Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Meeting Minutes September 2,2020 Meeting took place on September 2, 2020 via Zoom conference call. Present: Donna Richards, Chair Suzanne Frechette, Vice Chair Marianne Gries Syed Hasan Linda Kilbride Helen Littlefield Anne Mulhern Christine O’Connor Excused: Muriel Parseghian Sara Marks Amy Wilson Victoria Woodley, Director Guest: Dory Lewis Welcomed by Donna and Trustees No public request for access  Call to Order o Meeting was called to order by Donna Richards at 5:35PM.  Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Linda Kilbride and seconded by Syed Hasan.  Meeting Minutes – June 3, 2020 o The meeting minutes from June 3, 2020 were unanimously accepted on a motion by Syed Hasan and seconded by Helen Littlefield.  Library Status o See director’s report o Open in limited way, 42 hours per week, all staff is in the library, staff will have to keep track of number of people coming in, maximum is 35. Patrons can’t take books off the shelf o 9-5 Monday - Friday extra hours in evenings o Donna asked if there were any concerns right now. Vicky said no. City providing PPE, books are being quarantined, no patron complaints. Once a week there is a tent outside one for children one for adults o Ann asked why it is necessary to make an appointment to pick up a hold. Vicky’s response was they don’t want everyone showing up at the same time. There are nine appointments per hour. It’s a long process for staff. Will review at staff meeting tomorrow.  Discussion of the budget process o Fiscal ’21 budget Chris: Budget passed along is a draft document, not ready to be reviewed, should go to the council first, there will be a public hearing aspect. once the budget figures are decided upon by the City’s Finance team and the proposed budget goes to the Council, it will also be given to the Trustees for review. o back and forth between Vicky and CFO it will then be transmitted to the board of trustees.  o No final decisions on anything yet o The preliminary budget is not ready to be given to the trustees yet. o Donna wants to make sure trustees advocate for the library and is concerned about the State aid. o Sara: MBLC meetings over the summer. They are discussing this issue, aware of issue, they know there will be cuts from numerous libraries o Vicky: MBLC has to make recommendations to the board about exceptions they may make about state aid o To go to City council next Tuesday, put together information for city council. Sept 22 is city council meeting and budget hearing o Ann: Was library disproportionately cut? If a library’s budget is cut disproportionately they have difficulty getting a waiver and will have to go before the MBLC to argue their case. o What can be done to advocate, can schedule another meeting as a whole to take a look at the cuts and go over how this would change services o Agency of museums and libraries can serve as a reference. Syed offered to head up a committee to look at other possible funding o If needed we will put together per Donna, Syed suggested we do it now. o Sara talk to MBLC to see what they are going to do. Vicky spoke to them but didn’t have enough information to get any answers.  Chairperson’s Report (Donna Richards) o Welcome back, no report  Directors Report (Victoria Woodley) o Victoria prepared the Sept 2, 2020 Director’s Report and distributed by email. Foundation Report (Donna Richards) o No summer meeting. Virtual author night attendance looks pretty good.  Friends of the Library Report (Helen Littlefield) o Met July 11, 2020 voted to continue friends o Lynn, president o Kerry, vice president o Working on getting more members o Sara asked Helen about member renewal notices o Suggested that friend’s news in the newsletter can contact Bridget for on-line help  Old business o Accept round house print when we meet in person o Rosemary Noon felt it was not the quality of other prints in the library, was negative about hanging in the library  New Busines o Vicky spoke to the Board about a state grant initiated by Sen. Ed Kennedy to help youth services in libraries to get their programming online during this pandemic. o Vicky has not received a letter from either Sen. Kennedy or the Governor’s office telling us how much money was awarded to PML.Library open hours  Adjournment o The meeting was adjourned at 6:42PM on a motion by Syed Hasan and seconded by Linda Kilbride. All in attendance were in favor o The next meeting is scheduled for Wednesday, October 7, 2020 at 5:30pm Minutes prepared by Linda Kilbride September 2, 2020