ORGANIZATIONAL MEETING
Chazy Public Library at
1329 Fiske Road
May 23, 2012, at 5:30
PM
Roll Call and
Introductions:
Meeting was called to order by President Castine at 5:30 p.m. Present
were Trustees Angela Swan, George Brendler, Tina Trombly and Debby
Powers. Also present was Library Director Francie Fairchild and
Carolyn Harding, President of the Friends of the Chazy Library.
President Castine welcomed newly
elected Trustee Jim Meehan
to the Board.
Public Forum:
None
Review of the
Minutes of April 18, 2012: Motion by Trustee Brendler to
accept the minutes as corrected. Second by Trustee Powers. Passed
Treasurer’s
Report: Motion by Trustee Swan to accept the March revised
general fund report as presented. Second by Trustee Trombly. Motion
passed. Ending balance: $33,909.24
Motion by
Trustee Brendler, second by Trustee Swan to accept the April general
fund report as presented. Motion passed. Ending balance: $32,020.70
Motion by
Trustee Swan, second by Trustee Trombly to accept the renovation fund
report as presented. Motion passed. Ending balance: $4,733.19
Transfer of
funds for Phase II Construction: Trustee Powers presented a draft
renovation fund report noting the transfer of $15,000.00 from
our money market account (savings, beg. balance $50,668.45) to the
renovation fund for Phase II construction.
Director's
Report: Traffic continues to pick up at the new location, keeping
our librarian very busy. Donations totaling $265 were received this
month in memory of Pearl Latremore.
Committee
Reports:
Online
Publicity: Trustee Swan reports that Facebook activity continues
to climb. The new furniture donations were posted promptly.
Policies:
Special thanks to President Castine for organizing the feedback from
all Trustees into a well-organized plan. Motion by Trustee Brendler
to accept the Long Range Plan as presented. Second by Trustee Powers.
Passed.
Correspondence:
None
President's
Overview of Year: Emily F. Castine signed off from her term as
President and long-term Board member with a very entertaining list of
suggestions and advice for us all as we look to our future together
as Trustees.
Unfinished
Business:
Announcement of
CCRS budget vote and elections: Budget passed at $35,000 with
little opposition. Jim Meehan won his bid for Trustee’s seat.
Board
evaluation forms: The board did a verbal self-evaluation
utilizing the questionnaire found in the Trustee’s handbook.
Community
flyer: Trustee Castine completed the 2012 Annual Report to the
Community and made it available to the public in advance of the
elections.
Creative
Aging Workshop, “Lifetime Art”, CEF, May 24, 2-4 PM. Francie
will attend, along with Trustee Brendler and Trustee Castine.
Parental
Reading Group: Attendance has been disappointing, but the program
will continue as planned in hopes that local interest will increase
over time.
Publicity and
thanks for student projects: Devin Poitras completed his
senior project, an oak book drop fashioned after our old library.
Alex Sweet constructed an inlaid chess table for the children’s
room. Both seniors donated their projects to the library. Special
thanks to Rodger Bodine and Dan Duffina from WoodWorks for mentoring
the projects. Angela sent prompt thank-you notes and posted on
facebook.
Work session:
the Trustees met on May 3, 2012 to review items on Phase I and 2 and
to double-check grant fund status. Trustees Brendler and Powers are
working on the final SF10F report, due June 30.
New Business:
Public Use
Policy and Community Room is in progress.
2012 Shubert
Library Excellence Award application information: Deadline is
around the corner for this application. Trustee Castine suggests we
apply for it next year as no one in our region has received it
lately.
Gilded sign
for library’s exterior: Motion by Trustee Trombly to approve the
purchase of gilded signage in the style of the Alice T. Miner Museum
sign. Second by Trustee Powers. Passed. Cost: $949.00 from
Plattsburgh Signs.
Webinar
on 2012-2015 Public Construction Grant, June 7, 2012, CEF. We do not
anticipate applying for Phase III grant funding.
Other: Jim
Meehan has offered to donate an American flag for display
outside the library.
Project’s
Manager’s Reports:
Fund-raising:
Trustee Trombly reports that tickets are now on sale for the $4,000
fundraiser. An alumni mailing will go out again this year and will
focus on 1980-recent.
Furnishings:
President Castine
Art hanging
system: Still in the works.
Computer task
chairs have arrived and are working out well
Children’s Room – splitting of shelving units is done.
Quilt wall
hanging: consensus to drop the idea due to expense.
Circulation
Area cabinetry has been completed by Woodworks
Community Room
kitchenette – cabinetry (Chazy Hardware) and appliances (Ray’s
Appliance, Rouses Point) are finalized.
Technological upgrades: All items have arrived, with a few glitches. John Brendler has been very helpful with assembly and product inspection.
Technological upgrades: All items have arrived, with a few glitches. John Brendler has been very helpful with assembly and product inspection.
Grants:
President Castine
Charles Wood
Foundation Grant funds have arrived.
NYS Public
Library Construction Grant, Phase II: $40,000 has been approved!
Legal
aspects: Trustee Swan reported that the title company for the
Hubbell building sale had raised questions about our legal ability to
sell the property without a court order or approval by the Board of
Regents. Director Francie Fairchild was able to locate documents that
clarified our position. Attorney Joseph Cardany will compose a
statement for our files of how we were formed and how we fall legally
into the non-profit class of organizations without having a 501c 3
IRS designation. We should close on the building by June 1.
On-Site Construction Team: Trustee Brendler
Phase I and
Phase II updates: Trustee Brendler presented a list of the final
touches to be done this month on Phase I. Phase II community room and
driveway contractors are lined up and awaiting the go-ahead from the
Board based on fund availability.
Plaque
Committee: Trustees Trombly & Powers are working with the
donors on wording.
Yearly
Organizational Items:
Swearing in
of board members: Jim Meehan will do his swearing in before a
notary this week and file the form with the town clerk.
Election of
officers: Secretary Swan presented a slate of officers. Motion by
Trustee Brendler to approve the slate as presented, second by Trustee
Trombly. Vote was cast by Secretary Swan. 2012 officers: President
George Brendler, Vice President Tina Trombly, Secretary Angela Swan,
Treasurer Debby Powers.
Review or
select Bank and Insurance Co.: consensus to maintain our current
choices, TD Bank in Chazy for banking, NBT Latremore for insurance,
and Raymond James for the money market account.
Adopt the
upcoming Fiscal Year Meeting Dates: Motion by Trustee Swan,
second by Trustee Meehan to accept the meeting schedule as amended.
Passed. Trustee Brendler will update the schedule for our records and
publish the schedule on the website.
Sign Conflict
of Interest forms: Done by all Trustees
New President
appoints (re-appoints) Standing Committees: Same as last year
New President
appoints Ad Hoc Committees as needed: President Brendler
appointed Emily Castine to an Ad Hoc committee for collection
development.
Review of the
current minutes (for motions)
Next meeting
date: June 27, 2012, 5:30 PM
Motion to
Adjourn by Trustee Swan at 8:00 p.m.
Respectfully
submitted,
Angela Swan
Secretary
