Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Meeting Minutes Template Meeting took place on March 4, 2020 in the Director’s Office – Room 219. Present: Excused: Donna Richards, Chair Marianne Gries Suzanne Frechette, Vice Chair Syed Hasan Linda Kilbride Helen Littlefield Anne Mulhern Sara Marks Muriel Parseghian Christine O’Connor Amy Wilson Victoria Woodley, Director  Call to Order o Meeting was called to order by Donna Richards at 5:30 PM.  Welcome to new associate member o New associate member Amy Wilson was introduced and introductions were made.  Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Linda Kilbride and seconded by Donna Richards.  Meeting Minutes – February 5, 2020 o Noted was the Kerouac marathon dates are March 28 and March 29. o Anne Mulhern wanted added in reference to short staffing, that the library will not close without permission from the City Manager. o The meeting minutes from February 4, 2020, with changes noted, were unanimously accepted on a motion by Anne Mulhern and seconded by Muriel Parseghian.  Disabling speakers on public computers o The library now has a large supply of inexpensive earbuds that they will give anyone who needs sound on the computers and the speakers will be disabled.  Director’s vision of the Library o Victoria Woodley prepared a list of future goals most important to her. These can be incorporated into the strategic plan for further discussion.  Strategic plan update o A committee has been formed to review the last version of the strategic plan and to develop an approach to get necessary information to update. There are staff members and Donna Richards volunteered to be the trustee member. The first meeting is scheduled for March 18th.  Homebound Patron delivery o A discussion was held about delivering books to the homebound. Vicky outlined her pilot plan to use the Senior Center car monthly. Discussion ensued about the ability to keep up with demand, how to determine need, how to promote service, and library staff delivering items on their own. Vicky stated that the plan is to start slowly and to ensure staff safety there will be two people assigned. Victoria took concerns/suggestions under advisement.  Feasibility study for Library Branch  o Nothing is being done at this point. What is most needed will have to be determined before going forward. Victoria will reach out to the MBLC about having an independent review of current space/services for recommendations.  Fine Free update o The idea of going fine free was broached with the City Manager who suggested it be brought before the city council. o Donna Richards and Linda Kilbride volunteered to put together a fact sheet to present to the City Council. Before taking this issue forward the trustees will reach out to key councilors for support.  Joint meeting of Trustees, Friends and Foundation o There is a joint meeting of the Trustees, Friends and Foundation tentatively scheduled for Sunday, April 26 at the home of Belinda Juran.  New Director of Health and Human Services o The new director of HHS is Joanne Belanger, RN. She is currently serving as assistant director in Andover and is scheduled to take over the role in Lowell in April. o The trustees feel the reporting structure of the library director to the director of HHS doesn’t make sense. The focus of that department and the expertise required for that position don’t align with the needs and management of the library. A motion was made by Donna Richards that Christine O’Connor request a change in reporting relationships with respect to the library director, from reporting to HHS to the city manager. The motion was seconded by Linda Kilbride and all present were in favor.  Chairperson’s Report (Donna Richards) o Donna presented a draft copy of a PMLF Trustee position description which expands on duties outlined in the posting. She also prepared a draft orientation checklist to ensure basic information is reviewed and useful information is conveyed to new members. Donna requested input from trustees.  Directors Report (Victoria Woodley) o Victoria prepared the March Director’s Report and distributed by email. Hard copies were provided at the meeting.  Liaison Report (Donna Richards) o The Foundation met February 19th. The next meeting is scheduled for Wednesday, March 18th at 8:30AM. o Jenna Blum has been selected as the featured author this year. The event will be on Thursday, April 30th. Jenna’s books include Those Who Save Us and The Stormchasers. She is expected to have a strong local draw.  Friends of the Library Report (Helen Littlefield) o No report, Helen was not present.  Old Business – N/A  New Business – N/A  Adjournment o The meeting was adjourned at 7:00 PM. o The next meeting is scheduled for Wednesday, April 1, 2020 at 5:30 PM. Minutes prepared by: Linda Kilbride March 29, 2020