CHAZY
PUBLIC LIBRARY TRUSTEES’ MEETING
1329
Fiske Road
3/28/12
5:30 PM
Minutes
1.
Roll
Call
and Introductions: The
meeting was called to order at 5:37 p.m. by President Emily Castine.
Present were Trustees Brendler, Powers, Trombly and Swan. Also
present was Library Director Francie Fairchild.
2.
Public
Forum:
The Friends of the Chazy Library will be holding their annual
membership meeting on April 30 at 6:00 p.m. at Guma’s restaurant in
West Chazy. Members are encouraged to pre-pay and RSVP early.
3.
Review
of Minutes
of Meeting on February 22, 2012, and Special Meeting on March 23,
2012:
Trustee
Brendler made a motion
to
accept the minutes of the February 22 meeting as read. Second by
Trustee Powers. Motion passed. Motion
by Trustee Trombly to accept the minutes of the special meeting on
March 23 as read. Second by Trustee Powers. Motion passed.
4.
Treasurer's Report :
Motion
by Trustee Trombly to accept the February treasurer’s report for
the general fund as presented. Second by Trustee Brendler. Motion
passed. We had an ending balance of $35,199.81.
Motion
by Trustee Brendler to accept the February renovation fund as
presented. Second by Trustee Trombly. Motion passed. We had an ending
balance of $19,523.45, which includes $10,000 in grant funding
earmarked for technological improvements.
5.
Director’s
Report:
Annual report is slowly coming together, with assistance from Trustee
Powers and Michael at CEF.
6.
Correspondence:
NYLA Organizational Membership renewals discussed.
7.
Website
update: Trustee Brendler and Trustee Swan are keeping the website and
Facebook pages up to date with photos and activity announcements.
8.
President’s
Report: President
Emily Castine announced that she will
not seek re-election
after 35 years of service to the Chazy Public Library. Petitions are
available at the school and library. 25 voter signatures are required
to support any individual’s intention to run for the vacant seat in
the May school election.
9.
Old or Unfinished Business:
Kerns’
triple-matched donation for books: Matching
funds
have not yet arrived. Total value of the donation will be $2,000 for
books.
Operating
Procedures Manual:
Francie will complete this by the next meeting. This will be a how-to
reference book for substitute librarians.
Volunteers
Policy
–Trustee Brendler presented a draft policy for review. Motion
by Trustee Swan to accept the volunteer policy as amended. Second by
Trustee Powers. Motion passed.
Facilities
Use Policy
(pre-Community Room completion) – Presented by Trustee Brendler for
consideration at the next meeting.
Meeting
with custodian
– Trustee Powers met with the new custodian regarding pay and
supplies. She seems to be working out well.
Border
Patrol computer
status: No contact has been made lately. Francie is having trouble
with the request form, which will not allow her to submit without a
non-profit number.
10.
New
Business:
Annual
Report to the Community
(in form of a flyer) prior to CCRS Budget vote: Trustees Brendler and
Castine will work on it with Francie.
Director’s
Job Description
updating: Trustee Swan will work on it.
Lifetime
Art presentation
– Trustee Castine requested permission to offer our library as the
site for one of the meetings of this group. It will be good exposure
for us as it is a CEF-sponsored program.
Purchase
of room dividers,
digital projector, white board, etc., in April (funds from Charles
Wood grant): Trustee Castine will place the order based on the grant
specs.
Signing
of Removal of Inspection Contingency
by President Castine: The final paperwork has been submitted for the
sale of the Hubbell. Building. Closing should occur in the next few
weeks. Brief discussion of how to allocate the windfall, which was
not included in the budget for either general funding or renovations.
Tech
Soup
(Microsoft donations): Discussion of software available to us from
Techsoup.com. Trustee Brendler will consult with John Brendler on
ideas for upgrades from the site.
11.
Project
Manager’s Report:
Fund-raising
– Trustee Trombly reported that we will be sending out a letter
to alumni
again this year which will target out-of-town alumni who did not
receive last year’s letter. Graduating classes from the
mid-seventies to mid-nineties will be the focus. We will attempt
again to have the letter included in the school newsletter in April.
Other
fundraising: We will be selling 200 raffle
tickets
for $25 each for a chance to win $1,000. Project should net about
$4,000. We also will be raffling
off two quilts
in a separate fundraiser.
Furnishings
– Trustee Castine
Children’s
Room – halving of shelving units is scheduled for set for week of
April 2. Trustee Swan will be contacting Blue Mountain Museum to see
who they recommend for quilt framing. Circulation
Area
– cabinetry will be done as soon as Rodger can get to us.
Reading
Room furnishings: lamp, four task chairs for computer stations, and
art hanging system are in the works.
Signage
–needed for at least two major areas: Children’s and Reference
Grants
Team
–Trustee Castine
Stewart’s
Grant: We have received $500 for the purchase of books.
Phase
I - SF10F – closeout report for Library Construction Grant –
Project Manager Brendler
Legal
Aspects Team
– Hubbell building should be in the hands of its new owner by next
meeting. Trustee Swan noted that we may want to scale down our
emergency funds balance now that construction is complete and the
unbudgeted windfall will be arriving from the sale of the old site.
Reminder that our archived documents are currently being stored at
the historian’s office.
On-site
Construction Team
– Trustee Brendler
Phase
II – Trustee Brendler presented 3 estimates for completion of Phase
II construction. Motion by Trustee Powers to accept a bid from West
Brothers Construction for $18,613. Second by Trustee Trombly. Motion
passed. Trustee Brendler anticipates construction will proceed very
quickly, possibly nearing completion within the month.
Phase II - Starting date for driveway & parking lot
may need to be moved around on the calendar due to the recent sale of
the Clark house next door. Shared driveway issues may cause delays.
Plaque
Committee
– Trustees Trombly & Powers. No report.
12.
Review
of Current Minutes
(for motions and seconds)
13.
Next
Meeting: April 18,
2012, at 5:30 PM, 1329 Fiske (conflict with April 25)
14.
Adjournment: Motion
to adjourn by Trustee Swan. At 7:10 p.m.
Respectfully
submitted,
Angela
Swan
