Pollard Memorial Library Board of Trustees

POLLARD MEMORIAL LIBRARY BOARD of TRUSTEES Trustee Minutes Meeting took place on November 2, 2022, as a hybrid meeting, both in person and via Zoom.  Call to Order o Meeting was called to order by Donna Richards at 5:35 pm.  Attendance: Present: Excused: Syed Hasan Steve Robichaud Dory Lewis, Asst. Director Donna Richards, Chair Anne Mulhern, Vice Chair Linda Kilbride, Secretary Katy Aronoff Judith Davidson Suzanne Frechette Helen Littlefield Muriel Parseghian Amy Watson  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 5, 2022 o The meeting minutes were unanimously accepted on a motion by Linda Kilbride and seconded by Helen Littlefield.  Welcome new Library Director o Thank you everyone who was able to make the meet and greet meeting of Steve Robichaud. Introductions of those trustees who have not met Steve were made. o Thank you to Dorey for her work as acting Director.  Board Terms o Review Documents: Board of Directors Terms and Committee Sheet and Trustee Position Vacancy Checklist o Donna went over terms and when they are up. o She reviewed process for resignation and other reasons for leaving. o There are six trustees whose terms are up 12/31/22.  Policy Review / Revisions / Approval Process 1  o Review Document: DRAFT Guidelines for Management of Policy Review o With agreement we can start with Materials Selection Policy – with the goal of getting it done for December. Then we can tackle the Materials Reconsideration Policy o Judy will send policies that are ready for review by the board  Outside signage for the Library o Judy Davidson raised the issue outside signage for the library to make it more apparent to first time visitors that this building is indeed the library. o We have the list of Historic Board members and the application. With Helen Littlefield from the Security/Building and Grounds Committee we will get answers to the following questions:  where is the big banner hanging from the light pole out front?  what are requirements to meet historic correctness?  who will pay for this?  signage that advertises current meetings. o We will make a presentation to the Trustees as we have more information. Anyone interested in helping is welcome. o Steve Stowell will be happy to meet with committee members to discuss. o Mimi suggested that we contact the city first. o Steve will check with Paul St Cyr first before going to the historic board  Update on Strategic Plan Implementation o No updates this month  Chairperson’s Report o There will be a community event to meet and greet the new Director. There is no date as of this meeting. o Fast Forward Libraries – Amanda Standerfer will be in New England in February and then again in May – Donna would recommend we have a retreat or some meeting to ensure the trustees remain on track.  It was a suggestion that there be a discussion about where we are before meeting with Amanda.  Directors Report (Steve Robichaud) o November report sent to trustees via email. o Elevator repair discussions are in going on to determine dates the elevator will be down, and the accommodations made for staff and patrons during this time.  Foundation Report (Donna Richards) o The PMLF meeting took place on October 19, 2022. o The Elinor Lipman Award for Writing winner and Distinguished Mention award winners were honored at an event that night. The recipient of the 2022 Elinor Lipman Award was Lillian-Yvonne Bertram and the recipient of the Distinguished Mention Award was Stephen O’Connor. o The annual Fall Appeal which is a major fundraiser for the Foundation is starting. o We had an update on the Ambassador Program. The purpose is to engage young professionals in 25 – 30-year-old age range to advocate for the library in their age demographic. 2  o We present staff with appreciation gift cards in November. o Our next meeting is scheduled for January 2023. There is no December meeting.  Friends of the Library Report (Helen Littlefield) o Oct 15th was the Fall book sale and made$600. Money from pumpkin sales was enough to buy 6 new chess sets for the chess club. o Next Meeting Dec 8th at 6PM.  Old Business  New Business o Helen requested information about the Audubon prints how are they supposed to be stored and rotated. Vickey had a rotation plan. Dory will look for information. o Mimi requested information about sites being blocked on her computer but are available on the library computer.  Items for future Agenda o The City of Lowell’s Department of Planning and Development has published the Draft Annual Action Plan for the 2022-2023 Program Year and included in this email is a tentative award list for the upcoming fiscal year. As has been the case in past years, the grant process was highly competitive and the Citizens Advisory Committee and the City Administration work diligently to ensure that the goals and objectives of the Consolidated Plan are met.  Adjournment o The meeting was adjourned at 6:55 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 7, 2022. 3