Boston Public Library
Trustees' Fellowes Athenaeum Trust Advisory Committee

Board of Trustees
May 28, 2013



Agenda for Trustees Fellowes Athenaeum Trust Advisory Committee Meeting
Tuesday, May 28, 2013| 9:30 a.m
Dudley Branch Library, 65 Warren Street, Roxbury, MA 02119

Chairman Evelyn Arana-Ortiz

AGENDA revised

  1. Welcome and Introduction
    Ms. Candelaria Silva-Collins, Project Manager

  2. Report of the Chair
    Ms. Evelyn Arana-Ortiz, Chair

    • Approval of Agenda
    • Approval of Minutes from meeting on August 6, 2012
       
  3. Review and Discussion of Committee Charter
    Ms. Arana-Ortiz, Chair
     
  4. Review of FY13 Programs’ Performances
    Ms. Arana-Ortiz, Chair
     
     
  5. Review of the Proposed FY14 Budget
    Ms. Arana-Ortiz, Chair
     
     
  6. Identify FY14 Program Goals and Priorities
    Ms. Silva-Collins, Project Manager
  7.  
     
  8. Meeting Schedule
  9. Monday, June 17 at 9:30 a.m
    August, tbd
    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, May 28, 2013 | 9:00 am to 11:00 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 Tuesday, May 28, 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, Committee Members: Sarah-Ann Shaw and Che Madyum, Friends of the Dudley Branch Library; and, Christine Schonhart, Boston Public Library Manager of Branch Libraries.  Also attending:  Janet Buda, Dudley Branch Librarian; Candelaria Silva-Collins, Project Manager; 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 and the Committee approved the meeting agenda.  Ms. Arana-Ortiz welcomed Trustees Fellowes Athenaeum Trust Advisory Committee Project Manager Candelaria Silva-Collins. Discussion followed on the interview process for the Project Manager position with Ms. Shaw and Ms. Madyum stating their expectation was to be included in the process.  The Chair apologized for the misunderstanding, and as this role is not spelled out in the current charter, it will be included in the redrafted charter.

The Chair addressed the first item of business, pertaining to the Minutes of the Trustees Fellowes Athenaeum Trust Advisory Committee (Committee) held on Monday, February 4, 2013.  Committee members made revisions to the Minutes to include: Ms. Elizabeth Nagarajah of the Friends of the Dudley Branch Library as an attendee of the February 4, 2013 meeting, and that Ms. Madyum and Ms. Shaw requested they be included in the interview process for selection of a new Project Manager. The Clerk will make the revisions and send to Committee members for their final approval for posting on the Boston Public Library’s web site at www.bpl.org.

The Committee reviewed the Committee Charter. Discussion followed on revisions to the Committee Charter including the role of the Project Manager, inclusion of Committee members in future job interview processes for Project Managers, amending the term of service, and changing the annual recommendation timeline from March 1st to September 1st.  A draft of the amended Committee Charter will be circulated.

The Chair called the next agenda item of Review of FY13 Programs’ Performances. The Committee agreed the programs were successful and would benefit from requirements that each program submits the following: program flyers; sign in sheets; evaluation sheets; and, a final report including, demographics, suggestions for improvements, and challenges to the Branch Librarian by a date certain.

The Chair reported that the FY14 Fellowes Athenaeum Trust budget of $83,000 was approved by the Board of Trustees at their meeting on May 22, 2013. The FY13 carry-over budget amount will determined at the end of the fiscal year.

The Chair addressed the next agenda item of FY14 Program Goals and Priorities. The Committee reviewed recommendations of staff and the Friends of the Dudley Branch. Ms. Silva-Collins will send a chart of proposals to the Committee prior to the next meeting.

The Committee reviewed the meeting schedule and determined that the June 17 meeting is not necessary.  The Committee set the next meeting date for 9:30 a.m. on Wednesday, July 31 at the Dudley Branch Library to review proposals.

There being no Old Business, New Business, or Public Comment, the Committee adjourned at 11 AM.