Spacer graphic Boston Public Library
Trustees' Collections Committee
Board of Trustees

Agenda for the December 20, 2012 Meeting

Trustees’ Collections Committee
Thursday, December 20, 2012
8:30 am – 10:00 am
Commonwealth Salon, McKim Building, 1st Floor
700 Boylston Street, Boston, MA

Note: To get to the the Commonwealth Salon, enter through the Boylston Street entrance; follow the corridor to the left.The Commonwealth Salon will be on the left before you enter the Courtyard.

 

AGENDA

  1. Welcome
    Mr. Brian Clancy, Committee Chairman
     
  2. Review and Approval of Minutes for November 6, 2012 (Attachment 1)
    Mr. Brian Clancy
     
  3. New Acquisition for John Adams Library
    Ms. Susan Glover, Keeper of Special Collections
     
  4. BPL Special Collections: Acquisition/Deaccession Process [revision] - Review and approval (See Attachment 2)
    Ms. Susan Glover
     
  5. Transfer of City Documents to Boston City Archives (See Attachment 3) -Review
    Ms. Susan Glover
     
  6. Boston Public Library Collection Development Policy (Draft) - Review and approval (See Attachment 4)
    Ms. Laura Irmscher, Chief of Collections Strategy
     
  7. Boston Public Library’s Collections of Distinction, December 2012 - Review (See Attachments CoD 1-18)
    Ms. Susan Glover
     
  8. New England Regional Fellowship Consortium - Report
    Ms. Susan Glover
     
  9. Other Business
    Mr. Brian Clancy
     
  10. Adjournment
    Mr. Brian Clancy
     

Meeting Schedule
Next meeting is on Wednesday, April 17, 2013, 8:30 a.m., Commonwealth Salon

 


Minutes of the December 20, 2012 Meeting

Minutes of Meeting
Trustees’ Collections Committee Tuesday, December 20, 2012

A meeting of the Boston Public Library Special Collections Committee was held at the Boston Public Library, Commonwealth Salon, 700 Boylston Street, Boston, MA on Thursday, December 20, 2012 at 8:30 a.m.

Present at the meeting were: Committee Chairman Brian Clancy, Vice Chair Mary Pfeifer Lentz, Committee Members: Mr. Rishi Bhalerao, Mr. Michael Ewald, Ms. Barbara Glauber, Ms. Elizabeth “Lillie” Johnson, Mr. Jarvis Kellogg, Ms. Brenda Lawson, Ms. Cheryl Nixon, Mr. Vincent Petronella, BPL Trustee Byron Rushing, BPL President Amy Ryan, Ms. Vivian Spiro, and Mr. William Stoneman.

Absent from the meeting were: Ms. Susan Abbott and Mr. Stanley Cushing.

Also attending BPL Staff: Ms. Laura Irmscher, Ms. Susan Glover, and Clerk of the Board Ms. Nancy Grilk, and Associates of the Boston Public Library Executive Director Ms. Louisa Stephens.

Chairman Brian Clancy presided.

Chairman Clancy addressed the agenda item pertaining to the approval of the Minutes for the Boston Public Library Special Collections Committee (Committee) Meeting held on November 6, 2012. Discussion on revisions to the minutes followed. On a motion made and duly seconded, the Minutes of the Boston Public Library Special Collections Committee Meeting held November 6, 2012 were approved with revisions and subsequently posted on the Boston Public Library website at www.bpl.org.

Keeper of Special Collections Susan Glover reported on and presented a recently acquired 1813 edition of Speeches of Lord Erskine: while at the bar signed by John Adams, purchased by the Boston Public Library, and added to the John Adams Collection.

Ms. Glover addressed the next agenda item and referred to the revised draft BPL Special Collections: Acquisition/Deaccession Process guidelines document. Discussion followed. Ms. Glover will incorporate the Committee’s revisions to clarify reporting guidelines into the draft BPL Special Collections: Acquisition/Deaccession Process document. The revised document will be sent via electronic mail to the Committee for input, and included as an Appendix to the Draft Boston Public Library Collection Development Policy.

Ms. Glover reported on the transfer of City documents to the recently opened, state of the art City of Boston Archival Center in West Roxbury where the City and Boston Public Library share space. Ms. Glover explained that certain City of Boston owned documents have been held by the Boston Public Library, some for more than one hundred years, are in the first phase of being returned to the City and relocated to the archive center. None of these documents are being deaccessioned from Boston Public Library collections.

Chief of Collections Strategy Laura Irmscher reviewed the Draft Boston Public Library Collection Development Policy revisions based on recommendations and comments by the Committee at the November 6, 2012 meeting. Discussion followed. Appendix D: Gifts will be revised to include reference to maintenance and preservation related to staff time and resources associated with donations. The Committee recommended inclusion of the BPL Special Collections: Acquisition/Deaccession Process with the approved, revised language as an Appendix to the Draft Boston Public Library Collection Development Policy. The Committee recommends approval of the revised policy by the Board of Trustees at the January 8, 2013 board meeting. On a motion made and duly seconded, it was:

VOTED: that, the Boston Public Library Special Collections Committee recommends the Trustees of the Public Library of the City of Boston approve the revised Boston Public Library Collection Development Policy.

Ms. Glover then reviewed the Committee revisions that were incorporated into the eighteen Collections of Distinction candidates. Mr. Clancy noted the great efforts of the Associates of the Boston Public Library in preserving and maintaining collections. Ms. Vivian Spiro reported on the efforts of the Associates in continuing the work on digitizing and cataloguing the BPL’s Special Collections. Discussion followed. Having reviewed and accepted the eighteen Collections of Distinction proposals, the Committee expressed support for formally designating the collections as BPL Collections of Distinction to the Board of Trustees. On a motion made and duly seconded, it was:

VOTED: that, the Boston Public Library Special Collections Committee recommends to the Trustees of the Public Library of the City of Boston, the first phase of eighteen Collections of Distinction be included in the BPL Collections of Distinction, and commends the curatorial staff for their outstanding work in developing these collections.

Committee members expressed recognition of and appreciation for the excellent work of the Boston Public Library staff in developing the Collections of Distinction with a round of applause.


Ms. Glover reported on actions to pursue membership in the New England Regional Fellowship Consortium. The New England Fellowship Consortium is a collaboration of twenty-one major cultural agencies which provides research stipends and pools resources among the repositories of consortium members. Committee members expressed support for this pursuit.

Mr. Clancy identified action items from this meeting and discussed upcoming meeting topics including the beginning discussion on an annual report by the Committee to the Trustees, and approval of a quarterly meeting schedule. A launch to celebrate the Collections of Distinction will be scheduled.

There being no further business, the meeting of the Boston Public Library Special Collections Committee adjourned at 9:40 a.m.

Respectfully submitted,



Nancy Grilk
Clerk to the Trustees