Library Board Meeting Summary
In Attendance: Chair Gloria Parkinson, Jill Ashton, Mercedes Kiss, Director Marie Letarte
On the Phone: Jacqueline McGuire (arrived in person at 6:32 PM)
Absent: Francisco Ramos, Marty Shaughnessy
Call to Order: 6:07 PM by Gloria Parkinson
Public Comment: None
Approval of Minutes:
- Motion to approve January minutes: Mercedes, seconded by Jill – Approved
- Motion to amend minutes: Jill, seconded by Mercedes – Approved
MA Public Library Construction Plan (MPLCP) Update:
- MPLCP award received
- Potential new space could be used for parking, story walks, outdoor gatherings, etc.
- PBC approved OPM RFQ; Town Administrator has distributed RFQs
- Proposals due by March 12
- Review subcommittee: Gloria Parkinson, Chris McGown, Marie Letarte
- Marie requested proposal reviews be in an open meeting
- March 26 PBC meeting to approve OPM
- OPM to work with Director & Town Admin on RFP for architectural firm
Reports
Director’s Report:
- Awaiting OPM proposals
- Considering recording future programs—policy committee to set procedures
Subcommittee Updates:
Advocacy:
- Brainstorming messages for the MPLCP project:
- “Best town by a dam site deserves the best dam library”
- “East, west, our library is the best”
Policy:
- Partnership and Sponsorship Policy – Approved
- Sustainability Policy – Approved
- Travel Policy – Tabled for further research
- Motion to accept policies: Jill, seconded by Mercedes – Approved
Campaign Organization Discussion (led by Jill Ashton):
Goals:
- Build library
- Pass Town Meeting and Election
- Raise $1 million
- 90% from top 5 donors
- 10% from small donations
Organizational Roles:
- PR Consultant
- Library Staff & Board
- OPM manages project
- Leads focus groups, gathers community feedback, writes RFP
- Friends of the Library
Community Engagement:
- Key audiences:
- School Library, Patrons, Homeschoolers, Social Workers
- Past Trustees, Town Officials, Naysayers
- Key influencers:
- Clinton Savings Bank, newcomers, local businesses, Chamber of Commerce, schools, social clubs, seniors
Tactics:
- Public hearings, house parties, tours
- Social & traditional media (The Item, yard signs, banners)
- Visual displays, storytelling, door knocking
- Concerts, book bike, parades
- Capital campaign: Friends account, direct giving, endowment
Resources Needed:
- OPM marketing document
- Future of BFPL materials
- Giving & voting guides
- “5 ways the library…” materials
Parking Lot Topics:
- PR strategy
- Engaging newcomers
- Social media training
- Research funding opportunities
Tentative Timeline:
- Feb 2025 – PBC finalizes OPM RFQ
- Mar 2025 – Special meeting to approve OPM
- Apr 2025 – Begin architect search
- Dec 2025 – Submit design to state
- Feb 2026 – Cost estimate from architect
- Mar 2026 – Finalize OPM document
- Jun 2026 – Town Meeting and Election
- May/Jun 2027 – Blueprint submission to MBLC
- Aug 2027 – Construction contract signed
- ~18 months construction
- Expected Opening: Spring 2029
New Business: None reported
Next Meetings:
- March 25
- April 22
- May 27
Adjournment: 8:20 PM – Approved by all
Minutes Submitted by: Gabrielle Turcotte
