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Boston Public Library Meetings Board of Trustees |
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Order of Business for the Meeting of the Trustees AGENDA 1. Executive Session ( 8:00 a.m. – 8:15 a.m.) Mr. Jeffrey B. Rudman 2. Chairman’s Report Welcome
“VOTED: that Ms. Ruth Kowal be appointed as Acting President of the Public Library of the City of Boston to begin her duties on July 1, 2008 and that Chairman Jeffrey B. Rudman and Trustee A. Raymond Tye are granted authority to set a compensation package commensurate with the duties of the Acting President.” Mr. Jeffrey B. Rudman 3. Trustees’ Committee Reports Trustees’ Collections Committee Report “VOTED: to adopt the unanimous vote of the Trustees’ Collections Committee to pursue and reach closure on the William Steig Collection gift as soon as possible with the proviso that all of the terms and conditions are reviewed by the Library President, or designee, and the Trustees’ Collections Acquisition/Deaccession Subcommittee.” Mr. Bernard A. Margolis Trustees’ Finance and Audit Committee Report
“VOTED: that, Bernard A. Margolis, President of the Public Library of the City of Boston, or designee, be and hereby is, authorized to establish the McKim Tea Room Trust Fund and to use the proceeds from the fund to support and promote the McKim Tea Room. Both principal and accumulated earnings may be withdrawn from the Trust Fund at any time to be used for the established purpose, This Trust Fund, therefore, is not restricted by the 5% annual distribution limit applied to other BPL Trust Funds. The funds are to be used primarily for this established purpose, but are not intended to limit the Library’s need to expand this scope if, in the judgment of the President of the Library, or designee, the need should arise. This restriction may be modified or eliminated despite further contributions to this fund or reliance by any outside party on the original vote.” Mr. Bernard A. Margolis
“VOTED: that, there be entered into with Aaron Cohen Associates, LTD, 159 Teatown Road, Croton-on-Hudson, NY 10520, the sole eligible, responsive and responsible bidder in the public bidding, advertised under G.L., C.30B, a contract for Library Workflow Analysis Consultant Services for Technical Services/Collection Development Departments of the Boston Public Library, in an amount not to exceed thirty nine thousand nine hundred eighty dollars and no cents ($39,980.00).”
“VOTED: that, there be entered into with Ascension, a Division of AGM Container Controls, Inc., 3526 E. Ft. Lowell Road, Tucson, Arizona 85716, the sole eligible, responsive, and responsible bidder in the public bidding, advertised under G.L. c.30-B, a contract for Supplying and Delivering One (1) Vertical Portable Wheelchair Lift for the McKim Building of the Boston Public Library, at a total cost not to exceed twenty eight thousand five hundred sixty three dollars and ninety six cents ($28,563.96).”
“VOTED: that there be entered into a non-advertised contract, as authorized under G.L., c.30-B, Section 7 (a), referred to as “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 vendors (including any subsidiaries or agents), for the acquisition of books and for certain other library bibliographical acquisition materials, in an amount not to exceed the amount appropriated in the Library Department budget for books and other related bibliographical acquisition materials, during the period July 1, 2008, through June 30, 2009.”
“VOTED: that, there be entered into with Merchants Auto Group, Inc., 1278 Hooksett Road, Hooksett, New Hampshire, 03106, the sole eligible, responsive and responsible bidder in the public bidding, advertised under G.L., c. 30-B, a contract for leasing two panel trucks, two passenger vans, and 5 4-door hybrid sedans as specified, for a multi year (two [2] year) period beginning July 1, 2008 through June 30, 2009 and on July 1, 2009, at a total cost for the two year period not to exceed two hundred forty five thousand eight hundred thirty two dollars and no cents ($245,832.00), and the total cost for the first fiscal year (Fiscal Year 2009) not to exceed one hundred twenty two thousand nine hundred sixteen dollars and no cents ($122,916.00). The monthly lease rate of two panel trucks is $1,186.00 per vehicle; the monthly lease rate of two passenger vans is $1,193.00 per vehicle, and the monthly lease rate of 5 4-door hybrid sedans is $1,097.00 per vehicle. The monthly cost for garaging of three (3) vehicles is $0.00 (no charge) per vehicle per month.”
“VOTED: to approve an interim agreement to extend the existing contract for the provision of food services to Pier Five Services Inc., “Sebastians” for a period not to exceed twelve months.”
“VOTED: that the Trustees of the Public Library of the City of Boston direct the Library President or Acting President to continue to request the disbursement of Trust Funds from the City Treasurer on an annual basis.” Honorable William M. Bulger Mr. Bernard A. Margolis Trustees’ Neighborhood Services Committee Report Mr. James Carroll
Trustees’ Marketing and Fundraising Task Force Report Ms. Karyn M. Wilson Trustees’ Capital Projects Committee Report Honorable Angelo M. Scaccia Trustees’ Fellowes Athenaeum Trust Fund Advisory Committee Report “VOTED: to approve the disbursement from theFellowes Athenaeum Trust Fund in an amount not to exceed a ceiling of $200,000.00 to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY 2009.” Ms. Berthé M. Gaines 4. President’s Report General Review
Mr. Bernard A. Margolis 5. Update on the Boston Public Library Foundation Ms. Daria McLean 6. New Business Mr. Jeffrey B. Rudman 7. Adjournment Mr. Jeffrey B. Rudman Back to top
Trustees of the Public Library of the City of Boston AGENDA 1. Trustees’ Nominating Committee Report Ms. Karyn M. Wilson 2. Enabling vote for the signing of payrolls “VOTED: that the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, 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.” Mr. Jeffrey B. Rudman 3. Enabling vote for the signing of contracts approved by the Board “VOTED: that the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts 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 contracts so voted.” Mr. Jeffrey B. Rudman 4. 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 “VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, 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.” Mr. Jeffrey B. Rudman 5. Enabling vote for acceptance on behalf of the Corporation of gifts to be added to funds already established in the General Investment Account “VOTED: that until the next Annual Meeting, by delegation of the Trustees of the Public Library of the City of Boston, the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, or the Clerk of the Corporation be, and 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.” Mr. Jeffrey B. Rudman 6. Enabling vote for the Distribution of Income “VOTED: that the President or Acting President of the Public Library of the City of Boston, or his designee, be and hereby is, authorized to cause to be paid to the Rector of Trinity Church for the period from July 1, 2007 to June 30, 2008 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 Acting President of the Public Library of the City of Boston, or designee, 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, 2007 to June 30, 2008, 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. and “VOTED: that the President or Acting President of the Public Library of the City of Boston, or designee, 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, 2008 to June 30, 2009.” Mr. Jeffrey B. Rudman 7. Enabling vote on Trust Funds “VOTED: that the President or Acting President of the Public Library of the City of Boston, or designee, until the next annual meeting, is authorized to spend for the purpose of buying books 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.” Mr. Jeffrey B. Rudman 8. Enabling vote on Boston Public Library Foundation Funds “VOTED: that the President or Acting President of the Public Library of the City of Boston, or designee, until the next Annual Meeting, is authorized to request funds from the Boston Public Library Foundation earmarked for the Boston Public Library.” Mr. Jeffrey B. Rudman 9. Report on Gifts and Grants Mr. Bernard A. Margolis 10. Other Business Mr. Jeffrey B. Rudman 11. Adjournment Mr. Jeffrey B. Rudman
Order of Business for the Annual Meeting of the Trustees AGENDA 1. Enabling vote for the signing of bills, special drafts, and payrolls “VOTED: that the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, 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.” Mr. Jeffrey B. Rudman 2. Enabling vote for the signing of contracts approved by the Board “VOTED: that until the next Annual Meeting, the President, Acting President, Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, or the Clerk of the Corporation be, and hereby are, authorized to sign any and all contracts voted 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.” Mr. Jeffrey B. Rudman 3. Enabling vote for appointment of the Library President or designee to hold and conduct such hearings as may be necessary for Civil Service Personnel “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 Acting President, to hold and conduct hearings in accordance with Chapter 31 of the General Laws whenever the said hearings are deemed necessary.” Mr. Jeffrey B. Rudman 4. Votes authorizing routine operating procedures “VOTED: that until the next Annual Meeting the President, Acting President, or upon delegation, the Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, 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.” Mr. Jeffrey B. Rudman and “VOTED: that until the next Annual Meeting the President, Acting President, or upon delegation, the Deputy Director, Chief Financial Officer, Neighborhood Library Services Manager, Central Library Services Manager, 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 terms of one quarter of the Fiscal Year 2008 - 2009 budget allowance, but in no case exceeding those in the budget estimates for the Fiscal Year 2008 - 2009, as shall be approved by the City of Boston.” Mr. Jeffrey B. Rudman 5. Enabling vote on Critical Repair Fund “VOTED: to authorize the President, Acting 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 Budget, for the period of July 1, 2008 through June 30, 2009, 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).” Mr. Jeffrey B. Rudman 6. Enabling vote on the Approval of Interim Salary Payments to Library Employees “VOTED: that due to delays in receiving award letters and finalized budgets from various funding sources, the Chief Financial Officer is 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 or Acting President. Such personnel will be paid from external fund accounts established pending receipt of award letters. The Library Department will assume responsibility, through our FY2009 City appropriation, for any external fund accounts for which no appropriation becomes available.” Mr. Jeffrey B. Rudman
7. Other Business Mr. Jeffrey B. Rudman 8. Executive Session Mr. Jeffrey B. Rudman 9. Adjournment Mr. Jeffrey B. Rudman
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