Franklin trustees debate meeting-room payment rules; decide to finalize wording next month

Trustees of the Franklin Public Library discussed changes to the library’s meeting-room policy on Aug. 25 and agreed to return with revised wording at the board’s September meeting. The trustees focused on when rental fees must be paid, how to treat no-shows and cancellations, and how to verify nonprofit rates. The board discussed adding a requirement that “payment will be made 7 calendar days prior to the event,” while leaving shorter cancellation-window language in place for operational setup and refunds. Library Director Jennifer (last name not specified) described the current booking process: “We go on to the FPL website and meeting rooms… you have to create an account,” and she explained that bookings generate an invoice that can be paid by credit card online, check or cash. Board members said the policy should specify timing for payment so staff can rebook rooms when groups do not pay. Treasurer Alan Alexandrovich and other trustees raised practical questions about when payments are due and whether a 24-hour or 72-hour cancellation window better supports rebooking. Trustees agreed 24 hours was sufficient for staff to cancel setup, but also proposed that paid reservations be required seven calendar days before an event so staff aren’t left holding unpaid reservations. The board also added language to require proof of 501(c)(3) status for nonprofit rental rates. No final policy vote was held. Annie (board member) moved to table the policy change until the next meeting so staff can revise the text; Mike Karlovitz seconded the motion and the motion carried. The board directed staff to draft a clear payment-deadline sentence to add to page 19 of the meeting-room policy and to bring the revised policy back for action in September. The revised policy will specify acceptable payment methods (cash, check or debit/credit via the library’s online portal) and will clarify that unpaid balances prevent future reservations until settled. The board also discussed but did not change fee levels or the library’s practice of charging different rates for nonprofits and for-profit users. Trustees asked staff to track any future no-pay incidents and bring data to the board if patterns emerge. Next steps: staff will update the meeting-room policy text to state payment is due seven calendar days before the event, preserve the 24-hour refund/cancellation language for operational purposes, and present the redline for a vote at the September meeting.