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Trustees' Collections Committee
Board of Trustees

Agenda for the November 6, 2012 Meeting

Trustees’ Collections Committee
Tuesday, November 6, 2012, at 8:30 a.m.
8:30 am – 10:00 am
Orientation Room, McKim Building, 1st Floor
230 Dartmouth Street, Boston, MA

 

AGENDA

  1. Welcome and Introductions
    Mr. Brian Clancy, Committee Chairman
     
  2. Review and Approval of Minutes for November 6, 2012 (Attachment 1)
    Mr. Brian Clancy, Committee Chairman
     
  3. Review and Approval for Purchase of “American Union for the Relief and
    Improvement of the Colored Race (Boston) Manuscript Minute Book
    15 January 1835-24 April 1838” (Attachment 2)
    Ms. Susan Glover, Keeper of Special Collections
     
  4. Review and Recommendation of the “Boston Public Library
    Collection Development Policy” draft (Attachment 3)
    Ms. Laura Irmscher, Chief of Collections Strategy
     
  5. "Boston Public Library Collection Development Policy" (draft) (Attachment 3)
    Ms. Laura Irmscher, Chief of Collections Strategy
     
  6. Collections of Distinction Candidates - 2012 (Attachment 4)
    Ms. Susan Glover, Keeper of Special Collections
     
    • Collections of Distinction (Attachments CoD 1-18)
     
  7. Other Business
    Mr. Brian Clancy
     
  8. Adjournment
    Mr. Brian Clancy
     

Meeting Schedule
All meetings are at 8:30 a.m. at the Central Library, Copley Square in the Orientation Room
 
Thursday, December 20, 2012
Wednesday, April 17, 2013

 


Minutes of the November 6, 2012 Meeting

Minutes of Meeting
Trustees’ Collections Committee Tuesday, November 6, 2012


A meeting of the Boston Public Library Collections Committee was held at the Boston Public Library, McKim Building, Orientation Room, 230 Dartmouth Street, Boston, MA on Thursday, November 6, 201 at 8:30 a.m.

Present at the meeting were: Committee Chairman Brian Clancy, Ms. Mary Pfeifer Lentz, Vice Chair, Committee Members: Mr. Rishi Bhalerao, Mr. Stanley Cushing, Ms. Elizabeth “Lillie” Johnson, Ms. Brenda Lawson, Ms. Cheryl Nixon, Mr. Vincent Petronella, BPL Trustee Byron Rushing, BPL President Amy Ryan, and Mr. William Stoneman.

Also attending BPL Staff: Ms. Laura Irmscher, Ms. Susan Glover, and Clerk of the Board Nancy Grilk, and Associates of the Boston Public Library Executive Director Ms. Louisa Stephens.

Absent from the meeting were: Ms. Susan Abbott, Mr. Michael Ewald, Ms. Barbara Glauber, Mr. Jarvis Kellogg, and Ms. Vivian Spiro.

Chairman Brian Clancy presided.

Chairman Clancy announced that the Charge of the Boston Public Library Special Collections Committee was approved by the Board of Trustees at their September 11, 2012 meeting. President Ryan added that the Trustees expressed appreciation of the role of the Committee and consider the work of the Committee a high priority for the Trustees.

Chairman Clancy addressed the agenda item pertaining to the approval of the Minutes for the Boston Public Library Collections Committee (Committee) Meeting held on September 6, 2012. Discussion on revisions to the minutes followed. On a motion made and duly seconded, the Minutes of the Boston Public Library Collections Committee Meeting held September 6, 2012 were approved with revisions and subsequently posted on the Boston Public Library website at www.bpl.org.

The Chairman addressed the next item of Review and Approval for the purchase of “American Union for the Relief and Improvement of the Colored Race (Boston) Manuscript Minute Book 15 January 1835-24 April 1838”. Ms. Susan Glover, Keeper of Special Collections, informed the Committee that the minute book was brought to her attention by Mr. Carmen Valentino, an antiquarian book dealer in Philadelphia. Ms. Glover noted that the minute book relates to Collection of Distinction Number 3 the Anti-Slavery Collection of Distinction: It is a unique document, and the BPL has all items published by the American Union for the Relief and Improvement of the Colored Race in Boston as well as correspondence in the William Lloyd Garrison collection that references this organization. The Boston Public Library staff recommends it be added to the collection. Ms. Glover reviewed the Special Collections Acquisition/Deaccession Process framework established by the Collections Committee noting that the minute book under consideration falls within the criteria for review and recommendation by the Committee regarding the purchase of this item. It was noted that the Committee makes the final determination on this acquisition. Committee members viewed the minute book. Committee members concurred that it complements the Collections of Distinction Anti-Slavery Collection which currently is the most used collection in the Rare Books Department. An important component of this acquisition is the increase in public access that will be achieved through digitization. Discussion on the price followed. Committee members agreed that the piece is important and unique and very worth adding to the collection.

On a motion made and duly seconded, it was:

VOTED: that, the Boston Public Library Special Collections Committee approves the purchase of “American Union for the Relief and Improvement of the Colored Race (Boston) Manuscript Minute Book 15 January 1935-24 April 1838” at a cost of $17,500.

The next agenda item was a review of the Boston Public Library Collection Development Policy draft by Ms. Laura Irmscher, Chief of Collections Strategy. Ms. Irmscher addressed the revised draft of the policy which incorporates the recommendations of Committee members at the September 6, 2012 meeting. Clarifications were made to the following sections: Collection Responsibilities; Criteria in the Acquisition; Research and Special Collections; and Appendix I: Guidelines for Endowment. Discussion followed. The Committee proposed inclusion of language in the Gifts section referring to the financial cost associated with the care and preservation of gifts. The Collections of Distinction section will include the BPL Special Collections Committee in the review process. President Ryan spoke of the next steps in the process with BPL staff making today’s recommended changes to the draft policy; the Trustees will review the document at their November 13, 2012 meeting; this committee will review the revised draft at the December 20, 2012 meeting at which time a recommendation will be made; and, with a positive recommendation of this committee, the draft Collections Development Policy will be presented to the Board of Trustees at their January 8, 2013 meeting for their consideration.

The Committee moved to the next agenda item of Collections of Distinction Candidates – 2012. President Ryan introduced several of the BPL staff members in the audience who authored various Collections of Distinction: Mr. Stuart Walker, Conservator, Rare Book Department Conservation Lab; Ms. Mary Frances O’Brien, Chief of Public Services; Mr. Henry Scannell, Curator of Microtext and Newspapers; Ms. Kim Reynolds, Curator of Manuscripts; and, Mr. Ron Grim, Curator of Maps for the Norman B. Leventhal Map Center. Mr. Sean Casey, Reference Librarian in the Rare Book Department contributed but was unable to attend. The Committee reviewed each of the 18 Collections of Distinction. Discussion included adding an introduction or commitment section; addressing deselection/deaccession; underscoring that collections are free to all and accessible to all; including representation of building arts; considering religious collections; including additional ethnic collections; noting legal or donor restrictions; and, calling out or cross referencing what other institutions have that complement the collections. Ms. Irmscher noted that Collection of Distinction CoD 1 the 20th Massachusetts Regiment Collection Funding Support amount should read $1,888.88. Discussion followed. Chairman Clancy congratulated the staff for excellent work on each of the sections and the Committee concurred with a round of applause.

The next meeting of the Committee will take place on Thursday, December 20, 2012.

There being no further business, the meeting of the Boston Public Library Special Collections Committee adjourned at 10:00 a.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees