Hi everyone. Welcome to the March 12th, 2026 meeting of the Ruben Horror Library Trustees. Thanks for being here. I apologize that I'm not here in person. Just had backto-back stuff. Um, let's start with correspondence. Sam, do we have any correspondence? >> No, we do not. Okay.
>> Is there any public comment? Felicia's here. >> Hi. >> Hi. >> I can't see you. You're way in the back. But but hello. >> Um, okay. Minutes of prior meetings. Has everyone had a chance to look at the February 9th, 2026 minutes?
Assume that's a yes. Um, does anyone have any updates, questions, comments on the minutes? Okay. Would there can we have a motion to accept the minutes? >> I move to accept that I'll second that.
>> Don't say the whole go any second >> to accept the minutes from the Ribbon Library Trustees meeting on February 9th, 2026. David. >> Okay. Um Katrina, >> yes. >> Sarah, >> yes.
>> David, >> yes. Kimberly. Yes, I know stuff isn't Oh, Chris. >> Chris. >> Okay. >> Great. Thank you. Treasure. >> All right. So, we have MMDT is $37,83516.
State aid is $25,84.78. Gift fund has $7,329.18. The building gift has $32,339.54. MBLC grant has $686,044. LEAD has $116,895. And the BART month ending statement value is 1,937,25363.
>> Great. How is that doing compared to how it's been? >> Um, it's actually a little up from a couple months ago. >> Okay, good. Great. Does anyone have any other questions about the treasures report? Okay, moving on to the friends report.
The Brookmore Library Friends Board has met twice since our last meeting on February 18th and then again last night and they squeezed in their month their March meeting early because they're trying to do preparations for the mini
golf event. And that's been the bulk of u conversations in both months meetings. Lots and lots of details. Uh, every last little detail is mapped out
and they have this crazy spreadsheet full of tasks and um, you know, little color coding determine when things are done or virtually done but not quite done. And um, the library is going to be taken
over by them uh, middle of next week. So um so Sam has had to do all kinds of um arranging for the logistics spaces that will be uh filled with stuff and then the stuff will get moved to where
it has to be. They're trying to mobilize volunteers to fill in their little um signup genius sheet and the number of volunteers for the Friday night is still a little bit uh weak. So if there were
if you wanted to pitch in to hand out clubs and balls or whatever, be a greeter or clean up or whatever. Um that might be that might be well because on Friday night they have to have
volunteers who were over 21 and uh >> I will be there. They just told me not to put myself in any role yet. Yeah, it'll be a sign >> holding yourself in reserve. I just signed up myself today uh after listening to what was needed.
>> Yeah. >> Um in the meantime, they've also gotten a newsletter published and that has uh stimulated lots of membership activity. So, they had like 20 new members in the past week or so. They had a flood of
checks. They had checks from new members and they had checks from donors to the mini golf event. So they're they're quite flush in their fest. Um they are monitoring expenses around the coffee cart. Um we're just trying to track that
a little more uh in the new arrangement um to understand really whether usage is um whether it's just about time lag between how things are batched and reported in terms of the utilization of coffee cart materials.
Uh so that's sort of an ongoing um question mark to see how it's working. >> Do you know how the newsletter was delivered? Was it mailed or posted? I received it. I just received one >> just came out less than a week.
>> Just under a week. >> Um, >> and they were relieved that the focus group dates were pushed into early April because they were freaking out about now.
So I think that was going off and uh young and adult room snack funage. um they have uh provided funds. Again, there was a little hiatus of providing snacks because of team misbehavior
messaging, but I think that's back on track. and uh they authorized um $3,000 to cover the newsletter expenses postage printing that they did in February and that's why
it's out and they authorized $9,000 last night to cover the summer reading programs. >> Thank you friends. >> Four 4,000 for teens, 4,000 for children, 1,000 for adults. That's huge.
>> Yeah. >> And uh I think that's gist of the friends report. They just need to make it through this big event and then come up for air afterwards. >> Yes, deservedly so.
>> Thanks, David. Uh does anyone have any Sorry, are you talking? >> I was just Are there any questions for me to bring back to them? No, that's really >> Yeah, >> go ahead, Kimberly.
>> I was just say that's very generous of them for the summer reading. That's really wonderful. So, and best of luck for mini golf. >> I'll be there and help. >> Thanks. >> Hi, Sam. Building updates.
Uh so no major building updates except um so I guess the town is well Dan Curry is working on ADA requirements and legal requirements. So um one thing is that I'm going to bring at the next trustee meeting because I don't know the exact
time yet but I do know the date on May 26. any town employee that has any kind of public input or public facing, answers phone calls, has to receive ADA training. Um, so that's pretty much all of us. >> Mhm.
>> So, um, on May 26, we're probably going to have to do a delayed opening. I just don't know what time it's going to happen yet. So, I'll at the hopefully at next month's meeting, I'll be able to bring that to you guys. Um, cuz we're going to have to have a delayed opening
for that date. Um, the other thing is someone that I guess is working with Diane. I I got an email this morning from Diane saying some someone is going to be coming through all the town buildings to look around to make sure that we're compliant and there were two
issues found. One was a simple thing um at the printer desk upstairs. There was a chair at the desk. Um, it's not usually there. It's just patrons move around things, but it has to be wheelchair accessible. So, um, he just said, you know, don't keep a chair
there. And we usually don't. It's just somebody put it there. Um, but the other major thing, uh, I I don't I'm not sure how major it is yet, is um, I don't know if you ever noticed in our bathrooms, there's a little fixture on the wall next to the toilets. Um, I think it's
meant for us to, um, attach a hose to to water down the drain so that we can clear out the drains. Well, apparently it's too far out. And if a wheelchair was to go in there, it's possible a wheelchair could get stuck on it and that could be an issue. So, um, they
dinged us on that. So, George was with this person. I wasn't there because I came in late because of the meeting. I think the same thing from Mike. So, this is what I heard from Susan. Um, so I'll let you know when I know more about this, but that was the only thing they
told us about this building. So that's about it. >> So is the facilities >> Yeah. So George and Eric will address it. >> Yeah. >> I think he's working on this person is working on he was taking photos and is going to create a report that he'll
bring to the town and I assume by that point we'll know more. >> All right. Thanks. Yeah. Um Mike, your report. Uh, all right. Attended a uh tech MBLC tech services users meeting on February
10th. Uh, and EPSCO and I have finished up our audiobook work. As far as we know, we'll have to sort of, you know, check it every once in a while to see what's been returned, but
as far as we know, um, all the sort of big stuff is done. Now we're going to move on to uh redoing uh the large print section and then to the DVDs. Gonna have Tracy
um read the DVDs in the meantime before we get there. Sorry, I actually said any questions for Mike, but then I was on mute, so I'm deeply apologize. I should really just be there. Um, any questions for Mike?
Okay, moving on to Sam. >> Okay. Uh, so the community read began on March 2nd. Um, so at first we have patrons coming to the ser desk to ask for the book, but I just put the books out cuz I think patrons are too scared to ask for it. So they're going much
faster now. Um, and then uh we held a Carly staff meeting meeting on Tuesday, March 10th, and um we had librar come and she held a focus group with the staff. So I was not allowed to be there,
but I did get a report from her. Um, and basically, uh, staff said that, um, they think some of the strengths of the library are that we're welcoming. We have, we all have diverse skills. Um, we're here to offer actual human
assistance, I guess. Uh, the library functions as a community center, gathering space, and safe place for families. Um, they, um, think that, um, the library of things is a great part of the library.
Um they're happy that circulation has increased. Um study rooms are very popular, teen space is very popular. They said we need more soundproofing that sometimes the space is too open and
that can voices can be heard through the walls that noise carries outside the study rooms or throughout the library. um that we could use more signage um clearly marking fiction, a fiction area from non-fiction. Um more temporary
signage such as the library is in go to the desk or we're shelving, please find us. Um they said that uh the teen room could use uh better sight lines cuz there's poor sight lines from the desk when staff are shelving. Um, so maybe to add
mirrors or taller um because it's taller shelves to block um the room. Um a larger adult collection because they said that um they are waiting more and maybe downsize the DVD collection.
Um then let's see Wi-Fi should be more reliable. Sometimes the Wi-Fi just go down in the building. Um, marketing could be expanded. Let's see.
They said that we could use a new adult services librarian. Um, some aspirations for staff training or to deal with difficult patrons or dealing with patrons crisis. Um,
>> yeah, I can send this to you guys. Yeah, that's um there's some other stuff, but that's about it. Anything you want to add, M? You were actually there. >> No, I mean that's pretty much >> good. We forgot.
>> Yeah. Um yeah, so that was the staff meeting and then um on March 18th, I'm going to work with the assistant town administrator. He's holding laws and citizenship academy. Um it's for it's not it says students but they're actually people like more in their 30s
40s 50s 60s. They're not kids and um basically they're they're only three of them. Uh and they've been basically the assistant TA has bringing been bringing them to various departments and each department's been doing like a PowerPoint like I think he did this is
going to be the third one but he went to finance director's office and she did a PowerPoint I guess and >> can't remember who he went to the first week but um he asked if I would actually do like >> review town meeting. >> Yeah, maybe that. Um, so he asked if I
would do like a library 101 kind class where I actually show them how to do things in the library and maybe you know talk about what the library does and um I'm the first department head's gone to that actually manages a building that's not just in town halls. So um talk about
that. So >> highlight some services. >> Right. >> So yeah. So that's on Wednesday night. Um, and then at the end of the month, I'm attending the Public Library Association Conference Minneapolis from March 31st to April 4th. So, I will be
there and hopefully I get to come back. >> Yes. >> Uh, yeah. So, that's it. Um, then as far as finan financially, we're pretty much on track the year. Um,
yeah, that's it. Any questions? >> Um, for the Minneapolis, is that falling under the budget we kind of set out for? >> Yes. >> Okay. >> Yeah. >> Great. >> Yeah. >> Can I ask how did the staff respond to our community?
They >> um Yeah, it was fine. I think people were sort of open and enthusiastic about it. I guess maybe enthusiastic is a little too strong, but um everyone participated. She's pretty good about forcing everyone to
participate, but um yeah, I think they liked it. I mean, >> yeah, I didn't get any complaints. >> Yeah, but everyone was encouraged to contribute to the conversation, too. So, that's to know that someone sitting in the focus group won't just be overlooked
or others who are more local. >> Yeah. I know she was really good about picking off picking on calling on everyone at some point and >> thanks. >> Thank you. That's really good to hear. >> Yeah, >> right. Any other questions for Sam?
>> I'm glad you're on the citizenship academy docket there, Sam. Sure. >> It's a good chance for you to highlight the library beyond what people know about it. It's also just good um cooperation with
the town. All right. Um old business uh charter committee updates. Katrina. All right. So, um a lot of things have happened with the charter committee over the last few months. So, if you guys recall back in
like September, we were invited to go to the charter committee and um present they they've had a few questions. Pull up questions so I can remember them that they've been trying to answer across all of the town boards. So, one as they go
through the charter process, they're trying to figure out which board should be elected or appointed. Uh who should have hiring or dismissal power? should be the Ford or the town manager. Um and then who should the directors of each
department report to or be evaluated by? Should it be the town manager or board? And then um they've been gone through other processes as well like talking about town meeting and setting out processes is also other boards. So they're down to the point where they have a draft charter which is available
um on the website. I just sent it all to you beforehand so you could review it and make sure that we have any of our own questions or concerns addressed. um they are at the point where
um next week on March 16th they're going to do the final decisions and the last decision related to the library that they're going to discuss is whether the director should be the library director should be reviewed and evaluated by the
town manager and report direct to the town manager or report to the board our board. Um, so that is a question still up for debate. I think what they're struggling with is um
why should like Sam be held different than another director. Um, and I think it all comes down to the pieces that you put together. Like in when we go back to the board elected or appointed, there's some really strong state general laws
that are governing libraries that don't necessarily govern the other boards. And one of those is um related to hiring and contracts with directors. So that is in you governing us, but it's not governing their department. So um they're taking all these pieces and putting them
together. And then in terms of every day, I've been sharing like here's the state law and here's what's in the handbook. And then they've really gotten down to, you know, I attended the open house that they had a couple weekends ago. Um, and I've just been answering questions as I've been getting a lot of
questions lately about the library. Um, but you know, they were asking what is our review process and how do we go about it and who do we enlist um feedback from stake or stakeholders, things like that. you know, the TA and then met with the director of HR. So, um
to talk about Sam's contract and then also to get feedback to go into Sam's evaluation. So, they're and they were asking about Sam and how he interacts with um the other departments as well, just to make sure that we're not asylum. That's not what they want um
specifically, but I think we outlined our, you know, here's a policy that covers this. Here's like here's all the things, but I was just kind of showing them everything that we have. Um so that discussion is going to happen next Monday. Um and then then that finalizes
this document and they are meeting with for the first like discussion with the select board on March 30th to review this document and really try to help them understand the thought process they went through to create it um and answer
any of their questions. and then soon, but I don't think right I don't think at the end of this month. So, there'll be another iteration that they can come back and edit things and then it will go to the select board. And at that point, it's the select board's job to decide what's in this final document
before it comes to town meeting next fall. It's my understanding of the timeline. So there'll be other opportunities to do feedback um and to the select board before this comes to the floor for vote. Um so I don't know
if anyone has specific questions. I feel like I've been very mired in it and I know David has probably more perspective on what this looks like from his past library experience. But happy to answer questions or concerns people have. And then if anyone wants to join me Monday
the 16th or the 30th you can come join me. >> Um do you have a sense of which direction they're leaning at the moment? So, I can't speak for the entire board, but
the members that I have spoken to um have not seemed to want to change the setup that we currently have that have elected board where we have hiring and dismissal contract authority and as you
know the ones I've spoken to when I've outlined our evaluation process and described how it's similar to what the select board does for the TA and the school committee does for the superintendent. and they were much more um happy to make sure that we weren't just off on our own like that our processes are very much involved in what
the town has. >> And I think that it um because of that they're the ones I've spoken to don't seem to be pushing to have Sam report only to the TA. >> Yes. Have a relationship. The library
director should have a relationship, a strong relationship with the TA, but or town manager, but it shouldn't be exclusive and to the board. >> Are they interested in putting something in there that that codifies a relationship between the library director and the town manager? >> I think there's something
>> they're Yeah, they're trying to find words to make sure that we can't exclude the town manager from anything so that we would get feedback from the town manager for reviews and for hiring. We should consult with >> the town manager which
>> and it also says that I should meet with the town manager on a regular basis. >> I haven't gotten there yet but okay. >> Yeah, I'm only reading I've only read I got maybe that's under town manager. I'm only reading a section five. So a lot of the the specifics actually will fall under the rules and responsibilities of
the town manager when I other so I've just so you guys know I went to the liter or for the um library trustees and you guys may have seen it. I asked, can everyone send me their sections? And largely what was written in this draft that I saw last and maybe has changed
was very consistent with um other libraries in the state. And then um and so it was nice to see that was consistency of what they've landed on across the board. um when they were asking for language to codify
more detail, but that doesn't exist for any other library that I've seen. So, I think they're still trying to make sure that we um any board who has oversight and evaluation authority doesn't just cut out the town is essentially what they they want to make sure there's a a
relationship going back and forth. >> Yeah. Honestly, I didn't see anything that's any different from what we already do except for the finance committee part. And that was the one other detail that I um had dropped in email earlier, just an FYI for you guys,
is um because as they do these puzzle pieces when they change so Littleton has a different setup for a fincom and I think that's the biggest difference in our town like instead of some towns have the town moderator appoint all members of FINCOM, some have
another one or two like roles or boards in town appoint members. But Littleton has really distributed that appointment power across different boards. So it's the select board, it's the town moderator, it's uh light and water. I am blanking on all of
them. But in the end this assessors were um one of the they get to appoint one member and um for reasons I won't enumerate the charter committee um is planning to recommend unless that has
changed since the last in this draft um that the board of assessors become appointed and in part because they um don't have contest elections. They weren't even pulling papers. they were just doing writeins and it's a big role, right? So if they they wanted to make
sure people who are doing the assessor's role have qualifications to do it and so they think by making it appointed by the select board that would happen. But with an appointed board by the select board, they didn't want to give the select board members three appointment essentially through the pathway of the
um assessors board of assessors. So then they were looking at the other um boards that they were recommending to remain elected who they thought would be able to appoint someone. So it's not a member of our board on FINCOM. It's
somebody that we as a board outside of our board would appoint um to be on FINCOM and then they would act independently as uh in the interest of the town. Um, so they chose the library and their their reasoning was that they like that
we do the networking like we do the open houses um for our library directors where we met Lisha library trustees sorry um they like that we've had network and it's a different network of people than maybe the other boards are connected with. So they were hoping to
get a different perspective onto the board and that is their justification. Of course, that would have to be uh get through the select boards decisions and then tackling if that was the case. But I don't know if we have any opinion for or against an appointment authority.
>> Do we have a sense of people we would hi sorry I know you're looking I can see you and you're looking both directions. Um are you do we have any sense of how one goes about appointing someone or finding people that are interested in being on fin that are also affiliated with or could represent the library? because it's it's kind of a little bit
hard enough to find people who want to run for trustee. >> So they don't have to want to represent the library. >> Okay. >> So just to be clear, it's not because we're there guarding our own personal interest and budgetary things. It is um lit and what I understand from people
who've been on fin before I've asked about this is the people who are interested in this role kind of figure out who to talk to to >> start becoming familiar with board so that they may be appointed. So there is I mean it it's who you know right? So if
you if we as a board know people who are financially savvy and want to serve then um then we could choose anybody we want whether or not they're for or against the library. Um I will say that each of these boards like the school committee
and you know select board or who have an appointing power each of them have a different um evaluation and assessment process before they do the appointments and some have them very lz fair. you don't know what
the criteria were. They went to choosing those people and then there's some like this, you know, school committee actually brings people in and they interview them in open meeting and before they choose which one to do um to be appointed. So, >> and are the terms multi-year? So, this
would be an occasional >> Yeah, it's like a I think it's a three-year term and you can serve term. So you could reappoint the same person or if the board was not happy with their appointment then they could appoint the >> but it wouldn't be every year that we had to go through that process.
>> Not unless somebody left but again >> and if someone left would it still be our choice to appoint or would that default to the select board? I haven't read the charter in specifics about the FinCon section yet, but I believe um like right now there is a
vacancy on fin and it's it I could be wrong, but it's my understanding that whomever made that appointment has to fill it. So, and that takes time. So, there's a just a bankruptcy right now. >> So, I mean, I don't I don't think it's
something we couldn't do if we were asked to. I think it's just something we're not used to doing and once we get doing it a few times it would get easier. So the first time is always the hardest one. I think the hardest thing would be to set criteria that we would be
comfortable with and to do so in a public meeting. >> Um >> I'm concerned about the additional responsibility. Um, but if it is only kind of I feel like maybe we'd have like a six-month ramp up to our first time doing it or something like that. Um,
just as a >> Okay. >> So, just keeping in mind >> Yeah. So, keeping in mind that um there's a whole process to charters coming and a transition plan. So, charters coming to B and then the transition from whatever the current state of government is to the when it
goes into effect and how to get between point A and B. So it's not that it's between now and then like we have to do it next month kind of thing. Yeah. Or even a town meeting vote the next day we need to be ready to go. I think this is something that if this gets to town if
it's going to town meeting and we have if the library trustee appointing power remains in the charter that's going to town meeting. I think we should just keep on top of it because if that that timeline does matter and we would want to be in anticipation of that and and
also before we even get to town meeting we want may want to be prepared to answer that question. So to write guidelines or talk to people who are currently appointing these positions um I think we could learn from the other boards um what their criterias are and kind of pull and learn from their
experience about how they go about the process. It might even be that assessor's appointee has some time left on your current term. You wouldn't really if we're kind of filling that slot, they wouldn't fire them like we did.
>> Yeah, exactly. Whoever's serving the term would remain to their So, >> so they might even be a year or two. >> Yeah, it could be up to a couple years after. >> So, a charter. So, we're kind of making this decision potentially based like for future for future board that is not the
people are in this room right now. So, I just um you know, yes, like maybe some maybe not. Um but I'm just kind of curious about like other people in the room, how they feel about it. Um like having kind of the I suppose honor of getting to appoint a person compared with is this a responsibility we want to
take on for the trustees and push into the future. I've done a lot of talking, so I'm gonna let you guys. >> I'm waiting for other Yeah. Other people, what do you think? >> Chris, you won't have to do it. What do you think? >> I guess I don't I don't I I think it's
it will become one of the things that is the responsibility of the board, you know, just so I'm not sure that it necessarily doesn't sound to me as though it would become a a heavy a super heavy lift. It's not going to take away from library responsibilities and it
maybe feels like there's more a connectivity to other parts of the town. I I guess I'm kind of like not really sure I necessarily have a a strong opinion one way or the other. >> David Sarah >> boring way to
>> I don't really strong opinion but I mean it really depends on who's on the board. you know, some, you know, when this comes to happen, if it does, like if the board, you know, the board is different, like maybe new board members would have a strong comm, you know, community
connection and know people. So, it's really hard to say like cuz we're not talking about right now, but I I don't think it would be a big deal. I'm fine with it. I could go either way. >> David, how about you? Uh, I wouldn't
coet this responsibility as a library trustee, but uh, I agree it's not uh, it's not an unreasonable thing. I would second Chris's observation that if we had this pointing power, it would encourage
uh library trustees to pay greater attention to what's going on other boards and maybe it would foster some communications because of this um shared responsibility. >> Katrina, do you feel like this is something that we're going to need to
vote on at some point as a board or just have conversations with the charter committee? What do you think? >> So remember that the charter is being drafted and it only is the charter committee is recommending things to the select board, >> right? >> And the select board is going to make decisions via open form and other pieces
of information that they get and they get to decide what they bring to town meeting. >> I don't think we have to vote for it. I think we need to be prepared if this continues and to keep an eye on it because um we would want to be I think we'd want
a position to if somebody asked us on town meeting floor whether we would be capable of doing so and I think as a board we've demonstrated and have established policies and you know we've go through we you know we've had direct well we
haven't had to in years but you know we we've evaluated directors we've done these kind of like processes And I think we can we our policies show that we can formalize these kind of processes. Think about the scholarship. We've demonstrated that we can put a process in that's very formalized and
transparent too. So uh >> and if it comes to that >> to be honest with you like from a personal trustee hat on like it doesn't hurt to have somebody sitting at the table that's in your door. >> Sure. >> When financial decisions are coming down. So >> yeah,
>> I don't expect any person we appoint for FinCon to only be looking out for the library, but it doesn't hurt that the library will have a voice there. >> Yeah. So we're talking about the fall town meeting, right? Not May. Okay. Uh great. So we can So in terms of
that kind of having a position and like a unified position that we can all speak to if we need to, we don't have to have that till August, September, something like that if comes up. Okay. All right. >> Yeah. I don't think we need to necessarily set formalized policies in
motion, but I think we could have skeletons of what we might do in order to make this process happen in a timely manner, right? you know. Um, and then I also think
putting on my civilian hat right now, like as a a person in this town, I think this is going to be one of this this might be a contested part of the whole um draft charter, I wouldn't be surprised if um given the the importance
of the assessors and finance policy that they would um they would be pushing to keep an appointed member an member appointed by them on the board. So, and right now that's Steve Venui. So, I believe >> is the assessor's appointment. So, I
think there's um I I I would think this was going to have a lot of discussion and I I can't say that we should say we can't handle it. I don't think that's true. I think we could handle it if we were tasked with it. >> Yep. Okay.
Um that's all my question. >> Future boards could too. >> What's that? for future boards >> and I think future boards could too like I think if it's if it becomes part of our role and responsibilities then we start making sure that's we are connecting like we did the open houses
for meeting new trustees I think we do the same thing for um trying to get um more connections to the public and I do think when you look at who appoints members to fin have a different bucket of town than the other boards do so it
might bring in a different voice to the Okay, >> try to go >> even if just back up a friendly face. I don't think it's going to be contentious. Um, but I'm sure there'll be questions and I have,
you know, the summary that I wrote back in September that you guys all reviewed. I have that and then since then I've got sample charter language from I've acquired them from the other libraries. So I'll try to make one document so we just have a good it's it's nice to have it in one place and then future trustees
10 years from now when they go through this process again hopefully could have it in one place so they can see what's changed since then. >> So you said it's the 16th. >> The 16th is the charter committee meeting. I believe it's at 6 p.m. >> Where will it be?
>> Do you know where where it is? It's in room 103 in the 10:00 for the committee. For committee. >> Yes. >> In room 103. >> Yeah. And then I do not know yet cuz the agenda hasn't come out for the select
board meeting, but I do know that they're meeting with them on September 30th. I'm sorry. March 30th. >> I just spoke about September and it was >> pretty close to the we last met. >> Only six months off. only six months.
>> Katrina, thank you so much for for spearheading all this, having all the communications with everybody. All >> it's been pretty fascinating to listen to their debates and I have to say their minutes are very detailed, which is helpful when you only want to listen to a segment of their place.
>> All right. Thanks. Um, all right. Moving on to Ray Grande Scholarship Committee. I can give an update, which is that we had a meeting um the committee had a meeting on I want to say it was March 5th. I think it was a week ago. um something like that and maybe March 4th
and uh so far we have sent out all of the communications to schools counselors um face we've done Facebook post marketing um within the library outside of the library everything like that we've gotten zero applicants but Sam says that we don't usually get any till
the day or two before so I'm not worried um I am going to start I'm going to send a second set of all of those communications out on Monday actually Um, and we are meeting on the deadline is April 1st and our next meeting is on April 9th as a committee at which point
we will have all read through the applications and the essays and we'll be coming together to determine who we would like to interview. That is the update there. >> Any questions? >> Meeting on the night is that isn't that our meeting? >> Yes, we're meeting before our meeting.
>> But what time? >> 5:30. >> 5:30. I'm just potentially planning a policy committee meeting. So I don't want to That's okay. It's just good to know. >> Any any other questions about the about the Ray Grande scholarship committee?
Any questions about that? All right. Library consultant strategic plan updates newsletter. Sam. >> Uh so um Barbara and I set up five dates for focus groups. Um I sent out an email blast today for it. Um but um the first
one will be on April 3rd from 12:30 to 2:00 and that's the teen only one. So Megan has been promoting that with the teens. She contacted the NHS person um to try to get people to come. Um I know there's been a couple of signups already actually. And then um the rest of them
are for all ages. So, there's one on Tuesday, April 7th, from 10:30 a.m. to 12:00 p.m. Uh, one on Wednesday, April 8th, from 6:00 p.m. to 7:30 p.m. One on April 9th, that's a Thursday, that's from 1:00 p.m. to 2 p.m. 2:30 p.m. And then the final one is Sunday, April 12th
from 2:00 p.m. to 3:30 p.m. via Zoom. That's a Sunday. Um, so like I said, I posted on the website. Um, it's on Facebook, constantly contact. I sent out the newsletter, um, the email blast today. put it on all the TVs with a QR code. Um, the town put it on their
website and Facebook. I sent invitation letters to the town administrator, assistant TA, finance director, town accountant, and COA director and I asked them to pass it on to their boards and to the seniors. Um, LCTV posted it or
was going to post it. and I sent an email to the moderator of the residents for a better li Littleton um Facebook page and I asked them to post it today as well. I haven't heard back from um yeah so that's it. Um so you can go on
our calendar. They're all on there and you can sign up if you want. I did ask the town people to contact me so I can sign them up so that I know that they're coming. But other than that, anyone else can sign up. >> So the town you invited, who are from
the town departments, TA, >> the town administrator, so Jim, Tony, the assistant TA, um Robin, the finance director, Michelle, uh Reynolds, the town accountant, Liz, um the COA director, and I asked them to pass it on
to their boards as well. >> Yeah. And if you want to contact the boards, feel free to. >> Of course. So let's let the seniors know seniors here >> as you go through and get people who are
um committing to the events if you find that you're missing any particular demographics um I guess let us know maybe we can help with that. >> Yes. >> Yeah. Um, so I guess the question remains, do we want to as a board reach out
specifically Sam reached out to the department heads, ask them board it to the board, but I think we should reach out to the boards directly as a board and invited them to a member or two to participate, send them the links. So is that
something we would want to do? It's a good idea. >> Yeah. >> Does anyone want to be the one doing it or should we >> send us >> I was going to say Sam if you send us what you sent >> um and then maybe we can divide and conquer for boards.
>> Get a list of get a list of the boards and and your email and then you know just each take some. >> Next blackboard meeting is March 23rd for example. So we could plan to show up in public input for them. Oh, showing up, not sending emails.
>> Different story. Um, I could probably come to I could probably get to some things. >> I mean, I do think an email with the links is probably helpful, but like a stop in this is a good chance to connect and explain the process. >> I think an email now and then going to
the meeting because if we wait until the 23rd, it doesn't give them a lot of time to >> I agree. What boards? What boards are we talking about? I think select board >> fin. >> Um, >> do you want COA or does
>> is it Liz inviting >> I think Liz inviting that board and you actually have some library members on that board now or former librarians are now sitting on the COA board. So that's um a connection that we might get. >> Yeah, I can ask them.
>> What about planning board or conservation. >> What about school? I think we could send like if Sam sends us the shell of the email with the links then we could I think definitely select board
definitely um >> and I think schools are given the shared mission with education is a good >> one out too. >> I'm sure I can make it to one of one of those meetings. I'm happy to send emails probably can make it to a meeting.
>> Yeah, I think let's start with emails. >> Yeah. So Sam look up when the next board meetings are too to see if it if it works before the um before our meetings happen. I think the next school committee
meeting is the night. They were meeting tonight. So, it's going to be >> So, school board planning board fin's already on here. Select board. Did I miss anyone? I think you're right. board income school board planning board. That seems right.
Sam, I'm okay with you. Send us the >> Oh, and could we um who's on the disability? I feel like maybe that's a good one to invite. >> All you know is Dian Curry >> and George Sanders. Maybe we can write invite the email them
as well and we can go talk to Diane. >> I bet George Sanders would be happy to like not I'm not being sarcastic. I bet he would be happy. >> He would. >> Yes. >> Yeah. If he's invited, I bet he'd show up. >> Yeah, he could be like COA and disability. You know, he's got a few a few hats.
>> I think they should be I think that is one that we should um loop in just in case there's feedback that they have that we're not aware of. >> Yeah. I we did just have the audit um which is helpful but
>> Sam would you send that out or >> um I could >> Well, I think board to board. >> Okay. >> Sam's already done director. >> He's going to give us the direct template. >> Yeah. >> If you could send us the template, we can Yeah. >> coordinate who's sending and then who's
showing up. Thank you. Sam, you want me to send you an email about that tomorrow? Are you good? >> I'll send it. Okay. >> Um, okay. Anything else about the strategic plan?
>> So, um, so there was some confusion about the questions like who >> That's right. >> We were supposed to vote, you know, pick our top 10 >> and then >> and then there was some confusion about are we consolidating that or are we
sending individually to Barbara? So we need to figure that out like what is the process for the choosing the questions. >> So most of you sent me the questions and I sent the questions to her and she kind of so the the plan was that she would pick from from what you guys sent. So
she already created that list of questions. >> She worked with the staff staff. >> Yeah. >> Are they not the same questions she asked the staff though, right? I don't know. Um I don't know what she asked because I was I wasn't allowed to be there. >> I can ask Mike and Mike.
>> Is there a way to get the list of questions? >> Yeah, I'll send that to you as well. >> Yes. >> Thank you. And then um um I guess the question is do we want to do a survey outside to get feedback from
beyond just the focus groups? Alternatively, we can hold off on that step and see what the focus groups say and decide whether we want to refine any themes with a survey too. >> I think we should do I mean I think survey is a part of it, right? But I but
yeah, there was some conversation about whether we do it before or like alongside or after. Um I think after is fine. >> These are pretty like tightly like it's a week in a April essentially. So I feel like >> Yeah. Yeah. >> It's kind of quick to get a survey out
and then back. But >> I I think it's okay. We you know the timeline she had talked about was pretty compressed as it was and I think we were all feeling a little bit like we wanted to stretch it out a little bit more. give us more breathing room and I don't think I don't see any problem with doing the survey afterwards. Um, and I think
you had talked about maybe doing it through LLWD so that's something we could you know plan also. I mean maybe not too long, right? But I don't think we have to get it out in the next two weeks. What do you think? >> I think we should do it after the focus groups just >> Yeah, I think there might be themes
coming out of the focus groups. We might have better feel for what questions to put on a survey. Yeah, I mean we've done like at least three surveys in the last couple years. So >> you want draw attention away from one or the other, >> right? >> That's true. >> And we'll be meeting right in the midst
of that and meet on >> Yeah. >> There'll be a little bit of >> So I think >> Sorry, go ahead. just we could we could talk about what we want to achieve through a survey when
we meet on April 9th >> and then maybe by like our May meeting kind of have a a solid draft ready to go. >> Yeah, we'd send it out in May I think because don't want to be too disconnected from her wrapping up the
other interpretations. >> Yeah. And then the other um consideration is I know you investigated what talking to Nick at LWD about what it means to put something in their newsletter and a timeline. >> Yeah. Um but I didn't know he he wanted
to know what it was that we wanted to put in there and how big it was. So I didn't know that so I couldn't respond to him to give me >> and to be we we're not like adding something in the newsletter, right? We would be sending a paper alongside the newsletter just to clarify. Right.
>> Yeah. I think we it what I envisioned is they send their trifolded piece of paper through the or half folded and I think it's like in they can insert a piece of paper in it and we could advertise the link to the survey. >> That's what I believe we did that for
when I was on the um I can't remember the name of it. It was basically pay as you throw but that wasn't the name. Solid waste options committee. That's we did that and it was just like a QR code or a link or something that people could go to, not the survey itself. >> And then I guess the alternative is we
wanted to do it completely independently. Um the friends just paid $3,000 to do their townwide mailing so that we would know what that might cost. So >> yeah, the postage part was under 2,000 that was granting.
>> Yeah. That might be a nice way to do it, too. >> That it could be nice to just bring it independently. >> We could make it look more We could like make it look nicer. I don't know. >> So, can I go back to sending the emails
to different boards? How are we going to decide who emails which board? >> Would we like to do that now? >> I think that would be helpful. So, Happy to uh >> we have school board, planning board, disability committee,
select board. >> I'll take school committee. >> I can go to select board or unless you want to say or anyone else wants to do it again. Okay, Sarah's got select board.
I can email disability and talk to Diane and end up going there. >> When's Finn call me? I can just I think we could do an email to Fincom and Planning if we wanted to. They usually are
responsive that way. Sure. >> To their overall email, the one that goes to all of them. >> What >> do you mean indep individually or do you mean to that email? Do they have like >> one person emails them? >> Right. >> All of them.
>> Yeah. >> I can do >> anyone want to take planning? >> Uh me on this. >> Do you want anything different? I'll trade if you want. I don't know anybody, so >> this is how you meet people.
>> Yeah, right. >> And Kimberly, you're going to email the school principles, correct? That was >> Yeah, I'll do that, too. Yep. >> Sorry, Christina. You said disability. >> Yeah, I'll do disability. >> I always like talking Mr. Sanders.
>> Yeah. Any other strategic plan planning? >> Sorry. And we're we're I know we're going to school select board, but are we going to try and go to other meetings or do you think for these other build boards an email is sufficient? >> I think if we get my plan is if I get
responses and they're like, "Yeah, I'm totally I'll go. I'm signed up." I'm not going to go to the meeting. >> Yeah, I agree. Okay. The only one I would say is different is like word just because it also is a public a way to get announcements out and right >> they're televised >> and they're televised and people do
follow it. So I feel like that one might need to be a >> better reinforcement. >> That's a good way to show. >> I'm not looking to go to more meetings. I just want to make sure that I'm doing the right thing. >> And if you can't go to that let me know which one. No.
>> Perfect. Yeah, it'll be a five minute stop in >> way to connect to. All right. >> Do we need to tell them ahead of time or is that just part of tell the TA that you plan to come in? But I think it could just be a public comment, too.
>> You could do that. >> You come to watch the medi meeting. It's not usually like this detailed. This is the longest meeting we've had all year >> and it's really much shorter than >> it's a lot of stuff. Uh, all right. Moving on to library director contract.
Also, Katrina, I've been busy. Um, all right. So, Sam sent his current contract draft to me and then pointed out a few things or all of us and then pointed out a few things that
need to be updated. I went last week to meet with Michelle Bert. um who's the director of HR and just to make sure that the contract process hasn't changed to make sure that um beyond what Sam identified needs to be amended in his
contract. Um if if we were to like as we create a new contract then we uh need to make sure that it aligns with the current handbook and compensation grid. Um she did like we as Sam pointed out he's about to talk off on the grid. So
um I did have a quick conversation with Sam after speaking to Michelle. Michelle said there was two ways you could handle that that we create a one-year contract and then do contracting again after that or if we did a three-year draw up a three-year contract for us to to talk
about um instead and then amend the contract. So, I don't know if this board has a feeling either way, but um it's not a done deal that any new compensation grid will roll out in a year. So, in my opinion, I think we should continue the
three-year path so that of any contract that we write like I wouldn't change our pattern for that and amendments are possible. So, >> yeah. And then I haven't um been able to look at what she went through the
language in his current contract and just um made some comments where there might need to be some minor changes to align with the employee handbook um and certain other policies of town. So, I need to go I have not she just sent this so I haven't had a chance to go through
this yet, but I would think my proposal is that we do an executive session ahead of our next meeting to discuss the director's contract and where we want to go with that. >> Sounds good.
>> And I can share what information I have with everyone. >> Okay. Yep. She was very excited to talk that we came in, too. She was happy. So, if anyone wants to go chat with her,
you should. >> She gets lonely in there. >> I don't think she's lonely. She's very busy, but she was very happy that we um when I went in like I remember the last we just wanted to confirm the process and make sure we were following the town
um follow like the procedures and she was very excited that we were being proactive on that and not waiting until June. >> Yeah. >> To write up a contract that needs to be signed in June. >> Good. Um, and she did actually ask me a question about um, knowing that Sam's
evaluation needs to be done and know she knows we use the town's processes for that. She offered to get us the forms if we don't have them, but I think you already have the new forms, >> but I can confirm if we need to. And then um, her only concern was that she
wanted us to review SAM before our board changes in May. And I said conveniently, we already plan that. So she was happy to hear that Sam's evaluation wouldn't happen after the board changed with a new person here. >> I have a plan for that. I'm going to talk about it under other business. >> Yes.
>> Yeah. >> So I will um pull together and review what Michelle has sent me. I'll ask her questions and then we can get it together to circulate for discussion with an executive session I think amongst trustees um before the next two
things. to confirm our decisions. Okay. >> Meeting room policy. >> Okay. So, we revised the meeting room policy to try to um address some of the
larger dance groups that were like getting around that you can't book a room within a certain amount of time. And Mike and Sam um gave some feedback. So, we can just review that. >> Um >> I apologize. because I hadn't had a chance to look at this one yet.
>> And I hope everyone everyone has permission. So I hope everyone can open a can. >> Um so the first thing that was highlighted is um gatherings in meeting rooms and quiet study rooms must be free and not for commercial purposes.
And Mike had a comment. >> Study rooms I know are used for like tutors and stuff. Also I don't think a study room should be for you. Like people shouldn't be able to just walk into a study room when someone's using it, right?
>> When we were using the word free, we meant like no charge. >> Okay. >> Not free. Like no, you still have to reserve the room. >> Right. Right. Um well purpose is that I think tutors use the room right said
that's what my comment says actually >> yeah um you said that I don't We said, "I don't think we want study rooms to be included in it being free and not commercial purposes. That would include a tutor who's being paid, would it not?" So,
um, we could spell it free of charge so that it's clear that we're not, you don't mean, oh, >> well, it's more than commercial purposes, >> unless we're wrong about it.
>> I mean, is it commercial? Is that when they're making money, but I feel like that's becomes hard to like control. What we're trying not to do is someone to like open up a shop in one of the study rooms for 3 hours a day. Can we
asterisk like excluding to me the tutors different out? >> Yeah. But then we're into then we get into a territory of what exactly is a tutor >> and whether that
>> if it's is are we talking an academic tutor like some other kind of tutor like I don't think we should specifically say tutors are allowed but other people aren't allowed. >> It's it's the viewpoint discrimination that might get us trouble. >> Yes. >> Is it the difference between goods and
services? Maybe >> well town council reviewed this and didn't have any right I mean they >> not this yeah they reviewed it um >> before you had comments so as far as town council goes they didn't flag
anything so >> we're saying we don't want people selling things out >> right that's what I'm saying >> we are saying because if we're allowing tutors they're providing a Yeah, >> just different.
>> I mean, could a physical therapist set up shop there or therapist? >> Are we allowing tutors? Are they Is that allowed? We we are >> well how do you
>> you can't determine who contact you or who is not because if they're you know they could accept money on the like before or after the appointment and you wouldn't know. So that's the same thing for a lot of other >> if if they walked by and saw someone
selling Tupperware that's right but so obvious selling goods is is going to be obvious is not as much consultation that's really people can use the study room for a consultation and then it' be
really hard. >> Yeah. Police is changing hands. >> Would one say the same thing about say a realtor? If you're having a consultation with a realtor I'm just trying
>> Yeah. Yeah. Like, >> yeah, I think we're getting to >> we're getting into splitting hairs. I'm actually wondering if >> I'm wondering what other libraries say related to the like this kind of statement if is it just how we're
wording it that's making it complicated? Like we're really saying the only people who should be overtly raising money in this building are trustees and friends. So well why don't we um I will look at
other library policies and why don't we like >> Yeah commercial purposes need a subject. >> Yeah. >> Yeah. I'd be interested to see what other libraries have in their policies. >> All right. So that's we won't address
that tonight. look at that. Um because there might be other things that we're not going to approve tonight. So I'd rather get all >> Yeah. So um Okay. Um, and then Stephanie just changed some wording. It
says by phone or in person. So, we're talking about when you're making a reservation through the website or by contacting the library staff in phone or in person at the desk. Does anyone have any problem with those word changes? It's
>> fine. Everyone's got the back. >> Yes. >> Um the next one's about resident versus. So the tricky thing here is we looked at this because study rooms can be reserved
by anyone with a library card, >> but the meeting rooms you have to have be a Littleton resident. >> So we weren't sure like right this section is about policy meeting rooms and study rooms. So it's
kind of tricky like right now it says library card accepted by RHL regation system is required to reserve a room but that's not totally true right because Sts and Murray you have to be a little president right
>> so should we add language like a library card except is required required to a study room >> you could just word put the word reading meeting in front of the word room there. A library card accepted by the RH
reservation system is required to reserve a meeting room, >> a study room. The meeting room study >> does have to Can I back up one second? Does anyone regardless of whether they need a library card to reserve these
rooms as well, plus to be a resident? So it's an added. >> So the yeah the request is that I'm that I'm adding is that to be to book this room or the storage room is that you be a little actual lit resident. >> Um
>> but they don't need to have a leopard. >> They do have to have a and have a lever. So what I'm saying the sentence is actually correct then because in the general applies to all rooms later on in the meeting room Mertz uh
>> I'm talking and Murray we could specify that they need to also be a Littleton resident in those sections >> as an added. >> So we're okay with just the way it is now. I think that statement about needing a
library card is relevant to both types of community spaces. >> Yeah, it's true. It's not sufficient. True. >> Correct. >> Not sufficient is a really great way of saying that. >> Like I I might put a line in there if we
want to be specific that a library card and a little residency is required for the meeting rooms. that lower. >> I think it's under the meeting room piece specifically. >> I'm saying it doesn't hurt to >> continue on and not get stuck on this one sentence because maybe unless we see
the next section, it will we can come back to this. >> The next is the contact person on the resation form is responsible for all aspects of the reservation and then we talk about the room is left in the condition which is found. We're just taking out the, you know, wiping
down the tables and tables. Windows door closed. I think Chris, did we move that? I think we moved it. Yes, we moved. It's further down. So, we're just saying this is redundant and we're taking it out. >> Okay. >> So, is everyone okay with that?
The word will in the next sentence if a meeting or quiet study room is not left acceptable condition contact person will be assessed later or should it be may >> what is your >> follow through >> it's May
>> may yeah >> your ability to enforce is what the >> so it should be may Mhm. >> I apologize. My son is texting me. >> Um
and then it it was it was um further down it was the same sense. We're just saying take that out because it's redundant. >> Yeah. Um And then we had it we had it wrong. We were saying it's the Murray meeting and
sorry the starts meeting room and the Murray conference room and we had those reversed. So we're just fixing that. So everyone okay with that change? >> Yes. And then and then um Mike pointed out that we didn't nowhere did we say how long the
rooms could be reserved for. So we just added those the timing there of how long they can be reserved for. >> Okay. >> So is that okay? >> Yeah. Um and then
Okay. So then so we highlighted like it says tables and chairs wipe down return to the closet floor vacuum. Where would they find where would they find the vacuum? Is that posted somewhere? >> Yes. Well wipes and cleaning supplies. There's a sign. >> Okay. Okay. And the same thing for the
other room. Um, there's only one vacuum, so I might have to go to the vacuum for your >> obvious where they are. Okay. So I guess this is the going back to the top of this section. It looks like this
is where Sam suggested adding the additional requirement of being a Littleton resident. >> I see something that says non- Littleton residents must but I think if we should maybe more be more say Littleton residents only Little residents can
except in other circumstances. Feels like it needs to be the very first sentence. Patrons 18 or up. Yeah. Reserve these rooms and be a little risk like that. >> Yeah. >> So instead of the word patrons, would it be >> Littleton residents?
>> So change patrons to low residents. >> Yes, that's good. >> And can you explain the reason for this Sam restriction >> for the residents? Um, basically we're
getting people from all over the place trying to reserve the rooms, including as far as Nasha. Um, and so I'm getting a lot of complaints from people that, um, you know, why aren't Littleton residents given first consideration? Um, some of
the dance groups that are from Littleton feel like it's not them, that it's the outside groups that don't use the library. So, um, yeah. So that's basically why I it's it's not so much Littleton people. It's >> we're getting p people from way beyond
our >> right. We're getting Westford people because Westford's closed now. We're getting um a lot of libraries aren't as um you know lucky as us with meeting room spaces. >> Um a lot of libraries don't open meeting
spaces up after hours. So that's why we're getting a lot of people from outside towns. >> You need more meeting stuff. And let's just hide the name. >> I side note like we were at a Girl Scout meeting and we were struggling to find meeting space cuz everything was booked.
So it was an adult meeting. Um the the number of meetings were back to where they were and we just fewer spaces in town than we used to have. >> It's going to become a problem I think beyond just our building.
I'm see I'm seeing a comment in that first one that the volor in right now with Littleton residents 18 years and up from Sam that says add the starts conference room must be reserved by Littleton resident and a Ruben library card holder in good standing. Um an adult 18 years or older must be present.
That feels like more maybe better language than Littleton residents 18 years and up are able to receive these rooms. What do you think? Do you see those comment that comment too? >> J. >> Yeah. Yeah. >> Yeah.
>> Under show more for Sam's comment there. >> Right. So, you want that instead of this first and little residence 18 and up. >> Yes. >> If I say yes, will that add it? >> No. So by changing this a
somebody less than 18 could reserve the room but as long as there's somebody 18 or older. >> Yeah. >> Do we want Yeah. >> It is not that the we will have the contact with the person you think who's 18 or older. >> Sam, what do you I think you have to be
18 or older reserve anyone, don't you? Is that at the top >> for the meeting rooms? No, we're changing it. >> Replacing that. >> That's the suggestion was to replace it. So, >> we've had that for a very long time. >> We've had it that it was Yes. that it
the reservation was restricted to those 18 and older. Not that we took birth dates, but it was only the library card. >> But if we flip it to that somebody has to be an adult 18year-old or older, my like we have two sentences here. So, two different clauses. So, the conference
room must be reserved by a Littleton resident and a library card holder in good standing. Let's play this scenario up. I have a 17-year-old who um who wants to hold a meeting and as long and who may reserve the room for
that first sentence, but they can't really be here until they somebody else as long as they recruit somebody else 18 or older to reserve it. Sam. >> Yeah, it's okay. >> That's okay. I guess I'm trying to play
it out as >> No, I know. I'm doing something else. Okay. Sorry. >> Just because meeting room. >> Yes. >> Fix the library. Fix the sentence way up on page one. >> Sorry. So we want the
person making the reservation to also be 18 or older. >> The current >> requirement is that the people who can reserve the skirts in the murder room to be 18 or older. >> Yeah. Fifth paragraph policies for all
meeting in study room. >> Yes. It says meeting rooms must be reserved by an individual 18 years old. >> Okay. Just making sure it's still in here somewhere. >> But this that contradicts what we just put in. >> It does. >> Well, doesn't contradict it. Just we
didn't rescify 18 years. >> Okay. >> Yeah. >> Okay. >> Okay. >> And I mean the system is going to block anyone who's trying to directly reserve a room who's less than 18. >> Yeah. Okay. because of the library card
and residency, but I just wanted to make sure it was in there consistently. >> Are we taking out the request? We can't use the form anymore. You have to contact >> um I feel like removed that. That's
right. There's an addition. That's why we moved it. There's like more of a like a step down below, >> right? >> I haven't reviewed this. >> Yes. >> In depth yet, so it's my >> So, and we've changed it to to be more so because Sam was saying that if you
have more than 15 people, there's an extra step. So, it it was we were the link was the meeting room request form and we changed it to the room booking form just to make it more we thought that was more clear. So, you have to fill out a form to book the room. And then there's a special request
form if um if you have like if you have a special case like 15 more people and things like that. So, we just changed the location of the link and we changed the wording of the link.
>> And what's the thought of Sam? What's your what is the problem you're trying to solve? >> We have groups that are like 70 or more trying to use the spaces on a regular basis. >> On a regular basis and um I feel like when there's more people there's more
chances for the rooms to get damaged >> and the special form just gives you more information, >> right? It's more to give us so that we have more of a it's not just the person online that posted a request. It's someone that you know either me or I
have actually >> vetted in >> vetted basically a way to organize all the different groups >> have to say they're part of some sort of group, >> right? And then it hopefully prevents like let's say you you sign up but
you're in a group with Sarah. So then the next month Sarah signs up and then Yeah. And then next month David signs up for you guys. Yeah, that's it. >> We're very tricky that way. >> Yeah. Well, >> hopefully they'll move on >> as all the other members of the town
boards are going to fight. >> I don't have a devious bone in my body. This does not occur to me like it does not, but it clearly does to others because we're trying to solve a problem. >> Does this not does this exclude I know that the select board moved to a different place anyway, but does this
any wishing for any use that involves more than 15 participants? Um does that include meetings where we have more people have people attending or like the focus groups if we have 20 of them? I'm I'm just can there be >> I think even at the top it says that
like town boards >> technically a library program at that right >> town boards this doesn't you know like doesn't apply >> doesn't apply to town boards you know >> it's it's more like outside groups >> I just want to make sure that that doesn't get become an issue so if we have it great
>> town typically comes to Sam or might anyway they would email usually they So, >> you're very accommodating. >> Hence the prompts for
>> Mike raised the question, who has to fill out the form and who doesn't? Anyone with more than 15 people? What if they don't know how many people will show up? But I feel like it does ask you when you're filling out the form, it asks you and like obviously, you know, it's not really fair to say, "Oh, I'm only gonna have 12 and then bring in
30." Like, but that is a good question. Like what if I do try and scan the system and I say, "Oh, I'm only going to have 12 people and they bring in 30." And you're not here to know it. >> I think we can just do we can just try, right, and told you that they don't scan the system? >> Yeah.
>> It's annoying enough that >> Well, I think my other concern is they're just not going to fill out the form. they're just going to sign up online and >> show up. >> How's the approval going to work? Like what's the steps to make sure that they
also need to fill out the form to >> So this is I was wondering in practicality how like you use the room booking form. >> What is the next? Well, so if you have more than 15 people, then you're because I can when you fill out the room booking form, it's not automat you don't
automatically get it. It has to be reviewed and so Sam has to review it and they're like, "Oh, you have more than 15 people. You have to fill out the special form." And until you fill out that special form, your room isn't confirmed. >> What if they say they have 14? I mean, again, what if they say they have 14 people and it's on a Sunday and they
bring 30 dance 30 people for their dance troop? How do we know? We don't we don't honestly but honestly other people will tattletail on them. So >> that's how I know. >> I'm not looking at you. I get emails and
messages from other people. >> We're just hoping that people will be honest and then if they're not then same as want to know and then like they won't be able to use the room again. >> Yeah. It it always comes out. It always comes out. I'm not >> I've trained my Girl Scouts to take the like block, you know, chopping of the
door out. Yeah. So >> I mean the other thing is we install cameras. >> That is the other way to do it. >> Yeah. >> Yeah. >> Okay. So we have a good this is a good next step. >> So >> and then see how it goes.
>> Under study rooms it says when the library is open and 10 minutes before the library closes. Can we say in at least 10 minutes? >> Just ask. >> You must stay. >> I got it. I got it.
>> Okay. Yeah. Are we okay with are we okay back up to this um 15 minute 15 participants and like all that pink language? Are you good with that or any changes? >> I I think Well, I did not review it top
to bottom before this meeting. So, if we're going to investigate it from >> Oh, yeah. >> clause. If we could get a cleanup version to review ahead of the next meeting, it would be great. And that way, if there's anything else we can find to >> ask questions,
>> we all know this is the hardest one. Thank you so much. >> This is the hardest one. Collection development's nothing compared to this one. >> Are we okay taking out the meeting rooms maybe used for performances because that's
that's >> like we >> already covered that. >> Or should I leave it for now? If you scroll down >> the part that's crossed out. >> Yes, >> you already have that up above, >> right? That's why it's crossed out. So, I'm saying are we to approve that cross
out or do you want me to wait? >> Oh, I thought it already moved. All right. Yeah. And then reserving the those reserving ser room expected to check in with circulation upon arrival. But in the previous sentence, we said they should check in, you know, when they get here
and when they leave. So that's again redundant. >> Mhm. >> Yeah. I definitely have not remembered to tell people I'm leaving at the end of my Oh, mid-reservation room departures. Okay. So, yours were forfeited.
>> How long do you have to be How long can you be out of your room before you're forfeiting it? >> 15. If you don't check in and you don't So, if you don't check in within 15 minutes of your time, then you forfeit. >> But for the mid reservation, if you leave and you're like, I'm going to go
take a 10-minute walk downstairs and come back again. Um, I think it says 15 minutes somewhere. >> Oh, I see right above there. Got it. Yep. >> Is it mid reservation room departures will result in reservation for if the
Okay, so it says if the library staff is not or are not informed >> is >> is okay. >> It could be either I think but let's call them a singular. Okay. Hey,
thanks. I obviously, you know, we know we're not approving this, but I think we've done a lot of good work on it. Like Katrina said, if we could get kind of a a cleaned up copy for next time, um, including kind of some of the comments that were made on the side, that would be awesome. >> Okay. Yeah,
>> thank you. >> Thank you. >> Yeah, remember that we just wrote this for the first time in 2025. So like it does not surprise me that we have redundancies and things and we >> we wrote it a year before that. But yes, it was not just from July.
>> Last approved last approved in July. Yes. >> Yeah. >> It also doesn't surprise me that we're finding where the loopholes are that we need to close. So >> yeah. Yep. People will find them and then we need to close them.
Um, okay. Can we move on from meeting room to other business? >> Yes. >> Good. Okay. I have other business. Sam, um, have you been working on your self-performance review? And when do you think you'll have it done? >> Um, when you guys need it? I can March.
>> So, it's March 31st. >> March 31st. So, I'll have it by then. Okay. >> I can have it this week. What's that? You'll have it. >> I'll have it next week. >> Even better. Thank you. Um, so David and Steph and I are the um I just wrote it
as DEEC. Director evaluation committee and uh so we >> I thought it was me, not Steph. It could be Steph. >> You Oh, terrific. Yay. Sarah, sorry I looked. >> Sarah, David, and Kimberly are the director evaluation committee. Um, and so I will give Sam, can you just throw
me a date? What what date will you have it by? So, I'll plan a meeting for after that. >> I'll have it by Wednesday. >> Wednesday. Okay, great. >> Whatever the Wednesday is. >> Whatever this Wednesday is. Perfect. Thank you. Um I don't know what that is either. Today's the 12th National 18th. >> March 18th.
>> Perfect. So the first step and um I think most of us have done this before but the first step is that um we will share out Sam's performance review with um everyone and they can please and they will send feedback to the committee probably one person on the committee um
and then the committee will meet and um kind of go over all of that and and uh get one one feedback form um one one one response for Sam back based on all of the responses from the um board and also
the HR. Katrina, did you say it was the HR person? >> Yeah. >> Yeah. Um and >> Yeah. And the committee will go over that with Sam and then we will present it um at the at at a meeting and I know
we have to do all of that by May. So um Hi, look. I have a cat in the picture. >> A shadow. Um, so basically Sarah and David, I'll reach out to you to so we can figure out meeting times. >> Okay. >> Okay. Does anyone else have any other
business? >> So you're going to review it with Sam in a meeting. The committee reviews it with Sam in detail and then we report back at an open meeting which is required. >> Yes. And I believe we don't I don't think we have to report back before the next person is before we have a new
board. We just have to make sure that everybody's feedback on the current board. >> Yeah. Yeah. >> Yeah. >> We want the feedback to be the current board. >> Correct. >> Yep. So, that's what we're trying to make sure we have in place and probably will be further than that, but at least
in place before the board turns over. >> So, yep. Okay. Um, any other any other other business? All right, trusty updates. Um I Josh wanted me to mention that he is using I forget actually. Oh, what's le is it called
legal or something? Freel maybe. Um to do um music sets for their when they do crew, they're like downloading playlists from it and they love it very much. So, thank you. >> Any other trusty updates? I know we've been here a long time. I don't blame I
am very excited that I won a Kimbles gift card from the Victor reading bingo. >> I do. And I am participating in the March Madness reading. >> You can get Brax, too. >> And I just picked up my copy of Breeding Speed Back.
>> Perfect. >> You're going against Waltham and Madness. I just found it today. >> Today's the last day for this room, so I need to >> Okay, >> I can put my for everything, right? Yes. >> Yeah. Is it is it basically
>> I put in all the numbers. So it's basically when you get it in >> um >> you have to get it by the deadline. >> But it's it's not just accumulated minutes. It's by population. Correct. Okay. >> Yeah. They take um how many library card
holders we have and they they've created a formula to that. >> Oh my god. Their formula. Just kidding. >> You guys already have my updates. So, yes.
>> All right. Thanks everyone. Would someone like to make a motion to to close the meeting? >> I move to adjourn the meeting. >> Second. >> Okay. Uh Katrina, >> yes. >> Sarah, >> yes. >> David, >> yes. >> Chris,
>> yes. >> Kimberly, yes. All right. Thanks very much, everyone.