Minutes of the Meeting
Fitzwilliam Town Library Board of Trustees
5 December, 2022
Present: Trustees Robin Marra, Richard Marshall, Carole Beckwith (via Zoom), Pam Troccia and Kate Thomas, Library Director; Alternate Trustees Nancy Fey-Yensan and Brian Doerpholz.
Robin Marra called the meeting to order at 5:45 in the Quick Meeting Room of the Library.
The minutes of the November 7, 2022 meeting were reviewed. A motion to approve the minutes was made by Brian Doerpholz, seconded by Richard Marshall and adopted unanimously.
The manifest was reviewed and approved by all Trustees physically present.
Under the Chair’s report, Richard Marshall provided a summary of the December 1st meeting with the Budget Committee. The original funding request detailed an addition of a full-time Assistant Director at a Grade 9. The alternate funding request reduced that grade level to a 7 and was accompanied by a detailed description of the need for increased funding. Robin Marra discussed the upcoming process regarding the annual review of the Library Director. The Trustees will receive an updated evaluation form and are asked to complete and return them by December 28th.
Under the Director’s report, Kate detailed an increase circulation for October by 15% as compared to last year and that total patron’s attendance for November was 865. A leak in the roof has been discovered after the recent heavy rains. Richard May will be contacting Barry Johnson to assess the situation.
Under Old Business, Richard Marshal presented a rough draft of the 2023 CIP request. After review, Brian Doerpholz suggested that a copy of the draft of the Locke Collection pamphlet be included, to highlight one of the uses of the proposed upgrade to the second floor of the library. This upgrade is in line with the Master Plan of the Town of Fitzwilliam findings that the Library is considered a hub of the community. Turning the second floor into usable space would help satisfy the need for increased indoor space to be used for various types of programs and events in a cost-efficient manner. After further discussion, Pam Troccia made a motion to increase the 2023 CIP request from $10,000.00 to $20,000.00. That motion was seconded by Carole Beckwith and approved unanimously.
Still Under Old Business, a review of the Collection Development Policy found that some of the links to the American Library Association (ALA) currently in the policy, were no longer available. Carole Beckwith provided information on the new links that should be included in the Policy. Brian Doerpholz made a motion to accept the Collection Development Policy with the addition of the updated links to the ALA. The motion was seconded by Nancy Fey-Yensan and approved unanimously. The Trustees reviewed the current Metal Detector Policy. Richard Marshall made a motion to approve the Policy as is. The motion was seconded by Nancy Fey-Yensan and unanimously adopted. It was brought to the attention of the Director that the current Telescope Policy indicates that the telescope can be lent out up to a two-week period but the copy of the policy at the desk in the library does not reflect that. Kate will update the desk copy of the policy.
Under New Business, Richard Marshall provided a breakdown of the current balance and previous disbursements of funds of each trust and/or fund the Library Trustees manage. Richard made a motion to approve a disbursement from the Special Book Fund, the Office Equipment Sub-Fund and the E. Massin Memorial Book Fund, in the amount of $500.00 each, as done in previous years. The motion was seconded by Brian Doerpholz and unanimously adopted. Still under New Business, a motion was made by Richard Marshall that the Trustees put forth a resolution to select NBT Wealth Management to provide investment services to the Library, in accordance with the current Investment Policy of the Library, and that the Chair and Treasurer be approved as the official liaisons between the Library and NBT. That motion was seconded by Carole Beckwith and unanimously adopted. A meeting between the Chair, Treasurer, and a representative from NBT has been scheduled for 12/7 at 10:00 a.m.
Under Ongoing Business, Kate reminded the Trustees that the Friends of the Library will be holding their Annual Meeting at the Library at 1:30 p.m. on Sunday, December 11th. All are welcome to attend. Kate also discussed a $20,000.00 grant being offered by the American Library Association to be used for projects that will enhance access for rural communities and people with disabilities. Nancy Fen-Yensan has volunteered to work with Kate on this grant proposal. Richard Marshall made a motion that the Library Director, assisted by Nancy Fen-Yensan, move forward to assess the feasibility of applying for this grant. The motion was seconded by Brian Doerpholz and unanimously adopted.
As there were no other announcements or new business, the next Trustee meeting has been scheduled for Monday, January 2, 2023 at 5:45, with Zoom access available.
A motion to adjourn the meeting at 6:53 p.m. was made by Carole Beckwith , seconded by Pam Troccia and unanimously adopted.
Respectfully submitted.
Pam Troccia
Secretary