Trustees' Fellowes Athenaeum Trust Advisory Committee

Board of Trustees
March 25, 2014

Meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee
Tuesday, March 25, 2014 (new meeting date)
1 p.m. - 2 p.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 November 7, 2013 Meeting Minutes
  3. Financial Report
    Ms. Christine Schonhart
  4. Review FY15 Roles and Responsibilities
    Ms. Arana-Ortiz
  5. Review FY15 Contract Services
    Ms. Arana-Ortiz
  6. Discussion of FY15 Program Goals
    Ms. Arana-Ortiz
  7. Proposed Meeting Schedule
    Ms. Arana-Ortiz, Chair
    • Tuesday, May 20, 2014 - 1pm
    • Tuesday, August 26, 2014 - 1pm
  8. Old Business
    Ms. Arana-Ortiz, Chair
  9. New Business
    Ms. Arana-Ortiz, Chair
  10. Public Comment
    Ms. Arana-Ortiz, Chair
  11. Adjournment
    Ms. Arana-Ortiz, Chair

Minutes of the Trustees Fellowes Athenaeum Advisory Committee Meeting
Tuesday, March 25, 2014 | 1:00 pm to 2:00 pm
Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119


A meeting of the Trustees Fellowes Athenaeum Trust Advisory Committee was held on Tuesday, March 25, 2014, rescheduled from March, 20, at the Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119 at 9:30 a.m.

Present at the meeting were: Trustees Fellowes Athenaeum Trust Advisory Committee (Committee) Chair and Trustees Evelyn Arana-Ortiz, Committee members: Ms. Sarah Ann Shaw of the Friends of the Dudley Branch Library; Ms. Christine Schonhart, Director of Library Services, Branches. Also attending: Allen F. Knight, Branch Librarian, Ms. Candelaria Silva-Collins, Project Manager, Mimi Jones, and Deborah Kirrane, Clerk of the Board.

Chair Arana-Ortiz reviewed, and the Committee approved, the meeting agenda, although the order of items was changed to accommodate Ms. Jone’s schedule.  Ms. Arana-Ortiz reviewed the draft minutes of the November 7, 2013 Committee meeting. On a motion made and duly seconded, the minutes from the November 7, 2013 meeting were approved and subsequently posted on the Boston Public Library’s (BPL) web page at

Ms. Schonhart discussed ongoing efforts to fill the vacant P2 position, and the development of an updated job description reflective of a modern librarian’s roles.  The job title/description is presently awaiting approval by the union.

Ms. Arana-Ortiz presented a review of the FY15 ‘Roles and Responsibilities’ document, and the assignment of who is responsible for what tasks.  She asked that attention be paid to tasks assigned to the branch versus those tasks assigned to the grantees.  Ms. Silva-Collins will check-in with Mr. Knight and be more active in ensuring that flyers for programs are being displayed.

Ms. Silva-Collins presented an update on efforts to market the programs, the difference between a flyer and an advertisement, and the importance of going through the BPL’s Communications Department for development of same. 

Ms. Arana-Ortiz asked after the reporting/evaluating of the programs, so that a presentation could be made to the Trustees. 

Mr. Knight asked that the procedure for after-hours programs be reviewed.  Ms. Schonhart explained that once the appropriate form is submitted via the BPL Staff Intranet, the BPL events office assigns custodial and security staffing for the after-hours programming. 

Ms. Silva-Collins described her efforts to conduct a grant-writing seminar and a seminar instructing grantees on how best to market their program(s). 

Ms. Arana-Ortiz reported on the FY2014 Third Quarter Financials including the approved budget, current expenses and encumbrances. The Committee reviewed the financials through March 21, 2014.  Ms. Arana-Ortiz explained that the Fellowes Distribution will be an agenda item at the Trustees Annual Meeting on May 13, 2015.

Ms. Arana-Ortiz asked Ms. Silva-Collins if she would like to continue for another year in her position as project manager.  She agreed and her contract will be amended accordingly. 

Ms. Shaw spoke to Ms. Silva-Collins’ commitment, skills, and great success in her role. 

Ms. Silva-Collins presented on current programs: Piano, HiSET Practice Test, Adult Basic Education, Next Step Resource Fair, and upcoming programs: How to Write Children’s Books, Memoir Writing Project, Spirit of the Sixties.

The Literacy Center was also discussed.  It is currently not open to the public, but the materials are available to the public, by request.  The Literacy Center space is also available, but only for classes and programming, not for drop-in purposes. 

Ms. Silva-Collins is working on a new RFP timeline which will be ready in mid-June and will run through August. 

The next meeting of the Committee is scheduled for at 1:00 p.m. for ninety minutes on Tuesday, May 20, 2014 and will include a discussion on the next year’s program goals.

There being no further business, the Committee adjourned at 2:00 p.m.