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Meeting Agenda - August 24, 2021

Meeting Minutes - June 29, 2021

Meeting Minutes - May 25, 2021

Meeting Minutes - April 27, 2021

Meeting Minutes - March 23, 2021

Meeting Minutes - February 23, 2021

Meeting Minutes - January 26, 2021

Meeting Agenda: August 24, 2021

Board of Trustees Meeting Notice

August 24, 2021 at 3:00 pm, Conference Room 2nd Floor


Meeting call to order /Roll-call: Elizabeth Toms Matthews (Trustee Chair)
Old Business
Minutes-Review & Approve-ETM
Annual Giving
Appropriations (no update)
ARIS Report
Art Wall
Budget (no update)
Copiers/Fax (no update)
Diversity, Equity, Inclusion Statement (no update)
Digitize-local history materials
DVD Dispenser/IT/Signs-EC
ESOL Classes
Fines (no update)
Summer hours/library service update
Summer Reading Programs
Strategic Planning
Town Department Update
Western Massachusetts Library Advocates (no update)
Yuletree Jubilee
Friends of the Library-Karen Simpson (KAS)
New business
Majestic playbill (KA)
Next Meeting: September 28, 2021


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 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.


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