— Trustee Minutes – September 11, 2023

Trustees Present: Robin Marra, Beth Lorenz, Carole Beckwith, Richard Marshall, Nan Fey-Yensan; alternate Brian Doerpholz and Library Director Kate Thomas

Call to Order at 5:18 pm; quorum present

Approval of minutes of the August 7, 2023

  • Motion to approve – Beth/second, Carole/unanimous in affirmative

Approval of the Manifest

  • approved

Chair’s Report

  • The Chair of the Library Trustees and all Trustees, in recognition of the passing of Ann McEntee, spouse of Richard Marshall, wished it to be entered into the record that Ann was a fierce proponent of the Library while in service as a Trustee, a Friend of the Library, a volunteer and patron, and, that the Fitzwilliam Town Library was so much stronger and  better for her being part of it.  An educator to the end, Ann donated her body to science, with the hope that by using her data, more could be learned of her condition which would both train medical residents and subsequently, improve the lives of those who follow her.  Ann will be missed.

Library Director’s Report

  • Overall circulation was down 5% for the month compared to last August
  • Programming for August attracted 115 patrons; However, attendance in the building/use of the facility was 1377
  • Kate shared an update on the air conditioning repair; there were additional costs
  • Current maintenance person has indicated that he will no longer be available; need to find a new person
  • Working to fill the vacant library assistant position; search will be re-opened in October as no suitable candidates emerged
  • Kate is interested in filling the programming gap for those children in Kindergarten and first grade (there is a pre-school program but nothing for children as they progress into the early years of elementary school); more to come


Old Business

Procedure for procuring Trust Funds

  • Trust funds are gift funds; A Motion to approve a withdrawal of $1500 from TD Bank was made by Richard / Nan seconded/unanimous in affirmative

Review and possible revision to Finance Policy guidelines

  • Based on NBT recommendations last month, a Motion to amend fixed income maximums from 40% to 45% was made by Richard/Beth seconded/unanimous in affirmative

Discussion/identification of ALA Forum “quick wins”

  • The Board revisited the notes taken from the Community Forum on Access (ALA Grant) from July 2023 to assess any actions that could be taken by the Board at this time. Three action items were discussed and will be pursued further:
    • Changing Library operating hours – this will be further discussed with the Library staff to assess pros and cons (Robin and Carole will participate)
    • Creating charging stations for patrons – this will be further pursued; sites, USB port installation and purchase of charging cords will be further examined
    • Curbside book drop to enhance accessibility – discussion of cost and site occurred; Kate will do further research on cost of book collection receptacles; discussion lead to a possible installation adjacent to the designated disability parking spot.

Structural engineer estimate

  • Beth reported that Team Engineering’s proposal, estimating $3500 to assess the structural integrity of the upstairs space in Library, appeared to be the most sound proposal (funds to come form expendable trust); a Motion to pursue their services was made by Nan/Richard seconded/unanimous in affirmative

Disposition of items in the vestibule

  • With the installation of the automatic doors and our commitment to accessibility, a Motion to move tables (pamphlets) and the bronze statue to another location in the Library was made by Nan/Carole seconded/ unanimous in affirmative


New Business

Immediate building issues (front door; carpet)

  • A discussion of the front (street-side) door gap (and need for a sweep to be installed), the patron’s door sticking (which impedes the automatic door functioning) and the loose carpet issues in the DVD area and central walkway (a potential tripping hazard) occurred.
    • The Trustees and Director will pursue remedies and information on cost

Review/revision of Collection Development policy

  • Postpone to October meeting; reviewing appendix and links

Review/revision of Pandemic policy

  • Motion to keep policy as written was made by Richard/Beth seconded/ unanimous in affirmative

Ongoing Business (e.g., Friends of the Library; Buildings & Grounds) and/or announcements

  • Friends Meeting –Book Sale was a resounding success yielding in excess of $3000 for the Library; a discussion of the need for additional volunteers on the day of the Book Sale ensued (primarily to move books to the outside that morning)
  • Buildings and Grounds- see discussion of assessment of the upstairs, above; Kate relayed continuing concerns about reliable and timely maintenance of the building and snow removal this coming winter.

Date/Time for next regular meeting – October 2, 2023 at 5:30 pm (please note earlier time)

Adjournment

  • Meeting concluded at 6:30 pm; Motion to adjourn, Carole /second, Richard/unanimous in affirmative

Respectfully submitted,

Nan Fey-Yensan, Secretary