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Meetings
Board of Trustees


 

Meeting of the Trustees as an Administrative Agenc(First Meeting)
Wednesday, May 22, 2013, 8:30 a.m.
Boston Public Library, Central Library
700 Boylston Street, Orientation Room, Boston, MA

AGENDA revised 5/15/13

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

    1. A. Review and Approval of Minutes for the Trustees Meeting held on March 12, 2013 (Attachment 1)
    2. Proclamation Honoring Former Trustee John Thomas Lenahan O’Connell (Attachment 2)

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

    1. Introduction of Chief Financial Officer Ms. Ellen Donaghey
    2. Staff and Services since Marathon Monday Update
    3. Marathon Commemorative Plans
    4. Affiliates Reports
      • David McKay, Executive Director, Boston Public Library Foundation
      • Louisa Stephens, Executive Director, Associates of the Boston Public Library
      • David Vieira, President, Citywide Friends of the Boston Public Library
    5. “FY13 Accomplishments” Report (Attachment 3)
    6. FY14 Proposed Recommended Operating and Capital Budgets Update
    7. Major Capital Projects Update
    8. Conveyance of the Norwood Storage Facility Approval This property is conveyed to the City of Boston because it is no longer needed by the Trustees.
      VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to 1878 Mass. Acts ch. 114, as amended, and the By-Laws of the Trustees of the Public Library of the City of Boston, as revised, convey the Norwood Storage Facility, located at 136 Access Road, Norwood, Massachusetts, 02062 to the City of Boston, pursuant to a deed dated December 16, 1992, and registered at the Norfolk County Registry of Deeds, Book Number 9693, Page 500.
    9. Conveyance of the Orient Heights Building Approval This property is conveyed to the City of Boston because it is no longer needed by the Trustees.
      VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to 1878 Mass. Acts ch. 114, as amended, and the By-Laws of the Trustees of the Public Library of the City of Boston, as revised, convey the Orient Heights Building, located at 18 Barnes Avenue, Boston, Massachusetts, 02128 to the City of Boston, pursuant to the following recorded deeds:
      • a deed dated July 31, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 121, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/3 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
      • a deed dated July 9, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 125, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/3 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
      • a deed dated July 11, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 123, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/6 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
      • a deed dated July 11, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 119, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/6 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”).
    10. Transitional Services Career/Counseling Fund Report
    11. VOTED: that, the Trustees of the Public Library of the City of Boston repurpose the balance of the Transitional Services/Career Counseling Fund to a Staff Development and Training Fund which will be a two year program for all staff focusing on topics such as career enhancement, leadership development, job enrichment and training, conversational language skills, and other programs in response to staff preferences and needs
  3. Trustees' Finance and Audit Committee Report
    Chairman Evelyn Arana-Ortiz

    1. Award of Contracts
      1. Contract for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and Certain Branch Libraries of the Boston Public Library System for the period of Thirty-Six (36) Months
      2. VOTED: that, the Trustees of the Public Library of the City of Boston approve a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I be entered into with American Service Company, 35 Hanna Street, Quincy, MA 02169 the sole eligible, and responsible bidder, for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and at Certain Branch Libraries of the Boston Public Library System for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed two hundred three thousand, seven hundred twelve dollars and zero cents ($203,712.00). The cost for the first Fiscal Year (2014) is not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), and for each of the next two fiscal years (Fiscal Years 2015 and 2016) not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), respectively
      3. Contract or Contracts for Various Goods or Services Related to the Critical Repair Capital Budget for FY14

        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, 2013 through June 30, 2014 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)

      4. Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials for FY14
        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 appropriated in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2013, through June 30, 2014
      5. Contract for Preventive Maintenance and Repair of H.V.A.C. Systems Throughout the Public Library System of the City of Boston for a period of Thirty-Six (36) Months.
        VOTED: that, the Trustees of the Public Library of the City of Boston approve a Contract publicly advertised under G.L. C. 30B be entered into with PJ Systems, Inc. d/b/a HIQ Computers, 25 Drydock Ave., 6th Floor, Boston, MA 02110 the sole eligible, and responsible bidder, for Replacement of the Current Helpdesk Software and the Operating System and Productivity Suite Licenses at a total cost not to exceed forty six thousand, seven hundred fifty dollars and ninety cents ($46,750.90).
      6. Contract for “HelpDesk: Replacement of the Current HelpDesk Software and the Operating System and Productivity Suite Licenses” Contract
        Mr. Ed Maheigan

        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, 2013 through June 30, 2014 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)

    2. Proposal for Extension of the License Agreement with The Uncatered Affair
      VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to Article V, section V.1 of the existing License Agreement for Foodservice between the Trustees of the Public Library of the City of Boston and The Uncatered Affair, Inc., by mutual consent of both parties, approve extension of the agreement by one year to April 30, 2015.
    3. "The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2012” Acceptance (Attachment 4)
      VOTED: that, the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2012” with the Recommendations of Sullivan, Rogers & Company, LLC and the Response of Boston Public Library Management.
    4. Proposed Delegation of Approval for the Award of Contract for “Pay for Print: Replacement of the Current BPL Public Service Pay-for-Print Infrastructure with a new Pay-for-Print/Managed Print System” Contract
      VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Pay for Print: Replacement of the Current BPL Public Services Pay-for-Print Infrastructure with a new Pay-for- Print/Managed Print System” Contract to the Trustees Finance and Audit Committee
    5. IRS Form 990: “Return of Organization of Exempt From Income Tax” Report

    6. Copley Wayfinding Signage Project Contract Report

  4. Trustees Fellowes Athenaeum Trust Advisory Committee
    Chairman Evelyn Arana-Ortiz
    1. Discussion and Vote on the Fellowes Athenaeum Trust Fund FY14 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 $83,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY14 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting
  5. Proposed Schedule of Trustees Meetings for 2013 – 2014
    Mr. 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 2013-2014 as noted below:
    • September 10, 2013, 3:00 p.m., Adams Street Branch
    • November 12, 2013 3:00 p.m., West End Branch
    • January 14, 2014, 3:00 p.m., East Boston Branch
    • March 11, 2014, 8:30 a.m., Central Library, Copley Square
    • May 13, 2014 Annual meeting 8:30 a.m., Central Library, Copley Square
  6. New Business
    Mr. Jeffrey B. Rudman, Chairman

  7. Adjournment
    Mr. Jeffrey B. Rudman, Chairman

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Meeting of the Trustees as an Administative Agency(Second Meeting)Wednesday, May 22, 2013, 9:00 a.m.
Boston Public Library, Central Library
700 Boylston Street, 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

    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

    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

    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, 2013 through June 30, 2014, 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. V. Enabling Vote for Appointment of the Library President or Designee to Hold and Conduct Such Hearings as May be Necessary for Civil Service Personnel

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

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

    VOTED: that until the next Annual Meeting that the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, 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 2014 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2014, as shall be approved by the City of Boston.

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

    VOTED: that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer, Director of Library Services, Director of Administration and Technology are hereby authorized, in cases which the CFO judges to be of no risk, to request the City Auditor to approve Interim Salary Payments to Library Department Personnel who have been approved by the President. Such personnel will be paid from external fund accounts established pending receipt of award letters.  The Library Department will assume responsibility, through our Fiscal Year 2014 City appropriation, for any external fund accounts for which no appropriation becomes available.

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

  9. Adjournment
    Mr. Jeffrey B. Rudman, Chairman

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Meeting of the Trustees as a Corporation(Third Meeting)
Wednesday, May 22, 2013, 9:30 a.m
Boston Public Library, Central Library
700 Boylston Street, Orientation Room, Boston, MA

AGENDA

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

  2. Nomination of Officers
    Trustee Paul A. La Camera

     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 July 1, 2013 through June 30, 2014.

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

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

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

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

  5. Enabling Votes for the Acceptance on Behalf of the Corporation of those Gifts, Payments made in Recognition for Special Services Rendered and Payments Received for Publications and Prints Executed under Library Sponsorship.
    Mr. Jeffrey B. Rudman, Chairman

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

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

    VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Director of Library Services, Director of Administration and Technology, Chief Financial Officer, or the Clerk of the Corporation, and hereby are, authorized to accept on behalf of the Trustees gifts to be added to funds already established in the General Investment Account, the acceptance of said amounts to be reported to the Board at the meeting following any such acceptance.

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

    VOTED: that the President, or Chief Financial Officer, be and hereby is, authorized and directed to distribute and pay to the Trustees of the Public Library of the City of Boston the income of the General Investment Account for the period from July 1, 2013 to June 30, 2014;
    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, 2013 to June 30, 2014 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, 2013 to June 30, 2014, inclusive, now held in the custody of the Collector-Treasurer of the City of Boston, and to the Trustees of the Public Library of the City of Boston the remaining six-tenths of said income for said period to be applied to the purchases provided in said Agreement of Compromise.

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

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

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

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

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

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



  12. Adjournment
    Mr. Jeffrey B. Rudman



  13. Executive Session Collective Bargaining Update
    Mr. Jeffrey B. Rudman


Minutes of Meeting McKim Building, McKim Orientation Room
Corporation and Administrative Agency |Wednessday, May 22, 2013
(First Meeting)

A meeting of the Trustees of the Public library of the City of Boston as an Administrative Agency was held at the Central Branch, Copley Square, on Wednesday, May 22, 2013 at 8:30 a.m.

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

Absent from the Meeting was: Trustee John Hailer

Also present at the Meeting were: President Amy E. Ryan; Clerk of the Board Nancy Grilk; Boston Public Library and City of Boston staff; and, 9 members of the public.

Chairman Jeffrey B. Rudman presided.

The Chairman called for a moment of silence to honor the tornado victims in Oklahoma.

The Chairman then addressed the item of the meeting agenda pertaining to the review and approval of the Minutes of the Trustees Meeting held on March 12, 2013. On a motion made and duly seconded, the Minutes of the Trustees Meeting held on March 12, 2013 were approved.

Chairman Rudman read a proclamation, signed by the Chairman and Boston Public Library President Amy Ryan honoring former Trustee John Thomas Lenahan O’Connell into the record, as follows:

WHEREAS: Mr. John Thomas Lenahan O’Connell, known by family and friends as “Lenahan” was appointed to the Board of the Trustees of the Public Library of the City of Boston in 1963 by Mayor John F. Collins, was elected as President of the Board in 1966, and served with distinction until 1972; and

WHEREAS: Mr. O’Connell has been active in public and community service, serving as a Trustee of the Boston Museum of Fine Arts, the Ancient Order of Hibernians, and the Charitable Irish Society; and, therefore

BE IT RESOLVED: That the Trustees and President thank Mr. O’Connell for his commitment to public service and congratulate him on the occasion of his 100th birthday on June 6, 2013.
The Chairman moved to the next item on the agenda for the President’s Report. President Ryan introduced a new member of the BPL’s leadership team, Chief Financial Officer Ellen Donaghey. Ms. Donaghey provided some background on her previous work in public safety.

President Ryan next outlined the Boston Public Library’s Staff and Services since Marathon Monday. Staff and patrons were greeted by Chairman Rudman and senior staff to welcome them back following a one week closure. Counselors and support services were available to staff, the public, and presented to groups. Music and refreshments were available to all. The Trustees expressed their appreciation to President Ryan, her leadership team, and union leaders for their thoughtful planning for the difficult re-opening of the Central Library following the April 15, Marathon bombings.

Director of Library Services Michael Colford reported on the collaborative efforts of the Boston Public Library with city departments, Massachusetts Historic Commission, Boston Athletic Association, and Red Cross to coordinate and preserve materials, digitize artifacts, and work with victims’ families to transition the memorials left in Copley Square to the Archival Center for preservation.

Affiliate Reports were next on the agenda.

David McKay, Executive Director of the Boston Public Library Foundation reported on grants made to the BPL with a focus on children and teens out of school time programs, as well as grants for Lowell Lecture series, senior programs, concerts in the Courtyard, and Sports Temples. Future activities include building and strengthening the donor base, access and understanding of collections, and children and teens.

Louisa Stephens, Executive Director of the Associates of the Boston Public Library reviewed their mission of cataloguing, digitizing, and conservation of collections, support for exhibitions, and supplementing staff positions. Ms. Stephens also reported that The Literary Lights dinner was a great success.

David Vieira, President of the Citywide Friends of the Boston Public Library provided some history of the organization, and reviewed their mission to support the BPL’s programs and services, and branch Friends groups. Over the past year, the Citywide Friends have donated more than $27,000 for adult programs and museum passes, branch support, and updated audio visual equipment for Rabb Lecture Hall.

President Ryan reviewed the Boston Public Library FY13 Accomplishments document.

President Ryan reported on the FY14 Proposed Recommended Operating Budget. The Chairman thanked Trustee and State Representative Byron Rushing and City of Boston Chief Financial Officer Meredith Weenick for their outstanding efforts at the state and city levels. President Ryan announced that the Massachusetts Board of Library Commissioners approved a $7.3 million grant for the new East Boston Branch.

President Ryan called on Director of Administration and Technology David Leonard for an update on major capital projects. Mr. Leonard reported on $9 million in systemwide, multiple capital projects; completion of the systemwide audits resulting recommendations for branch improvement projects, and programming studies. The Johnson Improvement Project, underway for one year has included meetings of the Community Advisory Committee, staff roundtables, and public meetings. Designs within landmarked portions of the building will be vetted through the Boston Landmarks Commission. Mr. Leonard reviewed several proposals under consideration. Discussion followed. The Trustees expressed their support for changes that will make the Johnson Building more visitor friendly.

President Ryan reported on the conveyance of the Norwood Storage Facility noting that once all items are relocated to the Archival Center, the property will no longer be used or needed by the Trustees, and the building will be turned over to the City of Boston for disposition. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to 1878 Mass. Acts ch. 114, as amended, and the By-Laws of the Trustees of the Public Library of the City of Boston, as revised, convey the Norwood Storage Facility, located at 136 Access Road, Norwood, Massachusetts, 02062 to the City of Boston, pursuant to a deed dated December 16, 1992, and registered at the Norfolk County Registry of Deeds, Book Number 9693, Page 500.
President Ryan reported on the conveyance of the Orient Heights Building noting that once the new East Boston Branch opens, the Orient Height Building will no longer be used or needed by the Trustees, and the building will be turned over to the City of Boston for disposition. Discussion followed. On a motion made and duly seconded, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to 1878 Mass. Acts ch. 114, as amended, and the By-Laws of the Trustees of the Public Library of the City of Boston, as revised, convey the Orient Heights Building, located at 18 Barnes Avenue, Boston, Massachusetts, 02128 to the City of Boston, pursuant to the following recorded deeds:
  • a deed dated July 31, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 121, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/3 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
  • a deed dated July 9, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 125, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/3 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
  • a deed dated July 11, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 123, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/6 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”); and
  • a deed dated July 11, 1985, and registered at the Suffolk County Registry of Deeds, Book Number 12159, Page 119, the Trustees of the Public Library of the City of Boston (“the Trustees”) own a 1/6 interest in property located at 18 Barnes Avenue, Boston, Massachusetts, 02128, (“Orient Heights Building”).

President Ryan addressed repurposing the Transitional Services Career/Counseling Fund to a Staff Development and Training Fund. Working with the staff union leadership, President Ryan reported on agreement to request the funds be repurposed, and request approval of same by the Trustees. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston repurpose the balance of the Transitional Services/Career Counseling Fund to a Staff Development and Training Fund which will be a two year program for all staff focusing on topics such as career enhancement, leadership development, job enrichment and training, conversational language skills, and other programs in response to staff preferences and needs

The Chair called on Trustees Finance and Audit Committee Chair Evelyn Arana-Ortiz for a committee report. Ms. Arana-Ortiz reported on the recommendations of the Committee to award a series of contracts for approval of the Trustees. Discussion followed. The Chair proposed that agenda items III A. i through v. on the order of business be voted as a whole. On a motion made to approve the five (5) contracts recommended by the Trustees Finance and Audit Committee as a whole and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston approve a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I be entered into with American Service Company, 35 Hanna Street, Quincy, MA 02169 the sole eligible, and responsible bidder, for Inspection, Testing and Servicing of Fire Alarm Systems and Sprinkler Systems at the Central Library and at Certain Branch Libraries of the Boston Public Library System for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed two hundred three thousand, seven hundred twelve dollars and zero cents ($203,712.00). The cost for the first Fiscal Year (2014) is not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), and for each of the next two fiscal years (Fiscal Years 2015 and 2016) not to exceed sixty seven thousand, nine hundred four dollars and zero cents ($67,904.00), respectively.
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, 2013 through June 30, 2014 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).
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 appropriated in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2013,
through June 30, 2014.
VOTED: that, the Trustees of the Public Library of the City of Boston approve a contract publicly advertised in accordance with the provisions of G.L.c.149, Section 44A - 44I, be entered into with EMCOR Services Northeast, Inc., 80 Hawes Way, Stoughton, MA 02072 the lowest eligible, and responsible bidder, for Preventive Maintenance and Repair of H.V.A.C. Systems throughout the Public Library System of the City of Boston for a multi-year (three [3] year) period beginning July 1, 2013 through June 30, 2014, and on July 1, 2014 and on July 1, 2015, at a total cost for the three (3) year period not to exceed five million, eight hundred seventeen thousand, two hundred sixty five dollars and fifty six cents ($5,817,265.56). The cost for the first Fiscal Year (2014) is not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52),
and for each of the next two fiscal years Fiscal Years 2015 and 2016) not to exceed one million, nine hundred thirty nine thousand, eighty eight dollars and fifty two cents ($1,939,088.52) respectively.
VOTED: that, the Trustees of the Public Library of the City of Boston approve a Contract
publicly advertised under G.L. C. 30B be entered into with PJ Systems, Inc. d/b/a HIQ Computers, 25 Drydock Ave., 6th Floor, Boston, MA 02110 the sole eligible, and responsible bidder, for Replacement of the Current Helpdesk Software and the Operating System and Productivity Suite Licenses at a total cost not to exceed forty six thousand, seven hundred fifty dollars and ninety cents ($46,750.90).

Ms. Arana-Ortiz reported on Committee recommendation for the proposal to extend the license agreement with The Uncatered Affair by one year. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston, pursuant to Article
V, section V.1 of the existing License Agreement for Foodservice between the Trustees of the Public Library of the City of Boston and The Uncatered Affair, Inc., by mutual consent of both parties, approve extension of the agreement by one year to April 30, 2015.

Ms. Arana-Ortiz provided background on the Management Letter, highlighted a few items. Ms. Arana-Ortiz noted that it was the first audit provided by new auditors Sullivan, Rogers & Company, LLC. Discussion followed. Chairman Rudman thanked Ms. Arana-Ortiz and the Committee members for a great job. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston accept “The Trustees of the Public Library of the City of Boston, Management Letter, June 30, 2012” with the Recommendations of Sullivan, Rogers & Company, LLC and the Response of Boston Public Library Management.

Ms. Arana-Ortiz addressed the proposed delegation of approval the Award of Contract for the Pay for Print contract to the Trustees Finance and Audit Committee. The timing of the submission of proposals does not correspond with the Trustees meeting schedule, thus the Chair requested that the Trustees delegate approval of the contract to the Committee. Discussion followed. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for the “Pay for Print: Replacement of the Current BPL Public Services Pay-for-Print Infrastructure with a new Pay-for-Print/Managed Print System” Contract to the Trustees Finance and Audit Committee.

Ms. Arana-Ortiz reported that the IRS Form 990 “Return of Organization of Exempt From Income Tax” form, reviewed by each Trustees, has been submitted.

Chair of the Trustees Fellowes Athenaeum Trust Advisory Committee Evelyn Arana-Ortiz reported on the recommendation that the Trustees approve the expenditure of not more than $83,000 for FY 14. The Advisory Committee will meet in July to review and approve proposals. Discussion followed. On a vote made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston approve the expenditure from the Fellowes Athenaeum Trust Fund in an amount not to exceed $83,000 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY14 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting.

Chairman Rudman called the agenda item of the Proposed Schedule of Trustees Meetings for 2013-2014. On a motion made and duly seconded, it was:

VOTED: that, the Trustees of the Public Library of the City of Boston approve the proposed schedule of Trustees meetings for 2013-2014 as noted below:

  • September 10, 2013, 3:00 p.m., Adams Street Branch
  • November 12, 2013 3:00 p.m., West End Branch
  • January 14, 2014, 3:00 p.m., East Boston Branch
  • March 11, 2014, 8:30 a.m., Central Library, Copley Square
  • May 13, 2014 Annual meeting 8:30 a.m., Central Library, Copley Square

There being no New Business, the Meeting of the Administrative Agency adjourned at 9:50 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Administrative Agency | Wednesday, May 22, 2013

(Second Meeting)

The Annual Meeting of the Trustees of the Public Library of the City of Boston as an Administrative Agency was held at the Boston Public Library, Central Branch, Copley Square on Wednesday, May 22, 2013 at 9:50 a.m.

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

Absent from the Meeting was: Trustee John Hailer

Also present at the Meeting were: President Amy E. Ryan; Clerk of the Board Nancy Grilk; Boston Public Library and City of Boston staff; and, 9 members of the public.

Chairman Jeffrey B. Rudman presided.

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

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

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, 2013 through June 30, 2014, 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 2014 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2014, 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 2014 City appropriation, for any external fund accounts for which no appropriation becomes available.

There being no further business, Annual Meeting of the Administrative Agency adjourned at 9:55 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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 Minutes of Annual Meeting McKim Building, McKim Orientation Room
Corporation | Wednesday, May 22, 2013

(Third Meeting)

The Annual Meeting of the Trustees of the Public Library of the City of Boston as a Corporation was held at the Central Branch in Copley Square on Wednesday, May 22, 2013 at 9:55 a.m.

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

Absent from the Meeting was: Trustee John Hailer

Also present at the Meeting were: President Amy E. Ryan; Clerk of the Board Nancy Grilk; Boston Public Library and City of Boston staff; and, 9 members of the public.

Chairman Jeffrey B. Rudman presided.

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

Trustees Nominating Committee Chair Paul La Camera, presented the slate of officers for the Fiscal Year 2013-2014, on behalf of the Trustees Nominating Committee of Jeffrey B. Rudman for Chairman, Evelyn Arana-Ortiz for Vice Chairman, and Nancy Grilk 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 Ms. Nancy Grilk, Clerk of the Board for the period July 1, 2013 through June 30, 2014”

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

On a motion made and duly 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, 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.

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, 2013 to June 30, 2014;
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, 2013 to June 30, 2014 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, 2013 to June 30, 2014, 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 Chair called for New Business; there was none.

The Chair called for Public Comment. One member of the public commented and thanked President Ryan and Trustees Finance and Audit Committee Chair Arana-Ortiz for their efforts to repurpose the new staff training fund; requested to keep the shipping dock in mind during the Johnson Building redesign; and, to insure patrons are fully informed on how to navigate the building during construction.

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


Respectfully submitted,

Nancy Grilk
Clerk to the Trustees

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

President
Amy E. Ryan

Clerk of the Board
Nancy Grilk

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