Minutes of the Meeting
Fitzwilliam Town Library Board of Trustees
4 October 2021
Present: Robin Marra, Beth Lorenz, Brian Doerpholz, Tricia Toomey, Cathie Talbert and Library Director Kate Thomas. Richard Marshall, citizen participant, was also in attendance.
Robin Marra called the meeting to order at 5:47 pm in the Quick Meeting Room of the Library.
The September 13, 2021, minutes were reviewed and a motion to approve the minutes was made by Brian Doerpholz and seconded by Tricia Toomey. The motion was approved by all Trustees.
The Trustees reviewed and signed the manifest.
Richard Marshall addressed the Trustees with an update on the Fitzwilliam Master Plan and requested participation and assistance from the library to encourage participation from the public on current and upcoming surveys, including an online one available through the town website. The Trustees discussed coordinating the library’s 5-year plan surveys with the Master Plan to reduce redundancies and allow for more cohesive planning.
The Trustees readdressed and, after brief discussion of updating the face mask policy signage to be more eye-catching, reaffirmed the current Covid protocols. The emergency meeting protocol was also revisited and all agreed to leave the protocol as is with the Chair being the only member, or the Vice-Chair should the Chair be unable or unavailable, to call an emergency meeting.
Kate Thomas presented her monthly report; circulation numbers for August was 1717, down 12% from last year, but up a few hundred from September of 2020. One reason may be due to the slowdown in story time participation which Kate will address directly with parents. There were 9 adult programs and 6 children’s programs. There were 2 applications submitted for the part-time librarian assistant position and the Trustees agreed to allow Kate full discretion in hiring. As of the submission of these minutes, Cindi Beede has been hired as the part-time librarian assistant.
The plan to display part of the Locke Collection before 2021 year end was proposed by Kate Thomas and Robin Marra, who have the support of volunteers Richard Marshall and Ann McEntee. Cathie Talbert and Tricia Toomey expressed concerns with possible vandalism and theft. The Locke Collection committee will discuss further and it was agreed to revisit in the December meeting, after the budget proposal and submission has been completed.
The Volunteer Policy was reviewed. Brian Doerpholtz motioned approval to confirm the policy as is and seconded by Cathie Talbert. The motion was approved by all Trustees.
There was no update from Friends of the Library this session by Tricia Toomey. Kate Thomas reminded all that they will be sending out their annual appeal and the Friends will be running the Halloween event at the library.
On buildings and grounds, there were no current updates to report by Beth Lorenz.
No other business or announcements were brought forth for discussion.
The next Trustee meeting has been scheduled for Monday, November 1, 2021, at 5:45 p.m with Zoom access.
Tricia Toomey put forth a motion to adjourn the meeting at 6:45 p.m. Brian Doerpholz seconded, and all Trustees approved the motion to adjourn.
Respectfully submitted,
Beth Lorenz
Vice Chair and Acting Secretary