Spacer graphic Boston Public Library
Meetings
Board of Trustees

September 14, 2010


TRUSTEES OF THE PUBLIC LIBRARY OF THE CITY OF BOSTON
Meeting of the Corporation and Administrative Agency
Tuesday, September 14, 2010, 8:30 a.m.
The Boston Public Library
Orientation Room, McKim Building, First Floor
230 Dartmouth Street, Copley Square, Boston, MA
AGENDA

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

    • Review and approval of Minutes for the Trustees Meeting June 21, 2010
    • Boston Book Festival, October 16, 2010
      Ms. Debbie Porter, President & Program Director, Boston Book Festival
    • Literary Lights for Children and Writer-in Residence Fellowship
      Ms. Betsy Hall, Executive Director, Associates of BPL
    • Presentation of commemorative book to Trustee Carol Fulp
  2.  

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

    • Implementation of FY11 budget and impact on personnel and services
    • Staff Transition Committee
      Mr. Michael Colford, Director, Resource Services and Information Technology
    • Review of “The Boston Public Library Compass: Principles for Excellence”
    • Preliminary plan for community outreach process
    • Branch capital projects: Brighton, East Boston
      Ms. Christine Schonhart, Neighborhood Services Manager
  4.  

  5. Trustees’ Finance and Audit Committee Report
    Trustee Evelyn Arana-Ortiz, Chair

       

    • Proposed Award of Contract for supplying periodicals and serials
      Trustee Evelyn Arana-Ortiz, Chair

      VOTED: “that, without public advertising, there be entered into with the EBSCO Subscription Services, 30 Park Road, Tinton Falls, NJ 07724 a contract for (1) supplying periodicals and serials for the period commencing January 1, 2011 and ending December 31, 2011 and (2) servicing the subscriptions for the individual items throughout the year as specified in the Specifications, and subject to the terms, agreements, and conditions set forth in said contract, at a total cost not to exceed one hundred sixty one thousand one hundred forty eight dollars and no cents ($161,148.00)”
    •  

    • Proposed Award of Contract for moving books from Norwood storage facility into the renovated Brighton Branch

      VOTED: “that, there be entered into with W.B. Meyer. Inc., 255 Long Beach Blvd., Stratford, CT 06615, the sole eligible, responsive, and responsible bidder, a contract publicly advertised, for providing moving and sorting services of library materials for the Brighton Branch of the Boston Public Library for the period September 15, 2010 through January 31, 2011, at a total cost not to exceed forty six thousand eight hundred sixteen dollars and no cents ($46,816.00). The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by the one vendor as described in the Request for Proposals (RFP), and through this process, determined the proposal presented by W.B. Meyer, Inc. represented the best value for the Boston Public Library”
    •  

    • Proposed Revision to “Trustees of the Public Library of the City of Boston, Statement of Investment Policy & Objectives, May 2002, Investment Guidelines”

      VOTED: “that, the Trustees of the Public Library of the City of Boston approve the revision to the “Trustees of the Public Library of the City of Boston, Statement of Investment Policy & Objectives, May 2002, Investment Guidelines”to include “Investments in Index or Mutual Funds that derive over 15% of their revenue for tobacco, alcohol, and gambling are prohibited” as recommended by the Trustees Finance and Audit Committee”
  6.  

  7. Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee Report
    Trustee Evelyn Arana-Ortiz, Chair

    VOTED: “that, the Trustees of the Public Library of the City of Boston approve the FY2011 Fellowes Athenaeum Programmatic Plan as recommended by the Trustees Fellowes Athenaeum Trust Fund Advisory Committee”
  8.  

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

  11. Adjournment
    Mr. Jeffrey B. Rudman, Chairman
  12.  

  13. Executive Session on legal issues
    Mr. Jeffrey B. Rudman, Chairman

 

Documents to be presented at the meeting are available to the public at: Boston Public Library, Office of the Clerk, Room 503, McKim Building, Copley Square, Boston, MA

 

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

President
Amy E. Ryan

Clerk of the Board
Jamie McGlone

Upcoming Trustees' Meetings
Tuesday, November 16, 2010, 3:00 p.m., Roslindale Branch Library
Tuesday, January 18, 2011, 3:00 p.m., Brighton Branch Library
Tuesday, March 8, 2011, 3:00 p.m., Charlestown Branch Library
Tuesday, May 10, 2011, 8:30 a.m., Annual Meeting, Orientation Room, McKim Building

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Trustees of the Public Library of the City of Boston
Meeting of the Corporation and Administrative Agency
Tuesday, September 14, 2010 at 8:30 a.m.
McKim Orientation Room
700 Boylston Street, Boston MA
Minutes

The Meeting of the Trustees of the Public Library of the City of Boston as a Corporation and as an Administrative Agency was held at the Boston Public Library, McKim Orientation Room, Copley Square Library, on Tuesday, September 14, 2010 at 8:30 a.m.    

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

Also present at the meeting were:  President Amy E. Ryan; Alice Hennessey, Special Assistant to Mayor Thomas M. Menino; Meredith Weenick, Associate Director, Administration & Finance, City of Boston; Maribeth Cusick, Esq. and Mary McQuinn, Esq. City of Boston Law Department; Justin Holmes, Constituent Services, City of Boston; Jean Capizzi, Operating Analyst, Office of Budget Management; Debbie Porter, President & Program Director, Boston Book Festival; Betsy Hall, Executive Director, Associates of the Boston Public Library; David J. Vieira, President, City Wide Friends of the Boston Public Library; Sarah-Ann Shaw, President, Friends of Dudley Branch Library; Don Haber, Co-chair, Friends of Jamaica Plain Branch; Marlene Nienhuis, President, Friends of South End Branch; Dale Patterson, Manager of Development Communications, Boston Public Library Foundation; Koren Stembridge, Director, Partnerships and Communications; Michael Colford, Director, Resource Services and Information Technology; Mary Flaherty, Human Resources Manager; Ruth Kowal, Director, Administration and Finance; Christine Schonhart, Neighborhood Services Manager; Mary Frances O’Brien, Central Library Services Manager; Susan Glover, Keeper of Special Collections; Catherine Willis, Technical Services Manager; Edward Maheigan, Budget and Procurement Manager; Sean Monahan, Supervisor of Accounting; Scot Colford, Web Services Manager; Elissa Cadillic, President, AFSCME, Local 1526, Council 93;  Anna Fahey-Flynn, President, PSA/CWA, Local 1333; approximately 20 members of the public; and Jamie McGlone, Clerk of the Board.    

Chairman Jeffrey B. Rudman presided.

Chairman Jeffrey B. Rudman welcomed the attendees and outlined the procedures for the meeting requesting that any questions or public comments be submitted to Jamie McGlone, Clerk of the Board, via email at jmcglone@bpl.org.    

The Chairman addressed the first item on the order of business pertaining to the review and approval of the Minutes of the Trustees Meetings on June 21, 2010.  Following discussion, on a motion duly made and seconded, the Minutes of the Trustees Meeting on June 21, 2010 were approved and subsequently posted on the BPL website at www.bpl.org

Ms. Debbie Porter, President & Program Director, Boston Book Festival reported on the upcoming 2010 Boston Book Festival celebration at the Boston Public Library and throughout Copley Square on October 16, 2010. 

Following a video of last year’s inaugural festival, Ms. Porter highlighted this year’s program that will feature more than 130 world-renowned authors and thought leaders including Nobel laureates, Pulitzer Prize winners and other presenters ranging from programs for children to technology and writing workshops. 

In addition, a new project entitled One City One Story will debut of an all-city book read in which 30,000 copies of The Smile on Happy Chang’s Face by Tom Perrotta will be distributed free of charge including Boston Public Library branches and in a variety of languages.

Ms. Betsy Hall, Executive Director, Associates of the Boston Public Library reported on the upcoming 2010 Literary Lights for Children, Bates Hall Reading Room, McKim Building, Copley Square on Sunday, September 26, 2010. 

The program celebrates children’s literature and its creators.  It is tailored for children grades three through eight and will include book signings and photographs with the authors.  Proceeds from this event will benefit children’s services, programs and conservation efforts at the Boston Public Library. 

Ms. Hall reported the Associates of the Boston Public Library is pleased to announce the selection of Elaine Dimopoulos of Arlington, Massachusetts as its seventh Children's Writer-in-Residence Fellowship winner for the year 2010-2011.  Ms. Dimopoulos was chosen unanimously from 81 applicants.

Ms. Dimopoulos is a graduate of Yale, Columbia, and, most recently, Simmons College, where she earned an M.F.A. in Writing for Children. She has taught English at a New England boarding school, an all-boys school in New York City, and an all-girls school in Pennsylvania. She is currently an instructor of children's literature at Boston University and is very much looking forward to working with the Young Adult librarians at the library. 

Through the Children's Writer-in-Residence Program, the Associates will visibly further its mission of supporting the Boston Public Library and promoting the importance of writers, books, and reading in our culture. 

President Amy E. Ryan, in her report to the Trustees, reported on the implementation of the FY11 budget and impact on personnel and services. The President recalled the fiscal budget challenge of the last two years in which the Boston Public Library faced a $2.7 million gap in FY11 and a total gap of $8 million over the past two years. 

The President recalled the Trustees approved budget in May 2011 included the two goals to save money and sustain the organization financially and move ahead with public services.  To further those ends, the library scrutinized non-personnel reductions first and foremost coupled with eliminating positions that included people being separated from their employment. 

On the non-personnel reductions front, the library looked at reducing contracts including window cleaning and vehicles for delivery services and staff training budgets which unfortunately was not enough to fill the FY11 budget gap.  The President noted the library has worked to keep positions vacant that have been vacated and recognized the efforts of the two bargaining units who put their considerations into this process. 

On the personnel front, the President reported that the library has eliminated 80 positions, 17 positions are vacant, and unfortunately a total of 63 people will be laid off at the Boston Public Library including 41 people as of October 1, 2010 that will be followed with additional layoffs in spring 2011 resulting from branch closures. 

The eliminated positions will set in motion internal staff reassignments resulting from the bumping process in response to and in accordance with the contractual obligations between the two unions and the Boston Public Library that call for the bumping process to proceed according to years of service. 

The President observed the process will have a tremendous adverse impact on the staff, library operations and public services system-wide on October 1, 2010.  The library is thoughtfully concentrating on providing how to support staff through training and staff development in light of these unprecedented changes and during this period of transition toward the goal of developing a new service model within a constrained financial situation.

The President provided an overview of the service impacts that are going to take place in the near term including:  reduced custodial shifts at the Central Library from three to two shifts; changes in acquisitions and book preparation departments that may result in a slow down of the processing of materials; the consolidation of departments at the Central Library including Readers Advisory and Reference and merging the Circulation and Book Delivery departments; and newspapers will be relocated to other departments at the Central Library along with relocating the Microtext Department to the second floor of the Johnson building. 

On the branch libraries front, the President noted her memorandum to the Board on branch service impacts on the BPL’s fall schedule.  The Boston Public Library’s full weekend schedule will take effect system-wide on the weekend of October 16-17, 2010. Saturday hours will return to Boston Public Library branches on October 16; Sunday hours will return to the Central Library in Copley Square on October 17.   

This modification in the Saturday schedule was set with two goals in mind:

  • To offer a single, system-wide full weekend schedule start date for the public
  • To allow time to ensure that our public service areas are staffed accordingly in light of pending layoffs and bumping due to budget reductions

There will be significant changes in staffing that take effect October 1, the first day layoffs and staff assignments are effective.  Some staff will have new positions, others will be laid off, some will be called on to train co-workers and the impact will be widespread and challenging.  By delaying the opening of Saturdays until the weekend after Columbus Day, concerns regarding lack of familiarity in Branch and Central procedures and services can be preliminarily addressed. 

On the Partnerships and Communications front, the President noted both are strongly valued and at this time the library will focus its energy on the partnerships that help the greatest number of people.  The President emphasized this is a period of transition for the library and welcomed suggestions from the Board on moving forward during this difficult time.

Trustee James Carroll thanked the President for bringing clarity to the impacts on personnel and services and inquired about the implications of and the challenges associated with the reduced custodial shifts at the Central Library from three to two shifts. 

President Ryan noted that the library will not keep the Central Library building empty over night and that there will be coverage 24 hours a day.  Ms. Ruth Kowal elaborated on the challenge for the library and the staff in terms of the redistribution of the work load that is being addressed including an identification of the tools that the remaining staff needs to help them work effectively to support them in taking care of a very large complex with fewer people.

Trustee Carroll observed that while these implications and challenges facing custodial services can also be applied across the board at all operations he inquired if there will be a mechanism in place to evaluate the real affect of these cuts as they occur.  The President noted that the library will closely monitor and evaluate the service impacts that will be incorporated in developing a new service model moving forward. 

Mr. Michael Colford reported on the initiatives of the Staff Transition Committee recalling at the May 2010 Trustees Meeting, in acknowledgement of the human toll the Library’s budget cuts will have on staff, the Board authorized $25,000 of discretionary trust funds to assist employees at the Boston Public Library with career counseling opportunities.

To further that end, a joint Labor/Management Transition Committee (Mr. Colford, Chair) was created comprised of two managers and four members each from the two bargaining units.  Mr. Colford acknowledged the hard work and commitment everyone put into this much-needed work including:  Mary Flaherty, Human Resources Manager; PSA representatives Anna Draves, Paul Edwards, Betsey Lippmeier, and Maia Meadows; AFSCME representatives Pam Apromollo, Lulejta Bufi, Claire O’Toole, and Elaine Sullivan.  

Mr. Colford commended the work of the Committee noting many members are among the employees whose jobs have been eliminated or who are being laid off and observed the work they have done for this Committee and the way they worked together toward its goal was nothing short of inspirational. 

Mr. Colford reiterated everyone is so very aware that this is a very difficult time for everyone working at the library and this was evident by the commitment which the members have shown in researching the best way possible to provide assistance to fellow employees. 

The first step of the Staff Transition Committee was to identify the most needed areas of assistance through the distribution of a survey to the entire staff, both electronically and on paper, to determine priorities.  Over 60 responses were gathered, and the priorities were clearly laid out including:  counseling and assistance with financial concerns; information about unemployment and insurance issues; career assistance with resume help, interview coaching, and counseling in the areas of stress, anxiety and anger management. 

Under the leadership of Ms. Mary Flaherty, a series of seminars was set up through our City colleagues on unemployment insurance, Employee Assistance Programs were held to meet with small groups, and two seminars of Finding Help in a Financial Crisis will be offered by the City of Boston’s Department of Neighborhood Development.

Mr. Colford referenced the flyer placed in the Board’s packet on career training, resume writing, and interview coaching programs for BPL staff slated to begin at the library this evening and through October 5, 2010.  The Committee is in final discussions with The Work Place to provide a package of Outplacement Services for employees of the library including 1 hour career counseling/career coaching seminars with full membership privileges at The Work Place for further assistance. 

The Committee also has been working with the Law Offices of Regan Associates to provide services to all affected BPL employees in a number of areas including:  landlord/tenant issues; personal bankruptcies; renegotiating the terms of mortgage obligations, and contract and consumer matters. 

In addition, a counselor will be available to work with small groups and individuals on dealing with stress, anxiety, anger and fear both in the workplace and at home coupled with collaboration with Simmons College School of Social Work on medical and mental health crisis counseling.   

Trustee Zamawa Arenas underscored the critical importance of supporting the library staff being separated from employment as well as those remaining including at an emotional level and commended the outstanding collaborative work of the Staff Transition Committee dedicated to supporting their fellow employees. 

Trustee James Carroll observed the spirit of harmony and collaboration that resonated among the members of the joint Labor/Management Transition Committee and inquired on the life expectancy of the Committee.  Mr. Colford noted the Committee will continue to work to explore ways to assist the staff to deal with the changes brought about by the library cuts both now and in the near future that will be followed by an evaluation process. 

Trustee Evelyn Arana-Ortiz suggested building on the wonderful collaboration among the Committee members through embracing and chartering the group with continuing the collaboration of the existing joint Labor/Management Transition Committee. 

Chairman Jeffrey B. Rudman embraced the recommendation of Trustee Arana-Ortiz to institutionalize the collaborative effort and compassion exhibited by the Committee members and invited Mr. Colford to update the Board on the initiatives of the Staff Transition Committee at the next Trustees Meeting on November 16, 2010 at the Roslindale Branch.

President Ryan reported that Mr. Michael Colford will take a leadership role in Phase II of the “The Boston Public Library Compass:  Principles for Excellence” continuing the work of Phase I, Chaired by Trustee James Carroll and shepherded by Ms. Christine Schonhart. 

Trustee James Carroll recalled Phase I of “The Boston Public Library Compass: Principles for Excellence” was the consideration of the library-wide questions in relationship to the broadest cultural transition of the meaning and future of libraries, reading, books, and technology. 

Trustee Carroll noted Phase I of “The Boston Public Library Compass: Principles for Excellence” was launched last year with the establishment of the Trustees Compass Committee comprised of 18 distinguished members of the community including academic experts in library science, community leaders, neighborhood representatives, and Boston Public Library Trustees and staff. 

The Trustees Compass Committee met several times last fall and through the winter of 2010 in concert with a series of public meetings at the neighborhood branches and an online blog reaching out to BPL staff members and the broad public for feedback and discussion. 

A preliminary set of draft principles was developed based on this public, staff and Trustee engagement in February 2010 about the future of information and learning and the multi-dimensional role of libraries. 

The set of draft Boston Public Library “Principles for Excellence” included:  Principle One: Customer Driven Institution; Principle Two: Gathering Place; Principle Three: Cultural Treasures; Principle Four: Researchers and Lifelong Learners; Principle Five: Children and Teens; Principle Six: State of the Art Technology and Access to Information; Principle Seven: Partnerships.

Trustee Carroll noted that it was around the completion of the set of draft principles in the winter of 2010 which the Compass Committee intended to submit to the broad community for input aiming toward a final set of draft principles for the Board’s consideration in the spring that the process was interrupted by the budget crisis. 

The launching of BPL Compass – Principles for Excellence Phase II is slated for this fall that will identify core principles designed to guide the Boston Public Library’s overall direction for success including:  identify principles that reflect BPL’s mission; respond to needs of the community both now and in the future; inform library services; and expand on the work developed by the Neighborhood Services Initiative. 

Trustee Carroll noted that the goal is to present to the Trustees by the end of this year a final set of draft “Boston Public Library: Principles for Excellence” that will reflect the thinking, experience, commitments, and priorities of the whole library community. 

Mr. Michael Colford noted that Phase I of the Compass process also included meetings with representatives from the Friends groups, the Boston Public Library Foundation, the Associates of the Boston Public Library, and the Norman B. Leventhal Map Center, and in  total, over 1000 comments were gathered during that period. 

Mr. Colford outlined the proposed process for Phase II which will include:  engagement of staff participation by presenting Phase II and draft principles; discussion of the process with city and state officials and colleagues; and launch of a Phase II Blog, a forum for online public feedback and discussion. 

In October 2010, the Trustees Compass Committee would be reconvened and a postcard campaign launched in the neighborhoods to engage the public in sharing feedback about the future of library services by sending postcards to the Central Library tying-in to the Postcard Exhibit in the Johnson Lobby.   In addition, a postcard bulletin board would be launched at the Boston Book Festival on Saturday, October 16, 2010. 

In November 2010, a series of community conversations would be held to obtain in-person feedback on draft principles that would be followed by a review of all feedback and suggestions and a revision of the principles accordingly.  In December 2010, the draft set of Principles for Excellence would be presented to the Board for discussion and vote. 

During January – May 2011, the approved Principles for Excellence would be publicized and expanded on in concert with a continuation of strategic planning based on the principles.  The effort would incorporate “Branch Standards” from the Boston Public Library Neighborhood Service Initiative report to include the entire Boston Public Library system. 

The BPL Compass:  Principles for Excellence anticipated results will include a public document which identifies core principles that build on existing strengths, advances a customer-driven service commitment, and provides a framework within which to achieve excellence.  Boston Public Library work plans and service plans will follow from the principles identified, as will decision-making and resource allocation.

With respect to discussion around accelerating the timeline of the Compass process, Trustee James Carroll observed that the principles attempting to be articulated are based on actions already underway at the library, noting for example, the principle of partnerships and the fact that the Boston Public Library is already defined by its partnerships. The value of the Compass process includes lifting up the experience of library users to identify the services valued by the public that the institution is providing and articulating and asserting those principles to protect them. 

Trustee Carroll underscored the process is looking directly at the worrisome revolution in the monopoly of who controls information, reiterating the library is the public’s mode of controlling information. 

Trustee Evelyn Arana-Ortiz commended the work of President Ryan noting her outstanding leadership throughout a very difficult time for the Boston Public Library. 

President Ryan reported on the preliminary draft plan for a community outreach process earmarked for the four communities impacted by branch closures which will be led by Ms. Christine Schonhart and Ms. Koren Stembridge with assistance from Mr. Justin Holmes. 

The effort will include community working sessions whose purpose is for the Boston Public Library and the City of Boston to reach out to residents to discuss ideas for forming partnerships to provide library outreach services, and to listen to neighborhood preferences for services to take place in library buildings.  The timeline for the community working sessions is slated for October and November 2010 and the President will report back at the November Trustees Meeting. 

Ms. Christine Schonhart reported on two ongoing branch capital projects, Brighton and East Boston.  The Brighton Branch Library was built in 1969, contains 22k gross square feet, in a multilevel building located in Brighton Center adjacent to the Court House.  The goals of the renovation are to update mechanical and HVAC, provide ADA accessibility and installation of an elevator, respond to a growing demand for technology, improve sitelines, and radically renovate the interior to make it more warm, welcoming and bright. 

With an estimated budget of $5M, this will be the first LEED branch building, pending the successful application for LEED Silver Certification.  Currently, furnishings and equipment are being delivered and all public service and staff areas have been updated.  The branch will include a “Teen” space on the upper stack level with 8 computers, café style seating, study tables and comfortable chairs. 

The BPL has worked closely with the Friends of the Brighton Branch including the selection of furniture, fabrics and special display cases for historical records and collaboration with the Historical Society to select photos from their collection that can be on display in the branch to honor the past. 

The building remains under the control of the contractor and it is anticipated it will be turned over to the library in September 2010.  Books, cd’s and dvd’s will be moved back into the library once the building is turned over to the Library in anticipation of a late fall opening. 

The East Boston Branch was built in 1914 and the Orient Heights Branch was built in 1912 and donated to the City in 1986.  These two buildings combined have a square footage of 8500 square feet. 

The East Boston Library Task Force outlined a number of goals in 2008 when they began a year long site study process.  Included in those goals were: that it be centrally located in East Boston, near public transportation, complement existing or proposed developments in the neighborhood, would not require taking property from residents, parking available and that it be a peaceful, welcoming exciting place for everyone. 

According to the latest census information, East Boston neighborhood is one of the fastest growing neighborhoods in Boston.  It has a higher percentage of people under 18 and people over 65.  

Therefore, the BPL service goals include: space for teens, seniors and kids, a place that invites learning to start from the moment you step on the property, a space that is welcoming to all regardless of age or ethnicity, a place that honors the history of East Boston and welcomes the future, a place of access and opportunity, with expanded access to technology, collection that are responsive to the community and a space that showcases the many wonderful aspects of East Boston. 

The site selection is still in process and a designer selection committee was formed to choose the architect from 19 submittals.  The selection committee recommended an architect to Property and Construction Management and President Ryan and Mayor Menino will meet with the Public Facilities Department to discuss next steps.             

The BPL will be applying for a Massachusetts Board of Library Commissioners construction grant to assist with building and design of the new East Boston library.  Construction is typically a three year process, and this first year focus will be on developing the program, selecting the architect, and allowing the architect to come up with a design.  A robust community process will be part of the project including multiple meetings with the architect to review models and drawings.   

Chairman Rudman requested that the architect selected for the new East Boston Branch be invited to the next Trustees Meeting for a design presentation to the Board.

Trustee Evelyn Arana-Ortiz, Chair, Trustees Finance and Audit Committee reported on the proposed award of two contracts as reviewed and recommended for approval by the Trustees Finance and Audit Committee.  Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees Finance Committee, it was

  • Award of Contract for supplying periodicals and serials

VOTED: “that, without public advertising, there be entered into with the EBSCO Subscription Services, 30 Park Road, Tinton Falls, NJ 07724 a contract for (1) supplying periodicals and serials for the period commencing January 1, 2011 and ending December 31, 2011 and (2) servicing the subscriptions for the individual items throughout the year as specified in the Specifications, and subject to the terms, agreements, and conditions set forth in said contract, at a total cost not to exceed one hundred sixty one thousand one hundred forty eight dollars and no cents ($161,148.00)”

  • Award of Contract for moving books from Norwood storage facility into the    renovated Brighton Branch

VOTED: “that, there be entered into with W.B. Meyer. Inc., 255 Long Beach Blvd., Stratford, CT 06615, the sole eligible, responsive, and responsible bidder, a contract publicly advertised, for providing moving and sorting services of library materials for the Brighton Branch of the Boston Public Library for the period September 15, 2010 through January 31, 2011, at a total cost not to exceed forty six thousand eight hundred sixteen dollars and no cents ($46,816.00).  The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by the one vendor as described in the Request for Proposals (RFP), and through this process, determined the proposal presented by W.B. Meyer, Inc.  represented the best value for the Boston Public Library” 

Trustee Evelyn Arana-Ortiz reviewed background information on the proposed minor revision to “Trustees of the Public Library of the City of Boston, Statement of Investment Policy & Objectives, May 2002, Investment Guidelines” to include “Investments in Index or Mutual Funds that derive over 15% of their revenue for tobacco, alcohol, and gambling are prohibited” as recommended by the Trustees Finance and Audit Committee which would yield significant savings on investment management fees. 

Trustee Paul A. La Camera noted the proposed departure from past practice of actively managed investments to an indexed approach and asked that additional information and discussion be provided at the next Trustees Meeting. 

Chairman Jeffrey B. Rudman requested the representatives from New England Pension Consultants be invited to the next Board meeting for a review of the management of the investment portfolio. 

Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees Finance and Audit Committee, it was

  • Revision to “Trustees of the Public Library of the City of Boston, Statement of Investment Policy & Objectives, May 2002, Investment Guidelines”

VOTED: “that, the Trustees of the Public Library of the City of Boston   approve the revision to the “Trustees of the Public Library of the City of Boston, Statement of Investment Policy & Objectives, May 2002, Investment Guidelines”to include “Investments in Index or Mutual Funds that derive over 15% of their investments from  tobacco, alcohol, and gambling are prohibited” as recommended by the Trustees Finance and Audit Committee”

Trustee Evelyn Arana-Ortiz provided background information on the proposed approval of the FY2011 Fellowes Athenaeum Programmatic Plan as recommended by the Trustees Fellowes Athenaeum Trust Fund Advisory Committee.  Following discussion, on a motion duly made and seconded, and on the recommendation of the Trustees Fellowes Athenaeum Trust Fund Advisory Committee, it was
           
 VOTED: “that, the Trustees of the Public Library of the City of Boston approve the FY2011 Fellowes Athenaeum Programmatic Plan as recommended by the Trustees Fellowes Athenaeum Trust Fund Advisory Committee”

There being no other business, the Board voted to go into Executive Session to discuss
legal issues and the meeting of the Corporation and Administrative Agency adjourned at 10:10 a.m.

Respectfully submitted,


Clerk of the Board

 

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