Boston Public Library
Trustees' Fellowes Athenaeum Trust Advisory Committee

Board of Trustees
July 29, 2011



Agenda for Trustees Fellowes Athenaeum Trust Advisory Committee Meeting
Friday, July 29, 2011 | 9:00 am to 10:30 am
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 April 29, 2011

     
  2. Report of the Director of Branch Libraries
    Ms. Christine Schonhart
     
    • Dudley Branch non-Fellowes programs

     
  3. Program Review
    Ms. Inez Foster
     
    • Year to date program statistics
    • Community program suggestions

     
  4. Review of Grant Submissions
    Ms. Inez Foster
     
  5. Proposed Meeting Schedule
    Ms. Evelyn Arana-Ortiz, Chair
     
    • Friday October 28, 2011 and Friday March 30, 2012 at the Dudley Branch Library at 9 a.m.

     
  6. Old Business
    Ms. Evelyn Arana-Ortiz, Chair
     
    • Computer Training Classes

     
  7. Public Comment
    Ms. Evelyn Arana-Ortiz, Chair
     
  8. Adjournment
    Ms. Evelyn Arana-Ortiz, Chair
     


Minutes of the Trustees Fellowes Athenaeum Advisory Committee Meeting
Friday, July 29, 2011 | 9:00 am to 10:30 am
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 Friday, July 29, 2011 at the Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119 at 9:00 a.m.

Present at the meeting were: Trustees Fellows Athenaeum Trust Advisory Committee Chair, Trustee Evelyn Arana-Ortiz, Selection Committee Members: Ms. Sarah-Ann Shaw, Friends of Dudley Square; Ms. Che Madyum, Citi Performing Arts Center; Ms. Christine Schonhart, Boston Public Library Community Services and Branch Manager; Ms. Janet Buda, Dudley Branch Librarian. Also attending: Ms. Inez Foster, Fellowes Athenaeum Trust Fund Consultant/Project Manager; Ms. Sibusisiwe Malaba, Senator Sonya Chang-Diaz’s Office; and Ms. Nancy Grilk, Clerk of the Board.

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

Chair Arana-Ortiz reviewed the agenda and following a brief discussion, the Committee approved the meeting agenda.

A review of the minutes of the April 29, 2011 meeting was presented by Ms. Inez Foster. Chair Arana-Ortiz reported that Nancy Grilk, Clerk to the Board of Trustees will record minutes for future Committee meetings.

Boston Public Library (BPL) Community Services and Branch Manager Christine Schonhart provided an update on the ten laptops and software upgrades that will soon be provided to the Dudley Literacy Center.

Ms. Foster distributed the Fellowes FY2011 Adult Program Attendance and Costs Per Service (Adult Program) and the Fellowes FY2011 Children and Young Adults Program Attendance and Costs Per Services (Children’s) matrices. Both programs combined served 2,583 adults, teens and children. Ms. Foster noted that the GED test session by the Boston Center for Youth and Families on the Adult matrix will have an additional program next month which will decrease the costs per service. The Boston Police Department recommended Anti-Bullying Workshop costs are included on both the Adult and Children’s matrices. The MCAS Preparation on the Children’s matrix has been widely publicized and is scheduled for July 30, 2011. Discussion followed on year to date program statistics.

The Committee reviewed financial information for the FY 2011Trustees Fellowes Athenaeum Trust Fund (Fund). Chair Arana-Ortiz reported that the FY2012 Fund allocation is $130,000, which includes carry-over funds projected to be $65,000. Discussion followed on the return on investment for the Fund, and on expanding outreach for future Fund applicants.

Ms. Foster reported on the outreach efforts for Request for Proposals (RFP) for the FY 2012 Fund which included electronic mailings to 551 organizations, a notice in the Bay State Banner newspaper, and a public information session.

The Committee reviewed the FY2012 grant submissions. Discussion followed on each of the 19 submissions, which include 11 new and 8 re-funding applications. Committee member Ms. Che Madyum of Citi Performing Arts Center recused herself from the discussion and vote on the City for Performing Arts Center’s proposal citing it would be a conflict of interest as that is her employer. The Committee recommended funding of 15 programs plus the contract and administrative costs for Ms. Inez Foster to administer the program subject to final approval of Ms. Foster’s proposal submission to the Committee, which will be presented to the Board of Trustees for a vote of approval at the Board’s September 13, 2011 meeting.

The Committee approved a meeting schedule.

Under Old Business, the Committee discussed funding 2 outstanding computer training contracts from program funds of approximately $4,000.

There being no further business, the Committee voted to adjourn the meeting at 12:05 p.m.

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees