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 Adams Street Branch of the Boston Public Library on Tuesday, September 10, 2013 at 3 p.m.
Present at the meeting were: Chairman Jeffrey B. Rudman, Trustees: Vice Chair Evelyn Arana-Ortiz, Zamawa Arenas, John T. Hailer, Dennis Lehane, Paul A. La Camera, and Byron Rushing.
Absent from the meeting was Trustee Carol Fulp.
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 ten members of the public
Chairman Jeffrey B. Rudman presided.
The Chairman addressed the item on the agenda of the Review and Approval of the Minutes for the May 22, 2013 Administrative Agency Meeting, the May 22, 2013 Administrative Agency Annual Meeting, the May 22, 2013 Corporation Annual Meeting, and the June 25, 2013 Special Meeting of the Trustees. On a motion made and duly seconded, the Minutes of the May 22, 2013 Administrative Agency Meeting, the May 22, 2013 Administrative Agency Annual Meeting, the May 22, 2013 Corporation Annual Meeting, and the June 25, 2013 Special Meeting of the Trustees were approved and subsequently posted to the Boston Public Library website.
Chairman Rudman introduced Adams Street Branch Librarian Kate Brown and invited Ms. Brown to talk about the branch. Ms. Brown pointed out that the Friends of the Adams Street Branch took the lead in converting the yard into a well-used reading garden. She acknowledged the support of the Citywide Friends of the Boston Public Library for the reading garden and the Children’s room separators. Ms. Brown acknowledged Library Assistants Hong Dao Thi Vu and Ngoc Do whose fluency in Vietnamese has been invaluable to patrons. Ms. Brown also acknowledged the great work of Generalist Librarian Elisa Birdseye, Library Assistant Valerie Durham, Children’s Librarian Guy Harris, and Custodian Richard Murphy. The branch works in collaboration with the Murphy School and on programs for autistic children. Ms. Brown extended appreciation to the Trustees for their terrific efforts on behalf of the branch.
Chairman Rudman thanked the Friends of the Adams Street Branch for their work and for providing refreshments at today’s meeting. Mr. Rudman invited Friends President Grace Hebard to say a few words. Ms. Hebard recalled that the Friends group formed in 1994. She characterized the branch as more than a library; it is a community. As a public school teacher, Ms. Hebard makes good use of other branches as well.
Chairman Rudman acknowledged Boston Public Library Superintendent of Buildings James Meade who was selected as a Henry L. Shattuck Public Service Award recipient for city workers who go above and beyond in serving the residents of Boston. Mr. Rudman described Mr. Meade as a leader who is a great friend to all. He exemplified leadership in April by assisting the public during the aftermath of the April 15 Marathon Day bombings amid much confusion, grief and horror. Mr. Meade kept a steady hand to assist public safety officials during the closure of the Library. Mr. Meade commended the Boston Public Library leadership and acknowledged his wife Terri. Mr. Rudman presented Mr. Meade with an official Boston Marathon jacket, a gift of the Boston Athletic Association.
President Amy Ryan led off the President’s Report with reminders of Boston Public Library Affiliates’ events taking place at the Central Library in Copley Square in the near future.
President Ryan announced the BPL Mobile Catalogue launch which provides access to information on mobile devices. President Ryan acknowledged the work of Web Services Manager Scot Colford and his team, and invited everyone to sign up for this great new service.
Chief of Communications & Strategy Gina Perille announced that the Boston Public Library was recognized by the American Library Association for Annual Library and Management Awards for Outstanding Public Relations Efforts. The Library received Best of Show in the area of Advocacy, Best in Show for Special Programs/Exhibits/Events, Best of Show for Calendar of Events/Newsletters, and Honorable Mention for Services & Resources/Patron Orientation/Policy Materials-electronic.
President Ryan reported that the City of Boston directed $645,155.42 from the James & Percival Baxter Fund for the BPL “..to be used for such public projects and programs as the Mayor of Boston may in his or her discretion determine will promote the commemorative and public understanding of the history of the settlement and immigration to New England”. Manager of Exhibitions & Programming Beth Prindle reported that the gift is an exciting addition to the Colonialism initiative underway for 2015 in collaboration with the Norman B. Leventhal Map Center for programming across the city of themed lectures with an immigration focus, technology to promote Special Collections, and to publicize the initiative. Ms. Prindle met with the Baxter family decedents who were enthusiastic and supportive of these initiatives. Chairman Rudman commended Ms. Prindle.
President Ryan addressed the next agenda item requiring authorization of the Trustees for Chief Financial Officer Ellen Donaghey to transact business as it relates to the bequest from the estate of Ms. Marilyn M. Barron of approximately $40,000. The bequest is unrestricted. Ms. Barron was an advocate for women’s issues, had a passion for learning, and served as a volunteer tour guide at the Boston Public Library. On a motion made and duly seconded, it was
VOTED: that, the Trustees of the Public Library of the City of Boston Certify that Chief Financial Officer Ellen Donaghey is Authorized to Transact Business as it Relates to the Bequest from Marilyn M. Barron
President Ryan called on Chief Financial Officer Ellen Donaghey to report on Gifts, Grants, and Donations to the Boston Public Library in the Fiscal Year 2013. Ms. Donaghey described the document as a tribute the Library’s supporters. She highlighted several gifts from Friends groups. On a motion made and duly seconded, it was
VOTED: that, the Trustees of the Public Library of the City of Boston accept the Boston Public Library Gifts, Grants, Donations to the Boston Public Library in the Fiscal Year 2013
President Ryan reported on two Partners-in-Residence Agreements. Digital Public Library of America has relocated from Harvard University to space at the Boston Public Library. This provides a great opportunity for collaboration on Digital Commonwealth and other projects. Chairman Rudman noted that President Ryan is a member of the Board of Directors of the Digital Public Library of America which will hold its official launch at the Library on October 24, 2013. The Library has formalized an agreement with Internet Archives for no cost digitization. Internet Archives is the largest free digital library in the world, and has been a long time partner of the Boston Public Library.
Chief of Communications & Strategy Gina Perille provided an update on the completion of the first fiscal year of the Compass Strategic Plan. Ms. Perille outlined the implementation process which has included review of the full document by outcome and strategy for each principle by President Ryan’s leadership team, colleagues at City Hall, Library staff, and the public. Ms. Perille highlighted some key milestones, lessons learned, and next steps. Ms. Perille will continue with future progress reports to the Trustees.
Trustee Rushing who chaired the Compass Strategic Planning Committee remarked that this is exactly how the Compass Strategic Plan was meant to be used. Mr. Rushing acknowledged committee member Ms. Mimi Jones who was in attendance at the meeting. Chairman Rudman thanked Trustee Rushing and Ms. Perille for their great work, and noted that the document is a valuable guide to inform the future of the Library.
Ms. Perille outlined usage highlights with an infographic providing a snapshot of key measures from recently completed fiscal year 2013 data. Notable changes include significant growth in e-books, videos, and items downloaded from Overdrive. Discussion followed.
Director of Administration and Technology David Leonard provided an update on capital projects. Highlights included: the November 2, 2013 opening of the new East Boston Branch; September 30, 2013 re-opening of the Uphams Corner Branch following four months of improvements; late September construction will get underway for exterior improvements at the Dudley Branch; and, coming up in this fiscal year are various planning activities for Jamaica Plain, Roslindale, and the Faneuil Branches. The Johnson Improvement Project at the Central Library in Copley Square continues to move forward. The budget has been approved to complete the design and construction for Phase 1 of the project which includes location of children’s’, teens’, reference and collections on the second floor of the Johnson Building. Design and planning is underway and President Ryan invited the Trustees to offer their suggestions. The second floor will close at the end of October with construction scheduled for a December start. Should any Trustee want an update on the project before the November 12 Trustees Board Meeting, Chairman Rudman will call a Special Meeting. Discussion followed on the interim services plan during construction, and suggestions for further neighborhood outreach. An update on the project will be on the November 12 Board Meeting Agenda. Discussion followed on Phase 2 of the project.
Trustees Fellowes Athenaeum Trust Advisory Committee Chair Evelyn Arana-Ortiz introduced the new Program Manager Candelaria Silva-Collins and acknowledged her great work. Ms. Arana-Ortiz outlined the recent Request for Proposal. The Committee met on July 31 to review grant submissions for the fiscal year 2014, approving eleven programs in accordance with the funding approved by the Trustees and the trust guidelines.
Chairman Rudman reordered the Finance and Audit Committee agenda items to first address items C and D related to the Johnson Building Renovation Project. Finance and Audit Committee Chair Evelyn Arana-Ortiz noted that agenda item C is for an award of contract for consulting services for the Johnson Building Renovation Project during the period September 11, 2013 through June 30, 2013. The consultant will work with Library staff on matters of collection management, services, and staffing during the construction project. The sole respondent to the Request for Proposal was Ms. Ruth Kowal, retired from the Boston Public Library. This proposal was evaluated by the Evaluation Committee and determined to be qualified and represented an appropriate value for the Boston Public Library. Chairman Rudman described Ms. Kowal as utterly qualified. Agenda Item D is a request for the proposed delegation of approval for the award of contract for providing sorting, transportation, and shelving services for library materials in conjunction with the Johnson Building Renovation Project for the period September 27, 2013 through November 30, 2013. This Request for Proposal was re-bid due to the lack of interested bidders to the first Request for Proposal. This necessitated that the Request for Proposal be reissued, and as a result, the start date of the contract falls after the September 10 Trustees Meeting and before the subsequent meeting on November 12. Discussion followed. On a motion made and duly seconded, agenda items C and D, it was:
VOTED: that, there be entered into with Ruth Kowal, 35 Presentation Road, Brighton, MA 02135, the sole responsive and responsible bidder, a contract for Providing Consulting Services for the Johnson Building Renovation Project of the Boston Public Library, for the period September 11, 2013 through June 30, 2014 at a total cost not to exceed twenty nine thousand, two hundred fifty dollars and zero cents ($29,250.00). 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 Ruth Kowal represented an appropriate value for the Boston Public Library.
VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the Award of Contract for Providing Sorting, Transportation, and Shelving Services for Library Materials in Conjunction with the Johnson Building Renovation of the Boston Public Library during the Period September 27, 2013 through November 30, 2013 to the Trustees Finance and Audit Committee
Ms. Arana-Ortiz addressed agenda item B for approval of an award of contract for moving and sorting library materials for the East Boston and Orient Heights Branch and the new East Boston Branch for the period September 11 through October 31, 2013. The sole respondent, William B. Meyer was evaluated by the Evaluation Committee and determined to be qualified and represented an appropriate value for the Boston Public Library. Discussion followed. On a motion made and duly seconded, it was
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 Providing Moving and Sorting Services of Library Materials for the East Boston and Orient Heights Branches and the new East Boston Branch of the Boston Public Library, for the period September 11, 2013 through October 31, 2013 at a total cost not to exceed twenty nine thousand, seven hundred sixty dollars and zero cents ($29,760.00). 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
Ms. Arana-Ortiz presented the next agenda item for an extension of a subscription to the CollectionHQ service providing web interface of collection analysis for the Library system for a three year period with an annual fee of $24,750 which represents cost savings over an annual renewal rate. Discussion followed. On a motion made and duly seconded, it was
VOTED: that, the Trustees of the Public Library of the City of Boston Approve an Extension of Subscription to CollectionHQ Service for the Period July 27, 2013 through July 27, 2016 for an Annual Fee of $24,750
Ms. Arana-Ortiz addressed agenda item A for approval of the Boston Public Library’s Financial Statement for the fiscal year ending June 30, 2013 which is conditional upon receipt of the Boston Public Library Foundation’s final financial statement. Chief Financial Officer Ellen Donaghey reported that the Lead Auditor for Sullivan, Rogers and Company offered an unqualified opinion of the FY 2013 audited financials. Ms. Arana-Ortiz reported that there were no issues by Sullivan, Rogers & Company, LLC. Matthew Hunt of Sullivan, Rogers and Company, LLC provided an overview of their audit. Discussion followed. On a motion made with the condition of receiving the Boston Public Library Foundation Financial Statement for the Fiscal Year ending June 30, 2013, it was:
VOTED: that, the Trustees of the Public Library of the City of Boston Approve the Boston Public Library’s Financial Statements for the Fiscal Year Ending June 30, 2013, conditional upon receipt of final Financial Statements from the Boston Public Library Foundation
Ms. Arana-Ortiz reported that the Pay for Print Contract has not yielded bids as written. The contract will be separated and rebid. The Trustees approved the delegation of authority to the Trustees Finance and Audit Committee for the Pay for Print Contract at the May 22, 2013 Board Meeting.
There being no New Business or Old Business, the Chair called for Public Comment.
Comments included an update from the Friends of the Hyde Park Branch on the branch’s 150 anniversary commemoration of the 54th Massachusetts Regiment and Emancipation Proclamation with appreciation expressed to the Boston Public Library Foundation for financial support for the project. A comment was made regarding the return of items donated to a branch into general circulation. A request was made for an expansion of the reading garden at the Adams Street Branch. Congratulations were expressed to Jim Meade for being honored with a Shattuck Award for Public Services. Funding of renovations to the Jamaica Plain Branch has stirred excitement, and the Friends of the Jamaica Plain Branch invite the Trustees to hold a Board Meeting at the branch once the renovations are completed. The Friends announced a new author series, singing for seniors, reading incentives, and a book sale at the local farmers’ market.
The meeting recessed at 4:47 p.m. to meet in an Executive Session for a Collective Bargaining Update.
The Meeting of the Trustees reconvened in a Public Session at 5:04 p.m.
The Board of Trustees voted to accept management’s recommendation to endorse the terms of the successor City of Boston/Boston Public Library and AFSCME Local 1526, Collective Bargaining Agreement pending ratification by AFSCME Local 1526 on September 11, 2013. On a motion made and duly seconded, it was
VOTED: that, the Trustees of the Public Library of the City of Boston, accept management’s recommendation to endorse the terms of the successor City of Boston/Boston Public Library and AFSCME Local 1526, Collective Bargaining Agreement pending ratification by AFSCME Local 1526 on September 11, 2013.
There being no further business, the meeting adjourned at 5:05 p.m.
Clerk of the Board