The meeting room policy discussion was a focus. The board emphasized that reservations can be made up to two months in advance, with a limit of four reservations per applicant or group per year. No recurring meetings are permitted, and all events must be free and open to the public, with no fundraising, promotions, or sales of services allowed unless explicitly approved by the library director. The rooms are not available for private parties, commercial purposes, or political campaigning. Applications must be submitted in writing at least two weeks prior to the desired date by an East Longmeadow resident aged 18 or older, who must be present and responsible for the meeting.

The policy grants the library director the authority to require police presence for public safety if necessary. It also includes stipulations that a library staff member will check the room before and after use, and that the room must be accessible to staff at all times. Activities involving minors require a supervision ratio of one adult per 15 minors. Applicants are responsible for setting up, cleaning, and reporting any damage to avoid liability. The library disclaims responsibility for any unattended items left in the rooms.

The board also revised the meeting room application form to clarify requirements, including the necessity for 501(c)(3) documentation for charitable organizations, which is now optional unless requested. The updated release of claims form now focuses on individual responsibility rather than group liability.

A major topic of discussion was the library’s social media policy, particularly concerning user privacy and content use. It was highlighted that users should have no expectation of privacy on the library’s social media platforms, and that any content posted can be used by the library without compensation or liability. This clause raised some debate, with concerns about the wording potentially implying active use of personal data. There was a proposal to clarify that the library does not collect or store personal data but uses it strictly for communication purposes.

The role of artificial intelligence (AI) in content creation was also discussed. The board agreed that all social media content, whether generated by AI or humans, should be reviewed by a person before posting. This discussion extended to the potential inclusion of links to important documents like the American Library Association’s Bill of Rights in the policy or as an appendix.

Further, the board examined the structure of the social media policy, suggesting a sequence that begins with a statement on privacy, followed by user responsibilities, and concluding with how the library may use posted content. The policy was also revised to include the library’s right to disable comments and remove inappropriate material, emphasizing transparency and adherence to the policy.

The meeting included a report from Library Director Katie McGo. She highlighted the success of the summer reading program, which saw over 1,300 participants logging nearly 2 million minutes of reading. The children’s department notched 301 reference transactions, prompting the adaptation of the activity room to include toys, games, and crafts. The teen department conducted several programs and surveyed teens to better align future activities with their interests.

Adult programming was robust, with 13 programs attracting 118 participants and 21 reference transactions. Notable events included a program by Matt York, funded by a Massachusetts Cultural Council grant. The library circulated 10,658 items in August, a slight decrease from July but an increase from the previous August.

The library’s tech services added 673 items to the collection and updated the website to include a “Suggest a Purchase” feature for patrons. Maintenance efforts included waxing the floors in the lobby and children’s area. Early voting was conducted in August, with plans for future early voting in November.

The Friends of the East Longmeadow Library report noted their return from a summer hiatus, welcoming new board members. They discussed initiatives like updating the library’s website for ADA compliance and collaborations with the recreation department for teen programs. Fundraising efforts included planning for gift basket calendars and seeking volunteers for activities in October.