Trustees' Fellowes Athenaeum Trust Advisory Committee

Board of Trustees
July 31, 2013

Agenda for Trustees Fellowes Athenaeum Trust Advisory Committee Meeting
Wednesday, July 31, 2013| 9:30 a.m
Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119

Chairman Evelyn Arana-Ortiz



  1. Welcome and Introduction
    Evelyn Arana-Ortiz, Chair
  2. Report of the Chair
    Ms. Arana-Ortiz, Chair
    • Approval of Agenda
    • Approval of May 28, 2013 Meeting Minutes
  3. Review of FY14 Budget
    Ms. Arana-Ortiz, Chair
  4. Review of Grant Submissions
    Ms. Silva-Collins, Project Manager
  6. Proposed Meeting Schedule
    Ms. Arana-Ortiz, Chair
    • October 2013 TBD
    • March 2014 TBD
  7. Old Business
    Ms. Arana-Ortiz, Chair
  8. New Business
    Ms. Arana-Ortiz, Chair
  9. Public Comment
    Ms. Arana-Ortiz, Chair
  10. Adjournment
    Ms. Arana-Ortiz, Chair

Meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee
Wednesday, July 31, 2013 | 9:30 AM to 12:00 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 Wednesday, July 31, 2013 at the Dudley Branch Library, 65 Warren Street, Roxbury, MA  02119 at 9:30 AM.

Present at the meeting were:  Trustees Fellows Athenaeum Trust Advisory Committee Chair and  Trustee Evelyn Arana-Ortiz, Selection Committee Members: Ms. Sarah-Ann Shaw and Ms. Che Madyum, Friends of the Dudley Branch Library; Ms. Christine Schonhart, Boston Public Library Manager of Branch Libraries; and, Ms. Janet Buda, Branch Librarian, Dudley Branch Library.  Also attending:  Ms Candelaria Silva-Collins, Project Manager; 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 held on Tuesday, May 28, 2013.  On a motion made and duly seconded, the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee meeting held on May 28, 2013 were approved and subsequently posted on the Boston Public Library’s web site at

Ms. Arana-Ortiz presented an updated “Boston Public Library Fellowes Athenaeum Fund Quarterly Report FY13” to the Committee summarizing the fund through FY13 and noted that carry over amounts include encumbrances that are committed but not yet expended for FY13.  Quarterly reports will be distributed to the Committee.

The Chair called on Project Manager Ms. Candelaria Silva-Collins to review the FY14 Grant Submissions. Ms. Silva-Collins reported on and the Committee discussed each proposal and approved the following nine proposals: Citi Performing Arts for City Spotlights Festival; Dimock Center, Inc. for an Occupational Resource Fair, with instruction to increase job opportunities and advertise through social media; Hawthorne Youth and Community Center for Spoken Word, Music; Makanda Project for Music, the Committee approved an exception to the $5,000 cap for this project recognizing its value as a long established program; Math Power for math instruction; Naomi Lomba-Gomes for Memoir Writing Project, with a reworked budget; Piano Program for Piano Instruction; and, Roxbury Community College for GED Practice Test. Five additional proposals are being considered for funding with additional information provided by August 22: Africana Studies Department – U Mass, Boston for Knowledge is Empowerment for partial funding with an agreement to acknowledge the grant fund, and tying the program to an increase in circulation of or access to books at the Boston Public Library; Irene Smalls for Writing Children’s Books & Literacize Seminars with a tighter budget, a more defined role of participants, however, Literacize was not adequately explained and will not be considered; Kelley Chunn for Roxbury: Telling Our Story with an improved budget, an agreement that the Boston Public Library would own the video and include on youtube and the BPL Facebook page, and acknowledge the grant fund; WAITT House for Adult Literacy/Basic Education with a re-written application demonstrating the program would be for the community at large; and, Write Boston for Social Justice Writing Program with approval of the City’s Law Department to fund another city agency’s program, and the program cannot be exclusive to Boston Public School students.

The final amount of approved programs will be determined once the pending applications are finalized, within the budget approved by the Board of Trustees.

The Chair called for New Business. Ms. Silva-Collins distributed “FAQ (Frequently Asked Questions) Fellows Athenaeum Trust Fund RFP” for discussion and feedback from the Committee. Discussion included the following modifications: change “Foundation” to “Fund”, add “SORI” to “CORI”, and, the answer to the question on programs held in the courtyard is “no”. Committee members were asked to send any additional changes or feedback to Ms. Silva-Collins.

In an effort to expand the grant applicant pool and add new types of programs, Ms. Silva-Collins proposed holding a grant writing workshop highlighting some successful proposals, and follow up with potential applicants who attend a technical assistance workshop but do not apply for a grant. Ms. Silva-Collins expects to hold a grant workshop in March plus additional technical assistance sessions in April, May and June.

Chair Arana-Ortiz will report on the Committee proceedings at the September 10 Board of Trustees Meeting.

The next meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee is scheduled for Tuesday, October 29 at the Dudley Branch Library at 9:30 AM.

There being no further business or public comment, the meeting adjourned at 12:00 noon

Respectfully submitted,

Nancy Grilk
Clerk to the Trustees