Boston Public Library
Trustees' Finance and Audit Committee

Board of Trustees
December 23, 2013



Agenda for Trustees Finance and Audit Committee Meeting
December 23, 2013, 8 am to 9 am
Commonwealth Salon, Central Library at Copley Square

Chairman Evelyn Arana-Ortiz

  • Welcome
    Chairman Evelyn Arana-Ortiz

  • Review and Approval of Minutes from September 9, 2013 and September 27, 2013 Meetings
    Chairman Evelyn Arana-Ortiz

  • Review of the Draft Management Letter, June 30, 2013 for Recommendation by the Trustees at the January 14, 2014 Meeting
    Mr. Sean Monahan, Supervisor of Accounting
    Mr. Matthew Hunt, Sullivan, Rogers & Company, LLC
    VOTED: that, the Trustees Finance and Audit Committee recommend that the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2013” Draft with the Recommendations of Sullivan, Rogers & Company, LLC and the Responses of Boston Public Library Management

  • Request for Delegation of Approval from the Trustees to approve the Award of Contract for “Library Patron Self-Service Digital Copy System” Contract
    Mr. Ed Maheigan, Manager of Budget and Procurement
    VOTED: that, the Trustees Finance and Audit Committee request the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Library Patron Self-Service Digital Copy System” Contract to the Trustees Finance and Audit Committee

  • Request for Delegation of Approval from the Trustees to approve the Award of Contract for “Digitization of the WHDH Film Collection at the Boston Public Library” Contract
    Mr. Ed Maheigan, Manager of Budget and Procurement
    VOTED: that, the Trustees Finance and Audit Committee request the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Digitization of the WHDH Film Collection at the Boston Public Library” Contract to the Trustees Finance and Audit Committee

  • Draft IRS Form 990: “Return of Organization of Exempt from Income Tax” Report

  • Approve Schedule for Upcoming Meeting, February TBD
    Chairman Evelyn Arana-Ortiz

  • Other Business
    Chairman Evelyn Arana-Ortiz

  • Adjournment
    Chairman Evelyn Arana-Ortiz

     


Minutes of the Trustees Finance and Audit Committee Meeting
December 23, 2013 Commonwealth Salon 8am to 9am
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

A meeting of the Trustees Finance and Audit Committee was held at the Boston Public Library, Commonwealth Salon, 700 Boylston Street, Boston, MA on Monday, December 23, 2013 at 8:00 a.m.

Present at the meeting were: Committee Chair Evelyn Arana-Ortiz and Trustee Byron Rushing.

Absent from the meeting were Trustee Zamawa Arenas, Ray Sullivan and Anthony Jordan.

Also attending BPL Staff: Chief Financial Officer Ellen Donaghey, Director of Administration and Technology David Leonard, Supervisor of Accounting Sean Monahan, Budget and Procurement Manager Ed Maheigan, and Clerk of the Board Nancy Grilk. Attending by phone was Matthew Hunt of Sullivan, Rogers & Company, LLC.

Chairman Evelyn Arana-Ortiz presided. The Chair called the meeting to order at 8:05 AM and reviewed the agenda.

Ms. Arana-Ortiz reviewed the minutes from the September 9, 2013 and September 27, 2013 Trustees Finance and Audit Committee (Committee) meetings. On a motion made and duly seconded, the minutes from the Trustees Finance and Audit Committee meeting held on September 9, 2013 and the minutes from the meeting held on September 27, 2013 were approved.

Ms. Arana-Ortiz reviewed the Draft Management Letter dated June 30, 2013. Matthew Hunt of Sullivan, Rogers & Company, LLC reported excellent progress by the Library, with no major new comments, and resolution of seven comments from the 2011Management Letter. Mr. Hunt is satisfied that the Library is addressing the issue of collecting and depositing cash and is researching bonding policies for certain staff. Discussion followed on two new items which, Mr. Hunt stated, were not major issues and both are being addressed. These relate to improvements in the timeliness of invoice processing and liability reporting to the City of Boston. The Committee is very satisfied with the Library’s work and progress on these matters. On a motion made and duly seconded, it was

VOTED: that, the Trustees Finance and Audit Committee recommend that the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2013” Draft with the Recommendations of Sullivan, Rogers & Company, LLC and the Responses of Boston Public Library Management

The Chair re-orded the agenda and reported on the Draft IRS Form 990: “Return of Organization of Exempt from Income Tax”. Each Trustee of the Boston Public Library received a copy of the draft report with a request that Trustees report any disclosures that would apply.

Discussion followed regarding conflict of interest reporting. IRS Form 990 requires that Trustees disclose any conflicts. The Trustees are covered under the State Conflict of Interest law. The Trustees discussed affirmatively adopting the State Conflict of Interest Policy as part of next year’s 990 process.

Chairman Arana-Ortiz will report on the IRS Form 990 discussion at the January 14 Board of Trustees meeting.

Mr. Hunt reported that Sullivan, Rogers & Company, LLC is merging with the national CPA firm CliftonRogersAllen in 2014.

Ms. Arana-Ortiz discussed the agenda item of a request for delegation of approval by the Trustees for the award of contract for Library Patron Self-Serve Digital Copy System and called on Budget and Procurement Manager Ed Maheigan. Mr. Maheigan reported that the self-service digital copy system would preserve the bookbinding by allowing patrons to make digitize materials in a cradle that does not flatten the binding. The system also allows patrons to digitize materials without requiring digital or curatorial staff assistance. Digital copies can be saved on a USB device or directed to an email account. The $75,000 budget for this contract will be available with City of Boston Operating Funds. The Central Library will host this pilot project of three self-service copiers with an option for one additional copier. The contract bids are due past the date of the January 14, 2014 Trustees meeting, thus the Committee will request the Trustees delegate approval of the contract to the Committee at a February meeting to be scheduled. On a motion made and duly seconded, it was
VOTED: that, the Trustees Finance and Audit Committee request the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Library Patron Self-Service Digital Copy System” Contract to the Trustees Finance and Audit Committee

The agenda item for delegation of approval from the Trustees for the award of a threeyear contract for Digitization of the WHDH Film Collection at the Boston Public Library contract was tabled for discussion at a future Committee meeting.

The next meeting of the Trustees Finance and Audit Committee was scheduled for Monday, February 10, 2014 at 8 AM in the Central Library, Commonwealth Salon.

There being no further business the meeting was adjourned at 8:53 AM.

Respectfully submitted,
Nancy Grilk
Nancy Grilk
Clerk to the Trustees