Minutes of the Meeting
Fitzwilliam Town Library Board of Trustees
1 March, 2021
Present: Robin Marra, Dick Goettle, Beth Lorenz, Trish Toomey, Pam Troccia, Brian Doerpholz, Matt Buonomano, a citizen participant, and Kate Thomas, Library Director.
Robin Marra called the meeting to order at 5:45 PM in the Quick Meeting Room of the Library, with Robin Marra, Pam Troccia, Dick Goettle and Kate Thomas in attendance at the library and Brian Doerpholz, Beth Lorenz, Matt Buonomano and Trish Toomey present via Zoom.
The minutes of the February 1, 2021 meeting were reviewed and discussed. Dick Goettle made a motion, seconded by Beth Lorenz, to approve the minutes. That motion was approved by all Trustees. The minutes of the February 8, 2021 meeting were presented for approval. Beth Lorenz made a motion, seconded by Brian Doerpholz, to approve the minutes. That motion was approved by all Trustees.
The Trustees reviewed the Library Manifest and Spending-to-Date Expense Report. Dick Goettle made a note that general ledger #190, currently titled “Cleaning” should be changed to “Other Compensation”. This will now be where all cleaning, snow shoveling, lawn mowing, etc. costs will be allocated. It was also noted that $99.46 currently in GL 190 needed to be moved to GL 120 (Part Time). The Trustees not physically present will stop at the library to sign the report.
Bids on painting the Library had been received from Massin Painters and Dennis Wright. After review, a motion to accept the bid from Massin Painters was made by Beth Lorenz and seconded by Pam Troccia. After discussion, the motion was approved by roll call; Pam Troccia, Beth Lorenz, Brian Doerpholz, Dick Goettle, Robin Marra and Trish Toomey all in favor.
Kate reviewed the Library Directors report. Circulation was down 21% from last year, with 6 adult programs and 14 children’s programs being held, that had a total number of 101 in attendance. The heat in the building failed on 2/11 but the library was open at the time, so the issue was fixed before any real damage could occur. Richard Mays investigated the possibility of a heat sensor being built into the security system so that in the event of future issues, notifications will be sent to the proper individuals. After discussion, the Trustees approved the spending of approximately $325.00 to add this feature.
It was noted by Robin Marra that the Budget Committee and the Selectmen of the Town of Fitzwilliam have approved the library CIP request of $156,589.00.
Robin discussed the next long-range (5 year) planning process. He is proposing the committee be made up of two trustees, a community member and the library director: two fewer than the last committee. The individuals to be appointed to this committee will be decided at the Trustees meeting to be held on April 5th.
Robin Marra has been researching the American Library Association and the New Hampshire Library Trustee Association to determine the best way to complete an annual assessment of the Board of Trustees and the meetings. He presented an evaluation sheet provided by the NHLTA and said the ALA has produced a 20-page document outlining assessment of the Board and meetings. Robin will condense and combine the information for review at the April meeting. The Library Trustee Code of Conduct will also be reviewed at the same meeting.
The Trustees and Library Director acknowledged and thanked Dick Goettle for his many years of service not only as a Trustee but as the Treasurer of the Board. It was remarked that the next Treasurer will have a smooth transition due to the redesigning and streamlining of the budget, reports and reconciliation process put into place when Dick began as Treasurer. The Director noted that Dick had been a tremendous help to her throughout the years, offering suggestions to make her portion of the fiscal process easier and less time consuming.
The next meeting of the Trustees has been scheduled for April 5th at 5:45 p.m.
Dick Goettle made a motion to the adjourn the meeting at 6:27 p.m. Pam Troccia seconded and the motion was approved by all Trustees.
Respectfully submitted,
Pam Troccia
Secretary
