The name of this organization is the Board of Library Trustees of the West Springfield Public Library, hereinafter called the Board, existing by virtue of the provisions of Chapter 78, Sections 10-13, 21, and 33 of the Massachusetts General Laws (MGL) and the Charter of the Town of West Springfield.

ARTICLE II. Membership

The board should be composed of such members as set forth in MGL, Chapter 78, Section 10, with no less than six members.
Trustees shall serve without compensation for the length of their respective terms.
A Trustee may resign by written notice filed in accordance with the provision of MGL Chapter 41, Section 109. The resigning Trustee shall also file a copy of said resignation with the Board of Library Trustees and the Mayor of the Town of West Springfield.
Should a vacancy occur on the Board, that vacancy shall be filled as required by MGL, Chapter 41, Section 11, and in accordance with the Charter of the Town of West Springfield.
Any member who fails to attend four consecutive regularly scheduled board meetings will receive a letter from the Chair reminding the member that regular attendance is a responsibility of all Trustees and that those unable to attend regularly should consider resigning from the Board. Copies of these letters shall be included in the Board’s minutes. In the event of illness or other extenuating circumstances, exceptions to this provision may be made by formal vote of the Board.

ARTICLE III. Responsibilities

The Board shall have those responsibilities as provided by MGL, Chapter 78, Section 11 and the Charter of the Town of West Springfield as regards the custody and management of the Library and of all property owned by the Town pertaining to the Library. The Board has oversight for all monies appropriated by the Town for the Library and all money or property received by gift or bequest for the Library.
The Library Director is appointed in accordance with the charter of the Town of West Springfield. The Library Director shall be the executive and administrative officer of the Library on behalf of the Board and under its review and direction. Responsibilities delegated by the Board to the Library Director shall include implementation of policies approved by the Board, selection and supervision of personnel, selection of books and other materials, maintenance of Library collections, expenditure of funds within the approved budget, preparation of statements of the budgeted and balances in each library funding account, direction of Library operations, and provision of services to the public. The Library Director, and/or designee, shall attend all Board meetings.
The Board shall establish written policies governing Library activities and services as required by MGL, Chapter 78, Section 33.

ARTICLE IV. Officers

The officers of the Board shall be a Chair and Vice-Chair.
The Chair shall conduct all meetings, appoint all committees, serve as the only official representative of the Board, the Chair shall be the primary spokesperson for the Library trustees, and fulfill all legal functions on behalf of the Board.
The Vice-Chair, in the absence of the Chair, shall perform the duties of the Chair.
The Board shall elect a Secretary who shall take minutes of all Board meetings which will be submitted to the director to distribute and maintain as required.
A Library employee designated by the director shall post all meetings as required by law, keep a true record of all meetings of the Board, and be responsible for correspondence as directed by the Board.
Officers shall be elected from the Board membership within the first four months of the calendar year. The term of office shall be one year. In the event of a vacancy in any of the officer positions during the year, that vacancy shall be filled by a vote of the Board.

ARTICLE V. Meetings

Meetings shall be held monthly as posted. Regular attendance is expected. A Trustee must give advance notice to the Chair or Library Director whenever he/she cannot attend a meeting.
Special meetings may be called by the Chair, or at the request of a majority of members.
A quorum shall be a majority of Board members (greater than 50% of the total Board members).
All meetings of the Board shall be subject to the State’s Open Meeting Law as contained in the MGL, Chapter 39, Section 23A-23C. In particular, all meetings are open to the public unless held in executive session under terms of the law. A notice of all meetings will be filed with the Town Clerk at least 48 hours in advance of the meeting date and time, and a copy of the notice will be posted in the Town Hall. All records of minutes of meetings will be available for public inspection to the extent said minutes are not exempt from review under the provisions of law.
There shall be a prepared agenda, such as: Call to order, approval of minutes of previous meetings, report of the Library Director, reports of committees or other library staff, action items, and other business.

ARTICLE VI. Committees

Special Committees for the study and investigation of special problems or for the performance of specially assigned tasks may be appointed by the Chair. Such committees shall function as ad hoc committees and shall consider only that purpose for which they were appointed. They shall disband when their work has been completed. Minutes shall be kept of the meetings of all such committees, as required by law.

ARTICLE VII. Collective Authority of the Board

All decisions of the Board are made by the Board as a collective or body. No individual member may make decisions or, with the exception of the Chair, act or speak for the Board unless specifically authorized to do so by a vote of the membership of the Board.

ARTICLE VIII. Parliamentary Rules

Except as provided by these by-laws, the current edition of Robert’s Rules of Order shall govern the conduct of meetings.

ARTICLE IX. Amendments

These by-laws may be amended at any regular meeting of the Board with a quorum, providing that a motion presenting the amendment was duly made and seconded at the previous regular meeting.

ARTICLE X. Inconsistent Provisions

To the extent that any provision of these by-laws is inconsistent with any provision of the MGL or the Charter of the Town of West Springfield, the MGL or the Charter of the Town of West Springfield, as the case may be, shall govern.

Accepted by unanimous vote of the Board of Library Trustees 8/25/1998

Amended by unanimous vote of the Board of Trustees 9/27/2005, 7/25/2023

Meeting Agenda - March 26, 2024 at 3:30 PM

West Springfield Public Library

200 Park Street

Board of Library Trustees Meeting Notice

March 26, 2024 at 3:30 pm, Conference Room 2nd Floor

Agenda
Meeting call to order /Roll-call: Justin Latham, Trustee Chair
Old Business
Minutes-Review & Approve

2024 Important dates calendar/Consideration of 8:30-5 workdays on Christmas/New Year’s Eves
Updates
Budget/Donations/Appropriations

Consideration of the appropriation of MegLig funding for Notary Public, Professional
development, trainings, class fees, memberships.
ESOL Classes/Community Development Block Grant
Friends of the Library

Local History room
Marketing

Personnel
Program, Services, Art Gallery

Consideration of new artists’ images

Technology, Facilities updates

Town news
Trustees
Annual Giving subcommittee report
Policy subcommittee report
Open Trustee positions
New business

Next meeting: April 23, 2024

Meeting Minutes - February 27, 2024 at 3:30 pm

Call to Order

Meeting called to order at 3:30 pm by Justin.

Roll-call

Present: Eileen Chapman (WSPL Director), Jacklyn Hart (Asst. Dir.), Justin Latham (Chair), Diane Dukette (Fundraising Chair), Karen Simpson (Friends of WSPL), Andy Lozyniak (Secretary). Patricia Richard (Accounting) – joined later,

Steve LeClair (considering to be a Trustee candidate).

Absent: None.

Old Business

Trustees meeting minutes of 1/23/2024:

Motion to accept minutes of Board of Library Trustees meeting of 1/23/2024 as distributed via email of 2/22/2024 by Eileen: Karen moved; Andy seconded; three approved, Diane abstained.

Library Director’s Report (Eileen & Jackie)

Budget/Appropriations/Donations

Budget email came 2/15/24, a simplified version to year’s past. The template has tabs for level service, 10% cut, and additional spending needs. Awaiting IT (Info Tech) & CM (Cent Maint) numbers.

We’ve shared quarterly reporting and On Call budget line specific detail. Asking Trustees to consider appropriating up to $12,000 in MegLig funds to staff FY24 (trainings, projected sick, vacations, and regular ongoing holes in the schedule).

Motion to transfer up to $12,000, as needed, from MegLig to be used for On Call substitutes: Karen moved; Diane seconded; all approved.

Desk and chair ordered for Jane/within previously approved $250.

Patricia reviewed a first cut proposal spreadsheet for reporting fiscal status of funding sources for the Trustees.

ESOL Classes/Community Development Block Grant

Jessica Gonthier, CDBG administrator suggested we skip the FY24 next grant round as FY22/23 funding will hopefully take us through FY25. We are almost caught up to months without one instructor, and will revisit class options to bring us back in line with the original plan.

Friends of the Library (Karen)

Book mini sales made $83 in February -- best sale was the one in the lobby.

Wendy Hutchins (president of Friends) is asking for a “wish list” from Adult Services for Summer/Fall programs (such as laptops for use within the building, etc.).

Asking for donations of cabinets that can be locked (to be used as a display cabinet).

Bertera Local History room

Our meeting with Bill McQueen made for a wonderful article in WS Record of 2/8/24 – we received calls for a Bertera appointment booking immediately. Staff are working on Vertical File records and Finding Aids. Volunteer docents (two have applied) should begin in May and will expand open access hours. Maps have been ordered awaiting a newer W-9 vendor tax ID.

Marketing (Jackie)

Meeting on 2/21/24 - March and beyond events. Best outreach practices still TBD.

Quarterly Cover to Cover newsletter to come out in March - separate meeting 2/26.

Lots of media coverage in WS Record and WWLP for Puzzles. Republican newspaper interviewed the WSPL about Libby (app for reading books, etc., on your electronic device). Over 2,600,000 checkouts in 2023. Note: Libby is separate from Hoopla.

Technology & Facilities

Meeting on 2/26/24 with Town IT/HR/Chief of Staff - Neogov outstanding help tickets.

HVAC compressor issue is resolved – Trane permissions ticket put in by CM Director.

Deployment of new desktop/laptop setups by new IT staff has started.

Website meetings and migration updates by MOB IT are on target.

Internal Televisions are only awaiting Optisign software for updating.

Jackie is overseeing staff scheduling for ASPEN training (online catalog interface upgrades).

Bathroom gender neutral signage is still waiting on vendor.

Personnel

Zadia Valenze began her new 37.5 hr. Library Technician position on 1/16/24.

Candidates for L10 & L4 On Call were interviewed; forwarded to HR to make offers and bring onboard. Trainings will begin as soon as funding is secured.

Programs & Services

Staff and Trustees attended Library Legislative Breakfast in Agawam 2/16/24.

A few of the great programs in February, some using Miller Trust Annual Fund:

Puzzle competition 2/3/24: 40 participants signed up, with 40 more interested - winners got a $5 gift certificate to a local eatery.
National Lego Day had 48 participants.
Great Backyard Birdcount, 2/16 & 17 -- live camera still to be started by IT.
Hidden Gems was ok with 12 but amazingly 100% who signed up showed up.
Candy Sushi Young Adult program brought in 5 or 6 - not bad for YA.
Looking forward to April eclipse and May the Fourth programs.
Monthly “Take and Make” crafts for youths and adults are very popular.
Finished participating in the Hampden/Springfield Continuum of Care PiT count.
Currently involved with Care Coalition’s community survey for Opioid funds - please join.
We are also participating in Boston Bruins pajama drive.

Art Gallery

February’s Art Reception for Branden Bruso’s “Then and Now” exhibit was a huge hit.

March art: Rosemary Poletta’s “Rocky Mountain Landscapes” – reception 3/6/24, 5:30-7:00 p.m.

Town News

West Springfield 250th anniversary activities are ongoing; the celebration at WSHS was well attended.

Department check-ins are ongoing (How are things going?, do you need anything from the town?). Upcoming budget meetings.

Trustees:

Annual Giving Subcommittee Report (Diane)

Annual Giving: $29,310 received FY to date, of which $24,000 is from the Miller Trust. The funds received were primarily from individuals. Thank yous are current in LGL (Little Green Light). Our next focus will be on the businesses in our community.

Policy Subcommittee Report (Diane, Karen, Andy)

No activity on policies this month.

Trustee positions have been updated – all applicants to use new Google form linked on Mayor’s/WSPL webpage.

New Business

Thank you for appropriating funds in January towards stipends for Food Safety certification ($200), and CPR/First Aid certification ($200).

Consider appropriating funds as a stipend for becoming a Notary Public in addition to those approved at January’s meeting.
Consider appropriating funds to professional development/trainings/memberships.
Consider appropriating funds for class fees – we have paid for the Servsafe class in the past. Also, to clarify, the stipend will be paid upon completion of certification. I don’t think we can hold staff to staying the 5 years and 2 years respectively.

Motion to appropriate $185 to fund Servsafe Training and certification from MegLig: Diane moved; Karen seconded; all approved.

2024 Important dates calendar/Consideration of 8:30-5 workdays on Christmas Eve and New Year’s Eve.

Motion to approve reduced library operating hours for Christmas Eve and New Year’s Eve: change from 8:30 – 9:00 to 8:30 - 5:00 for 2024: Diane moved; Karen seconded; all approved.

Next Trustees meeting: March 26, 2024, 3:30 pm, WSPL Conference Room 2nd floor.

Meeting adjourned 5:05 pm.

Meeting minutes submitted by Andy Lozyniak

Meeting Minutes - January 24, 2024 at 3:30 pm

Call to Order

Meeting called to order at 3:34 pm by Justin.

Roll-call

Present: Eileen Chapman (WSPL Director), Jacklyn Hart (Asst. Dir.), Justin Latham (Chair), Elizabeth Toms Matthews (Vice Chair), Karen Simpson (Friends of WSPL), Andy Lozyniak (Secretary).

Absent: Diane Dukette (Fundraising Chair)

Old Business

Trustees meeting minutes of 12/12/2023 distributed via email of 1/18/2024 by Eileen.

Motion to accept minutes of Board of Library Trustees meeting of 12/12/2023 with the following correction -- in Policy Committee Report, next Board meeting date should be 1/23/2024 instead of 1/26/2024: Andy moved; Elizabeth seconded; all approved. (Andy to send corrected minutes to Eileen for inclusion in WSPL website).

Library Director’s Report:

Budget/Appropriations/Donations

Budget preparation is beginning. We have met with IT/Central Maintenance -- gas & electrical cost has increased 25% from last year.

We anticipate FY25 budget template from CFO, Sharon Wilcox by February 1, due by 2/14/2024 – the bottom line may go up or down.

Quarterly statement of Trust accounts spending and status: Eileen is shooting to have this prepared for the April quarterly.

ESOL Classes/Community Development Block Grant

Quarterly reports/invoices were submitted to Jessica Gonthier, CDBG administrator. Next grant round dates still TBD.

Lots of homeless patrons this Winter being sheltered in WSPL during cold days.

Friends of the Library (Karen):

Mini sales: 2/month, $134 has come in since last Trustee meeting. Big sale is scheduled for end of April. There are still two pictures remaining, free for the taking.

Local History room

No takers yet from new schedule by appointment only (2 to 4 pm, Mon, Tue, Wed).

No new progress on ordering from Old-Maps.com for WS maps vs. printing.

Form was submitted to take on volunteers as Local History Room docents to expand to open access hours: Senior/Veteran program applications taken 1/15/2024 - 2/9/2024.

Marketing

Meeting on 1/8. Carly and Kyle (invited) joined us with town thoughts and support suggestions.

Quarterly Cover to Cover newsletter came out in December.

The WSPL logo is finalized, and is being incorporated into the new web site – having some difficulty finding where in the data base the old “ghost people” logo resides.

Technology

IT and Maintenance tickets continue to be reported in Weekly Marketing.

No new deployment of new desktop/laptop setups by new IT staff.

Website meetings are being held as needed. Website updates are due by mid-January; MOB migration is ongoing; completion is due by 1/31/2024.

Wiring for TS screen is not quite in process. Television replacements complete, with some issues.

Jackie attended first of two ASPEN trainings for online catalog interface upgrades.

Personnel

Jane Chlastawa was hired as the new 18-hour Floater Librarian. Now there is just one full-time Young Adult Librarian.

Interviews took place for the L4 library tech position on 1/10 & 11/2024 -- Zadia Valenze, was selected, she started last Tuesday, 1/16/2024.

Neogov new hire form submitted for L10 & L4 On Call positions to refill the “substitutes” pool.

Program, Service, Facilities

December saw a week of warm beverages served between Christmas and New Years.

HVAC issues/Trane software is back up, but our permissions are not correct.

Bob the Bikeman’s Cruiser Care Pack initiative finished last week.

A few of the great programs in late January/February some using Miller Trust Annual:

Ikebana Japanese flower arranging and demonstration by Willow and Moss 1/27.
Puzzle competition (already filled up) 2/3 – hope to do 2 times/year.
Great Backyard Bird Count, 2/16 & 17/new outdoor feeders/live camera/activities.

Bathroom gender neutral signage is still waiting on vendor.

Art Gallery

January’s display includes students from Sue Newman’s classes -- no reception.

February’s display will feature Branden Bruso’s photography again. Reception on 2/7/2024 at 5:30 pm.

Town News

Softright to Neogov for Payroll and PTO processing cutover confirmed for end of January.

Trustees:

Annual Giving Subcommittee Report:

Ad placed in The Record appeared in the Christmas issue -- few new donations.

Picture of Miller Trust check was shared.

All donations and thank yous are current in LGL (Little Green Light)

Policy Subcommittee Report (Elizabeth, Karen, Andy):

The following three policies, are ready for final review and approval:

Motion to approve the following three policies, as distributed by Eileen to all WSPL Trustees in her email of 12/19/2023:
- WSPL Library Patron Code of Conduct
- WSPL Teen Room / Young Adult Services Policy & Code of Conduct
- WSPL Children’s Code of Conduct

Andy moved; Karen seconded; all approved.

Today is Elizabeth’s last day of service on the Board of Library Trustees – thank you for providing over three years of dedicated service!

New Business

Consider appropriating funds towards stipends for various library certifications: Food Safety, CPR/First Aid, Notary Public

Motion to provide a stipend of $200 from Meg/LIG for someone to get and hold certification for Food Safety for one term. Andy moved, Betty seconded, all approved.
Motion to provide a stipend of $200 from Meg/LIG for someone to get and hold certification for CPR/First Aid for one term. Andy moved, Betty seconded, all approved.
Appropriation up to $250 of Meg/Lig funds for a desk 18-hour Floater Librarian: Andy moved, Betty seconded, all approved.

Postponed until next Trustees meeting:

Funding towards professional development/trainings/memberships.
Consideration of 8:30-5 workdays on Christmas and New Year’s Eves.
Thoughts on solar panels for library.

Next Trustees meeting: February 27, 2024, 3:30 pm, WSPL Conference Room 2nd floor (continuing with the fourth Tuesday of the month).

Meeting adjourned 5:05 pm.

Meeting minutes submitted by Andy Lozyniak

Meeting Minutes - December 12, 2023 at 3:30 pm

Call to Order

Meeting called to order at 3:30 pm by Justin.

Roll-call

Present: Eileen Chapman (WSPL Director), Justin Latham (Chair), Elizabeth Toms Matthews (Vice Chair), Diane Dukette (Fundraising Chair), Karen Simpson (Friends of WSPL), Ann Marie Laduzenski, Andy Lozyniak (Secretary).

Absent: Jacklyn Hart (Asst. Dir.)

Old Business

Trustees meeting minutes of 9/26/2023 distributed via email of 10/19/2023 by Eileen.

Motion to accept minutes of Board of Library Trustees meeting of 9/26/2023: Andy moved; Elizabeth seconded; all approved; Ann Marie abstained.

Trustees meeting minutes of 10/24/2023 distributed via email of 12/7/2023 by Eileen.

Motion to accept minutes of Board of Library Trustees meeting of 10/24/2023: Diane moved, Elizabeth seconded; all approved.

Documentation of the vote done via electronic email of 10/26/2023 by the Trustees who were not present for the Trustees meeting of 10/24/2023 – conducted this way due to the urgency of the situation and lack of quorum at that meeting:

Motion to approve the preliminary appropriation of $2,900 from Annual Fund to cover ½ year of program costs. Andy moved, Karen seconded, all approved.

Warrants are to proceed without Trustees’ signatures: Per review with Sharon Wilcox, the town's CFO, and with a look at Library Trustee bylaws, Trustee signatures are not required on warrants. Consequently, this practice will be discontinued. However, information will be provided to the Trustees in the form of quarterly accounts payable/receivable reporting -- all agreed.

Library Director’s Report:

Budget/Appropriations/Donations

First check from MBLC for meeting state standards deposited 11/29/2023, totaling $41,296.37 -- this is only the first half, second half comes in Spring, 2024.

A number of checks and one brick came in memory of Ruth Brennan.

Total Annual Campaign mailing returns as of Thursday, 12/7 = $4,335 from 94 constituents.

ESOL Classes/Community Development Block Grant

In-person and virtual class instruction ongoing well. New classes/students began 12/4/2023. Meeting with instructors to prep for quarterly reporting, due 1/1/2024 (and next grant round) – Eileen wants the next grant round to have no charge to students.

Friends of the Library:

Book sales, Scholastic Books: October sale: $1200; November mini sale: $48 so far.

Pictures are still not all sold (a few left) – working on it.

Local History room

Procedures being tested for opening schedule for Dec.; access by appointment only: 2 to 4 pm, Mon, Tue, Wed starting week of 12/18/2023. Every print item is cataloged; everything in vertical files is listed; everything is in Evergreen.

Dr. Champion plaque installed.

Some progress made on ordering from suggested Old-Maps.com (5 or 6 maps) for WS maps vs. printing.

Marketing

Adult Service folks implementing social media videos and broader displays – advertising.

Big spread in the Record for Yuletree Jubilee/Annual in twice; Board position in once.

Quarterly Cover to Cover newsletter in process

The WSPL logo is finalized, and is being incorporated into the new web site.

Personnel

Mare Alos tendered her resignation due to an improvement at her position at Amherst.

Kevin MacKenzie tendered his resignation due to an offer from Westfield Athenaeum.

Human Resources is still overwhelmed. Internal posting for Mare’s job is done -- interviews for internal candidates will be scheduled next week.

Caroline Protono, has returned from her leave of absence.

Continuing difficulty scheduling people during holidays.

Program, Service, Facilities/Digitization

November at Borrower’s Services: shared Annual campaign mailing.

December at Borrower’s Services: will share the Trustee search info all month and have a week of warm beverages between Christmas and New Years.

HVAC issues: Trane software is down/LG hardware works (but does not have timers); Working-around thermostats (manually set and reset every day).

WS Park and Rec and Central Maintenance did a great job with commemorative walkway lights.

Two tall Toys for Tots boxes of toys and stuffies were collected during November.

Collection box available now for Bob the Bikeman’s Cruiser Care Pack initiative.

This year WSPL staff can make their own donation of items to Open Pantry.

Bathroom gender neutral signage is still waiting on vendor.

Technology

IT and Maintenance tickets continue to be reported in Weekly Marketing.

Some deployment of new desktop/laptop setups by new IT staff.

Jackie continues attending biweekly website meetings. New website design was shared with the Trustees.

Wiring for Tech Services screen is not quite in process yet. Television replacements are to be done any day now.

Art Gallery

Now looking at semi-annual instead of annual posting.

November artist, Noreen Acconcio, sold four paintings and one print at her reception.

December’s display is WSHS Art Students reception 12/13/2023 from 3 to 4 pm.

Town News

Softright to Neogov for Payroll and PTO processing cutover confirmed for 1/1/2024.

Town CFO is looking for reconciliation between the two softwares by next week.

Trustees:

Annual Giving Subcommittee Report (Diane):

Ann Marie placed 14 thank-you calls to those who donated $100 or more!

Place an ad in the Record for year-end giving to WSPL:

Motion to approved up to $300 to place an ad in the Record for year-end giving to WSPL: Diane moved, Ann Marie seconded, all approved.

Thank you to all Trustees for participation. All donations to date have been added to Little Green Light and thank-you letters have been generated.

Miller Trust: Will talk to the Town Lead Counsel regarding recommendation for annual accounting.

Policy Subcommittee Report (Elizabeth, Diane, Karen, Andy):

Policy Subcommittee to meet on 1/11/2024, at 8:30 am to finalize the following policies:

WSPL Library Patron Patron Code of Conduct
WSPL Teen Room / Young Adult Services Policy & Code of Conduct
WSPL Children’s Code of Conduct
WSPL Computer Use and Internet Policy

After final review these will be sent to Eileen for distribution to the full board, with a vote for approval to be held at the next Board meeting on 1/23/2024.

Upcoming open Trustee position: Process is ongoing to fill Ann Marie’s position, term ending in December, 2023. Letter and packet were shared with Jon Reske. Even if the mayor asks our input, currently there is no way to meet those who apply directly.

Clarification on future Trustee meetings where a quorum is not present: A quorum of the entire Board of Library Trustees is required to conduct official business, but a meeting can still be held without a quorum just to exchange information.

Clarification on future Trustee meetings if Board of Library Trustees membership drops below the six member minimum noted in the Trustee Bylaws: Continue to meet, as normal.

New Business

Spreadsheet of Miller Trust list of Children’s/Family programming shared. Andrew Pignatare presented the initial fund check, gave a brief history of the creation of the Trust, and requested an annual statement of disbursement of funds.

Lyndsay Neffinger’s, Adult Services Supervisor, suggested changes to the WSPL Computer Use and Internet Policy, to eliminate use restriction when a patron’s account fees exceed $10, was shared with the Trustees in Eileen’s email of 12/7/2023.

Next Trustees meeting: January 23, 2024, 3:30 pm, WSPL Conference Room 2nd floor (continuing with the fourth Tuesday of the month).

Meeting adjourned 5:17 pm.

Mtg minutes submitted by Andy Lozyniak

Meeting Minutes - October 24, 2023 at 3:30 pm

Call to Order

Meeting called to order at 3:38 pm by Elizabeth.

Roll-call

Present: Eileen Chapman (WSPL Director), Jacklyn Hart (Asst. Dir.), Elizabeth Toms Matthews (Vice Chair), Diane Dukette (Fundraising Chair), Andy Lozyniak (Secretary)

Absent: Justin Latham (Chair), Karen Simpson (Friends of WSPL), Ann Marie Laduzenski. Note: Trustee attendance is inadequate for a quorum.

Old Business

Trustees meeting minutes of 9/26/2023 distributed via email of 10/19/2023 by Eileen.

Motion to accept minutes of Board of Library Trustees meeting of 9/26/2023: Andy moved; Elizabeth seconded; all approved. (Note: invalid vote, no quorum.)

Minutes from Trustee meeting of 7/25/2023 need to be posted on wspl.org.

Library Director’s Report:

Budget/Appropriations/Donations

Annual account currently stands at $9,481.57 (from past years & contributions).

Finalized mailing costs to PIP and USPS came to $5,928.26 leaving $3,553.31.

We are seeking a preliminary appropriation of $2,900 from Annual to cover ½ year of programming costs: $1,000 for AS, $1,000 for YS, $500 for YA, and $400 for BS.

New warrant procedure discussion: Per review with Sharon Wilcox, the town's CFO, and Library Trustee bylaws, Trustee signatures are not required on warrants. Many vendors are looking for a Net30 turn-around time; to speed this process along Trustee signatures will no longer be requested on warrants – all present agreed.

Eileen will check with Patricia about the feasibility of providing a quarterly status report on “Funding Sources” – also, can it include some detail on where the money went?

Parts to fix the noisy fan in Jackie’s office, over $3000, possibly may use MegLIG money

ESOL Classes/Community Development Block Grant

Gareth Flanary began in-person class instruction on 10/16 with 10 students in 4 classes. Both Priya (via zoom, at night) and Jonas (retired) spent time with him, getting him acclimated. (Will ask for more money for salaries.)

Checked for application deadline for Block grant funds for next year. None yet

Friends of the Library:

Book sales – very good sales, art raffle, donations, Membership Drive ongoing.

Jimmy Mazz – this may be the final concert for now.

Memorial carts – two carts for former Friends’ members who have passed away.

Local History room

DHs working on our procedures. Hoping for a December soft opening/schedule.

Dr. Champion plaque completed by Andre’s Westside Sports, installed, cost of $19.00 taken from Gill Trust.

Marketing

Final logo choices to be shared by email/Additional comments by Granicus.

Personnel

Preparation of training manual for all new staff is ongoing- Jackie is assembling.

On Call usage will be reviewed and funds adjusted from other personnel lines.

Caroline Protono, our 12-hour L4, has begun a 4-week, health related leave of absence.

Program, Service, Facilities/Digitization

October: Friends’ Membership Month – need to boost.

Annual campaign mailing internal promotion moved to November.

Friends Appreciation Week 10/16-21: Lobby display/Gifts/Food platter.

2024 Calendar year annual update to the Strategic Plan for Programs/services – in progress, to be ready by Nov/Dec submittal to the Mayor.

Art Gallery: October’s exhibit has been Artist at the Crossroads with a 10/4 Reception. Nov. is Noreen Acconcio’s Artistic Impressions of Nature: Reception 11/7, 6:30 pm.

Bathroom gender neutral signage is still awaiting quote from vendor.
Both recent bricks have been installed and families notified: Simpson and Pavlica.

Technology

IT and Maintenance tickets continue in Weekly Marketing report.

Recent firewall installed may be responsible for further issues. Carlos is still in the mix.

Still waiting on deployment of new desktop/laptop setups by new IT staff.

Eileen & Jackie continue attending biweekly meetings on website design – shared with Trustees.

Wiring for Tech Services screen is in process. Television replacements are due any day now.

Town News

Softright to Neogov conversion for Payroll and PTO processing to continue until December (requiring double submittal of everything).

Town Safety Committee met and is revising emergency personnel procedures.

HR assistant Sarah Sienkiwicz resigned as of 10/13/2023.

Trustees:

Annual Giving Subcommittee Report (Diane):

Annual Giving letter is going out this week; second chance letter at end of December.

Pip Printing providing two quotes for mailing and USPS costs (combined in one invoice).

Possible picture book Story Walk, to be installed along the Memory Walk – this is from the Walter and Kathleen Miller Trust, designated for children’s programs. (Still working with the accountant (Andrew Pignatare) on just what the WSPL will be doing with it.)

Policy Subcommittee Report (Elizabeth, Diane, Karen, Andy):

Policies in revision stage: WSPL Library Patron Code of Conduct; WSPL Teen Room/Young Adult Services Policy; and WSPL Children’s Code of Conduct.

Policy Subcommittee next meeting dates: 10/26, 11/2, and 11/9 8:30 -10:00 am.

Upcoming open Trustee position: Process to fill Ann Marie’s term ending in December: Review of letter and packet by email; go-ahead with approval from Mayor’s Office; then submittal to The West Springfield Record.

New Business

WS Parks and Recreation is working on a plan to improve commemorative walkway lighting.

Next Trustees meeting: December 12, 2023, 3:30 pm, WSPL Conference Room 2nd floor, subsequent meeting to be on 1/23/2024.

Meeting adjourned 5:03 pm.

Mtg minutes submitted by Andy Lozyniak

Meeting Minutes - September 26, 2023 at 3:30 pm

Call to Order

Meeting called to order at 3:31 pm by Justin.

Roll-call

Present: Eileen Chapman (WSPL Director), Jacklyn Hart (Asst. Dir.), Justin Latham (Chair), Elizabeth Toms Matthews (Vice Chair), Diane Dukette (Fundraising Chair), Andy Lozyniak (Secretary), Karen Simpson (Friends of WSPL), Ann Marie Laduzenski.

Old Business

Trustees meeting minutes of 7/25/2023 distributed via email by Eileen on 9/21/2023.

Motion to accept minutes of Board of Library Trustees meeting of 6/27/2023: Andy moved; Elizabeth seconded; all approved (with correction to Ann Marie’s name -- no “e” in Ann).

Eileen handed out WSPL door attendance record -- this will be transitioned to email.

Library Director’s Report:

Budget/Appropriations/Donations

Still tweaking MER disbursements for FY24-Publications $105,000.00, Meg Lig $60,400. Annual still TBD depending on the final numbers for annual campaign costs. Seeking a motion/vote to appropriate funds for the specialized library cards w/250^th logo in the amount of $550 from MegLig for 1,000 cards.

Motion to appropriate funds for the specialized library cards w/250^thlogo in the amount of $550 from MegLig for 1,000 cards.: Diane moved, Karen seconded, all approved.

Eileen had to reorder a past brick for Kelly Simpson with incorrect date (our end). Another brick ordered in August for Deborah Pavlica -- can be installed in winter.

ESOL Classes/Community Development Block Grant

One interview of a candidate was unsuccessful. Another candidate was offered interview times and has not responded. All organizations are hiring.

Eileen has a meeting with Jessica Gonthier, Community Development Specialist and Katelyn Fogarty 8/8 for our annual monitoring of our ESOL CDB grant.

Finally a successful interview of a candidate. Gareth Flanary, pastor of Church of Christ, was offered the position, will meet next week, and will be working w/Priya to get started in October.

Eileen will work with Jessica Gonthier, Community Development Specialist and Katelyn Fogarty to successfully spend our ESOL CD Block grant funds for the year. July to Sept invoice has been submitted.

Friends of the Library (Karen):

Working on art raffle (window sill display); donations; continuing membership drive; there is a shortage of cardboard boxes for books – donations are welcome.

Next book sale: Oct 21, 10:00 – 3:00, Need physical help with setting up – come on Friday 9:00 – 12:00, also need a collapsible table for use during the sale. Need help with breakdown after the sale.

Local History room

Andy shared Holyoke Library History Room Registration form to use as a reference for WSPL; the WSPL registration form must also comply with provisions of the Local History Room Policy. Holyoke’s room use guidelines shared with Dept Heads to help create our procedures. TBD: Soft opening/schedule.

New plaque requested for Dr. Champion on 8/7/23. Follow up emails on price/progress

Marketing

Logo contest submissions folded into design suggestions. Jackie handed out most popular options – discussed & modified.

Quarterly Cover to cover distributed/Vicky White 1^st quarterly staff recognized.

Personnel

Lyndsay Neffinger began as Adult Services Supervisor on September 18!

Assist Dir & Dept Heads have updated and streamlined our training manual for all new staff (now there is a checklist for new trainees).

Our AS Librarian, Laura Judge, resigned for personal reasons but remains On Call. Kaitlin Clark has been offered the position and has accepted (will start 10/16/2023).

On Call has been used while we awaited new hires for both positions. All staff have helped fill in during a very difficult period but we commend Vicky White most, especially for supporting the AS On Calls for such an extended period.

We have had 2 interviews, on 9/19 & 9/20, for the L10 position. Waiting on HR.

Eileen had a long weekend-type vacation, 8/24-8/28, for her son’s wedding.

Program, Service, Facilities/Digitization

September: Library Card Sign Up Month/Annual campaign mailing TBD.

Climate Preparedness Week 9/24-30, theme: Making your home more eco-friendly.

October to be Friends’ Membership/Banned Books Week 10/1-7, Read-In.

Teen Banned Book Club (in Cover to Cover) – challenged books anywhere in the country.

Art Gallery: August’s Art was WSHS Transitional Alternative Program/Reception on 8/7.

September’s Art is M.J. Tash’s Dolphin Rescue/Reception was 9/6.

October will be Artist at the Crossroads with a 10/4 Reception.

Email to Director of Buildings, Bill Manley re: bathroom gender neutrality signage.

Technology

Jackie continues IT ticketing and has been added to Maintenance as well.

New firewall was installed and may have been responsible for issues with website/tvs/exterior sign – all working ok now.

Deployment of new desktop/laptop setups and televisions are waiting until schools are set (will have staff schedule on it).

Eileen and Jackie continue attending website meetings with CTO and Granicus.

Jackie has corrected Trustee Minutes on website; all Trustee term dates have been added.

Ongoing tickets continue to be noted in Weekly marketing.

“Reminder” digitalization is with the WS town procurement office.

Town News

We are awaiting the cutover from Softright to Neogov for Payroll and PTO processing – will continue to the end of the year.

Maintenance Grounds has been overwhelmed this year, so they gave approved to hire Ed Lapinski (subcontractor) to weed/trim/spray/mulch library property -- they did a fabulous job.

Trustees:

Annual Giving Subcommittee Report (Diane):

The library is not eligible for non-profit status.

Annual Giving Letter is ready to go out (with minor changes) – Trustees may be needed to call and say thank you as donations come in. A copy of the Letter may be held at the Circulation Desk. Second mailing (second chance to donate) will be sent out in December.

March/April letter will be more focused on businesses to donate.

Little Green Light will be ready to go in October.

Pip Printing has created a list of residence addresses (15,852). Awaiting a quote for this and for 10,000 if we want to further reduce.

Approval from legal to sign/mail Assent & Waiver of Notice for Miller Trust -- now at Probate Court – interest will count as annual income.

Subcommittee met 9/21 to discuss final edits and Board recommendations.

Policy Subcommittee Report (Elizabeth, Diane, Karen, Andy):

The Policy Subcommittee met three times since the July Trustee meeting.

Motion to approve “Local History Room Policy”: Andy moved; Karen seconded: all approved.
Motion to approve “Request for Reconsideration Book Challenge Form”: Andy moved; Karen seconded: all approved.
Motion to approve “Circulation Policy”: Andy moved; Karen seconded: all approved.
Motion to approve “Collection Development Policy”: Andy moved; Karen seconded: all approved.

This completes the revision of policies that were urgently in need of review. Eileen and Elizabeth will come up with the next set of policies to review.

Upcoming open Trustee position: Ann Marie’s term ends in October but she is willing to stay through December; the process for securing her replacement must be started through the Mayor’s office now.

New Business

ARIS #s Financial Report is due Friday, October 6, 2023. We submitted the electronic form on Wednesday, 9/20 and emailed the cover page with both Director and Trustee Chair’s signatures on Thursday morning, 9/21.
WS Park and Rec has generously offered to replace our 8 holiday wreaths with lit ones.

Next Trustees meeting: October 24, 2023, 3:30 pm, WSPL Conference Room 2^nd floor.

Meeting adjourned 5:05 pm.

Meeting Minutes - July 25, 2023 at 3:30 pm

Procedural:

Meeting called to order at 3:33 pm by Justin. Roll-call:

Present: Eileen Chapman (WSPL Director), Justin Latham (Chair), Diane Dukette (Fundraising Chair), Andy Lozyniak (Secretary), Karen Simpson (Friends of WSPL), Ann Marie Laduzenski, Elizabeth Toms Matthews (Vice Chair) at 3:45.

Trustees meeting minutes of 6/27/2023 distributed via email by Eileen on 7/25/2023.

Motion to accept minutes of Board of Library Trustees meeting of 6/27/2023: Ann Marie moved; Karen seconded; all approved.

Library Director’s Report (Eileen):

Budget/Appropriations/Donations

Town CFO requested an intradepartmental transfer between Publications and Longevity lines and our Personnel line to cover a last-minute calculation miscommunication.

Town CTO helped us preorder Technology to spend down most of that line.

We have begun communicating disbursements for FY24-Publications 105,000. We know our secondary sources for materials expenditures need to be $60,400 in order to meet our MER for next year’s ARIS (last year’s MEGLIG = $75,479.29).

Motion to approve $60,400 expenditure for materials from secondary sources: Ann Marie moved, Diane seconded, all approved.

Eileen picked up the last brick and submitted a ticket for its installation.

ESOL Classes/Community Development Block Grant

One interview of a candidate was unsuccessful. Another candidate was offered interview times and has not responded. All org’s are hiring.

Eileen has a meeting with Jessica Gonthier, Community Development Specialist and Katelyn Fogarty 8/8 for our annual monitoring of our ESOL CDB grant.

Friends of the Library (Karen)

Book sales and donations: $20 and $41 on two sales in July. Two more book sales in August.

Local History room

I believe we need to add some room use guidelines to our policy that was mostly focused on the collection before we can move on to setting procedures/schedule: Suggestions from Westfield and Holyoke libraries provided by Stephanie Spackey will be reviewed by Policy Committee for inclusion in the WSPL Local History Room Policy as deemed appropriate.

New plaque still TBD.

Marketing

WSPL logo contest submissions/old/new. Jackie will create a google.doc to share the logo ideas and enable people to vote on their preferences.

Personnel

Jacklyn Hart began as Assistant Director on July 10!

Our Adult Services Supervisor position posting is on Neogov and will go external.

We worked w/HR for our Adult Services Librarian to take a 3 week unpaid leave.

Laura Judge has decided to resign within that period for personal reasons – HR is working on it.

On Call will be used until we can hire for both positions.

Eileen will be on vacation next week, 7/31/23-8/4/23.

Program, Service, Facilities/Digitization

Historical art collection – no progress on appraisal; auction is needed.

Motion to transfer ownership of historical art collection to Friends of the WSPL for tie-in with book sales: Diane moved; Karen seconded; all approved.

Summer Reading program has had the most successful sign up since pre-pandemic.

Peck internship is ongoing.

July Mosaic project reception went well on the 19^th.

August’s WSHS Transitional Alternative Program students/Reception 8/7.

WSPL bathroom gender neutrality; next step to be taken: new signs.

Technology

Jackie has begun taking on IT ticketing.

New firewall will be installed this week.

Deployment of new desktop/laptop setups like Jackie’s are ongoing.

Eileen and Jackie are attending website meeting w/CTO and Granicus.

Jackie has updated Trustee Minutes on WSPL website.

Ongoing tickets continue to be noted in Weekly marketing. Note: most maintenance work will be done after school year begins.

Town News

Eileen and Jackie attended Carly Camossi’s 250^th Tabletop discussion of all things planned for 2024’s activities.

Neogov is well into its trial period and we’ve all been hammering out bugs.

COA (Committee On Aging) Director resigned.

Trustees

Annual Giving Subcommittee Report (Eileen & Diane)

Paperwork sent to Post Office for non-profit application.

Ongoing conversations w/CPA and lawyers re: Miller charitable trust.

List of residents has ground to a halt with on-call. Need to meet w/Patricia, Eileen, Diane and Lou to decide next step – still working on mailings.

Policy Subcommittee Report (Elizabeth, Diane, Karen, Andy):

Motion to approve “WSPL Board of Library Trustees Bylaws” Eileen to correct Article IV, date, and forward to Town General Counsel: Diane moved; Ann Marie seconded: all approved.
Motion to approve “WSPL Registration of Nonresidents for Library Programs Policy”: Diane moved; Ann Marie seconded; all approved.
Motion to approve “WSPL Media Relations Policy”: Andy moved; Elizabeth seconded; all approved.
Motion to remove “WSPL Weather Policy” from “policies” list, and designate it a “procedure”, which will then be revised at the discretion of the WSPL Director: Andy moved; Ann Marie seconded; all approved.
Motion to remove “WSPL Evacuation Policy” from “policies” list, and designate it a “procedure”, which will then be revised at the discretion of the WSPL Director: Andy moved; Eliabeth seconded; all approved.

“WSPL Local History Collection Policy”: return to policy subcommittee for further editing with regards to security/preservation ideas from Westfield and Holyoke Libraries.

Collection Development is still at Town General Counsel office for review.

Suggestion: add program challenge to the “Request for Reconsideration of Library Materials” policy.

Next Policy Subcommittee meetings: 8/3/2023 and 8/24/2023 at 8:30 am.

New Business

Betty’s ALA experience: very good.

All departments have been engaged in ARIS statistics reporting. We are 90% done and may be ready for signatures this week; due date is 8/17.

Meeting adjourned 5:15 pm.

Next Trustees meeting: September 26, 2023, 3:30 pm, WSPL Conference Room 2^nd floor.

Meeting Minutes - June 27, 2023 at 3:00 pm

Procedural:

Meeting called to order at 3:30 pm by Justin. Roll-call:

Present: Eileen Chapman (WSPL Director), Justin Latham (Chair), Diane Dukette (Fundraising Chair), Andy Lozyniak (Secretary), Karen Simpson (Friends of WSPL), Ann Marie Laduzenski.

Absent: Elizabeth Toms Matthews (Vice Chair).

Trustees meeting minutes of 5/23/2023 were distributed via email by Eileen on 5/27/2023. Corrections were made to future Trustees meeting days: Last Tuesday of the month changed to 4^th Tuesday of the month. Some duplicated items were deleted.

Motion to accept minutes of Board of Library Trustees meeting of 5/23/2023: Andy moved; Diane seconded; Diane, Andy, Karen, & Anne Marie approved; Justin abstained.

Library Director’s Report (Eileen):

Budget/Appropriations/Donations

Eileen distributed “Library Department Fiscal Year 2024 Budget Summary” and “Library Department Line Item Detail”.

The town budget passed on June 5^th with the library budget as proposed.

With the open AD position, we have sailed through with funds for personnel. We have taken advantage by having On Call in so TS can process the many items ordered recently. We are paying the last of the invoices for FY23 fast and furiously -- last warrant must be done by 6/30/23. We will have spent all of the Publications funds appropriated by the town and enough of the MegLig and Trust funds approved by Trustees to meet the MER.

Two new brick donations have come in.

ESOL Classes/Community Development Block Grant

We have completed CDBG paperwork for Priya’s classes for the 1^st half of this year. She will be continuing through the summer. The 2^nd in person instructor position is currently posted.

Besides HCC and JFS, the Center for New Americans has begun to rent the Learning Center space. Each are hoping to expand. That room is hopping. We are working with the local providers to offer a schedule of all the ESOL opportunities shortly.

Friends of the Library (Karen)

Book sales and donations: $10 and $40 on two sales in June. Two more book sales in July set for 7/12/23 and 7/19/23. Need more romance and non-fiction.
Wendy informed us of a struggle to have SRC check from Friends. Still working on it.

Local History room

No cataloging progress.

Picture hanging scheduled for tomorrow.

Order for Dr. Champion plaque TBD.

Next up for room procedures & docent/volunteer scheduling.

Reminder sent to Historical Commission re: boxes in AD office.

Eileen contacted Springfield Museums re: interest in acquiring our art/No response yet.

Marketing

July marketing is all but complete.

Wowbrary out 6/28 July feature: Hoopla digital read.

Cover to Cover is completed/Shared/Annual campaign included in director section.

Personnel

HR and I have an AD interview scheduled 6/29 w/Jacklyn Hart our current Ad. Serv. Sup.

Laura “Lou Marie” Judge started on 6/5 and is off and running.

Kevin is now ServSafe certified and just needs to complete the food allergens portion.

Program, Service, Facilities/Digitization

SRC is in full swing/Staff have tie-dyed T-shirts.

The chicks have left the building.

Art wall in July will have a high school scholarship winner for the first 2 weeks then the Mosaic tiles July 17-21. Rest of year is filled and into 2024.

Lou has suggested the creation of a “Citizenship Corner” in the coming months and hopes to look into grant funding.

Peck Internship began this week with one intern: Simon.

All WSPL staff who responded are in favor of bathroom gender neutrality.

Summer cleaning of entire building is all but finished by Brady.

Two Scissor stands for desktops to allow for standing options purchased.

Meetings and tickets noted in Mayor’s weekly marketing.

Technology

All issues are status quo from last month.

Jackie and Eileen are attending biweekly Zoom meetings w/CTO and Granicus re: fall website takeover.

Town News (Changed from MOB update)

Neogov timeclock and timesheets for all staff have been implemented and are running concurrently w/former payroll method until September. Chaos reigns.

Arts Council - much back-and-forth to improve communication. Town Council Admin will now include liaison in welcome emails.

Trustees

Shared repository for Trustee terms:

Justin 9/7/21 - 12/31/24

Betty 1/1/23 - 2/1/24

Karen 3/31/23 - 3/31/26

Ann Marie 10/20/20 - 1019/23

Andy 12/7/22 - 12/31/25

Diane 1/21/23 - 12/31/25

Annual Giving Subcommittee Report (Eileen & Diane)

Little Green Light trial started and we have spent a total of 1 hour with it – initial trial run resulted in many error codes.

We have selected the mailing company we have used in the past.

We have begun the USPS nonprofit documentation for bulk mailings.

No real response from Town Treasurer, re: non-use of “Town of West Springfield”. (The Town Treasurer will not contest donation checks which are made payable to “WSPL”.)

Annual Giving Letter will be sent out in July.

All Trustees co-signed the Annual Giving Letter.

Policy Subcommittee Report (Elizabeth, Diane, Karen, Andy):

Board of Library Trustee Bylaws: Final version is posted on google.docs for all Trustees to review -- no on-line editing is permitted; bring your comments to the July Trustees meeting. This document will be proposed for acceptance by the Trustees in the July Trustees meeting, with minor changes to be made as required at that time.

Local History Room Policy: Review is complete. Final version will be posted on google.docs after July 6. This document will be proposed for acceptance by the Trustees in the July Trustees meeting, with minor changes to be made as required at that time.

Policies still to be reviewed: a) Evacuation, b) Materials Security, c) Parental Blocking of Materials, d) Registration of Non-residents for Programs, e) Media Relations, f) Circulation, g) Weather, h) Privacy. These are posted in google.docs, please make your comments there. Next Policy Committee meetings: 8:30 am, Thursday, 7/6/2023, WSPL Conference Room 2^nd floor.

All policies will be posted on the WSPL.org website after final acceptance by the Trustees.

New Business

Logo contest reintroduced for website. New staff invited to participate.

Creation of shared deadline calendar for annual, monthly, weekly, etc. combined dept.

ARIS begins July 1.

We have docusigned the annual CWMARS Membership Agreement and our eCommerce Authorization form updated w/Town of West Springfield.

Meeting adjourned 4:50 pm.

Next Trustees meeting: July 25, 2023, 3:30 pm, WSPL Conference Room 2^nd floor.

Meeting Minutes - May 23, 2023 at 3:00 pm

Call to order /Roll-call: Justin Latham, Trustee Chair

Old Business

Minutes-Review & Approve

Updates
Toni and Eileen have written a thank you to Kate Deviny/Flowers to be ordered.
Our short term plan is to have a Bertera History room policy and develop procedures

to have the room open whenever the policy is ready and a schedule of docents. Our
long term goal is for Stephanie to begin creating bibliographic records for vertical file.

The Historical Commission has collected the schoolhouse replica and will be coming

for multiple school dig boxes and artifacts, framed pictures that we have been housing
for them and other items donated by a resident.

I have begun creating letters of provenance for items passing to, from, or through us.

The HC would like to see the large portrait of Dr. Reuben Champion hung for the 250^th
celebration. A wall was found in the Bertera History room. Ticket to be submitted.
Budget

The Council’s budget subcommittee meeting last night went well. See FY24
Mayor’s recommended budget that includes both Cataloger and AD
Digitization

No new progress

Donations

Donation from the WS Educational Association – $1,000.00

Paperwork describing Memorial checks for Bricks or otherwise need to be payable to

Town of West Springfield
ESOL Classes /Community Development Block Grant

HCC drawing to a close

In house instructor job description forwarded to HR. Progress!
Facilities

Brady prepped desks for change in ownership. Boiler issues resolved. Brady donated a chair to YA. Annual summer deep cleaning has begun. Lobby floors next week. Electrical outlets at tables in Carnegie aren’t working No new news re: roofing estimates for rain leaks. HVAC did its thing again. Basement leak was bad. Chair cleaning and non-smelly cleaner. Credenza lock pops out. Top of stairs lock done. Emergency exit in YR alarm at closing/Battery changed. Irrigation water turned on for season

Friends of the Library

Generously sponsoring our SRP crafts and prizes, YA cabinet, egg turner and more
Marketing

June is all set and early June press releases as well as Wowbrary will be sent out.
MOB update

Neogov insurance selections and American Fidelity offerings for fulltime employees are

ongoing this month. Memorial reminder was sent out. As mentioned, Budget meetings

are also ongoing. COI completions are being sought.
Personnel

Stephanie Spackey did start the position of BS/TSS (Cataloger) on 5/1

Interviews held/Laura “Lou” Judge accepted position of AS L10 Librarian starting 6/5

I will be updating the AD job description/readying the posting awaiting Council approval

Our own esteemed Rhoda Crowell has been selected to receive the West Springfield
Education Association "Friend to Education" award and will be honored on 6/7!

Kevin is signed up for Servsafe training on June 6^th.
Program & Service updates

Memory Café on May 9^th enjoyed a visit from Frigo the therapy dog

Art Wall –June’s artist is Angelo Ferraro/choosing no reception

Eggs and live feed are garnering attention/Candling is exciting
Technology/IT/Website

Replacement of backup server/Wireless printing issues
Deployment is ongoing of personal devices

3 hard drives went towards Tech Logic (kiosk) upgrades/Next up CircIT software upgrade

Meeting Owl and translation devices have been tested/The OWL used

Media Dispensers…ongoing
Trustees

Policy/Subcommittee

Policies under review subcommittee report/Reminder of Bertera room usage
Annual Giving subcommittee report

            Meeting times going forward
           Historical Commission came in to look over art that is theirs. No new suggestions from
           them re: local appraisal services

I requested 30 Trustee Pocket Guides offered by Maura Deedy of the MBLC

New business
Arts Council Liaison- I don’t know if this needs to be added to the monthly agenda. Many emails
have been exchanged re: communication of the process for new member appointments

Next meeting: June 27, 2023 3:30-5:00 p.m.

Meeting Minutes - April 25, 2023 at 3:00 pm

Call to order: Elizabeth Toms Matthews (Trustee Chair)

Old Business:

Minutes-Review & Approve

Appropriations:

Review Patricia’s report if/when/how much we may need to finish the year
Archivist/ Local History room:

Kate Deviny has emailed details of completed work. Toni and Eileen to create thank you.
Art Wall:

May is Wilbraham Art League w/Artists’ Reception Wed. 5/10 @5:30
Budget:

Email sent: 2^nd MEGLIG installment sent for FY23 of $37,833.72 in/total of $75,479.29.

Budget subcommittee meeting set for 5/22 @ 5:00 p.m. (Last on docket)
Digitization:

Email exchange re: digitization standards for town RFQ. Next meeting is still TBD. Donations

If you’re all fine, we’ll be printing out expense sheet and donations quarterly?

Patricia has been working closely with Tasha, Treasurer/Collector, on deposit
ESOL Classes /Community Development Block Grant

Priya completed a TEFL (Teaching English as a Foreign Language) certification course

Still To do: Fill In house instructor.
Facilities

           Hatch sensor added back online. Brady has approval now to do additional tasks if his
           work is done. Now has a TRAIN login for HVAC issues. Boiler has had issues. Parts have
           been replaced or are on order. Lights have been replaced. We had an evening flushing
           toilet/battery issue. Brady came. Front door and back door were slow to close-fixed.
           Roofer was asked to give estimate for rain leaks. Will work on a test spot to remove
           flashing/re-add brickface to find problem along with pinhole in roof.
Friends of the Library:

Generously agree to sponsor a YA media cabinet
Marketing

Our recent marketing meeting produces a spreadsheet tool for keeping deadlines. May is all set and early May press releases as well as Wowbrary have been sent out.
MOB update:

Conflict of Interest Training email has sent out to you all
Personnel:

Follow up email sent to Town Admin. this morning requesting an update for Trustees.
Follow up email also sent to MBLC to recalculate MAR w/o Gas & Electric

I don’t know if I reported that Nicole Ferraro was hired to replace Michele Soares 3/1 Caroline Protono was hired to replace Rebecca Blackburn 4/3

Stephanie Spackey was offered/accepted the position of BS/TSS (Cataloger) starting 5/1
Internal posting for Stephanie’s AS Librarian position shared w/all current L10 On Call

Programs:

Trees came in. Thank you Trustees. 75 were handed out by Karen and Ann Marie at a
table in lobby on Earth Day 4/22. Next date is Arbor Day, 4/28.

I will be picking up a $10 gift cert. for the BS promotion is “Do You Follow Us”

3^rd COVID clinic will be/$25 gift cards on May 6^th

Memory Café on May 9^th
See shared calendar

Policy/Subcommittee:

Policies under review subcommittee report
Annual Giving subcommittee report
Technology/IT/Website:

We have updated the link for donations

Eventual replacement of backup server/Wireless printing issues again
Deployment is ongoing of personal devices

Meeting Owl and translation devices were ordered

Dispensers…ongoing
Trustees:

Not sure if this is a worthwhile bullet point either. Everything here is Trustee related?

Maybe when it’s time for new Trustees again?
No progress on art work…sorry. Next week is looking better for me!

New business:

Next meeting: May 23, 2023

Meeting Minutes - March 28, 2023 at 3:00 pm

Meeting call to order at 3:08pm /Roll-call: Elizabeth Toms Matthews (Trustee Chair), Eileen Chapman, Diane Dukette(zoom), Justin Latham, Andy, Lozyniak, Ann Marie Laduzenski, Karen Simpson absent.

Old Business
Motion to accept minutes as amended was made by Justin Latham and seconded by Andy Lozyniak. Betty and Dianne abstained. Accepted.

Positions and Policy and Annual Giving subcommittees: Chair: Justin Latham, Vice Chair: Elizabeth Matthews, Secretary: Andy Lozyniak, Policy Chair: Elizabeth Matthews, Fundraising Chair: Diane Dukette. Motion to accept slate of officers was made by Justin Latham, seconded by Andy Lozyniak and unanimously approved.

Annual Giving /other opportunities

Eileen, Diane and Ann Marie will be working on a new annual giving letter and promotions.

Patricia and Eileen began creating a spreadsheet to verify donor addresses. On Call personnel can begin addressing envelopes when time permits.
Appropriations

Eileen is using the difference in changed personnel lines for On Call spending.

Patricia will prepare if/when scenario and how much money we may need to appropriate for April meeting
Archivist/ Local History Room

Kate Deviny has completed her agreed upon tasks. Taking a month off. Trustees viewed books, paintings, etc. Appraiser will be sought to determine what to keep, sell or donate.
Art Wall (Will be moved to Programs and Services)

April is Greater Springfield Photography Group w/Artists’ Reception Mon. 4/3 @5:30
Budget

Eileen had a 10 minute budget meeting on March 21 that went well. Email out to MBLC to calculate a what /if scenario that removes Gas & Electric from the previous 3 years to recalculate the MAR. Also Personnel conversation. Either way, they support exceeding the MAR.
Digitization

Our portion has been completed. New town RFQ is being created. Next meeting is TBD.

Donations

We will be printing out expense sheet and donations monthly.
ESOL Classes /Community Development Block Grant

           Priya and Eileen met virtually w/a group made up of W.S. ESOL organizations including
           school to discuss moving forward together collaboratively. Discussed with Jewish
           Family Services re: excessive noise, food, and drink messes, etc. All seeking an easy
           resolution by communicating.
Facilities

Hatch sensor added to avoid future issues. Created an immediate alarm issue and taken
offline. Light issues being updated. Elevator and roof inspected. Calling in specialist for rain leaks.
Friends of the Library

Generously agreed to sponsor the artist receptions at $25per month through September.
Marketing

We have more programs in April than we can fit on the calendar. Wowbrary April
updates and Adult Services newsletter will be completed by end of the week.
MOB update

Conflict of Interest Training email was sent out to you all and must be completed.
Personnel

           Eileen used a portion of her budget meeting to talk about personnel. When asked, chose
           to replace TSS/BSS/Cataloger first and wait until July for AD. Decision was made and
           meeting with HR Manager, Kelley, reviewed those numbers. Follow up email sounded
           as if the administration plan might be to leave AD unfunded for FY24. She responded that she hopes that wasn’t the case. Still in conversation.

Rebecca Blackburn resigned 3/22 after receiving a promotion in Westfield. Immediate
prep for replacement with 3 interviews this week with current On Call
Program & Service updates

Trees have been ordered and will be distributed in lobby during certain hours on
Earth and Arbor Days. Mark Noonan will be sharing with the tree warden, conservation and environmental related groups in town and to see that it’s added to local events lists.

Borrower Services promotion

“Do You Follow Us” reminding people of our Facebook, Twitter, Instagram presence as well as our Youtube channel that they may want to subscribe to in order to watch the chicks hatching @wsplevents7091

2^nd COVID clinic w/$25 gift cards on April 8^th

Memory Café on April 11^th

Renaissance Faire April 15^th

Policy/Subcommittee

Betty has collected names of those interested in working on by laws and collection development policies.

Technology/IT/Website

We have updated the link for Donations and the link for Room Bookings.

Wireless printing issues have been resolved.

Trustees

Elections/Future readiness/encouraging candidacy.

Thank You letter to Bill McQueen was read and will be sent.
New business
Thank you notes will be sent as soon as all addresses have been found. Betty and Ann Marie agreed to read and review books by local author Angela Grout.

Next meeting: April 25, 2023

Meeting Minutes - February 28, 2023 at 3:00 pm

West Springfield Public Library

200 Park Street

Board of Library Trustees Meeting Notice

February 28, 2023 at 3:00 pm, Conference Room 2^nd Floor

Minutes

Meeting call to order /Roll-call: by Justin Latham @3:04 Present: Ann Marie Laduzenski, Karen Simpson, Andy Lozyniak, Eileen Chapman. Absent: Elizabeth Matthews and Diane Dukette. Minutes from January 2023 unanimously accepted.

Old Business

Annual Giving /other opportunities

Past Annual Giving letters were shared. If interested in working on a new letter, contact Betty. If you are interested in working on Policy Updates, also contact Betty.

Appropriations

On call may need more money due to staffing shortages.
Kate Deviny the archivist made some map suggestions for purchase of $216. We talked about buying 2 sets. One to be individually framed/hung in Bertera as a series?
Chicks/Chrysalis or both? We created a list of questions that Rhoda can ask at the orientation meeting. Motion to approve $200 for 4H chicks program pending approval of Eileen and Rhoda was made by Justin Latham and seconded by Karen Simpson with unanimous approval.
Greg Maichack approved by LCC for his pastel workshop for 2^nd year, asks us to pay travel expenses. Motion was made by Andy Lozyniak to pay travel expenses of $70.74 for this final year. Seconded by Karen Simpson with unanimous approval.
Arbor Day Fri. 4/28 - Tree Seedlings…6 to 12 inches. A motion was made by Ann Marie Laduzenski to appropriate $237 for purchase of 150 Dogwood trees for Earth/ Arbor Day give away, depending on storage availability. Seconded by Andy Lozyniak with unanimous approval.
A motion was made by Andy Lozyniak to appropriate $185 for ServSafe course for the next date of March 14. Seconded by Ann Marie Laduzenski with unanimous approval.

Archivist/ Local History room

Besides map suggestions, Kate Deviny culled out some map copies that she suggests could be sold and added to the art for Trustee opinions.

Art Wall

Brendan Brusso had his display of photos of old houses in WS in February and had our 1st artist reception in recent memory on February 8th.
March art will be West Springfield teachers and they are already set up for an artist reception on March 10 from 3-4:45.
April artists are Greater Springfield Photography Group. They will have their artist reception on Monday April 3^rd. They will bring fruit/veggie/baked goods.

Budget

Work sheets were sent out on Friday, January 27. Our rough draft budget w/questions submitted February 9th. Accepted as submitted.

Digitization

3rd digitization of town records meeting 3/8 w/Mark Noonan, Kate Chief of Staff, Otto Town Clerk, Bryan from Historical Commission, Jaime from Procurement. Jaime started the new RFP.

Donations

Memorial Fund donations in honor Antonia Golinski-Foisy”s retirement, $250.

ESOL Classes /Community Development Block Grant

Received $2500 deposited to the Frederick King Fund; Priya continues on-line classes.

Facilities

Central Maintenance- may be adding HVAC to Capital Programs for the library.
Same for installing a generator.
Ongoing issues with rain coming in through windows.
Library road sign down/run over/ already at Central Maintenance
2^nd floor exit crashbar/lock has new solenoid/will remain warm to touch.

Friends of the Library

Started taking book donations earlier…2/20.
National Library Week 2023, April 23-29

Library Service Updates (vs. Programs)

Wendy, Nancy & Karen all liked the idea of the March/April BS promotion toward Friends membership drive. We have stickers.

Marketing

We have begun adding a monthly marketing meeting. One goal on both our annual update and five goals is to innovate and centralize our marketing. Ie. Memory Café that meets once a month-need to find a way for better marketing so neighboring towns can also participate. Our next Cover to Cover will come out April 1.

MOB update

Mayor, Kate and Sharon will be meeting with department heads for Goals and prebudget conversations. Department Heads will be notified.
We are partnering w/Health Dept. to provide 3 COVID clinics in Community Room

Personnel

Eileen was hired 2/8 (start date 2/6)
Onboarding of L-4 and L-10 new on-call staff is ongoing.
Nicole Ferraro hired/starts 2/27
Meeting w/HR and Mayor earlier re: AD/TSS replacement or split of job replacements.

Programs (vs. Service Updates)

We will be cohosting with many libraries a Zoom session with author Emma Green

Policy

Moved to March meeting.

Technology/IT

Review materials/devices for changes needed as a result of new Director
Dispenser maintenance visit had been scheduled for last week/Postponed to March
IT has ordered 1/3 of our staff device replacements
We will be ordering Owl Technology for Community Room availability
We will be ordering handheld translators for each service desk

Trustees

Tabled until next month

New business

Mayor Will Reichelt & former Mayor Ed Sullivan suggested a plaque be installed with all of the director’s names since town’s first free library…to be hung near elevator
Motion to approve List of important Dates that Library will be closed was made by Andy Lozyniak and seconded by Ann Marie Laduzenski and passed with unanimous approval.
Eileen will be attending Library Legislative Day in Boston on Wednesday, March 15^th, 2023. It will be a good idea to discuss membership fees, etc.
Earbud fee of $1.00 will be reinstituted.
Review of Bill McQueen’s donation of framed photograph and discussion of his $100,000 bequest. Eileen will share a rough draft of a thank you by email with Trustees to edit. Trustee recommendations on where to hang the photo are welcome.
Considering new library cards associated w/Town logo for Town’s 250^th in 2024.

Town of West Springfield Website

1/30 Meeting with town IT went well.
Links to Annual, Memorial & Brick from our current webpage live on OpenGov
Names of Director and Trustees are updated on website
Full website move may be Fall 2023.
Set it and forget it donation option may not work. Card has extra charge each time

Next meeting: March 28, 2023 at 3pm. Meeting adjourned at 5:25.

Meeting Minutes - January 24, 2023 at 3:00 pm

Rotary Conference Room

Called to Order: 3:02pm by Elizabeth Toms Matthews (Trustee Chair)

Present: Eileen Chapman, Andy, Elizabeth Toms Matthews, Karen Simpson, Diane Dukette (new Trustee)

Absent: Justin Latham (arrived 3:25 pm). Ann Marie Laduzenski

Old Business:

Minutes: Motion to accept minutes without changes made by Justin Latham, second by Karen Simpson. Approved unanimously.

New Business:

Welcome to new Library Trustee Diane Dukette

Discussed having Agawam tile mosaic project displayed in our library, if so, where display, have a reception, ? would increase library attendance. Eileen to follow up.

Annual Giving: New request letter to be written for July first with input by Trustees. Possibly include enabling payment on line, adding to website including library in estate planning.

See below “Town website”

Annual Action Plan-FY2024: Has been updated, and sent to mayor for approval.

Appropriations: 3D printer (previously approved) will be ordered. Actual amount spent of previously appropriated funds for retirement party will be determined and reported at next meeting. Trustees may be asked to appropriate additional funds for on-call personnel.

Archivist/Local History Room: Current project - flattening and storing town maps. Special storage materials have been ordered.

ARIS report/Financial/Compliance forms: Library will shortly receive $3700- $38,000 from State. Work on FY 2024 to begin in June.

Art Wall: Questioning having a reception for the display of “Old Houses of West

Springfield”, scheduled for later this year. Old library art works are currently stored in Director’s office. Trustees will need to decide on which of these could be appraised and possibly sold. Town Counsel would need to give approval.

Budget: Due in February. Currently, department heads are submitting information.

Digitization: On-going. A company in Holyoke is on the state approved list. Marc Noonan is willing to write a grant request.

Donations: Donation cards were made available at the above mentioned retirement party, proceeds to purchase annually two children’s books.

ESOL Classes/Community Development Grant: A job description is needed for new teachers per grant request. Would like to access to more library computers. HCC and Jewish Family services will be using library space. $2500 donation was received and added to Frederick King Fund. Need to advertise for instructor vacancy.

Facilities: Town maintenance department is aware the library HVAC is not functioning properly., also many windows require flashing. The ___________non-functioning dispensers will be discontinued. Need a new generator to continue to function as a heating/cooling center.

Friends of the Library: Total profits from January book sales $150. The spring big book sale will be April 29, 2023. Donations will be from Feb. 22 - April 21. Library will help as needed for membership drive.

Library Service Updates: Antonia Golinski Foisy will retire as Library Director in January, 2023.

Eileen Chapman will be interim Library Director until further notice.

Marketing Memory Cafe: In line with goal to innovate and centralize marketing, to include neighboring towns. one person will be in charge of all marketing activities.

MOB Updates: All departments are focusing on budgets. Covid-19 test kits to be reordered.

Personnel: Interviews in progress for Library Director position. Interviews for on-call vacancies have been completed and recommendations made. Additional job vacancies will be posted.

Director of Youth Room will be doing outreach to elementary schools.

Policy: Library Director and Board of Trustees Chair will review needed policies and determine priorities for review. Definitely need a policy for use of the History Room and Collection development, and a review of all room use policies.

Programs: Youth Services is researching two programs - one hatching chicks and one “hatching” butterflies in the Youth Room.

Technology/IT: Kiosks will become cash only (no credit cards, to protect privacy). Researching having a local bank ATM installed. Also investigating having ability to pay bills (lost books) on line. Current problems with internet connections being addressed. Disposition of monies from copiers discussed.

Trustee Board positions: At this time of year, new secretary and vice chair are elected. The current chair is remaining in the position. To be discussed next meeting. Also, next meetings discuss possible change of time of monthly meetings, and new trustee orientation.

Re-arrangement of collections: The back side of the new fiction collection bookcase is now adult games. Puzzles are now under/be side the stairs.

Town Of West Springfield Website: Currently working with Town IT on library donation page.

Links for annual, memorial, and brick donations will continue. Expect to have done by next fall.

Next Meeting: Feb. 28, 2023

Adjourned: 4:50pm

Meeting Minutes - December 6, 2022 at 3:00 pm

Rotary Conference Room

Meeting call to order@ 3:04pm by Elizabeth Toms Matthews (Trustee Chair)

Present: Antonia Golinski-Foisy, Eileen Chapman, Andy Lozyniak, Justin Latham, Carol Hegeman, Karen Simpson, Ann Marie Laduzenski

Old Business

Minutes: Ann Marie Laduzenski made a motion to accept the minutes as presented, was seconded by Karen Simpson, and accepted unanimously.

Annual Giving /other opportunities: Ann Marie Laduzenski shared a newspaper article and mailing from Maine library as examples of what we can do to increase donations.

Annual Action Plan-FY2023: Approved Letter of Intent for science activities to fulfill grant.

Appropriations /3D printer: Discussion of 3D printer use to teach STEM and STEAM activities. Library use would be through librarian led group activities, not individual use. Carol Hegeman made a motion to take $500 from MBLC monies to purchase an Enders 3Si printer and assorted supplies. Justin Latham seconded and it was unanimously approved.

Archivist/ Local History room: The archivist has completed vertical files and is creating a list of what it contains.

ARIS Report /Financial/Compliance forms: MBLC State Aid first installment of $37,645.57 has been received.

Art Wall: Angelo Ferraro’s ballet dancer paintings are scheduled for June 2023.

Digitization: Toni and Eileen will meet with Procurement Officer, Jamie Flores to discuss vendors to use for digitization of “The Record”.

Donations: Boys and Girls Club donated $100 to WSPL for being a part of Holiday Tour of Homes. Money will be placed in Memorial Account.

ESOL Classes /Community Development Block Grant: Agawam ESOL wait list persons may be attending classes at WSPL.

Facilities: HVAC is still not working properly, and specialists are being called in. Faulty flashing has caused problems with leaking when raining.

Friends of the Library: Mini Book Sale 12/6.

Holiday Schedules: Justin Latham made a motion to Close the library on Christmas Eve and New Year’s Eve. Carol Hegeman seconded, and it was unanimously approved.

Library Service Updates: Annual update prepared five goals for Strategic Plan. Letter of Intent for STEM, STEAM exercises to be completed and having third and fourth graders visit library as a class.

Marketing: Library needs one person in charge of Marketing for seamless communication.

Memory Café: Next Memory Café is December 13. Not many people are attending, but kits are being borrowed.

MOB updates: Free COVID test kits are being offered at the library. New forms are available for accidents on the job.

Personnel: Director, Antonia Golinski-Foisy is retiring. Congratulations on a job well done and for your many years of service to the people of West Springfield. You will be missed.

There is a need for additional on-call staff.

Policy: Ann Marie Laduzenski made a motion to accept the newly revised Circulation Policy. Elizabeth Matthews seconded, and it unanimously passed.

Red Thread Art Network / Holiday Tour of Homes: WSPL will continue collaborating with both.

Programs: Two full in person ESOL classes, making lip balm, Get Ready to Retire, and holiday card making classes are being offered.

Technology/IT: Printing is an ongoing issue between vendor and town.

Trustee Board positions: Andy Lozyniak has been appointed to a full three-year term as a Trustee. Carol Hegeman’s last day as a Trustee is December 23, 2022. Thank you for your many years of service as a Trustee to the West Springfield Public Library.

New business

Re-arrangements of collections: Memory Kits, puzzles and games have been reorganized.

Town of West Springfield Website: Our website will look like town’s website.

Thank you card data base was on Razor’s Edge and we can not access it. May need to look at Town’s address book for donor’s addresses.

Next meeting: January 24, 2023

Submitted by Ann Marie Laduzenski

Meeting Minutes - October 25, 2022 at 3:00 pm

Rotary Conference Room

Meeting called to order by Chair Elizabeth Matthews at 3:08pm.

Members present: Antonia Golinski-Foisy, Carol Hegeman, Elizabeth
Matthews, Ann Marie Laduzenski, Andy Lozyniak, Karen Simpson.

Absent: Eileen Chapman, Justin Latham.

Motion to accept minutes as read by Ann Marie Laduzenski. Karen
Simpson seconded. Carol Hegeman abstained.

Annual Giving: Still creating letter to mail to residents.

Action Plan: The Plan will need to be updated.

Appropriations: No requests for money.

Archivist/ Local History Room: Communicating with other local libraries
about possibly creating a pamphlet on location of local history.

ARIS: MBLC has received our report prior to due date.

Art Wall: Two new presenters for April and August 2023.

Budget: FY2023 is on target with spending. 30% of budget has been
spent.

Digitization: Last of 5 Goals to be completed. Draft of what needs to
be in project is written. A meeting with Procurement Office to fund
project will take place soon.

Donations: $2,000 has been received in memory of Lawrence
Mulchahy. Monies will be used for children’s books.

ESOL: We have asked for a two-year state-funded Community Block
Grant for $10,000 per year to help fund ESOL classes.

Facilities: Continuing problems with electrical wiring. Painting of
Carnegie Room will begin in November.

Friends: Large Book Sale was highly successful. Receipts totaled $900.
November will begin Mini Book Sales.

Interns: No contact from professors.

Library Services: Last of Dementia Kit supplies have been received.
Deciding how to package and process Tonie Box and Yoto Box, which
are interactive songs and stories for children.

Marketing: October’s theme was reminiscing. Vintage library materials
were displayed. November brings the return of coffee, tea, and hot
chocolate.

MOB updates: Continued distribution of COVID kits.

Personnel: No updates.

Policy: Betty and Karen are reviewing the Circulation Policy.
Recognition/ Thank you card: Unable to locate master list that includes
addresses.

Red Thread/ Art Network/ Holiday Tour of Homes: Holiday Trees will
be set up in Community Room on November 21 and 22. Library will
have increased hours for viewing on November 25- Dec. 3. Usual
library hours for library use. Caroling on December 1. Library will be
decorated. Sunshine Club determines what will be located on each
floor. The Youth Room has received $100 from Red Thread. Toni will
provide candles for Carnegie Room, while Town provides wreaths.

Signage/Young Adult Room: no change

Technology/IT: Lib Data needs a few tweaks to system by IT. No
contract for using charge card.

Trustee: Open positions next year.

WSPL: We have newly designed thank you notes.

New Business:

Early voting until November 4.

Next Memory Café is November 15. COA is contacting surrounding
towns to post our flyers. Last kits are being assembled.

Town of West Springfield website and Library website will resemble
each other.

Rick’s Grief Place uses library for meetings every other week. Children
and families come to heal from grief.

West Springfield 250 th Celebration. Historical photos and documents
will be hung.

Adjourned: 4:40pm

Next meeting: December 6, 3pm.

Meeting Minutes - September 27, 2022 at 3:00 pm

Introduction to Andy Lozyniak

Meeting called to order by Chair Elizabeth Matthews at 3:30pm

Members present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Matthews, Ann Marie
Laduzenski, Andy Lozyniak, Karen Simpson. Justin Latham arrived late.

Members absent: Carol Hegeman

Minutes: Motion to accept minutes as written made by Karen Simpson, seconded by Ann Marie
Laduzenski. Unanimously approved.

Annual Giving: Working on draft. Plan to send out letter in October for the first time in two
years.

Action Plan/ 5 Goals:
Goal 1: First Memory Café will be October 11 from 10:30-12. Friends of the Library has supplied
$500 for refreshments.
Goal 2: Advance IT- Town is running Chrome Box on computers. Troubleshooting Lib Data for
printing and time management.
Goal 3: Improve accessibility to Bertera Room: Ms. Deveny has completed her work on vertical
files and will begin working on maps.
Goal 4: Digitization of town newspaper, The Record. Procurement office will determine which
company we use.
Goal 5: Collaboration with Town Departments: Early voting location, professional development
location for teachers, interviews for new school superintendent, Health Department hand out
location of Covid test kits, Holiday Tour with Park and Rec and Boys and Girls Club.

Appropriations: A motion was made by Ann Marie Laduzenski to appropriate $2500 from
Horrigan Trust for memory kits, $500 for marketing patron engagement, $400 from Memorial
Account for ESL program. Seconded by Justin Latham and unanimously approved.
The King Account has been used for the past 30 years to pay for ESL classes. This account is
depleted. There is $186,000 left in the Gill Account and may help with future ESL programming.

Archivist: Ms. Deveny is working from home.

ARIS: Completed forms due by October 7, 2022.

Art Wall: Artist at the Crossroads. Watercolors by Noreen Acconcio.
Budget: No updates.

Digitizing: No updates.

Donations: $200 and donated by family members.

ESOL: Received $20,000 for 2 years from Community Block Grant.

Facilities: Heavy rains caused leaky windows. Gutters need to be cleaned and gutter guards
purchased. Due to power outage, batteries need replacement. HVAC another repair. Carnegie
room needs paint.

Friends: Big Book Sale on October 15. Need cashiers. We have had many book donations. The
Record and business flyers will have information for public.

Interns: None currently.

Library Services: Adult services presenting climate preparedness information. Puzzle table has
been moved and receiving more use.

Marketing: Town departments marketing as a group. Library is surveying patrons with “What
do you remember about the library and would like to see return?” Offering free coffee. Free
Covid test kits will be offered.

Personnel: No updates.

Policy: We are fine free.

Recognition: Thank you notes have been signed and need to be addressed.

Red Thread Art Network/ Holiday Tour of Homes: Park and Rec Department has added caroling
to evening after Thanksgiving. Library will be open.

Signage/ Young Adult Department: Creating new signs to discourage other patrons from using
young adult space.

Summer Reading Program: Mayor sent congratulatory letter to staff along with laminated
picture.

Technology/It: Outage occurred. Two additional persons can put in repair tickets.

Trustee: Welcome Andy Lozyniak.

WSPL: New thank you cards have been created.

New Business:

Early voting in Community Room for October 22-29.

Memory Café: Inaugural meeting to be held in Community Room on October 11, 10:30 -12pm.
Prosper will set up. Mayor and media invited.

St. Anne’s Society/ N. Tessier: No updates

Town of West Springfield Website: Library website to be more in line with Town’s website.

Next Meeting: October 25, 3-5pm.

Adjourned at 5 pm.

Meeting Minutes - August 23, 2022 at 3:00 pm

Meeting Date: August 23, 2022

Called to order: E. Matthews called the meeting to order at 3:08 pm.

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Matthews, Carol Hegeman, Justin
Latham, Karen Simpson, Ann Marie Laduzenski

Old Business:

Minutes: Motion to accept the revised minutes made by Justin Latham and seconded by Karen
Simpson. Unanimously approved.

Annual Giving: Letter being written for annual giving. The public will be asked what new
programs they are interested in.

Action Plan: Outreach to Town Departments:
*Collaboration with Prosper @Monastary Heights meeting on September 30. They will create a
pamphlet describing Memory Café and its hours of operation, registration, and description of
kits. Display on first floor.
*Library hosted 7 assessment times for kindergarten and ELL students.
*Voting in Community Room August 27-September 2.

Appropriations:
FY2023 Department Disbursements
 Publications, $102,472.15
 Secondary Sources, $58,953.04
MegLig, $53,213.00
Jill Rose Gill Trust, $5,740.04
Total: $161,425.19
Motion made by Justin Latham to appropriate secondary sources in amount as requested,
seconded by Carol Hegeman. Unanimously passed.

Archivist: Continued work on vertical files for 2.5 hours per week.

ARIS: Financial compliance forms being completed.

Art Wall: Youth Room has new display system and schools will provide artwork.

Budget: FY2023 Programs and items have been ordered.

Digitizing: Meeting this week for procurement.

Donations: $100 donated by Christina Orwat into annual fund.

ESOL: HCC schedule established for in person class Monday and Tuesday 6-8pm.Virtual classes on Tuesday and Wednesday beginning September 13 6-7:45pm.
Library is a resource center to provide information on where classes can be taken.

Facilities: Continued issue with cooling system and peeling paint in Carnegie wing. All furniture
has been cleaned.

Friends: Book donations are being accepted for Book Sale on October 15, 2022.
Materials from Altamount House basement will not be stored in the WSPL.
Intern: Westfield State intern begins in September.

Marketing: September is library card sign up month. Sleeves for cards are back. Return of
coffeemaker. Puzzles have moved and CDs will find a new home.

MOB Update: October Covid boosters offered.

Personnel: Active summer at the library. Staff up to the challenge.

Policy: Circulation policy needs to be updated with the statement “Fine-free” including online
added to Adult tab.

Recognition/Thank you card: At printer. Picture from architect rendering was used.

Red Thread Art network/ Holiday tour of Homes: Holiday Tour is December 3, 9:30- 4:30 and
Library will be on the tour.

Holiday Trees: November 25-December 3. Library will be open for viewing of 17-22 trees and
selling raffle tickets in Community and Carnegie Rooms.

Summer Reading: 505 children signed up and more than half completed. Also 70 adults and 20
teens. Gooseberry Farms provided ice cream for 100.

Technology/IT: Zoom reset. Change to LIB DATA.

Trustee Position: Andy Lozniak, Lillian Blackburn, Diane Duquette, Judy LaFleche showed
interest in becoming a Library Trustee.

New Business
Pat Garbacik and the Garden Club spoke to the Trustees about their interest in providing no
cost, no work flower planters for the front entrance. Further discussion with Toni on placement
of planters. Further discussion on flowers for planter along the Community Room.

St. Ann’s/N. Tessier: Nancy Tessier will contact Karen Simpson to see if any St. Ann memorabilia
is suitable for the WS Museum.

John Velis spoke to a large group about Afghanistan, his tour of duty and his interaction with
people still there.

Next meeting: September 27, 2022.
Adjourned: 4:45pm

Meeting Minutes - July 26, 2022 at 3:00 pm

Called to order at 3:01 by Kathleen Andrew

Present: Antonia Golinski-Foisy, Eileen Chapman, Kathleen Andrew, Carol Hegeman, Justin
Latham, Karen Simpson, Ann Marie Laduzenski, Elizabeth Mathews is absent.

Old Business:

Minutes: Motion to accept the minutes made by Justin Latham and seconded by Ann Marie
Laduzenski. Unanimously approved.

Annual Giving: Gathering programs that are not covered by Town Budget to incorporate into

Annual Giving letter.

Annual Action Plan/ 5 Goals: 6 Memory kits almost complete.

Appropriations: Waiting for Sharon Wilcox to share budget.

Archivist/Local History Room: Kate Deveny continues her Friday work in Carnegie Room.

Aris Report: Toni and Patricia Richard work diligently for August deadline.

Art Wall: Wilbraham Art League display for August.

Budget: Approved and waiting for final numbers from S. Wilcox. Getting closer to a healthy
MAR and material expenditure.

Capital Campaign: Curry Printing is creating a mock-up of Carnegie Building and new building
for Thank You note to donors.

Digitizing: Companies cost information sent to J. Flores in Procurement Office.

Donations: None

ESOL: Jewish Family Services and HCC will be using our classroom beginning in
September. WSPL classes will remain virtual.

Facilities: Two window leaks, lifting rug tiles, handicap door opener works intermittently,
Children’s room and Community Room rugs cleaned, Carnegie Room has additional flaking,
HVAC ongoing issues.

Fines: Mayor has agreed to discontinue fines. Policy statement needs to be updated.

Friends of the Library: Summer book sales are held in Community Room with above average
sales. We need donations of large print and romance books. Vendor continues with pick up of
unwanted material and expanding to CDs. Looking for volunteers. Ice cream reward for
Summer Reading is Friday, August 19. Volunteers needed.

Interns: extended for one week.

Library Services Update: Weeding out CDs to fit into 2 cabinets. Moving puzzles. Promotion to
have patrons “reminisce about what you miss at the library” to investigate what programs may
be brought back. Any new ways to survey patrons?

Logo Marketing: N/A

MOB Updates: COA is closed for the rest of this week.

Personnel- Patricia is a quick learner and has made connections with Town Hall personnel.

Policy: Fines policy will be updated across all platforms. Justin made a motion to approve
revised WSPL computer use and internet policy. Carol seconded. Unanimously approved.

Red Thread Art Network/ Holiday Tour of Homes: Toni meets with Jane next week.

Signage: Teen room sign placed on hold.

Summer Reading: Ends July 29. Final participant numbers will be available after that date.

Technology/IT: Chrome Environment installed. Live Data installed for printer. Coin tower not
available for use. Computer lessons to be offered to patrons.

Trustee: Trustee position will be available on August 1. Annual building inspection on July 29.
Documents from 1700’s need to be temporarily moved from WS Historical Museum due to wet
basement issue. Library may house for a short time. TBD.

New Business:

COA Homebound Delivery: Presently serving 7 patrons.

Memory Café and Memory Kits: COA and Prosper Care establishing timetable to provide
program in Community Room.

St. Anne’s Society/ N. Tessier: Still in discussion.

Staff Training: New Department Heads to meet.
Preserved, framed items will be hung in various locations.

A great big THANK YOU to Kathleen Andrew for her Trustee volunteerism and helping to
complete projects associated with the WSPL! Keep forwarding your helpful suggestions for
improvement.

Next meeting: August 23, 2022

Adjourned: 4:40 pm.

Respectively submitted,
Ann Marie Laduzenski, Secretary

Meeting Minutes - June 28, 2022 at 3:00 pm

Call to Order: Elizabeth Toms Matthews called the meeting to order at 3:01pm

Present: Toni Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Carol
Hegeman, Karen Simpson, Justin Latham

Absent: Ann Marie Laduzenski

Old Business

Minutes: Carol made a motion to accept the minutes of May 31, 2022, Karen seconded the Motion. The
Motion was approved by Karen, Elizabeth, Kathleen, and Carol. Justin abstained.

Annual Giving: Toni and Patricia will begin working on a draft of the letter in early July

Annual Action Plan: The Massachusetts Library System produced a blog. We sent in information on how
libraries were resilient and a shining beacon through the pandemic. Toni talked about the goals of the

Action Plan and gave credit to the staff.

Appropriations: There was a request for $500 from the Gill Trust for Kate Deviny for supplies to use in
the Local History Room for the vertical files. Carol made a Motion to take $500 from the Gill Trust for
supplies for the Local History Room. Karen seconded. Motion was approved by all.

Archivist: Kate Deviny is here on Friday mornings. Besides working with the vertical file and the map
file, she will help in setting up procedures for the use of the room.

ARIS Report: Toni, Eileen and Patricia have attended Webinars about the new online process for this
year. The system opens on July 1 st . All information is due by August 4 th . Department heads have
received the questions that they need to respond to. Toni is planning on having all information input by
July 26 th .

Art Wall: The Art Wall is being booked into 2023.

B&G Club Holiday Tour of Homes / Red Thread Art Network: Toni has sent Jane the outline of the 2021
program that did not happen. Jane and Sara (from the B&G Club) will meet to discuss whether this is
possible.

Budget FY2023: The budget was approved. There is a new MAR and we will have to make up $50,000
to meet the new MAR. Extra monies were added to the Publication line item. All FY2022 invoices must
be in by July 29 th .

Digitization: Toni just received 3 quotes for the digitization of The Record ranging from $26,000 to
$71,000. She will review them.

Donations: The School Association used the Library for pre-registration for Kindergarten and ESOL and
gave a donation of $1,000.

ESOL Classes: Classes finished mid-June. Holyoke Community College is writing a program called TIDE.
They reached out to the Library to become a center for learning languages and working with new
families.

Facilities: HVCA were fixed. With a recent loss of electricity, HVAC are not working. Paint on the
Carnegie ceiling is flaking. There were bugs in 2 of the windows in the Carnegie.

Fines: ARIS is asking as of 6/30/22, are we fines free. After discussion, Justin made a Motion that
Contingent on the Mayor’s approval we would like the circulation policy updated so that it reflects we
are fines free. Carol seconded. After further discussion, all approved the Motion.

Interns: There is one Intern for the Ruth Peck Program this year. The program runs from June 24 th to
July 29 th .

Library Services Update: Nothing to report.

Local History Updates: Procedures being worked on, see above.

LOGO: Nothing to report.

MOB Updates: Toni will meet with Mayor and Town Attorney on goals.

Personnel: Patricia is settling into her position.

Policy: Toni and Eileen passed out the Computer and Internet Use Policy for Trustee review. They also
passed out the By-laws for review. They have made updates to the Material Selection policy to reflect
the change from WMRLS to CWMARS.

Signage/Young Adult Department: Will work on after the Summer Reading Program is over.

Summer Reading Program: As of last week over 300 children have signed up in the Youth Room. They
have a number of live programs this year.

Technology: The Town’s IT Department is building the Chrome boxes. They are starting to change on
the boxes on the OPEC’s, now called Look Up Stations. In the Youth Room the copier will be free for
children but not adults. The switcher in the Community Room has been changed out and is now
working. We were able to get a used one for $1,000.

Thank You Note: Toni and Patricia will work on the note in early July.

Trustee Invitation: Reviewed the forms. Eileen will make any changes. Toni will talk to the Mayor
about how to handle openings on the Board.

Union: Everything accepted. There is a 3 year contract with raises 2% the 1 st year, 2% the 2 nd year and
3% the 3 rd year.

Friends of the Library: Porch book sales were held in May and June. July and August sales will be in the
Community Room. The backlog is getting depleted as a vendor has bought up to $500 worth of the
stock. They are looking for a place in the Library to put some carts for book sales.

New Business

COA Homebound delivery: Will happen on Tuesdays and Thursdays. There are only 2 people signed up
so far.

Memory Cafe: Toni met with the COA about doing a Memory Café at the Library once a month for 2
hours starting in September. Prosper Life Care, formerly Landmark will come in and organize.

Memory Kits: We have 4 completed.

Staff Training: None at this time.

St Anne’s Society/ N.Tessier: Has memorabilia and would like to donate it. Karen will review to see if
any of the memorabilia is appropriate for the Historical Committee to use.

The next meeting is July 26, 2022

Adjourned at 5:08PM.
Respectfully submitted,
Carol Hegeman, Acting Secretary

Meeting Minutes - May 31, 2022 at 3:00 pm

Called to order: E. Mathews called the meeting to order at 3:11 pm.

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Mathews, Kathleen Andrew, Carol
Hegeman, Karen Simpson, Ann Marie LaduzenskiJustin Latham, absent

Old Business:

Minutes: Motion to accept the corrected minutes made by Carol Hegeman, seconded by Karen
Simpson. Unanimously approved.

Annual Giving: Patricia Richard will write the Giving letter.

Annual Action Plan: June 29, 2022 meeting with Mayor Reichelt and Kate O”Brien to review
goals. Vendor ability to fulfill supplies is hindering completion of kits. Two out of eight memory
kits are complete.

Appropriations: Nothing to report.

Archivist: Kate Deviny met with Toni and will donate her time to organize vertical files and
maps for the History Room.

Aris Report: Toni and Patricia Richard will attend virtual training for ARIS on June 14.

Art Wall: Jolene Mercadante’s photographs of Pitbulls will be displayed for June.
Boys and Girls’ Club Holiday Tour and Red Thread: Meeting will take place to map out tree
location in library.

Budget: Meeting held with subcommittee. No concerns. West Springfield is meeting minimum
budget for WSPL.

Digitizing: Have contacted four companies and waiting for estimates. We will need a microfilm
reader.

Donations: None

ESOL: HCC and Jewish Family Services classes are done until September. Virtual classes will
begin June 15th

Facilities: Two compressors have been ordered for HVAC system. Window leaking in computer
lab. Metal flashing is being repaired. Existing railing on handicap ramp will need to be replaced.

Fines: Time to decide if WSPL will not collect fines. No decision.
Interns: College interns have completed their terms and high school students will intern during
the summer.

Library Services: Provided summer reading promotional materials.

Logo marketing: Placed on hold.

MOB updates: First Monday of the month meeting. Many personnel changes at Town Hall.

Personnel- Summer hours begin. Patricia Richard is learning many aspects of her position.

Policy: Computer use policy needs to be approved. Need new signage for Young Adult room as
adults are refusing to leave the space.

Summer Reading: Runs from June 21-July 29 and is for all ages. Librarians are visiting all
schools. Story Walks will continue during the summer. All patrons are responding well to crafts
that are offered.

Technology/IT: Continuing Chrome update. 50% complete. To be completed by July. Charge
cards may be used for making copies. Community Room overhead needs repair. Website has
been updated to include Trustee application. Today’s agenda was added. Dispensers still
temperamental. Security trainings have been completed. New security added to laptops.

Thank you notes: Patricia Richard will join Toni in selecting note cards.

Trustee Application: Now on website. Kathleen Andrew will depart. Interested persons should
apply.

Union: Staff had verbal agreement. When Memo of Agreement was typed and presented it was
not what was verbally agreed on. In discussion.

Friends: Spring Book Sale was a huge success, $1,150 netted. Two porch sales in June. Inside
for July and August.

New Business
COA/Library home delivery service has no age limits.

Memory Café: TBD. Looking toward September.

Staff Training: Town nurse held CPR/AED training.

Town Mental Health Councilor: Arianna Prolan has worked with a patron.

Next meeting: June 28,2022

Adjourned: 4:54 pm. Submitted by Ann Marie Laduzenski

Meeting Minutes - April 22, 2022 at 3:00 pm

Called to order: E. Mathews called the meeting to order at 3:01 pm.

Present: Antonia Golinski-Foisy, Elizabeth Mathews, Kathleen Andrew, Carol Hegeman, Justin
Latham, Karen Simpson, Ann Marie Laduzenski. Eileen Chapman absent. Justin Latham left at
4:05.

Old Business:

Minutes: Motion to accept the corrected minutes made by Carol Hegeman and seconded by
Justin Latham. Unanimously approved.

Annual Giving: Nothing to report

Annual Action Plan: Updated mayor on memory kits, homebound delivery, digitization,
interdepartmental collaboration.

Appropriations: Carol Hegeman made a motion to appropriate money from MEGLIG account in
the amount of $327.30 to pay Keylingo for completing the translation of 5
documents. Seconded by Karen Simpson. Unanimously approved.

Aris Report: Received second check for $29,459.13. Total received this budget year $58,983.11.

Art Wall: Thank you Michelle for beautiful paper flowers. Bill Ferro will be presenting.

Boys and Girls Club Holiday Tour of Homes: Sarah Calabrese discussed how the tour benefits
the B&G Club and the possibility of the library being a destination on the tour. Discussions with
Red Thread Group to host Christmas Tree raffle in Community Room will be happening.

Budget: Meeting to be held.

Digitizing: Still receiving estimates.

Diversity: World Diversity Day has been cancelled. Tracy Whitfield resigned. Zoo visit and
henna tattoos will still be held.

Donations: None

Donor thank you note: Cover picture and wording selected.

ESOL: All classes still being held.

Facilities: Calling Lutron to increase time automated lights in adult services are on.

Fines: CWMARS has reported that 75% of their libraries are fine free.

Interns: This is their last week.

Library Services: Homebound delivery service in collaboration with Council on Aging will begin
next week.

Local History: Eileen Chapman and Carol Hegeman are reviewing materials.

Marketing: Logo review postponed.

Personnel- Interviews are being held for Dimarys’ position. 13 applied, 2 interviewed.

Policy: Adult services to place “Request for Reconsideration of Material” and “Role of and

Application to be a Library Trustee” online.

Summer Reading: Begins June 21

Technology: Town IT is coordinating the use of credit cards in machines.

Town Department: Nothing to report.

Western Mass Library Advocates: Will provide gifts for Summer Reading.

Friends: Book Sale is on April 30. Need cashier help.

New Business

COA : Homebound delivery will begin in a week.

Memory Café: Discussions with Sarah.

Memory Kits: Most items have arrived.

Staff training: Reviewed emergency manual. Will have speaker to discuss codes, threats, use of
AED. Police chief will help find a speaker.

During March and April there has been a noticeable increase in patrons.

Next meeting May 31, 2022.

Adjourned: 5:05pm

Meeting Minutes - March 22, 2022 at 3:00 pm

Called to order: E. Mathews called the meeting to order at 3:02 pm.

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Mathews, Kathleen Andrew, Carol
Hegeman, Justin Latham, Karen Simpson, Ann Marie Laduzenski

Old Business:

Minutes: Motion to accept the minutes made by Carol Hegeman and seconded by Justin
Latham. Unanimously approved.

Annual Giving: No money left in this account.

Annual Action Plan: director will share 5 goals on April 6 with mayor.

Appropriations:
*Five documents to be translated. Initial quote is $831.70. Unanimously approved that amount
and will revisit next month when final estimate is received.
*Wall Hanging system for Youth Room to display student work. Cost is $189.40.
*AV equipment to use onsite to attract teen age patrons. Cost is $2,454.92
Justin Latham made a motion to approve $3,500 from MEGLIG funds to purchase above
approved items. Seconded by Carol Hegeman and unanimously approved.
In our MEGLIG State funds account we have $177,000.

Aris Report: We did not meet MAR. We need to apply for second waiver. Town must create a
budget to meet the MAR for the next three years. Haven’t met MER on secondary funding.
Must not become dependent as Town must make up difference between cut of 2.5%, plus
another 2.5% each year. We are short money for our on-call needs, due to $6,000 clerical error.

Art Wall: April Youth/Adult decorate with related art for Project Renaissance on Saturday, April16, 2022.

Author Talk: Well received Linda Melconian program.

Boys and Girls Club Holiday Tour: Will be in person. December 3, 2022. Continue talks with
Sarah Calabrese.

Budget: Director has not yet met with Mayor.

DEI: Approval to use either statement on our website.

Digitizing: No new information.

Donations: Five 8 X 8 bricks have been purchased.

Donor Thank you note: To be sent out by June.

ESOL: Classes continue to be held

Facilities: HVAC parts ordered. Window flashing will be caulked.

Fines: no change

Library Services: National Library Week raffles, bags, sticker books.

Marketing:
*National Library Week April 3-9. Staff appreciation $10 gift certificates to both Celery Stalk and
Tandem Bagels funded by Friends of the Library, Trustees and Director’s funds.
* World Diversity Day, Saturday, May 21. Coordinated by Rebecca Burgos and Tracey Whitfield
and held in our parking lot. Community will showcase food, objects, customs from different
countries. Concurrently, Wildlife on Wheels from Forest Park will be present.

Personnel: Damarys Seymour is leaving as of April 15.

Summer Reading: For all age readers and begins June 20 through July 29.

Technology: Book dispenser will be working.

Town Department: Health Department is providing COVID shot at the COA.

Trustee Policy: Human Resources okayed policy voted on last month.
Western Mass Library Advocates: Held a virtual Legislative Day.

Friends of the Library: Donations for April 30 Book Sale are being accepted.

New Business:

Memory Café: Communicating with other libraries and assembling kits.

Interns: Positions end in May.

Staff Training: Survey for wants and needs. Mental Health councilor has spoken to a patron.

Next meeting: April 26, 2022

Adjourned: 5:14pm. Submitted by: Ann Marie Laduzenski

Meeting Minutes - February 22, 2022 at 3:00 pm

Call to Order: Elizabeth Toms Matthews called the meeting to order at 3:03pm

Present: Toni Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Carol
Hegeman, Karen Simpson, Justin Latham

Absent: Ann Marie Laduzenski

Old Business

Minutes: Justin made a motion to accept the minutes of the January 25, 2022 meeting, Kathy seconded
the Motion. The Motion was approved by all.
Annual Giving: Nothing to report at this time.
Annual Action Plan: Department Heads are working on their assignments based on the 4 goals listed in
the January minutes. The Mayor and Town Attorney have given all Departments a 5 th goal of more
coordination with other Town Departments in community spaces Toni reported that the Library is
already hosting Town Department training sessions, meetings for different School Department groups,
meetings for the Town Union discussions, and art displays. They are currently working on a document,
due on the 28 th , containing time lines, markers as to what has been done such as working on the
dementia kits and coordinating with the COA on memory café events. Toni expects a cost estimate for
translating 5 brochures into Spanish, Russian and Arabic next week.

Appropriations: Toni said that there is very little money left in the Annual Account at this time.

ARIS Report: We have received our first payment of $29,459.13 from the State. We did receive another
waiver. This is our second waiver. If we have to get another waiver we would not be eligible to get any
State aid and the Town would have to present a budget to the MBLC as to how they would rectify the
deficiencies. All monies currently budgeted for the current fiscal year must be spent by June 30 th or we
will not meet MARS standards.

Art Wall: The Wilbraham Art League will be the March display.

Author Talk: The Record and the Reminder have reached out to Linda Melconian for interviews. The
Friends have given $250 toward the purchase of her books at $12.19 each for signing at the talk on
March 8th. The books will be sold for $19.95.

B&G Club Holiday Tour of Homes: Kathy has talked to Sara Calabrese again who said that they are
available to assist with the decorating of places chosen for the tour.

Budget: Toni received the information from the Mayor on February 10 th and the budget scenarios are
due February 28 th . He is looking for 2 different scenarios. In the first one, the Library would have to
accommodate for staff increases and the projected 2% COLA. This means that other areas would need to
be cut. In the second one, the Town would absorb the increases. For ARIS we need to get more
money in to the materials budget line. If we fall below 90%, we would not get any State aid.

Digitize – Local History materials: After the budget is prepared, Toni will be looking at Kofile (Vermont),
New England Archival (Holyoke) and Date Bank (Newton) to see what services they offer.

Diversity, Equity, Inclusion Statement: Toni met with Tracey Whitfield and others to discuss diversity
and what is happening in Town. Tracey asked Toni to be on the Town committee to discuss issues.

Donations: None this month

Donor Thank You Note: Karen went to Curry Copy to get a sample of card stock. Toni will send them a
jpeg and they will make a sample.

ESOL Classes: Holyoke Community College is using the ESOL classroom twice a week for both
interviewing and classes. Monday 5:30 - 8:45 and Wednesday 4:00 – 8:45.

Facilities: There are still periodic HVAC problems. A CO2 detector was installed. With the recent heavy
rain, there was leaking into the Automated Sortation Room. The elevator was inspected this month and
yearly pest control was completed.

Fines: 75% of the 157 libraries in CWMARS are currently fine fee and 87% have some sort of fine free
system in place.

Library Services Update: The February promotion “What I Love About Community” and hot chocolate
was a success.

LOGO: No decision made at this time.

Marketing: The Library is providing a weekly update

Personnel: No openings.

Summer Reading Program: The theme this year is “Read Beyond the Beaten Path”. Rhoda has reached
out to Park & Rec and to the Boys & Girls Club about activities. The Youth Department received a grant
from the West Springfield Arts Council for summer performances.

Technology: Eileen is meeting every 2 weeks with the Town IT Department on the Chrome update.
They are looking for a print/time management vendor.

Town Update: The Town is asking Department Heads to liaison with other councils. Toni will be liaison
with the local Arts Council.

Trustees/Policy: HR will respond after budget is presented.
Western Massachusetts Library Advocates/Legislative Breakfast: The Legislative Breakfast was on
February 11 th and was successful. Legislative Day is April 8 th and will be virtual.

Friends of the Library: The Spring book sale is April 30 th . Book marks advertising event are being
prepared.

New Business

Interns: Westfield State University reached out to Toni about having a summer intern here. Toni said a
summer intern was not feasible but would consider another intern in the fall.

Miscellaneous: Arlene Ely donated an Art book that she does not want circulated. Decision as to where
to keep it continues.

The meeting adjourned at 4:31PM.
Respectfully submitted,
Carol Hegeman

Meeting Minutes - January 25, 2022 at 3:00 pm

Call to Order: Elizabeth Toms Matthews called the meeting to order at 3:00pm

Present: Toni Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Carol
Hegeman, Karen Simpson, Justin Latham

Absent: Ann Marie Laduzenski

Old Business

Minutes: Justin made a motion to accept the minutes of December 14, 2021, Karen seconded the
Motion. The Motion was approved by Justin, Elizabeth, Kathleen, and Carol. Karen abstained.
Annual Giving: Toni will begin working on the letter the beginning of April, with plans to mail the letter
in early July. The plan is to highlight the goals the Library is working on. Different formats and different
ask amounts will also be considered.

Appropriations: There are none this month.

ARIS Report: The MBLC will vote in early February on the last 28 libraries, of which we are one, as to
whether they will receive a waiver. Libraries not receiving a waiver can appeal the decision in March.

Art Wall: The Art Wall is completely booked for 2022 and there are 3 shows already booked for 2023.
Susan Newman is continuing her afternoon Art classes and will be adding evening classes in March. Her
classes do not run in July, August and December.

Author Talk: Toni met with Linda Melconian about setting up a book talk and signing on her book Lay It
On The Table. The talk is scheduled for March 8 from 6:30-8:00 with a snow date of March 26 from
2:00-3:30. Toni has talked to the Friends about buying the books, selling them at the talk and retaining
the profit. The Friends will discuss this at their February meeting.

B&G Club Holiday Tour of Homes: Kathy has talked to Sara Calabrese at the B&G Club about the
possibility of the Library being included in their next tour. Their committee will meet in June to discuss
whether the tour will be in person or virtual this year and decide on the places for the tour.
Budget: Toni has not yet received information from the Mayor as to what he is looking for this budget
season. The budget is due February 14 th . Toni did meet with the Mayor and the Town Attorney
concerning the 4 goals the Library will work in this year.
1. Contribute to the Towns dementia community services. Staff is putting together dementia
kits. The Library is planning on collaborating with the COA and residential facilities to
provide memory café sessions at the Library.
2. Advance IT within the Library. They have met with the Town IT person. In July the Library
will change from Userful to Chrome boxes on the back of machines so that updates can be
handled remotely. Testing will start soon.
3. Improve accessibility to the Bertera Room. One of the Interns will be helping. Procedures
for the use of the room will be established.
4. Identify key Library procedures. Department heads will identify which pamphlets can be
changed in different languages.

Digitize – Local History materials: We will be looking at Kofile (Vermont), New England Archival
(Holyoke) and Date Bank (Newton) to see what services they offer.

Diversity, Equity, Inclusion Statement: Tracey Whitfield is setting up meetings with town employees to
discuss diversity and what is happening in Town. Staff can sign up if they want.

Donations: $400 donation from the Simpson family for materials in the Children’s Collection, $100 from
Robert Peck family for the Ruth Peck Intern program and $50 from the Garden Club.

Donor Thank You Note: We reviewed samples. More samples will be provided.

ESOL Classes: There continue to be virtual classes. Also, Jewish Family Services is using the classroom 3
days a week to test people and HCC will start Monday evening sessions in February.

Facilities: There are still periodic HVCA problems. Brady is making a list of things that need to be fixed
in the building. The Town was also been made aware that the Town’s snow plow used on sidewalks dug
up some of the lawn next to sidewalk.

Fines: 100 of the 157 libraries in CWMARS are currently fine fee.

Library Services Update: A little over 1,000 COVID self-test kits were given out.

LOGO: No decision made at this time.

Marketing: The in-house Marketing Committee will be combined with the Department Head meeting.
Dimarys is adding Library events to the Town calendar. The next Library promotion is in February,
“What I Love About Community”. Hot chocolate will be available to patrons through February 14 th .

Personnel: Michelle Paige started on the 24 th as Youth Librarian.

Strategic Planning: See the 4 goals discussed in the Budget section

Summer Reading Program: The Departments have started planning for the summer reading program.

Technology: There are still problems with the DVD dispensers. Technicians are due the end of the
week.

Town Update: Town provided a link to order the 4 self-test kits. There is the possibly of a vaccine clinic
at the Library on February 12 th .

Trustees/Policy: Toni updated the Town with Trustee names and addresses.

Western Massachusetts Library Advocates/Legislative Breakfast: The Legislative Breakfast will again
be virtual on February 11 th at 9AM. Toni will contact Rep. Finn and Sen. Gomez.

Friends of the Library: The Spring book sale is April 30 th and the Fall book sale is October 22 nd . Toni met
with Wendy and Karen to discuss the procedure for donations. Donations will be accepted from March
1 st to April 23 rd .

New Business

Facility: There was lawn damage from the snow plow as reported above. The CO2 alarm in the
basement went off on a Saturday. It was checked by the Fire Department. No reason as to why.
Interns: We have 2 Interns from Westfield State University, Mike and Talia

Miscellaneous: Toni passed out a sheet of the statistics of number of people coming to the Library.
Currently, there is only 42% of the number of people coming that there was before the pandemic.

The meeting adjourned at 4:47PM.
Respectfully submitted,
Carol Hegeman

Meeting Minutes: December 14, 2021

Called to order: E. Toms Matthews called the meeting to order at 3:04 pm.

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew,
Carol Hegeman, Justin Latham, Ann Marie Laduzenski

Absent: Karen Simpson

Old Business:

Thank you to Carol Hegeman for decorating outdoor urns.
Minutes: Motion to accept the October 2021 minutes made by Kathleen Andrew and seconded
by Carol Hegeman. Unanimously approved.

Annual Giving: Nothing to report

Appropriations: A motion was made by Justin Latham to approve the transfer of $1,775 from
the Annual Fund for the new requests for programming between January to June 2022.
The motion was seconded by Carol Hegeman and unanimously approved.

Aris Report: We are one of 42 libraries that applied for a waiver due to reduction in money
provided by the city.

New Business

Art Wall: Fully booked for 2022

Budget: Organize information for budget process to begin by February 1.

DEI: Will be posted on website.

Digitizing: We agreed to begin the process to place “The Record” on microfilm and digitize
beginning with 1998.

Donations: None

ESOL: Jewish Family Services is using our classroom.

Facilities: HVAC and water pump are fixed.

Fines: More information in January.

Library Services: Revamped guidelines due to Covid.

Marketing: January 5 th subcommittee meeting to create a uniform process for each department.
All new patron emails have been added to database. New registration form requests email for
patrons to receive information from WSPL.

Personnel- Interviews are being held for Allison Bui’s position. We need a minimum of five
personnel, plus a supervisor, on duty each shift. We may need to add to our “on call” list. AD

Eileen Chapman has been asked by CWMARS to serve on a search committee.

Summer Reading: N/A

Strategic Planning: Working from our action plan to update our website.

Technology: Dispenser still not working after two technician trips. Self-checkers are up and
down. ESOL computers updated. Hoopla- new subscription service. Printers and copiers need
to be rebooted.

Town Department: Nothing to report.

WMASS Library: Legislative Breakfast/Day to be held in February/March.

Friends: Book sales are drawing patrons. Karen Simpson is calling companies who pick up used
books.

Trustee Policy: Working on invitation to be a Library Trustee that shows criteria and how to
apply.

New Business

Facility and Landscaping: Discussion will be had with new facilities director.

Majestic Playbill: Continue with same ad.

Policy: A motion was made by Justin Latham to cancel the Lost and Found Policy in favor of a

Lost and found Procedure. Seconded by Elizabeth Toms Matthews and unanimously passed.

Short discussion of what can be done to thank donors.

Adjourned: 5:07pm

Meeting Date: October 26, 2021

Called to Order: E. Toms Matthews called meeting to order at 3:03pm.

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Karen Simpson, Carol Hegeman, Justin Latham, Ann Marie Laduzenski

Absent:

Old Business:

Updates to September 2021 minutes: Justin Latham made a motion, seconded by Carol Hegeman, to approve the Strategic Plan with the following changes. On page 20, increase the size of the graphs, and
update the number of languages spoken in West Springfield. On page 14, add staff to meet programming needs. The motion unanimously passed. Under Friends of the Library, amend to say, Mystery Bag of Books Sale.

Minutes: Motion to accept minutes from September meeting made by Carol Hegeman, seconded by Kathleen Andrew. Unanimously approved.

Annual Giving: Nothing to report

Appropriation: A motion to apply $100 from MEG/LIG funds to renew MLTA group membership was made by Carol Hegeman and seconded by Justin Latham. Unanimously approved.

ARIS Report: A letter will be sent by the first week in November by S. Wilcox to MBLC describing economic environment of West Springfield and that the WSPL did not receive disproportionate cuts to our budget as
compared to other departments.

New Business:

Art Wall: Positive comments to Art display of Ms. Lastoff and Ms. Corriveau. November and December
have scheduled art. January, February, and March are available. Six openings left of 2022.

Budget: West Springfield begins budget process in early January, and it is usually due by February 14. First quarter budget has been spent. We are on target even though unsure what “on call” costs would be.
Increase in programming and personnel expenditures for next budget cycle.

Copiers/Fax: No update

Diversity, Equity, Inclusion Statement: Coordinator, Tracye Whitfield, wanted to know where our statement would be published and what we intend to do with it. It will be written into our Strategic Plan
and on our website.

Digitization: Carol Hegeman is working with Advantage to digitize our local newspaper, The Record. The cost, and which years of The Record and its predecessor will be preserved first, is being determined. The
company hosts the website for both microfilm and digitization. Will this meet our needs? We will apply for Community Preservation funding.

Donations: $200 in memory of Mary Fern Knodler, given by her family.

DVD Dispenser: Nothing to report

ESOL Classes: Tracye Whitfield has invited 6 representatives to meet on November 8 or 13, to discuss different ways each of the groups address ESOL programs. This is WSPL’s 30th year giving lessons.

Facilities: Strange noises with HVAC. Wait and see if weather temperature changes will alleviate the problem. Elevator had issues and was out of order while being repaired.

Fines: Continue with no fines.

Marketing: Canva software is being introduced to staff. Costs $119.99 per year. Purchased by E. Chapman. Possibility of it being purchased by Friends next fiscal year. Hoopla can be used by patrons for videos,
audio, ebooks, magazines, graphic novels, music. Paid by WSPL. Goal is to improve what we have and limit overlapping. Staff made aware of deadlines and given time to learn Joomla.

Personnel: Article about WSPL staff member, Vickie White, was in The Record. YA program, Murder Mystery, cancelled and replaced with Take and Make costume making. Treat bags without candy will be
distributed.

Strategic Planning: It has been accepted and will be used as a model for the state. Action Plan is due December 1.

Technology: IT is backlogged. Evergreen ecard is coming and will be administered by CWMARS. Physical cards still available at WSPL.

Town Department Update: Masks have been discontinued. Up to individual if they want to continue use.

Board of Trustees: Nothing to report.

Western Massachusetts Library Advocates: Student from Master’s Class at Mt. Holyoke College will have a voting seat. One year appointment.

Friends of the Library: Mystery Bag of Books Sale is being held this month with possibility of moving indoors. Received $200 in sales. No space for shelving as previously maintained. Maybe a cart in the
future.

Miscellaneous: Majestic Playbill ad is to entice people to join the Friends of the Library. Need to encourage more people to join Friends. Will keep the ad the same for next play.

Council on Aging: Possible collaboration with WSPL. Help with preparing their Strategic Plan. Ask how COA driver is covered for insurance, and could they deliver library media? Or, is there an extra van and
driver available for library deliveries?

Next Meeting: December 14, 2021, 3:00pm

Adjourned: 5:00 pm

Respectfully submitted by Ann Marie Laduzenski

Meeting Date: September 28, 2021

Called to Order: 3:05 pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Kathleen Andrew, Karen Simpson, Carol Hegeman, Justin Latham, Ann Marie Laduzenski

Absent: Elizabeth Toms Matthews

Introduction of new Trustee, Justin Latham

Old Business:

Minutes: Motion to accept minutes from September meeting made by Carol Hegeman, seconded by Kathleen Andrew. Unanimously approved.

Annual Giving: Nothing to report

Appropriation: Nothing to report

ARIS Report: New ARIS report for state aid is due October 1, 2021. Last year received $40,272.67.

New Business:

Art Wall: Art classes will be offered by Sue Newman. October wall set up by two Wilbraham residents. November wall photography by The Witching Hour, December WSHS students’ art will be displayed.

Budget: Nothing to report

Copiers/Fax: No update

Diversity, Equity, Inclusion Statement: Coordinator, Tracy Whitfield has been hired by the mayor. She will review our statement.

Digitalization: Carol Hegeman has organized and counted all pages of WS Record to be digitalized. Cost estimate is being determined. Will apply for Community Preservation Grant. Contact Historical
Commission to see if they have additional newspapers.

Donations: Memorial Fund $20, recognition of staff, $50 for Mr. Aubrey, Trustee Kathleen Andrew gave books in memory of friends, $34.98. Total donated $104.98

DVD Dispenser: Nothing to report

ESOL Classes: New zoom classes began September 21, 2021, for 6 weeks with new teacher Priya. Michelle plans to present in-person Serve Safe class for ESOL students. Basic Spanish for Families classes being
offered in Youth Room.

Facilities: Roof resealed, repaired HVAC, men’s toilets, leaking windows. To be repaired paint peeling in Carnegie Room and stained rug.

Fines: continue with no fines

Marketing: trustees will receive a copy of document of completed marketing strategies to be covered in new strategic plan. September: new library cards raffle, National Hispanic Month, Banned Books Week, Cover to Cover newsletter, Climate Preparedness Week

Personnel: New on call hire is Sue Kashmanian-Smith

Strategic Planning: Michelle Eberle sent a letter of praise and wants to use it as a model. Will make these changes: size of graphs, update number of languages on pg 20. On pg 14, add staff to meet programming
needs. A motion was made by Justin Latham, seconded by Carol Hegeman and unanimously passed that stated subject to incorporations previously voted on, I move that we approve the revised final draft.

Town Department Update: Masks are required. Flu vaccines available for town employees. Awaiting news on need for boosters for Covid.

Board of Trustees: Policy, job description is moved to October
Western Massachusetts Library Advocates: On October 28, 2021, Antonia Golinski-Foisy is at the end of her year long term as WMLA president.

Friends of the Library: Mystery Bag of Books is being held this month.

Miscellaneous: Majestic Playbill ad is to entice people to join the Friends of the Library. Having a known author has been a big draw. Need to encourage more people to join Friends.

Next Meeting: October 26, 2021, 3:00pm

Adjourned: 5:15pm

Respectfully submitted by Ann Marie Laduzenski

Meeting Minutes: August 24, 2021

Called to Order: 2:59 pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathy Andrews, Karen Simpson
Carol Hegeman, Anne Dempsey.

Absent: Ann Marie Laduzenski

Old Business:

Minutes: Minutes from July 27, 2021 reviewed

Corrections - Page one under Appropriations: first line, add “is” after requests. fifth line, totals to to be reviewed by Library Director. Page two under Diversity, Equity, Inclusion Statement: first line change
“individual” to “Town employee”. Page three under Board of Trustees, change “June” to “July”, under Friends of the Library, line three, capitalize “Playbill”. Motion made by Anne Dempsey, seconded by Karen Simpson
to approve minutes with above corrections. Approved unanimously.

Annual Giving: Funding from this secondary funding source provided $100.00 for promotion of the September Library Card Sign-up Month. Patrons who sign up for a new card will receive a WSPL book bag,
and will be entered into a raffle for two sets of ear buds.

Appropriation: No new requests.

ARIS Report: ARIS report due 8/27/21; report was signed and sent to MBLC on 8/24/2021. Financial Report and State Aid form are due on October 1, 2021.

Art Wall: Red Thread will not have a display in September. No replacement at this time. A “Fantasy Photos” display is scheduled for October. The West Springfield High School students will have a display in December.

Budget: No updates.

Copiers/Fax: No updates at this time.

Diversity, Equity, Inclusion Statement: No updates at this time.

Digitalization: An inventory of materials is in the Local History Room. Copies of WS Record are in different formats (PDF, microfilm, physical newspapers). Library Administration will establish a timeline for the grant
and begin the process after the Strategic Plan is completed.

Donations: $150.00 received in memory of Robert Aubrey and Brenda Bernard.

DVD Dispenser/IT/Signs: No date has been established for the technician to work remotely on the DVD dispenser issue. IT: antiviral software is being installed throughout the town, the library is included in this work. We are waiting for installation the RFID antennas. The electronic sign is now working and hours of operations have been updated for marketing of library.

ESOL Classes: The instructor will contact the Library director this week regarding her schedule. All classes will remain virtual as requested by the instructor. Those who signed up have access to necessary on-line
equipment.

Facilities/Maintenance: HVAC is under repair, necessary parts have arrived. Multiple leaks - roof, windows, basement, ceilings - have occurred and will be addressed. New sprinkler system has been installed. Front
door lock box and panel box have been repaired.

Fines: No updates

Marketing: Future events planned are “Climate Change Preparedness” in September. Both the children’s and adult services departments have prepared a program or a take and make kit.

Newsletter: Next issue to be released at the end of this week.

Personnel: One on-call employee has resigned. Another on-call employee resigned to take a full time job at East Longmeadow Library, and a third on-call employee took a half time job at Williamsburg Library. Library
Director is working with Human resources to have a part time employee also do on-call. A new library Trustee, Justin Latham, has been appointed by the mayor. His letter of approval will be submitted to the
Town Council at their next meeting in September.

Plaque: Suitable stand has been delivered. Town Maintenance to install stand and plaque at foot of flagpole.

Policy: Circulation policies under revision, also room use policy. Policy Committee to re-start regular meetings; date to be determined.

Re-opening plan: Summer hours will end September 7, 2021, when normal hours resume (Mon. - Wed. 9-9. Th.- Fri. Sat 9-5). September 11, 2021 will be the first open Saturday.

Strategic Planning: Survey form concerning what the public wants the library to look like in the future has been made available via paper, (at circulation desk, COA, MOB, etc.) multiple media outlets, and digitally. A
total of 200 responses would be an adequate sample. Survey runs from August 16-August 31.

Summer Reading Programs: Over 500 adults and children participated. Outreach programs successful.

Town Department Update: Community Room will be utilized for five days early voting for fall elections. Health Department will be offering Flu and COVID immunizations.

Trustees: No answer received from Town attorney regarding new Trustee recruitments. Library Director will ask Human Resource Director if there is a town wide procedure in use.Anne Dempsey did not request to be reappointed as a trustee. This is her last meeting. Anne has provided many years of service, guidance and friendship. She will be missed; we wish her well.

Board of Trustees: The sub-committee for Trustee recruitment will not update their current draft policy pending a response from Human Resource Director.

Western Massachusetts Library Advocates: no updates at this time. Yule tree Festival: Has been canceled.

Friends of the Library: Mini library book sales are scheduled for September 15, 22, 29 from 12 to 2 pm. More will be scheduled pending on patron responses. The Friends ad for the Majestic Theater Playbills has
been finalized.

New Business:

Miscellaneous: The Community Room will be an early voting site for 5 days in October. Patron attendance in the library has increased. The mayor has re-instated the wearing of masks in all public buildings, starting September 1, 2021. Librarystaff who are fully vaccinated are not required to wear a mask, but must send proof of vaccination to Human Resources. Discussion was held concerning public reaction to the re-instatement of wearing masks, potential issues with the public seeing staff not wearing masks, and having to remove patrons who refuse towear a mask.

Adjourned: 4:54 pm

Next Meeting: September 28, 2021

Respectfully submitted, Karen Simpson, substitute Secretary

Meeting Date: June 29, 2021

Called to Order: 3:07 pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathy Andrew, Karen Simpson

Absent: Anne Dempsey, Carol Hegeman, Ann Marie Laduzenski (arrived at 3:50 pm)

Old Business:

Minutes: Minutes from May 23, 2021 reviewed.
Motion to accept minutes made by Karen Simpson and seconded by Kathy Andrew. Approved unanimously.

Annual Giving: No update.

Appropriation: For next meeting: requests for appropriations for programming, Library of Things, and increasing the collection will be discussed.

ARIS Report: Library Director and Assistant Director attended an ARIS meeting June 22, 2021. All libraries must be open 38 weeks per year: Labor Day - Memorial Day. Libraries must resume pre-COVID hours by September 7, 2021.

Art Wall: Library Director is contacting groups, individuals who have previously had displays to sign up for future displays.

Budget: Library budget for FY2022 passed by Town Council on June 21, 2021. Due to COVID-19 restrictions (personnel), monies were returned from the library to the General Fund.

Copiers/Fax: IT upgrades in progress. CWMARS Internet & WiFi is no longer in use, replaced by Town's fiber network/Comcast. Most CWMARS email functions will now be through the wspl.org domain. Change made for increased speed, less money and legally required digital archiving. Change-over still in progress.

Diversity, Equity, Inclusion Statement: On hold.

Digitalization: No report.

Donations: No donations received this month.

DVD Dispenser: No progress, continue with one dispenser working.

ESOL Classes: Two viable candidates: one could work from home, doing evening virtual classes. The other to contact the Director in August with availability.

Fines: No fines being collected. Continuing to contact local libraries for updates on their plans.

IT: See above (Copiers/Fax, DVD)

Marketing: Library director gives weekly updates to the Mayor. The Student Intern Program has started with three participants meeting each Friday for 6 weeks. Students will meet with different department heads, with the goal of understanding how the library functions. Their group project will be on Diversity, etc. In general, programs for people of different ages, interests, needs will be pursued, with the goal of enticing people back into the library.

National Library Week/ Staff Appreciation: Held on June 9, 2021. Well received by staff.

Newsletter: Next issue in draft form.

Personnel: WSPL Full Staff List made available. Previous question re: requiring staff to wear name tags - cannot be enforced without union negotiation.

Plaques: Flagpole plaque: no progress

Policy: Policy for booking library rooms needs to change. To be discussed at July meeting.

Re-opening plan: On July 1, 2021, library will resume summer hours of 9am to 8pm on Mondays, Tuesdays, and Wednesdays. After Labor Day, Saturday hours will resume.

Strategic Planning: Library Director and staff will draft questions for the survey to townspeople re: what they would like to see in the library’s future. The many ways to make the survey available were discussed. Survey to be returned in two to three weeks.

Summer Reading Programs: To date, a total of 316 people, of all ages, have signed up; more than in 2020.

Town Department Update: The Library and the Senior Center are open for cooling stations

Trustee Job Description: Accepted as written.

Board of Trustees: The sub-committee for Trustee recruitment will meet June 30, 2021.

Western Massachusetts Library Advocates: The organization has sent gift vouchers to libraries who requested them. New president will be elected in October.

Friends of the Library: Have donated $2,000 for lawn sprinkler system. Friends president will call Library Director re: continuing an ad in the Majestic Theater Programs.

New Business:

Landscaping: Per state law, the Library Board of Trustees oversees the library property. Many landscaping issues have become apparent. For example, trees on library property have not been trimmed, weeding and mulching have been done improperly, or not at all, and the lawn has repeatedly died. The library director, mayor, head of Maintenance, president of the Gardening Club and the Trustees need to meet to determine the needs, funding, priorities, etc. Grants may be available.

Red Thread Network for the Arts: The Yuletree Jubilee will be held this year in the library. Preliminary plans include where the trees will be displayed, for how many days and hours, will food/beverages be allowed (when and where), and staffing needs. On-going.

Next Meeting: July 27, 2021

Adjourned: 4:48pm

Respectfully submitted, Karen Simpson, substitute Secretary

Meeting Date: May 25, 2021 (Zoom Meeting)

Called to Order: 3:08 pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Carol Hegeman, Karen Simpson, Ann Marie Laduzenski.

Absent: Anne Dempsey

Minutes: Change last month’s minutes to reflect Trustee position is a three year commitment. Motion to accept made by Carol Hegeman and seconded by Kathleen Andrew.

Old Business:

Annual Giving: No report

Appropriation: CWMARS invoice of $240 for Easy Proxity is charged annually. MEG/LIG. Carol Hegeman made motion to make payment, seconded by Ann Marie Laduzenski and passed unanimously.

ARIS Report: Workshop to be attended by Antonia Golinski-Foisy amd Dimarys Seymour on June 22, 2021. Going forward need to meet all standards and spending expenditures.

New Business:

Art Wall: Russian and Ukrainian children have offered to place their artwork in library. This will occur after cancelled artists have been rescheduled.

Budget: Subcommittee met May 24, 2021, FY22 will be close to last year’s budget. Library will give back $100,000 to WS due to inability to spend due to hiring freeze. Also, shift differential and on-call monies were not used. All publication monies and secondary sources were spent.

Copiers/Fax: Swipe cards have been added. Update printing cost. $.20 for black and $.40 color. Setup for public g-mail. Will check with Town officials to see if faxing will remain free.

Diversity, Equity, Inclusion Statement: No change until specialist is hired.

Digitalization: Investigating companies to handle project. Grant will be written by mid-July.

Donations: $100 from West Springfield Democratic Committee.

DVD Dispenser: Waiting for technician.

ESOL Classes: Michelle Morgan submitted resignation. Venture Books have been ordered. Possible in-person classes by Fall. Will advertise for teacher in August. One individual has expressed interest in teaching position.

Fines: At this time, collecting no fines. Decision by July 1, 2021 as to whether to return to fining for late books. Automatic renewal was instituted July, 2019.

Marketing: Young Adults and Adult departments send weekly updates to Mayor. Press release, outdoor signage, service desks, newsletter, Facebook, will inform public as to updates in re-opening services and times.

National Library Week/ Staff Appreciation: Week of June 7.

Newsletter: Third edition will be available this week. Summer reading for everyone.

Personnel: 100 applications have been received for open positions. In-house promotions have occurred.

Plaques: Still waiting for Flagpole wrap around plaque cost.

Policy: Process to recruit new Library Trustee.

Re-opening plan: June 1, 2021 will reopen Monday-Friday, 9-5, no appointments. Encouraging social distancing and mask wearing. Some chairs will be offered. July 1, additional computers and seating. Curbside continues if public asks. Council on Aging will no longer deliver.

Strategic Planning: Survey development will occur this summer.

Town Department Update: Open as of June 1, 2021, but public needs to make appointment for departments at help desk.

Trustee Job Description: Elizabeth Toms Matthews will incorporate Kathleen Andrew’s “change from chain of command to collaboration“, idea and forward changes to members.

Board of Trustees: Anne Dempsey’s long and distinguished tenure as a Library Trustee will end September 2021. Discussed ways to encourage public to volunteer as a Trustee.

Western Massachusetts Library Advocates: Passes and prizes for Summer Reading program have been received.

Friends of the Library: They have approved money for Staff Appreciation. Interested in continuing organizing book donations in the workroom. Book sale will not take place this summer.

Miscellaneous: Mayor has stated that no virtual meetings can take place after June 15, 2021.

Next Meeting: June 22, 2021, 3-5pm at WSPL. We will meet in the Rotary Conference Room.

Adjourned: 4:44pm.

Respectfully submitted by Ann Marie Laduzenski

Meeting Date: April 27, 2021 (Zoom Meeting)

Called to Order: 3pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathleen Andrew, Anne Dempsey, Karen Simpson, Carol Hegeman, Ann Marie Laduzenski

Absent: 0

Minutes: Minutes from March 23,2021 reviewed and changed.
*Carol Hegeman and Karen Simpson joined the meeting a few minutes late.
*List of specific recording equipment that was purchased for in-house programming and marketing was sent to Trustees soon after last month’s meeting.
*State aid received is $27,670.69.
*Trustee is a two-year commitment.
Motion to accept minutes made by Anne Dempsey and seconded by Carol Hegeman. Approved unanimously

Old Business: Nothing to report.

New Business:

Annual Giving: No update.

Appropriation: Nothing to report.

ARIS Report: This State program forwarded the second payment of $27,725.77 for FY2021.Total is appropriation is $55,396.46.

Art Wall: West Springfield High School students work will be showcased in December 2021.

Budget: Library Director met with Mayor and Sharon Wilcox to discuss three budget scenarios.
Next step Library director will meet with Budget Sub Committee on May 24, 2021 for FY2022.

Copiers/Fax: Still troubleshooting.

Diversity, Equity, Inclusion Statement: Waiting for Town Attorney to approve our statement.

Digitalization: Community Preservation Grant will be completed this Summer.

Donations: Donation of $50 in memory of Judge Peck.

DVD Dispenser: Waiting for technician.

ESOL Classes: Need replacement teacher. Possibility of a West Springfield Special Educator taking the position.

Fines: No fines being collected. Contacting by letter, 700 patrons with overdue material going back to 2012 to encourage them to come back to their library. Most items are outdated or have been replaced.

Marketing: Library director gives weekly updates to Mayor.
To celebrate National Mental Health Week, a Story Walk will be held May 10-14 from 9:30 – 4:30. This is a new event for WSPL. It is targeted for families with elementary and middle school children. Pages of the book, A Different Kind of Hurt: Isaac’s Story will be placed on stands that wind around the library sidewalk.

National Library Week/ Staff Appreciation: Will revisit in June. Possible gift certificates to Celery Stalk, Cerrato Bakery. Joint venture with Friends of the Library. Wendy Hutchins and Kathy Andrew are coordinators.

Newsletter: Fourth edition will be published on June 1, 2021 and focus on Summer Reading Programs.

Personnel: Still short staffed.

Plaques: Flagpole plaque can’t be installed. A flagpole wrap plaque needs to be ordered when appropriate one can be located.

Policy: None to report.

Re-opening plan: Following WS Health Department guidelines. Must take patron’s information for contract tracing.

Strategic Planning: Two zoom SOAR meetings will take place tomorrow, April 28, 2021. One with trustees and library personnel and a second with 11 members of the community. Michelle Eberle will compile data and it will be discussed in the future.

Town Department Update: Budget subcommittee in May.

Trustee Job Description: Moved to May meeting.

Board of Trustees: Chairperson is Elizabeth Toms Matthews, Vice Chairperson is Kathleen Andrew, and Secretary is Ann Marie Laduzenski. Carol Hegeman made motion to accept this slate of officers and Anne Dempsey seconded. The Chairperson will send this information to the Mayor and Rachel Gelina.

Western Massachusetts Library Advocates: One hundred people attended virtual MLA Legislative Day which had the highest number ever of elected officials representing Western Massachusetts.

Friends of the Library: Working on landscaping and sprinklers.

Miscellaneous: Staff and union agreed to 1 year contract with 2% wage increase. Pages increase to $14.25 in January 2022.
Janet Eckert contacted Director about needed updates to website, which include hours, directions, department head names.
Community Bulletin Board use has been suspended so people do not linger to read.

Next Meeting: May 25, 2021

Adjourned: 4:48pm

Respectfully submitted, Ann Marie Laduzenski, Secretary

Meeting Date: March 23, 2021 (Zoom Meeting)

State required Zoom Meeting announcement was read by Trustee Chair, Elizabeth Toms Matthews

Called to order: 3:06pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathy Andrew, Anne Dempsey, Karen Simpson, Carol Hegeman, Ann Marie Laduzenski

Absent: 0

Minutes: Minutes from February 23, 2021 reviewed. Motion to accept minutes made by Ann Marie Laduzenski, seconded by Kathy Andrew. Approved unanimously.

Old Business:

Annual Giving: No update.

Appropriation: Per February 23, 2021 minutes, Library Director explained need for library to have its own recording equipment for use in the Children’s Department, in-house programming, and marketing. See attached for specific equipment. Motion made by Anne Dempsey, seconded by Karen Simpson, to appropriate $2544.90 from the Annual Fund to purchase the above equipment. Approved unanimously.

ARIS Report: Library request for waiver accepted; state aid awarded without penalty. Library account has received $27.670.69 (one half of amount due). Final payment will be received at the end of FY2021.

New Business:

Art Wall: The West Springfield High School Art Department has requested to use the Art Wall in December 2021.

Budget: For FY 2022 - Town Department heads will meet with the mayor and the town CFO soon. Library Director will then know what level of funding will be followed in drafting the budget.

Copiers/Fax: Issue with copier today. A call has been placed to town IT department for assistance. Fax machine is working. Issues discussed re: charging a fee in the future, particularly regarding multiple pages faxed, and possibility of international use. To be referred to the appropriate town department.

Diversity, Equity, Inclusion Statement: Statement passed by the town council. In the future, it may become the town wide policy. To be discussed at the next meeting.

Digitalization: Anne Dempsey reported she has explained to Tom Coburn (owner/editor of the West Springfield Record) that a grant for funding will be written this summer. If it is granted, work on digitizing the Record would begin in 2022. To be discussed at the next meeting.

Donations: Donations in memory of Judge Peck to be used for the library intern program. Have received $1220 to date.

DVD Dispenser: One machine has been repeatedly out of service. Company to be contacted re: machine replacement.

ESOL Classes: Current director of the program will leave at the end of May. Two possible replacements have been suggested. As usual, there will be no classes in June, July and August. Classes will resume in September

Fines: Survey of area libraries shows 51% are not charging fines. Policy to be reassessed in September, 2021.

Marketing: Librarian in the Youth Room is active in several town forums where program information and suggestions are exchanged, some of which are possible for summer programs. Possibly, social media may be tried for reading and early learning.

National Library Week/Staff Appreciation: Will be April 4-10 2021. Discussion held about surveying staff regarding postponing celebration until the summer, what gifts to offer (plants, gift certificates, food), and how much money Trustees will provide.

Newsletter: Third issue will be concentrating on summer reading programs. For future articles, discussed possible use of the parking lot for outdoor programs.

Personnel: Hiring freeze continues. Town procedure for department head evaluations has been changed from a written format yearly to a quarterly meeting with the mayor and Human Resources department head.

Plaques: Continuing to be installed, both inside and outside. Several remaining (for lack of installation materials.)

Policy: None other than DEI in progress. See Diversity, Equity, Inclusion.

Re-opening plan: To move to Phase 4 (a) plan, library is considering following options to remain in compliance: sensors in rooms to monitor number of people in each room, increase capacity per room, rather than open more hours, increase availability of PPE, cleaning supplies.
West Springfield is still in yellow pandemic category. Inquiry sent to CWMARS re: changing number of days to quarantine returned materials to 3 days. If town is considered in green category, could the quarantine period change to 1 day.

Request from Patron to purchase Book title/DVD: Title researched by Library Director. No other local libraries have it. Patron could/should purchase for self-use.

Strategic Planning: Library Director and Assistant Director will be attending the MLA Legislative Day Zoom meeting April 6, 2021, 10-11 am . Director will send Trustees the link.

Terrier Statue: Painting has been completed. The base will be installed when weather permits.

Town Departments Update: Individuals who have been fully vaccinated (for COVID19) for more than two weeks, will be able to enter the Town Hall freely.

Trustee Job Description: Suggested changes: add position is a two-year commitment and Trustees are appointed by the mayor and approved by the Town Council. To be discussed at next meeting.

Board of Trustees - positions for next year: Chairperson – Elizabeth Toms Matthews has offered to serve another term. Vice Chair - to be discussed at the next meeting, Secretary - Anne Marie Laduzenski has offered to serve as secretary. Above to be voted on at the next meeting. Anne Dempsey will be resigning in September, 2021.

Western Massachusetts Library Advocates: Legislative Breakfast was held March 12th 9 -10 am in conjunction with Berkshire Libraries. All western Mass libraries and elected legislators were invited to attend and speak at the Breakfast. Library Director was hostess for the event.

Friends: President of the Friends of the Trustees is planning to arrange a Zoom meeting with other local Friends groups to discuss recruiting, publicity and programs.
She will send a letter to the West Springfield Record addressing the same issues, plus reiterate the past actions the Friends have taken to benefit the town.

Miscellaneous: Danny Eaton (Director of the Theater Project) has donated hardcover copies of eight of his plays to the library.
A suggestion was made to translate some of the library flyers into other languages.

Next meeting scheduled for April 26, 2021

Meeting adjourned at 4:46 pm

Respectfully submitted, Karen Simpson, Secretary

Meeting Date: February 23, 2021 (Zoom Meeting)

State required Zoom Meeting announcement was read by Trustee Chair, Elizabeth Toms Matthews

Called to order: 3:09 pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathy Andrew, Anne Dempsey, Ann Marie Laduzenski present at roll call. Karen Simpson and Carol Hegeman joined later.

Absent: 0

Minutes: Minutes from January 26, 2021 reviewed and approved unanimously by the four trustees at the meeting at the time.

Old Business:

Appropriation of funds:
For future action: Toni explained that the library needs its own recording equipment to use for videos that are used for story times, in-house library programming and marketing efforts. The cost would be approximately $3,400 based on prior estimates provided by Christopher Franks.
We postponed vote for this item to the March meeting when we will have a range of possible costs.

Annual Giving: On hold until early 2022. As discussed at previous meetings, Toni and staff are planning on developing a newsletter format in place of the letter used in past years. A mock-up will be provided when completed.

ARIS Report: Toni- We do not have to meet the usual hours requirement or expenditures for materials, but money already allocated must be spent. We do have some funds left because of staff resignation and retirement. Waivers are available to libraries and will be announced in March.

New Business:

Art Wall: Because of COVID-19 limitations, there is no new information on this topic.

Budget: Toni reported that she and Eileen are working on the budget to be submitted to the Mayor. The budget submitted will have three different scenarios plus additional scenarios specific to the library. Sharon Wilcox has given Toni permission to add this additional information.

Copiers/Fax: Eileen reported that there are some additional parts needed for scanning.

Diversity, Equity, Inclusion Statement: The statement we as Trustees developed has been forwarded to Kate O’Brien, town attorney. She will approve it and report back to us.

Digitalization: Toni reviewed the status of our project to digitize the West Springfield Record. In late June into August, Toni will be writing a grant for the costs of the process to submit to the Community Preservation Committee. She will also be getting some price estimates for the process. Carol Hegeman has lists of the copies of the Record that are in our Local History Room. Anne Dempsey will communicate with Tom Coburn of the Record about this ongoing process and what information he will need for the grant writing. The digitization process could begin in early 2022.

Donations: Donations in memory of Judge Peck will continue to be used for the library intern program. Have received $1220 to date.

DVD Dispensers: Toni reported on the on-going issue with one of the dispensers. The dispensers are often in need of repairs and only one is now being used. Eileen is waiting to hear back from TechLogic as to the status of the dispenser that never works.

ESOL Classes: There were no classes held last week. The first week of March will begin classes again; virtual. The numbers are lower than in-person learning but it does allow for more 1:1 work with the students. Classes are down to 8 students, compared to a typical 24 students.
Fines: Fine-free status continues. In Massachusetts, state-wide, about 50% of public libraries do not charge fines. It is also common across the country. Eileen will be forwarding articles of the topic to trustees via email.

Marketing: Toni described Flipgrid, a new video process allowing vignettes of people speaking individually during virtual meetings. This process will be used on March 12 for the Western MA Library Advocacy Legislative Breakfast. Trustees will be able to view by Zoom.

Newsletter: Toni reported that the new newsletter will be coming out this week.

Personnel on call: Terri Mitus has retired. We now have two openings on staff. When the budget is done, Toni will work to justify to the Mayor that in spite of the hiring freeze, these positions need to be filled. The Mayor’s position on the issue is that because the library is not fully open, fewer people use it, so full staffing in not needed.

Plaques: The two large plaques to be placed in the foyer, as well as the outdoor plaques for the benches, flagpole and the book drop, had none of the hardware needed to mount them provided.

Policy: No new policies are in development at this time. The Diversity, Equity, Inclusion document and the Trustees’ Job Description are what the Board has been working on in recent months.

Request for DVDs: Toni reported that a patron has requested DVDs on ultra-right topics, such as anti-science points of view concerning global warming. Normally requests to purchase are reviewed and then a decision is made to purchase or not. Eileen is investigating other libraries to see who carries the item. Initial review resulted in very few public libraries carried it and just a few out of state academic ones. Eileen will update.

Re-opening plan: We will be reviewing the current information for a move to Phase 4. It will be difficult to move to a 40% occupancy while down 2 critical staff positions. If we had the two positions filled, we could possibly open evenings and/or Saturdays. We might be able to speak directly to the Mayor, CFO and HR director on this topic via a Zoom meeting in the future

Strategic Planning: Toni and Eileen will be attending a webinar on February 25 where best practices for strategic planning will be shared, as well as, outlining how to successfully navigate the planning process during the pandemic.

Terrier Statue: The painting of the statue is almost done. Our cost for the project is $56.

Town Departments Update: No current updates. The town has been offering COVID-19 testing on the high school grounds.

Trustee Job Description: A vote on the final draft has been postponed until our March meeting. Betty Matthews has sent the final draft to Trustees on February 23.

Reorganization of the Board: The Board typically reorganizes positions of Chair, Vice Chair and Secretary in March/April of each year. Some details were discussed and it was decided that we would continue to consider the positions of Chair and Vice Chair at the March meeting.
The position of secretary has typically been assigned to the newest Board member; Ann Marie Laduzenski generously volunteered to take on this responsibility.
Final vote for the positions will take place at our April meeting.

Friends: Nothing to report.

Miscellaneous:

Ann Marie Laduzenski asked for a list of employees and their job responsibilities. Toni will email her the information.

Kathy Andrew spoke of the need to address the issue of new trustee searches with an emphasis on considering diversity as essential. She also recommends the timing of the Board meeting could be more flexible in order to attract prospective candidates who might have work schedules that would conflict with our current 3pm call to order and possibly the previous 5pm starting time.

Next meeting scheduled for March. 23, 2021 at 3pm

Meeting adjourned at 4:47pm

Respectfully submitted,
Anne Dempsey, Vice Chair, for Karen Simpson, Secretary

Meeting Date: January 26, 2021 (Zoom Meeting)

State required Zoom Meeting announcement was read by Trustee Chair, Elizabeth Toms Matthews

Called to order: 3:07pm

Present: Antonia Golinski-Foisy, Eileen Chapman, Elizabeth Toms Matthews, Kathy Andrew, Anne Dempsey, Karen Simpson, Carol Hegeman, Ann Marie Laduzenski

Absent: 0

Minutes: Minutes from December 15, 2020 reviewed. Corrections needed: page 2, “DEI Statement” line 3, correct spelling of “Andrews” to Andrew”. Motion to accept minutes with above change made by Carol Hegeman, seconded by Karen Simpson. Approved unanimously.

Old Business:

Allocation of funds: Library director requested funding for a new fax machine ($290.99). Motion made by Anne Dempsey, seconded by Carol Hegeman, to appropriate funds requested from MEG-LIG account. Passed unanimously. Library Director requested funding for three months of American Sign Language Introductory courses ($1281.00), and funding for adult computer games ($500.00), total amount of $1781.00. Motion made by Anne Dempsey, seconded by Carol Hegeman, to appropriate funds requested from Annual Giving fund. Passed unanimously.
Total funds requested and approved - $2071.99.

Annual Giving: On hold until early 2022. Plan to include in letter to donors with information on how their money has been spent, what expenditures are planned for this year, procedures changed made in the past, and may still be made, during Covid-19 pandemic

ARIS Report: MBLC is aware that many libraries cannot meet some requirements (due to Covid-19), and is making accommodations.

New Business:

Art Wall: Going month by month, per COVID-19 requirements, if new display can be put up.
Artists are scheduling for 2022

Budget: Necessary workbooks not yet received. Budget for FY 2022 is normally due around Feb. 14th.

Collaborations: Library Director has had meetings with Park and Recreation director, school officials, and will meet with the Assistant Superintendent of schools re: providing books to school children, summer programs (including reading programs), and CAFE (Raising a Reader-last session kids get to keep the books).

Copiers/Fax: Employees will be provided swipe cards to facilitate use of machines. The Fax machine and copier will have separate lines to eliminate wait times for use. In July, 2021, library will have new email addresses. There will be IT changes.

Diversity, Equity, Inclusion Statement: Re-written statement read and approved. It will be sent to the town attorney for final approval, will be discussed at the next meeting.

Digitalization: Continuing to seek funding for the process.

Donations: Donations in memory of Judge Peck to be used for the library intern program. Have received $1200 to date. Suggestion made that use of funds could be a project for the high school interns.

ESOL Classes: Director of program is continuing with virtual classes. Library Director has written a $10,000 grant request for ESOL funding, and a letter requesting funding has been sent to the Friends of the West Springfield Library.

Fines: Patrons appreciative that no fines are being charged. Policy to be reassessed in September, 2021.

Marketing: Library Director continues to receive weekly reports from department heads, and forwards them to the mayor. The first issue of the newsletter has been published. The supervisor responsible for publicity has resigned; other staff are filling in. Goal is to increase mailing list.

Newsletter: Library Director to meet with newsletter personnel this week. Plan to discuss additional features - pandemic information, add pictures, what programs are available at local libraries, more virtual programs, and other suggestions.

Personnel on call: Hiring freeze continues. Director of Children’s Services is retiring in February, 2021. One part-time employee is able to work a few more hours. Almost 100 budgeted library hours are unfilled.

Plaques: Central maintenance is aware that 5 plaques remain to be installed, all memorial bricks have been installed.

Policy: None other than DEI in progress. See Diversity, Equity, Inclusion.

Re-opening plan: Continue in Phase 3, step 1.

Strategic Planning: A MBLC representative will be giving training presentations to library personnel and Trustees re: gaining input from town employees, town officials (department heads) and residents, with the goal of learning what the townspeople would like the plan to cover (this will probably be virtual). The Library Director and Assistant Director are drafting a survey to be sent to the public, after approval by committee. This committee will be virtual, limited to 12 members, and to include relevant department heads, a library representative, and as much as possible, a cross section of town residents (age, gender, ethnicity, residential area , etc.)

Terrier Statue: Artists are starting painting. The display platform to be installed when weather permits.

Town Departments Update: Vaccinations - most of essential workers have received. Petitions have been sent by state libraries, and MBLC, requesting status of library personnel to be changed to essential/front line personnel.

Trustee Job Description: A draft has been made available to Trustees for review. To be discussed at the next meeting.

Western Massachusetts Library Advocates: Letter sent to local representatives and senators thanking them for budget support for libraries. Plans to be made in February re: what to do in lieu of legislative breakfasts.

Friends: Have been holding virtual meetings. Membership drive on hold until spring of 2021.

Next meeting scheduled: Feb. 23,2021 at 3pm

Meeting adjourned: at 4:58pm

Respectfully submitted, Karen Simpson, Secretary