hi this is the uh board of library trustees hopes doing our Wednesday April 16th 2025 meeting And I'd like to call it to order Um I'm the chairperson Cindy
Mcnot To my right is Katie McGonagal library director Jean Stolo trustee Amy Paul vice chair Michelle Jones trustee Larry Bowman secretary Nancy Okconor trustee
Great I guess there will be no public comments since there's no public So let's get to the meeting minutes if we could Uh have you read the minutes of the March 18th 2025 meeting larry I think I've gotten a typo Oh but
correct me if I'm wrong No no Uh new business Uh section one second line March 14 Should that end be a comma i don't know why there's an M there Wait I didn't notice that I'm sorry This is
my superpower Nancy Wow Other than that they're very good Okay Thank you I'll change that and send it I just Um I will move that we accept the
minutes Yeah Do I have a motion to accept I was just Do I have a motion to accept the minutes yes please I'll second Second Thank you Nancy So Amy accepted and Nancy
seconded All right And uh we have the meeting um director's report We need a vote on Oh yeah Let's vote takes up the minutes I I Oh that's right We did All in favor say I I I No opposed So the meetings are
accepted And now we can do the director's report Thank you Y Good evening Um I'm going to start with children's highlights The next part of your packet Um during the month of March there were 45 children programs There
were 729 program attendees There were 199 reference transactions in the children's department and they continued on with their scavenger hunts and guessing jars and there were 198 participants with the scavenger hunt and 201 guesses And then um last month they
gave you a little bit of information about um you got it Yeah About the pajama drive and so the final count was 159 pairs of pajamas were collected which is really wonderful Um during the month of March uh the
March 2nd is Read Across America Day and so the children's department um focused their hunt on Dr Seuss because that's Dr.'s birthday And so there was a scavenger hunt that kind of focused on that theme Um also during the month of March the Children's Department
collaborated with the Boston Children's Museum and Pathways for Parents coordinated family and community engagement programs to offer a specialty program series called Tinker Playgroup Um this program is geared toward children from ages three to five with their caregivers Um this program was
full for each of the five sessions that um ran and each session focused on a different steam skill Um that was very wellreceived and due to the success and demand of this program there is going to be a second round of this programming
for the Tinker play group which is great For teen highlights there were 12 programs 192 program attendees and there weren't any passive programs but there are a lot of activities up on the second floor for the teens to do from games to
coloring Um the bulletin boards up there are really very engaging and inviting and have a lot of information So there's there's things for the teens to do when they're up there Um the teen department continued their busy programming schedule during March A variety of programs were offered from
tech take apart to waffle palooa to craft afternoons Uh the craft afternoon projects included ice cream stick photo frames tissue paper art edible dirt cups and tassel bookmarks And they were all a hit but apparently the edible dirt cups were the clear favorite and had an
attendance of 15 teens Um and Erica hosted this program as a nod to the first day of spring And on the next side you'll see some pictures that Erica took or Christy took um from the programs Where's the animal dirt that is this
right here which looks delicious I don't I'm not a gummy fan but I would eat all the rest It looks really good Um for adult highlights there were 12 programs 130 program attendees There were 231
reference transactions on the second floor There were 247 hours of study room use and 18 requests went unfulfilled because they were already in use The adult department offered a wide variety of programming There were three virtual programs that were hosted in
collaboration with other Massachusetts libraries The topics were Boston lighouses Irish whiskey and Guinness beer There was a decent participation for the Zoom presentation and positive feedback has been shared by patrons who attended
And then we also had a local resident host two Riky programs Raiki Raiky excuse me uh for the library which were generously donated by that resident and they were very popular with the patrons Um the library once again offered its delicious and sought-after cookbook club
which featured French recipes Another program to highlight for the adult program department excuse me was a cultural council grant which funded a onewoman show by Cheryl Fay portraying Queen Elizabeth II and this was for uh
women's history month Uh more reported that it was an excellent program and it was full And then you can see there was also like a handful the amount of people that could fit in Yeah Or how many are on the registration oh okay
Uh you can see I've kind of added some screenshots and some of these programs that I talked about and there was also a hands-on CPR program that was offered So there's a wide variety of programming that occurs Um again to thank the friends for their generosity because a
lot of our programs are funded by the friends of East Long Meadow Public Library So um or you couldn't do them no Wow Um for the circulation department I have a typo coming up Apologies I caught it already Um there were
14,345 items that were circulated This is an increase of 1,121 from February Sorry that's my typo I put March It should be February And it is an increase of 495 circs from March of 24 Okay Oh wow
That's 500 more We are busy There were 52 new patron registrations There were 107 reference transactions at the circ um desk There were 13 non- library meeting room uses 91 volunteer shelving
hours and the door count was 9,120 Um the circulation department participated in the required Massachusetts library system delivery survey week which ran from March 10th to March 14th The delivery survey occurs twice a year in which the East Long
Meadow Public Library counts all the items that we send out to other libraries through our statewide delivery And we put in 949 items in delivery which is over 100 items more than the delivery survey in the fall Wow Um
exciting news We have a new full-time library circulation assistant Mia Rose Mia has um years of library experience from previous work outside of Massachusetts And Mia is already confidently helping patrons with circulation tasks and requests And Mia
started on March 24th Good So are you fully staffed now we are fully staffed Oh yay Hallelujah Yeah we'll take it Um and Mia's at the circ desk tonight So if you want to stop and say hi before you leave that would be great We will do that Um our new Asabet interactive museum
pass module software checked out 60 passes in the month of March The majority of these were completed digitally meaning that the patron reserved them online checked them out online and was automatically returned online So with this new online system for checking out passes the library is
exploring adding additional institution passes to the collection which we are actually currently in the process of doing And the friends are funding that We are doing that You are doing that Okay They have the library is doing that Um what did we just get
the Egotarium Eotarium They have utters Where's They do that My take away from Oh worters Otter I just went a couple weeks ago and they're doing a major expansion there
also Okay So but I'll have the full update next month with all the things that we have purchased during this month I'd love to be a model They just play They're very adorable They are Um for our tech services update there were 697
items added to the collection There were 329 items deleted from the collection and 22 items were reclassified Uh the tech services team were very helpful with public desk coverage during the month of March while there was a staffing shortage in the circulation
department And just some updates for the library Um we talked about this last month but on March 14th President Trump issued an executive order to reduce funds and services to the Institute of Museum and Library Services The American Library Association the Massachusetts
Board of Library Commissioners the Massachusetts Library Association and the chief officers of state library agencies have issued statements in response to the executive order Esong Meadow Public Library like other libraries across the Commonwealth are waiting for more specific information on
the exact impact the funding cuts will have on public libraries and the essential services they provide The Mass Board of Library Commissioners has released updates on their website with federal funding at risk and federal uncertainty causes cuts and have requested Massachusetts
libraries use consistent language and direct inquiries to their web pages Now as an update to that uh let me find it They have just redone their web page
and we have that linked And by we I mean CW Mars has that web page linked from Libby So if you're on your Libby app there is a message that comes at the top of Libby about federal funding at risk
It is on the CW Mars Aspen catalog So the patronf facing catalog when you're looking for books it's on the top Um CW Mars libraries are in the process of that's the page I'm looking for This one here um are in the process of also
adding it So Cloud9 libraries are libraries that use reservations for their computers So like when you're first getting onto your computer they're looking to add um a message there Um so the Mass Board of Library Commissioners
is helping push out consistent verbiage for libraries of what is known at this time Um thank you Larry It's like the last pages of your packet I did a print out They just redid the Masswood library commissioners just redid this page to
make it a little bit more um patron friendly if you will Yeah that's and kind of change I know this print out isn't as good as the actual web pages No but even in but I wanted you to be able to see it Even even the the the way it's presented
it's very hard to read No this is the updated version And when you look at it online it just didn't print very well for you all for this packet but when you look at it online it is very clear and concise it's kind of blocked out and it really kind of breaks down each
possibility I guess of what could be impacted Um so it's really easy to find that Yeah when you go to the catalog I think it's just a bar or blue It's a blue banner at the top The yellow bar at the top Not to be
confusing I know there was a yellow one There is a yellow one because Aspen is doing an upgrade over this upcoming weekend And so the services will be suspended for like 24 hours while they do the upgrade Okay Um I'm so glad that you noticed both Thank you I did notice
both even if I got them a little mixed up No that's great They're both very important to know Um CW Mars has also provided information on potential direct and indirect impacts on funding cuts Uh the friends at East Palmetto Public Library have been contacting Congress
through email phone calls and letters to advocate for libraries and the residents they serve Um so I have a lot of information I'm going to kind of skip a little bit for a second Sure Um I have it in here It's down in the
town section but I'm just going to let you all know I presented to town council last week on April 8th I believe it was and I talked about National Library Week and I
have um in your packets what I literally read to them but it's also on LCAT so it's available online And then they each got this packet So if you want to look at the packet that I provided them there's two on this table Yep Each town
council member got one Um the town manager got one and the town clerk got one as well Um so it's just information about the library um services that the library provides our calendar for the month of April our strategic plan um
some of the resources that you have available as a card holder so access to Libby and Hoopla CWM So it was just a handout that um included a lot of information for him And how was it received i think well did they have a lot of questions they
had a few questions Um they asked about library cards and renewals and some of the services we provide So it was it was nice I was pleased to have the opportunity to present to them especially during National Library Week Yes And I I just kind of um shamelessly
plugged the library and said that I hope that this is also an annual visit you know an annual occurrence just like National Library Week is that we would love to be able to come back and uh present to town council every year in February to promote the library Were they
I think so I hope so I'm gonna go back next year I'm gonna ask um to continue on Thank you for letting me jump ahead a little bit Yeah I uh just want to give you all an update
that on the 21st of March the library received its second installment of state aid from the Massachusetts Board of Library Commissioners So that information is further in your packet Um I have been working with the town
managers Department of Public Works MLS which is the Mass Library System library staff patrons about and and our strategic plan about making some changes to the layout of the library um trying
to come up with how can we improve access for folks whether it's the public service desks whether it's the computer stations the workts we're looking to make some changes just to kind of um make it a space that works for everybody um so there were several
so that's this next piece here so during March I had several discussions and meetings with library consultants and um and the friends and just discussing what can we do for library facility improvements and so we are pursuing upgrades to seating lighting flooring
acoustics public service desks Um and so I am also kind of really leaning on the town because they are also working on some other grants um that would impact the library that could help with some of these facility
changes So um more to come on that but um it's a very interesting process There is a lot involved um from signage to layouts and compliance So it's an interesting process and I will keep you all informed as we move
forward Um so board bylaw reviews So what I would like to do is also in your packet is the town
bylaws and then also I believe you should have the board bylaws Did I see that in your packet see this from your end i think it's in here Yes Can I see it Amy it's this one
The town Those are the towns Oh so um the town is doing their review of bylaws and so the town manager sent me the libraryies bylaws and asked if there were any
recommended changes I do have one suggested change and that is uh 92-3 duties and responsibilities Yeah that's the right after the town So just I know there's a lot in this
92-3 duties and responsibilities Um that one I just want to make a slight change to because this is basically our old mission statement So I just want to change it to our current mission statement and which that conversation
with the town manager led to a discussion about the board of library trustees bylaws being updated Okay So I think that that would be a separate meeting for us to go through that Yeah So I wanted to see um I have some
suggested dates for the meeting and hopefully we can come up with a date that we can all meet or at least enough of us to have a quorum Um so the dates that I have suggested are in literally right here
page six of my director's report from Monday April 28th from 9:30 to 11:00 Wednesday April 30th from 6:30 to 8:00 p.m or Thursday May 1st from 9:30 a.m to 11:00 a.m
So I'm hoping everyone can check their calendars and we can come up with a date and then if we need another meeting we can set another meeting at that time Okay I have already begun to review the board bylaws the board of library trustee bylaws and have some suggested
changes So we can Do you want to say that now i think we can do that after this meeting is over We can figure out dates But these are the dates Yeah Monday All right Um I'm here for it Okay and I can let
you know before Yep we leave Everyone good so far that was a lot of information That's good Good Okay Um just a maintenance update for the building Uh we had our annual elevator inspection on March 15th In fact we did
Elevator still working Still um professional development Uh during the month of March staff attended the following professional development sessions Um the first one I lifted listed here is team behavior training with Mass Library system training
trainer Christy Ferrar We actually met in this room She came out It was great I think there were eight of us that were there for this training and it was really helpful Um other trainings that occurred were the Mass Board of Library Commissioner Sense data for libraries data 101
Ingrams maximize your budget year-end strategies information se session with Ingram reps Um Ingram is like one of our big vendors that we use for purchasing the m the our books The majority of our books
come through Ingram Um CWR's library director data security training The Massachusetts office on disabilities serving customers with disabilities Web Junction's Leadership Strategies for Building Connection in diffusing difficult
situations National Digital Inclusion Alliance NDIA and MBI's Digital Inclusion 101 EV webinar and Massachusetts Conflict of Interest Training So that's trickling in as staff members because of the
different time frames of each staff member is taking it when they get assigned it So you'll probably see that same training Are there different trainers for those it's the same person The same thing that you did also No I I don't mean that one I Oh I'm sorry For the other ones Oh yeah Yeah Yeah There's
different trainers or just Christy Oh for the teen behavior Yeah Christy only did that first one Okay The other ones were Mass Board of Library Commissioners or CW Mars or Web Junction So whoever's in that section Yes So when
we're looking for professional development one of the incredible benefits of being a Massachusetts library is a Massachusetts library system because they will do trainings for either your entire staff or a group of staff members They
will CWRS also offers we have really great training opportunities which is lovely Yeah it is Um so they'll either come to us which is nice or they'll host it at their offices or they will do it virtually So Christy came and we were able to kind of rearrange our staffing and coverage so that a whole bunch of us
could attend this um teen training which was really helpful Um this next little bit is looking forward Um so the library is going to be closed on Thursday May 15th um to the public We're close to the public All the staff will report because we're going to
do an all staff training Oh those are good Yeah So I'm looking forward to that Um and then on to the friends On March 3rd the friends held their board meeting This was a busy meeting with a lot of information discussed Um their next meeting is
Tuesday May 6th Um I don't think I have anyone signed up to attend that meeting and I'm wondering if anyone would be able to attend their meeting on Tuesday May 6th What time are their meetings now 6:30 Oh that's so late How long do they usually go about an hour hour and a half
I can probably go but I have to leave by 7:30 I think so Okay Maybe other people could come too Great Um I think this one is when they're going to give out their scholarships which I
think in the middle Oh maybe I'll get to be in the reminder Maybe they'll take a picture Um so the friends had their Springfield Thunderbirds hockey game fundraiser on March 16th and it was a big success and the friends hope to make this an annual event and they are exploring other
fundraising opportunities including a Wooach game I'm like my fingers crossed because I would love to go to that I know I've never been to a Wox so I would like to go Um the friends have started book bundles in their book sale which had been very successful So the
bundles are themed and they're put together by friends board members Um they have a couple of friends that come in regularly to go through the donations and put the book bundles together and we've had lots of compliments from patrons about purchasing those bundles Um during the March meeting the library
staff submitted their wish list for the year The requests included funds to support programming for supplies and outside programmers a new shelving unit for the children's department to hold the expanding collection of game books and readalong books Materials for the
teen department's teen spot and so what programs which included um a new gaming console controllers video games Lego sets Um and there were also requests for additional flip- top tables So the ones that we use in the community room for
programming or out in the lobby um we requested three more of those tables and the friends very generously approved all of those requests everything So um we're very fortunate that we will be able to continue offering the wide variety of programming that we have and be able to
have space to put everybody and have those programs So we're really excited That was very worried about that with the market down They made it work They made it work We're very very grateful And um items are already starting to come in which is
amazing Wonderful Yeah Um also at the meeting the friends once again planned to support um the staff at East Public Library on Library Workers Day which was April 8th And they came in with a huge basket of goodies for all of
the staff and then extra bags to restock their huge basket afterwards And it's it's they it's just very tasty treats and it really brightens everyone's day and it's just a nice little just reminder that we're appreciated So it was it was very lovely So you know they had
apples chocolates and you know like chips and just all sorts of granola bars and yeah it was lovely It was really nice So we were very very appreciated We we're very grateful for that Um also during their meeting in March I
told you they were very busy Um they discussed the upcoming Vinnick Memorial Scholarship Fund and the recipients will be award Okay I was right They're going to be awarded at this upcoming May meeting Um so this year what they're doing is they're doing um three $1,000
scholarships And so I just included here a snip from the friends website about the Vinnick Memorial Scholarship Award Okay good with the friends Anybody have any
questions or comments i'm going to move on to the town part Um just an update from there So the town manager's office the library and center village property management and the
businesses in kind of this area have met to discuss collaborative efforts on addressing safe and respectful personal conduct and we have been working on a letter to send out to the community and to the local schools which hopefully will be distributed very soon So we're
excited that we are all working collaboratively to make sure that we're offering um a safe and accessible area for everyone to enjoy Um I already discussed my presentation with town council right um I think the
next thing we're going to do is look at that local history collection and room policy We'll continue on with that Um a reminder that our next meeting is Wednesday May 15th And then I would like to make a
change to our June meeting So I would like to move our June meeting to June 11th instead of June 18th Okay 21st That's your June 11th June
11th Okay I can't make that On a boat On a boat somewhere Yeah We need four So if you two can't be there but you four I'll have to look at June 11th I think so Is that a Is that a Wednesday yeah Is it like the second one
yep Oh Uh real quick the next meeting on Wednesday May 15th or 14th because the 14th is the Wednesday The 15th is Thursday Thank you Yep That's going to be the Wednesday So it's the 14th Yeah Sorry about that That looks okay I just wanted for catching program it and wanted to make sure Yep May 14th See you
don't have to help me with the text right oh no I'm totally lying to you It's May 21st Okay The next meeting is May 21st May 20th All right Third Wednesday Oh yes I have it down
I keep it on my So I got that wrong Okay May 21st in the agenda So if you go back to the public meeting notice I don't know where I got the date from Sorry Apologies That's okay So it's June 21st 2020 No no May 21st Oh
May 21st and then June 11th Yep Thank you So if you four cannot be there on June 11th I should be fine Then we'll look at see if we can find another name check what because it doesn't have to be a Wednesday evening We can look for a
different date I can I can check when I get home Yeah I know My calendar It should be in Okay Um can you also you'll also check on an additional date To go I'll do that to you Yeah The Yeah Board of Library trustes Those those three
dates Sure Okay Great And if they're all three then I'll let you know And two are let you know Great I'll start an email and I'll include everybody on it and then just everyone can file that who's available
Okay Thank you I have Okay let's move on Uh thank you for that Katie So we'll move on to business Um let's look at the local
district collection and policy which is packet Yep So last month we started on this policy We had some really great discussion and had a lot of questions and answers and comments which were
really really helpful but um we felt like we had kind of discussed what we could during that meeting and decided to table it until this meeting to continue on the discussion Okay In the policy that I gave you today this is the same one as last month I didn't make any of
the changes we talked about because we hadn't settled on anything So there's no changes in this one This is Yes I have my notes from the last meeting Okay We talked about a couple of multiple changes All right Okay
Do you want me to read it or what um here this way Oh I know I gave everybody 5,000 documents in this pack I know This is okay I should you know to pass this thing away I'm proud of you
Keep going Um do you want to talk about rather than reading the whole thing or we could read the whole thing Can we can someone summarize the discussion does anyone remember you have some notes Maybe my recollection is that
there was some question about what the library owns and is in the catalog versus the space access itself and how to delineate between those two scenarios and some challenge like I just made a note like what does it mean to be not
included in the library CW Mars catalog and is that a reflection of ownership um and that kind of question Right So it's the overlap between you have a space correct right That is shared
Correct And it's important to have that space but it's also important to note that the library doesn't necessarily own the contents in the space Correct And that was I think the challenge that we had with having a
single policy that so the parts of this are include the collection development policy Right Correct So that's where I think our challenges were last time
So would it be helpful If I if I recollect you you didn't feel that there was that if you're in that space you know what is what who No I do Yeah No we do Yeah If it's a library
item it is it's got like a spine label and a barcode on it and it is cataloged right if it's a local his if it's a historical commission item it does not have that on them But it still has But you know but it's all in the same room Yeah We know what's what You know what yes Yes But the problem is you can't get
into the room to get it No you can You just make an appointment Oh And so So if there's something in the catalog that you see that we own that's in that room Yes Then the only way to access it is to call and and have somebody let you in to get it Correct And then can you you
can't check it out You have to use it here Correct Okay Yep Um and you could come in and request the same thing Yeah And if if somebody wasn't here to authorize it that's a Well you could then schedule an appointment But a drop
in could access it Yes Okay Yeah If you came yourself to the library right okay Typically I mean that was my recollection is that that there wasn't a there was a distinction between the two collections Mhm but that it was clear what the distinction was in how they
were managed They weren't intermingled That's the word the challenge was I think that's where we're that's what the historical commission is working on right now And part of the reason that we need this policy is to really help everything's housed in that one
room right and we all know what's the libraries and what's the historical commissions So so is that is that are you talking about the physical placement of things sure So that should be simple shouldn't it to say on in such and such a part of
the room or room of the rooms this is the historical and in the other whatever this is the libraries Um yes So you're asking for like a few shelves or or some shelving area yep So when you walk into the room when you go into the space and
it's a little bit of a mess right now because there's some storage in there so apologies But when you go into the space uh it's like a rectangular room just like this along that wall would be the libraries collection Okay and the rest of the room really is the historical commissions Okay so so where's the
problem we don't have a policy that really outlines oh how the room is used and for what purpose Okay and like the how and the why Okay And we have some items that really need to be weeded out of that room Okay But we don't really have a
specific policy for that So So actually the room is going to be rearranged to not necessarily not necessarily it just needs to be organized Oh wellize me So but like we're not going to necessarily take all the library things from this
side I mean we could if we wanted to and put them on the other side but all the library be right where they are pretty much They're pretty much going to stay where they are and they're all cataloged and are in the system but there's a lot of other things in there that are the historical commissions and they are currently working on reorganizing
getting all of their items into archival quality storage and coming up with a record group structure Yes So they are doing a ton of work which is great And people when they patrons when they want to come into the local history room they really like to take advantage of the
expertise of the historical commission So more often than not they are making an appointment so that they can talk with somebody that can help them guide through what's in there and how to access that information So it's a really great benefit or service to a community that we have the historical commission
so involved which is great Um but what MBLC recommended is that the library has its own separate policy specific to the local history room and the local history collection Okay because the way in which we are
um acquiring materials and then removing materials is different than the rest of the circulating collection So that was why this came up But I think Amy to the point that you just made
um I don't know if it fits here under collections and donations under that kind of one sentence by itself Acquisitions from any time period may be included in the collection However not all will be included in the library CW Mars catalog I don't know if it fits there to put something along the lines
of the historical commission Also I I do you have something I Let me Yep I crossed that whole thing out that that that middle sentence because I think adding the catalog is
confusing and doesn't isn't necessaril whether it's in the catalog or not is maybe not necessary for the people that are reading the policy but I could be convinced otherwise And
then I said "The East Long Meadow Public Library and his if we change the next sentence down." Yeah To the East Long Meadow Public Library and historical commission welcome donations to the local history room Period And then we continue
continue So we introduce the topic as both accept donations and each essentially has its own collection And then you say the historical commission accepts donations according to their deed of gift which can be found here
like maybe a reference to where you can find that They don't have it yet So if at some point they have it we could update this and add it and maybe that's part of but I think we don't have Can I just throw one thing in if you keep
exactly what you said and I might add the very first line under collections and donations the materials in the local history room comprised of the collections of
both the library and the historical commission are comprised of blah blah blah I like that And then under collection and maintenance just add a single word the libraryies content of
local history room I like that too Yeah because then that makes it clear that we're talking about what you have authority over Okay Yeah that's what you're talking about
Yes I like that I like that too Yeah And then the next paragraph the library may remove remove materials from its collection because we're and that's where if you want to Katie put back the CW Mars part
I think it would belong It would fall to Yes It needs to go somewhere I think it would be better in the maintenance part Yeah Okay I like these ideas Okay So where do you think it's better i just think the middle having this
sentence in the middle is just too awkward And we can keep the sentence I just think we should move it cuz I don't think I think the problem I was having was that the acquisition and the time period didn't seem to me relevant to
whether it was in the catalog but they were in the same sentence So I was getting confused So if we can separate those two things into two different sentences that would probably help
And I don't think we need from any time period I don't know if I think that concept is covered in the previous paragraph Well because here's where it gets interesting and the reason that that went in is because currently there
are some more recent local works like local authors published works from like the past 10 years Some just a handful are in there Oh okay I
mean I don't know that we have to So that's why I put from any time period I we can also define our it's not necessarily defined what historical means right historical could be yesterday So I don't I don't know that you need to
add that Okay Yeah Historical covers it We have the freedom Why don't say what we mean by handwrite it because I just scribbled it I mean Okay So right here under collections and donations Mhm the
materials Mhm In the local history room comprised of the collections of both the library and the historical
commission That makes sense document document blah blah blah blah blah and with list all that stuff and I hate to throw like a lawyerly thing in here but it makes it easier to read and and maybe you can't do this in
a public pol in a policy document you could tell me because you'd write policy documents but if we can just shorten because everything is just said so many times it gets confusing So if you can say in the first line the East Long
Meadow Historical Commission and then in PNS just say the commission or the historical commission and then uh the east uh the library is just the library So then throughout the entire document
it kind of the back and forth is easier to sort of read in your head because you're not repeating you know like eight words continually Yeah Just a so it let me just so that's why
it would be so the materials in the local history room comprised of the collection of both the historical mission commission and the library just those two terms those two you know um
document the town and its growth and then uh like Amy said the East Long Meadow Public Library and the historical commission that Well that's my question I don't know if I want to put the historical commission there because the
way that we accept donations is different than the way the historical commission accepts donations Speaking and I'm speaking for the library not for them So that's why I put in this if you go to the next page I just kind of put in there that that
they have their own they have their own building And then under collection and maintenance just to clarify that you're talking about your stuff So you say the library apostrophes s content of the local history room Yeah
Since but you need the the there too The content of the local historical has its collection here Mhm The library must have some responsibility for maintenance in some way of their items Yeah Of their
items Probably the only thing you have is the fact that you're insuring the building Correct Building right but you don't really need to talk about that in the policy Um one other thing So we had talked a last time about switching the
room and the purpose switching the two those two paragraphs with each other the under purpose So the very beginning of um starting with the local history room provides the space and then houses So switching the order I don't know that was something we mentioned last time You
didn't write that down but yeah we did that And then on that the first sentence but won't be the first sentence now Um what do you think about changing it to the local history room houses the Eastong Meadow Public Libraries local history collection rather than the local history collection of the Islam Public
Library it's just the passive warrant versus Right Just a little thing Yeah let's do that That's good And then under um scope the local history room houses the
ELPL's local history collection versus the Thank you And under scope um the focus of the libraries local history realm Okay hold on one second I got to add this back in We're switching paragraphs I don't know if there so like I was
going to cross out oh y here but if we're switching paragraphs then I would cross it off in this one and not change the where you're abbreviating it okay I'll have to fix that after I'm sorry thank you for your um does so
under scope I didn't know if we needed to add um the focus of the library's local history room or just the local history room I didn't know if you needed to put I don't know if you need libraries there and if um it I was trying to understand the
Hold on Why did I not here no that was all So yep Thank you Can I go back to sorry [Music] um
the top of the second page mhm We have the historical commission accepts donations according to their deed of gift I think we should end it there if and not say the donations may be stored on local history room at the
East Long Meadow Historical Museum If they're the ones accepting the donations why do we need to have an our policy where they could be stored my thought process was is my thought
process for that is is if people are wondering what's in that room and why it's there it's because the local the historical commission is deciding to put it to put it there But I just don't think that's
if we want to describe where I think we described elsewhere Yeah you've already said that under collections and donations You said the materials in the room comprised of the collections of both Well that was just added That
wasn't in there before No no I know No but I mean but if you put that in there Yeah I mean if you put that in you're at the beginning telling the reader that this room has our stuff and their stuff Mhm And I
think in the context of this sentence which is basically des the first sentence is describing or this section is describing our policy for accepting donations and then it explains the
historical commission can also accept donations but I don't think that it makes sense to have where they're stored in that same paragraph because we don't we don't affect their
donation policy basically like we don't have control over that So I think having that second sentence implies that we have some control over where they store it which we also don't have control over Correct So I I think it makes sense if we're going to say where they store
their things we can put it elsewhere I just don't think it belongs in this section Okay I think that's a good point also because what if they end up with another location that they're going to store then right yeah It's just not something that we control We have no control Yep I
think that's a really good point Thank you for talking that out Amy You're welcome Okay Um I do Um Larry I think it was Larry brought up last time this request to copy going down to use of the local
history room The request to copy any materials will be reviewed and facilitated by a member of the historical commission who will ensure complian I don't think you want to I think I don't think we want that in there We don't want
we have Larry and Nancy for that So we just take that whole piece out Yeah Yeah I mean or you can just just take out the second the copyright law part of the sentence Right I Yeah I mean I guess you're I don't
know Do you review when people want to photocopy something from that room i am not But what I'm thinking about when I was in middle school and we weren't allowed to use the copier and I'm envisioning like someone being very careful with the materials copying for
you Yeah The commission members typically will make the copies So you might want to say that you review and facilitate and I just cross out after the comma library style period Yeah So So how are we changing this
you're going to get rid of the compliance staff period The last part of use of Oh right here Okay Take out this Okay Okay All right Another question Sorry Yeah I think we
talked about that last week or the last time under the exceptions Um what's the when benefiting the library part under exceptions so it says the library director at
uh has the authority to make exceptions to this policy when benefiting the library So is that because it's a joint policy and you can only decide things based on the libraries part of it because I didn't think it was No because
if you look if you're looking at the donation policy also which this policy references the like the main donation policy if you will and there are some situations where we might say no to a donation if
the cost of maintaining it is beyond what our budget allows or something along those lines So I I think that that was my thought process for this one is that we might make an exception that there might be something that would cost us in order to accept and house this item So there
may be an exception where we would say yes we'll still take that even though it's there's a cost associated with it but you're limiting yourself with that extra piece What if you want to make an exception that doesn't necessarily to make policy period
Yeah What yeah because then then it comes into question like what do you mean by benefiting leave off the last Yeah Who will ensure compliance well this was very helpful Round two It's helpful to take a month and then
come back I would I would guess I have a feeling sitting on the wall last month You can watch it on LP I don't know that Yeah it doesn't now that I look at it No it's no worries We're taking it out all together I know check didn't catch it
Okay How do we all feel about this Yep Um do you want So you'll make the edits and then we'll talk about it confirm it next time Sure Is that Yeah that's the best thing to do Because then
I think we should read it together just to make sure That sounds great Okay Sorry And we will do that at the May May 21st meeting Okay So what we're going to do then is
um you'll put this into a draft format I'll do it and then at the next meeting we'll again review that draft form and make sure it's to everybody's satisfaction Sounds great Right Yep All right Do I have to have a motion to do
that i think so Good We don't have on to the next Let's go Next All right So let's see Our next item on the agenda is new business Our state aid award part
two Already talked about that We did Um update on IMLS Talked about that And the schedule board of library trustees bylaws review So I gave you
three dates Yep And everyone's going to check their calendars I'm going to send an email to see where we can get our quorum together and do that Great So then our next meeting will be May 21st
Yes 2025 at 6 p.m Okay Does everybody have that y Then I I um need a motion to adjurnn I'll make a motion to adjurnn Thank you Jean We have a motion to adjurnn Do I have a second i'll second Thank you very
much The meeting is adjourned at 702