Pollard Memorial Library Board of Trustees

Pollard Memorial Board of Trustees – Meeting Minutes Date: o The meeting took place on December 13, 2023. Location: o Virtual Meeting on ZOOM Opening Business Meeting call to order o The meeting was called to order by Donna Richards at 5:35 pm. Attendance Present: Excused: Bridget Cooley, Interim Library Director Ellen Anstey Donna Richards, Chair Christine O’Connor Katy Aronoff, Vice Chair Judith Davidson, Secretary Suzanne Frechette Helen Littlefield Amy Watson Guest(s): Lisa Golden Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Donna Richards, seconded by Judy Davidson. Prior Meeting Minutes Approval o The meeting minutes from November 8, 2023, were unanimously accepted (pending revisions from Helen Littlefield) on a motion by Donna Richards and seconded by Helen Littlefield. o It was mentioned that the agenda is posted in two places before the meetings-- City and Library Website. 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 Update on Strategic Plan o Culture Committee (Judy Davidson/Amy Watson)  This was the last meeting in which Amy Watson would participate and the library staff thanked her sincerely for her time with them. The group reviewed the employee satisfaction surveys and discussed developing professional development opportunities—what forms can it come in and acknowledging the differences in  employees. There was also discussion of how to move forward implementing changes related to culture and mission. Interim Director Cooley promised Watson could come for special events and discussions that would benefit from her presence. o Advocacy Committee (Katy Aronoff/Donna Richards)  none o Outreach Committee (Suzanne Frechette/Muriel Parseghian)  none o Welcome (Ellen Anstey/Christine O’Connor)  These tasks are slowly getting implemented. Cooley reported that welcome signs have been placed on different floors. o Engagement (Helen Littlefield/Judy Davidson)  No meeting was held. There are plans to re-populate the committee and re-start. Cooley reports that the collection development group took on some of this mission. They have started a deselection process, and they are meeting next week to review and formalize this process, which will be applied to adult and children’s sections of the collection. Reports Chairperson’s Report o Richards states it is with great sadness that Amy Watson’s term is ending. “We wish you much happiness in your new home, and Dunstable Library will have a wonderful addition to their team if you decide that’s what you would like to do. You moved us forward in many ways. We would like to get together in the New Year with you for an in-person farewell!!” Watson responds that serving as a library trustee was, “…an amazing way to meet people.” She was glad to see inside the library. o Suzanne Frechette has been notified by the City Manager that she has been reinstated for another term. (Not in writing, but the vote took place.) Ellen Anstey, who has applied for full board status has not heard yet. (Richards followed up, but no word yet to Ellen.) o There are two Associate positions available. Richards will put information in social media and library newsletter, and a link to the actual posting. o There was also discussion of Gordon Hamm from Lowell’s African Center and his connections—he is already working with the bookmobile, and they are developing activities for Black History Week. o Richards contacted Fast Forward Libraries consultant, Amanda Standerfer, for a more formal proposal with her recommendations and pricing. She should have this for the January meeting. o Lowell Culinary Festival: Richards says that next year the trustees will go and get a table, bringing all the library people—fun, festive, and good connections. Richards has reached out to the planner to give her positive feedback on this year’s event. 2 Committee Reports Governance/Policy Committee (J. Davidson*/S. Frechette/M. Parseghian/C. O’Connor) Policy Development  The Bookmobile Policy and the Art Display Policy were shared with the trustees. These two policies will be put on the January meeting agenda for discussion and a vote.  The Trustee Building and Grounds committee has developed a draft of the Monument/Plaque Policy. It will be sent to the Governance Committee for review.  Library staff are in the process of reviewing new and/or revised policies: Child Safety Policy, Meeting Room Policy, and Photography Policy. These will then be reviewed by the Governance Committee before coming to Board of Trustees. By-laws Review  The Governance Committee was asked to review the by-laws. Corrections, changes, and suggestions were returned by Friday 12/1/23 and integrated into a draft copy that was distributed to the committee for a second review. After discussion at the Governance Committee meeting, the group decided it needed more input before developing recommendations for change. Organization of Committee Documents  Trustee Documents. The committee knows where the hard copies are and will plan a time to work on them in the director’s office in the New Year. Davidson and Parseghian will be working on this project. Art Committee (Amy Watson*/Ellen Anstey/Donna Richards)  Bridget Cooley obtained a Purchase Order for John Cascio to begin repair of the Stickney frame.  She has talked to John—he has come in twice this week. He is making a mold and is repairing the other cracks. Security/Building/Grounds (Suzanne Frechette*/Helen Littlefield/Amy Watson)  The Trustee Building and Grounds committee has developed a draft of the Monument/Plaque Policy. It will be sent to the Governance Committee for review. Outreach (Donna Richards*/Katy Aronoff/Judy Davidson/Helen Littlefield/Mimi Parseghian)  Nothing to report. The goal will be to reach out to the council in the new year. Nominating/Personnel (Katy Aronoff*/Donna Richards/Ellen Anstey  Officers are voted in at the first meeting in January. Current officers Donna Richards, Katy Aronoff, and Judy Davidson are willing to remain in their positions for another year. Helen Littlefield made a motion to nominate the current board, which was seconded by Amy Watson. All attending unanimously accepted the slate of officers.  Slate will be voted in January. Richards spoke to how the library has changed, programming expanded, and patronage increased. She thanked Lisa Golden for her support of the work. 3 Golden: “There is a wave of change. The Strategic Plan is part of the wave that the Trustees led.” Golden says she can see the change. She states that several different pieces have begun to increase the effect—from social media to the councilors who pass it on. Director’s Report o Bridget Cooley prepared the December Director’s Report and distributed it to trustees via email prior to the meeting. Special discussion arose around numerous issues including: o Cooley announces she has received confirmation of our Mass State aid award (MAR verified). Cooley explains that the City is supporting improvements for all municipal workers, including librarians and other members of the library. o After some nudging from Cooley, the heat has been improved. o The elevator work moved back to early March due to wiring supply chain issues. o There is discussion of the use of the reconsideration policy—the kinds of complaints it should be used for and those for which it should not be used. o The broken window has not been repaired yet, but the building is secure. o The Colburn Street sign; Cooley will revisit this. She has a large list of what they want to use the Mass Cultural Council grant for. Steve Stowell has approved the design for the sign--it’s about $5,000. o The bookmobile team met with City Manager publicity team and there will be a big event coming up that will include a newspaper release. A press release will be going out in next few weeks. Grants none PML Foundation (Donna Richards) o Donna Richards provided the following PML Foundation Report.  The most recent meeting was held on Wednesday, November 15, 2023.  The Fall Appeal is underway.  There is no December meeting. The next meeting is scheduled for Wednesday, January 15, 2024.  Working in collaboration with Library Administration the Foundation was able to fund over $10,000 in direct support for programs, services, and items in 2023. Curious Creatures - Children's Reading Lowell Reads - Summer Reding Kickoff Author - Alder Van Otterloo Lowell Reads - YA programming Author - Nicole Moulton Lowell Reads - YA programming Author - Terry Benton-Walker Lowell Reads - YA programming Author - Adam Sass Lowell Reads - YA programming Author - Andrew J. Wright Lowell Reads - YA programming Author - HE Edgmon Lowell Reads - YA programming Assistive Listening devices Programming Book(s) - Legends of Little Canada Lowell Reads - City Wide - 30 copies Book(s) - A Long Long Time Ago in SE Asia Tablecloths and Runners 4  In Memory of: IMO - Books Staff Appreciation Staff Appreciation Elinor Lipman Award Elinor Lipman Award Plaque IMO Carol Duncan Wreath Family Project City of Lights Wreath Decorating Friends of the PML (Helen Littlefield) o Helen Littlefield provided the following Friends Liaison Report.  Dec 7th was the group meeting.  The Friends have done two days of closet clean out.  They plan to purchase a stanchion to direct people to the children’s book sale area and 3 new book cart units to add to the upstairs sales program.  The Friends have been approved for the Jeanne D’Arc ‘give a click program’ (with most votes you get a $1,500 grant). As soon as they know timeframe, they will solicit votes.  The Friends’ next meeting is in February. Old Business o One City, One Library program update.  Chris O’Connor is reaching out to Worcester trustees to arrange a virtual meeting with PML trustees regarding Worcester’s experience with the addition of full-service public library offerings in each of the four elementary schools. The WPL is working towards improving K-6 reading skills. One City, One Library (urbanlibraries.org)  There is a discussion of whether or not the PML trustees should join the Massachusetts Library Trustee Association membership. The cost is about $100.00. Before we make this decision, Cooley will follow up to learn more about the impact of the organization and if it would be valuable to us. New Business (Announcements and Questions ) o Massachusetts Board of Library Commissioners wants to hold one of their regularly scheduled meetings at PML in Spring 2024. (Thurs May 2nd, 9:30 to noon). It will be hybrid. The library director will speak to the group. Richards asked Cooley: What does she want the trustees to do? Richard agreed to coordinate breakfast. The library will be closed that morning and may need help to get people in the building. MBLC members will have a tour after the meeting. Adjournment o The meeting was adjourned at 6:48 PM on a motion by Donna Richards and seconded by Katy Aronoff. All in attendance were in favor. o Our next meeting is Wednesday, FEBRUARY 14, 2024. Director Report - December 2023.docx The 12/13/23 minutes of the PML Board of Trustees were approved: January 10, 2024. 5