Library Trustees

FITCHBURG PUBLIC LIBRARY BOARD OF TRUSTEES October 12, 2022 Fitchburg Public Library 610 Main St., Fitchburg MA Trustees present were: Chair Matthew Bruun, Mary Rice Hurley, Joanne Huse, Cynthia Jones, Jacalyn Kremer and Jim Walsh. Also present were Director Deb Hinkle and Asst. Director Jean Tenander. PUBLIC COMMENT There was no public comment. CALL TO ORDER The meeting was called to order at 6:32 p.m. APPROVAL OF THE MINUTES The minutes of the August 10 and September 28, 2022 meetings were approved with amendments including that Cynthia Jones had been present at the Sept. 28, 2022 Zoom Board Meeting. Also the motion to allot $10,000.00 to restore the Rodney Wallace painting was tabled rather than passed. CHAIR’S REPORT Chair Bruun reported that the Director’s initiative to increase the monies we would receive from state ARPA funds to aid in covering the higher construction costs, partially the result of the pandemic, would, if received, reduce by the same figure the amount given to us by the city. There would be no increase in our total construction funding. LIBRARIAN’S REPORT Director Hinkle said the Rodney Wallace portrait had been removed from the Library on Tuesday, October 10, and the frame and the portrait had been taken to the respective conservators. Director Hinkle said the Fitchburg Art Museum could not store the painting after restoration while waiting for the building project to be finished. There followed a conversation about places the portrait and other artifacts could or should be stored. City Hall has offered to take some items. Jacalyn Kremer said there might be a place at FSU. Director Hinkle reported she had sent a job description to Human Resources for a part time local history and reference librarian. The Director referred to the sheet entitled Fitchburg Public Library Capital Campaign, presented by the Financial Development Agency. It is a projection for two years of the cost of hiring a company to assist in marketing, mailing, consulting, graphic design, FAQ, and training staff in the manner to most appropriately respond to questions from the public about the project. Payment would come from Trust Funds as we cannot use state or city money to pay the company we select. It was suggested a local company be considered first. Jacalyn Kremer raised the issue of accountability. It was decided that members of the Steering Committee, a subcommittee of the Fundraising Committee, would be the conduit to the Trustees about the progress of the capital campaign and the activities of the marketing company. Jim Walsh made a motion to use Wallace unrestricted funds to pay for the marketing campaign. The motion was seconded and a discussion followed about the mechanism of paying and reporting. The motion was passed as amended to initially authorize $100,000 from unrestricted Wallace funds for a marketing campaign and for the Trustees to receive reports every meeting from the Steering Committee and the Treasurer about the campaign. COMMITTEE REPORTS Finance Committee-Joanne Huse said Jim Hohman said there had been some negative changes in the Trust Funds but nothing major. Legislative Committee-There was no report. Building Committee-The owner of the potential temporary space has sent a letter of intent regarding the building rental. After some agreed upon wording changes, the Mayor signed it. There is still no definite moving date. She said we should give the public at least a 3 week notice. She said a moving company had been selected. She said the Project Manager noted that we have a longer timeline to move items to storage so an additional bid will be created for the storage location. We need to relocate the collection we are going to provide to the public first. Both portions of the move will be conducted by the same company. Royal Steam is scheduled to come next week to service the boiler. Nominating Committee- With no nominations from the floor, the nominees for Officers are: Chair- Matthew Bruun Treasurer-Joanne Huse Secretary- Cynthia Jones Jim Walsh made a motion to accept the nominees. Jacalyn Kremer seconded the motion. The motion was unanimously approved. Jim said nomination for the Steering Committee will be accepted. Sharon Bernard and Rob Favini will provide a description of what is required and the Director will send it to the Trustees. NEW BUSINESS Cynthia Jones asked about Trustees who have missed several meetings. Chair Bruun said he would check with those in question. The Sec. of State has said virtual meetings may continue until March. OLD BUSINESS There was no Old Business ADJOURNMENT The meeting was adjourned at 7:53 p.m. Respectfully submitted by Jean Tenander for Cynthia Jones