Minutes of the Meeting
Fitzwilliam Town Library Board of Trustees
3 October, 2022
Present: Trustees Robin Marra, Richard Marshall, and Carole Beckwith; Alternate Trustees Nancy Fey-Yensan (via Zoom) and Brian Doerpholz, and Director Kate Thomas.
Robin Marra called the meeting to order at 5:45 in the Quick Meeting Room of the Library.
The minutes of the September 6, 2022, meeting were reviewed and a motion to approve was made by Carole Beckwith and seconded by Richard Marshall. The motion was approved by all Trustees.
The manifest was approved by all Trustees physically present.
There was no report from the Chair.
Under the Director’s report Kate detailed circulation and attendance data for August and September. She also informed the Trustees that Winta has retired, but will be available to fill in as a substitute.
Under Old Business, the Locke Collection display continues to be a work in progress. Proposed changes to Article IV of the Bylaws introduced last month were brought up for consideration. Carole Beckwith moved approval; the motion was seconded by Brian Doerpholz and unanimously adopted. During discussion of the Collection Development policy Carole noted that while she thinks it is quite good, a section on technology would a welcomed addition and she would be willing to come up with some draft language. Richard Marshall moved to postpone consideration of the Collection Development policy until the December meeting. Nancy Fey-Yensan seconded the motion, which was unanimously adopted.
Still under Old Business the Volunteer policy was brought up for discussion. Several Trustees expressed concern as to the extent of the Library’s liability and whether the Town’s liability insurance was sufficient. Due to a lack of familiarity with the provisions of RSA 508:17 referenced in the policy it was felt improvident to approve the policy at this point. Nancy Fey-Yensan moved to postpone consideration of the Volunteer policy until the November meeting. The motion was seconded by Carole Beckwith and adopted unanimously. Old Business concluded with an extended discussion of Action Step D under Goal #1 of the Strategic Plan (Explore ways to increase volunteer and citizen assistance and participation in Library activities). Among several suggestions it was felt that the newsletter could provide examples of opportunities for volunteering. In the future the Friends of the Library Annual Appeal might also used to publicize the need for volunteers as well as to identify possible participants.
There was no New Business.
Under Ongoing Business it was noted that the Friends of the Library’s Annual Appeal is scheduled for October 16-22. With respect to Buildings and Grounds it was pointed out that finding a contractor or structural engineer to advise the Trustees regarding the use of the second floor (e.g., load limitations) is proving to be quite difficult.
As there were no other announcements or new business, the next Trustee meeting has been scheduled for Monday, November 7th, 2022 at 5:45 pm, with Zoom access available.
A motion to adjourn the meeting at 6:53 p.m. was made by Brian Doerpholz and seconded by Carole Beckwith. The motion was approved by all Trustees.
Respectfully submitted,
Robin Marra
Chair and Acting Secretary