Trustees of the Chazy Public Library
Special Meeting
February 5, 2011
Clark Building
ROLL CALL: The meeting was called to order at 10:00 a.m. by President Emily Castine. Present were Trustees George Brendler, Tina Trombly, Debby Powers and Angela Swan.
Purpose of the meeting was to approve payment of an invoice from West Brothers Construction.
Motion by Tina to approve payment to West Brothers Construction in the amount of $10,400.00 for work pertaining to Phase I construction in the Clark Building. Discussion: The Trustees request a more detailed itemization for accounting purposes. Second by George. Passed. Copy of invoice attached.
Motion by Angela to adjourn at 10:17 a.m.
Respectfully submitted,
Angela Swan
Secretary
Springtime on the library grounds
Library gounds
Saturday, February 26, 2011
Trustees Meeting Minutes of 1-26-11
Minutes of Chazy Public Library Trustees’ Meeting
Chazy Town Hall at 5 PM
1/26/2011
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. Also present were Francie Fairchild, Library Director, and Caroline Harding, president of the Friends of the Chazy Library.
Public Forum
Guest Speaker: Jay and Cindy Letts of Total Computer Supplies spoke of their experiences with a home that was listed on the National Historic Registry. They gave an overview of the application process and of the regulations governing renovation of historically designated properties and gave an idea of the value such designation can add to a property. Purpose of the speech was to suggest that it may be in the Board’s best interest to securing a place for the Hubbell building on the National Historic Registry before disposing of the building.
Review of Minutes of Meeting on 11/17/2010: Motion by Tina to accept the minutes as read, second by George. Passed
Review of Minutes of Special Meeting on 11/29/2010: Motion by George to accept the minutes as read.
Motion seconded by Debby. Passed.
Treasurer's Report – Debby Powers, for the months of November and December
Motion by Angela to accept the Treasurer’s report s for the renovation fund. Second by Tina. Passed.
Motion by Tina to accept the Treasurer’s reports for the general fund. Second by Angela. Passed.
Presentation of letter from NYS Department of Taxation and Finance clarifying that the Chazy Public Library is a state governmental entity and as such does not need a tax-exempt number. Vendors requesting proof of tax-exempt status should be given a copy of this letter or a purchase order. Forms attached. All Trustees are now in possession of a copy of the letter.
Director's Report - Francie Fairchild, Library Director
See attached.
Annual report is due in February.
CPL has submitted a $300 matching grant request to Stewart’s Shops for children’s books.
Wish list of book titles sent to Betty Little’s office for state funding in the Health and Behavioral category.
Discussion of Gates grant money and where to spend the remaining balance.
NYS tax forms are now available at the library.
Special Reports: Friends of the Library – Carolyn Harding, President
Holiday Open House was a big success. Sold more tickets than ever.
2. Next meeting Saturday, February 26 at the Station Café. Lunch on your own at 12:00, meeting at 1:00.
3. Annual membership meeting coming up in May.
Correspondence
Letter from the Town of Chazy regarding water/sewage bill: Motion by Angela Swan to accept the resolution by the Town of Chazy which will limit the water and sewer bills for the Clark building to a debt-service charge until the Trustees notify them that the building is occupied. Once the Clark building is occupied, the Hubbell building will be granted the same billing status and the meter turned off. Second by George. Passed. Resolution signed by President Emily Castine.
2. Message from CEF via NYLINE concerning requiring Board approval prior to payment of bills. Discussion of current policy regarding payment of bills followed.
Unfinished Business
Computer Funds – Use of Remainder of Gates Money: Some funds were used to upgrade and prep computers donated to CPL by the U.S. Border Patrol. Remaining funds are available until 2012 and must be used to upgrade or maintain computers designated for public use. Discussion of new printer. Topic tabled until we move into the Clark building.
Report from Director’s Performance Evaluation Committee: Emily and Tina met with Francie to go over her performance evaluation. Copies have been filed.
Trustees’ Attendance at Town Board Meeting on 12/13/2010 -Water/Sewage Billing: Purpose of attendance was to draw attention to our letter to the supervisor requesting a price break on our current duplicate water and sewer bills. Current bills amount to $450 quarterly in spite of very minimal usage. Request was reviewed and eventually granted. See Correspondence above.
New Business
CEFLS Member Library Contract for 2011 has been signed by President Castine
2. Easter Egg Hunt (Request for Clark Site from Girl Scouts): Request to hold this year’s hunt at the new library site was denied in consideration of the hazards presented by the construction site. Girl Scouts will still sell chances on gift baskets to benefit the library.
Furnishings Committee Meetings and Walk-Throughs: Reports and proposed floor plan attached.
Library Snapshot Day (February): Francie will look into participating February 12.
4. Policy Development pertaining to sanitizing library: brief discussion of the dangers of censorship in public libraries and the “sanitized” versions of books that are being offered to libraries. Board agrees that the full and original version of all the books in our collection must be maintained at all times, per Policy Handbook and Library Bill of Rights.
5. Sunshine Fund contributions are due: $20.00 from each trustee for 2011
6. Work Session/Walk Through (after receipt of Jim Quinn’s plans) – Dec. 12, 2010: Went well. Furnishing plans and circulation desk are nearly finalized. Jim Bennett is assisting the committee with a professional review of proposed plans. Bids for shelving and cabinetry will be solicited from at least three firms. Finalized placement of wiring, lighting, circuitry, monitoring system.
Project Manager’s Report
Fund-raising Team – Tina Trombly and Angela Swan
Lion’s club donated $3,000 last week. Tina attended their meeting last Tuesday and has already submitted the check. Thank you, Lions Club members for your donation and for your standing offer to help with upcoming work projects, like painting and moving the books.
Per Treasurer’s report, the Annual Holiday Fund Drive raised $1205.00. Angela will send thank-you notes.
Grants Team - Emily Castine
Still awaiting final word on the major grant.
Legal Aspects Team – Angela Swan
We do have someone interested in purchasing the building. They understand that we are not currently offering the site for sale and will not be ready to do so for at least a year.
On-site Construction Team – George Brendler
Reports attached.
Wiring/lighting is done. Taping and light fixures are up next.
Review of bills pending/funding remaining.
Motion by Tina to pay Champlain Valley Electric and Chazy Hardware bills. Second by Angela. Motion passed.
Reminder to solicit bids for major projects before awarding contracts.
Reminder to use volunteers whenever possible.
Review of Current Minutes (for motions and seconds): Angela
Next Meeting: February 23, 2011, at 5 PM, Town Hall
Motion by Tina to adjourn at 7:30 p.m.
Respectfully submitted
Angela Swan
Secretary
Chazy Town Hall at 5 PM
1/26/2011
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. Also present were Francie Fairchild, Library Director, and Caroline Harding, president of the Friends of the Chazy Library.
Public Forum
Guest Speaker: Jay and Cindy Letts of Total Computer Supplies spoke of their experiences with a home that was listed on the National Historic Registry. They gave an overview of the application process and of the regulations governing renovation of historically designated properties and gave an idea of the value such designation can add to a property. Purpose of the speech was to suggest that it may be in the Board’s best interest to securing a place for the Hubbell building on the National Historic Registry before disposing of the building.
Review of Minutes of Meeting on 11/17/2010: Motion by Tina to accept the minutes as read, second by George. Passed
Review of Minutes of Special Meeting on 11/29/2010: Motion by George to accept the minutes as read.
Motion seconded by Debby. Passed.
Treasurer's Report – Debby Powers, for the months of November and December
Motion by Angela to accept the Treasurer’s report s for the renovation fund. Second by Tina. Passed.
Motion by Tina to accept the Treasurer’s reports for the general fund. Second by Angela. Passed.
Presentation of letter from NYS Department of Taxation and Finance clarifying that the Chazy Public Library is a state governmental entity and as such does not need a tax-exempt number. Vendors requesting proof of tax-exempt status should be given a copy of this letter or a purchase order. Forms attached. All Trustees are now in possession of a copy of the letter.
Director's Report - Francie Fairchild, Library Director
See attached.
Annual report is due in February.
CPL has submitted a $300 matching grant request to Stewart’s Shops for children’s books.
Wish list of book titles sent to Betty Little’s office for state funding in the Health and Behavioral category.
Discussion of Gates grant money and where to spend the remaining balance.
NYS tax forms are now available at the library.
Special Reports: Friends of the Library – Carolyn Harding, President
Holiday Open House was a big success. Sold more tickets than ever.
2. Next meeting Saturday, February 26 at the Station Café. Lunch on your own at 12:00, meeting at 1:00.
3. Annual membership meeting coming up in May.
Correspondence
Letter from the Town of Chazy regarding water/sewage bill: Motion by Angela Swan to accept the resolution by the Town of Chazy which will limit the water and sewer bills for the Clark building to a debt-service charge until the Trustees notify them that the building is occupied. Once the Clark building is occupied, the Hubbell building will be granted the same billing status and the meter turned off. Second by George. Passed. Resolution signed by President Emily Castine.
2. Message from CEF via NYLINE concerning requiring Board approval prior to payment of bills. Discussion of current policy regarding payment of bills followed.
Unfinished Business
Computer Funds – Use of Remainder of Gates Money: Some funds were used to upgrade and prep computers donated to CPL by the U.S. Border Patrol. Remaining funds are available until 2012 and must be used to upgrade or maintain computers designated for public use. Discussion of new printer. Topic tabled until we move into the Clark building.
Report from Director’s Performance Evaluation Committee: Emily and Tina met with Francie to go over her performance evaluation. Copies have been filed.
Trustees’ Attendance at Town Board Meeting on 12/13/2010 -Water/Sewage Billing: Purpose of attendance was to draw attention to our letter to the supervisor requesting a price break on our current duplicate water and sewer bills. Current bills amount to $450 quarterly in spite of very minimal usage. Request was reviewed and eventually granted. See Correspondence above.
New Business
CEFLS Member Library Contract for 2011 has been signed by President Castine
2. Easter Egg Hunt (Request for Clark Site from Girl Scouts): Request to hold this year’s hunt at the new library site was denied in consideration of the hazards presented by the construction site. Girl Scouts will still sell chances on gift baskets to benefit the library.
Furnishings Committee Meetings and Walk-Throughs: Reports and proposed floor plan attached.
Library Snapshot Day (February): Francie will look into participating February 12.
4. Policy Development pertaining to sanitizing library: brief discussion of the dangers of censorship in public libraries and the “sanitized” versions of books that are being offered to libraries. Board agrees that the full and original version of all the books in our collection must be maintained at all times, per Policy Handbook and Library Bill of Rights.
5. Sunshine Fund contributions are due: $20.00 from each trustee for 2011
6. Work Session/Walk Through (after receipt of Jim Quinn’s plans) – Dec. 12, 2010: Went well. Furnishing plans and circulation desk are nearly finalized. Jim Bennett is assisting the committee with a professional review of proposed plans. Bids for shelving and cabinetry will be solicited from at least three firms. Finalized placement of wiring, lighting, circuitry, monitoring system.
Project Manager’s Report
Fund-raising Team – Tina Trombly and Angela Swan
Lion’s club donated $3,000 last week. Tina attended their meeting last Tuesday and has already submitted the check. Thank you, Lions Club members for your donation and for your standing offer to help with upcoming work projects, like painting and moving the books.
Per Treasurer’s report, the Annual Holiday Fund Drive raised $1205.00. Angela will send thank-you notes.
Grants Team - Emily Castine
Still awaiting final word on the major grant.
Legal Aspects Team – Angela Swan
We do have someone interested in purchasing the building. They understand that we are not currently offering the site for sale and will not be ready to do so for at least a year.
On-site Construction Team – George Brendler
Reports attached.
Wiring/lighting is done. Taping and light fixures are up next.
Review of bills pending/funding remaining.
Motion by Tina to pay Champlain Valley Electric and Chazy Hardware bills. Second by Angela. Motion passed.
Reminder to solicit bids for major projects before awarding contracts.
Reminder to use volunteers whenever possible.
Review of Current Minutes (for motions and seconds): Angela
Next Meeting: February 23, 2011, at 5 PM, Town Hall
Motion by Tina to adjourn at 7:30 p.m.
Respectfully submitted
Angela Swan
Secretary
Sunday, February 13, 2011
Valentine's Day Story Hour
Francie Fairchild and Carolyn Harding are preparing for the reading group Saturday the 12 of February. Mrs. Harding will present heart warming stories for the children in attendance.
Thursday, January 27, 2011
MINUTES OF THE 11-29-10 TRUSTEES MEETING
Trustees of the Chazy Public Library
Special Meeting
November 29, 2010
ROLL CALL: The meeting was called to order at 7:03 p.m. by President Emily Castine. Present were Trustees George Brendler, Tina Trombly and Angela Swan.
Purpose of the meeting was to review NYSEG easement document and complete unfinished business of appropriating funds for current work projects.
Motion by George: to reiterate that the President of the Trustees of the Chazy Publick Library (currently Emily Castine) has the authority to sign all legal documents in the name of The Chazy Public Library. Second by Tina. Passed.
Motion by George to approve payment to R. Deso Inc. for concrete. $810.00 Second by Angela. Passed.
Motion by George to approve payment to Jeffords Steel for purchase of internal steel support structure: $10,847. Also to pay labor costs for installation of steel support structure: $2844. Total expenditure: $13,691. Second by Tina. Passed.
Discussion: Driveway entrance can be widened for about $300 plus cost of one load of gravel. Total cost could approach $800. Questioned the viability of waiting until Phase III to get the job done. Consideration must be made for accessibility to the side entrance, which we anticipate will be the main entrance. Consensus to include driveway work in Phase II construction.
Motion by Tina to adjourn at 7:25 p.m.
Respectfully submitted,
Angela Swan
Secretary
Special Meeting
November 29, 2010
ROLL CALL: The meeting was called to order at 7:03 p.m. by President Emily Castine. Present were Trustees George Brendler, Tina Trombly and Angela Swan.
Purpose of the meeting was to review NYSEG easement document and complete unfinished business of appropriating funds for current work projects.
Motion by George: to reiterate that the President of the Trustees of the Chazy Publick Library (currently Emily Castine) has the authority to sign all legal documents in the name of The Chazy Public Library. Second by Tina. Passed.
Motion by George to approve payment to R. Deso Inc. for concrete. $810.00 Second by Angela. Passed.
Motion by George to approve payment to Jeffords Steel for purchase of internal steel support structure: $10,847. Also to pay labor costs for installation of steel support structure: $2844. Total expenditure: $13,691. Second by Tina. Passed.
Discussion: Driveway entrance can be widened for about $300 plus cost of one load of gravel. Total cost could approach $800. Questioned the viability of waiting until Phase III to get the job done. Consideration must be made for accessibility to the side entrance, which we anticipate will be the main entrance. Consensus to include driveway work in Phase II construction.
Motion by Tina to adjourn at 7:25 p.m.
Respectfully submitted,
Angela Swan
Secretary
Minutes of Trustees Meeting 11-17-10
Minutes of Chazy Public Library Trustees’ Meeting
Chazy Town Hall
11/17/2010
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, Angela Swan. Francie Fairchild, Library Director, was invited to arrive after Executive Session.
EXECUTIVE SESSION
Motion by Tina, Second by Debby to go into executive session for the purpose of going over the Director’s Performance Evaluation. Passed.
Motion by George, Second by Debby at 5:15 p.m. to terminate executive session Passed.
PUBLIC FORUM: No presentations were made.
REVIEW OF MINUTES OF MEETING ON 10/27/2010
Motion by Tina, Second by George to accept the minutes as presented. Passed.
TREASURER'S REPORT
Debby has received the funds collected by the Town through the Library Assessment. Total annual income from this source: $25,000
Motion by George, Second by Tina to accept the Treasurer’s report as presented. Copy attached.
DIRECTOR'S REPORT (Francie):
Mrs. Walsh’s fifth grade class will be coming to the Clark building to present $200 worth of books earned through the CCRS Scholastic Book Fair. Discussion of logistics and safety issues of the presentation at the Clark building work site. Presentation will take place outside the building, press will be invited. Emily will consult with Mr. Tregan, George will act as on-site host.
Francie has accepted an invitation from CEFLS to participate in a two-year Family Literacy Grant program from the NYS Library. Program connects libraries and local childcare providers in a variety of book-based activities and continuing education sessions that will net long term results for our shared clientele. Deadline 11/22/10.
Full report attached.
SPECIAL REPORTS: None
CORRESPONDENCE
NYS Library Trustees Newsletter has arrived. Debby will transfer Pat’s subscription to Angela.
OLD OR UNFINISHED BUSINESS
Board’s self-evaluation check list (Review 7 scales): Group review of rating checklist. Consensus that our current library offers too little in the way of handicap accessibility, parking, and shelf space to earn a maximum efficiency rating. Consensus that the new library will address all deficiencies and that the Trustees are working well together to achieve current goals. Sample attached.
Holiday fund drive update (Trustee Swan): 150 letters have gone out. Mailing list has been updated and placed in Excel format for mail merge. Fundraising goal is $1600.
Sunshine fund ($20.00 from each trustee for 2010): All donations have been collected for 2010. 2011 due in January.
Work session at Clark building, 10/31: Trustees met on-site to view construction progress and to finalize layout of new library, including location of computer work stations, reading areas, and circulation desk.
NEW BUSINESS
Appeal letter for presentation at town board meeting about water/sewage charges for both buildings (Trustee Powers): Basic rate is $225 qtrly. per building. Discussion of actual usage in both buildings and the burden of two bills during construction phase. Trustee Swan will compose a letter of appeal to the Chazy Town Board to request a reprieve until the new building is completed.
Furnishings committee (to study, compare, and report different vendors’ products): New committee will consist of Emily, Debby and Tina. Jim Bennett, library planning specialist, will be invited to join.
Summary of walk-through with Jim Quinn, contract furniture specialist, 11/12: Will present his drawings by November 30. It is agreed that bids should be requested from at least three different furniture vendors before any final decision is made.
Work session scheduled for December 12 at 1:00 to go over Jim Quinn’s drawings.
PROJECT MANAGER’S REPORT
Fund-raising team – Tina Trombly: No report
Grants team - Emily Castine: No report
Legal Aspects team – Angela Swan
Notified potential bidder that we will not be in a position to sell for at least 18 months.
On-site construction team – George Brendler
Copy of report attached. Total work so far, including installation of interior steel reinforcements, stairs, and safe haven will cost just under $60,000.
REVIEW OF CURRENT MINUTES (FOR MOTIONS AND SECONDS)
NEXT MEETING: January 26 at 5 p.m., Town Hall
ADJOURNMENT: Motion by Tina to adjourn, 6:30 p.m.
Respectfully Submitted,
Angela Swan
Secretary
Chazy Town Hall
11/17/2010
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, Angela Swan. Francie Fairchild, Library Director, was invited to arrive after Executive Session.
EXECUTIVE SESSION
Motion by Tina, Second by Debby to go into executive session for the purpose of going over the Director’s Performance Evaluation. Passed.
Motion by George, Second by Debby at 5:15 p.m. to terminate executive session Passed.
PUBLIC FORUM: No presentations were made.
REVIEW OF MINUTES OF MEETING ON 10/27/2010
Motion by Tina, Second by George to accept the minutes as presented. Passed.
TREASURER'S REPORT
Debby has received the funds collected by the Town through the Library Assessment. Total annual income from this source: $25,000
Motion by George, Second by Tina to accept the Treasurer’s report as presented. Copy attached.
DIRECTOR'S REPORT (Francie):
Mrs. Walsh’s fifth grade class will be coming to the Clark building to present $200 worth of books earned through the CCRS Scholastic Book Fair. Discussion of logistics and safety issues of the presentation at the Clark building work site. Presentation will take place outside the building, press will be invited. Emily will consult with Mr. Tregan, George will act as on-site host.
Francie has accepted an invitation from CEFLS to participate in a two-year Family Literacy Grant program from the NYS Library. Program connects libraries and local childcare providers in a variety of book-based activities and continuing education sessions that will net long term results for our shared clientele. Deadline 11/22/10.
Full report attached.
SPECIAL REPORTS: None
CORRESPONDENCE
NYS Library Trustees Newsletter has arrived. Debby will transfer Pat’s subscription to Angela.
OLD OR UNFINISHED BUSINESS
Board’s self-evaluation check list (Review 7 scales): Group review of rating checklist. Consensus that our current library offers too little in the way of handicap accessibility, parking, and shelf space to earn a maximum efficiency rating. Consensus that the new library will address all deficiencies and that the Trustees are working well together to achieve current goals. Sample attached.
Holiday fund drive update (Trustee Swan): 150 letters have gone out. Mailing list has been updated and placed in Excel format for mail merge. Fundraising goal is $1600.
Sunshine fund ($20.00 from each trustee for 2010): All donations have been collected for 2010. 2011 due in January.
Work session at Clark building, 10/31: Trustees met on-site to view construction progress and to finalize layout of new library, including location of computer work stations, reading areas, and circulation desk.
NEW BUSINESS
Appeal letter for presentation at town board meeting about water/sewage charges for both buildings (Trustee Powers): Basic rate is $225 qtrly. per building. Discussion of actual usage in both buildings and the burden of two bills during construction phase. Trustee Swan will compose a letter of appeal to the Chazy Town Board to request a reprieve until the new building is completed.
Furnishings committee (to study, compare, and report different vendors’ products): New committee will consist of Emily, Debby and Tina. Jim Bennett, library planning specialist, will be invited to join.
Summary of walk-through with Jim Quinn, contract furniture specialist, 11/12: Will present his drawings by November 30. It is agreed that bids should be requested from at least three different furniture vendors before any final decision is made.
Work session scheduled for December 12 at 1:00 to go over Jim Quinn’s drawings.
PROJECT MANAGER’S REPORT
Fund-raising team – Tina Trombly: No report
Grants team - Emily Castine: No report
Legal Aspects team – Angela Swan
Notified potential bidder that we will not be in a position to sell for at least 18 months.
On-site construction team – George Brendler
Copy of report attached. Total work so far, including installation of interior steel reinforcements, stairs, and safe haven will cost just under $60,000.
REVIEW OF CURRENT MINUTES (FOR MOTIONS AND SECONDS)
NEXT MEETING: January 26 at 5 p.m., Town Hall
ADJOURNMENT: Motion by Tina to adjourn, 6:30 p.m.
Respectfully Submitted,
Angela Swan
Secretary
Saturday, January 8, 2011
January 8th Children's Reading Hour
Tammi Kreckel entertained an enthusiastic group of children this Saturday with readings about Penguins and other interesting topics.
JANUARY PETER PAN TIP TO THE LIBRARY
The Peter Pan Play School children made the snowy trek to the Chazy Public library for their first reading outing of 2011.
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