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Meetings
Board of Trustees


Meeting of the Corporation and Administrative Agency
Tuesday, March 12, 2013 at 8:30 a.m.
Boston Public Library, Central Library
700 Boylston Street, Orientation Room, Boston, MA

AGENDA

  1. Chairman’s Report, Mr. Jeffrey B. Rudman
     
    • Welcome and Introduction of New Trustee John T. Hailer
    • Review and Approval of Minutes for the January 8, 2013 Trustees Meeting(Attachment 1)

  2. President’s Report, Ms. Amy E. Ryan
     
    • Johnson Improvement Project Update
      Mr. Christopher Gordon, Development Advisor
      Mr. William Rawn, William Rawn Associates | Architects, Inc.
    • Cheryl A. Stafford $10,000 Bequest for Charlestown Branch
    • Recommend "FY 2014 Boston Public Library Operating Budget" Report (Attachment 2)
      VOTED: that, the Trustees of the Public Library of the City of Boston authorize the President, or her designee, to submit the proposed recommended "FY 2014 Boston Public Library Operating Budget" to the City of Boston
    • Recommended "FY14 – FY18 Boston Public Library Capital Budget" Report (Attachment 3)
      VOTED: that, the Trustees of the Public Library of the City of Boston authorize the President, or her designee, to submit the proposed recommended "FY14-FY18 Boston Public Library Capital Budget" to the City of Boston

  3. Finance & Audit Committee
    Chair Evelyn Arana-Ortiz
     
    • "The Trustees of the Public Library of the City of Boston Management Letter" Review (Attachment 4)
    • Boston Public Library Investment Portfolio Update (Attachment 5)
    • Proposed Delegation of Approval of the Award of Contract for the "Copley Wayfinding Signage Project".
      VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Contract for the "Copley Wayfinding Signage Project" to the Trustees Finance and Audit Committee
  4. New Business
    Mr. Jeffrey B. Rudman, Chairman
     
  5. Public Comment
    Mr. Jeffrey B. Rudman, Chairman
     
  6. Adjournment
    Mr. Jeffrey B. Rudman, Chairman
     
  7. Executive Session
    • Collective Bargaining Update
    • Discussion with Legal Counsel regarding Duties and Obligations vis-a-vis BPL’s Holdings

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Minutes

Meeting of the Corporation and Administrative Agency

Tuesday, March 12, 2013 at 8:30 a.m.
Boston Public Library, Central Library
700 Boylston Street, Orientation Room, Boston, MA

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 Central Library, Copley Square on Tuesday, March 12, 2013 at 8:3:0 a.m.

Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees: Evelyn Arana-Ortiz, John Hailer, Paul La Camera, and Byron Rushing.

Absent from the meeting was Trustees Zamawa Arenas, Carol Fulp, and Dennis Lehane.

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, 10 members of the public

Chairman Jeffrey B. Rudman presided.

Chairman Rudman welcomed and introduced new Trustee John Hailer. He added that the Boston Public Library is fortunate to have such a distinguished business leader with roots in the community. Trustee Hailer, raised in Roslindale said he is honored to join the Board. He recalled his lifelong affection for reading and for the Boston Public Library, and expressed his appreciation for the opportunity to contribute to the success of the library and its users.

The Chairman addressed the item on the agenda of the Review and Approval of the Minutes for the January 8, 2013 meeting. On a motion made and duly seconded, the Minutes of the Trustees Meeting held on January 8, 2013 were approved and subsequently posted to the Boston Public Library website.

President Amy E. Ryan began the President’s Report with an announcement by Director of Library Services Michael Colford of a new Mayoral initiative that will provide a pilot iPad lending program.

President Ryan gave an update on the Johnson Improvement Project team discussion of options with the Community Advisory Committee, BPL staff, and the public. President Ryan emphasized the goals of improving the library experience, creating a more inviting exterior and positive financial impact to the Boston Public Library.

President Ryan introduced William Rawn, principle with William Rawn Architects | Inc., and his team for a presentation on the economic and social opportunity principles of the project. Included in the presentation were programmatic themes. Discussion followed on interior and exterior improvements and the parallel work with the Boston Landmarks Commission.
Christopher Gordon, Development Advisor spoke of enterprise opportunities with potential retail partnerships consistent with the Library’s mission that would add excitement and bring people into the library. Discussion followed on the ability to nimbly readjust to changing circumstances.

President Ryan thanked the project team and the Trustees for their input. Project progress will continue to be reported to the Trustees.

President Ryan acknowledged the $10,000 bequest of the Estate of Cheryl A. Stafford to benefit the Charlestown Branch. Ms. Stafford was a Board Member of the Friends of the Charlestown Branch. The library will work with the branch staff to determine the highest and best use of this gift.

President Ryan addressed the agenda item of the Draft Recommended FY 2014 Boston Public Library Operating Budget. She reported that the proposed budget includes a 2.3% increase in revenue from the City of Boston. The Governor’s proposed FY 2014 State Budget includes level funding for the Library for the Commonwealth and for State Aid. The federal E-rate is contingent on 90% reimbursement and reflects a reduction of needed services. Massachusetts Board of Library Commissioners budget is level funded. Trust Fund income increased by 4%. Gifts and grants decreased slightly due to the conclusion of the Library Services and Technology Act Grant. Discussion followed with the Trustees acknowledging the successful efforts in lowering energy costs. A special meeting of the Trustees will be called if there are any significant changes.

On a motion made and duly seconded, it was

VOTED: that, the Trustees of the Public Library of the City of Boston authorize the President, or her designee, to submit the proposed recommended “FY 2014 Boston Public Library Operating Budget” to the City of Boston

President Ryan provided and overview of the FY14-FY18 Capital Planning Recommendations. The BPL is working with the City’s Public Facilities Department. The majority of FY14 capital projects are underway, some with slight changes. Discussion followed.

On a motion made and duly seconded, it was

VOTED: that, the Trustees of the Public Library of the City of Boston authorize the President, or her designee, to submit the proposed recommended “FY 2014 Boston Public Library Operating Budget” to the City of Boston

Trustees Finance and Audit Committee Chair Evelyn Arana-Ortiz reviewed the 2nd Draft – March 11, 2013 The Trustees of the Public Library of the City of Boston Management Letter which was produced by new auditors Sullivan, Rogers & Company, LLC. Discussion followed. The Management Letter will be updated and reviewed by the Finance and Audit Committee for recommendation to the Board of Trustees for approval.

New England Pension Consultants, Inc. Portfolio Manager Michael F. Black provided a Boston Public Library Portfolio Update reporting of an increase in the library’s investment, and on the approved allocation shift. Discussion followed.

Chair Arana-Ortiz addressed the request for delegation of approval of the Copley Wayfinding Signage Project by the Trustees to the Trustees Finance and Audit Committee. She explained the necessity of this delegation due to the timing of the contract approvals that do not align with the Trustees meeting schedule. Discussion followed. Chief of Public Services Mary Frances O’Brien provided a description of the services which include fabrication and implementation of the signage program and reported that the signage is in alignment with the new Boston Public Library branding.

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 Contract for the “Copley Wayfinding Signage” Project to the Trustees Finance and Audit Committee

Chairman Rudman addressed the agenda item of New Business. Trustee Arana-Ortiz who chairs the Fellowes Athenaeum Trust Advisory Committee received an award from Hawthorne Youth and Community Center in Roxbury.

Public comment was the next agenda item. Friends of the Jamaica Plain Branch thanked the Trustees for the renovation project and the community meetings that informed the work. New Trustee John Hailer was welcomed. Comments on the Johnson Improvement Project included being mindful of usage of library patron and staff spaces, hours of service, and employee benefits for potential retail use. President Ryan reiterated that all Community Advisory Committee meetings are advertised and open to the public, and the BPL web page Compass blog is a venue for public input into the project. Support was communicated for repurposing of the Transitional Services Career Counseling Fund.

There being no further business, the meeting adjourned at 10:25 a.m.

Respectfully submitted,



Nancy Grilk
Clerk of the Board

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