A Meeting of the Trustees of the Public Library of the City of Boston as a Corporation and as an Administrative Agency was held at the Parker Hill Branch of the Boston Public Library, 1497 Tremont Street, Roxbury, MA on Tuesday, January 8, 2013 at 3:00 p.m.
Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Evelyn Arana Ortiz, Zamawa Arenas, Carol Fulp, Paul La Camera via telephone, and Byron Rushing.
Absent from the meeting was Trustee Dennis Lehane.
Also present at the meeting were: President Amy E. Ryan; Clerk of the Board Nancy Grilk; Boston Public Library and City of Boston staff; and, 9 members of the public.
Chairman Jeffrey B. Rudman presided.
Chairman Rudman thanked Ms. Rebecca Manos, Branch Librarian at the Parker Hill Branch for hosting the meeting and asked her to say a few words.
Ms. Manos welcomed the Trustees and audience and provided a brief history of the branch, spoke of their partnership with the local elementary school, and highlights of recent events. She introduced Children’s Librarian Rachel Keeler, Library Assistant Theresa Jacob, and Custodian Eric Banks.
The Chairman addressed the item on the agenda of the Review and Approval of the Minutes for the November 13, 2012 meeting. On a motion made and duly seconded, the Minutes of the Trustees Meeting held on November 13, 2012 were approved and subsequently posted to the Boston Public Library website.
The Chairman addressed the next agenda item of the discussion and approval of the Amended and Restated By-Laws of the Trustees of the Public Library of the City of Boston, as a Corporation. Mr. Rudman noted that the amended By-Laws do not contain any material changes to the existing By-Laws. Discussion followed. On a motion made and duly seconded, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston adopt the "Amended and Restated By-Laws of the Trustees of the Public Library of the City of Boston, as a Corporation"
President Amy Ryan began the Presidents Report and announced that Senior Clerk in Shipping and Receiving David Rosario and Circulation Supervisor at the Connolly Branch Marilyn Rodriguez will receive two of the three annual Three Kings Day Awards at a ceremony in Mayor Menino’s office for their dedication and service to the BPL and their devotion to Latino culture. A round of applause followed.
President Ryan continued with an update on the successful implementation of the new Integrated Library System and recognized the contributions of staff for the successful migration of the Boston Public Library operating system. This $2.5 million capital project permeates all aspects of the library. The system went live the week of December 9, 2012 and is operating smoothly.
President Ryan switched the order of the agenda items to first talk about the Collection Development Policy and was joined by Chief of Collection Strategy Laura Irmscher and Keeper of Special Collections Susan Glover. The most recent draft of the policy includes appendices and incorporates comments from the Trustees, Special Collections Committee, staff and the public. President Ryan reviewed highlights of the policy, and the criteria for Collections of Distinction. Each Collection of Distinction represents a commitment by the Boston Public Library to allocate resources to access, acquisition, digitization, preservation, and staff development. Ms. Glover provided an overview of the process for development of the first eighteen Collections of Distinction. Each collection was written by BPL staff and vetted by a scholar in the particular field, and reviewed by the Special Collections Committee. Additional Collections of Distinction will be identified in the future with the expectation there will be approximately forty. Trustee Rushing, a member of the Special Collections Committee noted that that the policy regarding gifts holds the same standard as for purchase. President Ryan stated that a public awareness plan will be developed to publicize the availability of these remarkable documents. Discussion followed. On a motion made, and duly seconded it was:
VOTED: that, the Trustees of the Public Library of the City of Boston approve the “Boston Public Library Collection Development Policy.”
President Ryan reported on the request to name the community room at the Charlestown Branch the “Marilyn and Gerard Doherty Community Room” and provided background on them. President Ryan reviewed the criteria for naming spaces, which mirrors the policy approved by the Trustees for naming a branch minus the provision that the person(s) be deceased. All of the criteria were met. Several Trustees know the Doherty’s and consider this a a well-deserved honor. On a motion made and duly seconded, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston
approve the naming of the Charlestown Branch Community Room
the “Marilyn and Gerard Doherty Community Room.”
President Ryan reported that the Friends of the Charlestown Branch will host an event at the branch in March to celebrate the naming.
The City of Boston Chief Financial Officer Meredith Weenick provided a general overview for fiscal year 2014 noting that she is keeping a close watch on federal and state fiscal developments and the implications for the city. Ms. Weenick expects the library will receive level funding for the fiscal year 2014, and added that library’s appropriation will include an increase to cover collective bargaining contracts once approved, and adjustments for other fixed costs. The Mayor will submit the city’s budget to the Boston City Council on April 10, 2013.
President Ryan began the Major Capital Projects Update with an introduction of the new Major Projects Manager Eamon Shelton. Project updates can be followed on the Boston Public Library’s web page. Progress continues on construction of the new East Boston Branch which is on track to open in the fall of 2013. A number of improvements have been realized at the Jamaica Plain Branch as the result of the Carolyn Harrigan bequest. Architects Miller Dyer Spears are reviewing the branch’s existing study. An additional two community meetings will be scheduled. The Request for Proposal for the Roslindale Branch architecture services closes in two weeks. The Dudley Branch first phase of exterior improvements is moving ahead. The Charlestown upgrades are mostly completed. The second meeting of the Johnson Improvement Community Advisory Committee is scheduled for January 10th. William Rawn Associates, Architects, Inc. has been selected to work on that project.
Trustees Finance and Audit Committee Chair Evelyn Arana-Ortiz reviewed the Committee’s actions. Ms. Arana-Ortiz reported on new auditors, Sullivan, Rogers & Company LLC Independent Auditors’ Report on Basic Financial Statements noting that the auditors found no material weaknesses in the library’s financial statements. The Management Letter will be reviewed at the next Trustees Finance and Audit Committee meeting in February. Trustee Arenas, a Committee member, echoed Chair Arana-Ortiz’s praise for the work of Sullivan, Rogers & Company.
Chair Arana-Ortiz discussed the agenda item related to the request for delegation of authority to the Trustees Finance and Audit Committee to approve the contract for the final phase of the Norwood Relocation to the City of Boston Archives Center. Discussion followed. 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 of Contract for the Final Phase of the Norwood Relocation to the Trustees Finance and Audit Committee.
Chair Arana-Ortiz addressed the next two items on the agenda for approval of the Trustees of the recommendation by the Trustees Finance and Audit Committee to approve the addition of the 3M Company to the approved Boston Public Library Book Contract Vendor List for an amount not to exceed $250,000, and for Overdrive, Inc. to be included for an amount not to exceed $1,000,000. Discussion followed. The Trustees agreed to approve the two items in one vote. On a motion made and duly seconded, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston approve the addition of 3M Co. to the Boston Public Library Book Contract Vendor List for an amount not to exceed $250,000.00, and to approve the addition of OverDrive, Inc. to the Boston Public Library Book Contract Vendor List for an amount not to exceed $1,000,000
Chairman Rudman asked for New Business. Trustee La Camera requested an update from the Boston Public Library affiliates. Boston Public Library Foundation Executive Director David McKay reported that that Gala fundraising goal was met. Chairman Rudman noted that the Gala was a wonderful success and remarked that the library looked stunning. Associates of the Boston Public Library Executive Director Louisa Stephens distributed information on an event for Black History Month on February 9, 2013, and announced the 25th Annual Literary Lights is scheduled for April 14, 2013. Normal B. Leventhal Map Center Executive Director Jan Spitz reported that the Torn in Two: The 150th Anniversary of the Civil War exhibit opened at Ford’s Theater in Washington, DC. The show moves to the Osher Map Library & Smith Center for Cartographic Education in Portland, Maine in April 2013. There have been approximately seventy-four thousand visitors to the map center in its first year at the current location. Mayor Menino will be honored with the Leventhal Explorers Medal for his leadership in K-12 student at the map center’s Gala on February 1, 2013.
Five members of the public provided Public Comment regarding the Johnson Improvement Project Community Advisory Committee composition; Citywide Friends of the Boston Public Library presented the Trustees with a check for $17,589.00 for audio visual equipment upgrades for Rabb Lecture Hall; appreciation was expressed for the Trustees meetings being held in the branch libraries; and, a request for information regarding the replacement of the project manager for the Trustees Fellowes Athenaeum Trust Advisory Committee received assurance that the manager will be replaced and the gentleman is invited to the next committee meeting. Mr. Rudman recognized State Representative Jeffrey Sanchez who welcomed the Trustees, and noted he visited this branch as a child. He expressed appreciation to the Trustees for investments at the branches.
There being no further business the meeting adjourned at 4:10 p.m. and met in an Executive Session.
Clerk to the Trustees