Pollard Memorial Library Board of Trustees

Pollard Memorial Board of Trustees – Meeting Minutes Date: o The meeting took place on October 11, 2023. Location: o It was held at Pollard Memorial Library (PML), 401 Merrimack St. Lowell, MA, as a hybrid meeting, both in person and via Zoom. Opening Business Meeting call to order o The meeting was called to order by Donna Richards at 5:35 pm. Attendance Present: Excused: Steve Robichaud, Library Director Muriel Parseghian Donna Richards, Chair Katy Aronoff, Vice Chair Judith Davidson, Secretary Ellen Anstey Suzanne Frechette Helen Littlefield Christine O’Connor Amy Watson Guest(s): None Attending Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Donna Richards, seconded by Helen Littlefield. Prior Meeting Minutes Approval o The meeting minutes from September 13, 2023, were unanimously accepted pending one correction on a motion by Donna Richards and seconded by Amy Watson. Public Comment Period o Public comment time was made available. However, there were no members of the public present to make a comment at this meeting. Current Business Mass Cultural Council Grant Opportunities o The trustees discussed the current Mass Cultural Council Grant opportunities that have been advertised. o Director Robichaud had information on the Cultural Facilities grant. Applications open 10/12/2023, but the final closure date is a few months later (December). We meet their criteria on several levels. We are old, have cultural significance, and are a governmental/non-profit group. There will need to be a 1 to 1 match of funding which we can probably arrange.  o The Trustees also considered the new “Operating Grants for Organizations” fund, which would be non- restricted. o In terms of large, immediately needed facilities project—Robichaud is eager to address the need for new flooring. o Christine O’Connor also suggested CPC funds as a possibility for library improvements: Community Preservation Act. We could use this for improving building/allowable uses includes historic preservation. This will be opening soon. O’Connor and Frechette, both are experienced with grant writing, and offered to support any library activities in this area. Follow up to Regional Trustees Meeting At the Regional Trustees Meeting, it was suggested PML might want to look at the Worcester Library/branch initiative. Christine O’Connor investigated the issue and provided trustees with a packet of information on the One City, One Library program in Worcester that might help fill a need in Lowell. o Worcester Public Library created an initiative that leveraged public and private resources to assist students, educators, customers, and residents in equitably accessing literature, information, and technology. WPL partnered with Worcester Public Schools to establish Young Minds Libraries in four elementary schools providing full-service public library offerings. One City, One Library (urbanlibraries.org) o O’Conner described how the initiative works in Worcester, explaining how branch libraries are instituted in schools. Discussion ensued regarding the need for more information, ie. data collection from follow up studies, librarian certification requirements, funding, and process for selection of schools. What are our goals, and would the mission of the project fit with the mission of schools? o A request was made to hear from municipalities who have tried it and find out what worked and what doesn’t. o The trustees considered the idea of creating a sub-committee to spend more time on this idea, but in the end opted to devote part of the December meeting to focus on the idea. Christine O’Conner and Donna Richards will work together to organize this part of the next meeting. Update on Strategic Plan o Culture Committee (Judy Davidson/Amy Watson) ▪ No meeting has been held. o Outreach Committee (Suzanne Frechette/Muriel Parseghian) ▪ Met recently and Suzanne could not attend o Welcome (Ellen Anstey/Christine O’Connor) ▪ No information. o Engagement (Helen Littlefield/Judy Davidson) ▪ No meeting has been held. o Advocacy Committee (Katy Aronoff/Donna Richards) ▪ On September 19th members of the PML Advocacy team volunteered with Lowell Votes for National Voter Registration Day. The library was one of many sites across Lowell to participate in assisting with voter registration and providing voter information. ▪ An Advocacy team meeting was held on October 3rd to finalize the content of written material(s) prepared for candidate interviews. Trustees received a copy. This document provides trustees with information to reference when advocating for the library. Donna Richards reviewed the material and is available to go over the statistics with anyone who wants more background. 2  ▪ Richards talked to the group about meeting with potential candidates this fall and in the future. The goal of such meetings should be informational with an emphasis on keeping current and potential candidates informed about library activities and needs, and the ways the library helps the citizens in their neighborhoods. ▪ In the future she suggests we do these kinds of meetings in conjunction with the budget submission, during election cycles, and library week. Aronoff suggests these meetings become part of the trustees’ annual schedule. ▪ It was suggested that some of the library trustee meetings be televised as a way of sharing information about the work of the library and the budget needs of the library. Reports Chairperson’s Report o FOLLOW UP to Annual Planning Process: ▪ Katy Aronoff led the discussion regarding the PML Trustee Annual Planning Process. The table of action items suggested and created by Amy Watson was reviewed. ▪ Aronoff asks the trustees to take a little time to review and discuss the table, making these points: ▪ Goal is to prioritize these action items. ▪ Although, there are projects that are immediate. (A voter registration activity would be focused on federal election coming up.) Make clear these may be ongoing or completed over several years. When we talk about working with councilors, etc. this is a multi-year project. ▪ Aronoff asked, what can we take up over the next year? How can we prioritize and organize what we will do? She asked each trustee to come up with a set of high priority items from the action item table. • Helen Littlefield: Building infrastructure (A & B); staff support • Katy Aronoff: Infrastructure (A); public available data/visioning what library could be? Advocacy/increasing city leaders knowledge of the library. Staff support—professional development and better salaries. • Amy Watson: Infrastructure/building (slow the bleed); staff support; retreat • Suzanne Frechette: Building Infrastructure; staff support; budget plan for now and future; grants. • Donna: Bookmobile support, use our voice as advocates. • Judy: Book mobile; voting; lobbying. • Christine: Advocacy/engage library patrons to become more visible in advocacy; regular radio appearances; televised meetings; focus on things where we can have a visual impact. o The discussion included: Expand current list of community partners and create a means to consistently share information through them. Improve advocacy by celebrating successes. Enhance the image of how fun and amazing the library is. Focus on the visual aspect of advocacy. Summary: Data and successes; sharing this information. o Next Steps: Action will require dedicated groups of people working on the ideas. Reinvigorating the Strategic Plan Groups makes the most sense. Robichaud reports that coordinators are talking about this now. o The need for a larger check-in was discussed, even bringing in the former consultant. Donna Richards will reach out and for pricing and recommendations from Fast Forward Libraries. 3 Committee Reports Governance/Policy Committee (J. Davidson*/S. Frechette/M. Parseghian/C. O’Connor) ▪ We are waiting upon feedback from library staff. Art Committee (Amy Watson*/Ellen Anstey/Donna Richards) ▪ Regarding the repair of the Stickney painting frame that was damaged, Rosemary Noon suspects that Greg Bishop from Oliver Bros. is not interested as there has still been no word to date. Rosemary and Michael Breda, another PMLF member, are looking into another source for the repair. Pictures have been sent. Security/Building/Grounds (Suzanne Frechette*/Helen Littlefield/Amy Watson) ▪ No report at this time. Outreach (Donna Richards*/Katy Aronoff/Judy Davidson/Helen Littlefield/Mimi Parseghian) ▪ No report at this time. Nominating/Personnel (Katy Aronoff*/Donna Richards/Ellen Anstey) ▪ No report at this time. Director’s Report Steve Robichaud prepared the September Director’s Report and distributed it to trustees via email prior to the meeting. Robichaud reviewed all categories of his report in detail. Special discussion arose around numerous issues including: o Personnel; bookmobile staff coming on by end of October. It is also fully insured and ready to go. o Elevator issues; cannot use at all now. Discussion of how to do a quick fix before full fix. Fuji will not come…an issue from prior problems. Beyond their contract. o Energy Efficiency projects are coming on. Weatherization and heating/cooling modernization. Security camera issues are related to the City cyber attack. o A reminder that Beth Brassell’s plaque ceremony is going to be held 10/25/23. o Senior Center/and Branch discussion; PML is 46,000 square feet and there is no requirement from MBLC for space. PML is considered large tier library. o New IT person doing a great job. Grants ▪ Discussed above PML Foundation (Donna Richards) o Donna Richards provided the following PML Foundation Report. ▪ The most recent meeting was held on September 20th. ▪ The second Elinor Lipman award event is on Sunday, October 15, 2023, in the Library Community Room, The recipient of the 2023 Elinor Lipman Award for “It Was a Witch” is Ben Morrison, a Lowell resident. The recipient of the Distinguished Mention Award for “Marigolds” is Ashley Rose Rivera, a student at the University of Massachusetts, Lowell and a resident of Tyngsboro. ▪ The board discussed funding and requested a list of items most needed/wanted from library staff. ▪ The next meeting is scheduled for Wednesday, October 18, 2023. Friends of the PML (Helen Littlefield) o Helen Littlefield provided the following Friends Liaison Report. 4  ▪ One day book Sale 10/14 10-3 pm; set up is Friday 10/15 afternoon; offering a free book to any school student. ▪ The Friends’ next meeting is October 12th at 6:00 pm. Old Business o There was no old business to address. New Business (Announcements and Questions) o Celebration in Memory of Beth Brassell – October 25th – Teen Area – 5:30PM Adjournment o The meeting was adjourned at 7:20 PM on a motion by Donna Richards and seconded by Suzanne Frechette. All in attendance were in favor. o Our next meeting is Wednesday, November 8, 2023. Library Director Report to Trustees 10_2023.pdf Approved by the Trustees: 11/8/2023 5