Boston Public Library
Trustees' Finance and Audit Committee

Board of Trustees
September 9, 2013



Agenda for Trustees Finance and Audit Committee Meeting
September 9, 2013, 8 am to 9 am
Commonwealth Salon, Central Library at Copley Square

Chairman Evelyn Arana-Ortiz

  • Welcome/Introductions
    Chairman Evelyn Arana-Ortiz
     
  • Review and Approval of Minutes from May 22, 2013
    Chairman Evelyn Arana-Ortiz
     
  • Review of the Boston Public Library's Financial Statements for the Fiscal Year Ending June 30, 2013 for Recommendation of Approval by the Trustees at the September 10, 2013 Meeting
    Mr. Sean Monahan, Supervisor of Accounting
     
    VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston of the Boston Public Library's Financial Statements for the Fiscal Year Ending June 20, 2013
     
  • Review of Contracts for Recommendation by the Trustees at the September 10, 2013 Meeting
    Mr. Ed Maheigan, Manager of Budget and Procurement
    • Contract for Providing Moving, and Sorting Services of Library Material for the East Boston and Orient Heights Branches and the New East Boston Branch of the Boston Public Library during the Period September 11, 2013 through October 31, 2013
       
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston of a Contract for Providing Moving, and Sorting Services of Library Material for the East Boston and Orient Heights Branches and the new East Boston Branch of the Boston Public Library during the Period September 11, 2013 through October 31, 2013
       
    • Contract for Providing Consultant Services for the Johnson Building Renovation Project of the Boston Public Library during the Period September 11, 2013 through June 30, 2014
       
      VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston of a Contract for Providing Consultant Services for the Johnson Building Renovation Project of the Boston Public Library during the Period September 11, 2013 through June 30, 2014
       
       
  • Request for Delegation of Approval of a Contract by the Trustees at the September 10, 2013 Meeting
    Mr. Ed Maheigan, Manager of Budget and Procurement
    Request Delegation of Approval for the Award of Contract for Providing Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library during the Period September 27, 2013 through November 30, 2013 to the Trustees Finance and Audit Committee.
     
    VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Award a Contract for Providing Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library during the Period September 27, 2013 through November 30, 2013 to the Trustees Finance and Audit Committee
     
  • Review of Extension of a Subscription to the CollectionHQ Service Providing a Web Interface of
    Collection Analysis for the Period July 2, 2013 through July 27, 2016 for an Annual Fee of $24,750 for
    Recommendation of Approval by the Trustees at the September 10, 2013 Meeting

    Mr. Ed Maheigan, Manager of Budget and Procurement
     
    VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of
    the Public Library of the City of Boston of an Extension of Subscription to CollectionHQ Service
    for the Period July 27, 2013 through July 27, 2016 for an Annual Fee of $24,750

     
     
  • Approve Schedule for Upcoming Meetings
    Chairman Evelyn Arana-Ortiz

    Thursday, September 19 at 8am
     
  • Other Business
    Chairman Evelyn Arana-Ortiz
     
  • Adjournment
    Chairman Evelyn Arana-Ortiz
     


Minutes of the Trustees Finance and Audit Committee Meeting
September 9, 2013, 8 am to 9 am

Chairman Evelyn Arana-Ortiz

A meeting of the Trustees Finance and Audit Committee was held at on Monday, September 9, 2013 at 8:00 AM the Boston Public Library, Central Library, Commonwealth Salon, 700 Boylston Street, Boston, MA 02116.

Present at the meeting were Chair Evelyn Arana-Ortiz and Committee members Zamawa Arenas and Byron Rushing.

Absent from the meeting were Mr. Ray Sullivan and Mr. Anthony Jordan.

Boston Public Library Staff: President Amy Ryan, Chief Financial Officer Ellen Donaghey, Budget and Procurement Manager Ed Maheigan, Supervisor of Accounting Sean Monahan, and Clerk of the Board Nancy Grilk.  Also attending for the City of Boston: Assistant Corporation Counsel Caroline Driscoll.

Ms. Arana-Ortiz, Chair of the Trustees Finance and Audit Committee (Committee) presiding.

Ms. Arana-Ortiz reviewed the minutes of the May 22, 2013 meeting of the Trustees Finance and Audit Committee.  On a motion made, and duly seconded, it was:

VOTED: to approve the minutes of the meeting of the Trustees Finance and Audit Committee meeting held on May 22, 2013.

Ms. Arana-Ortiz reviewed “The Boston Public Library’s Financial Statements for the Fiscal Year ending June 30, 2013”. The Statement does not include the Boston Public Library Foundation financials which are expected by the week’s end. Approval is conditional upon receipt of the Boston Public Library’s Financial Statements. Ms. Arana-Ortiz noted that the Lead Auditor for Sullivan, Rogers and Company offered an unqualified opinion of the FY 2013 audited financials Ms. Arana-Ortiz reported that there were no issues by the lead auditor Sullivan, Rogers & Company, LLC who will attend the September 10 Trustees Meeting. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston of the Boston Public Library’s Financial Statements for the Fiscal Year Ending June 30, 2013, conditional upon receipt of the final Financial Statements from the Boston Public Library Foundation

The Committee reviewed two contracts for recommendation of approval by the Trustees at the September 10 Board meeting. The first is for providing moving and sorting services of library materials for the East Boston and Orient Heights Branches and the new East Boston Branch. Mr. Ed Maheigan reported that one bid was received from William B. Meyer, below the expected budget, and rated very highly. The project is expected to be one month in duration.  Discussion followed.  On a motion made and duly seconded, it was:

VOTED: that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston, there be entered into with William B. Meyer, 255 Long Beach Blvd., Stratford, CT 06615, the sole responsive and responsible bidder, a contract for Providing Moving and Sorting Services of Library Materials for the East Boston and Orient Heights Branches and the new East Boston Branch of the Boston Public Library, for the period September 11, 2013 through October 31, 2013 at a total cost not to exceed twenty nine thousand, seven hundred sixty dollars and zero cents ($29,760.00)

The second contract is a proposal for providing consultant services for the interim services for the Johnson Building renovation project. Mr. Maheigan reported that one bid was received from Ms. Ruth Kowal, and rated highly advantageous. Ms. Kowal has previous experience at the Boston Public Library. The City of Boston Law Department vetted this process and found there would be no conflict in entering into a contract with Ms. Kowal. Consulting services are expected to be eight months duration. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, there be entered into with Ruth Kowal, 35 Presentation Road, Brighton, MA 02135, the sole responsive and responsible bidder, a contract for Providing Consulting Services for the Johnson Building Renovation Project of the Boston Public Library, for the period September 11, 2013 through June 30, 2014 at a total cost not to exceed twenty nine thousand, two hundred fifty dollars and zero cents ($29,250.00)

The Chair called for the next agenda item to request delegation of approval of a contract by the  Trustees for sorting, transportation, and shelving services for library materials in conjunction with the Johnson Building Renovation. Mr. Maheigan explained that because there was no bid for the original contract, the contract was cancelled and will be rebid for the period of September 27 through November 30, 2013. The next Board of Trustees meeting is scheduled for November 12, 2013 thus the Committee will request delegation of approval of this contract from the Trustees. On a motion made and duly seconded, it was

VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Award a Contract for Providing Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library during the Period September 27, 2013 through November 30, 2013 to the Trustees Finance and Audit Committee.

The Committee reviewed the extension of a subscription to the Collections HQ Service to provide a web interface of collections analysis from July 27, 2103 through July 27, 2016 for an annual fee of $24,750 for a recommendation of approval by the Trustees at the September 10, 2013 Board meeting. This subscription is important for the BPL staff to understand how the collection is being used at the Central Library and all branches. This includes the software. The three year subscription provides considerable savings to the BPL.

VOTED:  that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston of an Extension of Subscription to CollectionHQ Service for the Period July 27, 2013 through July 27, 2016 for an Annual Fee of $24,750

The next meeting of the Trustees Finance and Audit committee is scheduled for Friday, September 27, 2013 at 8 AM in the Central Library.

The being no Other Business, the meeting of the Trustees Finance and Audit Committee adjourned at 8:37 AM.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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Trustees of the Public Library of the City of Boston
Jeffrey B. Rudman, Chairman; Evelyn Arana-Ortiz, Vice-Chairman; Zamawa Arenas
Carol Fulp; Paul A. La Camera; Dennis Lehane; Byron Rushing

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk