Pollard Memorial Library Board of Trustees

Pollard Memorial Board of Trustees – Meeting Minutes Date: o The meeting took place on May 8, 2024. 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: Bridget Cooley, Library Director Suzanne Frechette Donna Richards, Chair Helen Littlefield Katy Aronoff, Vice Chair Christine O’Connor Judith Davidson, Secretary Ellen Anstey Muriel Parseghian Guest(s): Courtney McSparron Introduction of Courtney McSparron McSparron, who applied for an Associate position several months ago, is co-executive director of Mill City Grows. She moved to Lowell during the pandemic and is looking to bring Mill City Grows activities to the library. Further Information on the Associate Trustee Positions Melissa Desroches, Executive Asst. in the City Manager’s Office, indicated there are also two other applicants for associate positions. Applicants for the trustee positions are going through the city’s MUNIS system and are not able to be seen by the Library Director. There was discussion of the drawbacks of the current process. Acceptance of / Amendment to Agenda o The agenda was unanimously approved on a motion by Donna Richards, seconded by Ellen Anstey. Prior Meeting Minutes Approval o The meeting minutes from March 13, 2024 were unanimously accepted with no revisions on a motion by Donna Richards and seconded by Katy Aronoff. 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 Strategic Plan Update o Amanda Standerfer, consultant to the library, had a follow-up meeting on Monday April 29th to review plans for moving forward with the strategic plan. o We have a draft activity plan and a draft strategic plan which will be presented at the June trustee meeting. o A one-page graphic still needs to be created. o It was decided to simplify the strategic plan to 3 goals to eliminate some of the overlap. o The resulting plan will be a 5-year plan FY25 to FY29. Update on Strategic Plan o Culture Committee (Judy Davidson)  The Culture Team held a meeting April 8, 2024. Doug Cooper provided the following notes:  The meeting was abbreviated because of the weather. We were unable to do any cross-cultural communication activities. Katelyn spoke about how staff members can better support their colleagues. She distributed sheets that prompted members of staff to write down ideas.  It was decided not to highlight a survey question at the May staff meeting.  Katelyn gave a summary of a webinar she attended about patron- centered libraries. Her notes were circulated to the committee. PML could institute advisory boards and conduct a patrons' needs assessment.  The technology users’ guides are in a unique folder on SharePoint.  Takeaways from the strategic planning retreat: There is a need to inject more fun into the workplace. How is that accomplished if we are all introverts? Suggestions included: The return of icebreaker questions at staff meetings and an (optional) fun e-mail chain with jokes, pet photos, etc.  The next meeting is scheduled for Monday, May 13 at 2:00pm. It will focus on the staff survey to be distributed in July. o Advocacy Committee (Katy Aronoff/Donna Richards)  April 10th event at library o Outreach Committee (Suzanne Frechette/Muriel Parseghian)  No meeting o Welcome (Ellen Anstey/Christine O’Connor)  No meeting 2  o Engagement (Helen Littlefield/Judy Davidson)  No longer Active Reports Chairperson’s Report o Melissa Desrochers, City Manager’s Office, is looking into two other applicants for the Associate trustee vacancy. She assured Richards she would bring forward Courtney McSparron’s appointment. o The second half of State Aid Awards have been sent out (transferred electronically) to our municipality. LOWELL FY24 TOTAL = $336,003.81 (based on population of 113,994) o The April 10th event held during National Library Week was very successful. Cooley’s informational and entertaining presentation was the highlight. PML also received a citation from Lori Trahan’s office. In the citation, the Trustees, Foundation, and Friends, along with the staff, were recognized for their efforts. o On May 2nd the Massachusetts Board of Library Commissioners had their monthly meeting at PML. It was very interesting and informative and better attended than expected. Library Director Cooley gave a nice introduction and welcome. Along with the MBLC Board there were several MBLC staff members and observers present. It was a great opportunity to meet these folks. Donna Richards was able to have a conversation with CATE MERLIN, Head of State Aid Programs, and they agreed to Zoom later. Attendees seemed very impressed with our beautiful building and our hospitality !!! Committee Reports Governance/Policy Committee (J. Davidson*/S. Frechette/M. Parseghian/C. O’Connor)  The Governance Committee is waiting on staff review of several policies.  Mimi Parseghian is taking on the organization of old records.  We have raised the issue of the potential need for a document retention policy. Art Committee (__________ */Ellen Anstey/Donna Richards)  Nothing to report. Security/Building/Grounds (Suzanne Frechette*/Helen Littlefield)  Nothing to report Outreach (Donna Richards*/Katy Aronoff/Judy Davidson/Helen Littlefield/Mimi Parseghian)  Nothing to report. Nominating/Personnel (Katy Aronoff*/Donna Richards/Ellen Anstey)  Nothing to report. Director’s Report o Bridget Cooley prepared the May Director’s Report and distributed it to trustees via email prior to the meeting. Special discussion arose around numerous issues including:  Trustees like the new reporting format.  Staff discussed how to manage the elevator being taken out of service in the near future. They have numerous strategies for ensuring patrons’ needs are met and for allowing staff to do their work.. 3   Cooley has made contact with Lowell High History Department teacher and they are planning to collaborate on projects with students.  Almost all graphic novels are now released from lock and key.  PML just experienced one of the busiest April vacation weeks ever.  Mass Library Conference—Three members of the PML staff attended and came back with lots of good ideas.  Cooley received an MLA 2024 award, which has been shared with the City Manager. She was recognized as Advocate of the Year for Paralibrarians (Library Support Staff Advocate of the Year).  There was a discussion of new programming ideas: Local History talks have been considered such as the one planned on patent medicines. Library staff are looking to develop unique talks and tours and move into new niches.  Upgrade to security gates ($36,000) will come out of State Aid dollars.  Cooley mentioned the caution tape behind the large Japanese jar on the landing between the 1st and 2nd floors. The tape is there because water is getting in and rotting the wood in that area.  Cooley discussed the draft budget from City. She has some concerns about items that were decreased or not level funded. Cooley and Lisa Golden have met with the CFO to negotiate changes.  May 21st the final budget will be released. The City Council will debate and approve the budget at their June 4th meeting. The trustees discussed how they might address the final budget deliberations. Grants o Cooley announced that PML is in the process of purchasing a grant database called Candid. It will be available to library patrons on the Reference computers. PML Foundation (Donna Richards) o Donna Richards provided the following PML Foundation Report.  The PMLF met on Wednesday, April 17, 2024.  The meeting consisted of committee updates on ongoing initiatives. The most significant projects right now are plans for Author Night May 9thand the Eleanor Lipman Award.  The PMLF Website design is complete and is live.  The next PMLF meeting is Wednesday, May 15, 2024.  There is a link to the new PMLF website from the PML website (through the foundation page links) Friends of the PML (Helen Littlefield) o Helen Littlefield provided the following Friends Liaison Report.  The Annual Book Sale will be held Thursday - Saturday, June 6 - 8th, 2024.  Three new black book carts will be used in the ongoing book sale area.  Book drops on the following Saturdays: May 11, 18, 25 and June 1, 2024 from 10:00am - 12:30pm in the community room. VOLUNTEERS WELCOME.  Please remind your family and friends about Jeanne d’Arc’s Give a Click program. Every quarter, the Jeanne D'Arc Credit Union "We Share A Common Thread Foundation" 4  donates $1,500 to a worthy area non-profit organization, through the “Give A Click” program. Vote for The Friends of the Pollard Memorial Library, one of this quarter’s featured organizations, and the non-profit with the most votes will receive $1,500. Use the link Give-A-Click - Jeanne D'Arc Credit Union to cast a vote. Voting ends June 30, 2024.  The Friends meet every other month. The book sale is the focus of the upcoming meeting. Old Business o Cooley has not heard from the sign companies who must bid on the work required for the new sign on Coburn St. o The trustees discussed the planted area by the ground floor windows and in front of the handicapped walk. Also discussed were their concerns about volunteer trees and knotweed along the window and in the parking lot. It is not clear who oversees the parking lot and when work will be accomplished. New Business (Announcements and Questions ) o There is no new business to discuss. Adjournment o The meeting was adjourned at 7:11 PM on a motion by Donna Richards and seconded by Judy Davidson. All in attendance were in favor. o Our next meeting is Wednesday, JUNE 12, 2024. Armenian treats will be served. Goal-Based Director Report - May 2024.docx The Trustee Minutes for 5/8/24 were unanimously approved without corrections at the 6/12/24 meeting of the PML Trustees. 5