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Board of Trustees

  • Agenda
  • Minutes

  • Meeting of the Corporation and Administrative Agency

    Tuesday, September 11, 2012, 8:30 a.m.
    South Boston Branch
    646 East Broadway, South Boston, MA 02127

    AGENDA

    1. Chairman's Report, Mr. Jeffrey B. Rudman
       
      • Introduction of South Boston Branch Librarian, Ms. Frances Francis
      • Review and Approval of Minutes for the Trustees Meetings
        • Administrative Agency Meeting, May 8, 2012
        • Administrative Agency Annual Meeting, May 8, 2012
        • Corporation Annual Meeting, May 8, 2012
      • Trustees Annual Staff Recognition and Appreciation Celebration
        Friday, November 2, 2012, 6 – 11 p.m. Central Library, Copley Square
         
    2. President's Report, Ms. Amy E. Ryan
       
      • Collections of Distinction (Draft) Discussion
        • Collections of Distinction (Draft)
        • Collections of Distinction Candidates - Preliminary List (Draft)
        • Special Collections Committee: Charge
        • Special Collections Committee: Members
        VOTED: that, the Trustees of the Public Library of the City of Boston approve the charge of the Boston Public Library Special Collections Committee
      • Boston Public Library Development Strategies with Affiliate Partners
        • Norman B. Leventhal Map Center
          Ms. Jan Spitz, Executive Director
        • Associates of the Boston Public Library
          Ms. Louisa Stephens, Executive Director
        • Boston Public Library Foundation
          Mr. David McKay, Executive Director
      • Gifts, Grants, Donations to the Boston Public Library, Fiscal Year 2012 Report
        Mr. Sean Nelson, Chief Financial Officer
        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 2012
      • Johnson Building Initiative Report
        Mr. David Leonard, Director of Administration and Technology
        Delegation of Approval of the "Marketing Study for Conference and Commercial Space in the Johnson Building of the Boston Public Library" to the Trustees Finance and Audit Committee
        VOTED: that, the Trustees of the Public Library of the City of Boston delegate approval of the award of the "Marketing Study for Conference and Commercial Space in the Johnson Building of the Boston Public Library" to the Trustees Finance and Audit Committee
      • Integrated Library System Implementation Plan
        Mr. David Leonard, Director of Administration and Technology
       
    3. Fellowes Athenaeum Trust Advisory Committee
      Chair Evelyn Arana-Ortiz
      FY13 Programmatic Plan Report
       
    4. Finance & Audit Committee
      Chair Evelyn Arana-Ortiz
       
      • E-Rate Report
        Mr. David Leonard, Director of Administration and Technology
      • Room Rental Rate Proposal
        Mr. David Leonard, Director of Administration and Technology
        VOTED: that, the Trustees of the Public Library of the City of Boston approve the proposal of the daytime rental rate for the Popular Reading Room of $2,500 between the hours of 8 a.m. and 4 p.m. for a minimum of four hours
      • Beverage Service in the Courtyard Restaurant
        Mr. Sean Nelson, Chief Financial Officer
        VOTED: that, the Trustees of the Public Library of the City of Boston approve alcoholic beverage service at the Courtyard Restaurant
    5. New Business
      Mr. Jeffrey B. Rudman, Chairman
       
    6. Public Comment
      Mr. Jeffrey B. Rudman, Chairman
       
    7. Adjournment
      Mr. Jeffrey B. Rudman, Chairman
       
    8. Executive Session
      Proposed Revised Bylaws
      Ms. Maribeth Cusick, Assistant Corporation Counsel, City of Boston Law Department
       

     

    Upcoming Trustee Meetings

    • Tuesday, November 13, 2012 3:00 p.m., Honan-Allston Branch
    • Tuesday, January 8, 2013, 3:00 p.m., Parker Hill Branch
    • Tuesday, March 12, 2013, 8:30 a.m., Central Library, Copley Square
    • Wednesday, May 22, 2013 Annual meeting 8:30 a.m., Central Library, Copley Square (Note: Change in date)

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

    President
    Amy E. Ryan

    Clerk of the Board
    Nancy Grilk

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    Minutes

    Meeting of the Corporation and Administrative Agency

    Tuesday, September 11, 2012, 8:30 a.m.
    South Boston Branch
    646 East Broadway, South Boston, MA 02127

    AGENDA

    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 South Boston Branch of the Boston Public Library, 646 East Broadway, South Boston, MA, on Tuesday, September, 11, 2012 at 8:30 a.m.

    Present at the Meeting were: Chairman Jeffrey B. Rudman, Trustees; Evelyn Arana-Ortiz, Zamawa Arenas, Paul A. La Camera, Dennis Lehane, and Byron Rushing.

    Absent from the Meeting was Trustee Carol Fulp

    Also present at the meeting were: President Amy E. Ryan; Nancy Grilk, Clerk of the Board; Boston Public Library and City of Boston staff, and 5 members of the public.

    Chairman Jeffrey B. Rudman presided.

    Chairman Rudman called for a moment of private reflection in memory of the events of September 11, 2001.

    Chairman Rudman thanked Ms. Frances Francis, Branch Librarian at the South Boston Branch for hosting the meeting and asked her to say a few words.

    Ms. Francis welcomed the Trustees and audience, provided a brief history of the branch, and thanked the Trustees for their support of the improvements to be made to the courtyard. Ms. Francis introduced branch staff.

    President Ryan recognized Ms. Francis for her leadership and management skills with the Tierney Learning Center.

    The Chairman addressed the item of the meeting agenda pertaining to the review and approval of the Minutes of the meeting of the Trustees as an Administrative Agency, the annual meeting as an Administrative Agency, and the meeting as a Corporation, all held on May 8, 2012. On a motion made and duly seconded, the minutes of the regular meeting of the Trustees as an Administrative Agency, the annual meeting as an Administrative Agency, and the regular meeting as a Corporation, all held on May 8, 2012 were approved.

    Chairman Rudman reminded the Trustees of the November 2, 2012 Trustees Staff Recognition and Appreciation Celebration at the Central Library, Copley Square from 6 to 11 p.m.

    President Ryan addressed the next agenda items of the President’s Report of the Collection Development Policy and the Collections of Distinction. Her report included an update on the reinvigorated and expanded Special Collections Committee, review of the Collections of Distinction, and the Special Collections Committee Charge. President Ryan drew Trustees attention to the draft Collections of Distinction noting that they focus on special collections, not just books but also manuscripts, maps, photographs and other items when appropriate. On the recommendation of Trustees Rushing, a member of the Special Collections Committee the criteria was expanded to include the history of the Commonwealth of Massachusetts and the communities therein. President Ryan encouraged Trustees to send any suggestions for the Collections of Distinction to her to for referral to the Special Collections Committee. Chairman Rudman noted that this is the first phase of identifying the Collections of Distinction, which is an extensive, thoughtful, and transparent process. President Ryan noted that the draft Collections of Distinction Candidates is the preliminary first group of candidates. Discussion followed.

    President Ryan reviewed the revised Boston Public Library Special Collections Committee: Charge. Two revisions from the Special Collections Committee are included in the revised document: the Purpose section to include “books, manuscripts, prints, fine arts, and other objects” and to the Areas of Focus, Item 3 Access to include “the Commonwealth of Massachusetts and beyond.” On a motion made and duly seconded, it was

    VOTED: that, the Trustees of the Public Library of the City of Boston approve the charge of the Boston Public Library Special Collections Committee

    Trustee Rushing pointed out that Collections of Distinction are part of the Special Collections.

    The next agenda item is the Boston Public Library Development Strategies with Affiliate Partners. President Ryan conveyed regrets of the new President of the Citywide Friends of the Boston Public Library Ms. Marti Glynn who is unable to attend today’s meeting for her report. She is invited to report at a future meeting. President Ryan credited the Affiliates with moving into a more unified and coordinated approach, and for each organizations commitment to the Compass Principles as a guide to their work. First, Ms. Jan Spitz, Executive Director of the Norman B. Leventhal Map Center provided background, updates on current exhibits, teacher trainings and children’s education programs. Ms. Spitz noted that 4,500 maps have been digitized at the BPL and available on their web site. All are invited to the December 1, 2012 Open House. Ms. Louisa Stephens, Executive Director of the Associates of the Boston Public Library reviewed the mission of the Associates to preserve, catalogue, digitize, and continue public access to the BPL’s treasures, by underwriting their conservation, cataloging, digitization, and exhibition. Ms. Stephens highlighted the Associates commitment to preserving the BPL’s Collections of Distinction by providing staffing and equipment, and showcasing the BPL’s collections. The Associates sponsor 4 annual fundraising events. Mr. David McKay, Executive Director of the Boston Public Library Foundation reported on building the Foundation as a sustainable partner with the BPL, robust fundraising, planning and funding for a children’s activity room, endowment for system wide children’s music programs, as well as literacy programming including Read Your Way to Fenway. The Foundation will put a major focus on out-of-school programing in the upcoming year. Mr. McKay highlighted collaboration with the Associates and the Map Center. Noting that promotion and outreach is one of the Foundation’s bedrocks, Mr. McKay reported that the Foundation will fund a position in the Communications Office for the next three years. The Trustees congratulated each of the Affiliate partners and the BPL leadership for upholding the Compass Principles and following the Strategic Plan.

    President Ryan called on Mr. Sean Nelson, Chief Financial Officer for the Gifts, Grants, Donations to the Boston Public Library, Fiscal Year 2012 report. She noted that several of the gifts were donations made by branch Friends groups, the Citywide Friends of the BPL, and in memory of BPL staff. Mr. Nelson reported that donations range from an anonymous donor who walked into the West Roxbury Branch with a check for $70,000 to gifts of $1 to $250, and addition to endowments and several memorial gifts. 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 2012

    Mr. David Leonard, Director of Administration and Technology provided an update on the Johnson Building Initiative. Twelve responded to the architectural services Request for Proposal to the City of Boston Public Facilities Department. The Designer Selection Committee will meet in the near future to work through the proposals. Five bids were received for the Market Research Request for Proposal. A Selection Committee will begin evaluation on those respondents to provide a recommendation. The existing conditions engineering and architecture review report is due on September 18, 2012. The Community Advisory Committee will be led by the Public Facilities Department in conjunction with the Mayor’s Office and the BPL. The committee appointments will be made in consultation with the Trustees. Mr. Leonard reported on the staff advisory process. Discussion followed. The Trustees discussed the delegation of authority for the “Marketing Study for Conference and Commercial Space in the Johnson Building” to the Trustees Finance and Audit Committee. 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 award of the “Marketing Study for Conference and Commercial Space in the Johnson Building of the Boston Public Library” to the Trustees Finance and Audit Committee

    Mr. David Leonard reported on the implementation plan of the Integrated Library System which is the process of replacing the software system that essentially runs the library from the Horizon system to the Polaris system. Staff training and the migration of software will be completed with a target go-live date of December 13, 2012 for the new system; with a 3 day period of limited service but no interruption of the ability to check out materials. An extensive communications plan will be in place to advise the public of any impact of services. Mr. Leonard will coordinate a communications plan with the Communications Office.

    The Chair of the Fellowes Athenaeum Trust Advisory Committee Evelyn Arana-Ortiz provided an update on the FY 13 Programmatic Plan. She reported on the broad spectrum of programs that fulfill community needs that were approved for funding through the Fellowes Athenaeum Trust Fund for the fiscal year 2013 to be offered at the Dudley Branch. Chair Arana-Ortiz thanked Committee consultant Inez Foster and Director of Community Branch Libraries Christine Schonhart for their great coordination.

    Mr. David Leonard reported on E-Rate and advised that BPL received a favorable ruling on the April 2011 appeal to the Federal Communications Commission for the 2007 adverse audit report finding, which related to a documentation matter. This liability has been retired.

    Mr. Leonard discussed the proposed room rental rate reduction for daytime weekday use of the Popular Reading Room. Mr. Leonard amended the request to include a reduction for weekday evening rental for a minimum 4 hours block of time. The room has been underutilized at the current rate. On an amended motion made and duly seconded, it was

    VOTED: that, the Trustees of the Public Library of the City of Boston approve the proposal of the daytime rental rate for the Popular Reading Room of $2,500 between the hours of 8 a.m. and 4 p.m. for a minimum of four hours and a weekday evening rental rate of $3,750 between the hours of 4 p.m. and 10 p.m. for a minimum 4 hours

    Additional BPL room rental rates will be reviewed.

    Mr. Sean Nelson reported on the alcohol beverage service request from The Catered Affair for service in the Courtyard Restaurant. After Trustees’ approval of their intent, The Catered Affair sought and received support for the license from the Neighborhood Association of Back Bay, the Licensing Board for the City of Boston and the state Alcoholic Beverages Control Commission. On a motion made and duly seconded, it was

    VOTED: that, the Trustees of the Public Library of the City of Boston approve alcoholic beverage service at the Courtyard Restaurant

    Under New Business, the Trustees discussed the paramount interest of the Board to expand access to the library and its branches stressing the priority of keeping the Central Library open on Sundays all year.

    The being no New Business, the Chairman called for Public Comment. Comments from 3 members of the public included the pathway of commercial ventures; staffing hours and days of service; and, appreciation for capital project for the front of the Dudley Branch.

    There being no further business, the meeting of the Trustees of the Public Library of the City of Boston adjourned at 9:50 a.m.

    Respectfully submitted,

    Nancy Grilk
    Clerk to the Trustees

     

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