Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Meeting Minutes Meeting took place on April 1, 2020 in the Director’s Office – Remote call. Present: Donna Richards, Chair Suzanne Frechette, Vice Chair Marianne Gries Syed Hasan Linda Kilbride Helen Littlefield Anne Mulhern Muriel Parseghian Sara Marks Christine O’Connor Victoria Woodley, Director Amy Wilson  Call to Order o Meeting was called to order by Donna Richards at 5:35 PM.  Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Linda Kilbride and seconded by Helen Littlefield.  Meeting Minutes – 3-4-2020 o The meeting minutes from March 4, 2020 were unanimously accepted on a motion by Linda Kilbride and seconded by Donna Richards. Approved unanimously with Mulhern abstaining  State of the library As of March 27 City Manager needed to close the library completely to the public and only essential staff were allowed in the building. Sue and Victoria come in two days a week, everyone else is working from home, except the custodian both full time and part time. Victoria is trying to get permission for them to work Saturday and Sunday. Overdrive usage is up. Webpage message is updated to reflect how returns will be handled during the shutdown. Victoria asked to put the same message on catalog page, at the time of the meeting this had not been done. The library consortium staff does that messaging. Extend due date until at least May 4. Helen suggested radio and newspaper notices too. Vicky will do that. It was suggested that the due date be extended beyond May 4th.  Policy on acceptance and employment of gifts to library o Vicky updated the policy. Unanimous acceptance of updated policy. The form should be included.  Update from C O’Connor re library’s reporting status o Christine spoke to the city manager about the restructuring of the library director’s reporting status. The city manager agreed that this may need to take place. The city council has the authority to do this and it could be done at the behest of the Trustees. The process would be to discuss with the city manager, review it and the change usually happens from request by manager. Christine spoke to Joanne Keegan who supports change. Right now everything is on hold won’t be addressed until May or later.  Kanopy o Nothing yet, started before COVID  Chairperson’s Report (Donna Richards) o Joint get-together was postponed o The subcommittee addressing the elimination of fines was unable to meet o Donna made suggested changes to the draft of the orientation checklist. o Amy’s comments – problem with open meeting training code  Clear that there are two packets and clarify what is in each  Bylaws and budget to review she couldn’t find o Fine-free: Mulhern asked to join group. Marianne Gries declined joining the subcommittee. The agreed approach was to get the item on the City Council agenda and then approach the city councilors separately.  Directors Report (Victoria Woodley)  Victoria prepared the Director’s Report and distributed by email. o Note that the reference room painting is not completely done  Foundation Report (Donna Richards) o Met by phone on 3/18/20, the next meeting is 4/15/20. Author night has been postponed, working on moving it to the fall. Foundation does a Fall appeal and donations will potentially be less because of both events being at the same time.  Friends of the Library Report (Helen Littlefield) o Meeting scheduled 3/19/2020 has been postponed indefinitely. Book sale in June in question due to COVID 19.  Old Business o Strategic plan update  First meeting was held people working on gathering information, groups to be contacted, focus groups, name of person who facilitates strategic planning SWOT. Difficult to communicate via voice may look at other meeting options.  Director of homeless services came and met with Vicky. Will keep Vickey in loop and she was very interested in what library is trying to do.  New Business o The question was raised about Museum passes, expiration dates being extended because of COVID 19. Vicky will check on it o Mulhern: library things you can do at home https://librivox.org/. o Discussion about how e-books work. McMillan had limited eBooks to one copy for 8 weeks but has recently changed their policy.  Adjournment o The meeting was adjourned at 6:35 PM on a motion by Helen Littlefield and seconded by Donna Richards. All in attendance were in favor o The next meeting is scheduled for Wednesday, May 6, 2020 at 5:30pm Minutes prepared by: Linda Kilbride April 1, 2020