04/12/2022 BOARD OF LIBRARY TRUSTEES Minutes

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have been identified and asked to provide demonstrations and online webinars for a committee to evaluate functionality and pricing models. Meeting Room Policy is still a work in progress as talks with various groups are underway. The policy has been reviewed by Town Counsel in the past, and covers the parameters of use. The issues that emerge are generally in regard to the understanding or interpretation of the written policy. A one page document of bullet point items to clarify frequently asked questions might be the best option moving forward. One example discussed is the policy requirement that all meetings be free and open to the public. It is clear and understood that this provision means groups can't charge participants a fee for admission at the door, or require them to buy a ticket to attend a program/meeting held in a Library meeting room. This provision also means that clubs, or private organizations that charge membership fees or dues to join, and wish to hold events at the Library exclusively for their members only, are also in violation of the provision of the policy. These events/programs are not free and open to the public, when only dues paying members of the group are allowed to participate. These groups and activities do not meet provisions of the policy and are not inclusive of the entire community. The Library Director has been talking to different groups and attempting to find ways to work with them to make their events or activities accessible to the general public, including offering to co-sponsor programs and cover costs when a program is of greater interest to the community and the Library feels it would be beneficial to offer it to wider audience. Mashpee Garden Club programs are one example of a newly established successful partnership. Other groups have not been able, or willing to open their events/programs to non-dues paying members of the public, and have been identifying new meeting locations. The Library has been actively booking its own in-person programs and the meeting rooms are being used by town departments as well. Interviews for various staff positions are on-going. The Library Director is working closely with the Human Resources department and Town Manager's office to secure adequate staffing to allow the Library to expand its open hours. The Library Director provided building and grounds updates, which included a review of the condition of the Children's and Teen Rooms. After twelve years of heavy use, the carpeting needs to be replaced throughout the Children's Room, as well as various furniture items. The Program Room can be cleared of a certain amount of items to make the space usable during the course of the day, rather than a closed room. Elder Services has expressed an interest in setting up a tutoring program at the Library, which would benefit from the use of the Program Room. The Teen Room is in better overall condition than the Children's Room. The addition of glass doors across the open entryway would enhance the opportunities for use. Replacing the smaller tables with one larger table or tables that can be used together would allow the room to be used as an additional meeting space for small groups if doors can be added to contain the noise. In the main lobby area, the staff work desk—Public Service Desk should be replaced with a more staff friendly desk with comfortable seating options. The current desk is a standing only desk, and has proven to be a