Fitzwilliam Town Library Board of Trustees
Meeting Minutes for August 7, 2023
Trustees Present: Robin Marra, Beth Lorenz, Carole Beckwith, Nan Fey-Yensan; alternates Pamela Troccia and Brian Doerpholz and Library Director Kate Thomas
Call to Order at 5:45 pm; quorum present
Approval of minutes of the June 19, 2023, special meeting
- Motion to approve – Carole/second, Beth/unanimous in affirmative
Approval of minutes of the July 3, 2023, public meeting
- Motion to approve – Nan/second, Beth/unanimous in affirmative
Approval of the Manifest
- approved
Chair’s report
- Annemarie Deitrich (NBT Wealth Management, via Zoom from Burlington, VT)
The account profile was distributed and discussed
High level review of the economy:
2023 had potential for negative growth with calls for recession; increased interest rates; uncertain economic environment, but last week a bounce in GDP growth; credit card delinquency increasing and increased borrowing from 401Ks; job creation solid so Fed is close to being done raising rates to bring down inflation. Annemarie is encouraged for the time being as she expected more volatility; stock market sentiment is “too frothy” but generally some good news on that front.
Library Profile:
Noticed something in investment policy; moderate risk, moderate return approach was our agreement with NBT; max as per our policy is 40%- we are currently over that; recommends that we broaden our upper range to 45% which will require a change in the Library’s investment policy; Richard will be consulted and we will discuss any changes subsequently.
The objective of the Library – is it to preserve what we have? Overall yield in fixed income space looks like it might grow nicely; can make some income without high risk (Beth) so it might make sense to make the change in policy; bull market is expected, but we have to decide where we want growth, fixed income or stocks? Fixed income less risky.
Library Director’s report
- Overall circulation rose compared to last July (+12%); discussion of tracking of these data ensued (Kate has kept circulation records since 2013 which is available to us at any time); SQL is the software program which may be able to generate specialized reports (could Cindi take a course to assist?)
- Programming for July attracted 329 patrons
- Kate shared an update on the air conditioning repair which has been quite costly ($2500 without adequate itemization); a building management log would be a helpful tool to keep a record of what is getting done and when; should Trustees ask for a more articulated process? A maintenance position description should be crafted if one does not exist already; source of funds was discussed to cover costs if AC repairs (Davis Trust?)
- New Hampshire Room has been reorganized
- Integration of children’s biographies into the non-fiction area has been completed
- Two applicants for the open staff position; Kate will keep us updated (entry level position); additional outlets for advertising were discussed (Indeed, other printed publications)
- Saturday August 26th 9 am – 2 pm annual Friends of the Library Book Sale; volunteers (hopefully some Trustees) are needed to sort books, set up tables (night before), display books (morning of sale) and breakdown (after 2:00 pm)
- Summer reading goal has been exceeded (lots of enthusiasm)
- Past chair of Friends of the Library took booklet on the Locke Collection to KSC; history professor made connection with a curator at the Peabody Collection (Harvard) who may be very excited about seeing and evaluating it
Old Business
- Procedure for procuring Trust Funds (Richard Marshall); postponed as Richard is not at this meeting
- A discussion of policy review every year ensued; now that we have reviewed almost all policies, we might choose which policies are reviewed in alternating years or every two or three years
- Review of the ALA Forum in July
- Should review ideas/items generated that the Trustees and Library Staff might consider, prioritize, and ultimately act on, etc. Nan will send bulleted notes to all Trustees for review, consideration and discussion at a subsequent meeting.
New Business
- Review/revision of Chalkboard policy (and function of the board so far); been losing writing implements; plain chalk doesn’t work well; hard to erase postings; will reach out to manufacturer to find better products to go along with the board; responsibility for posting is up to the public; staff must monitor and erase; designate staff to manage
- Motion to approve – Beth/second, Nan/unanimous in affirmative
- Review/revision of Circulation policy; under B, remove “VHS and” (Chair will remove and redistribute)
- Motion to approve – Beth/second, Carole/unanimous in affirmative
- Review/revision of Telescope policy
- Motion to approve – Nan/second, Beth/unanimous in affirmative
- “Disposition” of items in the airlock (Kate will look for concrete base); will push this item to next month’s meeting
Friends Meeting – Carole as liaison attended last meeting; Friends are focused on Book Sale
Buildings and Grounds- Beth contacted KPS referred to Team Engineering ($3500 for initial analysis).
Date/Time for next regular meeting – September 11, 2023 at 5:15 pm (previous date fell on Labor Day)
Adjournment
- Meeting concluded at 7:00 pm; Motion to adjourn, Carole /second, Beth/unanimous in affirmative
Respectfully submitted
Nan Fey-Yensan, Secretary