Trustees of the Boston Public Library Finance and Audit Committee meeting

Evelyn Arana-Ortiz, Chair

Evelyn Arana-Ortiz, Chair

Ellen Donaghey, Chief Financial Officer

 Matthew Hunt, 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, 2017, from CliftonLarsonAllen, LLP, Certified Public Accountants.”

Evelyn Arana-Ortiz, Chair

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 Guard and Patrol Services for Various Library Buildings.” (Firm to be determined after review)

Evelyn Arana-Ortiz, Chair

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 Guard and Patrol Services for Various Library Buildings.” (Firm to be determined after review)

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 FY19 Recommended Operating and Capital Budget.”

Ellen Donaghey, Chief Financial Officer

Contract or Contracts for Various Goods or Services relating to the Critical Repair Operating Budget for FY19

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, 2018 through June 30, 2019 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).”

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, 2018 through June 30, 2019.”

Fellowes Athenaeum Trust Advisory Committee Trust Fund FY19 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 FY19 as recommended by the Fellowes Athenaeum Trust Advisory Committee and to be presented at an upcoming meeting.”

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 2018 and September 2018 to the Finance and Audit Committee.”

VOTED: “that, the Trustees Finance and Audit Committee recommend                                                 the Trustees of the Public Library of the City of Boston delegate approval for award of the Secure Move and Storage of Certain Library Collections to the Trustees Finance and Audit Committee.”

VOTED:        “that, the Trustees Finance and Audit Committee  recommend that the Trustees of the Public Library of the City of Boston  accept membership in the Massachusetts Higher Education Consortium (MHEC) which gives access to 54 master purchasing contracts with excellent discount pricing with over 600 vendors in more than 700 contract categories; a yes vote confirms the use of their pre-negotiated contracts to compare prices and procure goods and services for the library without further bidding.”

      Ellen Donaghey, Chief Financial Officer

Review of Certain Trusts with a value of less than $75,000  

Review of Charles J. Wilkins Trust, established January 16, 2007

Evelyn Arana-Ortiz, Chair

Tues, September 18, 2018, 8:00 a.m.

Thur, November 8, 2018, 8:00 a.m.

Tues, January 8, 2018, 8:00 a.m.

Thur, March 14, 2019, 8:00 a.m.

Tues, May 7, 2019, 8:00 a.m.

                  *All meetings to be held at Central Library, location/date/time subject to change