Northborough library subcommittee updates multiple policies on computer use, hotspots, children’s programs and meeting rooms

At the administrative subcommittee meeting called to order at 7:02 p.m., the Town of Northborough’s library director, Jen Bruno, walked trustees through a package of policy updates intended to align written rules with new software and operational practice.

Bruno said the library recently installed Cloud 9 reservation software and adjusted policy language to match how the system enforces access. "The computer software will not allow cardholders over the 18 age of 18 to log in to the teen computers," she said, noting staff can issue guest passes when a grade‑12 student needs to use a teen machine. Bruno also described a reduced idle timeout: "computer that is idle for 5 minutes will restart automatically," down from the previous 15‑minute setting, and confirmed computers automatically shut down 15 minutes before closing.

Trustees discussed a set of changes to hotspot lending. Bruno said the policy now includes a legal disclaimer about prohibited online activity, a prohibition on altering hotspot configuration and clearer penalties for serial misuse. She described staff concern about repeat late returns and noted language drawn from neighboring libraries; the draft sets a 60‑day revocation window for repeated offenses while reserving permanent revocation for illegal activity. "We reserve the right to prosecute," she said, when discussing egregious or unlawful misuse.

On children’s programming, Bruno outlined a drop‑off guidance for grades 3–5 book/movie clubs that can run two to three hours: at least two adults (staff plus a volunteer or two staff members) must be present, caregivers should remain nearby and children must be supervised until the program ends. Trustees raised a point about inconsistent use of age versus grade in the document but did not press for immediate rewording.

Bruno also explained updates to the library program policy aimed at curbing costly no‑shows for registration‑required events. She said staff will keep programs that do not require registration open to walk‑ins while enforcing wait‑lists and reasonable penalties for repeated no‑shows. "A no show is, you know, we sent you 3, 4 reminders … You didn't come," Bruno said in explaining why staff need clarity to manage supplies and space.

The draft public meeting room policy consolidates rules for the conference room, meeting room and children's program room, clarifies what audio‑visual equipment is available in each space, and adds a section on occasional town‑department exceptions (for example, first‑responder trainings that require booking beyond the public scheduling window). Trustees suggested tightening the language so town departments are not perceived to be exempt from general facility rules.

On exhibits, the committee considered a rewritten policy that removes a signature requirement, requires wall displays use existing hooks, permits modest price labeling (8.5x11), and replaces a broad "unsuitable" removal clause with "final authority for curatorial decisions, including appropriateness of subject matter for the public space." Bruno said the policy keeps in mind that story time and mixed uses occur in some display areas.

Bruno told the subcommittee she and staff are working on revisions to the volunteer and bulletin‑board policies and estimated the committee would reconvene in March to consider those drafts. With no further business, the chair adjourned the meeting at 8:03 p.m.

Next steps: staff will circulate updated draft language (including March meeting scheduling) and prepare final versions for the full trustees' consideration.