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Last updated: 05/04/2017 - 3:35pm

Trustees of the Boston Public Library of the City of Boston

Boston Public Library is holding a Meeting of the Trustees Finance and Audit Committee on May 9 at 8:00 a.m.
The public can offer testimony.

Discussion Topics

  1. Welcome Evelyn Arana-Ortiz, Chairman
  2. Review and Approval of Minutes of March 7, 2017 Meeting Evelyn Arana-Ortiz, Chair
  3. Mayor Martin J. Walsh’s FY18 Recommended Operating and Capital Budget Executive Summary Ellen Donaghey, Chief Financial Officer and Eamon Shelton, Director of Operations

    VOTED:         “that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston to accept Mayor Martin J. Walsh’s FY18 Recommended Operating and Capital Budget.”

  4. Discussion and Review of Contracts Ellen Donaghey, Chief Financial Officer

    A. Contract or Contracts for Various Goods or Services relating to the Critical Repair Operating Budget for FY18
        VOTED:       “that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston to 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 Critical Repair Operating Budget for the period July 1, 2017 through June 30, 2018 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).

    B.    Contract for the Purchase of Books and Certain Other Library Bibliographical Acquisitions Materials 
        VOTED:       “that, the Trustees Finance and Audit Committee recommend approval by the Trustees of the Public Library of the City of Boston that there be entered into a non-advertised contract, as authorized under G.L., c.30-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 vendors listed therein (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 appropriated in the Library Department budget for books and other related bibliographical acquisitions  materials, during the period July 1, 2017 through June 30, 2018.”

    C.    Fellowes Athenaeum Trust Advisory Committee Trust Fund FY18 Expenditure

        VOTED:      “that, the Trustees Finance and Audit Committee recommend 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 ninety five thousand one hundred dollars and no cents ($95, 100) to support the Fellowes Athenaeum Trust Fund Programmatic Plan for FY18 as recommended by the Fellowes Athenaeum Trust Advisory Committee and to be presented at an upcoming meeting.”

    D.    Contract for Conservation work to be performed by Northeast Document Conservation Center, funding provided by the Associates of the Boston Public Library. 
        VOTED:    “that, the Trustees Finance and Audit Committee recommend that the Trustees of the Public Library of the City of Boston approve a contract for conservation work not to exceed $150,000 be entered into with Northeast Document Conservation Center, funding provided by the Associates of the Boston Public Library.” 

    E.    Contract to authorize the temporary hiring of part-time contract employees in the Content Discovery Department for a one year period, funding provided by the Associates of the Boston Public Library. 
         VOTED:         “that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library authorize the temporary hiring of part-time contract employees in the Content Discovery Department, to include a photographers to provide part-time temporary support in the Content Discovery Department, not to exceed $32,000 in a one year period per individual; photographer assistants not to exceed $15,000 in a one year period per individual; metadata assistants not to exceed $15,000 in a one year period total cost not to exceed the $110,000,  funding provided by the Associates of the Boston Public Library.”

    F.    Review of delegation of certain contract approvals for recommendation to the Board of Trustees
        VOTED:      “that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library of the City of Boston delegate approval of any contract deemed to be of a critical nature by the President of the Library during the period between May 2017 and September 2017 to the Finance and Audit Committee.”

    G.    Accept Transfer of Trust funds held by the  Boston Public Library Foundation 
        VOTED:      “that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library of the City of Boston approve the transfer of certain restricted endowments held by the Foundation for the benefit of the Boston Public Library.”

    H.    Approval of Program Selection Partners 
        VOTED:       “that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library of the City of Boston approve the selection in ranked order of Program Partners for Fiscal Year FY18, final amounts dependent upon available funds.”

    I.    Qualified List of Conservators 
        VOTED:      “that, the Trustees Finance and Audit Committee approve the attached list of authorized vendors recommended by the Chief of Collections to perform conservation work up to $50,000 per vendor in any fiscal year with no further procurement process.”

  5. IV. Discussion of Management Letter for FY2016 for Recommendation to Board of Trustees Ellen Donaghey, Chief Financial Officer James Piotrowski, CPA CliftonLarsonAllen, LLP

    VOTED:        “that, the Trustees Finance and Audit Committee recommend the Trustees of the Public Library of the City of Boston vote to accept the Draft Management Letter for the fiscal year ending June 30, 2016, from CliftonLarsonAllen, LLP, Certified Public Accountants.”

  6. Updates

    A. Proposed Expansion of Services- Newsfeed Café

      Ellen Donaghey, Chief Financial Officer

      Emily Tokarczyk, Special Events Manager

    B. Veolia Steam Contract

    Ellen Donaghey, Chief Financial Officer

    Jim Meade, Superintendent of Library Buildings

     

  7. New Business
  8. Public Comment
  9. 2017-2018 Meeting Schedule Evelyn Arana-Ortiz, Chair

    Thursday, September 12, 2017, 8:00 a.m.

    Wednesday, November 8, 2017, 8:30 a.m.

    Tuesday, January 16, 2018, 8:30 a.m.

    Tuesday, March 13, 2018, 8:30 a.m.

    Tuesday, May 1, 2018, 8:30 a.m.

    *All meetings will take place in Central Library *

  10. Adjournment Evelyn Arana-Ortiz, Chair