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Meeting of the Corporation and Administrative Agency (First Meeting) Tuesday, May 10, 2011, 8:30 a.m.
The Boston Public Library
Rabb Lecture Hall, Concourse Level, Johnson Building
700 Boylston Street, Boston, MA

AGENDA

1. Chairman's Report, Mr. Jeffrey B. Rudman

  • Review and Approval of Minutes for the Trustees Meetings held on March 23, 2011
  • Introduction of Mr. David McKay, Executive Director, Boston Public Library Foundation
  • Recognition of Chief Communications Officer, Gina Perille for the Massachusetts Library Association's awards for the Boston Public Library

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

  • Update on the Proposed Boston Public Library City of Boston FY2012 Operating Budget
  • Update on the Uphams Corner Branch Library

3. Trustees Strategic Planning Committee Report
Trustee Byron Rushing, Chairman and Mr. Michael Colford, Director of Resource Services and Information Technology

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

  • Proposed Enabling Votes and Proposed Award of Contracts

5. Discussion and Vote on the Fellowes Athenaeum FY12 Expenditure
Trustee Evelyn Arana-Ortiz, Chairman of Trustees Fellowes Advisory Committee

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 $130,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY12 as recommended by the Fellowes Advisory Committee"

6. Proposed Schedule of Trustees Meetings for 2011 – 2012
Mr. Jeffrey B. Rudman, Chairman

  • September 13, 2011, 8:30 a.m., McKim Orientation Room, Central Library
  • November 15, 2011, 3:00 p.m., Fields Corner Branch Library
  • January 10, 2012, 3:00 p.m., Hyde Park Branch Library
  • March 13, 2012, 8:30 a.m., Central Library, Copley Square
  • May 8, 2012 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 10, 2011, 8:30 a.m.
The Boston Public Library
Rabb Lecture Hall, Concourse Level, Johnson Building
700 Boylston Street, Boston, MA

 AGENDA

1. Trustees' Nominating Committee Report
Paul A. La Camera, Chairman, Nominating Committee

  • Election of a Chairman
  • Election of a Vice Chairman
  • Election of Clerk of the Board

2. Enabling vote for the signing of payrolls
Mr. Jeffrey B. Rudman, Chairman

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."

3. Enabling vote for the signing of contracts approved by the Board
Mr. Jeffrey B. Rudman, Chairman

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."

4. 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 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."

5. 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 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."

6. Enabling vote for the Distribution of Income
Mr. Jeffrey B. Rudman, Chairman

VOTED: "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."

7. Enabling vote on Trust Funds
Mr. Jeffrey B. Rudman, Chairman

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."

8. 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."

8. Kirstein Business Library Building Conveyance and a Memorandum of Agreement
Mr. Jeffrey B. Rudman, Chairman

VOTED: "to convey the Kirstein Building, located at 20 City Hall Avenue, Boston, Massachusetts, 02108 to the City of Boston."
 
and
 
VOTED: "to enter into a Memorandum of Agreement between the Trustees and the City of Boston regarding the disposition and use of funds from the disposition of the Kirstein Building as executed by the Chairman of the Trustees."

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

10. 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 10, 2011, 8:30 a.m.
The Boston Public Library
Rabb Lecture Hall, Concourse Level, Johnson Building
700 Boylston Street, Boston, MA

AGENDA

1. Enabling vote for the signing of bills, special drafts, and payrolls
Mr. Jeffrey B. Rudman, Chairman

 VOTED: "that the President, Director of Administration & 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."

2. 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 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."

3. Enabling vote on Critical Repair Fund
Mr. Jeffrey B. Rudman, Chairman

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)."

4. 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."

5. Votes authorizing routine operating procedures
Mr. Jeffrey B. Rudman, Chairman

VOTED: "tthat 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."

6. 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 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."

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

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

9. Adjournment
Mr. Jeffrey B. Rudman

10. Executive Session
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; James Carroll; Donna M. DePrisco; Carol Fulp; Berthé M. Gaines; Paul A. La Camera; Byron Rushing

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk

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Minutes of Meeting McKim Building, Rabb Lecture Hall
Corporation and Administrative Agency Tuesday, May 10, 2011

(First Meeting)

The 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, Johnson Building, 700 Boylston Street, Boston, MA, on Tuesday, May 10, 2011 at 8:30 a.m.

Present at the meeting were Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, James Carroll, Donna M. DePrisco, Paul A. La Camera, Jeffrey B. Rudman, and Byron Rushing. Absent from the meeting were Trustees Carol Fulp and Berthé M. Gaines.

Also present at the meeting were: President Amy E. Ryan; Boston Public Library and City of Boston staff; City Councilor Michael Ross; approximately 30 members of the public; and Nancy Grilk, Clerk of the Board.

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman welcomed the attendees to the Trustees Annual Meeting and outlined the procedures for the meeting which requires three separate meetings. The Chairman noted that the first meeting is a Regular Meeting of the Administrative Agency to address the ongoing business of the Boston Public Library.

The second meeting is the Trustees Annual Meeting as a Corporation to address items in which the Trustees act as a separate 501 (c) (3) nonprofit organization, including the election of officers, signing of payrolls for grant funded positions, acceptance of gifts and grants, and authorization to accept funds and spend Trust funds.

The third meeting is the Trustees Annual Meeting as an Administrative Agency to address items in which the Trustees act as a Department of the City of Boston including the signing of payrolls, acceptance of Critical Repair funds, appointive authority over the Civil Service personnel at the BPL, and other routine operating procedures.

The Chairman addressed the next item on the order of business pertaining to the review and approval of the Minutes of the Trustees Meeting held on March 23, 2011. Following discussion, on a motion made and duly seconded, the Minutes of the Trustees Meeting held on March 23, 2011 were approved with the inclusion of a typographical correction then made, and subsequently posted on the BPL website at www.bpl.org.

Moving to the next agenda item, the Chairman introduced David McKay the new Executive Director of the Boston Public Library Foundation, and thanked the members of the Search Committee for their outstanding work and selection of Mr. McKay. Mr. McKay brings an impressive career in educational institutional development, most recently at the Berkeley School of Music. On behalf of the Board of Trustees, Chairman Rudman extended a warm welcome to Mr. McKay and wished him success in his new position.

Chairman Rudman recognized and congratulated Ms. Gina Perille, Chief Communications Officer for her leadership on behalf of the BPL in winning five prestigious public relations awards at the recent Massachusetts Library Association’s Annual Conference.

Chairman Rudman expressed the sentiments of the Board members on the recent death of former Trustee William O. Taylor, II saying that it was an honor to have served with Mr. Taylor, who was a true gentleman, and that his leadership as a Trustee from 1990 through 2006, serving for several years as its Chairman, will benefit the BPL for generations to come.

Announcing the resignation of Trustee James Carroll from the Board of Trustees, Chairman Rudman praised Trustee Carroll as a man motivated by faith, history and public intellect, singling out his work on the Trustees Compass Committee. He expressed his appreciation for Trustee Carroll’s many accomplishments that have greatly benefitted the BPL, and wished him well in his future endeavors.

President Amy Ryan, in her report to the Trustees, provided an update on the FY12 BPL state budget recommendation released by the House Committee on Ways & Means. The FY12 House budget recommends a combined $2.75 million from state aid and the Library of Last Recourse, effectively level-funding the BPL at the FY11 level (when factoring in the $350,000 supplemental received in January 2011). The next step is the release of the Senate Committee on Ways & Means’ budget in the coming weeks. The BPL will not know the final amount until the Governor signs the budget in late June. In further budget news, President Ryan and BPL staff testified at the City of Boston Operating Budget hearing before the Boston City Council Ways & Means on May 6th.

Chairman Rudman called on Compass Strategic Planning Committee Chair, Trustee Byron Rushing and BPL Director of Resource Services and Information Technology, Michael Colford to provide an update on the Committee’s work. Trustee Rushing reported on the robust work of the Committee in shaping the final product guided by the Compass Principles adopted by the Trustees in 2010. He underscored the importance that everyone with an interest in the future of the BPL to be involved with the current process of developing the outcomes through Strategic Planning Committee meetings, public roundtables, BPL staff and affiliates meetings. The outcomes will be the basis from which BPL staff will develop key implementation strategies from which the Strategic Planning Committee will develop the draft and final Strategic Plans.

Trustee Rushing referred to the handout Boston Public Library: BPL Compass Strategic Planning Process & Timeline and called on Mr. Colford to present the timeline to the Board. Mr. Colford reported that the Committee continues to meet with community members at Pubic Compass Roundtables, most recently in West Roxbury with excellent participation. Mr. Colford reviewed process to date and timeline of future meetings. A draft of the Strategic Plan will be presented to the Trustees at the September 13th Board meeting with a final plan for a vote at the November 15th Board meeting.

President Ryan provided an update on the Uphams Corner Branch Library. Funding for a new branch has been included in the City’s capital plan since the 1990’s. Using previously authorized capital funds, the BPL has engaged the services of Swartz Silver Architects, to update their 2002 programmatic plan. The Uphams Corner Branch is currently housed in approximately 6,000 square feet of space in a multi-use facility on Columbia Road in Dorchester. As the BPL looks at a programmatic study, the City is preparing a Request for Proposals to determine the viability of the project and how a new Uphams Corner Library would serve the community.

Trustee Evelyn Arana-Ortiz, Chair, Trustees Finance and Audit Committee, and Chief Financial Officer, Sean Nelson, provided on overview of the proposed Award of Contracts listed in the Addendum distributed to the Board with a detailed report describing each contract, terms, amount cost, and the library’s source of funding.

Following discussion, 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 Addendum of Contracts as recommended by the Trustees Finance and Audit Committee and attached to the Minutes of the Meeting”

Trustee Arana-Ortiz reported on the initiatives of the Finance and Audit Committee meeting held on May 5, 2011 attended by auditors from O’Connor & Drew, P.C. At this meeting, the Committee received and reviewed the auditor’s draft Boston Public Library FY10 Management Letter containing an action plan for each item and arranged in order of priority to be addressed. Chairman Rudman commended Chairman Arana-Ortiz, CFO Nelson and President Ryan for their work on implementing recommendations.

Following discussion, 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 accept the Boston Public Library FY10 Management Letter”

Trustee Arana-Ortiz, Chair of the Trustees Fellowes Athenaeum Trust Fund Advisory Committee, provided background information on the Trust Fund, and on the proposed FY12 Fellowes Athenaeum Programmatic Plan to support programs at the Dudley Branch Library.

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees Fellowes Advisory Committee, 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 a ceiling of $130,000 to support the Fellowes Athenaeum Trust Fund Program Plan for FY12 as recommended by the Fellowes Advisory Committee”

Chairman Rudman addressed, and following discussion, approved the next item on the order of business pertaining to confirm the proposed schedule of Trustees Meetings for 2011-2012 as follows:

  • September 13, 2011, 8:30 a.m., McKim Orientation Room, Central Library
  • November 15, 2011, 3:00 p.m., Fields Corner Branch Library
  • January 10, 2012, 3:00 p.m. Hyde Park Branch Library
  • March 13, 2012, 8:30 a.m., Central Library, Copley Square
  • May 8, 2012, Annual Meeting, 8:30 a.m., Central Library, Copley Square

There being no other business, the meeting of the Administrative Agency adjourned at 9:15 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, Rabb Lecture Hall
Administrative Agency Tuesday, May 10, 2011

(Second 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 10, 2011 at 9:15 a.m.

Present at the meeting were Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, James Carroll, Donna M. DePrisco, Paul A. La Camera, Jeffrey B. Rudman, and Byron Rushing. Absent from the meeting were Trustees Carol Fulp and Berthé M. Gaines.

Also present at the meeting were: President Amy E. Ryan; Boston Public Library and City of Boston staff; City Councilor Michael Ross; approximately 30 members of the public; and Nancy Grilk, Clerk of the Board.

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 Paul A. LaCamera to report on the Trustees Nominating Committee.

Trustee Paul A. La Camera, Chairman, 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 March 15, 2011.

Chairman La Camera Trustee Jeffrey B. Rudman for Chairman, Evelyn Arana-Ortiz for Vice Chairman, and Nancy Grilk for Clerk and it was seconded by Trustee James Carroll. With no other nominations, on a motion made and seconded, and subsequent to a viva voce vote, Trustee Jeffrey B. Rudman was declared elected Chairman, Evelyn Arana-Ortiz, Vice Chairman, and Nancy Grilk, Clerk for the Board for FY2011-2012.

Chairman Rudman addressed each of items two through eight on the order of business and called for questions for the following enabling votes: for the signing of payrolls for grant funded positions; 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, the Chairman addressed item nine on the order of business calling on City of Boston Law Department Assistant Corporation Counsel, Catherine Lizotte to address the Kirstein Business Library Building Conveyance and to address a Memorandum of Agreement between the Trustees and the City of Boston. Ms. Lizotte reviewed the background of the conveyance and content of the Memorandum of Agreement.

Chairman Rudman recommended that items two through nine on the order of business be voted on as a whole.

Following discussion, on a motion duly made and 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
    "VOTED: 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."
  • Kirstein Business Library Building Conveyance and a Memorandum of Agreement (see attached Kirstein Addendum)
    “VOTED: to convey the Kirstein Building, located at 20 City Hall Avenue, Boston, Massachusetts, 02108 to the City of Boston.”
    and
    “VOTED: to enter into a Memorandum of Agreement between the Trustees and the City of Boston regarding the disposition and use of funds from the disposition of the Kirstein Building as executed by the Chairman of the Trustees.”

There being no other business, the Annual Meeting of the Corporation adjourned at 9:25 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, Rabb Lecture Hall
Administrative Agency Tuesday, May 10, 2011

(Third 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 10, 2011 at 9:25 a.m.

Present at the meeting were Trustees: Evelyn Arana-Ortiz, Zamawa Arenas, James Carroll, Donna M. DePrisco, Paul A. La Camera, Jeffrey B. Rudman, and Byron Rushing. Absent from the meeting were Trustees Carol Fulp and Berthé M. Gaines.

Also present at the meeting were: President Amy E. Ryan; Boston Public Library and City of Boston staff; City Councilor Michael Ross; approximately 30 members of the public; and Nancy Grilk, Clerk of the Board.

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 one through six 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 duly made and 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."

 

The Chairman invited public comment from three members of the public who signed the Public Comment Session sheets. Comments focused on the breadth and depth of the BPL collections and the desire for more librarians.

Trustee James Carroll’s farewell remarks included an acknowledgement of his debt of gratitude to former Trustees William O. Taylor and Raymond Tye, and to thank all of the members of the Neighborhood Services Committee and the Compass Committee along with the many citizens who participated in that endeavor. Trustee Carroll thanked his fellow Trustees for their friendship and collegiality, and the staff of the BPL. Recalling that he began his life as a reader and writer at the BPL forty-three years ago, he cited his eleven years as a Trustee as the greatest experience as a citizen of Boston. Trustee Carroll said that his proudest action as a Trustee is that of bringing Amy Ryan to become the President of the BPL. Trustee Carroll thanked Mayor Thomas M. Menino for providing him with the opportunity to serve as a Trustee to the Boston Public Library.

There being no further business, the Board voted to go into Executive Session to discuss legal 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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