Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Meeting Minutes May 6, 2020 Meeting took place on May 6, 2020 as a telephone conference due to the COVID 19 pandemic. 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 Amy Wilson Victoria Woodley, Director Guest:  Call to Order o Meeting was called to order by Donna Richards at 5:33 PM. Meeting is being recorded  Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Donna Richards and seconded by Helen Littlefield.  Meeting Minutes –April 1, 2020 o The meeting minutes from April 1.2020 were unanimously accepted on a motion by Sara Marks and seconded by Syed Hassan.  Library Status o The library is still closed to the public, some staff are coming in. Getting close to opening wants to bring staff back next week to get organized. Will find out by Friday, waiting for a final decision.  Library Re-opening o Plan is going well working on purchasing supplies and writing procedures. Victoria will make sure Phase 1 plan is complete. Health director was asked if they have PPE for staff, they do not have enough for full staff. Waiting to find out where they are going to get clear screen for staff and what building occupancy will be. Delivery and pickup protocols have been established. Extension to return dates to May 29th for MVLC libraries. They will extend based on the governor’s order.  Museum passes o Victoria will ask if they will extend museum passes.  Strategic Plan Update o Aside from creating a survey, not much to do until the library is open. What we are trying to find out on the survey was discussed at the meeting. Donna encouraged forward motion on the survey.  Chairperson’s Report (Donna Richards)  o Victoria has been sending invitations for webinars, asked Trustees to participate when they could. Amy and Syed will sign up for trustee orientation. o Donna updated orientation checklist.  Directors Report (Victoria Woodley) o Victoria prepared the 5-6-2020 Director’s report and distributed by email.  Foundation report (Donna Richards) o Met by phone on 4-15-2020 next meeting 5-20-2020. Their discussions were about moving author night to the fall and preparing for annual meeting in June.  Friends of the Library Report (Helen Littlefield) o No updates  Old Business o None  New Business o Library entrance will most likely be limited to the handicap entrance. There was some talk of having separate entrance and exit but nobody knows yet if that is necessary. o Elevator may not be able to be limited to one person or family, it will be hard to control. o There will be signage. Need policy on what to do when people are not follow the social distancing and mask use. o Requested security guard for 40 hours per week. o Per Chris O’Connor, when door plan is solidified must be run by the city to make sure egress meets standards. o Governor’s office will be coming out with guidelines on May 18th, more details for regulations for masks and distancing.  Adjournment o The meeting was adjourned at 6:18 PM on a motion by Helen Littlefield and seconded by Syed Hassan. All in attendance were in favor o The next meeting is scheduled for Wednesday, June 3, 2020 at 5:30pm Minutes prepared by Linda Kilbride May 6, 2020