Thursday, February 23, 2012


Chazy Public Library Trustees’ Meeting

New Library Site, 1329 Fiske Road, 5:30 PM


1. Roll Call and Introductions: Present were Trustees Emily Castine, George Brendler, Tina Trombly, Debby Powers, Angela Swan, Francie Fairchild, Chazy Library Director and Carolyn Harding, President of the Friends of the Chazy Library

2. Public Forum: Carolyn Harding

The December 10th event was a huge success. Over 200 people were in attendance for the grand opening and holiday tea. Volunteers worked very hard on sandwiches and decorations and all went very smoothly.

Next meeting January 30 at 6:30 at Nina Coolidge’s home.

Planning and construction have started on the new office/storage space for the Friends in the basement of the library. Completion will be part of Phase II construction.

3. Review of Minutes of meeting on November 30, 2011

Motion by Trustee Powers to accept the minutes as edited. Second by Trustee Brendler. Passed.

4. Treasurer's Report

Motion by Trustee Brendler to accept the November renovation fund and general fund reports as presented. Second by Trustee Swan. Passed. We had a beginning balance of $63,597.62 and an ending balance of $35,358.48 in the renovation fund and a beginning balance of $6,698.33 and an ending balance of $40,707.00 for the general fund thanks to the arrival of the CCRS tax levy check.

Motion by Trustee Swan, second by Trustee Trombly to accept the December renovation and general fund reports as presented. We had a beginning balance of $35,358.48 and an ending balance of $31,557.87 in the renovation fund and a beginning balance of $40,707.00 and an ending balance of $40,245.77 in the general fund.

Trustee Powers presented a report of the cost per square foot of Phase I construction.

5. Director's Report:

Volunteers are bar coding and organizing shelves.

Borrower card issuance is up since the move. We now have 838 registered patrons.

Linda LaPier offered to bring her therapy dog for reading times with individual students.

Discussion of Press Republican subscription offer.

Snap Shot Day will be February 4th and 13th. Photos will be taken and sent to Albany to show how libraries are being used in NY State.

Motion by Trustee Swan, second by Trustee Trombly to grant permission for Francie to start shopping for a new circulation desk computer.

6. Correspondence: None

7. President’s Report: Under Grand Opening Report.

8. On-line Publicity Committee – Trustee Swan. No report. Trustee Brendler has met with our webmaster to update the site and discuss training for in-house editing of the website.

9. Old or Unfinished Business

Moving plan

Grand Opening:

Decorations: Were lovely

Refreshments: Were restaurant-quality

Publicity – Local media provided excellent coverage.

Over 200 people attended.

Custodial services for library for 2012: Trustee Swan presented four bids for review. Consensus to interview the most recent applicant and choose next week. Trustee Powers will check online for a standard custodial contract form.

Trustee Brendler suggested we clarify our personnel policy as follows: “Only Board-authorized personnel shall be permitted to service any equipment, perform any maintenance or provide any technical support at the newly expanded Chazy Public Library.” Volunteers may be permitted to perform such tasks, but only with the express permission of the Board. Consensus followed.

Knox Box: Trustee Brendler presented photos and a proposal for us to become the second business in town to install this exterior key vault for use by emergency personnel. Motion by Trustee Powers to purchase a Knox Box for $250, second by Trustee Trombly. Motion passed.

Security System update: Trustee Brendler reports that the cost of the interior camera system could exceed $1,000. Consensus to continue with the project.

Key Control: Trustee Brendler asked each Trustee to sign for every key she has as a security measure. He emphasized that Trustees will be responsible for the cost replacing any key that they misplace.

501c (3) clarification: President Castine read a document clarifying that our library is a school district library and so is, by definition, tax exempt. No separate IRS status is needed.

10. New Business:

Review of thank you notes pending

A book discussion group with a modern parenting theme has been proposed by Kristin McAuliffe to be held at the library during business hours starting in April. Enthusiasm was expressed by the Trustees at the prospect of book clubs meeting at our site.

Webinar 1/18/12: Trustees Castine and Swan participated in a webinar on silent auction planning, which was useful.

Decorations policy; Trustee Swan moved to table the establishment of the decorations policy and the building usage policy until the February meeting.

Plaques for room naming will be handled by Trustee Trombly.

Ongoing Book Sale and Dr. Clark’s books: Trustee Castine has been working on sorting the collections, which are currently housed on the lower level of the library.

Sunshine fund: All Trustees are paid up.

11. Project Manager’s Report

Fund-raising Team –

Trustee Swan reported lower than usual participation in the Holiday book drive due to the heavy fundraising events of the past year.

Trustee Swan proposed a garage sale in April to clear space in the basement for Phase II renovations. Trustee Trombly will assist.

Furnishings – Trustee Castine

Shelving installation: installation of pull-outs and remaining shelves has been completed

Circulation Area –Consensus to proceed with the installation of wall cabinets on the wall behind and to the left of the director’s chair.

Children’s Room : Book shelf arrangement did not turn out as we had envisioned. Trustee Castine reports that it will cost $450 to alter the current layout. Consensus to proceed.

Reading Room: Magazine storage location is a problem. Discussion of side tables and lamps.

Grants Team – Trustee Castine reported a conference call with Mary Todd of NYS DLD on the topic of online filing of grant applications, which is set for February 7, 2010.

Trustee Castine reported that we have passed the first stage of the second phase of grant approval for state funding to complete Phase II construction.

Legal Aspects Team –Trustee Swan presented an offer for purchase of the Hubbell Building, which was rejected as being too low. Motion by Trustee Brendler, Second by Trustee Trombly to reject verbal offer for purchase of the Hubbell Building based on current assessed value of the building.

On-site Construction Team – Trustee Brendler

Phase II work has begun. Storage room for the Director is nearly complete. Extra shelving has been very handy for use on the lower level. Furnace room is complete and doubles nicely as custodian’s storage. The Board Room is nearing completion. We have plenty of filing cabinets for the Trustees and Friends. Trustee Swan will donate an executive desk chair.

12. Review of Current Minutes (for motions and seconds)

13. Next Meeting: February 22, 2011, at 5:30 PM at the library.

14. Motion to adjourn by Trustee Swan at 7:50 p.m.

Respectfully submitted,

Angela Swan