HomeMy WebLinkAbout2012.02.01 BLT-ECCary Memorial Library
Board of Library Trustees
Executive Committee
February 1, 2012
Attendees: Norm Cohen, Deb Mauger, Helen Cohen, Howard Jaffe and Mary Ann
Stewart, Trustees; Koren Stembridge, Library Director and Kathy Quinlan, Assistant
Library Director
Call to Order: Norm Cohen called the meeting to order at 5:00 PM
Old Business: Meeting Room Policy
Kathy presented the revised Meeting Room Policy. Kathy and Koren met with Town
Counsel, Bill Lahey to review the proposed final draft. Based on his general guidelines:
o we can acknowledge special relationships with certain groups
o should not moderate group content
o there is no significant liability for the library in hosting a meeting
o it is not wise to evaluate groups on a program by program basis
o our policy should contain a disclaimer
o urge groups not to use Cary Memorial Library as their address
Kathy noted that on page one of the Meeting Room Policy the Town Counsel
recommended including a non - discrimination clause and language about use by political
groups.
Kathy referred to a proposed language change for discussion on page four of the Meeting
Room Policy. "Groups using library meeting rooms shall not: Charge fees for program
or course registration, admission, or refreshments /supplies (Classes offered through the
Lexington Recreation Department and Lexington Community Education are exempt from
this requirement ". Trustees discussed proposed changes to the Meeting Room Policy.
Deb Mauger stated that we need to develop a rule that we can defend. She added that
fairness can be uncomfortable in practical applications. After a discussion, Trustees
requested that the Administration ask Bill Laheys' advice how to distinguish among
groups that have membership fees and those that charge program fees.
Norman asked if there is any objection to any of the proposed language changes.
Helen suggested (on page one) that we move the paragraph detailing the "priorities for
using the meeting rooms" to the top of the policy right after "free and open to all" She
suggested that the capacity of the Large Meeting Room be clearer.
Mary Ann asked if the room capacity is guided by the Fire Chief. Kathy reported that
we have been advised by the Fire Chief that it is situational. Koren added that we are
under capacity in most programs.
Secretary's Minutes: Howard Jaffe made a motion to accept the minutes of the
December 7, 2011 Executive Committee Board Meeting. Mary Ann Stewart seconded the
motion. The motion passed.
Financial Update: Presentation postponed until next Executive Board Meeting.
New Business: Koren reported that she has been meeting with a small group of library
directors regarding the Minuteman Library Network policy related to eBook content. She
will be drafting a Collection Development Policy for the March Executive Committee
Meeting.
Mary Ann Stewart made a motion to adjourn the meeting. Howard Jaffe seconded the
motion. The motion passed unanimously.