Spacer graphic Boston Public Library
Meetings
Board of Trustees

  • Agenda for Regular Meeting
  • Agenda for Annual Meeting as a Corporation
  • Agenda for Annual Meeting as a Administrative Agency
  • Minutes for Regular Meeting
  • Minutes for Annual Meeting as a Corporation
  • Minutes for Annual Meeting as a Administrative Agency
  • Meeting of the Corporation and Administrative Agency (First Meeting) Tuesday, May 11, 2010, 8:00 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

    • Trustee welcome and introduction
    • Review and approval of the Minutes for the Trustees Meetings held on April 7, 2010 and April 9, 2010

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

    • Recognition of John De Vito, AV Technician, on the publication of Epic Television Miniseries: A Critical History, McFarland & Company, Inc., 2010
    • Recognition of Michael Colford, Director, Resource Services and Information Technology honored as “Paralibrarian Advocate of the Year” by the Paralibrarian section of the Massachusetts Library Association
    • Recognition of Bethan Steward, Egleston Square Branch Librarian, honored as 2010 Library Journal “Movers & Shakers” Award Recipient
    • Exhibition Announcement: Opening of Away We Go!: Vintage Travel Posters from the Boston Public Library Collections
      Ms. Beth Prindle, Manager of Education, Interpretation, and Outreach
    • Boston Public Library Foundation Event with Best-Selling Author Dennis Lehane
      Friday, June 4, 2010, 6:30 p.m., McKim Building
      Ms. Daria McLean, Director of Development, Boston Public Library Foundation
    • Plans for outreach services in the neighborhoods
      Ms. Koren Stembridge, Director, Partnerships & Communications
    • Update on State budget process
      Mr. Keith Mahoney, Intergovernmental Relations, City of Boston
    • Update on FY11 planning
    • Update on The Boston Public Library Compass: Principles for Excellence

    3. FY11 Fellowes Athenaeum Programmatic Plan
    Trustee Evelyn Arana-Oritz, Chair, 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 a ceiling of $150,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY11 as recommended by the Fellowes Advisory Committee”

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

    • Acceptance of Boston Public Library FY09 Management Letter

    VOTED: “that, the Trustees of the Public Library of the City of Boston accept the Boston Public Library FY09 Management Letter”

     

    • Proposed Award of Contracts (Addendum to be distributed at meeting)

    Mr. Sean Nelson, Chief Financial Officer

    • Acceptance of Report of BPL Gifts and Grants, May 1, 2009 – April 30, 2010

    VOTED: “that, the Trustees of the Public Library of the City of Boston accept the Report of Boston Public Library Gifts and Grants, May 1, 2009 – April 30, 2010”

    • Acceptance of Report of the Boston Public Library Foundation, July 1, 2009 – May 5, 2010

    VOTED: “that, the Trustees of the Public Library of the City of Boston accept the Report of the Boston Public Library Foundation, July 1, 2009 – May 5, 2010”

    5. Authorization of funds to support neighborhood outreach activities
    Ms. Amy E. Ryan, President

    VOTED: “that the President, or designee, be authorized to expend funds from the Estate of Pasqualle J. Grillo, Jr. and the Estate of Esther M. Engelman to support neighborhood outreach including youth initiatives, adult outreach, book lending initiatives, and other outreach activities and the implementation and coordination thereof”

    6. Proposed Revisions to Central Library Private Event Pricing
    Ms. Ruth Kowal, Director, Administration & Finance

    VOTED: “that the Trustees of the Public Library of the City of Boston approve the Central Library Private Event Pricing as recommended by the Trustees Finance and Audit Committee”

    7. Schedule of Trustees’ Meetings for 2010 - 2011
    Mr. Jeffrey B. Rudman, Chairman

    VOTED: that the Trustees of the Public Library of the City of Boston approve the schedule of Trustees Meetings for 2010-2011 as noted below”

    Tuesday, September 14, 2010, 8:30 a.m., Rabb Lecture Hall, Copley Square
    Tuesday, November 16, 2010, 3:00 p.m., Roslindale Branch Library
    Tuesday, January 18, 2011, 3:00 p.m., Brighton Branch Library
    Tuesday, March 8, 2011, 3:00 p.m., Charlestown Branch Library
    Tuesday, May 10, 2011, 8:30 a.m., Annual Meeting, Rabb Lecture Hall, Copley Square

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

    9. 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 11, 2010, 8:00 a.m.
    The Boston Public Library
    Rabb Lecture Hall, Concourse Level, Johnson Building
    700 Boylston Street, Boston, MA

     AGENDA

    1. Trustees’ Nominating Committee Report
    Ms. Zamawa Arenas, Chairman

    • 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 & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 related to grant funded positions”

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

    VOTED: “that the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 contracts 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 until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, or the Clerk of the Corporation be, 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, 2009 to June 30, 2010 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, 2009 to June 30, 2010, 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, 2010 to June 30, 2011”

    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”

    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 11, 2010, 8:00 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, Director of Partnerships and Communications, Central Services Manager, 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, the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 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, 2010 through June 30, 2011, 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: “that until the next Annual Meeting the President, or upon delegation, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, 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, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, 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 2010 - 2011 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2010 - 2011, 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 FY2011 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, Chairman

     

     

    Respectfully yours,


    Clerk to the Trustees

    Trustees of the Public Library of the City of Boston
    Jeffrey B. Rudman, Chairman; Evelyn Arana-Ortiz; Zamawa Arenas; James Carroll; Donna M. DePrisco; Berthé M. Gaines;
    Paul A. La Camera

    President
    Amy E. Ryan

    Clerk of the Board
    Jamie McGlone

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    Minutes of Meeting McKim Building, Rabb Lecture Hall
    Corporation and Administrative Agency Tuesday, May 11, 2010

    (First Meeting)

    The 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 Boston Public Library, Rabb Lecture Hall, Copley Square Library, on Tuesday, May 11, 2010 at 8:00 a.m.

    Present at the meeting were: Trustees Evelyn Arana-Ortiz, Zamawa Arenas, James Carroll, Donna M. DePrisco, Carol Fulp; Berth é M. Gaines via telephone, Paul A. La Camera, and Jeffrey B. Rudman.

    Also present at the meeting were: President Amy E. Ryan; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Meredith Weenick, Associate Director, Administration & Finance, City of Boston; Maribeth Cusick, Esq., and Elizabeth Dello Russo, Esq., City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; Jan Spitz, Executive Director, the Norman B. Leventhal Map Center at the Boston Public Library; David J. Vieira, President, City Wide Friends of the Boston Public Library; Don Haber, Co-chair, Friends of Jamaica Plain Branch; Daria McLean, Director of Development, Boston Public Library Foundation; Koren Stembridge, Director, Partnerships and Communications; Mary Flaherty, Human Resources Manager; Sean Nelson, Chief Financial Officer; Michael Colford, Director, Resource Services/Information Technology; David Leonard, Chief Technology Officer; Christine Schonhart, Neighborhood Services Manager; Gina Perille, Communications Manager; Jim Meade, Manager of Library Buildings; Beth Prindle, Manager of Education, Interpretation, and Outreach; Bethan Steward, Egleston Square Branch Librarian; Claire O’Toole, Chief Steward, AFSCME, Local 1526, Council 93; Julia Blake, Vice President, PSA/CWA, Local 1333; approximately 45 members of the public; and Jamie McGlone, Clerk of the Board.

    Chairman Jeffrey B. Rudman presided.

    Chairman Jeffrey B. Rudman welcomed the attendees 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 Trustees as a Corporation and as an Administrative Agency to address the ongoing routine 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 for 2010-2011, signing of payrolls for grant funded positions, acceptance of gifts and grants, and authorization to accept funds and expend 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 with responsibilities for signing of payrolls, acceptance of Critical Repair Funds, appointive authority over the Civil Service personnel at the library, and other routine operating procedures.

    The Chairman noted that everyone who wishes to speak would be given the opportunity during the public comment session at the conclusion of the Trustees Annual Meeting as an Administrative Agency.

    Chairman Rudman noted that it is a great pleasure for him on behalf of the Board of Trustees to extend a warm welcome to Trustee Carol Fulp as a new Trustee of the Public Library of the City of Boston.

    Trustee Carol Fulp is the Senior Vice President of Branch Communications and Corporate Social Responsibility for John Hancock Financial. She oversees advertising, sponsorships, event management and philanthropy for this company that the New York Times cited as one of the 100 most recognizable brands of the century. Trustee Fulp previously held senior management positions at WCVB-TV, Boston’s ABC-TV affiliates as well as the Gillette Company.

    Trustee Fulp said it is a pleasure for her to serve as a Trustee of the Boston Public Library and expressed appreciation to her mentor, Trustee Paul A. La Camera, for many opportunities he has given her throughout her professional career. Trustee La Camera noted the Trustees are very fortunate to have Trustee Carol Fulp on the Board as is the City of Boston.

    The Chairman presented President Amy Ryan with a copy of Women Who Read are Dangerous by Stefan Bollmann, Merrell Publishers, 2008 in recognition of her strong leadership and vision for the Boston Public Library.

    The Chairman addressed the next item on the order of business pertaining to the review and approval of the Minutes of the Trustees Meetings held on April 7, 2010 and April 9, 2010. Following discussion, on a motion duly made and seconded, the Minutes of the Trustees Meetings held on April 7, 2010 and April 9, 2010 were approved and subsequently posted on the BPL website at www.bpl.org.

    President Amy Ryan, in her report to the Trustees, announced that The Boston Foundation has given a $25,000 grant to the Boston Public Library for the 2010 Summer Reading program. This generous gift will help underwrite the summer reading program throughout the city neighborhoods which is designed to encourage young readers to strengthen their reading skills during the summer vacation.

    The President noted in addition this grant will provide funds for the implementation of outreach programs in the four communities slated for branch library closures. The President recognized The Boston Foundation for their generosity particularly at a time that the library is facing financial challenges. The Chairman added that Trustee Paul A. La Camera was instrumental in bringing this generous gift to the BPL and thanked him on behalf of the Board.

    President Ryan presented Certificates of Recognition to three staff members for their exemplary accomplishments. Mr. Michael Colford, Director, Resources Services and Information Technology, was honored as Paralibrarian Advocate of the Year by the Massachusetts Library Association. The Paralibrarian Advocate of the Year award is for library colleagues who know the value of paralibrarians in our libraries. The award celebrates works that increase visibility and opportunities for non-MLS staff and demonstrates outstanding support for paralibrarians.

    Ms. Bethan Steward, Egleston Square Branch Librarian, was recently honored as a 2010 Library Journal “Movers and Shakers” award recipient. This prestigious award spotlights librarians from all corners of the world. Bethan is a founding member of the BPL’s Green Task Force and her green initiatives have brought a touch of Eden to the inner city.

    In absentia, Mr. John De Vito, Audio Visual Technician, has had published Epic Television Miniseries: A Critical History, McFarland & Company, Inc., 2010. This work delves into the character archetypes and themes that recur in the miniseries genre. John’s first book is The Immortal Marilyn: The Depiction of an Icon published in 2006.

    Ms. Beth Prindle announced the grand exhibition opening of Away We Go! Vintage Travel Posters from the Boston Public Library Collections on display in the Changing Exhibits Room, McKim Building through October 17, 2010. The exhibit features some of the most impressive posters from the BPL Print Department’s holdings and also includes travel-related artifacts, including travel diaries, maps, guidebooks, and photographs.

    The exhibition has been made possible through the generous support of corporate sponsor Merrill Lynch Wealth Management and the Boston Public Library Foundation. The Boston Public Library’s complete collection of travel posters is available on the library’s Flickr page.

    Ms. Daria McLean, Director of Development, the Boston Public Library Foundation announced Best-Selling Author Dennis Lehane will serve as honorary co-chair of the BPL Foundation’s June 4, 2010 fundraising event at the Boston Public Library.

    Proceeds will enable the BPL Foundation to continue to help support programs such as the award winning Homework Assistance Program, Drop-in-Science, Collaborative Schools Creative Writing and Design Contest, Reading Readiness, Guys Read, and Read Your Way to Fenway, as well as special exhibitions at the Central Library.

    Ms. Koren Stembridge, Director, Partnerships and Communications, provided an update on the plans for outreach services in the neighborhoods in concert with community task forces in the neighborhoods facing branch closures.

    At the April 7, 2010 Special Trustees Meeting, President Ryan gave an overview of the BPL’s plans for outreach services in the four neighborhoods that are slated to have branches close in FY11 and the library continues to make steady progress on this first phase of planning.

    To that end, the library has looked at the most popular services in these communities and has been working on plans for how to provide some of these services in alternative locations including reaching users we haven’t seen before.

    Ms. Stembridge reported BPL Neighborhood Services Manager Christine Schonhart has taken the lead on convening the Community Task Forces in collaboration with support from the City of Boston’s Office of Neighborhood Services. Over the past several weeks, Ms. Schonhart and her team have been visiting alternative programming sites in some of these communities and will be visiting more in the near future coupled with reaching out to current and potential partners.

    Further, the team has been consulting with the library’s Collection Development staff to utilize some of the books from these branches to create deposit collections for placement at schools, community centers, health centers, and senior citizen housing in order to redeploy some of these resources back out into the community.

    In addition, our colleagues at the City of Boston have offered all manner of support, including identifying potential community based partners, and helping facilitate the community task force meetings.

    Trustee James Carroll commended the extraordinary work of Ms. Stembridge and the Community Task Forces toward the goal of providing valued resources and services and mitigating the effect of branch closures in these neighborhoods.

    Mr. Keith Mahoney, Office of Intergovernmental Relations, City of Boston provided an update on the State budget process. Mr. Mahoney reported that the House of Representatives passed their version of the budget on April 30, 2010.

    There are three major funding mechanisms for the BPL in the State budget and the House followed the Governor’s recommendations in all three:

    • State Aid to Public Libraries, which was level funded at the FY10 level at $6.8M statewide
    • State Aid to Regional Libraries, which was reduced by $3.4M from the FY10 levels to $8.7M
    • Within that Regional Library line item there had been a dedicated funding stream to the BPL as the Library of Last Recourse, which was removed in the FY10 Budget and was not restored despite an amendment that was offered by Representative Angelo M. Scaccia and was a priority identified by Mayor Thomas M. Menino to the Boston delegation and the House leadership.

    While there was no restoration of Library funding in the House budget, there were three provisions pertaining to libraries, which were passed as part of a consolidated amendment, and was offered by members of the Boston delegation.

    These amendments deny state funding which amounts to $2.4M to the BPL provided by the above mentioned line items, as well as denying the City of Boston its share of pari-mutuel of state racing funds unless the City of Boston “funds and maintains operations for all branch libraries in service as of January 1, 2010 and funds and maintains staffing levels at its central library as such staffing levels existed on January 1, 2010.”

    The House also authorized the “Library Caucus” to study the funding of Regional Libraries and the Library of Last Recourse. The House budget is completed and the Senate Ways & Means Committee will be drafting their version of the Budget. 

    The Senate budget is released on May 19, 2010 and amendments to the budget are due by Friday, May 21, 2010 at noon in anticipation of the debate which begins the following Tuesday, May 25, 2010.

    Mr. Mahoney noted that Mayor Menino and the Intergovernmental office has identified for the Senate several budget priorities for the City of Boston, and in that letter they specifically point out that apart from the funding loss, the library amendment sets the troubling precedent of the legislature penalizing a municipality for making difficult decisions on how to allocate resources.

    It was also noted that President Ryan and her team has had discussions with the Massachusetts Library Association, which has taken a position in opposition to the amendment as harmful to statewide library operations and harmful to local control of public libraries.

    When the Senate completes their budget, any differences between that document and the one produces by the House are handled by a conference committee, typically made up of the two Ways & Means Chairs, Vice-Chairs, and the ranking minority member of the committee.

    When the Conference Committee releases its report, the Budget then goes before each branch for an up-or-down vote.  No amendments are allowed at that time.  After passage by both branches, the budget goes to the Governor, who can sign in whole or sign and send individual line-item vetoes back to the Legislature.  The Governor cannot add funds, only eliminate. 

    The House must begin the process to override the Governor's vetoes, which require a 2/3 vote and veto overrides must be taken up by the House and Senate before the end of July 2010, when formal deliberations of the 2009-2010 Legislature end.

    Mr. Mahoney noted, in response to an inquiry, that if the Governor strikes the amendment the status quo the morning after is that the amendment does not exist unless the Legislature overrides that veto, and should there be no veto override, the BPL then gets the money that was budgeted before the amendment.

    The Board discussed the strong desirability to go on the record officially in opposition to the House amendment, and following discussion, it was unanimously

    VOTED: ‘that the Trustees of the Public Library of the City of Boston, because of the negative impact on the library and the communities involved, oppose the amendment passed by the House, and to be considered by the Senate, cutting further funds from the budget of the Boston Public Library.”

    President Amy Ryan updated the Board on FY11 planning for the Boston Public Library in light of a budgetary gap of $3.3 million and a total projected budget of $38.9 million. The library is proceeding with the Trustee approved budget and plan on April 9, 2010 and is looking at reductions across the board in system-wide services and support at Copley and the Branches.

    The President noted the impact of back-to-back yearly reductions and underscored the legal reductions to balance the budget will require layoffs. The President acknowledged it is especially difficult given the dedication, commitment and longevity of many of our library colleagues.

    To that end, the President noted there are significant service modifications under consideration including four branches closures, retaining existing hours at twenty-two branches, and the consolidation of public service points and unification of complementary subject departments at Copley.

    The library has been following through with its contract obligations with the unions including notification and impacts of these reductions coupled with the positions eliminated. Further, the library managers are continuing to meet with union leaders in order to develop a service plan for July 1, 2010.

    President Ryan updated the Board on The Boston Public Library Compass: Principles for Excellence initiative recalling the Trustees Compass Committee, chaired by Trustee James Carroll, was launched in December 2009 to develop a strategic plan for the Boston Public Library whose purpose was to identify core principles that would guide the BPL’s overall direction.

    The BPL Compass initiative also included a staff committee that was led by project leader Christine Schonhart, Neighborhood Services Manager, and three community conversations were held in three different branch libraries in January 2010 that was followed by meetings in February with the Affiliates of the BPL. However, the efforts were stalled as the library turned its attention and energy to the budget situation.

    The President recalled that originally it was expected to bring the recommendations of The Boston Public Library Compass: Principles for Excellence core principles for discussion and approval at today’s meeting.

    The President suggested that the Compass process be extended in light of the tremendous public engagement the library has seen over the last few months while honoring what has been said and consider proceeding with the initiative until the end of the year.

    Trustee James Carroll concurred that the Compass process be continued noting that the fall 2009 launch of The Boston Public Library Compass: Principles for Excellence process was established to build on the recommendation of the Trustees Neighborhood Services Initiative and also in response to the revolutionary changes in information technology and the ways in which libraries are responding to public needs around the world.

    Trustee Carroll noted that the Trustees Compass Committee is comprised of an extraordinary collection of people representing world class scholars who are cognizant of the broad picture of library development, including library administrators from local universities, library stakeholders, key staff members, and members of the public.

    Trustee Carroll observed the discussions of the Compass initiative strikes him now looking back as having been taken place in a different stratosphere and way above the requirements of the real world in light of the budget discussions of the last few months.

    Trustee Carroll emphasized the importance of continuing the Compass initiative and recognizing the present moment as an advantage and a real opportunity. To that end, Trustee Carroll suggested the Compass Committee be reassembled with these various expertise and reconsider the large questions of library culture generally but very much now in the context of what the BPL is coping with this year and will be for some time to come.

    Trustee Carroll noted that versions of the BPL crisis have been occurring at every major public library system in the country over the last six months although some much more painfully than others, and at the same time, library professionals are having to recast library service and re-image what libraries are in the public culture.

    To that end, Trustee Carroll observed that the Boston Public Library is now in a position to be a test case for taking a significant leadership role in public libraries in concert with The Boston Public Library Compass: Principles for Excellence initiative to develop an authentic strategic vision and core principles and then present them to the Trustees and the broader community next fall.

    Trustee Carroll reiterated that the public library must reinvent itself for public use, even apart from the fiscal challenges, with a new understanding that the library is going forward guided by authentic core principles that are shaped by intellectual and academic credibility, authority of the broad public, and that stand up to scrutiny by public officials who provide funds for the library.

    Trustee Carroll noted that he looks forward with President Ryan to reconvening the Compass initiative and to presenting to the Trustees next fall a statement of the vision and core principles for the Boston Public Library.

    Trustee Evelyn Arana-Ortiz, Chair, Trustees Fellowes Athenaeum Trust Fund Advisory Committee, reported on the initiatives of the Fellowes Advisory Committee. The Chairman acknowledged the outstanding work of Ms. Sarah-Ann Shaw, Ms. Mimi Jones, Ms. Inez Foster, Ms. Carin O’Connor and Ms. Christine Schonhart on behalf of the Fellowes Advisory Committee.

    Chairman Evelyn Arana-Oritiz provided background information on the proposed FY11 Fellowes Athenaeum Programmatic Plan, reflecting an approved allocation of $150,000 to support programs at the Dudley Branch Library, including adult education, GED Testing, youth development, family literacy and autism awareness, library books, periodicals and project-related expenses.

    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 $150,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY11 as recommended by the Fellowes Advisory Committee”

    Trustee Evelyn Arana-Ortiz, Chair, Trustees Financial and Audit Committee reported on the initiatives of the Finance Committee that meet on May 6, 2010 attended by the auditors from O’Connor & Drew, P.C. The Chairman noted that the committee reviewed the draft Boston Public Library FY09 Management Letter which includes an action plan for each item and arranged in order of priority to be addressed.

    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 FY09 Management Letter”

    Chief Financial Officer Sean Nelson provided background information on the proposed Award of Contracts listed on the Addendum distributed to the Board along with a detailed report describing each contract, term, amount cost, and the library’s source of funding.

    Trustee Donna M. DePrisco commended the work of the Trustees Finance and Audit Committee, under the direction of Chairman Evelyn Arana-Oritiz, noting the discussions and level of detail provided were inspiring and extremely helpful to the decision making process.

    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”

    The Chief Financial Officer reviewed the Report of the Boston Public Library Gifts and Grants, May 1, 2009 – April 30, 2010which the Trustees Finance and Audit Committee reviewed and recommended to the Board for acceptance. 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 Report of Boston Public Library Gifts and Grants, May 1, 2009 – April 30, 2010”

    The Chairman tabled the proposed acceptance of the Report of the Boston Public Library Foundation, Expenses to BPL, July 1, 2009 – May 5, 2010for further review and discussion by the Trustees Finance and Audit Committee and until the next Trustees Meeting.

    President Ryan reviewed background information on the proposed authorization to expend funds from the Estate of Pasquale J. Grillo, Jr. and the Estate of Esther M. Engelman to support neighborhood outreach activities that were included in the Report of the Boston Public Library Gifts and Grants, May 1, 2009 – April 30, 2010.

    The President noted that the funds were unexpected and one time monies and proposed expending the funds to support neighborhood outreach activities particularly in the communities slated for branch closures, including youth initiatives, adult outreach, book lending initiatives, and other activities.

    Trustee James Carroll noted how grateful the Trustees are to the benefactors and firmly supported the request to earmark the funds for neighborhood outreach activities reflecting the Board’s important commitment to further mitigate the impact of the branch closings on the neighborhoods.

    Trustee Paul A. La Camera suggested it would also be helpful to have additional background information on the bequests and the estates of the two benefactors. Following discussion, on a motion duly made and seconded, and on the recommendation of President Ryan, it was

    VOTED: “that the President, or designee, be authorized to expend funds from the Estate of Pasquale J. Grillo, Jr. and the Estate of Esther M. Engelman to support neighborhood outreach including youth initiatives, adult outreach, book lending initiatives, and other outreach activities and the implementation and coordination thereof”

    Ms. Ruth Kowal, Director, Administration & Finance reviewed the proposed revisions to the Central Library Private Event Pricing that were discussed and recommended for approval at the Trustees Finance and Audit Committee meeting on May 6, 2010.

    The revisions reflect updated pricing costs associated with private events since the list was last updated in 2007 including room rates, off-peak discount rates from January through March as well as Sunday evenings, and fees for events utilizing an approved outside caterer.

    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 Central Library Private Event Pricing as recommended by the Trustees Finance and Audit Committee”

    The Chairman noted that today the Board would not be addressing policies on the Central Library room rentals and fundraising for non-profits and charities which will be revisited by the Trustees Finance and Audit Committee and placed on the agenda for the fall Trustees Meeting.

    The Chairman addressed the next item on the order of business pertaining to the proposed schedule of Trustees Meetings for 2010-2011 noting that alternating months would include productive work by the Board committees. Following discussion, on a motion duly made and seconded, it was

    VOTED: “that the Trustees of the Public Library of the City of Boston approve the schedule of Trustees Meetings for 2010-2011 as noted below”:

    Tuesday, September 14, 2010, 8:30 a.m., Orientation Room, Copley Square
    Tuesday, November 16, 2010, 3:00 p.m., Roslindale Branch Library
    Tuesday, January 18, 2011, 3:00 p.m., Brighton Branch Library
    Tuesday, March 8, 2011, 3:00 p.m., Charlestown Branch Library
    Tuesday, May 10, 2011, 8:30 a.m., Annual Meeting, Orientation Room, Copley Square

    In other business, Trustee Paul A. La Camera noted that paper copies of the Minutes of the Trustees Meetings are mailed to the Board at their business addresses and requested that the Minutes be distributed to the Board electronically at least 72 hours before the meeting which was unanimously embraced by the Board.

    Trustee Paul A. La Camera commended President Ryan and the staff on the planning efforts to support neighborhood outreach activities in areas affected by branch closures and noted another concern pertains to staff layoffs and inquired about the procedures in place for affected employees.

    President Ryan reported that the library has notified the unions that there are going to be 86 positions eliminated which will impact about 75 people. The library has contractual obligations not to lay off any union members until October 1, 2010 and the priority is to mitigate the number of people laid off and make it as low as possible.

    The President noted that the library also has some vacancies that are deemed critical which will be filled from within the library workforce. The library is working collaboratively with the City of Boston’s Office of Human Resources to assist with providing services for transitioning employees into other positions outside of the library and with Simmons College to assist the librarians that will be separated from the Boston Public Library.

    Trustee Carol Fulp suggested that there may be opportunities for corporations to be engaged in this transition process as well to help employees. The Chairman proposed that a portion of the unrestricted funds that were accepted by the Board at today’s meeting could be earmarked to assist employees at the Boston Public Library with career counseling opportunities. Following discussion, on a motion duly made, it was

    VOTED: “that the Trustees of the Public Library of the City of Boston, authorize President Amy Ryan, or her designee, to expend up to $25,000 from the Boston Public Library’s unrestricted funds to assist employees at the Boston Public Library with career counseling opportunities”

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


    Respectfully submitted,

    Clerk to the Trustees

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     Minutes of Annual Meeting McKim Building, Rabb Lecture Hall
    Administrative Agency Tuesday, May 11, 2010

    (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 11, 2010 at 9:15 a.m.

    Present at the meeting were: Trustees Evelyn Arana-Ortiz, Zamawa Arenas, James Carroll, Donna M. DePrisco, Carol Fulp, Berth é M. Gaines via telephone, Paul A. La Camera, and Jeffrey B. Rudman.

    Also present at the meeting were: President Amy E. Ryan; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Meredith Weenick, Associate Director, Administration & Finance, City of Boston; Maribeth Cusick, Esq., and Elizabeth Dello Russo, Esq., City of Boston Law Department; Jean Capizzi, Operating Analyst, Office of Budget Management; Jan Spitz, Executive Director, the Norman B. Leventhal Map Center at the Boston Public Library; David J. Vieira, President, City Wide Friends of the Boston Public Library; Don Haber, Co-chair, Friends of Jamaica Plain Branch; Daria McLean, Director of Development, Boston Public Library Foundation; Koren Stembridge, Director, Partnerships and Communications; Mary Flaherty, Human Resources Manager; Sean Nelson, Chief Financial Officer; Michael Colford, Director, Resource Services/Information Technology; David Leonard, Chief Technology Officer; Christine Schonhart, Neighborhood Services Manager; Gina Perille, Communications Manager; Jim Meade, Manager of Library Buildings; Beth Prindle, Manager of Education, Interpretation, and Outreach; Bethan Steward, Egleston Square Branch Librarian; Claire O’Toole, Chief Steward, AFSCME, Local 1526, Council 93; Julia Blake, Vice President, PSA/CWA, Local 1333; approximately 45 members of the public; and Jamie McGlone, 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 Zamawa Arenas to report on the Trustees Nominating Committee.

    Trustee Zamawa Arenas, Chairman, Trustees Nominating Committee, presented the slate of officers for Fiscal Year 2010-2011, on behalf of the Trustees Nominating Committee, which met at the Boston Public Library, McKim Trustees Room, on May 6, 2010.

    Chairman Zamawa Arenas re-nominated Trustee Jeffrey B. Rudman for Chairman and it was seconded by Trustee James Carroll. With no other nominations, on a motion duly made and seconded, and subsequent to a viva voce vote, Trustee Jeffrey B. Rudman was declared elected Chairman of the Board for FY 2010-2011.

    Chairman Zamawa Arenas nominated Trustee Evelyn Arana-Ortiz for Vice Chairman and it was seconded by Trustee James Carroll. With no other nominations, on a motion duly made and seconded, and subsequent to a viva voce vote, Trustee Evelyn Arana-Ortiz was declared elected Vice Chairman of the Board for FY2010-2011.

    Chairman Zamawa Arenas re-nominated Jamie McGlone for Clerk of the Board and it was seconded by Trustee James Carroll. With no other nominations, on a motion duly made and seconded, and subsequent to a viva voce vote, Jamie McGlone was declared elected Clerk of the Board for FY2010-2011.

    In new business, the Chairman invited Elizabeth Dello Russo, Esq., City of Boston Law Department, for a report on the Charlestown Service Building. Ms. Dello Russo recalled that the Trustees of the Boston Public Library voted conveyance of the Charlestown Service Building property to the City of Boston at the Trustees Meeting held on November 17, 2009.

    Subsequently, the Honorable Mayor Thomas M. Menino and the Boston City Council in March 2010 approved the gift of the Charlestown Service Building property to the City of Boston and the last step in the process for the Board requires that all the Trustees who voted on November 17, 2009 sign the Deed of Gift.

    The Chairman requested that the attorney provide a copy of the fully recorded Deed of Gift upon recording and that the building remain inaccessible pending completion of the transaction to the City of Boston.

    Chairman Jeffrey B. Rudman recommended that items two through eight on the order of business be voted on as a whole pertaining to 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, on a motion duly made and seconded, the following enabling votes were approved as follows:

    • Enabling vote for the signing of payrolls related to grant funded positions

     VOTED: “that the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 related to grant funded positions”

    • Enabling vote for the signing of contracts approved by the Board

    VOTED: “that the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 contracts 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 until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Director of Administration & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, 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 & Finance, Chief Financial Officer, Director of Partnerships and Communications, Central Services Manager, or the Clerk of the Corporation be, 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, 2009 to June 30, 2010 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, 2009 to June 30, 2010, 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, 2010 to June 30, 2011”

    • 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”

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

    Respectfully submitted,

    Clerk to the Trustees

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