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MICROFILMED BY

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STOUGHTON.MA 02072

FOR THE

BOSTON PUBLIC LIBRARY

1999

BOSTON PUBLIC LIBRARY

BOARD OF TRUSTEES

CORPORATION

MINUTES

JANUARY 21, 1981

DECEMBER 14, 1990

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/qPPLIED^ IIVMBE . Inc

— - 1653 East Main Street
•'^='- Rochester, NY 14609 USA
.:^=Iss Phone: 716/482-0300
Fax: "'1 6/288 5989

THIS FILE CREATED AND MICROFILMED

THROUGH THE RESOURCES OF

THE BOSTON PUBLIC LIBRARY

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Wednesday, January 21, 1981

Minutes of Meeting
Corporation
January 21, 1981
Page Two

I •

A meeting of the Trustees as a Corporation was held in the Trustees

Room

11:20 A.M.

Present: Messrs. Parks, Snyder, Ms. Spring and Mr. Young, Trustees.
Also present were representatives of the Professional Staff Association and AFSCME
Local /rl526, and members of the public.

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting of the Corporation held on November 20,
1930 were approved as presented.

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

On November 26, 1980

"VOTED: that there be entered into, without public advertising, with
F. W. Faxon Company, Inc., 15 Southwest Park, Westwood,
Massachusetts, a contract for (1) supplying periodicals and
serials for the year 1981 and (2) servicing the subscriptions
for the individual items throughout said period, subject to
the terms, agreements, and conditions set forth in said contract."

On December 5, 1980

"VOTED: that the Collector-Treasurer be, and hereby is authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount Description

Rate Maturity Price

k'rinc ipai

Incone Limit

To Sell:

$125,800 Cash in Savings
Account

$5.25

$100

63,000 U.S. Treasury 3.00 2/15/95 83
1,500 shs. Briggs & Stratton 1.52

665 shs. Scudder Managed 11.7
Reserves
(approximate)

6,650

778

$125,800 $ 6,605

53,950 1,950
36.000 2,280 23

To Purchase:
1,500 shs. Eaton Corp

400 shs. Motorola

800 shs. Merck

1,000 shs. Hilton Hotels

600 shs. Big Three
Industries

fla^^

ir 1 c c

1.72

1.40

2.30

1.60

Zr^c^n^ l./>..4

$ 45,000 $ 2.580

1.00

32,000
63,200
44,000

40,200

560

1,840
1,600

600

$224,400 $ 7,180

"VOTED: that the Collector-Treasurer be, and hereby is authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount Description Rate Maturity Price Principal

$ 4,000

To Sell:

Boston Mass
Rapid Transit

6,000 Boston Mass

Rapid Transit

15,000 U.S. Treasury
Bonds

1,000 U.S. Treasury
Bonds

$3.00 5/1/81 98 $ 3,200

2.75 12/31/81 98 1/2 5,910

3.25 6/15/83 83 12,450

4.25 5/15/85 83 830

Income

120

165

488

$222,400 $11,613

BPL Form No 1046F— 1 /74

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Minutes of Meeting
Corporation
January 21, 1981
Page Three

7,000 U.S. Treasury
Bonds

6.375 2/15/82 93

6,510

446

4,000 U.S. Treasury
Bonds

7.125 11/15/82 90

3,600

285

24,000 U.S Treasury
Bonds

6.375 8/15/84 83

19,920

1,530

6,000 U.S. Treasury
Bonds

4.125 5/15/99 83

4,980

248

9,000 U.S Treasury
Bonds

8.5

5/15/95 71

6,390

765

15,000 New York Tel.
Ref. F/R

8.875 3/15/15 70

10,500

1,331

To Purchase:

$75,010 $5,421

$ 75,000 U S. Treasury
Note

9.00 8-10 yr. 92

$69,000 $6,750

"VOTED: that the Collector-Treasurer be, and hereby is authorized

and directed on behalf of the Trustees of the Public Librarv
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount

Description

Rate Maturity Price Principal Income

Roll over the maturing

$150,000

U.S. Treasury Bills 8.5* 12/4/80

100

$150,000 $11,489*

*Annualized

Minutes of Meeting
Corporation
January 21, 1981
Page Four

Into

$150,000

U.S. Treasury Bills 15. OE* 3/5/81

144,000 22,500*

and

VOTED: that the Secretary of Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the
foregoing vote."

The Director stated it was necessary to have the Board approval authorizing
the addition of money to f uids in the General Investment Account. On a motion duly
made and seconded, it was

"VOTED: that the sum of $51,257.66 representing miscellaneous gifts

and royalties contributed to funds established in the General
Investment Account as follows:

Fred Allen Fund
Boston Authors Club
Robert A. Feer Fund
Marjorie Gibbons Fund
Morris Goodman Fund
Friends of Kirstein Fund
Macy Margolis Fund
Francis X. Moloney Fund
Thomas Nason Fund
Sidney Rabb Fund
Wiggan Fund

be added to those funds;

1 1,155.00

250.00

1,000.00

425.00

100.00

870.00

65.00

515.00

44,942.66

935.00

1,000.00

and
VOTED

that the sum of $51,257.66 which was this day added to the
below mentioned funds be invested in units in the General
Investment Account according to the following allocations:

Minutes of Meeting
Corporation
January 21, 1981
Page Five

146
585

58
509

301

26,282

547

585

units

on the basis of $1.71 per unit, which is hereby determined
to be the present fair market value per unit."

The Director reported on recommendations received from Scudder, Stevens
& Clark for actions relating to the General Investment Account. Following
discussion and on a motion duly made and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following
action with respect to the General Investment Account:

Amount

Description

Rate Maturity Price Principal Income

With funds raised by the MATURING:

$22,000

Boston Mass. Rapid 3.25% 12/31/80 100
Transit

$22,000 $ 715

PURCHASE

$22,000

Scudder Cash
Investment Trust

17.0EZ

$22,000 $3,700E

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Minutes of Meeting
Corporation
January 21, 1981
Page Six

and

VOTED: that the Secretary of Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

The Clerk stated that over the years it has been suggested that the procedure for
approving the recoimnendations of Investment Counsel need to be changed. Up until
now Investment Counsel has sent written recommendations to the Trustees, the votes
have been prepared by the Clerk and held until the next ">eeting of the Board or
sent through the mail for a ballot vote. It had even been suggested that
Investment Counsel should be given the authority to authorize the recommendations
directly. Mr, Young stated that it would not be wise to go to a totally managed
arrangement but he did suggest that the procedure could be speeded up. Mr. Snyder
proposed that the Clerk review the recommendations by telephone with the Chairman
of the Committee on Finance. Following further discussion and on a motion duly
made and seconded, it was voted that the Chairman of the Committee on Finance be
authorized to approve the recommendations made by Investment Counsel and this action
be approved by the full Board at their next meeting.

The Director reported that a grant in the amount of $250,000 has been
approved by the Board of Library Commissioners for purposes of converting the
Research Library Catalog to microfiche. The Director emphasized the importance
of this project in terms of cost benefit and service benefit by converting the
catalog to microfiche and then continuing to supplement the basic catalog via
computer based systems. The Library will finally be in a position to bring to an
end the very lab'^r intensive function of filing cards. In addition to the cost
implications the catalog once converted to microfiche can be distributed to various
locations within the library system and beyond the Boston Public Library itself
to improve bibliographic access to the collections.

The Director reported that proposals from seven architects with re.«^pect
to the study for the renovation and refurbishing of the McKim Building needed to
be reviewed and a selection made. He suggested that a committee be appointed to
undertake this task. Mr. Snyder agreed that there should be a committee and he
appointed Mr. Paul Parks chairman of this special building committee.

The meeting adjourned at 11:35 A.M.

Clerk

Please read, initial below and
return tCo\ the Clerk

Trustee

^';^^!j^,?Jl;^1?^,'!?!>i

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Thursday, February 19, 1981

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 10:55 A.M.

Present: Messrs. Parks, Snyder and Ms. Spring, 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 Corporation held on January 21,
1981 were approved as presented.

At this point John Goliber, representing the AFSCTffi Union, was requested
tc cease from tape r?.cording the meetiag. Following discussion on this matter, the
Clerk was instructed by the President to seek a ruling from the Corporation Counsel
on this issue.

The Director stated that a recommendation had been received from Scudder,
Stevens & Clark relative to the John Deferrari Indenture of Trust 19A8. On a motion
duly made and seconded, it was

"VOTED:

that the Collector-Treasurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
John Deferrari Indenture of Trust 1948:

Amount

Rate

Maturity

Price

Principal

Income

WITHDRAWAL OF:

$36,000 Cash in Savings 5.0%
Account
(H-$38,800)

PURCHASE OF:

$40,000 U.S. Treasury 14.0%E
Bills

$ 1.00

$36,000

$1,800

1 year

$88.00

$35,200

$4,800

Minutes of Meeting
Corporation
February 19, 1981
Page Two

Mr. Parks, chairman of the special building committee, reported that
the committee had reviewed al3. of the seven proposals for a study for the renova-
tion and reburbishing of the McKim Building and had selected the firm of Stull
Associates. He stated that Stull Associates had done the best job in providing
all of the information requested. The committee felt that the next best proposal
was submitted by Paul J. Carroll & Associates. On a motion duly made and seconded,
it was voted

"that the architectural firm of Stull Associates be selected to
perform a study for the renovation and refurbishing of the
McKim Building."

The Clerk was instructed to inform the Massachusetts Historical Commission of the
action of the Board and to forward to them in keeping with the Commission's
requirements copies of the proposal submitted by the top candidates.

and June.

The Clerk was requested to reschedule the regular meetings for March

The meeting adjourned at 11:05 A.M.

ecretary

Please read, initial below and return

Trustee

and

VOTED:

that the Secretary of Committees be, and hereby is authorized and^
directed to notify the Collector-Treasurer of the foregoing vote."

k\ BPL Form No 1046F— 1 /74

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Thursday, March 26, 1981

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 10:50 A.M.

Present: Messrs. Parks, Snyder and Ms. Spring, Trustees. Also present
were representatives of the Professional Staff Association and AFSCME Local 7^526
and members of the public.

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting of the Corporation held on February
19, 1981 were approved as presented.

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

On February 24, 1981

"VOTED: that the Collector-Treasurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library of
the City of Boston to take the following action with respect
to the General Investment Account:

Amount

Security

Rate

Price Principal Income

With the proceeds from the maturing:

$150,000

U.S. Treasury Bills
3/5/81

16. 6E

100

$150,000 $24,900

TO PURCHASE

$100,000

50,000

'u.S. Treasury Bills
0/4/81

Scudder Cash Investment
Trust (holds $13,815)

15. OE 96 $ 96,000

16. 8E 100 50,000

5^15,000*

8,400

$146,000 $23,400

♦Annualized

and
VOTED :

that the Secretary of Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

BPL Form No 1046F— 1 /74

^??^

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Minutes of Meeting
Corporation
March 26, 1981
Page Two

On March 24, 1981

"VOTED: that the Collector-Treasurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library of
the City of Boston to take the following action with respect
to the General Investment Account

Amount

Description

Rate Price Principal Income Limit

$336,000

TO LIQUIDATE

Scudder Cash
Investment Trust
(holding $355,000)

15.5%

1.00

$336,000 $ 52,000

TO PURCHASE

800 shs Eastman Kodak

900 shs. Halliburton

2,400 shs. C.R. Bard

4,000 shs. Scovill Mfg.

700 shs. DuPont

(holding 500 shs.)

600 shs. Motorola

(holding 400 shs.)

3.50
1.20
.44
1.52
3.15

1.60

80
73
27
17
50

$ 64,000 $ 2,800 $83

$ 65,700 $ 1,080 76

$ 64,800 $ 1,056 30

$ 68,000 $ 6,080 19

$ 35,000 $ 2,205 55

$ 37,800

960 68

$335,300 $ 14,181

and
VOTED :

that the Secretary of Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

Minutes of Meeting
Corporation
March 26, 1981
Page Three

The Director reported that it was necessary at this time for the Trustees
to enter into a contract with Digital Equipment Corporation for computer maintenance.
The cost of this program would be paid to Digital Equipment Corporation under the
Eastern Region Program. Following discussion and on a motion duly made and seconded,
it was

"VOTED

that there be entered into a contract with Digital Equipment
Corporation for the servicing of the DEC System 2020 installed
in the Boston Public Library. The cost of said service to be
paid under the Eastern Region Program budget;

and

VOTED

that Philip J. McNIff, Director and Librarian, be, and hereby
is authorized to make from time to time, as specified in said
contract with Digital Equipment Corporation, monthly payments
as prescribed in said contract."

The Director stated that it was necessary at this time for the Trustees
to enter into a Lease agreement with the Trustees of the Hyannis Public Library
in connection with the Eastern Region Program. Following discussion and on a
motion duly made and seconded, it was

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 401 Main Street, Hyannis, Massachusetts
for the period from January 2, 1981 through June 30, 1981 with an
option for renewal through June 30, 1984 at a monthly rate of
six hundred twenty-five dollars ($625) through June 10, 1982
with an option by lessor to adjust monthly rent for the remaining
period from June 11, 1982 through June 30, 1984;

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

The Director reported that approval had just been received from the
Massachusetts Historical Commission for the Trustees to proceed with the contract
for the Study for the Renovation and Refurbishing of the McKim Building. The
Director also reported that a proposal has been submitted to the Office of
Education under the Title II-C Program of the Higher Education Act. The objective
of this proposal is the establishment in the Library of a major program aimed at
the restoration and the preservation of research materials. A grant in the amount

'rO

Minutes of Meeting
Corporation
March 26, 1981
Page Four

of $203,000 has been received from the Board of Library Commissioners under the
Library Services for Construction Act. This money is intended to help with the
cost of converting the Research Library Catalog to microfiche.

The meeting adjourned at 10:55 A.M.

Clerk

P/Te^e read, initial below and return
:o tHe.Qlerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meet^nji
Corporation

In Board of Trustees
Thursday, June 11, 1981

The Annual Meeting of the Trustees of the Public Library as a Corporation
was held in the Lecture Hall at 11:25 A.M.

Present: Messrs. Park, Snyder, Ms. Spring and Mr. Young, Trustees. Also
present were representatives of the staff and members of the public.

Mr. Parks proposed that the officpr«? for the present year be reelected
for another term. On a motion duly made and seconded, it was so VOTED;

Arthur F. F. Snydc*., President
Paul Parks, Vice President
Liam M. Kelly, Clerk
Philip J. McNiff, Clerk Pro Tem

The Director stated that it was necessary at the Annual Meeting for the
Trustees to approve votes necessary for the on-going business of the Corporation
during the year. On motions duly made and seconded, it was

•t\rr\Tf

VOTED:

that any member of the Corporation be, and hereby is authorized
to sign on behalf of the Corporation bills, special drafts,
and payrolls of the Library."

and

'^^^B

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

President, or in the inability of either, any member of the
Corporation, and by delegation the Director, or the Clerk
of the Corporation be, and hereby is authorized to sign any
and all contracts voted to be made by the Board in the name
and behalf of the Corporation and any and all communications
in connection with the award of contracts so voted or
recommended to be so voted and to authorize payments under
contracts so voted."

and

"VOTED:

and

Form No. 1046G— 11/74

that the President be, and hereby is authorized and empowered
to appoint a Finance Committee to serve until the next annual
meeting, said Finance Committee to consist of not less than a
quorum of the Trustees and to have power to act in representa-
tion of the Corporation in the matter of the sale, purchase,
investment, and reinvestment of cash, securities, and any
other holdings belonging to the Corporation;

-■ *=.«?^.

Minutes of Annual Meeting
Corporation
June 11, 1981
Page Two

VOTED: that the Finance Committee, being made up itself of not less
than a quorum of the Trustees, be, and hereby is empowered to
act by a vote of not less than three members in representation
of the Corporation in the matter of the sale, purchase, invest-
ment, and reinvestment of cash, securities, and any other
holdings, belonging to the Corporation;

and
VOTED:

that the Finance Committee, being made up itself of not less
than a quorum of the Trustees be, and hereby is empowered to
act by vote of not less than three members in representation
of the Corporation in the matter of the acceptance of bequests
and gifts that may be made to the Corporation, such action as
it takes in this respect always to be reported to the next
regular meeting of the Corporation and at that time to be
incorporated officially into the records of the Corporation."

and

VOTED: that, until the next annual meeting, by delegation of the
Trustees of the Public Library of the City of Boston, the
Director, and Librarian, or the Clerk of the Corporation be,
and hereby is authorized to accept on behalf of the Trustees
gifts, payments made in recognition for special services
rendered and payments received for publications and prints
executed under Library sponsorship which ir amount are not
more than ten thousand dollars ($10,000.00) and, in connection
with the acceptance of same, to endorse on behalf of the
Trustees checks so received, said amounts to be reported to
the Board at the next annual meeting."

and

Minutes of Annual Meeting
Corporation
June 11, 1981
Page Three

"VOTED: that, until the next annual meeting, by delegation of the
Trustees of the Public Library of the City of Boston, the
Director, and Librarian, or the Clerk of the Corporation be,
and hereby is authorized to accept on behalf of the Trustees
gifts to be added to funds already established in the GENERAL
INVESTMENT ACCOUNT, the acceptance of said amounts to be
reported to the Board at their next meeting."

The meeting adjourned at 11:35 A.M.

Clerk

Please read, initial below and return
to the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, June 11, 1981

A meeting of the Trustees as a Corporation was held in the Lecture Hall
at 11:35 P.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 Meeting of the Corporation on March 26, 1981
were approved as presented.

The Director reported receipt of a communication from Scudder, Stevens
& Clark with respect to the General Investment Account. On a motion duly made and
seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount

Description

Rate

With the funds raised by the maturing:

$100,000 U.S. Treasury
Bills

6/A/81

100

$100,000

Maturity Price Principal Income

$14,105

To PURCHASE

$100,000 U.S. Treasury
Bills

16%

6 months

$ 92,000

$ 6,000*

*Annualized Rate

changed.

and

VOTED: that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

Again it was voted that effective as of July 1, 1981 the unit value be
On a motion duly made and seconded, it was

"VOTED:

and
VOTED:

that effective July 1, 1981, the unit value for the General Investment
Account be, and hereby is, established as $1.79 per Unit;

that the Clerk of the Corporation be, and hereby is, authorized and
directed to notify the Collector-Treasurer of the foregoing vote."

BPL Form No. 1046F— 1 /74

.^i^i^m

mmsim$jm^

♦>

Minutes of Meeting
Corporation
June 11, 1981
Page Two

The Clerk reported that it was necessary to take action with respect
to Investment Counselling services for the General Investment Account, John
Deferrari Indenture of Trust 1948, Benton Book Fund, Benton Children s Fund and
Fellowes Athenaeum Fund. He stated that the contract with Scudder. Stevens and
Clark for the General Investment Account and John Deferrari Indenture of Trust 19^8
had expired and the Trustees needed to decide what action would be taken with
respect to all of the Funds. Mr. Young suggested that action on this matter be
postponed so that this issue could be reviewed before any action is taken. It
was so agreed.

The Director stated that it was necessary for the Trustees to authorize
distribution of income from Library Trust Funds at this time. On a motion
duly made and seconded, it was

"VOTED: that Philip J. McNiff, Director, and Librarian of the Public
Library of the City of Boston be, and hereby is, authorized
and directed to cause to be distributed and paid to the Rector
of Trinity Church, to be held by said Rector pursuant to the
provisions of the 12th Clause of the Will of Josiah H. Benton,
as defined by the Agreement of Compromise, dated January 15, 19 35
and made in connection with the administration of the trust
created by said Cluase, four-tenths of the^ income of Benton
Book Fund for the period from July 1, 19^ to June 30, 1981,
inclusive, now held in the custody of the Collector-Treasurer
of the City of Boston the remaining six-tenths of said income
for said period to be applied to the purchases provided in said
Agreement of Compromise."

Minutes of Meeting
Corporation
June 11, 1981
Page Three

"VOTED:

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 to cause to be distributed and paid to the trustees of
the Public Library of the City of Boston the income of the General
investment Account for the period from July 1, 198^ to June 30, 198^.

that Philip J. McNiff. Director, and Librarian of the Public
^^h^aS of%he Cit. of Boscon .e ad e i-

Athenaeum Fund for the period from July 1, 1980 to June 3U,

The Clerk reported the recent receipt of communications from Scudder,
Stevens & Clark with respect to the General Investment Account and the John
Deferrari Indenture of Trust 1948. Following discussion and on a motion duly made
and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

and

Aoount

Descript

ion

Rate

Price Principal Income Ligdt

"VOTED: that Philip J. McNiff, Director, and Librarian of the Public

Library of the City of Boston be, and hereby is, authorized and
directed to cause to be paid to the Rector of Trinity Church
income for the period from July 1, 1980 to June 30, 1981 on the
Children's Fund, now held in the custody of the Collector-Treasurer
of the City of Boston pursuant to the provisions of the 11th Clause
of the Will of Josiah H. Benton, as required by the 12th Clause
of said Will."

TO SELL

$48,000 9crr (h. $128,000)

m E 1.00

$48,000

$8,160 E

and

TO PURCHASE

1,500 ahs International Telephone
and Telegraph

2.60

$48,000

$900 35

.•^^^-

Minutes of Meeting
Corporation
June 11, 1981
Page Four

and
VOTED:

that the Secretary of Conmiittees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

and

"VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the John Deferrari Indenture of Trust 1948:

AiKxait DescnptioQ

Rate

Price Principal Incane Limit

TO SELL

$38,000 Cash in Savings Account 5 1/2Z

(H. $A8,000)

AOO shs Briggs & Stratton 1.52

TO PURCHASE

1.00

$38,000 $2,090

9,600

606

$47,600 $2,698

300 aha GeDeral Motors

2.40

$16,200 $ 720

400 sha Eaton

1.72

14,800

688

500 shs International Telephone 2.60
aod Telegraph

16,000

1,300

$47,000 $2,708

,«

Minutes of Meeting
Corporation
June 11, 1981
Page Five

and
VOTED:

that the Secretary of Comittees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

The meeting adjourned at 11:40 A.M.

Clerk

Please read, initial below and return
to^tKe Clerk

Trustee

mmmi^m^mm^i^m^^:

W^yM'mrfl^iMT^:i-f^?^^^^W

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, October 2, 1981

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:45 P.M.

Present: Messrs. Parks, Snyder and Young, Trustees. Also present were
representatives of the staff and members of the public.

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting and the Annual Meeting of the Corporation
held on June 11, 1981 were approved as presented.

Action taken by the Committee on Finance with respect to the General
Investment Account and the John Deferrari Indenture of Trust 1948 since the last
meeting of the Board were approved as follows:

On September 23, 1981

"VOTED: that the Collector-Treasurer be, and hereby is, authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following
action with respect to the General Investment Account:

Amount

Description

Rate Maturity Price Principal Income

With the MATURITY of

$200,000 U.S. Treasury Notes

10 1/8% 9/30/81

100

$200,000

$20,250

To PURCHASE:

$100,000 U.S. Treasury Bills
$100,000 U.S. Treasury Bills

^Annualized rate

17.0%C* 6 months

17.7%E 1 year

100

$100,000
100,000

$200,000

$17,000'"'
17,000

$34,000

and
VOTED:

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

BPL Form No 1046F— 1 /74

H^^^

Minutes of Meeting
Corporation
October 2, 1981
Page Two

Amount

Description

Rate Maturity Price

Principal

Income

Limit

1,200 shs.

2,500 shs.

TO SELL:

American Natural 3.44

Resources

(H. 1,200)

Kaiser Aluminum 1.40
& Chemical
(H. 2,500)

$45,600

$4,128

47,500

$9 3,100

3,500

$7,628

and

VOTED: that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

•I

Amount

Description

TO SELL

600 shs. Kaiser Aluminum
(H. 600)

300 shs. American Natural Resources
(H. 300)

300 shs. Atlantic Richfield
(H. 720)

200 shs. Panhandle Eastern Corp.
(H. 800)

Rate Price Principal Income

1.40

3.44

2.20

2.00

$12,000

12,000

13,200

7,000

$44,200

$ 840

1,032

660

400

$2,932

Limit

and
VOTED:

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

.rK/j^^smsL

Minutes of Meeting
Corporation
October 2, 1981
Page Three

The Director reported receipt of a communication from Scudder, Stevens
& Clark with respect to the General Investment Account and the John Deferrari
Indenture of Trust 1948. On a motion duly made and seconded, it was

Amount

Description

Rate Maturity Price Principal Income

Limit

TO PURCHASE

400 shs. General Motors
(H. 1,023)

800 shs. In*l Tel. & Tel.
(H. 1,500)

1,400 shs. Pillsbury

2.40

2.60

1.07

$18,000

21,600

54,600
$94,200

$ 960

2,080

1,498
$4,538

and
VOTED :

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

and

"VOTED :

that the Collector-Treasurer be, and hereby is, authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following
action with respect to the John Deferrari Indenture of
Trust 1948:

Order of Business
Corporation
October 2, 1981
Page Four

Amount

Description

Rate Maturity Price Principal Income

Limit

TO PURCHASE

100 shs. Int'l Tel. & Tel. 2.60
(H. 500)

400 shs. Pillsbury 2.00

400 shs. Big Three .60

Industries

500 shs. C. R. Bard .48

$ 2,700

$ 260

14,800

800

11,600

240

12.500

240

$41,600

,540

and
VOTED :

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

The Director reported on several grant related projects. The new Inventor
Information Service which has been set up with funding from the National Bureau of
Standards to help improve the Library's capabilities in serving local inventory and
technology related users has begun delivering computer based reference services.
Several staff members have been trained to date in these new skills. The microfilming
of the Research Library catalog is expected to begin sometime in the next month.
This project is funded by a grant under the Library Services and Construction Act,
a program administered by the Board of Library Commissioners. The Library has also
received a grant for the establishment of a preservation laboratory for purposes of
carrying out preservation work on several collections in the Rare Book Room including
the Adams collection and the Defoe collection. These programs are expected to get
underway in the coming weeks. Another grant has been received from the Board of
Library Commissioners for the purpose of acquiring disk drives for the Library's
computer to support the growing on-line catalog.

The Director then reported that the Library has received a large gift of
books on Asia from Glen W. Baxter.

'm^:

msmm

I^^^^^E.

Minutes of Meeting
Corporation
October 2, 1981
Page Five

The Director noted the earlier distribution of the annual statement of
accounts from the National Shawraut Bank for the John Deferrari Indenture of Trust
1947. The Clerk was asked to set up a meeting with the representatives of the
National Shawmut Bank.

The meeting adjourned at 3:50 P.M.

Secretary

Please read, initial below and return
to the Secretary

J^dLuo <^>

%(bu^

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, November 27, 1981

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:55 P.M.

Present: Messrs. Snyder, Parks and Ms. Spring. Also present were repre-
sentatives of the staff and members of the public.

The President, Mr. Snyder, presiding.

The minutes of the meeting of the Regular Meeting of the Corporation on
October 2, 1981 were approved as presented.

Action taken by the Committee on Finance with respect to the General
Investment Account and the John Deferrari Indenture of Trust 1948 since the last
meeting of the Board were approved as follows:

On November 4, 1981

Amount

Description

Rate

Maturity Price Principal Income

TO SELL

1,200 shs. Marathon Oil
(H. 1,200)

2.00

$83

$100,000

$2,400

and

VOTED:

that the Secretary of Committees be, and herebv is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

and

Amount

300 shs

Description

Rate

Maturity Price Principal Income

TO SELL

Marathon Oil
(H. 300)

2.00

$84

$25,200

$600

Limit

$80

and
VOTED ;

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

Form No. 1046F— 11/74

Minutes of Meeting
Corporation
November 27, 1981
Page Two

The Director reported receipt of a communication from Schudder, Stevens
& Clark with respect to the General Investment Account and the John Deferrari Indenture
of Trust 1948. On a motion duly made and seconded, it was

Amount

$100,000

Description

TO PURCHASE

Scudder Cash
Investment Trust

Rate

1A.0%E

Maturity Price Principal Income

1.00

$100,000

$14,000E

and
VOTED:

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

and

Amount

$100,000

*Annualized

Description

Rate Maturity Price Principal Income

PROCEEDS FROM THE MATURING
U. S. Treasury Bills

12/3/81

$100

$100,000

TO PURCHASE

U. S. Treasury Notes

13%E

3 years

$100

and
VOTED :

$14,491*

$100,000 $13,000E

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

and

f-'-^'c-^

Minutes of Meeting
Corporation
November 27, 1981
Page Three

Amount

Description

Rate Maturity Price Principal Income

$25,200

TO PURCHASE

Scudder Cash
Investment Trust

14.0%E

1.00

$25,200

Limit

$3,528

and

VOTED:

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

The Clerk stated that it was necessary for the Trustees to take a vote
changing the unit value of the General Investment Account from $1.71 per unit to
$1.49 per unit effective October 1, 1981. On a motion duly made and seconded, it
was

"VOTED:

and
VOTED :

that effective October 1, 1981, the unit value for the
General Investment Account be, and hereby is, established
as $1.49 per unit;

that the Clerk of the Corporation be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

The Director distributed copies of the summary of a study recently com-
pleted by the architectural firm of Stull Associates for the renovation and
refurbishing of the McKim Building. The Director stated that this firm had done
an excellent job on the study and expressed the belief that the study would be
extremely valuable in planning for this major undertaking at whatever time the funds
become available. He recommended that the Trustees accept this study at this time
and the staff continue with their evaluation of the program proposed by the
architects.

<1i^^^

'..^^rvy;

Minutes of Meeting
Corporation
November 27, 1981
Page Four

The Director reported that the Administration was now ready "set up a
preservation laboratory and to institute a preservation program in the library with
'funds Lde available under the Higher Education Act Title ""^ /Streng hening
Research Library Reserves Program.) He proposed that a request be sent to the
Budget Of fice for the appropriation of the funds needed to pay for the personnel
involved between now and'the end of the fiscal year. The Trustees were in agreement

The meeting adjourned at 4:05 P.M.

Clerk

Please read, initial below and return
to the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, January 18, 1982

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 3:50 P.M.

Present: 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 held on November 27, 1981
were approved as presented.

The Chairman of the Finance Committee proposed that the recommenda-
tions of investment counsel be adopted with respect to the General Investment
Account and the John Deferrari Indenture of Trust. On a motion duly made and
seconded, it was

VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount

Description

Rate

Maturity Price Principal Income Limit

TO SELL:

$58,000 Scudder Cash

Investment Trust

12.0%E

$ 1

$ 58,000

$ 6,960

1,200 shs. Minnesota Mining
& Mfg.

964 shs. Exxon

(H. 3,264 shs.)

200 shs. General Re. Crop,
(H. 1,000 shs.)

3.00

1.76

64,800

29,900

16,200
$168,900

3,600

2,892

352

$13,804

TO PURCHASE:

$75,000 Prime Computer
Conv. Sub. Deb.

10.0%

8/1/00

$ 73,500

$ 7,500 102

1,600 shs. Time, Inc

800 shs. Avnet

and

VOTED :

1.00
1.00

59,200

36,000

$168,700

1,600 41

800

$9,900

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector 'Treasurer of the foregoing

vote.

BPL Form No 1046F— 1 /74

■^^mmwj^^^

m^im^

»^

Minutes of Meeting
Corporation
January 18, 1982
Page Two

and

Amount

"VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the John Deferrari Indenture of Trust 1948:

Description

Rate Maturity

Price Principal Income

TO SELL:

600 shs. Kaiser Aluminum

300 shs. Minesota Mining
& Mfg.

150 shs. General Re Corp
(H. 400 shs.)

368 shs. Exxon

(H. 1,168 shs.)

TO PURCHASE:

$25,000 Prime Computer
Conv. Sub. Deb,

400 shs. Time, Inc.

200 shs. Avnet

1.40
3.00

1.76

3.00

$16

$ 9,600
16,200

12,150

11,400
$49,350

$ 840
900

264

1,104
$3,108

10.0%

1.00
1.00

8/1/00

$24,500

14,800
9,000

$48,300

$2,500

^00

200

$3,100

and
VOTED :

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

Minutes of Meeting
Corporation
January 18, 1982
Page Three

"VOTED:

Limit

15
50

and
VOTED

and

"VOTED

102

and
VOTED:

vote.

The Director reported that moneys have been received for the estab-
lishment of two new book funds. A donation of $3,500 was received from
Priscilla D. Clinton for the Sackville H. M. Clinton Fund. At the beginning
of December Mr. George Gloss gave the Library a large number of used books for
the purpose of holding a book sale. The book sale was held in December and the
sale realized $7,500. The Director said that a sale of the remainder of the
books could be held some time in the early Spring. Following further discussion
and on a motion duly made and seconded, it was

that the sum of thirty-five hundred dollars ($3,500) tendered
at this meeting of the Board by Mrs. Sackville Clinton to
the Trustees of the Public Library of the City of Boston
(a corporation under Chapter 114 of the Acts of 1878) be,
and the same is, hereby accepted and funded as the Sackville
H. M. Clinton Fund to be invested, and the income only, to
be used for the purchase of materials relating to the Sacco-
Venzetti collections of the Library;

that the sum of $3,500 which was this day funded as the
Sackville H. M. Clinton Fund be invested through the General
Investment Account established by vote of the Board of
Trustees on December 1, 1950; that for the purpose of
enabling such investment two thousand three hundred forty-
nine units be, and the same hereby are, added to said
General Investment Account and allocated to the Sackville
H. M. Clinton Fund on the basis of $1.49, which is hereby
determined to be the fair unit value."

that the sum of seventy-five hundred dollars ($7,500) re-
presenting the proceeds from the first George Gloss book
sale tendered at this meeting of the Board to the Trustees
of the Public Library of the City of Boston (a corporation
under Cahpter 114 of the Acts of 1878) be, and the same here-
by is, accepted with gratitude and funded as the George
Gloss Fund, the income only, to be used for the purchase of
children's books for addition to the permanent collections
of the library;

that the sum of $7,500 which was this day funded as the George
Gloss Fund be invested through the General Investment Account
established by vote of the Board of Trustees on December 1, 1950;
that for the purpose of enabling such investment five thousand
thirty-three and one-lialf units be, and the same hereby are,
added to said General Investment Account and allocated to the
George Gloss Fund on the basis of $1.49, which is hereby
determined to be the fair unit value."

uf ^■'>-^,>:')'Ci^iy'-:^y:\

i s

Minutes of Meeting
Corporation
January 18, 1982
Page Four

In addition the Trustees authorized the establishment of three other
funds within the General Investment Account, i.e., the Philip J. McNiff Fund,
the Richard E. Ehrlich Fund, and the Antiquarian Booksellers Association of
America, Inc. Fund.

"VOTED: that the sum of six thousand seven hundred and sixty dollars

$6,760) tendered at this meeting of the Board on behalf of Mr.
Sidney R. Rabb to the Trustees of the Public Library of the
City of Boston (a corporation under Chapter 114 of the Acts of
1878) be, and the same hereby is, accepted with gratitude and
funded as the Philip J. McNiff Fund, the income only, to be
used "for the purpose of acquiring Irish literature" to be
added to the permanent collections of the Library;

and
VOTED:

that the sum of $6,760 which was this day funded as the Philip
J. McNiff Fund be invested through the General Investment
Account established by vote of the Board of Trustees on
December 1, 1950; four thousand five hundred thirty-seven units
be, and the same hereby are, added to said General Investment
Account and allocated to be determined to be the fair unit value."

and

"VOTED: that the sum of seven hundred thirty-five dollars ($735)

tendered at this meeting of the Board on behalf of the friends
of Richard E. Ehrlich to the Trustees of the Public Library of
the City of Boston (a corporation under Chapter llA of the Acts
of 1878) be, and the same hereby is, accepted with gratitude
and funded as the Richard E. Ehrlich Fund, the income only, to
be used for the purchase of manuscripts and materials on the
theatre to be added to the permanent collections of the Library;

and
VOTED :

that the sum of $735 which was this day funded as the Richard E.
Ehrlich Fund be invested through the General Investment Account
established by vote of the Board of Trustees on December 1, 1950;
four hundred ninety-three units be, and the same hereby are,
added to said General Investment Account and allocated to the
Richard E. Ehrlich Fund on the basis of $1.49, which is hereby
determined to be the fair unit value."

Minutes of Meeting
Corporation
January 18, 1982
Page Five

and

"VOTED: that the sum of eleven thousand two hundred eighty dollars

($11,280) tendered at this meeting of the Board on behalf of
the New England Chapter of the Antiquarian Booksellers
Association of America Inc. to the Trustees of the Public
Library of the City of Boston (a corporation under Chapter 114
of the Acts of 1878) be, and the same hereby is, accepted with
gratitude and funded as the Antiquarian Booksellers Association
Fund, the income only, to be used for the purchase of materials
to be added to the Rare Book collections of the Library;

and

VOTED: that the sum of $11,280 which was this day funded as the

Antiquarian Booksellers Association Fund be invested through
the General Investment Account established by vote of the
Board of Trustees on December 1, 1950; seven thousand five
hundred seventy and one-half units be, and the same hereby are,
added to said General Investment Account and allocated to the
Antiquarian Booksellers Association Fund on the basis of $1.49,
which is hereby determined to be the fair unit value."

The Clerk reported that the annual audit has been recently completed
by Arthur Young & Company and recommended that the Trustees vote to authorize
the payment of the annual audit from undistributed income. On a motion duly
made and seconded, it was

"VOTED: that the costs of the annual audit shall be assessed propor-
tionately against the undistributed income of each of the
funds involved."

The meeting adjourned at 4:00 P.M.

Clerk

Please read, initial below and
return to the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board ot Trustees
Friday, February 26, 1982

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 3:40 p.m.

Present: Messrs. Synder, Parks, Young and Ms. Spring, Trustees. Also
present were representatives of the ataff and members of the public.

The President, Mr. Snyder, presiding.

The minutes of the meeting of the Trustees held on January 18, 1982
were approved as presented.

The Director reported receipt of communications from Scudder, Stevens
& Clark with respect to the John Deferrari Indenture of Trust and with respect to
the revision of the unit value of the General Investment Account. On a motion
duly made and seconded, it was

Amount

Description

Rate Maturity Price

Principal Income

WITH THE PROCEEDS FROM THE MATURING:

$40,000 U.S. Treasury Bills

2/25/82

100

$40,000

$5,106*

PURCHASE :
$40,000 U.S. Treasury Notes
*annualized

15%E 2/28/84

100

$40,000

$6,000E

and
VOTED :

and

that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

"VOTED: that effective February 26, 1982, the unit value for the
General Investment Account be, and hereby is, established
as $1.62 per unit;

and
VOTED

that the Clerk of the Corporation be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No 1046F— 1 /74

SSm^^

Minutes of Meeting
Corporation
February 26, 1982
Page Two

The Director stated that it would be desirable to amend the contract
for the microfilming of the Research Library Catalog which is being funded under
a grant from the Library Services and Construction Act. The original contract
provided for the conversion of catcilog cards to microfiche at a density of 1,200
cards per fiche. The initial test fiche proved to be unsatisfactory and the
contractor. Graphic Microfilm, subsequently developed a system for the producion
of fiche at a density of 2,400 cards per fiche. The Director stated that it
would be desirable to have the catalog reproduced on this basis although the
initial cost would be more than originally planned. In response to a question,
the Clerk stated that the cost would be $45,000 more than provided for by the
grant. The Director stated that while the initial cost would be higher the
actual cost in the long run would be less because the number of fiche required
would be reduced from 7,000 to 3,500. Following further discussion and on a
motion duly made and seconded, it was so voted.

The meeting adjourned at 3:45 p.m.

Clerk

Please read, initial below and
returii_to the Clerk

Trustee

\ ' .

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday, April 23, 1982

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 3:45 p.m.

Present: 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 Regular Meeting of the Corporation on
February 26, 1982 were approved as presented.

Action taken by the Committee on Finance with respect to the General
Investment Account since the last meeting of the Board was approved as follows:

On March 25, 1982

"VOTED:

Amount

Description

Rate

Maturity

Price

Principal

Income

Proceeds from the Maturing:
$100,000 U.S. Treasury Bills

3/25/82

100

$100,000

$14,528*

And Sale of:

$106,000 SCIT

(Holds $193,000)

$100,000 U.S. Treasury Bills

13.5E%

9/9/82

100

$106,000
94,000

$300,000

$14,300E
14,468*
$43,296

To Purchase:

$100,000 U.S. Treasury Notes 14E%

$100,000 Export Development ^^i^c^
Corp. Notes**

2 years
4 years

4/1/87

100
100

100

$100,000
100,000

100,000
$300,000

$14,000E
14,000E

14,500
$42,500E

Minutes of Meeting
Corporation
April 23, 1982
Page Two

The Clerk stated that at the previous meeting a member of the public
had requested that the minutes of the meetings of the Board be distributed to
all branch libraries for public posting. He said that upon reflection it had
seemed wise to reconsider this proposal inasmuch as it might not be in the public
interest and might also create an undesirable precedent as far as other City
departments are concerned. For those reasons he checked with other City depart-
ments to determine their current policy as to access to their records. Accord-
ing to the School Committee's General Counsel the proceedings of the School
Committee "are available in the secretary's office for public inspection and
copying." According to the legal counsel for Trustees of the City Hospital
"the minutes of the meetings of the Hospital Trustees are maintained in the
Coimniss loner's office. They are available for reading upon request consistent
with the Freedom of Information Act. There is no public dissemination." In
the case of the Boston Redevelopment Authority "the minutes of meetings are
maintained in the Secretary's office in books. They may be examined by request-
ing the book with specific meeting date. There is no public dissemination."
The Clerk proposed that the Board retain the long standing policy that provides
for access to individuals who are interested. The Trustees agreed.

A member of the public questioned why the contract with Scudder,
Stevens & Clark did not appear in the minutes of the meeting. The Clerk
acknowledged that any vote awarding a contract should be recorded in the minutes.
In this case it was conceivable that it had been missed due to the fact that a
decision to award this contract had been delayed for a period of months. All of
the votes of the Board are audited by Arthur Young & Company each year during
the annual audit and votes that have been missed for one reason or another would
be identified at that particular time.

The meeting adjourned at 4:00 p.m.

Clerk

ead, initial below and
o the Clerk

Trustee

*Annualized
**or similar issue

and
VOTED :

that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No. 1046F— 1 /74

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
Corporation

On Board of Trustees
Friday, July 23, 1982

The Annual Meeting of the Trustees of the Public Library as a Corporation
was held in the Trustees Room at 4:15 p.m.

Present: Messrs. Snyder, Young and Ms. Spring, Trustees. Also present
were representatives of the staff.

Ms. Spring proposed that Mr. Snyder be reelected for another term as
President. Mr. Young seconded the motion. Mr. Snyder was declared reelected.

Ms. Spring proposed that Mr. Parks be reelected for another term as Vice
President. Mr. Young seconded the motion. Mr. Parks was declared reelected.

Ms. Spring proposed that Mr. Kelly be reelected for another term as Clerk,
Mr. Young seconded the motion. Mr. Kelly was so reelected.

Ms. Spring proposed that Mr. McNiff be reelected for another term as
Clerk Pro Tern. Mr. Young seconded the motion. Mr. McNiff was so reelected.

"VOTED: that any member of the Corporation be, and hereby is, authorized
to sign on behalf of the Corporation 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 Corporation, and by
delegation the Director, or the Clerk of the Corporation be, and
hereby is authorized to sign any and all contracts voted to be made
by the Board in the name and behalf of the Corporation and any and
all communications in connection with the award of contracts so
voted or recommended to be so voted and to authorize payments under
contracts so voted."

and

"VOTED;

that the President be, and hereby is authorized and empowered to
appoint a Finance Committee to serve until the next annual meeting,
said Finance Committee to consist of not less than a quorum of the
Trustees and to have power to act in representation of the
Corporation in the matter of the sale, purchase, investment, and
reinvestment of cash, securities, and any other holdings belonging
to the Corporation;

and

Form No. 1046G— 11/74

5:1*^

iS-^. ^^^

Minutes of Annual Meeting
Corporation
July 23, 1982
Page Two

"V^OTED: that the Finance Committee, being made up itself of not less than
a quorum of the Trustees be, and hereby is empowered to act by a
vote of not less than three members in representation of the
Corporation in the matter of the sale, purchase, investment and
reinvestment of cash, securities, and any other holdings, belong-
ing to the Corporation;

and

VOTED:

and

"VOTED:

that the Finance Committee, being made up itself of not less than
a quorum of the Trustees be, and hereby is empowered to act by
vote of not less than three members in presentation of the
Corporation in the matter of the acceptance of bequests and gifts
that may be made to the Corporation, such action as it takes in
this respect always to be reported to the next regular meeting
of the Corporation and at that time to be incorporated officially
into the records of the Corporation."

that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be, and hereby is
authorized to accept on behalf of the Trustees gifts, payments
made in recognizition for special services rendered and payments
received for the publications and prints executed under
Library sponsorship which in amount are not more than ten thousand
dollars ($10,000.) and, in connection with the acceptance of
same, to endorse on behalf of the Trustees checks so received, ^^
said amounts to be reported to the Board at the next annual meeting.

and

"VOTED: that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be. and hereby is
authorized to accept on behalf of the Trustees gifts to be added
to funds already established in the General Investment Account,
the acceptance of said amounts to be reported to the Board at their
next meeting."

Minutes of Annual Meeting
Corporation
July 23, 1982
Page Three

The Director reported that the Library had received a significant
number of grants during the past year. He spoke about the significance of
the grant under the Higher Education Act Title Il-C for strengthening
research libraries. This grant in the amount of $187,000 has allowed the
library to establish a preservation laboratory that is essential to the on-
going preservation needs of the library. Another major grant was that made
under the LSCA program in the amount of $250,000 for the microfilming of
the research library catalog and another grant under the LSCA program in
the amount of $68,000 has enabled the library to strengthen its computer
capabilities for bibliographic control. A matching grant in the amount of
$50,000 from the Massachusetts Historical Commission enabled the library to
undertake a study on the preservation and renovation of the McKim Building.
The Director emphasized the importance of preserving the McKim Building,
one of America's great pieces of architecture. Among other gifts that came
to the library during the year was a gift in the amount of $10,000 from the
Arthur D. Little Company for the strengthening of the library services to
the inventor community.

The meeting adjourned at 4:25 p.m.

Clerk

Please read, initial below and
return to the Clerk

/•^.^

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday, July 23, 1982

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 4; 30 p.m.

Present: 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 Regular Meeting of the Corporation
on April 23, 1982 were approved as presented.

Action taken by the Committee on Finance with respect to the General
Investment Account and the John Deferrari Indenture of Trust 1948 was approved
as follows:

On June 25, 1982

Contract for investment counselling services for the General
Investment Account and the John Deferrari Indenture of Trust 1948.

"VOTED: tb.at there be entered into an agreement with Messrs.
Scudder, Stevens & Clark, 175 Federal Street, Boston,
Massachusetts for investment counselling services in
connection with the General Investment Account for the
period April 1, L982 through March 31, 1983 in
accordance with the terms specified in the agreement,
the total fee for such services not to exceed twelve
thousand one hundred sixty-four dollars ($12,164.00);

and

VOTED: that Philip J. McNiff, Director, and Librarian be, and
hereby is authorized to make from time to time as
specified in the agreement for the period April 1,
1982 through March 31, 1983 between the Trustees of the
Public Library of the City of Boston and Messrs. Scudder,
Stevens & Clark, 175 Federal Street, Boston, Massachusetts
the payments prescribed by said agreement from undis-
tribured income of the General Investment Account if he
finds that the conditions precedent to such payment
have been fulfilled."

and
"VOTED

that there be entered into an agreement with Messrs.
Scudder, Stevens & Clark, 175 Federal Street, Boston,
Massachusetts for investment counselling services in
connection with the John Deferrari Indenture of Trust
Dated December 13, 1948 for the period April 1, 1982
through March 31, 1983 in accordance with the terms
specified in the agreement, the total fee for such
services not to exceed two thousand four hundred thirty-
eight dollars ($2,438.00);

and

BPL Form No 1 046F— 1 /74

Minutec of Meeting
Corporatiou
July 23, 1982
Page Two

VOTED: that Philip J. McNiff, Director, and Librarian be, and
hereby is, authorized to make from time to time as
specified in the agreement for the period April 1,
1982 through March 31, 1983 between the Trustees of
the Public Library of the City of Boston and Messrs.
Scudder, Stevens & Clark, 175 Federal Street, Boston,
Massachusetts, the payments prescribed by said agreement
from undistributed income of the John Deferrari Indenture
of Trust Dated December 13, 1948 if he finds that the
conditions precedent to such payment have been fulfilled."

The Director proposed that the Board take certain action with respect
to the distribution of trust fund income. On a motion duly made and seconded
it was

"VOTED: that Philip J. McNiff, Director, and Librarian of

the Public Library of the City of Boston be, and hereby
is, authorized and directed to cause to be distributed
and paid to the Rector of Trinity Church, to be held
by said Rector pursuant to the provisions of the 12th
Cause of the Will of Josiah H. Benton, as defined by the
Agreement of Compromise, dated January .15, 1935 and
made in connection with the administration of the trust
created by said Clause, four-tenths of the income of
Benton Book Fund for the period from July 1, 1981 to
June 30, 1982, inclusive, now held in the custody of
the Collector-Treasurer of the City of Boston, and to
cause to be distributed and paid to the Trustees of the
Public Library of the City of Boston the remaining six-
tenths of said income for said period to be applied
to the purchases provided in said Agreement of Compromise.

and

"VOTED: that Philip J. McNiff, Director, and Librarian of
the Public Library of the City of Boston be, and
hereby is, authorized and directed to cause to be
paid to the Rector of Trinity Church income for
the period from July 1, 1981 to June 30, 1982 on
the Children's Fund, now held in the custody of the
Collector-Treasurer of the City of Boston pursuant
to the provisions of the 11th Clause of the Will of
Josiah H. Benton, as required by the 12th Clause
of said Will."

^?'i:y?''^ffi^''i'^mW'^'M^

Minutes of Meeting
Corporation
July 23, 1982
Page Three

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 to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the Fe Howes Athenaeum Fund for the period from
July 1, 1981 to June 30, 1982."

and

"VOTED: that Philip J. McNiff, Director, and Librarian of t-be Public
Library of the City of Boston be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the General Investment Account for the period
from July 1, 1981 to June 30, 1982."

The meeting adjourned at 4:35 p.m.

Clerk

Please read, initial below and
:o the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday, October 29, 1982

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:55 p.m.

Present: 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 Annual Meeting and the Regular Meeting of the
Corporation held on July 23, 1982 were approved as presented.

Actions taken by the Committee on Finance since the last meeting of the
Board were approved as follows:

On September 28, 1982

"VOTED: that the Collector-Treasurer be, and hereby is,

authorized and directed on behalf of the Trustees
of the Public Library of the City of Boston to rake
the following action with respect to the John
Deferrari Indenture of Trust 1948;

Amount

Description

Rate

Price

Principal

Income

Limit

TO SELL:

$13,500

100 shs.
200 shs.

Scudder Cash Investment 10%E
Trust (hldg. $19,500)

C. R. Bard (hldg. 500) .56

Xerox (all) 3.00

1.00

41
.34

$13,000

4,100

6,800

$23,900

$1,300

600
$1,956

38
30

TO PURCHASE:

200 shs.

Federated Department
Stores

2.10

$ 9,600

$ 420

600 shs.

BankAmerica

1.52

10,800

912

$20,400

$1,332

and
VOTED:

that the Secretary of Commitees is, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No 1 046F— 1 /74

i^SsJ'S^

■':'■■.■.''":'''- }'^-'^'''^':-^^'*^'

Minutes of Meeting
Corporation
October 29, 1982
Page Two

Amount

"VOTED: that the Collector-Treasurer be, and hereby is,

authorized and directed on behalf of the Trustees
of the Public Library of the City of Boston to take
the following action with respect to the General
Investment Account:

Description

Rate

Price

Principal

Income

Limit

TO SELL:

300 shs. C. R. Bard (hldg. 2400)

300 shs. Dun & Bradstreet

(hldg. 1,300)

800 shs. Xerox (all)

700 shs. Pfizer (hldg. 2000)

.56

$ 12,300

$ 168

2.76

25,200

828

3.00

27,200

2,400

1.84

49,000
$113,700

1,288

$4,684

TO PURCHASE:

1,200 shs. Federated Department Stores 2.10

1,400 shs. BankAmerica

800 shs. Manufacturers Hanover
Corp. (hldg. 800)

and

VOTED :

1.52

2.92

48
18

$ 57,600
27,000

24,800

$109,400

$2,520
2,280

2.336
$7,136

that the Secretary of Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

50
20

Copies of the Annual Statement of Account from the Shawmut Bank were
distributed to members of the Board.

The Director stated that it was necessary for the Board to authorize
the addition of income to certain funds already established in the General
Investment Account. On a motion, duly made and seconded, it was

Minutes of Meeting
Corporation
October 29, 1982
Page Three

"VOTED:

that the sum of $27,547.37 representing the income for
the period from July 1, 1981 to June 30, 1982 earned,
by funds in the General Investment Account as follows:

Joan of Arc Fund $1,314.66 865 Units

Boston Public Library Staff Centennial Fund

Centennial Fund

John Deferrari Fund

Lee M. Friedman Fund

Lee M. Friedman Memorial Fund

hi-* M. Friedman-Books for Rare Books

Dr. Samuel Abbott Green Memorial Fund

Arthur W. Heintzelman Memorial Fund

G. K. Hall Associates Fund

Shakespeare-Emerson Fund

Helen 0. Storrow Fund

h The Wedgewood Club 25th Anniversary Fund

Stow Wengenroth Fund

be reinvested in these funds in the General Investment
Account as required by their authorizing votes on the
basis of $1.52 per unit which is hereby determined to
be the present fair value per unit."

The Director stated that sums of money had been received by the Library as
additions to existing funds in the General Investment Account. On a motion
duly made and seconded, it was

$1,314.66

865

1,946.78

1,281

44.69

3,492.13

2,297

8,780.12

5,776

25.55

300.91

198

8,586.39

5,649

421.24

277

183.25

121

61.53

2,194.28

1,444

77.54

118.30

"VOTED: that the sum of $28,518.07 representing moneys received
by the Library to be added to existing funds in the
General Investment Account as follows:

Boston Authors
Nason

Morris Goodman
Macy Margolis
Francis X. Moloney
Robert Feer
Marjorie Gibbons
Green Memorial
Mildred Kaufman
Wiggin

$ 500.00

329 Units

25,487.78

16,768Ji

50.00

10.00

900.00

592

340.00

223ii

155.29

102

25.00

16ii

1,000.00

658

be accepted as additions to these funds in the General
Investment Account on the basis of $1.52 per unit which
is hereby determined to be the present fair value per
unit."

Minutes of Meeting
Corporation
October 29, 1982
Page Four

The Director then reported that it was necessary for the Board to vote
an authorization to establish certain new funds in the General Investment Account.
On a motion duly made and seconded, it was

"VOTED: that the sum of five thousand seven hundred fifty dollars

($5,750.00) representing contributions received from Mr. Sidney
Rabb, plus additional donations tendered at this meeting of the
Board to the Trustees of the Public Library of the City of Boston
(a Corporation under Chapter 114 of the Acts of 1878) be, and the
same hereby is accepted with gratitude and funded as the Philip J.
McNiff Fund, the income to be used for the purpose of acquiring
materials of research value in the field of Irish literature;

and
VOTED:

that the sum of five thousand seven hundred fifty dollars
($5,750.00) which was this day funded as the Philip J. McNiff
Fund, be invested through the General Investment Account estab-
lished by the vote of the Board on December 1, 1950; that for
the purpose of enabling such investment, three thousand seven
hundred eighty-three (3,783) units be, and at the same hereby are,
added to said General Investment Account; and that the three
thousand seven hundred eighty-three (3,783) additional units
hereby added to the General Investment Account be, and the
same hereby are allocated to the Philip J. McNiff Fund on the
basis of $1.52 per unit, which is hereby determined to be the
present fair value per unit."

and

Minutes of Meeting
Corporation
October 29, 1982
Page Five

"VOTED: that the sum of eleven thousand six hundred ninety-three dollars
and sixty cents ($11,693.60) representing proceeds from the
George Gloss Books Sales tendered at this meeting of the Board
to the Trustees of the Public Library of the City of Boston (a
Corporation under Chapter 114 of the Acts of 1878) be, and the
same hereby is accepted with gratitude and funded as the George
Gloss Fund, the income to be used for the purchase of books to be
added to the Jordan Collection;

and
VOTED :

that the sum of eleven thousand six hundred nienty-three dollars
and sixty cents ($11,693.60) which was this day funded as the
George Gloss Fund, be invested through the General Investment
Account established by the vote of the Board on December 1, 1950;
that for the purpose of enabling such investment, seven thousand
six hundred ninety-three (7,693) units be, and the same hereby
are, added to said General Investment Account; and that the
seven thousand six hundred ninety-three (7,693) additional units
hereby added to the General Investment Account be, and the same
hereby are allocated to the George Gloss Fund on the basis of
$1.52 per unit, which is hereby determined to be the present
fair value per unit."

and

VOTED

and

that the sum of two hundred dollars ($200.00) tendered at this
meeting of the Board by Mr. Amos Wilder to the Trustees of the
Public Library of the City of Boston (a Corporation under
Chapter 114 of the Acts of 1878) be, and the same hereby is
accepted with gratitude and funded as the Monsignor Edward G.
Murray Fund, the income to be used for the purchase of materials
of permanent value in the field of ecumenism;

Minutes of Meeting
Corporation
October 29, 1982
Page Six

and

that the sum of two hundred dollars ($200.00) which was this day
funded as the Monsignor Edward G. Murray Fund, be invested
through the General Investment Account established by the vote
of the Board on December 1, 1950; that for the purpose of enabling
such investment, one hundred thirty-two (132) units be, and at
the same hereby are, added to said General Investment Account;
and that the one hundred thirty-two (132) additional units hereby
added to the General Investment Account be, and the same hereby are
allocated to the Monsignor Edward G. Murray Fund on the basis
of $1.52 per unit, which is hereby determined to be the present
fair value per unit."

"VOTED: that the sum of one thousand and sixty dollars ($1,060.00) re-
presenting donations from friends of the late Richard Ehrlich
tendered at this meeting of the Board to the Trustees of the
Public Library of the City of Boston (a Corporation under Chapter
114 of the Acts of 1878) be, and the same hereby is accepted with
gratitude and funded as the Richard Ehrlich Fund, the income to
be used for the purchase of materials of permanent value in the
field of the theater;

and
VOTED:

that the sum of one thousand and sixty dollars ($1,060.00) which
was this day funded as the Richard Ehrlich Fund, be invested
through the General Investment Account established by the vote
of the Board on December 1, 1950; that for the purpose of enabling
such investment, six hundred ninety-seven (697) units be, and at
the same hereby are, added to said General Investment Account;
and that the six hundred ninety-seven (697) additional units
hereby added to the General Investment Account be, and the same
hereby are allocated to the Richard Ehrlich Fund on the basis
of $1.52 per unit, which is hereby determined to be the present
fair value per unit."

and

"VOTED: that the sum of three thousand five hundred dollars ($3,500.00)

tendered at this meeting of the Board by Mrs. Priscilla D. Clinton
to the Trustees of the Public Library of the City of Boston (a
Corporation under Chapter 114 of the Acts of 1878) be, and the
same hereby is accepted with gratitude and funded as the
Sackville H. M. Clinton Fund, the income to be used for additions
to and preservation of the Sacco-Vanzetti Collections;

■smMif^^m;.

Minutes of Meeting
Corporation
October 29, 1982
Page Seven

VOTED: that the sum of three thousand five hundred dollars ($3,500.00)
which was this day funded as the Sackville H. M. Clinton Fund,
be invested through the General Investment Account established
by the vote of the Board on December 1, 1950; that for the purpose
of enabling such investment, two thousand three hundred and three
(2,303) units be, and at the same hereby are, added to said
General Investment Account; and that the two thousand three
hundred and three (2,303) additional units hereby added to the
General Investment Account be, and the same hereby are allocated
to the Sackville H. M. Clinton Fund on the basis of $1.52 per
unit, which is hereby determined to be the present fair value per
unit."

and

"VOTED: that the sum of fourteen thousand seven hundred eighty dollars
($14,780.00) tendered at this meeting of the Board by the
Antiquarian Booksellers Association of America, Inc. , New England
Chapter to the Trustees of the Public Library of the City of
Boston (a Corporation under Chapter 114 of the Acts of 1878) be,
and the same hereby is accepted with gratitude and funded as the
Antiquarian Booksellers Fund, the income to be used for additions
to the Rare Book and Manuscripts Collections;

and
VOTED

that the sum of fourteen thousand seven hundred eighty dollars
($14,780.00) which was this day funded as the Antiquarian Book-
sellers Fund, be invested through the General Investment Account
established by the vote of the Board on December 1, 1950; that
for the purpose of enabling such investment, nine thousand seven
hundred twnety-four (9,724) units be, and at the same hereby are,
added to said General Investment Account; and that the nine
thousand seven hundred twenty-four (9,724) additional units hereby
added to the General Investment Account be, and the same hereby
are allocated to the Antiquarian Booksellers Fund on the basis of
$1.52 per unit, which is hereby determined to be the present fair
value per unit."

and

"VOTED: that the sum of five thousand dollars ($5,000.00) tendered at this
meeting of the Board by Leo L. and Phyllis Beranek to the Trustees
of the Public Library of the City of Boston (a Corporation under
Chapter 114 of the Acts of 1878) be, and the same hereby is accepted
with gratitude and funded as the Leo L. Beranek Fund, the income to
be used for the purchase of materials in the field of

Minutes of Meeting
Corporation
October 29, 1982
Page Eight

VOTED: that the sum of five thousand dollars ($5,000.00) which was

this day funded as the Leo L. Beranek Fund, be invested through
the General Investment Account established by the vote of the
Board on December 1, 1950; that for the purpose of enabling
such investment, three thousand two hundred eighty-nine (3,289)
units be, and at the same hereby are, added to said General
Investment Account; and that the three thousand two hundred
eighty-nine (3,289) additional units hereby added to the General
Investment Account be, and the same hereby are allocated to
the Leo L. Beranek Fund on the basis of $1.52 per unit, which
is hereby determined to be the present fair value per unit."

The Director reported that in addition to moneys received the Library
had also recently received a substantial gift of prints from John and Franc?,3
Holt of Hawaii. This was the latest in the series of substantial gifts of material
given to the Trustees of the Library. In this case the collection has been
appraised at $93,000. Another substantial gift of materials including prints,
recordings and art books has been received from Albert Heckel of New York. Mr.
Heckel had previously donated a major collection of opera recordings to the Library.
The prints from this recent gift are currently on exhibit in the Wiggin Gallery.
The Library has also recently received a gift of 2,000 recordings from Radio
Canada and a commitment has been made to give to the Library three copies of
every record used in the future by Radio Canada. A gift in the amount of
$2,300 also was received from the State of Quebec toward the cost of acquiring
indexes to a major French Canadian newspaper in the Library collection.

The Director stated that we are entering into the second year of a
preservation program that has been funded under Title II-C Higher Education Act.
This grant has enabled the Library to establish a complete preservation labora-
tory for books and manuscripts and a major program of preservation is currently
underway. The Director proposed that the Library submit another proposal for
support under this same program and a continuation of this activity for a third
and fourth year. The Trustees concurred.

The Director reported that three series of educational programs have
been initiated in the district branches. This represents an attempt to begin
systematic programming throughout the branches.

With respect to the Orient Heights branch library which was burned
several months ago the Library is hoping that this building will soon be turned
over to the Trustees by the Druker Corporation the present owner. The late
Bert Druker indicated a desire that this building be given to the Trustees.

f^^'^V^E

mmifMi^m

Minutes of Meeting
Corporation
October 29, 1982
Page Nine

The Druker organization has indicated a willingness to turn over to the Trustees
whatever money is paid by the insurance company to cover the cost of the damage
by the fire. As soon as this happens the Library will proceed to rehabilitate
the building and institute library service at Orient Heights.

There was further discussion of the problem relating to the imple-
mentation of closed end book contracts that would be required under a policy
recently adopted by the City Auditor. Mr. Young reviewed again his recommenda-
tion that the Trustees a Corporation enter into a contract with the City to
cover the purchase of books for the Library. In this way there would be a need
for only one book contract and this would eliminate the problems that would other-
wise be encountered. On a motion duly made and seconded, it was

"VOTED: that there be entered into with the City of Boston a contract

between the Trustees of the Public Library of the City of Boston
(a Corporation under Chapter 114 of the Acts of 1878) and the
City of Boston for the purchase of books and other related
library materials in an amount not to exceed the amount appropriated
in the budget for books and other library related materials."

The meeting adjourned at 4:10 p.m.

.Clerk

Please read, intital below and
return to the Clerk

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday, December 17, 1982

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:50 p.m.

Present: Messrs. Snyder, Parks and Young and Ms. Spring, Trustees. Also
present were a representative of the staff and a member of the public.

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting of the Corporation held on October 29,
1982 were approved as presented.

Actions taken by the CoTimittee on Finance since the last meeting of the
Board with respect to the General Investment Account and John Deferrari Indenture
of Trust were approved as follows:

On November 10, 1982

"VOTED: that the Collector-Treasurer be, and hereby is,

authorized and directed on behalf of the Trustees
of the Public Library of the City of Boston to take
the follcwing action with respect to the General
Investment Account:

iVmount

Description

Rate

Maturity

With the proceeds from the maturing:

Price

$100,000 U.S. Treasury Notes
and the SALE of:

$150,000 Marathon Oil Deb.

8^%

'2/o

11/15/82

11/01/06

100

Principal Income

Trustee

$100,000

93,000
$193,000

$ 7,875

12,750
$20,625

To PURCHASE:

$ 35.^000 Scudder Cash Investment
Trust (hldg. 28,000)

$ 50,000 U.S. Treasury Bills

$100,000 AAA Cushion Telephone
Bonds*

9%E

15%E

6 mos.

40 yrs

*Selection to be done by Scudder at time of purchase,
and

1.00

$ 35,000

$ 3,150E

48,000

2,250E

110

110,000

5,000E

$193,000

$20,400

VOTED: that the Secretary of Committees be, and hereby is,

authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
December 17, 1982
Page Two

On November 10, 1982

Minutes of Meeting
Corporation
December 17, 1982
Page Three

On November 10, 1982

"VOTED: that the Collector-Treasurer be, and hereby is, authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following action
with respect to the General Investment Account:

Amount

Description

Rate

Maturity

Price

Principal

$75,000

TO SELL

Prime Computer
Conv. Deb,

2,300 shs. Exxon (ALL)

10%

3,00

8/1/00

900 shs. Halliburton (ALL) 1,60

$114

28
31

$ 85,500

64,400

27,900

$117,800

$13,000

TO PURCHASE

SCIT (H-$46,000)

3,00^ shs, K-Mart

1,00

2,200 shs. Bankamerica

(Hldg, 1,500 shs,) 1.52

1,600 shs. Jack Eckerd

(Hldg, 1,700 shs,) .92

$ 1

$13,000
75,000

49,000

40,000
$117,000

and
VOTED:

Income

$ 7,500

6,900

1,4'40

$15,840

$ 1,170
3,000

3,344

1,47

$ 8,986

that the Secretary of Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

Limit

$108

27
29

$ 27

Amount

$25,000

$10,000
800 shs,
200 shs,

300 shs

100 shs

"VOTED: that the Collector-Treasurer be, and hereby is, authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following action
with respect to the John Deferrari Indenture of Trust:

Description

TO SELL

Prime Computer
Conv. Deb,

800 shs, Exxon (ALL)

100 shs

ALSO TO SELL

General Electric Co.
Sinking Fund
Debentures

TO PURCHASE

SCIT (H-$17,900)

K-Mart

Bankamerica
(Hldg, 600 shs,)

Jack Eckerd
(Hldg. 400 shs,)

Federated Department

Stores

(Hldg, 200 shs.)

Rate

10%

3.00

IhX

9%
1.00
1.52

.92

2.10

Manufacturers Hanover 2.92
(Hldg. 300 shs.)

and

Maturity

8/1/00

3/15/96

Price

$114

Principal

$ 28,500

22,400
$ 50,900

7,500

5,000

4.000

50,900

Income

$ 2,500

2.400

$ 4,900

276

210

292

$ 2,782

VOTED: that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote."

Limit

$108

$ 1

$ 10,000

900

20,000

800

4,400

304

53
44

W'Vj '*lSiiv:.^JTJ^?-!iftV*j'\,-;&; ii;*^ i^Si^tSi^ivilii

^9^^

Minutes of Meeting
Corporation
December 17, 1982
Page Four

Minutes of Meeting
Corporation
December 17, 1982
Page Five

Mr. Young reported that he, the Director and the Clerk had met with
Scudder, Stevens & Clark to discuss Scudder's performance. He proposed that the
Benton wills be examined in order to determine whether or not those two Funds
and the Fellowes Athenaeum Fund could be combined into the General Investment
Account so that all of the Library's Funds could be handled by one investment
advisor, l^ile Scudder's performance was in line with the performance of com-
parable firms Mr. Young suggested that it might be well to look for proposals
from some other investment counselling firms.

The Director reported that a check in the amount of $50,000 had been
received from Mr. and Mrs. (Portland Hoffa Allen) Joseph Rines. This gift was
given to support the establishment of the Fred Allen Sound Archives. The Director
stated that the Allen Archives could become a major component in the library's
service program and he expressed the hope that additional funds would be forth-
coming from this same source.

The Director reported that Mrs. Samuel Chamberlain had completed work
on a book about her husband's prints and that she was making this work available
for publication by the Library along with the funds necessary to cover production
costs. The Library is a major holder of Samuel Chamberlain's prints but while
working on her book Mrs. Chamberlain determined that there were about fifty prints
missing from the Library's collection so she has made a gift of these fifty prints
to the Library.

Mr. Parks spoke about fund raising and the need for the Library to
follow up on an active program to pursue additional funds in case the Library
encounters a repeat of last year's experience. The Director and Mr. Snyder both
replied that there were a number of efforts underway which they were hopeful would
result in some future significant gifts.

On the repair of the Orient Heights Branch the Director stated that the
Library had received from the Druker Company a check in the amount of $29,196.12
representing the entire proceeds of a claim made by the Druker Company to their
insurance company relating to the fire damage to the Orient Heights Branch. The
Director stated that it was the intention of the Druker Company to give to the
Trustees this building since this was the wish of the recently deceased Bertram
Druker. However, this will not be done for about another 18 months since it will
take that long to clear the estate. The Director stated that this money was
turned over by the Druker Company with the understanding that it would be spent
in its entirety for the refurbishing of this building. Mr. Doberty reviewed the
proposed work. Following further discussion and on a motion duly made and seconded,
it was

"VOTED: that the sum of money in the amount of $29,196.12 received

this day from the Druker Company, 50 Federal Street, Boston,
Massachusetts be accepted with gratitude, the entire amount to
be expended for the repair and refurbishing of the Orient
Heights Branch building at 18 Barnes Avenue, East Boston,
Massachusetts. "

The meeting adjourned at 4:20 p.m.

Clerk

PJti»ase read, initial below and return
to the Clerk

Af^P^ ^-^^7^ ^*^ ^Trustee

wmmmmmmmn'm

■^s?^-"

^. k.-

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday, February 18, 1983

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 3:50 p.m.

Present: Messrs. Snyder, Parks, Young and Ms. Spring, Trustees

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting of the Corporation held on December 17,
1982 were approved as presented.

Following a recommendation from Scudder^ Stevens & Clark with respect
to the adoption of a new unit value and on a motion duly made and seconded, it was

VOTED: that effective February A, 1983, the unit value for the

General Investment Account be, and hereby is, established
as $1.88*per unit;

and

VOTED: that the Clerk of the Corporation be, and hereby is, authorized
and directed to notify the Collecttor-Treasurer of the fore-
going vote."

Upon further communication from Scudder, Stevens & Clark with respect
to the John Deferrari Indenture of Trust 1948 and on a motion duly made and
seconded, it was

VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with respect
to the John Deferrari Indneture of Trust 1948:

Amount

Description

Rate

Maturity Price Principal Income

$60,000

Proceeds from the maturing
U.S. Treasury Notes

8.00

2/15/83

$100

$60,000

$4,800

TO PURCHASE

$60,000

U.S. Treasury Notes

9.50E 2/28/85

$100

$60,000

$5,700

and

VOTED: that the Secretary of Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the fore-
going vote.''

♦Original record of $1.90 incorrectly included Bromsen Fund.
Assets in General Investment Account.

BPL Form No 1046F— 1 /74

*^^{'^^i'^^:'^^'iSf\?^?K^V^:l!l^^^]^^

Minutes of Meeting
Corporation
February 18, 1983
Page Two

Mr. Young stated that he had reviewed the matter of investment coun-
selling with the Clerk and he suggested that the Trustees at this time send out
to a selected number of investment counselling firms a request for investment
counselling for the combined trust funds held by the Trustees. He reported that
a letter had been received from the Legal staff of the Collector-Treasurer con-
firming that there was no legal barrier to the pooling of the Benton Funds with-
in the General Investment Account and so he proposed that the Benton Fund,
Children's Fund and the Fellowes Athenaeum, National Endowment for the Humanities
and the John Deferrari Indenture of Trust 1948 be all pooled within the General
Investment Account. He suggested that proposals be requested from the follow-
ing firms: Scudder, Stevens & Clark, John Hancock Advisers, Inc., Thorndike,
Doran, Paine & Lewis, Fidelity Group Institutional Investers, State Street
Research Management Company and Loomis Sayles & Co. On a motion duly made and
seconded, it was so voted.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting In Board of Trustees

Corporation Friday. March 25, 1983

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:40 p.m.

Present: Messrs. Snyder, Parks, Young and Ms. Spring, Trustees. Also
present were members of the public and members of the staff.

The President, Mr. Snyder, presiding.

The minutes of the Regular Meeting of the Corporation held on February 18,
1983 were approved as presented.

Action with respect to the General Investment Account and the John
Deferrari Indenture of Trust 1948 taken by the Committee on Finance since the last
meeting of the Board was approved as follows:

On March 14, 1983

The meeting adjourned at 3:55 p.m.

Clerk

Amount

Security

Rate

Maturity Price Principal Income Limit

Please read, initial below and return
to the Clerk

TO SELL

Trustee

1,200 shs
1,200 shs
2,500 shs

Big Three Industries (All) $ .72

E.I. DuPont (All)
Household Int'l (All)

2.40

1.65

$ 27,500

49,200

60,000

$136,700

$ 864 $22

2,880

4,125

$7,869

TO PURCHASE

2,300 shs

400 shs

800 shs

500 shs

Hercules, Inc. $1.32

Manufacturers Hanover 3.04
Corp. (H. 1,600)

Bankamerica (H. 3,700) 1.52

Ingersoll Rand (H. 1,200) 2.60

$ 78,200

18,000

17,600

23,000

$136,800

$3,036 $36
1,216 47

1,216

1,300

$6,768

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
March 25, 1983
Page Two

Minutes of Meeting
Corporation
March 25, 1983
Page Three

and

VOTED:

that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

On March 14, 1983

Following a recommendation from Scudder, Stevens & Clark with respect
to the Maury A. Bromsen Fund and on a motion duly made and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the Maury A. Bromsen Fund:

r\mount

Security

Rate

Maturity

Price

Principal

Income Limit

Proceeds from the maturing:

Amount

Security

Rate Maturity Price Principal Income Limit

$55,000

Federal Farm Credit
Bank Notes

To Purchase

14.65%

4/4/83

$100

$55,000

$8,058*

TO SELL

$60,000 U.S. Treasury Notes

9.40

2 yrs

100

55,000

400 shs

150 shs

1,650 shs

Big Three Industries (All) $ .72

E.I. DuPont (All)

Scudder Cash Investment
Trust (H. 36,769)

2.40

7.5%

$23

$ 9,200

$288

$22

6,150

360

1,650

124

and

VOTED:

5,170

*Annual rate

$17,000

$772

PURCHASE

500 shs

Hercules, Inc.

$1.32

$17,000

$660

$36

and
VOTED:

that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-
Treasurer of the foregoing vote."

that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

The Director stated that in response to a request for proposals for
photocopy services in the library three porposals were received and he recom-
mended that an agreement be entered into with Pioneer Applications, Inc. for
the provision of coin-operated photocopy services in the library. Following
discussion and on a motion duly made and seconded, it was

"VOTED: that there be entered into with Pioneer Applications,
Inc., One Washington Street, Wellesley, Massachusetts
02181, and Agreement for providing coin operated photo-
copy machines throughout the Boston Public Libfary
System, for a three-year period beginning July 1, 1983
and ending June 30, 1986, subject to the terms, agree-
ments, conditions and covenants set forth in said
Agreement."

^-i'

Minutes of Meeting
Corporation
March 25, 1983
Page Four

The Director reported that there were several areas of the new buidling
where the carpeting had worn out and there is another area in the basement where
there had never been any tile put down. He said that it was desirable at this
time to put vynal composition tile in the basement area because it has to be
prepared for the location of a major collection which might bring with it a
substantial bequest to the library. He proposed that these three areas be tiled
and that the cost of this be paid from the John Deferrari Indenture of Trust 1948
income. Following discussion and on a motion duly made and seconded, it was

"VOTED: that an amount not to exceed fifteen thousand dollars
($15,000.00) shall be spent from the John Deferrari
Indenture of Trust 1948 for the purpose of placing
tile on several areas of the Johnson Building."

The meeting adjourned at 3:50 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annua
Corporation

The Annual M

&i the Tfuqi

In Board of Trustees
Monday, May 9, 1983

f the Public Library as a Corporation

was held in the Trustees Room at 2:30 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 elected Vice President, that Liam Kelly be elected Clerk and
that Philip McNiff be elected Clerk Pro Tem. The motion was seconded by Mr. Parks
and so duly voted and approved.

On a motion duly made and seconded the following actions were approved:

"VOTED: that any member of the Corporation be, and hereby is

authorized to sign on behalf Orf the Corporation bills,
special drafts, and payrolls of the library."

and

Clerk

below and

rustee

and

"VOTED: that until the next annual meeting the President, or
Vice President, or in the inability of either, any
member of the Corporation, and by delegation the
Director, or the Clerk of the Corporation be, and hereby
is authorized to sign any and all contracts voted to be
made by the Board in the name and behalf of the Corpora-
tion 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."

"VOTED: that the President be, and hereby is authorized and

empowered to appoint a Finance Committee to serve until
the next annual meeting, said Finance Committee to
consist of not less than a quorum of the Trustees and
to have power to act in representation of the Corporation
in the matter of the sale, purchase, investment, and
reinvestment of cash, securities, and any other holdings
belonging to the Corporation."

"VOTED: that the Finance Committee, being made up itself of not
less than a quorum of the Trustees be. and hereby is
empowered to act by a vote of not less than three members
of the sale, purchase, investment, and reinvestment of
cash, securities, and any other holdings, belonging to
the Corporation;

Form No. 1046G— 11/74

Minutes of Annual Meeting
Corporation
May 9, 1983
Page Two

and
VOTED:

that the Finance Committee, being made up itself of not less
than a quorum of the Trustees be, and hereby is empowered to
act by vote of not lass than three members in representation
of the Corporation in the matter of the acceptance of bequests
and gifts that may be made to the Corporation, such action as
it takes in this respect always to be reported to the next
regular meeting of the Corporation and at that time to be
incorporated officially into the records of the Corporation."

and

"VOTED: that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be, and hereby is
authorized to accept on behalf of the Trustees gifts, payments
made in recognition for special services rendered and payments
received for the publications and prints executed under Library
sponsorship and, in connection with the acceptance of same, to
endorse on behalf of the Trustees checks so received, said amounts
to be reported to the Board at the next annual meeting."

and

"VOTED: that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be, and hereby is
authorized to accept on behalf of the Trustees gifts to be added
to funds already established in the General Investment Account
the acceptance of said amounts to be reported to the Board at
their next meeting."

The Director reported that during the past year part two of a major
grant was received from the Office of Education for the purpose of funding the
second year of a two-year program aimed at the preservation of library materials.
This grant in the amount of $345,208 enabled the Library to set up two laboratories,
one for the preservation of books and the other for the preservation of manuscripts.
The program will continue through September, 1984.

A gift of $50,000 was received from Mr. and Mrs. Rines for the
purpose of funding the establishment of the Fred Allen Sound Archives.

In addition to gifts of money the Library received a most important
collection of prints from Mr. and Mrs. John Holt of Hawaii toward the enrich-
ment of the library's print collection on the Near Eastern countries.

Minutes of Annual Meeting
Corporation
May 9, 1983
Page Three

Another major collection was received from Mr. Eugene Dselzkalejs
again in the area of pictorial materials.

In addition several significant book collections were received from
various donors.

The meeting adjourned at 2:35 p.m.

Please read^^ ini
to the Clei?k

^(lL.

::^

Clerk

and return

rustee

mim:

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 9, 1983

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 2:40 p.m.

Present: 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, presiding.

The minutes of the Regular Meeting of the Corporation held on March 25,
1983 were approved as presented.

Based on a recent conmiunication from Scudder, Stevens & Clark it was
recommended that there be a new unit value established with respect to the
General Investment Account.

"VOTED: that effective March 31, 1983, the unit value for the General
Investment Account be, and hereby is established as $2.04
per unit;

and

VOTED:

that the Clerk of the Corporation be, and hereby is authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

Mr. Young stated that in response to a request for solicitation for
proposals in respect to investment counselling services four proposals were
received. He stated that meetings would be set up with each of the four firms
in order to help in making a selection. He hoped that these meetings would be
held within the next couple of weeks.

The Director reported that he had had a telephone call from Mr. Frank
Stevens, head of the Office of Library, Education, Research and Resources Branch,
U.S. Department of Education and he was pleased to report that the Library's
proposal for continuation funding for the preservation program had been selected
for funding for the year beginning October 1, 1983. The amount of the award is
$157,577.

The Director reported to the Board the recent death of Mr. John J.
Connolly who had worked in the Library for 48 years and had retired as
Associate Director. The Director spoke in praise of Mr. Connolly's many contri-
butions to the Library and he proposed that the record of Mr. Connolly's contri-
butions to the Library be spread across the records of the Trustees. Following
discussion and on motion duly made and seconded it was so voted.

BPL Form No, 1046F— 1 /74

Minutes of Meeting
Corporation
May 9, 1983
Page Two

The Director reported that there was a growing need for some form of
building expansion. He pointed out that most of the expansion space planned in
the Johnson Building had already been used up by the use of the seventh floor
to accommodate a large collection of City documents and City building plans.
Many years ago the Trustees acquired an Armory building on Bunker Hill Street
in Charlestown since used as a Service building and he said it would be ex-
tremely useful if that building could be fitted with additional shelving and
this used for storage of lesser used materials. The Federal Government recently
allocated fifty million dollars in the Emergency Jobs Bill for Library Construction
It was recently announced that approximately one million dollars would be avail-
able in Massachusetts. For these reasons he said that it seemed desirable to
see if any of those funds would be available for the Boston Public Library — this
would require that the Library file an Intent to Apply for Funds. During the
past couple of months the Library has had an Engineer and the Andrew Wilson
Company a manufacturer of steel shelving for libraries, look at the building.
Wilson has just submitted a set of preliminary drawings for installing six levels
of shelving in the Armory. The cost would be 2.3 million dollars. The Engineer
has reported that the cost of reinforcing the floor and repairing the building
would cost about 250 thousand dollars. This means that for an expenditure of
about 3 million dollars the Charlestown Armory could be retrofitted to house the
City Archives, in addition to some of the lesser used collections, for example,
the Patent collections, the collection of City Directories, now housed
in the Central Library. In the discussion that followed the Trustees questioned
the basis on which Federal money might be made available, for example, how much
matching money is required, what kind of money could be used for matching and
when would the money have to be committed. Mr. Young moved that the Library
administration be empowered to apply to the Board of Library Commissioners for
funds for this purpose.

The meeting adjourned at 3:00 p.m.

Clerk

Please read, initial below and return
to the j2ler|

Trustee

■rj^^

■B

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Miautes of Meeting
Corporation

In Board of Trustees
Wednesday, June 22, 1983

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 4:15 p.m.

Present: Messrs. Snyder, Young and Ms. Spring, Trustees. Also present
were representatives of the staff.

The President, Mr. Snyder, presiding.

The minutes of the Annual Meeting and the Regular Meeting of the
Corporation held on May 9, 1983 were approved as presented.

The Director stated that it was necessary to take action with respect to
the distribution of income from the General Investment Account, Benton Book Fund.
Children's Fund and the Fe Howes Athenaeum Fund. On a motion duly made and seconded
it was

"VOTED: that Philip J. McNiff. Director, and Librarian of the Public
Library of the City of Boston be, and hereby is authorized
and directed to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the General Investment Account for the period
from July 1, 1982 to June 30, 1983."

Minutes of Meeting
Corporation
June 22, 1983
Page Two

"VOTED:

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 to cause to be distributed and paid to the
Rector of Trinity Church, to be held by said Rector
pursuant to the provisions of the 12th Clause of the Will
of Josiah H. Benton, as defined by the Agreement of
Compromise, dated January 15, 19 35 and made in connection
with the administration of the trust created by said Clause,
four-tenths of the income of Benton Book Fund for the period
from July 1, 198X'to June 30, 1983, inclusive, now held in
the custody of the Collector-Treasurer of the City of Boston,
and to cause to be distributed and paid to the Trustees of
the Public Library of the City of Boston the remaining
six-tenths of said income for said period to be applied^^to
the purchases provided in said Agreement of Compromise."

VOTED: that Philip J. McNiff, Director, and Librarian of the Public
Library of the City of Boston be, and hereby is authorized
and directed to cause to be paid to the Rector of Trinity
Church income for the period from July 1, 198^to June 30,
198^3' on the Chidren's Fund, now held in the custody of the
Collector-Treasurer of the City of Boston pursuant to the
provisions of the 11th Clause of the Will of Josiah H.
Benton, as required by the 12th Clause of said Will."

that Philip J. McNiff, Director, and Librarian of the Public
Library of the City of Boston be, and hereby is authorized
and directed to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the Fellowes Athenaeum Fund for the period from
July 1, 1982 to June 30, 1983."

Mr. Young reported that subsequent to interviews with four firms who
submitted proposals for investment counselling the Committee on Finance had decided
to select the firm of Thorndike, Doran, Paine & Lewis and then on motion duly made
and seconded, it was

"VOTED:

that there be entered into an agreement with Messrs. Thorndike,
Doran, Paine & Lewis, 28 State Street, Boston, Massachusetts
for investment counselling services in connection with the
General Investment Account for the period July 1, 1983 through
June 30, 1984 in accordance with the terms specified in the
agreement;

and
"VOTED

that Liam M. Kelly, Acting Director be, and hereby is authorized
to make from time to time as specified in the agreement for
the period July 1, 1983 through June 30, 1984 between the
Trustees of the Public Library of the City of Boston and Messrs.
Thorndike, Doran, Paine & Lewis, 28 State Street, Boston,
Massachusetts, the payments prescribed by said agreement from
undistributed income of the General Investment Account if he
finds that the conditions precedent to such payment have been
fulfilled."

The Director then proposed the following actions with respect to the
General Investment Account and on a motion duly made and seconded, it was

"VOTED: that for the purpose of improving trust fund management and
facilitating investment counselling the Benton Book Fund,
Children's Fund, Fellowes Athenaeum Fund, John Deferrari
Indenture of Trust 1948 and the National Endowment for the
Humanities shall be added to the General Investment Account
effective July 1, 1983."

and

"VOTED: that effective July 1, 1983 a new unit value shall be estab-
lished and adopted for the General Investment Account based on
the market value of the new combined fund as of the end of
business on June 30, 1983."

BPL Form No 1046F— 1 /74

Ky v-^a»?g:^^gll?f 3K^gg^§,;^^^ a*!g^^^^^'^gv: vft.^i^,^:;?^^;*5r^^

mimm^mr-

Minutes o£ Meeting
Corporation
June 22, 1983
Page Three

Minutes of Meeting
Corporation
June 22, 1983
Page Four

The Director stated that it was necessary to have a new vote for the
authorization of a contract for the purchase of books and on a motion duly made
and seconded, it was

"VOTED: that there be entered into with the City of Boston a contract
between the Trustees of the Public Library of the City of
Boston (a Corporation under Chapter 114 of the Acts of 1878)
and the City of Boston for the purchase of books and other
related library materials in an amount not to exceed the
amount appropriated in the Library Department budget for books
and other library related materials and in the Eastern Re-
gional Library budget for books and other library related
materials."

The Director stated that in keeping with established City policy the
Corporation would continue to utilize open-ended contracts with all of the Library's
book suppliers in those cases where the amounts exceed $2,000. Following discus-
sion and on a motion duly made and seconded it was voted that contracts be awarded
for the purchase of books and other library related materials with the following
suppliers:

ABC-CLIO Press
Santa Barbara, CA

ABC Wide World of Learning
New York, New York

ABSTRAX, Incorporated
Needham, MA

AIMS Instructional Media Services, Inc.
Glendale, CA

AMS Press, Inc.
New York, New York

American Library Association
Chicago, Illinois

American National Standards Institute
New York, New York

The Baker & Taylor Company
Some rvi lie. New Jersey

Barr Films
Pasadena, CA

Bell & Howell, Micro Photo Division
Wooster, Ohio

Beacon Films
Norwood, MA

Benchmark Films
Briarcliff Manor, New York

Blbliophilos
Cambridge, MA

Blbliophilos European Publications Service
Cambridge, MA

Bilingual Publications
New York, New York

Briggs & Briggs, Inc.
Cambridge, MA

Billy Budd

New York, New York

Bureau of National Affairs, Inc.
Washington, D.C.

CBS Records, Division of Columbia Broadcasting, Inc.
New York, New York

J. S. Canner & Co.
Boston, MA

Carousel Films, Inc.
New York, New York

Center for Research Libraries
Chicago, Illinois

Centron Educational Films
Lawrence, Kansas

Cheng & Tsui Company
Boston, MA

Churchill Films, Inc.
Los Angeles, CA

Minutes of Meeting
Corporation
June 22,1983
Page Five

Cinema 5-16mm

New York, New York

The Combined Book Exhibit, Inc.
Hawthorne, New York

Commerce Clearing House, Inc.
Chicago, Illinois

Congressional Information Service
Washington, D.C.

Coronet Films
Chicago, Illinois

CRM/McGraw-Hill
Del Mar, CA

John Cur ley & Associates, Inc.
South Yarmouthport , MA

Direct Cinema Ltd.
Los Angeles, CA

Disclosure, Inc.
Bethesda, Maryland

Walt Disney Educational Media Company
Bur bank, CA

The Eastin-Phelan Distributing Corporation
Davenport, Iowa

Eastern Book Company
Portland, Maine

Encyclopedia Britannlca Educational Corp.
Chicago, Illinois

European American Retail Music, Inc.
Valley Forge. PA

Field Enterprises Educational Corp.
Chicago, Illinois

Film Images, Inc.
Oak Park, Illinois

Films for the Humanities
Princeton, New Jersey

:>?*> ^.^js:

Minutes of Meeting
Corporation
June 22, 1983
Page Six

Films Incorporated

Wilmette, Illinois (shipping: Skokie, Illinois)

Carl Fischer, Inc.
Boston, MA

Gale Research Company
Detroit, Michigan

General Microfilm Company
Cambridge, MA

Graphic Microfilm, Inc.
Walt ham, MA

Grolier Educational Corporation
New York, New York

G. K. Hall & Company
Boston, MA

Hacker Art Books, Inc.
New York, New York

Hennessey & Ingalls, Inc.
Los Angeles, CA

Hollinger Corporation
Arlington, VA

Impact Films

New York, New York

Indiana University
Bloomington, Indiana

Information Access Corp.
Menlo Park, CA

Information Design
Mountain View, CA

Information Handling
Pittsburgh, PA

Institute for Scientific Information
Philadelphia, PA

Minutes of Meeting
Corporation
June 22, 1983
Page Seven

International Film Bureau, Inc.
Chicago, Illinois

International Film Foundation
New York, New York

Irish Book Center
New York, New York

J A Micropublishing
Eastchester, New York

Johnson Publishing Company, Inc.
Boulder, Colorado

Johnson Reprint Corporation
New York, New York

Kraus-Thorapson Organization Ltd,
Millwood, New York

Lawyers Co-operative Publishing Company
Rochester, New York

Learning Corporation of America
New York, New York

Library of Congress

Photoduplication Service
Washington, D.C.

Lucerne Films, Inc.
Morris Plains, New Jersey

Macmillan Professional & Library Services

a Division of the Macmillan Publishing Co. , Inc.
New York, New York

Microfilming Corporation of America
Glen Rock, New Jersey

MTI Teleprograms Inc.
Northbrook, Illinois

Music Exchange
New York, New York

Musical Heritage Society
Oakhurst, New Jersey

Minutes of Meeting
Corporation
June 22, 1983
Page Eight

NBC Educational Enterprises, Inc.
New York, New York

National Audio-Visual Center
Washington, D.C.

National Cinema Service
Ho-Ho-Kees, New Jersey

National Film Board of Canada
New York, New York

National Geographic Society
Washington, D.C.

National Record Plan
Deer Park, New York

New Day Film

Franklin Lakes, New Jersey

New England Micrographics, Inc.
Waltham, MA

New England Mobile Book Fair
Newton Highlands, MA

New Yorker Films
New York, New York

ORCD Publications and Information Center
Washington, D.C.

Perennial Education
Highland Park, Illinois

Phoenix Films, Inc.
New York, New York

R L. Polk & Company
Boston, MA

Prentice-Hall, Inc.
Englewood Cliffs, New Jersey

Theodore Presser Company
Bryn Mawr, PA

Minutes of Meeting
Corporation
June 22, 1983
Page Nine

Pyramid Film Producers
Santa Monica, CA

Readex Microprint Corporation
New York, New York

Reprint Distribution Services, Inc
Kent, CT

Research Publications, Inc.
New Haven, CT

Royal Distributors
North Quincy, MA

Leon Rumaks
Hempstead, New York

Russica Book & Art Shop, Inc.
New York, New York

Scholarly Resources, Inc.
Wilmington, Delaware

Society For Visual Education, Inc.
Division of the Singer Company
Chicago, Illinois

Spaulding Co. , Inc.
Randolph, MA

Standard & Poor's Corporation
New York, New York

Sterling Educational Films
New York, New York

Paul A. Stroock

Jericho, Long Island, N.Y.

Taylor-Carlisle Bookstore, Inc.
New York, New York

Texture Films

New York, New York

Theodore Front Music Literature
Van Nuys, CA

Minutes of Meeting
Corporation
June 22, 1983
Page Ten

Thorndike Press
Thorndike, ME

Time-Life Films, Inc.
New York, New York

UNIPUB

New York, New York

Ulverscroft
Guilford, CT

United Artists-MGM
New York, New York

U. S. Historical Documents Institute, Inc,
Arlington, VA

U. S. Library of Congress

Cataloging Distribution Service
Washington, D.C.

West Publishing Company
St. Paul, Minnesota

Weston Woods Studios, Inc.
Weston, CT

Westinghouse Learning Corporation
New York, New York

H. W. Wilson Company
Bronx, New York

Wittenborn Art Books
New York, New York

Wombat Films

White Plans, New York

World Book-Childcraft
Chicago, Illinois

Worldwide Books, Inc.
Boston, MA

T^W'i!iS^^!^^!^^:!^M^'yx::^^'^^

Minutes of Meeting
Corporation
June 22, 1983
Page Eleven

University Microfilms International
Ann Arbor, Michigan

University ^Jusic Editions
New York, New York '

The Audio Buff Co.
Athens , Ohio

Parnassus Book Service
Yarmouth Port, MA

African and Caribbean Imprint Library Services
Falmouth, MA

Lectorum Publications
New York, New York

Interstate Distributors Co., Inc.
East Walpole, MA

Garland Publishing Inc.
New York, New York

Victor Kamkin
Rockville, Maryland

The Director stated that the Trustees hold several small trust
funds with principal less than $2,500. He proposed that in the case of these
funds the income be added back into the principal until such time as the funds
reached the $2,500 mark after which time the income would be used for the purpose
specified by the donor. Following discussion and on a motion duly made and
seconded, it was

"VOTED: that in the case of all trust funds with the principal of
less than $2,500 as of June 30, 1983 the income shall be
added back into the principal until such time as the
principal of the fund reaches $2,500 after which time the
income from that fund shall be used for the purchase
originally specified by the donor."

Minutes of Meeting
Corporation
June 22, 1983
Page Twelve

The Director reported that the microfilming of the Research Library
Catalog had been completed with the help of several grants from the Office of
Education and from the Board of Library Commissioners — LSCA Program. This means
that the material which previously occupied 7010 catalog card trays is now
contained in 2693 6x4 inch microfiche. The Director pointed out that this
is a quality product that will improve library service within the library
itself and will facilitate access to the Boston Public Library collections for
library users throughout the State.

The meeting adjourned at 4:45 p.m.

Clerk

Please read, initial below and
return to the Clerk

Trustee

r*-

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Tuesday, August 23, 1983

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:20 p.m.

Present: 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 Corporation held on June 22,
1983 were approved as presented.

Mr. Kelly reported receipt of a set of recommendations from Stephen Paine
of Thorndike, Doran, Paine & Lewis. Following discussion and on a motion duly made
and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

TO SELL:

Amount

30,000
50,000
15,000
11,000
14,000
30,000

6,000
30,000

6,000

3,000
10,000
30,000

5,000
10,000
15,000
25,000
15,000
10,000
20,000

5,000

100,000

25,000

Issue

Int*l Bank Recon. & Dev.

Ford Motor Credit

Appalachian Power

Weyerhaeuser

Allied Chemical

Union Pacific

Con. Edison

Phil. Electric

Southwest Gas 6. Electric

General Tel. of Cal .

Northern Natural Gas

Baltimore Gas & Electric

Mobil Corp.

Conn. Light & Power

Appalachian Power

Florida Power & Light

Pacific Gas & Electric Series XX

Penn. Power & Light

Northern Natural Gas

Canada Government

TO PURCHASE

GNMA

U.S. Treasury Note

Coupon

Maturity

Income

7 3/4%

8/01/87

$2,250

8 7/8

8/15/90

4,438

5/01/88

600

5.20

5/01/91

572

3.20

11/01/91

728

2 L/2

3/01/91

750

4 L/4

10/01/86

255

4 3/8

12/01/86

1,313

4 5/8

1/01/87

278

4 1/2

9/01/86

135

5 3/4

5/01/86

575

4 5/8

8/01/90

1,388

8 1/2

6/15/01

425

8 3/4

1/01/00

875

7 5/3

2/01/02

1,144

7 1/2

1/01/03

1,875

7 L/2

12/01/03

1,125

9 3/4

11/01/05

975

11/01/95

1,800

8 5/8

4/01/98

431

Minutes of Meeting
Corporation
August 23, 1983
Page Two

Amount

200

300

700

270

400

150

1,900

1,000

2,800

1,000

2,000

2,900

3,800

1,800

1,686

4,000

1,000
3,000
2,000
1,000
2,000
1,000
7,000
350
600
1,500
3,000
2,000

TO SELL

Issue

Abbott Laboratories

Aetna L & C

Central So. West

CIGNA Corp.

Citicorp

E. I. DuPont

Eaton Corp.

Gulf States Utilities

Hercules, Inc.

Hilton Hotels

Ingersol Rand

IT&T

K Mart

Marsh & McLennan

Pillsbury Co.

Santa Fe Industries, Inc,

Scoville, Inc.

TO PURCHASE

American International Group

Automatic Data Processing

Brown-Forman Distillers Class B

Commerce Clearing House

Dart & Kraft, Inc.

Federal Express

Fleming Cos.

(General Electric

Minnesota Mining ^ Manufacturing

Raytheon

SCO A

Xerox

and
VOTED:

10,000

11,000

12,000

11,000

16,000

7,000

80,000

17,000

102,000

56,000

107,000

124,000

133,000

75,000

107,000

34,000

103,000

$ 70,000

108,000

60,000

58,000

130,000

67,000

182,000

17,000

45,000

75,000

81,000

92,000

that the Secretary of the Committees be, and hereby is
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

11 1/2

11 3/8

12 3/8

8/15/86
1/15/88

$11,500

11,375

3,094

BPL Form No 1046F— 1 /74

,S^

Minutes of Meeting
Corporation
August 23, 1983
Page Three

Mr. Kelly stated that there was a need to have someone appointed Clerk
of the Corporation Pro Tem and he recommended that Jane Manthorne be so appointed,
On a motion duly made and seconded it was so voted.

The meeting adjourned at 3:25 p.m.

('?t?C7?i^.

.^.r ■ Clerk Pro Tern

Please read, initial below and return
to the Clerk Pro Tem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, September 23, 1983

A meeting of the Trustees as a Corporation was held in the Trustees Room
at 3:40 p.m.

Present: Messrs. Parks, Young, Bulger and Ms. Spring, Trustees. Also
present were members of the public and representatives of the staff.

The Vice President, Mr. Parks, presiding.

The minutes of the Regular Meeting of the the Corporation held on
August 23, 1983 were approved as presented.

The first item of business was the election of a President and Ms.
Spring 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.

Mr. Kelly reported receipt of recommendations from Thorndike, Doran,
Paine & Lewis and on a motion duly made and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO SELL:

Amount

1600
1000
1300
1500

Issue

ALCOA (Aluminum Company of America)
Times Mirror Company
Caterpillar Tractor Company
Federated Department Stores

TO PURCHASE

500

501

500

520

1220

420

1500

2000

American International Group

Schlumberger Ltd.

General Electric Company

Coca-Cola Company

Colgate-Palmolive

Procter & Gamble Company

R. H. Macy

Gannett Company

A. C. Nielsen

PHH Group

Sysco Corporation

VOTED: that the Secretary of the Committees be, and hereby is

authorized and directed to notify the Collector-Treasurer
of the foregoing vote.

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
August 23, 1983
Page Two

The meeting adjourned at 3:45 p.m.

: ^f/A':t%^4af^^^^ Clerk Pro Tern

Please read, initial below and return
to the Clerk PjifluTem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, November 18, 1983

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees Room at 3:45 p.m.

Present at the meeting were Messrs. Parks and Young and Ms. Goodwin,
Trustees. Also present were Samuel Bass Warner, Chairman 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 Corporation held on
September 23, 1983 were approved as presented.

Action taken by the Committee on Finance since the last meeting with
respect to the General Investment Account was approved as follows:

On October 11, 1983

"VOTED: that the Collector-Treasurer be, and hereby is authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

TO SELL:

Amount

1350
2600
1300
3000
638
1000

Issue

American Express

International Flavors and Fragrance

International Paper Co.

Santa Fe Industries Inc.

Eastman Kodak Co.

Motorola

TO PURCHASE

2000

500

2000

3000

640

300

Farmers Group

Gannett Inc.

Tandon

Kidex

J. P. Morgan Co.

Pepsico Inc.

and
VOTED :

that the Secretary of the Committees be, and hereby is
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
November 18, 1983
Page Two

On November 9, 1983

"VOTED: that the Collector-Treasurer be, and hereby ia authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

Amount

Description

Rate

Maturity

Price

TO SELL:

4,000

Public Service
Electric & Gas

4 3/8% 11/1/83

$83.50

and

VOTED :

that the Secretary of the Committees be, and hereby is
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

Action taken by the Committee on Finance since the last meeting with
respect to expenses related to the search for a new Director were approved as
follows :

On October 27, 1983

"VOTED: that all expenses related to the search for a new Director and
Librarian shall be paid from the John Deferrari Indenture of
Trust 1948, such expenses not to exceed $25,000."

There being no other business the meeting was adjourned at 3:50 p.m.

r^j^^:

. .Clerk Pro Tem

Please read, initial below and return
to the Clerk Pro Tem

Trustee

■

i^fc£'viwL:a^a^^:'?lfe^;'~?^itit^^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, December 16, 1983

A meeting of the Trustees as a Corporation was held at 4:15 p.m.

Present: Messrs. Parks, Young, Bulger and Mmes. Spring and Goodwin.
Also present were members of the staff and public.

The President, Mr. Parks, presiding.

The minutes of the Regular Meeting of the Corporation held on November 18,
1983 were approved as presented.

The meeting then moved into Executive Session. Mr. Kelly provided
extensive background on Maury A. Bromsen's expression of interest in bequeathing
the bulk of his substantial estate to the Boston Public Library and in making
the former Rare Book Room in the McKim Building into a Hall of the Americas
in Mr. Bromsen's name. The Board discussed the ramifications of the matter indicat-
ing the wisdom of getting a legal opinion and the need for Mr. Bromsen to express
his intent in a letter. No formal action was taken, but the Board expressed
interest in moving toward a binding arrangement consistent with Mr. Bromsen's plan.

The meeting adjourned at 4:40 p.m.

^M^fx^^cryH^.

Clerk Pro Tem

Please read, initial below and return
to the Clerk

1<J0/H K. (ImnLu'^

Trustee

BPL Form No 1046F— 1 /74

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, January 27, 1984

A meeting of the Trustees as a Corporation was held in the
Trustees Room at 3:50 p.m.

Present: Messrs. Parks, Young, Bulger and Ms. Spring, Trustees,
and Professor Sam Bass Warner, Jr. and Library staff.

The President, Mr. Parks, presiding.

Prior to followng the Order of Business, Mr. Parks addressed
queries to Mr. Kelly on the stipulations made by the Trustees of Fellowes
Athenaeum in their transfer of assets to the Trustees of the Boston Public
Library and the use of funds for Dudley Branch Library. In short, were
they to be used "in lieu of" city appropriations rather than "in addition
to." Mr. Kelly said use was "in lieu of."

The minutes of the regular meeting of the Corporation held on
December 16, 1983 were approved as presented.

confirmed.

A vote by the Finance Committee on December 29, 1983 was
In a motion duly made and seconded it was

"VOTED: that James V. Young be, and hereby is authorized to execute
and deliver for and in behalf of the Corporation, a contract
with the City of Boston, l/b/a The Boston Public Library
for renovation, restoration and extraordinary repairs to
the McKim Building."

Mr. Young made a brief background preface to the votes
related to action with respect to the General Investment Account

On December 29, 1983

"VOTED: that the Collector-Treasurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

TO SELL, ASSIGN AND TRANSFER:

Amount

Issue

1470

Public Service of Indiana

4000

Jack Eckerd

TO PURCHASE:

1480

T (American Telephone & T

old stock selling about $61, not
any of the "When Issued" securities)

and
"VOTED:

that the Secretary of the Committees be, and hereby is
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

BPL Form No 1046F— 1 /74

■ mm

"•

Minutes of Meeting
Corporation
January 27, 1984
Page Two

•

On January 5, 1984

•

"VOTED: that the Collector-Treasurer be, and hereby is authorized
and directed on behalf of the Trustees of the Public
Library of the City of Boston to take the following action
with respect to the General Investment Account:

TO SELL, ASSIGN AND TRANSFER:

Amount Issue

1175 GTE Corp.
800 Union Pacific Corp.
90 Philip Morris
2000 Federal Express Corp.

4000 American Telephone & Telegraph*
400 NYNEX*
400 Pacifc Telesis*

TO PURCHASE:

Procter & Gamble Co.

500

R. H. Macy 6. Company

1000

Tandon Corp.

1500

Upjohn Company

400

Pfizer, Inc.

600

Bell South*

800

Bell Atlantic*

800

Southwestern Bell*

800

U. S. West*

*A11 of these Telephone Securities are trading on a
"When Issued" basis.

and
VOTED:

that the Secretary of the Committees be, and hereby is authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

Minutes of Meeting
Corporation
January 27, 1984
Page Three

On a mption duly made and seconded it was voted to adopt, effective
December 31, 1983, the unit value for the General Investment Account as recommended
by Thorndike, Doran, Paine & Lewis,

In a brief discussion Mr. Young described his meeting with a member
of Arthur Young's staff and noted that this past year had seen a substantial
gain over the prior year in market value of Library's accounts.

In introducing the McKim Project, Mr. Kelly explained the split of
$12,300,000 for the McKim building and the remaining $2,700,000 of the
$15,000,000 loan order authorization. Public Facilities is responsible for
managing expenditure of $2,700,000 and Trustees, the $12,300,000. Mr. Parks
noted that before they embarked on contractual arrangements for rehabilitation
of the McKim building, they must discuss building use since the Stull report
and how use impacts on changes. Mr. Kelly pointed out that the Stull report
only made recommendations which would be considered in the next design phase.
Mr. Doherty added that the feasibility study was based on Library's tentative
program; and Mr. Parks summarized that the question is: Is program in feasibility
study now valid? Ms. Spring suggested that we're already on a track and now
is the time to examine the Stull report; also that an extensive walk-in tour
would be helpful. Mr. Doherty agreed to schedule a briefing. Mr. Parks pointed
out that the next step in the McKim program is setting up a selection committee.
Mr. Kelly noted alternative ways of determining membership on the committee. The
last time, he pointed out, the Trustees as a whole served as the Building
Committee. An alternative way would be that used by Public Facilities. Mr. Young
asked that by next meeting an outline be readied on all the uses and pitfalls that
may be ahead as the Trustees act in compliance with contract requirements, public
bidding, etc. This preliminary consideration is necessary so that the program
gets the support it needs. Mr. Parks noted that the process is dictated by state
law and Public Facilities, that the important part of the process is how it is
carried out. He summarized the process as: Here is the process. Here are the
various ways to carry it out. Who will oversee the project?

Mr. Kelly reported on gifts to the Library over the past six weeks
from James Young, Sybil Stone Foundation, Philip J. McNiff, Amoskeag Company,
Henry Homblower Fund, Inc., and Arthur Vershbow of Modem Die and Machine Company.
He noted that the Young gift will be matched by a grant from Field Enterprises,
the Stone gift is an annual donation for the Print Department. Mr. BCelly cited
the substantial gift from former Trustee Edward G. Murray, his personal library
collection appraised at $16,500. In response to a question from Mr. Parks, Mr.
Kelly said that such gifts did not come to the Library as a result of any program
but basically "they come to us by individual interest and inclination cultivated
and encouraged by deliberate staff contact.

A discussion followed on the need for a Development Office which would
encompass development of grant proposals, other fund-raising efforts, and public
relations related to promotion of the Library in the press nad professional

«•

Minutes of Meeting
Corporation
January 27, 1984
Page Four

journals.;. Mr. Kelly suggested such an office would require staffing of two
or three people with a budget of approximately $80,000. It was agreed that
there is a need to consider a development office for the Library in terms of
overall program, job descriptions, budget. Mr. Kelly saw this as an appropriate
activity for the new administration and considered the McKim Project as a
focus for such activity, a reason for high level/intensive fund-raising.

Mr. Kelly described various aspects of the Library's publication
program. The printed version of the 8th annual Maury A. Bromsen Lecture in
Humanistic Bibliography has just been published. Photography and the Book
by Beaumont Newhall has already received praise from Ansel Adams and a review
copy has been requested by a Netherlands journal. The Library's catalog of
publications recently received an award for "demonstration of excellent crafts-
manship" from the International Association of Printing House Craftsmen.
Library artist Richard Zonghi was credited with the fine design work which led
to this award. Another major publishing effort has been the conversion of the
Research Library catalog to microfilm by Spaulding Micrographics Company. Mr.
Kelly showed the brochure and noted that the Library will gain some revenue
from the conversion through royalties. Another publishing activity is the
catalog service provided to the Eastern Region from a computer system owned
by the Trustees and funded in part by the Permanent Charities Corporation,
Digital Equipment and the Library Services and Construction Act. Mr. Kelly
cited as examples of cost-saving the fact that last year 41,000 acquisitions
were processed through this system which — without it — would have cost us
$140,000 through a library utility. More than 200,000 titles for 80 libraries
in the region were processed (including cards and labels) at a substantial
saving. .This processing is subsidized by the state as part of the Eastern
Region budget.

, Mr. Kelly reported on a meeting he had last week with members of

the Associates citing ideas and plans which emerged from that meeting. The
suggestion was made to commission a poster for the Library by Lance Hidy,
possibly helpful in fund-raising. A book sale is planned for October. The
Associates also hope to resume work on the theatre collection. Also discussed
was the possibility of opening a shop which would sell paper, pencils.
Library publications. Mr. Kelly suggested that the present sales area which
has not proved an ideal location be used instead for copiers, microcomputers,
and typewriters. He suggested that the Trustees consider locating a shop in
the area between the Boston Room and circulation desk. The Trustees gave their
support to this plan and pointed out the wisdom of looking into the shops in
museums and other institutions.

Adjourned at 4:22 p.m.

iB':^rT>^

Clerk Pro Tern

Please read, initial below and return
to the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, February 24, 1984

A meeting of the Trustees as a Corporation was held at 5:40 p.m.

Present: Mr. Parks, Mmes , Spring and Goodwin

The President, Mr. Parks, presiding.

The minutes of the Regular Meeting of the Corporation held on January 27,
1984 were approved as presented.

Mr. Kelly described the handling of funds in the General Investment
Account and how periodically the Board must vote to add money to such funds. On a
motion duly made and seconded, it was

"VOTED: that the sum of $887,838.84 representing miscellaneous
gifts and royalties contributed to funds established
in the General Investment Account as follows:

Fred Allen Fund
Antiquarian Booksellers Fund
Leo L. Beranek Fund
Boston Authors Club Fund
John J. Connolly Fund
Charlotte Cushman Fund
Richard A. Ehrlich Fund
Robert Feer Fund
Marjorie Gibbons Fund
George Gloss Fund
Samuel A. Green Memorial Fund
Humanities Endowment Fund
Mildred Kaufman Fund
Friends of Kirstein Fund
Philip J. McNiff Fund
Msgr. Edward G. Murray Fund
Thomas Nason Fund
Wiggln Fund

be added to those funds;

Amount

$51,045.00

2,039.79

200.00

350.00

625.00

400.00

80,329.87

2,020.00

160.00

4,668.30

115.63

700,000.00

25.00

5,010.00

1,520.00

1,800.00

35,530.25

2,000.00

and
VOTED:

that the sum of $887,838.84 which was this day added
to the below mentioned funds be invested in units in
the General Investment Account according to the follow-
ing allocations:

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
February 24, 1984
Page Two

Units

Fred Allen Fund
Antiquarian Booksellers Fund
Leo L. Beranek. Fund
Boston Authors Club Fund
John J. Connolly Fund
Charlotte Cushman Fund
Richard A. Ehrlich Fund
Robert Feer Fund
Marjorie Gibbons Fund
George Gloss Fund
Samuel A. Green Memorial Fund
Humanities Endowment Fund
Mildred Kaufman Fund
Friends of Kirstein Fund
Philip J. McNiff Fund
Msgr. Edward G. Murray Fund
Thomas Nason Fund
Wiggin Fund

24,307
971
95
167
298
190
38,252
962
76
2,223
55
333,333
12
2,386
724
857
16,919
952

on the basis of $2.10 per unit, which is hereby determined to be
the present fair market value per unit."

Next Mr. Kelly described the establishment of funds in the General In-
vestment Account in amounts not less than $2,000. He indicated that the first
fund the Trustees were about to vote on was an exception but was one for which
the donors planned continuing donations. Mr. Kelly gave background on the various
new funds, the donors, and any special stipulations related to use. On a motion
duly made and seconded, it was

"VOTED: that the sum of seven hundred twenty five dollars ($725.00)
tendered at this meeting by Roxbury Memorial High School
for girls. Class of 1933 to the Trustees (^ Corporation under
Chapter 114 of the Acts of 1878) be, and the same hereby is
accepted with gratitude as the Branch Library Scholar's Fund
the same to be invested, the income to be used for an annual
book award to a Branch Library Aide;

and

Minutes of Meeting
Corporation
February 24, 1984
Page Three

VOTED: that the sum of $725.00 which was this day funded as the

Branch Library Scholar's Fund be invested through the General
Investment Account established by vote of the Board of
Trustees on December 1, 1950.; that for the purpose of
enabling such investment three hundred forty-five units be,
and the same hereby are, added to said General Investment
Account and allocated to the Branch Library Scholar's Fund
on the basis of $2.10, which is hereby determined to be
the fair unit value."

and

"VOTED: that the sum of three thousand fifty dollars ($3,050.00)
tendered at this meeting by relatives and friends of Mary
Sisto Avantaggio to the Trustees (a Corporation under
Chapter 114 of the Acts of 1878) be, and the same hereby
is accepted with gratitude as the Mary Sisto Avantaggio
Fund, the same to be invested, the income to be used for
the purchase of books or other library materials for the
permanent collections of the Fine Arts Department;

and
VOTED

that the sum of $3,050.00 which was this day funded as
the Mary Sisto Avantaggio Fund be invested through the
General Investment Account established by vote of the
Board of Trustees on December 1, 1950; that for the purpose
of enabling such investment one thousand four hundred fifty-
two units be, and the same hereby are, added to said
General Investment Account and allocated to the Mary
Sisto Avantaggio Fund on the basis of $2.10, which is
hereby determined to be the fair unit value."

and

"VOTED

and

that the sum of twenty-nine thousand six hundred and
ninety-five dollars ($29,695.00) tendered at this meeting
by Helen Sagoff Slosberg to the Trustees (a Corporation
under Chapter 114 of the Acts of 1878) be, and the same
hereby is accepted with gratitude as the Helen Sagoff
Slosberg Fund, the same to be invested, the income to be
used for the purchase of contemporary prints , drawings ,
or paintings by artists in some way related to Boston;

J^i^

inutes of Meeting
Corporation
February 24, 1984
Page Four

VOTED :

and

that the sum of $29,695.00 which was this day funded as the
Helen Sagoff Slosberg Fund be invested through the General
Investment Account established by vote of the Board of
Trustees on December 1, 1950; that for the purpose of enabling
such investment fourteen thousand one hundred forty-one units
be and the same hereby are, added to said General Investment
Account and allocated to the Helen Sagoff Slosberg Fund on the
basis of $2.10, which is hereby determined to be the tair
unit value."

"VOTED: that the sum of thirteen thousand eight hundred and eighty-
seven dollars ($13,887.00) tendered at this meeting by
friends of Joseph M. Edinburg to the Trustees (a Corporation
under Cahpter 114 of the Acts of 1878) be, and the same
hereby is accepted with gratitude as the Joseph M. Edinburg
Book Fund, the same to be invested, the income to be used
for the purchase of library materials to benefit scholars
and researchers;

and

VOTED

that the sum of $13,889.00 which was this day funded as
the Joseph M. Edinburg Book Fund be invested through the
General Investment Account established by vote of the Board
of Trustees on December 1, 1950; that for the purpose of
enabling such investment six thousand six hundred thirteen
units be, and the same hereby are, added to said General
Investment Account and allocated to the Joseph M. Edinburg
Fund on the basis of $2.10, which is hereby determined to be
the fair unit value."

and

"VOTED: that the sum of three thousand one hundred dollars ($3,100.00)
tendered at this meeting by Edward and Rita Dinneen to the
Trustees (a Corporation under Chapter 114 of the Acts of 1878)
be, and the same hereby is accepted with gratitude as the
Rita Dinneen Fund, the same to be invested, the income to
be used for the Kirstein Library;

and

Minutes of Meeting
Corporation
February 24, 1984
Page Five

VOTED: that the sum of $3,100.00 which was this day funded as the

Rita Dinneen Fund be invested through the General Investment
Account established by vote of the Board of Trustees on
December 1, 1950; that for the purpose of enabling such
investment one thousand four hundred seventy-six units be,
and the same hereby are, added to said General Investment
Account and allocated to the Rita Dinneen Fund on the basis
of $2.10, which is hereby determined to be the fair unit value."

In other business Mr. Kelly mentioned that the Associates plan to
commission a poster by Lance Hidy; that the Examining Committee plans to have
its report ready by next week; and that the Trustees should plan to discuss soon
the report of the Transition Team. Mr. Kelly called attention to the updating
of the panels giving Trustees names and years of service by carver Brooke
Roberts, grandson of Francis Comstock. Mr. Roberts apprenticed in carving and
stone cutting under John Benson of Newport , .Rhode Island, who did most of the work
in the Johnson Building.

The meeting adjourned at 5:47 p.m.

/k^, . 7/^': r^.

(^f^T-r: Clerk Pro Tern

Please read, initial below and return
to the Clerk

-^t' JUx.'n. ^(2iL>^

Trustee

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TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, March 22, 198A

A meeting of the Trustees as a Corporation was held in the Trustees
Room at 10:09 a.m.

Present: Messrs. Parks, Bulger, and Ms. Spring, Trustees
The President, Mr. Parks, presiding.

The minutes of the Regular Meeting of the Corporation held on February 24,
1984, were approved as presented.

Following a recommendation made by Thorndike, Doran, Paine & Lewis,
and approved by the Finance Committee on February 29, 1984, on a motion duly made and
seconded, it was

"VOTED:

and
VOTED :

TO SELL, ASSIGN AND TRANSFER:

$40,000 U.S. Treasury Note 15 1/8 due 2/29/84
TO PURCHASE

. ^40,000 U.S. Treasury Note 10 3/8 due 5/15/85

that the Secretary of the Committees be, and hereby is authorized
and directed to notify the Collector-r-Treasurer of the foregoing
vote."

Mr. Kelly described two grant proposals which have been submitted. The
first is for the support of a project to microfilm newspapers; the second seeks
funding for a literacy program.

Following a presentation by Mr. Doherty on the program for restoration
of the McKim Building and the need to move forward on it, on a motion duly made
and seconded it was voted to proceed with the McKim program by appointing a Design
Committee by telephone discussion and vote; and by proceeding with advertising
for restoration.

The meeting adjourned at 10:14 a.m.

(^^/?^tI3^^?^'^— ' • • • ^^^""^

Prg Tem

Please read, initial below and return
to the Clerk

BPL Form No 1046F— 1 /74

QlcQ]ccA^

Trustee

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, April 5, 1984

A meeting of the Trustees of the Public Library as a Corporation
was held at 9:30 a.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Goodwin, Luthin, and Gaines (delayed arrival), Arthur F. F. Snyder, former
Trustee, members of the staff and public.

In view of the fact that the newly constituted Board of Trustees,
with three new members appointed, was then without a President and Vice-
President, and consistent with the By-Laws on occurrences and filling of
vacancies, it was voted that William M. Bulger serve as President pro tem
of the meeting, the next scheduled meeting being the Annual Meeting with
election of officers.

The minutes of the Regular Meeting of the Corporation held on
March 22, 1984 were approved following confirmation from the Clerk of the
Corporation that, as a matter of courtesy, the minutes had been submitted
to the three former Board members, who had been in attendance at the March
22, 1984 meeting, for their suggested changes or corrections; the Clerk
reported that none had been received.

It was noted that the Annual Meeting of the Corporation, held on
the first Monday of May, would take place at 9:30 a.m. on May 7, 1984, in
the Trustees" Room, Central Library.

Mr. Kelly gave an extensive description of "where we stand" on the
McKim Building renovation: the Loan Order appropriation of $15 million by
City Council in November, with $12.3 million allocated for the McKim Build-
ing; the executed contract to allow the Trustees, instead of Public Facili-
ties, to administer the project. The $12.3 million figure was based on the
1981 feasability study by Stull Associates which projected a figure of
$16 million, but Mr. Kelly reported that $12.3 million would move the job
forward toward substantial completion. Private money will be needed to
attend to such matters as the cleaning of art works. $2.2 million was
identified as necessary to refurbish the Charlestown Armory, this figure
based on estimates from the engineering firm and a manufacturer of steel
shelving. $500,000 of the $15 million Loan Order presently will be
directed to refurbishing branches: new roofs for three branches, air
conditioning for twelve. A proposed addition to the West Roxbury, Mr.
Kelly said, is not possible under the Loan Order.

Mr. Moloney expressed concern as to whether the same standard of
care and craftsmanship was applied to all Library buildings. Discussion
followed on why Public Facilities handles branch repairs, and Trustees, the
Central Library. Much discussion centered on possible ways to move total
responsibility for buildings repair and maintenance from Public Facilities
to the Library, or — alternatively — to make Public Facilities more respon-
sible, more prompt, more cost-conscious. Cited were several "worst
examples" of buildings with problems: Grove Hall, with leaking roof, faulty

BPL Forin No 1046F— 1 /74

^im^^s^s

Minutes of Meeting
Corporation
April 5, 1984
Page Two

electrical fixtures and system, malfunctioning drainage system, and water-
ruined rugs; Codman Square, leaky roof; Lower Mills — opened last year — with
leaks, inoperable HVAC system; Dudley, with unusable auditorium in winter
and summer. Examples were cited by the staff of the Library's signifi-
cantly more cost effective handling of branch repairs, e.g., the refurbish-
ing of fire-damaged Orient Heights with only $30,000 of donated Druker
funding. Mr. Kelly agreed to provide the Trustees with a list of Library
maintenance needs. On a motion duly made and seconded it was

"VOTED: that the Director be authorized to consult with the
Director of Public Facilities with the view in mind
of the Trustees of the Public Library of the City
of Boston achieving, to the extent practicable, the
repair, maintenance, and alteration of the Library
buildings, and to report to the Trustees the results
of these discussions."

Mr. Kelly reported that the McKim Building Project is "on
hold." The Trustees expressed the usefulness of a tour of the building
in addition to "breathing room" to review the Stull Associates' report.
He reported that Public Facilities has advertised for design services for
both the Charlestown Armory and branches but that no contracts have been
awarded, and there are no immediate time constraints involved.

On the matter of notification of Trustees' meetings, on a
motion duly made and seconded it was

"VOTED: that notices of Trustees' meetings be posted to each

branch library and union officers as well as the Office
of the City Clerk as required by the Open Meeting Law."

The Trustees next requested background data on the search for
a Library Director — the appointment of a Search Advisory Committee, the
costs expended to date for the search, the confidentiality and public
disclosure aspects of the search.

Mr. Kelly reported that the Search Committee was dissolved
and members were appropriately thanked at the meeting of January 27, 1984
and that the Library's records reflect an aggregate expenditure for the
search of $15,255.62 out of the authorized $25,000. Mr. Moloney queried
whether advice from the Corporation Counsel had been requested on the law
related to disclosure and confidentiality in the search process. It was
reported that no consultation had taken place. On a motion duly made and
seconded it was

"VOTED: that the Clerk of the Corporation, on behalf of the
Trustees, consult with the Corporation Counsel for
advice as to the effect of appliccible law in respect
to disclosure and confidentiality in the search for
a Director process."

Minutes of Meeting
Corporation
April 5, 1984
Page Three

The Trustees considered the possibility of holding meetings
in branches as a means of "getting a sense and feeling of the Library
system as a whole," and as a means for encouraging people to attend. The
decision was made to hold the next meeting at the Hyde Park Branch which,
it was reported, has strong support from the community, an active Friends
group, and a good branch librarian. The Trustees agreed that branches
need attention. Not a new idea: Mr. Moloney cited his recent reading of
Whitehill's history of the Library in which it was noted that Director
Milton Lord once listed priorities in this order: branches. Central,
business operation. So the importance of branches is not a radical thought.

Next, former President of Trustees Arthur F. F. Snyder re-
quested permission to speak. He expressed particular pleasure in the
atmosphere of the meeting, in the discussion and openness of approach.
He called this meeting the first one in five years in which he did not
sense a "hidden agenda. " He described how recent incumbents of the Board
had obvious ties with the political scene. In the past, he pointed out,
the 1877 Law brilliantly divided the Trustees of the Library from the City
of Boston and its politics. One hundred years ago, he said, there were
five great institutions in Boston: the Police Department, the School De-
partment, the City Hospital, the Park Department, and the Library. Because
politics has infiltrated the other four, only the Library is left. The
Trustees are not responsible to the Mayor. They are responsible to them-
selves and to the people of the City. He commended the Trustees and
reminded them that they should make decisions as "an island alone" with
responsibility only to the people.

The focus of the meeting next moved to personnel with several
questions posed: Could one person in personnel be responsible for recruit-
ment? Are paper qualifications in order? Are salaries competitive?

Mr. Kelly indicated that we can "put the finger" on a number
of problems: substantial budget cutbacks, earlier freezes in filling
positions, and — of course — Proposition 2i. He called attention to entry
level salaries which are not competitive and to what some perceive as the
negative impact of the residency law. In the past, he said, at a time
when beginning salaries were competitive, the large nimiber of applicants
indicated that the Library was a desirable place to work. In recent times,
with a shortage of applicants, we need more active recruitment. At this
time J. Ronald Brown, Supervisor of the General Library, will be visiting
library schools in Tennessee; Rosalie Lang, Assistant to the Director for
Personnel, will be interviewing in the Philadelpha/Washington, D.C. area.
But we cannot recruit if the budget process is irrational, capricious,
arbitrary, unpredictable. It was decided to get reports from other Library
directors on how they resolve recruitment problems.

In his report on the status of the Budget for FY85, Mr. Kelly
pointed out that a budget request of $14.8 million had been submitted;
that the City's Budget Director had asked for a budget of "level funding,"

V^^—w^^jfi-^

Minutes of Meeting
Corporation
April 5, 1984
Page Four

thus a budget request of $12.1 million was submitted; the Budget Director
requested another submission reduced by $1 million, i.e. $11.1 million,
representing a "serious cutback." In followup discussion on what the
Library needs, Mr. Kelly said that in order to accomplish plans of strength-
ening staffing, the Library needs at least fifty more people at a cost of
$1 million which would require a budget of at least $13.1 million. Mr.
Kelly agreed to put on paper what the $1 million woiiLd accomplish in terms
of branch personnel.

In continuing his report upon personnel matters, Mr. Kelly
indicated that the state Regents are reviewing the library science offerings
of University of Massachusetts at Boston in order to see whether the Uni-
versity of Rhode Island can offer extra prograims at Boston's Harbor Campus.
Such courses would cost 50% less than at Simmons College which presently
come to $900 per course. Mr. Kelly pointed out that the Library offers a
few scholarships to staff studying library science, that we do advance
pre-professionals in salary step rates as they achieve course credits, but
that the Library should do more and plans to review the situation.

Mr. Kelly introduced the President of the Professional Staff
Association, Mary Kumar, for comments on the recently established Library
program for pre-professionals. Mrs. Kumar called it a "wonderful idea"
with its provisions for rotation of staff so that they learn the operations
of departments in branches and Central, in public service, acquisitions,
neighborhood libraries, and different research departments.

Other comments on personnel recruitment dealt with the import---
ance of competitive entry level salaries and the high cost of living in
Boston. In negotiations, Mr. Kelly noted, we should discuss entry level
salaries. In response to a question about the Library's collective
bargaining process, Mr. Kelly said that the Library works closely with
the Clty*s Labor Relations Board, and that the senior members of the
Library staff serve on the negotiating team. He said that the Library
has not yet completed negotiations with the unions for FY84. He agreed
to make copies of the collective bargaining agreements available to
each Board member.

In other personnel matters, it was reported that each position
has a job description, that there are no job evaluations after the first
probationary period evaluation, that the "impact of not doing a good job"
is non- selection for a higher job, and that personnel can only be fired
"for cause." It was noted that the most recent organization chart was
dated 1980. Mr. Kelly agreed to put together ein updated chart with data
on what the staff does, how many people they supervise, also dollar and
percentage figures for staff within each unit. An added comment was that,
in order to determine what kind of leadership the Library needs, we need
a clear view of personnel functions.

The meeting adjourned at 10:57 a.m.

Minutes of Meeting
Corporation
April 5, 1984
Page Five

I^^r^ jJl/tit^'^XZi^i^^^

.Clerk Pro Tem

Please read, initial below, and return to the
Clerk

V&^[^ K Giy\riLoo

Trustee

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• •^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Saturday, April 28, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held at Hyde Park Branch Library at 2:10 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 .eter
Welch of the Public Facilities Department, Robert Consalvo of the Mayor s Ottice,
and other members of the public, and staff. It was announced that Mrs. Goodwin
had planned to attend but was absent because of a medical emergency involving one
of her children.

Robert Smith, Secretary of the Hyde Park Friends, welcomed the Trustees
to the first Trustees' Meeting held in a branch library.

Trustees and Library officers present introduced themselves. The
President of the Hyde Park Development Corporation expressed pleasure at the
Trustees' meeting in Hyde Park.

On a motion duly made and seconded, William Bulger was elected President
pro tern.

Mrs Gaines made a correction in the Minutes of the Corporation Meeting
of April 5, 1984, page three, paragraph three, adding the word "ongoing" so that
her question at that time would read: Could one person in personnel be responsible
for ongoing recruitment? On a motion duly made and seconded, the Minutes of the
Regular Meeting of the Corporation held on April 5, 1984, were then approved, as
corrected.

In response to a request from Mr. Moloney as to who is responsible for
counseling the Library on investments, Mr. Kelly noted that investment consultants
were first retained in 1951; at that time the Library hired Scudder, Stevens &
Clark who had been annually engaged until last year. In 1983 the Trustees decided
to look for counsel from another firm, reviewed proposals from four firms, and
engaged Thorndike, Doran, Paine, and Lewis. Periodically the Trustees receive
recommendations from the firm to buy or sell stocks, bonds, etc. In response to
a question from Mrs. Luthin on the person in the Library responsible for dealing
with investment negotiations, Mr. Kelly responded that Steve Paine of Thorndike
handles Library investments and that he (Mr. Kelly), prior to his appointment as
Acting Director, represented the Library. He noted that there is not much negotiation,
the Library receives suggestions from Thorndike, types up vote, delivers it to the
Collector-Treasurer's Office in City Hall. In answer to a question from Mr. Moloney
on a staff member able to analyze performance of Thorndike, Doran, Paine & Lewis.
Mr. Kelly responded that Mr. Thomas McLaughlin, Supervisor of Accounting, and Mr.
Kevin FitzPatrick, Assistant Director for Business Operations, have this capability,
also that the Collector-Treasurer's Office monitors performance and periodically
submits reports. Mr. Moloney wanted to be assured that the Library portfolio is
doing as well as, say. Museum of Fine Arts, Children's Museum, etc. /r. Kelly
points our that City Hall analyzes investment returns against Standard & Poor s
and Solomon Brothers. Mr. Kelly was requested to confer with Mr. McLaughlin and Mr.

Minutes of Meeting
Corporation
April 28, 1984
Page Two

FitzPatrick and to ask them to prepare a written analysis on performance of
Thorndike. In response to a question from Mrs. Gaines, Mr. Kelly answered that
the Library does not pay state or federal tax when Treasury Notes are cashed.
Following the recommendation of Thorndike, Doran, Paine & Lewis, in approval
of action taken on April 9, 1984; on a motion duly made and seconded, it was

"VOTED:

and
VOTED :

tl^at the Collector-Tresurer be, and hereby is authorized and
directed on behalf of the Trustees of the Public Library of
the City of Boston to take the following action with respect
to the General Investment Account:

TO SELL, ASSIGN AND TRANSFER:

$100,000 U.S. Treasury Note 14 1/8 due 3/31/84

TO PURCHASE

$100,000 U.S. Treasury Note 12 3/8 due 4/15/91

that the Secretary of the Committee be, and hereby is authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

In describing the next item in the Order of Business, the award of a
contract for purchase of books, Mr. Kelly pointed out that until last year
all purchases of books for the Library were paid for by the City Treasurer; how-
ever the year before last the City Auditor implemented a new computer system
that 'requires that all contracts be for specific amounts, a requisite not com-
patible with the Library's open-ended system— since costs of books are not pre-
cisely predictable. Thus, explained Mr. Kelly, this contract between the City
and the Trustees became necessary. Mr. Moloney queried as to who within the.Xibrary
is responsible for the expenditure for books. Mr. Kelly answered that the person
in charge of acquisitions was Mr. Gunars Rutkovskis , Assistant Director for
Resources and Research Library Services, and the people who work under him. On a
motion duly made and seconded, it was

"VOTED: that there be entered into with the City of Boston a contract
between the Trustees of the Public Library of the City of
Boston (a Corporation under Chapter 114 of the Acts of 1878)
and the City of Boston for the purchase of books and other
related Library materials in an amount not to exceed the amount
appropriated in the Library Department budget for books and
other Library related materials."

BPL Form No 1046F— 1 /74

^M^i

Minutes of Meeting
Corporation
April 28, 1984
Page Three

In presenting the next item, the McKim Building, Mr. Kelly eleborated
on the Loan Order of $15 million of which $12.3 has been allocated for the re-
furbishing and renovation of the McKim Building, a responsibility delegated by
the Public Facilities Department to the Trustees. At this point, said Mr. Kelly,
it is recommended that the Truste'es authorize the placement of advertisements
in the City Record and Boston daily newspapers for proposals for the designer,
the next step required by state law for the project. At the same time, Mr.
Kelly continued, the Trustees should vote for guidelines and for a designer
selection committee of five people, in line with Public Facilities procedures.
Such a committee might consist of one Trustee (to serve as Chairman), one member
of Library management (John Doherty) , a representative from Public Facilities .
(James Hart or Victor Hagen) , a representative from the Massachusetts Society of
Architects, and a member of the Boston Society of Engineers. Mr. Moloney indicated
that the participation of Trustees should not necessarily be limited to one Trustee.
Mr. Kelly concurred that there is no reason why the committee should not be com-
prised of seven members. Mr. Moloney indicated concern that the design selection
team be led by an architect. "We need assurance that a full appreciation of the
aesthetics of the McKim Building be taken into account." Mr. Kelly concurred
that the Trustees, should adopt such a policy. Mrs. Luthin wanted an additional
element added, viz. that provisions of construction be in compliance with the
City of Boston's residency requirement, i.e. 50% of workforce be Boston residents.
Mr. Moloney noted that his requirement would be part of standard specifications.
Senator Bulger requested an update on the McKim Building from Mr. Kelly. Mr. Kelly
described how the McKim, fronting on Copley Square, was opened in 1895, is now
ninety years old and "showing its age." The building is in need of a new mechan-
ical system— lighting, air conditioning, plumbing. Beyond that, there is some
renovation and architectural work needed, also work on roof, and cleaning and
restoration of art. Three years ago the Library received a grant from the
Massachusetts Historical Commission. The architectural firm of Stull Associates,
Inc. was hired to do a feasibility study. After considerable study the firm
submitted a detailed report on what is necessary to return the building to good
condition. Nine months' ago the Mayor submitted a Loan Order to the City Council
for $15 M (of which $12.3 M was for the McKim Building). Philip Johnson, archi-
tect of the Library's new General Library, called the McKim Building "the most
beautiful public library in America." It is listed on the register of National
Historic Buildings. Mr. Kelly called it "one of the great legacies to the people
of Boston." It is badly in need of repair. He looks forward to getting the job
executed. Now is the time for the Trustees to take the next steps. Mr. Moloney
suggested that the Trustees vote for general approval, taking into account any fine
tuning of paper work," any editorial changes if need be, and the participation of
more than one Board member. On a motion duly made and seconded, it was

"VOTED: to place the advertisements inviting bid proposals from archi-
tectural firms for the refurbishing and renovation of the McKim
Building; and to adopt procedures for the process of selecting
a firm, with any modifications of present procedures which are
deemed appropriate."

Minutes of Meeting
Corporation
April 28, 1984
Page Four

The Trustees next moved to discuss the disposition of the balance of
the $15 tiiillion Loan Order. Mr. Kelly noted that the balance had been earmarked
as follows: $2.2 million to renovate and refurbish the Charlestown service build-
ing which has been used by the Library for various purposes; $500,000 for various
repair work in branches: air conditioning in twelve, repair of roofs in ten
branches. He noted that the Trustees are concerned about that level of allocation.
The Board, he suggested, may wish to consider additional moneys for branches so
that all major repairs be realized. This might mean a reallocation of $300,000
to $500,000. After some discussion and assurance that a reduced allocation for
Charlestown would still provide for installation of sufficient shelving "for
the reasonable future," the Board agreed to vote on the reallocation in the agency
meeting.

Mr. Kelly described three recent gifts to the Library: $2,000 from the
family of Iris Fordon, at one time a children's librarian in Houghton, Michigan,
the gift to be used for the purchase of books for children; $5,000 from the
estate of Augustin H. Parker, Trustee of the Boston Public Library from 1961
to 1979, who died last year; and the gift of a major book collection from Mrs.
Anne Howkins of Chestnut Hill, the collection of her father, Israel Lord, a found-
ing partner in the architectural firm of Desmond and Lord, the firm which designed,
among other buildings, St. Ignatius Church in Chestnut Hill. The collection
contains many valuable works on art and architecture. Agreeing in each case
to use the language appropriate to the wishes of the donors, the Trustees agreed
to establish funds for the Fordon and Parker gifts. On motions duly made and
seconded, it was

"VOTED: that the sum of two thousand one hundred and seventy-seven dollars
($2,177.00) tendered at this meeting by the relatives and friends
of Iris S. Fordon to the Trustees (a Corporation under Chapter 114
of the Acts of 1878) be, and the same hereby is accepted with
gratitude as the Iris S. Fordon Fund, the same to be invested, the
income to be used for the purchase of children's books;

and

VOTED:

that the sum of $2,177.00 which was this day funded through the
General Investment Account established by vote of the Board of
Trustees on December 1, 1950; that for the purpose of enabling
such investment one thousand eight-three (1,083) units hereby added
to the General Investment Account be, and the same hereby are
allocated to said Iris Fordon Fund on the basis of $2.01 per unit,
which is hereby determined to be the present fair value per unit."

Minutes of Meeting
Corporation
April 28, 1984
Page Five

"VOTED: that the sum of five thousand dollars ($5,000.00) tendered at

this meeting by the estate of former Library Trustee Augustin H.
Parker to the Trustees (a Corporation under Chapter 114 of the
Acts of 1878) be, and the same hereby is accepted with gratitude
as the Augustin H. Parker Fund the same to be invested, the
income only to be used for general purposes;

was

and

VOTED: that the sum of $5,000.00 which was this day funded through the
General Investment Account established by vote of the Board of
Trustees on December 1, 1950; that for the purpose of enabling
such investment two thousand and four hundred eighty-seven and
one half (2,487^$) units be, and the same hereby are, added to
said General Investment Account be, and the same hereby are
allocated to said Augustin H. Parker Fund on the basis of $2.01
per unit, which is hereby determined to be the present fair value
per unit."

In regard to the gift of books, on a motion duly made and seconded, it

"VOTED: to extend an expression of gratitude to Mrs. Anne Howkins for
the gift of books belonging to her father."

In the matter of gifts, Mr. Moloney hoped that the Library has a procedure for
thanking donors, whether by letter or reception. We should, suggested Mr.
Moloney, do things in such a way that other people will be encouraged to donate.
Mr. Kelly indicated that books purchased from income of gifts above $2,000 have
bookplates naming the donor. Mrs. Gaines mentioned the Bromsen Fund and that
she had never seen a book plate or any acknowledgment from the Library in the
name of donor Maury Bromsen. Mr. Kelly explained that Mr. Bromsen has given
two major gifts, one for a series of lectureships and the other for the acquisi-
tion of Latin American materials; the second has not as yet been used. After
more discussion on the suitability of creating a diploma or some kind of
document acknowledging gifts, on a motion duly made and seconded, it was

"VOTED: that the Graphic Designer of the Library be asked to create a
preliminary design or model for a certificate of appreciation
to donors to the Library."

With respect to acquisitions, Mr. Moloney asked who are the persons who
determine or carry out the acquisitions policies of the Library — either newly
published works or older. He added that with respect to the acquisition of all
volumes in the Library's collections, that we should give thought to the size
and quality of the Library's collection. Who are the people responsible? Mr.

Minutes of Meeting
Corporation
April 28, 1984
Page Six

Kelly responded that several people are responsible for selection of materials:
specialists in the Research Library departments, public service librarians in General
Library, branch librarians, the Assistant Director for Resources and Research
Library Services and the acquisitions staff under him. Mr. Moloney indicated that
the meeting did not afford enough t4.me, wanted more time for staff to think about
a selection policy. Senator Bulger added that same thinking needs to be applied
to film collections. Mr. Kelly agreed that it was a "big question," and has to
be considered as a whole collection development policy.

Mrs. Gaines asked the Trustees to vote that no endowment funds, unless
so specified in the bequest, are to be used in lieu of city funds in acquisition
of books, materials, etc. Mr. Moloney agreed that some plan be developed that would
provide for uniformity in handling endowments to branch libraries. On a motion
duly made and seconded, it was

"VOTED: that as a matter of policy the Trustees intend that expenditures of
Trust Funds designated for branch libraries be administered and
expended by branch libraries on the basis of a uniform policy."

The thinking behind the vote was amplified to mean that gifts to the Library of any
sort should not relieve city of buying books, materials, etc. Mrs. Luthin said
that this was an important policy matter and that she understood that one branch
actually receives no city money for books. Mr. Moloney cited the branch as Dudley
Branch. Is that the case? Mr. Kelly said that ever since Dudley opened, the bulk
of Dudley books were bought out of Fellov/es Athenaeum money which had been earmarked
for Dudley. He described the long relationship between the Fellowes Athenaeum and
the Boston Public Library from 1930 to 1973 at which time the assets of Fellowes
were transferred to the Library and the Fellowes reading room, which the Library
had administered at various times, was closed. Much discussion centered on the
transfer of Fellowes Athenaeum funds to the Boston Public Library for use of the
Dudley Branch Library (not yet constructed at the time of transfer). Following the
vote on uniformity of expenditure of branch trust funds, Mr. Kelly was asked
initially to meet with Mrs. Gelzer to prepare a plan on the appropriate expenditure
of the Fellowes Athenaeum funds, a request rescinded when it was determined that
Mr. Kelly does not ordinarily meet with branch librarians on the expenditure of
trust funds. In the course of the discussion Mr. Kelly indicated that there were
two issues involved in achieving uniformity; 1) the terms of the instrument of
bequest; and 2) the intent of the Trustees of the Fellowes Athenaeum and the Trustees
of the Boston Public Library. Mr. Kelly said that needed was the interpretation
of a legal authority, that there was a fairly extensive file on the funds, that he
had participated in some of the final negotiations, that all Dudley books do not
bear Fellowes bookplates because in the beginning many Dudley books were purchased
from federal and state funds. Mrs. Kathleen Satut, member of the Jamaica Plain
Friends and co-author of Community and Social Services Task ^"'orce - Boston Public
Library, added that in other branches trust funds are spent by branch librarians
in addition to the book budget and that it was important to have consistency in
the administration of funds across the city. Mr. Moloney added that, in addition

l,4^<^Aw .^

Minutes of Meeting
Corporation
April 28, 1984
Page Seven

to uniformity, the Trustees do need a report on how endowment money has been
and will be spent. Mr. Bulger called for consistency within the general guide-
lines the Trustees have given and some latitude in fair discharge of responsi-
bility. He asked that Mr. Kelly "come back with suggestions of language on
how to achieve uniformity." Mrs. Gaines asked Mr. Kelly if he had more informa-
tion on the Fellowes Athenaeum bequest beyond the two documents he had given
her already (Mr. Kelly mentioned the extensive files); Mrs. Gaines asked
whether it says anywhere in the files that the funds were given for expendi-
ture "in lieu of city funds." Mr. Kelly said no. Mrs. Gaines pointed out
that the income was designated by the Trustees of the Fellowes Athenaeum
"to be used solely for the support of the prospective Dudley Street Branch
Library" and was accepted by the Trustees of the Boston Public Library "to
be used for literary instructive purposes at its Dudley Street Branch Library":
and that the Trustees of the Fellowes Athenaeum and the Trustees of the Boston
Public Library in consultation determined that the funds were "to be used in
and for the benefit of the Dudley Street Branch Library." Mr. Moloney noted
that at this time the Fellowes money is used only for books; Mr. Kelly
acknowledged that money could be used to cover costs of books and other
materials and activities and programs in Dudley Branch (presently paid for out
of the Programs Fund). Mrs. Gaines added that there were many purposes beyond
books for which money could be spent at Dudley, including an audio system (still
incomplete), that there would "be no problem in spending the money constructively."
Other discussion brought out information that trust funds for all other branches
total an income of $10,000, that all should be treated uniformly, providing — Mr.
Kelly pointed out — that the Library takes into account the deed of gift. Mrs.
Luthin asked if anyone in the Corporation Counsel ''s office handles trust funds.
Mr. Kelly agreed to find out.

Mrs. Alice Hennessey of the West Roxbury Friends asked that a member
of the Boston Preservation Alliance (an alliance of forty preservation groups) ,
be included in the design selection committee for the McKim Building, and also
that branch libraries be made accessible to the handicapped.

The meeting was adjourned at 3:15 p.m.

Clerk pro tem

* 'I > ^ I n >

Please read, initial below and return to
the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
Corporation

In Board of Trustees
Monday, May 7, 1984

The Annual Meeting of the Trustees of the Library as a Corporation
was held in the Trustees Room of the McKim Building at 10:00 a.m.

Present were Trustees Messrs. Bulger and Moloney, Mnes. Gaines,
Goodwin, and Luthin. Also present were Mrs. Bettina Norton, Vice Chairperson
of the Examining Coinnittee, 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 groups 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 cmd 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.

The next office. Clerk, was passed in the election process after
President Moloney noted that, considering present circumstances, the
election of Clerk would take place at a later date.

On a motion duly made and seconded, the name of Jane Manthorne wcis
placed in nomination for Clerk pro tem, with no other nominations. Mmes.
Gaines, Goodwin, and Luthin aind Messrs. Bulger and Moloney voted viva voce
for Jeme M2aithome, who was declared elected Clerk pro tem.

Mr. Kelly made prefatory remarks on the enabling votes, numbered
5 and 6 on the Order of Business, noting that the concept behind each of
these annual votes is the practical matter of authorizing the signing of
bills, payrolls, contracts, cmd such so that the business of the Library can
proceed from day to day. Generally, Mr. Kelly explained, the signing of
bills, special drafts, payrolls, and contracts is delegated by the Trustees
to the Director, Assistant Director, or Clerk. On a motion duly made and
seconded, it was

"VOTED:

and,
"VOTED:

that amy member of the CorixDration be, and hereby is,
authorized to sign on behalf of the Corporation bills,
special drafts, £md payrolls of the Library";

that, until the next amnual meeting the President or
Vice President, or in the inaJaility of either, any
member of the Corporation, and by delegation the Acting

Form No. 1046G— 11/74

iAxuutes o£ Annual Meeting
Corporation •
May 1, 1984
Page Two

Director, or the Clerk of the Corporation be, and
hereby is, authorized to sign any and all contracts
voted to be made by the Boeurd in the name and behalf
of the Corporation and emy and all communications in
connection with the award of contracts so voted cr
recommended to be so voted and to authorize payments
\inder contracts so voted."

In the next item of business, the enabling vote for the appointment
of a Finance Committee, on a motion duly made and seconded, it was

"VOTED :

VOTED:

that the President be, and hereby is, authorized and
empowered to appoint a Fincmce Committee to serve until
the next euinual meeting, said Finance Conciittee to
consist of not less than a quorum of the Trustees and
to have power to act in representation of the Corpora-
tion in the matter of the sale, purchase, investment,
and reinvestment of cash, securities, amd any other
holdings belonging to the Corporation;

that the Finance Committee, being made up itself of
not less than a quorum of the Trustees be, amd hereby
is, empowered to act by a vote of not less than three
members in representation of the Corporation in the
matter of the sale, purchase, investment, and reinvest-
ment of cash, securities, and any other holdings,
belonging to the Corporation:

and,

VOTED: that the Finance Committee, being made up itself of

not less than a quorum of the Trustees be, and hereby
is, eir^KDwered to act by vote of not less than three
members in representation of the Corporation in the
matter of the acceptance of bequests amd gifts that may
be made to the Corporation, such action as it takes in
this respect always to be reported to the next regular
meeting of the Corporation and at that time to be
incorporated officially into the records of the
Corporation."

Following the votes, Mr. Moloney appointed all members of the Board
to the Finance Coxtmittee as a committee of the whole. Mr. Moloney appointed
Mrs. Luthin to be Chairperson of the Finance Committee. In his appointment
of this coxmnittee, Mr. Moloney said that "f\inds are a critical item to all
of us, with respect to private moneys and piiblic funds." In response to a
question from Mr. Bulger on the "usual way" the agenda, as shown in the
vote, is handled, Mr. Kelly answered that in recent years the attention of
the Finance Conmittee has focused on investment of trust funds. The
standard procedure in the past few years has been, Mr. Kelly said, at the
time of receipt of recommendations from the investment counselor, for the
Clerk to get approval from the committee chairperson, then to proceed with
notification to the City's Collector-Treasurer to purchase and/or sell, as

Minutes of Annual Meeting
Corporation
May 7, 1984
Page Three

recommended by the investment counselor and approved by the Chairperson of
the Finance Committee — this transaction subject to vote by the Board at the
next meeting. This procedure, Mr. Kelly explained, madces it possible to
execute financial transactions "as quickly as possible,"

In the matter of enabling votes for the acceptance of gifts, pay-
ments made in recognition of special services rendered, and payments received
for publications and prints executed under library sponsorship, Mr. Kelly
said that, as a practical matter, these are generally accepted by delegation
of the Trustees and reported to the Board on an ongoing basis at regular
meetings. The Director or other delegate of the Trustees accepts checks and
authorizes deposit in Library accounts, and accepts gifts, sometimes with
conditions attached. On a motion duly made and seconded, it was

"VOTED: that, until the next annual meeting, by delegation of
the Trustees of the Public Libraury of the City of
Boston, the Acting Director, and Librarian, or the
Clerk of the Corporation be, and hereby is, authorized
to accept on behalf of the Trustees gifts, payments
made in recognition for special services rendered and
payments received for the publications and prints
executed under Library sponsorship and, in connection
with the acceptance of same, to endorse on behalf of
the Trustees checks so received, said amounts to be
reported to the Board at the next annual meeting."

Discussion followed on how receipt of gifts with "strings attached"
should be handled. Mr. Kelly indicated that the Director of the Library
would bring only major or significant questions to the Board — that, for
example, if a gift of $100,000 were offered to the Library with the stipula-
tion that a room be named for the donor. In response to a question from Mr.
Moloney as to whether a document exists which sets forth guidelines on gifts
and acceptance of gifts, Mr. Kelly said there is no set of guidelines. Mr.
Kelly was requested to prepare a memo in regard to past and present practice,
including difficulties that might be encountered. "We want," said Mr.
Moloney, "to develop expertise in the specifics of fundraising and, further
down tlie road, endowments." Mr. Kelly said that it is essential, if we eure
going to establish a fundraising activity, to write a detailed statement. At
this time, it was indicated that a memo would be sufficient.

The next matter in the order of business related to gifts received
for funds already established; the enabling vote mcUces it possible to move,
without waiting, in adding such gifts to fvinds already invested. On a motion
duly made auid seconded, it was

"VOTED: that, until the next annual meeting, by delegation of
the Trustees of the Public Library of the City of
Boston, the Acting Director, euid Librarian, or the
Clerk of the Corporation be, and hereby is, author-
ized to accept on behalf of the Trustees gifts to be
added to funds already established in the General
Investment Account, the acceptance of said amounts to
be reported to the Board at their next meeting."

Minutes of Azmual Meeting
Corporation
May 7, 1984
Page Four

Next Mr. Kelly reported on significant gifts and grants received
by the Libraury during the year: from the estate of Richard A. Ehrlich,
$80,500. Mr. Kelly pointed out that over and above this bequest, Richard
and Virginia Ehrlich (Mrs. Ehrlich having been the first President of the
Associates of the Boston Public Library) contributed many gifts including
manuscripts and autographed collections. Esther R. Peer donated moneys over
a period of years; her bequest this year amounted to $2000. The Henry Horn-
blower Fund donated $2000 this year to the Friends of Kirstein Fund, a
donation made each year since the fund was established. $1250 was added to
the Philip J. McNiff Fund; $1000 to the Wiggin Fund.

For many years Helen Sagof f Slosberg has been a good friend of the
Library, with particular interest in the Print Department. Each year, Mr.
Kelly said, she has donated many prints by living Boston cirtists. This
latest bequest of $30,000 has been established to continue the focus on
Boston artists for yeeors to come.

Augustin K. Pctrker left bequests to several Boston institutions,
with a gift of $5000 to the Library. It was noted that Mr. Parker served
for many years as a Trustee (from 1961 to 1979) and was extremely generous of
his time as a Trustee.

This year the Library received $18,500 in roycilty payments to the
Nason Fund. The money came from the bequest of Walter Piston, who left
almost his entire estate to the Boston Public Library and the Boston Symphony
Orchestra. The Library initially received about $225,000, all to be added to
the Nason Fund, a fund in the name and memory of Thomas Nason, Piston's
brother-in-law. The Library has published a catalogue raisonne of Nason 's
prints .

The Fred Allen Fund was set up several years ago by his wife cind
widow, Portlcind Allen Rines. Fred Allen, at one time a stack boy in the
Library, had a successful national network radio show, "Allen's Alley." In
the past six or seven years Mr. and Mrs. Rines have donated scripts of Fred
Allen material and moneys to the Library. The Library also owns copyright to
Allen material. Both Mr. and Mrs. Rines are interested that, in handling
the reproduction of the material, the Library moves cfiurefully, in a way most
beneficial to the Lihrary and to the Fred Allen Fund.

This yeeu: we received $2000 from the Antiquariaui Booksellers, half
the ticket fees received at the annual Antiquarian Book Fair held at the
Copley Plaza, the money for a fund to be established in the Rare Book Depaurt-
ment.

In the matter of gramts received, Mr. Kelly indicated that in the
third year of a Title II-C grant from the U.S. Office of Education the
Library received $158,000 toward the Preservation Laboratory. Most of the
funding covers personnel in the operation cmd supplies. $6000 was received
in a MURLS gramt (Metropolitan AJrban Reseaurch Libraries) , a federal Library
Services and Construction Act grant adiministered by the State's Board of
hihrary Commissioners. Mr. Kelly concluded this presentation with an announce-
ment that the Library just this week has received word of a grauit in the amount

Minutes of Annual Meeting
Corporation
May 7, 1984
Page Five

of $72,000 from Library Services and Construction Act funding for a literacy
program which will be sited in several brauiches and Central. The Eastern
Region will receive about $50,000 for duplicate purchase of popular children's
films, also a Library Services and Construction Act grant.

Mr. Kelly added that the Libraury receives revenues from the Library's
publication program. Mr. Kevin FitzPatrick, Assistauit to the Director for
Business and Publications, reported on receipts for FY83, a total of
$105,329.83. He "broke down" the receipts into three categories: 1) revenue
from book sales auid sales of Library's own publications of which there are
210 dating to 1892. These sales yielded $33,529.83; 2) the Cooperative
Cataloging Prograun, which provides cataloging services (cards, labels, etc.)
to Regional libraries — a revolving service — this year yielded $65,000;
3) fees received for reproduction of library materials this year amounted to
$6800.

Next, Mr. Moloney called upon Mrs. Bettina Norton, Vice Chairman of
the Examining Committee, to speak on the report of the Committee. Copies
of the report were made available to persons in attendance. Mrs. Norton
said that the report was done independently of the Librairy and that the
challenge was particularly great in that the Conmittee functioned at a time
when both the Director of the Libraury, Philip J. McNiff, and the Mayor of the
City, Kevin H. White, were leaving office. She pointed out that the Trustees
had given her authority to appoint anyone to the Committee and to act as an
autonomous group. She noted how haurd the Comnittee had worked, how many hours
had been invested in the report — so mamy that seven members had resigned
because of the major work involved.

Mrs. Norton then proceeded to touch on the high points of the
committee recommendations: that the Trustees study and respond to Examining
Cowmittee recommendations; that the Committee be grauited a small budget;
that the Trustees give adequate time to the Library; that there be two
additional Trustees appointed, representing the State; that the residency
requirement and its effects on recruitment be considered. There were
several other recommendations which Mrs. Norton singled out from the total
report.

At one point Mr. Moloney found it appropriate to announce that Mis.
Doris Keams Goodwin has been reappointed this week to a five-year term as
Library Trustee. Other points noted by Mrs. Norton included the necessity
of strengthening the Library's public relations office with the addition of
a full-time person to coordinate efforts of Library volunteers; the need to
continue to work to raise state aid from the present 37. 1<: per capita to 75*;
the need for structural amd cosmetic repairs to branch libraries. At this
point Mr. Moloney mentioned the vote of the Trustees at the April 28, 1984
meeting to reallocate some $300,000 to $500,000 of the $2.1 million allocation
for the Charlestown Service Building for extraordinary repairs of branches.

It was noted that Mr. John Doherty, Assistamt Director, has just about
coxnpleted a list of repairs needed in brainches. Mr. Moloney indicated that
input for this list was welcome from branch libraurians and Friends groups.

Minutes of Annual Meeting
Corporation
May 7, 1984
Page Six

In other areas of the Examining Coxmnittee Report, Mrs. Norton
cited the attention necessary to staffing, signage, and security; the
effective expansion of the blanket book order list; the need to strengthen
services in research to junior and high school young people; the need to
open the Rare Book Depcirtment and the Print Department on Saturdays; the
importance of featuring the Stimson dioramas; the Comnitteee ' s approval of
the "collection policy," i.e. buying a research copy of each book for
researchers of the future. At the conclusion of Mrs. Norton's presentation,
Mr. Moloney acknowledged the great effort made by each member of the
Committee, indicating that each member should be conmended for his or her
careful study. At this point, Mrs. Alice Hennessey, a member of the Examining
Committee and Chairperson of the subcommittee on branch libraries, said that
the report which was presented by Mrs. Norton did not include the final report
on branches, but a prior draft report. Mr. Moloney said that the Trustees
will look into questions related to the Examining Committee Report and will
also consider the differences and conplementsury areas of both the Examining
Committee Report and the report, "Community and Social Services Task Force:
Boston Public Library."

Next, Mrs. Frcmces Howe, member of the Examining Conmittee and
Associates of the Boston Public Library, offered "strong recoitmendations" for
the future of the Library. First Mrs. Howe supported the idea of an office
of fundraising with adequate funding euid with a good professional fundraiser.
She stated that, in her opinion, a salary of $45,000 would be necessary for
such a professional fundraiser. Fundraising is iii5>ortant, she pointed out,
because the city of Boston can pay for day to day operations of the Library,
but "quality things" are beyond the City's capacity to pay. Peter Wick,
Associate and author of The Art cind Architecture of the Boston Public Library,
added that the Library is the "major cultural resource in Boston," has a low
profile, and is not sufficiently recognized for its strengths. He suggested
an occasional association between the Associates and Trustees so that the
Associates cire "keyed in with policies." Mr. Moloney agreed that he would
like to see the Trustees help to support the Associates. Mrs. Howe went on
to advocate part-time assistance to the Library from a professional public
relations firm. Mr. Moloney asked Mrs. Howe for her reconanendations in written
form. Mr. Kelly cited the iir5)ortance of Peter Wick's book and distributed
copies to the Trustee.

Hie meeting adjourned at 11:23 a.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 16, 19 8 A

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 7:10 p.m.

Luthin .

Present at the meeting were Mr. Moloney, Mmes . Gaines, Goodwin, and

Kevin F. Moloney, President, presiding.

Mr. Moloney reported that he had met with the other four members of the
Designer Selection Committee. He said that it was a very good meeting in which the
meeting decided on an organizational approach to the task of selecting the
architect. He stated that the group spent considerable time considering the designer
rating standards. They decided that the six criteria previously identified could
not be changed. It was the consensus that the percentage attributable to construc-
tion was decreased and the percentage attributable to mechanical and electrical
increased. It was left to Mr. Vic Hagen to fine tune the consensus of the committee.
It was the unanimous view of the committee that this form would be best suited to
the task at hand. Mr. Moloney stated that the form needed the approval of the
Board. On a motion duly made and seconded, it was voted to utilize the form as it
was adopted by the Designer Selection Committee.

The meeting adjourned at 7:15 p.m.

Clerk pro tern

Please read, initial below and return
to the Clerk pro tern

Trustee

Clerk pro tem

Please read, initial below and return
to the Clerk

Trustee

BPL Form No 1046F— 1/74

^^^^y^^^M^lI^^^l^^^^^^^^^^W^

'jp »-r''r;r. .■

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, May 31, 198A

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 10:33 a.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin; Mrs. Bettina Norton, Vice-Chairman of the Examining
Committee; Mr. Robert Consalvo of the Mayor's Office; members of the Libran^
staff and public.

Kevin F. Moloney, President, presiding.

The minutes of the Regular Meeting of the Corporation held on April 28,
198A, and the Annual Meeting held on May 7, 198A, were approved as presented.
It was agreed that the Minutes would be distributed and posted in branches and
Central after each meeting, prior to acceptance by the Board, with the cautionary
note that the Minutes would be voted on for approval at the subsequent meeting.
The Clerk agreed to distribute corrected Minutes after said vote, if corrections
were made .

On a motion duly made and seconded, in approval of action taken on
May 21, 1984 on the recommendation of Thorndike, Doran, Paine & Lewis, it was

"VOTED:

that the Collector-Treasurer be, and hereby is, authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO PURCHASE

$100,000 U.S. Treasury Note 13 1/8 due 5/15/94

and

"VOTED: that the Secretary of the Committees be, and hereby is,

authorized and directed to notify the Collector-Treasurer of
the foregoing vote."

In response to a question from Mrs. Goodwin on "where the money was coming from"
for the purchase of the Treasury note, Mr. Kelly indicated that it represented
a similar note which had come due—that the vote was "just rolling it over.

Next Mr. Moloney introduced a presentation by the Library's present Invest-
ment Counsel, Thorndike, Doran, Paine & Lewis. The Trustees wanted, said Mr.
Moloney, an overview on the handling of the Library's portfolio—where we are
now, the firm's philosophy, how they go about making recommendations. The
representatives from the firm were introduced by Mr. John Gooch. Mr. Gooch
described himself as Executive Vice President with responsibility for his
firm's porfolio managers, reviewing clients' assets and watching performance.
Stephen Paine, a founder of the firm, manages the equity account of the
Library's portfolio. Paul Caplan handles fixed income and securities income.
The three representatives distributed a printed document which they interpreted
and amplified. In giving background on Thorndike, Doran, Paine & Lewis, Mr. Gooch

RPI Form Nn 104PF — 1/74

<im&m^ismmsmmiss!mmmsmm^

Minutes of Meeting
Corporation
May 31, 1984
Page Two

noted that the firm has no banking/brokerage relationships, that their sole
business is management of clients' assets. He added that a low turnover in
personnel leads to a stability in firm/client relationships. Other points made:
that their largest client is MIT for which they manage retirement and endowment
assets- that they serve as advisor to various City of Boston funds including
City of Boston Retirement, Parkman Fund, Lydia C. Cooper Trust, Boston City
Hospital. Mr. Paine pointed out that he personally understands the Trustee
point of view since he serves as Trustee for the Museum of Fine Arts and the
Clark Institute. Additional observations included: that the firm is basically
conservative in its investment policies— looking for good projected income
growth: that they're looking for quality companies which may be undervalued on
the maket. In response to a question from Mr. Moloney on how the firm measures
its performance, Mr. Gooch responded that evaluation should be in terms of
Trustees' goals for the Library, a definition which has not yet been put forward.
Mr. Moloney indicated that the Trustees should reach an agreement with the firm
on goals and an appropriate period of time for such measurement. It was reported
to the Trustees that the total yield of the Library portfolio in this first year
with Thorndike, Doran, Paine & Lewis has been somewhere between 5.7 and 7 A.

To Mr. Moloney's query as to whether there was anything that should be
changed on the Library's side, Mr. Paine responded that, it may not be possible,
but the present process which is handled by communication of purchase/sell
recommendations in writing may cause delays which result in lost opportunities,
that phone communication would obviously be faster. Mr. Moloney said that the
Trustees would look into an appropriate system, and he asked the firm for a
letter citing what would work and giving alternatives to the present ^ystem^
In response to Mrs. Goodwin's question about the number of employees in Thorndike,
Doran, Paine & Lewis, Mr. Paine answered that there ^^^^f ^^^^^^^^^^llf /° ,
professionals) in three offices located in Atlanta, outside Philadelphia, and
Boston, with many of them City of Boston residents.

Other discussion and questions revealed that the firm does not use the
Euro bond market in any of its portfolios because the "extra yield is not worth
the extra risk." To Mr. Paine' s offer to prepare a brief written statement on
the whole counseling process, working with the Library in defining objectives,
Mr? Moloney suggested that Mr. Paine work initially with Mrs. Luthin, Chairperson
of the Finance Committee.

The next item of business was the status of the McKim project. Mr.
Kelly reported that the Library had advertised for designer/architectural firms
to undertake the McKim project and that fifty firms applied. On Wednesday
May 30 1984, a briefing session was held for applicants at which forty were
present. The briefing session included a presentation on the program and an
explanation of selection procedures. The next steps in the process will be the
adoption of selection guidelines and the naming of a designer selection panel.
Mr. Moloney said that the panel will consist of from five to ^^^en members .
perhaps the Director of Public Facilities, John Doherty from the Library, at
?elst one (and a maximum of two) Trustees, and one or more representatives or
officers of the Society of Architects and the Engineering Society. Mr. Moloney
slid th^t at this time'it was appropriate to vote the -'^orization in general
terms for forming such a committee. The number of Tmstees on the committee
will be limited to two so that there would not be a quorum of Trustees. He
"ent on to say that the committee would have to be a working coimnittee. Each

i/ssi&

f^5^^ii:''i;^>^'l:y<'.<«yi^?'^^«;:!'^ ^^■^'^^:!;'^■'rl'''^:''■'^:^!,,':■'>^^-:•':^•

' 'I'-.r-'

Minutes of Meeting
Corporation
May 31, 1984
Page Three

applicant will have to be rated. "We must make sure that the process works,
that all applicants have access to the same information." Following, on a
motion duly made and seconded, it was

"VOTED: that the Trustees authorize the formation of a Design Selection

Committee for the renovation of the McKim Building, said committee
to be composed of five or seven members along the lines agreed
upon, with a report to the Trustees at the next meeting."

Mr. John Doherty, Assistant Director, reported that June 14, 1984, is the next
key date, the deadline when all proposals must be in. He pointed out that all
applicants will have the feasibility study prepared by Stull Associates, Inc.
Mr. Doherty noted that, although the Stull report spells out the program, it is
not "cast in concrete," changes can still be made. He added that he was pleased
to see the process started — it has been seven years in the planning. Mr. Moloney
noted that there are some decisions to be made on the uses of McKim Building
spaces. Mr. Kelly pointed out that the Stull report examines every foot of space,
identifying functional use; this must be reexamined. The Library staff must have
an opportunity to express their thinking. It is possible that some significant
changes could be adopted after the staff — management, professionals, AFSCME — have
had a chance to read the report and discuss it. We should, he said, finalize what
the functional use is going to be.

In further discussion on the McKim program, Mr. Moloney indicated that
the Trustees should take an active role in the design process on such matters as
public use of spaces in the McKim Building. Mrs. Goodwin expressed the need
for the Trustees to educate themselves on the McKim Building. Mrs. Gaines
pointed out that the perception of the use of the McKim Building is correlated
with how one perceives the design. Shouldn't the order, she suggested, first
be to receive input from staff, in addition to recommendations on hand, followed
by the final formulation of plans on how the building will be used.

John Doherty clarified what the June 14 date signifies, namely the
submission of proposals by applicants — history of the applicant firm, makeup
of their proposed team, prior record in restoration, etc. Mr. Doherty described
the work of the Design Selection team: they agree on a procedure which will
entail much time and effort; they use an evaluation form, assigning points for
various elements in the evaluation. They work independently of each other.
Then a decision is made as to whether three or five finalists are chosen for
interview sessions before the Selection Committee or the Trustees. Mr. Doherty
said that by September the selection of a firm should be completed and "we
should be ready to go." The designer will then sit down with the Trustees to
work out the full program. It was agreed to follow Mr. Bulger's suggestion
that the Trustees meet one day soon at the Copley entrance and walk through the
McKim Building to gain a sense of the building's design and use and alternatives
in the design process. Mrs. Gaines questioned Mr. Doherty about his reference
to "some of the brighter ones" among the design applicants; Mr. Doherty said
that "we're dealing with some of the brighter firms in the city of Boston" who,
faced with the cut and dried material we have given them, will probably in their
covering letters go beyond the information we have asked for, perhaps even
suggesting changes.

Minutes of Meeting
Corporation
May 31, 1984
Page Four

Mrs. Goodwin queried about the chances of new firms in the selection
process, if points are given for past records in restoration programs. Mr.
Doherty noted that their chances were slight. "We're looking for established
firms," he added. "We have a treasure." Needed are firms which have handled
similar projects. Mr. Kelly pointed out that we might possibly get a new
firm with partners who had such experience in prior affiliations. Mr. Moloney
noted that there would be flexibility in the selection process, but we want
at the top an architectural/engineering team which has had experience with
similar well-known buildings, Mrs. Goodwin remarked that this is the age-old
problem of how established firms get to become established firms; and Mr.
Bulger concluded that "we have to go with track records; we can't take risks."
Other concluding remarks were Mr. Doherty 's reminder that there would be no
major architectural changes to the McKim Building; that approximately $7
million would go for mechanical changes; about $4 million for architectural
renovations; Mr. Moloney's comment that "we are talking about removing barriers
in the building"; Mr. Kelly's summation that there will be a review of
functional uses of the building with the staff, and subsequent to this review,
he will present the Trustees with a proposal.

The next item in the Order of Business related to the proposed First
Annual Trustees' Reception for Library staff, suggested by Mrs. Goodwin at the
Annual Meeting. Following much discussion on the reasons for such an event,
the format, the date, and possible alternatives or additional meetings, the
following plans were agreed upon: that there will be a reception in the Library
courtyard on Friday, September 14 from 5:00-7:00 p.m. (in the Great Hall of the
Johnson Building if the weather is cold or inclement) ; that the purpose of the
reception is to provide a way for people to meet the Trustees and circulate, a
mutual opportunity for staff and Trustees to get to know each other; "It is
most important," noted Mr. Bulger, "that the staff feel comfortable with us;
we're new on the block." Mrs. Gaines added that the staff should feel that
"we are interested in' what they have to say"; the important thing is communi-
cation. Mrs. Goodwin suggested the possibility of two different formats; the
reception and also possibly a panel of the Trustees in the lecture hall; in
the latter the Trustees could introduce themselves, give their backgrounds,
their interest in the Library, and receive questions from staff. For those
who do not like standing up in an auditorium, suggested alternatives were for
heads of unions to speak for staff, or — suggested by Mr. George Embleton, who
pointed out that his suggestions were offered on the spot without prior
consideration — the input on the McKim Building could take the form of a
questionnaire, with a compilation of responses. The reception would be a
social event, a symbol that the Trustees were willing to talk and to listen.
Still a third means might be designed for the staff to put forward their
problems. Mrs. Gaines suggested that at the bottom of such a questionnaire
other comments could be added. Mr. Moloney suggested that the Trustees'
appearance in the lecture hall be looked into. In response to a question from
Mrs. Luthin as to whether there were any regularly scheduled staff meetings, Mr.
Kelly said that the only meetings are between representatives of the administration
and representatives of organized groups.

In the next item of business, Mr. Moloney said that Mr. Maury A.
Bromsen has expressed his intent of working with the Trustees toward a

-w^mm

Minutes of Meeting
Corporation
May 31, 1984
Page Five

"permanent gift-giving situation." Mr. Moloney has met with Mr. Bromsen on
this matter and has also talked with attorney Louis H. Hamel, Jr. of Hale &
Dorr, who had been authorized by the prior Board of Trustees to represent the
Trustees in working with Mr. Bromsen. Mr. Bromsen has indicated that he would
like Mr. Hamel to represent him in planning a long-term relationship with the
Library. To achieve this, Mr. Hamel has asked for a formal letter from the
Trustees. Following discussion, on a motion duly made and seconded, it was

"VOTED: to express the consent of the Trustees in a letter to attorney
Louis H. Hamel, Jr. of Hale & Dorr releasing him from service
as counsel to the Trustees in order that he may serve as counsel to
Mr. Maury A. Bromsen in the matter of possibly establishing a future
gift or gifts from Mr. Bromsen for the benefit of the Library."

Mrs. Bettina Norton, Vice-Chairman of the Examining Committee made a
brief presentation, updating the report delivered at the Annual Meeting. She
pointed out that the report which was presented to the Trustees on May 7 was
the report which was voted on and approved by vote of the Examining Committee
at its final meeting on March 27. Mrs. Norton reported that the Committee
had since met and "we have made a few changes in the text but no substantive
changes in the report. Everybody is pleased with the report as it stands."
Mr. Moloney thanked Mrs. Norton again for the work of her committee.

At 11:50 a.m. the Trustees voted to go into Executive Session under
Chapter 39, Section 23B (3) of the Open Meeting Law, relative to collective
bargaining or litigation strategy. The public was advised that the public meeting
would reconvene after the Executive Session.

Following the Executive session at 12:21 p.m., it was voted to adjourn
the meeting of the Corporation temporarily for a Meeting of the Administrative
Agency. The Meeting of the Corporation was resumed at 12:27 p.m.

The next item of business related to the selection of the Director and
Librarian of the Boston Public Library. Mr. Moloney reviewed the vote of the
Trustees in the meeting of April 5, 1984, with the target date for selection
January 1985. Mr. Moloney noted that a key element in the selection process is
the Advisor to the Trustees. Such an Advisor may also serve as Advisor to a
search or screening committee which should consist of a group of individuals
who reflect the variety of communities served by the Boston Public Library —
branch libraries, research library, regional library, and citizens, he said.
The first step is the appointment of an Advisor to aid the Trustees in establish-
ing ground rules and formulating a general view of an appropriate person to
serve as Library Director. Mr. Moloney described how he had talked to a number
of people and a name "had surfaced repeatedly" of a uniquely qualified Individual:
a graduate of the University of Kansas, Phi Beta Kappa, with a Master's Degree
in Library Science from the University of Michigan. Formerly a branch librarian
of the Charles town Branch Library, Ms. Margo Crist has worked not only in the
Boston Public Library in both branches and the central Research Library, she
has served as President of the Library's Professional Staff Association, is
presently Regional Administrator of the Central Massachusetts Regional Library
System, and has held several positions in state, regional, and national library
associations. Mr. Moloney inicated that Ms. Crist had indicated a willingness

Minutes of Meeting
Corporation
May 31, 1984
Page Six

and would feel comfortable serving as Advisor, having had actual work experience
in both branch and research library service. He added that there is a perception
outside that the Boston Public Library has been insular in its view and resistant
to new ideas. He suggested that Ms. Crist 's background and personal skills would
be appropriate for an Advisor. Mrs. Luthin added that Ms. Crist has had experience
in search procedures and has a "good handle on practical questions." Mr. Bulger
clarified Ms. Crist' s role as helping the Trustees initiate a nationwide search,
as an Advisor to help the Trustees and help the screening/advisory committee to
make recommendations. Mr. Bulger said that the difference between advising and
deciding must be clear at the outset. Mrs. Luthin said that Ms. Crist had
indicated that a precondition of her acceptance would be that she be instructed
clearly on what the Trustees want her to do. In response to a question from
Mrs. Gaines on salary, Mr. Moloney replied that there would be no salary; Ms.
Crist will serve pro bono. There would be reimbursement for expenses such as
travel between Worcester and Boston and appropriate arrangements for matters such
as clerical support. Mr. Bulger called again for a delineation of Ms. Crist' s
responsibilities as Advisor, for the Trustees' benefit as well as hers. Mrs.
Goodwin pointed out that in the recent search process the Trustees had been too
passive. Mrs. Luthin added that the search or screening committee should meet
regularly. On a motion duly made and seconded, it was

"VOTED: to appoint Ms. Margo Crist to serve as Advisor to the Trustees in
their search for the Director and Librarian of the Boston Public
Library. "

Mrs. Goodwin reported that in a talk she had with Arthur Snyder,
former President of the Trustees, he had requested that his recent article in
the Globe be read into the Minutes. On a motion duly made and seconded it was

"VOTED: to incorporate into the Minutes the article "Restoring the Library
to Its Glory," by Arthur Snyder, The Boston Globe, May 5, 1984."

RESTORING THE LIBRARY TO ITS GLORY
Arthur Snyder

"One hundred years ago, the City of Boston had five crown jewels
in her diadem. The Boston Park System was known as her emerald necklace. We had
the foundation of a great City Hospital, the Police Force was the best in the
nation, the School System was the envy of the world, and the Boston Public Library
had already established its greatness.

Today, the school system is fighting back from disgrace. Many of our
parks are adorned with weeds, the City Hospital has problems with accreditation,'
and the morale of the Police Department is embarrassingly poor. Each of these
has been decimated by politics.

Through the Seventies, the Boston Public Library had managed to stay
securely moored against the ebb and flow of Boston's political tides.

How did the library maintain its position while our other jewels

'<^^'^T-

I'r

Minutes of Meeting
Corporation
May 31, 1984
Page Seven

%ecame tarnished with the soapy film of politics? Thomas Boy Is ton Adams wrote
three informative articles for the Globe on the history of the library.

He recalled that in 1877 a city councilor with surprising lack of
vision for that era drove a great library director from the Boston Public Library
to Harvard. The backlash included legislation stipulating that the trustees
of the library should be five citizens of Boston, each appointed for five years,
with only one appointment occurring in each year, thus preventing the mayor from
"packing the court." In addition, the library was to be managed solely by the
trustees and not by the mayor. By this foresighted legislation the library was
protected from politics until the election season of 1979 when a conscious effort
was undertaken by the White administration to use the library (particularly its
26 neighborhood branches) to enhance the political fortunes of the incumbent
mayor.

First, the mayor did not appoint anyone to fill Sidney Rabb ' s chair,
which forced the trustees to operate with a board of only four members. As
president of the Trustees, I found that the three other trustees were a deputy
m^or, a former deputy mayor and a city contractor. Although discussions were
friendly, I was never certain what the real agenda was, especially in the area of
cable television where Deputy Mayor/Library Trustee Micho Spring also served as
chairman of the Cable Access Foundation.

During the tragedy of Proposition 2^$, the library, like the police and
fire departments, suffered crippling cutbacks despite the fact that surplus budget
funds were available. The library staff was reduced from 536 to 350. The central
library was closed weekends. The hours of operation of branch libraries were
reduced; professional librarians were eliminated completely from some branches,
and morale in the library dropped to an all-time low. Many evening meetings
were held at the branch libraries by neighborhood residents concerned about the
future of the library. I attended all of them to try to deflect what I considered
to be the proper spears and arrows of the populace. At most of those meetings our
new mayor, then City Councilor Raymond Flynn sat on the dais. As a councilor,
he demonstrated concern for the people and for their love of the library.

Two other events occurred. The salary of director Philip McNiff had
been $39,000, which I felt was low. I had tried several times to bring up the
issue but with no response. Suddenly an aide to a deputy mayor called me and
wanted to know what the range for similar positions was in the United States.
The high was determined to be $55,000, so the director's salary was immediately
escalated to $55,000. Second, an emissary from the mayor suggested that a
prominent appointed city official be named the new director. Concerned for the
integrity of the library, I resisted.

Within two months of McNiff 's retirement in June of 1983, I was fired as
trustee and president. It is important to emphasize why I, or any of the other
trustees at that time, could be summarily dismissed. Mayor White could accomplish
this because all of us were holdovers. As each of our terms came due (one each
year) he had not reappointed us, which implied we could be shipped out at any time
if we did not continue to shape up.

Minutes of Meeting

Corporation

May 31, 1984

Page Eight

My firing came after the Globe had written an editorial saying that
the politicians should not be trustees. There had been some disagreement because
I had asked the trustees not to write to or argue with the Globe about that editor-
ial. Mayor White reappointed the others and put Massachusetts Senate President
William Bulger in my place.

I admire Bulger. He is an outstanding citizen and a learned man, a
perfect library trustee. However, he does, through his position, control several
million dollars of appropriations for the library. A future Senate president
could easily use such leverage to politicize the library.

Critics say that Mayor Flynn politicized the library when he replaced
three trustees. I say that he did not politicize the library but, in fact,
reversed that precedent.

I made a point of attending the first meeting of the new trustees. I
found them to be deeply concerned with the library and the people it serves, not
just the main library but all of its branches in all of its neighborhoods. For
many aspiring citizens, a free public library is the only vision of hope they
have. It was a joy to hear the three new trustees express their goals for a
renewed greatness for the library. This trustees' meeting was the most rewarding
of my association with the Boston Public Library and, I believe, offered the
vision of Boston once again wearing a sparkling tiara undimmed by politics.

Arthur Snyder is vice chairman of the board of directors of United States
Trust Company."

The meeting adjourned at 12:41 p.m.

Clerk pro tem

Please read, initial below and return
to the Clerk pro tem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
June 29, 1984

Minutes of Meeting
Corporation
June 29, 1984
Page Two

A meeting of the Corporation was held by the Trustees of the Public
Library of the City of Boston at 2:42 p.m. on Friday, June 29, 1984, in the
Trustees' Room. Present were Messrs. Bulger and Moloney, Mmes. Goodwin and
Luthin, and members of the Library staff. Mrs. Gaines was absent due to illness.

Presiding, President Kevin F. Moloney.

The minutes of the Regular Meeting held on May 31, 1984, were approved

Mr. Kelly described the next item in the order of business, the sale
and purchase of securities, as a typical recommendation from the Library's
investment counselor Thorndike, Doran, Paine and Lewis. The normal process, Mr.
Kelly explained, is, upon receipt of such a recommendation, for the clerk to
call the Finance Committee Chairperson and other members of the Finance
Committee in order to get a quorum by phone. If agreed, the recommendation is
then sent to the Collector-Treasurer at City Hall, who executes the transaction.
In the past, Mr. Kelly noted, the recommendations of the counselor are usually
followed unless "there is something odd" involved. A case in point occurred
several years ago when there was a recommendation to purchase Rank Xerox when
the Board had never before purchased foreign securities. The Trustees showed
concern that there be no delay in handling purchase/sell recommendations,
considering how the cost of issues fluctuates. It was agreed that the clerk
should process the recommendations on the day received. Mrs. Luthin pointed
out that on July 18 she will meet with Stephen Paine of Thorndike, Doran, Paine
and Lewis to discuss how other organizations handle such transactions and to
see if the Trustees can "work something out." Mr. Kelly added that the "big
issue" has been whether the investment counsel could be authorized to speak
directly to Mr. Gorman in the Collector-Treasurer's office, but in the past
the Trustess have not chosen to relinquish their role in the matter. Fol-
lowing this discussion, on a motion duly made and seconded, it was

"VOTED that the Collector-Treasurer be, and hereby is, authorized

and directed on behalf of the Trustees of the Public Library
of the City of Boston to take the following action with
respect to the General Investment Account:

TO SELL, ASSIGN AND TRANSFER:

Amount

720

,000

,300

,500

PURCHASE

,000

Issue

Temple Inland
Commerce Clearing House
American Home Products
Upjohn

and

"VOTED: that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote

Mr. Kelly described how at the end of the Fiscal Year the Trustees
need to authorize distribution of funds in the General Investment Account, and
it is also necessary to authorize the Collector-Treasurer to distribute certain
income to the Rector of Trinity Church, i.e. 40% of the income from the Benton
Fund and to distribute all of the income from the Children's Fund. This distri-
bution, Mr. Kelly explained, is the result of a ruling of the court in 1935.
At that time the will of Josiah Benton, who had drawn up his own will, was
challenged by the Rector of Trinity Church. The procedure is that the Director
writes to the Collector-Treasurer based on the vote of authorization from the
Trustees.

Mr. Kelly described the next item on the transfer of certain savings
accounts into the General Investment Account as a means of consolidating all
funds into the Gneral Investment Account. The three savings accounts are all
small funds, a few hundred dollars and the last three in passbooks. In response
to a question from Mrs. Goodwin on the value of the Benton and Bromsen funds,
Mr. Kelly responded that the Benton is $1.4 million and the Bromsen $60,000.
Mr. Kelly added that the Bromsen Fund is separate because Mr. Bromsen believes
in investing in U.S. Treasury debt instruments instead of stock. The Bromsen
funds are also in the General Investment Account. Following discussion, on
a motion duly made and seconded, it was

"VOTED :

and
"VOTED:

that Liam M. Kelly, Acting Director of the Public Library
of the City of Boston be, and hereby is, authorized and
directed to cause to be distributed and paid to the Trustees
of the Public Library of the City of Boston the income of
the General Investment Account and the Maury A. Bromsen
Fund for the period from July 1, 1983 to June 30, 1984."

that Liam M. Kelly, Acting Director of the Public Library of
the City of Boston be, and hereby is, authorized and directed
to cause to be distributed and paid to the Rector of Trinity
Church, to be held by said Rector pursuant to the provisions
of the 12th Clause of the Will of Josiah H. Benton, as defined
by the agreement of Compromise, dated January 15, 1935 and
made in connection with the administration of the trust created
by said Clause, four-tenths of the income of the Benton Book
Fund for the period from July 1, 1983 to June 30, 1984, inclusive,
now held in the custody of the Collector-Treasurer of the City

Charter Medical
Johnson & Johnson

BPL Form No. 1046F— 1 /74

Minutes of Meeting
Corporation
June 29, 1984
Page Three

-anti'
"VOTED:

and
"VOTED :

and
"VOTED:

of Boston, and to cause to be distributed to and paid to
the Trustees of the Public Library of the City of Boston
the remaining six-tenths of said income for said period
to be applied to the purchases provided in said Agreement
of Compromise."

Director of the Public Library of
hereb3\is, author aSzed and directed

Trinity Cburch 40% of
Fund forXthe period \rom July 1, 1983
's Ftmd, now hela<. in the cus
e Cit\ of Boston, and to cause
e Trustees of the PuTsdic Library
ing six\tenths of saiosdncome
the purchases provided

that Liam M. Kelly, Acting Director of the Public Library of
the City of Boston be, and hereby is, authorized and directed
to cause to be paid to the Rector of Trinity Church for the
period from July 1, 1983 to June 30, 1984 on the Children's
Fund, now held in the custody of the Collector-Treasurer of
the City of Boston pursuant to the provisions of the 11th
Clause of the Will of Josiah H. Benton, as required by the
12th Clause of said Will."

that the savings account in the name of Library Art Fund in
the amount of two thousand two hundred and forty-four dollars
and thirty-two cents ($2,244.32) plus interest earned by the date
of transfer be transferred to the General Investment Account. The
units appropriate to the dollar value will be determined on the
date of transfer."

that the savings account in the name of Ellery Sedgwick Fund
in the amount of three thousand three hundred dollars and
one cent ($3,300.01) plus interest earned by the date of
transfer be transferred to the General Investment Account.
The units appropriate to the dollar value will be determined
on the date of transfer."

Minutes of Meeting
Corporation
June 29, 1984
Page Four

and

"VOTED: that the savings account in the name of Marjorie Wiggins Prescott
Fund in the amount of one hundred seventy-nine dlollars and
nineteen cents ($179.19) plus interest earned by the date of
transfer be transferred to the General Investment Account. The
units appropriate to the dollar value will be determined on the
date of transfer."

Mr. Doherty announced that the organizational meeting of the Designer
Selection Committee for the renovation of the McKira Building will take place
on Tuesday, July 10, 1984 at 7:00 p.m. Members of the Committee are Victor
Hagen, Associate Director of the Pubic Facilities Department; Robert Daigle,
newly elected President of the Massachuseets Engineering Association; Thomas
Payette, President of the Boston Society of Architects; John Doherty, Assistant
Director, Boston Public Library; and Kevin Moloney, President of the Trustees,
Boston Public Library, who will serve as Chairperson.

Mr. Doherty pointed out that 26 proposals were received from the
approximate 60 who originally picked up guidelines on the submission of proposals.
Mr. Doherty went on to describe questions related to late submissions which
required policy decisions by the Board; the questions related to arrival of second
packets after the deadline as well as late original submissions. Mr. Moloney said
that he had consulted with the city's Law Department and was told that an opinion
would be issued within a few days, but that there would be no legal problem
presented by considering the late-filed applications.

Mr. Doherty called attention to another matter needing resolution:
the application from Stull and Lee, Inc. That firm, then under the name of Stull
Associates, Inc., he noted, was originally part of the team which did the McKim
feasibility study. State projects prohibit by law the performance of a project by
the same firm which handled the feasibility study; cities and towns in the Common-
wealth can waive this restriction. At this point Mr. Moloney disclosed that he and
his law firm presently were representing Donald Stull personally (not Stull and
Lee, Inc.) in a civil case and that while he believed there existed no problem he
wished to recuse himself at this time on this question. Mr. Bulger assumed the
chair with respect to the question. After further discussion in which Mr.
Moloney did not take part, relating to the need to make a decision on this
question and the need for Trustees as well as the Designer Selection Committee
to think about this question, on a motion duly made and seconded, it was

^-f^^^^n

Minutes of Meeting
Corporation
June 29, 1984
Page Five

"VOTED: to ask the Designer Selection Committee to consider and advise
the Trustees on the question of the proposal submitted by
Stull & Lee, Inc."

and

"VOTED:

to accept the two late-filed proposals for the renovation of
the McKim Bulding and include them with the other proposals."

Mrs. Goodwin inquired as to an appropriate response if an applicant attempted
to communicate with any of the Trustees with respect to design selection
matters. Mr. Doherty pointed out that the Designer Selction Committee will
act as agent for the Trustees and will submit recommendations to the Board.
A response was suggested: "The matter you speak of has been referred to the
Designer Selection Committee . . . ." Mr. Moloney indicated that the Designer
Selection Committee would act on the assumption that the Open Meeting Law
applied. On a motion duly made and seconded, it was

"VOTED: to authorize the Director or Assistant Director to appoint an
appropriate staff person to serve in the capacity of clerk to
the Designer Selection Committee during the vacation of the
clerk, Jane Manthorne."

In discussion on the alternative uses of the McKim Building spaces, Mr.
Doherty demonstrated how he has designated on paper those areas with proposed
changes; Mr. Kelly described the formation of a management committee on the
Central Library organization which has met several times, and the group will
be expanded to discuss how the McKim spaces might be used. Mr. Moloney
reiterated that it was important that a summary of the Stull Report showing
alternative uses of the McKim Building be on paper for the Trustees before
their walk-through of the building. The date for the walk-through was then
set for Monday, July 16, 7:00-9:00 p.m.

Mr. Moloney asked that an appropriate sign be placed at the entry to
the McKim Building announcing that the building will be undergoing change and
renovation during the next two years — something is happening here. Other
remarks included Mr. Doherty 's comment on the favorable Globe editorial this
week; Mrs. Goodwin's question as to the cost of the feasibility study ($75,000);
and that Stull Associates, Inc. spent a great deal of time on study, with a
good team of engineers. The members agreed that the proposal came from a
broad representation of architectural firms, some well known, others not
well known. The renovation will be a "feather in any firm's cap." Mr.
Moloney concluded that in the invitation for proposals the Library had, for
such an architectural competition, done well in both the numbers and the type
of applications.

• •

Minutes of Meeting
Corporation
June 29, 1984
Page Six

Next Mr. Moloney brought the Board up to date on the search for the
director. He indicated that Ms. Margo Crist, the Advisor to the Trustees, will
soon have talked with each member of the Board to get a sense of their individual
thoughts and concerns. He indicated further that she has prepared a suggested
timetable, and he suggested that two to four meetings of the Trustees might be
necessary to resolve important questions such as the number of years of experi-
ence, graduate library degree, other advanced degree, residency, salary, and
abilities required over the next 15 years or so. He observed that some ques-
tions may be relatively easy, others may be difficult. The allowance for four
meetings will take the Board until the end of summer. In addition, he indi-
cated that there must be lead time allowed for formal advertising which means
formal posting probably could not occur until October. In the meantime Ms. Crist
will continue correspondence and communication with people across the country.
She already has received two applications. Mr. Moloney said that Ms. Manthorne
has and will have sole custody of the application and search file in the Library;
and that Ms. Crist will maintain the same security at her office. By September, he
added, the Board will need to decide upon the types of persons to appoint to the
Screening Committee — and that such persons preferably would have experience with the
Boston Public Library and the ability to work hard. The Trustees need to consider
formulating questions for the interview process and also working out the role of
the Screening Committee. He indicated that it will probably be November or
December before the Screening Committee will be ready to operate. Then come inter-
views by Trustees. The use of the words "target date" at the April meeting was
wise, suggested Mr. Moloney, since February or March are possible dates for
selection of the director. Mr. Moloney suggested that there be four meetings in
July and August, scheduled for evenings as an encouragement for people to attend:
Monday, July 23 and 30, and August 13 and 20.

At 3:42 p.m. Mr. Moloney advised that there would be a short Executive
Session under the collective bargaining/litigation exception to the Open Meeting
Law and that the public meeting would resume thereafter.

At 3:55 p.m. the Trustees resumed the meeting of the Corporation
and the meeting was adjourned.

Clerk Pro Tem

Please read, initial below and return
to the Clerk

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

• TllUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, July 16, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees* Room at 7:10 p.m.

Luthin.

Present at the meeting were Mr. Moloney, Mmes. Gaines, Goodwin, and

Kevin F. Moloney, President, presiding.

The meeting adjourned at 7:15 p.m.

Clerk pro tem

Please read, initial below and return
to the Clerk pro tem

Trustee

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation

In Board of Trustees
Monday, July 23, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 6:45 p.m.

Present were Messrs. Bulger and Moloney, Mmes. Luthin and Gaines,
certain members of the Library staff; Ms. Margo Crist, Advisor to the Trustees
with respect to the search for the Director; and members of the public.
Mrs. Goodwin was detained in New York and unable to attend.

Presiding, President Kevin F. Moloney. \

Prior to the meeting of the Corporation, Mr. Moloney reported on the
problems of the Egleston Square Branch Library, noting that it has been closed
temporarily on a de facto basis due to the history of public safety problems
of both users and library staff members. He reported that Urban Edge, Inc. has
been approved by the Boston Redevelopment Authority to acquire, repair, and
refurbish the "in-fill" shell structure adjacent to the library for office
space, apartments, and condominiums, all on a low income basis. He said that
on Saturday, July 21, 1984, a meeting at the Egleston Square Branch Library
regarding the Library and other issues In the Egleston Square community was
held. He reported that this was the first time organizations in the community
came together to try to find solutions to the problems all were experiencing
in the Egleston Square Branch Library community. The community would like to
have the branch reopened and Urban Edge, Inc., he reported, will commence
renovation activities some time this fall.

The first item of business in the meeting of the Corporation related
to the design and construction of the McKim Building refurbishments. Mr.
Moloney explained that the Designer Selection Committee's choice of an archi-
tect is an important choice. He further stated that the Committee must look
at more than just the written presentations and that he felt that it would
aid the Committee in this most important task to have the assistance of an
expert in this field. Mr. Moloney then outlined the experience, qualifica-
tions, and background of Mr. Douglass Shand Tucci, author of— among other
distinguished works — Built In Boston; City and Suburb 1800-1850, who would
be able to advise the Committee and the Trustees with respect to the archi-
tect selection process as well as during the design and construction phases
of the project. He reported that Mr. Tucci *s hourly rate is $75.00, and
Mr. Moloney suggested that the fee be limited to a maximum of $250.00 per
day and to an aggregate maximum of $5,000.00. Mr. Moloney stated that It
was impossible to say at this time just how many hours would be necessary,
but that a better estimate could be made within a month or so as the work of
the Committee proceeds. Mr. Moloney made a motion that the Board approve
the engagement of the services of Mr. Tucci. Mr. Bulger seconded the motion
and it was

.. ^

BPL Form No 1046F— 1 /74

^tStS^^iS^-

Minutes of Meeting
Corporation
July 23. 1984
Page Two

Minutes of Meeting
Corporation
July 23, 1984
Page Three

**VOTED: that the Trustees engage the services of Mr. Douglass Shand

Tucci as advisor to the Trustees relative to the selection of
an architect, planning design and construction of the renova-
tion and refurbishment work proposed for the McKim Building at
a rate of $75.00 per hour but at a maximum of $250.00 per day
with total payments in any event not to exceed $5,000.00."

The next order of business related to the search for the Director and
Librarian. Mr. Moloney introduced Ms. Margo Crist as the advisor to the Trustees
for search matters and gave a brief outline of her education, background, and
experience. Mr. Moloney expressed the Board's appreciation of Ms. Cristas will-
ingness to take on this important task as well as the Board's appreciation for
the Central Massachusetts Regional Library System for its support of Ms. Cristas
efforts on behalf of the Boston Public Library.

Ms. Crist first reported on her activites at the American Library Associa-
tion convention recently held in Dallas, Texas. She indicated that one of her
reasons for attending was to hear what people across the country felt about the
Boston Public Library. She said that she had received "positive feedback" re-
garding the reputation of the Boston Public Library and that it was "highly re-
spected." She went on to say, however, that members must achieve more visi-
bility on a country-wide basis regarding the search process. Ms. Crist reported
that she had spoken with a number of important people in the American Library
Association including the past, present, and future Presidents of the ALA, as
well as others. She indicated that all with whom she spoke expressed willing-
ness to help in any way possible with respect to the search.

Some people, she said, raised questions because they felt that there
had been some confusion relative to past search efforts. She sensed a problem
with communication in the past and she felt there was a need to encourage appli-
cants; also, she said, more publicity on a country-wide basis regarding the
search was needed.

Mr. Moloney stated that the timetable outlined at the last meeting is
as realistic as it can be under the circumstances and that it will take a certain
amount of time to proceed through the steps that cannot be by-passed. He went on
to say that it is the hope of the members to have the minimum qualifications
decided upon by the end of July so that a formal advertisement could be published
in the appropriate journals by September or, at the very latest, October. He
outlined that there would be a need of a four to five weeks lead time for publi-
cation of the notices; that a screening committee would need time to review
applications, conduct interviews, and make recommendations. He expressed the
view that the screening committee should reflect fairly all of those who are
affected by and affect the institution. The members discussed that there would
be two series of interviews in order to narrow the list of applicants to the
best prospects. The members further discussed that since there were various

holidays in the November-December months, that also would be a factor in the
time required, and that the decision on the Director and Librarian probably
would take place in early 1985.

Mrs. Gaines inquired of Ms. Crist whether some of the people who
needed encouragement had applied for the position before. Ms. Crist said that
some of those applicants should be contacted again because nothing done in the
past should be considered by anyone, including the applicants, as a rejection
of any particular individual. The members agreed that something would have to
be done to advise those applicants that the search is still continuing and that
their expression of interest as candidates would be welcomed. Ms. Crist
explained that the lack of communication previously discussed may also be a
problem with persons who have not yet applied.

Ms. Crist then distributed to the members and to others in attendance
at the meeting a copy of a memorandum entitled "Issues and Directions for the
Boston Public Library" which she has prepared. There followed a discussion
of many of the issues that are facing the institution from strengthening
neighborhood services to the concept of specialized collections, assistance
and materials for the disabled, non-English speaking users of the library, con-
tinuing education opportunities and programming, expansion of "friends groups,"
and sources of funding by public and private entities, and the roles of the
Boston Public Library in the Eastern Massachusettts Regional Library System
and under the Library of Last Recourse program.

Ms. Crist reported that this listing of issues and directions was a
developing list and that at some point priorities will have to be established.
Ms. Crist said that the listing of issues and directions was not set forth on a
ranked priority basis but were established as a setting forth of issues on which
the Trustees would have to make decisions of policy. Mrs. Luthin said that,
although she understood the listing was not set forth on a priority basis, in
any event the issue of strengthening collections and services in the research
library should be clearly moved up on the list as a priority.

The attention of the meeting then focused on another memorandum
prepared by Ms. Crist entitled "Questions to be Resolved - Minimum Qualifica-
tions for Director, Boston Public Library." The first question to be answered
was should there be a minimum number of years of experience specified? Ms. Crist
stated that as the position is a high level position, ten years as a minimum is
a realistic period. Mrs. Gaines inquired if the person should have ten years
experience as a director. Ms. Crist replied in the negative saying that the
experience could be libraries generally. Ms. Crist expressed the view that it
was open as to what kind of experience but that ultimately the trustees would
have to decide on a formal cut-off for the amount of experience required. Mrs.
Gaines asked how flexible the Trustees should be. If, for example, the person
is perfect in all other respects but does not have ten years, would that person

mn^^immiis^^smmi

X;iJ^r^<X'^^'^-'i*^^'*^:'' ^^'!P1f''

Minutes of Meeting
Corporation
July 23, 1984
Page Four

be entitled to apply? Mr. Bulger connnented that the Trustees should not want to
be ensnared by their own technicalities but that there must be some sort of out-
line. Ms. Crist said that the minimum qualifications must be seen and utilized
as a screening device. Mr. Bulger commented that "there is no substitute for
experience" but to bear in mind that "minimum" means just that — the director
should not fall below that minimum requirement.

The members then discussed the second question, "will experience in
an administrative position be required? If so, how much?" On this point Ms.
Crist reported that customarily three to five years is the minimum requirement.
This again, she said, relates to general experience because when minimum require-
ments are established one limits the choices. Mrs. Luthin suggested that she
felt more comfortable with five years minimum experience, while Mr. Moloney
thought that three years would be enough as a minimum.

A member of the public then asked to speak and commented that the
Trustees should be looking for someone with high ethical standards because,
she said, directors in the past had been political and exploitive of certain
groups. Mr. Moloney disagreed with the accuracy of her characterizations say-
ing that the discussion should be confined at least at this point to the matters
being discussed now and that what the Trustees were attempting to do at this
meeting was to achieve some consensus as to what the minimum qualifications for
the position should be. Mrs. Gaines added that she thought it should be taken
as a given that the Trustees would be looking for a person of high moral and
ethical standing and that the minimum qualification decisions were just the
beginning. Mr. Bulger expressed curiosity as to what the member of the public
believed had happened in the past. She said that there were lectures held ex-
ploiting certain groups and made specific reference to the National Endowment
for the Humanities lecture series at the Hyde Park Branch Library. Mr. Robert
Smith, Secretary of the Friends of the Hyde Park Branch Library who was in
attendance at the meeting, then asked to speak. He reported in some detail as
to the nature of the lectures held at the Hyde Park Branch Library and the very
favorable response of the many people who attended the series. The member of
the public who raised this question reported .that she had not attended the
lectures claimed that the advertisements for them were obviously exploitive.
Mrs. Gaines called attention to the fact that the person who complained about
the content of the lectures had not attended them.

Mr. Bulger then inquired as to whether additional education would be
necessary for the director and librarian. Mr. Moloney inquired if the members
had settled on the number of years of administrative experience and Mr. Bulger
suggested that they settle on three years as a minimum in order to leave more
discretion. Ms. Crist commented that the nature of the experience should be
taken into consideration. She said that this is just a beginning and that in
no way determines the nature of the interviews but that there must be certain
minimum standards to go by. Mr. Bulger and Mr. Moloney agreed that they are
in favor of a minimum of three years in order to leave room for the Trustees
to exercise more discretion. A member of the public asked if the Board would

Minutes of Meeting
Corporation
July 23, 1984
Page Five

take into consideration (with respect to the educational background of an ap-
plicant) the particular school from which the degree was obtained. Ms. Crist
commented that the Trustees should insist upon a degree from an ALA accredited
institution. She added that generally the experience of the person is the most
important factor. The members decided that, with respect to additional educa-
tional achievements, it would be a plus but not a minimum requirement.

The next question considered was whether the salary of $55,000 is to
be considered firm for the director's position.

By way of background, Mr. Kevin FitzPatrick of the library staff re-
ported that the salary of $55,000 was established by vote of the Trustees in
October, 1982. He advised that the Trustees had the power to establish the
salary. At this point Ms. Crist distributed "Annual Statistics - 1983" as pub-
lished by the Urban Libraries Council. The several pages of statistics included
among other things, the salaries of directors of libraries on a national basis.
She observed that already this information is at least one year old as it was
published in 1983 and probably included 1982 data. Mr. Bulger stated that if
the salary was to be commensurate with responsibility that it would have to be
higher than $55,000. Mrs. Luthin inquired of Ms. Crist as to what it meant to
her when she heard the phrase "current salary is..." Ms. Crist replied that it
meant that the salary might be subject to change. All members agreed that the
salary would have to be higher than $55,000. Mr. Moloney said that the Trustees
are required to fix the salary and that the only limitation upon their authority
and responsibility is that the salary appropriation for the library staff as a
whole not be exceeded. Ms. Crist said that the salary terms should go into the
posting and advised that some journals will not publish an advertisement for such
a position without there being included a mention of the salary or salary range.

The members then addressed the next question as to whether residency
in the City of Boston will be required of the Director and Librarian or might a
waiver be offered. Mr. Moloney said that by ordinance residency is required of
any new or promoted city employee. Mr. Bulger commented that it must be stated
up front— "sink or swim with the rest of us." He went on to say that especially
since other city officials are required to reside in Boston it would be well if
the director of the library did the same. The members agreed that residency would
be required especially since the Trustees could not either waive the requirement
themselves or even offer a guarantee that a waiver could be obtained.

The meeting focused on the question of whether experience in a public
library will be required. On this issue Ms. Crist explained that on one hand a
case might be made that a person with university library experience could be
thought of as having relevant experience. However, Ms. Crist emphasized the
unique nature of service in public libraries and the unique diversity of clientele
that must be considered and served. Other types of libraries do not have this
same demand placed on them. Mr. Bulger commented that a person with an academic
experience could run a library smoothly with respect to this great institution.

.-f I

Minutes of Meeting
Corporation
July 23, 1984
Page Six

He said further that many persons in the academic area often do not want to leave
an academic institution, but that if an applicant were willing to leave the
university it might say something positive about that person. Mrs. Gaines said
that she feels strongly that the person should have public library experience
because she said there is a bit of elitism in the attitudes of some people in
the academic world and she is concerned that that kind of person would not be
able to fully help the needs of the neighborhood branches. She questioned how
often the previous Director and Librarian got out to any of the branches. Mr.
Moloney was concerned that if the members drew the line too tight at this
early stage it would limit the number of applicants and limit the Trustees too
much. Mrs. Gaines reiterated her view that the Director should be someone
who cares about the branch libraries. Mr. Moloney commented that the previous
Director and Librarian had had both public library experience and academic
experience. Mrs. Gaines said she felt that public library experience was a
must. Mrs. Luthin commented that the Trustees might gain more at this point
by having more people than fewer people to interview. Mr. Moloney expressed the
view that the minimum qualifications on this issue not be too restrictive.

It was agreed, due to the time, that the other issues on Ms. Grist's
outline would be discussed at the next meeting on Monday, July 30, 1984, and
Mr. Moloney expressed the hope that specific votes could be taken on the
minimum qualifications at that time.

The meeting was adjourned at 8:45 p.m.

Clerk pro tem

Please read, initial below and return
to the Clerk pro tem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, July 30, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 6:40 p.m. Prior to this meeting a brief meeting
of the Administrative Agency was held.

Present at the meeting were Messrs. Bulger and Moloney; Mmes. Gaines,
Goodwin, and Luthin; Ms. Margo Crist, Advisor to the Trustees in their search
for Director; members of the staff and public.

Presiding, President Kevin F. Moloney.

Mr. Moloney began the meeting with introductory remarks on the order
of business, the consideration of qualifications for the Director and Librarian,
and related matters. Mr. Moloney pointed out that the meeting would be orderly,
that comments and questions would be welcome within the orderly framework of the
meeting.

Mr. Moloney indicated that he had discussed with Mr. Kelly the funding,
incidental and relative to the McKim Project, e.g. the advisory assistance from
Douglass Shand Tucci, and that Mr. Kelly had pointed out that certain trust
funds could be used for such costs. On a motion duly made and seconded, it was

"VOTED: to designate $40,000 from the John Deferrari Indenture of Trust
1948 to establish a budget for incidental and related costs and
expenditures related to design and construction in the refurbish-
ing and restoration work of the McKim Project, and to fund the
fees of Douglass Shand Tucci from this budget."

Mr. Moloney then described how last week the Trustees had begun
discussion on the minimum qualifications for the formally advertised position of
Director and Librarian. He introduced Ms. Margo Crist as advisor to the Trustees
in the search process, noted that Ms. Crist had prepared and revised a formal
advertisement. Mr. Moloney said that the order of business was to review last
week's items and to vote on each item.

Mr. Moloney posed the question: should there be a minimum number of
years of experience specified? It was agreed that a minimum of ten years was
reasonable yet would not foreclose someone relatively young. Mrs. Goodwin said
that someone is needed who know§ the library field. The Trustees agreed to set
a minimum of ten years experience.

On the question of administrative experience, the discussion centered
on whether the figure should be three or five years. Ms. Crist indicated that
she has reviewed comparable positions and five seems to be the appropriate
number. Three years is not much, said Ms. Crist, for the complex management
skills required. Mr. Moloney said that the Trustees must be aware of the messages
sent by the advertised requirements and he expressed reluctance to "draw things
so tight that people might be excluded." After further discussion, it was agreed
to require a minimum of five years of administrative experience, without modifying
the figure with the word "major" administrative experience.

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
Monday, July 30, 1984
Page Two

On the matter of requiring an MLS degree, the Trustees agreed that the
needs of the Library at this time certainly mandate a graduate degree in library
science. It was also agreed that the residency requirement would be adhered to.
On the issue of salary, Mr. Moloney said that compensation should be coirmensurate
with qualifications and experience; the present salary is $55,000. Other city
positions and salaries were discussed with the conclusion that the figure would
be set at $60,000 for the present with further consideration of salciry at the next
meeting.

Much discussion centered on the requisite of experience in a public
library and the degree to which background in neighborhood libraries and commit-
ment to public service were important. The decision was made to broaden the
formally expressed requirement to encompass academic experience, "to open it
up," Mrs. Gaines went on record in protest, emphasizing the uniqueness of
public library experience.

The third page of "Minimum Qualification" was left to be developed at
the next meeting. The Board then discussed the posting of the position of
Director. They agreed that it was still appropriate to have a general job
description; candidates and Board members would need such full background for
interviewing. In a mention of suitable places for posting, the following were
named: Library Journal, American Libraries, Chronicle of Higher Education, New
York Times, Boston Globe, and neighborhood newspapers.

The meeeting of the Corporation was adjourned at 8:15 p.m.

. - * V.

Clerk pro tem

Please read, initial below and return
to the Clerk pro tem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, August 13, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 6:50 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin; Ms. Margo Crist, Advisor to the Trustees in the search for
Director; Mr. Robert Consalvo of the Mayor's Office, and members of staff and
public.

Presiding, President Kevin F. Moloney.

Mr. Moloney brought the Trustees up to date on the activity of the
Designer Selection Committee. The Committee held their second meeting on August 9
with all five members in attendance. At that time each member indicated that he
had gone through all twenty-six applications for the contract to refurbish and
renovate the McKim Building. The meeting provided an opportunity for the members
to exchange views as to the strong and less strong points of each applicant. The
next meeting, scheduled for August 28, said Mr. Moloney, will be the time by
which members will have established a ranking of appliccints "with a degree of
finality." Thereafter the plan is to derive a list of from three to five firms to
call in for interviews and, by that time, to develop questions for the interviews.
Mr. Moloney called the Coirmittee "diligent" and "moving along" according to
plan.

On the preparations for the Trustees First Annual Staff Reception, the
Clerk reported that Mr. Doherty, assisted by the Clerk and Jamie McGlone, Adminis-
strative Librarian, had interviewed and compared proposals submitted by some half
dozen caterers, including minority caterers. The three were unanimous in the
selection of Gourmet Caterers, Inc. Discussion followed on the need to approach
expenditures for the affair with careful attention. The Trustees voted to approve
the recommendation of Gourmet Caterers, Inc. and asked the Clerk to investigate a
possible reduction in the per person costs while still maintaining quality.
The Trustees went on to discuss the musical component of the reception and indi-
cated that they wanted a conte^nporary sound, or as Mrs. Goodwin suggested, a
generational progression through the decades. In line with mention that certifi-
cates would be given to staff with 25 and 50 years of service, Mrs. Goodwin
wondered if there might be a way to give recognition to staff who have made a
special contribution beyond a given number of years of service. The Clerk agreed
to look into what means of recognition may already be in place.

Mrs. Gaines introduced the question of the status of air conditioning in
branches. It was understood that John Doherty was to meet with Peter Welch of
Public Facilities to find out "where things are and what was to be done."

At 7:15 Mr. Bulger departed for another meeting.

Mr. Moloney, continuing the discussion on Public Facilities, pointed out
that Public Facilities had $244,000 in city appropriation and $500,000 out of the
loan order. John Doherty had said that Public Facilities had been given lists

BPL Form No 1046F— 1 /74

Minutes of Meeting
Corporation
August 13, 1984
Page Two

of branch requirements related to air conditioning, roof repairs, and other
needs — and not enough has been done. Mr. Moloney noted that it is Public
Facilities' job to prepare specs, advertise jobs, and award contracts. The
Trustees agreed that Mr. Doherty should report as soon as possible on his meeting
with Mr. Welch.

Mrs. Gaines expressed concern about a breakdown in communication
wondering where the breakdown originated: in City Hall or in the Library. She
cited three recent occasions on which she has had no ccxnmunication: a forum on
rape crisis held in the Library, the installation of the Higher Education
Center, and voter registration in the Library. Mrs. Luthin indicated that she
had received some information on voter registration. Mr. Consalvo of the Mayor's
Office said that he would work to let everyone know what was happening. The
Trustees expressed concern that the Acting Director's "Briefings" continue.

On the matter of voter registration, it was agreed that libraries as
sites for registration was a good idea, but the concern was with the adverse
effect on delivery of library services if volunteer library staff were used to
register voters. Mrs. Gaines suggested that this might be an area in which the
Friends could be involved. It was agreed that there should be further discuss-
ion with the Election Department.

The Trustees next addressed matters related to the position of Library
Director. Mr. Moloney commended Ms. Margo Crist for a job well done in drafting
pertinent documents. He called on Ms. Crist to speak on the draft of the Job
Description. Ms. Crist reviewed the work of the first meeting on "Issues and
Directions for the Boston Public Library." She then turned the Trustees'
attention to a draft of the Job Description which incorporates both, she said.
The draft lists minimum requirements but also spells out roles, tasks, and
incorporates most of the issues. She pointed out that each section begins with
a factual statement, then gives broad responsibilities with more specific
responsibilities beneath each one. The Trustees moved through the document step
by step making changes and revisions. They discussed the Director's leadership
role in relationship to the policy-making role of the Trustees, staffing patterns,
a table of organization, the importance of listing the Director's role with
friends/Associates separately. Mr. Moloney suggested that Ms. Crist prepare a
revision as a result of the discussion; then the Trustees could concentrate on
the last part at the next meeting.

Mrs. Gaines requested that at the next meeting the Trustees determine
the calendar of Trustees' meetings for the remainder of the year.

Mr. Moloney said that they would plan to give their attention to how
they would go about naming a screening committee. At the next meeting they
would discuss the various groups in the Library's constituencies which should
be included on the screening committee. Mr. Moloney said he would discuss
this with the Trustees individually before the next meeting.

Mr. Moloney asked for a report on the East Boston Branch and the use
of the second floor at the next meeting.

^s.

Minutes of Meeting
Corporation
August 13, 1984
Page Three

The meeting was adjourned at 8:35 p.m.

Clerk pro tern

Please read, initial below and return
to the Clerk pro tem

Trustee

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
August 20, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees Room at 6:55 p.m. following a meeting in Executive Session.

Present were Mr. Moloney, Mmes. Gaines and Goodwin; Margo Crist, Advisor
to the Trustees in the search for Director; Mr. Robert Consalvo of the Mayor's
Office: members of staff and public. Mrs. Luthin and Mr. Bulger were out of
town on vacation.

Presiding, President Kevin F. Moloney.

Mr. Moloney said that since the last meeting Ms. Crist had revised the
draft of the Job Description. He asked Ms. Crist to point out the changes. Ms.
Crist called attention to the initial sentence under FUNCTION which spells out in
legally correct terms the two roles of the Trusteees; the change in library
resources to include the General Library; the major change in ACCOUNTABILITY which
now includes a full quote from the By-laws. Next Ms. Crist indicated that under
RESPONSIBILITIES, Section I remains about the same; under II there were changes
or moves in positioning of certain items related to staff and Trustees; III re-
mains the same; IV changes wording on Friends' groups.

Next the Trustees examined the section of "Job Qualifications" called
DESIRABLE KNOWLEDGE, SKILLS and ABILITIES which they had not dealt with at the
last meeting. Working with Ms. Crist, they considered the section and addressed
various questions to her: why, wondered Mrs. Goodwin, were there variations in
the way knowledge was cited — "extensive knowledge," "considerable knowledge," or
just "knowledge" without a qualifying adjective; Mrs. Gaines noted that there is
no direct involvement of the Director in collective bargaining which is handled by
the Office of Labor Relations, hence she recommended that a substitute expression
for "skills" be used in the collective bargaining section. In concluding the
discussion and changes in this section, Mrs. Goodwin commended Ms. Crist for
her work on the Job Description.

Ms. Crist reported that she had received confirmations that postings
would appear in American Libraries (September), Library Journal (September 1),
Library Hotline (September 5), Chronicle of Higher Education (end of August).
Newspaper postings should be planned, Ms. Crist suggested, for the second or
third week of September. Postings are planned for the New York Times, local
papers, and representative papers for the South, West, and Central U.S. Ms,
Crist will recommend these regional newspapers at the next meeting.

Ms. Manthome agreed to report on the present extent of expenditures
in the search for Director.

Ms. Crist reported that the Trustees are ready to send letters to at
least three groups of people in their request for recommendations of possible
candidates for the position of Director, such letters to contain copy of posting
and job description; 1) Association of Research Libraries, numbering 117, the
letter was drafted last week; 2) state agencies, some public, some private; and
3) library schools. Mr. Moloney concluded that "we are on target" in the search
process.

Minutes of Meeting
Corporation
August 20, 1984
Page Two

J. Ron Brown, Supervisor of General Library, reported on a meeting
held by the Massachusetts Board of Regents dealing with the possible resumption
of courses in library science delivered by the University of Rhode Island at
the Harbor Campus of University of Massachu**etts . Mr. Broira reported that the
meeting brought "a packed room" with no adverse comments. He said that Mr.
Moloney made a presentation. There will be a subcommittee meeting at which a
report from a subcommittee will be received. The acting Dean of U/Mass will
keep in touch with the Library. The future of library science courses at U/Mass
looks positive, Mr. Brown reported, but the Library "must follow through." The
concern of the Regents, he said, is related more to accreditation than cost.

Mr. Moloney called attention to one item that he had been thinking
about for the past few weeks, namely bar coding and the proposed new circulation
system. Mr. Moloney noted that the Library will be spending a large sum of
money on a system; and based on his reading of some articles on the subject, he
said that there might be a number of possible problems, and that he was inclined
"to put on the brakes" and "tread water for a few months" before we undertake the
major step of conversion to a new circulation system. It would be important for
the new Director to be tied in with a specific system from the beginning. Mrs.
Goodwin added that the Trustees need to have an understanding of the circulation
system. Following discussion, on a motion duly made and seconded, it was

"VOTED: that the Clerk notify vendors of turnkey circulation systems that
the invitation for proposals has been postponed for the time being
and that the Trustees anticipate that a request for proposals will
be issued as soon as possible following the appointment of the
Director."

The meeting concluded with discussion on Public Facilities and the
status of that Department's handling of the Charlestown Service Building and
branch air conditioning and roofs. Mr. Rutkovskis reported that it was his
understanding that the Charlestown project was "moving through the system."
In response to a question from Mr. Consalvo, Mr. Moloney gave details on Public
Facilities/Library activities to date as they relate to Charlestown and the
branches, including the fact that the Library has supplied Public Facilities
with lists of needed branch repairs and installations. Mrs. Gaines pointed out
that, despite all this, "nothing has been done"; "things are no different than
before." Mr. Moloney added that he has heard nothing about the liaison person
who Public Facilities promised would be assigned to Library matters. Mr.
Consalvo indicated a willingness "to follow up" on the problem.

The meeting adjourned at 8:25 p.m.

Clerk pro tem

Please read, initial below and return
to the Clerk pro tem

Trustee

BPL Form No 1046F— 1 /74

mmz

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, September 10, 1984

Minutes of Meeting
Corporation
September 10, 1984
Page Two

A meeting of the Trustees of the Public Library as a Corporation was held
at 6:24 p.m. following a meeting in Executive Session.

Present at the meeting were Messrs Bulger and Moloney, Mmes. Gaines and
Luthin; Margo Crist, Advisor to the Trustees in the search for Director; Douglass
Shand Tucci, Advisor to the Trustees on 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 of June 29, 1984, July 16, 1984, and
July 23, 1984 were approved. It was agreed to vote at the next meeting on the
minutes of July 30, 1984, August 13, 1984, and August 20, 1984. Members of the
Board would then be free to telephone corrections to the Clerk before the next
meeting.

On the recommendations from Thorndike, Doran, Paine & Lewis on which
action was taken on September 7, 1984, Mr. Kelly explained the process: that
the Clerk pro tem polled members of the Finance Committee, received permission
to proceed, and then notified the Collector-Treasurer's Office to move on the
recommended transactions. This was all done, Mr. Kelly explained, between
3:00 p.m., September 6, when the letter was received from Thorndike, Doran, Paine
& Lewis and the next day, September 7, before noon. For the first time the
investment counseling firm, Mr. Kelly pointed out, had included a letter
spelling out fully the reasons behind their purchase/sell recommendations. A
copy of this letter will be sent to each Trustee. Following Mr. Kelly's
explanation, on a motion duly made and seconded, it was

"VOTED: that the Collector-Treasurer be, and hereby is, authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO PURCHASE

Amount

TO SELL, ASSIGN AND TRANSFER:

5300
2400

400
1000

200
1000
2600
2000

400
2000
3000
2000

Bank of America

Manufacturers Hanover

Ameritech

GTE Corp.

Bell Atlantic

Bell South

Dunn & Bradstreet

PHH

Sea Land

R. J. Reynolds Industries

Tandon

Charter Medical Class A

and.

VOTED: that the Secretary of the Committees be, and hereby is,

authorized and directed to notify the Collector-Treasurer of
the foregoing vote."

Mr. Kelly gave background on the reinvestment of funds in the
General Investment Account. He pointed out that, as a matter of practice,
the iricome from the General Investment Account was distributed several
weeks ago as part of the transaction by which income received from certain
funds is reinvested — until such time as the Board determines otherwise.
Following this briefing, on a motion duly made and seconded, it was

"VOTED: that the sum of $33,049.35 representing the income for the
period from July 1, 1983 to June 30, 1984 earned by the
following funds in the General Investment Account be
reinvested in these funds in the General Investment Account
as required by their authorizing votes on the basis of $1.98
per unit which is hereby determined to be the present fair

value per unit:

Units

2000
2000
1500
5000
1500
3000
2500
2000
3000

Security Pacific

Provident Life & Accident

Schlumberger

Borg Warner

Corning Glass

Houghton Mifflin Company

Harcourt Brace Jovanovich

Hospital Corporation of America

Humana

Joan of Arc Fund

Boston Public Library Staff Cent. Fund

Centennial Fund

John Deferrari Fund

Lee M. Friedman Fund

Lee M. Friedman Memorial Fund

h L.M. Friedman — Books for Rare Books Dept.

Dr. Samuel Abbott Green Memorial Fund

Arthur W. Heintzelman Memorial Fund

G.K. Hall Associates Fund

Shakespeare-Emerson Fund

Helen 0. Storrow Fund

J$ Wedgewood Club 25th Anniversary Fund

Stow Wengenroth Fund

i 1,578.28

797

2,337.07

1,180

53.60

4,192.19

2,117

10,547.37

5,327

30.76

15i5

324.23

164

10,323.33

5,214

505.67

255ii

220.02

111

73.79

2,634.30

1,330^5

86.67

142.07

71ii

$ 33,049.35 16,691

BPL Form No. 1046F — 1 /74

I :j^T'''■"^S^>^^yf;■/'";'^^^^.^^'^f^''f'^^i"/ •'!;'.

Minutes of Meeting
Corporation
September 10, 1984
Page Three

Mr. Kelly pointed out that the contract for investment counselling
services was voted in October 1983 for a partial year and presently needs to be
renewed if the Board so desires. Mr. Moloney noted that they had earlier decided
to evaluate performance in a year or so down the road. In response to a question
from Mrs. Luthin on how the cost of the investment counselling was determined, Mr,
Kelly said that the figure arrived at was h% of the market value of the total
investments ($8 million) minus 25% reduction to a charitable organization which
brings the cost of counselling services to about $30,000. On a motion duly made
and seconded, it was

"VOTED: that the agreement with Messrs. Thorndike, Doran, Paine &

Lewis, 28 State Street, Boston, Massachusetts for investment
counselling services in connection with the General Investment
Account be renewed for the period July 1, 1984 through June 30,
1985 in accordance with the terms specified in the agreement.

and,

"VOTED; that Liam M. Kelly, Acting Director, be, and hereby is

authorized to make from time to time as specified in the
agreement for the period July 1, 1984 through June 30, 1985
between the Trustees of the Public Library of the City of
Boston and Messrs. Thorndike, Doran, Paine & Lewis, 28 State
Street, Boston, Massachusetts, the payments prescribed by
said agreement from undistributed income of the General
Investment Account if he finds that the conditions precedent
to such payment have been fulfilled."

Mr. Moloney next introduced Douglass Shand Tucci, Advisor to the Trustees
on the Renovation of the McKim Building to give preliminary observations of
the status of the Designer Selection process. Mr. Tucci reported that he had
diligently reviewed all submissions and had reported to the Designer Selection
Committee, He went on to cite examples of glossy presentations which were
frequently inaccurate and not appropriate as restoration but were adaptive reuse —
e.g. combining closets in the Gardner Museum to make a restaurant. Mr. Tucci said
that in his opinion two firms immediately stood out, giving evidence of "outstand-
ing credentials:" Shepley Bulfinch Richardson and Abbott and Anderson Notter
Finegold, Inc. Mr. Tucci described how he found the process of selection
edifying. He added that he usually works for the architect in such projects; he
was pleased to work from the point of view of the client. Mr. Moloney noted
that the Committee had been required to work with a more mechanistic approach;
but that it was interesting that the Committee and Mr. Tucci, working in different
ways, both arrived at the same conclusion. Mr. Moloney described the pre-inter-
view briefing sessions held with both firms. The interviews are scheduled for
September 13. Mrs. Luthin asked what the timetable was for the next stages in
Designer selection. Mr. Moloney said that following the interviews, a finalist
would be recommended to the Board. If this choice proves not acceptable to the
Board, the Board then would have to establish a factual basis for their selection;
if the choice proves acceptable, then negotiation of a fee must take place, then
a contract must be signed,
i

Minutes of Meeting
Corporation }

September 10, 1984
Page Four

Next Mr. Moloney called on Margo Crist, Advisor in the Search for
Director to report on the search. Ms. Crist said that public postings have
appeared in Hotline, American Libraries, Library Journal, and Chronicle of
Higher Education. She described how 240 letters on the search have gone out
to members of the Association of Research Libraries, state agencies and library
schools, and that responses are coming in. Followup letters to people with
whom Ms. Crist talked At the A.L.A. Convention in Dallas have also gone out as
well as letters to previous candidates to determine whether they continue to
wish to be candidates.

The Board then moved to a discussion of a draft of Tasks enumerated in
"Charge to Screening Committee for the Director Search Appointed by Trustees of
the Boston Public Library." Each section of the draft was examined and discussed.
It was agreed that it made sense for all applications to be looked at with the
same standards applied to each application; that uniform questions were important
so that the Committee can get a sense of how various applicants approach the same
problem; customized questions are not ruled out, but the interview should remain
a dynamic situation. It was noted that the methods for evaluating candidates by
the Committee should not be too mathematical or mechanical. It will be more
important to have a written, textual spelling out of strengths and weaknesses of
candidates. Maybe at this point, it was suggested, the Trustees should reserve
the ability to sit in/attend interviews and to participate in the activities of
the Screening Committee. It was agreed that the Board and the Screening Committee
could work something out in this regard. It was noted that there should be further
investigation on whether, if three or more Trustees wanted to attend the same
meeting of the Screening Committeee, the Open Meeting Law applied.

Further discussion centered on the need for the Screening Committee to
develop questions keyed to issues and duties; that documentation should be full,
since there have been instances of challenges from unsuccessful applicants in
search and selection decisions by other institutions; the order of placement of
tasks in the list of tasks; whether candidates should be informed of how much
time the selection of finalists will take. Ms. Crist pointed out that the time
is determined by the number of applicants and how many among them will be chosen
as finalists; but that a "ball park figure" of three months could be stated. Mr.
Moloney said that with November 1 as closing date for applications, everything
should be completed in November and December, so that the total time would be
about three months — this part of the process should not move into next year. Mr.
Moloney asked Ms. Crist to circulate the Tasks sheet in its final form.

Next Mr. Moloney passed out a list of citizens recommended for the
Screening Committee. The list, he said, was made up from different recommenda-
tions and included representatives of various institutions or organizations, all
with differing points of view on this great Library. Mr. Bulger asked whether
the people on the list had been contacted. Mr. Moloney responded in the affirm-
ative noting that the people were enthusiastic and would accept, subject to the
final approval by the Board. Mr. Bulger commented that they were taking on
a "very, very large job for themselves." Mr. Moloney went through the list noting
that two entries were without names: P.S.A. (Professional Staff Association) and
AFSCME (American Federation of State/County/Municipal Employees. Mr. Moloney
pointed out that there is a third union (Graphic Arts International, representing
the Library's bindery staff) which is very small compared with the other two
Library unions. Mrs. Gaines indicated that she believed that staff from the

%4 ' ^:V:^^^n^V:'{^'l ":" ^:^^Ar>'^'' ' >J^;^^

-'^^^■■r^^Kj

Minutes of Meeting
Corporation
September 10, 1984
Page Five

bindery union and management should be included — "It effects their lives and
livelihood," she said. Discussion followed on staff representation. Mrs. Luthin
asked Mr. Embleton whether his union and the bindery union had ever worked
cooperatively. Mr. Embleton said that they had separate contracts, so such joint
representation had been ruled out except for the joint Health and Safety Committee.
In response to further questions, membership of the AFSCME union was given as 300,
the PSA as 150. Mr. Moloney noted that the larger the Screening committee is, the
more awkward it becomes. Mrs. Gaines continued to ask for representation of the
nine-member bindery union. Mr. Moloney noted that it was probably the first time
in the Library's history that two unions shared in such a "serious, informative
role. . . an important and significant step." After further consideration of such
matters as representation of unrepresented groups (secretaries, boilermaker) , a
shared seat, concern with the large size of the Committee, it was agreed to try
Mr. Embleton 's suggestion that one member be described as an AFL/CIO seat. On a
motion duly made and seconded, it was

"VOTED: to designate the members of the Screening Committee for the search

for the Director and Librarian as set forth on the list, as follows:
Jane M. Stahl of Boston, Librarian and Director, French Library of
Boston; Daniel M. Driscoll, Jr. of Hyde Park, Vice President, Boem
Development Corporation and President, Friends of the Hyde Park Branch
Library; Kathleen Kelly Satut of Jamaica Plain, Educator (Bi-lingual
Special Education), Board Member of the Jamaica Plain Branch Friends
and Co-author of The Transition Task Force Report on the Boston Public
Library; William Johnson of Danvers, Chief Archivist, John F. Kennedy
Library; Dina G. Malgeri of the North End, Director, City of Maiden
Public Library; Rodney Armstrong of Boston, Director and Librarian,
Library of the Boston Athenaeum; Polly W. Kaufman of Lexington,
Author and Co-director of Boston Public Schools Library Services
Program; Joseph J. King of Hyde Park, retired teacher, Boston School
Department and Treasurer of the Friends of the Dudley Branch Library;
Frances Howe of Boston, Co-chairperson Associates of the B.P.L.,
Trustee of The Library of the Boston Athenaeum and former Vice
Chairperson of the B.P.L. Examining Committee; Angel Amy-Moreno of
Jamaica Plain, Associate Professor, Roxbury Community College and
Writer for El Mundo; Georgianna J. Powell of Mattapan, Graphic Artist,
Women's Service Club, Inc., member. Friends of the Dudley Branch
Library and Save Our Library Committee; Robert D. Stueart of Wellesley,
Dean, Simmons College Graduate School of Library and Information
Science. Subsequent to the meeting Paul E. Rossetti, Special Library
Assistant V, Book Inspection and Information, was designated to
serve on the Screening Committee by AFSCME and Graphic Arts Inter-
national, and Mary E. Kercz, Acting Curator Temporary, Government
Documents, was designated to serve on the Committee by the Pro-
fessional Staff Association.

The Clerk reported briefly on arrangements and projected attendance for
the Trustees first annual staff reception, expected to be about 375, including
guests.

The meeting of the Corporation adjourned at 7:30 p.m.

mmsmmmi

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
October 15, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held at 7:15 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 Mayor's Office; community
representatives, members of staff and public.

Kevin F. Moloney, President of the Board, presided.

The Minutes of the Regular Meeting held on September 10, 1984 were
approved.

Mr. Moloney reported next on the status of the program to renovate the
McKim Building. He described the full process which commenced with the naming of
the Designer Selection Committee: Thomas M. Payette FAIA, President of the Boston
Society of Architects; Robert K. Daigle, P.E., President of the Massachusetts
Society of Professional Engineers, Inc., Victor E. Hagan, Associate Director of
the Public Facilities Department of the City of Boston; and John J. Doherty,
Assistant Director, Boston Public Library. Mr. Moloney served as Chairperson.
The publicly advertised invitation for applications for the design services
commission in connection with the restoration of the McKim Building resulted in
a total of twenty-six applicants whose submissions were systematically examined
and tabulated by the Designer Selection Committee according to a system which
assigned points for such areas as experience in similar projects, experience in
public construction and contracts, and the credentials of the architectural
firms and their engineering consultants. Mr. Moloney noted that the process
resulted in two finalists of the first rank (Shepley Bulfinch Richardson and
Abbott and Anderson Notter Finegold, Inc.) and three finalists of the second
rank (Goody, Clancy & Associates, Inc.; CBT/Childs Bertman Tseckares & Casendino,
Inc.; and Jung/Brannen Associates, Inc.). The two finalists of the first rank
were briefed prior to interviews which were held in the McKim Building. Each
firm's presentation dealt with its past record, approaches to the restoration
process, and vision of the McKim project. A week following the two presenta-
tions the Designer Selection Committee assembled to deliberate and vote. In
one vote, which proved to be unanimous, the Committee selected Shepley Bulfinch
Richardson and Abbott as the firm to recommend to the Trustees. Mr. Moloney
gave additional details on such items as the pre-interview brochure and organiza-
tional chart provided by Shepley. He quoted Mr. Shepley as saying, "I cannot
imagine that Dan Coolidge or I could have another such opportunity in our working
lives."

Next Mr. Tucci described his role in the final stages of the process,
making background checks on references provided by the two finalists. Mr.
Moloney noted that the Shepley firm has taken the formal position that Daniel
Coolidge, project designer, will devote 100% of his time to the project, John
Christiansen, project architect, will be full time, and that Hugh Shepley,
principal-in-charge, will be available for whatever percentage of his time is
required by the Trustees. Discussion followed on how the Trustees would know
how much time is needed from each designer/architect/engineer, also on the need —

BPL Form No 1046F — 1 /74

Minutes of Meeting
Corporation
October 15, 1984
Page Three

consultants. Mr. Larson pursued his suggestion of an architectural historian,
noting that the same nationwide stature be employed in consideration of an
architectural historian. Mr. Moloney responded that Mr. Larson's suggestions
indicate a concern — shared by the Trustees — for the building, an understanding
of the responsibility. Mrs. Gaines indicated that she thought that Mr. Tucci
had been engaged for the Designer Selection process; Mr. Moloney responded that
in a vote the Trustees agreed to have Mr. Tucci 's assistance on a weekly or bi-
weekly basis later on in the project, as well. Mrs. Gaines went on to express
concern—considering the responsibility the Trustees have as clients of the McKim
Project — on who was going to watch the architects in their performance. She
suggested that, since she has no knowledge of the process needed in the McKim
restoration and was not sure of how knowledgeable the rest of the Board is, the
Board should hire a consulting architect to monitor the progress of the architects.
Mr. Moloney said that the first step now should be the update of the Stull Report,
that the Board needs to appoint a subcommittee of the Board to meet for an hour
or so on a weekly or biweekly basis to make sure that in a timely fashion the
architects proceed according to the program. Discussion followed on various
means of monitoring, by clients, of architectural performance, also on the
various phases of the project (establishment of program, then design phase,
then bidding, and finally the actual work by the renovation contractor). Mr.
Moloney pointed out the importance of the Board's feeling comfortable when a
recommendation is made, of acting from "an informed basis" not "a guessing basis."
Mr. Moloney emphasized that the people who have the final responsibility are the
Trustees, that the Board cannot abdicate responsibility, that — on the matter of
an architectural historian— Douglass Shand Tucci is an appropriate advisor with
full knowledge on the McKim Building, on Boston, on Copley Square architecture.
Mr. Moloney returned to the importance of a subcommittee of the Board meeting
once a week. He made the following points: first, that the Trustees should be in
charge; next, that the Trustees' subcommittee meet weekly or biweekly with the
architectural firm; that there be someone at the Library to answer questions and
give direction on a daily basis; that the architects and engineers should explain
what they are doing as they proceed and what they propose to do. Mrs. Gaines
continued to express her concern on the need for the Trustees to receive expert
advice on the architect's performance. Mr. Moloney suggested that the attendance
by the architects at the monthly Trustees' meetings, the adoption of the committee
approach, and the use of a senior staff member on a day to day basis would be
appropriate. Mr. Moloney described a possible committee makeup as one member at
least from the Board, Victor Hagan, and Mr. Tucci sitting in. He suggested the
importance of a monthly presentation by the architect and a report by the
Trustees* subcommittee — in this way, he said, the Board makes sure that the client
is represented, the Board needs to understand what each technical recommendation
is and how it fits into the construction plan. At this point Mrs. Gaines expressed
her extreme lack of confidence in Public Facilities (Mr. Hagan' s department)
because of the repeated failures of performance of that department in branch
libraries. Mrs. Gaines indicated that she wants representation from someone else
in addition to Mr. Hagan. She prefaced this request with a statement that her
request had nothing to do with Mr. Hagan personally. Next, on a motion duly made
and seconded, it was

"VOTED: to accept the recommendation made by the Designer Selection

Committee of the architectural firm Shepley Bulfinch Richardson
and Abbott for the restoration of the McKim Building subject to
successful completion of negotiations as to contract matters and
fee."

Minutes of Meeting
Corporation
October 15, 1984
Page Two

as described by Mr. Moloney— for an updated feasibility study. For example the
Stull Report describes a $16 million project, whereas the Trustees presently
have loan order funds in the amount of $12.3 million. There must be a definite
plan for a contract, a program of what the Trustees as client expect the archi-
tects to do. There must be a room by room group of policy decisions on stack
plans, on public use, on the amount of money to be expended for the various
aspects of the renovation work, on alternative design questions. Mr. Moloney said
that the Trustees have an obligation to have the 4-year-old feasibility study
evaluated, updated, and enlarged by the expertise of the architects and staff In
response to questions from Mrs. Gaines on whether such a step represented a sub-
stantial loss to the Library of the cost of the feasibility study or absence of
confidence in what has been described as a "great report," (by Stull & Company)
Mr. Moloney said that the study was a well prepared document giving room by room
system by system analysis of problems. But the Library, he said, needs at this '
time a program with current cost estimates and decisions on any changes in the
use of the building that should be made. "We have to focus on what we can do
with the $12.3 million," said Mr. Moloney. You cannot ask for additional money
for a project, he noted, unless you can tell what you will do with the money.
Mrs. Gaines introduced the thought of fund raising for the McKim Building. Next
Mr. Moloney suggested that the Trustees engage the Shepley firm for a month or
a month and a half in order to handle the reevaluation of the Stull Report. Once
a design fee for all the services to be provided is established, he said, the
Library can take credit off the fee for this work. Returning to the matter of
aaditional moneys, Mr. Moloney said that two possible sources are an increase in
the city contribution and funds raised from the private sector. He said that he
had sent a letter to Shepley last week on the matter of the McKim Project, and
the firm has started to formulate a program which should be ready in the next
ten days or couple of weeks.

The discussion centered next on expert consultants which the project
would require. Mr. Tucci cited, for example, the possibility of turning to SPNEA
(The Society for the Preservation of New England Antiquities) for help in such
matters as building fabrics and to the Fogg Art Musuem for mural art conservation
and restoration. Mr. Moloney noted that it had been made clear to the architects
that the Trustees might want to select certain consultants, e.g. in the area of
strengthened lighting. Mr. Kelly mentioned Morton Bradley as a specialist in
mural restoration from whom the Library already has received estimates on the
murals. Mr. Bulger encouraged further investigation of this possibility. Mr.
Doherty pointed out that there had been a recommendation that engineer Louis
Scorziello of the proposed mechanical engineering consultant be named specifically
for the project, and Mr. Moloney concurred. Still on the matter of expert consul-
tants, Leslie Larson, a Boston architectural designer, addressed the Trustees,
describing a letter he had written on the necessity of including an architectural
historian. In the discussion which followed, Mr. Moloney said that the question
had been looked at early in the process last July, that the Trustees wished to be
an educated client, that the Library needed someone who knows the McKim Building.
Boston, and architecture. As a result, at the Trustees' meeting of July 23, 1984
the Trustees voted to engage Douglass Shand Tucci, author of— among other works—
Built in Boston; City and Suburb 1800-1850, to advise the Board on matters related
to the architecture of the McKim Building. The Board, he said, has been helped by
Mr. Tucci s expertise, also by members of the Designer Selection Committee. He
suggested that the Board consult, as well, Victor Hagan, Associate Director of
Public Facilities and also a member of the Designer Selection Committee, in negoti-
ations; and that it is possible that the Shepley office will propose other outside

Minutes of Meeting
Corporation
October 15, 1984
Page Four

Mrs. Gaines asked that it be recorded that she abstained from voting. There was
additional concern expressed by Mrs. Goodwin and Mr. Bulger on the need of the
Trustees to understand the various disciplines involved in the McKim Building
and the issues and questions. Mr. Moloney agreed, noting that this is why
updating is so critical. He added that updating could consist of the selection
of a program within the next six weeks to two months; the first design phase of
schematics within nine months; then the preparation of working drawings and
specifications and going out to bid for a renovation contract.

On the next matter of business, the selection of a director, Mr. Moloney
pointed out that the budget for this process should be increased in a small amount
for November at which time a more precise idea of additional budget requirements
would be known. The clerk suggested, after reading a list of recent expenditures
for postings of the position, that $4000 should be adequate. On a motion duly
made and seconded, it was

"VOTED: to increase the budgeted figure for the search for the
Director by $4000.00."

Next Mr. Moloney described how — in the matter of the Screening Committee for the
search for Director — the Trustees had received three letters from management
staff expressing concern that management is not represented on the committee.
He noted that this question should be addressed. He had, he said, believed that
management has had input to the Board on an ongoing basis, but possibly it might
be a good idea to fill that gap on the committee. Noting that one of the letter
writers was present, he called on Martha Dukas, Supervisor of Processing, to speak.
Mrs. Dukas described her polling of thirty-three of thirty-five members of manage-
ment and described how it was a matter of concern that they were not included,
and that in her opinion the Board should either appoint or allow management to
select a representative from management. Mr. Moloney said that since the idea of
the Screening Committee is to enable a range of viewpoints to come in, it might
be appropriate to represent management. In referring to other elements in Ms.
Dukas' letter (representation of the Brighton community and of academic and
special libraries) , he suggested that the committee would be enlarged to the size
of the House of Representatives. Mr. Moloney said that he had given the matter
some thought and would like to suggest a person who speaks up and has been
involved in the process from the beginning. Following Mr. Moloney's suggestion,
on a motion duly made and seconded, it was

"VOTED: to appoint Jane Manthorne of the management staff as a

voting member of the Screening Committee in the search for
director."

In response to Ms. Dukas' question about the other groups she had mentioned in her
letter, Mr. Moloney pointed out that Mrs. Luthin is from Brighton and that there
was representation of academic institutions in Robert Stueart (Simmons) and special
libraries in William Johnson (Kennedy Library) and Rodney Armstrong (Boston
Athenaeum). Mr. Moloney added that, with respect to minority representation
(e.g. Brighton with at least 10 minority groups), one cannot achieve full
representation from everyone. He added that the committee should not be so
large as to be inefficient. He concluded that "we have appointed people who
can convey input from Library users. ... If we haven't done a perfect job,
we have sent out signals."

Minutes of Meeting
Corporation
October 15, 1984
Page Five

The meeting of the Corporation adjourned at 8:40 p.m,
at 8: 51 p.m.

It was resumed

Mr. Moloney introduced the matter of the funds of the Fellowes
Athenaeum which came to the Library a number of years ago. In recent years
the income from the fund has been used to pay for books and materials for the
Dudley Branch in substitution of city funds. Mr. Moloney reminded the Board
that there had been some discussion on this matter at the March meeting and that
at that time it had been voted to follow a uniform policy throughout the
branches in regard to special branch trust funds. Recently, said Mr. Moloney,
Mr. Davol , Treasurer of the Fellowes Athenaeum, had come to see him regarding
the Library's current practice of expenditure of income and expressing his
opinion that the intent had been that the funds supplement, not substitute for
city funds. Mrs. Gaines noted that her sense was that the money would not be
spent on the regular book purchases. Mr. Kelly said that the yearly income
was about $30,000. On a motion duly made and seconded, it was

"VOTED: that the income frcxn the Fellowes Athenaeum, designated for
the Dudley Branch Library, not be used in lieu of city funds
or in substitution for ordinary obligations of the city."

Mrs. Gaines proposed that a cc«nmittee be formed with community input to work out
a way of spending the funds most advantageously for the Dudley Branch Library.
Mr. Kelly pointed out that at the core of the matter is the interpretation of
what was intended in the Fellowes Athenaeum grant by "literary, instructive
purposes." He proposed that the Board arrive at a more instructive definition
of the use of the fund.

The Corporation adjourned at 9:00 p.m

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, November 5, 1984

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:30 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin; 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.

Mr. Moloney noted that the Board would take up first the second matter
in the Order of Business, namely the first report of the Screening Committee for
the search for the Director. Mr. Moloney said that last June Ms. Crist had
pointed out that the Trustees might have a problem with a "perception of con-
fusion" across the country as to what had transpired in the prior search. He
noted that such a confused perception is not the case. The number of active
files for candidates, said Mr. Moloney, is between 60 and 65, proving that a
substantial number of people think well enough of themselves to make applica-
tion. Mr. Moloney called the candidates a "quality field," and a clear demon-
stration that the process has been fair. Mr. Moloney pointed out that moments
ago the Committee completed the first stage of its work and were about to give
their first report. He referred to the Committee members as diligent, faithful
in attendance, hard working, that they had spent much time reviewing files, and
had performed far beyond the call of duty. Mr. Moloney said that it would be
appropriate to move to executive session for the first report of the Screening
Committee, under the Open Meeting Law G.L.c.39, s.23 B(7) and G.L.c.A, s.7,
cl.26 (b)(c). and the Public Records Statute. Following the vote at 6:40 p.m.
to move to executive session, Mr. Moloney noted that, following the report, the
Board would return to an open meeting. All applicants, he said, had submitted
resumes with the expectation that their identity will be confidential at this
stage.

The meeting of the Corporation resumed at 8:05 p.m. Mr. Moloney
said that he had been advised that Mr. Maury Bromsen had requested permission
to speak. Mr. Moloney inquired of Mr. Bromsen how much time he wished to
have and, being advised by Mr. Bromsen that he wished to have ten minutes, Mr.
Bromsen was granted permission.

Mr. Bromsen began with an expression of concern that his words were
not to be recorded by tape recorder. Mr. Moloney responded that, historically,
meetings of the Trustees were not so recorded; but that, instead, minutes of
Trustees meetings were prepared from the notes taken at meetings by the Clerk.
Mr. Bromsen responded that at an earlier appearance before the Trustees he had
been recorded on tape. The Clerk noted, however, that the meeting in question
was not a meeting of the Trustees but was in the nature of a public hearing for
public input with respect to the search for a new Director.

BPL Form No 1046F— 1/74

Minutes of Meeting
Corporation
November 5, 1984
Page Two

Mr. Bromsen then stated that his appearance was an "emotional moment
for me." He went on to state what he described as his long "intimate involve-
ment" with the Boston Public Library referring to an endowment fund that he had
set up for the acquisition of Latin American books; the Maury A. Bromsen Lecture-
ship in Humanistic Bibliography, with the most recent lecture and exhibition on
Simon Bolivar; what he referred to as the "impressive" publications of the
Bromsen lectures; and, finally, he referred to the "Bromsen Foundation" which he
proposed in 1970. Mr. Bromsen also mentioned annual gifts to the Rare Book
Department. All this, Mr. Bromsen said, he had done with some forty years
investment "fiscally" and "emotionally." He did all this, Mr. Bromsen said, not
as a "nouveau riche" but as a "scholar."

When it came time for the appointment of members to the Screening
Committee in connection with the search for a new Director, said Mr. Bromsen,
it occurred to him that "no one had a deeper interest in the matter," He had,
he said, proposed in 1970 a foundation that would have left, he said, 92% of his
estate to the Library. He said that with all his knowledge, bibliophile, and
contributions, he wanted "simply to be given the honor to sit on the Committee."
Even in his past performance, Mr. Bromsen said, "he deserved this." Mr. Bromsen
said that he had asked the Clerk to tell Mr. Moloney that he wanted this
position on the Committee. [The Clerk notes that some time before the meeting
of the Trustees at which the Trustees appointed the members of the Screening
Committee, the Clerk was "ordered" by Mr. Bromsen to tell Mr. Moloney that if
he were not appointed, he would "walk away" with his "millions."] Mr. Bromsen
became visibly excited as he proceeded to describe his reaction to his not
being appointed to the Committee, calling Mr. Moloney's earlier invitation to
serve on the Examining Committee a "sop." Mr. Bromsen quoted an acquaintance
of his as having said that even if he "has body odor and bad breath" that he
"should have been put on" the Committee. He then announced that not only is
he not going to organize any more lectures but also that his foundation will
not be developed and that he was at the meeting tonight to announce that he
"withdraws" what he claimed was twenty million dollars and his collections.

Mr. Moloney endeavored to respond to Mr. Bromsen 's remarks with
respect to the Screening Committee, pointing out that the membership had been
voted upon by the full Board and that, if one looks at the membership of the
Committee, the persons appointed were appointed not so much as individuals
but as reflective of larger groups and organizations such as officers of
Friends of Branch Libraries, Dean of the Simmons School of Library and Informa-
tion Science, and Director of the French Library of Boston. Mr. Moloney
added that people who would view the search process historically would see
that the people appointed to the Committee would represent and reflect larger
segments of the community. Mr. Moloney described his various communications
with Mr. Bromsen, the telephone calls, luncheon meeting, and so forth. He
described how the Library has welcomed Mr. Bromsen 's gifts, that the Trustees
consented to allow Attorney Hamill to work exclusively with Mr. Bromsen, and
the invitation to serve on the Examining Committee. Mr. Bromsen proceeded
then on what the Clerk characterizes as an "impassioned denunciation" and a
progression of personal attacks upon the members of the Screening Committee
and Mr. Moloney for the Board's not appointing Mr. Bromsen to the Screening

Minutes of Meeting
Corporation
December 17, 1984
Page Three

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
December 17, 1984

Committee. At one point during Mr. Bromsen's outburst Mrs. Goodwin, in an
effort to bring a halt to Mr. Bromsen's emotionalism said, "Do you want all
your years [of involvement with the Library] to end this way?" And Mr.
Moloney reminded Mr. Bromsen of his responsibility as presiding officer of
the meeting to keep order in the meeting, and he said that if Mr. Bromsen could
not control himself, that as presiding officer he would have to bring this
portion of the meeting to a close. At last Mr. Bromsen ceased speaking and
departed from the room.

At this point (8:37 p.m.) the meeting of the Corporation was closed and
the meeting of the Administrative Agency began immediately. As that meeting
began Mrs. Goodwin stated that Mr. Bromsen's attack upon Mr. Moloney had nothing
to do with Mr. Moloney or the Board but was the result of the long history of
Mr. Bromsen's relationship with the Library. Mrs. Goodwin also said that the
Board supported Mr. Moloney's leadership. Superintendent of Buildings Joseph
Sarro added that the Library staff has been very familiar with Mr. Bromsen,
his manner, and his not infrequent outbursts of dissatisfaction with Library
staff members over many years. Mr. Sarro added that the staff has faithfully
and professionally given Mr. Bromsen full attention. Mr. Moloney said that
he had learned of some more outbursts by Mr. Bromsen against Library staff
members and expressed his concern for staff members involved in such circum-
stances who he said were not in a position to respond or protect themselves.

The Trustees held a meeting of the Corporation on Monday, December 17,
1984 at 6:45 p.m. Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines, Goodwin, and Luthin; members of the staff and public.

Presiding: Kevin F. Moloney, President.

The minutes of the Regular Meeting held on October 15, 1984 were
approved .

In confirmation of action taken by the Committee on Finance on December 7,
1984, an action recommended by Thomdike, Doran, Paine and Lewis to improve the
income of the Library's portfolio, it was

"VOTED:

that the Collector-Treasurer be, and hereby is, authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO PURCHASE

$150,000 U.S. Treasury 11 3/8%
$200,000 U.S. Treasury 11.00%

9/15/88
2/15/90

$100,000 GNMA

12.00%

and,
VOTED:

that the Secretary of the Committees be, and hereby is, authorized
and directed to notify the Collector-Treasurer of the foregoing

vote.

Mr. Moloney described the nature of expenditures being incurred in the
search for the Director (rental of rooms for screening candidates, travel/hotel
costs for candidates, office and travel expenses of Advisor), and the Clerk
reported that, since the prior authorizations of expenditures ($25,000 for the
first search process and $4000 for the present one) the total spent to date
(about $35,000, or $16,000 for the first search, $19,000 for the present) has
been expended. On a motion duly made and seconded, it was

"VOTED: to pay for the actual, necessary, reasonable expenses incurred in
the search for the Director from the John Deferrari Indenture of
Trust 1948, as approved by the President of the Board of Trustees."

Next Mr. Moloney announced that a start has been made in the programming
services for the McKim Building. He gave the Board a briefing on the points made
in a letter from Shepley Bulfinch Richardson & Abbott dated December 5, 1984.
The proposed letter of agreement indicated that the firm would 1) review existing
programming materials and comments; 2) interview approximately twelve department

BPL Form No 1046F— 1 /74

Minutes o£ Meeting
Corporation
December 17, 1984
Page Two

heads of the Library; 3) prepare a draft of the final program with the firm's
comments and recommendations based on Shepley Bulflnch Richardson & Abbott
experience in Library planning and review this material with appropriate Library
representatives; and 4) prepare and submit a final program for approval by the
Trustees. Tlie basis for the fee, said the Shepley letter, would be at hourly
rates: Hugh Shepley and Geoffrey Freeman at $85 per hour; Daniel Coolldge and
John Christiansen at $70 per hour; William Barry at $45 per hour, the total not
to exceed at any event $20,000. Mr. Moloney went on to say that he talked to
Victor Hagan of Public Facilities who said that this is a sensible figure for
the kind of work described. Mr. Moloney noted that the Library could later in
the design services contract take a credit for the //I step described in the
letter. He said that Mr. Shepley was concerned that the firm is presently
working without a contract. A vote on the letter of agreement would help.
John Doherty, Assistant Director, reported that next week Mr. Rutkovskls and
Mr. 0*Nell of the Research Library will meet with Mr. Coolldge to work out a
schedule for meetings with Library staff. Mr. Doherty added that he has given
Mr. Coolldge a draft of two months of staff meetings on use of McKlm space.
Following Mr. Moloney's presentation of the letter, on a motion duly made and
seconded, it was

"VOTED: to approve and accept the proposal for space programming services
substantially as set forth in the proposal by Shepley Bulflnch
Richardson & Abbott in the letter dated December 5, 1984 for
architectural services for space programming utilizing the
services of the individuals identified in this letter and at
the hourly rates specified at a total cost not to exceed
$20,000.00 therein subject to the negotiation of appropriate
contractual provisions, with the estimated time of completion
set at five weeks."

Mr. Moloney said that Douglass Shand Tuccl has been in correspondence
with Professor Leland Roth, author/authority on the McKlm Building, and has
worked out an arrangement whereby if the Library pays for travel and incidental
expenses (Roth lives in Pittsburgh), Roth will be available in the spring for a
lecture on the McKlm Building. Mr. Tuccl believes that arrangements can be made
for Roth to stay at Eliot House at Harvard. The Board agreed on the plan.
Discussion followed on the roles of Victor Hagan and Douglass Shand Tuccl in
matters of consultancy on the McKlm project. Mrs. Goodwin questioned Mr. Hagan' s
responsibilities as Associate Director for Construction and Repair at Public
Facilities. Mr. Moloney pointed out that in his capacity as First Assistant
Corporation Counsel he had observed Mr. Hagan in negotiations with engineers,
architects, and bidders and had found him to be a "very experienced construction
manager who calls it as he sees it." In response to a question from Mrs. Luthln
on Douglass Shand Tuccl 's role, Mr. Moloney said that he has asked Mr. Tuccl to
attend various meetings — e.g. the Massachusetts Historical Commission — as an
advocate for the McKlm Building. In response to a question from Mrs. Goodwin on
the length of time the Trustees will engage Mr. Tuccl, Mr. Moloney indicated that
after programming and schematics the Trustees can take a look at time and rate
involving Mr. Tuccl 's services. Mr. Moloney added that he would value Mr. Tuccl 's
assistance during the whole design process. Next, on a motion duly made and
seconded, it was

"^■- >(■%:■

Minutes of Meeting
Corporation
December 17, 1984
Page Three

"VOTED: to amend the vote taken on 23 July 1984, wherein the service
of architectural historlcui/advisor Douglass Shamd Tuccl is
engaged relative to the plcuining design and construction of
the renovation and refurbishment work proposed for the McKim
Building, by striking out the term 'not to exceed $5,000.00'
and by substituting 'not to exceed $8,000.'"

Mr. Kelly reported on recent gifts to the Library: $112.00 frcm the
YMCA of West Roxbury to help pay for the cost of the ramp; several small gifts
totaling about $300 frcm friends and relatives of Ida May Sword, an elderly
Bostonlan devoted to reading and the Library; $42,100 from the estate of Esther
Peer, before her death a frequent donor. Mr. Kelly noted that the Peer gift
will be used to house and preserve materials in the Robert Peer collection.

The meeting of the Corporation adjourned at 7:15 p.m.

'^'PJSy^y'i v':^'^'*^'^^/-'^^'^^' -' '•Vi?'!'''?'^^* ''^^

f - _ _

/ r

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, January 14, 1985

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:40 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthln; Mr. Hugh Shepley and Mr. Daniel Coolidge of Shepley Bul-
flnch Richardson & Abbott, inc.; Mr. Douglass Shand Tuccl, Advisor to the Trustees
In the restoration of the McKlm Building; Ms. Marge Crist, Advisor to the
Trustees in the search for Director; Mr. Robert Consalvo of the Mayor's Office;
members of staff and public.

Kevin F. Moloney, President of the Board, presiding.

Minutes of the Regular Meetings held on November 5, 1984 and December 17,
1984 were approved, as amended.

Mr. Moloney announced that the Board would go into Executive Session
under the Open Meeting Law and the Public Records Statute, G.L.c. 39, s.23 B(7)
and G.L.c. 4, s.7, cl.26 (b) (c) , to discuss a report on individual candidates for
the position of Director and that the public meeting would resume following the
Executive Session. Before going into Executive Session Mr. Moloney shared with
the Board a letter dated 10 January 1985 from Dina G. Malgeri, Librarian of the
Maiden Public Library and member of the Screening Committee, which follows:

I wish to thank you and the Trustees of the Boston Public
Library for giving me the opportunity to serve on the Screen-
ing Committee in the search for the new director. It was one
of the most enlightening and rewarding experiences of my life.

My interest in the BPL's welfare as a citizen/taxpayer of
Boston and as a professional librarian made the selection
procedure important to me. I think you selected a wonderful
committee and Marge was certainly a most competent advisor
and moderator. I was doubly rewarded as the entire interview
procedure was more valuable to me than many a seminar and
workshop I have attended. I learned a great deal, much of
which I can use on a smaller scale in Maiden Public Library.

I look forward to the final selection and I know that the
choice will be the best for Boston.

The meeting of the Corporation resumed at 7:25 p.m. Mr. Moloney
said that Mr. Shepley and Mr. Ceolidge of Shepley Bulfinch Richardson & Abbott,
Inc. had been asked to come to the Trustees' meeting as a result of a number of
meetings in the past weeks at which a number of proposals had been made. He
pointed out that, as a result of the meetings, the scope of the work had been
adjusted after much discussion back and forth. Mr. Moloney distributed a
sheet, "McKim Building Restoration: First Stage Design Fee Calculation" as
a projection in dollars of the scope and fee percentage for the first stage.
Next Mr. Moloney called on Mr. Shepley and Mr. Coolidge to brief the Trustees
on the various phases, people involved, and costs for extra services and con-
sultants through design development of the McKim project. Mr. Shepley defined

BPL Form No 1046F— 1/74

inism

Minutes of Meeting
Corporation
January 14, 1985
Page Two

basic and supplemental services. He said that the McKim Project won't require
certain supplemental services, that the usual procedure is to negotiate a fee
for normal services and another fee for the supplemental. He added that he and
his staff had spent some time defining the areas involved. He distributed
Estimated Cost Sheets for extra services which fell into two groupings, archi-
tectural costs through design development and consultants costs through design
development. Mr. Shepley then reviewed items A and B under the architectural
elements of design and renovation, namely project organization and administration
and documentation of existing conditions (including the various means of document-
ation— from research sources, inventory documents, drawings, photographic studies,
etc.). Next he called on Mr. Coolidge to discuss C which defined historic
restoration objectives. Mr. Coolidge said that the activities within this area
were mandated because the McKim is an old building. "We don't know what's behind
these walls." He went on to describe how he is working with the Prints and Fine
Arts Department picking out historic photographs of the building. This will
yield, he pointed out, an early-to-present sequential view of rooms showing them
in their historic phases. This will help the architects in dealing with the
Historic Commission. He continued with a review of what was involved in program
definition, namely the interviewing of Library staff in terms of departmental
needs, objectives, and projected space use. In response to a question from Mrs.
Goodwin, who was referring to the titles of the architects' cost estimate sheets
which were titled "Estimated Upset Costs," Mr. Shepley explained that "upset" in
that context means a cost figure "beyond which we will not go." Referring to
the second sheet on estimated consultant costs, Mr. Coolidge reviewed costs of
dealing with artwork (murals, ceiling and wall paintings, and sculpture); restora-
tion involving paint, stone, terra cotta, wood, and metal; plumbing and HVAC work
which, Mr, Coolidge explained, "will give us a record of what is there — especially
duct work" and will, he noted, allow for good bidding as well as design; lighting
(he noted how the New York Public Library had discovered that making a prototype
light fixture was important, and the Boston Public Library may be able to dupli-
cate this idea; electrical systems, for which there exists minimal information;
acoustic elements; and photographic records. In response to a question from Mrs.
Luthin on how long the two phases will take, after some discussion Mr. Shepley
and Mr. Coolidge arrived at the figure of "not less than eight months for the two
phases: preliminary design and design development." Mr. Doherty said that it is
most important that the Trustees get a contract in place. On a motion duly made
and seconded, it was

"VOTED; to authorize the execution of a mutually satisfactory design
services contract with Shepley Bulfinch Richardson and
Abbott, Inc. for the program to restore the McKim Building
through design development, using the cost figures submitted
by the architects, as explained in their document, "Estimated
Upset Costs for Extra Services, Architectural through Design
Development."

Minutes cf Meeting
Corporation
January 14, 19bf
Page Three

Mr. Moloney said that he assumed Public Facilities will vote to transfer the
funds ($1.1M allocated to the Charlestown Service Building) to the Trustees
for the McKim restoration. Other items discussed dealt with the 10% contingency
factor as being standard procedure, and the need to work out with the City
Auditor and Law Department the signatures required on the contract.

Mr. Kelly explained the transfer of three small funds which were
moved from savings accounts to the General Investment Account and 5=0 voted or
29 June 1984, pointing out that a conf irrr.ation of the vote was necessary to
include the precise dollar and unit values at the time of transfer, information
which was not available at the time of the June vote. Thus, in confirmation of
the June 29 vote, on a motion duly made and seconded, it was

"VOTED: that the savings account in the name of the Library Art Fund,
transferred to the General Investment Account on November 16,
1984 by vote of the Trustees on June 29, 1984, represented the
sum of two thousand two hundred and eighty-six dollars and
fifty-three cents ($2286.53) and 1084 units. The Library Art
Fund shall be used for the care, repair, and preservation of
works of art at the Boston Public Library and its branches."

and,
"VOTED:

that the savings account in the name of Ellery Sedgwick Fund,
transferred to the General Investment Account on November 16,
1984 by vote of the Board on June 29, 1984, represented the sum
of three thousand three hundred and sixty-two dollars and eight
cents ($3,362.08) and 1593 units. By direction of the legacy
given to the Trustees by a codicil to the will of Ellery
Sedgwick, who died April 21, 1960, the Ellery Sedgwick Fund
is to be expended for the mitigation of the anxiety of any
trusted employee or employees who may in the opinion of the
Board be in urgent need."

and,

"VOTED: that the savings account in the name of Mar j orie Wiggin

Prescott Fund, transferred to the General Investment Account
on November 16, 1984 by vote of the Trustees on June 29, 1984,
represented the sum of one hundred and eighty-one dollars and
seventy-two cents ($181.72) and 86 units. The Mar j orie Wiggin
Prescott Fund, accepted by the Board at the meeting of November 4,
1960, is used for the preparation of dioramas for the Print
Department ."

Mr. Moloney called on Mr. Tucci to give observations on a recent trip
to the New York Public Library with Mr. Coolidge. Mr. Tucci described Mr.
Coolidge 's visit to the New York Historical Society and their tour of the
restored Villard houses. He reminded the group that Helmsley has built a

■^mm£i:

tUs3^^l>'";a''^f-r>-^v'^'i^"^?''^:'^"/y^^^

Minutes of Meeting
Corporation
January 14, 1985
Page Four

skyscraper hotel utilizing the Villard Houses in front as public rooms. In his
visit to the New York Public Library he observed "good things" and "things to
avoid." Among the good things he found was the effective use of imagination;
for example, in one exhibition hall the restorers of the New York Public had
found a way of placing wiring in the floor so that — with respect to fabric — the
wiring is not visible; they were less successful, added Mr. Tucci, in their
handling of ceiling wiring, portable track wiring, hung from ceiling. Other
successes at the New York Public included their discovery of ways to create
duplicates of the original wooden doors on either side of fireproof metal doors;
and their handling of signage by incising in stone, "the enduring fabric of the
building," such things as the names of donors. Mr. Tucci went on to enumerate
the "things to avoid" which he observed in New York: the restoration of marble
appalled him with what he termed as "over-restoring," the treatment and polishing
of marble to a shiny, glassy, "high-tech ice." Mr. Tucci noted that he and Mr.
Coolidge had studied the Boston Public Library's own marble staircase with its
delicate shading from light to dark and had detected (beneath the left lion)
some evidence of cleaning, a bleached out effect which serves as a reminder of
how carefully one must proceed with restoration of building fabrics. Mr. Tucci
described other elements in what Mr. Vartan Gregorian graciously called America's
"greatest public library" as compared with Boston, "America's most beautiful
public library." He described the magnitude of the New York Public Library's
reading room, more than 300 feet long, divided by an elaborate oak desk for the
librarian. He remembered his great distress over the symbol of this decade's
technology, the line upon line of gray machines (microfilm readers) with people
staring into them. It seemed to him a kind of "march of the robots" into a
humane and gracious place. He noted that he saw evidence of some crude handling
of lighting, e.g. a cable of wiring visibly curling around the chandeliers.
Finally, he said that he was pleased to see that New York was handling restora-
tion in phases, with the mechanical and architectural restoration moving forward
hand in hand. The most significant impression, he said, is the feeling you get
at the front door, in the memorial hall and in the large hall beyond, the
feeling that this library is a cultural Grand Central Station, a great world-class
institution serving its public and serving it well; with no check-out counters,
the first fllor emerged as a great cultural concourse, where an exhibition
gallery, book shop, and sales desk and restaurant drew people in from the street.
In response to a question from Mrs. Goodwin on how the decision on the use of the
McKim first floor would be arrived at in the restoration process, Mr. Moloney
answered that the decision would come after consultation among staff, designers,
the Trustees, and advisors.

The meeting adjourned at 8:35 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, March 25, 1985

A meeting of the Trustees of the Public Library as a Corporation was
held at 8:06 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin; members of the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

A vote by the Committee on Finance on March 15, 1985 was confirmed.
On a motion duly made and seconded, it was

"VOTED: that the Collector-Treasuer be, and hereby is, authorized and

directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO PURCHASE

$150,000 U.S. Treasury Note 11.25% 2/15/95

and.

VOTED: that the Secretary of the Committees be, and hereby is,

authorized and directed to notify the Collector-Treasurer of
the foregoing vote."

A brief discussion followed on the status of the contract between
the Board of Trustees and Shepley Bulfinch Richardson & Abbott, Inc., the
architectural firm selected for the restoration of the McKim. Building. Mr.
Moloney reported on a recent meeting with Mary Nee and Mark Zielinski, Office of
Capital Planning; Douglass Shand-Tucci and John Doherty. At the meeting Mr.
Moloney requested the reallocation of 1.1 million dollars from the Charlestown
Service Building Loan Order to the McKim Project because a contract with Shepley
Bulfinch must be signed as soon as possible.

Mr. Moloney announced that Mr. William Osgood has disclosed his
intent to resign from the Boston Art Commission as he is moving to Brookline,
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 replace-
ment.

The meeting adjourned at 8:10 p.m.

BPL Form No 1046F — 1 /74

■> «■

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
Corporation

In Board of Trustees
Monday, May 6, 1985

Minutes of Annual Meeting
Corporation
May 6. 1985
Page Two

The Annual Meeting of the Trustees of the Public Library as a Corporation
was held In the Trustees Room of the McKlm Building at 10:56 a.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines
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. 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. Mrs. Luthln voted
In absentia.

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. Mrs. Luthln voted In absentia.

On a motion duly made and seconded, the name of Jane Manthome was
placed In nomination for Clerk, with no other nominations. Mmes. Gaines and
Goodwin and Messrs. Bulger and Moloney voted viva voce for Jane Manthome, who
was declared elected Clerk. Mrs. Luthln voted In absentia.

The next office. Clerk pro tem, was passed In the election process
after Mr. Moloney noted that the election of Clerk pro tem would take place at
a later date.

Next, on a motion duly made and seconded several Items were voted on
as a block, as follows:

'*VOTED: that any member of the Corporation be, and hereby Is, authorized
to sign on behalf of the Corporation bills, special drafts, and
payrolls of the library."

"VOTED:

and

and,
"VOTED;

and

"VOTED:

"VOTED: that until the next annual meeting the President, or Vice President
or In the Inability of either, any member of the Corporation, and
by delegation the Director, or the Clerk of the Corporation be, and
hereby Is, authorized to sign any and all contracts voted to be
made by the Board In the name and behalf of the Corporation and any
and all communications In connection with the award of contracts
so voted or recommended to be so voted and to authorize payments
under contracts so voted."

and

VOTED:

and

that the President be, and hereby Is, authorized and empowered
to appoint a Finance Committee to serve until the next annual meeting,
said Finance Committee to consist of not less than a quorum of the
Trustees and to have power to act In representation of the Corpora-
tion In the matter of the sale, purchase. Investment, and reinvest-
ment of cash, securities, and any other holdings belonging to the
Corporation;

that the Finance Committee, being made up Itself of not less than a
quorum of the Trustees be, and hereby Is, empowered to act by a vote
of not less than three members In representation of the Corporation
In the matter of the sale, purchase. Investment, and reinvestment
of cash, securities, and any other holdings, belonging to the
Corporation;

that the Finance Committee, being made up Itself of not less than
a quorum of the Trustees be, and hereby Is, empowered to act by
vote of not less than three members In representation of the
Corporation In the matter of the acceptance of bequests and gifts
that may be made to the Corporation, such action as it takes In
this respect always to be reported to the next regular meeting of
the Corporation and at that time to be Incorporated officially
Into the records of the Corporation."

that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be, and hereby Is,
authorized to accept on behalf of the Trustees gifts, payments
made In recognition for special services rendered and payments
received for the publications and prints executed under Library
sponsorship and. In connection with the acceptance of same, to
endorse on behalf of the Trustees checks so received, said amounts
to be reported to the Board at the next annual meeting."

that, until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director, and
Librarian, or the Clerk of the Corporation be, and hereby Is,
authorized to accept on behalf of the Trustees gifts to be added
to funds already established In the General Investment Account
the acceptance of said amounts to be reported to the Board at
their next meeting."

Form No. 1046G— 11/74

Minutes of Annual Meeting
Corporation
May 6, 1985
Page Three

Mr. Moloney then called upon Mr. Kelly to report on major gifts and
grants received by the Library during the year. Mr. Kelly reported the Library
received the following gifts: Wlggln, $1,200.00; Edlnburg, $300.00; Avantagglo,
$500.00; Boston Authors, $250.00; Fred Allen, $1,000.00; Marjorle Gibblns, $175.00;
Rita Dlnneen, $450.00; Ester Peer, $47,597.28; Msgr. Murray, $1,000.00; Senator
Bulger, $1,000.00; Nason, $30,000.00; Friends of Klrsteln, $16,000.00.

In addition, Mr. Kelly noted that a Royal Windsor Sterling Tea Service
was presented to the Library by Ignatius Jerome O'Connor. This silver service
Is one of three In the world, one at Buckingham Palace and the other privately
owned.

In the matter of grants received, Mr. Kelly Indicated $18,000.00 was
received In a MURLS grant (Metropolitan/Urban Research Libraries) , a federal
Library Services and Construction Act grant administrated by the State's Board
of Library Commissioners; $53,000.00 received In an LSCA grant to establish a
handicap access center In the Central Library; and $175,000,000 received In a
Title II-C grant from the Office of the Department of Education for the Preserva-
tion of Massachusetts Newspapers.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 6, 1985

A meeting of the Trustees of the Public Library as a Corporation was
held In the Trustees Room of the McKlm Building at 11:14 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.

Minutes of the Regular Meetings held on January 14, 1985 and March 25,
1985, and the special meeting held on February 21, 1985 were approved

Next, Mr. Moloney reported that Shepley Bui finch Richardson and
Abbott, Inc., the architectural firm selected for the restoration of the
McKlm Building, Is scheduling Interviews with senior library staff members
to get their Ideas and suggestions for the restoration. Mr. Moloney then
updated the Board on the status of the request to the Public Facilities
Commission to transfer the funds ($1.1M allocated to theCharlestown Service
Building) to the Trustees for the McKlm restoration. He noted that approval
of the request is pending a decision from the Public Facilities Commission,
and in order to expedite the transfer, he and Mrs. Gaines had mentioned it to
Mayor Flynn on Saturday at the reopening of the Eglestion Square Library.

The meeting adjourned at 11:17 a.m.

BPL Form No. 1046F— 1 /74

^^2S^^:3f?5fJff.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, June 10, 1985

A meeting of the Trustees of the Public Library as a Corporation was
held at 10:20 a.m.

Present at the meeting were Messrs. Bulger and Moloney, Itoes. Gaines
and Mrs. Luthln (arrival delayed until 10:45); Messrs. Hugh Shepley and Daniel
Coolldge of Shepley Bulflnch Richardson & Abbott, Inc; Mr. Douglass Shand-Tuccl,
consultant to. the Trustees on the McKlm restoration; meinbers of the staff.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney described a meeting on June 6 In the Mayor's Office with
Mary Nee of Capital Planning, members of the West Roxbury Friends, and others.
He noted that Ms. Nee had Indicated that with sufficient capital funding the
Library could proceed with the addition to the West Roxbury Branch Library; also
that there may be other moneys available for other branch libraries.

Mr. Moloney announced that on June 7 the Public Facilities Department
voted to add $1.1 million to the allocation for the McKlm restoration, bringing
the total from $12.3 million to $13.4 million. Mr. Moloney noted that two
contracts are Involved, the contract between the City of Boston and the Library
agency, and the contract between the Agency and the Corporation.

Mr. Moloney Introduced Hugh Shepley and Daniel Coolldge of Shepley
Bulflnch Richardson & Abbott, Inc. to report on their firm's progress and
schedule In the McKlm restoration. He noted his firm's readiness and need to
move forward In the project. He then distributed to the Trustees a draft
document, "Space Use Request Program," with an accompanying Memorandum and a
Design Schedule. He called on Mr. Coolldge to explain the Items. Mr. Coolldge
described the arrangement of the document: the assumptions requiring verifica-
tion, the summary sheet of square footage, the color-coded plans. He called
the program a starting point — a presentation of "what Is there and what Is
requested," a "good design tool." The Memorandum enumerates policy questions
which, when the architects get answers, will then be programmed. In response
to a question from Mr. Kelly on the time available for the new Director to
review the program, Mr. Shepley said that once the "Space Use" tool Is accepted,
the Concept Plan will follow. The Concept Plan shows how "things will get
fitted Into the McKlm Building." In response to a question from Mr. Bulger
on who In the administration Is able to answer questions related to the
restoration, Mr. Moloney pointed out that the questions "end up with the
Board with advice of the staff." Mr. Shepley distributed a schematic schedule;
he said that the next step Is the Investigation of mechanical /electrical
systems, a twelve-week process. In this period, determination Is made of
the location of various elements, how much can be retained and used — all this
affects both planning and costs. Mr. Shepley pointed out that the mechanical
uses up about one-third of costs. Then SPNEA (Society for the Preservation
of New England Antiquities) will start Its preliminary restoration assessments,
a sixteen-week process. Mr. Coolldge said that the architects will Identify
for SPNEA the areas which need their attention, e.g. the marble and how to clean
It. Mr. Kelly asked to what extent the Library has to accept the recommendations
of SPNEA and would their costs mount up? Mr. Moloney pointed out that two groups
have a significant say In the restoration: the Massachusetts Historical Commission
and the Landmarks Commission, and that It Is helpful to have Input from SPNEA.

Minutes of Meeting
Corporation
Monday, June 10, 1985
Page Two

Mr. Coolldge pointed out that the Trustees have some flexibility In phasing the
various elements Involved, e.g. lighting. In response to Mrs. Gaines' question
about how the consultants' recommendations effect cost, Mr. Shepley explained
that the consultants' advise, but the Trustees decide, analagous to the role of
doctor and patient. Mr. Moloney added that any advice from the consultants Is
funneled to the Trustees by way of the architects. He asked If the "go" date Is
mid June, when Is the next major date? Mr. Shepley said that the submission date
for the Space Use Program Is July 26, which will give adequate time to the
Trustees to read It; the next date will be October— the Concept Plan. In the
Interim, said Mr. Coolldge, the mechanical people are working.

Next Mr. Moloney called upon the Board to vote on the contract with
the architects In connection with design services. On a motion duly made and
seconded. It was

"VOTED: to execute a contract for design services for the restoration
and renovation of the McKlm Building between the Corporation

^ and Shepley Bulflnch Richardson & Abbott, Inc. The fee for
all services (except supplementary services) performed under
this contract shall be In the sum of THREE HUNDRED SEVENTY-ONE
THOUSAND DOLLARS ($371,000.00). In no event shall the maximum
exceed. In the aggregate, nor shall the Trustees pay the
architect under this contract more than SEVEN HUNDRED SEVENTY-
ONE THOUSAND DOLLARS ($771,000.00).

Next, In the matter of changes In the contract between the Agency and the
Corporation, on a motion duly made and seconded. It was

"VOTED: to amend the Agreement between the Agency and the Corporation
as follows: In Article 1, Paragraph 1.1, strike the figure
"1986" and substitute "1990"; change the signatories
designated and empowered In Article 1, Paragraph 1.2 so that
It reads: 'The Trustees may designate and empower the President,
or Vice President, or In the Inability of either, any member of
the Corporation, and by delegation the Director, or the Clerk
of the Corporation to execute from time to time on their behalf
such contracts and other Instruments as may be required for
the aforesaid purposes In such form as the Corporation Counsel
may direct and approve'; In Article 2, Paragraph 2.1 strike
last sentence and substitute In place thereof, "Payments will
be made upon award and execution of contracts In accordance
with procedures established by the City Auditor and approved by
the Corporation Counsel.'"

Mr. Douglass Shand-Tuccl reported on meetings he has attended In
representation as consultant to the Trustees. He called attention to two
projects which Impact on the McKlm Building significantly: the Copley Square
Centennial Committee Project and the New England Mutual Life Insurance
Committee for the Exterior Lighting of Copley Square Buildings. Mr. Tuccl

BPL Form No 1046F— 1 /74

:^m

Minutes of Meeting
Corporation
Monday, June 10, 1985
Page Three

said that he has done much thinking on both projects and has interviewed
concerned functionaries. He noted that the Library has already been repre-
sented by Mr. Kelly and Mr. Doherty. First, Mr. Tucci described the proposed
Copley Square design: removal of the retaining walls; proposed lawn across from
the Library; a smaller fountain. He said that the Library can have input in
refining the plan — e.g. the row of trees indicated on the plan which Mr. Tucci
distributed are, he said, "an awkward thing to do"; also, the suggested farmers'
market fronting the Library is not acceptable. In response to questions from
Mr. Bulger and Mrs. Gaines, additional information was contributed by Messrs.
Tucci, Doherty, and Moloney: the present square is the result of a design which
sixteen years ago won the prize; that the Committee has already promised that
the recent designer/competition winner will not go beyond the center line of
Dartmouth Street with its design Mr. Doherty added that the 2nd or 3rd place
runner-up in the competition (plans of which were displayed in the Library) had
actually eliminated Dartmouth Street; that Mrs. Katherine D. Kane, who served on the
jury in the design competition and also serves on the lighting Committee for New
England Life, assured Mr. Moloney in a phone call that there is flexibility in
the design. There followed much discussion on the matter of trees in front of
the Library— size, height, kind. Mr. Tucci indicated that both he and Mr. Doherty,
serving respectively on the design and management committees, should be authorized
by the Trustees to monitor activities of the Copley Square Centennial Committee in
detail. Mr. Doherty described the Management subcommittee of the Centennial
Committee as a group charged with getting funding in advance for the maintenance
of the entire Square— with no reliance on the City for this aspect of the project.
Mr. Kelly added that the Library has custody of most of the designs in the
history of Copley Square. Moving to the New England Life Committee, Mr. Tucci
said that the insurance company will give a gift of exterior lighting to three
historic buildings in Copley Square: Old South Church, Trinity Church, and the
Library. The gift will be in the form of an endowment to cover design, instal-
lation, and maintenance of the lighting.

In authorization of the addition of money to funds in the General
Investment Account, on a motion duly made and seconded, it was

"VOTED: that the sum of $102,986.06 representing miscellaneous gifts
and royalties contributed to funds established in the General
Investment Account be added to the respective funds in the
General Investment Account as follows:

Minutes of Meeting
Corporation
Monday, June 10, 1985
Page Four

"VOTED: that the sum of $102,986.06 which was this day added to the
above mentioned funds be invested in units in the General
Investment account according to unit values as of this date.

Next the Trustees requested the Clerk to remind Mr. Stephen Paine of
the investment counselors, Thorndike, Doran, Paine & Lewis, Inc. to provide the
rationale of the firm's sell/purchase recommendations in writing, as requested
and supplied on a few earlier occasions. In confirmation of the vote taken by
the Committee on Finance on May 13, 1985, on a motion duly made and seconded,
it was

"VOTED:

that the Collector-Treasurer be, and hereby is, authorized and
directed on behalf of the Trustees of the Public Library of the
City of Boston to take the following action with respect to the
General Investment Account:

TO SELL, ASSIGN AND TRANSFER:

Nason Fund

Wiggin

Edinburg

Avantaggio

Boston Authors

Fred Allen

Marjcrie Gibbons

Rita Dinneen

Ester Feer

Friends of Kirstein

Msgr. Murray

Antiquarian Booksellers

Green Memorial

$32,926.66

1,200.00

300.00

500.00

250.00

1,000.00

175.00

A50.00

47,597.28

16,321.00

1,000.00

1,201.97

64.15

3000

J. P. Morgan

4000

Security Pacific

5000

Borg Warner

General Motors Class

1000

Eastman Kodak

2000

Proctor & Gamble

2000

Coca-Cola

3000

SCOA

3750

C.R. Bard Co.

TO PURCHASE

3500

Bank One

3500

Nalco

1500

Sysco

1000

Pepsico

3000

Amfp.rican Greetings

3000

Dow Jones

2000

American Cyanamid

3000

Stryker

4000

HBO

and
"VOTED:

that the Secretary of the Committees be, and hereby is,
authorized and directed to notify the Collector-Treasurer
of the foregoing vote."

The Trustees discussed the annual reception for Library staff and
agreed that Friday, September 20 be the date for the affair, provided that
there is no conflict with the Jewish holidays.

and.

Minutes of Meeting
Corporation
Monday, June 10, 1985
Page Five

.u T, . In other business, Mr. Kelly said that he had learned last week that
the^ Budget for the Commonwealth coming out of the Senate Ways and Means Committee
IS very positive," that it is planned to add $500,000 to the Boston Public

Bo^rd^f'r^K r^"" ^' '^^ ^'t'"'" ^"-^^^^ ^' ^^^^ Recourse. He added that the
r^quireLnts!""^ Commissioners' budget was increased in compliance with federal

May 6 19^\^rr''' °' f ^ ^""""^^ ^^^'^^^ ^^^ '^^ ^^^^^^^ ^^^^^^S held on
May b, 1985 were approved, subject to any corrections.

The meeting adjourned ac 11:15 a.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Tuesday, September 24, 1985

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:40 p.m.

Present at the meeting were Mr. Moloney, Mr. Bulger (delayed because
of his presiding at a meeting of the State Senate), Mmes. Gaines and Goodwin,
Mrs. Luthin was absent because of an urgent family commitment. Also present
were Daniel Coolidge of Shepley, Bulfinch, Richardson and Abbott, members of
staff and public.

Kevin F. Moloney, President of the Board presiding.

On a motion duly made and seconded, the minutes of the Regular
Meeting of June 10, 1985 were approved.

Following background information offered by Mr. Curley,'on a motion
duly made and seconded, the Board voted confirmation of votes taken by the
Finance Committee on August 29, 1985, as follows:

"VOTED;

and

"VOTED;

and
"VOTED:

that Arthur Curley, Director and Librarian of the Public
Library of the City of Boston be, and hereby is, authorized
and directed to cause to be paid to the Rector of Trinity
Church for the period from July 1, 1984 to June 30, 1985
income on the Children's Fund, now held in the custody of
the Collector-Treasurer of the City of Boston pursuant to
the provisions of the 11th Clause of the Will of Josiah H.
Benton, as required by the 12th Clause of said Will."

that Arthur Curley, Director and Librarian of the Public
Library of the City of Boston be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Rector of Trinity Church, to he held by said Rector pursuant
to the provisions of the 12th Clause of the Will of Josiah H.
Benton, as defined by the Agreement of Compromise, dated
January 15, 1935 and made in connection with the adminis-
tration of the trust created by said Clause, four-tenths of
the income of the Benton Book Fund for the period from
July 1, 1984 to June 30, 1985, inclusive, now held in the
custody of the Collector-Treasurer of the City of Boston, and
to cause to be distributed to and paid to the Trustees of
the Public Library of the City of Boston the remaining
six-tenths of said income for said period to be applied
to the purchases provided in said Agreement of Compromise."

that Arthur Curley, Director and Librarian of the Public
Library of the City of Boston, be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the General Investment Account for the period
from July 1, 1984 to June 30, 1985."

BPL Form No 1046F— 1/74

Minutes of Meeting
Corporation
September 24, 1985
Page Two

Next, on a motion duly made and seconded, the Board voted authoriza-
tion to reinvest income from certain funds in the General Investment Account
as follows:

"VOTED: that the sum of $37,962.20 representing the income for the
period from July 1, 1983 to June 30, 1984 earned by the
following funds in the General Investment Account be
reinvested in these funds in the General Investment Account
as required by their authorizing votes on the basis of
$2.37 per unit which is hereby determined to be the present
fair value per unit:

Units

Joan of Arc Fund

Boston Public Library Staff

Centennial Fund
Centennial Fund
John Deferrari Fund
Lee M. Friedman Fund
Lee M. Friedman Memorial Fund
Jz; L. M. Friedman /Books for Rare

Books Department
Dr. Samuel Abbott Green Memorial Fund
Arthur W. Heintzelman Memorial Fund
G. K. Hall Associates Fund
Library Art Fund
Marjorie Wiggin Prescott Fund
Ellery Sedgwick Fund
Shakespeare-Emerson Fund
Helen 0. Storrow Fund

h Wedgewood Club 25th Anniversary Fund
Stow Wengenroth Fund

TOTAL

$1,802.33

leoh

2,668.81

1,126

61.21

4,787.29

2,020

12,044.66

5,082

35.13

353.69

149

11.794.03

4,976Ji

577.50

244

251.27

106

92.39

7.35

135.79

84.24

35J5

3,008.28

1,269

96.02

162.21

68Jf

$37,962.20

Mr. Curley explained that the contract next on the Order of
Business was unique; instead of the City of Boston executing numerous
contracts with many book vendors, one contract was executed between the
City and the Library which, in turn, dealt with individual vendors. On a
motion duly made and seconded, it was

"VOTED: that there be entered into with the City of Boston a

contract between the Trustees of the Public Library of
the City of Boston (a Corporation under Chapter 114 of
the Acts of 1878) and the City of Boston for the purchase
of books and other related library materials in an
amount not to exceed the amount appropriated in the
Library Department budget for books and other library
related materials."

f^^'>;mh'm^^i^hm

mm^i^sM^ie^^^ssmm&sm^m

Minutes of Meeting
Corporation
September 24, 1985
Page Three

Mr. Curley called the Board's attention to material in their packets
including correspondence from the Library's investment counsel, Thorndike,
Doran, Paine & Lewis. He pointed out that he and Mr. Kelly had met with
the firm's entire staff on September 16 and had received a full-fledged
report. Mr. Curley went on to recommend that their services be retained for
another year. Their performance, he said, was more than satisfactory, better
than market measured against Standard and Poor. For performance measure-
ment, the usual cycle is between three and five years, and this is the
firm's second year. Mr. Curley noted that the City Trust Department has
asked Trustees' approval of undertaking business with a selected group of
brokers, thus bypassing the present process. He noted that Thorndike, Doran,
Paine & Lewis had in general agreed with the recommendations from Michael
Harrington, Executive Secretary of the City's Trust Office, on changes in
trading procedures for the Library's General Investment Fund — with some
questions remaining en what security transactions would be included and
the choice of brokers to accomplish the transactions. Mr. Curley did not
recommend that the Trustees take action yet on the mechanics of Liaiisaction.
Mrs. Gaines expressed concern on what the changes might mean to the Trustees'
autonomy in management. Mr. Curley pointed out that there are many areas in
which the Board is not autonomous — e.g. contracts, personnel — but in management
of funds the Board remains autonomous. Mr. Curley said that Thorndike, Doran,
Paine & Lewis are ready to make presentations to the full Board and suggest
a formal review twice a year. Following this discussion, on a motion duly
made and seconded, it was

"VOTED: that the agreement with Messrs. Thorndike, Doran, Paine
& Lewis, 28 State Street, Boston, Massachusetts, for
investment counselling services in connection with the
General Investment Account be renewed for the period
July 1, 1985 through June 30, 1986 in accordance with
the terms specified in the agreement."

and

"VOTED: that Arthur Curley, Director and Librarian, be, and hereby
is authorized to make from time to time as specified in
the agreement for the period July 1, 1985 through June 30,
1986 between the Trustees of the Public Library of the
City of Boston and Messrs. Thorndike, Doran, Paine &
Lewis, 28 State Street, Boston, Massachusetts, the payments
prescribed by said agreement from undistributed income of
the General Investment Account if he finds that the conditions
precedent to such payment have been fulfilled."

Mr. Moloney introduced Daniel Coolidge, principal architect for
the McKim project, asking him to give a brief report and answer questions.
Mr. Moloney remarked on the "stunning laser light show" of the prior Sunday
evening which moved "even jaded urban people." He gave much credit for the
success of the project to Library staff, Douglass Shand-Tucci, and Daniel

^^^^^5S?7^»^fJx^^^

Minutes of Meeting
Corporation
September 24, 1985
Page Four

Coolidge, who gave informed advice which resulted in hidden lighting for the
facade of the McKim Building. Mr. Curley added thanks to Kevin Moloney for
his persuasion of New England Life Insurance (sponsors of the Copley Square
lighting project) to give additional money for the enhancement of the Library
lighting. It was, said Mr. Moloney, the "frosting on the cake."

Mr. Coolidge distributed a Project Design Target Schedule for the
McKim project, explaining various elements in the timetable. He said that
the total time involved is three years, seven months, that the past September
until next March is an important time for measuring the building, programming
(making certain that we direct ourselves to the Library as a working institu-
tion today with flexibility in the future) . Before schematics are handed in,
we have to do concept planning, he said. Mr. Coolidge then showed what has
been done, noting that the Society for the Preservation of New England
Antiquities (SPNEA) will be pointing out the historical importance of spaces
and will present a report.

Mr. Coolidge said that at the end of concept planning comes the
Trustees* choice of options or tradeoffs. Discussion followed on projected
costs and funding. Mr. Curley concluded that the architect's approach involves
taking certain functional aspects and fitting them within the building
which is to be made beautiful. Dan Coolidge noted that "we want some
visible things done. Mr. Moloney noted that the city will be funding $13.4
million which means that the Trustees will have to find money from private
sources. Mr. Moloney also noted favorably the decision of Mayor Flynn
since the last meeting to support the restoration of the McKim Building
and branches.

Mr. Moloney said that there should be a stated expression of the lines
of authority in the McKim project, that the Trustees express a clear view of
the structure for reference between meetings of the Board. On a motion duly
made and seconded, it was

"VOTED: that there be, and there hereby is, established the

McKim Building Committee (The "Committee") consisting
of Arthur Curley, Director and Librarian; Douglass
Shand-Tucci, Advisor to the Trustees; Victor E.
Hagan, Associate Director, Public Facilities Depart-
ment; and, the President of the Board; and that the
Committee be, and it hereby is, charged with the
responsibility for oversight and supervision on
behalf of the Trustees and designated as interpreter
of the Trustees* policy decisions for the designers,
and further, that John J. Doherty, Assistant Director,
be, and he hereby is, designated as Project Manager
reporting to, and acting under the supervision of,
the Director who shall be, and remain at all times,
in charge of the general administration of the project
subject to, and in accordance with, the policies set
from time to time, by the Trustees."

Minutes of Meeting
Corporation
September 24, 1985
Page Five

Mr. Moloney described how Mr. Coolidge had contributed many hours
in consultancy on the Library lighting project at the request on the Trustees
and asked that the Trustees authorize payment for this time. On a motion
duly made and seconded, it was

"VOTED: to pay Shepley, Bulfinch, Richardson & Abbott from

unrestricted trust funds a sum not to exceed $1500.00
for the consultancy service of Daniel Coolidge on
his work in areas not part of the design services
contract."

In response to Mrs. Gaines' expression of concern on the continued
deterioration of the murals in the McKim Building in the next year and a half,
Mr. Moloney pointed out that under the existing contract — as part of Supplemen-
tary Services — we have the expert survey and recommendations coming from both
the Society for the Preservation of New England Antiquities and Fogg.

Tne meeting adjourned at 7:15 p.m.

'1S^

mm.

t^^^M^'^^-i^i^'^^^'^'^'fr^i

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting

Corporation

Monday, October 28, 1985

In Board of Trustees

West Roxbury Branch Library

A meeting of the Trustees of the Public Library as a Corporation
was held in the West Roxbury Branch Library at 6:52 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines
and Luthin; members of the Library administration. Library staff. Friends
of the West Roxbury Branch, and members of the West Roxbury Congregational
Church (donors of the land for the branch addition). Mrs. Goodwin was
absent because of illness in the family.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney welcomed the people in attendance. He noted that the
last meeting of the Board in a branch took place at the Hyde Park Branch
Library. He added that the plan of alternate meetings at branch libraries
had been put aside because of the search process in the recruitment of a
Director. He said that meetings in branches had both plus and minus
features related to the branch plants and facilities, but such meetings
gave the Board a better feeling about the people in the neighborhoods and the
plants. He introduced the Board members and adminstrative staff. He
went on to describe the role of the Board, wearing two hats as both an
administrative agency and a corporation. He described how meetings were
in compliance with the Open Meeting law, that questions on matters on
the Order of Business should be brief. He alerted those present that
there would be an Executive Session on labor matters.

Minutes of the Regular Meeting of September 24, 1985 were approved.

Mr. Curley described the next contract as an independent audit
executed "by law and sound practice." Mr. Kelly pointed out that the fee
for the audit is at the same hourly rate as last year. The auditors bid
publicly on the contract last year. On a motion duly made and seconded,
it was

"VOTED: that there be entered into without public advertising,
with Arthur Young & Company, One Boston Place, Boston,
Massachusetts, a professional service agreement relating
to a financial and compliance audit for each of the
following library activities: (1) The Eastern Massachu-
setts Regional Library Program; (2) Library of Last
Recourse Grant; (3) The New Bedford Public Library, New
Bedford, Massachusetts, a sub-regional Library under the
Eastern Massachusetts Library Program; and (4) The
Trustees of the Public Library of the City of Boston
Trust Funds; during the period November 4, 1985 through
December 31, 1985, the total audit fee not to exceed
$22,100.00."

Minutes of Meeting

Corporation

Monday, October 28, 1985

Page Two

Mr. Curley reminded the Board of a letter discussed briefly at the
last Board meeting in which the City Trust Office recommended the pooling
of funds of all City departments for investment, and a letter in response
from the Library's investment counsel, Thorndike, Doran, Paine & Lewis.
Mr. Curley indicated that at 3:00 o'clock a letter had been received from
Thorndike, Doran, Paine & Lewis raising new questions. Since additional
technical problems remained to be resolved, the Board decided to defer
discussion of the matter until the next meeting.

Next Mr. Moloney described the planned restoration of the McKim
Building from the selection of an architect (Shepley, Bulfinch, Richardson
& Abbott) in a competitive process to the actual restoration. He noted
that the programming of the project is substantially completed. He said
that a number of meetings of the Director, the Board, and architects have
taken place and that a building committee made up of members of the Library
staff, Victor Hagan of Public Facilites, and Douglass Shand-Tucci has been
formed. He said that final program recommendations should be completed in
the next month.

The meeting adjourned at 7:00 p.m.

■»l

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
January 27, 1986

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:50 p.m.

Present at the meeting were Mmes. Gaines, Goodwin, and Luthin, Mr.
Moloney, members of the 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 both the
Corporation and Administrative Agency of November 25 and December 16. 1985 were
approved subject to editorial changes by the Clerk of the Corporation.

The second item on the Order of Business was Investment Management.
Mr. Curley reviewed two drafted changes in the existing investment counsel con-
tract between the Trustees of the Public Library of the City of Boston and
Thorndike, Doran, Paine & Lewis. With respect to procedural changes on buy/ sell
orders, the investment counsel of Thorndike, Doran, Paine & Lewis shall have
discretion to execute all trades of securities through their trading desk with
brokerage firms as Thorndike, Doran, Paine & Lewis may select from brokers
which have been selected by the Corporation. However, until the Corporation
supplies Thorndike, Doran, Paine & Lewis with such a list of brokers, Thorndike,
Doran, Paine & Lewis may execute trades through brokerage firms on the list of
brokers selected by the Trust Office of the City of Boston. Thorndike, Doran,
Paine & Lewis shall furnish to the Corporation monthly statements of all
securities held in the Corporation's General Investment Account and detailed
quarterly reports.

On a related Investment issue, Ms. Luthin questioned whether any
Boston Public Library Trust Funds are invested with companies doing business
in South Africa. Ms. Goodwin further questioned whether any Library trust
funds are invested in banks which loan money to companies with investments in
South Africa. In response to these concerns, Mr. Moloney said that at the
present time Library trust funds are invested with companies doing business
in South Africa. At this point Mr. Moloney encouraged the discussion of the
divestiture issue. Mr. Moloney noted that the City of Boston's current policy
is to invest only in those companies in South Africa which adhere to the so-
called Sullivan Principles, and the Library follows suit. Following discussion,
and on a motion duly made and seconded, it was

"VOTED:

to instruct Thorndike, Doran, Paine & Lewis, investment counsel
for the Public Library of the City of Boston to divest im-
mediately investments in companies doing business in South
Africa, consistent with the prudent person rule, and to divest
completely within three years."

Next, a brief discussion followed on the status of the McKim restora-
tion project. Mr. Curley began by distributing to all members of the Board a

^^^v.

Minutes of Meeting
Corporation
January 27, 1986
Page Two

matted color photograph of the McKim Building depicting the national landmark as
it appears during the evening with the new lighting which was provided by New
England Life. The photographs were a gift from New England Life. Mr. Moloney
then shared with the Board a copy of Martin F. Nolan's article entitled
"Cityscape (1): The regreening of Copley Square" which appeared in the Boston
Globe that day and addresses the scheduled redesign of Copley Square.

At this point Mr. Curley reviewed the current activities of the McKim
restoration project: the architects are moving swiftly in the study of the heat-
ing, ventilation, and air conditioning systems; staff from the Fogg Museum were
here this week to examine the wall paintings and murals in order to determine
the preservation and conservation needs; the Society for the Preservation of
New England Antiquities has been conducting a survey on the condition of the
furniture; the McKim building project committee has been meeting every other
week and is evaluating space usage plans. The group is scheduled to meet at the
architects* office next week to look over the schematic drawings of space usage
for the first, second, and third floors of the McKim Building; the Library staff
is refining proposals for departmental space usage.

Mr. Moloney then turned to the next order of business, focusing on a
proposed consultancy and feasibility study for fundraising. Mr. Curley reported
that the committee, comprised of Mr. Moloney; Mrs. Gaines; Mr. Curley; Stephen
Paine of Thorndike, Doran, Paine & Lewis; Frances Howe and Bruce Beal, Co-chairs
of the Associates; and Jane Manthorne, interviewed nine fundraising consultant
firms to pursue a variety of fundraising avenues for the McKim restoration
project. He then reported that after careful consideration the committee
unanimously recommended the fundraising consultant firm of Robert J. Corcoran
Company of Boston. Mr. Curley further outlined for the Board the fundraising
goal and objectives: the City of Boston has allocated $13.5 million for the
McKim restoration project; and since construction cost estimates range in the
$20 million area, the Library must attempt to raise approximately $7 million
from the private sector. Mr. Curley then discussed the merits of the Corcoran
Company highlighting their proposal to prepare for and undertake a feasibility
study. If a campaign is recommended, the firm would be ready to assist the
Library in implementing the recommendations by laying the groundwork for a
successful capital campaign. The consultants will suggest and identify names
of individuals, foundations, and corporations by categories. Mr. Curley added
that the Mayor's Office is very interested in helping the Library launch its
campaign and will also provide a list of names. Continuing the discussion, Mr.
Moloney enthusiastically shared Mr. Curley 's recommendation of the Corcoran
Company noting that this company conducted the Boston Latin School's 350th
fund raiser and has demonstrated excellent background experience, particularly
with alumni associations. Mr. Moloney added that he was also impressed with
the Robert Hohler Company's fundraising skills, background, and experience;
he suggested that perhaps the Library could retain them as a supplement to the
Corcoran Company if a capital campaign is conducted. Mrs. Gaines concurred with

Minutes of Meeting
Corporation
January 27, 1986
Page Three

Mr. Curley 's recommendation of the Corcoran Company and reported to the Board that
the Corcoran Company came highly recommended to her; she was particularly im-
pressed with the Corcoran Company's concern with the public's knowledge of the
mission of the Library and the wide range of activities and programs the Library
offers. Emphasizing the importance of public relations and promoting the excellent
programs the Library offers, Mrs. Gaines said that this study would also help to
increase the public's positive awareness of the Library's activities. At Mr.
Curley 's recommendation, and on a motion duly made and seconded, it was

"VOTED: that the Trustees of the Public Library of the City of Boston
authorize Mr. Curley to enter into a consultant agreement with
Robert J. Corcoran Company, Fundraising Counsel, Boston,
Massachusetts to undertake immediately a feasibility study for
the Boston Public Library to determine the potential for a
capital campaign at a total cost not to exceed eleven thousand
five hundred dollars and no cents ($11,500.00) and consistent
with the terms of the agreement."

Mr. Moloney then introduced item #5 on the Order of Business focusing
on a proposed recommendation by Mr. Curley to the Trustees authorizing him to
enter into a consultant agreement with Hewitt Associates of Boston, Massachusetts,
to undertake a classif ication/compensaion study for the Library. With respect
to the current salary levels at the Library, Mr. Moloney spoke on behalf of the
Board stating that they recognize the salaries are woeful and a disgrace to
the City and the Board would absolutely consider proposals to rectify the
salary situation. Mr. Curley then outlined several concerns the Library is
experiencing related to the lack of competitive salaries: recruitment of the
staff at all levels; retention of talented staff; ability to promote and develop
staff; an overall adverse impact on staff morale. Mr. Curley continued and
identified the present classification grid, which was instituted over two
decades ago as a result of a classification study and which has remained the
same with the exception of a few changes implemented through collective bar-
gaining, as the key organizational tool which must be examined and evaluated
since it determines job descriptions and salaries. This serious situation,
Mr. Curley said, must be addressed immediately; therefore several weeks ago he
and members of the senior library management staff interviewed three major per-
sonnel consultant firms who were invited to submit proposals for a compensation
and classification study. On the basis of the quality of proposal, positive
interview, and favorable references, Mr. Curley requested authorization from
the Trustees to retain the firm of Hewitt Associates to conduct a compensation
and classification study. Mr. Curley then outlined the implementation of the
study: to begin immediately, the projected timeline is six months; personal
interviews will be conducted with a wide range of staff members; a comparative
salary market analysis surveyed; recommendations submitted. At this point Mrs.
Luthin questioned whether flex time will be addressed and explained in the study
and Mr. Curley responded positively. Following this discussion, on a motion
duly made and seconded, it was

i^MBarst

'f.'.y-.^^'V}:.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation
January 27, 1986
Page Four

"VOTED: that the Trustees of the Public Library of the City of Boston
authorize Mr. Curley to enter into a consultant agreement with
Hewitt Associates of Boston, Massachusetts to immediately
undertake a compensation and classification study for the
Boston Public Library at a cost not to exceed thirty-five
thousand dollars ($35,000) and to be paid from Trust Funds."

The meeting adjourned at 7:50 p.m.

Minutes of Meeting
Corporation

In Board of Trustees
February 25, 1986

A meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees' Room at 7:10 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin; Mr. William Barry of Shepley, Bulfinch, Richardson and
Abbott, Inc., members of the staff and public.

Presiding, President Kevin F. Moloney.

Mr. Moloney called first on Mr. Barry to bring the Board up to date on
the McKim restoration project. Using a progress chart, Mr. Barry pointed out
the various phases in the architects' schedule. He noted that they were about
to complete the schematics phase and planned to submit a completed concept
budget by March 11. In response to questions from the Board, it was noted that
documents useful in fundraising would definitely be an offshoot of the archi-
tects' work, also that staff has been involved in restoration considerations
related to space use. On a motion duly made and seconded, it was

"VOTED: to approve the recommendation of the McKim Building
Committee to authorize Shepley, Bulfinch, Richardson
& Abbott, Inc. to proceed with conceptual pricing on
the basis of space layouts and related drawings
presented to the Trustees."

Mr. Curley described a first meeting with Robert Corcoran and his assis-
tant on the proposed feasibility study for fundraising for the McKim restoration.
Since Mr. Corcoran is finishing up two other feasibility studies, this first
meeting was intended as an overview, an opportunity for Mr. Corcoran to outline
the kinds of information we can provide~e.g. a list of various questions which
could be used with representatives of certain segments of the community; the
development of a case statement which will highlight persuasively the needs for
funding (restoration of the McKim building, enhancement of endowments, one-time
expenditures). Once questions have been composed and interviewees within the
business/cultural/industrial/financial communities chosen, some forty to fifty
interviews will be scheduled involving Mr. Corcoran and staff.

Next Mr. Curley gave background on the classification/compensation study,
pointing out that data gathering is already under way. He described a meeting
held with respresentatives from the firm engaged to do the study, Hewitt Associates.
At the meeting objectives were stated, a plan agreed upon for staff participation
through individual and focus group interview sessions. He pointed out that each
Trustee had in the packet documents which would be the basis for a contract.
Acting on the advice of Hewitt Associates, Mr. Curley recommended to the Board
that legasl counsel, Michael Gilman of Holtz and Gilman,be retained to assist
in the study. The Board concurred. At this point the Board voted to go into
executive session to discuss matters related to collective bargaining, Mr.
Moloney announcing that the public meeting of the Corporation would be resumed
shortly.

Minutes of Meeting
Corporation
February 25, 1986
Page Two

Next Mr, Moloney introduced two proposed amendments to the By-laws, the
first a result of the recent introduction of the position of Associate Director
in the Chart of Organization which moved the former second-level positions to
the third level. As Mr. Moloney noted, the amendment does not expand or decrease
the appointing authority of the Board, merely carrying on the authority of appoint-
ing appointing officers above the Assistant to the Director level. He added that
the second amendment merely formalizes what the Board has been doing for some time
in posting of Trustees' meetings. On a motion duly made and seconded, it was

"VOTED:

in Article III, Section 4 of the By-laws, to strike
out ' such officers at the second level immediately
below that of the Director' and to insert in place
thereof 'such officers above the level of Assistant to
the Director and Keepers of special collections.'"

and

"VOTED: in Article V, Section 2 of the By-laws, to add 'In
addition to such posting as may be required by the
Open Meeting Law, meetings shall be posted publicly in
the Central Library and in all branches of the Library.'"

There being no other business of the Corporation, the meeting adjourned
at 7:40 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, March 31, 1986

A meeting of the Trustees of the Public Library as a Corporation
was held at 7:05 p.m.

Present at the meeting were Mr. Moloney, Mr. Bulger, Mmes. Gaines,
Goodwin, and Luthin. Also present were Robert J. Corcoran of Robert J.
Corcoran Company; Mark Murray, Hewitt Associates; members of staff and public.

Kevin F. Moloney, President of the Board, presiding.

On a motion duly made and seconded, the minutes of the Regular
Meetings of January 27 and February 25, 1986 were approved subject to
corrections.

On a motion duly made and seconded, Jamie McGlone was elected as
Assistant Clerk -of the Corporation.

Next Mrs. Gaines described the process she had followed in seeking
citizens to serve on the Examining Committee. She described them as a "great
group of people" and invited the Trustees to provide input. She pointed out
that the Committee wants suggestions, sees themselves as "partners, not
adversaries." Mr. Moloney described the preliminary gathering in which Mrs.
Gaines had assembled the group for dinner and discussion as people "enthusi-
astic about helping the Library in a positive way." Mr. Curley called the
Committee a "superb group of people." Following these introductory remarks,
the Examining Committee was appointed as follows: Rodney Armstrong, Director
and Librarian, Boston Athenaeum; William Buckingham, Vice President, Basnight,
Buckingham & Partners, Inc.,; Joseph F. Carey, retired educator, Boston Public
Schools; Ralph Crandall, Director, New England Historic Genealogical Society;
V. Paul Deare, Director, Center for Communication Media, University of Mass-
achusetts/Boston; Joseph H. Deary, Trust Officer, Bank of Boston; Kathryn
Downing, President, Charlestown Preservation Society; Paul Faircloth, Member,
Jamaica Plain Friends; Jovita Fontanez, MDC, Boston Fair Housing Commission,
Hispanic Office of Planning and Evaluation; Michael Fung, Principal, Taft
Middle School; Milton Glass, Vice President, The Gillette Company; Renee
Glass, founder of Friends of Mashpee Library; William Hennessey, retired
educator and member of West Roxbury Friends; Frances Howe, co-Chairperson,
Associates of the Boston Public Library, Inc.; William Johnson, Chief Archi-
vist, John F. Kennedy Library; Joseph J. King, Retired educator and Treasurer
of the Dudley Friends; Diana Lam, Principal, Mackey School; Tunney Lee,
Architect and Deputy Commissioner, Division of Capital Planning & Operations;
Paul J. Lynch, South Boston community representative; Robert Mulligan, Justice,
Superior Court; Bettina A. Norton, Director, Cambridge Historical Society;
Barbara Oakes, Secretary, Lower Mills Friends; Donald Oakes; President, Lower
Mills Friends; Aurora Salvucci, Past President, Brighton Historical Society;
Kathleen Kelly Satut, Jamaica Plain Friends; Robert Smith, Vice President,
Friends of Hyde Park Branch; Jane M. Stahl, Librarian, French Library;
Robert D. Stueart, Dean, Simmons College Graduate School of Library and
Information Science; Deborah Thomas, Member, Friends of Egleston Square
Branch; Brunetta R. Wolfman, President, Roxbury Community College.

i<'>t'K

Minutes of Meeting

Corporation

Monday, March 31, 1986

Page Two

Mr. Curley introduced Robert J. Corcorsm of Robert J. Corcoran Company,
fundraising counsel to the Trustees, to describe the plan for the Library's
feasibility study. Mr. Corcoran pointed out that he has begun assembling names
for interviews, that he plans to start with about 250 names which will then be
culled down to 50. He will develop interview questions which will be shared
with the advisory group of the Library. The three elements in the process are
a statement of the case for fundraising, a lining up of likely donors, and
leadership for a campaign. If the study points positively to a fundraising
effort, then homework would be done in the sxnnmer and the Library could go public
in the fall with a major announcement. This would allow donors a year-end gift.
Mr. Corcoran added that a "groundswell of optimism" is needed; early significant
gifts will make the campaign successful. He added that 10% of the donors are
expected to give 90% of the money. Other comments from the Board dealt with the
need to increase visibility of the Library for a campaign, the restoration of
the McKim building providing such visibility, and the critical importance of
passage of the budget submitted to the city.

Next Mr. Curley introduced Mark Murray of -Hewitt Associates, pointing
out that the Trustees have retained the services of Hewitt to undertake a study
of compensation/classification in the Library. Mark Murray described how his
firm has started working with a study committee. They have discussed the
timing of the project, and the right representation of staff (full range of
union and management) in the various phases of the study. They have already
gathered information on the current pay system in place in the Library and have
conducted twelve interviews with management personnel. More interviews will take
place; then input will be translated and a statement developed. Mr. Murray
pointed out sources of data which they plan to tap, among them American Library
Association surveys, contacts with Boston City Hall for janitorial /clerical
salaries, local market data. Other concerns expressed by Board members were
identifying those issues not related to salary structure, the length of time the
study will take (Mr. Murray suggested June- July 1986) ; concern for equal pay/equal
work for men and women in the Library, flex- time, job sharing and part-time
employment (especially in view of the need for children's librarians).

. Mr. Curley brought the Board up to date on the Library's plans for modern
automated systems, noting that there was progress on the LSCA (Library Services
and Construction) grant proposal submitted by the Library. One provision, he
said, was that the Library needs a consultant on an automated circulation system
before decisions are made which have implications for bibliographic database
access and for linkage with other libraries in the state. The Boston Public
Library's service as Library of Last Recourse mandates that the Library work in a
collegial fashion. A consultant can refine specifications so that the Library
gets what it needs. This plan would require a degree of professional service and
would be consistent with the rest of the state and the nation. The Board examined
the resxjme of the automation consultant Richard Boss following Mr. Curley' s
presentation. On a motion duly made and seconded, it was

"VOTED: that, in order to review pleinning to date on an automated
circulation system, to relate such planning to Library
needs and development, and to review and help refine
specifications as the basis for bids for an automated
circulation system, the services of consultant Richard
Boss be retained at a fee not to exceed seven thousand
dollars ($7,000.00)."

Minutes of Meeting
Corporation
March 31, 1986
Page Three

In reference to the McKim restoration project, Mr. Curley noted that
several things are happening simultaneously, that the architects are still
out pricing, that space use recommendations from staff are being reviewed,
that conversion to elements of schematic design goes on, and that at the
moment literally dozens of consultants are in evidence. In response to a
question from Mrs. Luthin on current legislation which calls for sprinklers
in buildings above 70 feet, Mr. Curley noted that the Library is only 69.6
feet.

The meeting of the Corporation adjourned at 7:40 p.m.

.'. v,;.V,; •''^•,;-^ '•,'..:

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

'- ,-V-r

Minutes of Annual Meeting
Coporation

In Board of Trustees
Monday, May 19, 1986

The Annual Meeting of the Trustees of the Public Library as a Corporation was
held in the Trustees Room of the McKim Building at 7:45 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Goodwin and
Luthin, members of the Library administration, staff and public. Ms. Berthe
Gaines did not attend because of illness.

Kevin F. Moloney, President of the Board, presiding.

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. 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. Goodwin
and Luthin nad Mr. Moloney voted for Mr. Bulger. Mr. Bulger was declared elected
Vice President.

On a motion duly made and seconded, the name of Jane Manthome was placed in
nomination for Clerk, with no other nomination. Mmes. Goodwin and Luthin and
Messrs. Bulger and Moloney voted viva voce for Jane Manthorne, who was declared
elected Clerk.

On a motion duly made and seconded, the name of Jamie McGlone was placed in
nomination for Assistant Clerk, with no other nomination. Mmes. Goodwin and
Luthin and Messrs. Bulger and Moloney voted viva voce for Jamie McGlone, who was
declared elected Assistant Clerk.

Mr. Moloney noted that the Annual Meeting of the Trustees is usually held
on the first Monday of May but had to be rescheduled because the Massachusettts
Library Association honored Senator Bulger that day for his legislative library
initiatives that would establish a comprehensive $45 million program of state
assistance to the public libraries of the Commonwealth.

Next, on a motion duly made and seconded several items were voted on as a
block, as follows:

"VOTED: that any member of the Corporation be, and hereby is, authorized
to sign on behalf of the Corporation bills, special drafts, and
payrolls of the library."

and.

Minutes of Annual Meeting
Corporaion
May 19, 1986
Page Two

made by the Board in the name and behalf of the Corporation and any
and all communications in connection with the award of contracts
so voted or recommended to be so voted and to authorize payments
under contracts so voted."

and.

"VOTED: that until the next annual meeting, by delegation of the Trustees
of the Public Library of the City of Boston, the Director and
Librarian or the Clerk of the Corporation be, and hereby is,
authorized to accept on behalf of the Trustees gifts, payments
made in recognition for special services rendered, and payments
received for the publications and prints executed under Library
sponsorship and, In connection with the acceptance of same, to
endorse on behalf of the Trustees checks so received, said amounts
to be reported to the Board at the next annual meeting."

and,

"VOTED: that, until the next annual meeting, by delegation of the
Trustees of the Public Library of the City of Boston, the
Director and Librarian or the Clerk of the Corporation be,
and hereby is, authorized to accept on behalf of the Trustees
gifts to be added to funds already established in the General
Investment Account, the acceptance of said amounts to be
reported to the Board at their next meeting."

Mr. Moloney then called upon Mr. Curley to report on major gifts and
grants received by the Library during the year. Mr. Curley reported the
Library received the following gifts:

Grants

MURLS (Major Urban Resource Libraries)
LSCA (Library Services & Construction Act)
(Access Center)

Additions to Existing Funds

Nason Fund (income from royalties)

Wiggin Fund (annual addition to Wiggin Fund

from Wyerheauser Trust)
Friends of Kirstein (continuing donations from

several donors)
Rabb Fund (several donations, many in memory

of Sidney Rabb)

18,000.00
55,100.00

19,338.51
1,000.00
1,650.00
1,010.00

■■-mm. ■„-

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Form No 1046G— 11/74

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Minutes of Annual Meeting
Corporation
May 19, 1986
Page Three

Antiquarian Booksellers (income from annual

antiquarian fair)
Karl Rissland (to Music Department)
Constance Carleton Trust (added to

McKim Restoration Fund)

The meeting adjourned at 7:51 p.m.

I
^

1,500.00
65,000.00

10,000.00

* TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 19, 1986

A meeting of the Trustees of the Public Library as a Corporation was held in
the Trustees Room of the McKim Building at 7:56 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Goodwin and
Luthin; members of the Library administration, staff and public. Mrs. Berthe
Gaines did not attend due to illness.

Kevin F. Moloney, President of the Board, presiding.

Minutes of the Regular Meeting held on March 31, 1986 will be voted on at the
next Trustees* Meeting.

Mr. Moloney called on Mr. Curley to explain an amendment to the vote of
January 27, 1986 on engagement of fundraising consultant firm Robert J. Corcoran
Company. Mr. Curley noted that this amendment calls for an additional provision
for twenty hours of service. On a motion duly made and seconded, it was noted to
amend the vote to read

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"VOTED: that in the vote of January 27, 1986 on the engagement of fund-
raising counsel, to strike out the words and figures "eleven
thousand five hundred dollars and no cents ($11,500.00)" and to
Insert in place thereof the words and figures "fifteen thousand
dollars and no cents ($15,000.00) so that the full vote reads:
"That the Trustees of the Public Library of the city of Boston
authorize Mr. Curley to enter into a consultant agreement with
Robert J. Corcoran Company, Fundraising Counsel, Boston, Massa-
chusetts to undertake a feasibility study for the Boston Public
Library to determine the potential for a capital compaign at a
total cost not to exceed fifteen thousand dollars and consistent
with the terms of the agreement."

The next item on the order of business was the contract for the purchase of
books and other related library materials. Mr. Curley noted that this contract
enables the Library to purchase books as a standard procedure and will enable the
Library not to have to solicit public bids. On a motion duly made and seconded,
it was

"VOTED: that there be entered into with the city of Boston a contract

between the Trustees of the Public Library of the city of Boston
and the city of Boston, established pursuant to St. 1878, cll4,
for the purchase of books and other related library materials in
an amount not to exceed the amount appropriated in the Library
Department budget for books and other Library related materials."

Next, Mr. Moloney called on Mr. Curley to review the plans for the McKim
Building restoration project. Mr. Curley reported that the conceptual design
plans are completed and at the present time the projected cost of the project
exceeds the money in hand, therefore the Library needs to seek additional private
and public funding sources. In light of budgetary concerns, Mr. Curley noted,
the restoration program will take place in three phases beginning with Phase 1 of
the construction to start in late Fall of 1987.

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Minutes of Meeting
Corporation
May 19, 1986
Page Two

In a related construction matter, Mr. Moloney reported that on behalf of the
Trustees he attended a Boston Zoning Commission hearing related to a proposed
elimination of a 120-foot height limitation for the triangular city block which
abuts the Library's McKim building on the south side. (The triangle block, is
located between Huntington Avenue, Blagden Street and Exeter Street.) Mr. Moloney
reported that a developer had proposed to build a 240-foot high-rise tower on this
triangle; through the efforts of the Boston Redevelopment Authority, community
leaders and the Trustees who protested at this meeting, the Zoning Commission voted
to retain the restriction of a 120-foot limitation for any development in the triangle.
Mr. Moloney said that the Trustees will continue to monitor any future proposed
developments in this area and work towards setting height limitations to ensure
no future buildings are built which could overshadow the Library.

Mr. Curley then introduced the next item on the order of business related to
the automation plans for the Library. Recalling that the Board of Trustees voted
to retain the services of consultant Richard Boss in order to review planning for
an automated circulation system, Mr. Curley reported that Mr. Boss recently met
with library staff involved in automation and has submitted a draft of his pre-
liminary report focusing on both short and long term automation planning. Mr.
Curley added that a final report would likely be submitted prior to the next
Trustees' meeting. Mr. Curley continued and reported that the library has applied
to the Massachusetts Board of Library Commissioners for a Library Services and
Construction Act (LSCA) grant in the range of $500,000.00 for the implementation of
a turnkey circulation system that will centralize bibliographic data on all circu-
lating materials in the Boston Public Library's circulating collections (Central
and branches), and those of Maiden, Chelsea, and possibly Cambridge. Mr. Curley said
that he was pleased to report that the library has received a favorable response
concerning this grant application from the staff of the Board of Library Commissioners
with support from the Statewide Advisory Council on Libraries.

Next, Mr. Moloney introduced William Johnson, Chief Archivist, John F.
Kennedy Library, and Vice Chairman of the Examining Committee of the Public
Library of the city of Boston.

Delivering an interim report on the Examining Committee's activities, Mr.
Johnson reported that the Committee held an introductory meeting on March 18, 1986
and also on two other occasions. Mr. Johnson noted that the Examining Committee has
established seven working subcommittees: technology, branch libraries, public
relations, funding, central library, staffing, and friends' groups. Stating that
the Committee will examine the Library covering the period from March 1986 to March
1987, Mr. Johnson remarked that the full Committee is enthusiastically prepared to
support the library in its mission. The subcommittees are submitting their first
reports this week and they plan to interview library staff over the summer months.
The full committee will reconvene in the fall and hopes to be prepared to submit a
final report to the Trustees in March 1987. At this time, Ms. Luthin expressed
great thanks and appreciation for all the work they have done thus far. Mr. Curley
concurred with Ms. Luthin' s remarks, and he also thanked the Committee for their
interest, cooperation, and support. Mr. Moloney expressed appreciation to Mr.
Johnson and the entire committee and thanked Ms. Gaines, in particular, for her
major contribution in establishing the Committee. Mrs. Gaines serves as Chairman
of the Examining Committee.

Minutes of Meeting
Corporation
May 19, 1986
Page Three

Mr. Moloney then turned to the next order of business, the Trustees' Annual
Reception. Ms. Manthome reported that a tentative date, Friday evening,
September 19, 1986, has been selected for the third annual Trustees' Reception
and Recognition Ceremony for Library Staff. The reception will be helped in the
Courtyard of the Central Library. The Trustees agreed to check their calendars
and report back to Ms. Manthorne to confirm this date.

The meeting adjourned at 8:10 p.m.

^*.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, June 23, 1986

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:58 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin. Also present were Stephen Paine and Eugene Record of
Thorndike, Doran, Paine & Lewis, investment counsel; Daniel Coolidge of
Shepley, Bulfinch, Richardson and Abbott; members of the Library administration,
staff, and public.

Kevin F. Moloney, President of the Board, presiding.

On a motion duly made and seconded, the minutes of the regular meeting
of March 31, 1986 and regular and annual meetings of May 19, 1986 were
approved subject to correction.

Mr. Moloney announced that the Trustees would proceed to item #4 on the
Order of Business when Stephen Paine of Thorndike, Doran, Paine & Lewis
arrived. With respect to a proposed construction project for the triangular
block which faces the McKim building on the south side (bordered by Huntington
Avenue, Blagden and Exeter Streets) , Mr. Moloney reported that he plans to
meet with the developer of the project, the McCourt Company of Boston, in a few
weeks. He further stated that the construction plans for an office/stores/
residential complex are under agreement and the McCourt Company plans to unveil
the model at this meeting. Mr. Moloney reiterated that the Trustees will
continue to monitor any proposed developments for the triangle block and will
continue to work towards setting height limitations to ensure that no future
buildings are built on this site which could overshadow the Library.

Next Stephen Paine and Eugene Record of Thorndike, Doran, Paine & Lewis
reported on the Library's investment portfolio for the year ending 31 May 1986.
They distributed to the Trustees a financial report of the Library's accounts.
Mr. Paine prefaced his remarks with a statement that it gives him a "great sense
of pride" to serve his native city and, in particular, the Boston Public
Library. He then called on Mr. Record to review the Library's investments. Mr.
Record began with a history and introduction to Thorndike, Doran, Paine &
Lewis. Next he outlined the investment objectives of the Library's endowment
funds: the Library is a nonprofit organization with assets of $12 million as of
May 1986; the purpose of the endowment is to provide long-term stcQDility to
benfit the Libr2u:y; it is Thorndike, Doran, Paine & Lewis' mission to preserve
the real (capital) spending power of the assets by achieving a long-term annual
rate of return including income in excess of the rate of inflation, to provide
a minimum annual income contribution to the Library's operating costs of $500,000,
and income earned in excess of this amount is to be reinvested in the endowment.
Mr. Record continued his presentation with an overview of U.S. economic high-
lights: a forecast of moderate economic growth persisting through 1986 and 1987;
inflation indexes are being dominated by declining energy prices; interest rates
will reflect moderate economic growth, lower than anticipated inflation, and a
Federal Reserve policy fostering positive growth leading to a lower interest rate
environment; corporate profits in 1986 are projected to improve from disappointing
1985 results. Mr. Record then summarized cumulative investment returns for

^£^S£^

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Minutes of Meeting

Corporation

Monday, June 23, 1986

Page Two

the period ending 31 May 1986: the General Investment Account reflected a
14.8% increase in return which Mr. Record characterized as "excellent" with
respect to inflation, and a 29.5% increase in return for the previous five
months, also an excellent return; no meaningful changes in maturity, asset,
and quality distribtuion of certificates. At this point Mr. Record remarked
that the significant gains are due largely to the extended upsurge in the
stock market; bond investments reflected an average yield due in part to a
conservative posture taken by Thorndike, Doran, Paine & Lewis as requested
by the Library. Mr. Paine concluded that the Library's investments are doing
very well and they should continue to show an excellent return.

Several questions from the Trustees followed the presentation. Mrs.
Gaines remarked that growth stocks (medical and consumer-related stocks) are
presently doing very well and was interested in the track record of Mobile
Cellular Telephone and Affiliated Publications stocks. Mr. Record responded
that both are giving excellent returns but are much higher priced than bank,
utility, and insurance stocks. Mrs. Luthin asked how much money from the
Library's endowment fund was invested in compemies doing business in South
Africa. Mr. Record responded that at the present time $3.3 million of the
Library's investment funds are invested in companies doing business in South
Africa, but divestiture should be completed by June 1987. Mrs. Luthin then
raised the issue of investing in stocks which have a more socially responsible
outcome, e.g. housing. Mr. Paine responded that debt issues need governmental
guarantees and backing, adding that some bond issues are now directly related
to the housing market, e.g. Government National Mortgage Association (Ginnie
Mae). Commenting on the Library's bond portfolio, Mr. Moloney asked that the
bond specialist of Thorndike, Doran, Paine & Lewis make a presentation at
a future Trustees' meeting. Mr. Paine indicated that Paul Kaplan would be
available to attend any future meeting.

Mr. Moloney introduced Daniel Coolidge of Shepley, Bulfinch, Richardson
& Abbot, Inc., to report on the McKim restoration. Prior to Mr. Coolidge 's
presentation, Mr. Moloney reported that he had recently received a letter from
Lelcind M. Roth, Professor of Art History, University of Oregon, and author
of McKim, Mead & White, 1870-1920: A Building List in which Professor Roth
described his excitement and pleasure in the design proposals and the progress
to date. Mr. Coolidge, displayed several sketches and outlines representing
the preliminary design development stage cind the schedule of design activities.
Among the design development proposals he demonstrated are relocation of the
book delivery belt to the Elliott Ronan; design for the northwest juncture
entrcince between the Johnson and McKim buildings; plems for the sales desk
area cind the staircase leading to the newspaper room. Mr. Coolidge then
described several proposals including the second and third floors: the second
floor entrance from the Johnson to the McKim building by way of the roof of
the courtyard colonnade; cm alcove in the Print Department; a furniture/ lighting
study of the building; redesign of the courtyard. Mr. Coolidge completed
his talk with a diagram of work completed and work planned between then and
mid September: the preliminary designs will be refined, including price
quotations, will be submitted to the Trustees by July 22, 1986 for approval,
with final approval given by August 3; the design development stage is
tentatively scheduled to begin by January 1987.

* *

Minutes of Meeting

Corporation

Monday, June 23, 1986

Page Three

In reference to prior discussion on the triangular city block, Mr.
Moloney asked Mr. Coolidge to consider conducting a shadow and light study
of the possible impact on the Library of the proposed construction.

Next Mr. Cur ley reported on the Library's fundraising activities. He
noted that the development office has prepared a presentation book of the
Library's fundraising case for the restoration of the McKim building and
the acquisition of special collections. He outlined the plan of Robert J.
Corcoran Compciny, the firm engaged by the Trustees to conduct a feasibility
study: assembly of a list of two hundred names from which Corcoran will
interview fifty individuals. If a capital campaign is recommended by the
study, it will probably be announced to the public in the fall. Mr. Curley
remarked that a great deal of behind-the-scenes activity will have to take
place. He further noted that the Library does not have a history of fund-
raising, also that he plans to share the interview list with the Trustees
for input from them. Ms. Goodwin suggested consulting with the John K. Kennedy
Library staff since they recently conducted a successful capital campaign.

Next Mr. Curley brought the Board up to date on the classification/
compensation study being conducted by Hewitt Associates. He said that final
recommendations are expected within the next week. He will share the results
imnediately with the Board, Library administration, cmd collective bargaining
units. Recalling that the consultants were asked to identify recommendations
appropriate for immediate implementation, Mr. Curley suggested that the
Trustees might want to schedule a meeting during the third week of July. The
Board agreed to schedule such a meeting.

Mr. Moloney called on the Clerk to report on the Trustees' Annual
Reception and Recognition Ceremony. Ms. Manthorne said that Friday evening,
September 12, 1986, has been selected for the event in the courtyard. She also
noted that there will be a ceremony on Friday evening, September 26 in the
courtyard at which the Trustees will formally acknowledge the gift of the
Orient Heights Bramch Library from the Druker family of Boston. With respect
to the Trustees' reception for staff, Mrs. Gaines suggested that bids for
catering should be invited from various firms.

At 8:02 p.m. the Trustees moved to a meeting of the Adminsitrative
Agency for the Director's report, then returned to the meeting of the Corpor-
ation at 8:08 p.m.

Next Mr. Moloney turned to contracts and agreements. On a motion duly
made and seconded, it was

"VOTED: that the agreement with Messrs. Thorndike, Doran, Paine &
Lewis, 28 State Street, Boston, Massachusetts, for invest-
ment counseling services be renewed for the period July 1,
1986, through June 30, 1987, in accordance with the terms
specified in the agreement."

and

r«

Minutes of Meeting
Corporation
June 23, 1986
Page Four

"VOTED: that Arthur Curley, Director and Librarian, be, and
hereby is, authorized to make from time to time as
specified in the agreement for the period July 1, 1986,
through June 30, 1987, between the Trustees of the Public
Library of the City of Boston and Messrs. Thorndike,
Doran, Paine & Lewis, 28 State Street, Boston, Massachu-
setts, the payments prescribed by said agreement from
undistributed income of the General Investment Account
if he finds that the conditions precedent to such
payment have been fulfilled."

Mr. Moloney then called on Dema Rizzotti, Program and Development
Analyst, to summarize the recommendations for a new vendor of copying services
as detailed in a report he con5>iled for Mr. Curley. Mr. Rizzotti stated that
after thorough analysis of the coin-operated copier industry in the Boston
area, he would like to recommend Boston Copico, Inc. of Canton, Massachusetts
as the vendor for coin-operated and adminsitartive copier machines at the
Library. He noted that primary criteria for this recommendation are the
quality and consistency of equipment, the vendor service program amd capability,
and cost. He further stated that this recommendation is based on Copico' s
proven ability in the "coin-op," high volume, multiple copier library market.
Mr. Rizzotti added that, if approved by the Board of Trustees, Copico, an
authorized dealer in Sharp equipment, has agreed to provide the Library with
the following services: a two-hour service response time; twenty-two new copier
machines at the Central Library; three copiers at the Kirstein Business Branch;
one copier each at the fourteen neighborhood branch libraries now using copier
equipment. He concluded by pointing out that Mr. William Carmen of Laventhol
and Horwath, Accountants, is reviewing the details of the contract. Mrs. Gaines
questioned whether the two-hour service response time will include the branch
libraries, Mr. Rizzotti said "yes." Mr. Moloney and Mrs. Gaines complimented
Mr. Rizzotti on his excellent report, thanking him for his presentation. At
Mr. Curley' s recommendation, on a motion duly made and seconded, it was

"VOTED: that the Trustees of the Public Library of the City of
Boston authorize Arthur Curley, Director and Librarian,
to enter into an agreement with Boston Copico, Inc., 55
North Street, Camton, Massachusetts 02021, for the
provision of copier equipment and services."

Mr. Curley then explained the next contract with VIS Consultants, Inc.
He noted that this hardwaure for a computerized film booking system is needed to
support the services of the Eastern Massachusetts Regional Library System and
funds have already been allocated in the Eastern Region budget for this purpose.
He added that both he and Mr. Moloney had recently met with Richard Boss, the
Library's authomation consultant, who advised- that this film booking capability
cannot be effectively supported by the Library's basic circulation support
system and, further, that VIS is the only available system suitable for the
Library's needs. Mr. Moloney noted that he was impressed with Mr. Boss's
knowledge of computer services, and, upon his recommendation, on a motion duly
made and seconded, it was

JSR??

t •

Minutes of Meeting
Corporation
Monday, June 23, 1986
Page Five

"VOTED: to enter into a contract with VIS Consultants, Inc.,
2000 Century Plaza, Columbia, Maryland 21044, for the
purchase of a computer-based Audio Visual Library Manage-
ment System at a cost not to exceed forty-nine thousand
and two hundred fifty dollars and no cents ($49,250.00)."

Mr. Culrey described the next contract with Digital Equipment Corpora-
tion as a routine upgrading of obsolescent equipment to support acquisition,
personnel, and payroll databases. He said that it will be less expensive to
maintain than the present system. At Mr. Curley's recommendation, on a motion
duly made and seconded, it was

"VOTED: that there be entered into with Digital Equipment

Corporation, having its principal place of business at
146 Main Street, Maynard, Massachusetts, a contract for
lease purchase of a Microv2uc II Computer System, for 60
months, at a cost not to exceed $1,955.81 per month., during
the term of this contract."

In the matter of addition of contributions cuid royaties to certain
funds in the General Investment Account, on a motion duly made and seconded,
it was

"VOTED: that the sum of $94,700.69 reprsenting miscellaneous gifts

and royalties contributed to funds established in the General
Investment Account be added to the respective funds in the
General Investment Account and invested in units in said
account on the basis of $2.68 per unit which represents the
unit value as of this date, as follows:

Amoiint

Units

Antiquarian Booksellers

$1,500.00

524

Beranek, Leo

100.00

Boston Authors

250.00

Dinneen, Rita

500.00

175

Gibbons, Marjorie

50.00

Gloss, George

205.00

Green Memorial, Dr. Samuel

A. 64.35

G. K. Hall Associates

63.95

Friends of Kirstein

1,650.00

577

Moloney, Francis

25.00

Murray , Msgr . Edward

500.00

175

Nason, Thomas

20,634.99

7,215

Rabb, Sidney

1,010.00

353

Rissland, Karl

67,147.40

23,478

Wiggin

1,000.00

350

$94,700.69

The meeting adjourned at 8:24 p.m.

33,112

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, July 21, 1986

A meeting of the Trustees of the Public Library as a Corporation was
held at 7:00 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines
and Luthin; Mrs. Goodwin was unable to attend. Also present were Mark
Murray and Robert Sumner of Hewitt Associates, Personnel Consultants;
members of the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney began with item #4 on the Order of Business, related to
the compensation/classification study conducted by Hewitt Associates. At
7:01 p.m., on a motion duly made and seconded, it was voted to go into
executive session for matters of discussion related to labor relations. The
meeting of the Corporation resumed at 7:30 p.m.

Mr. Cur ley recalled that Hewitt Associates were asked to address a
broad range of issues affecting staff recruitment, retention, and development.
In addition, the consultants were asked to concentrate on areas of pressing
importance and to offer recommendations for immediate implementation. Mr.
Curley said that the Hewitt report, for the most part, represents the results
of a salary market analysis and dociimentation leading to recommended new
salary scales in five classification structures. The structure of the
classification scheme will be addressed at a later time, Mr. Curley said, and
the implementation of the classification results would probably take several
years. Concluding, Mr. Curley added that the Hewitt study is one of the most
important steps the Library has taken in the program to revitalize the
Library, and therefore he recommended adoption of the new compensation
structure. Mr. Moloney remarked that he was very pleased with the report, and
it represented a substantial piece of work. Mr. Moloney added that the Trustees
are fully aware of the Library's problems with recruitment at all staff
levels, and the Hewitt recommendations address these concerns. At Mr.
Curley's recommendation, on a motion duly made and seconded, it was

"VOTED: that Arthur Curley, Director and Librarian, be, and
hereby is, authorized and directed to proceed toward
implementation of the new salary scales recommended by
Hewitt Associates as soon as practiccUsle , in the
judgment of the said Director."

Following the vote Mr. Moloney remarked that "it feels like Christmas."

On a related salary matter, Mr. Curley recommended that the Trustees
increase the salary of Liam M. Kelly, Associate Director, to $65,000,
reflecting an increase of 18% and retaining equal salary increases awarded
to other staff. At. Mr. Curley's recommendation, on a motion duly made and
seconded, it was

Minutes of Meeting
Corporation
July 21, 1986
Page Two

"VOTED: to increase the salary of Liam M. Kelly, Associate
Director, to $65,000.00."

The next order of business was the awarding of contracts. Mr.
Moloney said that the Trustees would consider the two contracts separately,
and he asked if either of them needed further discussion or explemation.
Kevin FitzPatrick, Assistant to the Director for Business and Publishing
Services, gave background on the two contracts. Mr. Curley said that the
first contract was for the purchase of books and related librajsy materials
and that the approved city budget for FY-87 appropriated $1,750,000.00
for these purchases. On a motion duly made <md seconded, it was

"VOTED: that there be entered into with the city of Boston a

contract between the Trustees of the Public Library of
the city of Boston (a Corporation under Chapter 114 of
the Acts of 1878) and the city of Boston for the purchase
of materials in an amount not to exceed the amount appro-
priated in the Library Department budget for books and
other library-related materials."

Next Mr. Curley turned to the contract for fineuicial and con^liance
audit of libr2u:y fxinds. Mr. Curley noted that a total of five bids were
received including bids submitted by Arthur Young & CaBxpany and Peat,
Marwick, Mitchell & Con^any. Following discussion, on a motion duly made and
seconded, it was

"VOTED: that there be entered into with the firm of Daniel

Dennis & Ccmpany, Copley Place, Suite 37, 100 Huntington
Avenue, Boston, Massachusetts, in accordance with the
proposal submitted by Daniel Dennis & Ccmpemy for the
July 1, 1986 (^ening of proposals, euid for a total fee
not to exceed twelve thousemd eight hundred fifty dollaurs
and no cents ($12,850.00) , a finemcial and compliance
audit of each of the following: (1) "nie Trust F\inds of
the Boston Public Library; (2) The Eastern Massachusetts
Regional Librzury Program; and (2) The Library of Last
Recourse grant."

Next, in the matter of the distribution of certain income, on a motion
duly made and seconded, it was

"VOTED: that Arthur Curley, Director emd Librarian of the Public
Library of the city of Boston, be, and hereby is,
authorized to cause to be paid to the Rector of Trinity
Church for the period from July 1, 1985, to June 30, 198$,
income on the Children's Fund, now held in the custody of
the Collector-Treasurer of the city of Boston pursuant to
the provisions of the 11th Clause of the Will of Josiaih
H. Benton, as required by the 12th Clause of Said Will."

and

further

Minutes of Meeting
Corporation
July 21, 1986
Page Three

"VOTED:

that Arthur Curley, Director and Librarian of the Public
Library of the city of Boston, be, and hereby is,
authorized and directed to cause to be distributed and
paid to the Rector of Trinity Church, to be held by said
Rector pursuant to the provisions of the 12th Clause of
the Will of JosicQi H. Benton, as defined by the Agreement
of Compromise, dated January 15, 1935 and made in connection
with the administration of the trust created by said Clause,
four-tenths of the income of the Benton Book Fund for the
period from July 1, 1985, to June 30, 1986, inclusive,
now held in the custody of the Collector-Treasurer of the
city of Boston, and to the Trustees of the Public Library
of the city of Boston the remaining six-tenths of said
income for said period to be applied to the purchases
provided in said agreement of Compromise."

and
further

"VOTED: that Arthur Curley, Director and Librarian of the Public
Library of the city of Boston, be, 2Lnd hereby is,
authorized and directed to cause to be distributed and
paid to the Trustees of the Public Library of the city
of Boston the income of the General Investment Account for
the period from July 1, 1985, to June 30, 1986."

Next Mr. Curley reviewed the porgress of the McKim restoration project.
Mr. Curley recalled that at the last Trustees' meeting the Board of Trustees
voted to "approve the broad conceptual designs" for the restoration of the
McKim building. Since this action, Mr. Curley said, meetings have taken
place with the McKim Building Committee and the Library administration, and
that the architects from Shepley, Bulfinch, Richardson & Abbott, Inc. are
refining the conceptual designs and making them more specific.

Mr. Curley then reported on the Library's fundraising activities.
Recalling that the Development Office has prepared a presentation book of
the Library's fundraising case for the restoration of the McKim building
and the acquisition of special collections, Mr. Curley called on Ms.
Manthorne to share the presentation book with the Trustees. Noting that
the book was developed by Thereesa M. Cederholm, Development Officer, and
designed by Richard N. Zonghi, Ms. Manthorne demonstrated the book. She
began with a quotation from Massachusetts Senate President and Library Trustee
William M. Bulger: "Public libraries have always made it possible for all
.citizens — working people, children, students, poor people and senior citizens—
to have the world at their fingertips," she went on to show various photos
which depicted the themes of the book — a sense of what the Library is, its
history and historic building, the roles, services, and unique resources
of the Library. Concluding. Mr. Curley stressed that if a campaign is
recommended, the Library should publicly announce the campaign by early
fall, and therefore specific restoration needs of the McKim building must
be established. Mr. Moloney then announced that a McKim committee meeting
was scheduled for the following evening (July 22) at 6:00 p.m.

■S^'Vc-v-

Minutes of Meeting
Corporation
July 21, 1986
Page Four

In other business, Mrs. Gaines suggested that the Board consider a
vote of confidence and support to the Citywide Friends Connnittee for the
Boston Public Library. Following discussion, and on the recommendation of
Mrs. Gaines, on a motion duly made and seconded, it was

"VOTED: that the Trustees lend their support, assistance,
and encouragement to the Citywide Friends of the
Boston Public Library Committee, and that the
Trustees commend said Committee for their loyalty
and dedication."

The meeting adjourned at 7:50 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, September 22, 1986

A meeting of the Trustees of the Public Library as a Corporation was
held at 7:08 p.m.

Present at thje meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin. Also present were Daniel Coolidge and William Barry
of Shepley, Bulfinch, Richardson and Abbott, Inc.; members of the Library
administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding. ^

Mr. Moloney stated that action on the approval of Minutes for Regular
Meetings of the Corporation on June 23, 1986 and July 21, 1986 will take place
at the next scheduled Trustees' meeting.

Mr. Moloney then proceeded to items //2 and #3 on the Order of Business.
Mr. Curley said that the addition of funds to the General Investment Account
and the reinvestmentnt of income from certain funds are standard votes. Therefore,
on a motion duly made and seconded, it was

"VOTED:

to accept and add to the Friends of Kirstein Fund in the
General Investment Account the sum of ninety-eight thousand
dollars ($98,000, 32,776 units) representing a distribution
from the 1941 Trust of George G. Kirstein as appointed by the
will of George G. Kirstein."

and
further

"VOTED:

and

"VOTED:

to accept and add to the McKim Fund in the General Investment
Account the sum of four hundred sixty-one dollars and twenty-five
cents ($461.25; 184J units) representing the market value on
February 13, 1986 of the gift from David Place, 193 Beacon Street,
Boston, Massachusetts 02116 of thirty shares of Apollo Computer
Inc. common stock.

that the sum of $40,113.05 representing the income for the
period from July 1, 1985 to June 30, 1986 earned by the following
funds in the General Investment Account be reinvested in these
funds in the General Investment Account as required by their
authorizing votes on the basis of $2.89 per unit which is
hereby determined to be the present fair value per unit:

Unit

Joan of Arc Fund

Boston Public Library Staff

Centennial Fund
Centennial Fund
John Deferrari Fund

$ 1,898.50

2,811.21

64.49

5,042.78

657

973

1,745

Minutes of Meeting
Corporation
September 22, 1986
Page Two

Lee M. Friedman Fund

Lee M. Friedman Memorial Fund

i L. M. Friedman — Books for

Rare Books Dept.
Dr. Samuel Abbott Green Memorial

Fund
Arthur W. Heintzelman Memorial Fund
G. K. Hall Associates Fund
Library Art Fund
Marjorie Wiggin Prescott Fund
Ellery Sedgwick Fund
Shakespeare-Emerson Fund
Helen 0. Storrow Fund
i Wedgwood Club 25th Anniversary

Fund
Stow Wengenroth Fund

TOTAL

12,687.48
37.01

357.30

4,390
13

124

12,427.16

4,300

608.34

211

264.65

91i

151.98

52i

12.04

223.31

88.71

3,168.84

1,096

98.39

170.86

$40,113.05

Mr. Moloney then called on Daniel Coolidge, principal architect for the
McKim Restoration Program, asking him to report on the progress of the project
Mr. Coolidge began with an update on the proposed plans for Copley Square
Park and the proposed plans to build a 240-foot highrise tower on the tri-
angular city block which abuts the Library's McKim building on the south
side. (The triangle block is located between Huntington Avenue, Blagden,
and Exeter Streets.) Mr. Coolidge said that he and Mr. Moloney met
recently with representatives from the McCourt Company, the developer of
the tower. At this meeting, they viewed the preliminary drawings for the
tower and they reported that they will continue to carefully monitor these
plans to ensure that the tower will not cast a shadow on the courtyard of
the Library.

Continuing his presentation, Mr. Coolidge displayed on easels detailed
and refined preliminary design drawings of the McKim building. Mr. Coolidge
reported that these drawings have been submitted and approved by the McKim
Building Committee and now require a vote of approval by the Trustees. Re-
ferring to the design drawings, Mr. Coolidge demonstrated the recommended
restoration plans: south side of the first floor create an exhibition
gallery; on the north side create exhibition and lecture space, a tearoom,
and a bookstore; the newspaper room will remain in its present location,
but the microtext department will be relocated to Stack Two and the
entrance will be where the Sales area is currently located; design a new
entrance linking the old building to the new; design a new staircase
directly under the present main staircase leading down to the basement
which will be opened to the public; located on the basement level will be
government documents, a new map room, and public restrooms; the new lobby
of the basement level will include torchere lighting; a circulation desk
and information area will be established near the entrance to the McKim
building on the first floor; on the second floor the Bates Hall Reading
Room will be completely restored with new lighting, new curtains, and

Minutes of Meeting
Corporation
September 22, 1986
Page Three

restored table lamps; the desk in Bates Hall will be refinished and moved

to the Elliott Room which will become a catalog information area; a periodicals

bibliographic center will be located in what is now the Science Reference

department, and Science Reference will relocate to the Johnson building;

a study area for special projects and scholarly study will be developed near

the David McCord and Fred Allen Rooms; the Central Library administrative

offices and development office will relocate to the McKim building; on the

third floor the Sargent murals will be completely restored, gallery relit,

and the skylights opened; the Wiggin Gallery will be restored and a new gallery

for prints will be constructed; the Koussevitizky Room will be cleaned and

the wood moldings retained; the Cushman Room and the former Rare Books department

on the north wing will be used as a special collections department; the Trustees

Room and its anteroom will be restored; and the Abbey Room will be completely

restored, relit, and eventually used as a reading room.

At this juncture, Mr. Coolidge discussed the timetable for the project,
explaining the different phases and what is expected to be accomplished.
Mr. Coolidge reported that he expects the design development stage completed
by spring 1987, the working drawings finished by spring of 1988, actual restora-
tion work should begin late spring of 1988, and the project finished by 1990.
Mr. Coolidge qualified this schedule stating that some aspects of the project
may be phased-in over a few years.

Mr. Coolidge then turned to the Heating, Ventilation and Air Condition-
ing (HVAC) elements of the project: the original HVAC plans called for air
conditioning approximately 40% of the building to insure minimal temperature
control standards in order to preserve the book collections, especially rare
books; the engineers, however, strongly recommended that it would be more
cost effective to air condition the entire building, concluding that it would
cost more not to air condition the building totally than to do it, and secondly
enormous air ducts would be needed if the building was not totally air condi-
tioned; and the windows will be designed so that they can be opened. Mr.
Coolidge concluded his presentation stating that he concurred with the findings
by the engineers.

Mr. Moloney thanked Mr. Coolidge and asked if there were any questions.
Mrs. Gaines noted that the relative humidity (RH) is reported at 25Z and
asked what would be the ideal RH conditions. Mr. Coolidge answered that
40-45% would be ideal. Mrs. Goodwin asked how the Library would build in
costs in the operational budget. Mr. Curley responded that he expects a
increase of 8-10 full time employees to staff the new map room, expanded
print department, and additional public service areas. Mrs. Gaines expressed
concern with the possibility of asbestos problems once the construction is
begun. Mr. Coolidge said that experts will be brought in and that they will
carefully test for any evidence of asbestos. Mr. Coolidge then added that
the marble throughout the building will be restored and cleaned and he is
presently studying ways to make the building accessible to the handicapped.
Following this discussion, on a motion duly made and seconded, it was

these
net

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Minutes of Meeting
Corporation
September 22, 1986
Page Four

"VOTED: to approve the preliminary design studies for the Boston Public
Library McKim Building Restoration and Renovation Program as
submitted on 22 July 1986 and reviewed on 10 September 1986
by Shepley, Bulfinch, Richardson, and Abbott, Inc."

Mr. Moloney then introduced item //4 on the Order of Business which would
amend certain articles in the contract between the Trustees of the Library
and Shepley, Bulfinch, Richardson, and Abbott, Inc. with respect to certain
design services for the McKim Restoration Program. In this regard, on a
motion duly made and seconded, it was

"VOTED:

to amend certain articles in the contract between the Trustees
of the Public Library of the City of Boston and Shepley, Bulfinch,
Richardson and Abbott, Inc. for certain design services in
connection with the restoration and renovation of the McKim
Building in the Back Bay district, city of Boston, Massachusetts
to read as follows:

Article 3, First paragraph: change "Authorized construction
budget of $10,600,000 for the project" to read "Authorized
construction budget for purposes of design development of
$21,000,000 for the project."

Article 9: Change the amount to be paid for preliminary studies
from ONE HUNDRED FIFTY-NINE THOUSAND DOLLARS ($159,000) to
THREE HUNDRED AND FIVE THOUSAND, FIVE HUNDRED FIFTY DOLLARS
($305,550).

Article 10: Change the amount to be paid for design develop-
ment from TWO HUNDRED TWELVE THOUSAND DOLLARS ($212,000) to
FOUR HUNDRED SEVEN THOUSAND, FOUR HUNDRED DOLLARS ($407,400).

Article 17: Change
under this Article
($400,000) to FIVE

the allowance for supplementary services

from FOUR HUNDRED THOUSAND DOLLARS

HUNDRED FORTY THOUSAND DOLLARS $540,00,000)

Article 18: Change to read, "The fee for all services (except
supplementary services) performed under this Contract shall
be in the sum of SEVEN HUNDRED AND TWELVE THOUSAND, NINE
HUNDRED AND FIFTY DOLLARS ($712,950). In no event shall the
maximum liability of the Trustees under the contract exceed,
in the aggregate, nor shall the Trustees pay the Architect
under this contract more than ONE MILLION, TWO HUNDRED FIFTY-
TWO THOUSAND NINE HUNDRED AND FIFTY DOLLARS ($1,252,950.00)."

In a related McKim Restoration Program matter, Mr. Moloney proposed that
the Trustees commission Douglass Shand-Tucci, architectural historian and
consultant to the Trustees for the McKim project, to document, record and
publish a book on the restoration program. On a motion duly made and
seconded, it was

Minutes of Meeting
Corporation
September 22, 1986
Page Five

"VOTED- to authorize Douglass Shand-Tucci to begin the research and
collection of material for a history of the McKim building
for publication by the Trustees in observance of the 100th
anniversary of the building as provided for in the attached
letter of Mr. Shand-Tucci to Mr. Moloney."

Mr Curley then concluded the discussion reporting that the plans for
the Historic Announcement scheduled for 12 Noon. Tuesday. October 28. 1986
are progressing, adding that the program is sponsored by The Honorable Raymond
L. Flynn, Mayor of the City of Boston, The Trustees of the Library, and The
Directors of The Boston Globe Foundation.

Mr. Moloney introduced the next item on the Order of Business, namely
the development campaign. Mr. Curley reported that the ^^ndraising study
being conducted by the Corcoran Company is pending the completion of the
interviews. Mr. Curley noted that preliminary reports from the Corcoran Company
are favorable and positive and the prospects for the Library embarking on
a capital campaign are very good. In preparation for a likely f-draising
campaign, Mr. Curley explained the need to acquire instantly professionals
who'arr;xperienced'with capital campaigns. To name a few, Mr. Curley mentioned
the hiring of publicity specialists, fundraising consultants, 8^^^^^^^^^^^'
media/editor relations personnel, and advertising people who will «^f ^^
the Library to compete for public and private funds. To ^^^^^/^^' f ^^^^^'^^
recommended to the Board the authorization to advance funds to begin the
hiring of these professionals immediately. Following discussion, and on
the recommendation of Mr. Curley, on a motion duly made and seconded, it
was

"VOTED: that Arthur Curley. Director and Librarian be and hereby is.
authorized to expend an amount not to exceed seventy-five
thousand dollars ($75,000) from the John Deferrari Indenture __
of Trust 1948 for purposes of the Library development campaign.

Mr. Curley then asked Ms. Cederholm. Development Officer, to report •
on the recent development office activities. Ms Cederholm reported that
she has been meeting with various media-film producers ^"^"'^8f ^"8/^" ,,,-,,,„,,
possiblility of producing a video on the services, programs, art. and architecture
of the Library. With respect to the fundraising activities, she has begun
Examining and'pursuing procedures: noting that the major hospitals in Boston,
in particular, have a more sophisticated fundraising operation ^han any ot
he cultural Institutions. Ms. Cederholm further added and '^ ""^""^f %^,^,,„,„
importance of maintaining donor records and following up on 8""; ."^- ^f ''°^°'
concluded stating that she plans to begin immediately developing relations
with major Foundations in the Commonwealth.

Mr. Moloney then introduced the issue of automation. Mr. Curley brought
the Board up to date on Library's plans for establishing a resource system
for Boston and some of the Boston Sub-Region libraries Mr. hurley said
that he was delighted to report that two more communities have joined this
lutomatercluster. Brookline and Newton. He further f ''^^^f " ""^^^^.t^rary
additional communites joining the cluster, the Massachusetts Board of Library

■ IS*5WS3|*l^iWillS^WiPI4^B^.'t^.'!M^.-

Minutes of Meeting
Corporation
September 22, 1986
Page Six

Commissioners has increased the LSCA (Library Services and Construction)

grant to approximately $1,150,000. Mr. Curley also remarked that this cluster

represents the largest library cluster in the Commonwealth. By way of background

information, Mr. Curley said that the Library plans to install a turnkey circulation

system that will bring all circulating materials in the Boston Public Library's

Central Circulation collections, in the 25 Boston Public Library's branches,

and those of Brookline, Cambridge, Chelsea, Maiden, and Newton together in

one file that will allow library staff and patrons at all locations to determine

the holdings and availability of any item. In addition, this system will

be shared in a cluster and this system will be accessible to libraries of

the other clusters through DATALINK telecommunications. Mr. Curley also said

that once the system is established, it is possible for other clusters in

the state to link with Boston's. At this juncture, Mr. Moloney proposed a

reconmiendation to lend support to this remarkable undertaking. Following

discussion, and on the recommendation of Mr. Moloney, on a motion duly made

and seconded, it was

"VOTED: that the Trustees of the Public Library of the City of Boston
approve, encourage, and lend their support to the Resource
Sharing Automated Cluster Project."

Mr. Curley concluded his remarks reporting that Richard Boss, automation
consultant to the project, plans to submit his report within the next two
months, and once this is approved the specif iecations will be submitted and
the Library will be able to bid.

Since there was no other business, the meeting of the Corporation adjourned
at 8:06 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

In Board of Trustees

McKim Building

Tuesday, October 28, 1986

Minutes of Special Meeting
Corporation

A Special Meeting of the Trustees of the Public Library as a Corporation
was held at 10:20 a.m.

Present at the meeting were Mssrs. Bulger and Moloney. Mmes. Gaines, Goodwin,
and Luthin. Also present were Robert Corcoran and Elinor Kane of Robert J. Corcoran
Company, fund-raising consultants; members of the Library administration, staff,
and public.

Kevin F. Moloney. President of the Board, presiding.

Mr. Moloney introduced Robert Corcoran and Elinor Kane of Robert J. Company,
the fund-raising consultants retained by the Board of Trustees to conduct a
feasibility study, to give a report on the interviews conducted for the feasibility
study and the recommendation that the Trustees undertake a 49.4 million dollar
capital campaign. Following discussion among the Trustees, on a motion duly made
and seconded, it was

"VOTED: unanimously to undertake a five year capital campaign to
raise $49.4 million dollars to restore and revitalize the
McKim Building and other services and programs, as
recommended by the fund-raising consultant firm of
Robert J. Corcoran."

Mr. Moloney then invited everyone to the Lobby of the McKim Building to attend
a historic announcement sponsored by the Directors of The Boston Globe Foundation,
The Honorable Raymond L. Flynn. Mayor of the City of Boston, and The Trustees of
The Boston Public Library.

The meeting adjourned at 11:17 p.m.

M^Hi:

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting

Corporation

Monday, December 8, 1986

In Board of Trustees
Lower Mills Branch

A meeting of the Trustees of the Public Library of the city of Boston
as a Corporation was held at 7:06 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.

By way of introduction, Mr. Moloney explained to the public that the
Trustees serve in a dual capacity, and therefore there will be two separate
meetings, the first as a Corporation to be followed immediately by a meeting
as an Administrative Agency. Mr. Moloney then provided a brief history of
The Boston Public Library, noting that the Library was established by an Act
of the Massachusetts Legislature in 18A8; the city of Boston authorized and
established the Trustees of the Public Library of the city of Boston in 1852;
and subsequently the first librarian was appointed; and the Trustees were
incorporated in 1878.

In the first Order of Business, the minutes of the Regular Meetings of
June 23, July 21, and September 22, 1986 were approved. Approval of the
minutes of October 28, 1986 was deferred until the next meeting.

Next Mr. Cur ley reported on automation and cluster development. He
noted that the Trustees had in their folders the revised specifications for
the Resource Sharing Automated Cluster Project submitted by Richard Boss,
automation consultant. He said that the report represents one more step
toward final specifications and the plan of service for an on-line
circulation system. He said that Mr. Boss plans to submit final
specifications within the month for presentation to the Board at the next
meeting. Mr. Cur ley noted that he was pleased to report that, as a result of
the libraries of Brookline, Cambridge, Chelsea, Maiden, and Newton's joining
the Automated Cluster Project, the Boston Public Library has been awarded the
following grants: two federal LSCA (Library Services and Construction Act)
grants in the amount of $382,857.00 and $336,143.00; two grants from the
Commonwealth of Massachusetts for $450,000.00 and $484,189.00). Mr. Cur ley
described some of the features of the Resource Sharing Automated On-Line
system: capability of bringing all circulating materials in the Boston Public
Library's central circulating collections, the 25 Boston Public Library
branches, and the libraries of Brookline, Cambridge, Chelsea, Maiden, and
Newton together in one file that will allow staff and patrons at all
locations to determine the holdings and availability of any item; the system
will generate reports on demand of bibliograhic and authority records; the
system will permit staff to determine rapidly whether a patron is eligible
for service, and what the patron's privileges are; circulation/ inventory

Minutes of Meeting
Corporation
December 8, 1986
Page Two

control capability; reserves for books can be placed immediately; the system
will: have the capability to record the charge and discharge of titles
obtained from other libraries on inter library loan; allow for books to be
checked in and charged out with speed and accuracy; and allow for direct on-
line access. Mr. Moloney then asked about the financial and contractual
arrangements of the grants. Mr. Cur ley responded that the funds will be
allocated to the Corporation and the Corporation must negotiate the terms of
the contracts. Mrs. Gaines asked if the consultant's final report will
reflect the functional specifications and their related costs. Mr. Kelly
responded that the functional requirements will be included in the
specifications, but the specifications will not be costed out by functions.
Mr. Kelly added that the Library will constantly evaluate and identify
vendors who have the capacity to provide for certain automated services which
the project will require. Mr. Kelly also said that the Library will continue
to explore vendors who offer professional computer services at reasonable
costs.

Next Mr. Moloney introduced the subject of the Massachusetts Newspaper
Program. Mr. Cur ley called attention to the report in the Trustees' folders
which described a meeting of the Advisory Committee for the Program.
Sponsored by grants from the National Endowment for the Humanities, the
project undertakes to identify, locate, and microfilm existent copies of
every newspaper published in the Commonwealth of Massachusetts. Mr. B.
Joseph O'Neil, Supervisor of Research Library Services, is serving as Program
Director.

Item four on the Order of Business related to the McKim Building
Restoration and Renovation Program. Mr. Curley reported on the progress of
the project: the architects have concluded the preliminary studies phase
while the design development phase is in progress; the architects continue to
refine and identify plans for traffic patterns and departmental layouts in
light of their relationships to serving the public; the Library staff task
force continues to provide invaluable insight and recommendations on various
elements of the restoration project; the architects plan to display detailed
and refined design drawings at the next Trustees' meeting.

Mr. Moloney next called on Mr. Curley to review the current activities
within the Development Office. Before doing so, Mr. Curley recalled that on
October 28, 1986 at noon, in the lobby of the McKim building, the Library had
launched its first major private sector capital campaign. The historic
announcement was sponsored by the directors of the Boston Globe Foundation,
The Honorable Raymond L. Flynn, Mayor of the city of Boston, and the
Trustees. The event was attended by more than two hundred people including
Boston media reporters. Mr. Curley noted that the event followed immediately
after the meeting in which the Trustees had voted to undertake a $49.4
million dollar capital campaign to restore and revitalize the McKim building
and other services and programs. On this occasion, William 0. Taylor,
publisher of The Boston Globe, announced a gift of one million dollars from
The Boston Globe Foundation to the Trustees of the Boston Public Library for
physical and technological improvements in the branches and the McKim
building and for literacy programs. Mr. Taylor donated the gift in memory of
his grandparents, William Osgood and Mary Taylor, who were lifelong residents

Minutes of Meeting
Corporation
December 8, 1986
Page Three

of Boston. Mr. Curley further stated that the Boston Globe's contribution
represents a leadership gift to the $16 million fundraising campaign aimed at
the private sector; and, as Board President Kevin F. Moloney pointed out in
his announcement of the campaign, "this effort has been stimulated by the
significant increases in funding from the city of Boston and the
Commonwealth." Mr. Curley added that the $16 million will join the $33.4
million in city and state money. Mayor Raymond L. Flynn, in commending the
action taken bv the Trustees, said, "an essential part of the preservation of
our freedom has been directly tied to the existence of a free library system.
It is our mission that Boston return to a position of pre-eminence as one of
the world's finest public library systems." Mayor Flynn added that "this
campaign will present an opportunity to individuals and corporations to make
their special contribution to one of the nation's major institutions." Mr.
Curley noted that the gift from the Boston Globe authorized the Library to
expend part of the moneys to establish a development office in the Library,
and once the gifts begin to come in, the fund will be reimbursed. Mr.
Moloney described the Globe gift: the $1 million will be spread over a five-
year period; it will divide into two parts: half for the restoration of the
McKim building and half toward the rehabilitation of the 25 neighborhood
branch libraries, reading enhancement, preservation of special collections,
literacv programs, and the development of an on-line database to improve
access ' to the various collections and library resources. Mr. Curley
concluded his remarks, noting that the Robert J. Corcoran Company,
fundraising consultants retained by the Trustees to conduct a feasibility
study for a fundraising campaign, has submitted a preliminary report
recommending a five-year capital campaign. Mr. Curley also said that the
Corcoran Company is approaching the conclusion of the feasibility study.

At this time Mr. Curley called upon Ms. Cederholm, Development Officer,
to report on the current activities in the Development office. Ms. Cederholm
announced that the office is located on the first floor of the McKim building
abutting the courtvard and directly across from the Government Documents
Department. Ms. Cederholm reported that the capital campaign has already
received many donations and encouragement from the public. She announced the
following appointments: Mildred O'Connell, Assistant Development Officer;
Suzanne Heywood, Media/Public Relations Officer; Jay Golan, Development
Consultant; Lynn Waplington, Communications Consultant. Ms. Cederholm also
reported that she is concluding interviews for a Writer/Editor position and
continuing the search for a Grants Writer. Mrs. Goodwin asked if the Libraty
plans to establish an annual giving campaign. Mr. Curley responded that once
the Library builds a core of reliable donors and as the capital campaign
comes to a conclusion, then the Library will begin an annual giving campaign.

Mr. Moloney then proceeded to the FY1988 budget for the Eastern
Massachusetts Regional Library System. Mr. Curley noted that The Boston
Public Library functions as a municipal public library and, in addition, is
mandated by the state legislature to serve all residents of Massachusetts.
Therefore, among the Library's several roles. The Boston Public Library
serves also as the headquarters of the Eastern Region, the subregional center
for the Boston subregion, and the Library of Last Recourse for the
Commonwealth. Following discussion and upon the recommendation of Mr.
Curley, on a motion duly made and seconded, it was

Minutes of Meeting
Corporation
December 8, 1987
Page Four

"VOTED: to approve the FY1988 budget for the Eastern Massachusetts
Regional Library System for the sum of $3,228,037.00."

For his Director's Report Mr. Curley distributed to the Trustees a
compilation of several reports including the trial balance for the period
ending 30 November 1986 (.Mr. Curley commented that the Library has spent more
than 5/ 12th of its budget in a five-month period, but it is anticipated that
there will be a surplus of $133,000 by the end of the fiscal year); summaries
of Research Library and Acquisitions Department; Personnel summary statistics
covering the period to 30 November 1986 (Mr Curley reported that recruitment
efforts have been successful since the implementation of the Hewitt study
reflected by a net increase in new hires exceeding ceased-service employees
by 200%). At this point Mr. Curley noted that he also enclosed in their
folders a position description and curriculum vitae for the candidate he is
recommending for the position of Assistant Director for Planning and
Administrative Coordination, Margaret L. Crist. Mr. Curley added that Ms.
Crist presently serves as Regional Administrator for the Central
Massachusetts Regional Library System and, prior to that, as Branch Librarian
of the Charlestown Branch Library, Boston. Mr. Moloney commented on the
"superior credentials and strong commitment to public library service which
Ms. Crist has demonstrated." Mrs. Gaines added that "The Boston Public
Library is indeed very fortunate to have Ms. Crist join the staff," calling
attention to her outstanding qualifications. Following discussion and on the
recommendation of Mr. Curley, on a motion duly made and seconded, it was

"VOTED:

unanimously to appoint Margaret L. Crist as Assistant
Director for Planning and .Administrative Coordination."

There being no other business, the meeting of the Corporation adjourned
at 7:55 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Wednesday, January 28, 1987

A meeting of the Trustees of the Public Library as a Corporation was held
at 7:10 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and Mrs. Gaines.
Mmes. Goodwin and Luthin were unable to attend. Also present were Mr. Douglass
Shand-Tucci, consultant to the Trustees on the McKim restoration; Mr. Leonard
Jones, Deputy Director for Construction and Repairs, Public Facilities
Department; Mr. David E. Lalor, Project Manager, Public Facilities Department,
Construction and Repairs Division; Ms. Jackie McBride, Senior Architect, Public
Facilities Department; Ms. Melissa Bennett and Anthony Tappe of Anthony Tappe and
Associates, Inc.; Mrs. Alice Hennessey, member of the Buildings Committee, West
Roxbury Branch Library Friends; members of the Library administration, staff, and
public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney noted that the Trustees' meeting had been originally scheduled
for Monday, January 26, 1987 but had to be rescheduled for this evening because
of a snowstorm. He added that Mrs. Goodwin was taping a television interview on
the release of her new book. The Fitzgeralds and the Kennedys; An American Saga,
and Mrs. Luthin was attending a meeting at her daughter's school.

Mr. Moloney stated that action on the approval of Minutes for the special
meeting of the Corporation on October 28, 1986 will be deferred until the next
meeting.

The second item on the Order of Business was automation and cluster
development. Mr. Cur ley noted that the Trustees had in their folders the final
draft of specifications for the Resource Sharing Automated Cluster Project
submitted by Richard Boss, automation consultant to the Trustees. Mr. Curley
said that he was seeking approval from the Trustees to the automation cluster in
concept and authorization to issue a request for proposals for a system to
support a cluster. Recalling that the libraries of Brookline, Cambridge,
Chelsea, Maiden, and Newton have joined the Automated Cluster Project, Mr. Curley
reported that the cluster has now received funding in excess of $2 million in
state funds. Further, Mr. Curley recommends continuing to retain the services of
Mr. Boss as consultant to the Advisory task force, cluster directors, and the
project. Mr. Curley concluded by stating that the Library will continue to
evaluate and identify vendors who have the capacity to provide certain automated
services which the project will require, and that the contract may not
necessarily be awarded to the lowest bidder in light of the qualitative
considerations and complexities of specifications. At this time Mrs. Gaines
stated that it was her understanding that the Trustees were legally bound to
accept the lowest eligible and responsible bidder in the awarding of contracts.
Mr. Curley responded that, first of all, the project is a very expensive
undertaking; and secondly, the funds have been awarded to the Corporation, not
the Administrative Agency, which releases the Trustees fro« this requirement;
and» thirdly, there is no system in existence which can totally meet the needs of
the plan as accepted, and therefore certain elements of the contract will have to
be negotiated. Following discussion among the Trustees and on the reconmendation
of Mr. Curley, on a motion duly made and seconded, it was

'^Mi^Mt

Minutes of Meeting
Corporation
January 28, 1987
Page Two

"VOTED: to approve the Resource Sharing Automated Cluster Project in

concept and to authorize Arthur Cur ley. Director and Librarian,
to issue a request for proposals for a system to support the
Cluster Project."

Following the vote, Mr. Moloney said "to proceed full speed ahead.

Mr. Moloney next called on Mr. Douglass Shand-Tucci to bring the Trustees
up to date on his current activities related to the McKim restoration. He
divided his report in six sections: miscellaneous, including present attempts to
develop the distinguished Copley Square neighborhood, ranging from the plans of
Graham Gund, architect for the McCourt Company of Boston, to develop a skyscraper
on the triangular block which faces the McKim building on the south side
(bordered by Huntington Avenue, Blagden and Exeter Streets) to the proposed
lighting of the McKim building roof; the McKim restoration project on which he
meets with Daniel Coolidge, principal architect for the restoration program, on a
regular basis; curatorial areas which include problems such as "bleaching" of the
marble on the staircase and the floor of the Trustees room, "brutalized" by a
machine. Here Mr. Shand-Tucci noted the need to establish guidelines on the
maintenance and care of the marble finishes, floors, and furniture, suggesting
the development of expertise on the part of the staff, or even the subcontracting
of certain work. He pointed out that the Library owns some very valuable
furniture including late 18th century pieces located in the Trustees room. As
the restoration program proceeds, Mr. Shand-Tucci suggested that additional
guidelines be established in the use of rooms. He deplored the use of the Abbey
Room, "one of the most beautiful rooms in the United States," for certain exhibits

and statues which he considered inappropriate for that ^ area. He suggested an « -
arrangements and exhibits. committee.

Next Mr. Shand-Tucci discussed his sunney and inventory of artifacts. He
called for an ongoing survey of the Library's works of art, an assessment of
their condition, and an evaluation of where they should be located for public
viewing. He said that the Library owns a Winslow Homer painting which has been
appraised at $10,000 but is currently located in storage and, he suggested,
should be hanged for public viewing. In dealing with his furniture survey, Mr.
Shand-Tucci showed pictures and illustrated examples representing oak and marble
tables, original wooden carved doors to the Abbey room, marble statues located in
the basement and throughout the McKim building. Mr. Shand-Tucci noted that the
Library needs to catalog what is owned and then to determine
restoration/preservation needs of these items. Issues of the restoration
include: the link between the Johnson and McKim building (plans are now
complete); the possibility of an upstairs/downstairs pantry in the tea room and
modification of the balcony in the adjacent room; future use of the Eliot room.
Mr. Shand-Tucci said that the emphasis for next month will be the various aspects
of lighting including an evaluation of whether to open the skylights in the
Sargent gallery, an analysis of lighting the main staircase, and a plan to
restore the fireplace to a working condition.

Minutes of Meeting
Corporacion
January 28, 1987
Page Three

Mr. Moloney thanked Mr. Shand-Tucci and asked if there were any questions.
Mrs. Gaines introduced the issue of security problems with respect to the opening
of the skylights in the Sargent Gallery. Mr. Cur ley responded that if the sky-
lights are eventually opened, the sunlight would have to be filtered to protect
the murals and therefore the skylights would not be totally opened. Mrs. Gaines
then expressed interest in seeing copies of the illustrations and drawings for ^
McKim Restoration Program at a future meeting. Following up on Mr. Shand-Tucci s
remarks concerning the artifacts, treasures, and materials in the basement,
Mrs. Gaines requested that the Library look into the availability of grants and
other alternatives of funding in order to locate, identify, inventory, and catalog
the materials so that they can be publicly displayed and properly exhibited for
the library users and citizens of Boston to appreciate. Mr. Shand-Tucci noted
that he is informally creating an inventory of the artifacts now and plans to
present to the Trustees some long-term proposal, and he asked the Trustees to
endorse his continuing to do it. The Trustees agreed. Concluding his presentation,
Mr. Shand-Tucci reported that he and Mr. Curley plan to meet with Graham Gund,
architect for the McCourt Company, tomorrow to discuss the development of the
triangular block, noting that the plans call for a 120-foot skyscraper in addition
to a second 240-foot skyscraper in back of the library.

In the course of the meeting as a Corporation, at 7:35 p.m. the Trustees
moved to the Administrative Agency to accommodate representatives from the
Facilities Department for the Capital projects reports, then returned to the meeting
of the Corporation at 8:24 p.m.

Next, Mr. Moloney turned to the contract for fundraising consultancy. Mr. Curley
recalled that on October 28, 1986, the Trustees voted unanimously to undertake a
capital campaign to restore and revitalize the McKim Building and other services
and programs, as recommended by the fundraising consultant firm of Robert J. Corcoran.
Subsequently, the library has established a development office with whom the Robert J.
Corcoran Company has been working closely. Mr. Curley continued his presentation
with an overview of the fundraising program: the library is three months into
Phase II of the program; the momentum of the campaign needs to proceed forward;
lacking a history of fundraising, and based on the conclusions of the feasibility
study, the library needs the Robert J. Corcoran Company to furnish professional
fundraising counseling services in light of their experience and personal contacts
in the fundraising area. To this end. Mr. Curley stated that it is appropriate for
the Trustees to consider the proposal before them from the Robert J. Corcoran
Company to furnish professional fundraising counseling services. The Trustees
then discussed the proposal and amended it with regard to the hourly wage and length
of contract. Following discussion among the Trustees, and on the recommendation of
Mr. Curley, on a motion duly made and seconded, it was unanimously

"VOTED: to authorize Arthur Curley. Director and Librarian, to
proceed to negotiate the contract for fundraising con-
sultancy between Robert J. Corcoran Company and The
Trustees of the Public Library of The City of Boston
based on the submitted proposal, as amended, and within
the framework of the capital campaign."

^^^^

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* « -tv

TRUSTEiES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation
January 28, 1987
Page Four

Mr. Curley then noted the recent death of Ruth M. Bleecker, Curator
of Music, and recommended the establishment of the Ruth M. Bleecker Fund
in response to the outpouring of support from her colleagues and friends to
establish a fund in her name. On a motion duly made and seconded, it was

"VOTED: to accept donations in memory of Ruth M. Bleecker,

Curator of Music from August 5, 1963 until her death
on December 19, 1986, and to establish the Ruth M.
Bleecker Fund, the Income to be used for acquisitions
in music."

In other business, Mr. Moloney recalled that a year ago the Trustees had
voted against a proposal by the MBTA to develop bus shelters on the Dartmouth
Street sidewalk in front of the McKlm Building Library, noting that the Trustees
voted that they were opposed to the location of the proposed bus shelters and
not opposed to bus shelters. Mr. Moloney then added that he recently received
a letter from Mr. James O'Leary, Commissioner of the MBTA, requesting the Trustees
to reconsider their decision. Following discussion among the Trustees, it was
agreed that Mr. Moloney write a letter to Mr. O'Leary stating that the Trustees*
position remains the same. Mr. Shand-Tucci concurred with their opposition to the
location of the bus shelters and requested that it be reflected in the minutes.

The Meeting of the Corporation adjourned at 8:38 p.m.

Minutes of Meeting

Corporation

Monday, March 2, 1987

In Board of Trustees
Dudley Branch Library

A meeting of the Trustees of the Public Library as a Corporation was held
at 6:55 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines and
Luthln. Mrs. Goodwin was unable to attend. Mr. Curley pointed out that
Mrs. Goodwin's newly released book. The Fltzgeralds and the Kennedys: An
American Saga, has achieved phenomenal success and It is currently ^U on the
New York Times Best Seller List. Also present were Mr. Douglass Shand-Tuccl,
consultant to the Trustees on the McKlm restoration; Mr. David E. Lalor, Project
Manager, Public Facilities Department, Construction and Repair Division; Mr. Louis R.
Scurcl, Project Architect, Schoenfeld Associates, Inc.; Ms. Renee Franks, President,
Friends of the Dudley Branch Library; members of the Library administration, staff,
and public.

Kevin F. Moloney, President of the Board, presiding.

In describing the organization and purpose of the Board of Trustees, Mr. Moloney
explained to members of the public present now the Trustees serve in a dual capacity:

as a non-profit corporation empowered to take and hold up to fifty million collars
in assets; second, as an administrative agency of the city of Boston responsible
for the general administration of the Library and the representation of its interests
and needs; therefore, there will be two separate meetings, first as a corporation to
be followed immediately by a meeting as an administrative agency. Mr. Moloney added
that the Trustees meetings were open to the public and that questions and comments
were welcome provided they were reflective of the subject matter presently under
discussion.

Mr. Bulger requested the floor and Introduced and welcomed his "esteemed colleague"
Massachusetts State Senator Royal L. Boiling, Sr., who, he added, has "for many years
demonstrated a falrthful commitment to the citizens of Boston and particularly to
the Boston Public Library." Senator Boiling responded that "he was delighted to be
here." Mr. Moloney then Introduced Ms. Margaret L. Crist, the newly appointed
Assistant Director for Planning and Administrative Coordination, who was selected
unanimously by the Board of Trustees on December 8, 1986.

In the first Order of Business, Mr. Moloney stated that action on the approval
of Minutes for the Special Meeting of the Corporation on October 28, 1986 and for
the Regular Meeting of the Corporation on December 8, 1986, will take place at the
next scheduled Trustees' meeting.

Mr. Moloney then proceeded to item //2 on the Order of Business focusing on
proposed plans by the McCourt Company to develop several skyscraper-towers on the
triangular block which faces the McKlm building on the south side, bordered by
Huntington Avenue, Blagden and Exeter Streets. Mr. Moloney then called on Douglass
Shand-Tuccl, consultant to the Trustees on the McKlm restoration, asking him to
explain a list of concerns regarding the proposed developaent of the triangular
block which were outlined in a memorandum distributed to the Trustees from Daniel
Coolidge of Shepley, Bulfinch, Richardson and Abbott, Inc. and principal architect

Minutes of Meeting
Corporation
March 2, 1987
Page Two

for the McKim Restoration Program. Mr. Shand-Tucci began with a summary of a
recent meeting attended by Mr. Moloney, representatives of the McCourt Company
and Graham Gund Associates, Mr. Curley, members of the Back Bay Neighborhood
Association, and himself at which time the plans, elevations and study models
of the proposed Triangle Block were presented. Mr. Shand-Tucci said, that after
analysis of the preliminary design plans, both he and Mr. Coolidge recommend to
the Trustees a "guarded optimism" with respect to minimizing any adverse impact
the project may have on the library. Mr. Shand-Tucci went on to say that Graham
Gund, principal architect for the project, has presented an interesting and exciting
design and one that is "too good to be easily dismissed." Further, there is room
for "cautious optimism" because of the integrity of the architect which he will
work to maintain and therefore he will monitor any "damage control" the project may
have on the library.

Continuing his presentation, Mr. Shand-Tucci then described nine elements of
the project with which the Trustees should be concerned with and which will require
continual review and monitoring in all phases of design and construction: shadadows—
no additional shadows on the McKim Courtyard are acceptable; site lines— any new con-
struction visible from the courtyard is undesirable; narrowing of Blagden Street— altera-
tion of the existing street that interferes with present stacking of delivery and pick-up
vehicles is unacceptable as is any diminution of turning radius for these vehicles;
traffic— no traffic analysis has been conducted yet; planting— the proposed row of^^trees
along Blagden Street next to the McKim Building is inappropriate; position of "Toe"
building — the east alignment should have a relationship to the South McKim facade;
use of materials— the pallete of materials and elevation textures are critical to the
setting of the McKim Building and the relationship of new development to Copley Square,
in general; water table and sub-soil conditions— a pre-construction survey financed by
the Triangle Block developer will be required as well as special engineering for founda-
tions with continual monitoring of water levels and soil movements, vibration dust
and other problematic environmental conditions created by the new construction. In a
related but separate concern, the Triangle Block is now included in the Interim Planned
Development Overlay (IPOD) limiting the height of construction to 120 feet— this Interim
Overlay is due to expire in April 1987 and Mr. Shand-Tucci and Mr. Coolidge recommend
that the Trustees support the continuation of the 120-foot height limitation in a
permanent Zoning Overlay with any variance required for increase in height being granted
only for a specific development and approved by the Trustees of the Boston Public
Library.

At this juncture, the Trustees discussed the merits of the concerns and the
potential problems in light of their effect on the library. Mr. Bulger expressed
reservations about any positive results emanating from the traffic studies. Mr. Bulger
also no<--d that the McKim Building has been designated an Historical Landmark and the
Trustees' support of the continuation of the 120-foot height limitation in a permanent
Zoning Overlay should carry considerable weight especially since this view is strongly
shared by the Back Bay Neighborhood Association. Mrs. Gaines questioned what, if any,
assurances the Trustees had in preventing the Boston Redevelopment Authority (BRA)
from granting height variances beyond the 120-foot height limitation provided the
Triangle Block continues to be included in the IPOD. Mr. Curley responded that the
variance process is one of negotiation whereby the Zoning Board could indeed grant a
variance of the height limitation. Mrs. Luthin expressed serious concern on the

Minutes of Meeting
Corporation
March 2, 1987
Page Three

potential damage to the library's foundation, created by the new construction

on the Triangle Block, calling attention to a pre-construction survey demonstrating

this potential impact and to be financed by the developer. Mrs. Gaines then asked

if the library had any alliances from whom the library could seek support. Mr. Curley

said "yes," noting that the Back Bay Neighborhood Association shares similar concerns,

as expressed in the memorandum.

Mr. Curley then reported that he plans to attend a BRA hearing on the IPOD issue
regarding the Triangle Block next week and he requested the authorization from the
Trustees to testify on behalf of the library in support of keeping the Triangle Block
in the IPOD and therefore, limiting the height of construction to 120 feet. Further,
Mr. Curley asked the Trustees to consider taking a position on the various concerns
which were contained in the memorandum from Mr. Coolidge, remarking that although he
shared a "guarded optimism" viewpoint, there are issues which will require "continuous
monitoring." Mr. Moloney agreed and said that he had told the McCourt Company repre-
sentatives at the prior meeting that the Trustees would discuss these issues and con-
cerns. Following discussion among the Trustees and on the recommendation of Mr. Curley,
on a motion duly made and seconded, it was

"VOTED: to approve as a position of the Board of Trustees and adopt as their
policy, with regard to the development of the Triangle Block, the
list of eight concerns as set forth in the memorandum of 29 January
1987 from Daniel Coolidge of Shepley, Bulfinch, Richardson, and
Abbott, Inc."

and,
"VOTED:

to authorize Arthur Curley, Director and Librarian, to speak at
the BRA hearing on behalf of the Trustees in support of keeping
the Triangle Block in the IPOD."

Since there was no other business, the meeting of the Corporation adjourned
at 7:24 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

i. .

Minutes of Meeting
Corporation

In Board of Trustees
Monday, April 6, 1987

Minutes of Meeting
In Board of Trustees
Corporation
Monday, April 6, 1987
Page Two

A meeting of the Trustees of the Public Library as a Corporation was
held at 7:05 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin. Also present were Mr. Leonard Jones, Deputy Director
for Construction and Repairs, Public Facilities; Mr. David Lolor, Project
Manager, Public Facilities Department, Construction and Repairs Division;
Mr. Maury Wolfe of Di Marinisi & Wolfe; members of the Library administration,
staff, and the public.

Kevin F. Moloney, President of the Board, presiding.

The first order of business was the approval of minutes. On a motion
duly made and seconded, the Minutes of the Special Meeting of October 28, 1986
and Regular Meetings for December 8, 1986, and January 28, 1987, and March 2,
1987 were approved.

In the course of the meeting as a Corporation, at 7:07 p.m. the Trustees
moved to the Administrative Agency to discuss a proposal for the establishment
of a child care center in the Dudley Branch Library, then returned to the
meeting of the Corporation at 7:30 p.m.

Next, Mr. Moloney reported on a meeting he attended regarding the proposed
plans by the McCourt Company to develop several skyscraper-tower on the tri-
angular block which faces the McKim building on the south side and bordered by
Huntington Avenue, Blagden and Exeter Streets. Representatives of the McCourt
Company, Graham Gund Associates (principal architect for the project), and John
Connolly from the Mayor's Office attended the meeting. Mr. Moloney noted that
he argued the library's concerns of the proposed development as outlined in a
memorandum distributed to the Trustees at the last meeting from Daniel Coolidge
of Shepley, Bulfinch, Richardson and Abbott, Inc. including: shadows — no addi-
tional shadows on the McKim Courtyard are acceptable; site lines — any new con-
struction visible from the courtyard is undesirable; narrowing of Blagden Street;
traffic — no traffic analysis has yet to be conducted; planting of trees — the
proposed row of trees along Blagden Street next to the McKim building is
inappropriate; study of the water table and sub-soil conditions — a pre and post
construction survey financed by the Triangle Block Developer should be required
as well as special engineering for foundations with continual monitoring of
water levels and soil movements, vibration dust and other problematic environ-
mental conditions created by the new construction.

On a separate but related issue, Mr. Moloney pointed out that the Boston
Zoning Commission met last Tuesday and voted to keep the triangle block in the
Interim Planned Overlay (IPOD) which limits the height of construction to 120 feet
— a variance would be required to exceed this height limitation. Mr. Moloney
added that the McCourt Company may request a variance for two proposed towers of
approximately 220 and 245 feet high. Therefore, Mr. Moloney said that Daniel

Coolidge has advised the Trustees to retain Mr. Gilbert Small as a consultant
to monitor pre and post construction development in the triangle block. Con-
cluding his remarks, Mr. Moloney noted that John Connolly expressed much
interest in the development of the IPOD and he has agreed to help the library
in support of its concerns.

Mr. Moloney stated that they would address development activities at the
next meeting and, since there was no other business, the meeting of the Corpora-
tion adjourned at 7:35 p.m.

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TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
Corporation

In Board of Trustees
Monday, May 11, 1987

The Annual Meeting of the Trustees of the Public Library as a Corporation
was held in the Trustees Room of the McKim Building at 7:15 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and Mrs. Gaines.
Mmes. Goodwin and Luthin were unable to attend. Also present were Justice
Julian T. Houston, Trial Court of the Commonwealth, Roxbury District Court;
William Johnson, Vice Chair, Examining Committee of the Boston Public Library;
Douglas Baird, Executive Director, and Nancy Mayo-Smith, President, Board of
Directors, of Associated Day Care Services of Metropolitan Boston; members of
the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

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 Mr. Bulger and Ms. Gaines 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 Ms. Gaines
and Mr. Moloney voted for Mr. Bulger. Mr. Bulger was declared elected Vice
President.

On a motion duly made and seconded, the name of Jane Manthorne was placed in
nomination for Clerk, with no other nomination. Messrs. Bulger and Moloney and
Ms. Gaines voted viva voce for Jane Manthorne, who was declared elected Clerk.

On a motion duly made and seconded, the name of Jamie McGlone was placed in
nomination for Assistant Clerk, with no other nomination. Messrs. Bulger and
Moloney and Ms. Gaines voted viva voce for Jamie McGlone, who was declared
elected Assistant Clerk.

Next, on a motion duly made and seconded several items were voted on as a
block, as follows:

Enabling vote for the signing of bills, special drafts and payrolls

"VOTED: that any member of the Corporation or, upon
delegation by the Corporation, the Director,
the Associate Director, or designated Assistant
Director be, and hereby is, authorized to sign
on behalf of the Corporation, bills, special
drafts, and payrolls of the Library."

Minutes of Annual Meeting

Corporation

In Board of Trustees

Monday, May 11, 1987

Page Two

Enabling vote for the signing of contracts approved by the Board

"VOTED: that, until the next annual meeting, the President,
or Vice President, or in the inability of either,
any member of the Corporation, and by delegation the
Director, or the Clerk of the Corporation be, and
hereby is, authorized to sign any and all contracts
voted to be made by the Board in the name and behalf
of the Corporation and any and all communications in
connection with the award of contracts so voted or
recommended to be so voted and to authorize payments
under contracts so voted."

Enabling votes for the acceptance on behalf of the Corporation of those
gifts, payments made in recognition for special services rendered, and
payments received for publications and prints executed under library
sponsorship

"VOTED: that, until the next annual meeting, by delegation of
the Trustees of the Public Library of the City of
Boston, the Director, or the Clerk of the Corporation
be, and hereby is, authorized to accept on behalf of
the Trustees gifts, payments made in recognition for
special services rendered and payments received for
the publications and prints executed under Library
sponsorship and, in connection with the acceptance of
same, to endorse on behalf of the Trustees checks so
received, said amounts to be reported to the Board at
the next annual meeting."

Enabling vote for the acceptance on behalf of the Corporation of those
gifts, pajnnents to be added to funds already established in the General
Investment Account

"VOTED: that, until the next annual meeting, by delegation of

the Trustees of the Public Library of the City of Boston,
the Director, or the Clerk of the Corporation be, and
hereby is, authorized to accept on behalf of the Trustees
gifts to be added to funds already established in the
General Investment Account, the acceptance of said
amounts to be reported to the Board at their next
meeting."

Mr. Moloney proceeded to item #9 on the order of business calling on Mr. Cur ley
to report on gifts and grants received by the Library during the year. Mr. Cur ley
said that the Trustees had in their folders a detailed list of gifts and grants
the Library received during 1986/87. Significant gifts and grants were as follows:

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Minutes of Annual Meeting

Corporation

In Board of Trustees

Monday, May 11, 1987

Page Three

Minutes of Annual Meeting

Corporation

In Board of Trustees

Monday, May 11, 1987

Page Four

Addition to Existing Funds

Antiquarian Booksellers $

Boston Authors Club

Rita Dlnneen

Marjorle Gibbons

G.K. Hall Associates

Friends of Klrsteln

McKlm

Philip J. McNlff

Thomas Nason Memorial (royalties)

Wlggln
New Funds

Ruth M. Bleecker

The Stephen and Sybil Stone Foundation In honor of
Sinclair Hltchlngs
Development

The Boston Globe Foundation $

Other gifts
Grants

5 Cluster grants for Automation

2 LSCA

3 State Competitive

1,500.00

250.00

500.00

55.00

128.75

8,534.67

1,529.00

500.00

16,012.59

1,000.00

940.00

5,000.00

200,000.00
17,467.00

383,857
336,143
450,000
484,189
500,000

Other Significant Gifts

Boston Inspectlonal Services

Connlck Stained Glass Studios

Charles Harte (Flossmoor, IL)

Mr. and Mrs. Lanlng Humphrey

Dr. Joseph Rublnl (Florida)
Robert Severy

Irwin Hoffman

Estate of Herbert Klelst

Simon Tenenbaum

Dr. Mark Altschule

Photographs of Boston
buildings, four file drawers

Archives - virtually
everything In the studio
Including full-size stain
glass windows panels

1,276 lantern slides of
Europe, 1890-1910

runs of New England Society
Register, two autograph books
of musicians, scrapbook of music
critic Warren Story

12 wall maps, 1845-1918

Over 1,000 photographs of
South Boston & Rosllndale.
(In memory of Marjorle
Gibbons)

several paintings

912 Sound Recordings

approximately 100,000 comic
books

a collection of works by
Thomas Rowlandson valued at
$19,810

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Office of Education: Massachusetts Newspaper Program 174,543

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TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 11, 1987

Prior to the meeting of the Corporation, at 7:39 p.m. the Trustees moved
to the Administrative Agency to accommodate Justice Julian T. Houston who was
asked to make a presentation on a proposed child care center in the Dudley
Branch Library, then returned to the meeting of the Corporation at 8:30 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and Mrs. Gaines.
Mmes. Goodwin and Luthin were unable to attend. Also present were Justice
Julian T. Houston, Trial Court of the Commonwealth, Roxbury District Court;
William Johnson, Vice Chair, Examining Committee of the Boston Public Library;
Douglas Baird, Executive Director; and Nancy Mayo-Smith, President, Board
of Directors, of Associated Day Care Services of Metropolitan Boston; members
of the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney proceeded to the first item on the order of business
related to automation and cluster development. Mr. Curley reported that
the Metro Boston Library Network's Request for Proposal (RFP) closing date
was last week and, as expected, five vendors submitted proposals. Mr.
Curley then noted that Richard Boss, automation consultant to the Trustees,
plans to submit his analysis and recommendations very soon. Mr. Curley
then added that there was a meeting held today with the Directors of the
member libraries of the automated cluster project (Brookline, Cambridge,
Chelsea, Maiden, and Newton) and they expect to recommend a vendor within
one month. Ms. Crist, Assistant Director for Planning and Administrative
Coordination, noted that there was a high level of enthusiasm from the
member libraries and this will positively impact on the selection process.
In addition, Ms. Crist added, several task forces have been established
in order to analyze and evaluate various segments of the automation plans.
Mr. Curley concluded his remarks citing that the selection of a vendor
is a complex process because of the various libraries involved, in addition
to a high level of interest from the Massachusetts Board of Library Commiss-
ioners.

Next, Mr. Moloney said that the Board, in the interest of time, would
pass on McKim Restoration and Development activity reports until the next
meeting.

With no other business, the meeting adjourned at 8:37 p.m.

:»a^i£»2^c£i^ga«sastai^^

• .

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, June 22, 1987

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:30 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin. Also present were Mr. David Lalor, Project Manager,
Public Facilities Department, Construction and Repairs Division; 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 minutes. On a
motion duly made and seconded, the Minutes for Regular Meetings of April 6
and May 11, 1987 and Annual Meeting of May 11, 1987, were approved, subject
to corrections.

The next item in the Order of Business was the Metro Boston Library
Network (MBLN) . Mr. Curley provided background on the selection process for
a vendor which would provide a shared automated library system for the libraries
of Boston, Brookline, Cambridge, Chelsea, Maiden, and Newton. Mr. Curley said
that he was very pleased to report that at their meeting on June 18, 1987, the
directors of the six member libraries in the MBLN voted unanimously to enter
into final negotiations with Data Research Associates, Inc. (DRA) , St. Louis,
Missouri, for a contract to establish a shared automated library system. Mr.
Curley added that since the Trustees of the Public Library of the City of
Boston serve as the fiscal agent for the MBLN, he was requesting authorization
from the Trustees to proceed with the final contract negotiations with DRA.
Mr. Moloney asked about the funding of the project. Mr. Curley responded
that federal and state funds totalling $2,100,000 million dollars have been
approved for the project, of which 1/3 has been allocated from the federal
government and 2/3 from the Commonwealth of Massachusetts. Mr. Curley then
added that the contract separates out the maintenance services and tele-
communications equipment from the contract with DRA. Regarding the main-
tenance services contract, Mr. Curley said that the MBLN was recommending
DRA or Digital Equipment Corporation, and Data Comm Systems, Inc. for tele-
communications equipment. Mrs. Luthin inquired about the annual maintenance
services fees. Mr. Kelly responded that DRA will provide free maintenance
services for one year and estimated annual maintenance services fees once the
one-year warranty runs out in the range of $75,000 to $100,000. Mr. Curley
added that these costs will need to be negotiated with the other member
libraries of the MBLN. Mrs. Gaines inquired about memory storage capa-
bilities and safeguards for data retrieval if the electrical system were to
fail. Mr. Kelly responded that the DRA system will provide for up to 96
megabytes of main memory storage in addition to backup takes maintained and
stored off-sight. Mr. Curley concluded his presentation noting that DRA has
stipulated the full delivery of hardware equipment within ninety days after
the successful completion of the contract. Following discussion among the
Trustees and on the recommendation of Mr. Curley, on a motion duly made and
seconded, it was

Minutes of Meeting
Corporation
June 22, 1987
Page Two

"VOTED: pursuant to provisions of state and federal grants awarded by
the Massachusetts Board of Library Commissioners to the Metro-
Boston Library Network for which the Trustees of the Public
Library of the City of Boston serve as fiscal agent, that Arthur
Curley, Director and Librarian, of the Public Library of the
City of Boston be, and hereby is, authorized to enter into a
contract with Data Research Associates, Inc., 1276 North Warson
Road, St. Louis, MO 63132, providing a shared automated library
system for the libraries of Boston, Brookline, Cambridge, Chelsea,
Maiden, and Newton at a cost not to exceed two million four
hundred thousand dollars and no cents ($2,400,000.00)."

and
further,

"VOTED:

to authorize Arthur Curley, Director and Librarian, to enter
into a related contract for maintenance services with DRA or
Digital Equipment Corporation at the six member libraries of
the Metro-Boston Library Network at a cost not to exceed seven
thousand dollars and no cents ($700,000.00) over a five-year
period."

and,

"VOTED: to enter into a contract with Data Comm Systems, Inc., for
telecommunications equipment for use with said system at a
cost not to exceed three hundred and fifty thousand dollars
and no cents ($350,000.00)."

In the course of the meeting as a Corporation, at 6:50 p.m. the
Trustees moved to the Administrative Agency to accommodate Mr. David Lalor,
who was present to report on library buildings, capital projects, and
their repair and maintenance. At. 7:10 p.m. it was voted to go into
Executive Session for matters related to collective bargaining with
announcement that the public meeting would resume after the Executive
Session. The meeting of the Corporation resumed at 7:30 p.a.

Next Mr. Moloney turned to votes related to additions to funds
in the General Investment Account and the Distribution of Certain Income.
On a motion duly made and seconded, it was

"VOTED: that the sum of $30,010.01 representing miscellaneous gifts

and royalties contributed to funds established in the General
Investment Account be added to the respective funds in the
General Investment Account as follows:

Minutes of Meeting
Corporation
June 22, 1987
Page Three

Antiquarian Bookseller
Boston Authors Club
Rita Dinnneen
Marjorie M. Gibbons
G. K. Hall Associates
Friends of Kirstein
McKim

Philip J. McNiff
Thomas Nason Memorial
Wiggin

and

further,

"VOTED :

AMOUNT

$1,500.00
250.00
500.00
55.00
128.75
8,534.67
1.529.00
500.00
16,012.59
1,000.00

UNITS

473
79
158
18
41
2,692
482
158
5,051
315

and,
"VOTED

and,
"VOTED:

the basis of'i.:Tu:2: oTiiii iiiiT'"' *"""" -

Chat Arthur Curley, Director and Librarian of the Publl.
from July 1, 1986 to June 30. 1987." ^ ^

B^F^^ o^-s::— e"a-ri:rebi L^r ^-"^

^^ He":ri%r.r^:.-Vrx1sf to-Ju- l^^Vsr

ct"co^x°:ct^^^?r^^^^t^^?^e at!:^ b" i" ""°-"°^

|he provisions of the Lll I'l'stVLXiTl ITZll.'l
Benton, as required by the 12th Clause of Said Will!"

■M

Minutes of Meeting
Corporation
June 22, 1987
Page Four

Minutes of Meeting
Corporation
June 22, 1987
Page Five

and

further,

"VOTED: that Arthur Curley, Director and Librarian of the Public

Library of the City of Boston, be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Rector of Trinity Church, to be held by said Rector pursuant
to the provisions of the 12th Clause of the Will of Josiah H.
Benton, as defined by the Agreement of Compromise, dated
January 15, 1935 and made in connection with the administration
of the trust created by said Clause, four-tenths of the income
of the Benton Book Fund for the period from July 1, 1986
to June 30, 1987, inclusive, now held in the custody of the
Collector-Treasurer of the City of Boston, and to the Trustees
of the Public Library of the City of Boston the remaining
six-tenths of said income for said period to be applied to
the purchases provided in said agreement of Compromise."

The next item on the order of business was the contract for invest-
ment counseling services. Mr. Curley reported that Stephen Paine of
Thorndike, Doran, Paine & Lewis, investment counsel for the library, was
unable to attend the meeting due to a prior commitment. Mr. Curley said
that he was very pleased with the library's investment portfolio, the
firm's .prompt delivery of service, and recommended a renewal of the
contract. The Trustees concurred with Mr. Curley and, on a motion duly
made and seconded, it was

"VOTED:

that the agreement with Messrs. Thorndike, Doran, Paine &
Lewis, 28 State Street, Boston, Massachusetts, for investment
counseling services be renewed for the period July 1, 1987,
through June 30, 1988, in accordance with the terms specified
in the agreement."

and

further,

"VOTED: that Arthur Curley, Director and Librarian, be, and hereby is,
authorized to make from time to time as specified in the
agreement for the period July 1, 1987, through June 30,
1988, between the Trustees of the Public Library of the
City of Boston and Messrs, Thorndike, Doran, Paine & Lewis,
28 State Street, Boston, Massachusetts, the payments
prescribed by said agreement from undistributed income
of the General Investment Account if he finds that the
conditions precedent to such payment have been fulfilled."

At this point Mr. Moloney reviewed the current activities of the
McKim restoration project: the architects from Shepley, Bulfinch,
Richardson, and Abbott have completed the design development drawings;
the McKim building project committee will be meeting on Saturdays through-
out the rest of the summer to review over eighty completed design development
drawings; the restoration program will likely take place in four or five
phases rather than three phases as originally planned; in light of
budgetary concerns, it may be necessary to request more public funding;
Mr. Curley noted that the cities of Chicago and Los Angeles have appro-
priated $13,400,000 for the McKim restoration project; the completed design
development drawings will be submitted to the Trustees for formal approval
during September 1987.

Mr. Moloney then addressed the Triangle Block/McCourt Development
proposal. Mr. Moloney reported that Daniel Coolidge of Shepley, Bulfinch,
Richardson, and Abbott, Inc. has recommended McPhail Associates, Inc. of
Cambridge, Massachusetts to conduct geo-technical studies on behalf of the
Corporation, subsequent to the McCourt Company's agreement to finance the
studies. Mr. Moloney said that he recently met with representatives from
McPhail Associates, Inc. and he supports the recommendation. On a related
issue, Mr. Moloney reported that the Zoning Commission of the City of Boston
amended height restrictions and increased the off-street parking spaces
five levels below ground. Mr. Moloney said that he is monitoring this
situation very closely. Following discussion among the Trustees, and on a
motion duly made and seconded, it was

"VOTED: to authorize Arthur Curley, Director and Librarian, to enter
into an agreement with McPhail Associates, Inc., 30 Norfolk
Street, Cambridge, Massachusetts, for geo-technical con-
sulting services on behalf of the Corporation for the
purposes set forth in the June 4, 1987 letter of agree-
ment between the McCourt Company and the Trustees."

Since there was no other business, the meeting of the Corporation
adjourned at 7:50 p.m.

mn&mi

TkUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, September 28, 1987

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:54 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines
and Luthin. Absent was Ms. Goodwin. Also present were the Honorable Julian
T. Houston, Ms. Angelo Ferrario of Associated Day Care Services, members
of the Library administration, staff and public.

Kevin F. Moloney, President of the Board, presided.

Mr. Moloney opened the meeting and noted that he was still awaiting
Ms. Goodwin who had been expected to arrive a few minutes after 6:30 from
a Channel 5 taping session.

The first item in the Order of Business was the approval of the minutes.
On a motion duly made and seconded, the Minutes for the Regular Meeting of
June 22, 1987, were approved.

The next item on the Order of Business was the reinvestment of funds
in the General Investment Account. At Mr. Moloney's request, Mr. Liam Kelly
explained that the list included funds which require that all or part of
the income be added back to the principal. On a motion duly made and seconded,
it was

VOTED: that the sum of $40,676.35 representing the income for
the period from July 1, 1986 to June 30, 1987 earned
by the following funds in the General Investment Account
be reinvested in these funds in the General Investment
Account as required by their authorizing votes on the
basis of $3.41 per unit which is hereby determined to
be the present fair value per unit:

FUND

Joan of Arc Fund $

Boston Public Library Staff Cent. Fund

Centennial Fund

John Deferrari Fund

Leo M. Friedman Fund

Lee M. Friedman Memorial Fund

J L.M. Friedman - Books for Rare Book Dept

Dr. Samuel Abbott Green Memorial Fund

Arthur W. Heintzelman Memorial Fund

G.K. Hall Associates Fund

Library Art Fund

Marjorie Wiggin Prescott Fund

INCOME

1,923.84

2.848.74

65.23

5,109.04

12,856.63

37.45

. 349.92

12,595.86

616.44

270.97

153.10

12.10

UNITS

564
835
19i
1,498
3,770i

Hi
102i
3,694
181
79
44i
4

'^^

Minutes of Meeting
Corporation
Monday, September 28,
Page Two

1987

FUND

Ellery Sedgwick Fund

Shakespeare-Emerson Fund

Helen 0. Storrow Fund

J Wedgewood Club 25th Anniversary Fund

Stow Wengenwroth Fund

INCOME

UNITS

266.17

89.86

26J

3,210.03

941J

97.43

173.54

50J

TOTAL

$ 40,676.35"

In the course of the meeting as a Corporation, at 7:04 the Trustees
moved to the Administrative Agency to accommodate the Honorable Julian T.
Houston and others present for discussion of the Dudley Branch Library. The
meeting of the Corporation resumed at 7:26 p.m.

Mr. Moloney introduced Mr. Dan Coolidge of Shepley, Bulfinch, Richardson
and Abbott, Inc. Mr. Coolidge exhibited floor plans and illustrations as
he presented recommendations from design/development phase of the McKim Restora-
tion. He reported that the restoration, now scheduled for $21,000,000 owner's
cost and a certain amount construction, is envisioned in phases. The first
would be the Bates Hall floor where the main entrance would be restored and
cleaned, with additions of improved lighting and a bookstore for impulse
buying. Also on the first floor would be a suite containing an information
center, a tearoom (which still requires code work), and a lecture and exhibition
hall (usable with the McKim lobby) to augment the Rabb lecture hall.

The second phase would deal with "hinge," or junction, of the two buildings
and would also encompass restoration of the McKim basement. The former area
would house microtext, a revised newspaper room, another exhibition room and
stacks; the catalog function would be associated with a book belt fed from the
sixth floor on one side and the third on the other. A periodical Request and
Delivery area relates to the Johnson Building. Periodical reference is associated
with both buildings, as is the photoduplication center a new stacks elevator.
In the basement would be a government document room enlarged by 20Z (Mr. Coolidge
commented, "Never large enough, but sufficient for a core collection."), the map
collection, the building's mechanicals, and restrooms ("A novelty for the people
who work here") . Also included in the second phase would be work on two existing
elevators, and the addition of a third serving the stacks, to improve handicapped
access. A stairway descending to the lower lobby would lead to the courtyard.
Improved basement lighting is expected to minimize the feeling of being underground.

Bates Hall, cleaned and restored, would be a multi-use area and reception
to the library offices. The top floor would be restored, with improved lighting,
in the final phase for reasons related to heating and ventilation. As it has
from the beginning of the library, it would house rare books and special collections.

Minutes of Meeting

Corporation

Monday, September 28, 1987

Page Three

It would also house sound tables, the music library, and prints.

Design themes recurrent throughout Mr. Coolldge's presentation Included
the desire to respect the past In restoration ("respecting the Ghost of McKlm") ,
and the desire to enable the library to retain the flexibility of use It
has enjoyed In this building. Mr. Coolldge concluded his presentation by dis-
playing artists* renderings Illustrating these themes In the tearoom, the window
treatment of the government documents room, the basement featuring Improved lighting
and glazed tiles, and sketches of elevator cages retaining a period atmosphere
visually although equipped with modern safety features.

Responding to Mr. Moloney's question about the completion date for working
drawings, Mr. Coolldge said about a year to finish the drawings and obtain a price.
Mr. Moloney and Mr. Coolldge clarified that the plans and drawings presented to-
night were for approval of the design/development phase, and that McKlm restoration
cannot proceed without approval at this point. On a motion duly made and seconded.
It was

"VOTED: that the design development drawings and Specifi-
cations and Appendix, dated 8 June 1987, revised
1 September 1987, having been reviewed by the
Trustees be, and the same hereby are, approved."

Thereupon, at 7:A4 p.m., Mr. Moloney entertained a motion to hold the
coroprate meeting open pending Mrs. Luthln*s return and move Into the meeting
of the Administrative Agency. At 7:53, returning to the meeting of the Corpora-
tion, It was voted to go Into executive session for discussion of collective
bargaining. The meeting of the Administrative Agency resumed at 8:08 p.m.
for discussion of the budget and concluded at 8:18 p.m.

Mrs. Gaines asked about reopening the fire-damaged West Roxbury Branch
Library. Ms. Loke answered that the first floor opened last Friday. The
basement Is being painted, and It Is hoped that the basement can reopen In
a week. She noted that the Public Facilities Department has been very responsive
and helpful In this emergency situation.

The subject of the West Roxbury addition was raised but not discussed.

There being no other business, the meeting of the Corporation adjourned
at 8:22 p.m.

. TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In State House, Room 330
Wednesday, October 7, 1987

A Special Meeting of the Trustees of the Public Library as a Corporation
was held at 12:45 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines, Goodwin,
and Luthin. Also present were the Honorable Julian T. Houston, Roxbury District
Court; Ms. Angela Ferrario and Mr. Douglas Baird of Associated Day Care Services
of Metropolitan Boston; members of the library administration.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney welcomed the members present and thanked Mr. Bulger for hosting
the meeting. Mr. Moloney noted that the issue under discussion is the library's
plan for renovation of space on the second floor of the Dudley Branch Library to
accommodate the Library's literacy center and a drop-in child care center managed
by Associated Day Care Services of Metropolitan Boston. Mr. Moloney recalled that
last spring Justice Houston submitted a proposal to the Trustees from Associated
Day Care Services, Inc. to place the day care facility in the Dudley Branch Library.
Mr. Moloney then called on Mr. Curley to brief the Trustees regarding the status
of the proposal.

Mr. Curley recalled that at the last Trustees' meeting on September 28, 1987
the Trustees asked Mr. Curley to request from the Public Facilities Department
a written commitment to the project and cost estimates of the renovation program.
Mr. Curley reported that Ms. Lisa Chapnick, Director, Public Facilities Department
responded in a letter dated October 2, 1987 enthusiastically supporting the proposal
but did not specifically mention financial costs. However, Mr. Curley felt this
was a reasonable commitment and recommended to the Trustees to authorize him to
enter into negotiations with Associated Day Care Services, Inc. to develop an
appropriate contractual arrangement based on assurances from the Public Facili-
ties Department affirming its financial commitment to the renovations. Justice
Houston stated that the Roxbury District Court has committed $70,000 and he plans
to raise additional funds through fundraising efforts. Mr. Moloney asked if there
was any discussion. Ms. Goodwin, in reference to the letter from Ms. Chapnick that
the "Public Facilities Department is committed to providing architectural services
for the project," asked for clarification of this point. Mr. Curley responded that
this refers to the conceptual and working drawings which will need to be done for
the renovation project. There being no further discussion, and at Mr. Curley's
recommendation, on a motion duly made and seconded, it was unanimously

"VOTED: that Arthur Curley, Director and Librarian, be, and
hereby is, authorized and directed to proceed toward
entering into contracual negotiations with Associated
Day Care Services of Metropolitan Boston, subject to
financial assurances from the Public Facilities Depart-
ment to provide for the renovations, for the purposes
of establishing literacy and drop-in child care centers
in the Dudley Branch Library."

'^■>'}{^y[''^-':>.^i^;',/-'f^'-'

Minutes of Meeting

Cocporation

In State House, Room 330

Wednesday, October 7, 1987

Page Two

Following the vote. Justice Houston thanked the Trustees for their support

of this effort and expressed his appreciation to Arthur Curley and his staff,

remarking that this would not have been possible without the library's encourage-
ment.

The meeting adjourned at 12:55 p.m.

'■5ff^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Tuesday, November 24, 1987

A meeting of the Trustees of the Public Library as a Corporation was
held at 6:40 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes. Gaines,
Goodwin, and Luthin. Also present were Stephen Paine, Robert Payne, and
Maureen Robinson of Thorndike, Doran, Paine & Lewis, investment counsel;
Barbara Selvitella, President, Massachusetts Library Trustees Association;
Elaine Taber, Policy Analyst, Mayor's Office; John Thomson, President, City-
Wide Friends of the Boston Public Library; members of the Library administra-
tion, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney commended Mr. Bulger on behalf of the Board of Trustees for
the recently successful passage of the Public Library Improvement Act filed
by Senate President Bulger which will provide $45 million of state funds in
support of local and regional public libraries. Following a round of applause,
Mr. Bulger noted that this legislation "will help us preserve, foster, and
expand the Commonwealth's free public library system for years and generations
to come." Ms. Selvitella, on behalf of the Massachusetts Trustees Library
Association, presented Mr. Bulger with a token of their appreciation citing
"this major accomplishment and thanking him for his continuing commitment to
public libraries." Mr. Curley also thanked Mr. Bulger for his outstanding
achievement on behalf of librarians across the Commonwealth.

Next Mr. Moloney stated that action on the approval of Minutes for the
Regular Meeting of the Corporation on September 28, 1987 and Special Meeting
of the Corporation on October 7, 1987 will take place at the next scheduled
Trustees' meeting.

Mr. Moloney then invited Stephen Paine and Robert Payne of Thorndike,
Doran, Paine & Lewis to report on the Library's investment portfolio as of
October 1987. Mr. Paine distributed to the Trustees a detailed financial
report of the Library's accounts. Mr. Paine outlined the investment objec-
tives of the Library's endowment funds: the Library is a non-profit organiza-
tion with endowment assets of $12.5 million as of October 1987; the purpose
of the Endowment is to provide long-term financial stability to benefit the
Library; consistent with the real return and income criteria, the asset mix of
the account is expected to be 60 to 80 percent (currently 59. IZ) equities and
20 to 40 percent cash equivalents and bonds; the portfolio has divested all
companies doing business in South Africa as of June 30, 1987 with minimal
disruption of the portfolio; Library's portfolio is going generally well despite
the impact of October's decline of the stock market; the Library's investment
portfolio reflects a 5Z growth in value as of November 1987 as compared to the
value of December 31, 1986.

'mss

Minutes of Meeting

Corporation

Tuesday, November 24, 1987

Page Two

Minutes of Meeting

Corporation

Tuesday, November 24, 1987

Page Three

In the course of the meeting as a Corporation, at 7:35 p.m. the Trustees
went into executive session to discuss the collective bargaining contracts.
At 8:40 p.m. the meeting of the Corporation reconvened for a discussion of
the collective bargaining contracts.

Mr. Curley said that he shared with the Trustees in advance the proposed
collective bargaining agreements negotiated with the Boston Public Library
Professional Staff Assocation (PSA) and the American Federation of State,
County and Municipal Employees, Council 93, Local 1526 (AFSCME) . Further,
Mr. Curley added, the proposed revised salary scales for management staff.
Director, and Associate Director are also included. Mr. Curley said that
the negotiating sessions were very productive and he recommended to the Trustees
adoption of the two contracts and the revised salary scales for management as
submitted. Mr. Moloney said that Michael Oilman of Holtz and Oilman, P.C.
reviewed the collective bargaining agreements, and he has recommended to the
Trustees approval and execution of the contracts subject to and conditioned
upon a proviso. At Mr. Curley* s recommendation, on a motion duly made and
seconded, it was

"VOTED:

to adopt the provisions of the contract of the
Professional Staff Association subject to and
conditioned upon the Mayor *s submitting to the
City Council a request for such a supplemental
appropriation necessary to fund the cost items
contained in said agreement for fiscal year 1988."

and

"VOTED:

to adopt the provisions of the AFSCME contract
subject to and conditioned upon the Mayor's
submitting to the City Council a request for
such a supplemental appropriation necessary to
fund the cost items contained in said agrement
for fiscal year 1988."

and

"VOTED:

to approve the revised salary scales for manage-
ment subject to and conditioned upon the Mayor's
submitting to the City Council a request for such
a supplemental appropriation necessary to fund
such revised salary scales."

The next item on the order of business was the appointmr»nt of the 1987/1988
Examining Committee of the Boston Public Library. Mrs. Gaines, who serves as
Chair of the Committee, reported that sixteen distinguished citizens have accepted
appointments to the Committee and Ms. Joan Byrne, Founder and President of the
Roslindale Friends Branch Library Friends Oroup, will serve as Vice-Chair.
Mrs. Oaines added that most members have close affiliations with libraries and

the remaining members have expressed an interest in serving on the Committee.
Trustees Moloney and Goodwin added that the list of members is a very impressive
one. Following these introductory remarks, the Examining Committee was appointed
as follows:

Joan Byrne, Founder and President of Roslindale Friends; Dawn B. Daly,
Director of Development, Robert F. Kennedy Action Corps; V. Paul Deare of
Roxbury, Director, Center for Communication Media, University of Massachusetts/
Boston; Paul Faircloth, member, Jamaica Plain Friends; William Johnson, Chief
Archivist, John F- Kennedy Library; Lorraine Khan-Broy, Librarian, Grover
Cleveland School; Marisela Latimer, Director of Counseling and Advocacy,
La Alianza Hispania; Paul J. Lynch, South Boston community representative;
Robert Mulligan, Justice of the Superior Court; Barbara Oakes of Dorchester,
Secretary of the Lower Mills Friends; Marc Seigle of West Roxbury, Attorney
and member of the West Roxbury Friends Board of Directors; Pamela Seigle,
Project Director, Stone Center, Wellesley College and President of the West
Roxbury Friends; Robert Smith, President of the Friends of Hyde Park Branch;
Robert D. Stueart of Wellesley, Dean of the Simmons College Graduate School
of Library and Information Science; Deborah Thomas, member of the Egleston
Square Friends; and Mary Van Meter, member of the Associates of the Boston
Public Library and a volunteer in the Fine Arts Department.

Mrs. Gaines concluded her report stating that the first meeting of the
Examining Committee will be held on December 1, 1987.

Next, Mr. Moloney said that a contract with Shepley, Bulfinch, Richardson
& Abbott, Inc., to provide for the preparation of working drawings and detailed
specifications for construction of the first phase of the McKim restoration
project, needs to be considered. Mr. Moloney noted that Victor Hagan, Chief
Engineer, Public Facilities Department, highly recommends to the Trustees to
enter into an agreement amending the existing agreement with Shepley, Bulfinch,
Richardson & Abbott, Inc. On a motion duly made and secondedf it was

"VOTED: that the Trustees enter into an agreement amending
the existing agreement with Shepley, Bulfinch,
Richardson & Abbott, Inc. to provide for the prepa-
ration of working drawings and detailed specifications
for construction of the first phase of the McKim restora-
tion project and for the supervision of actual construction
thereof at a professional fee for all basic architectural
and engineering services in an amount not to exceed
$1,721,100, and for certain supplementary services in
an amount not to exceed $780,000, but at rates stated
in the contract, in any event in the aggregate not to
exceed $2,501,100."

Next, Mr. Curley requested authorization from the Trustees to enter into
a contractual agreement with Jonathan L. Barkan of Communications for Learning
to assist with the design and production of graphics and audiovisual materials
in support of the library's fundraising campaign, On the recommendation of

Minutes of Meeting

Corporation

Tuesday, November 24, 1987

Page Four

Mr. Cur ley, and on a motion duly made and seconded, it was

"VOTED: that the Trustees of the Public Library of the City

of Boston authorize Arthur Curley, Director and Librarian,
to enter into an agreement with Communications for Learning,
395 Massachusetts Avenue, Arlington, MA 02174, for the
provision of graphics and audiovisual services for the
development campaign in an amount not to exceed $85,000
to be paid from unrestricted trust funds."

Next, Mr. Curley presented the FY1989 Eastern Massachusetts Regional
Library System Budget request noting that this request reflects a reduction
over the last three years because the funding was fixed by the legislature,
but it continues the plan of service as adopted by the full membership of
the Eastern Region. On the recommendation of Mr. Curley, and on a motion
duly made and seconded, it was

"VOTED: to approve the FY1989 Budget for the Eastern
Massachusetts Regional Library System in the
amount of $3,171,530."

The next item on the order of business was the tentative calendar of
Trustees Meetings for 1988. Mr. Moloney asked the assistant clerk to check
with each Trustee at a later time to confirm the proposed dates.

In other business, Mrs. Gaines requested that the Annual Trustees Reception
and Recognition Ceremony for Library Staff be permanently scheduled for the
second Friday in September provided it does not conflict with any holidays.
The Trustees concurred with this suggestion.

There being no other business, the meeting of the Corporation adjourned
at 9:05 p.m.

WSM^^

'1%

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Tuesday, February 16, 1988

A meeting of the Trustees of the Public Library as a
Corporation was held at 7:40 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines and Luthin. Mrs. Goodwin was unable to attend. Also
present were members of the Library administration, staff, and
public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney opened the meeting calling on Mr. Curley to
report on the development activities ongoing in the library. Mr.
Curley said that a great deal is happening behind the scenes in
preparation for the fundraisiang campaign. To this end, Mr.
Curley said that he was pleased to share with the Trustees the
case statement booklet entitled "Campaign for The Library" which
will be used as a tool to solicit contributions from chief
executive officers of corporations. Next, Mr. Curley distributed
a mock-up of a brochure which will eventually be used as a
fundraising appeal to the general public and individuals.
Further, an audiovisual presentation is being developed featuring
interviews of prominent individuals who describe the influence
and services of the library including Thomas Boylston Adams, Ann
Beha, Anne Bernays, William Bulger, Allan Rohan Crite, Kahlil
Gibran, Oscar Handlin, Kevin F. Moloney, and William O. Taylor.
Sam Perry, who has volunteered tutoring students in Bates Hall
for many years, will also be interviewed with fifteen of his
former students. Mr. Curley said that the campaign brochure and
audiovisual presentation are expected to be completed by April.
On a related public relations issue, Mr. Curley said that the
galleys of the library's annual report are complete and the
graphics department is designing the cover. Further, Mr. Curley
described the plans for a library newsletter which will initially
be produced quarterly and which is being designed for several
audiences: the general public, local community, libraries across
the state, national library audience, and the Boston Public
Library staff. Mr. Curley passed around a mock-up of the
masthead designed for the newsletter which he expects the first
issue to be issued in early spring. Mrs. Gaines asked about the
publication plans for the Report of the Examining Committee
covering the period of April 1986 through March 1987. Ms.
Manthorne responded that the galleys are ready and that the
Examining Committee Report will be published as part of the
library's annual report slated for publication in early spring.

In the Director's report, Mr. Curley announced that the
Honorable Raymond L. Flynn, Mayor of the City of Boston, the

Minutes of Meeting

Corporation

Tuesday, February 16, 1988

Page Two

Trustees and Director of the Boston Public Library, and the
Friends of the West Roxbury Branch Library will gather together
on Saturday, March 26, 1988, at 11:00 a.m. to celebrate the
Groundbreaking for the addition to the West Roxbury Branch
Library to be followed by a reception in the branch library. Mr.
Curley then reported that the ideas of two library staff members,
Ms. Catherine M. Coyne, Children's Librarian, Adams Street
Branch, and Walter E. Newman, Paper Conservator, Rare Books &
Manuscripts, were selected to be funded and implemented by the
Boston Works Smarter Review Committee at Boston City Hall. Ms.
Coyne proposed purchasing child-size chairs for pre-school story
hours and Mr. Newman proposed the purchase of an ultrasonic
encapsulator which encloses fragile rare manuscripts and
documents in a clear polyester to preserve them and permit safe
handling. At this time, on a motion duly made and seconded, it
was

"VOTED:

by the Trustees of the Library to
congratulate Ms. Coyne and Mr. Newman
on their successful contributions to
the Boston Works Smarter Program. "

Mr. Curley then announced that the Friends of the Jamaica
Plain Branch Library have received a grant under the Boston
Greenspace Alliance administered by the Boston Foundation for
$1,700 for a landscaping and signage program. Next, Mr. Curley
said that the library recently received a grant of $30,000 from
the Junior League of Boston which will make possible a decent
program for tour guides in the library. The library's film
series entitled "Cary Grant: the Paramount Years," Mr. Curley
said, has been awarded the 1987 Best Film Series Award by the
Boston Society of Film Critics; he credited Ed Peltier,
Supervisor of Audiovisual Services, who developed and coordinated
the series. Mr. Curley then made reference to the fine exhibit
in the Great Hall entitled "Drawings from Boston." Mr. Curley
also mentioned two noteworthy forthcoming lectures by Julius
Lester and Jonathan Kozol. Concluding, Mr. Curley referred to
the Metro-Boston Project schedule which was included in their
folders and creatively designed by Marta Pardee-King, Metro-
Boston Library Network Coordinator. Mr. Moloney asked when the
computer terminals will be installed. Ms. Crist responded that
the branch libraries and central library are currently being
wired for the new terminals; it is expected that they will be
installed this spring or early summer with installation of the
terminals in the other network libraries in June. Ms. Crist
added that the library is in the process of getting the
collection represented on the database. Mr. Curley stated that

Mintues of Meeting

Corporation

Tuesday, February 16, 1988

Page Three

this new computer system will provide the library with the
opportunity to examine its circulation and renewal policies
making them more sensitive to the public's needs. On Mr.
Curley *s suggestion, the Trustees agreed to a future meeting
related to the automation program and its impact on library
service.

Mr. Curley then described a campaign effort to work with the
neighborhood schools to get a library card in every child's hands
in the city of Boston. Mr. Curley noted that this will be
coordinated by Ms. Loke and the staff of Community Library
Services. Mrs. Gaines said that this is a good idea and
suggested that the library card application should be accompanied
by a written statement outlining the rules and responsibilities
of having and using a library card. This effort will be in
conjunction with ALA's campaign to place a library card in every
child's hands and the library's plans for the new automated
computer systems.

In other business, Mrs. Gaines noted that it has been
approximately one year since the Trustees have held a meeting in
the Branch Libraries. Mr. Moloney said that this will be
discussed before the next meeting is scheduled. Mr. Moloney then
reported that a public hearing is scheduled by the Committee on
Taxation for Thursday, March 10, 1988, at 10:30 a.m. at the State
House related to a bill which is now before the state legislature
(filed by Senator Olver on behalf of Richard Manley and the
Massachusetts Taxpapers Association) to consolidate certain local
aid programs into a consolidated reimbursement. Mr. Moloney
suggested that the library community attend this hearing to voice
their concern noting that this bill could circumvent funding
targeted for libraries into the general fund instead of going
directly to the libraries. Mr. Moloney then reported that the
McKim Building Committee has been meeting every two weeks with
the architects and perhaps in April a public presentation
and panel discussion could be held to demonstrate what the McKim
building will look like after the completion of Phase I. With
respect to the development of the triangle block adjacent to the
library bordering Blagden Street, Mr. Moloney reported that the
McCourt Company, the developer, is now planning to go down
fifty-five feet to build a parking garage. Noting that this plan
could adversely affect the foundation of the library, Mr. Moloney
said that the Trustees may have to express their opposition at
the Zoning Commission hearing scheduled in two weeks.

Since there was no other business, the meeting of the
Corporation adjourned at 8:25 p.n.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting

Corporation

Monday, March 28, 1988

Page Two

Minutes of Meeting
Corporation

In Board of Trustees
Monday, March 28, 1988

and,
"VOTED;

A meeting of the Trustees of the Public Library as a
Corporation was held at 6:56 p.m.

Present at the meeting were Messrs. Bulger and Moloney,
Mines. Gaines, Goodwin, and Luthin. Also present were Robert J.
Corcoran of Robert J. Corcoran Company, fundraising consultants;
David E. Lalor, Project Manager, Public Facilities Department,
Construction and Repair Division; architects from the firms of
Architects & Associated Designers, Chaloff /Barnes, Inc., and
DiMarinisi & Wolfe; 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 minutes. On
a motion duly made and seconded the minutes of the Regular
Meeting for February 16, 1988 were approved.

The next item on the order of business was the awarding of
contracts. Mr. Curley presented background on the var^ious
contracts under consideration. Then on a motion duly made and
seconded, it was

and,
"VOTED

"VOTED:

that, without public advertising,
there be entered into with Alec
Rich Company a renewal agreement
for the rental of premises located
at Rear 21 Court Street (Kings
Court) , Taunton, Massachusetts, for
the period July 1, 1988, through
June 30, 1989, at a monthly rate of
one thousand seven hundred
thirty-three dollars ($1,733.00)."

and
further,

"VOTED:

and,
"VOTED:

that Arthur Curley, Director and
Librarian of the Public Library of
the City of Boston, be, and hereby
is, authorized to make, from time
to time, as specified in said
renewal agreement with Alec Rich
Company, monthly payments as
prescribed in said renewal
agreement . "

that, without advertising, there be
entered into with Doctor Donald
Stackhouse a renewal agreement for
the rental of premises located at
205 Main Street, North Reading,
Massachusetts, for the period July
1, 1988, through June 30, 1989, at
a monthly rate of two thousand
eighty-three dollars and no cents
($2,083.00) ."

that Arthur Curley, Director and
Librarian, be and hereby is,
authorized to make, from time to
time, as specified in said renewal
agreement with Doctor Donald
Stackhouse, monthly payments as
prescribed in said renewal
agreement . "

that, without advertising, there be
entered into a renewal 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, 1988, through June 30, 1989, at
a monthly rate of nine hundred
fifty dollars ($950.00)."

that Arthur Curley, Director and
Librarian, be, and hereby is,
authorized to make, from time to
time, as specified in said renewal
agreement with the Trustees of the
Hyannis Public Library, monthly
payments as prescribed in said
lease agreement."

Minutes of Meeting

Corporation

Monday, March 28, 1988

Page Three

Next, Mr. Curley invited Ms. Cederholm, Development Officer,
to report on Development Office activities. Ms. Cederholm
reviewed the following projects: regarding the capital campaign,
they are in the process of identifying various donor prospects; a
library newsletter is being developed; the case statement for the
capital campaign was recently shared with the Trustees; the third
draft of the campaign brochure has been completed and the final
text is expected next week; they are nearing completion of the
campaign video: the mayor of Boston will be interviewed and
filmed on Thursday, and the project should be completed in six
weeks; the campaign leadership committee is being formed and
should be comprised of a citizens group of 9-10 people; during
the second week of May it is planned to announce publicly the
members of the campaign leadership committee.

Mr. Corcoran then described the elements of a successful
capital campaign: effective campaigns have an urgency to them;
campaigns involve 90% background homework and 10% solicitation of
funds; a strong case statement; citizen leadership; careful
analysis and examination of the prospectus field. Mr. Corcoran
explained that prospecting is the greatest challange in that the
Boston Public Library has had no formal history of fundraising so
they plan to begin soliciting individuals and corporations who
understand and use the library. Further, library department
heads will be interviewed and an analysis of library call slips
will be conducted in order to develop a list of potential
prospects. Mr. Corcoran added that 15% of the potential
prospects will give us 85% of the fundraising goal. Mrs. Goodwin
asked how far from the Boston area they plan to recruit members
for the campaign leadership committee. Mr. Corcoran responded
that they plan to focus primarily on the Boston Metropolitan
area. Mrs. Luthin inquired as to the role in the campaign for
those individuals who are not necessarily major gift donors. Mr.
Curley said that a major aspect of the campaign will include
working through the community branch libraries including direct
mailings and phone-a-thons . Ms. Cederholm indicated that
donations have already been coming in from individuals who use
the branch libraries even though the campaign has not officially
begun. Mr. Curley added that a variety of fundraising events
will be planned in the branch libraries. Mrs. Goodwin then
suggested that it would be a strategic move for all of the branch
libraries to work as a collective whole component during the
fundraising campaign.

In other business, Mr. Moloney called on John Doherty to
report on a recent meeting he attended with Daniel Coolidge of
Shepley, Bulfinch, Richardson and Abbott at the state's

Minutes of Meeting

Corporation

Monday, March 28, 1988

Page Four

Architectural Barriers Board regarding handicap access
requirements during and after the McKim building restoration
project. Mr. Doherty said that they shared with the Board
members the McKim design development drawings, and they
enthusiastically support the design proposals. Mr. Doherty added
that he plans to give the members of the state's Architectural
Barriers Board a tour of the McKim building on April 13, 1988.
Mr. Doherty concluded that the Library will need to file a formal
application for approval of the plans with the Board following
their tour.

Mrs. Gaines then asked: what is the current status of the
proposed construction project for the triangular block on Blagden
Street? Mr. Moloney recalled that the McCourt Company's latest
plan called for the development of an underground parking garage
which would require digging fifty-five feet below ground and
which could adversely affect the Library's building foundation.
Mr. Moloney added that the McCourt Company would have to apply
for a zoning variance in order to get this plan approved, and as
of this time they have not done so. Mr. Moloney said that he
would monitor the situation.

Mr. Curley then noted that Liam Kelly is in Washington, D.C.
at the invitation of the U.S. Department of education reviewing
grant applications.

There being no other business, the meeting of the
Corporation adjourned at 7:20 p.m.

{»^s:?;"'jitiw;^':';!{:^y:«.'^

WMmi^

i^^emuimsi^Mfm

'i^'gy^g?/;'^^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
In Board of Trustees
Corporation
Monday, May 2, 1988
Page Two

Minutes of Annual Meeting
Corporation

In Board of Trustees
Monday, May 2, 1988

and
"VOTED

The Annual Meeting of the Trustees of the Public Library
as a Corporation was held in the Trustees Room of the McKim
Building at 4:22 p.m.

Present at the meeting were Messrs. Bulger and Moloney,
Mmes. Gaines, Goodwin, and Luthin, members of the Library
administration, staff and public.

Kevin F. Moloney, President of the Board, presiding.

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 ^^^®/^^^- , ^. ^ ,
subseouent to a viva voce vote, Mr. Moloney was declared elected
President! Mr s . ^^niTlioted that she abstained from voting.

on a motion duly made and seconded, William M. Bulger was

nominated for Vice President. No ^^^^^^^^^^^^^l^^^ ^^^^^^^s
nomination. Subsequent to a viva voce vote, Mr. Bulger was

declared elected Vice President.

on a motion duly made and seconded the name of Jane
Manthorne was placed in nomination for ^^^f ' ^^^^^^°j,°^^f ^^
nomination. Subsequent to a vi2ia voce vote, Ms. Manthorne was

declared elected Clerk.

on a motion duly made and seconded, the name of Jamie
McGlone was placed in nomination ^^^ Assistant clerk with no
other nomination. Subsequent to a viva voce vote, Mr. McGlone
was declared elected Assistant Clerk.

Next, on a motion duly made and seconded several items
were voted on as a block, as follows:

and,
"VOTED

"VOTED:

that any member of the Corporation or,
upon delegation by the Corporation, the
Director, the Associate Director, or
designated Assistant Director be, and
hereby is, authorized to sign on behalf or
the Corporation, 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
Corporation, and by delegation the
Director, or the Clerk of the Corporation
be, and hereby is, authorized to sign any
and all contracts voted to be made by the
Board in the name and behalf of the
Corporation and any and all communications
in connection with the award of contracts
so voted or recommended to be so voted and
to authorize payments under contracts so
voted . "

that, until the next annual meeting, by
delegation of the Trustees of the Public
Library of the City of Boston, the
Director, or the Clerk of the Corporation
be, and hereby is, authorized to accept on
behalf of the Trustees gifts, payments
made in recognition for special services
rendered and payments received for the
publications and prints executed under
Library sponsorship and, in connection
with the acceptance of same, to endorse on
behalf of the Trustees checks so received,
said amounts to be reported to the Board
at the next annual meeting."

that, until the next annual meeting, by
delegation of the Trustees of the Public
Library of the City of Boston, the
Director, or the Clerk of the Corporation
be, and hereby is, authorized to accept on
behalf of the Trustees gifts to be added
to funds already established in the
General Investment Account, the acceptance
of said amounts to be reported to the
Board at their next meeting."

Minutes of Annual Meeting
In Board of Trustees
Corporation
Monday, May 2, 1988
Page Three

Mr. Moloney then called upon Mr. Curley '« "P°^^ °" "»=^°'^
gifts and g-nts'received by the L^rarydurxng^the year.
Mr. Curley reported that the Library receiver *^
gifts:

Major Gifts and Grants

Additions to Existing Funds:

Fred Allen (royalties)
Antiquarian Booksellers
Ruth Bleecker
Boston Authors Club
Rita Dinneen
Friends of Kirstein
Green Memorial
Marjorie Gibbons
G.K. Hall (royalties)
Macy Margolis
Nason (royalties)
Wiggin

,700.

500.

160.

250.

500.

,00

,365,

.00

59.

.93

25,

.00

170

.20

.00

,579

.31

,000

.00

New Funds:

Vera M. Lehane

850.00

Gifts:

Dorothy Abbe (for cataloging

Dwiggins collections)
The Boston Globe Foundation
The Boston Globe
Estate of Beatrice L. Williams
Nancy Zinsmeyer
Harvard Community Health Plan
Estate of Herman Loeffler (for
organization of political
papers)
Donna and Scott Rybum
Frederick E. Weber Chanties
Junior League ^ ^ ^ «
I.J. O'Connor with match from

John Hancock
Other gifts

70,000.00

200,000.00
2,500.00
1,000.00
1,000.00
1,000.00
20,000.00

7,500.00
5,000.00
7,000.00
1,380.00

5,587.50

Minutes of Annual Meeting
In Board of Trustees
Corporation
Monday, May 2, 1988
Page Four

Gifts in Kind:

Mrs. Merle Shera through the Oregon Art Institute:
13 6 etchings, drawings, lithographs by American

artist Thomas Handforth M,^v,K»>-n

Richard Young: 51 photographs by Bradford Washburn
Duncan Macphlrson, political cartoonist of the

Toronto Star: 200 pieces of finished art by the

Mrs^'^Margaret Moody: 1418 musical items including
books^^pamphlets, reference works record albums,
souvenir programs, periodicals, etc.

constlnce Kant?r: 11 cartons °^ f ^^^°°^= :;^i=^i^3er
belonged to her father, art collector Samuel Glaser

Stephen Andrus of the former Impressions Workshop,
several thousand prints, business records , library
materials, engraved woodblocks, etched copper
plates, ephemera, storage cabinets, 3"^^=*^^^^^"^:_

Robert s4ve^: restoration of 8 art works, restora

Robir? s:ieS:''-r°e than 8,000 photographs of Boston

EslSerTein^t ""ti'XT.TTt her book n.3..rina.I^
„alfiS^ron^zr^y^Lri^?orBruce Kueffer
8,064 recordings from several donors for Sound

Othef gifts (books, serials, pamphlets, manuscripts,
puppets) totalling 26,359 items

Grants :

Boston Arts Lottery Council for ^

publication of nr-;.w^nqs from

Boston catalog
Board of Library Commissioners for

cooperative Brighton Branch/Parker

Hill Branch/Boston University inter-

generational program en adult literacy
Gateway Cities for ^cguisition of materials

for ages 3-21 whose primary language is

not English

2,500.00

49,537.00

75,000.00

Minutes of Annual Meeting
In Board of Trustees
Corporation

Monday , May
Page Five

1988

Grants (continued) :

Commonwealth of Massachusetts: core collec-
tions for adult literacy resource centers

U.S. Dept. of Education: Central

collection of materials for adults in
literacy programs

Board of Library Commissioners: computer
equipment, software, and personnel for
Access Center

National Endowment for the Humanities for
assessment of preservation needs of 1,000
rolls of Peabody & Stearns architectural
drawings

Fidelity Investment/Digital Equipment/
B. Dal ton and H.P. Hood grants for
Reading Is Fundamental programs at
Fields Corner/Dudley/ Charlestown, and

South End
Teens as Community Resources: for training

of Copley High School students as volunteer

tutors
18th Century Short-Title Project
U.S. Dept. of Education for preservation

microfilming of newspapers in BPL and

other collections

3,000.00
25,000.00

19,830.00

66,307.00

19,000.00

4,000.00

3,000.00
210,000.00

Grants for Automation:

LSCA

Commonwealth

Commonwealth (Telecomm)

382,857.00
336,857.00
484,189.00
500,000.00
450,000.00
107.610.00

Total Automation Grants:

$ 2,260,799.00

'■'■^^W''W&^

Minutes of Annual Meeting
In Board of Trustees
Corporation
Monday, May 2, 1988
Page Six

M,. ruT-lev then invited Gunars Rutkovskis, Assistant
Director-f^ R^sour^es and Research I'i*>"'T ,f«r'i=-^^^°3rP°'^^

publishers during the last century; ^.^^^^"^/^^S about this
collection, consisting of ''°°^= ^"^^^"^^i^ ^|y well be the most
noted contemporary poet, "=sf=^^"^-^'?'^<,°q^ing efforts to

microfilm, especially on s 3 ^^^ Massachusetts;
involved with the history °^ °" literature collections; a
exceptional additions ^o children sliteratur ^ tant
collection of Soviet ""^ic and theatre contain gF .^ ^^^
materials Which reflect ^hxs particular cultural _ ^^^^^ Y^^^^^^

l7u;l.Hr.ttrl^. faLr fl^s In aU-b,ect fields; ana

and Cambodian books and materials.

MS. Manthorne concluded the ^i^^J«P°f f^ndraisefevent
Emerson College recently ^°f ?^^^„^*|^^^f Lbrar^'s Access
Sfntfr^^rdeS-rnfwric^^pr^efdes ^r^tces to ^ople with
disabilities.

There being no other business, the meeting of the
Corporation adjourned at 4:35 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

»'

Minutes of Meeting
Corporation

In Board of Trustees
Monday, May 16, 1988

Minutes of Meeting
Corporation
Monday, May 16, 1988
Page Two

and,
"VOTED:

A meeting of the Trustees of the Public Library as a
Corporation was held at 4:23 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and
Mrs. Luthin. Mmes. Gaines and Goodwin were unable to attend. Also
present were Sarah Gant, Policy Analyst, Mayor's Office; members of
the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

The first item on the order of business was the awarding of
contracts. Mr. Curley presented background on the various
contracts under consideration. Following discussion among the
Trustees, on a motion duly made and seconded, it was

and,

"VOTED:

and,
"VOTED:

that there be entered into with Arthur
Blank and Company, Inc., 225 Rivermoor
Street, Boston, Massachusetts 02132, the
lowest eligible and responsible bidder in
the public bidding, a contract for
supplying and delivering Library
borrower's cards for the Metro-Boston
Library Network, at a total cost not to
exceed twenty-three thousand thirty-two
dollars and sixty-five cents
($23,032.65) ."

that there be entered into with the City
of Boston, a contract between the
Trustees of the Public Library of the
City of Boston (a Corporation under
Chapter 114 of the Acts of 1878), and the
City of Boston, for the purchase of
materials in an amount not to exceed the
amount appropriated in the Library
Department budget for books and other
related materials."

and
further,

"VOTED:

that, without public advertising, there
be entered into with Daniel Dennis &
Company, Copley Place, Suite 37, 100
Huntington Avenue, Boston, Massachusetts
02116, a contract for a financial
compliance audit of The Eastern
Massachusetts Regional Library Program,
The Library of Last Recourse, and The
Trust Funds of the Boston Public Library,
for the Fiscal Year 1988, with the work
to be performed during the period July 1,
1988, through June 30, 1989 (Fiscal Year
1989) , at a total cost not to exceed
fourteen thousand one hundred dollars and
no cents ($14,100.00)."

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, 1988, through
June 30, 1989, at the following rates:
monthly lease of two panel trucks at
$555.00 per vehicle, and monthly lease of
two station wagons at $525.00 per vehicle,
with the Official's option for renewal on
July 1, 1989, at bid price."

to authorize the Director to negotiate
reductions in gasoline charges per mile.
[Pursuant to this vote the Director
entered into negotiations and it was
agreed that "at the option of the
official, the cost per mile of $.28 for
each vehicle be reduced to $.13 per mile
for each vehicle, where the gasoline will
be purchased by the Official and not by
the Contractor, as specified in the
specifications . " ]

Minutes of Meeting
Corporation
Monday, May 16, 1988
Page Three

The next item in the order of business was the transfer of
gifts and royalties to the General Investment Account. On a motion
duly made and seconded, it was

"VOTED:

that the sum of $28,397.60 representing
miscellaneous gifts and royalties
contributed to funds estaUalished in the
General Investment Account be added to
the respective funds in the General
Investment Account as follows:

FUND

ANTIQUARIAN BOOKSELLERS

RITA DINNEEN

GREEN MEMORIAL

FRIENDS OF KIRSTEIN
MARJORIE GIBBONS

NASON

WIGGIN

MARGOLIS

FRED ALLEN

G.K. HALL

TOTAL

AMOUNT
$ 500.00
$ 3,365.00
59.93
500.00
25.00
20,027.47
1,000.00
50.00
2,700.00
170.20
$ 28,397.60

NUMBER OF UNITS

172

1/2

1160

1/2

172

1/2

6906

345

931

9,792 :

1/2

Next, on the appointment of Honorary Curator of Dolls and
Dioramas for the Boston Public Library, Ms. Manthome provided a
history of the Dennis Doll collection and Ms. Kibbe's long
association with the Library. On the reconniendation of Mr. Cur ley,
on a motion duly made and seconded, it was

Minutes of Meeting
Corporation
Monday, May 16, 1988
Page Four

"VOTED:

that, in recognition of her continuing
commitment of talent and enthusiasm to
the restoration and exhibition of the
Library's major collections of dolls
and dioramas, June P. Kibbe, be, and
hereby is, appointed as Honorary
Curator of Dolls and Dioramas for the
Boston Public Library."

Next, Mr. Curley provided background on the establishment of
two funds in memory of two distinguished library employees. On a
motion duly made and seconded, it was

"VOTBD:

and,
"VOTED:

that the sum of eleven hundred dollars
($1,100.00 — 379 units) contributed by the
friends of the late Ruth M. Bleecker, who
served the Library for more them twenty
years as Curator of Music, be, and the
same hereby is, accepted and funded as
the Ruth M. Bleecker Fund to be held and
invested and the income thereof to be
used to augment the holdings of the Allen
A. Brown Collection in rental scores, the
last project which Mrs. Bleecker was
influential in establishing at the Boston
Public Library."

that the sum of one thousand eight
hundred and fifty dollars ($1,850.00 — 638
units) tendered at this meeting of the
Board by the friends of the late Veronica
M. Lehane, whose distinguished Library
career in youth services spanned more
than fifty years, be, and the same hereby
is, accepted and funded as the Veronica
M. Lehane Storytelling Fund to be held
and invested and the income thereof to be
used for the support of programs,
workshops, and other Library activities
related to storytelling for children."

There being no other business, the meeting of the Corporation
adjourned at 4:42 p.m.

• TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Wednesday, June 29, 1988

Order of Business

Corporation

Wednesday, June 29, 1988

Page Two

was

A meeting of the Trustees of the Public Library as a Corporation
held at 11:50 a.m.

Present at the meeting were Mmes. Gaines and Luthin and Mr.
Moloney. Mr. Bulger and Mrs. Goodwin were unable to attend. Also
present were Daniel Coolidge of Shepley, Bulfinch, Richardson and
Abbott, Inc.; members of the Library administration; staff; and
public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney called first on Mr. Coolidge to bring the Board up
to date on the McKim restoration project. Mr. Coolidge noted that
the final set of working drawings for the McKim project should be
completed by September; following approval of the drawings by the
Trustees the bidding process will begin and a contract should be
awarded by December 1988 or January 1989; cost estimates of the
project are now being finalized; the Commonwealth of Massachusetts
Architectural Access Board has approved the Library's application
requesting variances regarding the handicapped access aspects of the
restoration. Referring to graphic renderings of the proposed
lighting designs of the project, Mr. Coolidge described the lighting
changes, including a new chandelier with dimmer for the staircase,
candelabras in the vestibules, uplights in the basement area which
will be opened up to the public, and glass window replacement of the
windows above the main staircase with a type of grey glass to filter
the sunlight.

On a related construction project, Mr. Moloney reported that the
Library has received an acceptable bid to repair the roof at the
Charlestown Service Building. Mr. Moloney noted that the Public
Facilities Department assisted the Library in locating the acceptable
bidder.

Next, Mr. Curley reported that the ideas of two library staff
members, Ms. Rockymarie Weaver, Children's Literature Specialist, and
Ms. Barbara Wicker, Branch Librarian, Hyde Park Branch Library, were
selected to be funded and implemented by the Boston Works Smarter
Second Round Review Committee at Boston City Hall. Ms. Weaver
proposed the purchase of a BOOK BRAIN which is a fiction finding
system using a game-like method to find stories of personal interest
and correct age level. This system would allow for personal advisory
service to a child who is looking for favorite subjects to read. Ms.
Wicker proposed the purchase of a typewriter exclusively for public
use. On the recommendation of Mr. Curley, on a motion duly made and
seconded, it was

"VOTED: by the Trustees of the Library to

congratulate Mmes. Weaver and Wicker
on their successful contributions to
the Boston Works Smarter Program."

Next, Mmes. Gaines and Luthin paid tribute to the recently
published 1985-86 Annual Report of the Boston Public Library calling
it "a handsome and excellent document." Mr. Curley noted that it was
published under the direction of Ms. Jane Manthorne, Assistant
Director, who was assisted by Ms. Millie O'Connell as writer, and Mr.
Richard Zonghi as designer. Mr. Moloney also expressed praise for
the document.

The next item addressed was the approval of Minutes. On a
motion duly made and seconded the Minutes for March 28, and May 16,
and for the Annual Meeting of May 2, 1988, were approved as amended.

On a related issue,
the Trustees meetings by

Mrs. Gaines urged receipt of the minutes of
the Trustees "in a speedier fashion."

The next item on the order of business was salary adjustments
for exempt staff. Mr. Curley provided background on the various
salary adjustments under consideration.

"VOTED:

that, consistent with salary
adjustments to take effect July 6,
1988 for staff covered by collective
bargaining agreements, adjustments in
the amount of 6.5% be applied to the
salaries of all exempt staff of the
Library, effective as of July 6,
1988, for purposes of FY89."

and
further,

"VOTED:

that benefits contained in said
collective bargaining agreements
related to holidays, leave (annual,
sick, personal), sick leave buy-back,
and other benefits shall apply to all
exempt staff subject to approval by
the Director taking into account the
day to day administrative needs of
the Library."

and,

I'.V-

1988

"VOTED

By the fall of this year the Director
shall present recommendations to the
Board relative to a review and
evaluation of exempt positions."

and,
"VOTED

to raise the hourly rates for
part-time employees in Category I
from $4.25 to $5.00 and for employees
in Category II from $4.95 to $6.00."

In response to a question from Mrs. Luthin regarding outreach
recruitment efforts to employ students and older adults for part-time
work Mr. Cur ley responded that the library has regular communication
with 'the colleges and schools in the area, an effective recruitment
effort is in place in the branch libraries to recruit neighborhood
residents, and the library has been expanding its efforts in the
recruitment of older adults.

In response to Mrs. Gaines request that invitations be mailed to
individual staff members in addition to a General Administrative
Notice for the fifth annual Trustees' Reception and Recognition
Ceremony for Library Staff scheduled for Friday evening, September 9,
1988, Mr. Curley indicated that the mechanisms of such a procedure
will be addressed.

There being no other business, the meeting of the Corporation
adjourned at 12:18 p.m.

,11' ». ■ ■, <■•

figgg^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, September 9, 1988

A Special Meeting of the Trustees of the Public Library as
a Corporation was held at 5:12 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines and Luthin. Mrs. Luthin was unable to attend. Also pre-
sent were Sarah Gant, Policy Analyst, Mayor's Office; members of
the Library administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney opened the meeting reporting that at a hearing on
August 23, 1988, the Board of Appeal of the city of Boston unani-
mously granted all of the building code variances for the McKim
restoration project which the Library was seeking.

Next, Mr. Moloney noted that this special meeting of the Cor-
poration was scheduled in order for the Trustees to consider the
awarding of a contract for supplying and delivering Telefacsimile
Equipment for the Massachusetts Statewide Library Telefax project.
Mr. Curley then provided background on the Statewide Library Tele-
fax project, noting that the Boston Public Library received a state
grant from the Massachusetts Board of Library Commissioners, which
will enable documents to be transmitted from one library to another
through telephone lines and is expected to significantly increase
the spped in which interlibrary loan requests are filled statewide.
Ms. Crist added that this project represents an expansion of act-
ivities of the Boston Public Library's role as a Library of Last
Recourse. Then, on the recommendation of Mr. Curley, on a motion
duly made and seconded, it was

"VOTED: that there be entered into with Boston
Copico, Inc., 55 North Street, Canton,
MA 02021, the lowest eligible and
responsible bidder in the public bidding
a contract for supplying and delivering
Telefacsimile Equipment for Massachusetts
Statewide Library Telefax project, at a total
cost not to exceed thriteen thousand six
hundred ninety dollars and no cents
(13,690.00) ."

Mr. Moloney then shared with the Trustees the certificates
of appreciation for twenty-five years of service which were done
in caligraphy and which he planned to present to four staff members
following the meeting at the Fifth Annual Trustees' Reception and
Recognition Ceremony for Library Staff in the courtyard.

There being no other business, the Special Meeting of the
Corporation adjourned at 5:16 p.m.

MmM^

* TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

A meeting of the
tion was held at 7:29

Trustees
p.m.

In Board of Trustees
Wednesday, October 12, 1988

of the Public Library as a Corpora-

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines and Luthin. Mrs. Goodwin was unable to attend. Also pre-
sent were Bill Barry of Shepley, Bulfinch, Richardson and Abbott,
Inc., Sarah Gant, Policy Analyst, Mayor's Office; members of the
Library administration; staff; and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney called first on Mr. Barry to bring the Board up
to date on the McKim restoration project. Mr. Barry reported on
the recent meetings the architects have attended with the State's
Regulatory Agencies: the Commonwealth's Access Board approved
the plans for handicapped accessibility; the Board of Appeals
unanimously approved the plans for health and public safety re-
garding exit requirements and fire protection; the Massachusetts
Historical Board gave preliminary approval of the design develop-
ment documents with regard to the lighting of the main entrance
of McKim and the second floor Gallery; final approval of the
design development documents from the Historical Board will be
addressed at the next meeting; negotiations are ongoing with the
Department of Capital Planning and Organization (DCPO) to certify
the general contractors and regulating the selection of special
subcontractors with assistance from Kenneth J. Mickiewicz, legal
counsel for the Library. Concluding his report, Mr. Barry noted
that the Trustees should plan to go out to bid by January 1989,
the preliminary cost estimates for construction are on target
($16.5 million), and he would welcome the opportunity for the
Trustees to review the design drawings.

Action was then taken on the approval of minutes. On a mo-
tion duly made and seconded the minutes of the Regular Meeting
for June 29, 1988 and the Special Meeting of September 9, 1988
were approved. Following the vote, Mrs. Gaines thanked the
library staff for being extremely prompt in getting the minutes
to the Trustees.

Next, Mr. Curley called on Ms. Cederholm, Development Officer,
to report on the fundraising activities. Ms. Cederholm said that
the members of the Partnership for the Library's Future met four
times over the summer and recently presented a very positive re-
port to Mayor Raymond L. Flynn regarding the organization of the
Library and the plans for the development campaign. Ms.
Cederholm identified the members of the Partnership Committee
as follows: Walter J. Connolly, Jr., Chairman and CEO, Bank
of New England, Chair of the Partnership Committee; Honorable
William M. Bulger, President, Massachusetts State Senate; Doris
Kearns Goodwin, distinguished author; Rosalind E. Gorin, President

Minutes of Meeting
Corporation
October 12, 1988
Page Two

H. N. Gorin Associates, Inc., Edward C. Johnson III, Chairman and
CEO, Fidelity Management; Bertram M. Lee, President, BML Associates;
E. James Morton, Chairman and CEO, John Hancock Mutual Life In-
surance Company; Ira Stephanian, President and CEO, Bank of Boston
William 0. Taylor, Chairman, Publisher and CEO, Globe Newspaper
Company. Ms. Cederholm then described the ongoing activities
in the Development Office: identification of donors have been
targeted to begin the campaign; creation of written materials
related to the campaign; developing the library newsletter;
assisting with the annual report; working with local corporations
to procure matching gifts; researching planned giving which would
include gifts to the library such as bequests, trusts, real estate;
working with the branch librarians in order to involve the neigh-
borhoods in the campaign; generating press releases for special
events; updating entries in the cultural directories; meeting
with advertising and public relations agencies to secure assist-
ance with the campaign on a pro bono basis; responding to 166
applications for a media/public relations person as a result of
a blind ad placed in the Boston Globe.

Ms. Cederholm then showed the campaign version of the audio-
visual presentation entitled "This Is Ours: The Campaign for the
Library." Mr. Moloney noted that originally they had hoped for
an 8 to 12 minute presentation but because of the complexity of
the organization it ended up being 18 minutes. Following the
presentation, Mrs. Gaines said that she enjoyed it very much but
felt that it seemed like a closing statement by Mayor Flynn
instead of a bridge to the next segment after his remarks. Mr.
Curley responded that the Mayor does indeed close the campaign
version of the presentation and this is not a problem in the
public relations version of the presentation. Mrs. Luthin asked
why the voice overs were not identified. Ms. Cederholm said that
the public relations version does have voice overs identified
with names. Mr. Moloney remarked that Jon Barkan of Communica-
tions for Learning did a superb job and created a quality pro-
duct. Mr. Curley thanked Ms. Cederholm and the staff of the
Development Office for their tireless efforts given to the
creation of this production which represented over 3,000 slides.
Mr. Moloney then said that additional costs were incurred given
that two versions were developed in addition to the extended
length of the production, as well as developing the text of the
campaign brochure and information pamphlets. At this time Mrs.
Luthin said that she understood that the presentation was
originally going to be a video and not a multi-media slide pre-
sentation. Mr. Curley responded that this was a more economical
way to produce versus a video, also that the library was able
to build up a system for orientations and talks on the library.
On a related issue, Mrs. Gaines inquired as to when the Partner-
ship will be meeting next. Ms. Cederholm responded that Mr. Connolly
is moving forward with the schedule. Then, on a motion duly
made and seconded, it was

Minutes of Meeting
Corporation
October 12, 1988
Page Three

"VOTED:

that in the vote of November 24, 1987 to strike
out "eighty-five thousand dollars and no cents

($85,000.00)" and insert in place thereof "ninety-
two thousand five hundred dollars and no cents

($92,500.00)" so that the full vote reads: "that
the Trustees of the Public Library of the City of
Boston authorize Arthur Curley, Director and
Librarian, to enter into an agreement with
Communications for Learning, 395 Massachusetts
Avenue, Arlington, MA 02174, for provision of
graphics and audiovisual services for the develop-
ment campaign in an amount not to exceed $92,500
to be paid from unrestricted trust funds."

Mr. Curley then provided background on a request from Ed Quill,
City Archivist, for sharing the former National Guard armory on
Charlestown' s Bunker Hill Street as a facility for storing and re-
trieving materials of both the Library and the Archives Division
of the City Clerk's office. Mr. Curley said that a positive
response to Mr. Quill's proposal can be made regarding investiga-
tion of the possibility of shared use of the building, despite
the Library's considerable needs in this regard — the removal
of 1,500,000 volumes from Copley Square before the McKim re-
storation project can begin. Mr. Curley then added that
recognizing the likelihood that the Charlestown Service
Building would not be ready by the McKim deadline, the Library
has investigated during the past year numerous other pos-
sibilities for leased or purchased storage and he would like
authorization from the Trustees to explore further the pos-
sibility of shared usage with Mr. Quill of remote storage for
archival materials. The Trustees recommended that Mr. Curley
proceed with plans for shared usage of remote storage with Mr.
Quill. Mrs. Gaines asked what department Mr. Quill works for
and Mr. Curley responded the Boston Redevelopment Authority.

The next item on the order of business was the awarding of
contracts. Mr. Curley presented background on the various con-
tracts under consideration. Then on a motion duly made and seconded,
it was

"VOTED:

that the agreement with Messrs. Thorndike, Doran,
Paine & Lewis, 2 8 State Street, Boston, Massachusetts,
for investment counselling services be renewed
for the period July 1, 1988 through June 30, 1989
in accordance with the terms specified in the
agreement. "

Minutes of Meeting
Corporation
October 12, 1988
Page Four

"VOTED:

that Arthur Curley, Director and Librarian, be,
and hereby is, authorized to make from time to
time as specified in the agreement for the period
July 1, 1988 through June 30, 1989 between
the Trustees of the Public Library of the City
of Boston and Messrs. Thorndike, Doran,
Paine & Lewis, 2 8 State Street, Boston,
Massachusetts, the payments prescribed by
said agreement from undistributed income of
the General Investment Account if he finds
that the conditions precedent to such payment
have been fulfilled."

Action was then taken on the Distribution of Income. On
a motion duly made and seconded, it was

"VOTED:

that Arthur Curley, Director and Librarian of the
Public Library of the City of Boston, be, and
hereby is, authorized to cause to be paid to the
Rector of Trinity Church for the period from
July 1, 1987 to June 30, 1988 income on the
Children's Fund now held in the custody of the
Collector-Treasurer of the City of Boston pursuant
to the provisions of the 11th Clause of the Will
of Josiah H. Benton, as required by the 12th
Clause of said Will.:

and
further

"VOTED:

that Arthur Curley, Director and Librarian of
the Public Library of the City of Boston, be,
and hereby is, authorized and directed to cause
to be distributed and paid to the Rector of Trinity
Church, to be held by said Rector pursuant to the
provisions of the 12th Clause of the Will of Josiah
H. Benton, as defined by the Agreement of Compromise,
dated January 15, 1935 and made in connection with
the administration of the trust created by said
Clause, four-tenths of the income of the Benton
Book Fund for the period from July 1, 1987 to
June 30, 1988, inclusive, now held in the custody
of the Collector-Treasurer of the City of Boston,
and to the Trustees of the Public Library of the
City of Boston the remaining six-tenths of said
income for said period to be applied to the pur-
chases provided in said agreement of Compromise."

i.A*:^-'

'^^!&Smi

Minutes of Meeting
Corporation
October 11, 1988
Page Five'

and

"VOTED: that Arthur Curley, Director and Librarian

of the Public Library of the City of Boston, be,
and hereby is, authorized and directed to cause
to be distributed and paid to the Trustees of
the Public Library of the City of Boston the
income of the General Investment Account for
the period from July 1, 1987 to June 30, 1988."

Reinvestment of funds in the General Investment
addressed next. On a motion duly made and seconded.

Account was
it was

"VOTED: that the sum of $38,097.59 representing the income
for the period from July 1, 1987 to June 30, 1988
earned by the following funds in the General In-
vestment Account as required by their authorizing
votes on the basis of $2.92 per unit which is
hereby determined to be the present fair value
per unit:

AMOUNT

UNITS

Joan of Arc Fund

Boston Public Library Staff

Centennial Fund 2

Centennial Fund

John Deferrari Fund 4

Lee M. Friedman Fund 12

Lee M. Friedman Memorial Fund
i Lee M. Friedman Books for Rare

Book Department
Dr. Samuel Abbott Green Memorial

Fund 11

Arthur W. Heintzelman Memorial Fund
G. K. Hall Associates Fund
Library Art Fund
Marjorie Wiggin Prescott Fund
Ellery Sedgwick Fund
Shakespeare-Emerson Fund

Helen O. Storrow Fund 3

i Wedgewood Club 25th Anniversary Fund
Stow Wengenroth Fund _

$ 1,803.64

,670

,790

,053

75
27
79
63
25

318.97

809.45
578.03
259.77
144.30

11.47
213.49

84
010

89
162

33
45
72
28

618

915

1,641

4,128

109

4,044
198
89
49
4
73
29

1,031
31
55

$38,097.59

13,047

iim^

Minutes of Meeting
Corporation
October 12, 1988
Page Six

Mr. Curley then called on Ms. Manthorne to provide back-
ground on the gift from Ruby Kueffer of the Mark Twain bronze
bust by sculptor Bruce Kueffer which was on display in the
Trustees' Room. Ms. Manthorne said that B. Joseph O'Neil,
Supervisor of Research Library Services, has been in contact
with the Kueffer Family of California who contacted
him and proposed the permanent placement of the bust
in the Boston Public Library and donated it to the Library
as a gift. Then, on a motion duly made and seconded, it was

"VOTED: to accept with warm appreciation the gift from
Ruby Kueffer of the Mark Twain bronze bust by
sculptor Bruce Kueffer to be permanently placed,
consistent with the wishes of the donor, in the
Research Library of the Boston Public Library."

In other business, Mrs. Gaines said that in 1984 when she
and Mrs. Kathy Satut were members of the Mayor's library Task
Force, they examined a book which represented a compilation of
all the Library's restricted and unrestricted trust fund votes
that identifies the principals and restrictions of each fund.
Mrs. Gaines asked to see a copy of the book which lists all of
the trust funds. Secondly, Mrs. Gaines requested a detailed
breakdown of both the restricted and unrestricted trust fund
expenditures from 1984 to the present. Mr. Curley said that
he just received a draft copy of the trust fund expenditures
for FY1988 from the library auditor and he will have it pre-
sented in a more detailed fashion.

There being no other business,
adjourned at 8:53 p.m.

the meeting of the Corporation

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, December 22, 1988

A meeting of the Trustees of the Public Library as a
poration was held at 7:42 p.m.

Cor-

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Goodwin and Luthin. Mrs. Gaines was unable to attend. Also
present were members of the Library administration, staff and
public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney began with the consideration of the approval of
minutes of October 12, 1988. On a motion duly made and seconded,
the minutes of the Regular Meeting of October 12, 1988 were
approved.

Next, Mr. Cur ley presented an update on the McKim building
restoration project noting that the architects from Shepley,
Bulfinch, Richardson, and Abbott, Inc. have completed the work-
ing drawings, which will be submitted to third party review; Vappi
and Co., Inc. has agreed to review the drawings and specification
documents as the consulting contractor reviewer; the Massachusetts
Board of Library Commissioners has developed regulations for dis-
persement of construction funds which the Library is in the pro-
cess of submitting an application; and the Trustees should plan
to go out to bid by Spring 1989. Mr. Moloney added that Vappi
and Co., Inc. will serve as the third party reviewer and
they will examine the documents as if they were a potential
bidder which should result in a realistic cost estimate of the
project. On a related issue, Mr. Curley noted that prior to the
commencement of the renovation project large amounts of research
library materials will need to be relocated to a remote storage
site and various remote storage options shall be brought forward
to the Trustees in January. Mr. Moloney suggested that a visit
to the potential sites should be arranged for any Board members
who may v/ish to visit them.

On the occasion of the retirement of B. Joseph O'Neil,
Supervisor of the Research Library, and after a distinguished
career for more than half a century serving the Boston Public
Library, Mr. Moloney read the following resolution to honor
B. Joseph O'Neil in recognition of his major contribution to
the development of library service in the City of Boston and in
the Commonwealth of Massachusetts:

WHEREAS :

RESOLUTION

B. Joseph O'Neil has loyally served the Boston
Public Library for more than half a century, pro-
viding public service according to the highest
professional standards, and

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Minutes of Meeting
Corporation
December 22, 1988
Page Two

WHEREAS

WHEREAS :

THEREFORE

his resourcefulness and ingenuity in providing
reference services has been of immeasurable
benefit to the people of Boston, the Commonwealth
of Massachusetts, and all patrons of the Boston
Public Library, and

during this time he has developed a thorough and
unique knowledge of the Library's holdings and
Special Collections, and

his dedication to the preservation of Boston and
Massachusetts' newspapers has helped the Boston
Public Library to serve as a major public research
institution, and has had a profound impact on all
users of the Library, and

he has successfully directed a number of state and
federal programs for the bibliographic and physical
organization of newspapers,

be it resolved that on December 22, 1988, B. Joseph
O'Neil, on the occasion of his retirement, be named
Curator of Newspapers Emeritus.

Mr. Curley further acknowledged Mr. 0' Neil's instrumental
role in and dedication to the preservation of Boston and
Massachusetts' newspapers and he cited Mr. O'Neil 's recent ap-
pointment to the advisory committee of the Massachusetts News-
paper Program which is headquartered at the Boston Public
Library and serves to identify, catalog, and microfilm all
newspapers published in Massachusetts.

Mr. Curley announced that Jane Manthorne, Assistant Director
for Communications and Community Affairs and Clerk of the Cor-
poration, will be retiring at the end of the year, and the
Trustees and Library administration have all been considering
ways to commemorate her truly special service to the Library
for the past forty years. Mr. Curley then shared an idea put
forward by Mrs. Luthin of creating a scholarship in her name
for study in the area of Young Adult Services. Mr. Curley
added, that although it has been our good fortune in recent
years to have Ms. Manthorne as a member of senior management,
her heart has always remained in part attached to the area in
which she spent most of her career — Young Adult Services. That
this area of library service has become virtually an "endangered
species" makes the idea especially appropriate. Continuing his
remarks, Mr. Curley paid tribute to Ms. Manthorne ' s dis-
tinguished service in the publications area, and to allow for her
continued involvement in the library, suggested to bestow on
her the title Editor of Publications Emeritus. Referring to

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Minutes of Meeting
Corporation
December 22, 1988
Page Three

Ms. Manthorne as "a real jewel in the library system," Mr.
Curley noted that due to illness she is unable to be present
and a fruitbasket was delivered to her on behalf of the Trustees
at her home this morning.

Mr. Moloney said it was a terrific sugestion from Mrs.
Luthin and the Trustees expressed their support to establish
a scholarship in Ms. Manthorne 's honor for her years of con-
scientious and dedicated service to the library community. Mr.
Moloney the read the following tribute:

WHEREAS :

THEREFORE

RESOLUTION

Jane Manthorne, Assistant Director for Communica-
tions and Community Affairs and Clerk of the
Corporation, has served, with dedication on the
staff of the Boston Public Library for over
forty years, and

Jane Manthorne has served with distinction in
many areas of librarianship throughout the
branches and Central systems, and

Jane Manthorne ' s strengths and talents have been
recognized by her peers in many instances, most
notably in her election as President of the
Young Adults Services Division of the American
Library Association, and

Jane Manthorne has been consultant to several
major library publishers, has served the interest
of children's literature as Vice President of the
Horn Book for many years (and is co-founder of
the distinguished Hermes Press) , and

the Women's National Book Association
cognized her as "A Women who has made
ference in the world of books," and

has re-

a dif-

be it further resolved that we, the Trustees of
the Public Library of the City of Boston in
meeting assembled thank her for her outstand-
ing service and bestow on her the title Editor

of Publications

Emeritus ,

and

Minutes of Meeting
Corporation
December 22, 1988
Page Four

FURTHERMORE :

in furtherance of the wish that she be a model
for future generations of librarians, be it now
voted that the M. Jane Manthorne Scholarship
Fund be established, the income to be available
annually for grants to staff to permit either
formal study or continuing education in the
field of Young Adult Services.

Mr. Moloney said that it was unfortunate Ms. Manthorne was
not here to share in this special occasion and her absence is
already felt. In Ms. Manthorne 's role as Clerk of the Corpora-
tion, Mr. Moloney said that the members of the Board of Trustees
had the opportunity to work closely with her and personally ex-
perience her intelligence, grace, and true embodiment and under-
standing of what libraries are all about. Calling her "a true
friend," Mr. Moloney said that Ms. Manthorne is a major figure
in the history of this great library and expressed warm appre-
ciation and respect for her. Following additional tributes to
Ms. Manthorne from the Trustees, and on the recommendation of
Mr. Curley for the implementation to establish the M. Jane
Manthorne Fund, on a motion duly made and seconded, it was
unanimously

"VOTED:

to authorize Arthur Curley, Director and Librarian,
to transfer the sum of twenty thousand dollars
($20,000.00) from the John Deferrari 1947
Indenture of Trust to establish the M. Jane
Manthorne Fund for the Study of Young Adult
Services, the income therefrom to be available
annually for grants to staff to permit either
formal study or continuing education in the field
of Young Adult Services."

Next Mr. Curley reported that the Associates of the Boston
Public Library have established independent in-
corporation status resulting in the need to transfer the funds
registered in the name of the Trustees of the Boston Public
Library to the Directors of the Associates. Mr. Curley added
that this arrangement has been worked out with the business
office and it is an appropriate and consistent action. Thus,
on the recommendation of Mr. Curley, on a motion duly made
and seconded, it was

"VOTED:

to hereby authorize Arthur Curley, Director
and Librarian, to turn over to the Directors

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Minutes of Meeting
Corporation
December 22, 1988
Page Five

of the Associates of the Boston Public Library
the checking (insured investment) account cur-
rently registered in the name of the Trustees
of the Boston Public Library-Associates of the
Boston Public Library held in the First Mutual
Bank of Boston-Account #542120441."

In his Director's Report, Mr. Curley gave background
planning process for the FY90 municipal operating budget:
year is a very tight budget year for the city in light of
revenue predictions; the budget process at this stage refl
codification and consolidation of needs assessments and su
requests from the numerous departments and units of the Li
in addition, two major factors will impact on the Library
the Library received $2.5 million in grant funds to start
new automation system and additional funds for maintenance
consortium and membership fees, and fixed operational cost
have to be assumed by the Library; second, the McKim Resto
project will require hiring movers and the need of remote
space for the relocation of materials and collections. Br
sessions will be scheduled with he Trustees to discuss the
Mr. Curley concluded noting that the budget is due by Janu
1989. Mr. Curley then paid tribute to Margo Crist, Assist
Director for Planning and Administrative Coordination, for
standing coordination effort in the budget planning proces

on the

this
current
ects a
pport
brary ;
budget:
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ief ing

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ant

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In reviewing the latest circulation statistics, Mrs. Luthin
expressed delight that circulation in the last several months
has significantly increased and continues to climb and commented
that the increased budgets of the last few years have resulted
in superior progress. Mr. Curley agreed, noting that the pro-
gram to rebuild and revitalize the programs and services is
showing signs of fruition and said that enormous credit is due
to Lesley Loke , Assistant Director for Community Library Services,
because of her planning efforts and the enhancement of an esprit
de corps. Mr. Curley added that the use of services in the
Research Library Services division is also climbing and pointed
out, for example, that periodical use is up a total of 80% from
two years ago. Further, the recruitment of children's librarians
in the branch libraries has positively impacted on the number of
programs offered in addition to an increase in the use of the
branches. Mr. Robert Smith, President of the Hyde Park
Branch Friends' Group, noted an observation of an increase in
minority attendance at the Hyde Park Branch programs. Mrs. Goodwin
suggested a press release be issued pointing out the increases in
use and programs as a direct result of the increases in the budget.
The Trustees concurred with this suggestion.

Minutes of Meeting
Corporation
December 22, 1988
Page Six

Mr. Curley then made the following announcements: the National
Endowment for the Humanities has awarded the Boston Public Library
a grant totaling $400,000 over the next three years to support the
cataloging of newspapers for the Massachusetts Newspaper Program;
the MacArthur Foundation has awarded the Library a grant of nearly
$230,000 in value for the purchase of the PBS Video Classics Series;
a check in the amount of $225,000 was received from the Estate of
Herman Leventhal, a retired Newton attorney who practiced law in
Boston and who was a former resident of the Golda Maier House.
Upon the death of his wife in the last 1970 's, he visited the
Library daily, often at night, and grew to love the Library and
therefore bequeathed this sum in appreciation for the comfort he
received. Mr Bulger commented what a beautiful and moving story
followed by Mr. Moloney's request to have an appropriate recogni-
tion of this gift.

Next, Mr Curley reported that 1989 has been nationally
designated the Year of the Young Reader and the Boston Globe has
graciously offered the assistance of their public relations firm
to develop publicity on programs and activities centered on this
event. One such event will include promotional ads for the public
to apply for the new library cards. On two buildings-related
issues, Mr. Curley reported that construction has begun on the
Literacy Center/Day Care Facility at the Dudley Branch Library
and work should be completed within three months, and work on the
West Roxbury Branch Library addition is on target with a comple-
tion date scheduled for June 1989.

In other business, Ms. Crist demonstrated the new color-coded
Directory of department and service locations for the Johnson and
McKim buildings which will be on display throughout the two build-
ings. Ms. Crist noted that the Directory was designed by the
Graphics Department and Ms. Farrell and Mr. O'Neil of the Central
library assisted with the development of the list of categories.
Further, Ms. Crist added, a smaller hand-out reproduction of the
directory will be made available to the public. The Trustees
complimented Ms. Crist on the composition of the Directory and its
successful completion.

Since there was no other business,
tion adjourned at 8:25 p.m.

the meeting of the Corpora-

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting in Board of Trustees

Corporation Thursday, February 9, 1989

A meeting of the Trustees of the Public Library as a Corpora-
tion was held at 8:21 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines, Goodwin, and Luthin. Also present were Sarah Gant, Policy
Analyst, Mayor's Office; 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 minutes of
the December 22, 1988. On a motion duly made and seconded, the
minutes of the Regular Meeting of December 22, 1988 were approved.

Mr. Moloney provided an update on the current status of the
McKim Restoration Project activities reporting that the architects
from Shepley, Bulfinch, Richardson, and' Abbott, Inc. have completed
the working drawings for Phase One which should be available for
printing by the first week of March; the Library is awaiting
word from the Massachusetts Board of Library Commissioners regard-
ing its grant application for construction funds; the McKim Build-
ing committee has been discussing and planning for the eventual
relocation of materials to a remote storage site and considering
alternatives to address accessibility to the building during the
construction period? and the Trustees should plan to go out to
public bid by Spring 1989.

On a related issue, Mr. Moloney expressed the need for the
continuation of Mr. Douglass Shand Tucci's contract as a consultant
to the McKim restoration
made and seconded.

project. It was then, on a motion duly

"VOTED: to continue to engage the services of Douglass
Shand Tucci, architectural historian/advisor,
relative to the planning design and construction
for the renovation of the McKim building at the
existing reduced rate and through the completion
of Phase One, the cost to be paid from the John
Deferrari 1947 Indenture of Trust."

Next, in the acceptance of a grant from the Surdna Founda-
tion, on a motion duly made and seconded, it was

"VOTED:

to accept with appreciation a grant from the Surdna
Foundation, Inc., 250 Park Avenue, New York, New
York 10177, in the amount of seventy-five thousand
dollars and no cents ($75,000.00) to be used over
three years to support the research of a visiting
scholar in the Boston Public Library's col-
lection of prints and drawings by living artists
with ties to Boston."

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Minutes of Meeting
Corporation

February 9, 1989

Page Two

Mr. Cur ley then described the need for the Trustees to con-
sider various remote storage options since the renovation of the
McKim building will require major relocation of books and other
items. Mr. Cur ley recommended negotiation of a lease agreement
to rent storage space at 350 Merrimack Street, Lawrence, Massa-
chusetts at fair market value. Mrs. Gaines asked if a percentage
of the rent paid would be applied to the purchase price of the
facility and Mr. Curley responded that this would be the objec-
tive of later conversion to a lease/purchase arrangement. In
response to a question from Mrs. Luthin regarding patron re-
quests of materials stored at the remote facility, Mr. Curley
said that arrangements for regular deliveries will be tied into
the Library's state-wide delivery service. Mr. Curley also noted
that the Library's collection continues to grow at 200,000 titles
a year and underscores the necessity of eventually purchasing
a remote storage facility. Following discussion among the Trustees,
and on the recommendation of Mr. Curley, on a motion duly made
and seconded, it was

"VOTED: to authorize Arthur Curley, Director and Librarian,
to enter into a lease agreement with Merrimac
Limited Partnership, for the lease of remote
storage space at 3 50 Merrimack Street, Lawrence,
Massachusetts, the cost of said lease to be
equally shared from the Library of Last Recourse
and the John Deferrari 1947 Indenture of Trust."

In other business, Mr. Curley noted that he included in
the Trustees' folders narrative activity reports, trust fund
balance reports, and statistical reports. At this time, Mrs.
Gaines inquired as to the source of funding which will be used
to purchase the furniture for the Literacy Center at the Dudley
Community Library. At an estimated cost in the range between
$10,000 to $15,000, Mr. Curley noted that no funds have been
appropriated for the purchase of furniture and trust funds may
have to be used. Mrs. Gaines indicated that the Fellowes
Athenaeum Trust Fund bequest specifies use for "literary, in-
structive purposes" and expressed her view that such a bequest
can not be used to purchase furniture- Mr. Moloney asked Mr.
Curley to review the terms of agreement of the Fellowes
Athenaeum Trust Fund and also to review the availability of
funds from other sources.

Mr. Curley then distributed to the Trustees the new Boston
Public Library cards to be used with the new automated circulation
system which is being installed at the Central Library and will
be phased in at the Codman and Dudley District Libraries this
Spring.

Minutes of Meeting
Corporation
February 9, 1989
Page Three

Mr. Moloney concluded the meeting noting that the adopted
budget, following approval from the Budget Office, will then
need to be approved by the Boston City Council and final approval
by Mayor Raymond L. Flynn. Mr. Moloney commended the Library
management for the outstanding job done on the budget proposal
citing in particular the depth and quality of analysis which
he noted reflected a vast improvement over recent years.

There being no other business,
adjourned at 8:35 p.m.

the meeting of the Corporation

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TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Annual Meeting
Corporation

In Board of Trustees
Monday, May 1, 1989

Minutes of Annual Meeting
Corporation
Monday, May 1, 1989
Page Two

The Annual
Corporation was
4:10 p.m.

Meeting of the Trustees of the Public Library as a
held in the Trustees Room of the Johnson Building at

and
VOTED:

Present at the meeting were Mmes. Gaines, Goodwin, Luthin, and
Mr. Moloney. Mr. Bulger was unable to attend. Also present were
Sarah Gant, Policy Analyst, Mayor's Office; members of the Library
administration, staff. Friends' Groups and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney announced that he just received a telephone call
from Mr. Bulger who is presiding over a session of the Massachusetts
Senate and he will be unable to attend the meeting of the Trustees.
Mr. Moloney then said that the Annual Meeting is traditionally held
in the Trustees Room of the McKim Building but in order to
accommodate the anticipated large number of members of the public
attending the meeting he scheduled the meeting to be held in the
Johnson Building. Mr. Moloney said that the members of the public
will have an opportunity to ask questions following the Annual
Meeting. Mr. Moloney asked the members of the public who have
questions to please state their name and affiliation with 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. Subsequent to a viva
voce vote, Mr. Moloney 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. Subsequent to a viva voce vote, Mr. Bulger was declared
elected Vice President.

On a motion duly made and seconded, the name of Jane Manthorne
was placed in nomination for Clerk, with no other nomination.
Subsequent to a viva voce vote, Ms. Manthorne was declared elected
Clerk.

On a motion duly made and seconded, the name of Jamie McGlone
was placed in nomination for Assistant Clerk, with no other
nomination. Subsequent to a viva voce vote, Mr. McGlone was declared
elected Assistant Clerk.

Next, on a motion duly made and seconded, several items were
voted on as a block, as follows:

VOTED: ••that any member of the Corporation or, upon delegation by
the Corporation, the Director, the Associate Director, or
designated Assistant Director be, and hereby is, authorized
to sign on behalf of the Corporation, bills, special drafts,
and payrolls of the Library. ••

Form No. 1046G— 11/74

and
VOTED:

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VOTED:

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"that, until the next annual meeting, the President, or Vice
President, or in the inability of either, any member of the
Corporation, and by delegation the Director, or the Clerk of
the Corporation be, and hereby is, authorized to sign any
and all contracts voted to be made by the Board in the name
and behalf of the Corporation and any and all communications
in connection with the award of contracts so voted or
recommended to be so voted and to authorize payments under
contracts so voted . ••

"that, until the next annual meeting, by delegation of the
Trustees of the Public Library of the City of Boston, the
Director, or the Clerk of the Corporation be, and hereby is,
authorized to accept on behalf of the Trustees gifts,
payments made in recognition for special services rendered
and payments received for the publications and prints
executed under Library sponsorship and, in connection with
the acceptance of same, to endorse on behalf of the Trustees
checks so received, said amounts to be reported to the Board
at the next annual meeting.**

••that, until the next annual meeting, by delegation of the
Trustees of the Public Library of the City of Boston, the
Director, or the Clerk of the Corporation be, and hereby is,
authorized to accept on behalf of the Trustees gifts to be
added to funds already established in the General Investment
Account, the acceptance of said amounts to be reported to
the Board at their next meeting.'*

••that Arthur Curley, Director and Librarian of the Public
Library of the City of Boston, be, and hereby is, authorized
to cause to be paid to the Rector of Trinity Church for the
period from July 1, 1988 to June 30, 1989 income on the
Children *s Fund now held in the custody of the
Collector-Treasurer of the City of Boston pursuant to the
provisions of the 11th Clause of the Will of Josiah H.
Benton, as required by the 19th Clause of said Will.:

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Minutes of Annual Meeting
Corporation
Monday, May 1, 1989
Page Three

and
further

VOTED :

that Arthur Curley, Director and Librarian of the Public
Library of the City of Boston, be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Rector of Trinity Church, to be held by said Rector pursuant
to the provisions of the 12th Clause of the Will of Josiah
H. Benton, as defined by the Agreement of Compromise, dated
January 15, 1935 and made in connection with the
administration of the trust created by said Clause,
four-tenths of the income of the Benton Book Fund for the
period from July 1, 1988 to June 30, 1989, inclusive, now
held in the custody of the Collector-Treasurer of the City
of Boston, and to the Trustees of the Public Library of the
City of Boston the remaining six-tenths of said income for
said period to be applied to the purchases provided in said
agreement of Compromise.

and
VOTED:

that Arthur Cur ley. Director and Librarian of the Public
Library of the City of Boston, be, and hereby is, authorized
and directed to cause to be distributed and paid to the
Trustees of the Public Library of the City of Boston the
income of the General Investment Account for the period from
July 1, 1988 to June 30, 1989."

Mr. Moloney then called upon Mr. Curley to report on major gifts
and grants received by the Library during the year. Mr. Curley
submitted the following report which was accepted by the Trustees:

Major Gifts and Grants

Grants :

pro-iect Title

Art and Arch Tour Prog (Project)
Art and Arch Tour Prog (In-kind)
Art and Arch Tour Prog (Training)
Art and Arch Tour Prog (Coordinator)
Connick Foundation Brochure
Datalink: Resource Sharing for

Boston Area
Design by Motley (Presentation)
Design by Motley (Programming)
Literacy Collection

Award

Jr . League

30,000

Jr. League

Boston Fdn. Arch.

1,000

Assoc. BPL

7,500

Fidelity Fdn.

11,315

DOE/LSCA I

221,000

NEFA

2,500

BALC

2,500

DOE/LSCA VI

25,000

Minutes of Annual Meeting
Corporation
Monday, May 1, 1989
Page Four

Literacy Collection

Mass Newspaper Program: Biblio. Imp.
Mass Newspaper Program: Microfilm.
McKim Restoration

McKim Restoration/Literacy/Automation
McKim Restoration/Literacy/Automation
Outreach to Hispanic Parents/Children
Print Department Visiting Scholar
Reading is Fundamental -Char lestown
Reading is Fundamental -Dudley
Reading is Fundamental -Fields Comer
Reading is Fundamental -South End
Research Library Backlog Process/Access
Supervisory Skills BPL/Sub-Reg
Systemwide Preservation Survey (Stipend)
Systemwide Preservation Survey (In-Kind)

Sholley Fdn.

NEH

DOE II-C

DOE/LSCA II

Globe Fdn.

Weber Charities

LSCA I

Surdna Fdn.

H.P. Hood

Digital

Fidelity Invest

B. Dal ton

MBLC

LSCA I

ARL

1,500

401,685

210,000

221,922

1,000,000

10,000

27,035

75,000

2,000

3,000

311,509

25,100

1,000

10,000

Total

$2,605,566

Gifts:

Estate of Herman Leventhal: $225,000. ^.^.^.

Addison Gallery of Art: Harold Tovish: A Retrospective Exhibition

1948-1988. Local/Regional publication.
Anderson, Wayne: 1,400 art books and catalogs.
Andrus, Stephen: gifts to the Impressions Collection continued

through December 1988. It comprises the records of Impressions,

part of the workshop's library, thousands of proofs or original

lithographs and etchings, remainders of various portfolios and

editions of prints, and much beautifully designed ephemera,

including prospectuses and announcements.
Bendiner Collection: a succession of gifts establishing at BPL one

of the finest existing collections of the drawing and prints of

Alfred Bendiner of Philadelphia.
Boston University - Mugar Library: 173 spiral bound, 290 paperback,

522 hardcover cookbooks and 22 bound cooking magazines.
Brothers, Dr. Joyce: 107 paperback, 96 hardcover books and one

magazine. All review copies. ^, x. .,,

Bernard Chaet Collection: one hundred of his drawings which will

be celebrated this November and December in an exhibition.
The Cohasset Public Library: 700 monographs.
The Fogg Art Museum: 1,000 auction catalogs.

Gutche, Gene, composer: his works. . ,,

Grady, John: 139 paperback books, 71 magazines and 71 miscellaneous

items (papers and pamphlets) .

^'f'^^'!^f'--^^'-y*\''i '■■•%i'itw^S'&w

Minutes of Annual Meeting
Corporation
Monday, May 1, 1989
Page Five

Duncan MacPherson Collection: One hundred and six original drawings

which will yield an exhibit next year.
The Middleboro Public Library: 270 monographs.
Moulton, Patricia: 53 monographs, mostly first editions with dust

jackets and 14 periodical series which pre-date the Library's

holdings.
Reher, Sven, composer: his works.
Roden, Ms. Stephanie (given in memory of Edward Roden) : 210 sound

recordings, 119 books and 36 album sets.
Slater, Mr. and Mrs. John: 3,000 items - popular song sheets, jazz

collections, piano teaching methods and classical piano works.

There being no other business, the meeting of the Corporation
adjourned at 4:16 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, Ma^ 1, 1989

A meeting of the Trustees cf the Public Library as a
Corporation was held at 4:22 p.m.

Present at the meeting were Mrs,. Gaines, C-^odwin, Luthin,
and Mr. Moloney. Mr. Bulger was unable to attend. Also Present
were Sarah Gant, Policy Analyst, Mayor's Office; members of the
Library administration, staff. Friends' Groups and public.

Kevin F. Moloney, President of the Board, presiding.

In the award of a contract for the Financial Audit of Trust
Funds, on a motion duly made and seconded, it was

"that there be entered into with the firm of Ernst &
Whinney, 200 Clarendon Street, Boston, Massachusetts, in
accordance with the proposal submitted by Ernst &
Whinney for the April 4, 1989 opening of proposals, and
for a total fee not to exceed fifteen thousand dollars
and no cents ($15,000.00) for fiscal year 1989, fifteen
thousand seven hundred fifty dollars and no cents
($15,750.00) for fiscal year 1990, sixteen thousand five
hundred forty dollars and no cents ($16,540.00) for
fiscal year 1991, a financial audit of each of the
following: (1) The Trust Funds of the Trustees of the
Public Library of the City of Boston; (2) The Eastern
Massachusetts Regional Library Program; and (3) The
Library of Last Recourse Grant."

VOTED:

There being no other business.
Corporation adjourned at 4:23 p.m.

the meeting of the

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Monday, June 5, 1989

A meeting of the Trustees of the Public Library as a Corporation
was held at 8:27 p.m.

Present at the meeting were Messrs. Bulger and Moloney, Mmes.
Gaines, Goodwin, and Luthin. Also present were Diane MacDonald,
Budget Analyst, City's Budget Office; members of the Library
administration, staff. Friends' Groups and public.

Kevin F. Moloney, President of the Board, presiding.

The first order of business was the approval of minutes. On a
motion duly made and seconded, the minutes of the Annual and Regular
Meetings for May 1, 1989 were approved.

Next, in the award of contracts, on a motion duly made and
seconded, it was

VOTED: "that there be entered into with the City of Boston, a
contract between the Trustees of the Public Library of the
City of Boston (a Corporation under Chapter 114 of the Acts
of 1878) , and the City of Boston, for the purchase of
materials in an amount not to exceed the amount appropriated
in the Library Department budget for books and other related
materials, during the period July 1, 1989, through June 30,
1990."

VOTED:

"that the agreement with Wellington Management Company, 75
State Street, Boston, Massachusetts 02109, for investment
counseling services be renewed for the period July 1, 1989,
through June 30, 1990, in accordance with the terms
specified in the agreement.

and
further,

VOTED:

that, Arthur Curley, Director and Librarian, be, and hereby
is, authorized to make from time to time specified in the
agreement for the period July 1, 1989, through June 30,
1990, between the Trustees of the Public Library of the City
of Boston and Wellington Management Company, 75 State
Street, Boston, Massachusetts, the payments prescribed by
said agreement from undistributed income of the General
Investment Account if he finds that the conditions precedent
to such payment have been fulfilled."

"that, there be entered into, without public advertising,
with Doctor Donald Stackhouse a Lease for the rental of
premises located at 205 Main Street, North Reading,
Massachusetts, during the period July 1, 1989, through June
30, 1990, at a monthly rate of two thousand five hundred
eighty-three dollars and no cents ($2,583.00) with the
(Official's) option for renewal on July 1, 1990, and on July
1, 1991, at bid price.

Minutes of Meeting
Corporation
June 5, 1989
Page Two

and
further

VOTED:

that, Arthur Curley, Director and Librarian, of the Public
Library of the City of Boston, be, and hereby is, authorized
to make, from time to time, as specified in said Lease
rental agreement with Doctor Donald Stackhouse, monthly
payments as prescribed in said Lease agreement

VOTED:

and
further,

VOTED:

"that, there be entered into, without public advertising,
with the Trustees of the Hyannis Public Library Association,
Inc. a Lease for the rental of premises located at 401 Main
Street, Hyannis, Massachusetts, during the period July 1,
1989, through June 30, 1990, at a monthly rate of one
thousand one hundred dollars and no cents ($1,100.00), with
the (Official's) option for renewal on July 1, 1990, and on
July 1, 1991, at bid price.

that Arthur Curley, Director and Librarian, of the Public
Library of the City of Boston, be, and hereby is, authorized
to make, from time to time, as specified in said Lease
rental agreement with the Trustees of the Hyannis Public
Library Association, Inc., monthly payments as prescribed in
said Lease agreement."

VOTED: "that, there be entered into, without public advertising,
with Alec Rich Company a lease for the rental of premises
located at Rear 21 Court Street (Kings Court) , Taunton,
Massachusetts, during the period July 1, 1989, through June
30, 1990, at a monthly rate of two thousand eighty-three
dollars ($2,083.00), with the (Official's) option for
renewal on July 1, 1990, and on July 1, 1991, at bid price.

and
further

VOTED:

that, Arthur Curley, Director and Librarian, of the
Public Library of the City of Boston, be, and hereby
is, authorized to make, from time to time, as specified
in said Lease rental agreement with Alec Rich Company,
monthly payments as prescribed in said Lease
agreement . "

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Minutes of Meeting
Corporation
June 5, 1989
Page Three

VOTED: "that, in exercise of an option to renew, there be
entered into with Bonnell Motors, Inc., 353 Cambridge
Street, Winchester, Massachusetts, a renewal agreement
for the leasing of two panel trucks and two station
wagons, for the Eastern Massachusetts Regional Library
System, during the period July 1, 1989, through June
30, 1990, at the following rates: monthly lease of two
panel trucks at $555.00 per vehicle, and monthly lease
of two station wagons at $525.00 per vehicle; charge
per mile of $.13 for each vehicle, at a total cost not
exceed fifty- three thousand eight hundred dollars and
no cents ($53,800.00)."

There being no other business, the meeting of the
Corporation adjourned at 8:33 p.m.

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, July 7, 1989

A meeting of the Trustees of the Public Library as a
Corporation was held at 3:31 p.m.

Present at the meeting were Messrs. Bulger and Moloney
and Mmes. Gaines and Luthin. Mrs. Goodwin was unable to
attend. Also present were Sarah Gant, Policy Analyst,
Mayor's Office; members of the Library administration,
staff. Friends' Groups and the public.

Kevin F. Moloney, President of the Board, presiding.

The first item on the order of business was the
approval of minutes for June 5, 1989. Action on the
approval of minutes for June 5, 1989 was deferred until the
next meeting.

Mr. Curley then announced that the Boston Public
Library has been awarded a $7,000,000 State Construction
Grant for the renovation and restoration of the McKim
Building. Since the grant will be administered by the
Massachusetts Board of Library Commissioners, Mr. Curley
said that the State requires a formal vote of acceptance of
the grant by the Board of Trustees authorizing the Director
to enter into a contractual relationship with the
Massachusetts Board of Library Commissioners. Mr. Curley
added that the legislation for capital improvements to
public libraries throughout the Commonwealth was initiated
through the efforts of Senate President William M. Bulger.
At the recommendation of Mr. Curley, on a motion duly made
and seconded, it was

VOTED: "to accept the State Construction Grant in the
amount of seven million dollars ($7,000,000) for
the renovation and restoration of the McKim
Building and authorized Arthur Curley, Director
and Librarian, to enter into a contractual
agreement with the Massachusetts Board of Library
Commissioners . **

On a related McKim Restoration Project issue, Mr.
Moloney reported that the architects from Shepley,
Bui finch, Richardson, and Abbott, Inc. have completed the
working drawings and Douglass Shand Tucci, architectural
historian/ advisor to the McKim project, is putting the
drawings into a narrative form in order to create a "plain
English" record of the renderings. Mr. Moloney added that
he, Arthur Curley, and John Doherty plan to review the
drawings soon and the Trustees should plan to go out to bid
by Fall 1989. In response to a question from Mrs. Gaines
on whether anything has been eliminated from the original
plans, Mr. Moloney said that they are planning on going
forward with the original design plans.

There being no other business, the meeting of the
Corporation adjourned at 3:33 p.m.

. '»•

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, September 22, 1989

A meeting of the Trustees of the Public Library as a Corporation
was held at 9:40 a.m.

Present at the meeting were Messrs. Bulger and Moloney, and
Mmes. Gaines and Goodwin. Mrs. Luthin was unable to attend due to
illness. Also present were Douglass Shand-Tucci, Architectural
Historian/Advisor to the Trustees for the McKim project; Daniel
Coolidge and Bill Barry of Shepley, Bulfinch, Richardson and Abbott,
Inc. ; 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 minutes. On a
motion duly made and seconded, the Minutes for the Regular and
Executive Session Meetings of June 5, 1989 and July 7, 1989 were
approved .

Next, Mr. Moloney provided an update on the McKim Restoration
Project: the architects from Shepley, Bulfinch, Richardson and
Abbott, Inc. have completed the working drawings and detail
specifications; the members of the McKim Committee, consisting of
Kevin F. Moloney, Arthur Curley, Douglass Shand-Tucci, and Victor
Hagan of the Public Facilities Department, with John J. Doherty,
Project Manager, have met on a monthly basis over the past several
years for a total of 42 meetings, and have reviewed the drawings.
The drawings are ready for final formal submission, subject to
technical review. A bidding package should be completed within one
month and it is expected that a contract will be awarded by early
1990.

Mr. Moloney then called on Daniel Coolidge to report on the
progress of the project. Using design development drawings displayed
on easels in the Board room to illustrate and explain the details of
the restoration and renovation project, Mr. Coolidge updated the
Board members on the three phases of the project and related design
plans. Mr. Coolidge also discussed the importance of designing a
functional, user-friendly building and relating the two buildings to
each other. Mr. Curley praised Mr. Coolidge for performing an
extraordinary job, moving at an appropriate speed with sensitivity to
the library staff and community, and successfully acquiring the
necessary approvals by external regulatory agencies. Mr. Curley
added that he is extremely pleased with the design renderings and he
is excited about the prospects for the project.

Mr. Moloney then asked Mr. Shand-Tucci to report on his
activities throughout the project. Mr. Shand-Tucci said that his
focus is to balance the historical and architectural aspects of the
restoration project. Noting that there has been excellent
communication throughout the process, Mr. Shand-Tucci attributed this
to the support and commitment by the Trustees and Director of the

Minutes of Meeting
Corporation
September 22, 1989
Page Two

Library, for the efforts and continuing work of the architects. Mr.
Shand-Tucci noted that the McKim Committee has been making progress
in addressing three areas of particular concern: murals, lighting,
and regulatory agencies. In response to a question from Mr. Bulger
regarding the Library's plans in addressing the need to integrate the
Dartmouth Street facade into the "Greening of Copley Square", Mr.
Shand-Tucci said that further study has to be done to develop a
proper setting for the McKim Building.

Following further discussion among
duly made and seconded, it was

the Trustees, on a motion

VOTED: "To approve the working drawings and detail specifications
as submitted by Shepley, Bulfinch, Richardson and Abbott,
Inc. subject, however, to the endorsement of approval within
the meaning of the architectural services contract by the
"official" when the submissions, as revised, are deemed
satisfactory within the meaning of said contract following
approval thereof by the McKim Committee; and, that Arthur
Curley, Director and Librarian, be, and he hereby is
authorized, upon said endorsement by the official, to take
such steps as may be necessary or appropriate to proceed
toward formal public bidding, upon the basis of the said
working drawings and detailed specifications, as so
approved, for Phase One of the McKim Building restoration
pro j ect . "

The next item on the order of business was the election of a
Clerk. Mr. Moloney said that on the occassion of the retirement of
Jane Manthorne, who served as Assistant Director for Communications
and Community Affairs and as Clerk, it is necessary to elect a
Clerk. The name of Jamie McGlone was placed in nomination, noting
that he has served as Assistant Clerk since 1986. With no other
nominations, on a motion duly made and seconded, it was

VOTED: "to elect Jamie McGlone, Clerk of the Corporation."

There being no other business, the meeting of the Corporation
adjourned at 10:25 a.m.

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TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

A meeting of
ion was held at 9

the Trustees
25 a.m.

In Board of Trustees
Thursday, November 30, 1989

of the Public Library as a Corpora-

Present at the meeting were Messrs. Bulger and Moloney,
Mmes. Gaines, Goodwin, and Luthin. Also present were members
the Library administration, staff and public.

Kevin F. Moloney, President of the Board, presiding.

and
of

The first order of business
a motion duly made and seconded,
ing of September

was the approval of
the Minutes for the
22, 1989 were approved.

minutes. On
Regular Meet-

The next item addressed was the award of contracts. The first
contract presented was for providing photocopy coin-operated
machine service as well as related photocopy services throughout
the library system. Mr. Curley said that contract negotiations
successfully resulted in keeping the general public coin copy rate
at $ .10 per copy, strengthening provisions for quality of service,
and an option to renew the contract for fiscal years 1991 and 1992.
Mr. Curley added that the library sought bid proposals and one
other company did submit a bid but, after careful review, it was
determined that they did not meet the library's specifications as
advertised. Then, on the recommendation of Mr. Curley, and on a
motion duly made and seconded, it was

"VOTED:

that there be entered into with Boston Copico, Inc
55 North Street, Canton, Massachusetts 02021, the
lowest eligible, responsive and responsible bidder
in the Subscription Invitation Bid Proposal, a
contract for providing photocopy coin-operated
machine service as well as related photocopy
services, throughout the Boston Public System, at
the following unit price cost per photocopy:

(A) GENERAL PUBLIC COIN COPY RATE

(B) LIBRARY UNITS BY-PASS COPY RATE

(D) LIBRARY COMMISSION RATE ON ALL COIN

COPY USAGE

.10/COPY
035/COPY
029/COPY

008/COPY

The option to renew this contract shall be on
July 1, 1990, and on July 1, 1991, at unit bid
prices A, B, and C above, where unit bid price
D will change to zero for fiscal years 1991
and 1992."

The second contract considered was a contract to survey,
locate, and remove asbestos material from the McKim building.

Minutes of Meeting
Corporation
November 30, 1989
Page Two

Mr. Moloney reported that the members of the McKim Committee met
recently and addressed asbestos-related problems in the McKim
building. Mr. Moloney added that Trustees' funds will be reim-
bursed from the consultants contract with Shepley, Bulfinch,
Richardson and Abbott, Inc., architects for the McKim Restora-
tion Project. In response to a question from Mrs. Gaines re-
garding the length of time the survey should take and the antici-
pated cost for removal of asbestos material, Mr. Moloney said
that the survey should take about two weeks, six to eight weeks
for removal, and the cost dependent on the amount of asbestos
in the building. Then, on a motion duly made and seconded, it was

"VOTED: that there be entered into with Hygeia, Inc.,

303 Bear Hill Road, Waltham, Massachusetts 02154,
a contract to survey and locate asbestos material
in the McKim building, Copley Square and, to pre-
pare bid documents (specifications) for asbestos
removal from said McKim building, the cost not to
exceed fifteen thousand eight hundred dollars
and no cents ($15,800.00)

On a related McKim Restoration Project funding issue, Mr.
Moloney reported that he attended a meeting on November 20, 1989
with Robert Schwartz, Educational Advisor to Governor Dukakis,
Roland Piggford, Director of the Massachusetts Board of Library
Commissioners, and Maureen Killoran, Government Liaison to the
BLC. At the meeting, Mr. Schwartz underscored the importance
of the Massachusetts Senate and House passing a tax package to
ensure the funding of public library construction projects; mean-
while, it is at the discretion of Governor Dukakis as to when and
if public library construction funds will be released in FY90.

The third contract considered was for supplying and deliver-
ing Library Bibliographic Control Services for the Metro-Boston
Library Network, a consortium of six public libraries head-
quartered at the Boston Public Library and consisting of the
city libraries of Boston, Brookline, Cambridge, Chelsea, Maiden,
and Newton. Mr. Curley noted that the Boston Public Library
serves as the fiscal agent for the MBLN and recommended enter-
ing into a contract with Utlas International U.S. Inc. On the
recommendation of Mr. Curley, on a motion duly made and seconded,
it was

Minutes of Meeting
Corporation
November 30, 1989
Page Three

"VOTED:

that there be entered into with Utlas Interna-
tional U.S. Inc., 8300 College Boulevard,
Overland Park, Kansas 66210, the lowest eligible,
responsive and responsible bidder in the public
bidding, a contract for supplying and deliver-
ing Library Bibliographic Control Services for
the Metro-Boston Library Network, at a total
cost not to exceed sixty one thousand one
hundred dollars and no cents ($61,100.00)

Next, on a motion duly made and seconded, additions to ex-
isting Funds in the General Investment Account were voted on, as
follows:

"VOTED:

that the sum of $46,396.67, representing miscel-
laneous gifts and royalties contributed to funds
established in the General Investment Account be
added to the respective funds in the General
Investment Account as follows:

FUND NAME

AMOUNT
4,550.00

UNITS @

3.50

Fred Allen Fund

1,300

Antiquarian

Booksellers

1,500.00

428

1/2

Boston Authors

250.00

Rita Dinneen

500.00

143

Marjorie Gibbons

; 100.00

1/2

Green Memorial

61.16

1/2

G.K. Hall

175.30

Friends of

Kirstein

600.00

171

1/2

Veronica Lehane

25.00

Nason Fund

37,635.21

10,753

Wiggin

1,000.00
46,396.67

286

Then, on a motion duly made and seconded, additions to the
General Investment Account were approved, as follows:

'VOTED: that the sum of
come for the pe
June 30, 1989 e
in the General
in these funds
as required by
basis of $3.56
termined to be

$37,466.68 representing the in-
riod from July 1, 1988 to
arned by the following funds
Investment Account be reinvested
in the General Investment Account
their authorizing votes on the
per unit which is hereby de-
the present fair value per unit.

Minutes of Meeting
Corporation
November 30, 1989
Page Four

AMOUNT

UNITS 8 3.50

FUND NAME

Joan of Arc Fund

Boston Public Library Staff

Centennial Fund
Centennial Fund
John Deferrari Fund
Lee M. Friedman Fund
Lee M. Friedman

Memorial Fund
1/4 L.M. Friedman - Books

for Rare Books Dept.
Dr. Samuel Abbott Green

Memorial Fund
Arthur W. Heintzelman

Memorial Fund
G.K. Hall Associates Fund
Library Art Fund
Marjorie Wiggin Prescott

Fund
Ellery Sedgwick Fund
Shakespeare -

Emerson Fund
Helen O. Storrow Fund
1/2 Wedgewood Club

2 5th Anniversary Fund
Stow Wengenroth Fund

37,466.68

Next, in the establishment of the Herman Leventhal Fund,
on a motion duly made and seconded, it was

1,773.96

498

2,626.78

738

60.26

4,711.88

1,324

11,855.00

3,330

34.66

304.55

11,616.80

3,263

568.51

160

261.28

141.88

11.29

209.96

82.96

2,960.84

832

86.53

159.54

"VOTED:

that the sum of three hundred twenty-five
thousand four hundred and eighty-five dollars
and twenty-eight cents ($325,485.28) tendered
at this meeting of the Board of Trustees of
the Public Library of the City of Boston (a
corporation under Chapter 114 of the Acts of
1876) from the estate of the late Herman
Leventhal be accepted with gratitude, the
same to be established as the Herman Leventhal
Fund in the General Investment Account, the
income only to be used for the general purposes
of the library;

Minutes of Meeting
Corporation
November 30, 1989
Page Five

and

"VOTED:

that the sum of three hundred twenty- five
thousand four hundred and eighty-five dollars
and twenty-eight cents ($325,485.28) which is
this day funded as the Herman Leventhal Fund
be invested through the General Investment
Account established by vote of the Board on
December 1, 19 50; that for the purpose of
enabling such investment 92,996 units be, and
the same hereby are, added to said General
Investment Account; and that the 92,996 units
hereby added to the General Investmnet Account
be, and the same hereby are, allocated to the
Herman Leventhal Fund on the basis of $3.50
per unit, which is hereby determinated to be
the present fair value per unit."

On the establishment of the H. Earle Johnson Fund,
motion duly made and seconded, it was

on a

"VOTED:

and
"VOTED:

that the sum of fifteen thousand dollars
($15,000.00) tendered at this meeting of the
Board of Trustees of the Public Library of
the City of Boston (a corporation under Chapter
114 of the Acts of 1876) from the estate of the
late H. Earle Johnson be accepted with gratitude,
the same to be established as the H. Earle
Johnson Fund in the General Investment Account,
two thirds of the income to be used for the
purchase of materials of permanent value in
the Music Department and one third of the in-
come to be used for the purchase of materials
of permanent value in the Department of Rare
Books and Manuscripts;

that the sum of fifteen thousand dollars
($15,000.00) which is this day funded as the
H. Earle Johnson Fund be invested through the
General Investment Account established by
vote of the Board on December 1, 1950; that
for the purpose of enabling such investment
4,286 units be, and the same hereby are.

V:>5

Minutes of Meeting
Corporation
November 30, 1989
Page Six

added to said General Investment Account; and
that the 4,286 units hereby added to the
General Investment Account be, and the same
hereby are, allocated to the H. Earle Johnson
Fund on the basis of $3.50 per unit, which is
hereby determined to be the present fair value
per unit."

There being no
adjourned at 9:42 a

other business, the meeting of the Corporation
m.

^3R!t-

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Wednesday, March 1, 1990

A meeting of the Trustees of the Public Library as a Corpora-
tion was held at 6:15 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and
Mmes. Gaines and Luthin. Also present were 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 minutes. On
a motion duly made and seconded, the Minutes of the Regular and
Executive Session Meetings of November 30, 1989 were approved.

The next item addressed was the award of contracts. Mr.
Curley provided background information on the contracts presented
and, on the recommendation of Mr. Curley, on a motion duly made
and seconded, it was

"VOTED

that, in exercise of an option to renew, there
be entered into with the Trustees of the
Hyannis Public Library Association, Inc.
a renewal agreement for the rental of pre-
mises located at 401 Main Street, Hyannis,
Massachusetts, for the period July 1, 1990
through June 30, 1991, at a monthly rate of
one thousand one hundred dollars and no cents
($1,100.00)

and

further,
"VOTED:

and

"VOTEEI:

that Arthur Curley, Director, and Librarian,
be, and hereby is, authorized to make, from
time to time, as specified in said renewal
agreement with the Trustees of the Hyannis
Public Library, monthly payments as prescribed
in said lease agreement."

j^i.^

that, in exercise of an option to renew, there

be entered into with Alec Rich Company a lease

for the rental premises located at Rear 21

Court Street (Kings Court) , Taunton, Massachusetts,

during the period July 1, 1990, through June 30,

1991, at a monthly rate of two thousand eighty-three

dollars and no cents ($2,083.00)

m'^'.

*<-i:.^!,if:.

Minutes of Meeting
Corporation
March 1, 1990
Page Two

and

Minutes of Meeting
Corporation
March 7, 1990
Page Three

and

futher.

•VOTED:

and

"VOTED:

and

further

•VOTED:

and

"VOTED:

that, Arthur Curley, Director, and Librarian, of the
Public Library of the City of Boston, be, and hereby
is, authorized to make, from time to time, as
specified in said Lease rental agreement with
Alec Rich Company, monthly payments as pre-
scribed in said Lease agreement."

that, in exercise of an option to renew, there
be entered into with Doctor Donald Stackhouse
a Lease for the rental of premises located
at 205 Main Street, North Reading,
Massachusetts, during the period July 1,
1990, through June 30, 1991, at a monthly
rate of two thousand five hundred eighty-
three dollars and no cents ($2,583.00)

further.

'VOTED:

that the Trustees of the Public Library of the
City of Boston renew the Agreement for the
Period July 1, 1990, through June 30, 1991,
for the auditing of financial records re-
lating to the period July 1, 1989, through
June 30, 1990, at a total cost not to exceed
fifteen thousand seven hundred fifty dollars
and no cents ($15,750.00)."

and

"VOTED:

.•I

that, Arthur Cur ley. Director and Librarian
of the Public Library of the City of Boston,
be and hereby is, authorized to make, from
time to time, as specified in said Lease
rental agreement with Doctor Donald Stackhouse,
monthly payments as prescribed in said Lease
agreement . "

that there be entered into with the firm of
Ernst & Whinney, 200 Clarendon Street, Boston,
Massachusetts, in accordance with the proposal
submitted by Ernst & Whinney for the April 4,
1989 opening of proposals, and for a total fee
not to exceed fifteen thousand dollars and no
cents ($15,0a0.00) for fiscal year 1989,
fifteen thousand seven hundred fifty dollars and
no cents ($15,750.00) for fiscal year 1990,
sixteen thousand five hundred forty dollars
and no cents ($16,540.00) for fiscal year 1991,
a financial audit of each of the following:
(1) The Trust Funds of the Trustees of the Public
Library of the City of Boston; (2) The Eastern
Massachusetts Regional Library Program and (3)
The Library of Last Recourse Grant.

that, the agreement with Wellington Management
Company, 75 State Street, Boston, Massahcusetts
02109, for investment counseling services be
renewed for the period July 1, 1990, through
June 30, 1991, in accordance with the terms
specified in the agreement

and

..T S

further ,

"VOTED: that, Arthur Cur ley. Director, and Librarian
be, and hereby is, authorized to make from
time to time as specified in the agreement
for the period July 1, 1990, through
June 30, 1991, between the Trustees of the
Public Library of the City of Boston and
Wellington Management Company, 75 State
Street, Boston, Massachusetts, the payments
prescribed by said agreement from undistri-
buted income of the General Investment
Account if he finds that the conditions
precedent to such payment have been fulfilled."

Next, Mr. Moloney noted that at the last meeting of the
McKim Committee, it was reported that final approval and certifi-
cations of the McKim Restoration project had been granted by
various official agencies and the project is completely ready for
public bid. Mr. Moloney said that the State Department of

:^^ii

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■l

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation
March 1, 1990
Page Four

Capital Planning has certified the list of contractors for the
project and Inspectional Services has given approval for the
work permit. In addition, the city of Boston's Public Works
and Police Departments^ and the MBTA are reviewing proposals for
site preparation and use. With regard to funding the project,
Mr. Cur ley said that there is a temporary freeze on state funds
pending resolution of the state's budget situation but the city
of Boston's commitment of $13.4 million is available for Phase
I of the project. Mr. Curley then discussed the progress
achieved thus far on the Library's development campaign.

In other business, Mrs. Gaines praised the efforts of the
Central Library Tour Program which is coordinated by Ms. Joan
Eldredge of the Volunteer Department. Mrs. Gaines also noted
that the new format of the BPL Calendar of Library Events has a
great deal of potential for reaching a wide array of audiences.

Mr. Curley then said that recruitment efforts are ongoing
to interview potential candidates for two staff positions:
Assistant Director for Communications and Community Affairs,
formerly Ms. Jane Manthorne's position; and Assistant to the
Director for Personnel, formerly Ms. Rosalie Lang's job.

There being no other business,
poration adjourned at 6:35 p.m.

the meeting of the Cor-

Minutes of Annual Meeting
Corporation

In Board of Trustees
Thursday, May 3, 1990

The Annual Meeting of the Trustees of the Public Library as
a Corporation was held in the Trustees Room of the Johnson Build-
ing at 5:55 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and
Mrs. Gaines. Also present were members of the Library administra-
tion, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

The first item on the 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.
Subsequent to a viva voce vote, Mr. Moloney was declared elected
President.

Next, on a motion duly made, Berthe M. Gaines was nominated
for Vice President. Mrs. Gaines declined the nomination. Then,
on a motion duly made and seconded, William M. Bulger was nominated
for Vice President. No other naunes were placed in nomination.
Subsequent to a viva voce vote, Mr. Bulger was declared elected
Vice President.

On a motion duly made and seconded, the name of Jamie A.
McGlone was placed in nomination for Clerk, with no other nomina-
tion. Subsequent to a viva voce vote, Mr. McGlone was declared
elected Clerk.

■i^

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Next, on a motion duly made and seconded, several enabling
votes for the signing of bills, payrolls, contracts, acceptance
of gifts and for the distribution of income were voted on as a
block, as follows:

VOTED:

and

'VOTED:

Form No. 1046G— 11/74

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that any member of the Corporation or, upon dele-
gation by the Corporation, the Director, the
Associate Director, or designated Assistant
Director be, and hereby is, authorized to sign
on behalf of the Corporation, 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 Corporation, and by delegation
the Director, or the Clerk of the Corporation be,
and hereby is, authorized to sign any and all con-
tracts voted to be made by the Board in the name
and behalf of the Corporation and any and all com-
munications in connection with the award of con-
tracts so voted or recommended to be so voted and
to authorize payments under contracts so voted."

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Minutes of Annual Meeting
Corporation
May 3, 1990
Page Two

and

VOTED:

and

VOTED:

and

"VOTED:

and
further

that, until the next annual meeting, by delegation
of the Trustees of the Public Library of the City
of Boston, the Director, or the Clerk of the Cor-
poration be, and hereby is, authorized to accept on
behalf of the Trustees gifts, payments made in recog-
nition for special services rendered and payments
received for the publications and prints executed
under Library sponsorship and, in connection with
the acceptance of same, to endorse on behalf of the
Trustees checks so received, said amounts to be
reported to the Board at the next annual meeting."

that, until the next annual meeting, by delegation
of the Trustees of the Public Library of the City
of Boston, the Director, or the Clerk of the Cor-
poration be, and hereby is, authorized to accept
on behalf of the Trustees gifts to be added to
funds already established in the General Invest-
ment Account, the acceptance of said amounts to be
reported to the Board at their next meeting."

that Arthur Curley, Director and Librarian of the
Public Library of the City of Boston, be, and here-
by is authorized to cause to be paid to the Rector
of Trinity Church for the period from July 1, 1989
to June 30, 1990 income on the Children's Fund
now held in the custody of the
of the City of Boston pursuant
of the 11th Clause of the Will
as required by the 19th Clause

Collector-Treasurer
to the provisions
of Josiah H. Benton,
of said Will;

'VOTED: that Arthur Curley, Director and Librarian of the
Public Library of the City of Boston be, and here-
by is, authorized and directed to cause to be dis-
tributed and paid to the Rector of Trinity Church,
to be held by said Rector pursuant to the provi-
sions of the 12th Clause of the Will of Josiah H.
Benton, as defined by the Agreement of Compromise,
dated January 15, 1935 and made in connection with
administration of the trust created by said Clause,

im^^^s^Mm^^smmmMi

Minutes of Annual Meeting
Corporation
May 3, 1990
Page Three

four-tenths of the income of the Benton Book Fund
for the period from July 1, 1989 to June 30, 1990,
inclusive, now held in the custody of the Collector-
Treasurer of the City of Boston, and to the Trustees
of the Public Library of the City of Boston the
remaining six-tenths of said income for said period
to be applied to the purchases provided in said
agreement of Compromise."

and

"VOTED:

that Arthur Curley, Director and Librarian of the
Public Library of the City of Boston, be, and here-
by is, authorized and directed to cause to be dis-
tributed and paid to the Trustees of the Public
Library of the City of Boston the income of the
General Investment Account for the period from
July 1, 1989 to June 30, 1990."

Mr. Moloney then called on Mr. Curley to report on major gifts
and grants received by the Library during the year. Mr. CiSirley
submitted the following report to the members of the Board of

Trustees: «,^^^«_«_.j*

GrmntM R«c«i^«d for ttm Forlod of

Hay 1989 through April 1990

Piyital Equip— nt Corporation- -Corporate ContributlQlM

$ 353.000.00

Corporata grant rapraaants 60% towarda
acquisition of a VAX 6410 systam.

Tha Boaton Globa Foundation:

Raprasants tha third phase of tha Globa grant.

Maaaachuaatta Council on the Arts and Himanitica;

Joint project between the BPL and the Handel
& Haydn Society to microfllni concert programa 6i
scrapbook materials documenting the first 175
years of the Handel & Haydn Sociaty.

LSCA TITLE T Grant ■Mierofilaing off Local NeVSPOTOr

Indexes* :

Nawspapar indexes owned by public librarias in Quincy,
Lynn. Dadham. Somerville, Maiden and New Bedford ara
baing microfilmad--proJact will ba completed in July.

Aaaoclation of Research T^ibrariea . Office of HanagCMllt

An -aaaiated aelf-atudy" of the Library's praaarvation
naada. Projact will run from April 1990-Fabruary 1991,

$ 200,000.00

$ 2,339.00 (rY90)
$ 2.036.00 (FY91)

$ 20,000.00

$ 10.000.00

Minutes of Annual Meeting
Corporation
May 3, 1990
Page Pour

(l«t ymmx of a three-yejuc project):

Supports work by a visiting scholar on prints and
drawings by living artists with ties to Boston.

Watlonal Endownent for tha HiUMinities:
(2nd year of a three -year project)

Bibliographic implementation phase of project to
catalog all Massachusetts newspapers.

LSCA Title T Grant ■Eacpedited Access to the Boaton Public
Library's Unproceased Resources*:

(2nd year of a two year program)

LC MARC records are searched for unprocessed materials;

as records are found, materials are processed

and stored so that they remain accessible.

LSCA Title T Grant "Asian Focus":

Series of 3 programs for Chinese, Cambodian & Vietnamese
Imigrant populations developed by the CLSO Adult Services
Division.

$ 75,000.00

$ 401,685.00

$ 311,509.00

$ 23,570.00

MCA Tltlt YI grant 'T^lti tzm BqHwd IltighiWTli9ftdi*:

Staff at Dudley, Codman Square, & JaoMlca Plain branch
libraries are collborating with neighborhood literacy
programs to compile and publish the written works of adult
new readers.

$ 25,000.00

Fidelity r9«rfflti9n:

3rd grant from Fidelity to continue the "Reading is
F^mdaisental Program" (RIF) at Fields Comer Branch Library.

9 2,000.00

WlIX Radio and JTF Peamit Butter;

Award included $825.00 to fund special children's
programs at Brighton, Codman Square and Dudley Branch
Libraries; contribution of $.50 per library card issued to
children during the month of March; promotional services
provided by UMJX.

9 1.461.20

Minutes of Annual Meeting
Corporation
May 3, 1990
Page Five

Significant Gifts Received for th« p«riod of

May 1989 thru April 1990

Friend of the Library David Rea of Readville, MA donated
$13,330 for the purchase of the Book of Kells,

The Estate of Edward Beatty of Hyde Park donated
approximately 3,000 books which Mr. Beatty collected during his
lifetime.

The State Library donated U.S. geologic maps.

The Center for Research Libraries in Chicago donated 136
German, Polish and Russian picture books and 25 children's books
from India to the Jordan Collection.

The Philadelphia Free Library donated 21 retrospective
Japanese and Korean children's books to the Jordan Collection.

Robert Severy continued his donation of restoring paintinos
from the Library's collections, including this year a restoration
of a painting by Winslow Homer.

The Rijksmuseum Het Catharijne Convent and the Pierpoint
Morgan LdLbrary donated a copy of the catalog of their joint
exhibit, The Golden Aae of the Dutch Manuscript.

Stephen Mills (the Burlesque Actor) bequethed his personal
collection of clothing, hats, canes, musical instruments,
scripts, and musical scores from the 1920's, 1930's and 1940's.

The Sound Archives Department received 776 recordings
through various donations.

The Greater Boston Real Estate Board donated Assessed Values
of Real Estate in Down-Town Boston. Fiscal 1989.

Shawmut Bank donated the 1989 Bank Directorv of New England.

Price Waterhouse donated Doing Business in (various^
countries .

Mrs. John Hamilton Bogle of Millbrook, New York sent the
Library her grandfather's 15 scrapboolcs and correspondence of the
Handel & Haydn Society. A. Parker Bro%me served as Secretary and
then President of the Handel & Haydn Society at the turn of the
century.

Mrs. Sophia Chomes of Newton, MA has donated of 610 jazz
arrangements, some of which are in manuscript format.

Minutes of Annual Meeting
Corporation
May 3, 1990
Page Six

Mrs. Rita Dinneen donated 155 music song sheets and
eollsctions •

RAVsrsnd Robert Mackie of Saint Andrew's Episcopal Church in
Hanovsr, MA donated the Carroll collections. The collection
includes published and manuscript compositions for military and
concert bands, secular motets, songs and choruses.

Contemporary composer Gunther Schuller donated 84 musical
scores.

Mrs. Mary Wolf man of Brookline, MA contributed several back
issues of musical journals. Some of these issues completed
holdings for the Music Department.

Independent publisher and member of the Board of Overseers
of the Boston Symphony Orchestra Mr. Robert King continues to
donate copies of his publications from the Brass Music Series.

Mrs. Robert Murphy of Florida continues to donate to the
Music Department copies of progrzuns from the Florida Symphony
Orchestra.

On behalf of Monique Lehner, Philip Lehner of Hingham, MA
donated $500.00 to the^ine Arts Department.

M. Richard Ewarts of Toronto, Canada donated an oil portrait
of Dorothea Hoffman by artist Irwin Hoffman, miscellanious
ephemeral, photographs and books.

Robert Severy donated 3,000 photographs of Charlestown,
Kenmore Square, Bay State Road.

Roger Hewlett of Childs Gallery donated 15 boxes of art
catalogs, periodicals and ephemera on Boston/NE/U.S.

Maury A. Bromsen donated 87 volumes of Parke-Bemet and
Sotheby-Parke-Bemet sales catalogues.

The Chelsea Public Library donated 7 cartons of ledgers,
correspondence and business records.

Bettina Norton of Boston, MA donated the building plans of
the Marshall building.

The Rosenberg estate donated a collection of nearly 7,259
books on American humor.

Minutes of Annual
Corporation
May 3, 1990
Page Seven

Meeting

items received was $13,330 for the

Kells from Friend of the Library David

of Readville, MA, uncle of Library Trustee Marianne Rea

Included sunong the
purchase of the Book of
Rea

Luthin, and a corporate grant of $353,000 from Digital Equipment
Corporation to be used towards the acquisition of a VAX 6410
computer system. Mr. Cur ley reported that the Library received
gifts and grants valued at a total of $1,400,000 for the period
of May 1989 through April 1990.

There being no other business, the Annual Meeting of the
Corporation adjourned at 6:07 p.m.

i^\

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Thursday, May 3, 1990

Minutes of Meeting
Corporation
May 3, 1990
Page Two

A meeting of the Trustees of the Public Library as a Cor-
poration was held at 5:40 p.m.

Present at the meeting were Messrs. Bulger and Moloney, and
Mmes. Gaines and Luthin. Also present were members of the Library
administration, staff, and public.

Kevin F. Moloney, President of the Board, presiding.

Mr. Moloney opened the meeting with the announcement that
Margo Crist, Assistant Director for Planning and Administrative
Coordination has been appointed Assistant Director for Public
Services at the University of Michigan at Ann Arbor. Mr.
Moloney paid tribute to Ms. Crist for the many outstanding
accomplishments she achieved during her tenure at the Library.
Mr. Moloney also recalled Ms. Crist 's role in coordinating the
search process for a new Library Director resulting in the ap-
pointment of Arthur Curley. Concluding his remarks, Mr.
Moloney said that the Board is grateful to her for all she
has contributed to the Library and wished her success in her
new position. Mr. Curley said that this is a sad loss for the
Boston Public Library, but a tribute to Marge's exceptional
talents noting that the University had undertaken an extensive
national search for this important position. Mr. Curley
remarked that Ms. Crist will be sorely missed, but the contri-
butions she has made to the quality of library service in
Boston and throughout the state will long remain.

The next item addressed was the approval of minutes. On
a motion duly made and seconded, the Minutes for the Regular Meet-
ing of March 7, 1990 were approved. Mrs. Luthin expressed ap-
preciation for the promptness of sending the minutes to the Board
members .

Mr. Curley provided background information on two contracts
presented and, on his recommendation, on a motion duly made and
seconded, it was

"VOTED: that there be entered into with Bonnell Motors
Inc., 353 Caunbridge Street, Winchester,
Massachusetts 01880, the lowest eligible, re-
sponsible and responsive bidder in the public
bidding, a contract for the leasing of two (2)
panel trucks and two (2) station wagons during
the period July 1, 1990, through June 30, 1991,
at the following rates: monthly lease of two
panel trucks $512.00 per vehicle, plus C.15 per
mile; and monthly lease of two station wagons

and

'VOTED

$615.00 per vehicle, plus C.17 per mile, at a
total cost not to exceed thirty seven thousand
five hundred fifty two dollars and sixty two
cents ($37,552.62), with the Trustees option for
renewal on July 1, 1991, at bid price."

that, in exercise of an option to renew, there be
entered into with Boston Copico, Inc., 55 North
Street, Canton, Massachusetts 02121, a renewal
agreement for providing photocopy coin-operated
machine service as well as related photocopy
services, throughout the Boston Public Library
System, at the following unit price cost per
photocopy:

(A) GENERAL PUBLIC COIN COPY RATE:

(B) LIBRARY UNITS BY-PASS COPY RATE:

RATE:

(D) LIBRARY COMMISSION RATE ON ALL

COIN COPY USAGE:

(E) GENERAL PUBLIC COIN COPY RATE

FOR 11" X 17" COPIES:

$.10/COPY
$.35/COPY

$.029/COPY

NONE

$.20/COPY

There being no other business, the meeting of the Corporation
adjourned at 5:50 p.m.

♦ *'.

iiS

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Tuesday. October 16, 1990

Minutes of Meeting
Corporation
October 16. 1990
Page Two

was

A meeting of the Trustees of the Public Library as a Corporation
held at 10:35 a.m.

Present at the meeting were Trustees Bu ger, Consalvo, 6a nes,
Snyder, and Taylor. Also present were Daniel Coolidge and William
Barrjof Shepley, Bulfinch. Richardson and Abbott, Inc.; members of the
Library administration, staff and public.

William M. Bulger presiding.

Senator Bulger welcomed and introduced the three new members of the
Board of Trustees who had been recently appointed by Mayor Rfyniond L.
Flynn- Robert W. Consalvo, Operations Director Mayor's Pol cy Office;
ArthSr F F. Snyder, Vice-chairman, U.S. Trust Company, President of
the Associates of the Boston Public Library and Past-President of the
Trustees if the Boston Public Library; and William 0. Taylor, Pub isher
Ind Chairman of the Board, The Boston Globe The new Trustees will
replace Doris Kearns Goodwin. Marianne Rea Luthin, and Kevin P.
Moloney, whose terms have expired.

The first item on the order of business was the organization of the
Board It was agreed that Senator Bulger would continue to serve as
President mi^^ Nominations were invited for Vice President ara
llllorT BifthTTGaines was nominated but declined the nomination.
ThfT^n a motion duly made and seconded, William 0. Taylor was
Seated for Vice Pr'esident, ^l^jmil^ No other names we^e placed
in nomination. Subsequent to a nil vo£i vote. Mr. Taylor was dec i area
elected Vice President ara tempore.

Following discussion, the next meeting of the Board was scheduled
for Monday. December 3. 1990 at 8:30 a.m.. Trustees Room, Johnson
Building. Mrs. Gaines suggested that the Board meet in the Branch
Libraries at some future meeting and the Board agreed.

The President then deferred, until the "^^^^meeting, action on the
aooroval of Minutes for the Annual and Regular Meetings of May 3. is^u
in order for the new members of the Board to get the opportunity to
read the minutes.

The Director provided background information and an update on the
McKim Restoration Project. He stated that on September 22, 1989 the
Board of Trustees voted approval of working drawings and detailed
specifications as the basis for formal public bidding for Phase One of

the project. The city of Boston's funding contribution of $13.4
million is in place. The Governor, however, had frozen the State's
contribution of seven million dollars pending resolution of the
Commonwealth's economic problems. Consequently, the Library has
postponed the public bids, pending resolution of efforts to gain
release of state funds. In order to take advantage of the favorable
bidding climate it is hoped that the Library will be in a position to
solicit bids for the project soon. Mrs. Gaines asked who was going to
take the place on the McKim Committee vacated by Kevin F. Moloney,
former President of the Board. Mr. Curley suggested that such
designation would be the responsibility of the Board President, but
that the McKim Committee has concluded its responsibilities for
developing Phase One plans. Mr. Curley then introduced Messrs.
Coolidge and Barry, Architects, who gave a brief overview of the
project. Mr. Curley suggested that the new Trustees might wish to view
a repeat performance of the project review which the architects had
previously presented to the Board. The Trustees welcomed the
suggestion and Mr. Curley asked the Clerk to set up a presentation for
the members of the Board at the offices of Shepley, Bulfinch,
Richardson and Abbott, Inc. Final approval and certifications of the
project have been granted by the various official regulatory agencies
and the project is ready to go out to bid under Chapter 149.

Next the Director recommended to the Board the appointment of Ruth
Chamberlain Kowal as Regional Administrator, Eastern Massachusetts
Regional Library System. Mr. Curley noted that Ms. Kowal presently
serves as Regional Administrator, Central Massachusetts Regional
Library System in Worcester, Massachusetts and had previously served in
executive library positions in southeastern Massachusetts and in New
York state. Mr. Curley noted that Ms. Kowal is the recommended
candidate of the Eastern Region Search Committe and that the position
became vacant upon the retirement of Mary A. Heneghan who served as
Regional Administrator for the past eighteen years. Mr. Consalvo
questioned the ramifications of not filling the position. Mr. Curley
explained that the position, which is funded by the state, is required
by the contract under which the Boston Public Library is designated as
Regional Headquarters. The expected consequence of contractual
non-fulfillment would be loss of contractual designation and state
funding for the entire program. Then, on the recommendation of the
Director the Board approved the appointment of Ruth Chamberlain Kowai .
On another recruitment effort, Mr. Curley reported to the Board on the
progress of recruitment for the position of Assistant Director for
Communications and Community Affairs. Mr. Curley noted that this
Dosition has responsibility for the Library's development efforts,
graphics, public relations, and publications. Mr. Curley reported that

Minutes of Meeting
Corporation
October 16, 1990
Page Three

a search committee has recommended a candidate but the candidate is out
of the country and he will need to confer with the candidate before he
brings the recommendation to the Board.

Mr. Curley reported that the Marlborough Public Library has
requested to change its regional affiliation from the Eastern to the
Central Massachusetts Region. Mr. Curley said that being a member of
the Central Region would enable Marlborough Public Library to
participate more effectively in automation, interlibrary loan and
document delivery arrangements. Then, on a motion duly made and
seconded, and on the recommendation of Mr. Curley, it was

"VOTED:

to authorize the transfer of the Marlborough Public
Library from the Eastern to the Central Massachusetts
Regional Library System."

There being no other business, the meeting of the Corporation
adjourned at 11:05 a.m.

if"<r'^.V' ■■■+.'iy

•k^l^i^S^^iE^^ii^

TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON

Minutes of Meeting
Corporation

In Board of Trustees
Friday, December 14, 1990

A meeting of the Trustees of the Public Library as a Corporation
was held at 11:50 a.m.

Present at the meeting were Trustees Bulger, Consalvo, Gaines,
Snyder, Taylor, and members of the Library administration, staff and
public.

William M. Bulger presiding.

The first item on the Order of Business was the approval of
minutes. On a motion duly made and seconded, the minutes of the
SeguUr Meeting and Annual Meeting on May 3, 1990 (deferred from
prlvious meeting) together with the Regular Meeting on October 16.
1990 were approved.

The Director announced that now two years after t^f. Library
Improvement Bill was passed the contract for "ven mi lion dollars
between the Trustees and the Massachusetts Board of L brary
Slsionlrs has finally been signed B«"""°^this he money to
cover the anticipated costs of Phase I of the McKira Resoration
Project contract is now in place. The contract between the Library
Sinistrative Agency and Trustees Corporation that authorizes t e
Trustees to administer this project has a deadline of December 31
1990 and that contract needs to be extended now through 1995 "r.
consalvo noted that the City Office of Cap tal P1>"";"9 had only
received the new contract on December 13, 1990. He stated tnai ne
h!"d1scussed Sith Mary Nee in Capital Planning and she had expressed
concern that the Tax Act of 1986 Impacted this contract and jt should
be reviewed with Bond Counsel. Because of this he PJ^opo"-! t^at
action be delayed on this matter. It was pointed out that the only
matte? before the Board was the extension of the contract that was
oriqinally authorized in 1983. Mr. Consalvo noted that the city has
a caiita Dlannlng process that works well and all projects shoud
?1t S th n 1? In his opinion the project would be better done like
the West Roxbury addition was with the Library overseeing the work.
S aS tion the Capital Planning Officer would like to review ,t.
Marv Nee has questions as to whether it Is valid or not due to
changefin the tax law of 1986. Mr. Taylor noted that the Trustees
we?e only asked to vote on a change of date. Mr. Curley reviewed for
?he Board ?he various contracts between the city and state and other
oarties that have brought the Mckim Restoration project to its
cSrrent stage and he stated that authorization for the Trustees to
continue as%mployers of Shepley Bui finch and keeping the project
moving must be voted by the Board no later than December 31. 990.
He noted that every major construction project for the Central
Library since the original construction in 1895 has been d recti y
inSe? the aSthorUy of the Library Trustees and the special nature of
the building has deemed it necessary for the Trustees to be

Minutes of Meeting
Corporation
December 14, 1990
Page Two

responsible for this project. The President stated that the Board's
responsibilities were clear and he noted that there will be
competition for these funds that have been earmarked for the
Library. Mr. Consalvo said he would like to have the issues raised
resolved before such a vote. Following further discussion and on a
motion duly made and seconded, it was

"VOTED: to amend the Agreement (For Making Extraordinary

Repairs to the McKim Building) between the Agency and
the Corporation as follows:

By striking in the First Amendment, Paragraph I,
and elsewhere as they appear, the words and
figures "through December 1990" and by
substituting therefore the words and figures
"through December 1995."

Mr. Snyder asked Mr. Consalvo what would make it possible for him
to vote positive in the matter. Mr. Consalvo replied that the Office
of Capital Planning has not reviewed the contract and has
reservations with it. The Director pointed out that that contract
was sent out for information purposes only since it is a contract
between the Trustees and Massachusetts Board of Library
Commissioners.

Next, the Director presented information relating to planning for
the Fiscal '92 budget request. He explained that the Trustees would
normally adopt a program of service at this time upon which the
budget request would be built. However, this year like last year the
budget office has asked the departments to present a maintenance
budget and a target budget. The maintenance budget represents a
continuation of the present level of service and the target budget
calls for a reduction of 14% or $2.8 million dollars. This would
mean reduction in purchasing of books, supplies and materials as well
as a reduction of about 70 positions. Mr. Curley said that he has
had discussions with the city Budget Director and he assured the
Board that other city departments are taking their fair share of
budget reductions and that the library is not being singled out. In
order to maintain stability of library services, the Director noted
that the Library is also dependent on state funding, and while state
funding was increased this past year we do not yet know the impact on
state funding next year. The Director expressed appreciation for the
continued City support which has increased over 61% over the last six
years. He said that the library would propose reduction options
consistent with keeping the best possible level of services. Mr
Consalvo explained that budget planning this year is based on
conservative estimates and on the assumption of level funding of
local aid from the state.

mm^

Minutes of Meeting
Corporation
December 14, 1990
Page Three

Mrs. Gaines asked about the procedure for layoffs and Mr. Curley
explained the complexities of implementing staff reductions. Mr.
Consalvo asked about the timeline for the budget process and whether
the administration should consider a hiring freeze in light of the
target for the Fiscal '92 budget.

Mrs. Gaines asked Ms. Loke to respond to the issue of the
staffing at the branches. Ms. Loke emphasized the problems with
current staffing levels where even a single vacancy can bring about
the closing of a branch.

Next, Mr. Curley announced receipt of a grant from the U.S.
Department of Education in the amount of $123,000 to preserve and
microfilm parts of the Brown Music collection, one of the outstanding
music collections in the country. In addition, he announced that the
Boston Library Consortium had received a grant of $192,000 that will
help make the library's on-line catalogue interactive with catalogs
of other libraries around the state.

Mr. Curley then asked Mr. Gunars Rutkovskis to unveil a gift to
the Library of a reproduction of the Book of Kells donated by Mr. Dan
Rea of Readville, uncle of former Trustee Marianne Rea Luthin.

Mr. Consalvo and Mrs. Gaines addressed the desirability of a more
convenient time for the Board to meet.

The President then announced that it was necessary to go into
Executive Session to discuss matters relating to contract
negotiations. On a motion duly made and seconded, it was so voted.
The President announced that the meeting would not reconvene.

Clerk

Please read, initial below and
return to the Clerk

Trustee

BOSTON PUBLIC LIBRARY

BOARD OF TRUSTEES

CORPORATION

MINUTES

JANUARY 21, 1981

DECEMBER 14, 1990

END

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