Fitzwilliam Town Library Board of Trustees

Minutes for February 3, 2025 Meeting

Members present: Chair Robin Marra, Richard Marshall, Carole Beckwith, Nan Fey-Yensan, Beth Lorenz, Alternates Amanda Blicharz and Pam Troccia, and Director Cindi Beede   

1. Call to Order – 5:30 pm 

2. Approval of minutes of the January 6, 2025 meeting – Motion to approve, Carole/Seconded Richard; unanimous approval by all present

3. Approval of the manifest – Approved by all present

4. Chair’s Report

1. Zoom meeting with Annmarie Deitrich, NBT Wealth Management who presented a summary of our account profile, our portfolio holdings and our account performance summary; in sum, we are meeting our goals through our diversified portfolio with competitive returns on our investments. She will visit with the Trustees in person in August.

5. Library Director’s Report
   1. January circulation was 1670, down by about 10% compared to this time last year; 8 adult programs and 15 children’s programs were held with a total attendance of 295; space was provided for 8 meetings with 52 attendees, and patron attendance in the building for the month was 799.
   2. Budget: The scheduled presentation is February 5, 2025 at 7:00 pm.
   3. Macomber Computer Services has slightly increased their fees for technology maintenance.
   4. The budget audit is to take place on February 11 and 13^th.
   5. Our appropriation check from the town was delayed this month.
   6. Cindi has completed two of three ALA webinars on Librarian Leadership/Directorship.
   7. Kate continues to work 2 days per week.
   8. The posting of the Assistant Director position will occur soon.
   9. Locke Collection: plans to move some of the pieces over to the Library from the Town Hall were discussed as were plans to frame the map.
   10. Building concerns/projects discussed include painting of the upstairs, rectifying elevator display issues, and the replacement of emergency lights in the meeting room.
   11. Friends update: we have received a large, anonymous cash gift; a discussion ensued relative to expressing our appreciation and utilization of the funds.

6. Old Business
   1. Review of Meeting Rooms and Library Grounds Policy; Motion to approve, Richard/Seconded Beth; unanimous approval by all present
   2. Open House Update – on track to host a lovely event on February 8 to thank Kate and celebrate Cindi’s appointment
   3. Long-range plan – the Trustees decided to postpone deeper discussion of the LRP until April 2025.

7. New Business
   1. A discussion about how decisions are made and who has the authority to make them regarding the closing of the Library in the event of inclement weather or other conditions ensued and will be revisited once we gather more information on published policies.
   2. Relative to this, there is some confusion about whether Library employees who are scheduled to work on a day when the Library closes due to unforeseen circumstances or when there is a holiday are entitled to pay. Existing policies will be sought out and reviewed.  In the meantime, a motion was made by the Trustees to pay part-time employees who’s scheduled work day falls on a holiday (when the Library is closed). Motion to approve, Richard/Seconded Beth; unanimous approval by all present.

7. Ongoing Business (e.g., Friends of the Library; Buildings & Grounds) and/or announcements
   1. The Friends received a very large cash gift in the past month (see Director’s report)
   2. Building and grounds – see Director’s report

8. Date/time for next meeting will be March 3, 2025 @ 5:30 pm 

9. Adjournment at 7:00 pm; Beth moved to adjourn/Carole seconded; Unanimously approved.

Respectfully submitted:

Nan Fey-Yensan, Secretary

February 25, 2025