Fitzwilliam Town Library Board of Trustees
5 October 2020
Present: Robin Marra, Dick Goettle, Beth Lorenz, Trish Toomey, Pam Troccia and Library Director Kate Thomas.
Robin Marra called the meeting to order at 5:46 PM in the Quick Meeting Room of the Library.
Carl Gravina of Monadnock Capital Group presented a review of the Library investment portfolio. He made note of the Asset Allocation change that was approved during the September 1, 2020 meeting of the Trustees and provided a review of what the change would look like at 65% and at 80%. A motion was made Dick Goettle to approve the increase of the asset allocation in the Library Memorial Fund to 65%. The motion was seconded by Pam Troccia and approved by all Trustees, apart from Beth Lorenz, who recused herself.
A motion to approve the minutes of the September 1st meeting was made by Beth Lorenz and seconded by Trish Toomey. The motion was approved by all Trustees. The Trustees reviewed the minutes of the September 15th meeting and noted two corrections to be made. Pam Troccia made a motion to accept the minutes as corrected and Beth Lorenz seconded that motion. The motion was approved by all Trustees.
The Trustees reviewed and signed the Library Manifest and Spending-to-Date Expense Report. The Quarterly Investment report was also signed the Trustees.
The Town Administrator has sent out a memo on the 2021 Budget Preparations. As Dick Goettle will be stepping down as Treasurer in 2021, Robin Marra, with the assistance of Beth Lorenz, will be undertaking the task of preparing the budget for review by the Trustees before submitting the request to the Town by November 6, 2020.
Kate Thomas presented her monthly report; circulation for August was down 1.5% from last year. Children are being allowed to use the restroom as needed but computer time Is not yet available. Kids book groups and after school programs have begun. Kate discussed the current issue with the website and is working with Coni to get that resolved. The staff is making efforts to remember to wear their masks at all times when not in the office.
Dick Goettle reached out to the three companies who had previously bid on the tree work needed and two responded. Both companies stood by the amount and description of work previously quoted. As none of the Trustees had any knowledge of either company, Robin Marra made a motion to table further discussion until references for each company could be obtained. The motion was seconded by Pam Troccia and approved by all Trustees.
Dick also updated the Trustees on the work being done on the front porch. It was discovered the tin roof is still leaking and will need to be replaced before the winter. The suggestion was made to replace the tin with PVC membrane which the Historical Commission has approved. Dick will be bringing two bids to the Trustees for review. The work on the north side of the building will be postposed until 2021. Selectman Baker and Wade Leventry will complete the fence work this year. Wade has a backhoe and volunteered to move any flora away from the fence area before beginning the installation of the fence. Dick Goettle made a motion that was seconded by Beth Lorenz to approve the removal of flora before installation of the new fence, after consultation and coordination with the Library Director. Motion was approved by all Trustees.
As air exchange has become an issue with the spread of Covid 19, Kate will be speaking with the heating system company during their annual inspection to ask them to measure the current air exchange and possible increase of exchange.
Robin Marra made a motion to remove the tabling of the tree work discussion. The motion was seconded by Dick Goettle and approved by all the Trustees. Reliable references were received and discussed by the Trustees. Trish Toomey made a motion to accept the proposal provided by Andy Jenks of Windblown Tree and Tractor, in the amount of $2,350.00. The motion was seconded by Pam Troccia and approved by all Trustees.
The review/revision of both the Gift Policy and the Emergency Procedures/Disaster Plans has been deferred to the November 2, 2020 meeting of the Trustees. Robin Marra discussed the Libraries Transforming Communities grant offered by the ALA. The deadline to apply is 12/2/2020 and the criteria for the grant will be further reviewed by the Trustees and the library staff before applying.
No other business or announcements were brought forth for discussion.
The next Trustee meeting has been scheduled for Monday, November 2nd at 5:45 p.m.
Dick Goettle put forth a motion to adjourn the meeting at 7:30 p.m. Pam Troccia seconded, and all Trustees approved the motion to adjourn.
Respectfully submitted,
Pam Troccia
Secretary