Good evening. I'd like to call the board of um library trustees meeting of J of July uh 16th to order. And if we could introduce the board. To my right is I'm Katie McGonagal, library director.
Nancy O' Conor, trustee. Michelle Jones, trustee. Larry Bowman, secretary. Amy Paul, vice chair. Cindy McNut, chair. And a first order of business is public comments. Seeing no public, we'll move on to our meeting
minutes. Has everybody gone over the meeting minutes? Yeah. Comments or edits or I thought they anything from I didn't attend so.
Oh, that's right. Unfortunate, but that is reflected properly. Yes. Got a nice job. That's good. Okay. Um hearing no um no comments. Can we have a motion to accept the meeting minutes? I move to accept the minutes.
Thank you. I vote. Second to accept. Thank you, Nancy. So, the meeting minutes are accepted from June 27th. Uh let's see. We can now
Oh, yeah. We need to vote on that. Do we have a vote to accept the minutes? I thank God you're here. Um, so let's I think we could get to the board organization now
if that's okay. Sorry. Okay. So, in in July, we need to reorganize the board. So, do we have any nominations for chairman?
I know. [Applause] I'll nominate Cindy McN for chair. Um, what would Would you like to swap roles? Which Oh. Oh, I Oh, I didn't I didn't know what I
No, that was good. N was good. No, sorry. Do we have Do we vote on I think you all decide amongst yourselves who's going to take which position, right? Okay. Do you want to swap? Yeah. You want to do that because And then
so someone has to second me taking chair. Yes. And then or and and I would take vice chair. Okay. Okay. Amy, are you okay with that nomination? I think I can I could do that. Okay. Thank you. I'm honored.
You know when to um someone she made the first to nominate Amy chair. So somebody needs So I will second Amy's nomination for chair. So then you say all in favor. All in favor. Amy being chair.
So Amy is chair. And then you suggested I nominate Cindy as vice chair. And I'll second the nomination. Nancy and and all in favor.
So there's that. So then then we need the secretary. Larry's done. Larry, would you would you be willing? Yes. You do such a good job. You don't have to nominate. We're nominating you. I think we have to
just just as a for I nominate Larry. I second. Yeah. And Nancy seconded. So all in favor? I I number I. So that's great. I think we're
That's why you you don't have board meetings in the summer. Got heat stroke. Oh my goodness. Is that the truth? Okay. So now at this point Amy takes over. Now you're now officially the chair. Can we switch chairs? You want to switch?
It's a symbolic reorganization. I think you should. Go team. How about Thank you all. Okay. Good job at not having appendicitis. I did lower mine. It's okay. I can see over the table.
All right. Well, thank you all for the vote of confidence. I appreciate we have total confidence in you. Um and now I think we have directors. That went smoothly. It did. Thank you all very much.
Um and I will notify the town of um the changes tomorrow. Okay. Okay. Okay. Good. So I will send that email to the town manager office. Okay. Um so moving on to the director's report. I'll start with children's highlights from the month of June. There
were 25 programs, 639 program attendees, 511 reference transactions. Wow. And for the passive programming, uh, the scavenger hunt had 367 participants, the guessing jar had 293 guests, and the story walk had 203
visitors. So, please keep in mind June is when we have our summer reading kickoff. Um, we really get going for our summer programming, so the numbers um, reflect that. The summer reading kickoff was held on Tuesday, June 11th inside the library, and it was a huge success. Uh, we had
hundreds of visitors come to enjoy music and magic performance, get their faces painted, get a glitter tattoo, enjoy a tasty treat provided by Amy right here. She handed out popsicles. Quite intense. Did they melt?
No, they were handed out so quickly. Way to go. There was no melting. Um, folks who came through got a swag bag and a free book. People were able to register for the summer reading program through Beanstack, connect with our staff, obtain or renew a library card,
check out materials, learn about other services offered by our community partners. So, we had um Pleasant View Senior Center was here, the historical commission was here, and the friends of the library were all here, which was great. And um it was an opportunity for us to connect with each other within our
community. Yes. And if you haven't seen it yet, I hyperl it here. LCAT created an amazing video of the summer reading kickoff. If you haven't seen it, I highly encourage you to watch it. It was great. Um, and it's online. Um, I think we shared it out on
our social medias. The town shared it out on their social media and it's on LCA's um Oh, sure. channel. So, it was great. just to give you um a kind of glimpse at our statistics for the month of June for the summer reading program to compare and contrast uh this year to last year.
It's pretty close. Um as of this year of June 30th, we had 1,153 people registered for the summer reading program and that broke down to 644 kids, 141 teens, and 368 adults. And the
minutes read were 795,840. Goodness. So, which is fantastic. Lot of minutes, right? Yeah. And you had you had a little more adult attendance this year. Yeah. And I'm interested to see where our stats are come at the end of July. Right. Right.
Um the state in English. Um so on the next page, I have a couple of screenshots for you for some of our displays that we had going on um during the month of June. And uh even though summer reading is in
full swing, the children's department is already actively planning their program schedule for 25 through 26, which is almost completed. Um and they will continue to offer a variety of age appropriate programs for children and their families and caregivers.
14 highlights. During June, there were 10 programs and 156 program attendees. Uh according to Erica, summer programming is off to a tremendous start. During the month of June, Erica hosted 10 programs with many more planned through July and into August.
The Pride Party was full of energy and pride. There was karaoke, music, pizza, candy, crafts, and a lively trivia competition. Kirsten from the children's department did a great job with setup, support, and craft selection. So, Erica and Kirsten both teamed up to host that program. Uh, the teens love making
bracelets and keychains with pride beads and charms, as well as decorating pride rocks. Another great program was the teen test kitchen. The teens rotated in small groups of three to four through four different kitchen stations. And this format gave everyone a chance to try out
different tools, ingredients, and cooking techniques while building teamwork along the way. The culinary experiments were fried Oreos, mini pancake cereal, spicy mozzarella sticks, and whipped strawberry milk.
um the station in the building. She makes it work. She brings it um like little appliances. She purch from home or something. Um Erica used some of the friends programming fund that they very generously donate to to purchase some of
these items as well. Oh, that's great. And then you'll have them for other Yeah. So, she uses them. She wants to do this was so popular. She was telling me this morning because we looked at the fall programming that she's already set up. Um, half schedule again, which is great. Um, but that was one of the big
requests for the teens was to do another teen test kitchen. So, she's trying to find caring for living in a dorm room. Yeah. Yes. Well, and when she does teen spots on Friday, she'll get out the waffle maker and the kids can make waffles and have
snacks on Friday afternoons and the whole building smells so good from the waffles. So good. So, Friday afternoon. Friday afternoon. Yeah. So, but you can see from the pictures listed, I mean, she's really doing a great job. Um Christy is helping
as well with a lot of the team programs and it's just been a great partnership and the um the consistency for programs. I mean she had 156 teens during June come for programming which is great and
think about like half that month where they're not in school anymore. So yeah so she does a really great job. Well, she'll set up registrations with limits, okay, for the number of participants for a lot for some of the programs. Do do you have any idea what the age ages of the teens were?
Uh 13 to 18 typically. Yeah. So, like 6 to 12th grade. Do you have any idea what the attendance was? Well, she can she can set that up. So, like when we do our registrations for any of our programs, we can set up kind of parameters for people to check off kind of what their age grouping is. And
we do that a lot because of the AIS reporting requires us to break down the age categories. I I just wonder I just wonder. So she might teens or something. So it depends on the program and the topic. Sometimes she'll do middle school, sometimes she'll do high school,
sometimes it'll be both and sometimes just limit it to a certain number. Yeah. No, that Yeah, it's great. Yeah, that is it's really great. Yeah. And speaking of Aerys, I finished the report. Good. And I just sent that over to the town manager's office this morning to
review. And then once I get that uh response, then you will come in and review it and sign it. Yeah. She doesn't. For adult highlights, there were 13 programs, 104 program
attendees, 291 trans reference transactions. Um, study rooms were used 269.5 hours and there were 29 requests in support. Uh, the adult department continues to
provide services and programs to the community both inside the library and through outreach opportunities like visiting the Pleasant View Senior Center and Bluebird Estates. The adult services department is also in discussions with the deputy town manager to arrange for uh library space and materials for
another town hosted book discussion. Um library hosted programs this month included historical physical and arts and crafts topics. The history of emancipation and junth was a great presentation and received positive feedback. The presenter Chris
Daly is a retired history teacher and gave an engaging presentation that patrons enjoyed and came away having learned something new. The new book walking club group is meeting uh on Monday mornings and is gaining some traction. Pun intended.
We get we get it. So they'll meet here Monday mornings at like 9:00 a.m. and then they'll walk on the rail trail and talk about books and the library and programs and things like that. So that's been great. and then they'll become supporters.
Yes. Yeah. Cool. So, there's a few pictures here. You can see um some information about the history of emancipation in Junth. Mora said that that presentation was fantastic, very informative. She felt very lucky. I think she said that the presenter was retiring and moving, so she was able to
get this presenter right before that happened. So, that was great. And then on the next page, I just kind of added in some of our um social media posts promoting our summer reading program. And you can see some of the um like the June wrap-up for some of the
stats for the summer. Oh yeah. And then moving on to circulation, there were 14,717 items circulated. That's an increase of 1,461 from May and an increase of 137
from June of 24. There were 70 new patron cards issued, 304 reference transactions, 18 non- library meeting room uses, 69 hours of volunteer shelving, and our
door count was 9,875. The circulation department has been very busy assisting patrons, especially during the summer reading kickoff event. U museum passes continue to be a high circulating item and special thanks to the parks and recck department for donating pine null pool passes. So those
have been very popular. Yeah, they they donated several passes which has been great. Um, the circulation department has connected with the local public schools to provide volunteer work for students at the middle school who have been nominated to join the National Junior
Honor Society. Each student needs to complete four hours of community service before September. So, the circulation department has been setting them up with like cleaning and organizing pretty much all over the library. So, that's been great. Yeah. And then the adopt a book program has
been very popular since its launch. the be towards the beginning of fiscal year 25. Um the majority of the books were adopted by patrons and the library will continue this program through FY26. We're just going to keep going and see how it um see how it does. And we are
placing our next order for adaptive books on August 1st. And then I have a couple more um just social media posts to share with you which is one of them is the pineal pool pass that we have now. And then we added a bunch of more options to our Library
of Things collection and we're trying to keep publicizing that so folks know what we have in that collection so that they can check out throughout the summer. My husband was very excited that he got like a great game from upstairs that like they've already played it a bunch of times and it was a big hit. So good. He will be spreading the word to All
right. Go to the library and get board games. Uh we just recently borrowed two board games. So it was a good collection. All right. Um, for our tax services department, uh, during the month of June, there were 108 items added to the collection. 206 items
were deleted from the collection, 12 items were reclassified. And, um, the tech services department really worked on cataloging, processing many of those unique Library of Things items because they're so unique. It really requires original cataloging. There's a lot of
processing involved. Um, all the labeling, the bagging, and all that stuff. really. Yeah, it's it's been a lot of work, but they're doing a really great job. Um, just some library updates. The library closed out fiscal year 25. So, our fiscal years run July 1 through June
30th, and we have already opened fiscal year 26. We had a really smooth closing and opening this year. It went really well. Carol absolutely knocked it out of the park. She did a really great job getting all of our purchase orders closed and all the requisitions and purchase orders open and account set up
and it was it was a lot and it was it went very smoothly. So, we were really happy about that. That's really good. Um, when I wrote this ARIS reporting preparation was underway and now I am done. So, I'm just waiting on approvals
and we should be good to go with that. It's not due until August 15th. Okay. It opened July 1, so we have plenty of time. And then the financial report will open in early August. So there's some overlap there.
And then um so as you know, we're looking to do a kind of a little freshening of our spaces. We're trying to best meet the needs of our community by staying within the footprint of the building that we currently have. And I told you the last meeting that I've
applied for some grants. Um I'm still waiting to hear back on those. But in addition to the estimates from the local vendors that I got for the municipal ADA improvement grant, um I did have meetings with Demco and Creative Library Concepts. Um I'm waiting on a proposal
from Demco. I did receive one from Creative Library Concepts and I'm also working with the Massachusetts Library System to get their input for um just facility improvements in the building. So hopefully um that will all
come together so we can do a little bit of a redesign to kind of best meet the needs of our patrons and our staff. So looking at um the circulation desk, the public service desk, the seating and the layout of the second the entire second floor. We're looking at acoustics and
lighting um flooring on the first floor. So, it's kind of a a lot of different pieces that we're looking at to try to make some updates and I'll keep you posted as that progresses. That's great. Um,
so, uh, professional development during the month of June. Uh, the sessions attended were a library is not a computer, librarianing for social flourishing presented by LB MBLC and I also did several sessions on Aerys with NBLC.
because every year they change the report and what's required. So, it's really helpful to attend these sessions to make sure I get all the information that they need from the friends. The friends June meeting focused on fundraising efforts and planning for the upcoming year ahead
of their summer hiatus for July and August. The friends board is currently developing a schedule of community and library events along with assigning or requesting volunteers to help prepare for and attend these activities. Um, the meeting also included discussion of their upcoming August fundraiser with
Chipotle. And you should have at the bottom of your packet one of the flyers for the Chipotle uh fundraiser. Um, so if you should happen to go to Chipotle and order a meal on the August 5th,
you need to bring that with you. There is an option that you can order online. Um, but if you bring that with you and show them that, then some of the proceeds from the dinner that night go back to the friends of East Long Public. And can this be downloaded from the library website? It's on the friends website. It's on the
friends social media and we have them um here in the library as well. Yep. In the children's department, in the circulation, upstairs in the reference desk, in the friends area. Will Chipotle have them as well? I don't think that they have them there, but we're right across the parking lot. So people could come.
I know at least one friend member that will probably be standing at the door just being like, "Are you here for the friends?" I know they did that at Texas Roadhouse. They'd have people out there. Yeah. So the friends had There you go. The friends had initially um scheduled
this intentionally for that date because that was typically when the National Night Out community event occurs. That has been um postponed. They're looking for a new date. So, um that the plan was to kind of have those
two things cuz it's usually like right up the street. So, um but that's been postponed. But, um the children's department is going to actually put in a program this night now. So, hopefully we can get a few folks that come here and go across the street. Good idea. Good. Please feel free to pass that along to
anyone who might need it. We have extras. Okay. Um, in terms of town updates for June, the library continues to provide space for town departments to hold public and interdep departmental meetings. And the town clerk held voter registration in
the conference room. And then um we are going to look at that bylaw soon to be rules and regulations document that we have. And then our next meeting is going to be in August. But also attached um and you all already
received this but I just wanted to give you some reminders is um Al Hayden who is the library advisor specialist for um all of us. So, works at the MBLC but is like the adviser for trustees. Sent out
an email just reminding everybody that the mass um municipal association does have really great resources on their website and it also includes um information about public records and open meeting laws. So, if you need a refresher, they have webinars that you
can go on and watch that. Okay. So, you have this email um and it's this it's hyperl here and I can always send you those if you need them. And then below your packet, it's like kind of separate underneath um there was
another MVLC update from director Moren Amiot about what's happening right now with funding in Massachusetts and IMLS. So this email went out to the all regions list serve. It went out to friends and trustees and um foundations
and um anyone kind of that's in uh the Mass Library Association. So in here it talks about um this state budget and the majority of level funding for the library lines as well as what we can do about helping to
support and protect IMLS. and they reference um a book riot um article which I then printed and is on the the next few pages for you. Oh, sorry. Should we read it out?
No, I don't know. No, let's just take for for later. There's a lot of good stuff here. There is. Yes. And this is also available on the Mass
Board of Library Commissioners website. That was nice of you to print it out. Thank you. And that's my report. Thank you for coming. Any new business? No. Did we? Oh, wait. Sorry. Old
business. My fault. New at this. It's okay. We have the board of library trustees bylaw review. And we have a nice draft here. I wasn't here for this. Does anyone want
to give a very quick recap? I know it was in the minutes, but did we arrive at something we think is final enough or are we still working? Still working. Oh, yeah. We had to we had to stop. It got late and Okay, we weren't at the end yet.
So, where should we pick back up again? Any thoughts on where were we? It was um we could read it again if we want to start that way, but is there a particular spot through to a certain spot?
Yeah. Um I think we kind of adjourned on on this new draft you see the third major heading trustees and duties of the trustees. So, if you are working off of the old
original bylaws, that was article 7, page five. And so, we kind of thought to sort of reorganize for flow the document. So, it
begins first. I don't remember Amy if you were I was in the first section. Okay. So the next at that point I think we already decided right it's rules and regulations and not bylaws right. So we start with purpose
then library director then trustees and then under trustees you have these things that are related to the trustees the duties the attendance the term limits the resignations
and then it's like a subset of the trustees the officers um and then the meetings of the trustees um which is page three now of this right
draft. Um so when we were going through the original bylaws we were almost at the end right um we were on page five which was the duties the duties right
so I guess that's where we start our our work tonight right looking at the duties of the trustees and what I mean there's a a list of 17 So, we need to I guess start to read
through those and decide what is or isn't editing back. Do you want to make a copy of your of the old copy? Does anyone have an old copy?
I have mine all written on I can make you a copy. I have page five and seven that don't really have the current one. I will make a cop I will print out the Would you if you wouldn't mind I'm sorry. Yeah. I can make several copies. So duties of the trustees.
Yes. Yes. And this is this part. Yep. There is one question that we had last session. I am which I did email the town manager about. I'm still waiting in response. So when I have that then we'll we'll
um make a change. There was about um Amy, we had a question about section four on page five right above where we're about to go into in this portion right here. In the event of a tie vote,
the motion will be defeated. In the event of a tie vote, the motion will be defeated. But I wanted to follow up. Well, does the library director come into play? does the town manager able to break the tie or overrule that
decision? So, I just want I don't know if this is a carryover from the previous form of government. So, I wanted to ask about that. Yeah. And on that topic, um don't we follow the same rules that any other town board
would follow to that? Not necessarily. No. Okay. I don't know if there's a difference between the type of border commission. So again, so like appointed versus elected, you know, that type. So I wanted to get some clarification on that language there. Okay. Okay. Okay. So now duties of the
trustes. Sorry to interrupt. Should we read the old version and Sure. talk about the new version. Yeah, I think that would be good. Go ahead. Duties of the trustees. one shall ensure
in consultation with the library director that the library meets statutory and regulatory requirements of Massachusetts general laws and then blah blah blah
chapter 78 sections 19A and 19B and 605 code of Massachusetts regs section 4 so that the town of East Long Meadow will be certified by the MBLC in order to qualify for the state aid to public
libraries grant. Does that happen? Um, I think that it's more of um the board would support the library director in that.
Can we just go one by one and just change that language right now instead of that's I'm trying to figure out how so this is like instead of shelling sure just say like we'll support the library director. So the chair of the board of trustees signs off on the errors report and the
financial report which which is what allows you to qualify. That's part it's one of the steps that has to be checked off. So I don't know if like I don't know about that language there.
I'm uncomfortable with saying that we have any knowledge of what the statutory requirements interpretation is. But is that part of Yes. So you printed that out when we first started this process, right?
Yep. So I have chapter 78. So yeah, we have the text of the law 19 and B, but we don't interpret who sign the law. Yeah, but we're following.
It doesn't say here that you are though. Can I just take a quick gander? 100%. Yes. But we would need We have a council. We have I'm not an attorney, but we have town
an attorney who works for the town who would help us with that interpretation if there was a question, but it's basically already set. So, yes, that's my job, right? My job is your job is to make sure that we're open the required number
of hours. We are meeting our required minimum expenditure on circulating materials. We are submitting all the documentation on time like the error report, the financial report. So that's part of my job that Tom is making sure, pardon me, the town manager
is making sure that the library director is completing these tasks. Correct. It's also being overseen by the director of municipal finance to make sure that the funds are being um appropriated. It's spent appropriately on what needs to be purchased in order
to maintain our certification. So the role of the trustee in that is signing the report. Correct. Basic financial report. And the financial report. So it's just the signatures of like saying Katie or the library director. I'm giving you monthly updates. You are
having the opportunity to ask me any questions. I'm giving you statistics as we go throughout the year. So it is I'm informing you when there's any staffing changes like that type of thing. So the ARIS report is looking for all of that information. Part of the requirement is that the
trustee chair or vice chair signs off on this paper which is why I will have a meeting with you to kind of go over it as a one piece document as opposed to like sharing that information throughout the whole year. Sure. And for the trustees to do that, they have to rely on the reports of the the
director that in fact that is exactly what is happening. Right. Right. I mean, I don't go into all of the budgetary information with the board. Well, correct. Um because then that that piece is really reviewed in more detail by the
municipal finance. will be it's the language I think should be um trustees ensure that the library director has the resources or support necessary to ensure the library
meets statutory and regulatory requirements right but then that puts everything on the board of trustees no it doesn't though it puts on the library director yeah I mean So instead of saying with inconultate,
you're kind of taking out the in consultation. You're saying as a support role to the library director rather than we're not consulting you, we are supporting you. It reads to me that the board, right? Yeah. Right. Shall ensure with my consultation
opposite. I feel like it's the So that's where I'm like I just feel like this needs a little Is there a problem with the insure? Is that the word insure? I would not want to put that that's onus upon the board members.
Right. So, I mean it I think Michelle, you know, is right in just saying that that you know, we're supporting the library director in uh her
uh efforts to meet the statutory uh and regulation requirements. So I had uh one shall support the library director. I just felt that that read wrong that the library meets statutory.
No, no, that's are we are we okay with using shell? I know in the first part of the document we took off a whole bunch of shells. Yes. How about supports? Okay. So supports the library director
in their efforts to ensure that the library in this that we're looking at is the present we're going to call it rules of regulations the current I mean even though it's single
yes it's director but it's there yes interesting because you don't know what the pronouns are going to be for whoever the library director is right Canyon. True. Right. So, supports the library director in their efforts to ensure the library
meets statutory and regulatory requirements. Dot dot dot. Yeah. So, or it we could say supports the library director in their role of ensuring
I think is is is um is the d with under the duties of trustees we have this but under the duties of the director does the director have an obligation oblation to consult
with the trustees. Do I have an OB does the library director have an obligation? No. No. So, um No, but we also edited what's going in
under library director. The library director to remove some of the pieces because that was Yeah. placed elsewhere. Yes. because this would really put the onus on the the board of trustees to make sure that everything you did was in compliance
with the law. Right. But we're not ensuring we're just supporting. Correct. We're just supporting the library director. Okay. But that's where in their effort, okay, to meet X Y and Z,
right? the town manager and like the municipal finance director. They are the ones that are ensuring that I that the library director is doing their job, right? You will have to oversee that, right? Okay. Okay. So, it's going to read SH support.
Not even shall we're just support. Okay. Supports the library director in their efforts. that the library needs study. Okay. Okay. That's one. That's good.
Two. In the event the board of trustees of the East Long Meadow Public Library is named the recipient of restricted or unrestricted funds. The board will take the following steps. I cross out that entire section.
Okay. I was just going to ask what is that? You don't send it to the friends. Correct. But the the there is no account for that. The board of trustees will not hold any funds. So all of two can I apologize. No, please. Thank you very much for your
We will see you in August if not see you in August. Thank you. Okay. So number three. All right. Uh which shall become number two. Correct. uh shall assist the library director
with input from staff, community representatives, residents, non-residents, and library patrons in the creation of five-year strategic plans which assess the needs of the library and the role of the library in
the community and ensure the library develops to meet those needs. Excuse me. Do you want to change all of these to just get rid of the shell and just say assists or supports or supports
and to get rid of the insure? Yeah. And and so support is there another insure? Yeah. Oh yes, there it is. So supports the library director supports along with input.
So I think the intent of this is again this is a carryover the creation of the strategic plan which we just went through right? So I think what it the intent it should say supports the library director
do we even need essentially they participate in the strategic plan participate is the better word okay participate in and then it starts with participate in the creation of the fiveyear
okay so I'm sorry we're not going to say supports we're just going to say participates participates And what what and then cross out everything participate in the first line and then go to the second line
in the creation up until Yeah, I got it. All right. Participates in the creation of fiveyear strategic plans which assess the needs of blah blah blah and ensure the library develops to meet those needs. Yes, that's Yeah, that's good. And we're taking out and shore, right?
Yeah. I think we just take out that whole that whole thing. Oh, we're taking sure the library develops to meet those needs. I think it's just period after community. Yeah. Okay, I get it. All right. So, this is
in but this is okay. Yeah. Gotcha. Okay. So, that's two and then three. Shall Okay. Well, I'm just reading what it says, of course. shall conduct in consultation with the
library director an annual review in November as to the progress in achieving the goals and objectives set forth in the library's current five-year strategic plan in order to introduce the strategic plan to new trustees and
remind existing members of its content. promote communication between the library director and the board in setting and advancing goals and objectives for the library and provide input from the unique perspective of the
board to the town manager. Okay. So, I really like the idea of doing a review or having a discussion of the strategic plan in November. I think that's a really great idea. You want to keep that? And I do think it's like the first two
bullet points I think work for me. The third bullet point um provide from your perspective of the board. Well, I think invite him to the meeting though. We sure could be appropriate. Yes. But I I think this third bullet point I think it would be helpful to get
your input on the strategic plan. So, so instead of the town say of the boardies of the board, we can and we can invite the town manager to any of the meetings. The town manager of course is welcome to attend any of the meetings. Special invite for that particular one
perhaps, but I think it would be helpful to have the input from the board. Yes. Or any community members that speak to you. Right. Right. So we can communicate if we know some what some of the community members
are thinking. Right. Yeah. Right. Or or or hoping for, right? So would it be accurate to simply strike uh the first half dozen words and just say um
an annual review, participate in an annual review, right? Participate in an annual review in November. and then keep the first two bullet points as they are. Sorry, can I ask please on the um the
November? I have no idea why that date was set. Um, but is it the intent to do a review at a meeting, a regular meeting of the board or is this a special meeting? No, it just happens in November.
Well, I think we get to decide whether it happens in I don't think we have to pick any specific month. So then So then we just scratch it and just say participate in an annual review. Yeah. It doesn't have to say November, does it? as to the progress.
Thank you so much. My my assumption is that that date was selected either because the the reorganization was also in November, right? And or the action plans that are due to
NDLC. There's an annual action plan and which they may have they may have made a change with that. I have to go back and look, but there's an annual action plan that you submit to MBLC in between your strategic plan years.
Okay. But that can be up to it doesn't have to be in November. It can be correct. But I think that like the action plan is due in like October or September or October. I think it's like a financial report action plan like they're back to back to back huge reports that are all due. you would want
some input uh before you had to do that and well it would it would have come after would have come after you did it but it would be good to have some kind of a designated time period just so that you know that it has to be done by that time
yeah and I think that's something that I can kind of take a look at when I am looking at right and then just the schedule to and then just put the appropriate time frame and if I might just throw this out. You
can do with it what you wish, but I really don't think that the bullet points are necessary. I mean, it's you're already saying you you're an annual review uh as to the progress of achieving goals and objectives. Okay.
So, it's kind of a little superfluous to say, oh, we have to remind us of the content. We could just leave that. I mean, just Yeah. I I think right plan period plan. Yeah. Okay. This will just be for me for my notes.
Exactly. Yeah. Yeah. Because that's I think that's expected. All of that's just right. It's just a further you would you would you would assume that that would be what was great.
Okay. So if they're if we're participating in the number five, if requested by the town manager, the board shall assist in recruiting, interviewing, and the reviewing of credentials of candidates for the
position of the library director. Does that ever happen? Yes, it does. There was board members in my interviews. Oh. When I was applying for this position. Uh well, and I think that's probably the town manager was so this one does not
bother me. I reviewed this one with the town manager to keep it sort of grammatically consistent. We're saying, you know, we you participate, you participate shall assist to participate. Just assist. No, no, just simply Yeah. begin by
saying uh uh assist if requested by the town man. That's a good Yeah. in the blah blah blah blah blah. Yeah. Assist comma if requested. Right. Right. In the recruiting, interviewing and
whatever. Okay. Number six, establish written policies for the selection of library materials and the use of library materials and facilities which are in accord with the current standards of the American Library Association as provided
for by the Massachusetts General Laws chapter 78 section 33. Um, did we have have we already done that? We did. Well, we certainly have to do it policy. Yeah, that one that one I don't have any
notes for. So, that's okay. It's not like um amends to those that exist or something. Amend or Oh, I see what you're saying. You understand what I'm saying? How about establish and revise?
Okay. Revise or amend? Well, they've already established the written policy, so Oh, well, we might need another one. Maybe just revise this. We've added a couple of policies since I started. I still have more time. Establish and amend.
Okay. Yeah. All right. You want to use amend? Well, I just was following. Well, Nancy said amend. So, all right. Yeah. Okay. I don't really care. Establishing amend written policies for the selection. I think either one works. Yeah.
Amend. Give a little variety. Little bit different. Okay. So the next one is similar. Uh okay. Determine, develop and implement in cons consultation with the library director. Yeah. Library policies
that govern library services and maintain a record a written record of them. Okay. This is somewhat duplicative, isn't it? So the one above specific development,
right? So that's a collection development policy which typically incorporates right uh reconsideration piece which we have and we've done. The next one is I think justeneral all the other policies right?
Yes. I think you need both of those. But I wonder if it should be established and amend written policies that govern library services and maintain a written record for them of them. I mean, you mean kind of combine it
or kind of model it off of number six. You're Isn't that sort of redundant? Okay. Well, because this one's for one specific policy and then this one's for all the other policies, right? Well, aren't all Oh, I see. This is This
is not necessarily a written policy. I get it. Okay. The board is not implementing them. Okay. So, we're not going to we're going to take out implement. So, what you mean, Katie, is we could have establish and amend written
policies for colon bullet one, the selection of library materials and the use blah blah blah. Bullet two, lab uh govern library services and maintain a written record. Wait, do we need a reg written record regardless?
Well, I think the written record is that then those policies are posted in the library. But all of our policies are posted in the library. Well, some of them are specifically posted in certain areas, but they're all available on the website. Correct.
So, we have already written policies, right? So is it establish and amend policies for the selection of library materials? Yeah. And well I think that is different from the one above it. Yeah. Okay. So one is selecting library
materials. Two is the use of library materials but then it says and facilities. Mhm. Um so and facilities is I guess
arguably similar than just well it's a little different than library services in the next one. But if you want you can just bring up the phrase library services to the preceding paragraph. So
it'll read establish and amend written policies for uh you the colon uh selection of library materials uh semicolon use of library materials
uh I guess and facilities and then semicolon uh library wait for the selection policies for selection of library materials, use of library materials.
So this is basically if you look here, this is chapter 78 section 33. This is that what if we do an exclusion like a basically the next bullet is
um establish and amend written policies not covered by mass general or for for topics not covered by the American Library Association or something like that. So this the whole point of this bullet is that
we're in we're in accord with the current standards of the American Library Association, which is what we should be. So I don't even know why we need the necessary. But there may be other things that aren't covered under that that we make policies for
that we also make policies for like like the the uh library of things we have a policy for. Right. That's that's not under that wouldn't be under that. Well I think there's a big chunk of this that was just copied into this. And part
of the reason that the section 33 also is important is this bottom line. Do you want to read that last sentence? No employee shall be dismissed for the selection of library materials when the selection is made in good faith and in
accordance with the approved policy adopted pursuant to the provisions of this section. I think we should leave it. So, but I do feel like there is a way possibly to com combine the two to combine these two
to to have one number because they're both referring to policies. But I think they wanted to highlight when this was created. I think that they really wanted to highlight this and you need to highlight that. Correct. I think you're right because
I guess number seven. Do we need that one? Well, I feel like number six really just focuses on this one policy, but this is the most important policy. So, well, why can't we just we could negot we have a behavior policy. We have a comm like a meeting room policy. Like
those ones are also huge. We still having Yes. I we still have to get to like the bulletin board and community uh community bulletin board and uh the literature racks policy. That's going to be another big one because that models they they kind of like complement with
the meeting room policy, the program policy, like all of these things kind of complement each other. So I understand why this one was specifically pulled out. I just feel like Okay. Well, then what about just throwing this out, please?
Um, keeping uh number the prior number six pretty much as is. We could just say establish and amend and then just leave it. And then at the very end have a
comma after section 33 and then you would say um and all other library policies that govern library services. Okay, that's good. And you want Yeah, I like that. And you want to keep in maintain
Oh, and maintain a I don't know. That's in the first part of their libraries. That cover? Yeah, that would cover it. What about and all other libraries that govern li services
that may be deemed necessary by the trustee? But then you get in what's necessary, what's not on all other policies of other library services. Period. Yeah, I think that's good enough. Sometimes you can over
um try spec specificity I think right and then that way you can yeah then you get yourself really into all kinds of problems number seven so we have two three four five get rid of seven seven right
keeping and maintain a written record of them is that important no I took that part out because it's written written policy. So it's like we've already said that. Okay. So the next So that's going seven's going out, right? Seven's out. Okay. And now we go
to old number eight. Is new six basically. Correct. Yeah. uh support the library director in preparation of the library budget and if requested participate in its presentation to town boards and
officials and work for its adoption by the municipality does the trustee board of trust I'm just going to ask you that should be open to doing that I think if there comes a time when there are budget cuts and the library needs
support for funding having the board be able to help communicate that advocate for that I think would be really helpful. Okay. So then you have a purpose for that. Yeah. Okay. That's good. That's important to keep there. So that one I feel like would be helpful
to maintain. All right. And now to the old number nine through the library director. Monitor the maintenance of buildings and grounds and regularly review facility needs to see that they meet requirements
of the total library program. What exactly does that mean? Well, that's what you're you've talked about in your report just now with like you have the assessment of the building. Is it still meeting needs? We're aware of and we support that you're doing that. Right. Right.
But I think it's I don't think monitor is the right No, because we're not monitor. No, we're not monitoring. We're doing it through you. Right. You're doing it. How about supporting say through the library supporting a director in monitoring?
Why do we even need that? I don't know. Cuz Katie needs our support. I need your support. Okay. Well, so we can just say support the library director. director in to monitoring the maintenance of the buildings blah
blah blah. Yeah. Like we get you tell us about like when the toilets get clogged and elevator we care. All right. And we care that the elevator works. Support the library director and it gets it gets checked.
The ditches get checked in the library. and they're monitoring of or just in the mainten the library director. No, because she's not maintaining
maintaining monitoring. She's monitoring and the maintenance of buildings. You have to change review to reviewing. Oh yeah. And reviewing that works. support the library director in their monitoring and reviewing the
maintenance of building of the building monitoring the maintenance of buildings and grounds and regular review facility needs to see that they meet requirements of the total library I don't have buildings I just have one oh oh so the library directory
maintenance of the the building of the library building or just of the building just the building or you could just say the facility whatever, you know, you get to say of the building and grounds and regular grounds. Yeah.
So, we're now going to be in charge of the library director to make sure that she's doing monitoring. No, we're just supporting. We're just we're just getting supporting the director. So, we know when people ask us, we can tell you in her monitoring. So, supporting the library director's monitoring of the maintenance of
buildings and grounds. Period. Okay. That's fine. That's it. Okay. this. I don't think we need the regular review facility needs to see that they meet requirements of the total. I don't either. I don't think so either. Sorry. I I thought that was one of the most important things you were had in
your report for we're doing a total revamp of the facility. That's I guess that's true. Yeah. And and then then we would know, you know, that's one of the most exciting things we got to talk about today, right? Like having like acoustical things and
that's exciting. Yeah. But that's not But that's not really what when you're you're talking about the maintenance of of existing facilities. You're not talking about introduing new things except in and I would think in relationship in this particular
paragraph in relationship to what you're what you're what the facilities that exist. I mean maybe you need improvements that you didn't need five years ago but you know now. But I I mean that's the second part of the sentence. Yeah,
it's maintenance and review of facility needs to see that they meet their current requirements of the um and I would take I'm not a fan of total library program. I think it's the community work based maybe based on the strategic goals
of I don't know. I don't like total library program. How about just to meet the current requirements of the library? That's right. That's right. What are the requirements? We don't and current we maybe we don't
requirements. Yeah. Okay. All right. Do you see what I'm saying? Just to meet the needs of the library. Support the library director's monitoring. Okay. How about this? Wait, wait, wait, wait. Okay. Uh, one sec. and regularly review
uh the current facility needs of the library. Yeah, that's all you need. Period. There. So, we're supporting the library. The requirements.
Okay. supporting the library director in their monitoring the maintenance of the building and ground or just directors monitoring of the maintenance. Support the library director in
monitoring the maintenance of the building and grounds and regularly review and regularly re reviewing the current facility needs of the library. Sounds good to me. Yeah. short
sweet and to the point. Okay. Okay. Number 10, which is now number eight. Speak and act as an advocate for the library in the community and participate in an active
public relations program. Um, that I think sounds okay. I think just it just Yes. Do we have an active public relations program? I don't know. I don't see one.
Like look at all these Instagram posts and we went No. How about advocate for the library and the community and participate in public programs? Public why not community events around that. I guess
advocate for the library and the community. Yeah, that's it. Yeah. And that's it. For the library. Well, some of it could be aspirational in the community. Oh, okay. So, advocate for the library in the community. Take part in something. That's all we period. Right. Okay.
I go to the legislative breakfast. See? Yes. I think I would like I'm going to go to one. Highly recommend. Oh, I've been to that. Sure you have. But um I would like to go again. I could drive you. Yeah, I would go with you.
Okay. Bold number 11. Where are we now? Old number 11. Okay. Study and support legislation that will benefit the library and the larger library community of which it is a part. Just the library comm. Well, I guess so.
Part of the community. I would say and the larger library community period. Yeah. Yeah. Well, it doesn't mean the library community. Well, I guess I don't know. They overuse that community stuff anyways. That's right. I mean, really, I think
it's just right in in in in public relations. Okay. So, now speak and act as an advocate for the library. Um, yeah.
And its programs. I mean, isn't that as simple as that? Yeah, we changed this one. Okay, we did. What did we change? So, just advocate for the library and the community. Oh, that's fine. That's better. Okay. Okay. So, nine now.
This one is nine support legislation that will benefit the library, which is a part and the larger library community. Period. All right. And old 12 shall annually prepare or cause
to be prepared and submit to the town manager a report in writing covering clearly and concisely the work of its department for the preceding year for inclusion in the annual town report.
We certainly can just we can kind of I think we can kind of put that in a few words. So every year I write an annual report that's since I've started and submit that to the town as part of the larger town. Another one of those support the
library director. We definitely are not shelling doing that. So I get input from all the department like all the supervisors and submission and I share that with you. It's due every January. So you as as this we're
going to be we're going to be doing this to help you. Yeah. And to help you and then you're going to at the end you're going to submit it to the to the um town manager. So what what precisely do you want us to do? Um well up until this point I have just
shared it with you all after it's done. Okay. So is there anything you need us to do? No. I put your names on it and they hear the board the current board members. So, so, um, we want to have something in about in it. Okay. That, um,
we'll we'll cooperate with the, um, how about this? There you go. Like requested. How about support the library director? Yeah. In preparing the annual report. Yeah. To the town manager,
which is which will be submitted to the town manager. Period. Period. Good. That's great. I think it should be support the library director, if requested. Oh, okay. Okay. Yeah. All right, that's good. You don't have to request it. No, no, but that's true. If requested. I
mean, maybe maybe whoever is director doesn't want the board of trustees preparing the annual report. Annual town report. Oh, for the annual town. Do we want to say covering the work of the library for the preceding year for
inclusion in the annual town report? Well, that is what the NL report is, but this is the library section. Is there a name of that report? What's the name? Annual town report. All right, why don't you just do that? It depends.
I mean, if you want, you could just say uh in preparing the libraries portion. Yeah. Or or for the library's contribution. Okay. Or or just why don't you even do that?
Just say that we will support the to the to the uh annual town report. Yeah. So, what are we doing now? He'll read it. I got it. Yep. Support the library director if requested and preparing the library's contribution.
uh or what the library contribution report. No, because you're not to the town manager inclusion in the annual town report, right? She's not writing the annual town report. She's just writing the library for her. Okay. For for the to the annual town report for her portion or the portion the
director's portion of the annual town report. That should be Yeah. Yeah. Okay. That makes sense. Okay. So, oh jeez, there's another five. Good time. This is all out there. Okay. Out of these things. All right. So, now we're goal number 13.
Shall inform newly appointed members of the board the responsibilities, policies, and procedures of the board. Seems duplicative. Yeah. Didn't that say that somewhere? I mean, we put it in the um
I mean, wouldn't you just take that um duties duties, right? Oh, we did. Yeah. Okay. Well, then we So, we don't need that, do we? Yeah, you can't don't need it in both. Oh, wait. All right. No, I think I made that up. No, I thought I saw that. It's somewhere. I saw that.
I think that should just go without saying. Wait a minute. It's in the new one. Provide guidance to incoming trustees as to policies and procedures of the board is under the duties of the chairperson. I I think you can get rid of that and I think that's appropriate.
So why don't we just say prov going back to the this part provide guidance to incoming trustees as to policies procedures and responsibilities. Okay. Okay. And then we can take it out of this
take it out of the which one? So number 13 will strike number 13. Okay. All right. Let's get rid of that because it's already in the the new one under the chair's person. So, so, so number 14, which is going to
be number [Applause] what is it going to be? Number 11. 11 11. Okay. So, number 14's if it remains is going to be shall support shall support the principles of the American Library Association,
freedom to read, freedom to read, freedom to view, and the library bill of rights. Okay, that should loyalty. I think it's um isn't that also in I mean I think I agree it's very important and it it needs to be there.
It's not in the chairman's thing is it I think everybody needs but I remember reading it before we had talked about whether that should be part of the town the Oh charter right in the charter document.
Yes. So we talked about the board chapter 170. Yeah. Adding this. And the town manager's response was no. Please put in your suggested edits. Okay. And then that will be reviewed by the
bylaw committee. Okay. If there's any follow-up questions, they will come back and ask us. But yeah, he encouraged us to make some suggested edits on this. So, we're wondering if it should go here. Do we need to even put something like that in? Well, I think our discussion
was we want to make sure when somebody becomes or wants to become a trustee that they know that this is what the expectations are. Okay. Yes. No, I think that number 14 should be there. I don't think there's a problem having that one be I don't either in there twice. You can't.
Um so that will be the new 11. So, so in other words, we can't just because if you have a problem with any of those things, you shouldn't be a trustee because worst case scenario, you would end up with someone at the board that is, you know, uh, antithetical to
the principles of the American Library. Exactly. Okay. So, what's the word to use when you is it subscribes to the principles or adheres to? Adhere. That's what I was looking for.
Adhere every once in a while. And I'm good with the word shall. That's better. Shall adhere to. I'm good with the sh. I think that's better. Yeah. Okay. Yeah. Yeah. Yeah. Because that's an important uh right because if otherwise you're not
forcing anybody. I mean you're not giving them the the decision of that. You're just saying to these principles. Yeah. It's not a question of right. Yeah, that it here's good. Yeah.
Yeah, that's good. Great. Uh, the next one shall maintain open and candid communications with the library director. I mean, I don't see anything wrong with see anything wrong with it. I would hope
that someone Well, I guess what they're saying is don't be afraid to say what you want to say, I guess, and you have an obligation to say what maybe they don't want to hear. But you don't need shell. You can just say maintain an open and canon.
So, we just communicate open communication with the library director. Yeah, just maintain open communication. You don't need candid. All right. Yeah, that's true. You don't. And then the next one shall cooperate with other
public officials and boards and maintain vital public relations. I don't I don't like that because that's kind of strange. I think so too. Um do you think that it I don't
what's the what's the issue? um cooperate like with other public officials and boards period probably because I don't understand vital public relations. I mean, why do we have I mean, shall cooperate? I mean, if, for example, if the budget is cut
and the board of trustees go to town council and want to advocate on half of the board for additional funding or if departments want to work together and for an outreach event. So, that's what I was going to say, but what if
So, just take out the word shell. What of us, what if one of us as trustees, we don't agree with the rest of So that's going to come up um in article 8, the collective authority of the board. Okay.
So that's going to come up. So I think this should just be cooperate with other public officials and boards and boards. Period. Okay, that's good. 11 12 13 Okay, so the last one which will be new 14.
In general, the board shall monitor the operations and procedures of the library in their capacity as representatives of the citizens of the town. This supervisory responsibility shall not be construed so as to interfere with the
responsibility and prerogatives of the library director in regard to the day-to-day administration of the library and the implementation of trustees policies. That's a mouthful. That seems good.
So the town manager reviewed that one also and said that was fine. Okay. So we can just leave it. Okay. And that would be code number 14. Number 14. So that one that one the the that's already saying leave a while. All right. I I didn't think it was
necessary, but okay. If you watch, you do. I have a unrelated question. Is this really how you spell prerogatives or am I am I learning a new thing? I'm open to just not knowing how it's
spelled, but I think this is wrong. What's this prerogative? It's prerogative. D E R. I think that's P E R. I think there's an who spell check right. We'll just we'll just circle that. We're going to circle that one and find out. Let's do a spell check here.
Okay. On because this as it's spelled says pratative. That's a mouthful. And I could have just been doing it wrong my whole life. You know to that as a possibility.
The older I get, the more I think prerogative is a is a right or privilege exclusive to a particular individual or class. Yeah, it's P R E. It's I think we must pronounce it prerogative. We do, but it's prerogative, right?
R O G A T R E S. That doesn't look properly spelled either without the I apologize for my question. No, but you know what? That's so true because because we can be saying things wrong. See, like I said, so you spell it
wrong. Okay. You say prerogative. You don't I learned something new today. I'm very pleased. Thank you. I have a note that I took at some point at the bottom of this section.
Failure to adhere to Judy's may result in recommended removal. Oh yeah, there was something I mean as a trustee. Yeah. Do we need to put that in there? Is there anything else about how to There's something else in here about how to remove a trustee.
Don't we There must be a section to remove trustees, don't it? Isn't there? There's term limits. Yeah, but is there for moral turpitude? Well, no, that's one of those that's a legal that's a legal phrase. Moral
turpitude. I wonder how you spell that. bar has been lowered considerably the last several years and even more this year I'll tell you I know there's no world so I think that's why we is that why that's there
is to give us that option right and where where what are we talking about now um where do we go right it's but it's in attendance in the case of unreliable attendance the board may recommend the town manager the me
members appointment be terminated. So I think it is appropriate to have it under due somewhere. Okay. Um there's a resation. Should there be a removal? Resignation here. And I thought there was a removal somewhere.
Well, I think the removal comes from the town manager. Oh, so it doesn't come from the director. So we don't need to have that. Okay. So, but I that's why it says that failure to adhere to duties may result in recommended removal. So, like it
could be like a recommendation to the town manager. Okay. Because maybe you know somebody's forgetting you into coming to meetings that they're Yeah. Well, I think it's more if somebody's not adhering to the principles of the American Library Association, we can say,
but it's also like it fits if we have in attendance, we have a section that if you don't attend, we could recommend. So same as as that the section under the duties but the person who is the same. So in the case of
failure to adhere yeah use the same language right yeah that we already agreed to for attendance. So in the case of failure to adhere to the duties of the trustees, the board may re the board may
recommend to the town manager that a member's appointment be terminated. That's a little awkward though, isn't it? You weren't here last time, Amy. So this is where we're at. Ouch. I'm a chair now.
Drunk is power. squeeze up your power. Would me recommend to the town manager the members appointment be terminated? I think it's in the case of failure to adhere members to the duties. What's the title of this? The duties of the trustees.
Yes, that's what we have in the draft is the duties of the trustees. Duties of the trustees. Attendance. The trustees. The board other board members or the director. That's good. Yeah, that's that's that's good.
Or the director uh may Does it have to be a certain number of the board members or can it be any board me?
I don't think so. I mean, we don't have that. May recommend. Does Tomb want any of us? He must be a man of being like No, I can't imagine that somebody would individually contact the town manager without having gone through the chair, the library director first,
right? Well, I could. You could. No, no. The reason Nancy will. No, no, no. The reason I could is because that trustee does not feel comfortable addressing an issue with the
other other trustees. So that that person may say, "I don't really want to talk about that. I I I don't like the way there's what I think." Okay, whatever it is, I would rather go to somebody who has some kind of authority that could even lead me to the right place to go.
Sure. So I I I don't I mean it's it does sound amusing, but no, but it I could see why why. But that's a good point. Yeah. You know Yeah. Because we can't assume everybody thinks the same way as we do. Exactly. You know.
Yep. That's a good one. Okay. So, that's 14. Okay. So, good. And that'll just Oh, I'm sorry. That's it after 14. It's just gonna be kind of a line after that. Whatever the number will be. Okay. Okay. Or do I make it a number 15 or is it just like No, actually, you don't have to make
another. Yeah. Okay. It'll go under 15. It'll just be there. Yeah. Okay. All right. Okay. Yeah. You don't need We don't need another number. Okay. Okay. So, I have a question. Should we
be is there do you think it makes sense to to like number everything kind of or do we just leave it like in the new version? I mean, sometimes
do we b it as a just like it's easy. Yeah. So you can refer back. Yeah. See, cuz you bulleted the duties of the chairperson. Do you want to bullet or number? I like the bullet. I want to You like to number I want to number um
the duties. I I think we should number all the headings. So like purpose library. So purpose is one, library director is two,
trustees is three. And then is small is a a yeah. Okay. So if that's the case small A or big B or big A small A small
A. Okay. So if it's small A's duties then should we have small B's attendance? No, no, no, wait. Because you just, you know, you added that thing about adherence and that doesn't really fit as a duty of the trustee. Or does
it? Should it be 15? Should, you know, should it be uh I think we need an intro sentence to the duties of the trustee trustees and then the numbers. The following are the trustes duties.
Okay. So that that sentence that you just drafted should that that goes under duties of the trustees and then here's a question shall it be
what duties of the trustees and then shall adhere to the principles of the American Library Association D that's the most important thing is at the top trustees
Intro sentence. Trustees shall adhere to the principles of the American Library Association, freedom to read, freedom to view, and the library bill of rights. And then the bullets. Yeah, that sounds good. And then any and then the just the this
one as another like closing sentence, but not bulleted. Yeah, actually it's correct. Okay. So did it again. So second two nuts is too much. Okay.
So So these are not numbered. These are going to be bulleted, right? No. Oh, do we keep the numbers on the We keep the little numbers for each of the duties. Okay. Like little Roman numeral numbers. Yeah.
Like Roman. I think it's actually I Yeah, the little I I three I's. Yeah. I I I really hold on. Right. Either that or you make these Roman numerals. That probably would be the easiest.
You make purpose Roman numeral one. Library director Roman numeral two. You don't like Roman numerals? No, no, no. I No, no. That seems like it'll be easy. And then you can do ABC if you want after that. Or you can do one, two, three. And then trustees is Roman numeral
three. Okay. And then and then duties of the trustees is big a right. Yeah. A big a. Yeah. And then you can make all the multiple
uh duties that we just went through. All 14 of them actual just regular numbers. 1 2 3 four five. Yeah. That's and that's clear. That makes that makes it look clean to me. Guys, pause one quick second. Sure. Yes. Yeah,
that's good. [Applause] Thank you for which is waiting one second. [Applause] [Applause] Okay, thank you. And then so I'm back over here now. Sorry.
Trustees is Roman numeral 3. Duties of the trustees is big A. Attendance will be big B. Right. Correct. Capital B. Big B. Big B. The big B. If you've been to the Seuss Museum, they have this little exhibit where it reads
through one of the books and it it goes big A, little A. What begins with A? Up. Is it like on a Y in my head right now? Yep. Okay. So, okay. Term limits is C, resignations is
D, officers is E, duties of the chairperson, and then we have bullets. How do we want to do that? Well, we should probably follow the establish of the trustees. Yeah. So then
it should be little I sorry, the numbers, right? One, two, uh, little A. So it wait the duties of the trustees were regular Arabic numbers. That's what I mean. It should be Arabic numbers. Yeah. Oh. So then this what about duties of
the chairperson? Does that say just like that? I think it should be Arabic numbers. So then this is one. Yeah, that's I think that's much easier. And then the duty of the vice chairperson is one. Well, it's just a bullet because if you don't have a two, you don't have a one.
Yeah. I mean, so then the rest are just bolded under the line. Yeah. Well, actually the secretary Oh, that's me. Yeah. One, two, three. Then you have one, two, three. But just make it consistent. Whatever. It doesn't change any.
Okay. Yeah. No, no, but make it consistent where there's any as long as you're not changing. No, you're right. You're right. It can be a one. There's only one duty. There should all be numbers. Yeah. So, this should be a one. No, this should be
Oh, sorry. Yes. And then one and then meetings is F. Okay. So then regular meetings is one. Should be one. Yeah. Special meetings is two.
PO meetings three. forum for Are you taking out section or are you leaving that in? What section? I think we take out section. Okay, I get it. Yeah. Okay. All right. We need to present these. Okay.
So, this was order of the agenda would be fine. Yeah. Oh, we didn't have anything there because everything else left align. Yeah. Okay. Okay. And then you recommend
and then uh the general format. Do you want to those are the headings? These should be indented too. [Applause] The general format. And then do you need to like No, then we can just leave those. You can
you don't have to even bullet them or anything, do you? I don't know. Do you need to bullet them or they or you don't need to make them each like little want little I little I I? Oh, sorry. I'm I'm on a different topic. I I think that if we have a B here,
right on the first page where under trustees we have a underline, B underline. I think the text under B underline should be indented to be level with B. Oh, yeah. Yeah. Yeah. Yeah. Yeah. So,
so all the text should be aligned with its heading, right? Yeah, that would make it pretty. Sorry. Until I mean, I think you're just going to do it when you're you're I mean, when whoever
types it, it's going to indent it. It's me. I'm the one that's typing it. Yeah. Well, I show you that word should do it for you. Yes. But what about for here? Same. Do I underline or do anything here? No. Okay. Back to order of the agenda.
Yes. The call to order, public comments, approval of minutes. Does that get anything? I don't think you need to put anything. I mean, I think you highlight if you're talking about like how to indent it. Well, if you want to make it simpler,
just do uh agendas for the board meetings may follow the central this the follow the general format colon and then just say in the same line I mean no indent it doesn't have to have just say
call to order public comments approval of minutes of previous meetings director's report comma old business. So it it'll just like be part of the paragraph, right? Yeah. And that way you don't have that's easier fiddle with it.
Okay, great. Thank you. Okay, now what's this open meeting law? Where does that go? All meetings should be subject to the open meeting. So we're still part of the meeting. So
that would be six and then parliamentary rules is seven. Okay. So now the only thing left is this collective authority of the board. Well we have these bottom three articles
right? Okay. So the first one collective authority of the board. All decisions of the board are made by the board as a collective body. And no individual member may make decisions or act or speak for the board unless specifically authorized to do so by a vote of the
membership of the board. Seems okay. That seems all right. So where do we put it? Um it seems like a Does that go under officers?
Well, not really. It should I mean because you're talking about the board generally right so is there is there so it should be meeting under the general general so meetings meetings so this would be G G
Oh yeah [Applause] I mean I think it's worthy of its own so give it a G and what's the heading collective authority of the board I mean I just Leave the text.
Yeah. And then just now and then the final two paragraphs are kind of like common for bylaws, but they're not really I don't think you need them for rules and regulations for this document that we've created.
Yeah. It's not a bylaw anymore, right? I mean or a contract you know inconsistent provisions need to be interpreted in such a way uh amendments need to be made you know in a certain should we put in something though about
the rules and regulations being reviewed or amended on a regular basis or I don't know to the I don't know if we leave that I think we might leave it to the extent that any provision of these rules and regulations is inconsistent with a provision of the Massachusetts general
laws or the East Long Meadow Home Rule Charter or the town's general bylaws, the Massachusetts general laws, the home rule charter or the town's bylaws as the case may be shall govern. Well, yeah, why don't we even need that? That's I think is if if the board makes a
mistake or approves something or amends something that doesn't comply with that that's going to take preced precedence over this like that trumps this. This just addresses
themselves. It doesn't address any future decisions we might make. I don't think but isn't that the the new way of governing with a town council? Wasn't that just assume that anyway? Because my reading of this is that this
document itself, which formerly was a bylaw and is now rules and regulations, if any of the rules that we've decided on conflict with state law or town charter, then the town charter or the state law
is what applies is presumed. Yeah. But do we need that if this is a document? Yeah. I think we should ask the Sorry, we can just change the bylaws and Well, but they're but then we're back to
No, it's a rule in regulation. Yeah, it's a rule. So, they're not I don't think I mean, why not ask the town management? Yeah. If we even need that what he thinks. But I think I think it's implied.
I do, too. I do too. I'm open to being wrong though. Well, I would think that No, but I would think you don't need an eraser, but I I mean I think that the law would automatically be Yeah.
Yeah. the deciding factor, right? Okay. All right. I will email and find out. Great. All right. Yep. And then article 10, uh, the bylaws may be amended at any regularly scheduled board meeting. Well,
it's the regulations may be amended. Yeah. This rule. Yeah. rules and regulations at any scheduled meeting of the board with a quorum present by a majority vote of the members present provided that a motion presenting the amendment was made
and seconded by the preceding regular meeting. Should it be something more like um to amend these bylaws this process must follow and then
but but that pretty much says it and it gives the the individual who might be objecting if they were not at the meeting they'd have a they'd have notice presenting so it would say at the procedure to amend these bylaws
no to amend the rules any member to amend the rules and regulations any member may make a motion presenting the amendment at the preceding regular meeting for a vote at the next meeting or something.
Yeah, that's I mean that's more I know it's clumsy but essentially like we need a way to amend the rules and regulations and this is how we do it. Well, and that gives the people who weren't at the meeting how how about the rules and regulations may be amended at any regularly scheduled meeting of the board with a
quorum present by a majority vote of the members present. Yes. period. And that's it. I think it's important that that we have to be because well, this is what I've done in the past with groups to NY's point where we need to
discuss the amendment prior to the vote like not do this do it in a two meeting process. So someone proposes a meeting um similar to how we do the policies, right? We go through it and then we vote at the next meeting after everyone has agreed that
this just formalizes that we're not going to amend it at the same meeting it was proposed in. Okay. So, do we leave this one and just change bylaws to rules and regulations? Yeah, just leave. And where does that go here? I think I can stay at that.
So, that would be H three like just H Well, because remember at the beginning we have like one, two, and three. Yeah. But then purpose, library, director, trustees. Just follow whatever is there. So that's why I'm questioning then I
think it's you're right. It's four. Yeah. Or is collective authority of the board. Where does that I guess that falls under trust. That falls under trust. This would be four. Yeah, this is four. Is it Roman numeral? Yeah, Roman numeral
amendments. Um and unless we keep inconsistent provisions in which case it would be five and inconsistent provisions would be oh okay I got it.
Well, I'm really satisfied. I hope everyone else is really satisfied. But I guess we'll wait to see at our next meeting. I'm going to try really hard to get all of these updates in. Good luck and all of the edits. But I know I have an amazing team that's going
to go through and find all of those typos. Yes. and not to incorrect uh bullets or numbering or um indentation indents are gonna get me. Yeah. Start a whole new document.
So, thank you and we'll look forward to the next review at the next meeting fall into place. You'll know what you want to do. The rules and regulations at the next meeting or should we take another review at the next meeting? What do we all
think? I think you probably want a clean copy to look at it. I think it's going to be another meeting or two before we and then we move on to this part. I can't literally cannot wait. Um,
so we have no new business, unfortunately. Um, our next meeting is August 20th, 2025 at 6 PM right here in the library. Thank you. Be there. Be square. Okay. Now, would anyone like to make a motion?
I'll make a motion that we adjourn the meeting. Have a second, please. I second the the motion to adjourn the meeting. All in favor? Oh, that's your job. All in favor? I think you remember me. I I
I'm even sitting in the chair. No fake.