Good evening and welcome. This is this is the board of library trustees. It's 6 02 on Wednesday, October 20th, 2025. Um, I'd like to call the meeting to
order. I am Amy Paul, vice I'm sorry, Amy Paul, chair. >> Katie McGonagle, library director. >> Cindy Mcnot, vice chair. Michelle Jones, trustee. Nancy Okconor, trustee. >> Larry Bowman, secretary. >> Jean Collo, trustee.
>> Thank you. Uh, public comments. I, uh, maybe some children would like to join us, but no, not today. Um, minutes of the July 16th meeting. Um, Larry, thank you. Has everyone had a chance to review
>> the minutes or do we need a moment or two? >> Yep. >> Any changes, corrections? >> Name spelled right. Would anyone like to make a motion? >> I'll make a motion until you set the
minutes. I'll second it. of July 16th. All in favor? >> I >> I >> opposed. Okay, thanks everyone. >> Katie, director's report. >> Thank you very much. Um,
[Applause] so for tonight, we're going to start with children's programs. Um, and we're going to go back and to this is for July's Okay. Um, statistics. >> So, I'll kind of give you a snapshot. Um, at this point, we've got where I'm
when I'm going to go over. We're still kind of in the middle of the summer reading program. >> Mhm. >> Okay. So, for children's highlights, there were 26 programs, 1,091 program attendees. There were 584 reference transactions. And the passive
programs had 419 participants for the scavenger hunt, 301 guesses in the guessing jar, and 203 readers for the story block. For the stats for the summer reading program for um the library as of July
31st, there were 800 um and 11 kids registered, 21 teens registered, and 366 adults registered. There was 1.8 8 million minutes read, over 25,000 hours, and
over 15,000 books read by our participants in the summer program. >> So that great >> Katie real quick. So the stacks as of these are this year's stacks, right? So okay. >> Yeah. >> And then for the children's department, they have received a
>> Sorry, what? >> It just says 24. >> So I I didn't know if these were comparing last year's numbers to this year's numbers or this year's numbers. Sorry, >> it is 25. >> Let me go back and let me go back and look. I'm sorry. Let me go back and look. >> Okay. >> Sorry. >> No, it's okay.
>> I didn't know if that's what the 760 and the 186 if those were last year's. >> Yep. Let me just go back and double check. >> Okay. >> Okay. I have that. >> No worries. Um, the Children's Department received a lot of positive feedback from the community regarding their programming and a few of the
messages are listed below. Um, and I'm just going to read a couple. So Ed's magic show was fantastic. You guys do such a wonderful uh you do such wonderful things for the children. Um you have run the best programs this year for all ages. I have children from 2 to
8 and you offered wonderful programs for all ages. Um we love the nature story walk at the Apple Place. The reptiles was our favorite program. The kids had so much fun seeing and touching the animals. Another comment was the prizes have been so great. My kids have been
reading all summer long, hoping to win. And the princess program was so special for my girls. And I will have to say that for me, too. It was like we were at a Disney princess show. Thank you for offering this special program. >> And that one was really sweet. Michelle was actually texting me from the program cuz I wasn't here at the time. And then
she showed me after like these really adorable pictures cuz Miss Kay, who works in the children's department, also took really lovely pictures with all the princesses. It was very sweet. >> Oh, nice. >> Um, >> did they post the pictures? They posted some of them. Yeah. Yeah. And then uh
the children's department also requested staff input regarding the summer reading kickoff uh programming and end of year wrap-up notes to assist with planning for 2026. So before 2025 summer reading program even ends, they're already looking forward to
>> you're in the middle of the current program and then you're looking forward to what's coming next. Um, and so next year's theme is plant a seed, read. >> So that'll be a really fun one um for us to get involved in.
So, not only are they looking at planning the summer reading program for next year, they are also busy planning the 2025 2026 program calendar, which will include nearly 190 programs in partnership with Pathways for Parents,
um outside programmers, and then we do have volunteers that will come in and help with programming like Julie Shei. She comes in and she does like a monthly origami program. Um there will be programs that are grant funded through the East Law Meadow Cultural Council and then so we'll continue to do outreach
with the local schools. For teen highlights during the month of July there were 12 programs, 119 program attendees, two passive programs which had 66 participants. Um, summer is typically a quieter time
for the teen department as there's not as many tween and teens walking to the library after school. However, programming has been very well attended with offerings filled and many of them had a wait list. Uh, the July craft afternoon projects included scratch art,
terracotta pots, crystal suncatchers, embroidered bags, and beach bag collages. Teenspot continued on Fridays and there were a few novelty programs which included gamedev sandbox which was a video game programming workshop run by
Lucy Gavich from the UMass computer science department and there was a documentary screening of band together as well as an escape room. So um I included below this um a snippet of the band together publicity that we
had um which was a documentary exploring book banning censorship and the students fights for intellectual freedom. So that was um almost more it ended up being more of a teen and an adult program and Mora and Erica worked together on that one but it was really spearheaded by
Erica. I tried to access access it but I was unable to >> to register to go >> no to to see what it was and yeah but I was unable to when I clicked on it I it didn't um >> so this is just a screenshot of what
>> no I was on I >> on the website >> on the I mean on the online when I was reading the stuff here >> I didn't >> oh this band together this hyperlink should have taken you to the documentaries page Yeah, I couldn't make it work.
>> Didn't go. >> Okay, I'll send it to you directly. [Applause] >> I was curious about >> just exactly what it what it was and what it did, you know. >> Yep. I'm sorry that that happened. I will send it to
>> No, no, that's not your fault. It's just escape room. >> Next one. >> It was in the community room. There's some great decorations. >> Yeah. >> Wow. >> Really? Let's see. >> I actually really used those art hanger things.
>> It's a great >> So I was in there for, you know, 10 or 15 minutes of it and it was like these big screens that were set up and I was actually outside the screen. So like the center of the room was what they used and I was kind of sitting outside of it cuz I didn't want to get in the mix. So I was just listening. >> You wouldn't be able to find your way
out. >> Well, you know, you kind of for them and they did a really great job. like they really interacted well and were working as a group and so they they solved it. It was really great. >> Oh, that's interesting. >> Yeah. >> So, like the children's department, the
teen department is already program planning for 2526 academic school year. And then you can see some of the pictures that Erica shared for some of the programs. Um, we just talked about the escape room and then the um the
sandbox where they were doing like video game creation. And then for adult highlights, there were 13 programs, 110 program attendees, 351 reference transactions,
292 hours of study room use, and there were 17 requests unfulfilled. Mhm. >> Is that because they couldn't be? >> They were full. >> They were full. >> Yeah. Wow. >> Yeah. >> That's a lot. >> That's good though. >> Yeah. >> Yeah. >> But that's not that doesn't include when
somebody comes up and it's already filled and we say we give them the next in line pass. So that does not include those next in line. So people that will wait until they can get a turn. This is if somebody comes up and is like, "I need it right now." And we're like, "We're so sorry. It's it's full." and then they walk away because it it
doesn't they needed it at that moment. >> Oh, we couldn't wait. >> Uh the adult department relayed the tremendous participation from the community in the summer reading program with more than 400 registered participants. The department has continued outreach and programming efforts including with the Pleasant View
Senior Center, Bluebird Estates, and programmers. Several programs have been offered that were funded in part or fully by the East Long Meadow Cultural Council and the adult department is collaborating with the town manager's office for another round of programming this fall focusing on walkable cities.
So, one of the programs that MOA launched this year was the booket walking group which met Monday mornings right out here and then they went up and did like the rail trail. So, that was really nice. That was a that was a new program and Mora really enjoyed it and hopefully will be offered again. But that was every Monday. And then I have a
picture that shows you just some of the prizes >> that uh were uh as part of the program that people could try to win >> through the raffle tickets and be back. uh for the circulation department. Can I
please when when you say the teen program and the children's programs list the like sixth grade? >> Yep. So children's programming is birth through like fifth grade >> and so six can go to either. >> Yeah, >> pretty much. >> Yeah. And then teen program is really
geared towards like right now cuz it's a summer it' be like entering sixth grade through entering 12th grade. Okay. >> And then adult is really 18 plus. >> Okay. because because it was through sixth grade and >> and that's getting diluted because of
the way they are. >> Well, that's also correct. So, if like there's a sixth grader that wants to go to the fifth grade book club, like we would obviously let that happen. Yeah. >> Yeah. It's that crossover age. Yeah. So, that's pretty individual. >> Yeah. Okay. Yeah, that's good.
[Applause] For circulation, there were 18,261 items circulated. This was an increase of 3,544 from June and an increase of 180 from the July of 24.
There were 82 new patron cards issued. There were 369 reference transactions. There were eight non- library meeting room uses, 87 volunteer shelving hours and the door count was 10,679. The circulation department has been very
busy assisting patrons and Christina has an interesting way of giving us a glimpse into the daily happenings of the circulation department. So according to Christina, we were open for 26 days in July. An average day of work for the circulation department might involve greeting about 410 people, checking out
461 items, filling 98 hold requests, answering 12 reference questions, and making three new library cards. >> You know, when I read that, that was really I thought that was really a good thing because they kind of put you right in the place of what what was going what
was going on. What actually >> they're right on the front line. It is the front line, you know. And they take all the heat too when you told uh no >> that's tough. Oh yeah. >> And they do an amazing job.
>> Yeah. It is a very busy department. >> It is >> because I think when you go in a library you don't see any of the activity. It's quiet and there's Yeah. Sometimes >> not. >> But it's customer service. It's great.
It's so important. >> And they always are smiling. Yes. and and present. >> So So you leave you leave the building feeling appreciated >> and welcome >> and welcome, right? Absolutely. >> And under fire like that, they're still
doing that. So that's really good. >> Yeah. >> Yeah. Yeah. >> Um other exciting news, the library circulated 101 museum and park passes during July with the zoo at Forest Park, Riverside Reptiles, and the Pine No Pool Pass being the most popular.
>> Okay, good. The library things collection was also popular during July, especially the outdoor games and equipment like cornhole, bad mitten, and horseshoes. [Applause] Um, so just on the next page, there's a couple of our public uh publicity posts
about some of our library of things. And we're really trying to push our newspapers and magazines upstairs. We have them in print as well as electronically through Hoopla and Libby. And so we really want to make sure that patrons know that we have a wide variety
to offer them in both electronic and print format. >> So So how how long is the is can you keep the electronic hold for is that two weeks or a week? >> I'm trying to think if it works that way for magazines
>> because I think you just you borrow them immediately. I don't even think it counts against your borrows. >> Yeah. >> I think you would just read it immediately. It just pulls up. I don't think you even download it. down the New Yorker. >> Yeah, that's what I was saying. You can keep it for just as long as you want.
>> Oh, so so there's no like there being one. No, >> I'm not saying I don't need to take time here because I go, but I just thought >> it's good to know. >> Yeah, I never thought I give me a break.
>> Yeah. >> Yeah. And newspapers are the same, correct? >> Yes, we have print newspapers upstairs and then we do have some newspaper databases. >> Is there still a Prince Springfield Republican? >> Yeah, >> there is. >> Yeah, I get it. >> We subscribe to it. >> My neighbors get it. >> We get it here. >> Yeah,
>> that's good. >> I know there's a I know there's a Sunday one that includes the obituaries, but we don't get that either. >> Oh, come from the library. >> Come read it. Come to the library. I guess I'll have to. Yeah, I have two friends that have put articles in the the Republic and now I'm going to come
here and read them because I don't get the Republican. >> I need the Boston Globe every day. >> Consume it. >> Um, for tech services, there were 519 items added to the collection. 329 items
were deleted from the collection, and four items were reclassified or relabeled. >> Oh, you made a little rule. >> Good. So for July, that's when we open the new fiscal year. So our fiscal year runs June July 1 through June 30. So
with the opening of the new fiscal year, the tech services department received many shipments because we start placing orders, right? This year we were able to place orders almost immediately. So um not only are they dealing with all the ordery ordering and invoices and packing
slips, uh they're also helping with the Wow update. So when our patrons get that weekly blast of our newest items, the tech services department helps determine which items go in that list. >> Oh, and I thought I
>> Yeah, she was just sir and Chris and Beth are both at Z right now. So we we we make our way around the library depending on what coverage is needed. >> Um >> and then we all do. We all >> some library updates. Just some
reminders that starting on July 1st, the statewide database research offerings were reduced. Um, our website has been updated to reflect all of the changes with that. Um, Diane, who is Diane Thiago, who is the
president of the Friends of Islam Meadow Public Library, has done a really great job communicating and advocating for the library. She really did >> and libraries across the commonwealth. She is reaching out to the friends organization. She has reached out to the
town managers. She wanted to inform the schools about what was happening and the impact that this was going to have on the schools. She has reached out to local representatives and state representatives. She has on behalf of the friends has done a really great job. >> All everybody who is a friend, she put
that also in the uh newsletter. >> Correct. So she has done a really great job helping to um spread awareness and advocate for the libraries about what's happening with these funding cuts. >> So that is greatly appreciated.
Um the library did launch a new e- resource in July. It's called Niche Academy. Um it has both a public platform and a staff platform. And what this is is it provides
tutorials on different topics. So you can learn how to use some of the databases that we have. There's research tools on there. There is social media like how to use certain social media sites, how to use Google. So there's um
it's like a professional development or a tutorial tool >> like a YouTube for learning how to use the library. >> Yeah. Great. >> Yes. So there's, like I said, there's the patron side which has I think I probably have about 50 or 60 tutorials there and then
there's also a staff side that has a lot of professional development for library staff. And so with Niche Academy, they have what they call like their market. So you can I can select which tutorials go up, >> but there's also the opportunity to
create your own. So if we wanted to customize and do something specific for either our patrons or our staff, we could do that as well. >> Yeah. So like if they're getting a lot of questions on a certain thing, we can just do a tutorial and put it on niche, which is great. >> Is that like chat JPT? Is it something
Nothing like that? >> Um >> this is like a a subscription service, >> okay, >> that we're paying for. >> Okay. So it is it is kind of more accurate vetted information that is there to teach skills.
>> Mars funds. >> Uh no this is >> or the state funds I think. >> Nope. This came from the library. And um what was really great is that it is embedded on our website. So when you visit any of the pages on our website, it's like a little pop out on the right hand side of the page. You can click it
and it pops out. And then Sierra who works at CW Mars was phenomenal. She is like our liaison for all things to do with the Aspen catalog. She was able to then embed it into our Aspen catalog. So, and you do not need to have a library card to use Niche. Anyone is
welcome to use it, which is great. >> And it's free >> for everybody using it for us. >> So, for the for the >> Exactly. Right. Exactly. >> Um and then a few other updates. library staff virtually met with CWR staff to
discuss testing and possibly launching an Aspen kids catalog. Um so that was a really great conversation. We're excited that that is going to be coming down the pike. Um and then moving on to page nine. Heating and cooling continue to be an issue for the library.
>> A little chilly. >> Many tickets and emails have been sent to DPW and the town manager's office. uh and the deputy town manager is going to assist with uh the future capital planning submissions. So I actually have a meeting with her next week. During the first week of July, the
library once again adjusted its operating schedule to accommodate the Rotary's carnival event over at Center Field. So we did have some adjustments at the first week of July. The AIS report was submitted. >> Okay, good. >> So that was that was great. Amy came in and reviewed it and submitted it on
behalf of the board. >> That was great. Thank you. Uh DPW had our building alarm testing done. So that is all complete. And then for professional development, some of the sessions that staff attended were the mass library systems AI for
library workers, the very basics webinar. NBLC offered a uh question and answer workshops. There was a session from overdrive diversity audit. We're looking at um uh just kind of evaluating our collection
both electronically and in print and also customer service 101 from the niche academy. >> Friends information I already shared a little bit with um their advocacy as well as just letting you know that their meetings will resume in September. They take a break in July and August. So
they'll start back up in September. >> Do you know how the Chipotle fundraiser went? >> They said they did very well. >> Okay. >> Yep. that they had a lot of folks that went over and participated. So, they were very pleased with that and they hope to do that again. >> I I emailed Jen and Diane right after I
happened to find out how well they were. >> They had really positive feedback. Great question. >> Bless you. >> Bless you. >> Bless you. >> Um, so we're going to look at hopefully what is the final draft of our rules and regulations tonight. I also attached uh
the town charter section uh if we want to look at that. And then just a reminder that our next meeting is Wednesday, September 17th. >> Thank you. >> On to the aforementioned >> rules and regulations draft review.
>> Here we go. >> Would anyone like to I think maybe we should read. Are there any This is just the cleaned up version of what we had discussed. >> Yes. But please >> last month >> check my >> Can would anyone like to
>> formatting >> to read for us >> to to read the whole thing? >> I think we should read it. >> Great. >> Okay. >> I mean, unless we don't want to read it. >> Do you want me to read it? If I get tired, somebody can
>> say we can else start it and we can take turns. >> Yeah, >> there you go. Go for it. >> Well, the the first uh what Roman no is it Ben Roman?
>> Okay. is purpose. The board under the authority of Massachusetts general law section 78, the East Lime Meadow Home Rule Charter and bylaws shall represent the interests, issues, and concerns of the library to the library director,
town manager, and to the public. Its role is to listen to the community and bring their ideas and recommendations to the library director. In addition, the board's duties include reviewing general operating and administrative policies
for the governance of the library, advising on community needs, speaking as advocates for the library, and acting as liaons to the library director, town manager, and to the public. Do you want me to also include punctuation
as I move it, comma, period? >> No, probably. No, I don't think so. >> Thanks. Um, two, library director. The board may recommend and advise the town manager regarding the appointment of a library director to supervise the
operation of the library. Upon request of the town manager, the board may assist in the recruiting, interviewing, and the reviewing of credentials of candidates for the position of library director. The town manager shall appoint a qualified director in possession of an
MLS degree from an ALA accredited institution who shall be the executive and administrative officer of the library on behalf of the town manager and the board. >> Do you think that MLS should be >> literally just thinking that
>> possibly? >> I mean I have >> so people might not know what is >> because there's no reference Also, should you do American Library Association for >> some parentheses after getting carried
away with these? Um, >> we love acronyms. >> We love jargon. >> Yeah. >> Yeah, I know. >> Yeah, that's a great suggestion. So, I would >> you can do parentheses like ALA so that for the future that can be but then you know what they're talking about.
>> Very good suggestion. I didn't have I um let's see where was I here MLS credit okay officer of the library on behalf of the town manager and the board the library director is an exeicio non- voting member of the board and shall attend all
board meetings three trustees a duties of the trustees the trustees shall adhere to the principles of the American library the association's freedom to read, freedom to view, and
the library bill of rights. >> One, do you want to put ALA in parentheses behind American Library Association? >> That wouldn't hurt because >> once you've done it, once you >> once you've done it. >> So, what I could do is just put ALA's.
Yes. >> ALA come up apostrophe s, >> right? Because you've already defined >> defined it. But you're you're going to define it the first time. It's all >> uh one support the library director in their effort to ensure the library meets
statutory and regulatory requirements of the Massachusetts general laws chapter 78 sections 19A and 19B and 605 code of Massachusetts regulations section 4. So, the town of East Lime Meadow will be
certified annually by the Massachusetts Board of Library Commissioners in order to qualify for state aid to public libraries. >> Is that supposed to be capitalized? >> Which part? State aid to public libraries. >> Mhm. >> Um I'm sorry. While we're I didn't check
all these sections and stuff. That's all >> that's all right. >> Yeah. They seem fine to me. >> Sure. Yeah. That would be Larry's and NY's >> I just I just assume that
you know >> yeah I think >> someone will check this I think >> however as a just a little side note >> you you would know better than I but should se isn't section wouldn't se the s in sections be capitalized
>> I feel like it wasn't >> it depends >> capitalized >> I mean like when you're citing a chapters, >> you know, like chapter section. >> Oh, like sections 19a should be handled. >> I don't know. I mean, I
>> probably feel like it's lower case and that's how I think the citation is lowerase. >> That's fine. I >> Yeah, I don't think it's big. >> I Yeah, I wasn't. >> I'm on vacation this week. So, I'm in the way back like >> But I think you're >> You don't have to check it now if you
don't want to. Jen, >> let's do it now. >> Do you want me to go on? >> Yeah, you can keep going. >> Um, >> I think it would be S, a capital S because it would be consistent. You you you took chapter and you made it a
capital C. >> Oh, just simply have code. >> Let's see what the but citation was because I think it's lower case, but I'm I'm willing to be wrong here for sure. Do you want to continue? We'll continue with >> number two. >> Number two, participate in the creation
of fiveyear strate strategic plans which assess the needs of the library and the role of the library in the community. Three, participate in an annual review as to the progress in achieving the goals and
objectives as set forth in the library's current five-year strategic plan. [Applause] Number four, assist if requested by the town manager in the recruiting, interviewing, and reviewing of credentials of candidates
for the position of library directors. Number five, establish and amend 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 by Massachusetts general laws chapter 78. Here section is capitalized capital >> section 83. So it either has to be not or consistent. >> Yeah. Where are we? Oh, does it say 30
time? >> No, mine says 33. Yours may say 8. >> No, mine says 33. I can't see that. >> Um, >> and all other policies that govern library services. >> So, there's the S thing. Do you want
them capitalized or do you want them small? >> We're just going to copy what's in the the charter. Okay. So, I'll go on >> or whatever citation we're quoting. >> I would say it's capitalized. Wouldn't you, Larry? If it's capital,
>> I would bend to the actual page on the statute. >> Okay, we'll bend to that. All right, >> pull up the statute and then >> see how the government >> and I'll go on in the meantime contact. >> Okay, number six. 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. Seven, support the library director's monitoring of the maintenance of
building and grounds and regularly review the current facility needs of the library. Number eight, advocate for the library in the community. Number nine, study and support legislation that will benefit the
library and the larger library community. Number 10, support the library director if requested in preparing the library's contribution to the town manager for inclusion in the annual town report. Number 11, maintain
open communication with the library director. Number 12, cooperate with other public officials and boards. Number 13, 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 as to interfere with the responsibility and prerog uh prerogatives of the library director in
regard to day-to-day administration of the library and implementation of trustee policies. In the case of failure to adhere to the duties of the trustees, the library director or other trustees may recommend to the town manager that a member's
appointment be terminated. Uh, sorry. Let's get We did the section. We're going to do lower upper case. We're going to capitalize if everyone's okay. >> Yeah. On page one. >> Yep. >> In a duties of the trustee number one,
we're going to capitalize the two S's. >> Okay. >> Those are capitalized. Okay. >> Y. >> So, we're capitalizing the both the S's. the essence that me.
>> Okay. >> I was wondering with that our our overseer >> Well, we have a lot to do >> now. With that overseer responsibility, is there anything other I don't see anything in here that tells us what
those overseer responsibilities are. Is it just generally? >> I think so. >> Okay. >> Sorry. What overseer to >> the thing we just read? >> Oh, the one you just read. >> You mean in in general? The number 13. You mean
>> the one you just read? >> In general, the board shall monitor the operations and proceedings 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 pro prerogatives of the library director in regard to day-to-day administration of the library and imple implementation of library policies. So that that means we don't
interfere with with Katie doing her day-to-day. So it would be more is if we for some reason or other something came up to our attention. >> Yes. >> We would have the responsibility to form everybody else on communicate of the
board that this might be a problem. I mean I'm >> well I think it's more about like in in not specific in things but also in planning and the the policy writing and always keeping in mind that we're
representing our fellow East Long Meadow >> community. >> Yeah. But I think I see this shall monitor that that that's an affirmative step monitor. So that's what my question. >> Oh, in the very beginning here. >> Yes. >> In general, the board shall monitor the
operations and procedures of the library and their capacity as >> so assuming >> well we do what we do in our meetings as trustees that would be >> a monitoring procedure, wouldn't it? Because you're reporting to us what
you're doing, the things that you want us >> to have input in. >> Okay. that that makes >> if we ask questions about it or ask this or that then we can bring that up >> and and monitor you know what the
feelings are or what the perceptions are >> of other people in the community. >> So I would >> I mean that makes sense. >> Yeah, I think this is fine. It's here. >> And I was wondering about the term citizens. Do we I don't seen that in
library. We talk about patrons and we talk about community members but I think citizens has a specific meaning. >> What was the term >> citizens? Is it residents? Do we usually use residents or >> residents? >> Okay. >> Because some some of um some of the
citizens citizens may not be likely. >> Well, I just don't know if it has or I think it has a specific meaning that maybe isn't the intent of >> a connotation or a natural >> Yeah, I I know what you're saying. I think >> change it to residence. >> Yeah. >> Yeah. I think I think
>> because it says off res have to be a citizen in order to be a resident. I don't think so. >> And you could be a citizen not and not be a resident. >> Yeah. >> Okay. Doesn't that sound like legal jargon? >> I think that's what I was kind of
getting at was like >> Yeah. >> So, we'll change citizens to representative. Is that >> res Oh, I'm sorry. Residents. Yeah, >> that's what I meant to say. Hands with an arm.
>> It's okay. Welcome to my world. >> Thank you. >> Well, I'd like to do be attendance. >> Is that okay? >> Yes. Go ahead. >> Oh, sorry. Yes. Moving on. Thank you. Are you okay to continue reading? >> Yeah. So far, I'll let you know. I'll let you know.
Um v attendance attendance at regularly scheduled board meetings is is expected from all board members. Any member unable to attend a meeting to give is to give notice to the chairperson or library director in advance. Any member
who fails to attend three consecutive consecutive regularly scheduled board meetings without giving notice shall be deemed to have resigned in the case of unreliable attendance. The board may recommend to the town manager that a
member's appointment be terminated. C. Terms limits. Uh the term limit of a member of the board to not exceed three consecutive years or nine years.
>> Now that didn't make any sense terms. I just terms that drove me crazy too when I read it. >> No. Did you wonder what that was? >> I read it like three times. >> So it's nine terms.
>> Three terms for nine years. >> That makes more sense. Nine terms or >> Yeah, that's right. Three terms probably years in three. Three terms or nine years. Yeah, that makes sense. >> Should I read first? Should I read it
that way? Now, >> I think we should also take out the term limit from the beginning and it should say the term of a member of the board cannot exceed three consecutive >> because we're already defining the term >> for nine years because this is the limit. >> Oh, yeah. >> So, should I read that again?
>> Term. >> Um, no. I think it's okay. Title be term limits. >> It's going to be three consecutive terms or nine years. >> Should it be the term of a member of the board shall not exceed three terms? Three consecutive terms. >> Oh, excuse me. Three consecutive
>> Hold on here. >> Three consecutive terms >> or nine years. >> The library director may recommend recommend an extension of a term subject to approval by the town manager. >> D. Resignations.
A resignation is considered effective upon receipt of notification to the town manager. Officers. The officers of the board shall be a chairperson, a vice chairperson, and a secretary. The officers shall be elected
by the board at the annual organizational meeting of the board of the month in the month of July. They shall hold office until the next annual organizational meeting of the board and until their respective successors are elected. The chairperson shall not be
elected to serve more than two consecutive terms of office. duties of the chairperson >> too. But then is it okay? So the term of the of the the not the director but the um >> chairperson
>> chairperson is less than the nine >> yes >> consecut I mean the nine years. Okay that's that's fine. >> Yeah. >> Yeah. Okay. >> That's a different thing. >> Yeah. Um duties of the chairperson. One preside at all meetings of the
board. Two, call special meetings of the board. Three, ensure the notice of all regularly regular monthly and special meetings is issued. >> I think it's due notice. >> Oh yeah, it is. Yeah, it is do not.
Ensure due notice of all regular, monthly, and special meetings is issued. >> Four, act as general spokesperson for the board. Five, sign any necessary authorization papers. Six, support fundraising activities and public events
at the library. Seven, exercise control over public meetings and ensure that the proper decorum is maintained and that such meetings are conducted in an orderly and appropriate manner. Eight, provide guidance to incoming
trustees as to policies, procedures, and responsibilities of the board. Duties of the vice chairperson. Perform the duties duties of the chairperson of the board at the request of or in the absence ab absence of the chairperson.
Duties of the secretary. Keep true and accurate records of all meetings of the board and forward them to the library director and town clerk. Two, sign minutes of the meetings once they are approved. >> Should I have a period at the end?
>> Yes. I would think so. >> Yeah, I dropped it. Apologies. >> Not not so bad to drop a pyramid. >> Yeah. >> Could be worse. Could be worse. >> Three. Perform such other duties as are
generally associated with that office. Um, capital F meetings. One, regular meetings. The board shall meet monthly at a posted place, date, and time. Two, special meetings. Special meetings of the board may be called by
the library director or chairperson or upon written request of two members of the to the chairperson for the transaction of business as stated in the meeting request. Notice stating the time and place of any special meeting and the purpose of which
it is called shall be given to each member of the board at least three days in advance of the meeting. Notice >> excuse me for a minute. >> Sure. >> Should that be the purpose for which not of which? >> Yes, I think so.
>> Sure. >> Okay. Get rid of the >> um >> the purpose which it is called. Should I read it again or >> No, I'm just thinking three days in advance of the meeting is not enough time. >> I don't think so either. I was thinking
the same thing. >> Seven >> because it has to be posted publicly for a full 48 hours >> and and don't you have to have LCAT notified as well? >> I think they get notified when the the
post goes up. >> Oh, okay. >> So, I don't typically notify LCAT when we have our meetings. Okay. >> But if you're in a emergency situation, do you want you want to have a a >> that's the next line where it comes into
the emergency situation. >> Oh, okay. Sorry. All right. >> I I mean, yeah, because it says a special meeting is generally >> in a a more >> I mean, I guess we can leave it. It doesn't necessarily mean that it's going to happen. I mean, look at us trying to
schedule our meetings. >> Yeah, that's true. I mean, how many doodle polls can we send out? >> But I think if it truly were an emergency, we would >> have to try to do it in three days. >> Okay. All right. >> Sorry. Thank you, Nancy. >> Yeah. >> Sorry, Cindy. That's okay. I need to do
another one. That's good. Uh, let's see over here. Where were we? >> Notice I think here. >> Oh, yeah. Notice of the meeting except in emergency cases shall be provided to the public 48 hours in advance excluding Saturdays, Sundays, and holidays.
uh postponement of meetings. If the library does unexpect if the library closes unexpectedly, a quorum cannot be reached or >> cannot is one word. >> What >> I think cannot is one word. >> You're right.
>> Yeah, it is. If the library closes unexpectedly, a quorum cannot one word be reached or the library director is unavailable on a day that a meeting is scheduled to take place. An attempt will be made to reschedu the meeting.
We really tried hard. >> We do. and for quorum and action by vote. A quorum for the a quorum for transition of business shall consist of a simple majority of four members. An affirmative vote of the majority of all
members of the board president at a meeting shall be necessary. Oh, sorry. >> It should be transaction not transition. >> I think so. Not transition. Transaction. >> For transform transaction.
Oh, here. >> I'll read it again. A quorum for transaction of business shall consist of a simple majority of four members. An affirmative vote of the majority of all members of the board present at a meeting shall be necessary
to approve an action before the board. The chairperson may vote upon and may move or second a proposal before the board in the event of a tie vote. The motion will be defeated. If a quorum is not available at a
regularly scheduled meeting, the meeting will be postponed. Five. Order of the agenda. An agenda shall be prepared by the library director before all meetings and distributed to board members in advance. Agendas for board meetings may follow
the general format called to order. Public comments, approval of minutes of previous meetings, director's report, old business, new business, other business, date for next meeting, and adjournment. The board may recommend an
amendment to the order of the agenda. Do you have to say in advance? Yeah, because I think it can happen. >> Okay. >> At the time of the meeting. >> Okay. Awesome. >> All right. Six. Open meeting law. All meetings of
the board shall be subject to the state's open meeting law as contained in Massachusetts general laws chapter. >> Excuse me for a minute. >> Sure. >> Can subject two. Shouldn't that be capital states? Shelby,
>> I think so. >> Shelby state capital state. >> Oh, yeah. It should be in capital S. >> Yes. >> Or it's Commonwealth. >> It's Commonwealth. If we're going to be official about it, it should be common.
>> I think we've done that prior >> to the Commonwealth. The state the what? The Commonwealth. >> Somewhere else. Capital state. >> We're going to start capitalizing. We've done that. No, we've been there before. How long is she?
>> I didn't think I'd see my grand she's so happy. >> She's saying that we should refer to Massachusetts as the Commonwealth instead of referring to it as the state. >> Shall be subject to the Commonwealth. I know. Now we got to go back and look. >> So make it Commonwealth.
>> So Commonwealth. How about all meetings of the board shall be subject to open meeting law? >> Open meeting. >> That sounds good to me. >> Open meeting law. >> Because it says Massachusetts. >> Yeah. As contained in the Massachusett.
>> Yep. >> Yeah. All meetings of the board so shall be subject to open meeting law as contained in Massachusetts general laws chapter what is that 30A
capital sections 18 to 25 a typo at the beginning >> here's our answer right there at the beginning >> capital S >> was there something >> no sorry >> in particular all meetings are open to the public unless held in executive session under terms of
the law. A notice of all meetings except in the case of the emer of an emergency will be filed with the town clerk at least 48 hours beforehand excluding Saturdays, Sundays and holidays and a copy of the minutes of the meeting will
be available for public inspection. Seven, parliamentary rules. Except as provided by these rules and regulations, the current addition of Robert's rules of order shall govern as parliamentary rules for the conduct of meetings.
G. Collective authority of the board. All decisions of the board are made by the board as a collective body. 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. >> Um before we continue there is one thing I was wondering is there anything about how many meetings we have to have per calendar year? >> We're supposed to have them monthly, >> right? So, but like if something gets
cancelled, there's not a set number of >> Not to my knowledge. Yeah. You're not It's not like the school if you're missing a day. >> Well, right. Well, so like for certain like nonprofit organizations, you have to meet a certain number of um like board meetings and everything in order to like to my knowledge.
>> No, I've never heard that. >> And it's not it's not >> we haven't seen it in there >> in the town bylaws either. It's just expected that if you you only miss one and you try your best to reschedule if you >> correct. Okay. >> Yeah. >> You try to have the 12. >> Correct. Yes.
>> Um I think we're at parliament numbers. Oh no. >> We went through that. >> Yep. >> Collective authority. Inconsistent provision inconsistent sorry four inconsistent provisions >> to the extent that any provision of
these rules and regulations in >> is >> is >> incon >> is inconsistent with a provision of the Massachusetts general laws of the East Lang Meadow home rule charter or the
town's general bylaws the Massachusetts general laws the home rule charter charter or the town's bylaws as the case may be shall govern. >> So any confusing to me is it >> are those general laws.
>> Is it >> or the East Long Meadow Home Rule Charter? >> Yeah. If it's if it's any of those three things, if this document is inconsistent with any of those three things, yes, those three things take preced
over this over our rules and regulations, >> over any of those, not even one of them, >> right? All three of those take precedent over this document that we're looking at right now. >> So, so then then this board is the is at the end there's we have we have to
concede to them. So this of is an or the first of. So it should say laws or >> Massachusetts general laws, or the East Long Meadow Home Rail Charter, or the town's general bylaws, comma, the Massachusett home charter or the town's
bylaws, as the case may be shall govern. >> I don't know that you have to put that. That's fine. Well, >> it's definitely not an of No, it's not an >> I thought that the home rule charter was of the Massachusetts law, but it's not. It's not that I see provision of
Massachusett. >> Yeah, it has to be or >> and then there just put a comma. >> Take out of >> put a comma. Yeah, >> but I think it maybe should be an or because >> before the town's general bylaw >> and there's an or before the town's
general should be the can I read this general >> to the extent that any provision of these rules and regulations is inconsistent with the provision of the Massachusetts general laws, >> the East Long Meadow Home Rule Charter, >> okay, >> or the town's general bylaws,
>> comma, >> the Massachusetts general laws, comma the home rule charter comma or the town's bylaws commas as the case may be shall govern. >> Yeah. >> Okay. I think that or with yank or
>> no but I think that or that or was >> it's like any of those three things. Yeah. All right. That's good. >> They roll over this. >> All right. We're good. >> Yeah. Everything rolls over this. So, we're good. >> Okay. We're good. >> Okay. Last one.
>> Really? Oh, wow. Um, do you want >> Yeah, it just says this. >> No, I was just noticing all of the Roman numerals are folded. >> Just the idea folded. >> I just noticed it on four and five. So, I just see
>> are or not? >> They are. Yeah. Okay. >> I think they are. >> That was the first time I had noticed it. So, I wanted to make sure you did. And they are. >> They don't look folded. So, can we do five? >> Yes, you can. >> Do they look folded too? >> They don't. >> Yeah. And they are, right? They don't >> in the beginning. I think they
>> I don't think the Roman numerals are bold. >> No, no, the words are bolded. The words are are in bold front or in bold font. >> But collective authorities the Roman numerals >> the Roman numerals will not just mean your headings are. So it's fine. >> Okay. >> You're good. The headings are You're
right. >> You're good. Go ahead. Five. >> You can do five. >> Sure, Cindy. You can do amendments. >> Thanks, chair. Like our sixth meeting on this. >> Um five amendments. These rules and regulations may be amended at any
regularly scheduled meeting of the board with a quorum present by a maj present by a majority vote of the members present provided that a motion presenting the amendment was made and seconded at the preceding regular meeting.
>> Any any comment? >> I think is it preceding >> preceding >> and I think what I know what you mean. In other words, should those meeting before >> Roman numerals be bolded? Yes, it should be pre because it should be P R E and not R. You look at it P R E not
>> I really do I think you're right. Stick by your >> Yeah, I want to bold those Roman something like that. >> These are not bolded. >> The words are bolded. >> This part is bolded but that's not >> but not these
are distinguishes them from hard. Correct. You would have to check it on the computer. >> Yeah. >> Yeah. >> But it should be bolded notes. >> Okay. Roman numerals should be bolded. >> Okay. Can I raise a >> please question? >> Yep.
>> I think these have been so significantly changed that we should say that it was either revised or drafted this year. >> The bottom. >> At the bottom.
>> I didn't hear that. So, at the bottom it says revised February 2020. >> Yeah. >> Reviewed August 2025. >> I think this is a complete revision, >> right? So, do you want me to change that to revised? >> Yeah. >> Or Yeah. Revised. You're right.
>> I would maybe go so far to say that they've been draft this is new. This is a new >> or reviewed and revised. >> We changed the name of it. Right. >> We changed the content. So, is it just approved? >> Yeah.
>> Instead of that, it's just >> I think we take out >> these two. Yeah. It just put approved by the >> Yeah, I think you're right because the first version of this new document >> unless they want a date. Well, no, I
don't think it I think you're right. Just Okay. Revise. >> No, we're going to change it to approve approved by the board of library trustees on August of 2020. Assuming we vote it. >> Yes. Assuming that maybe September,
>> but we will. >> I know. >> There's one more period. >> One more month. >> I mean, really, look, as long as we do it, right? >> I mean, it takes the time that it takes. >> Yeah. >> So, >> okay. I've got a whole bunch of changes we've made. >> Yes.
>> How are they so significant that we should do this again next month or would anyone like to make a motion? I'll make a motion that they get approved with the revi with the the minor revisions we made tonight on what's August >> 20th.
>> 20th motion. >> Okay. Who's claiming second? Larry, who do you got? >> That's okay. I don't care. >> Michelle, you'll do it. Michelle, I second the approval of the >> Yeah. >> motion.
>> Any discussion? >> I I do. We have to do the I >> Let's vote. Yes. All in favor? >> I opposed. No. >> Motion carries. Thank you, Katie. >> Thank you all very much. That was a very collaborative
>> uh thoughtful process. So, I will make these changes and I will send it to you all and then I will also send it to the town manager's office. >> So, we're not going to change. So, unless we see something glaring, we're going to call you and say, >> "Yeah, you missed that one." Correction,
you don't. >> Yeah. going to go in that one circle. Yeah, I circle it on >> minor changes will be made and distributed and we have written in our new rules that we can amend them if
needed at our next >> um logistical question. Are these posted online on the town website somewhere or are these accessible online >> or they just find out document I'm just wondering where these live
>> um I have >> right like are these I have them >> that's a good question that is a very good question >> shouldn't they well I imagine they would go in like a new trustee packet >> right so but like are there other board
you know other town charter town organizations also have documents like this. So if you look up. >> Yeah. So I have them current. >> They're currently linked. I have um a board of library trustees page linked to our library website and within that
>> Oh, you can put this. >> Oh, I've got to update this. Um yes, this is linked here. >> So it can be embedded in that. >> It was the um >> Do we have What is this? We have to do something with it. Chapter 17. >> Sorry. Let's just hold on. Hold on.
>> I couldn't understand. >> Sorry. No, we're just talking about >> Let's just It is We're good. >> Deep breath. >> We did it. Nice job, everyone. >> And then we'll move on.
>> Any other questions related to the >> Yes. What's this? Chapter 170. >> So that's our next piece. >> New business items. >> Oh, it's I think Katie, >> it's attached to the >> Yeah. >> Yeah. Well, because I just did it as one big packet. Okay. Um, so the next piece
is this is the town's bylaw. Okay. So if we want to look at this and make any suggested changes, the town bylaw committee will review it as will obviously the town manager. So this is
the piece where we were asking >> if we wanted to make changes about what are the requirements of a board member, it would go here. Oh, >> does that make sense? So, when we were saying we have in our piece that they
need to abide by like the American Library Association's freedom to read, freedom to view um bill of rights, what have you. But like this is where we had been asking about qualifications. Um so if we wanted to make any suggested
changes, this is this is where that would happen. So if we wanted to have seven members, we could say we want seven members instead of six for an example. >> So So it's so stagger. >> I think our town charter is it's in I
want to say it's in threes. >> So it would go from six to nine. >> Oh, I got you. Okay. >> Okay. Not that I'm suggesting that. I was just saying >> right. This is Yes. This is where if we have any suggested changes, it would go. >> Okay. um serving three consecutive terms with
two members associated annually staggered three by appointment by the town manager and the library director has no input into that. Um,
I do. >> So, should this be stated there? >> Well, that's up to the discretion of the town manager >> unless we did ask me oh for my input on >> that's discretion. >> Yeah. >> Okay. >> So, in other words,
>> the town manager's discretion >> instead it's at his discretion. >> And does everybody believe that's how it should be at the town manager? I think the library director should have some input into that. >> Yes. But but >> she does if he says so, but if he says I
don't want your input, >> then you wouldn't the way it's stated here. >> Right. >> So that's an example of something we could recommend. >> We can recommend. That's what I would recommend. >> So we could say like in consultation >> with the library director.
>> Yeah. Instead of at his discretion. >> Well, it doesn't say at his discretion. That was what I was saying. Like the town manager. >> It says may upon request of the town patron assist the town manager. >> So if he doesn't want >> anybody else >> are we are we we're looking at
vacancies. Yes, >> we're looking Yeah. >> Yep. >> So vacancies occurring on the board of library trustees shall be filled by appointment by the town manager >> with in consultation >> comma correct in consultation with the library director.
>> Okay. because you you would know you would know probably more than he who uh library stakeholders are that may be maybe good to serve library board. >> Maybe he probably >> but the town manager also
>> he could too. >> Right. I'm not saying >> in this particular case our current town manager does know a lot of the community and does have to Right. Right. Right. No, but if it was somebody else just thinking the same there forever. >> Correct. >> Hopefully after after I retire.
>> No, but you know we are we are political time just a little. >> So there there should always be some kind of >> so we can just make that recommend. >> So we can make this recommendation. >> Yeah.
>> Okay. Um, also I think we can go up to the 170-1. >> Okay. Yep. >> It says two members are appointed annually. Is that something that we want in >> Yes. >> the bylaw? >> Yeah, >> we do want that. >> Yeah. >> Okay.
>> Yeah, because it goes in three. >> So that's how it's already set done because I thought like four of us got appointed at once at one point. >> I don't think so. Oh, maybe I was filling in a term for somebody. >> You were filling in Absolutely. Okay, we're good. >> So, out of curiosity, where is everybody
in their staggered terms? >> Who knows? >> I do. >> Oh, I I just got appointed. I think >> I got reappointed recently. >> You and I, too. We two are on the same schedule. >> Did I I think I filled Did I fill a vacancy? >> You might have.
>> Yes, I think you did. >> And I filled a vacancy, >> right? >> Yes. So in theory, >> so it just seems I I'm curious. It's like I just renewed your vacancy. >> I mean I renewed >> I think you did. >> I just did. >> Yeah.
>> And I don't seem like we're on this you and Jean might. >> So when you fill a vacancy does that >> but then you serve out that term >> that term. It might be reappointed after a year. So like instead of three years,
>> Cindy and Amy are on the same. >> This one's old. >> Yeah, but we just >> It would I think be >> Let me find the new one. >> I think I was before you people before you >> Jean.
Yeah, because now I think you were a year behind. >> No, I think Michelle replaced. Oh, >> that's good. That's all done. >> I think we're all set though and >> we didn't.
>> But I also wanted to add if we're not going to go down to the minutia of when our terms expire, but I think it it would behoove us to put in Nancy to your point earlier about protecting the intent of the library. Perhaps we could.
We have this language in about >> the ALA's freedom to read and potentially we'd want to add that also. I think under 170-3 for the purpose. >> Okay. >> Oh, this is what I'm looking for.
>> I think that's a good idea. >> Some maybe not I mean not the full text maybe, but [Applause] um >> maybe it's not necessary. I think it it would might
>> just that first that sentence right there. The trusty shall adhered to the principles. >> That line. Is that the one that you're talking about? >> Or similar. >> Yeah. >> Toss it in there. >> Yeah, that's good. >> Show me the line. >> This one duties of the trustees. I'll
stick it in there somewhere. Right. So we have in our rules and regulations under duties of the trustees that the trustees shall adhere to the principles of the American library associations freedom to read, freedom to view and the
library bill of rights >> and that gives us a broader >> is the ALA going to change any of They're not going to modify any of those documents. >> I'm I'm wondering if this is a state
>> they could change it at all >> or this is a state this is a state statute library. >> This is a town. This is a town could bring this to >> Oh, this is a town.
>> This is the town. So this our revisions go to the bylaw committee for them to approve. >> Okay. >> And the ALA isn't um a government agency. >> No. >> So that provides some independence as far as >> it isn't. >> No.
>> What is it? >> The American Library Association. What would you define it as? It's a career professional >> organization. Okay. >> It's librarians. >> All right. Yeah, it's kind of one of our kind of overarching
organizations that helps make libraries consistent or more consistent. >> Yeah, they set standards like professional standards. >> I think >> it's not a state. >> No, it's like a professional organization of all librarians and then
and then they recommend how to how to efficiently. So these this chapter 170 is of >> for the town. You're not mandated >> town laws, town by sort of like the CDC. >> So this is just these are just three
little pieces of Yeah, but it's not the CDC because the CDC is a government agency. >> Oh, that is >> But it's a >> At least it was okay. >> Good. >> So what did you end up putting? I just wrote >> you just put the whole line.
>> I will. Okay. >> I didn't write it all out. >> No, that makes Yeah. >> Yeah. >> Okay. >> Is that okay with everyone as far as >> Yeah. >> Yeah. >> Any other topics we might >> add to this? >> Do we have to chapter? >> Do we have to vote for these changes or
anything? >> I don't think so because they're just a recommendation. >> Okay. Yeah. Okay. >> Yeah. All right. We're good. >> Yeah. >> Yeah. >> Thank you. to rest. >> Look at it's dark out already. >> Oh no.
>> Oh my gosh. >> We haven't actually ended the meeting. >> It's getting dark. We haven't yet officially ended. Um I did make So our next meeting will be September 17th, 2025 at 6 right here in the
library conference room. Um would anyone like to make a motion for us to adjurnn? >> I'll make a motion that we adjourn. Thank you, Jean. Uh, all in favor? [Applause]