Minutes of the Trustees Fellowes Athenaeum Advisory Committee Meeting
Monday, May 14, 2012 | 12:00 pm to 1:00 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 Monday, May 14, 2012 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, Trustee Evelyn Arana-Ortiz, Selection Committee Members: Ms. Sarah-Ann Shaw, Friends of the Dudley Branch Library; Ms. Christine Schonhart, Boston Public Library Manager of Branch Libraries; and Ms. JoAnn E. Butler, Boston Public Library Coordinator of Literacy Services. Also attending: Ms. Inez Foster, Fellowes Athenaeum Trust Fund Consultant/Project Manager; and Ms Nancy Grilk, Clerk of the Board.
Absent were Ms. Che Madyun, Friends of the Dudley Branch Library; and Ms. Janet Buda, Dudley Branch Librarian.
Trustees Fellows Athenaeum Trust Advisory Committee (Committee) Chair Evelyn Arana-Ortiz presided.
Chair Arana-Ortiz reviewed the agenda which the Committee approved.
The Chair addressed the first item of business, pertaining to the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee held on Friday, January 20, 2012. On a motion made and duly seconded, the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee meeting held on January 20, 2012, with Ms. Madyun’s revisions, were approved and subsequently posted on the Boston Public Library’s web site at www.bpl.org.
Discussion followed on FY 2013 goals and programs. The Trustees approved the distribution of $75,000. The amount of carry-over funds will not be established until all encumbrances are paid by the end of June; at this point, based on each contract’s approval against what has been billed to date and what has been encumbered, the carry-over balance is approximately $6455.
The Committee reviewed the program performances to date. Discussion followed on each program’s cost analysis, effectiveness, and benefit. Types of activities currently funded are: Adult Education, $20,000; Community Events, $21,000; and, Arts Education, $35,545. The Committee discussed staff priorities of; math programs, GED testing, a social justice book club, a summer writing workshop, and a memoir workshop. Chair Arana-Ortiz noted that former Trustee Donna DePrisco offered a donation of piano lessons; Ms. Schonhart will follow up with Ms. DePrisco.
The Committee discussed the upcoming open and competitive Request For Proposals. The maximum grant will be $5,000, with flexibility for a compelling exception. The annual $75,000 allocation of the Fellowes Athenaeum Trust Fund approved by the Board of Trustees plus the carry over balance amounts to a total of about $80,000 will be available for the upcoming round. Discussion took place on administrative costs. Ms. Foster will prepare a procurement timeline.
The Chair addressed the next agenda item of a future meeting date. The Committee agreed to meet on Monday, August 6, 2012 from 12:00 noon until 2:00 p.m. at the Dudley Branch.
The Chair called for the next three agenda items of; Old Business, New Business, and Public Comment. Hearing no comment for any of the three, the Committee voted to adjourn the meeting at 1:27 p.m.
Clerk to the Trustees