Good morning. I'd like to call the meeting of the uh f Friday, June 27th, 2025 uh board of library trustees meeting to order. And present is to my right Katie
McGonville, library director, Larry Bowman's secretary, Jean Stolo, trustee, Cindy Mcnock, uh chairman, and we have on Zoom Michelle Jones. Okay, thanks for joining.
Thanks for joining us, Michelle. So, let's see. The first thing on the agenda are public comments, and I don't see any public. So, let's move on to the meeting minutes. Um, and these are the minutes of the May
21st, 2025 meeting. Has everybody read the minutes? And are there any additions that need to be made? Edits that need to be made hearing none. Do I have a motion to to
accept the meeting minutes? I'll make a motion to accept the meeting minutes. Thank you. Is there a second? Thank you, Larry. the the minutes are approved for the May 21st, 2025 meeting. And let's see, the next thing on our
agenda here is the director's report. And Katie, do you have that director's report? I do. Thank you. Um, I'm going to start with children's highlights. This is going back to the month of May
for information for May. Okay. So, there were 43 programs, 431 program attendees. Um, the children's department or library staff had kindergarten visits and there were 225 kindergarteners that came and
then there were visits with Maple Shade. There were 15 visits to Maple Shade School and they saw about 271 kiddos there. There were 188 reference transactions in the children's department and the passive programming continued with 221 participants in the
scavenger hunt and 197 guesses in the guessing jar. Um the entire children's department worked diligently throughout the month of May. Just you want to step out. Nancy Okconor is calling. Oh, okay. Yep. All right. I don't know. Okay. Can you
hear me? I can see you and hear you. Yes. Yeah. Good. And I can see you people. So, we're good. Okay. Okay. Great. Welcome and thanks for joining us. We're and part of the agenda where um Katie was going over the children's
highlights. So, uh she's gotten through some of the children's program uh attendees and numbers. And so, I think you're at what the entire children's. Okay. So, I'm right at that first main paragraph, Nancy. Right. Okay. All
right. Um, the entire children's department worked diligently throughout the month of May to maintain their regularly scheduled programming while also engaging with local schools to promote the upcoming summer reading program. Their efforts went above and beyond routine responsibilities. They played a
key role in planning the summer reading kickoff event, coordinating the summer programming schedule, designing decorations for the library, and even creating a new summer reading t-shirt for staff. In addition, the department collaborated closely with other programming teams to lead a comprehensive training for staff on the
summer reading program and kickoff procedures. So, we had an all staff training day and they really were instrumental in in leading that for us. impact of school visits whether at the schools or through field trips to the library was evident. Many families have since visited the library and expressed
how excited they were to connect with the children's staff to get or renew library cards and to explore the vibrant welcoming atmosphere of the children's department. On the next page, you're going to see some of the um decorations
and um in the children's department and throughout the library. And then once again, the children's department is running their summer volunteer program which once again filled and um the volunteers have already started and they're doing a fabulous job. So these
are local students probably I think grades six and up that volunteer to help out with the children's department summer reading program. For teen highlights for the month of May, there were 16 programs and 209 program attendees.
Um, the teen department ran 16 programs during May with a record-breaking 209 teens in attendance. The regular monthly program of So What, the writing group, Band Books Club, and Teenspot were offered. A new three-part job readiness
workshop called Future Ready, Build Brand, and Boss Up was led by the East Long Meadow HR director, Audra Staples. and teens learned how to set career goals, align their education with their aspirations, craft standout resumes,
build a personal brand, complete job applications, and sharpen their networking and communication skills through this program. The series concluded with mock interviews for those who were interested. And then Cupcake Wars was another success. There were 13 cake decorators
and they competed for two prizes. One was a $20 gift card to Pete Sweets and the for the grand prize and then there was a second gift card to Starbucks for $15 up for the runner up for $15 for the runner up and they get the cupcakes. Yes, there were two mystery themes um
book genres and summer and the participants had 30 minutes to create their designs. Well, Erica reported this program was a true labor of love. The teens excitement engagement made it more than worthwhile. May was an exceptionally busy month, especially with summer reading prep
underway. The teen department focused on finalizing program logistics, creating Canvas, which are like our flyers for all of our programming, updating the program calendar, creating paper program calendars to hand out, um developing the teen summer 2025 reading challenge
through Bean Stack, and much more. The teen department also secured donations and organized all of the teen summer reading prizes, materials, and decorations. Teens will have a number of prizes to work toward this year, including a mini fridge, Lego Marvel Thanos glove, a
Kindle Fire, gaming headset, LED lights, and more. Gift card prizes include options like Sephora, The Pizza Shop, Roblox, Uber Eats, and Chick-fil-A. Wow. Yeah, that should excite us. Yeah. And on the next page, there's some pictures
from um some of the programs that Erica uh described in her narrative. Pretty creative. Very creative. And and really um I think hits the mark with the games. We have noticed a significant
improvement in and around our building with um Erica and now Christy is also part of that programming team and they continue to partner with the adults and children. So it's really a group effort but um the team programming and that that team position have been
instrumental in making a significant change in and around behaviors are significantly improved. There's so much more engagement with the team population when they come in. instead of hanging out there, they'll actually they'll come in, they'll come to programs.
That's important. You know, we're really focusing on safety and behaviors in and around, you know, we've been working with the town manager, the local businesses in Center Village to really kind of create a culture um in this area that makes it inviting
and and safe and welcoming for folks. So, we're very excited that there's it's significantly to turn them wanting to get together into a positive experience. Absolutely. Yeah. Yeah. Yeah. Yeah. It's been great. It's great. That is enough. Give my thanks to the work of the
children's and the teen department. I will. I will. Thank you. Um adult highlights. There were 16 programs, 166 program attendees. There were 259 reference transactions on the second
floor. There were 263.5 hours of study room use. and 14 requests went unfulfilled. There were many engaging and educational programs offered during the month of May by the adult department. The adult services department coordinated with the
town digital alliance and tech foundaries techhub to offer a series digital skills workshop. The workshops included on May 5th computer maintenance on May 19th online safety basics. June 2nd was avoiding misinformation.
June 16th was cloud basics and on June 30th it'll be intro to Google Workspace and on July 14th it will be Google Chrome. Following each of these six tech sessions is a 1-hour tech help session. So folks can either go to one or the
other or both and um they can ask kind of whatever tech questions they have in that tech help session following. Just just to um clarify to anybody listening because I'm a little confused about what the town digital alliance and tech
foundaries techhub is that so we are coordinating with the town manager's office. Okay. And then there's another organization called the digital alliance and they also partner with techhub. So the digital alliance has partnered with this group called TechHub and they have
brought this workshop series through grant funding to us. So are these all town departments that are working together? Are they from the outside? So there is a and Jamie you might be able to help me with this also. there is like a broadband committee through the town
and they are trying to help raise awareness and education and access and so we are working with the town to help make that happen. Okay. So we got in touch with the digital alliance who offers programming and services
throughout the state and they are grant funded. I see. And so through their grant funding they have hired this tech foundry. Okay. So Tech Foundry came here to do the program. Okay. And how do how do people connect to this? So they can register just like any other just like
Monday. So it's like every other Monday. I think that's a great idea. It's it's been great. Um you know it's a kind of like that intro level session, but then anybody could come in for the second session and ask. So if you're having trouble with the cloud, yes, they will.
You might be able to come. Yes, that one's coming up. that's coming up. Oh, no. It just happened June 16th. Oh, yep. It It already But there might be another one. You could come to a drop in session and ask them about it. Oh, there's a drop in session that connect them right
after. Awesome. So, yeah. Um I'm sorry to inter No, I'm glad that you asked that question. Thank you. So, um, continuing on, uh, there was a container gardening program which was really popular with patrons and the presenter will return in August for a
canning and preserving program. And then we had returning programmer Greg Mchuk. Um, he also drew a crowd for his pastel painting program. And then there was also the Jane Austin 250th birthday craft club program and that was a hit
and they did um teacup flowers and silhouettes and there's some pictures. Yep. You got some pictures on the next page. And then for the circulation department there were 14,717 items circulated. That was an increase
of 713 from April and an increase of 1598 from May of 2024. There were 55 new patron registrations. There were 237 reference transactions at the CIRC desk. There were 11 non-
library meeting room uses, 92 hours of volunteer shelving, and the door count was 7,9 379. Uh Christina reported that many patrons remarked that they hadn't had a library card or hadn't renewed their card in
years. And we are excited to welcome these patrons back to ELPL in the CW Mars network. Um the museum passes continue to be a draw for card holders. There were 72 checkouts from 63 card holders during the month of May. That's really good. So with this new Asabet
interactive system, we're seeing a spike in our circulation because that's really that's what we want. Um, and then I have just have another picture of one of the displays and social media posts um that we were promoting as um our library of things to
get people to use some of the outdoor games or some of our board games and puzzles over Memorial Day weekend. Is that collection getting pretty good use? I get obviously the outdoor games get more use during the summer time, but uh Yeah. Yeah, we're doing good. Yeah.
Uh, highlights from tax services. During the month of May, there were 757 items added to the collection. Wow. Uh, 219 items were deleted from the collection and two were reclassified. And then just general library updates for everyone. Um, the HVAC system
continues to be an issue for the library with high temperatures resulting in second floor closures. Um, DPW continues to assist the library with maintenance and exploring replacement of parts. Since I wrote this back in
May or early June, we did um, get notified by DPW that they did replace a compressor in one of the rooftop units. Um, but it's still very hot. It's not quite up to it's enough. It's, but it's also
been very hot here with that heat wave. So, we'll see over the next few days if the the temperature regulates on the second floor. Um, I've been working with a deputy town manager, Rebecca Lesey, on the municipal ADA improvement grant application, which
included meetings with DPW and local vendors to request information and quotes for the application. Um, this information has changed because now it's been a month and a half since I've written this, but at the time I was currently currently using the town of
East Long Meadows ADA self-evaluation and executive summary to identify areas of need. The grant application is due on June 13th and areas reviewed include the drinking fountain, signage inside the building, and the external sidewalks and ramp. um update to that. I did submit
five applications for um ABA improvement grants. So, I will keep you all posted. Um hopefully we'll find out by the fall. And there was a preliminary um 2025
um the Institute for Human Center Design who did the 2015 um evaluation and assessment came back through and they did a preliminary one in June also. So I use some of that information from the preliminary report in the applications that I submitted on
June 12th or 13th. Um, I was working on a grant application for the roping archavist program which was due on June 18th. I turned that in. I actually just got notified yesterday that I did not get that grant. So, I'm going to um that was yesterday afternoon. So, I need to actually,
you're hearing it here first. I have to email the town manager and uh the historical commission to let them know that I didn't get that grant, but I will be applying again in January during the next round. Okay. Um, I had a meeting with library consultant Barbara Freriedman to discuss
facility needs and updates. This meeting resulted in inquiries to the Massachusetts library system for weeding, space planning, and wayfinding. Um, local vendors for quotes and estimates on acoustics and shading, furniture, and flooring. Um, I have actually had all of those meetings since
that time. Um, were they useful? Yeah, they were very helpful. I have one this afternoon actually. The um MLS is coming this afternoon. We had some scheduling conflicts. So we've rescheduled it's this afternoon and she's going to come through and help. So like the way finding and signage so like when you come in the building, how do you know
where to go? Exactly. How do you find what you need? That's helpful. Um and weeding because there's a there's So you're going to try to be more user friendly. Correct. So always the goal, right? So always the goal. Always the goal. Um any questions on this? Any
questions on this? No, I'm fine. I'm listening. Great. Thank you. For professional development, uh during the month of May, we attended the following sessions. Uh Massachusetts Library Systems Strategic Plan Town Hall
um and MLS's effective meetings, increase productivity, collaboration, and innovation. There was an Aspen interest group which is run by CW Mars and uh the Massachusetts Board of Library Commissioners Director Moren Amyat's presentation on database library
community information which um I can jump to now if you want for just a minute. Um one of the handouts that I had given you and what I had emailed separately yesterday because it came out yesterday. I replaced it because we're getting
weekly updates. So, I replaced the old one with this one. So, um what I sent you was the publicity flyer that MDLC is asking libraries to share out. Um on the front page, it'll show you there's like
one table here and it'll show you the statewide databases that are being continued. And then on the right of that, there's like a there is another one of these flyers that we got that's customizable. So we can add in our own
local databases. So Laura and I will work on doing that. Um so basically what this handout is is it explains that as a result of the executive order signed on March 14th, there was uh funding cuts which will
have an impact across Massachusetts. Um one of the biggest impacts to us and our patrons are the statewide databases. So the state is able to retain six databases. Um but if you flip on the back side, you will see the entire list
of all of the databases that are being discontinued. And that is effective as of July 1. So um this publicity came out yesterday. Moore and I are going to work on getting that out to our patrons as soon as possible. and I will on either
the end of the day on June 30th or first thing in the morning on July 1st, I need to go update all of our information, our website and remove all of these databases because we will no longer have access to them. Um, Boston Public
Library has been very helpful. MBLC has been working closely with BPL because BPL is the Commonwealth Library and so as residents of Massachusetts we are all welcome to get an ecard and then we can access the databases and services
through the ecard through the ecard that BPL offers. So part of this flyer is how to do that. We also have information about Boston Public Libraries ecard on our website and have had that there. Um,
so if you go to the website, you you'd be able to find the information on how to get an e-card, correct? Okay. And that's also through um the CW Mars Aspen catalog. There's information there as well. So if you have an ecard, you can
still have a CW Mars there. Correct. You can have two. Two. Okay. Yeah, that's good to know. Yep. Um so yeah that's um so we'll yeah we can going back to the
report um for the friends. The friends had their spring baskets which ran from April 28th to May 17th with their drawing on May 19th. Um patrons were very excited to pick up their winnings. almost everything once they were called, almost everything was picked up within like a few days. So,
people are really excited to get their um their baskets and then the friends had their annual um I'm sorry, I want to say it's quarterly newsletter. Um so I attached that and printed out a hard
copy for everyone here. Um if you're a friend, I think you also get it in your email. Yes. Yeah. So you can access it that way, too. Um it's fairly long and and I don't think we need to read it all because everybody could get it if you're a
friend. Yep. So um but it's a very it's very impressive what they do. They did a very nice job and it highlight telling you um some of the fundraising that they did for the library this past quarter. Um it also talks about their
scholarship. They have um the medic memorial scholarship and they awarded three recipients this year. So, each of the three recipients received a $1,000 scholarship. Um, and the friends board also got Diane a very lovely um flower
arrangement as like a thank you for all of her work because Diane really and the board they really go above and beyond to for our community. So, I just going to say if anybody's listening and they're not a friend, it's a awesome organization to join and it doesn't take
a lot of your effort. Um, but it it it has huge rewards for your public library and what they're offering you. And they're offering you, as you can see, some outstanding programs for every age and every group. So, if you haven't
considered being a friend, I think it would be awesome to add to your agenda and uh and look into that. The friends have their own website. They now have social media presence which you can access from the library and you can it's linked to the library website as
well. So we need to offer thanks not only I I was premature I think offer thanks not to the children's and the teens but the adult and the friends as well. I mean, there's so many people in your community
that are working so hard to bring quality programs and information to every age level. So, thanks. Thanks, Cindy. So, I think next on our agenda is I'm not done yet. Just thought I've got
just when she thought um updates from the town. Uh the town the library continues to provide space for town departments to hold public and interdep departmental meetings. Um the town clerk held voter registration in the conference room during the month of
May. Um and the library is providing space for the planning department's traffic and pedestrian safety survey and I have it linked here. Um the survey goes through July 11th. So there's still time for everyone who hasn't yet
responded. It's available online. There's a QR code or you can come here the town clerk or the COA to fill out a paper survey. Um, and then I've attached the board bylaw review. Oh, that's what we're getting
to. Okay, so we're there. Thank you for that. Really? Very thorough. Very thorough director's report. Um, so I think where we're at is we have the um,
the minutes from the special meeting that took place May 1st in 2025. Uh, so you'd have to vote on it and approve it. Yeah. Have has everybody read that? And do we have
no edits that I hear? Then can we have a motion to accept the special meeting minutes for May 1st, 2025? I'll vote to accept minutes from We have a second. I'll second. Thank you, Larry. Uh, so
all in favor say I. I. So the special Oh, I did you say I? Yep. They're all Okay, then the special meeting minutes for May 1st, 2015 have been approved. And now should we go to the Yep. the
draft? Oh, okay. So, so the special meeting reviewed the the board bylaws and we have the u the bylaws were last revised in February of 2020 and the special
meeting um worked on those to update the the draft and so I think but they're partially through it. Mhm. So, do you want to um Yeah, let's jump back into it. Do you want to have do you want to
read what has been done or do you want to just continue on? I kind of want to continue on. Um so, in your packet there or the information that I have emailed to you. Um
we got a start on the current board bylaws last meeting at our special meeting. We got about halfway through the current document making edits. Um, I do want to revisit a few of the things that we talked about last time and then we can move on to the rest of the
document. Okay? Because we got through maybe section three. We started up article five committees section three I think is where that where we ended. from section three powers.
So we I provided everyone a draft of what we had started. So I do want to look at that. I guess I guess want to go back and look at the draft. Yeah, this one.
It looks like the the new one, the one that you started typing up. Yeah, it's the draft. Um, it's only three pages. It's just started. Can you look at that, please? Yeah, I have that up. Okay,
perfect. So, a couple of changes um or suggested changes that I have is we have the first section which is uh purpose and the second section is trustees. At the very top of that, we decided to put resignations.
I almost wonder if the resignations should move to the bottom after duties of the secretary. I I thought that one is reading it over because we have attendance officers
and then I just feel like resignation should be then we have meetings and then the last one should be. So I think that that should move to the end of the section after meeting. I think that's okay. Does that make sense? Does Yeah.
So So move to the end. Prior to meetings I think after meeting after every Yeah. Yeah. So the very last Yeah. Right. the resentations would come. Yeah. And then
um we had talked last time about term limits. So the current document states if you're looking at the current document it's article two trustees section 4 term
limits. Yeah. And it currently reads, "The term limit of a member of the board shall not exceed three consecutive terms or 9 years. After serving three consecutive terms, no individual trustee shall continue to serve on the board until having left the board for at least one
year." We discussed just removing this section altogether. However, I'd like to make an edit to that in that I think that we should have term limits,
but have the option to extend the term limit with recommendation by the library director and with approval from the town manager. I think that's good. Okay, that makes sense. I think that's good. I don't think you should remove it all together. So, um, so I think we could leave it as the
term limit of a board member, I'm excuse me, the term limit of a member of the board shall not exceed three consecutive terms or nine years unless recommended by the library director and with approval of the board of the town
manager. Thoughts on that? Yeah. Do you do you still need the um having like the take taking a year off part done or leave that on there? No, I think
we take that part off. Yeah. Okay. Um, yeah, I think that's good. Where should that go? Uh now if you flip back to the draft document that I have right that would go under the trustees section.
So attendance officers meetings think you can go right before resignation right go right before what resignations. the resignation wherever you move resignation to kind of has something to do with that. Yeah. So then
it's term limits resignations and then we move on to library director. Uh let's see. Does that make sense? It's not in this draft. We have taken it out all together. took it out. Okay. Y So it's here. So this So this would go
here before the No, I would put it So we were going to put resignations after meetings. Yeah. So this is all meetings. Oh, this is all meetings. Okay. So this needs to go So it would go like right in between. So this would be after meetings, term
limits, resignations, then reserve. That's Got it. Okay. Thank you. Thank you. And then another I just had a typo. It happened. Okay. Oh, on page two of my draft. Yeah.
I the last bullet point under duties of the chairperson. Yeah. Yep. I I typed provide guidance to incoming trustees as to policies and preachers procedures of what and I didn't put the board. Oh,
is board capitalized? I would capitalize it. Yeah. You know, I love a capital. I do. I know. I love a good comma. Commas aren't always correct, but I love adding a comma in. Just put in Yeah. Oh, I think I am actually missing a comma.
Um, oh, sorry, I'm jumping all over the place. Under purpose on the first page, the board under the authority of Massachusetts General Law, section 78, the East Long Meadow Home Rule Charter, comma, and bylaws. Do I need another
comma there? I think before the end, you need a comma. Do I need a comma after bylaws? I just feel like that's not reading correctly. Well, is the is the title of the the home rule charter and violence is that one document or is it two documents?
I think it's two documents. Okay, then I would put a comment charter. Do you know is it two documents, Jamie? Um, I'll find out about that. Feel like it's two documents. I think it's the way it is. Okay. All right. But
that's, you know, I'm But if you want to put a comment, I don't think anybody would suggest. Okay. Maybe Larry would. But I'm not Larry. No, I don't mind the Oxford comma. Yeah. Which is prior to and Yeah, I
know. As soon as I found out we could get rid of it, I got rid of it. It was like drives Christina fogers. She does my editing. Christina. Yeah, she does. She's a writer. Right. Or yeah. Oh, okay. That's
correct. All right. So, thank you very much. Um, for uh my next note for our last meeting, there were some questions that we had of the town manager. So, I reached out to uh Tom Christensen, who's the town
manager, and I asked him about our questions in the library director and staff section. So if you look at the current Yep.
that's on page three. So we did a little rearranging of the sentences in the first paragraph when we had our last meeting and then we made a couple of edits in paragraph 2 and
paragraph three. But by by the time we had had that discussion and made those edits during our meeting, the question came out from the board, do paragraphs two and three need to be included? Is this too
specific? Is it necessary for this document? So I followed up with the town manager and his response was he agrees that those paragraphs can probably be deleted because my position the position is defined elsewhere. So it doesn't
necessarily need to be in this. Okay. So we could we can leave paragraph one because that that's what we do. That's what you all do. Um but as far as what you do, that's under
the perview of the town manager. Correct. Okay. Um, I think we I think we could probably leave paragraph three though, how it's written, but I'd like your input on that. I think that's pro at least the first
part of it, if not all of it, as explaining your relation to the board. Just leave it. The library director is the exeicio non voting member of the board and shall attend all board meetings.
Oh, I'm saying you could you could probably leave I'm just finishing reading the whole paragraph, but I think you could probably leave the whole thing. Yeah, that third paragraph. What would you delete in it? Because this isn't really about me. This
document is about you. That's Yeah. Yes. I have to keep focused on that. Correct. So I Let me rephrase that. This document is about the library director. This document is not about the library director. It's about the board. I shouldn't say like me and this would be
on the job description anyway under the town manager. Correct. So take out two and three. Yeah. Do does it need to be stated that the library director isn't a voting member of the board though? Does that need there or is that I'd feel comfortable
with leaving that you know if you disagree I'll Yeah. So just maybe that first the library director is the exeicio non- voting member of the board. Yes. I mean that's I would feel comfortable with that. I don't know how other people feel. Um and maybe she'll
attend all board meetings. Mhm. And then that's it. Okay. And then at the end and the rest of and the rest of that paragraph is on the job description from the town manager. Yeah.
Okay. So in the heading for this section, it should just say library director. It does not need to say and staff, right? Okay. Y in the case of your absence, is there a different staff member that could fill your role for like attending board
members? You went on a leave of absence or something? No, there's not. There's no assistant director. Okay. Um, there was an if there was an interim director, if this if the library director position was vacant and the
town appointed an interim director, then I would assume they could attend the board meetings. Um, but there's nobody currently that I would have say the meeting would have to be rescheduled. Yeah, the meeting would be rescheduled.
Yeah. Yeah. No, I was just thinking of not you particular, but you know, in the future if there was a leave of absence or maternity leave or or something like that that you were gone for a while and the position filled if there was a an in um staff member take. Yeah, I mean it
could even be the deputy town manager or the town manager would sit in. Okay, great question, Michelle. It is a good question. Thank you. Okay. All right. So, it's been yours. Did I
take this from you? I mine. No, that's yours. I think Yeah, because it's a Thank you. Um, yeah. Okay. This must be my extra. Sorry. Yes, that's an extra. Okay. So, did anybody
else have any suggestions for the draft so far for the first three stages? Um, well, what does one do about uh under so you have meetings on with
regard to the trustees, right? And you have regular meetings, special meetings, postponement of meetings. Yes. Then would it make sense to follow that with
on the originalment? Yeah. Page five, sections 4 through 7. I have a little note here. Yes. Because that is it where we stopped last time. I think so that
that all refers to the meetings. Yeah. Right. It talks about the core, you know, what's needed to act, forum, the order of business, the open meeting law, and parliamentary rules.
So, good point, Larry. Do we want to So right now we have it set up as purpose trustees and then it goes to library library director. We want to reorganize that and put library director trustees and then
the oh I see then the meetings we kind of end here but then we have term limits resignations that's a big section on that's going to be meetings right and I feel like the resignation term limits
do we put do we reorganize that so that there's more of a flow there that you're going into meetings Yeah, the future meetings because I agree with you. I think it makes sense that we have this section on meetings and then we go into forum,
order of business, open meeting, parliamentary rules. That makes sense to me. [Music] So maybe Okay. Or do we pull meetings out of officers and have it as its own section.
[Music] But the me but the me the uh meetings I mean basically focus on the trustees right I mean it's
you're talking about meeting is the trustees right so I don't know I mean it makes sense to keep I mean you could let's see what's the rest of it elective and consistent provision amendments so I mean it sounds like you
could probably maintain a threepart document purpose director and trustees and then but then It's out. It really
the resignations and farm limits doesn't really flow after all this section about meetings, does it? Right. So, do we do purpose
library director? Yeah. Trustees. Then do we do attendance? You know, just out of curiosity, term limits, resignations, then go into officers
meetings. See, the resignation thing should maybe come under terms of office. Section three. [Music] Does it say I mean do we need to say how
it is that one becomes a trustee? I mean it sort of is that presumed to be in the purpose. So like bec I had asked um we go like right into attendance.
So from a logical perspective, should you define a trustee as an appointee of you know the town manager upon consultation with the library director
and then you talk about trust the attendance which sort of foreshadows the meeting thing. Um, so we we talked about this last time and
the questions that we had were can we make I think we asked about it going into the town bylaws. That was what our question was because in bylaws define how one and
that's what we had asked about. Yeah. Will they amen place that defines how you become a trustee? Will they they amend the the town bylaws? So we asked, can we make additional suggestions for
the town bylaws? For example, for the board of library trustees, chapter 170, are there qualifications for a board member? Okay. Um, example, do they have to sign off on agreeing to support the ALA's freedom to view, freedom to read, library bill of rights, etc. Okay. Are
there steps to remove a trustee if they do not comply? What if there is a new town manager? These are the questions that we asked that I then followed up with the town manager. Um, what if there is a new town manager who doesn't support the library or who wants to make major changes or
remove trustees, right? And Tom's response was very encouraging and he said you could make suggested edits to this document which will then be reviewed to the term bylaws. Okay.
So um and that they will review it and probably ask for input if needed you know for further clarification. So he's asking it to go under the bylaw. We were talking about it last time that it wouldn't necessarily go here that it would go in the town bylaws and he's Tom is agreeing that well he said that we
can he said that we can make our suggestions and submit it for review. He was supportive of that. Okay. But he there there's like a whole committee that reviews these. So Okay. I mean I presume that there's a section in the
bylaws about the appointment of a director, right? or no or other boards too. Yeah, there's a section here on the library department and it's the town manager shall appoint a library director. The library director shall be responsible for the supervision
and coordination of matters of the town that are placed under the director's control by charter, by law, town manager of rules and regulations or by other town vote. Okay. So, that establishes that. So maybe what I'll do,
we'll need another meeting to basically hash out that. Yeah. Okay. All right. So in the meanwhile, we won't deal with that. We'll just go. Right. Just leave it as. Yeah. Trustees,
followed by attendance, right? officers. Do we want to do actually? Yeah. What do you think? Uh want to do attendance, term limits, resignations, officers, meetings, and then the next part. Yeah.
Does that make more sense? Yeah. Attendance, term limit. Sorry. Hope y'all are using pencil. I should have used a pencil. I should have two um attendance, term limits,
resignations, officers, and then meetings. [Music] So, so like if we were numbering this in section two would be attendance would be
A, term limit B, resignation C, officer of uh officers D and then meetings E. Yeah.
You know what? You may be right. Maybe maybe just make meetings its own separate thing. It makes it maybe a little easier the way it flow. That way it's not like a subdivision and a sub.
Okay. Because yeah, if you put if you put purpose then is two. Yeah. Then three is the trustees and then four Yeah. is the meetings which include the
director and the trustees. Yeah. So then in meetings you'll have regular meetings, special meeting, postponement of meetings and then uh forum order of business open meeting
law and parliamentary rules. Okay, happy I do have some suggested edits for if you're looking at the current bylaws
section. Yes. On page five. Yeah. Are you guys with me here? Gotcha. You guys are you Michelle? Nancy, are you with me? I'm getting a pencil. on the current bylaws, page 5, section 4
at the very top. I don't know where I put my paper to go. Oh, here's one. Okay. So um in that first paragraph, 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 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. The next sentence is where I question. In the event of a tie vote, the motion will be
defeated. So, I I guess I don't know the answer to this and that would be something maybe I would ask the town clerk, but can it be brought to vote at a future meeting? Like, does it have to be defeated? So, that's a question I wanted to follow
up on. I would say that it would be tabled. I I don't know what the answer is. So, but that that's what you're thinking could happen. Could it be this? So, I want to ask the town clerk. Does that make sense? Yeah. Unless any
of you know specifically. Okay. So instead of being defeated, could it be that it would be tabled to another meeting until when? Until a future meeting. Okay. But is that the reason that you're
um referring it to a future meeting? Is it for another vote? Or do I or does the library director have the authority to or does the town manager have the authority to overrule
Uhhuh. the defeated vote? Do you see what I'm saying? But would the town manager be the tiebreaker? Is that the question? That's what I need to find out. That must be the question. Okay. Cuz this could this is probably a carryover from the previous form of government. Uhhuh. It probably is. Yes.
Um because that sort of leaves you in limbo. If there's a vote and it's a tie, then nothing's up to the town manager perhaps to a check or Okay. So that's a question I have. Okay.
Just clarify. I mean I'm just thinking out loud. So a quorum for a transaction shall consist of a simple majority of four members because we have six people. Right.
Correct. Yeah. So if four people show up and there is a vote on something, it says here an affirmative vote of the majority of all members of the board present
at a meeting shall be necessary. So in other words, three can pass something. It doesn't have to be four. It doesn't have to be anonymous because if there's only five people present. So So I guess
in effect something can be passed with only one half the board green or or casting of a an affirmative vote. I think it would have to be three of the
four. Doesn't have to be four of the four, right? Right. No, no, no. But what I'm saying is that just from a practical standpoint, as I'm thinking out loud, that means that if there something is approved, it can be
approved by essentially just half the board. Okay? because only four show up to the meeting and only and three are positive. Yeah. Which means that half the board will do
whatever. I got it. Got it. Yep. Okay. Okay. Yeah. Um I have a question in the next paragraph. If a quorum is not present at a regularly scheduled meeting, the attending members may set a due date for another meeting to be held within one
week and the presiding officer shall notify the absent me members of the specially called meeting. Discussions may be held at a meeting that lacks a quorum, but no u binding vote may be taken. I I don't want to have that to be held within one week. I think we need to give ourselves a little more leeway with
rescheduling. I mean, it took us 45 emails and 700 doodle pulls to figure out this one. So, so I think if a quorum is not present in a regular scheduled meeting, the attending members may set a date for another meeting. Period. Yeah. Yes. But
I think it's the library. If a quorum is not present at a regular scheduled meeting I don't even have to put that either. I don't think we have to put that either. How about forum is not available because you're not going to show up, right? Uh
well if somebody here today Oh, I see. just just last minute out something happened. So things come up, right? We're all life happens. So I think if a quorum is not present at a regularly scheduled meeting, the meeting is postponed,
right? Yeah. Right. And the period, the meeting is postponed. However, you may want to just still alter that language to if a quorum is not available because that would include
okay situation where you show up when let's say you just get sick five minutes before hitting. But it would also include if you know you notify ahead of time and you know
and so no one shows up because you've already sent out the email saying nobody's here, right? Or nobody's available. So it would be if a quorum is not available at a regularly scheduled meeting, the meeting will be postponed, right? Yes.
Thank you. Um I don't do we I don't think we it would be me not it would be the library director notifying the other members correct so but I don't think we need that no and
we don't need the do we want discussions may be held at a meeting that lacks a quorum but no binding binding vote may be taken. Do you really need that? I don't think you need that. I don't I don't think if we if we didn't have a quorum, I don't think we would have a meeting, right? So, why would you need I'm going to take that part out also.
Yeah. Yeah. So, it just becomes one sentence. Is not available for a regular scheduled meeting, the meeting will be postponed. Yeah. Okay. That short and sweet. Yeah. Okay. Um moving on to section five, order of
business. Um an agenda collaboration with the chairperson before all meetings and distributed board members in advance. Can we change will to may follow or agendas for board meetings? Yeah. I
Why would you may include the following format or something? I I want to say may follow the general format. Yeah. Um, moreover, do you actually elaborate with the chairperson? No. So then
you wouldn't want So an ag because it says shall Okay. An agenda shall be prepared by the library director. Period. Before all meetings. Yeah. Not period. Excuse me. An agenda shall be prepared by the library director before all meetings and distributed to board
members in advance. Yeah. Agendas for board meetings may follow general format but we do not do an executive session. So I think that that can be crossed out. Okay. Um we don't do committees either. Didn't we
take committees out? Did so I don't think that part needs to be in there either. report. Yeah, we're too small for committees. Yeah. Can you all hear? Okay, I'm fine. Yeah. Okay. I'm cheating because I want to make sure
I'm catching everything. Okay. Thank you. Okay. So, I also crossed out the executive because I'm looking up here for like Okay. Thank you. Um that last sentence, the board reserves the right to amend the order of
business. Um, can it be the board recommends um, addictions? You're the one that determines the order of business because you bring the schedule. Right. But I'll ask for input. Does anybody have new business or old business they want to
bring up? Right. Right. So, you could say the board may recommend Yeah. Amendment of the order of business board make amendments.
The board may recommend an amendment to the order of businessmen to the order of business. Do you call it order of business or just you may recommend an amendment to the agenda? The order of the agenda.
Sorry, I didn't I didn't hear that. Was that again? Oh, well, it was just it like I don't I haven't heard it called the order of business before. So, should it say may recommend uh an amendment to the order of the agenda rather than the order uh rather than business? And I call we
call it a it's a notice of public meeting. Oh, okay. Yeah. No, it's so it's the agenda within here. So maybe like the agenda for the public meeting. So the board may recommend an amendment to the agenda. Yeah, it would be the
order of the agenda. And same thing with the section five title like order of agenda rather than order of business. Yeah. Yeah. It would be to the agenda. Yeah. Okay. Thanks, Michelle. That's good, Michelle.
I'm gonna have to leave about 11. How many times are I think it's done. Okay. Are we all right? Yeah. Okay. Maybe. is open paragraph tape. Um,
yep. I left that one there. And parliamentary rules. Yeah, I didn't change that. I didn't touch anything there. Duties of the trustees that we vote. I don't think we did this.
I just this is a bigger part. So this is going to be moved. I have a note to the trustees after officers. I have another uh
Okay. But I have I want to put it. So would it go? Sorry about that. If you go back to the draft. Yes. Yes. On page two of the draft after duties of the chairperson, duties of the secretary,
duties of the trustees. Yeah, that's where it should go. Uh actually, but some of these I want to cross I want to make some changes. I think it would should go first. Am I wrong? And thinking okay. So Oh, I see. But they all right
because everybody is a trustee. So you do section three is trustees first is attend actually wait maybe the fir the very f what what do you think about the
very first thing after trustees is duties of the trustees and then you talk about the trustees attendance and then talk about term limits and
resignations. Y and then as sort of a a further subset then you find yourself talking about the officers. Okay. Yep. I like that. Y makes sense. Sh. You're a good
That's good. Yeah. Okay. I I am always more in favor of breaking things down into more categories just so it makes going through the document easier, but um so that's why I would
vote to have the duties its own separate tab. But Oh, I see. I think it's fine that way. Okay. And the document is going to be substantially shorter than it is now. So you don't have to worry about standing through seven documents to find seven days to find your right.
Okay. So maybe we're not quite done yet. So now we have to go through the duties of trustees. Um sounds like a preschool meeting. Yes. It's like bunch of three year olds.
The little ones. The little ones. Yeah. The we ones. Yes. So, we'll just work on this. We'll work on this for a couple more minutes and then we'll we'll have to do it again. Okay. Sorry folks. Or you can
leave, but we still have a quorum. So, we could continue on. Correct. Yes. We have We have enough people. Yeah. I might have to step out at 11 as well. My children are getting a little restless. All right. Sorry. We understand. They're
waiting for me to drive home. Why don't we Should we stop it here instead of Yes. And then I can reread right and you'll prepare before we before we rejourn. Um Katie is are there
any of these ones that for the duties that we need to check in with Tom about just so we're ready to tackle it again? Like is is number one still accurate in terms of us like qualifying for the grants and
so ish. Okay. I think it's it was just like if if we wanted to give you some homework to go and ask questions about so we were just ready to be informed next time. Yes. I already met with him about this about this document and got some input
from this upcoming section. So, okay. Um, we should be good for the next duties of the trustees portion. Okay. Okay. Awesome. Okay. Um, so I will take our notes from today,
redo the draft, and then send that back to us. Okay. Thank you. And then I have us with our next meeting on July 16th. So should we shall we continue this July
16th? Yes. Sure. All right. I know there's more policies that need to be addressed, but I think that this needs to happen first. Yeah. And then we can move on to those. Okay. Great. You're up. Do we have a motion to
adjurnn? I'll make a motion to adjourn. And do I have a second? Thank you, Larry. Chief, the meeting is adjourned at uh let