MINUTES AND MEETINGS

MINUTES OF THE NOVEMBER 30, 2011 TRUTEES' MEETING

2012-01-26T09:55:00.000-05:00

Chazy Public Library Trustees’ Meeting

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

11/30/11

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

2. Public Forum: None

3. Review of Minutes of Meeting on November 16, 2011

Motion by Trustee Trombly to accept the minutes as corrected. Second by Trustee Powers. Passed.

4. Treasurer's Report

Motion by Trustee Brendler to accept the Draft Renovation Fund report as presented. Second by Trustee Trombly. Passed. We had a beginning balance of $63597.62 and an ending balance of $28,889.33. Trustee Powers presented a listing of anticipated accounts payable for the next few weeks in the amount of $27,100.

Trustee Castine and her husband have given a donation of $500 to be used to purchase embellishments for the library. Consensus to purchase a globe and a new book truck.

5. Director's Report:

No report

6. Correspondence: President Castine penned a timely letter to the editor of the Press Republican crediting CEF for the support it gave us during the grant-writing process. All of the Trustees were credited for signing the letter.

7. President’s Report: No report.

8. On-line Publicity Committee – Trustee Swan. No report.

9. Old or Unfinished Business

Moving plan

Thanks to the Lions Club for their help during the move on Saturday, November 26.

Thanks to Jim Bennett for the beautiful coat rack and three interior signs.

Other signage in library – P-touch machine is working well for labeling book areas.

Grand Opening:

Decorations: Friends group will be decorating starting December 1.

Refreshments: Friends group will provide tea, coffee, sandwiches and pastries in addition to a bake sale and food basket raffle.

Publicity – Local media has provided excellent coverage of the upcoming event.

Ribbon-cutting ceremony: President Castine will offer a few words. Francie, Caroline and George will stand on the entry ramp next to her while Jim Meehan and Rodger Bodine will stand by the ribbon and cut it for the official entrance. All the Trustees will staff the receiving line. Ceremony will begin at 11:45 a.m. and all VIPs will be received prior to the official opening.

VIP invitations: Trustee Swan presented formal invitations that were sent to 25 individuals who have played critical roles in the planning process.

Custodial services for library for 2012: Consensus to enter into a contract with a cleaner for once-a-week duties. Trustees assembled a list of expectations. It was agreed that we should solicit competitive bids and have someone in place as soon as possible. Additionally,Trustees Powers and Trombly will shop for a new vacuum.

10. New Business:

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.

11. Project Manager’s Report

Fund-raising Team – Trustee Trombly: Annual Book Fund Drive will proceed. Trustee Swan will chair this committee.

Furnishings – Trustee Castine

Shelving installation is mostly done. Special order pieces will arrive shortly.

Circulation Area –We hope to have the circ desk installed in time for the grand opening.

Children’s Room furnishings have arrived and are set up; book bench has yet to arrive.

Reading Room furniture has been ordered. We will place it after the grand opening, along with the fireplace. Motion by Trustee Swan, second by Trustee Brendler to proceed with the purchase of the electric fireplace model from Lake Champlain Pools.

Computer stations and countertops are functioning.

Stained glass hanging: The stained glass has arrived. President Castine hopes to have it installed for the grand opening.

Exterior book drop and teen game table will be designed and donated as senior projects by two local students.

Grants Team – Trustee Castine presented a check for $10,000 from the Lake Placid Educational Foundation. Money has been earmarked for technical resources in the Phase II Community Room project and must be spent by June 1.

Legal Aspects Team –Trustee Swan met with Joey Trombley of Kavanaugh Realty to review the contract for sale of the Hubbell building. President Castine signed the six-month agreement. Price has been set at $39,900 based on comparable sales in the area. Trustee Swan will research the deed and provide keys to Joey so that the building can be on the market by grand opening day. Motion by Trustee Brendler, second by Trustee Powers to retain Joe Cardany as our lawyer for the transaction. Trustee Swan will follow up.

On-site Construction Team – Trustee Brendler

Still working on purchasing the wireless security system. Will have it installed as soon as possible.
Presentation of keys to make sure everyone has a complete set.
Lock box for firefighters coming in January.
Motion by Trustee Brendler, second by Trustee Trombly to install a proper vent for the furnace at an anticipated cost of $1,000.
Clinton County Highway Department will consider our request for a crosswalk outside the main entrance in the spring.
Consensus to expand the existing sidewalk using pre-fab pavers.

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

13. Next Meeting: January25, 2011, at 5:30 PM, New Library Site

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

Draft Copy of the Minutes of November 30, 2011

2012-01-04T11:24:00.000-05:00

A draft copy of the minutes of the November 30, 2011 Trustees' Meeting is available at the Library.

MINUTES OF THE NOVEMBER 16TH,2011 TRUSTEES' MEETING

2012-01-03T14:44:00.000-05:00

Chazy Public Library Trustees’ Meeting

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

11/16/11

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

2. Public Forum: Carolyn Harding, president of Friends of the Library,

Grand Opening December 10 from noon to 4:00

Decorating will be done on December 1. Theme will be poinsettias. Real Christmas tree will be displayed.

Flyers will go up this Saturday.

Calling tree has been activated to solicit donations for refreshments, food sale and gift basket raffle.

3. Review of Minutes of Meeting on October 25, 2011

Motion by Trustee Trombly to accept the minutes as corrected. Second by Trustee Brendler. Passed.

4. Treasurer's Report

Motion by Trustee Brendler to accept the General Fund report as presented. Second by Trustee Trombly. Passed. We had a beginning balance of $9283.70 and an ending balance of $66,98.33.

Motion by Trustee Swan to accept the Renovation Fund report as presented. Second by Trustee Brendler. Passed. We had a beginning balance of $63,756.66 and an ending balance of $63597.62

Trustee Powers presented a draft November report for the renovation fund which included all remaining anticipated expenses for Phase One construction. Final report will be presented at the November 30 meeting.

5. Director's Report:

Francie will be ordering magnets with the new library on it for distribution at the grand opening at a cost of $122.00 for 250.

Reference books have been packed, along with most of the upstairs shelves.

Francie requested permission to close early the day before Thanksgiving. Request granted.

Notices have been sent to the newspapers regarding our closing on November 26 for the move.

6. Correspondence: None incoming.

7. President’s Report: No report.

8. On-line Publicity Committee – Trustee Swan. No report.

9. Old or Unfinished Business

Moving plan

The Lions Club has agreed to help move on Saturday, November 26. The plan is to have as much as possible packed ahead of time. Trustees Castine and Powers will meet to discuss layout of book shelves by category. They will be on site with school librarian Karen Pepper on moving day to direct box placement and to begin unpacking.

Packing boxes – Holly Middleton, Stacey Sweet, and others have been pre-packing and dusting the books.

VIP invitations: Trustee Swan will send formal invitations to individuals whom have played critical roles in the planning process. Trustees will send suggested names and addresses to Trustee Swan by tomorrow.

Signage in library; Jim Bennett will be donating signage for the children’s room, circ desk and reference sections. Trustee Castine presented design and color suggestions.

10. New Business

Publicity: North Countryman article (11/11/11); Press-Republican article (11/14/11) Errors will be corrected in forthcoming editions.

Publicity at Grand Opening: North Countryman and Press-Republican will be invited to take pictures of the ribbon-cutting ceremony.

Stained glass window in Children’s Room: We have received a memorial donation for the children’s room. One half of one of the windows will be covered by a stained glass depiction of a scene from a James Herriott Book. Stained glass work will be done by a local artist.

Room-naming plaques: general discussion

Grand Opening: December 10, 12-4. Music at 1:00. Trustees will be on hand as hosts at reception.

Official Opening of New Library – Motion by Trustee Trombly, Second by Trustee Powers to hold the ribbon-cutting ceremony on December 10 at 11:45 a.m. Jim Meehan and Rodger Bodine will be invited to do the honors as a reminder of some of our supporters who never lived to see the day that Chazy would have a handicap-accessible library.

Custodial services for library for 2012: Consensus to enter into a contract with a cleaner for once-a-week duties. Francie has someone in mind. Trustee Swan will ask another service for a quote as well.

Preparation of Director’s Performance Evaluation, to be presented in January: Tabled.

Other: Discussion of the pattern of pedestrian traffic at the main entrance. Trustee Swan will contact the county to request a crosswalk after the bridge.

11. Project Manager’s Report

Fund-raising Team – Trustee Trombly

Trustee Swan will chair the holiday book drive again, with a focus on past donors and on the space we now have to fill in the new library.

Furnishings – Trustee Castine

Shelving installation is in progress. Special order pieces will arrive shortly.

Circulation Area cabinetry and Rodger Bodine’s adjusted quote: There was a problem with the oak end caps. Rodger will have to split them in order to make them wide enough to cover the new shelving. This project will add $1,000 to the cost.

Children’s Room furnishings – Trustee Trombly reports that furnishings have been ordered and are starting to arrive.

Reading Room chairs ordered: Upholstery and chair designs have been finalized and ordered. A table will be placed in the main area for meetings and reading.

Computer stations and countertops: Countertops should start arriving Friday. Computer stations will be moved prior to November 26.

Stained glass hanging: Trustee Castine presented several choices selected by our reading room donor. Size was an issue. Trustee Castine will work with the vendor to discuss display options and price.

Art display track system: advice from Tip Top Frames: Decision tabled.

Exterior book drop and teen game table: Both may be designed and donated as Senior Projects by two local students.

Grants Team – Trustee Castine

Charles Wood Foundation Grant and article in Press-Republican

NYS Public Library Construction Grant has been approved by CEF and has advanced to Albany.

Mazda Grant selections were made. Chazy did not receive funding.

Legal Aspects Team – Motion by Trustee Brendler, Second by Trustee Trombly to place the Hubbell Building on the market through Kavanaugh Realty under a six-month contract. Passed. Trustee Swan will follow up.

On-site Construction Team – Trustee Brendler

Chazy firefighters suggest we install a lockbox with a key for emergency personnel. If there is ever a fire, the rescuers could access the site much more quickly using the key in the lockbox. Consensus to follow up on the suggestion in the near future.

Motion by Trustee Powers, Second by Trustee Swan to order a wireless security system and have it installed as soon as possible.

Discussion of exterior signage and railings.

Phase II construction has begun on exterior drainage project. Motion by Trustee Swan, second by Trustee Trombly moved to table a motion to order gravel to cover a newly exposed section of the driveway. Estimated cost: $2500.00.

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

13. Next Meeting: November 30, 2011, at 5:30 PM, New Library Site

14. Motion to adjourn by Trustee Swan at 8:50 p.m.

MINUTES OF THE NOVEMBER 16, 2011 TRUSTEES' MEETING

2011-12-01T07:21:00.000-05:00

Chazy Public Library Trustees’ Meeting

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

11/16/11

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

2. Public Forum: Carolyn Harding, president of Friends of the Library,

Grand Opening December 10 from noon to 4:00

Decorating will be done on December 1. Theme will be poinsettias. Real Christmas tree will be displayed.

Flyers will go up this Saturday.

Calling tree has been activated to solicit donations for refreshments, food sale and gift basket raffle.

3. Review of Minutes of Meeting on October 25, 2011

Motion by Trustee Trombly to accept the minutes as corrected. Second by Trustee Brendler. Passed.

4. Treasurer's Report

Motion by Trustee Brendler to accept the General Fund report as presented. Second by Trustee Trombly. Passed. We had a beginning balance of $9283.70 and an ending balance of $66,98.33.

Motion by Trustee Swan to accept the Renovation Fund report as presented. Second by Trustee Brendler. Passed. We had a beginning balance of $63,756.66 and an ending balance of $63597.62

5. Director's Report:

Francie will be ordering magnets with the new library on it for distribution at the grand opening at a cost of $122.00 for 250.

Reference books have been packed, along with most of the upstairs shelves.

Francie requested permission to close early the day before Thanksgiving. Request granted.

Notices have been sent to the newspapers regarding our closing on November 26 for the move.

6. Correspondence: None incoming.

7. President’s Report: No report.

8. On-line Publicity Committee – Trustee Swan. No report.

9. Old or Unfinished Business

Moving plan

Packing boxes – Holly Middleton, Stacey Sweet, and others have been pre-packing and dusting the books.

Signage in library; Jim Bennett will be donating signage for the children’s room, circ desk and reference sections. Trustee Castine presented design and color suggestions.

10. New Business

Publicity: North Countryman article (11/11/11); Press-Republican article (11/14/11) Errors will be corrected in forthcoming editions.

Publicity at Grand Opening: North Countryman and Press-Republican will be invited to take pictures of the ribbon-cutting ceremony.

Stained glass window in Children’s Room: We have received a memorial donation for the Children’s room. One half of one of the windows will be covered by a stained glass depiction of a scene from a James Herrieot Book. Stained glass work will be done by a local artist.

Room-naming plaques: general discussion

Grand Opening: December 10, 12-4. Music at 1:00. Trustees will be on hand as hosts at reception.

Preparation of Director’s Performance Evaluation, to be presented in January: Tabled.

Other: Discussion of the pattern of pedestrian traffic at the main entrance. Trustee Swan will contact the county to request a crosswalk after the bridge.

11. Project Manager’s Report

Fund-raising Team – Trustee Trombly

Trustee Swan will chair the holiday book drive again, with a focus on past donors and on the space we now have to fill in the new library.

Furnishings – Trustee Castine

Shelving installation is in progress. Special order pieces will arrive shortly.

Children’s Room furnishings – Trustee Trombly reports that furnishings have been ordered and are starting to arrive.

Reading Room chairs ordered: Upholstery and chair designs have been finalized and ordered. A table will be placed in the main area for meetings and reading.

Computer stations and countertops: Countertops should start arriving Friday. Computer stations will be moved prior to November 26.

Art display track system: advice from Tip Top Frames: Decision tabled.

Exterior book drop and teen game table: Both may be designed and donated as Senior Projects by two local students.

Grants Team – Trustee Castine

Charles Wood Foundation Grant and article in Press-Republican

NYS Public Library Construction Grant has been approved by CEF and has advanced to Albany.

Mazda Grant selections were made. Chazy did not receive funding.

On-site Construction Team – Trustee Brendler

Motion by Trustee Powers, Second by Trustee Swan to order a wireless security system and have it installed as soon as possible.

Discussion of exterior signage and railings.

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

13. Next Meeting: November 30, 2011, at 5:30 PM, New Library Site

14. Motion to adjourn by Trustee Swan at 8:50 p.m.

OCTOBER 25 MINUTES OF TRUSTEES' MEETING

2011-11-17T06:02:00.000-05:00

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}

Draft copy of the Minutes of Oct 25 Trustee's Meeting

2011-11-09T19:31:00.000-05:00

A draft copy of the Minutes of the Trustee's Meeting on Oct. 25th, is available in the Library.

OCTOBER 12TH SPECIAL MEETING OF THE LIBRARY TRUSTEES

2011-11-01T07:54:00.000-04:00

Trustees of the Chazy Public Library

Special Meeting

October 12, 2011

5:00 p.m.

Hubbell Building

ROLL CALL: The meeting was called to order at 5:00 p.m. by President Emily Castine. Present were Trustees George Brendler, Tina Trombly, Debby Powers and Angela Swan.

Purpose of the meeting was to approve the signing of the Assurances page of the 2011 application for the New York State Public Library Construction Grant by President Castine.

Motion by Trustee Trombly to approve the signing of the grant application listed above in the amount of $81,422. Second by Trustee Powers. Line item reading of the Assurances page by President Castine demonstrated that all intents and representations were in order. Motion Passed

Announcements

President Castine announced and read partially a letter from the Charles R. Wood Foundation confirming that we would shortly receive a check for $10,000 from that foundation. She then reported that Julie Wever of CEF had written that she had an e-mail from Linda Faria of the Adirondack Community Trust committee saying that we had also been named as recipients of $10,000 from ACT. That letter of confirmation has not yet been received. Grants were requested for use for digital equipment and upgrades in Phase II Community Room Construction.

President Castine announced that we had grossed $1,900.00 from the food tent, and then asked Deb how much the expenses were. She reported that she had an amount of $940+ for expenses. Trustee Brendler commended Deb for her hard work lugging the food items to the site and unused items back to the stores. We all agreed and thanked her!

President Castine has received confirmation that the metal shelving units for the new library will ship October 28^th. Assembly will take one day. Brief discussion of moving day plans followed.

Trustee Swan reported a surge of new activity on the library Facebook page. While we have only 26 followers, new data shows that 189 people viewed the announcement about the Clark house auction activities.

Motion by Angela to adjourn at 5:30 p.m.

Respectfully submitted,

Angela Swan

Secretary

MINUTES OF 9-28-2011 CHAZY PUBLIC LIBRARY TRUSTEES' MEETING

2011-11-01T07:52:00.000-04:00

Minutes of the Chazy Public Library Trustee’s Meeting

Town Hall

9/28/2011

Roll Call

The meeting was called to order at 6:30 p.m. by President E.Castine. Present were Trustees G. Brendler, D. Powers, T. Trombly and A.Swan. Also present were F.Fairchild, Library Director and C. Harding, Friends President.

Public Forum

C. Harding reported that the September meeting of the Friends of the Chazy Library was well attended and the tour of the new library went well.

The Friends group wishes to suggest that the Holiday Tea be presented this year in conjunction with the Grand Opening of the new library.

$535.50 was made at the book sale. Children’s titles that were leftover will go to the flood-ravaged Jay Library.

The Friends announced that they will be doing a tribute to their founder, Emeroy Burton, by donating a framed and dated portrait of her for display in the new library.

Yearbook ad: The Friends will be taking out a half-page ad this year in the school yearbook that will feature photos of both the old and new libraries for posterity.

Review of the minutes of meeting on 8/24/11.

Motion by Trustee Powers to approve the August minutes as corrected, second by Trustee Brendler. Motion passed.

Treasurers’ Report – Trustee Powers

Motion by Trustee Brendler to approve the August general fund report. Second by Trustee Trombly. Passed. Beginning balance was $13,348.04, ending balance was $10,220.18

Motion by Trustee Swan to approve the August renovation fund report. Second by Trustee Brendler. Passed. Beginning balance $77,946.81, ending $62,663.89

Motion by Trustee Powers that food costs for recent building fund events like the alumni fund drive and the auction concession be funded initially from the general fund and be reimbursed to the renovation fund from proceeds after the event. Second by Trustee Trombly. Passed.

Director’s Report by Francie Fairchild: Wireless scanner for inventory is not recommended for our use. Request permission to order wired version. Permission granted. Francie will order it. The school will save copy paper boxes for us to use in the move if someone agrees to pick them up periodically. New volunteer Holly Middleton is a welcome addition to the library.

Correspondence: We have received a “Receipt and Release” form from attorneys for the Clark estate acknowledging the items we accepted from them in the amount of $300.

President’s Report- Thank you to each of the Trustees for your continued dedication of time and effort and talents to the library during the busiest time for us in recent memory.

Old Business

Final Phase II estimate by Project Manager George Brendler: Final estimate was presented, with new consideration for the potential for water entry in the lower level, at $81,422.00.
Cost estimates for appliances, sink and cabinetry for Community Room by Trustee Castine: $3850.00
Cost estimates for digital and other equipment for Community Room by Trustee Castine: $2250.35
Artwork donation from Kristin McAuliffe has been gratefully accepted by the Trustees to be added to our rotating collection. We have selected oak frames with ivory matte. A copy of our gifts policy has been sent.

New Business

Food concession at auction to be held October 8-9 at George Clark residence: Trustee Powers will chair this committee. Trustee Swan will submit the permit to the Clinton County Health Department. Trustee Powers will acquire the menu items. Trustee Trombly will coordinate the volunteer list. Hamburgers, hot dogs and veggie burgers will be offered in addition to snacks, muffins, cookies, donuts, apples and beverages.
Consideration of actual move date: Mid November
Decision about the closing of the library during transition days: It is generally agreed that we will need to close for a Saturday to facilitate the move. A Saturday closure will give us four days to move.
Consideration of the Grand Opening: Tentatively planning a December 4 opening, in conjunction with the Friends’ Holiday Tea.
Live music may be available for the grand opening from Frank Langr’s After Five Brass. Trustee Castine will follow up now that we have a solid date.
Carpeting for library entryways: Motion by Trustee Swan, second by Trustee Brendler, to replace outdoor carpeting and handicap access ramp before the auction. Motion passed
Placement of international library sign: Trustee Brendler presented photos of two possible locations for the new signs. Trustees agreed that either side of the road would be acceptable at the intersection of Fiske and Route 9.
President Castine appointed a new committee for Online Public Relations. Trustees Swan and Brendler will serve in this capacity.

Project Managers’ Report

Fund Raising (Trustee Trombly): We are receiving a good response to our alumni mailing. Several donors have used PayPal to send money.

Coin drive has ended. Trustee Swan began picking up jars today. The rest will be picked up this week.

Next big event: Concession stand at the Clark auction.

Furnishings – Circulation area cabinetry will be custom-made by Rodger Bodine, who will be working on it during the month of October. Committee met with him to go over final design features. Countertop color/design is still pending. Shelving should be here within the month and will only take one day to install. Brief discussion of final furnishing selection.

Grant – Emily reported that the Farley/Paulin Library Bill for the 75/25 match has been signed by the Governor at last, but the move will not benefit us until Phase III as it does not take effect until April 2012.

Adirondack Community Trust grant deadline has been met.

NYS Public Library Construction Grant is due 10/19. A special meeting will be called to witness the signing of the final draft by Trustee Castine, date TBA.

Legal Aspects – Brief discussion on 501 c (3) status. We ran into trouble not having one for the ACT grant application. We have investigated the idea before and found that we do not need one for normal operating reasons. Policy was reviewed for our benefit. We were able to use the CEFLS number this time.

On Site Report –Post-hurricane reassessment of basement plans, ADA visit by John Farley, alternate fire door discussion, town sewer work planned, furnace room and supports going up, certificate of occupancy inspections underway, handed out new keys for rear door.

Motion to Adjourn by Trustee Swan at 8:00.

Next Meeting October 26, 2011 at 5:30.

Respectfully Submitted

Angela Swan

Secretary

DRAFT COPY OF THE MINUTES OF A SPECIAL MEETING 10-12-'11

2011-10-12T20:46:00.000-04:00

A draft copy of the minutes of the October 12th Special Meeting is available to the public at the Library.

MINUTES OF SEPTEMBER 28 TRUSTEE'S MEETING

2011-10-12T20:43:00.000-04:00

A draft copy of the minutes of the September 28th Trustees' Meeting is available to the public at the Library.

MINUTES OF THE AUGUST 24TH MEETING 2011

2011-09-29T09:39:00.000-04:00

Minutes of the Chazy Public Library Trustee’s Meeting

New Building at 6:15

8/24/2011

Roll Call

The meeting was called to order at 6:20p.m. by President E.Castine. Present were Trustees G. Brendler, D. Powers, T. Trombly. A.Swan was excused. Also present was F.Fairchild, Library Director and C. Harding, Friends’ President.

Public Forum

C. Harding reported that the Town wide yard sale was very successful. 41 households participated at $10.00 each ($410.00), and 115 maps were sold at $1.00 each. OHD bake sale netted $200.00. Book sale scheduled for 8/27 from 9-3 at the Town Hall. There will be a Sept. meeting of the Friends, to be announced. She also reported the founder of the Friends was Emeroy Burton; there was a question as to her first name.

Review of the minutes of meeting on 7/27/11

Motion by G. Brendler to approve the July minutes with corrections, second by D. Powers. Corrections include replace was with were in roll call after Also present and under director’s report replace a hand scanner with bar code scanner. Passed

Treasurers’ Report – Trustee Powers

Motion by T. Trombly to approve the July general fund report. Second by

G. Brendler. Passed Beginning balance was $15,815.05, ending $13,348.04.

Motion by G. Brendler to approve the July renovation fund report. Second by

T. Trombly. Passed. Beginning balance $81,273.79, ending $77,946.81.

D. Powers also handed out a draft of the August renovation expenses. She did a cost per square ft analysis. We can use this information to honor our donors’ wishes.

Directors’ Report-none

Correspondence thank you notes have been sent to Jim Bennett, Maggie Dodds, and Nancy Mooney.

Old Business - we need a cost estimate for appliances that will be part of the phase II grant. E. Castine will go to Lowes and get an estimate.

New Business

Auction to be held in September at George Clark residence. Emily and George were approached to sell food as a fund raiser. We discussed this and it was decided that we could do coffee, bottled water, soda, baked goods and candy (left over from OHD). Tina will approach the Lions to see if they are interested in selling hot dogs, hamburgers, Michigans, etc. Once we have a date I will speak with Rick Laurin, President of the Lions.
Kristin McAuliffe approached George about donating artwork for the children’s area. We will gladly accept her donation and give her a copy of the gift policy.

Project Managers’ Report

Fund Raising – Tina reported that the alumni letters are set to be mailed out. Joann Trombly will be collecting the coin jars at the end of the week. The Orchard will have a jar out since this is their busy time. She will report the totals. Tina, Joyce Samonek and Sue Foreman will sell candy and restaurant gift certificates at the annual book sale. The bottle drive idea is a good one but the committee has no time to organize this.

Furnishings – Emily is working with Jane and Tina is working with Pat to get some totals for furnishings in the library. Debby and I feel we should use the Mission chairs we have in the basement. They will need to be cleaned up. The shelving rep will meet with Emily on 8/29 at 10:00 or 5:00. Charlie Breen will meet with Emily to give us an estimate on the counter-tops. Emily and Debby went to Borders to look at the shelving that is for sale. They determined that it was not suitable for our needs.

Grant – Emily reported that the Farley/Paulin Library Bill has not been signed by the Governor as of this date. Julie Weaver ( CEF) told Emily that the Adirondack Community Trust has a grant opportunity to apply for our matching funds by showing we are using technology to benefit our community. This grant is due by 9/15/2011.

Legal Aspects – The Hubbells responded to our letter. Ten family members are interested in the library. The Town never responded to our letter.

On Site Report – George reported that to get a certificate of occupancy the furnace room need to be fire walled and a supporting beam needs to be put in. He received three quotes. Motion by D. Powers to accept the West Brothers bid of $3,430.00, second by T. Trombly. Passed. Discussed the retaining wall, drainage, portico, expanding the driveway and binder to gravel area. The board agrees that it needs to be done but the concern is that we do not have enough funds to complete the main floor. Any of this work cannot begin until the grant for phase II has been submitted.

Motion to Adjourn by T. Trombly at 7:47.

Next Meeting September 28, 2011 at 5:30.

Respectfully Submitted

Tina Trombly

Trustee.

Draft Copies of the Minutes of the August 27th Trustees' Meeting

2011-08-31T06:36:00.000-04:00

Draft copies of the Minutes of the 8-27-2011 meeting of the Chazy Public Library Trustees are available at the Library.

MINUTES OF THE JULY 27TH TRUSTEES' MEETING

2011-08-25T07:00:00.000-04:00

Minutes of Chazy Public Library Trustees’ Meeting

Chazy Town Hall at 5 PM

7/27/2011

Roll Call

The meeting was called to order at 5:30 p.m. by President Emily Castine. Present were Trustees George Brendler, Debby Powers, Tina Trombly and Angela Swan. Also present was Francie Fairchild, Library Director.

Public Forum

Review of Minutes of Meeting on 6/22/2011

Motion by Trustee Trombly to accept the minutes as amended, second by Trustee Powers. Passed.

Treasurer's Report – Trustee Powers

Motion by Trustee Swan to approve the June general fund report. Second by Trustee Trombly. Passed. Beginning balance was $15,639.37, ending balance $15,815.05

Motion by Trustee Brendler to accept the June renovation fund report. Second by Trustee Swan. Passed. Beginning balance was $6,052.28. Ending balance was $81,273.79 thanks to receipt of the first installment of the grant: $71,284.00

Reserve balance: $50,665.20.

Motion by Trustee Brendler to spend up to $300 on clearance books at the Border’s Going out of Business sale this week. Second by Trustee Swan. Passed.

Director's Report - Francie Fairchild, Library Director

1. New magazine rack has been received from Keene Valley Library. Thanks to Trustee Brendler for picking it up for us.

2. Customs and Border Protection has donated 5 more computers for our use.

3. Summer Reading Camp had 9 due to conflicting dates for soccer camp.

4. Summer Reading Program has 25 participants signed up.

5. Motion by Trustee Brendler to grant permission for Francie to order a barcode scanner, second by Trustee Swan. Passed.

Special Reports: Friends of the Library – Carolyn Harding, President

No report

Correspondence

Facebook report: We are on facebook in a very basic sense. Trustee Swan will work on making it a more dynamic presence.
Chazy Music Theater will be sending a donation of $529 from their 50-50 raffle.

President’s Report

1. President Castine took a moment to thank talented individuals for their unique contributions to a “team of many talents, experiences and opinions.” Specific thanks went out to Francie for her time at the library, Caroline Harding for her excellent liaison work between the Trustees and Friends, Trustee Brendler for his “indefatigability” as our “Jack of all Trades,” Trustee Swan for her letter-writing expertise, Trustee Trombly for her successful fundraising efforts and Trustee Powers for her diligence in watching and protecting the coffers. Thanks also went out to Jim Bennett for his valuable work and advice on the furnishings committee.

Old Business

Motion by Trustee Trombly to purchase oak veneer end panels from Jim Bennett for $500. Second by Trustee Powers. Passed.
Workshop “Preparing an Annual Report to Your Community” and “Community Analysis Using Business Decision”, Friday June 24. Trustees Brendler and Castine attended and came back with many new ideas for a report. Consensus to add the report to the annual schedule for March.

3. Adirondack Community Libraries Trust may have a grant for technical upgrades/additions to local libraries. Online survey completed by Trustee Castine and Francie

New Business

Review of shelving estimates by Estey Shelving, Jim Quinn and Library Interiors of New Jersey. Motion by Trustee Brendler to accept the estimate by Library Interiors of New Jersey for purchase and installation of adjustable metal shelving. Second by Trustee Powers. Passed. Cost: $13,152.00
Review of estimates for circulation desk cabinetry from Rodger Bodine, Jim Quinn and Gaylord Brothers. Motion by Trustee Trombly to accept estimate by Rodger Bodine, local contractor. Second by Trustee Powers. Passed. Cost: $3,350.00
Discussion of proposed Financial Controls Policy. Motion by Trustee Brendler to accept policy as amended. Passed. Policy will be added to Trustee Handbook.
We have received a gift certificate from Jim Bennett for $500 worth of mystery books to be added to our new library collection from Poisoned Pen Press.
Motion by Trustee Powers to accept donation of 8 Chippendale-style chairs for the Trustee board room in the new library. Second by Trustee Trombly. Passed.

Project Manager’s Report

Fund-raising Team – Trustee Trombly and Trustee Swan

Theme for 2011 at Old Home Day booth will be “Nostalgia” featuring an old-time candy store with vintage games and contests on the half hour. We will also be displaying the 3D drawings of the new library interior.

Pocket Change drive is underway at local businesses. Press release going out this week.

Grants Team – Trustee Castine

Mazda Grant request for $6,500 has been submitted.

75-25 grant matching bill still awaiting Governor Cuomo’s signature.

Legal Aspects Team – Trustee Swan

Letters went out to the Hubbell family as well as the Town Board to gauge their level of interest in acquiring the Hubbell building within the next year.

On-site Construction Team – Trustee Brendler

Presentation of estimate for Phase II construction: $72,000

Motion by Trustee Swan to purchase traditional vs. LED lighting for the exterior. Second by Trustee Trombly. Passed.

Furnishings Committee-Trustee Castine

Presentation of 3D drawings of main floor, courtesy of Tim Ryan.
Activities Report has been provided to Board via e-mail
Votes tonight on shelving and cabinetry mean we are on schedule to occupy the building by Christmas at the latest.

Motion to Adjourn by Trustee Swan at 7:35

Next meeting: August 24 at 5:30 p.m., Town Hall, Chazy

Respectfully submitted,

Angela Swan

Secretary

MINUTES OF THE JULY 27, 2011 TRUSTEES' MEETING

2011-08-02T19:37:00.000-04:00

Draft copies of the minutes of the July 27th Chazy Public Library Trustees' Meeting are available to the public at the Library.

June 22nd Chazy Public Library Trustees' Meeting Minutes

2011-07-30T17:02:00.000-04:00

Minutes of Chazy Public Library Trustees’ Meeting

Chazy Town Hall at 5 PM

6/22/2011

Roll Call

The meeting was called to order at 5:30 p.m. by President Emily Castine. Present were Trustees George Brendler, Debby Powers, Tina Trombly and Angela Swan. Also present were Francie Fairchild, Library Director and Caroline Harding, president of the Friends of the Chazy Library.

Public Forum

Guest speaker Steven Englehart of Adirondack Architectural Heritage led a very informative session regarding options for protecting the historic architecture of the Hubbell building. Preservation easements, deed covenants and town zoning for historic structures were suggested as options. He is willing to act as an advisor to the Legal Aspects committee regarding the sale of the old Library building this fall/winter.

Review of Minutes of Meeting on 5/25/2011

Motion by Trustee Swan to accept the minutes as amended, second by Trustee Powers. Passed.

Treasurer's Report – Trustee Powers

Motion by Trustee Brendler to approve the May general fund report. Second by Trustee Trombly. Passed. Beginning balance was $17,039.47, ending balance $15,639.37

Motion by Trustee Trombly to accept the May renovation fund report. Second by Trustee Brendler. Passed. Beginning balance was $6,222.49, ending balance was $6,052.28. Grant for $79,205 coming soon.

Reserve balance: $50,664.29

Director's Report - Francie Fairchild, Library Director

1. Summer Reading Camp – Tuesday, July 12 to Thursday, July 14, 9-noon. Call library for details.

Special Reports: Friends of the Library – Carolyn Harding, President

1. Bake sale will be held at Old Home Day. Town wide yard sales same weekend.

Correspondence

We received a letter from Congresswoman Janet Duprey congratulating us on having been awarded the matching grant we requested. $79,205 will be coming soon, in two installments.
The Town Board has voted to rescind our break on the utility bill. Future invoices will be for the full amount for both buildings.

President’s Report

1. Board members are reminded to use caution when dealing with the press and are encouraged to stay within their committee of expertise when being interviewed.

2. Linda Mary Todd, Director of the NYS Division of Library Development phoned to let us know she had been contacted by a Press-Republican staff member. Trustees are reminded to adhere to the CEF Library system chain of command when referring to sources of information: Board Trustees defer to the Board President who defers to CEF who then delegates to the proper state representative.

Old Business

Update on $14 million Construction Grant Program for 2011-2014: Funds may be matched 75% to our 25% next time. Phase II construction grant application has been initiated online. Final copy due 9/1.
Workshop “Preparing an Annual Report to Your Community” and “Community Analysis Using Business Decision”, Friday June 24. Trustees Brendler and Castine will attend.

3. ADA Workshop on June 20: Trustee Castine attended, presented new guidelines for the consideration of the Project Manager.

New Business

Status of 2010-2011 Phase I grant money match: Fund payout process has begun. E-mail from CEF today indicated we could expect the check within two weeks.
S.4101 Farley/A. 113 Paulin 75-25 Matching Bill passed House and Senate. Awaiting Gov. signature. See above.
Online grant registration for Phase II construction has been completed.
CCRS Senior Project: Trustee Brendler approached CCRS about the possibility of a student building a garden shed for the new library as part of the mandatory Senior Project next year. Trustee Brendler, on behalf of the Board, indicated that we would be open to the idea.
Adirondack Community Libraries may have a grant for technical upgrades/additions to local libraries. Online survey will be completed by Trustee Castine and Francie.

Project Manager’s Report

Fund-raising Team – Trustee Trombly and Trustee Swan

Theme for 2011 at Old Home Day booth will be “Nostalgia” featuring an old-time candy store with vintage games and contests on the half hour.

Pocket Change drive is underway at local businesses. Press release going out this week.

Grants Team – Trustee Castine

See above for construction grant reports.

Motion by Trustee Trombly to approve application for Mazda Education and Literacy grant. We are requesting $6500 to cover the cost of room dividers, a Smart Board and projector, a dedicated computer and printer, two chairs and a table in support of a job center and Literacy Volunteers tutoring area in the lower level of the library. Second by Trustee Powers. Passed.

Legal Aspects Team – Trustee Swan

Motion by Trustee Brendler to send a letter to the Hubbell family as well as the Town Board to gauge their level of interest in acquiring the Hubbell building within the next year.

On-site Construction Team – Trustee Brendler

Reports attached.

Presentation of estimate for Phase II construction.

Discussion of exterior lighting issues.

Furnishings Committee-Trustee Castine

Committee met June 20 with Roger Bodine and Jim Bennett to discuss cabinetry options. Report attached.
Presentation of 3D drawings of main floor, courtesy of Tim Ryan.

Motion to Adjourn by Trustee Swan at 8:00

Next meeting: July 27 at 5:30 p.m., Town Hall, Chazy

Respectfully submitted,

Angela Swan

Secretary

MINUTES OF THE MAY 25, 2011 TRUSTEES' MEETING

2011-07-07T08:24:00.000-04:00

Minutes of Chazy Public Library Trustees’ Meeting

Chazy Town Hall at 5 PM

5/25/2011

Roll Call

Public Forum

Review of Minutes of Meeting on 04/27/2011

Motion by Trustee Powers to accept the minutes as read, second by Trustee Brendler. Passed.

Treasurer's Report – Trustee Powers

Motion by Trustee Swan to approve the April general fund report. Second by Trustee Brendler. Passed. Beginning balance was $18,551.76, ending balance $17,039.47

Motion by Trustee Swan to accept the April renovation fund report. Second by Trustee Brendler. Passed. Beginning balance was $7163.22, ending balance was $6,222.49. Grant for $79,205 coming soon, in two installments of 60% followed by 40%.

Reserve balance: $50,664.29

Director's Report - Francie Fairchild, Library Director

1. Alex Mesick and Emma Garceau will be helping Diane Sabourin with the summer reading program in an effort to earn their Girl Scout Silver Badge.

2. Summer Reading Camp – Tuesday, July 12 to Thursday, July 14, 9-noon. Call library for details.

3. Annual report is finished.

Special Reports: Friends of the Library – Carolyn Harding, President

Annual membership meeting was held Saturday, May 14 at 12:00 at the Town Hall catered by the new Orchard Side Cafe.
New bylaws have been adopted.

3. Bake sale will be held at Old Home Day. Town wide yard sales same weekend. Possible cake walk as additional fundraiser. Trustee Swan will help.

Correspondence

We received a letter from Congresswoman Janet Duprey congratulating us on having been awarded the matching grant we requested. $79,205 will be coming soon, in two installments.
Letter from NYLA announcing the $14 million construction grant program for next year.

Old Business

Motion by Trustee Brendler to accept the Annual Report as presented. Second by Trustee Trombly, Passed. Report has been submitted to New York State and is available for viewing upon request.
CEF Workshop on Modern Media May 3, by Jesse Feiler was very informative. Trustees Castine, Brendler and Swan attended. Trustee Swan will be working on our new facebook page.
Motion by Trustee Swan to accept the procurement policy as amended. Second by Trustee Powers. Passed.
Trustees Castine, Trombly and Powers met with David Martin, Chair of Clark House committee, on Saturday, April 30 to discuss possible acceptance of certain Clark artifacts for display in the new library. Committee has reviewed the list of available items and requests a viewing before making a decision.
ADA workshop will be held Monday, June 20 9:30-noon at CEFLS in Plattsburgh. RSVP by June 10.

New Business

Trustee Brendler was re-elected to the library board on May 17. Oath of Office is on file. Term expires May 2016.
Library Budget passed. $35,000 for the coming year. 192 “Yes,” 90 “No.”
Discussion of bill from Curtis Lumber for bifold doors.
Trustee Trombly suggested we participate in NYLA Partnering with the Donor pilot project to create a one-stop donation portal for NYS libraries. Consensus to proceed with the project.
Workshop at CEFLS, 9:30 to noon on Friday, June 24: “Preparing an Annual Report to Your Community” and “Community Analysis using Business Decision.” Trustee Brendler will attend.
President’s Report was made by Trustee Castine.
Motion by Trustee Brendler to extend the current slate of officers for a second one-year term. Second by Trustee Powers. Passed. 2011-2012 slate of officers reads as follows:

President: Emily Castine

Vice President: Tina Trombly

Secretary: Angela Swan

Treasurer: Debby Powers

Selection of Bank and Insurance Company: TD Bank and Latremore (NBT) will continue to provide these services.
Conflict of Interest forms: updated and filed
President Castine re-appointed all standing committees without changes, as follows:

On-Site Construction: George Brendler

Fund-raising: Tina Trombly and Angela Swan

Legal Aspects: Angela Swan

Furnishings: Emily Castine, Debby Powers, Tina Trombly and

Jim Bennett (consultant)

Project Manager’s Report

Fund-raising Team – Trustee Trombly and Trustee Swan

Theme for 2011 at Old Home Day booth will be “Nostalgia” featuring an old-time candy store with vintage games and contests on the half hour. Other fundraising will include a “Pocket Change Drive” at local businesses throughout the summer.

Grants Team – Trustee Castine

Official notification of grant award has been received. No check yet.

Work has begun on 2011 matching grant application, due October 1. Discussion of wish list for Phase II line items.

Legal Aspects Team – Trustee Swan

Stillresearching proper disposal of Hubbell Bldg. Will contact Steve Englehardt from Adirondack Architectural Heritage for his input on the topic.

On-site Construction Team – Trustee Brendler

Reports attached.

Discussion of estimate for Phase II, lower floor community room. Trustee Powers, Treasurer, emphasized the current lack of funds for even the smallest project pending receipt of grant money.

Furnishings Committee-Trustee Castine

Stained Glass report – No report
Shelving – no solid estimates have been received to date.
Committee met May 12. Report attached.

Motion to Adjourn by Trustee Trombly at 8:00

Next meeting: June 22 at 5:30 p.m., Town Hall, Chazy

Respectfully submitted,

Angela Swan

Secretary

MINUTES OF THE APRIL 27TH TRUSTEES MEETING

2011-06-24T20:47:00.000-04:00

Minutes of Chazy Public Library Trustees’ Meeting

Chazy Town Hall at 5 PM

4/27/2011

Roll Call

Public Forum

Review of Minutes of Meeting on 03/23/2011

Motion by Trustee Brendler to accept the minutes as corrected, second by Trustee Powers. Passed.

Review of Minutes of Special Meeting on 3/25/2011

Motion by Trustee Trombly to accept the minutes as corrected. Second by Trustee Powers. Passed.

Treasurer's Report – Trustee Powers

Motion by Trustee Swan to approve the March general fund report. Second by Trustee Brendler. Passed.

Motion by Trustee Trombly to accept the March renovation fund report. Second by Trustee Brendler. Passed.

Director's Report - Francie Fairchild, Library Director

1. Francie received a proposal for promotional magnets for new library. General consensus was to wait for new library opening before ordering such items.

2. Trustees are encouraged to participate in ALA virtual legislative day May 3.

Special Reports: Friends of the Library – Carolyn Harding, President

Annual membership meeting Saturday, May 14at 12:00 at the Town Hall catered by the new Orchard Side Cafe. New members welcome.
Old bylaws have been located. New bylaws are finished and will be voted on at the next meeting. Copies have been distributed for review by officers and trustees.
$5,000 donation has been sent for the new library project. Thank you to the Friends for their generous support.

Correspondence

Letter from David Martin, Chairman of The Clark House Committee regarding certain artifacts which may be appropriate for preservation and display in the new library. Committee will meet with him on Saturday at 1:00.
We received an unsolicited donation of $2,000 from the Chazy-West Chazy Development Association, a welcome surprise. Thank you will go out immediately.
Revised ADA regulations – e-mail regarding upcoming workshop and new compliance concerns.

Old Business

Review of annual report: No action. Report is still in process at CEF.
CEF Workshop on Modern Media May 3, to be led by Jesse Feiler. Trustees Castine, Brendler and Swan will attend.
President Castine contacted Frank Langr regarding his offer to perform with his musical group, After 5 Brass, at our Grand Opening. He was hoping for a firm date, but will keep the offer open subject to the group’s availability.
Trustee Institute scheduled for April 29 and 30 in Albany. Trustees are encouraged to attend at least one of these during their tenure.
Trustee Brendler will be on the ballot for re-election to the library board this May 17.

Library Budget will also be on the ballot.

New Business

Procurement Policy: Presented by Trustee Brendler for 30-day review. Vote scheduled for May.
Long Range Plan: Motion by Trustee Trombly to accept the Long Range plan as corrected. Second by Trustee Brendler. Passed.
Fiscal year meeting schedule: Motion to accept FY2011-12 Calendar of Meeting Dates for the Chazy Public Library Trustees. Second by Trustee Swan. Passed. Meeting dates are as follows: June 22, July 27, August 24, September 28, October 26, November 30, of 2011 and January 25, February 22, March 28, April 25. Please note new meeting time of 5:30 p.m.

Project Manager’s Report

Fund-raising Team – Trustee Trombly and Trustee Swan

Theme for 2011 Book ‘Em fundraiser at Old Home Day will be Casino. New committee member is Joann Trombly. Next meeting May 16 at the Hubbell building.

Grants Team – Trustee Castine

No funds have been received to date.

Work has begun on 2011 matching grant application, due in September

Legal Aspects Team – Trustee Swan

Plans should be made soon for disposal of Hubbell building this fall. Trustee Swan expressed concerns over historic preservation of the building.

On-site Construction Team – Trustee Brendler

Reports attached.

Discussion of estimate for Phase II, lower floor community room. Trustee Powers, Treasurer, emphasized the current lack of funds for even the smallest project pending receipt of grant money.

Furnishings Committee-Trustee Castine

Review of carpet and tile estimates: Motion to accept revised bid by Marty’s Carpet for tile and carpet by Trustee Trombly, Second by Trustee Brendler, Passed.
Stained Glass report – No report
Shelving – estimates are pending

Motion to Adjourn by Angela at 7:30

Next meeting: May 25 at 5:30 p.m., Town Hall, Chazy

Respectfully submitted,

Angela Swan

Secretary