Trustee Agenda and Minutes - West Springfield Public Library

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