Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Trustee Chair Notes Meeting took place on November 3, 2021, in-person at the PML and by conference (Zoom) call.  Call to Order o Meeting was called to order by Donna Richards at 5:52 pm.  Attendance: Present: Excused: Victoria Woodley, Director Katy Aronoff (Associate) Donna Richards, Chair Suzanne Frechette Anne Mulhern, Vice Chair Christine O’Connor Linda Kilbride, Secretary Syed Hasan Helen Littlefield Sara Marks Muriel Parseghian Amy Watson (Associate) Guest: Belinda Juran  Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Linda Kilbride and seconded by Helen Littlefield.  Meeting Minutes – October 6, 2021 o The meeting minutes were unanimously accepted on a motion by Muriel Parseghian and seconded by Syed Hasan. With following minor corrections Under BROCHURE - ‘making’ not ‘made’ unless the corrections have been made. Under DIRECTOR’S - section about low wages, ‘comparison group’ rather than “compare group  Strategic Plan FY2022 – FY2026 Update NEXT STEPS o All the committees have been made o There is a trustee on each committee to serve as a resource and has a boost to staff morale, they are being heard o Donna noted the timeline siting November 30th as the date reports on individual goals, meetings and priorities should be selected. o The consultant can be contacted when the implementation plan is ready. o Co-Leaders will make contact schedule you’re a meeting before November 29th. It would be great to have a virtual meeting or hybrid meeting—  Trustee By-Laws Approval o We voted and approved the by-laws on 10/6/21 with the two amendments suggested by Donna Richards. Added: “The Director will provide, at a minimum, a monthly written report 5 days prior to a 1  meeting. The Board may request additional reports as deemed necessary.” Added: “Maintain relationship with library staff through an annual meeting.  Sara Marks’ resignation and vacancy posting process o All were asked to reach out to potential Trustees. Creating a board more reflective of the city’s population has been raised. o Postings were not sent to human resources and a posting is on the job vacancy board but not on the Boards and Commissions vacancies page. o The posting can be put on the library site, but this is an extra step. o Vicky is working on this  Mobile Library Update o The budget for the mobile library has been submitted and approved by the city council. It is enough for the van and the staff o It was suggested that staff be hired as soon as possible. One librarian and one library assistant will be hired. o Mulhern asked for more information on the van itself.  Chairperson’s Report o The library trustees have gained some momentum and we don’t want to lose that. Need to keep on top of the strategic plan. o The next goal is going fine free.  Nominating/Personnel Committee Report Committee Members: Katy Aronoff Linda Kilbride Sara Marks Donna Richards o The new slate of officers will be presented in December.  Governance Committee Report Committee Members: Suzanne Frechette Syed K. Hasan Anne Mulhern Muriel Parseghian  Art Committee Report Committee Members: Linda Kilbride Donna Richards Amy Watson o The Art Committee needs to meet to work with the Foundation to revise the booklet, update the website, discuss ideas to display Mico Kaufman works, awareness event – tour the artwork, display art representative of our cultural diversity, etc. Amy will work on setting up a meeting time. 2  Outreach Committee Report Committee Members: Donna Richards (PML Foundation) Helen Littlefield (Friends of the PML) Katy Aronoff Muriel Parseghian o The committee continues to advocate for the library. There are plans to meet with all the new and incumbent city council and school committee members. o There is a plan to ask that the trustees and foundation speak before the city council to provide an overview of what the library has done during COVID. o There is a plan to ask that the Municipal Appropriation Requirement be met automatically in the future. o A five-year financial plan is being worked on by Conor Baldwin and Allison Chambers to be presented to the City Council. o The book in van program for children in neighborhoods distanced from downtown is in the works. o Library Brochure: The library brochure is done and waiting for translations. Belinda said that the foundation could help with money for translations.  Security/Building and Grounds Committee Report Committee Members: Suzanne Frechette Helen Littlefield Anne Mulhern Amy Watson o A $50,000 grant was received on November 3rd.  Directors Report (Victoria Woodley) o Victoria prepared the November Director’s Report and distributed by email.  Foundation Report (Donna Richards) o The PMLF met on October 20, 2021 via Zoom. o Financial support was provided for:  Children’s Programming – Gordon Halm author event with books (Parsley’s Big Adventure) and activities provided, gift cards for Molly Hancock to distribute, grab n’ go bags  Family Programming – Sweet Pea Yoga, and City of Light Wreath Decorating  Adult Programming - Lowell Reads (writing workshops), Michael Twitty author of The Cooking Gene  Staff Appreciation gift cards – a thank you for the work on the strategic plan  85” monitor for the meeting room and an Owl meeting system  Two 2 major fundraisers.  The Annual Appeal letter has been mailed. o The Author Night Committee is negotiating with Jamie Ford author of Hotel on the Corner of Bitter and Sweet, perhaps a May event. A movie adaptation of this novel is in the works. In June 2022 he is releasing a new book The Many Daughters of Afong Moy. 3  o The next meeting is scheduled for November 17, 2021, at 8:30am.  Friends of the Library Report (Helen Littlefield) o The next meeting is November 10th at 6pm. o There are two new members who have raised $750 in business sponsors.  Old Business  New Business o Keeping Trustees ‘in the loop’ – sharing of information – As you think of issues that you feel need to be addressed send them to Victoria and me and we will make sure they get on the agenda. o Central Document repository sent by Mulhern  Adjournment o The meeting was adjourned at 6:45 PM on a motion by Donna Richards and seconded by Helen Littlefield. All in attendance were in favor. o Our next meeting is Wednesday, DECEMBER 1, 2021. Submitted by: Linda Kilbride 4