Minutes of the Meeting
Fitzwilliam Town Library Board of Trustees
7 May 2018
Present: Dick Goettle, Barbara Green, Richard Mays, Ann McEntee, Nick Noyes, Susan Curtin (alternate) and Library Director Kate Thomas
Nick Noyes called the meeting to order at 5:27 PM in the Quick Meeting Room of the Library.
The Trustees reviewed and signed the Library Manifest and the Library Expenses Spreadsheet.
The minutes from the April 2nd Trustee meeting were reviewed; Richard Mays put forth a motion, seconded by Barbara Green, that the minutes be approved with the addition of Barbara’s name to those in attendance. Motion carried.
The Trustees met Patricia (“Trish”) Toomey, who will serve as a second alternate, pending approval from the Fitzwilliam Board of Selectmen.
A review of the income from the Trustee of the Trust Funds transpired. Dick Goettle put forth a motion, seconded by Richard, that the retained income in the amount of $2,686.19 be withdrawn and deposited in the Library checking account for upcoming purchases of books. Motion carried.
It was agreed that the Trustees would meet with Carl Gravina in October to review the Library’s financial portfolio.
Dick submitted the end-of-quarter financial statement for review and signatures.
The Library’s Circulation Policy was also reviewed. Kate Thomas has determined that the need for reference book check-out is superfluous, given the availability of such information on-line. She has asked that the two statements found in Section B. Loan Periods, “Generally, reference books . . . checked out for two days” be stricken from the policy. Ann McEntee questioned the card expiration and renewal statement found in Section A Registration. It was agreed to strike the two statements, “All library cards expire . . . outstanding fines and bills.” The statement, “Patrons must confirm contact information every two years” will replace them. Nick Noyes put forth a motion, seconded by Richard, to approve the policy with the amended changes. Motion carried.
The Library personnel reviewed the draft of the Library’s Grievance Policy at a recent staff meeting and recommended a change from five to ten working days to file a written grievance (Section D1). Dick put forth a motion, seconded by Ann, to amend the policy as recommended. The personnel also asked about the appointment of the Liaison Trustee, which the policy references in Section D3. Barbara Green has agreed to serve in that capacity.
Nick raised the need to create an action plan in response to the energy audit, which was performed on December 27th, 2017. He believes that a spreadsheet listing action steps, their respective costs, and anticipated date of financial return of each step is a worthwhile document to prepare. Ann and Dick recalled that the Trustees had agreed to submit a proposal to the CIP that included several of these action steps in the fall. Nick stated that, nevertheless, he would prepare the spreadsheet for our edification.
Nick and Barbara reported that the Hawaiian artifacts from the Locke Collection have been repacked in acid-free, light-sensitive paper. Barbara also stated that Scott Rodolitz has received the requested photographs and dimensions and has begun his appraisal.
Richard stated that Metro Sign and Awning’s bid for the Library’s exterior sign was incorrect. He has been in contact with the company and anticipates a corrected bid within one to two days. He has asked for bids that use different materials (Azek or PVC board and white painted MDO plywood) as well as a separate bid for installation.
The Trustees agreed that the flyer presenting the value of the Library as a public good will be submitted for the September edition of the Fitzwilliam Newsletter. Someone will need to reserve the space for that edition no later than August 15th. Kate will print the flyer at the Library, and someone will then need to deliver it for insertion.
Ann agreed to review the Library’s Five-Year Long-Range Plan with Kate. Specifically, they will determine to what extent each of the “18 Goals for the Future” have been achieved.
The Trustees agreed to place the cost of a replacement shade tree and its installation in the 2019 operating budget.
Kate presented her monthly Librarian’s Report to the Trustees.
The next Trustee meeting was set for Monday, June 4th, 2018 at 5:30 PM.
Ann put forth a motion, seconded by Nick, to adjourn the meeting at 6:58 PM. Motion carried.
Respectfully submitted,
Ann McEntee
Secretary