02/08/2022 BOARD OF LIBRARY TRUSTEES Minutes

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Director indicated that possible limitations would depend on the external conditions on the proposed reopening date,and could be established at that time if needed. The use of managing the meeting rooms was discussed in a more general sense in light of the huge demand for what is a limited resource. Library programs and services are assigned top priority in terms of use of the meeting rooms, and days and times should be reserved for those purposes first,prior to opening up additional blocks of time for use by outside groups. A new registration system needs to be established and board members indicated that policies regarding the use of the rooms need to be enforced more consistently and firmly to allow staff to manage the workload associated with providing the meeting space to many groups with differing needs and expectations of service. The Library Director was instructed to map out the specifics and consult with the Town's legal counsel if necessary on questions such as whether or not meeting room use could be limited to groups of Mashpee residents to help manage the demand, establishing fee structures. Specifics include number of meetings per group per month, how far in advance can a room be booked-43 months), arrival times,use of technology, responsibility for setting up chairs and tables, cleaning UP. MOTION: Motion was made by Mary LeClair that pending the continued improvement of conditions related to COVID-19, the board will vote at the March 8, 2022 meeting to reopen the meeting rooms (with whatever precautions might be deemed necessary dependent on Board of Health guidance)and begin accepting reservations from outside groups in keeping with established guidelines for an April 1, 2022 target date. Sandi Lahart seconded the motion. VOTE: Yes-6 Roll Call Vote: Amanda Hall, yes Sandi Lahart,yes Mary LeClair, yes Joan Lyons, yes Ann Macdonald, yes Ruth Nickerson,yes Friends LiaisonRe port The distribution from the bequest from Janet G. Gow is in a special account held by the Town of Mashpee. It can be moved to the Friends of the Library's endowment account pending a vote by the Board of the Trustees. In preparation for that decision, Ann Macdonald shared the Friends Investment Policy with the board members and explained how the fund originated, the asset classes, and how it is managed by professionals at Santander Bank. After discussion and review