OCTOBER 25 MINUTES OF TRUSTEES' MEETING

Chazy Library Board of Trustees

Meeting at the Chazy Town Hall

October 25, 2011

The meeting was called to order at 5:30 by President Castine.

Roll Call: Present were Trustees Emily Castine, George Brendler, Tina Trombly, Debby Powers, Angela Swan, Caroline Harding, (President of the Friends of the Chazy library), guest Jim Bennett,( library consultant) and Francie Fairchild, Chazy Library Director

Public Forum: (Caroline Harding)

Friends of the Chazy Library Report: Holiday Tea will be held Saturday December 10 at the Clark Building from 12:00 to 4:00. The event will be publicized as the "Grand Opening, Holiday Reception hosted by the Friends of the Chazy Library." Trustee Castine will coordinate publicity with the Friends group.

Minutes: Motion by Trustee Brendler to approve minutes of general meeting of September 28, 2011, as corrected. Second by Trustee Powers. Motion passed.

Motion by Trustee Powers to approve minutes of special meeting October 12, 2011, as corrected. Second by Trustee Trombly.

Treasurer's Report

Motion by Trustee Brendler to accept September general fund report as presented. Second by Trustee Trombly. Motion passed. Beginning balance was $10,220.18, ending balance $9283.70.

Motion by Trustee Trombly to accept September renovation fund report as presented. Second by Trustee Brendler. Beginning balance was $62,663.89, ending balance $63,756.66

Director's Report by Francie Fairchild

Discussion of the logistics of moving the books from one library to the next. Francie is collecting boxes and Jim Bennett has 25 more for us. Motion by Trustee Swan to approve purchase of promotional magnets to hand out as souvenirs at the Grand Opening. Second by Trustee Trombly. Passed. Francie will check with at least two vendors and send proofs and prices for approval by the Board via e-mail.

President's Report: President Castine called for an extra meeting in November to make sure all the details of the move have been considered and reminded the Board of the importance of verifying information before submitting publicity. Next meeting will be

Food Sale Report by Trustee Powers: Clark auction was held October 8 and 9. Net profit was $960.00. Angela will send out thank-yous for all the volunteers who helped with the event. Many thanks to Trustee Powers for chairing the event and doing much of the legwork.

Consideration of date for actual move: TBA at next meeting. Trustee Castine will contact the Lions club to verify their availability for the move. Francie will coordinate with Betsy Brooks regarding computer setup schedule.

Decision about the closing of the library during transition days: Library will be closed during one Saturday to allow for a total of 4 1/2 days to move.

Music by After Five Brass: 40 minutes of music Saturday, December 10. Trustee Castine will contact them to request the 1:00 to 2:00 hour.

New Business

Signage in Library: Jim Bennett presented different options for organizational signs to be placed at the heads of the stacks (fiction, non-fiction, etc.) General discussion ensued.

Project Manager's Report

Fundraising Report (Trustee Trombly):
Trustee Swan will chair the Annual Holiday Book Drive with emphasis on VIP donors from past years. The focus will be on VIP invitations to the Grand Opening.
Coin Jar Drive: Jars have been collected but not yet counted.
The last of the names have been drawn for the restaurant gift certificates from Old Home Days.
Alumni Fund Drive has met with great results. Treasurer's report shows over $2600 so far. PayPal button has paId off with this particular fundraiser.

Furnishings (Trustee Castine): Rodger is working on Circulation Desk and cabinetry. Estimated cost for all units: $4,400.
Children's Room Furnishings: Trustee Trombly has met with the donors to assemble a wish list for children's room furnishings. She will order soon. Donors have expressed their disappointment in learning that children's room donations have been allocated to construction critical to the children's room as well as furnishings. Donors also requested that the children's room not include computers. Motion by Trustee Trombly to go ahead with the furnishings order for the children's room. Second by Trustee Powers. Passed.
Reading Room Furnishings: Trustee Castine has met with the donor for the reading room. Furnishings committee will review suggestions for style and color.
Computer stations: Charlie Breen will be on site with Trustee Castine Friday morning at 9:30 to discuss countertop choices.
Stained glass panels: Trustee Castine reviewed design suggestions.
Art display tracking system: Trustee Castine is researching systems in other area libraries.
Exterior book drop: brief discussion of cost and design.
Fireplace inserts: Trustee Powers has found some at Lowe's, reasonably priced.

Grants:　Trustee Castine reported　that we have received a $10,000.00 grant from the Charles R. Wood Foundation　to be used towards the creation of a multimedia Community Room in the basement of the new Chazy Public Library.　Trustee Castine has submitted　an　application　requesting $40,711.00 for　Phase II of　 Chazy Public Library's renovation project to the NYS Public Library Construction Grant　Program. This application has　been approved by the Clinton-Essex-Franklin Library System Board　and　is now in Albany for final approval　by the Division of Library Development.　Lorna Earl of　the CPL Grants Committee has checked on the status of our Mazda grant request for $6,500.00. Winners of that particular grant will be notified　in early November.　

Legal Aspects: We have not received a response from the Town of Chazy nor the Hubbell family regarding sale of the Hubbell building. Discussion of winterizing the unoccupied Hubbell building after the move.

Project Manager's report by Trustee Brendler:

Certificate of Occupancy is coming

International library sign proof was reviewed and approved for order

Discussion of cabinetry for the bathroom. Motion by Trustee Swan to purchase a narrow, locking bathroom storage cabinet for use in the upper level bathroom. Second by Trustee Brendler. Motion passed with a tiebreaker vote by President Castine.

Wireless security system: Trustee Brendler suggests we upgrade to a wireless vs. wired security system

Installation of computers: logistics discussion. We have funds left from the Gates grant to facilitate proper installation of internet stations. Request permission to investigate opening another internet account so we can start installation before the move.

Alternate emergency door in basement: Motion by Trustee Swan to go ahead with excavation of the exterior wall in preparation for Phase II construction as soon as the $10,000 grant check arrives. Second by Trustee Brendler. Motion passed.

Motion to adjourn at 8:00 p.m. by Trustee Swan.

November meetings will be on November 16^{th and November 30 at the new library, both beginning at 5:30 p.m.}

Respectfully Submitted,

Angela Swan, Secretary