Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Meeting Minutes Meeting took place on February 5, 2020 in the Director’s Office – Room 219. Present: Excused: Donna Richards, Chair Suzanne Frechette, Vice Chair Linda Kilbride Syed Hasan Helen Littlefield Marianne Gries Anne Mulhern Muriel Parseghian Sara Marks Christine O’Connor Victoria Woodley, Director  Call to Order  Meeting was called to order by Donna Richards at 5:33PM.  Acceptance of / Amendment to Agenda  The agenda was unanimously approved on a motion by Sara Marks and seconded by Helen Littlefield.  Meeting Minutes January 8, 2020  The meeting minutes from January 8, 2020 were unanimously accepted on a motion by Linda Kilbride and seconded by Helen Littlefield.  Inclusion of posting for trustee position on electronic bulletin board  This has been accomplished.  Disabling speakers on patron computers.  It can be done, Victoria suggested having inexpensive earbuds on hand to sell. The speakers will be disabled on all public computers.  Gate count reporting  The 2 reports were run because the Foundation asked what days of the week are the busiest at the library. There was some activity when the library is not open. This was explained by alarms that have gone off during off hours. There are many options for the report.  Social worker at the library.  A discussion took place about the importance of the library director being included in talks about homelessness in the city. Victoria will talk to Joanne Keegan about the library’s role. Muriel Parseghian strongly recommended the new Director of Homelessness Services in Lowell meet with the Library Director and tour the library. A committee will be formed in the library to discuss engagement of the homeless. Sara suggested that UMass Lowell nursing student internships at the library might be a possibility. She will follow up with Karen Mellilo from UMass.  Directors vision of the future.  Victoria distributed her vision for the library. They included language initiatives, additional resources for the disabled and homeless, improving access by having branches or mobile library services, a scholarship program and being involved in CREW (Climate Resilience to Extreme Weather).  Strategic plan discussion   Discussion was held on the best way to get community input. Sara suggested internal SPOT analysis before doing another survey. Reaching out to religion coalition. Meeting with groups, key people to find out how the library can serve them.  Find template for strategic plan the MBLC wants  Victoria will put together a group and add trustees.  Christine suggested meeting with city employees that would have some input. MIS, neighborhood planner, neighborhood development planner, and a second group with energy expert and DPW.  Feasibility study for library branch – tabled until next meeting  Mobile branch –  Summary from 2014 was distributed. There was no discussion  Chairperson report  Posting for trustee is done and supposed to be on website. The director was unable to find the posting on the website.  Donna wrote emails to four organizations and has received two e-mails back regarding interest in being on the board of trustees. The International Institute and the Lowell Plan responded.  If there are any other groups that should be contacted, let Donna know.  The process for selection of trustees was discussed. It was suggested that Victoria talk to the city manager’s office so that when they get applications for trustees the applications will be forwarded to a committee of trustees for review.  Foundation Report (Donna Richards)  George Washington at Dorchester Heights unveiling hosted by the Trustees will take place on February 22 . nd  Kerouac Marathon reading will take place March 27 and 28.  The author night is set for April 30 . The author will be Jenna Blum. th  Friends of the Library Report (Helen Littlefield)  No report, next meeting will be on March 26 . th  Directors Report  Victoria prepared the Director’s Report and distributed by email. Hard copies were provided at the meeting.  Old Business  Minimum Staffing Policy The policy was presented to the city manager. The manager did not approve the policy and if staffing is not adequate someone, whether qualified or not will be stationed on each floor and be referred to qualified staff, if necessary. The director will be notified, who will inform the director of health and human services, if no staff can be found. The library will not close for short staffing.  Vicky has not heard back about the city council and school committee tour.  New Business: None  The meeting was adjourned by 7:00 PM.  The next meeting is scheduled for Wednesday, March 4, 2020 at 5:30pm Minutes prepared by Linda Kilbride February 5, 2020