741 Colonel Ledyard Highway

Ledyard, Connecticut 06339

TOWN OF LEDYARD

Community Relations Committee For

Diversity, Equity & Inclusion

Meeting Minutes

Chairman S. Naomi

Rodriguez

Regular Meeting

Wednesday, November 20, 2024

6:30 PM

Town Hall Annex - Hybrid Format

In -Person: Council Chambers, Town Hall Annex Building

Remote Participation: Information Noted Below:

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030163

CALL TO ORDER

the Meeting was called to order by Councilor Brunelle at 6:34 p.m.

at the Annex Meeting Room - Town Hall Annex Building.

Councilor Brunelle welcomed all to the Hybrid Meeting. She stated for the Town

Council Community Relations Committee and members of the Public who were

participating via video conference that the remote meeting information was available

on the Agenda that was posted on the Town’s Website - Granicus-Insite Meeting

Portal.

II.

ROLL CALL

April Brunelle

Gary Paul

Present:

Gary St. Vil

In addition, the following were present:

S. Naomi Rodriguez, Chairman

Jennifer Smith, Library Director

Roxanne Maher, Administrative Assistant

III.

RESIDENTS & PROPERTY OWNERS COMMENTS

None.

IV.

PRESENTATIONS / INFORMATIONAL ITEMS

None.

Library Director Jennifer Smith - Presentation Library Services

Library Director Jennifer Smith stated in response to the Community Relations

Committee for Diversity, Equity & Inclusion’s October 24, 2024 memo requesting

Departments prepare a presentation to provide transparency and governance training

for residents that she was present this evening to submit the Library’s presentation.

Ms. Smith continued by noting the town had two libraries, the Bill Library which was

located in Ledyard Cetner and the Gales Ferry Library which was located in the Gales

Ferry District. She proceeded by reviewing the following PowerPoint Presentation:

Ms. Smith stated as champions of lifelong learning, libraries are a place to access

technology, indulge curiosities, and explore new ideas, hobbies, and careers.

· Mission: Ledyard Public Library provides valuable resources, friendly,

knowledgeable service, and free access to a diversity of ideas, information, and

experiences. The Library strives to enhance the quality of life in our community by

making the Library a welcoming and an accessible place for everyone.

· Fiscal Year 2023/2024 Snapshot (July 1, 2023 - June 30, 2024):

ü Overall circulation of materials increased over 10% ( over 106,000 items);

both print and digital between both facilities.

ü Programming offerings increased 60%. The Library offered 362 Programs,

with over 5,000 people attending the programs.

ü Library visitations increased more than 16% with over 41,000 people

physically visited the Library last year. Also Library services can be accessed

24/7.

ü Service hours open per week remained consistent.

üPublic computer users remained consistent, while WiFi users increased by 5%

Youth Programing :

Staffing:

o Youth Services Librarian Stacey Burt

o Assistant Jadzia Childs

Example of Programs Include:

ü Baby Storytime/ Preschool Storytime

ü Art Studio

ü Teen Advisory Board - Teens volunteer to assist Ms. Burt and Ms. Childs

with programs.

ü Teen Sweets and Treats Program - Teens learn from a professional chef in the

kitchen how to read recipes and measure ingredients, etc.

ü Read-A-Long Books - Were purchased with funds donated by the Rotary

Club. These books were a great way for families to learn how to read

together. In addition, there was a literacy mode they could switch over to and

it included questions at the end of the book. It was a new options for

connecting the audio with the physical print.

· Adult Services

ü Staffing:

o Adult Services Librarian Matt Novosad

o Adult Services Librarian Lindsy Robinson

Example of Programs Include:

ü Pen turning workshop

ü Crocheting Basic Course

ü Garden Lecture and hands on Program regarding sewing seeds

Ms. Smith noted the Library works to offer diverse and inclusive programs to

attract a variety of people and interests.

· Grant Funding

üLibraries Transforming Communities (LTC): Accessible Small and Rural

Communities through the American Library Association (ALA). Ledyard

received two grants for a total of $40,000 through this grant program. The

funding was used to provide the following library enhancements:

o Automatic Door opener was installed at Gales Ferry Library.

Technology Upgrades purchased three new iPads and a wireless portable

microphone system for programming use.

o Large Print Section was added for children and teens, which also expanded the

Large Print offerings for adults. The books selected for the children’s materials

highlighted diverse characters with disabilities, and more than doubled the size

of the Library’s board book collections in both buildings to include sensory

friendly titles and a new way to display this collection.

o Sensory Storytime Series were interactives books for children which included the

following for both Library facilities: Learning American Sign Language series

for teens and adults, Drumming Music Therapy for teens, and We Make Music

series for families. The circulation of the sensory series increased by 78% over

last year.

New Circulation Desk at Bill Library that meets ADA requirements. The height

of the desk was lower making it more accessible for everyone, those in

wheelchairs or walking devices, and for children. The new desk also included a

book return, so the return books had a place to go.

ü Community Foundation of Eastern Connecticut Grant - With the receipt of

this grant Ledyard Library collaborated with Traveling Toys Incorporated to

add a Toy Library at both Library facilities. This new collection has attracted

families, children, and teens, to the library, and would help ease the economic

burden by offering equitable resources. Since the Toy Library was unveiled

this year all of the toys have gone out over 55 times.

Ms. Smith showed the Committee one of the Toy Kits from the Library, and

she explained it was a great way for families to try before you buy; or to

borrow them and bring them back to the Library.

· On-Line and Digital Resources available with a Library Card

ü EBooks - Libby, Palace Projects, and Hoopla Apps.

ü Ancestry - Must be physically at a Library location to access this database.

ü Transparent Language - Is a language learning database that would be

available in 2025.

ü Job Now - Provides help with writing a resume, cover letter, etc. to assist with

finding or a job or changing career/jobs.

ü Research at CT - Is offered by the Connecticut State Library, and provides

access to on-line articles and research.

Ms. Smith noted that Library Staff was available to help residents find the

information they needed both on-line as well as in person.

· Friends of the Library

Ms. Smith stated they were grateful for the Friends of the Library, who was a

volunteer organization that raises money to help support the Library’s book

budget. She noted this year they also provided $10,000 toward the Library’s

Hoopa subscription. She stated without the support of the Friends of the Library

they would not be able to offer Hoopla to Library patrons. The Friends of the

Library have the following two main fundraisers each year:

ü Bill Library Annual Booksale was held annually in September.

ü Snowflake Festival which was a silent auction, bake sale, and live music. This

event would be held on Saturday, November 23, 2024 from 9:00 a.m. to 2:30

p.m. at the Bill Library.

Ms. Smith noted that the Friends of the Library were always looking for

volunteers, and she encouraged residents to contact the Library if they were

interested in volunteering.

· Library Commission:

Ms. Smith stated the Library Commission was comprised of 9 volunteers who

were residents from Ledyard and Gales Ferry and were appointed by the Town

Council to serve for a two-year term. She stated the Library Commission typically

meets on the third Monday of the month at 7:00 p.m. at alternating library

locations. The public was welcome at all meetings. The Commission agendas and

minutes were posted on the Town’s webpage at www.ledyardct.org

<http://www.ledyardct.org/><http://www.ledyardct.org/>under the “Agendas and

Minutes” Tab.

· Monthly E-Newsletter

Ledyardlibrary.org. Ms. Smith stated for those who connect with the Library

on-line that a newsletter was sent out each month.

Facebook and Instagram - Ms. Smith encouraged residents to follow the Library

on Facebook or Instagram noting that it was a great way to see what was

happening at the Library and in the community.

· Library Staff

Ms. Smith stated that she was grateful for the Library Staff, noting that they were

hardworking. She stated that the Library could not do all that they do without the

collaboration of their Team. She noted the reaction of one of the Library’s 3-year

old regular patrons below who opened a new book. She noted that these types of

moments were the reasons the Library provides the services they do.

Ms. Smith concluded her presentation by showing a short video of some of the

Library Programs offered. She thanked the Town Council for their support, stating

that the Library was grateful for all the support they received, whether it was from

their taxpayers, Friends of the Library, donations, grants, etc. She encouraged

residents to contact her if they had any questions at (860) 464-9912 or email

jsmith@ledyardlibraries.org. <mailto:jsmith@ledyardlibraries.org. >

Councilor St. Vil thanked Library Director Jennifer Smith for her presentation this

evening. He stated after he was elected to the Town Council that he received a

Welcome Note from the Library and a Library Card, which was how he began using

the Library Audio Books (Libby).

Councilor St. Vil continued by stating that he was pleased to see that the Library has

increased their utilization; and he asked whether Ms. Smith had the numbers for each

of the Libraries. Library Director Jennifer Smith stated although she did not have that

data with her this evening that they do track the data; and that she would provide the

requested information to Councilor St. Vil after tonight’s meeting.

Ms. Smith reviewed the hours of operations for each Library as follows:

. Bill Library

Monday - Wednesday 9-8

Thursday Closed

Friday - Saturday 9-5

Sunday (seasonal) 1-5

Gales Ferry Library

Monday - Tuesday 9-8

Wednesday, Thursday & Saturday 9-5

Friday & Sunday Closed

Councilor St. Vil questioned the methods of how the Library communicated with its

patrons and obtained feedback to increase the utilization of the Library. Ms. Smith

explained that there were a number of things that factored into increasing the usage of

the Library, which included the Library Commission’s 2020 Strategic Plan which laid

out a number of goals they hoped to achieve. She stated as an example one area they

wanted to focus on was their branding, which included using the Library Logo,

updating their website, reminding residents that they could access Library services

24/7; and the Library hours to visit in-person. She stated that she worked closely with

the Library Commission as well as with Mayor Allyn, III, to focus on goals and

where the Library was headed. She went on to state that talking with the Library

Patrons was a great way to obtain feedback, noting while working at the front desk

this morning she had the opportunity to talk with patrons about what they read, what

was on the Best Sellers List, if the author had another book coming out, etc. She

stated there were a number of things that factor into keeping a pulse on the

community and the programs/services needed.

Chairman Rodriguez noted the Library had a soundproof booth that patrons could use

for a job interview, or if they received a call while at the Library so they did not want

to disturb other patrons. She stated that she used the soundproof both once when she

received a call while she was at the Library, noting that it was great. Ms. Smith stated

the soundproof booth Chairman Rodriguez mentioned was at the Bill Library. She

stated although the Gales Ferry Library did not have a fully enclosed soundproof

booth that they did have a quiet area space that was in the mezzanine. She stated

because of the many services and programs the Library offered that her presentation

just skimmed the surface. She encouraged residents to contact her; or stop by the

Library, if they had any questions.

The Community Relations Committee for Diversity, Equity & Inclusion thanked Ms.

Smith for her presentation.

APPROVAL OF MINUTES

MOTION to approve the Community Relation Committee for Diversity, Equity, & Inclusion

Meeting Minutes of October 16, 2024.

Moved by Councilor Brunelle, seconded by Councilor St. Vil

VOTE: 3 - 0 Approved and so declared

APPROVED AND SO DECLARED

April Brunelle

RESULT:

MOVER:

Gary St. Vil

SECONDER:

Brunelle, Paul and St. Vil

AYE:

MOTION to amend the Agenda to remove Items #1 & #3 from the Agenda.

Moved by Councilor Brunelle, seconded by Councilor St. Vil

Discussion: Councilor Brunelle suggested that because Items # 1, #3; & #4 were all

similar topics that they only keep Item #4 on the Agenda going forward to eliminate

redundancy on the agenda.

VOTE: 3 - 0 Approved and so declared

VI.

OLD BUSINESS

Continued discussion and possible action draft a schedule for Public Information Forums to

present to residents the types of services the town offers; how to access services and the

authority residents should direct concerns regarding services.

Item #1 was removed from the Agenda. (See above)

COMPLETED

RESULT:

Continued discussion and possible action to identify various town venues to host “Informal

Conversations in the Park” to engage residents in discussions regarding their concerns and

their ideas for potential solutions

Long Pond on Lantern Hill Road (Showcase the Lantern Hill Waterfront Park, (2)

Provide some history regarding Long Pond; (3) Provide information regarding the

importance of preventing invasive plants from being transferred from different bodies of

water, and (3) Engage residents)

Winthrop Park near the Gales Ferry Community Center (Town Council April 10, 2024

meeting Mr. Kelly expressed concerns regarding the tennis courts, pickle ball courts, engage

residents etc.).

· Winthrop Park near the Gales Ferry Community Center - Councilor St. Vil

stated an Informal Conversation was held on Thursday, November 7, 2024 at 5:00

p.m., which was hosted by Parks, Recreation & Senior Citizens Director Scott

Johnson, Jr. He noted that Mr. Johnson briefed the community on some on-going

projects and plans, as well as some additional funding he has requested from the

Town Council to help facilitate the projects.

Councilor St. Vil stated he was impressed with the discussion, noting the

community’s desire to understand the Parks & Recreation’s strategic vision,

resources that would be relevant to their families, and the financial impact. He

stated Mr. Johnson talked about hiring an outside vendor to assess and develop a

Master Plan for the town’s parks.

Councilor St. Vil continued by noting that the community expressed a desire to

have more Informal Conversations, and that Mr. Johnson agreed to host

Conversations in the future. Councilor St. Vil stated for the Community Relations

Committee for Diversity, Equity & Inclusion that the community’s desire to have

Informal Conversations confirmed what they already knew, that these types of

small informal conversation would be beneficial for all involved.

Councilor St. Vil commented on the participation at the November 7, 2024

Informal Conversation, noting that Chairman Rodriguez asked residents how they

learned about the event. He stated the residents 50/50 split indicated that they

learned about the Informal Conversation from the mailings they received at their

home and from Facebook. He stated the mailings to the property owners who

lived within a 1,000 foot radius to Winthrop Park resonated especially because

there were two mailings: (1) Letter informing the residents about the Informal

Conversation and the topic; and (2) Flyer was a good reminder. He suggested the

Committee hold more Informal Conversations for the community and that they

use the same type of solicitation to engage residents.

· Lantern Hill Waterfront Park (Long Pond)

Councilor Brunelle stated that she had hoped to schedule an Outreach

Event/Informal Conversation at the Lantern Hill Waterfront Park this fall.

However, she stated with the daylight hours getting shorter that she would work

to schedule something in the spring, 2025. She stated that the Parks & Recreation

Commission suggested the event be held after they complete their work at the

Park.

· Visit all of the Parks in Town

Chairman Rodriguez stated at the Parks, Recreation & Senior Citizens

Commission on November 19, 2024 Meeting that Commission Chairman

Kenneth DiRico stated he was impressed with the Informal Conversation at

Winthrop Park, noting that it was well attended, and that some good information

came out of the conversation with residents. She also stated during the meeting

that Commission Member Paula Crocker suggested they move forward and

schedule an Informal Conversation to visit all of the Parks in town, which was an

idea that had been discussed over a year or two ago. Chairman Rodriguez stated

that perhaps they could visit the Parks in the Spring, 2025.

Councilor Brunelle stated that the Committee would continue their work to

schedule the following Informal Conversations for Spring, 2025:

Lantern Hill Waterfront Park (Long Pond)

Visit all of the Parks in Town

Councilor Paul stated as the Parks, Recreation, & Senior Citizens Liaison he also

attended the Commission’s November 19, 2024 meeting. He stated the Commission

praised the Informal Conversation at Winthrop Park, noting that they all did a great

job; and received a lot of good feedback. He suggested that the Community Relations

Committee for Diversity, Equity & Inclusion continue to engage the community.

Councilor St. Vil reflected on the past year noting that the Community Relations

Committee for Diversity, Equity & Inclusion executed a few programs to engage the

community.

Councilor Brunelle noted the following:

ü Hosted booths at the Farmers Market

ü Black History Month Program

ü Woman’s History Month - Poetry Slam at Lucille’s Restaurant

ü Pride Event

ü Informal Conversation at Winthrop Park.

ü Create videos to help residents navigate the town’s website

CONTINUE

RESULT:

Discussion regarding ideas to increase communication/transparency with residents.

Item #3 was removed from the Agenda. (See above)

COMPLETED

RESULT:

Review status of Department Heads Government Training Presentations.

Chairman Rodriguez noted that they were receiving a good response to the

Community Relations Committee for Diversity, Equity & Inclusion’s October 24,

2024 memo asking that Department’s prepare presentations to highlight their roles,

the work they and their volunteer committees do for our community; and public

participation in the decisions that affect our town.

Chairman Rodriguez noted earlier this evening Library Director Jennifer Smith gave

a great presentation regarding the Library, and that other Departments were working

to prepare their presentations and/or videos. She stated at the Parks, Recreation &

Senior Citizens November 19, 2024 meeting that Director Scott Johnson, Jr., talked

with the Commission about preparing a video presentation.

Councilor Brunelle stated that the Committee would be working with the MIS

Department to provide a central depository of the presentations on the town’s website

for residents to access on-line at their convenience; and as a resource they can refer

back to.

Chairman Rodriguez suggested the title of the link on the website be “Ledyard

Academy”. Councilor Brunelle agreed that Ledyard Academy would be a good title.

Councilor St. Vil noted that he saw the Assessor’s Office presentation that was

attached to tonight’s Agenda on the meeting portal. He stated that once residents hear

about the information being available on the website that they will search for the

information.

CONTINUE

Tax Assessor Office Presentation

RESULT:

Discuss starting a relationship with the Mashantucket Pequot Tribal Council to help foster

communication and mutual points of interest.

Chairman Rodriguez stated the Mashantucket Pequot Tribal Council was excited and

would like to have a relationship with the Town. She stated she hoped to provide

more information to the Community Relations Committee for Diversity, Equity &

Inclusion soon.

CONTINUE

RESULT:

Research Community Organizations that provide Opioid and Substance Abuse Disorder,

Recovery, and Prevention Programs relative to the use of the Opioid Settlement Funding.

Chairman Brunelle stated although this item was on the Community Relations

Committee for Diversity, Equity & Inclusion that they were not currently working on

it. She stated the town was working with other Organizations to provide opioid and

substance abuse and recovery programs.

Chairman Rodriguez noted at their October 23, 2024 meeting Town Council

approved an appropriation in the amount of $10,000 for Community Speaks Out to

provide services to Ledyard. She noted the previous year (2023) the Town Council

allocated $36,100 to Ledge Light Health District/Ledyard Prevention Coalition.

Councilor Brunelle stated the Community Relations Committee for Diversity, Equity

& Inclusion could keep an eye on the work of Community Speaks Out and help them

promote the work they were doing in Ledyard using social media.

CONTINUE

RESULT:

Any other Old Business proper to come before the Committee

None.

VII. NEW BUSINESS

Discussion and possible action to begin preparations for the 2025 Black History Month

Program.

Chairman Rodriguez suggested the Community Relations Committee for Diversity,

Equity & Inclusion start their work on the Black History Month Contest the first

week in December. She stated in past years the information regarding each of the

contests (Elementary Schools, Middle School & High School) were all in one letter;

which seemed to cause some confusion. Therefore, she suggested that three separate

letters be prepared for each of the grade levels, to eliminate any confusion about what

the students were being asked to submit for the contests. She also suggested the

letters be sent out in December. She stated that she would be happy to work with

Councilor St. Vil on the letters.

Councilor Brunelle suggested at their December 18, 2024 meeting that the

Committee prepare a schedule of the types of programs they would like to support in

the coming year.

Councilor St. Vil stated that he agreed with preparing a schedule for the coming year

for planning purposes.

Chairman Rodriguez stated that she agreed with preparing a schedule for the coming

year so that things do not fall between the cracks. She noted as an example that

November was Native American Heritage Month and although Councilor St. Vil had

a great plan that the month came up quickly.

Councilor St. Vil noted that he hoped to have more information regarding his plan for

Native American Heritage Month for the December 18, 2024 meeting. He explained

that they would take some of the work the students were doing for Native American

Heritage Month at school and share with them the celebration of Native American

Heritage Month.

Councilor Brunelle stated that she talked with a Girl Scout Troop earlier today about

community service. She stated the girls were interested in what the Town Council

does. She suggested that next year they invite the youth to attend a Community

Relations Committee for Diversity, Equity & Inclusion meeting and perhaps give

them some topics to work on and allow them to role-play as Town Councilors.

Councilor Paul stated that he would like to see the schools get more involved with

programs such as Black History Month and others because that was where these

initiatives lie. He stated that he would also like to see the Library become more

involved these types of programs. He also stated that he liked recognizing the

winners of the Black History Month Contest at a Town Council Meeting.

Councilor Paul continued by noting Councilor Brunelle’s idea about inviting the kids

to role-play as Town Councilors. He stated that this was a good example of civic

engagement, and that it would get kids interested in local government and how it

worked.

Councilor St. Vil noted that their term would come to an end quickly. Therefore, he

stated they have to have a plan to address the many ideas the Committee has been

discussing, because time flies.

CONTINUE

RESULT:

Any other New Business proper to come before the Committee.

None.

ADJOURNMENT

Councilor Brunelle moved the meeting be adjourned, seconded by Councilor St. Vil

VOTE: 3 - 0 Approved and so declared. The meeting was adjourned at 7:18

p.m.

Respectfully submitted,

April Brunelle

C o m m i t t e e

Community Relations Committee

C h a i r m a n

DISCLAIMER: Although we try to be timely and accurate these are not official records of the

Town.