Boston Public Library
Trustees' Fellowes Athenaeum Trust Advisory Committee

Board of Trustees
February 4, 2013



Agenda for Trustees Fellowes Athenaeum Trust Advisory Committee Meeting
Monday, February 4, 2013| 12:00 pm to 2:00 pm
Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119

Chairman Evelyn Arana-Ortiz

  1. Report of the Chair
    Ms. Evelyn Arana-Ortiz, Chair
     
    • Approval of Agenda
    • Approval of Minutes from meeting on August 6, 2012

     
  2. Review of the Committee Roles and Responsibilities
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  3. Discussion of Contract Services for FY14
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  4. Financial Report
    Ms. Christine Schonhart, Director of Branch Libraries
     
     
  5. Proposed Meeting Schedule
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  6. Old Business
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  7. New Business
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  8. Public Comment
    Ms. Evelyn Arana-Ortiz, Chair
     
     
  9. Adjournment
    Ms. Evelyn Arana-Ortiz, Chair
     
     


Minutes of the Trustees Fellowes Athenaeum Advisory Committee Meeting
Monday, February 4, 2013 | 12:00 pm to 1:50 pm
Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119

Chairman Evelyn Arana-Ortiz

A meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee was held on Monday, February 4, 2013 at the Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119 at 12:00 p.m.

Present at the meeting were: Trustees Fellows Athenaeum Trust Advisory Committee Chair and Trustee Evelyn Arana-Ortiz, Committee Members: Ms. Sarah-Ann Shaw and Che Madyum, Friends of the Dudley Branch Library; and Ms. Christine Schonhart, Boston Public Library Manager of Branch Libraries. Also attending: Ms. Janet Buda, Dudley Branch Librarian; Ms Nancy Grilk, Clerk of the Board; and, Elizabeth Nagarajah of the Friends of the Dudley Branch Library.

Trustees Fellows Athenaeum Trust Advisory Committee (Committee) Chair Evelyn Arana-Ortiz presided.

Chair Arana-Ortiz reviewed the agenda and the Committee approved the meeting agenda.

The Chair addressed the first item of business, pertaining to the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee (Committee) held on Monday, August 6, 2012. On a motion made and duly seconded, the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee meeting held on August 6, 2012 were approved and subsequently posted on the Boston Public Library’s web site at www.bpl.org.

Next on the agenda, Chair Arana-Ortiz reviewed the current Committee approved Rules and Responsibilities. With the resignation of Program Manager Inez Foster, the Chair thought it a good time to review the document and identify ways to reduce administrative costs allowing more funds to be directed to community programs. Discussion followed on the hiring process of the new Program Manager. The Chair discussed the role of a new Program Manager including: the transition process; making recommendations for types of programs; holding a technical assistance session; organizing the bidders’ conference; and, facilitating program approvals. Boston Public Library staff would assume responsibility for monthly monitoring of program attendance and program activities. The Program Manager would report quarterly attendance data. With the Committee’s approval of revised Roles and Responsibilities, BPL staff will create a job description, and issue a Request for Proposal. The Committee expressed urgency to have a Program Manager on board by April to coordinate with the end of the fiscal year. The Committee underscored the importance of a Program Manager’s familiarity with the community to be able to assist local groups in providing program outreach; as they had in the past, Ms. Madyum and Ms. Shaw requested to be included in the job interview process. Ms. Schonhart will provide an updated draft FY14 Roles and Responsibilities, and draft job description to the Committee via email for final approval. Once final, the job posting will be sent to the Committee for assistance with distribution.

Chair Arana-Ortiz moved to the next agenda item of the Financial Report and reviewed the Quarterly Report FY 2013 which provides information through the second quarter of FY13; the third quarter encumbrances will be available March 31. All programs are scheduled to be completed by June 30; any available carry over funds will be reported at the spring Committee meeting.

An initial discussion began regarding the composition and service of the Committee in keeping with the Statement of Purpose.

The Committee set the next meeting date of Tuesday, May 28 at 9:30 a.m. at the Dudley Branch. A check-in meeting before the July bidders’ conference is scheduled for Monday, June 17 at 9:30 a.m. at the Dudley Branch.

There being no further business, the Fellowes Trust Advisory Committee adjourned at 1:10 p.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees