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Meetings
Board of Trustees


 

Meeting of the Trustees as an Administrative Agency (First Meeting)
Tuesday, May 13, 2014, 8:30 a.m.
Boston Public Library, Central Library
700 Boylston Street, McKim Orientation Room, Boston, MA

AGENDA

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

    1. Review and Approval of Minutes for the Trustees Meeting held on March 11, 2014 (Attachment 1)

  2. President's Report
    Amy E. Ryan, President
    1. The Soul of a Man: Toussaint Louverture & the Haitian Slave Revolt Exhibition: June 17 to September 30, 2014 Panel: Toussaint Louverture and the New England Abolitionist Movement June 17, 2014 at 6:30 p.m. / Panelist: Trustee Byron Rushing
    2. Boston Public Library Accomplishments FY14 (Attachment 2)
    3. Visual Identity Update
    4. Expanded Digital Resources: Streaming Media Laura Irmscher, Chief of Collections Strategy
    5. User Survey Highlights Gina Perille, Chief Communications Officer
    6. Proposed Public Comment Procedures
    7. FY15-19 Recommended Capital Projects Plan Update (Attachment 3) David Leonard, Director of Administration and Technology
    8. FY15 Recommended Operating Budget Update Ellen Donaghey, Chief Financial Officer
    9. Expansion to Year-Round Weekend Hours in Branches and Central
    10. Private Event Policy (Attachment 4)

      VOTED: “that, the Trustees of the Public Library of the City of Boston approve the revised Private Event Policy”
  3. Trustees' Finance and Audit Committee Report
    Evelyn Arana-Ortiz, Vice-Chair
    1. Award of Contracts
      1. Contract or Contracts for Various Goods or Services Related to the Critical Repair Capital Budget for FY15
      2. 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, 2014 through June 30, 2015 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)”
      3. Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials for FY15 (Attachment 5)

        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 authorized in the Library Department budget for books and other related bibliographical acquisitions materials, during the period July 1, 2014, through June 30, 2015”

      4. Contract for Relocating and Re-shelving Collections, as well as the Breakdown, Transportation and Set Up of Metal Shelving in Conjunction with the Johnson Building Renovation of the Boston Public Library
        VOTED: “that, there be entered into with William B. Meyer, 255 Long Beach Blvd., Stratford, CT 06615, the sole responsive and responsible bidder, a contract for Relocating and Re-shelving Collections, as well as the Breakdown, Transportation and Set up of Metal Shelving in conjunction with the Johnson Building Renovation of the Boston Public Library, for the period May 14, 2014 through March 31, 2015 at a total cost not to exceed one hundred ninety four thousand, six hundred seventy three dollars and zero cents ($194,673.00). The Boston Public Library Evaluation Committee performed an evaluation of the proposal presented by one vendor as described in the Request for Proposal (RFP), and through this process determined the proposal presented by William B. Meyer represented an appropriate value for the Boston Public Library”
      5. Contract for a Retrospective Conversion Services Project for the Boston Public Library for Main Entry Cards, a One Year Contract with Options to Renew for a Second and Third Year
        VOTED: “that, there be entered into with The Donohue Group, Inc., 41 Mechanic Street, Windsor, CT 06095, the most responsive and responsible bidder in the public bidding, advertised under G.L. c.30B, § 6, a contract for a Retrospective Conversion Services Project for the Boston Public Library for Main Entry Cards, a one year contract, from May 14, 2014 through May 13, 2015, at a total cost not to exceed one hundred forty nine thousand, nine hundred ninety two dollars and fifty cents ($149,992.50) with options to renew for a Second and Third Year, at a total cost not to exceed the bid price. The Boston Public Library Evaluation Committee performed an evaluation of the proposals presented by two vendors as described in the Request for Proposals (RFP), and through this process determined the proposal presented by The Donohue Group, Inc. represented the best value for the Boston Public Library”
      6. Contract for a Retrospective Conversion Service Project for the Boston Public Library for the Joan of Arc and John Merriam Collections during a One Year Period

        VOTED: “that, there be entered into with The Donohue Group, Inc., 41 Mechanic Street, Windsor, CT 06095, the most responsive and responsible bidder in the public bidding, advertised under G.L. c.30B, § 6, a contract for a Retrospective Conversion Services Project for the Boston Public for the Joan of Arc and John Merriam Collections, during a one year period, from May 14, 2014 through May 13, 2015, at a total cost not to exceed eighty five thousand, seven hundred forty two dollars and forty cents ($85,742.40). The Boston Public Library Evaluation Committee performed an evaluation of the proposals presented by two vendors as described in the Request Proposals (RFP), and through this process determined the proposal presented by The Donohue Group, Inc. represented the best value for the Boston Library”

      7. Contract for high-speed network connection bringing high-capacity internet access to all BPL locations / Layer-2 Connectivity

        VOTED: “that, there be entered into with the City of Boston/MIS, One City Hall Plaza, Boston, MA 02201 the lowest responsible and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract for Layer-2 Connectivity from 700 Boylston St. (Copley Main Branch) to 1 Summer St Markley Group, as specified during the period of July 1, 2014 through June 30, 2015, with the BPL option for FY-16 and FY-17 at the bid price, at a total cost not to exceed forty eight thousand dollars and zero cents ($48,000.00) per Fiscal Year, contingent upon receipt of Universal Services Fund Federal funding”

      8. Contract for high-speed network connection connecting all BPL locations to data central at 700 Boylston Street (Central Library) / Multi-Site Connectivity Services

        VOTED: “that, there be entered into with the City of Boston/MIS, One City Hall Plaza, Boston, MA 02201 the sole responsible and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract for Multi-Site Connectivity Services for the Boston Public Library System, as specified during the period of July 1, 2014 through June 30, 2015, with the BPL option for FY-16 and FY-17 at the bid price, at a total cost not to exceed seven hundred twenty thousand dollars and zero cents ($720,000.00) per Fiscal Year, contingent upon receipt of Universal Services Fund Federal funding”

      9. Contract for Design, Fabrication, Delivery and Installation of Lion Cub Sculptures

        VOTED: “that, the Trustees of the Public Library of the City of Boston approve that there be entered into a contract with 42 Design Fab Studios, Inc., 34 Front Street, Springfield, MA 01151, for the fabrication, delivery and installation of lion cub sculptures in the Children’s Room, said costs not to exceed fifty five thousand dollars and no cents ($55,000)”

      10. Trustees Contract for the Leasing of Two (2) Panel Trucks, and Two (2) Passenger Vans for the period of Twenty Four (24) Months

        VOTED: “that, there be entered into with Merchants Auto Group, Inc., 1278 Hooksett Road, PO Box 16415 Hooksett, NH, the lowest eligible, responsible, and responsive bidder in the public bidding, advertised under G.L. C. 30B, a contract Leasing of Two (2) Panel Trucks, and Two (2) Passenger Vans as specified for a Multi-Year (two [2] year) period beginning July 1, 2014 through June 30, 2015, and on July 1, 2015 at a total cost for the two year period not to exceed, one hundred thirty two thousand, one hundred forty four dollars and zero cents ($132,144.00), and the total cost for the first fiscal year (FY-15) is not to exceed sixty six thousand, seventy two dollars and zero cents ($66,072.00) and the cost for the last fiscal year (FY-16) is not to exceed sixty six thousand, seventy two dollars and zero cents ($66,072.00)”

      11. Trustees Fellowes Athenaeum Trust Advisory Committee Trust Fund FY15 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 eighty seven thousand dollars and no cents ($87,000) to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY15 as recommended by the Fellowes Advisory Committee and to be presented at an upcoming meeting”

    2. Proposed Delegation to Trustees Finance and Audit Committee for Approval of the Award of Contracts
      1. Delegation of Award of Contract for Providing Consultant Services to Develop and Coordinate Relocation Plans for Collections and Services for Phase-1 Construction of the Johnson Building Second Floor, and also Phase-2 Planning Redevelopment of the Lower Three Floors of the Johnson Building, during the Period July 1, 2014 through June 30, 2015, with BPL options to renew for FY16 and FY17.
      2. VOTED: “that, the Trustees of the Boston Public Library of the City of Boston approve the Delegation of Award of Contract for Providing Consultant Services to Develop and Coordinate Relocation Plans for Collections and Services for Phase-1 Construction of the Johnson Building Second Floor, and also Phase-2 Planning Redevelopment of the Lower Three Floors of the Johnson Building, during the Period July 1, 2014 through June 30, 2015, with BPL options to renew for FY16 and FY17”
      3. Delegation of Award of Contract for Consultant Services to Support Research, Creation, and Implementation of a Two-Year Program Plan for Children and Youth. The scope of this work will include pre-and post-opening planning focused on the conceptualization, development, implementation, and evaluation of innovative, educational programs for infants through teens, which emphasize creative expression, connected learning principles and learning through experience.
        VOTED: “that, the Trustees of the Boston Public Library of the City of Boston approve the Delegation of Award of Contract for Consultant Services to Support Research, Creation, and Implementation of a Two-Year Program Plan for Children and Youth. The scope of this work will include pre-and post-opening planning focused on the conceptualization, development, implementation, and evaluation of innovative, educational programs for infants through teens, which emphasize creative expression, connected learning principles and learning through experience”
  4. Proposed Schedule of Trustees Meetings for 2014 – 2015
    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 2014-2015 as noted below:
    • Tuesday, September 16, 2014, 3 p.m., West End Branch
    • Tuesday, November 18, 2014, 3 p.m., Lower Mills Branch
    • Tuesday, January 13, 2015, 3 p.m., South End Branch
    • Tuesday, March 10, 2015, 8:30 a.m., Central Library
    • Tuesday, May 12, 2015, 8:30 a.m., Annual Meeting, Central Library
  5. New Business
    Jeffrey B. Rudman, Chairman
  6. Public Comment

  7. Adjournment
    Jeffrey B. Rudman, Chairman

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Meeting of the Trustees as an Administative Agency(Second Meeting)

Tuesday, May 13, 2014, 9:00 a.m.
Boston Public Library, Central Library
700 Boylston Street, McKim 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
    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 Board, bills, special drafts, and payrolls of the Library.

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

    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, 2014 through June 30, 2015, 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. Enabling Vote for Appointment of the Library President or Designee to Hold and Conduct Such Hearings as May be Necessary for Civil Service Personnel
    Jeffrey B. Rudman, Chairman

    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
    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 2015 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2015, as shall be approved by the City of Boston.

  7. Enabling Vote on the Approval of Interim Salary Payments to Library Employees
    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 2015 City appropriation, for any external fund accounts for which no appropriation becomes available.

  8. Other Business
    Jeffrey B. Rudman, Chairman

  9. Adjournment
    Jeffrey B. Rudman, Chairman

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Meeting of the Trustees as a Corporation(Third Meeting)
Tuesday, May 13, 2014, 9:30 a.m
Boston Public Library, Central Library
700 Boylston Street, McKim Orientation Room, Boston, MA

AGENDA

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

  2. Nomination of Officers
    Paul A. La Camera, Trustee

     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 May 13, 2014 through May 12, 2015.

  3. Enabling Vote for the Signing of Payrolls
    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
    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.
    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
    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, 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
    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, 2014 to June 30, 2015; 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, 2014 to June 30, 2015 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, 2014 to June 30, 2015, 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
    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
    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
    Jeffrey B. Rudman, Chairman

  11. Executive Session
    Jeffrey B. Rudman, Chairman
    • Personnel Report
      Caroline O. Driscoll, Assistant Corporation Counsel, City of Boston Law Department

  12. Adjournment
    Jeffrey B. Rudman, Chairman



 

Trustees of the Public Library of the City of Boston
Jeffrey B. Rudman, Chairman; Evelyn Arana-Ortiz, Vice Chair; Zamawa Arenas, Laura DeBonis, Carol Fulp, John Hailer,
Paul A. La Camera, Dennis Lehane, Byron Rushing

President
Amy E. Ryan

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