9/21/2010 BOARD OF LIBRARY TRUSTEES Minutes

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---- -� -Communications- Helene informed the Trustees that she received a request from the Special Events Committee asking the Library be shut down October 9hduring Oktoberfest since the street will be closed. David asked whether staff would suffer pay loss. Helene said staff would have opt-ions...they can make up the time;take as vacation time; or take non-paid if that"s what they choose. Motion: John Kowalski motioned that we close the Library on October 9 due to the request from Special Events Committee that we do so;Patricia Gamache seconded the motion, Roll Call vote: All voted "yes". Motion passed by unanimous vote. New Busing Lon -Ran a Plan...Helene noted that'a lot of the goals in the 2005-2008 Plan were already accomplished. She said the part on staffing is in the works now. Under N LC rules,you must have a Long-Range Plan on file if you want to apply for any grant. Helene said while we obtained a grant to build the new library,you never know what might become available in the future. Just brainstorming ideas...Maybe a small group could work on the"nuts and bolts' and then have draft reviewed by the Board of Library Trustces. Also,maybe having a Foundation created might be a goal. Jane l; lan suggested that perhaps the Trustees could review the 2005-2008 Plan and then discuss at next Trustee meeting. Jack Kowalski suggested Trustees delay working on the updated Long-Range-Plan until after Library dedication and other things are done. The consensus of the Trustees was to review the 2005-2008 Plan for discussion at the October Trustee meeting and act on the Plan at the November Trustee meeting. (old Business Meeting loom Poli Highlights fights of the comments/issues raised during the discussion of a Meeting Room Policy included the following: Pat Gamache asked would we be asking for clean-up fees. Helene said so far night users have left roam as they found it...no problems. a Helene said oven though no fees are being charged yet one homeowners association group using the Events Room made a"donation"on their own. Nancy Soderberg voiced concern of lock-up if no one is here. Helene said Library is automatically locked when they leave so nobody gets a key. Helene said we could stipulate that person booking should be responsible that doors are locked. Helene pointed out that when we met:at the Senior Center we had responsibility to lack when we left. Library is a community building; and we are making it available to the public. • David pointed out that the Events Room is not for commercial use. He suggested the Board of Library Trustees .0 should reserve the right to fix fees, if any. We are not in"special events"business. If there is something over time that is out of the ordinary,then Trustees can make a judgment call. 0 Money received would go into the Library donation fund. 0 Nancy Soderberg suggested that when passed,the meeting room use policy should be reviewed annually. David Burton suggested that meeting be tracked and information provided to the Town. Motion: John Kowalski motioned to accept the proposed drafted meeting groom use policy as amended; Nancy Soderberg seconded this motion. Roll Call vote: All voted"yes'. Motion passed by unanimous vote,