at a total cost not to 
exceed three thousand one hundred twenty-two dollars and no cents 
($3,122.00)." 



and 



"VOTED: that there be entered into with L P C, Joyce, the lowest eligible 
and responsible bidder in the public bidding, a contract for supply- 
ing and delivering miscellaneous office supplies as specified, at a 
total cost not to exceed four thousand forty-seven dollars and 
twenty-one cents ($4,047.21)." 



Minutes of Meeting 
Administrative Agency 
December 17, 1984 
Page Five 

and 



VOTED: 



that, without public advertising, there be entered Into with 
F. W. Faxon Company, Inc., 15 Southwest Park, Westwood, Massa- 
chusetts, a contract for (1) supplying periodicals and serials 
for the year 1985, and (2) servicing the subscriptions for the 
Individual items throughout the year, as specified In the 
specifications, and Appendix A, and subject to the terms, agree- 
ments, and conditions set forth In said contract, at a total 
cost not to exceed two hundred seventy eight thousand five 
hundred fifty-five dollars and fifty-eight cents ($278,555.58)." 



and 



"VOTED: In confirmation of the ballot vote taken on 3 December 1984 
to authorize the Appointing Authority (Director or Acting 
Director) acting on behalf of the Trustees, to request payment 
for Library employees for their accrued but unused Annual Leave 
Including the Annual Leave earned during the final calendar year 
of employment, and — where applicable — their Sick Leave Bank 
conversion, such payment to be authorized under those circumstances 
covered In the Boston Public Library Personnel Manual (Chapter 
III, Sections 309 and 310), The Professional Staff Association 
Contract (Articles XIV and XV) , and the AFSCME Contract 
(Articles XIV and XV) . " 

Next Mr. Kelly expressed concern over the Implications of the 
residency ordinance for Library employees. He pointed out that the Library 
must conform with the Ordinance passed In 1976 by the City and Incorporated 
Into the contracts In 1980. Mr. Kelly noted that residency has been a problem 
factor In recruitment and that the Board needs to consider what Its policy 
will be. Professional librarians and technical specialists are difficult to 
recruit. He said that there are several situations concerning people hired 
since 1980 which need to be considered. Mr. Moloney asked Mr. Kelly to prepare 
a memo on the matter. Mr. Moloney pointed out that he had received a call 
from Corporation Counsel Indicating that the Law Department would take steps to 
have residency ordinance compiled with. In answer to questions frod Mrs. 
Gaines, Mrs. Luthln, and Mr. Bulger, Mr. Kelly answered that there are several 
staff members who do not presently comply, plus five or six others working 
outside the City on the Eastern Region program; that new employees are Informed 
In the contract of the residency requirement; that there are a few categories where 
It might make sense to seek waivers from the City Council; that at least three 
children's librarians have turned down positions In the Library because of 
the residency requirement; that waivers have been granted to City Hospital for 
nurses; that there are other cities with residency ordinances. 

Next Mr. Kelly reported on the status of the Charles town Service 
Building, describing the renovation/reconstruction program and estimated costs 
recently submitted by the architects. Mr. Kelly noted that the program was 
too extensive and expensive, requiring almost a total removal of the Inside of the 



Minutes of Meeting 
Administrative Agency 
December 17, 1984 
Page Six 

armory. Mr. Kelly pointed out that Harvard is presently investigating the 
development of a remote storage facility for members of the New England Deposit 
Library, and that such a facility may serve as alternative storage space for 
what had been projected for the Charlestown Service Building. Following the 
briefing by Mr. Kelly, on a motion duly made and seconded, it was 

"VOTED: to limit expenditure for the renovation of the Charlestown 
Service Building to an amount not to exceed $600,000 of the 
Loan Order, and to request of the Public Facilities Commission 
a delegation of authority and transfer of $1.1 million to the 
Trustees in charge of the Library Department so as to enable 
them to amend their contract with the Trustees of the Corpor- 
ation with respect to the restoration and renovation of the 
McKim Building, increasing the amount from $12.3 million to 
$13.4 million." 

Mr. Kelly informed the Board that the Library has received notifica- 
''5^".. /^!" ""^^^ ^^ ^ ^^ reduction, i.e. $600,000, but, beyond that, an 
additional A/, out of the personal services account. Mr. Kelly added that the 
4% reduction was ordered even though the Library— in following a directive of 
last July--had already reserved and built into its budget an amount equal to 

wf^h°^/^^^^^; ^%f^°^i^^^^ t^^ Board that when he had reached an understanding 
With the Board of Library Commissioners on using $900,000 of Library of Last 
Recourse money on salaries, the Board understood that the Library was making 
a commitment to maintain services. Discussion revealed that, with the present 
personnel expenditures of $156,000 a week, there would be a projected deficit 
in June of $280,000. Further discussion indicated that $600,000 of the reduction 
has already been disencumbered, but the 4% money is still part of the Library 
^''TtT'n.^''' FitzPatrick pointed out that the Library has a quarterly allotment 
and the City takes the surplus above each quarter. As discussion moved toward 
what specific steps the Library might take as a result of the mandated reductions, 
it was agreed that before possible steps be considered, the Board should endeavor 
to communicate directly with the Mayor. Mrs. Luthin asked Mr. FitzPatrick to 
write up the points he had described. 

The meeting of the Administrative Agency adjourned at 8:00 p.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
January 14, 1985 



N 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 8:35 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, 
Goodwin, and Luthin; Robert Consalvo of the Mayor's Office; Douglass Shand 
Tucci, Advisor to the Trustees in the restoration of the McKim Building; 
members of the staff and public. 

Kevin F. Moloney, President of the Board, presided. 

The minutes of the Regular Meetings held on November 5, 1984 and 
December 17, 1984 were approved as amended. 

On a motion duly made and seconded several items were voted on as a 
block, as follows: 

"VOTED: following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, to authorize 
expenditure payments for services and supplies to be charged 
as follows for the month of December 31, 1984, provided that 
expenditures from City Appropriation have the approval of the 
City Auditor: 

To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



Eastern Regional Public Library System 

Personal Services 
Contractual Services 
Supplies and Materials 
Current Charges and Obligations 
Equipment 



TOTAL 



$666,296.19 
46,632.25 
12,245.88 
390.75 
19,482.60 
-0- 
$745,047.60 



$ 52,989.83 

4,248.26 

4,843.95 

-0- 

38,000.00 

$213,615.47 



To Trust Funds 



Books 

Library of Last Recourse 

Personal Services (2nd Qtr FY85) 
Books 



TOTAL 



TOTAL 



$ 11,523.76 



$237,333.93 

11.766.65 

$249,100.58 



BPL Form Mo. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
January 14, 1985 
Page Two 



and 



"VOTED: following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, to authorize 
encumbrances of bills and contracts to be charged as follows 
for the month of July 1984 through December 31, 1984, provided 
that payment of bills from city appropriation have the 
approval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



Eastern Regj.onal Public Library System 

Personal Services 
Contractual Services 
Supplies and Materials 
Current Charges and Obligations 
Equipment 



$4,088,521.55 
965,300.43 
140,608.56 
248,387.81 
364,390.62 
17,146.00 

$5,824,354.97 



TOTAL 



$ 318,599.81 
63,854.77 
38,307.26 

-0- 
38,000.00 

$ 617,307.70 



To Trust Funds 



Books 

Library of Last Recourse 

Personal Services 
Books 



TOTAL 



TOTAL 



$ 143,098.98 



$ 461,065.65 

171,663.35 

$ 632,729.00 



and 
"VOTED : 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinances of 1961, Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be, and hereby is, 
authorized to sign the payrolls of the Library in representation 
of the Trustees for a period not to exceed four weeks from 
January 23, 1985." 



Minutes of Meeting 
Administrative Agency 
January 14, 1985 
Page Three 



and, in the award of contracts, 

"VOTED: that there be entered into with Doherty Lumber Company Inc., 

the lowest eligible and responsible bidder in the public bidding 
a contract for supplying and delivering hardware and lumber 
supplies, as specified, at an amount not to exceed two thousand 
nine hundred seventy-three dollars and thirty-eight cents 
($2,973.38)." 



and 



"VOTED 



that there be entered into with Burtman Iron Works, 59 Sprague 
Street, Readville, Massachusetts 02137, the lowest eligible and 
responsible bidder in the public bidding, a contract for supplying 
and delivering metal book trucks, as specified, at a total amount 
not to exceed five thousand five hundred thirty dollars and no 
cents ($5,530.00)." 



and 



"VOTED: 



and 



that there be entered into with Century Paper Company, Inc. , 
28 York Avenue, Randolph, Massachusetts 02368, the lowest eligible 
and responsible bidder in the public bidding, a contract for 
supplying and delivering offset paper as specified, at a total 
cost not to exceed thirty-three thousand two hundred seventy-six 
dollars and eighty-two cents ($33,276.82)." 



"VOTED: that there be entered into with Arcon Coating Mills, Inc., 3067 New 
Street, Oceanside, New York 11572, the lowest eligible and re- 
sponsible bidder in the public bidding, a contract for supplying 
and delivering library binding endpapers, as specified, at a 
total cost not to exceed two thousand ninety-three dollars and 
fifty-four cents ($2,093.54)." 



and 



II 



VOTED: that there be entered into with M. D. Stetson Co., 92 York Avenue, 
Randolph, Massachusetts 02368, the lowest eligible and responsible 
bidder in the public bidding for items 18, 19, 23, and 29, a 
contract for supplying and delivering janitorial miscellaneous 
supplies, as specified, under items 18, 19, 23, and 29, at a total 
cost not to exceed three thousand one hundred seventy-nine dollars 
and forty-eight cents ($3,179.48)." 



Minutes of Meeting 
Administrative Agency 
January 14, 1985 
Page Four 



^ 



Discussion next centered on the budget. Mr. Moloney pointed out that 
at the last meeting of the Board it was indicated that, according to recent 
information from the Budget Office, there was to be imposed, in addition to 5% 

off the top," an additional 4% off Personal Services, i.e. approximately 
$332,000. Mr. Moloney noted that there was strong disagreement between the 
Library and the Budget Office, that it was the Library's view that the 4% did 
not apply to the Library. As a result of this strong difference, Mr. Moloney 
wrote to the Mayor, explaining the problem, and subsequently— at the suggestion 
of Mr. Consalvo— Mr. Moloney and Mr. Vidockler, Budget Director, with Mr 
Consalvo, met for two and a half hours during which each became more aware of 
the other s problems. After followup phone calls and thorough consideration of 
computer printouts by Messrs. Kelly, FitzPatrick, and Moloney, looking for ways 
to accommodate the Budget Office, Mr. Moloney said that a compromise had been 
arrived at; the solution proposed by the Library involves an immediate $50 000 

T^n nnn^^ ^°u^ ^""^^^^ ^""^ ^ "^""^ through attrition of $40,000 (possibly reaching 
$50,000) in the Personal Services account. At this point Mr. Moloney noted the 
problems faced by Mr. Vidockler and the city; Mr. Vidockler, he said, had been 
asked to do the impossible. Mr. Moloney added that, in addition to the cuts 
^h!r^^ ; Library would be exceedingly prudent, saving a dollar here, a dollar 
there to forestall future unpleasant choices. Mr. Moloney went on to say that 
there is much concern about the budget for FY86 in which there may be the possi- 

rtllrl f.t l^'l Tf'i '^" ''"^ ^"^^"' °" °" ^ '^^-^-^ b-^8^^- ^^r. Moloney 
reported that he had the opportunity of telling Mr. Vidockler how the Library is 

ttii't ' ^^7? ^^aged. and is the recipient of other funding. He said that 
the Library will endeavor to "get a movement upward" in the 37.5c per capita 

HT ^H ^^^'i°''-. ^''' ""^^^^ ^^^^^ '^^" '^^ ^^^^^^ i« i^ 8°°d ^bape in ihe short 
term, that reduction in services or making choices among alternatives is much 

easier if you have a five or six months period in which to act. The compromise, 

he said, is positive; we can live with the proposed level of reduction. In 

response to questions from Mrs. Gaines, Mr. Kelly said that retiring people will 

be replaced and that there is sufficient money for filling children's librarians 

positions. Following the discussion on budget, on a motion duly made and seconded. 



VOTED: to reduce expenditure in the book budget by $50,000 in such a way 
that important services to the branches and General Library will 
not be affected and to make a savings in the Personal Services 
account which, based on projected attrition, will realize 
between $40,000 and $50,000. It was further voted that the 
Trustees continue to support a Library policy of approaching 
expenditures reasonably and prudently." 

V t. n ^^^ "f""^ ^^^"^ ^"^ ^^^ ^'^^^'' °^ Business was the residency ordinance. 
Mr. Kelly gave background on the requirement noting that the law has not been 
enforced until now. In the past the City has tried to negotiate the ordinance 

lT^l ?Q«n''°''M''^^^^^ ^"^ ^^^^"'^ P^" °^ ^^^ Library's contracts in January and 
July 1980. Mr. Kelly indicated that the Library has been advised that henceforth 
the City plans to enforce the residency requirement, that he had received a list 
trom the City Personnel Office of people not in compliance. He had investigated 



Minutes of Meeting 
Administrative Agency 
January 14, 1984 
Page Five 



the residency status of Library personnel with Miss Lang, Assistant to the Dir- 
ector for Personnel and had concluded that certain circumstances placed members 
of Library staff in special categories. Mr. Kelly quoted his memorandum to the 
Trustees of 11 January 1985 describing three categories of employees hired since 
1976 who are not in compliance with the residency ordinance: 1) a "newly hired" 
group of six persons who either lived in the City at the time they were hired and 
have since moved out of the City or who made a commitment to live in Boston when 
they were hired and have not done so; 2) three specialists who work in the Conser- 
vation Unit of the Rare Books and Manuscript Department whose work requires tradi- 
tional craft skills and advanced knowledge of complex chemical treatments and 
conservation technology; 3) two employees of the Eastern Massachusetts Regional 
Library System (headquartered in the Boston Public Library) whose work sites are 
in Hyannis and North Reading. Mr. Kelly suggested that the Trustees might consider 
requesting waivers for the specialists of the Preservation Unit and for staff in 
the Eastern Region deposit centers. He added to this group the five professional 
positions in the Eastern Region office who travel throughout the Eastern Region. 
In response to a question from Mrs. Gaines about the percentage of time the Eastern 
Region staff spends in Boston, Miss Heneghan, Administrator of the Eastern Region, 
said that it varies. Mr. Kelly said that he had received a call from David Hickey 
of the Office of Labor Relations on the residency requirement and waivers and was 
told that the School Department has requested waivers for special positions and 
plans to request waivers on a broad classification basis. Mr. Bulger expressed 
concern on the six people in the first group who are not in compliance and must 
move within 60 days or be terminated, wondering what their earnings were. Mr. 
Kelly answered that the AFSCME staff earned from $12,000 to $14,000, the others 
from $17,000 to $18,000. Mr. Kelly went on to say that the city lawyers say that 
the City is planning seriously to enforce the ordinance. He said that the Library 
plans on certain steps: 1) to send out a General Administrative notice that there 
is a residency ordinance and the Library plans to enforce it; and 2) to send out 
a form every February requesting each staff member to give place of residence. Mr. 
Bulger asked that the Library endeavor to find a way of giving non-complying 
staff lead time to move into the city. Mr. Moloney added that the Library should 
ascertain particular circumstances, e.g. if the person owns a house. Mr. Kelly 
said that waivers have to be requested of the City Council by May. Mrs. Gaines 
said that the skills of the specialists and the Eastern Region staff should receive 
special consideration. On a motion duly made and seconded, it was 

"VOTED: to approve recommendations put forward by Liam Kelly, Acting 
Director, in his memorandum of 11 January 1985 related to 
compliance with the residency ordinance by 1) seeking waivers 
for five personnel (3 specialists in the Conservation Unit of 
the Rare Books and Manuscripts Department and 2 persons working 
for the Eastern Massachusetts Regional Library System) , and 
2) to inform 6 persons who lived in the City and have since moved 
out of the City or who had made a commitment to move into the 
City at the time of their employment that they are not in 
compliance and must comply within sixty days or be terminated. 
For this latter group, it was further voted to explore ways to 
extend the sixty-day grace period in consideration of individual 
circumstances, if need be." 



Minutes of Meeting 
Administrative Agency 
January 14, 1985 
Page Six 



Following the vote Mr. Kelly asked what the position of the Board 
was on the other Eastern Region positions. Miss Heneghan added that she was 
interviewing for a systems vacancy in her office and it was important to know 
what the residency policy would be. Mr. Moloney indicated that the Board would 
need more facts. 



The meeting adjourned at 9:15 p.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
March 25, 1985 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 6:53 p.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, 
Goodwin, and Luthin; members of the Library administration, staff, and public. 



contract: 



On a motion duly made and seconded, it was voted to award the following 



"VOTED: that there be entered into with W. H. Shurtleff Company, One 
Runway Road, South Portland, Maine, a contract for supplying 
and delivering rock salt and calcium chloride, as specified, 
at a total cost not to exceed two thousand nine hundred forty 
dollars and no cents ($2,940.00)." 

Next, in authorization to sign payrolls, on a motion duly made and 
seconded, it was 



"VOTED: 



that subject to the approval of the Mayor in accordance with 
the provisions of Section 22 of Chapter 3 of the Revised 
Ordinancees of 1961, Liam M. Kelly, Acting Director, or upon 
his delegation, John J. Doherty, Assistant Director, or Kevin 
T. FitzPatrick, Assistant to the Director, be, and hereby is, 
authorized to sign the payrolls of the Library in representa- 
tation of the Trustees for a period not to exceed four weeks 
from February 20, 1985 and March 20, 1985." 

Next Mr. Moloney called on Mrs. Edna Cardillo, President of the 
Professional Staff Association, who requested permission to address the Board. 
In her presentation Mrs. Cardillo first discussed the city of Boston residency 
ordinance and the impact on Library staff. Mrs. Cardillo noted two particular 
concerns: nonresident employees who are promoted out of the bargaining unit 
must comply with the ordinance and thus move into the city or accept voluntary 
resignation; salary levels in general, and employees on the lower end of the 
salary scale in particular cannot afford the cost of living in the city nor 
bear the burden of expense of moving into the city and therefore may have no 
other choice but to resign. In summation, Mrs. Cardillo noted that the Library 
has not enforced the residency requirement at all staff levels, and employees 
were not notified that, if they accepted a promotion, they would have to move 
into the city. Mr. George Embleton, President of Local 1526, AFSCME, concurred 
with Mrs. Cardillo and added that two members of AFSCME have received notifi- 
cation that they are in jeopardy of losing their jobs unless they move into the 
city. Both speakers noted that the Library services the Commonwealth of 
Massachusetts, not exclusively Boston, and also receives a substantial amount 
of state funding. Therefore, their proposal to the Board is to request waivers 
from the Mayor of Boston to waive the residency requirement for those employees 
who are in non-compliance. In this matter the Board expressed serious concern 
with the issue and a need to resolve it. Mr. Bulger noted that the enforcement 



BPL Form No. 1046F— 1 /74 



Minutes of Meeting 
Administrative Agency 
March 25, 1985 
Page Two 

of the ordinance unjustly falls on Library employees given the salary levels 
and the cost of living in the city. He noted, however, that the Board is 
legally responsible relative to residency enforcement, referring to the clause 
which states that "any person, acting in behalf of the city, who makes payment 
of wages to any person in non-compliance shall be punished by a fine of two 
dollars for each dollar so paid or accepted." Mr. Moloney then said it was an 
unsettling problem and that the Board was aware of the confusing situation, and 
they certainly did not want to lose staff members. Mrs. Gaines noted that she 
was very much concerned for the staff who have worked for the Library for many 
years. Mr. Moloney concluded the discussion by stating that the Board will try 
to find an equitable solution for current Library employees who are in non- 
compliance with the residency requirement and asked the Library administration 
for a report at the next meeting listing those employees individually in 
non-compliance and documenting specifically on a case-by-case basis how each 
employee is in violation because a waiver of the requirement must be approved 
by the Mayor and a majority of the City Council. 

Mrs. Cardillo introduced the "ongoing" problem of security in the branch 
libraries; she noted that on March 19, 1985, at the Codman Square Branch Library, 
two librarians were brutally attacked and robbed at gunpoint while locking up 
the library, requiring one staff member to receive twenty-two stitches in the 
mouth. She further added that since mid- January the Fields Corner Branch 
Library has been troubled by a large group of teenage youths causing in part 
the recent resignation of a librarian. She reported that the Boston police are 
aware of the problems; and when they are called for assistance, a very slow 
response — if any — is yielded, and often times the requests are ignored. In 
light of these problems, Mrs. Cardillo asked the Board to consider assigning a 
security guard at the high-crime area branch libraries to combat attacks on 
the staff and ensure their safety. Extensive discussion followed on the matter 
of security in the branch libraries; the full Board echoed outrage relative to 
the incident at the Codman Square Branch Library. Mr. Moloney recommended that 
Mr. Kelly should meet with the new Boston Police Commissioner to set up foot 
patrols and scheduled patrols by cruisers, especially during the evening hours 
and when the branch libraries close. Mr. Bulger noted that staff safety should 
be assured. Mrs. Luthin asked which branch libraries have encountered repeated 
and current security problems, and Codman Square, Egleston Square, Fields 
Corner, and Mattapan Branch Libraries were identified. Mrs. Gaines noted 'that 
at the Maiden Public Library the custodians are deputized. Mrs. Goodwin asked 
the cost of hiring a security guard; Mr. Doherty reported that a Pinker ton guard 
is $8,000 for six months. Mrs. Luthin asked if the branch libraries could do a 
head count of the public during evening hours. Mr. Moloney concluded the discuss- 
ion by requesting from the Library administration for the next meeting the 
following: a report identifying the cost of placing guards at the branch libraries 
experiencing security problems; documented cases of security incidents in addition 
to monitoring police response; a written policy on the future of security in the 
branch libraries; and a list of the schedule of hours with a head count of use 
during the evening hours. 

In a somewhat related matter, Mr. Stanley Barnes, representing the 
Friends of Egleston Square Branch Library, asked if a date has been selected 
for the reopening of the branch library. Mr. Doherty said that the building 



Minutes of Meeting 
Administrative Agency 
March 25, 1985 
Page Three 



is secured and the collection has been set in place, but the reopening is 
pending staffing and security. Mrs. Goodwin suggested that perhaps a decision 
should be made on whether to place a security guard at the branch library, and 
that will be reviewed prior to the reopening. Mr. Moloney then announced that 
the target date for the reopening is the end of April. 

Next Mr. Moloney addressed the proposed Library budget request for FY86. 
He noted that he and Mrs. Luthin had met last week with Messrs. FitzPatrick 
and Doherty (Mr. Kelly, the Acting Director, then being on vacation) and with 
Director and Librarian designate, Arthur Curley, to review the staff-prepared 
draft budget request and that, as a result of the review and discussion, 
changes and increases in the budget request were made. At this point Mr. 
Doherty and Mr. FitzPatrick presented the reviewed and revised FY86 budget 
request. Following discussion, revision, and review, the Board unanimously 
voted to approve the FY86 Library budget request, as revised, for submission 
to the Budget Office (the approved FY86 budget request is annexed) . 

The meeting of the Administrative Agency adjourned at 8:06 p.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Annual Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 6, 1985 



The Annual Meeting of the Trustees of the Public Library as an 
Administrative Agency was held In the Trustees Room of the McKlm Building at 
11:06 a.m. 

Present were Messrs. Bulger and Moloney, Mmes. Gaines and Goodwin; 
members of the Library administration and staff. 

Kevin F. Moloney, President of the Board, presiding. 

The first order of business was the election of officers. Mrs. Luthln 
(absent following the recent birth of her second child) recorded her votes In 
absentia. On a motion duly made and seconded, Kevin F. Moloney was nominated 
for President. No other nominations were made. In viva voce Mmes. Gaines and 
Goodwin and Mr. Bulger voted for Mr. Moloney, who was declared elected 
President. 

On a motion duly made and seconded, William M. Bulger was nominated 
for Vice President. No other names were placed In nomination. In viva voce 
Mmes. Gaines and Goodwin and Mr. Moloney voted for Mr. Bulger. Mr. Bulger 
was declared elected Vice President. 

In the election of Secretary, the name of Jane Manthorne was placed 
In nomination and was elected viva voce by Messrs. Bulger and Moloney, Mmes. 
Gaines and Goodwin. 

The next office. Secretary pro tem , was passed In the election 
process after Mr. Moloney noted that the election of Secretary pro tem would 
take place at a later date. 



was 



In the matter of enabling votes, on a motion duly and seconded. It 

"VOTED: that any member of the Board of Trustees be, and hereby Is, 
authorized to sign on behalf of the Board, bills, special 
drafts, and payrolls of the Library 



tt 



and 



"VOTED: that, until the next annual meeting, the President, or Vice 
President, or In the Inability of either, any member of the 
Board, and by delegation the Director, or the Secretary 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 
behalf of the City of Boston and any and all communications 
In connection with the award of contracts so voted or recom- 
mended to be so voted and to authorize payment under con- 
tracts so voted." 



Form No. 1046G— 11/74 



Minutes of Annual Meeting 
Administrative Agency 
May 6, 1985 
Page Two 



and 



"VOTED: 



and 



that we, the Trustees of the Boston Public Library, having 
appointive authority over the Civil Service personnel at the 
Library, do appoint one of our members, Kevin F. Moloney, 
Trustee, to hold and conduct hearings In accordance with 
Chapter 31 of the General Laws whenever the said hearings 
are deemed necessary; 



FURTHER 

VOTED: that In the event of the unavailability of Kevin F. Moloney, 
William M. Bulger, Trustee, Is hereby authorized to conduct 
the above-mentioned hearings, this power to be valid only 
until the expiration or appointment of any member of this 
Board." 

In reference to the preceding vote, Mr. Kelly explained that on 
occasion the Trustees are required to hold Civil Service hearings and that. 
In compliance with the law, the Library cannot Initiate termination proceedings 
against a Civil Service employee without a hearing. 

In the next Item of business, on a motion duly made and seconded, 
the name of Jane Manthorne was placed In nomination to serve as Secretary of 
Committees. In viva voce Messrs. Bulger and Moloney and Mmes. Gaines and Goodwin 
voted for Jane Manthorne, who was declared elected Secretary of Committees. 

In the matter of routine operating procedures, on a motion duly 
made and seconded. It was 



"VOTED: 



that until the actual commencement of service of Arthur Curley 
as Director and Librarian, Llam M. Kelly, Acting Director or 
upon his delegation, John J. Doherty, Assistant Director, or 
Jane Manthorne, Secretary, be, and hereby Is, authorized to 
act on behalf of the Trustees In the administration of the 
personnel procedures established by them for the appointment 
of all officers and employees of the Library up to but not 
Including the level Immediately below that of the Director, 
and to fix the remuneration for all such officers and em- 
ployees subject to the salary and wage scales as currently 
established by vote of the Trustees, said appointments and 
changes In remunerations to be reported to the Trustees at 
their next meeting for confirmation." 



and. 



Minutes of Annual Meeting 
Administrative Agency 
May 6, 1985 
Page Three 



"VOTED: 



and, 
"VOTED: 



that upon his actual commencement of service as Director and 
Librarian and until the next annual meeting, Arthur Curley, 
Director, or upon his delegation, Llam M. Kelly, Assistant 
Director, or John J. Doherty, Assistant Director, or Jane 
Manthorne, Secretary, be, and hereby Is, authorized to act 
on behalf of the Trustees In the administration of the 
personnel procedures established by them for the appointment 
of all officers and employees of the Library up to but not 
Including the level Immediately below that of the Director, 
and to fix the remuneration for all such officers and employees 
subject to the salary and wage scales as currently established 
by vote of the Trustees, said appointments and changes In 
remuneration to be reported to the Trustees at their next 
meeting for confirmation." 



that until the actual commencement of service of Arthur Curley 
as Director and Librarian, Llam M. Kelly, Acting Director 
or upon his delegation, John J. Doherty, Assistant Director, 
or Kevin T. FltzPatrlck, Assistant to the Director be, and 
hereby Is, authorized to sign on behalf of the Board In 
approval of the payment of all vouchers or bills covering 
expenditures Incurred In terms of one quarter of the fiscal 
1985-86 budget allowance, but In no case exceeding .those In 
the budget estimates for the fiscal year 1985-86, as shall 
be approved by the Board of Trustees, said payments to be 
reported to the Board at the next regular meeting for 
confirmation. " 



and, 
"VOTED: 



that upon his actual commencement of service as Director and 
Librarian and until the next annual meeting, Arthur Curley, 
Director, or upon his delegation Llam M. Kelly, Assistant 
Director, or John J. Doherty, Aslstant Director, or Kevin T. 
FltzPatrlck, Assistant to the Director be, and hereby Is, 
authorized to sign on behalf of the Board In approval of 
the payment of all vouchers or bills covering expenditures 
Incurred In terms of one quarter of the fiscal 1985-86 
budget allowance, but In no case exceeding those In the 
budget estimates for the fiscal year 1985-86, as shall be 
approved by the Board of Trustees, said payments to be re- 
ported to the Board at the next regular meeting for 
confirmation • " 



Minutes of Annual Meeting 
Administrative Agency 
May 6, 1985 
Page Four 



and» 

"VOTED: that, until the next annual meeting, the President, Vice 

President, the Director, and the Secretary of the Trustees 
be, and hereby are, severally authorized to sign any and 
all contracts voted to be made by the Board In the name and 
behalf of the City and any and all communications In 
connection with the award of contracts as voted or recom- 
mended to be so voted." 

Next, Mr. Moloney reminded the Board that Mr. William Osgood has 
disclosed his Intent to resign from the Boston Art Commission as he Is moving 
to Brookllne, and that Mr. Osgood has suggested that the Board submit a list 
of three names to the Mayor, as required by the city charter, for his decision 
on a replacement. Mr. Moloney further noted that the Boston Art Commission 
approved public statues, paintings and any changes made to public monuments. 

The meeting adjourned at 11:13 a.m. 



TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON 



Minutes of Meeting 
Administrative Agency 



In Board of Trustees 
Monday, May 6, 1985 



A meeting of the Trustees of the Public Library as an Administrative 
Agency was held at 11:18 a.m. 

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines 
and Goodwin; members of the Library administration and staff. 

Kevin F. Moloney, President of the Board, presiding. 

The minutes of the Regular Meetings held on January 14, 1985 and 
March 25, 1985 were approved. 

On a motion duly made and seconded several items were voted on as a 
block, as follows: 

"VOTED: following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, to authorize 
expenditure payments for services and supplies to be charged 
as follows for the month of March 31, 1985, provided that 
expenditures from City Appropriation have the approval of 
the City Auditor: 

To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$669,450.60 

131,152.42 

3,605.34 

177,927.94 

6,471.81 

-0- 

$988,608.11 



Eastern Regional Public Library System (Feb. *85) 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$ 54,844.04 

14,331.43 

7,093.82 

83,785.83 

-0- 

-0- 

$160,055.12 



To Trust Funds 



Books 

Library of Last Recourse 

Personal Services (3rd Qtr FY85) 
Books 



TOTAL 



TOTAL 



794.34 



$236,907.07 
375,613.26 

$612,520.33 



BPL Form No 1046F— 1 /74 



t 



Minutes of Meeting 
Administrative Agency 
May 6. 1985 
Page Two 



"VOTED: following approval by the Director and in accordance with the 
authority delegated to him by the Trustees, to authorize 
encumbrances of bills and contracts to be charged as follows 
for the month of July 1984 through March 31, 1985, provided 
that payment of bills from city appropriation have the ap- 
proval of the City Auditor: 



To City Appropriation 

Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$6,228,490.39 

1,340,601.00 

317,328.53 

1,016,127.71 

375,325.82 

22,121.00 

$9,299,994.45 



Eastern Regional Public Library System (Feb. *85) 



Personal Services 

Contractual Services 

Supplies and Materials 

Books 

Current Charges and Obligations 

Equipment 



TOTAL 



$438,957.11 

96,808.32 

54,242.62 

395,174.77 

-0- 

38,000.00 

$1,023,182.82 



To Trust Funds 



and 



Books 

Library of Last Recourse 

Personal Services 
Books 



TOTAL 



TOTAL 



$ 185,978.29 



$ 697,972.72 
703,227.94 

$1,401,200.66 



"VOTED: that subject to the approval of the Mayor in accordance with the 
provisions of Section 22 of Chapter 3 of the Revised Ordinances 
of 1961, Liam M. Kelly, Acting Diector, or upon his delegation, 
John J. Doherty, Assistant Director, or Kevin T. FitzPatrick, 
Assistant to the Director, be, and hereby is, authorized to sign 
the payrolls of the Library in representation of the Trustees 
for a period not to exceed four weeks from April 17, 1985. 



Minutes of Meeting 
Administrative Agency 
May 6, 1985 
Page Three 



The next item in the Order of Business was the awarding of contracts. 
The first contract on the agenda was Pinkerton*s, Inc., a contract for guard and 
patrol service at the Central Library Building. Mr. Kelly recommended to the 
Board to hold back on awarding the contract to Pinkerton and to go out to bid. 
Mr. Kelly noted that Pinkerton has been with the Library for several years and 
expressed dissatisfaction with the current level of service. Secondly, there 
has been much concern over security in the branch libraries, especially at 
Codman Square, Connolly, Egleston Square and Fields Corner, and a plan is being 
developed for scheduled patrol stops by the Pinkerton* s at the branch libraries 
experiencing security problems. Mr. Kelly further noted that he and John Doherty 
met with Boston Police Commissioner Roache last week regarding security in the 
branch libraries, and they were encouraged by his reception and response to the 
Library's request for police presence. Commissioner Roache said that he recognized 
the need for security in the branch libraries and will review the situation with 
his senior staff and have a follow-up meeting with the Library administration 
in one month. At this point, Mrs. Goodwin asked Mr. Kelly to communicate to the 
Commissioner in writing prior to his meeting with him a list of concrete pro- 
posals specifically identifying ways to increase and bolster police presence in 
the branch libraries. Mr. Kelly said that in the past Boston Police Officers 
were stationed in every branch library and the Central Library, but in light of 
budget limitations he would request that an officer stop by on a scheduled daily 
basis in every branch library as part of a regular patrol route. Mr. Moloney 
added that a patrol car should also be requested to stop at the branch libraries 
where a guard is assigned. Mrs. Gaines pointed out that the Egleston Square 
branch library is located on the border of two police districts and asked Mr. 
Kelly to convey this to the Commissioner and to establish which police district 
will assume responsibility for the scheduled stops. In a related matter, Mr. 
Moloney was pleased to report that Mayor Flynn attended the reopening of the 
Egleston Square Branch Library last Saturday but expressed disappointment that 
Commissioner Roache, who personally reassured the Library he would attend, did 
not appear but did send a civilian representative. Therefore, Mr. Moloney 
suggested that Mr. Kelly ascertain why there was no police presence at the re- 
opening in addition to establishing from the Commissioner some sense of a solid 
commitment to the Library on a regular basis. Mr. Kelly then reported that the 
newly installed fence at the Egleston Branch Library was cut down beyond repair 
and suggested a reinforced concrete wall. The Board then explored at length 
alternative methods and means for combating crime including a Public Facilities 
Commission Police for guarding the Egleston and Connolly Branch Libraries dur- 
ing the evening when the buildings are closed; the security force of Urban 
Edge to patrol and protect the Egleston Square area; and, the U.S. Marshall 
Service within the Department of Juctice relative to any possible racial pro- 
blems. Mrs. Gaines asked if the Pinkerton guards carry guns and whether they 
are deputized to do so. Mr. Kelly said that those who own gun permits carry 
their guns. Mrs. Gaines then pointed out that the Trustees should consider 
the liability of armed guards. Mr. Doherty addressed the Board emphasizing 
the Library policy and premise that staff should always rely first on the 



Minutes of Meeting 
Administrative Agency 
May 6, 1985 
Page Four 



Boston Police and call 911 whenever a security problem arises and then, second, 
on the security guards. In conclusion. Mr. Moloney "recapped" the discussion 
highlighting that Mr. Kelly should schedule a follow-up meeting with Commissioner 
Roache within a month and present to him specific proposals and recommendations 
to ensure staff and public safety in the branch libraries and the Central Library 
and to report back to the Trustees. The Trustees then decided to open the 
bidding process for guard and patrol service at the branch libraries and the 
Central Library for FY86. Next, the Trustees voted to assign a Pinkerton 
security guard at the Egleston Square Branch Library from 12:00 Noon until 
closing on Monday through Friday commencing immediately and a Pinkerton patrol 
car with two guards making two stops per day per branch at Codman Square, 
Connolly, and Fields Corner Branch Libraries as soon as a schedule can be 
arranged. The Trustees voted to implement these patrols on a trial basis until 
the end of the fiscal year, to be paid from the unrestricted trust funds, if 
necessary. At that time, a review of the security plans will be monitored and 
reviewed. Mr. Moloney then requested Mr. Kelly to notify the staff and the 
PSA and AFSCME unions regarding the changes in the security plans. 

Next, on a motion duly made and seconced, it was voted to award the 
following contracts: 



"VOTED: 



and 



"VOTED 



that, without public advertising, there be entered into with Delta 
Elevator Service Corporation, 50 North Beacon Street, Allston, 
Massachusetts 02134, a service contract for the maintenance and 
servicing of elevators throughout the Library System for the period 
July 1, 1985 through June 30, 1986 at a total cost not to exceed 
seventeen thousand six hundred forty dollars and no cents (17,640.00)." 



that there be entered into, without public advertising, with Gilbert 
Small & Co., Inc., 1391 South Street, Needham, Massachusetts, a 
service agreement for the examination of building levels at one 
Central Library building (McKim) during the period July 1, 1985 
through June 30, 1986, the total fee thus charged to be subject 
to the terms, agreements, and conditions set forth in said 
agreement." 



and 



"VOTED: 



that, without public advertising, there be entered into with 
Marketechs, Inc., 418 Linden Street, Wellesley, Massachusetts 
a contract for the rental and maintenance of computer terminals 
during the period July 1, 1985 through June 30. 1986. at a total 
cost not to exceed twenty-nine thousand five hundred dollars and 
no cents ($29,500.00)." 



Minutes of Meeting 
Administrative Agency 
May 6, 1985 
Page Five 



and 



"VOTED; 



and 



"VOTED: 



and, 
"VOTED 



that, without public advertising, there be entered into with Aetna 
Fire Alarm Service Co,, Inc., 43 Lenoxdale Avenue, Dorchester, 
Massachusetts, a contract for the inspection and testing of fire 
alarm systems throughout the Library System during the period 
July 1, 1985 through June 30, 1986 at a total cost not to exceed 
seven thousand eighty dollars and no cents ($7,080.00)." 



that, without public advertising, the Board of Trustees in charge 
of the Library Department of the City of Boston acting in the 
name of and for the City of Boston, does hereby accept an instru- 
ment of Lease by and between Dr. Donald Stackhouse and the City 
of Boston for the rental of premises located at 205 North Main 
Street, North Reading, Massachusetts, for the period July 1, 
1985 through June 30, 1986, at a total annual cost not to exceed 
sixteen thousand eight hundred ninety-nine dollars and no 
cents ($16,899.00), with the option by the Lessor to adjust 
the monthly rent during the period July 1, 1985 through 
June 30, 1986 based on increase of real estate taxes; 



that Liam M. Kelly, Acting Director of the Public Library of 
the City of Boston, be, and hereby is, , authorized and directed 
in the name and behalf of the Board of Trustees in Charge of 
the Library Department of the City of Boston to execute said 
instrument of Lease in duplicate." 



and 



"VOTED: 



and, 
"VOTED: 



that there be entered into a lease agreement with the Trustees 
of the Hyannis Public Library Association, Inc. for the rental 
of premises located at 401 Main Street, Hyannis, Massachusetts, 
for the period .July 1, 1985 through June 30, 1986 at a monthly 
rate of eight hundred five dollars ($805.00); 



that Liam Kelly, Acting Director, and, upon the commencement 
of his service as Director, A thur Curley be, and hereby are, 
authorized to make from time to time, as specified in said 
lease agreement, with the Trustees of the Hyannis Public 
Library, monthly payments as prescribed in said lease agreement." 



and 



Minutes of Meeting 
Administrative Agency 
May 6, 1985 
Page Six 



"VOTED: 



and, 
"VOTED: 



and 



"VOTED 



and 



"VOTED: 



and 



"VOTED: 



that there be entered into a lease agreement with the Alec Rich 
Company for the rental of premises located at Rear 21 Court 
Street (King's Court), Taunton, Massachusetts for the period 
July 1, 1985 through June 30, 1986, at a monthly rate of one 
thousand two hundred dollars ($1,200.00); 



that Liam Kelly, Acting Director, and, upon the commencement of 
his service as Director, Arthur Curley be, and hereby are 
authorized to make from time to time as specified in said 
lease agreement with the Alec Rich Company, monthly payments 
as prescribed in said lease agreement." 



that there be entered into with D. Clancy and Son's Company, 
339 Dorchester Street, South Boston, Massachusetts, the sole 
eligible and responsible bidder in the public bidding, a 
contract for the installation and repair of windows at the 
Central Library and certain branch libraries, as specified 
under Groups A and E of the specifications, at a total cost 
not to exceed thirty-five thousand dollars and no cents 
($35,000.00). 



that there be entered into with Brodart, Inc., the lowest 
eligible, responsive and responsible bidder in the public 
bidding, a contract for supplying and delivering magazine 
binders, metal book supports, and newspaper sticks to the 
Boston Public Library at a total cost not to exceed eight 
thousand three hundred seventy-one dollars and eighty-seven 
cents ($8,371.87). All items are to be as specified." 



that there be entered into with the firm of Arthur Young, 
One Boston Place, Boston, Massachusetts, in accordance with 
the proposal submitted by Arthur Young for May 2, 1985 
opening of proposals, and for a total fee not to exceed 
nine thousand dollars ($9,000.00), a financial and compliance 
audit of each of the following: (1) The Eastern Massachusetts 
Regional Library Program; (2) The Library of Last Recourse 
Grant; and (3) The Pollard Memorial Library, Lowell, Massa- 
chusetts, a subregional library under the Eastern Massachu- 
setts Regional Library Program." 



Minutes of Meeting 
Administrative Agency 
May 6, 1985 
Page Seven 



The next contract considered was the rental of storage space at the 
New England Deposit Library (N.E.D.L.) in Allston, Massachusetts. Mr. Kelly 
reported that the New England Deposit Library was organized by Special Act 
of the Massachusetts Legislature in 1941 for the purpose of furnishing library 
space and facilities to nonprofit charitable, educational, religious and 
literary institutions and to public institutions. Revenues of the N.E.D.L. 
are derived principally from rents received from the participating charitable 
and educational institutions. These revenues, as defined by the statute, 
are intended to defray the expenses of N.E.D.L. Mr. Kelly further noted that 
N.E.D.L. functions as a cooperative library storage facility making readily 
available to all the member libraries materials which are not requested very 
often. At this point Mr. Kelly outlined for the Trustees a proposal by Harvard 
University to build a new storage facility in Southborough, Massachusetts, and 
to have N.E.D.L. members vote on May 13, 1985 to agree to transfer ownership 
of the facility in Allston to Harvard University in exchange for approximately 
129,000 linear book feet in the new storage facility to be constructed by 
Harvard. The somewhat controversial proposal exists with Harvard's premise 
that a new facility should be built because the present building is not 
structurally sound and an expansion of space is desirable. Mr. Kelly noted 
that John Doherty and Joseph Sarro inspected the present facility recently 
and concluded that the building appears to be structurally sound, that this 
building could not be replaced in today's market, its present reading room 
makes it attractive for library service and the location is convenient for the 
Boston Public Library. In essence. Harvard proposes to the members to choose 
between remaining at the present location at a greater cost versus moving to 
the new facility where replacement space would be made available at the current 
rate, but where additional space would cost approximately five times the 
current rate. At present the Boston Public Library utilizes one third of the 
entire building and Harvard 40%. Mrs. Gaines asked if the building is climate- 
controlled, and Mr. Kelly responded that the building can be easily adapted 
to climate-controlled equipment. Mr. Moloney inquired how many votes are 
needed to approve the proposal and Mr. Kelly said Harvard needs five out of seven 
votes. At this point the Trustees supported Mr. Kelly's recommendation to 
remain in the present facility and it was 

"VOTED: that there be entered into with the New England Deposit Library, 
135 Western Avenue, Allston, Massachusetts, an agreement for 
the rental, during the period July 1, 1985 through June 30, 1986 
of storage space therein for books