Good evening. >> Hi everybody. Hello Do we have the same colors on tonight? Gray and black. >> Yes. >> And is that an LL Bean top you have on there, Elizabeth?
Yeah, I have the same top. I had that on yesterday. >> I don't know. Lately, I've just wanted to be warm. >> Yes. >> Wearing extra clothes. Every time the season changes, I have that problem.
>> I actually I actually had to switch to a less heavy out top because this room I'm in is really warm. Hi, Brad. Is it recording yet or does it wait till we we actually >> It's recording. >> Okay.
>> Kate said she'd share for me. I'm better, but I had a headache for two days, so >> Oh, I'm sorry. Did >> you have a a cold or something? >> I don't know. It's not a usual migraine, so that's was I wasn't sure. I don't know. >> Yeah. Headaches
are the worst. >> Yeah, >> they're pretty bad. >> Nothing was working. Finally did though. Finally broke. >> Hi everyone. >> Hi. >> I My camera has not been working all day
>> since a Windows update this morning. Rebooting it did not yet fix it. So, um, sorry about that, but that's kind of where I'm at. Um, I'm going to, I think, be sharing
tonight. Um, is there anyone who's able to take notes for us since Mel is not able to be here? I can take notes. I just don't know if how am I going to do that while I'm online. I can take them on paper.
I'm not very computer savvy, I guess. Uh, let's see here. Is there a way to like do a split screen or something? >> Um, yeah, you can usually um if you
click the little square, I don't know what operating system are you using. >> I I have a I have a Mac. >> Oh, never mind then. >> Not helpful, huh? I mean, you can still be on the camera while you're typing. It's just you won't see us. We can see
you. >> Oh, okay. So, hold on here. Let me get all this other junk off my computer and I will do it. I can do it in Google. Let's see here.
Sorry. Take me a minute here. New tab. Okay. >> Are you feeling ready, Pam? >> Um, I Yes, I now I have a document up. So, >> okay. Please feel free to ask for people
to slow down or to repeat things or whatever you need to help you do this since you're kind of coming in and bailing us out without any prep for it. Really appreciate it. Thank you, Pam. Um
hi everybody. Um we will bring our um what month are we in? October meeting of the library trustees to order. Um and the we are going to forego our usual um approval of our September minutes
because our secretary is unable to be here today. So um if it's okay um I would like to ask a clarifying question on our agenda. Marian is the EV charger a matter of
like immediate like a grant deadline or something just so I know how to time the agenda out. Yeah, I don't know that it's a grant deadline, but I have a meeting on Thursday with the town administrator and the highway superintendent and a
>> a select board member. So, >> so would be good to have discussed this with this body before you go. Okay. I just wanted to be clear on that. >> Yes. >> Okay. Thank you. Um, so then I'm going to propose that we start the meeting
with some policy work um related to our new library. We have the meeting room policy which um a lot of progress people have been doing a lot of work on and I think maybe pretty close to final. >> Um so yeah, I beg your pardon, Brad.
>> Um we had received August meetings did I'm not sure they got approved in September. being should >> we put them both off till November when Mel is here. >> Would it be okay with everyone? Is there any objection? Let's do it this way. Is
there any objection to Yes, I appreciate uh the process. Um I Brad very much. Let's if it's if there's no objection, let's just review um minutes for August and September in our November meeting.
Presumably we'll have three sets of minutes to approve. >> So just noting that for our agenda. >> Okay. No objection. Um so then I wanted to if I might just open the floor for
any questions. Does everyone who needs to have access and is everyone looking at the proposed meeting room policy any I'm I'm just want to make sure that I'm starting in the right place. Um is there any
discussion that we need like kind of would appreciate some guidance of where we should start here this evening. >> Should I share it? That's what I was going to ask. Yeah, because I don't have it pulled up. All right. Thank you. Um, and let's see. I had it
pulled up before. >> I can share it, Marian. >> And you? Okay. All right. >> I've got it open. >> All right. >> She said confidently. >> Okay. >> I'm requesting to share. >> Okay.
Um, >> let's see. >> There it is. I don't know why it didn't come up, but I Okay. Um, >> can you all see my screen with the >> Yeah. Yes. >> Okay. >> And um, let me just get us to the top of
the dock here because it's long. Okay. I am not quite sure what we most need to do with our time together on this. So, um, so there are
a couple of places where I highlighted things in yellow because I had questions. Um, and, um, and so we could, um, so here's one. And so, um, so this
is something that I think must have come from, um, some of the other library policies, um, where they where they list the meeting room, anything that's happening in the meeting room on a library's
public events calendar, but that it's up to the PE to the outside organizations to promote their own um, meetings. And then I was thinking about um
so an online calendar and I've tried I experimented with with listing events on you know on in a calendar format in the past and it was um pretty timeconsuming
um and um so so I surveyed the Franklin County Library directors to ask if they did this and and got mixed results. Um, some just keep a paper calendar
um to keep track of I mean I would keep an online calendar to keep track of what's happening in the meeting room. And I guess if I'm keeping a calendar to keep track of what's he happening in the meeting room, there is no reason why
that calendar couldn't be a link, a public link on the website. So um so I'm retract. So it's good. I just needed to think out loud and have people talk this through with me. Um, so, um, so I think
I think that I've convinced myself that it's worthwhile to to keep an online calendar and that it wouldn't be a burden to have it. And so it would just be a this is what's happening in the meeting room calendar. Um, and that way people could look at it
and they could say, "I' I'd like to have a program there on Thursday, November 26th at 2 p.m. Let me see if it's available." And they could look and um then it would be But then I was thinking
about public record. The that was the other part of it. So would are we then required to store the records? If you're calling it a public record, are we required to save
the record? Um, and I don't think I don't think we are. So maybe we don't want to use the words public record. Just a m if there's another way to phrase that. though if you don't want it to be a matter of public record. I'm
assuming that is in fact up to us, >> right? >> I don't know whether there's anything like there's nothing about public meeting law that would require us as a body to do that. Then it could just read like that reservations for library meeting rooms may appear and then you've
got all the room in the world to do whatever you want. >> Okay. >> May covers you. >> Okay. And so that way if it's a say I'm on vacation and and whoever is covering for me doesn't record something on the
calendar. It's you know because we have to remember that we've got a very small staff and um so we so things have to be manageable. So so that works for me if it works for all of you.
>> Any objection? I'm I think I'm just going to go by the without objection um format if that's okay with folks. And before we go into the next thing, can I just make sure is there any objection to working in this way that
we're going that we the body as a whole has enough familiarity with the document? We've thought about it enough as a body that really what we can do now is go through and address specific questions. Is there any objection to that method of proceeding?
>> No, I think it makes sense. Did everybody have a chance to look at it? >> Yes. I love the way it's formatted. Looks good. >> So, Kate, are you just saying that we'll delete that first sentence? Reservations for library meeting rooms may appear on the library's public events calendar. >> No, we won't delete the We'll We'll have
it as it stands. We'll delete the bit about the um public record. Okay. >> Oh, yeah. Yeah. And so it's sort of stat at this point I think. Okay. I'm trying to get rid of the formatting, but
someone else will have to deal with that later. >> Yeah. >> Okay. So um so that means going all the way down to number six where I think we have sort of the larger issue that appears here and elsewhere around room
rental fee and cleaning deposit and that seems to be something that we need to decide right the fee structure and the required >> cleaning deposit and those seem to me if I may chair's prerogative two different
things. Um, like you could wave the fee, for example, if you decided, Marian, but everybody's got to pay the cleaning deposit, right? >> Um, well, so if you read all the way through this, there's only cleaning
deposits required for certain types of events. >> Okay. >> So, like if the select board's using the room for a meeting, >> they would need to pay a cleaning deposit. But >> thank you. >> A I don't know uh PA dance club is using
the meeting room. They should pay a cleaning deposit I would think. >> Okay. Thank you for clearing that up. >> Okay. >> So you did you have a question about the this is the highlighted text in number six. The library reserves the right.
Um, so, so Michelle highlighted that and I think it was just to, um, to because I, so I didn't include a fee schedule. Um, and so I think Michelle just highlighted those things. >> Yeah, just that I Yeah, I agree with
what you're saying. I think we just need to look at that, which is why I went back and adjusted the agenda and because I went and found some fee schedules from other libraries that we could thought we could talk about. >> Oh, I'm sorry, Michelle. I missed that when I agreed to pick it up. Um,
>> I'm sorry. I don't mean to interrupt. I'm having I cannot get for maybe I should start a new document. Something happened and I can't I go to type in this
Google doc and it won't let me go back and correct anything. It just it I can't get my cursor to do anything. I have no idea. I've never had this happen. >> That's weird, huh? >> I'm going to see. Nothing is happening
here. I'm going to file. It's not doing anything. It's like I'm It's frozen or something. >> Doc's home. I I can't >> Do you want to take Do you want to just take some notes by hand? And I usually take some notes by hand and we could if
you put it on a throw it on a Google doc between the two of us, we could probably make it work. you know, after the fact. >> I think that might be fine for tonight since mostly what we're doing is policy work in documents
>> where the decision's going to be like we >> pass the document as amended or something like that, Michelle. So, actually minutes might not be as arduous as usual. >> That's what I'm thinking too, which is why if she takes some and I take some, we can put them together. >> That sounds great. Thanks.
>> Okay. I'm so sorry. So then we are probably going to have this fee question come up a few times. Should we just put take that separately and walk the rest of the way through this document for anything else? >> Yeah. >> Okay. So I'm going to if I may skip over
the next highlighted thing. >> Yeah. >> And go to parking. >> Yeah. Before we get there, um, I had a question. Um,
alcoholic beverages are prohibited here and we prohibit smoking and vaping elsewhere. We do not have a policy about weed or marijuana use. And I'm wondering given its legality whether we need one.
>> Oh, that's a good point. Huh? I mean, yeah, I hadn't even thought about that, but >> I didn't either, but it's a good point. >> Yep. >> Um Well, okay. So, in the next um under behavior and conduct, and
again, this is something that that was that came from other libraries policies. Um it says all attendees must comply with the libraryies patron conduct policy, which we don't have one. That's why I have >> gonna ask you.
>> And um but we could make one. Um and we could put something in there about >> But number number seven is smoking and vaping. >> Oh, that's true. >> But is vaping is vaping. So I I I don't
know the answer to this question. That's why I'm asking it. Is I thought vaping could be just regular >> tobacco. Yeah, it is. >> It can be. It can be it can be liquid or tobacco or it can be you know anything that you could smoke you can vape. Um,
okay. So, >> right, >> it sort of dodges the question and I think maybe the question of of whether I mean there is still medical marijuana in the state too, right? So, we can't I don't think prohibit it entirely. Maybe we just punt that to the patron's
conduct policy, >> right? >> And it really is just instead of focusing on the particular drug, we just say alcohol is prohibited. Um and then you know we just talk about behavior >> right >> apart from smoking and drinking we just
talk about behavior >> right >> but we might want to say alcoholic beverages are prohibited in the library and on the library grounds like we do for um vaping and smoking >> and would we include
marijuana as smoking? >> Yeah, that's what we were just talking about. But should it just be in the patron conduct or should it be there? >> I think if you say smoking and vaping that's sort of implied, right? >> I think so. >> Yeah. It's everything but elocatables
are still not really dealt with. So you kind of haven't dealt with the full which is why I'm saying just like I'm sorry to raise it but if we think we might need it later then we should think about it now. And it might just be that we decide that, you know, it goes under
the umbrella patron conduct policy. >> I wonder if it would be easier to say smoking of tobacco or marijuana products. >> Yeah. Are prohibited because I think that's our intention. And if that's that
easy, then I would say put it in here. >> Yeah, that's true. With tobacco or >> Yeah, it's always good to specify. >> You know what I noticed while looking at a lot of these how repetitive the policies were that really want to make sure that people got it so things were said more than once often,
>> right? >> Or >> or drugs. If you could say drugs, drugs, smoking or smoking or vaping because then that includes all types of drug use. >> Mhm.
like that use of >> talking. >> Yeah. >> Yeah, that makes sense. >> Yes, that's very clear. >> So, and that's all fine as long as Marian, you don't want some sort of harm
reduction policy. >> Um, hang on a second. smoking, vaping. Okay. No, that's fine. >> Yeah. >> Okay. >> Okay. Okay. Um
>> Okay. So, then >> should we go I'm sorry to have like launched that. >> That's okay. >> issue. Should we go back to parking then? So, parking. Um, I think we're not quite
ready to finalize the parking paragraph. Um, so, um, so I won't really know how many pars cars we can park along the driveway until it's actually built. Um, yes. >> Uh, which we're getting close. Um and
then on Thursday we're also talking about overflow parking at the highway department. So um and we're going to have to um come up with parameters around how
and when that can happen. So, I don't really think that we can say yet that um you know, like I I I think we're going to be able to direct people to park at the highway department during certain times.
>> Given the lack of specifics, can we simply say library parking is limited, period, and then update it later? >> We can. Yes, >> that's a good point. Yeah. Once once you know what it is, you could just add it and then we could talk about it. Like if you know by next week we could just vote
on it then. >> Yeah, >> I think that's right. And in any case, you could just say, which is going to be true no matter what, library parking is limited to designated spaces, >> right? >> That's good. >> Yeah, I like that. And along the driveway.
Yeah. >> Well, I think that includes >> that includes the driveway, right? Whether they're stall or parallel. >> And then we can get rid of this, >> right? And then we can just say
>> tba for the thing below. >> Yeah. And but this could be un >> Yeah. Unhighlighted. Yeah. >> So Michelle, did you write this policy? >> Um I wrote a bunch of it. Yeah. And then Kate did some, you know, editing and
then Maryanne cleaned it up and so it was a collaboration. Okay. How do we feel about that for parking? >> I think that's good for now. >> I mean, in the absence of It would be good to have hard numbers, but we don't know hard numbers. So,
>> I think we can just we can just amend it once we know. >> Yeah, that's not a big deal. >> Yeah. But so just a note that we are then assigning ourselves the significant work I think a really important work of a patron conduct policy which we should have.
>> Right. Right. Yeah. I talked about that months ago but I haven't done anything about looking one. I saw one which is what gave me the idea because I had never thought about that before but you know it could be very helpful in some situations. Right. >> Absolutely.
So, um, room use fee schedule. Um, so it seemed like when I looked at this, Maryanne, that the only thing we really probably have to deal with is the local business, right? Because it makes sense that you're not going to charge for townsponsored
nonprofit community groups, >> right? >> You know, private local business. That's why I ended up adding all the links for us to take a look at the other library policies because they all have fees for those things, >> right? >> Anyway,
yeah. Yes. And I had um you know like I thought um so for the private social function um so first of all um private social functions are are not
private social functions and charging fees um and having money are sort of outside of the the Well, they're not as common as letting a nonprofit use the room or letting other town departments use the
room. Um, but I think we have such limited resources in town and we should try and make our library >> accessible in different ways. Um, so first of all, and and I couldn't remember if we talked about private social functions at the last meeting a
little bit. We did. >> Okay. Um, and then I think that there should be a like I think it could be a $100 to it should be whatever the athletic club charges so that we're not undercutting the athletic club and I think the club
charges $100. Um, and then we should have, you know, decide what a reasonable refundable cleaning fee is. Um, and maybe that's a $100 to Um, >> so can I just throw out if the other
places charge I understand your point about the AC. So, um, the Forbes charges $40 for private parties. Sunderland says they're not even allowed. >> I'm trying to remember what uh, Leit does. Theirs is so small it's hard to
read. They have a fee for admission with event with an admission fee. They have a charge for that of $50. I don't see that they have a private >> and they may not but you can you can rent the lever town hall for private
events >> and there and I don't know that um I don't know if you can rent the Shootsbury town hall that wasn't >> an option in the past um so >> well you know if you think we don't want
to undercut the AC then I would say go with your suggestion and have charging the same amount that's you know Otherwise, no one will go there anymore and they'll just come to us. >> Well, I mean, it's the thing like I think um I mean, you know, you're not
going to be able to have alcohol if you use the library, but I think there are people who might think that using the library meeting room for a kid's birthday party for a hundred bucks is a bargain. and um and we could we can see
how it goes and if it's too ownorous or or things get damaged or um but I don't think I don't think it's going to be happening every weekend, you know, and and this is something that could only happen if the library was closed. Um that couldn't be happening while the
library is open. So, it's not going to be all that frequent. >> Um >> can I ask you a question about this, Maryanne? >> Yeah. Is there no chance you'd want to wait on this and just see how it feels to be in the building before you do this? Right. Right now you're doing it
in advance. Like it could go you could go either way. But there's two ways to go. One would be to go into the building, shake it out, see how it feels to manage this space on top of everything else, right? Because you haven't really had to do that before, >> right? >> And then start introducing additional usage uses.
>> Yep. Or you could try to do it on the front end. My inclination honestly might but I'd really love Brad's take as someone who has managed public spaces like this before. Sorry to put you squarely on the spot Brad, but you know you've got a lot
of expertise here. What do what do you think and what do others think? I feel like um I sort of lean towards in the short term not allowing private school functions, getting up and
running. Just what you're saying, get up and running, figuring out what this space is, and then later saying, "Okay, now we're ready." >> Mhm. >> And not to try to say we don't want them, period, but just we're not ready. It's too brand new for us. Um I mean you
could have other use and cut out the private school function um for now and other use would be in that and we would you would be dealing with that on a case-byase basis but mostly saying no.
Um, I find um I don't know this is this is a very personal answer for me because in in my business life I find I try to make rules for every instance and I tie myself in knots and so lately I've gone the other direction. >> Right.
>> Um >> Right. >> I I think Kate and Brad have a really good point. Maybe we just wait and see how the requests come and then um you know get you get all settled in the building and see how this is calendar thing is going to even work and then you
can you know if somebody asks you can say well I have to run it by the trustees and then we can figure it out and by then you'll know how hopefully hopefully it won't be too early but how you're feeling about it all. >> I wouldn't be worried about undercutting the AC.
Um, I I think they're different enough spaces that I don't I don't think we want to be in the business of of running it out lots and lots and lots. We want the the space used and the town
sponsored nonprofit community groups, the free things probably are more what we're looking for. >> Yeah. then um things that we would want to charge for. >> You know, when I was looking at all of
the um when I was working on this and I was looking at what all the other libraries offer, this hadn't even occurred to me until I saw it somewhere where they said, "Oh, it's not allowed." I'm like, "Oh." But I, you know, I totally get your point, too, Marian. There really aren't a lot of choices here. You have to go
into Ammerst or Hadley usually or have it at your home. I mean, we didn't have errands here except when she was little. It seemed like we were always going somewhere else because there there weren't a lot of places. >> At the meeting house in New Salem, we
final concert two years ago. It was so cold, it wasn't going to survive in our unheated space. So, we went across the street to the um New Salem Public Library. And that was a lastm minute thing that they
agreed to. But then we talked about doing more and the librarian there at that time said um no they don't really want to have outside paid events um but we might do something in conjunction
with them >> and we I worked on that for a while and then like most of my life I got overwhelmed and I didn't finish. Um but it was an interesting concept. I would have done that with them. um uh with the
meeting house across the street. Um what it would have meant on my standpoint was would be we would not charge admission. It would be a donation. And I as an as an event
organizer, I see nothing wrong with events that are simply donation. I've done those and sometimes they make more than I would have if I charged admission fees. >> So, um, let me just, um, tell you what
Northampton has. So, for business meetings, they charge for their community room, $50. Events with an admission fee sponsored by a civic group or individuals is 25. Um,
let's see. Private parties 40. Um, and well, those are afterhour events, which is what we would do anyway. And it sounds like their room is the same size, too. It holds 50 people. >> Can I ask a question? >> Yeah.
>> Oh, well, first of all, does anyone else have any other thought? I mean, Marian, I'm posing this in part just because, you know, it seems like a lot of work to manage, but you're the best judge of your workload and your staff's workload. And like, is this something that you have your heart on being able to offer
when the building's open? Do you know what I mean? Like your heart's set on on that cap capacious feeling. Do you know what I mean? Or is this something that might support you better if we if we just said not yet? What's your sense?
>> Um, I think there's a need and >> Okay, >> I would like to meet that need in a limited basis. And I think because
um because this is something that really couldn't happen while the library was open that it would be a limited capacity kind of thing. Um and um and so that's you know and this is um
this goes back this idea came from a conversation with another local library director, you know, many years ago when they were um trying to figure out how the
community could use their new library. and this was a need that came up in their community. So, >> okay. Well, if it's not helpful to you and is this, you know, what part of the community need that you've identified and want to meet, then I perish to
retract my former remarks. We just leave it as it is. >> And I think that um I think $100 is a reasonable rental fee. >> Yeah, I do too. Yeah.
>> So then the only only other thing we might do is consider I think the only other fee that we would need to set at this point would be this one if someone's teaching. Um is there like do you want that to be a flat fee? It'd be
simplest if it were. >> Yes. Um, and I guess so for that I wonder if so in some of the my thinking and the parts of this policy that I did was in response to questions that I've
gotten from the community. So um so someone from the community um approached me about doing you know what's kind of in my mind felt like um you know all day workshops and so I
wonder if there couldn't be like an hourly fee um you know because if somebody uses the room for two hours that might be $50 but if it's a whole day. How much is
it? So maybe there could be a an hourly fee. Um so you know or like a most people aren't going to use a room for just one hour. Um so it could be um
so Northampton charges 50 for businesses, Michelle. And do they have a time period? Um, it it doesn't say that, but it says for afterhour events, um, uh, three-hour minimum, including
required halfhour setup and cleanup, >> right? >> Yeah, >> it doesn't say for business. It doesn't say. It just says $50, >> but I think in Northampton there's a maximum amount of time you can borrow the room for. I think I remember that. >> Yeah. Well, they, you know, they were
talking about three-hour minimum because they, you know, >> Right. >> minimum is different than the maximum. Yeah, it doesn't it doesn't say. So, >> right. >> I think it's >> What about a um uh for up to two hours? Here's the fee and beyond that it's some
dollars an hour. >> I like >> Oh, it's $50 an hour actually for the three-hour minimum including required setup and and um >> Okay. So, it's $50 an hour. >> Yeah, it's a different category. It's under a different category than the business meetings and promotions. That's
just so >> So it's 150 for a minimum rental. >> Yes. Okay. >> Yeah. >> 50 an hour thereafter. >> Yes. Okay. Um so I think
I think we could charge less than that for a business. Um, and um, uh, maybe it could be maybe it could be um, oh, it's it's so hard to know, you
know, like how much are people going to charge people to come and take part of their business? Um, and but you know, if there's staff time involved, there's
heat and lighting involved, there's wear and tear on the building involved, there's um, so there's so, so, so does, does 25 an hour sound too low?
>> Let me ask you a question. How much do you think I mean on average if you're teaching a course like this, how much do you think people are likely to charge for the course itself? >> Well, so so that's the thing. So, I've noticed like in the mill district they
have offered um they've been offering some art classes and they and they charge like $50 um a person to go for a two-hour class. >> If they have two if they have 10 people,
that's $500, right? So, >> so if we charged $50, that's 10%. Uh well, if we charge $50 an hour, um that's and it was say two hours, that's $100.
Um so it's really it's really hard to know. So I don't want to be I don't want our fee structure to create a barrier for people who might
because like in Northampton if somebody's doing some so if somebody's teaching a class and they're charging $50 a person they might get 20 people >> right so in Shootsberry I don't think
people are going to get 20 people for a class. >> I'm scribbling a proposal. Just >> I don't get 20 people for free classes. >> Yeah. >> Right. So, and again, I want it to be and so maybe Okay. So, so what could it
be? 25 an hour and um and and then for for Shootsbury residents and then 35 an hour for people not from Shootsberry.
>> Yeah. >> Yeah. I think the one thing you want to do is um you want you do want like if you're going to make it you want a maximum actually some places have a a minimum which like how much is it worth
someone's time to go over and open the building. >> Right. >> Right. Because you don't want to just have to like do that all the time without it being worthwhile. Right. So you >> But I'm also going to give people keys to the building. >> Okay. >> But you still got to arrange that. like
someone you need to do that work. So, >> yes. Yeah. Yeah. So, that's probably why Northampton has a three-hour minimum because of for afterh hour things. >> Well, they probably have a janitor on site. >> Yeah. On site, >> yeah, >> right.
>> Um but I my question is like, you know, do you want to say and that's up to, you know, up to four hour total and then that includes cleanup. >> Yeah. Make that clear. Yes. I think
>> I like the phrase that was in something one of you read uh time including setup and cleanup. >> Yes. That's always a question. >> And including half hour answer. >> It said it says Northampton is including
required half hour setup and cleanup. I mean the specifics, you know, if I was doing a small little workshop, it might be 15 minutes on either side easily, >> right? >> Um I rent the Graange in Greenfield. Um
and run a dance. Well, we take a lot of time for setup and then clean up. 15 minutes and we're out of there. Just >> Yeah. >> But I think it's better to say half hour just to make sure it's really clean. Mhm. >> And they may not have anybody. They may be a solo person doing it themselves.
You know, they don't may not have a crew of people to help. >> So, are you saying that people should build in at least one hour half hour pre and half hour post for set up a cleanup? Is that what we're actually seeing? Because that's not what we're saying right now,
>> right? Yes. I I think so. Because there's nothing worse than walking in and the person is still sitting up, right? >> I think that's their responsibility, not ours. >> Yeah, I know. I know. But >> I
what you're doing by saying you have to rent pay for a half an hour ahead and a half an hour afterwards is you're eliminating the small events for which that would be more than they can manage.
which is okay. I mean, it's a choice. I think a half an hour on either side is fine for groups of 50. Um, for a group of 10, it seems like o overkill.
>> Yeah. >> But at $25 an hour, maybe that's fine, too. We're saying you're paying for $25 just for the setup and cleanup time. Okay, that seems reasonable. >> Yeah, I think so.
>> Okay. So, are we good kind of where this is? >> Um, yes. I mean, so it needs to be 25 an hour for residents. Oh. Oh, never mind. Okay. Well, so it says 25 hour and then it says four
and then there's some little thing in there that I can't quite see what it is. >> This >> Yeah. Okay. >> That's like a board. That's a formatting weirdness. >> Okay. Um so just 25 an hour and then Oh, four residents. There it is. Okay. I
just um Okay, that formatting form is Okay, now I see it. Um and then are we So are we putting I think it might be clearer to just say all users must pay
for one half hour pre and one half hour postevent for cleanup. >> Yes. >> Yes. >> That's just a deal, >> right? Yeah. And that's reasonable because then so say if there's an event from
10 to 12 Saturday morning, then they'd have to be there at 9:30 and then um and then the room wouldn't be available again really until 1:00. And so you'd have that time period um where you know
if if we were using this as a revenue generating thing, you'd want all of your time accounted for. That's not really our goal, but we should also um you know, we should also have
um keep that in mind. We you know, this should function like a business. So the other thing I' well before we leave this topic um Northampton has you can pay online using PayPal. They have something set up or or the check you
know so I mean we have to think about that part too. How are people paying? What's going to work for you? What works for you? >> Right. Right. And the library doesn't have um and then so then where does the money go to? And I think um I think
>> they have a library store. >> H >> they have a library store in Forbes. I don't know what that looks like. >> And so the Forbes is a private foundation. >> It's not a municipal library. >> Okay. >> So they can do things
>> that we can't. >> Okay. >> Um and so I think people have to pay cash or a check. Um and um which you know requires some planning ahead but that's
um but I think that that but I think we're a small town and um because even if you wanted to pay for something for the town of Shootsbury, you pay pretty hefty fees if you use a credit card.
>> Um >> Yeah. >> And and so and so people aren't going to want to do that. Yeah. >> Um, >> do you want cash? >> Sure. But I think most people aren't going to pay cash. I think >> So you want do you want checks or cash?
>> Yes. Yeah. >> As an accountant, I would say avoid cash all you can. >> Yeah, absolutely. >> Okay. So then payment is required by check. >> Okay. Okay. Okay. made out to the town of Shootsberry with
library in the subject line. This is our new AI system. It just writes for you. >> Hey, this is an A. I'm not all that sure at this time it's an I either but it's definitely not a
>> um so um and then this money would go into the library's revolving fund and then would be you know and and so I mean we so we used to have money go into the revolving fund when we collected fines
but then this would just be a you know probably a pretty small source of revenue that we could use for material materials and programming and other you know unmet expenses. So >> I I feel like the whole policy including
all these things we're talking about is reasonable as a statement of right now. And I don't I think it's great that we're aiming for something reasonable and we can always adjust it later.
Um I had two questions. Um, do you want to limit the length of time someone can use the space? What if someone said, "I want to use it from 9 to midnight or I want something that starts at 1000 p.m. and goes until there."
>> Um, so I think we that's I glad I'm I'm really glad you brought that up. So I think we should that all use of the library has to be done by 900 PM. You know, reasonable. There are two neighbors. >> Yeah. Um they're you know um so
>> so this needs to be put somewhere else because it's actually not fee >> right >> so do you mind if I that's like a meeting room >> yes >> okay let's just go up here right >> oh >> well that's set up and restoration
must be something further up maybe application requirements it could go there. >> Let's go further up. I think >> there's um eligibility and use. It's sort of a use question.
>> May not be used for any activity. Can we Oh, can we just put it as a bullet here and just say um meetings must you know all >> Well, this is only private social function. >> Yeah, we don't want to put it there. Yeah.
>> Okay. Thank you. Do we want to have any function? >> Right. But let's just um >> let's do for Yeah. Under eligibility and use >> like up here. >> Yeah. Up there >> where we have scheduling priority
and just say I think feel we have two questions. We have one the hours that events can happen within. >> Like all events must happen take place between what? >> 9:00 a.m. and
>> 9:00 a.m. and 9:00 p.m. >> Yeah, something like that. And then do we want below when we're do we want to limit like you can't you know you can't use the the room for more than four hours without special permission or
something like that I mean everything has to be approved but do we want to say you know we should expect four hours or something or less. You also said for events that they would be when the library is not open, I
think. Did is that right? >> Well, some events, >> okay, >> could it only be when the library is not open? Um >> I don't know, Marian, how do you feel about this as far as hours go? What do you think makes sense? >> I think that makes sense. I think, you
know, I think it's I think it's reasonable that things could happen between 9:00 a.m. and 9:00 p.m., but certainly not earlier than that and not >> No, I meant like the length of time. Do you want to limit it to four? I have suggested four hours. >> No, maybe like um
events that are longer than four hours need, you know, special permission in the application or something like that. But that like it can be on a case- by case basis >> or we just >> need to dissuade people from doing it. >> Yeah. I is the duration of the event
something that we're asking for I guess is the question. >> I think so. So what are your what's your feeling about that Marian? You had mentioned what if somebody wanted to use it for the whole day. >> Well somebody what if I mean the library once offered an all day workshop. know
what if somebody um but I guess that could come under um uh you know special um requests because we do have a special
request um thing but I I don't think that's going to be a common request to use it for more than you know a half a day. So, do we not do we need to not even address that? And then
>> that's the way I feel. I feel like that's overkill. >> Yeah. I'll let Maryanne decide. >> I did just put this in. >> Yeah. >> And because you didn't have anything about that without objection, Maryanne.
>> Yeah, that's good. >> Okay. >> Well, I agree with Brad. For what it's worth, it we've done a really good job doing our best to sort of estimate a policy that we should expect to revisit once we've like tried it and shake the
room out a little bit and stuff like that. >> Yeah. >> Um >> I had one other question. >> Yeah. >> I don't remember seeing anything about this. You do talk about things having to be approved and maybe there's something that talks about
preference being given to town events to >> library. It's there. Yeah, it's been there. >> So, I rent the Orange Town Hall twice a year. And one of the things in
running the Orange Town Hall is um if there's ever town meeting, we're out of there. >> Mhm. >> Um and that's a little hard to take as a a renter, but I understand the point. And um Oh, and I'm also renting I
reserve it a year in advance. Um, and in both cases, I think the library needs to be careful with that, not to take people like me who are used to running all sorts of things and grabbing
spaces and keeping space for things that you don't know of yet that might be higher priority. Uh, I don't know how to manage that, but I just throw that out as a concern. >> I have an answer to that. I think that it said something about that you can only book three months in advance. Yeah,
>> because Maryanne doesn't doesn't book all of her programs, you know, that far in advance. You don't want her to lose all her her space, her own space, >> right? >> Okay. So, that's covered. Thank you. >> Yeah, it is. >> And just also noting that it's right up there in the purpose and priorities that
library programs get have priority. >> So, just so Brad, just because you asked about that, do you see 2.1 up here? >> Okay. Okay. Wow. Um,
anything else on this? Do we feel like we're ready to pass this? >> Just scroll down to the bottom one more time so we can make sure we got everything down there. I think >> Yeah. So, we did take care of the fee based >> um things.
>> Let's look at the fee again. There was a a question I didn't get around to asking. >> Sorry about that. fees. >> We didn't set a refundable deposit. >> Oh, yeah. You're right. We didn't. What's a reasonable like how much does
it cost to have a custodian come clean if somebody leaves it a mess? >> I think the sack refundable deposit is $100. >> So, we did for um for the private social function. >> What did you just ask, Kate? Could you say that again?
>> For the private social function, we have up like a $100 for the deposit cleaning flee fee. See that? >> Oh, yeah. >> Right here. >> I think we should use that same one under local business. >> Yes, that makes sense.
>> And for the private social function, is that $100 an hour? Um, >> it's just a $100 fee. >> A flat fee for cleaning. >> It's a flat cleaning fee. >> Yeah. No, no, no, no. For the rental fee, >> um, up to Oh, I would say up to up to
three hours. >> $100 to cover up to three hours. >> Yeah. Which includes a half hour of setup. And we should put this in there, which includes a half hour of setup and a half hour of cleanup. Yeah. >> So, comparing that to the non-resident
fee if they use it for >> It's three hours. Same thing. That's right. >> I don't think that's right. I think if we're going to charge a higher fee, it should also be by the hour. We should use the same measuring stick or we
should say a similar thing up above. Um, you know, X dollars for up to the first three hours. I would rather be something an hour all the time or have
it say for the first x hours all the time. I don't like the inconsistency on that. >> So >> what really rate would you want on the expectation that they're going to rent at least >> two hours because there's an hour of setup cleanup.
>> So $35 an hour with a minimum of three hours. Is that what you're saying? Sure like that. And then you'd like to say the same thing for non-residents above. >> I'm just I'm not writing this because we've agreed. I'm writing it because it's easier to see a proposal in
writing. >> Yeah. >> Is is that your proposal, Brad? >> Yeah. And does anyone object to that being the same? It's like this, but it's 25 and 35 for above. I don't think I
don't think we have the three-hour minimum above is the difference, Brad. >> That's okay. Um, but you're saying there's at least an hour that you're paying for that is not your event. So,
>> and I thought we were saying a threehour maximum. not including cleaning. >> I don't think we said a maximum. I think that's what we decided not to do. >> Yeah, we didn't say max. >> Oh, for the we said I thought we just talked about it for the private social functions though.
>> I missed that. I'm sorry. If we did >> or maybe I miss her minimum of three hours. >> Oh, okay. It does. >> I thought Maryanne had said she would deal with that. Okay. >> The the
>> What did you say, Marian? >> Um I don't remember saying anything. >> Uh the three hour the minimum three hours came from I think Northampton. I threw that out, you know. >> Well, I kept it because that gets you to
about $100 an hour for a private social function. So, it seems good enough. >> Yeah. And you know, I think it's fine. I mean, the one thing that I would say is that if you are only doing if you're doing if you're in there all the time as
a as a as a local person and you're going to teach five people how to play the guitar, it's going to take you, you know, a maximum of half an hour to set up and tear down. And it's kind of prohibitive to have to do.
I don't I don't want to nitpick this thing to death either, but it feels like a lot for an hour to have to have a full hour >> of >> Sorry. >> Yeah. See, I wasn't even thinking of something like a guitar. I was thinking of there's actually some mess to clean
up. I don't know. >> Right. >> Yeah. I don't know what it's hard to know what the Forbes thinking was. That's where that came from. >> I can I can go either way on it. And we can also change it. >> Well, yeah. Why don't we leave it as it is and see how people react? And if people are like, "It's not even going to
take me that." Marian, do you mind if I just slip you 10 bucks and you're fine with it? Then like, okay. Like, do you know what I mean? >> Right. Right. >> Not like these people aren't going to know you. >> Right. >> That's true. Right.
>> Does that feel good enough? It could be something like um uh um uh some users may be required
to um to pay um for a halfhour setup and cleanup time. And so if it is somebody coming in
when the library is open to teach guitar to four teenagers, um, you know, that really seems like you come in, you put out four chairs, you take out your guitar, that could all take five minutes. >> Yeah.
>> And much clean up. Um >> rather than you may how about saying um for small events the setup cleaning time may be waved at the approval with the
approval of the librarian. >> That's better. >> It's better to default to wave it rather than default to not have it. >> And the reason Forbes had this actually was because it's an after hours event. The reason the Forbes has it, right?
>> Yeah. Yeah. I just looked back at it and that's why Yeah, >> we're running out of time. I don't think we're going to get to anything else unless you want to talk to us about the EV thing or just >> Yeah, I think we really need to. >> So, so listen, there's no rush to get this approved. I think we could sit with
it, read it over, and approve it at next month's meeting. Okay? We're not going to be opening the library in November. Um, and and and I would suggest that we don't allow the public to use the meeting room in the first month that we're open.
>> Um, second. >> Okay. Um, thank you. Okay. So, so the EV thing is, is that okay with you, Kate, to pivot to that? Yeah, this is good. Can before we do, can I just make sure there was one other thing that we had on
the Oh, I Yeah, I saw that we have a draft art policy which I think is an inclusion statement. I think we should punt that and but and we should come back to it at another policy setting agenda. But right now, what it does not
say, I just want to flag it doesn't say who's making the decision, >> right? and and that was that's so that's not that's just an inclus inclusivity statement and and it's yeah so that and I just wanted to see if that direction
was one that the trustees agreed with before I >> okay >> so but we can we can definitely talk about that again next >> we'll punt that too I just I think you I think when we do set that policy we definitely want to name who's responsible for making the decision >> yes for sure
>> all right So okay, >> EV so the energy committee um so so first of all the library building committee investigated um EV charging stations and so there we
do have conduit going to a to two regular parking spaces and then to the the accessible parking spaces. Um and the the conduit was required by
code. Um we investigated a couple of grant opportunities for EV charging stations and they required that the spaces be reserved for EV charging for
for electric vehicles only. And we have very limited parking at the library because we have, you know, because we built it on a a somewhat challenging site and because we were limited by
budget. So So we decided that we couldn't have spaces that were limited to EV vehicles only. um when you only have 12 parking spaces and four of them are now um
>> right >> restricted um and and your two accessible spaces are restricted. It it didn't make sense and and you had to agree to put up signage and that the building administrator would police it
basically. So, so the energy committee has been talking to a company that will put in EV charging stations for charging stations for the town and people will pay to use them and
had the library put them in, people would have paid to use them, too. Um, and the town is investigating the best place to put them. And some people think if we're going to have EV charging stations, it makes sense to have them at
a building where there's something for people to do at the building. So, I don't have an electric vehicle, but I but I think or I've heard that most people who have an electric vehicle charge their vehicle at home. So people
who live in Shootsbury that have electric vehicles, it is it fair to assume that they would have the op the f the cap capacity to charge those vehicles at home and um and do we as a town have a responsibility
for providing the capacity for electric vehicles? That's another question. Um but so anyway, one place that people have that the town is is considering putting electric vehicle charging is at
the library. And I've made it clear that the library building committee's position is that we have limited parking and the and the MBLC's position. The MBLC is building a library that the parking is for library users, right? So,
so, so I've made it clear that that's the library building committee's position and that we're not opposed to electric vehicle charging stations, but we have limited parking and so we can't restrict
parking spaces to EV charging only. So, but I just thought since we have this meeting coming up on Thursday that it would be good for for you all to have a conversation about it and give me your guidance. Well, can I ask a question of the body?
How many of us have EVs >> apart from me? Anybody? >> No. >> Okay. Um, well, unsurprisingly, perhaps I have opinions. Um, may I share them? >> Yes. Um,
I think that you're right that given the zoning requirements in Sheetsberry, most people can trickle charge their own EVs at home. You don't get one if you if you can't do that because if you can't, they're not usable by you. Okay. Um, the
one time that I think people in town would benefit from who own EVs from a rapid charger is when you have long trips back to back and you don't have time on a slow charger to to to recharge
your battery. Okay? Because getting a level two charger in your house is expensive. Okay? So, that's the that's kind of the exception. Um, so in my mind that's um I would want the energy
committee to demonstrate that there's enough townbased need for that contingency to you make it worthwhile to burn one or two whole spaces in the library parking lot assuming that that's what's required.
Um and then I would ask is there any flexibility such that you wouldn't require like EV parking only except for hours when the library was closed. In other words, anybody could use the space while the library was open. It's
EV charging when the library is closed and that gives you the ability to go up and you know grab some electrons in a hurry if that's what you need. So the library is providing that service. Um, but the downside obviously is then you have people and you don't have any control over whom is using your parking
lot when the library is not open. So all in all when I think this through even as an EV owner and you know proponent of EVs I don't think it's a great idea. I don't think the library has enough capacity to be a good spot for this. It
bums me out. I wish that I didn't have to say that but but but it is in fact what I think. I agree with that. >> I feel like um I I like to think of the the question
as where if the town wants to have EV public EV charging, where is the best place for it? And for me in my roles with the library, I feel like the library is not because the library is
for library. The library parking lot is for the library and it's too small. I I think that's that's our starting point. We we had limited space we could do things with and we're doing an amazing job with the space we have and that means there's just not a lot of parking.
And if the town feels so strongly that it wants to have some parking, we'll put it in the um highway department up >> or the town hall. >> Or the town hall. Yeah, >> my sister has an EV and she goes looking
for Chargers, but where are they? They're in massive parking lots. They're in the biggest parking lot, you know? They're because that's the place these businesses can afford to give up spaces, >> right? >> And I don't think that's us. I don't
think that's the library, >> right? >> I agree. and and like so so then so these EV charging stations for people from who don't live in Shootsberry would be people traveling through Shootsberry on route right and
and is Shootsberry the most likely place >> no >> that people are going to stop and you know like right now no maybe later maybe later we're all going to have electric vehicles um and but you know But it's
and the company that they're investigating the grants from. So they they've assured me that they wouldn't require that the spaces be EV only because I've made it very clear that we can't do that. When you have 12 parking spaces, you can't do that. Um and um but
uh but they've so but but they're really of limited utility to EV users if they're not dedicated. I gotta tell you, like what's the point? Unless someone's using it and plugged in, you're not going to know whether you can use the space or not.
>> Right. >> Right. The way the whole charging infrastructure works is that you can look on an app and see if someone's plugged in there or not. If they're not plugged in, how are you going to know whether it's available? >> Right. Right. because somebody could arrive and not have access to it and
then >> then they're going to >> come into the library and >> and and you know it could be me and I could deal with it and maybe it would be a challenging interaction but it would
just be me and but it could be a challenging interaction for a person who works 16 hours works six hours a week, right? And um and so I think if so I and
I think there are other places where it could go and the and the the company that puts these in would put in the infrastructure. So there's no cost to the town to put in the infrastructure for an EV charging station at town hall
or at the current library. Um and and it um and since you know since we probably don't know what the future use is of the current library that might not makes the most sense but I think town hall could make sense and I think I think it could
present a potential burden to the library. >> So right now I have a a gas car. What do I do when I run out of gas? Do I go somewhere in Shootsbury to fill up
New Salem, Leverett, Pelum? Um, no. You know, I go to town. And I think the same would be true with with EVs. Kate, are there EV charging stations in the big box stores in Hadley or some of those big gas stations? I would think some of those would have places. Yeah, I mean
there there's there are there is some EV uh char charging infrastructure in the um yeah in like the the stop and shop plaza um is one those kind of places >> yeah no there's hardly any but but that's a separate question um to my mind
the only question that I have actually is is not about a rapid DC charger at all but whether and this is again longer term whether given that this is the way people are going whether we might want to keep our
um our minds open about um level two chargers at the library at some point. Okay. I don't think that DC fast chargers there make sense and I don't see them making sense for a while to be honest. But I think that everybody ought
to be able to charge their car at work. I think just like you ought to be able to wash your hands and you ought to be able to use the bathroom, you ought to be able to charge your car at work. that's the infrastructure we should be providing employees. So, but this is down the road. Anyway, I would I agree with you. I I don't hear Can I just
pause the convo um since it is kind of late and just see does anyone object to the trustes consideration that dearly is we would love to be able to offer even non-dedicated space. We don't think it makes the best sense for the
limited space that we have for the new library. >> Yeah. Any objection? >> No. >> No. >> Hearing none, I think that's our support for you position. Marian, >> thank you. And and it's it's not the position I want to have, but it right,
but we just we're sort of it's we have again we have limited resources. So, >> um Okay, good. >> Okay. >> All right. So, we do need to set a time. I I'm cognizant that Mel's not here, but
can we set a time for our next meeting calendar out here? >> So, normally would we be on the 3? >> Yep. So, the 17th. >> Yeah. Um,
okay. I'm not going to be here. I'm going to need to miss our November meeting. >> I'll be coming back from being away for the weekend. So, um I mean I'll be here by then, but you know, we're coming from Lake Placid, so I might be tired. Maybe
we could look at a different date. >> Um is that possible? The 24th. >> The 24th for people. If we push the policies, >> yeah, it's the same week as Thanksgiving, but
>> that's fine with me. >> That works for me. >> Okay. >> Does it work for anybody else? Yeah, I will be in Brazil for two weeks for the conference of the parties for the international climate negotiations
and I think I'm probably will get back on the 23rd and we'll probably not be particularly useful at a meeting on the 24th. So, um I'll plan not to be there just so everybody hears that. >> Given that we don't know Mel's schedule
and that it's Thanksgiving week, we probably do want a quorum check. >> Yeah. Okay. >> Okay. Okay. >> All right. >> In November, it's likely that we'll talk about the budget. I haven't gotten a budget
meeting date from the finance committee yet. Um, did you were you all invited to that? So the finance committee and the select board had a meeting last week and I thought it was just for department heads and then when I got there there were a lot of
committees head people there did >> you know unless it went to our email which I never I never think >> I do check that regularly if something comes in there I forward it >> so all right so I'll make sure that town
hall knows to include the trustees um I didn't I didn't know committees were going to be there until I got there. Um so, um but anyway, it was just a meeting about challenging budget times, but I I didn't
leave feeling like our budget was in jeopardy. Um because our our budget is such a small portion of the town's operating budget. Um but um and then we always have to approve the action plan
before December 1st. Um, so I'll have that for the November meeting and then Brad, I'll talk to you once I get a date from finance committee. Um, I'll get in touch with you. I have to put working on the budget on my list of things to do.
So, okay. It gets on my list, it gets done. >> So, >> Okay. Okay. >> Yes. Okay. Okay. Is it just noting that we've had to skip for duration um any building committee updates, any turkey
draw updates, any opening updates? So, we're not updated, but we assume that if there were anything trustees needed to pay immediate attention to, we would have been updated. >> Just here's one very quick thing. So, we're not quite ready yet, but at some
point we will need to close the current library and then be closed for two to four weeks. And so, I just thought that was something the trustees should be aware of. So, we'll, you know, we'll need to be closed for two to four weeks.
Most, you know, the MBLC and the OPM say four to six weeks. Um, so but anyway, so you know it will take us some time to move everything and get set up and we and I don't know yet when that will
happen but but I'll know and when I know I will if we're if it's not near a meeting time I'll email you. Okay. >> Okay. Okie dokie. >> Sounds good. >> And and one last thing because our next meeting will be after the turkey trot. If you haven't signed up to participate
or volunteer, now is the time. Um, and I'll see you there. >> Thank you. >> All right. Thanks so much everybody. We're >> charged. >> Thanks everybody. Lots of good work tonight. >> Yeah, definitely. Good night. >> Okay. Good night.
Oh,