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Meetings
Board of Trustees


 

Meeting of the Corporation and Administrative Agency (First Meeting) Tuesday, May 8, 2012, 8:30 a.m.
The Boston Public Library
McKim Orientation Room
700 Boylston Street, Boston, MA

AGENDA

1. Chairman's Call to Order and Report, Mr. Jeffrey B. Rudman

  • Review and Approval of Minutes for the Trustees Meetings held on March 13, 2012 (Attachment 1)

2. President's Report, Ms. Amy E. Ryan

  • Introduction of Ms. Gianna Gifford, Manager of Reference and Instruction Services
  • BPL FY 12 Accomplishments (Attachment 2)
  • Norman B. Leventhal Map Center, American Libraries Design Showcase Recognition
  • National Library Week and Library Workers Day
  • City-Wide Friends of the Boston Public Library Gift Acknowledgment
  • BPL Operating Budget Update
    Mr. Sean Nelson, Chief Financial Officer
  • BPL Capital Projects Update (Attachment 3)
    Mr. David Leonard, Director of Administration and Technology
  • Boston Public Library’s Collection Development Policy
    Collections of Distinction, an Introduction (Attachment 4)
  • Youth Services
    Ms. Christine Schonhart, Director of Branches

3. Trustees Compass Strategic Planning Committee Report
Trustee Byron Rushing, Chairman and Ms. Gina Perille, Chief Communications Officer

  • BPL Compass Strategic Plan (to be distributed at the meeting)

4. Trustees' Finance and Audit Committee Report
Trustee Evelyn Arana-Ortiz, Chair and Mr. Sean Nelson, Chief Financial Officer

  • Recommended Award of Contracts (Contract Addendum, Attachment 5)
  • Presentation and Discussion on the Delegation of Approval of three Contracts to the Trustees Finance and Audit Committee: Furnishing Guard and Patrol Services; Elevator Maintenance; and Window Repair and Installation for the Boston Public Library.
    VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of three Contracts to the Trustees Finance and Audit Committee: Furnishing Guard and Patrol Services; Elevator Repair; and Window Replacement and Installation for the Boston Public Library.

5. Trustees Fellowes Athenaeum Trust Advisory Committee
Trustee Evelyn Arana-Ortiz, Chairman of Trustees Fellowes Advisory Committee

  • Discussion and Vote on the Fellowes Athenaeum FY13 Expenditure
    VOTED: "that, the Trustees of the Public Library of the City of Boston approve the expenditure from the Fellowes Athenaeum Trust Fund in an amount not to exceed $75,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY13 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting."

6. Proposed Schedule of Trustees Meetings for 2012 – 2013
Mr. Jeffrey B. Rudman, Chairman

  • September 11, 2012, 3:00 p.m., South Boston Branch
  • November 13, 2012 3:00 p.m., Honan-Allston Branch
  • January 8, 2013, 3:00 p.m., Parker Hill Branch
  • March 12, 2013, 8:30 a.m., Central Library, Copley Square
  • May 6, 2013 Annual meeting 8:30 a.m., Central Library, Copley Square

7. New Business
Mr. Jeffrey B. Rudman, Chairman

8. Adjournment
Mr. Jeffrey B. Rudman, Chairman

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Order of Business for the Annual Meeting (Second Meeting)
of the Trustees as a Corporation
Tuesday, May 8, 2012, 9:00 a.m.
The Boston Public Library
McKim Orientation Room
700 Boylston Street, Boston, MA

 AGENDA

1. Chairman's Call to Order
Jeffrey B. Rudman, Chairman
 

2. Enabling Vote for the Signing of Bills, Special Drafts, and Payrolls
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Board, bills, special drafts, and payrolls of the Library."

3. Enabling Vote for the Signing of Contracts Approved by the Board
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that until the next Annual Meeting, that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts voted, except as otherwise authorized, to be made by the Board in the name and on behalf of the City of Boston and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payment under contracts so voted."

4. Enabling Votes on the Critical Repair Fund

VOTED: "to authorize the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Budget, for the period of July 1, 2012 through June 30, 2013, provided that each contract entered into pursuant to this authorization shall have been estimated to be no greater than One Hundred Thousand Dollars and No Cents ($100,000.00). In no event will the contracts cumulatively exceed two hundred and fifty thousand dollars ($250,000.00)."

5. Enabling vote for Appointment of the Library President or Designee to Hold and Conduct Such Hearings as May be Necessary for Civil Service Personnel
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that we, the Trustees of the Boston Public Library, having appointive authority over the Civil Services personnel at the library, do appoint the Library President, or Designee, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary."

6. Votes Authorizing Routine Operating Procedures
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that until the next Annual Meeting that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, Community Services and Branch Manager, Central Library Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to act on behalf of the Trustees in the administration of the personnel procedures established by them and to fix the remuneration for all officers and employees subject to the salaries and wage scales as currently established.
 
and
   
VOTED: that until the next Annual Meeting the President, or upon delegation, the Director of Library Services, Director of Administration and Technology, Chief Financial Officer, Community Services and Branch Manager, Central Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Board in the approval of the payment of all vouchers or bills covering expenditures incurred in Fiscal Year 2012 - 2013 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2012 - 2013, as shall be approved by the City of Boston."

7. Enabling Vote on the Approval of Interim Salary Payments to Library Employees
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer, Director of Library Services, Director of Administration and Technology are hereby authorized, in cases which the CFO judges to be of no risk, to request the City Auditor to approve Interim Salary Payments to Library Department Personnel who have been approved by the President. Such personnel will be paid from external fund accounts established pending receipt of award letters.  The Library Department will assume responsibility, through our FY2013 City appropriation, for any external fund accounts for which no appropriation becomes available."

8. Other Business
Mr. Jeffrey B. Rudman, Chairman

9. Adjournment
Mr. Jeffrey B. Rudman, Chairman

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Order of Business for the Annual Meeting (Third Meeting)
of the Trustees as an Administrative Agency
Tuesday, May 8, 2012, 9:30 a.m.
The Boston Public Library
McKim Orientation Room
700 Boylston Street, Boston, MA

AGENDA

1. Chairman's Call to Order
Jeffrey B. Rudman, Chairman
 

2. Trustees Nominating Committee Report
Mr. Paul A. LaCamera, Chairman, Nominating Committee

 VOTED: "that the Trustees of the Public Library of the City of Boston approve the Trustees Nominating Committee recommendation of the Slate of Officers of the Trustees of the Public Library of the City of Boston and the Clerk of the Board for the period July 1, 2012 through June 30, 2013."

3. Enabling Vote for the Signing of Payrolls
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Corporation, bills, special drafts, and payrolls of the Library."

4. Enabling Vote for the Signing of Contracts Approved by the Board
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts, except as otherwise authorized, voted to be made by the Board in the name and on 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 contacts so voted."

5. 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
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to accept on behalf of the Trustees gifts, payments made in recognition for the special services rendered and payments received for the publications and prints executed under library sponsorship and, in connection with the acceptance of the same, to endorse on behalf of the Trustees checks so received, said amounts to be reported to the Board at their next Annual Meeting."

6. Enabling Vote for Acceptance on Behalf of the Corporation of Gifts to be Added to Funds Already Established in the General Investment Account
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation, and hereby are, 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 the meeting following any such acceptance."

7. Enabling Vote for the Distribution of Income
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, or Chief Financial Officer, be and hereby is, authorized and directed to distribute and pay 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, 2012 to June 30, 2013;
and
 
further,
 
VOTED: that the President, or Chief Financial Officer, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2012 to June 30, 2013 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;
and
 
further,
 
VOTED: that the President, or Chief Financial Officer, 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 such Clause, four-tenths of the income of the Benton Book Fund for the period from July 1, 2012 to June 30, 2013, 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."

8. Enabling Vote on Trust Funds
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation, until the next annual meeting, is authorized to spend for the purpose of buying library materials any authorized and proper purpose income from those Trust Funds held by the Trustees of the Public Library of the City of Boston, where no specific vote of the Trustees is required by the Trust instrument."

9. Enabling Vote on Boston Public Library Foundation Funds
Mr. Jeffrey B. Rudman, Chairman

VOTED: "that the President, or designee, until the next Annual Meeting, is authorized to request funds from the Boston Public Library Foundation earmarked for the Boston Public Library."

10. New Business
Mr. Jeffrey B. Rudman, Chairman

11. Public Comment
Mr. Jeffrey B. Rudman, Chairman

12. Resignation of Trustee Donna M. DePrisco
Mr. Jeffrey B. Rudman

13. Adjournment
Mr. Jeffrey B. Rudman

 

 

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

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk

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Minutes of Meeting McKim Building, McKim Orientation Room
Corporation and Administrative Agency | Tuesday, May 8, 2012

(First Meeting)

A meeting of the Trustees of the Public library of the City of Boston as an Administrative Agency was held at the Central Branch, Copley Square, on Tuesday, May 8, 2012 at 8:30 a.m.

Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, Donna DePrisco, Carol Fulp, Dennis Lehane and Byron Rushing.

Absent from the Meeting was: Trustee Paul La Camera

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, 10 members of the public.

Chairman Jeffrey B. Rudman presided.

The Chairman addressed the item of the meeting agenda pertaining to the review and approval of the Minutes of the Trustees Meeting held on March 13, 2012. On a motion made and duly seconded, the Minutes of the Trustees Meeting held on March 13, 2012 were approved.

The Chairman moved to the next item on the agenda for the President’s Report. President Ryan introduced a new member of the BPL’s leadership team, Manager of Reference and Instruction Services Ms. Gianna Gifford. Ms. Gifford provided some background on her previous work at Simmons College and expressed her pleasure at joining the staff of the BPL.

President Ryan next presented the Boston Public Library FY12 Accomplishments thanking the Trustees and BPL staff for the successful contributions to the extensive achievements outlined in the document. Chairman Rudman congratulated President Ryan and BPL staff for the tremendous list of accomplishments and achievements, and thanked the City staff for the terrific partnership. President Ryan noted that the accomplishments document will be posted on the BPL’s web page by the week’s end.

President Ryan reported that the Norman B. Leventhal Map Center won the American Library Association award for the prestigious American Libraries Design Showcase 2011 recognition in the “Reuse and Restoration” category with partner Gensler Architects. The Map Center also won the International Interior Design Association award for Excellence in Interior Design, which was also awarded to the Mattapan Branch with partner William Rawn Associates Architects, Inc. The BPL Digital Access Project received national recognition from the Association for Specialized and Cooperative Agencies for the partnership with the Perkins Braille and Talking Book Library to provide on request digitized audio books from the BPL collections for people with visual impairments.

President Ryan recognized AFSCME Local 1526 President Elisa Cadillic for her leadership in initiating recognition of the National Library Week and Library Workers Day to honor library workers at all levels. Mayor Menino and the Boston City Council each issued a proclamation recognizing staff for National Library Workers Day. The Library Snapshot Day resulted in photographs of library staff and patrons enjoying the daily activities at all BPL locations. Patrons and staff were encouraged to submit stories that highlight what the library means to them; many did and they are posted on the BPL’s web page. President Ryan noted that on April 12th during National Library Week, 600,460 people entered a BPL location. The Trustees expressed their appreciation for library staff on National Library Workers Day with chocolates that were delivered to all locations.

President Ryan acknowledged and thanked the Citywide Friends $2,500 for their contribution to the 2012 Museum Pass Program to provide free admission to library patrons at major museums across the city. These passes are much appreciated and highly used by BPL patrons.

President Ryan called on CFO Sean Nelson to provide an update on the proposed BPL FY13 Operating budget. The Mayor’s recommended budget submission to the Boston City Council for the BPL of approximately $31 million includes an increase of $600,000 to the amount approved by the Trustees at the March 13th Board meeting. The total overall FY13 budget represents a 3% increase and the largest since 2009. Separately from the budget, the Mayor challenged city departments to provide innovative ideas for one-time funded projects, and favored several BPL initiatives including; a system-wide e-reader lending program, an early literacy nook at the Charlestown Branch, a teen writing lab at the Egleston Branch, teen zone renovations at the Hyde Park Branch, and rejuvenation of outdoor space at the South Boston Branch. The Massachusetts House Ways and Means proposed FY 13 budget is level funded at $2.7 million with approximately $575,000 for unrestricted state aid, and $2.2 million for the Library for the Commonwealth. The Massachusetts Senate is expected to release their budget within the next few weeks.

President Ryan called on Director of Administration and Technology David Leonard for an update on the BPL recommended capital projects. Mr. Leonard addressed 2 major initiatives; the Johnson Building initiative focusing on the Central Library, and a system wide branch initiative. The Johnson Building initiative includes a use and utilization study and improved use of the lower and street levels including enhanced space for children. The possibility of commercial and retail space exists along with the potential for conference space. President Ryan emphasized this is in the earliest stage of the process. The branch facilities initiative would assess the current state of each branch and map the Compass Principles to identify individual needs and future capital projects. Existing studies will be used as a guide. Roslindale and Jamaica Plain branches will be the first two studies. Discussion followed.

President Ryan continued with the next agenda item and called on Collection Development Manager Laura Irmscher for an introduction on the BPL Collection Development Policy; Collections of Distinction. President Ryan drew the Trustees attention to the draft Boston Public Library Collections of Distinction guidelines draft document included in the meeting packet for preservation, access, and exhibit material to concentrate on certain strengths of the BPL’s 22 million item collection. While the BPL will retain its collections, the Collections of Distinction will strengthen the BPL’s greatest assets. President Ryan reviewed the criteria outlined in the document as they relate to the Compass Principles of Excellence. Discussion followed. The Chairman noted that the criteria provide a very good faith effort to select the appropriate criteria pointing to the John Adams example of how the criteria would be put into practice, adding that the Compass Principle of Fun applies. Trustee Rushing added that the history of the Commonwealth ought to be included with the history of Boston. President Ryan discussed the ongoing process with the Trustees Collections Committee and will bring the Collection Development Policy and the Collections of Distinction to the Board for review in the fall, with the target approval by the Board in January 2013. Discussions will continue with BPL staff , the Trustees Collections Committee, and at community Compass Roundtables.

President Ryan addressed the next agenda item of Youth Services and called on Director of Branch Libraries Christine Schonhart for a report on the efforts by Youth Services Coordinator Jessi Snow and youth services librarians across the system.  Ms. Schonhart provided an update on the out-of-school-time programs.  Guided by the Compass Children and Teens Principle, Ms. Schonhart and Ms. Snow will work with BPL staff, homework mentors, youth, parents and caregivers over the summer to gather information and feedback on what will provide the highest benefit for out of school fall programming.  Ms. Schonhart reported on the Children and Teen Librarians imaginative summer reading programs.  This summer’s theme for children is Dream Big and for teens is Own the Night.  Ms. Schonhart highlighted the stuffed animal sleepover begun by the Children’s Librarian at the Jamaica Plain Branch. Boston Public Library Foundation and Bank of America continue to sponsor the Read Your Way to Fenway program that engages youth in the joy of reading, and provides tickets to a Red Sox game and a recognition ceremony at the game for 750 participants and their families.  The Children’s Room at the Central Library in Copley Square will receive improvements with a new Book Nook from the McCue family with carpeting and refreshed space for toddlers, parents and caregivers.

Trustees Compass and Strategic Planning Committee Chairman Byron Rushing distributed copies of the final BPL Compass Strategic Plan. Board members expressed gratitude for the tremendous work that went into the plan, and appreciation for the comprehensive and visually appealing final document. The Chairman noted that the document is on the BPL web page. Chief of Communications Gina Perille announced that Compass Roundtable and community conversations will continue through March 2013 at meetings across the city, focusing on a principle at each meeting. Chairman Rushing and Ms. Perille recognized the tremendous collective actions of the Compass Strategic Planning Committee members, the public, Trustees, and BPL staff throughout the process.

Trustees Finance and Audit Committee Chair Evelyn Arana-Ortiz, and Chief Financial Officer Sean Nelson, provided on overview of the Proposed Revised Addendum of Contracts distributed to the Board containing a detailed report on each contract including terms, amount cost, and the source of funding. Discussion followed. On a motion duly made and seconded, and on the recommendation of the Trustees Finance and Audit Committee it was:

VOTED: “that, the Trustees of the Public Library of the City of Boston approve the Proposed Revised Addendum of Contracts as recommended by the Trustees Finance and Audit Committee and attached to the Minutes of the Meeting”

Chair Arana-Ortiz presented the next agenda item regarding the Delegation of Approval of three contracts to the Trustees Finance and Audit Committee: Furnishing Guard and Patrol Services; Elevator Repair; and Window Replacement and Installation for the Boston Public Library. Chair Arana-Ortiz explained that a robust committee meeting with issues raised by committee members and union representatives resulted in the reissuance of the Request for Proposals to include expanded language regarding fair labor standards. Chairman Rudman commended the committee members for their thorough efforts. 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 three Contracts to the Trustees Finance and Audit Committee: Furnishing Guard and Patrol Services; Elevator Repair; and Window Replacement and Installation for the Boston Public Library

Trustees Fellows Athenaeum Trust Advisory Committee Chair Evelyn Arana-Ortiz reported on the recommended expenditure from the Fellowes Athenaeum Trust Fund for FY13. At the January meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee the committee voted to recommend approval by the Trustees of a $75,000 allocation for the FY 13 Programmatic Plan. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston approve the expenditure from the Fellowes Athenaeum Trust Fund in an amount not to exceed $75,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY13 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting

Chairman Rudman called the agenda item of the Proposed Schedule of Trustees Meetings for 2012-2013. On a motion made and duly seconded, it was:

that, the Trustees of the Public Library of the City of Boston approve the proposed schedule of Trustees meetings for 2012-2013 as noted below:
 
  • September 11, 2012, 3:00 p.m., South Boston Branch
  • November 13, 2012 3:00 p.m., Honan-Allston Branch
  • January 8, 2013, 3:00 p.m., Parker Hill Branch
  • March 12, 2013, 8:30 a.m., Central Library, Copley Square
  • May 6, 2013, Annual Meeting, 8:30 a.m., Central Library, Copley Square

There being no other business, the meeting of the Administrative Agency adjourned at 9:29 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Administrative Agency | Tuesday, May 8, 2012

(Second Meeting)

The Annual Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, Rabb Lecture Hall, Copley Square Library, Boston, MA on Tuesday, May 8, 2012 at 9:30 a.m.

Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, Donna DePrisco, Carol Fulp, Dennis Lehane, and Byron Rushing.

Absent from the Meeting was: Trustee Paul A. La Camera

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, 10 members of the public.

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman opened the Trustees Annual Meeting as an Administrative Agency to address a variety of items in which the Trustees act as a Department of the City of Boston.

The Chairman proposed that items two through seven on the order of business be voted on as a whole relating to the following enabling votes: the signing of bills, special drafts, and payrolls of the Library; the signing of contracts approved by the Board; the Critical Repair Fund; the appointment of the Library President or designee to hold and conduct Civil Service Personnel hearings; authorizing routine operating procedures; and the approval of interim salary payments.

Following discussion, on a motion made and duly seconded, the enabling votes were approved on a whole as follows:
 

  • Enabling vote for the signing of bills, special drafts, and payrolls
    “VOTED: that the President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Board, bills, special drafts, and payrolls of the Library.”
  • Enabling vote for the signing of contracts approved by the Board
    “VOTED: that until the next Annual Meeting, that the President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts voted, except as otherwise authorized, to be made by the Board in the name and on behalf of the City of Boston and any and all communications in connection with the award of contracts so voted or recommended to be so voted and to authorize payment under contracts so voted.”
  • Enabling vote on Critical Repair Fund
    “VOTED: to authorize the President or her/his designee, on behalf of the Trustees of the Public Library of the City of Boston, to enter into a contract or contracts for various goods or services relating to the Boston Public Library System Critical Repair Budget, for the period of July 1, 2011 through June 30, 2012, provided that each contract entered into pursuant to this authorization shall have been estimated to be no greater than One Hundred Thousand Dollars and No Cents ($100,000.00). In no event will the contracts cumulatively exceed two hundred and fifty thousand dollars ($250,000.00).”
  • Enabling vote for appointment of the Library President or designee to hold and conduct such hearings as may be necessary for Civil Service Personnel
    "VOTED: that we, the Trustees of the Boston Public Library, having appointive authority over the Civil Services personnel at the library, do appoint the Library President, or Designee, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary."
  • Votes authorizing routine operating procedures
    "VOTED: that until the next Annual Meeting that the President, Director of Administration and Finance, Chief Financial Officer, Director of Branch Libraries and Neighborhood Services, Central Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to act on behalf of the Trustees in the administration of the personnel procedures established by them and to fix the remuneration for all officers and employees subject to the salaries and wage scales as currently established;
    and
     "VOTED: that until the next Annual Meeting the President, or upon delegation, the Director of Administration and Finance, Chief Financial Officer, Director of Branch Libraries and Neighborhood Services, Central Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Board in the approval of the payment of all vouchers or bills covering expenditures incurred in Fiscal Year 2011 - 2012 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2011 - 2012, as shall be approved by the City of Boston."
  • Enabling vote on the Approval of Interim Salary Payments to Library Employees
    "VOTED: that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer is hereby authorized, in cases which the CFO judges to be of no risk, to request the City Auditor to approve Interim Salary Payments to Library Department Personnel who have been approved by the President. Such personnel will be paid from external fund accounts established pending receipt of award letters. The Library Department will assume responsibility, through our FY2012 City appropriation, for any external fund accounts for which no appropriation becomes available."

There being no further business, the Board voted to issues and the Annual Meeting of the Administrative Agency adjourned at 9:35 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Corporation | Tuesday, May 8, 2012

(Third Meeting)

 

The Annual Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Boston Public Library, Rabb Lecture Hall, Copley Square Library, Boston, MA on Tuesday, May 8, 2012 at 9:35 a.m.

Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, Donna DePrisco, Carol Fulp, Dennis Lehane, and Byron Rushing.

Absent from the Meeting was: Trustee Paul A. La Camera

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, 10 members of the public.

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman opened the Trustees Annual Meeting as a Corporation to address a variety of items in which the Trustees act as a separate 501(c)(3) nonprofit organization and invited Trustee Carol Fulp to report on the Trustees Nominating Committee.

Trustee Carol Fulp, Vice Chair, Trustees Nominating Committee, presented the slate of officers for the Fiscal year 2011-2012, on behalf of the Trustees Nominating Committee, which met at the Boston Public Library, Orientation Room, McKim Building, on April 4, 2012. With no other nominations, on a motion made and duly seconded, it was

VOTED: “ that the Trustees of the Public Library of the City of Boston approve the Trustees Nominating Committee recommendation of the Slate of Officers of the Trustees of the Public Library of the City of Boston of Trustee Jeffrey B. Rudman, Chairman, Trustee Evelyn Arana-Ortiz, Vice Chairman, and Ms. Nancy Grilk, Clerk of the Board for the period July 1, 2012 through June 30, 2013”

Chairman Rudman addressed each of items two through nine on the order of business and called for questions for the following enabling votes: for the signing of payrolls; the signing of contracts approved by the Board; the acceptance of gifts; the distribution of income; the expenditure of Trust Funds; and the requesting of funds from the Boston Public Library Foundation. Following discussion, Chairman Rudman recommended that items two through nine on the order of business be voted on as a whole.

Following discussion, on a motion made and duly seconded, the following votes were approved:

  • Enabling vote for the signing of payrolls
    "VOTED: that the President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign on behalf of the Corporation, bills, special drafts, and payrolls of the Library."
  • Enabling vote for the signing of contracts approved by the Board
    "VOTED: that the President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts, except as otherwise authorized, voted to be made by the Board in the name and on 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 contacts 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 the President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation be, and hereby are, authorized to accept on behalf of the Trustees gifts, payments made in recognition for the special services rendered and payments received for the publications and prints executed under library sponsorship and, in connection with the acceptance of the same, to endorse on behalf of the Trustees checks so received, said amounts to be reported to the Board at their next Annual Meeting."
  • Enabling vote for acceptance on behalf of the Corporation of gifts 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 President, Director of Administration and Finance, Chief Financial Officer, or the Clerk of the Corporation, and hereby are, 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 the meeting following any such acceptance."
  • Enabling vote for the Distribution of Income
    "that the President, or designee, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2011 to June 30, 2012 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; "
    and,
    further,
     
    "VOTED: that the President, or designee, 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 such Clause, four-tenths of the income of the Benton Book Fund for the period from July 1, 2011 to June 30, 2012, 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 the President, or designee, be and hereby is, authorized and directed to distribute and pay 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, 2011 to June 30, 2012.
  • Enabling vote on Trust Funds
    "VOTED: that the President, or designee, until the next annual meeting, is authorized to spend for the purpose of buying books any authorized and proper purpose income from those Trust Funds held by the Trustees of the Public Library of the City of Boston, where no specific vote of the Trustees is required by the Trust instrument."
  • Enabling vote on Boston Public Library Foundation Funds
    "VOTED: that the President, or designee, until the next Annual Meeting, is authorized to request funds from the Boston Public Library Foundation earmarked for the Boston Public Library."

 

Chairman Rudman addressed the agenda item of the Resignation of Trustee Donna M. DePrisco and read a proclamation on behalf of Mayor Thomas M. Menino, the Trustees of the Public Library of the City of Boston and the President of the Boston Public Library honoring Trustee DePrisco as follows:

WHEREAS: Ms. Donna M. DePrisco was appointed to the Board of the Trustees of the Public Library of the City of Boston in 1995 by Mayor Thomas M. Menino, and throughout her distinguished and accomplished tenure as a Trustee, Ms. DePrisco has sustained her passion to fulfill the mission of the Boston Public Library to preserve and provide access to historical records of our society, and to serve the cultural, educational, and informational needs of the people of the City of Boston and the Commonwealth of Massachusetts; and

WHEREAS: Ms. DePrisco has provided leadership most recently as an active member of the Trustees Finance and Audit Committee, as a guardian of the Boston Public Library’s fiscal matters and stability, and

WHEREAS: Ms. DePrisco’s significant contributions to the Boston Public Library have had and will continue to have a positive impact on Boston Public Library patrons, visitors and staff past, present and into the future; and now, therefore

BE IT RESOLVED:
That Mayor Thomas M. Menino, the Trustees and President, and the residents of the City of Boston congratulate and thank Ms. Donna M. DePrisco for her eighteen years of dedicated service as a Trustee of the Boston Public Library.

Chairman Rudman invited Trustee DePrisco to make some remarks. Trustee DePrisco expressed her appreciation to her fellow Trustees and recalled her first act was to help clean up the courtyard and noted the wonderful transformation particularly of the McKim Building. Trustee Arana-Ortiz thanked Trustee DePrisco for her work on the Trustees Finance and Audit Committee and her willingness to share her expansive knowledge. Trustee Fulp thanked her for her leadership and for being an exemplary community and business leader. Chairman Rudman thanked Trustee DePrisco for her 17 years of service, and for staying with the Board especially during the challenging budget times when being a Trustee was difficult. Trustee DePrisco thanked the Trustees, volunteered to provide piano lessons, and noted that she will continue serve on the Boston Public Library Foundation. Trustee DePrisco received a standing ovation in recognition of her service to the Boston Public Library, its staff and patrons.

Chairman Rudman called for public comment.

Three members of the public provided comments:

  • AFSCME Local 1526 President Elissa Cadillic thanked the members of the Trustees Finance and Audit Committee and the Trustees for reissuing the Furnishing Guard and Patrol Services Request for Proposals.
  • David Vieira of the Citywide Friends of the Boston Public Library announced they will provide 9 grants to branch libraries at the May 16, 2012 annual meeting.
  • Ms. Mimi Jones of the Dudley Friends announced a May 12, 2012 fundraiser at the branch. Ms. Jones also thanked Trustee DePrisco for her service and for being an inspiration.

There being no other business, the Annual Meeting of the Corporation adjourned at 9:50 a.m.

 

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
Donna M. DePrisco; Carol Fulp; Paul A. La Camera; Dennis Lehane; Byron Rushing

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk

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