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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.