Fitzwilliam Town Library Board of Trustees
Minutes for February 5, 2024
Trustees Present: Robin Marra (via Zoom), Beth Lorenz, Richard Marshall, Nan Fey-Yensan, Brian Doerpholz (alternate), Library Director Kate Thomas, Library Assistant Director Cindi Beede (a quorum was present)
- Call to Order @ 5:37 pm (technology delay)
- Approval of minutes of the January 8, 2024 public meeting; Motion to approve Brian/ seconded Richard; unanimously approved (Robin abstained)
- Approval of minutes of the January 8, 2024 non-public meeting: Motion to approve Brian/ seconded Richard; unanimously approved (Robin abstained)
- Approval of the manifest – unanimously approved by Trustees present
- Chair’s Report
- Investment update from Annmarie Deitrich (NBT)
- Annmarie joined by Zoom- Spoke about detail in report provided for the first quarter 2024
- Recession still possible; consumers are still spending; Rate hike process 2022/Fed has paused/slowing process; Need to watch for inflation
- Annmarie will visit us in August
- Library Director’s report
- Circulation increased by 5% from last year this time
- January programming- 11 adult programs; 13 children’s programs; total attendance of 244
- Dealing with some accuracy issues with payroll
- New additions: 3D Printer a big success; charging arm chairs arrived and installed; preschool carpet; safe step stools for children’s section
- Need to identify new cleaning staff
- Hygge Night (this Wednesday)
- Old business
- Review/revision of Trustee Bylaws (second reading) Motion to approve Brian/ seconded Richard (Beth abstained); unanimous in affirmative
- Meeting Rooms & Grounds policy (approve as amended) – Motion to approve Nan/seconded Richard unanimous in affirmative
- Brian- Library budget request update: CIP request (5K CIP (approved), $10 K ARPA, $10 left in expendable trust)
- New business
- Kate – Proposed gift from The Garden Club (picnic table for Library grounds)– Director/Asst. Director will continue to review options with consideration to accessibility; a discussion of the possible need for a corresponding platform and path occurred
- Kate – Lighting proposal for meeting room – Amer Electric (based in Keene); can use Davis Trust, expendable trust funds? Second area is lighting over bookshelves in main area and then a third area is the children’s room (proposal bid is for $3450.00, total); with a few clarifications on the scope of work, a motion to approve Brian/ seconded Richard; unanimously approved
- Massin paint estimate for the DVD area (bid for $2300); currently painting in Town Hall- Motion to approve moving forward with the work Beth/ seconded Richard; unanimously approved
- 3D Printer policies/charges for users (filament is expensive; by weight); move to next meeting; draft of a 3D Printer Use Policy will be reviewed and presented at next regular meeting
- Assignment of TD Bank signatories – Richard – We need to go through the process again with TD bank accounts; Nan and Richard will be named signatories; Motion to approve Richard/ seconded Beth; unanimously approved
- Ongoing business (e.g., Friends of the Library; Buildings & Grounds) and/or announcements
- Buildings and grounds – need an RFP for potential architects to work on plan for the upstairs space in the Library based on engineering report (first step–need final report from engineer, Kate will pursue); Trustees will review RFP at next meeting
- Announcements — Brian Doerpholz
- Setting date/time for next meeting March 4, 2024 @ 5:30 p.m.
- Adjournment @ 6:54 Motion to adjourn Nan/ seconded Richard / unanimous