Minutes of the July 27th, 2016 Trustees' Meeting (Unaccepted)

MINUTES OF THE MEETING (Unaccepted)

July 27, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:30 pm by Debby Powers (President). Present were Trustees:  Debby Powers,  Jill Beeman, Kristin McAuliffe and Gloria LaDue.  Terry Tregan was absent. Also attending were Frances Fairchild (Director), and guest Andrew Castrantas of Storedtech.

Public Forum

Friends Report- No Friends were present. Town wide yard sale is this weekend, July 30.

Andrew Castrantas of Storedtech went over his proposal for computer support.

Review of minutes for June 29, 2016:

Motion made by Jill to accept the minutes, seconded by Kristin, motion passed.

Treasurer's Report:

Checking acct balance as of June 30, 2016 is $80,271.91.

Motion made to accept Treasurer's report by Jill, seconded by Gloria, motion passed.

Director' Report:

Activities ongoing.

Attendance at July events was very disappointing. Thoughts for next year are, schedule the events during a Saturday story hour, or sponsor the event and have them at school during school hours.

Sweet Adelines is scheduled for Wednesday, August 3. Trustees will set up at 5:30 and

Scoop ice cream.

Correspondence:

Jill will send Harry West a thank you note for planting flowers.

Committee Reports:

Collections – Ongoing.

Policies –   Computer and internet policy needs revising to comply with Children’s Internet Protection Act if we participate in the e-rate grant.

Public Relations/Programs -    

Property Maintenance –

Old Business:   

2^nd phone line for fax machine has been approved through erate program.

Second phase of application for equipment has been complete and waiting for approval.

Debby has been in contact with Civil Service department and working on paperwork for that.

New Business:

Discussion on recognizing Helen Sweet for her service to the library with a photo.

Jill will contact a family member to get one.

Discussion on whether we should participate in the POKEMON GO craze.

Jill will contact the Peru library as it is thought they are participating.

Motion was made to by Jill to use Storedtech for our computer support.

Motion 2^nd by Gloria. Motion passes.

Meeting was adjourned at 6:45 pm.

Next meeting, September 28 at 5:30 pm .

JUNE 29TH TRUSTEES MEETING MINUTES (unedited)

MINUTES OF THE MEETING (unaccepted)

June 29, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call:  The meeting was called to order at 5:30 pm by Debby Powers (President). Present were Trustees: Debby Powers, Jill Beeman, Terry Tregan,  and Gloria LaDue. Kristin McAuliffe was absent.  Also attending were Frances Fairchild (Director), and Judy McDonald (Friends of the Library President).

Public Forum

 Judy McDonald reported that the signs for the annual garage sale fundraiser are out. Also post cards and ornaments were sold at the Miner Farm Open House.

Review of minutes for May18, 2016:

Motion made by Jill to accept the minutes with one change (George Brendler’s term expired May 18, 2016) seconded by Terry, motion passed.

Treasurer's Report:

Checking acct balance as of May 31, 2016 is $82296.06.

Motion made to accept Treasurer's report by Jill, seconded by Gloria, motion passed.

Director' Report:

Activities ongoing.

Summer programming: Karen Pillsworth 7/12, Nan Hoffman, 7/ 20.  Sweet Adelines, 8/3.

Summer Reading program scheduled for July 26-28. Currently no one has enrolled in the program.

Correspondence: Thank you cards will be sent to Mary Lou Beauharnois for Cupcake Kids’ donation of funds for picnic table building materials and to Richard West for building the picnic table.

Committee Reports:

Collections – Ongoing.

Policies –   Computer and internet policy revision was tabled until we receive the e-rate money approval.

Public Relations/Programs -    

Summer events signs are out.  Jill will get the events calendar posted on library Facebook page.

Summer story times: we currently have one volunteer.

Sweet Adelines/Strawhatter Program/Ice Cream Social is Aug. 3 (rain date Aug. 4). Trustees will do setup/cleanup and serve ice cream. Setup is at 5, program is at 5:30.

Property Maintenance

.

Old Business: 

Board self-evaluation check list (completed at last month’s meeting).

Letterhead changed and emailed to trustees and director.

E-rate (Debby and Betsy): 2^nd phone line for fax and new server equipment

Motion: made by Terry to accept the bid from Chazy Westport for E-rate category one (a second phone line dedicated for a fax), seconded by Jill. Motion passed.

Motion: made by Terry to accept the bid from Vermont Connections of St. Albans for E-rate category two (equipment and services), seconded by Jill. Motion passed.

New Business:

Debby and Jill have begun to research Civil Service rules regarding future director job classification. More research needs to be done. Debby and Jill will update trustees.

Computer Support Services are needed. Stored Technology Solutions (used by Peru Library) and Guru Tech Services were discussed as possibilities. Debby will set up a meeting with representatives from the two companies.

Camera purchase for library events was discussed.

Motion: made by Terry to authorize Debby to buy a camera for library events not to exceed $200, seconded by Jill. Motion passed.

Reminder of policy regarding community service volunteers from Probation Dept.

Meeting was adjourned at 6:20 pm.

Next meeting, July 27, 2016 at 5:30 p.m.

Respectfully submitted,

Terry Tregan

Secretary

MINUTES OF THE MAY 18TH TRUSTEES' MEETING

MINUTES OF THE MEETING (Accepted)

May 18, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:40 pm by George Brendler (President). Present were Trustees: George Brendler, Debby Powers,  Jill Beeman,  Terry Tregan, Kristin McAuliffe and Gloria LaDue.  Also attending were Frances Fairchild (Director), and guest Parker O’Mara.

Public Forum

 Judy McDonald is the new President for The Friends of the Library.

Parker O’Mara introduced himself to the board. Parker will be moving to Chazy this summer and has offered to volunteer at the library.

Review of minutes for April 27, 2016:

Motion made by Debby to accept the minutes, seconded by Kristin, motion passed.

Treasurer's Report:

Checking acct balance as of April 30, 2016 is $85,043.61.

Motion made to accept Treasurer's report by Jill, seconded by Terry, motion passed.

Director' Report:

Activities ongoing.

Summer programming: Nan Hoffman, July 20. Sweet Adelines, Aug 3.

Summer Reading program scheduled for July 26-28.

Correspondence:

Committee Reports:

Collections – Ongoing.

Policies –   Computer and internet policy needs revising to comply with Children’s Internet Protection Act if we participate in the e-rate grant.

Public Relations/Programs -    

Working on scheduling summer programs.

A summer program calendar will be sent home with school children once schedule is finalized.

Property Maintenance – Waiting for contract from Yard by Yard for summer mowing.

.

Old Business: 

Motion to accept Annual Report with corrections, by Kristin, seconded by George. Motion passed.

Debby is working on E-rate application with Betsy Brooks.

Planning document and Mission statement were reviewed by Debby and Jill.

New Business:

Board self evaluations were turned in.

Yearly organizational Items:

May 17 school budget results: Proposition to support Chazy Public Library with $37,500 passed 204 in favor 66 against.

Gloria LaDue elected as Trustee to Library Board.

George Brendler’s term has expired effective May 18, 2016.

New officers: Debby Powers-President, Kristin McAuliffe- Vice President, Jill Beeman-Treasurer, Terry Tregan-Secretary, Gloria LaDue-Member at Large.

Motion made by George to accept officers as listed, seconded by Jill. Motion passed.

TD Bank and Raymond James will remain library banks, Peerless and Selective will remain library insurance companies. Board meeting dates were scheduled.

Conflict of interest forms were signed and filed.

Meeting was adjourned at 6:50 pm.

Next meeting, June 29 at 5:30 pm .

Respectfully submitted,

Jill Beeman

Secretary

April 2016 Trustees Meeting Minutes (Accepted)

MINUTES OF THE MEETING (Accepted)

April 27, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:30 pm by George Brendler (President). Present were Trustees: George Brendler, Debby Powers,  Jill Beeman,  and Terry Tregan.   Kristin McAuliffe was absent. Also attending were Frances Fairchild (Director), Rae McAuliffe (FOL) and guest Gloria Ladue.

Public Forum

Friends of the Library. Annual meeting and membership drive is scheduled for May 5 at Amazing Grace Vineyards.

Review of minutes for March 30, 2016:

Motion made by Debby to accept the minutes, seconded by Terry, motion passed.

Treasurer's Report:

Checking acct balance as of March 31, 2016 is $87,896.31.

Motion made to accept Treasurer's report by Jill, seconded by Terry, motion passed.

Director' Report:

Activities ongoing.

Annual report was submitted April 18, 2016.

Trustees were given a copy of the Annual report to review and will vote for acceptance

At May meeting.

Summer reading program scheduled for July 26-28, 2016.

Director recommended to the trustees several workshops that are being presented in May.

Day of Caring: Group of Beekmantown students washed windows, raked the yard and shelved books.

Correspondence:

 Debby and Jill will be attending the LTA meeting in Plattsburgh, May 6 and 7.

Committee Reports:

Collections – Ongoing.

Policies –  Volunteer policy was reviewed. Computer and internet policy needs revising

to comply with Children’s Internet Protection Act if we participate in the e-rate grant.

Public Relations/Programs -    

Working on scheduling summer programs.

A summer program calendar will be sent home with school children once schedule is finalized.

Property Maintenance – Air conditioner and dehumidifier will be setup.

.

Old Business: 

New blue library flag has been put up.

Debby is working on E-rate application with Betsy Brooks.

Gloria Ladue has turned in petition form to Chazy school office so she is eligible to run for trustee at budget vote on May 17.

Planning document and Mission statement will be reviewed by Debby, Jill and Terry before next meeting.

New Business:

George will prepare the Report to the Community and distribute before budget vote.

Trustees need to do self-evaluations before next meeting.

Meeting was adjourned at 6:50 pm.

Next meeting, May 18, Organization meeting at 5:30 pm .

Respectfully submitted,

Jill Beeman

Secretary

March 30th Minutes (Accepted)

MINUTES OF THE MEETING (Accepted)

March 30, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:30 pm by George Brendler (President). Present were Trustees: George Brendler, Debby Powers, Jill Beeman, Kristin McAuliffe and Terry Tregan.   Also attending were Frances Fairchild (Director), Rae McAuliffe (FOL).

Public Forum

Friends of the Library. Annual meeting and membership drive is scheduled for May 5 at Amazing Grace Vineyards.

Review of minutes for February 24, 2016:

Motion made by Terry to accept the minutes with corrections, seconded by Debby, motion passed.

Treasurer's Report:

Checking acct balance as of February 29, 2016 is $88,558.08.

Motion made to accept Treasurer's report by Kristen, seconded by Jill, motion passed.

Debby delivered budget to school for budget vote.

$500 was received from the Meehan family to be used to purchase books and $600 was received from the Stewarts Holiday matching program. Thank you notes will be written to both.

Director' Report:

Activities ongoing.

Annual report has been finished.

Motion was made by Terry and seconded by Kristen to pay for 2 trustees at $65 each

to attend the Library Trustees Association Annual Conference in Plattsburgh on

May 7, 2016.

Correspondence:

 United Way Day of Caring application has been submitted.

The Board decided not to apply for a discount card to the Adirondack Museum.

Committee Reports:

Collections – Ongoing.

Policies – Updating computer and internet policy to comply with Child Protection Act.

Public Relations/Programs -    

Working on scheduling summer programs.

Property Maintenance –

.

Old Business: 

New blue library flag has been ordered.

Debby is working on E-rate application with Betsy Brooks.

New Business:

 Sunshine fund collection needs to be completed.

We need a new board member to take George’s seat. Prospective board members need to      pick up petition forms at school.

Annual review of Planning document and Mission statement will be scheduled.

Meeting was adjourned at 6:45 pm.

Next meeting, April 27 at 5:30 pm.

Respectfully submitted,

Jill Beeman

Secretary

MINUTES OF THE MARCH 30TH TRUSTEES' MEETING

,MINUTES OF THE MEETING (Unaccepted)

March 30, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:30 pm by George Brendler (President). Present were Trustees: George Brendler, Debby Powers,  Jill Beeman,  Kristin McAuliffe and Terry Tregan.   Also attending were Frances Fairchild (Director), Rae McAuliffe (FOL).

Public Forum

Friends of the Library. Annual meeting and membership drive is scheduled for May 5 at Amazing Grace Vineyards.

Review of minutes for February 24, 2016:

Motion made by Terry to accept the minutes with corrections, seconded by Debby, motion passed.

Treasurer's Report:

Checking acct balance as of February 29, 2016 is $88,558.08.

Motion made to accept Treasurer's report by Kristen, seconded by Jill, motion passed.

Debby delivered budget to school for budget vote.

$500 was received from the Meehan family to be used to purchase books and $600 was received from the Stewarts Holiday matching program. Thank you notes will be written to both.

Director' Report:

Activities ongoing.

Annual report has been finished.

Motion was made by Terry and seconded by Kristen to pay for 2 trustees at $65 each

to attend the Library Trustees Association Annual Conference in Plattsburgh on

May 7,2016.

Correspondence:

 United Way Day of Caring application has been submitted.

The Board decided not to apply for a discount card to the Adirondack Museum.

Committee Reports:

Collections – Ongoing.

Policies –  Updating  computer and internet policy to comply with Child Protection Act.

Public Relations/Programs -    

Working on scheduling summer programs.

Property Maintenance –

.

Old Business: 

New blue library flag has been ordered.

Debby is working on E-rate application with Betsy Brooks.

New Business:

 Sunshine fund collection needs to be completed.

We need a new board member to take George’s seat. Prospective board members need to      pick up petition forms at school.

Annual review of Planning document and Mission statement will be scheduled.

Meeting was adjourned at 6:45 pm.

Next meeting, April 27 at 5:30 pm .

Respectfully submitted,

Jill Beeman

Secretary

Minutes of the February 24th Trustees' Meeting (Accepted)

MINUTES OF THE MEETING (Accepted)

February 24, 2016

Trustees of the Chazy Public Library

________________________________________________________________________

Roll Call and Introductions:  The meeting was called to order at 5:30 pm by George Brendler (President). Present were Trustees: George Brendler, Debby Powers, and Jill Beeman.   Kristin McAuliffe and Terry Tregan were excused.  Also, attending were Frances Fairchild (Director), Rae McAuliffe (FOL), Judy McDonald and guest Betsy Brooks (CEF Automation Director).

Public Forum

Friends of the Library. No activities planned. Meeting scheduled for end of March.

Betsy Brooks presented a circulation report for the CEF Library System. Chazy Public Library is doing very well when compared to other libraries in the system over the last 5 years.

Betsy explained the E-Rate program as a Federal grant that provides money for wireless equipment and managed services. There are several steps in the application process, Betsy will be helping Francie with the application process and Debby has offered her help as well.

Review of minutes for January 20, 2016:

Motion made by Debby to accept the minutes with corrections, seconded by George, motion passed.

Treasurer's Report:

Checking acct balance as of January 31, 2016 is $90,481.85.

Motion made to accept Treasurer's report by Jill, seconded by George, motion passed.

Debby presented the 2016-2017 budget. George made the motion to accept the budget,

Jill seconded. Budget passed.

Director' Report:

Activities ongoing.

The Sweet Adelines serenaded Francie on Feb 14^th.

George and Terry wrote Thank you notes to Christmas donors.

Blank tax forms have been received from the IRS, we will share with the post office.

Correspondence:

 LTA membership renewal has been submitted.

Committee Reports:

Collections – Ongoing, $984.98 available.

Policies –  The list of policies will be updated on the webpage.

Public Relations/Programs -    

Working on scheduling Martin Podskoch.

Property Maintenance –

Old Business: 

We have had positive feedback on the new library hours, mostly the later hours on Saturday.

 Becky Favreau is doing a great job cleaning the library.

Debby will order new blue library flag.

New Business:

 Sunshine fund collection needs to be completed.

 We will take a $75 ad in the Chazy Music Theatre program for the March show.

 We need a new board member to take George’s seat. Prospective board members need to   pick up petition forms.

Meeting was adjourned at 6:50 pm.

Next meeting, March 30 at 5:30 pm.

Respectfully submitted,

Jill Beeman

Secretary