Spacer graphic Boston Public Library
Meetings
Board of Trustees


 

Meeting of the Trustees as an Administrative Agency (First Meeting)
Tuesday, May 13, 2014, 8:30 a.m.
Boston Public Library, Central Library
700 Boylston Street, McKim Orientation Room, Boston, MA

AGENDA

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

    1. Review and Approval of Minutes for the Trustees Meeting held on March 11, 2014 (Attachment 1)

  2. President's Report
    Amy E. Ryan, President
    1. The Soul of a Man: Toussaint Louverture & the Haitian Slave Revolt Exhibition: June 17 to September 30, 2014 Panel: Toussaint Louverture and the New England Abolitionist Movement June 17, 2014 at 6:30 p.m. / Panelist: Trustee Byron Rushing
    2. Boston Public Library Accomplishments FY14 (Attachment 2)
    3. Visual Identity Update
    4. Expanded Digital Resources: Streaming Media Laura Irmscher, Chief of Collections Strategy
    5. User Survey Highlights Gina Perille, Chief Communications Officer
    6. Proposed Public Comment Procedures
    7. FY15-19 Recommended Capital Projects Plan Update (Attachment 3) David Leonard, Director of Administration and Technology
    8. FY15 Recommended Operating Budget Update Ellen Donaghey, Chief Financial Officer
    9. Expansion to Year-Round Weekend Hours in Branches and Central
    10. Private Event Policy (Attachment 4)

      VOTED: “that, the Trustees of the Public Library of the City of Boston approve the revised Private Event Policy”
  3. Trustees' Finance and Audit Committee Report
    Evelyn Arana-Ortiz, Vice-Chair
    1. Award of Contracts
      1. Contract or Contracts for Various Goods or Services Related to the Critical Repair Capital Budget for FY15
      2. VOTED: “that, the Trustees of the Public Library of the City of Boston 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 Capital Budget for the period July 1, 2014 through June 30, 2015 provided that each contract entered into pursuant to this authorization shall have been estimated to be less than one hundred thousand dollars ($100,000.00). In no event will the contracts cumulatively exceed three hundred thousand dollars ($300,000.00)”
      3. Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials for FY15 (Attachment 5)

        VOTED: “that, the Trustees of the Public Library of the City of Boston approve that there be entered into a non-advertised contract, as authorized under G.L., c30-B, Section 7 (a), referred to as a “Procurement of Library Books”, between the Trustees of the Public Library of the City of Boston (a Corporation under Chapter 114 of the Acts of 1878), and the attached vendors list (including any subsidiaries or agents), for the acquisitions of books and for certain other library bibliographical acquisitions materials, in an amount not to exceed the amount authorized in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2014, through June 30, 2015”

      4. Contract for Relocating and Re-shelving Collections, as well as the Breakdown, Transportation and Set Up of Metal Shelving in Conjunction with the Johnson Building Renovation of the Boston Public Library
        VOTED: “that, there be entered into with William B. Meyer, 255 Long Beach Blvd., Stratford, CT 06615, the sole responsive and responsible bidder, a contract for Relocating and Re-shelving Collections, as well as the Breakdown, Transportation and Set up of Metal Shelving in conjunction with the Johnson Building Renovation of the Boston Public Library, for the period May 14, 2014 through March 31, 2015 at a total cost not to exceed one hundred ninety four thousand, six hundred seventy three dollars and zero cents ($194,673.00). The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by one vendor as described in the Request for Proposal (RFP), and through this process determined the proposal presented by William B. Meyer represented an appropriate value for the Boston Public Library”
      5. Contract for a Retrospective Conversion Services Project for the Boston Public Library for Main Entry Cards, a One Year Contract with Options to Renew for a Second and Third Year
        VOTED: “that, there be entered into with The Donohue Group, Inc., 41 Mechanic Street, Windsor, CT 06095, the most responsive and responsible bidder in the public bidding, advertised under G.L. c.30B, § 6, a contract for a Retrospective Conversion Services Project for the Boston Public Library for Main Entry Cards, a one year contract, from May 14, 2014 through May 13, 2015, at a total cost not to exceed one hundred forty nine thousand, nine hundred ninety two dollars and fifty cents ($149,992.50) with options to renew for a Second and Third Year, at a total cost not to exceed the bid price. The Boston Public Library Evaluation Committee performed an evaluation of the proposals presented by two vendors as described in the Request for Proposals (RFP), and through this process determined the proposal presented by The Donohue Group, Inc. represented the best value for the Boston Public Library”
      6. Contract for a Retrospective Conversion Service Project for the Boston Public Library for the Joan of Arc and John Merriam Collections during a One Year Period

        VOTED: “that, there be entered into with The Donohue Group, Inc., 41 Mechanic Street, Windsor, CT 06095, the most responsive and responsible bidder in the public bidding, advertised under G.L. c.30B, § 6, a contract for a Retrospective Conversion Services Project for the Boston Public for the Joan of Arc and John Merriam Collections, during a one year period, from May 14, 2014 through May 13, 2015, at a total cost not to exceed eighty five thousand, seven hundred forty two dollars and forty cents ($85,742.40). The Boston Public Library Evaluation Committee performed an evaluation of the proposals presented by two vendors as described in the Request Proposals (RFP), and through this process determined the proposal presented by The Donohue Group, Inc. represented the best value for the Boston Library”

      7. Contract for high-speed network connection bringing high-capacity internet access to all BPL locations / Layer-2 Connectivity

        VOTED: “that, there be entered into with the City of Boston/MIS, One City Hall Plaza, Boston, MA 02201 the lowest responsible and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract for Layer-2 Connectivity from 700 Boylston St. (Copley Main Branch) to 1 Summer St Markley Group, as specified during the period of July 1, 2014 through June 30, 2015, with the BPL option for FY-16 and FY-17 at the bid price, at a total cost not to exceed forty eight thousand dollars and zero cents ($48,000.00) per Fiscal Year, contingent upon receipt of Universal Services Fund Federal funding”

      8. Contract for high-speed network connection connecting all BPL locations to data central at 700 Boylston Street (Central Library) / Multi-Site Connectivity Services

        VOTED: “that, there be entered into with the City of Boston/MIS, One City Hall Plaza, Boston, MA 02201 the sole responsible and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract for Multi-Site Connectivity Services for the Boston Public Library System, as specified during the period of July 1, 2014 through June 30, 2015, with the BPL option for FY-16 and FY-17 at the bid price, at a total cost not to exceed seven hundred twenty thousand dollars and zero cents ($720,000.00) per Fiscal Year, contingent upon receipt of Universal Services Fund Federal funding”

      9. Contract for Design, Fabrication, Delivery and Installation of Lion Cub Sculptures

        VOTED: “that, the Trustees of the Public Library of the City of Boston approve that there be entered into a contract with 42 Design Fab Studios, Inc., 34 Front Street, Springfield, MA 01151, for the fabrication, delivery and installation of lion cub sculptures in the Children’s Room, said costs not to exceed fifty five thousand dollars and no cents ($55,000)”

      10. Trustees Contract for the Leasing of Two (2) Panel Trucks, and Two (2) Passenger Vans for the period of Twenty Four (24) Months

        VOTED: “that, there be entered into with Merchants Auto Group, Inc., 1278 Hooksett Road, PO Box 16415 Hooksett, NH, the lowest eligible, responsible, and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract Leasing of Two (2) Panel Trucks, and Two (2) Passenger Vans as specified for a Multi-Year (two [2] year) period beginning July 1, 2014 through June 30, 2015, and on July 1, 2015 at a total cost for the two year period not to exceed, one hundred thirty two thousand, one hundred forty four dollars and zero cents ($132,144.00), and the total cost for the first fiscal year (FY-15) is not to exceed sixty six thousand, seventy two dollars and zero cents ($66,072.00) and the cost for the last fiscal year (FY-16) is not to exceed sixty six thousand, seventy two dollars and zero cents ($66,072.00)”

      11. Trustees Fellowes Athenaeum Trust Advisory Committee Trust Fund FY15 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 eighty seven thousand dollars and no cents ($87,000) to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY15 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting”

    2. Proposed Delegation to Trustees Finance and Audit Committee for Approval of the Award of Contracts
      1. Delegation of Award of Contract for Providing Consultant Services to Develop and Coordinate Relocation Plans for Collections and Services for Phase-1 Construction of the Johnson Building Second Floor, and also Phase-2 Planning Redevelopment of the Lower Three Floors of the Johnson Building, during the Period July 1, 2014 through June 30, 2015, with BPL options to renew for FY16 and FY17.
      2. VOTED: “that, the Trustees of the Boston Public Library of the City of Boston approve the Delegation of Award of Contract for Providing Consultant Services to Develop and Coordinate Relocation Plans for Collections and Services for Phase-1 Construction of the Johnson Building Second Floor, and also Phase-2 Planning Redevelopment of the Lower Three Floors of the Johnson Building, during the Period July 1, 2014 through June 30, 2015, with BPL options to renew for FY16 and FY17”
      3. Delegation of Award of Contract for Consultant Services to Support Research, Creation, and Implementation of a Two-Year Program Plan for Children and Youth. The scope of this work will include pre-and post-opening planning focused on the conceptualization, development, implementation, and evaluation of innovative, educational programs for infants through teens, which emphasize creative expression, connected learning principles and learning through experience.
        VOTED: “that, the Trustees of the Boston Public Library of the City of Boston approve the Delegation of Award of Contract for Consultant Services to Support Research, Creation, and Implementation of a Two-Year Program Plan for Children and Youth. The scope of this work will include pre-and post-opening planning focused on the conceptualization, development, implementation, and evaluation of innovative, educational programs for infants through teens, which emphasize creative expression, connected learning principles and learning through experience”
  4. Proposed Schedule of Trustees Meetings for 2014 – 2015
    Jeffrey B. Rudman, Chairman
    VOTED: that, the Trustees of the Public Library of the City of Boston approve the proposed schedule of Trustees meetings for 2014-2015 as noted below:
    • Tuesday, September 16, 2014, 3 p.m., West End Branch
    • Tuesday, November 18, 2014, 3 p.m., Lower Mills Branch
    • Tuesday, January 13, 2015, 3 p.m., South End Branch
    • Tuesday, March 10, 2015, 8:30 a.m., Central Library
    • Tuesday, May 12, 2015, 8:30 a.m., Annual Meeting, Central Library
  5. New Business
    Jeffrey B. Rudman, Chairman
  6. Public Comment

  7. Adjournment
    Jeffrey B. Rudman, Chairman

    Back to top


Meeting of the Trustees as an Administative Agency(Second Meeting)

Tuesday, May 13, 2014, 9:00 a.m.
Boston Public Library, Central Library
700 Boylston Street, McKim Orientation Room, 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
    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
    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 Vote on Critical Repair Fund
    Jeffrey B. Rudman, Chairman

    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, 2014 through June 30, 2015, 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
    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
    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, Director of Branch Library Services, Chief of Public Services, 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, Director of Branch Library Services, Chief of Public Services, 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 2015 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2015, as shall be approved by the City of Boston.

  7. Enabling Vote on the Approval of Interim Salary Payments to Library Employees
    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 Fiscal Year 2015 City appropriation, for any external fund accounts for which no appropriation becomes available.

  8. Other Business
    Jeffrey B. Rudman, Chairman

  9. Adjournment
    Jeffrey B. Rudman, Chairman

    Back to top


 

Meeting of the Trustees as a Corporation(Third Meeting)
Tuesday, May 13, 2014, 9:30 a.m
Boston Public Library, Central Library
700 Boylston Street, McKim Orientation Room, Boston, MA

AGENDA

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

  2. Nomination of Officers
    Paul A. La Camera, Trustee

     VOTED: that, the Trustees of the Public Library of the City of Boston approve the 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 May 13, 2014 through May 12, 2015.

  3. Enabling Vote for the Signing of Payrolls
    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
    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.
    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
    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, 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
    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, 2014 to June 30, 2015; 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, 2014 to June 30, 2015 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, 2014 to June 30, 2015, 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
    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
    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
    Jeffrey B. Rudman, Chairman

  11. Executive Session
    Jeffrey B. Rudman, Chairman
    • Personnel Report
      Caroline O. Driscoll, Assistant Corporation Counsel, City of Boston Law Department

  12. Adjournment
    Jeffrey B. Rudman, Chairman



Minutes of Meeting McKim Building, McKim Orientation Room
Administrative Agency |Tuesday, May 13, 2014, 8:30 AM
(First Meeting)

A Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, 700 Boylston Street, Boston, MA 02116.

Present at the meeting were: Chairman Jeffrey B. Rudman, Trustees: Vice Chair Evelyn Arana-Ortiz, Carol Fulp, Zamawa Arenas, John T. Hailer, Byron Rushing, Dennis Lehane, Paul La Camera.

Absent from the meeting was Trustee Laura DeBonis.

Also present at the meeting were:  President Amy E. Ryan, Boston Public Library staff, City of Boston staff, and members of the public

Chairman Jeffrey B. Rudman presided.

Prior to addressing the agenda, Mr. Rudman congratulated President Amy Ryan on the occasion of her sixth Annual Trustees Meeting.  He also spoke of the success of the Dear Boston exhibition.  He stated that the exhibition hosted 51,000 visitors in a period of five weeks, the highest weekly attendance in the BPL’s history. 

Mr. Rudman addressed the agenda item: Review and Approval of the Minutes of the Trustees Meeting held on Tuesday, March 11, 2014.  On motion made and duly seconded, the Minutes of the March 11, 2014 Meeting were approved.

Mr. Rudman announced that Trustee Carol Fulp and Trustee Rep. Byron Rushing had been reappointed as Trustees by the Mayor of the City of Boston.  He congratulated Trustees Fulp and Rushing on their reappointment and prospective service, and thanked them for services rendered.

BPL President Amy Ryan delivered the President’s Report.  She announced the Toussaint Louverture & The Haitian Slave Revolt Exhibition.  Together with Haitian community organizations, the BPL would be hosting an exhibition at Central Library and Mattapan, together with an opening reception and lecture.  Ms. Ryan further announced Trustee Rushing’s participation as a panelist.  Mr. Rushing described that the exhibition began as a request from the Haitian community.  He thanked the BPL staff for putting this together and hopes that the exhibition will allow the Haitian community to see the BPL as a major resource of Haitian history and historical artifacts.

Trustee discussion then centered on the significant size of the Haitian population in Boston and opportunities for the BPL to partner with Haitian leaders in the community for further successful programming.

President Ryan, prior to introducing the Accomplishments FY14 document, highlighted that 3.7 million people visited a BPL location last year and 8 million visits to website.  The number of books, CDs, DVDs, and media checked out and downloaded is up 20% since 2008. 

Trustee John Hailer asked if the BPL was using the Cloud as a source of data storage and retrieval.  David Leonard,  BPL’s Director of Administration and Technology responded by explaining the BPL services are hosted by vendors in the Cloud and some data and back-of-the-house systems are shared with the City of Boston’s data center. 

The FY14 Accomplishments document was introduced.  The ten listed accomplishments demonstrate first the BPL’s partnerships, the ability to leverage its power through partnerships and the importance of partnerships; second, streaming media and digital services; .and third, the importance of the branches, branch services and capital improvements.  At any one time there are ten (10) plus capital projects going on throughout the branches – major and minor projects.

Ms. Ryan acknowledged the importance of the staff throughout the BPL, their commitment to serving the public – directly and indirectly – and the Library. 

Trustee Arenas asked for clarification on the accomplishment – Community Engagement.  Ms. Ryan responded that the 2014 User Survey presentation will further illustrate that accomplishment.

Trustees LaCamera and Fulp extended their congratulations.

Ms. Ryan next offered an update on the BPL’s Visual Identity.  As not all Trustees were serving on the Board when the Visual Identity topic was first explored, Ms. Ryan provided a description of the process.  The Visual Identity was initially discussed as part of the BPL’s strategic plan, the Compass principles, adopted in November 2011.  Through the generous pro bono work of Trustee Arenas’s firm – Argus – a proposed visual identity was delivered to the Trustees in June 2012.  Ms. Ryan recommended to the Trustees that any new visual identity for the BPL be held until the Johnson renovations are complete.

The BPL underestimated the time, resources and the initial capacity to adopt a new visual identity.  In 2013, the Administrative Council met to discuss and evaluate the BPL’s strategic plan.  It was recommended that a new visual identity project should not coincide with the renovations at Central library.  It is being brought back to the board today with the recommendation that any new visual identity be held until after the Central Library renovations are complete and be brought back to the board at that time. 

Ms. Arenas explained that the proposed visual identity was based on a lot of input from staff and the community, with very robust discussion and feedback, but that the renovations would compete with any roll-out and that addressing the visual identity issue after the renovation makes sense and is a viable solution.  Mr. Rudman expressed his appreciation to Ms. Arenas’ firm for their work.

Ms. Ryan next introduced Ms. Laura Irmscher, the BPL Chief of Collections Strategy, to introduce the BPL’s streaming media service.  Ms. Irmscher’s presentation described the differences between streaming media and download services.  She presented a slide show describing how the system is accessed.  Ms. Irmscher explained to the Trustees that the pricing model of the streaming media service is based on usage versus purchase.  She further explained that streaming media service allows for multiple patrons to access the same material at the same time.  The BPL pays for streaming media based on usage as opposed to purchase of a particular title.  She has worked with vendors regarding structuring pricing and cost projections based on similar institutions.  Pricing is controlled by limiting the number of times a patron may check something over the course of a month, but based on review, this can be changed.

Ms. Arenas asked if Ms. Irmscher could please provide to her the pricing projections.

Mr. Rudman asked if Ms. Irmscher could please provide statistics as to what percent of the population of the City of Boston has an internet connection.

Trustee discussion then turned to families that may not have internet connections and whether patrons are able to check out iPads. 

Mr. Leonard clarified the points associated with iPad lending.  There were some delays in moving iPad lending forward, but that within two months the BPL will be able to lend iPads to patrons.  He explained Mayor Walsh’s internet initiative and the Mayor’s commitment to promoting wi-fi through the neighborhood Main Streets programs. 

Mr. Rudman asked Ms. Irmscher and Mr. Leonard to provide information as to the populations that iPad lending and streaming media are serving.  Overdrive has experienced growth from 18,000 downloads initially to 520,000 downloads by the end of last year.  Ms. Arenas asked for the information behind the numbers.  Are the 520,000 downloads made by users of a certain income?  Mr. Rudman asked that Ms. Irmscher and Mr. Leonard present the requested information at the September 2014 Trustee Meeting.

Ms. Ryan introduced Gina Perille, BPL’s Chief of Communications and Strategy, to highlight the 2014 User Survey.  The 2014 User Survey yielded 11,000 responses.  Questions were asked regarding current and future BPL services, and respondents were asked to agree or disagree with certain value statements.  Respondents indicated providing books, dvds, and cds, promoting literacy, and providing access to research and special collections as the most important services offered by the BPL.  The top three requests for future services were on-line classes, streaming media, and credit card and on-line payments for convenience.  Services patrons have tried include museum passes, e-books, talks and lecture. 

Ms. Arenas asked if technology could be broken out for the next survey. 
Overall, 98% of survey respondents were “satisfied” or “very satisfied” with the BPL and, if the Library were a famous person, the overall response was that it would be “Benjamin Franklin.”  Other contenders included Thomas Jefferson, Abraham Lincoln, Albert Einstein, John Adams, and George Washington.  The lack of women in this list was noted. 

Ms. Ryan next addressed a Proposed Public Comment Policy.  She recognized the importance of feedback in promoting public engagement and an open institution and suggested moving feedback from end of meeting to beginning of meeting, commenting on agenda items only, and providing formal feedback on the website. 

Mr. LaCamera indicated the importance of responding directly to a person, and further stressed the importance of hearing comment beyond the agenda items.  Ms. Fulp suggested that everyone learns from public comment.  Mr. Hailer noted the balance between transparency and responsiveness. 

Mr. Rudman directed that the Proposed Public Comment Policy be reworked, distributed for consideration, and discussed at a later meeting.

Ms. Ryan introduced Mr. Leonard to present on the Capital Projects Plan.  Mr. Leonard discussed systemwide, branch focused, and Central Library capital improvements.  The information was very similar to what was presented at the March 2014 Trustee meeting.

Citywide projects include branch facilities review, critical repair fund, pay-for-print, and the security audit.  Branch projects include the Faneuil Branch study, borrowing to allow Dudley to move forward, JP Branch renovation (design work has begun, community meetings have been held, and budget was increased by $10 million), Parker Hill masonry repairs, and Roslindale Branch programming study and early action items completed.

Projects at Central Library include piping infrastructure and energy improvements, both of which will be addressed by the Johnson Building renovations.  Legacy projects include McKim waterproofing and final stages of signage improvements. 

Mr. Rudman expressed his pleasure with the increases in the capital budget, indicating it was a tribute to President Ryan and all who work at the BPL. 

In regard to the Central Library renovation, Mr. Leonard pointed out the progress and that work has moved into a construction, from a demolition, phase.  The current plan is for a March/April 2015 opening day for Phase 1 and will include a new Children’s Library, Teen Zone collections and meeting rooms.  Phase 2 construction includes the new first floor, enterprise space, new fiction collection space, borrower services, tech central, music and movies.  Phase 2 will commence in July.

Mr. Rudman extended his thanks to Trustee Rushing, for Trustee Rushing’s work in helping to secure funding for the capital budget. 

Ellen Donaghey, Chief Financial Officer at the BPL next provided the Operating Budget Update.  Ms. Donaghey explained that Mayor Walsh’s budget was higher than expected.  His budget fully funds the union contracts, expanded Saturday hours in the branches and expanded Sunday hours at Copley.

Ms. Ryan further highlighted the expanded Saturday hours in the branches and the expanded Sunday hours at Copley.  Mayor Walsh has approved this and has put it front and center when speaking of his commitment to the neighborhoods.   

Ms. Ryan next described the proposed edits to the Private Event Policy.  The changes to the policy delegate the authority for approval of events and pricing of same to Ms. Ryan and her team.  As meeting rooms in the McKim Building are put into use to accommodate those rooms in the Johnson Building that are under construction, flexibility needs to be built into event pricing. 

Mr. Rushing indicated that he would like it made clear that the BPL does not discriminate in who may rent private event space, nor will it rent private event space to groups who unlawfully discriminate and could language reflective of this be added.

The next agenda item: Award of Contracts was voted to approve on a collective vote.  All contracts were approved.

The schedule of Trustees Meeting was voted approved.

With no new business and the moving of public comment to the end of the Third Meeting, the Trustees began the Second Meeting of the Trustees.  The first meeting was adjourned at 10:00 am.

 



Deborah A. Kirrane
Clerk of the Board

Back to top


 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Administrative Agency | Tuesday, May 13, 2014, 8:30 AM

(Second Meeting)

The Annual Meeting of the Trustees as an Administrative Agency (Second Meeting) commenced with the Chairman’s Call to Order, and a description of the votes in this meeting as “enabling” votes.  The Chairman proposed that agenda items two through seven 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.  On a motion made and duly seconded, it was collectively voted:

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.

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.

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, 2014 through June 30, 2015, 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).

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.

VOTED: that until the next Annual Meeting that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, Director of Branch Library Services, Chief of Public Services, 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, Director of Branch Library Services, Chief of Public Services, 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 2015 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2015, as shall be approved by the City of Boston.

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 Fiscal Year 2015 City appropriation, for any external fund accounts for which no appropriation becomes available.

There being no further business, the Annual Meeting of the Administrative Agency (Second Meeting) adjourned at 10:05 a.m.



Deborah A. Kirrane
Clerk of the Board

Back to top


 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Corporation | Tuesday, May 13, 2014, 8:30 AM

(Third Meeting)

The Annual Meeting of the Trustees as a Corporation (Third Meeting) commenced with the Chairman’s Call to Order and introduction of Paul LaCamera as Chair of the Nomination Committee.  Trustees Rudman and Arana-Ortiz left the room for Mr. LaCamera’s presentation.

Trustees Nominating Committee Chair, Paul La Camera, presented the slate of officers for the Fiscal Year 2014-2015, on behalf of the Trustees Nominating Committee of Jeffrey B. Rudman for Chairman, Evelyn Arana-Ortiz for Vice Chairman, and Deborah Kirrane for Clerk of the Board.  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 Deborah Kirrane, Clerk of the Board for the period July 1, 2014 through June 30, 2015.

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

On a motion duly made and seconded, the following votes were approved:

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.

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.

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.

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, 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.

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, 2014 to June 30, 2015;
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, 2014 to June 30, 2015 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, 2014 to June 30, 2015, 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.

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.

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.

The Chairman called for New Business; there was none.

The Chairman called for Public Comment.  David Vieira, President of Citywide Friends of the BPL, distributed written remarks made to the Boston City Council on May 12, 2014, to the Trustees. 

Ellissa Cadillic, President of AFSCME, next addressed the Trustees.  She spoke to the 2014 User Survey presentation, and indicated the importance of the staff at the BPL.

There being no other business, the Annual Meeting of the Corporation adjourned at 10:13 a.m., and met in Executive Session to discuss a personnel issue.



Deborah A. Kirrane
Clerk of the Board


 

Trustees of the Public Library of the City of Boston
Jeffrey B. Rudman, Chairman; Evelyn Arana-Ortiz, Vice Chair; Zamawa Arenas, Laura DeBonis, Carol Fulp, John Hailer,
Paul A. La Camera, Dennis Lehane, Byron Rushing

President
Amy E. Ryan

Back to top

Spacer graphic