A 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 Honan-Allston Branch of the Boston Public Library, 300 North Harvard Street, Allston MA, on Tuesday, November 13, 2012 at 3:00 p.m.
Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Zamawa Arenas, Carol Fulp, Paul A. La Camera, and Dennis Lehane
Absent from the Meeting were Trustees Evelyn Arana-Ortiz and Byron Rushing
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, 2 members of the public.
Chairman Jeffrey B. Rudman presided.
Chairman Rudman thanked Ms. Carin O’Connor, Branch Librarian at the Honan-Allston Branch for hosting the meeting and asked her to say a few words.
Ms. O’Connor welcomed the Trustees and audience and provided a brief history of the branch from 1886 to the present branch which opened in 2001. Ms. O’Connor highlighted the teen programming at the branch. She introduced Children’s Librarian Amanda Bressler and Adult Librarian Denice Thornhill.
The Chairman spoke of the terrific Trustees Staff Appreciation and Recognition Celebration held at the Central Library on November 2nd. More than 200 BPL staff and their families were at the event and honored ten employees for their 25-years of service to the BPL. Trustee Dennis Lehane generously donated signed copies of his latest book Live By Night for each BPL staff member and included a special message to each of the 25-year employees.
The Chairman addressed the item of the meeting agenda pertaining to the review and approval of the Minutes of the Special Trustees Meeting held on August 2, 2012, and the September 11, 2012 meeting. On a motion made and duly seconded, the minutes of the Special Meeting of the Trustees held on August 2, 2012, and the Trustees Meeting held on September 11, 2012 were approved.
President Amy Ryan presented a beautifully designed new brochure, Building Boston, with descriptions and schedules for a wide assortment exhibitions and programs at the BPL exploring the stories behind the creation of these celebrated Boston public spaces. The formal launch of Building Boston will take place at the November 16, 2012 Boston Public Library Foundation Gala.
President Ryan’s report began with the presentation: How People Use the BPL led by Chief of Communications & Strategy Gina Perille. Ms. Perille noted that this information is available at BPL By the Numbers on the BPL's web page. The information covers a broad spectrum of system-wide usages during the past year of more than 1 million computer sessions; an average of 900 monthly programs; 3.8 million books, CDs and DVDs borrowed; and, the highest ever web traffic with 7.8 million visits. Information is available on visitation, circulation, programs, program attendance, and computer sessions by location. Discussion followed on information for unique web visits and on the increase in downloadable materials.
President Ryan reviewed the revised draft Collection Development Policy incorporating recommendations of the Boston Public Library Special Collections Committee and BPL staff. President Ryan pointed out that this policy is the underpinning of the Compass Principles. Trustees were urged to send questions and/or suggestions to President Ryan on the policy in anticipation of action on the draft policy by the Board of Trustees at the January 8, 2013 meeting.
President Ryan reported on progress with the first phase of the Johnson Project. The BPL is working in conjunction with the city’s Public Facilities Department (PFD) on a Request for Proposal for architectural services. Twelve responses were received; the Designer Selection Committee is recommending William Rawn and Associates to PFD. Chief Financial Officer Sean Nelson is taking the lead on the feasibility of commercial use and a market study.
The first Johnson Building Project Community Advisory Committee meeting is scheduled for November 14, 2012 and is open to the public; staff participation will follow. Discussion followed.
Chief Financial Officer Sean Nelson highlighted “The Boston Public Library FY14 Budget Timeline, Preliminary Draft” outlining the preliminary budgetary process for January through July 2013. CFO Nelson will provide an update on revenue assumptions at the January 8, 2013 Trustees meeting.
President Ryan reported on the proposed Technology Plan Boston Public Library/Metro Boston Library Network Technology Plan, 2013-2016 (Tech Plan). The Tech Plan is a requirement of the Massachusetts Board of Library Commissioners for E-Rate funding and is a tactical, non-high level requirement. Discussion followed regarding the reduction in funding with agreement that it is worthwhile to pursue; it is expected that funding will continue to drop. On a motion made, and duly seconded, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston approve the Boston Public Library/Metro Boston Library Network Technology Plan, 2013-2016
Trustees Finance & Audit Committee (Committee) Chair Evelyn Arana-Ortiz provided a report on the Proposed Award of Contract for Supplying Periodicals and Serials, and Services Subscriptions for Individual Items as recommended by the Committee. CFO Nelson reported that this sole source procurement by EBSCO Subscription Services and is a continuation of services. On a motion made, and duly seconded, it was
VOTED: that, the Trustees of the Public Library of the City of Boston in accordance with Massachusetts State Procurement Law (Chapter 30B) and the "sole source procurement" provision (Chapter 30B, Section 7), a contract be executed with EBSCO Subscription Services, 30 Park Road, Suite 2, Tinton Falls, New Jersey 07724, for supplying periodicals and serials for the period commencing January 1, 2013 and ending December 31, 2013 and servicing the subscriptions for the individual items throughout the year as noted 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).
Contract amounts for prior years are as follows:
2012 $161,148.00 2011 $161,148.00
2010 $161,148.00 2009 $161,148.00
CFO Nelson next reported on the approval of the FY2012 Audited Financial Statement, approved by the Trustees Finance and Audit Committee under the delegation of authority by the Trustees to the Committee. The auditing firm of Sullivan, Rogers & Company, LLC conducted their first audit for the BPL. CFO Nelson reported that the firm conducted an in-depth audit for which the BPL received an unqualified approval. He noted that the firm will complete the Management Letter and the IRS Form 990. Chairman Rudman called for the Management Letter to be provided to the Trustees for the January Board meeting.
Under New Business was a discussion on the logistics of the very high voter turnout at the polling places within the BPL for the November 2012 election.
Two members of the public provided Public Comment on potential revenues from a Johnson Building retail project, and on the weighing of usage statistics.
There being no further business the meeting adjourned at 3:55 p.m. and met in an Executive Session.
Clerk to the Trustees