CHAZY PUBLIC LIBRARY BOARD OF TRUSTEES MEETING
January 27, 2010, 5 PM, Town Hall
CALL TO ORDER: George Brendler, President, called the meeting to order at 5:04 PM. Also present were: Trustees Emily Castine, Pat Neverett, Debby Powers, and Tina Trombly; Francie Fairchild, Library Director; Ken Burger, president of the Chazy Friends of the Library; Jim Bennett, Grant Writing Committee member; and Tim Castine, designer.
SECRETARY’S MINUTES:
The minutes of December 2, 2009, were accepted as read.
M (Trombly), S (Powers) PASSED
TREASURER’S REPORT:
The December 2009 financial report was accepted as presented.
M (Neverett), S (Trombly) PASSED
DIRECTOR’S REPORT:
Director Fairchild stated that there will be several computer classes taught in Rouses Point on Digital Photography and Internet Basics on the 19th and 26 of Feb. Patrons are urged to sign up as space is limited.
COMMITTEE REPORTS
Christmas Book Fund Drive Results
Trustee Castine reported that she had set our approximately 100 request letters, and the proceeds from that drive amounted to $1475.00. There were thirty- six contributors. Trustee Castine will send thank-you notes to each donor.
Deeds Search
Trustee Neverett reported that she had checked into the deeds and found them very confusing. She read from the Deed of 1932 which indicated that our present Chazy Public Library building should be “preserved as a memorial.” This building is a real asset to us. Apparently, the Children’s Room is on Town property. Trustee Neverett will check on this at the County Clerk’s Office to ascertain whether that particular piece of property was ever deeded to the library from the Town of Chazy.
Ken Burger indicated that the Hubbell Family would be interested in purchasing the building as a Hubble Museum.
Policies Update
President Brendler emphasized the importance of having a policy covering every aspect of the library. The next two to be addressed are the evaluation and grievance policies.
CORRESPONDENCE
Appraisal
President Brendler noted he had received the appraisal of Dr. Clark’s office property. The office building has an estimated worth of $95,000.00, and the adjoining property, an estimated value of $11,000.
UNFINISHED BUSINESS
Old Lights
Director Fairchild told us that Stacey Sweet had offered $5.00 each for the old lights in our Children’s Room. The Board agreed to accept whatever she would offer.
Honeywell Winter Watchman
The Director reported having lost heat in the building from time to time. As a precaution, a Winter Watchman device has been installed. A red candle in the window will light up if the temperature drops below a preset minimum. The light is visible from the road and will alert those monitoring it.
Items in Town Safe:
These items are now in the Town Safe: Survey Map; Letter of Testamentary; and Appraisal of Dr. Clark’s Office and Property
President Brendler instructed the trustees to check the Template of Repetitive Yearly Activities entitled “Year At a Glance.”
Also, Brendler stressed the importance of our Organizational Meeting which should be held each May after the Annual Budget Vote.
Surplus Gates Funds
Trustees agreed to use the remaining Gates Grant funds to purchase new computers.
M (Neverett), S (Powers) PASSED
Liaison Between the Board and the Friends of the Library
Trustees approved a motion to ask Ken Burger or a representative of his choice from the Friends of the Library to serve as a liaison from the Friends of the Library to our Board and to continue in that position after his term as club president expires.
M (Neverett), S (Trombly) PASSED
Ken Burger, representing the Friends of the Library, asked about his group in terms of fund-raising and the to-be-created Foundation. He remarked that his group always rose to the occasion when asked to do fund-raising projects.
Consultant Bennett gave an explanation for the need for the two entities.
NEW BUSINESS
Annual Report:
President Brendler reminded Director Fairchild about the need to prepare for the Annual State Report.
Preparation for Yearly Audit
It was a consensus that the Trustees would not seek an audit this year.
Energy Audit
Trustees approved a request by President Brendler to pay $100.00 for an energy audit to be done on February 5, 2010 at the new site. This amount is refundable if we expend that amount for energy use.
M (Neverett), S (Trombly) PASSED
Public Relations Policy
Under “Patron Complaints”: if there are complaints from patrons they should be directed to the Director who in turn will give the patron the “Challenged Materials” form to fill out. “Patron Rules” remain as stated, and enforcement is up to the discretion of the Library Director. Trustees were advised to revisit the Library Bill of Rights.
The revised P-R Policy was accepted with the noted changes.
M (Powers), S Castine) PASSED
Project Progress Report
Project Lead Comments: Project Manager Brendler reported on his activities since our last meeting. He stressed the importance of coordination.
He stated that he had appointed a “Deeds Committee” with Trustee Neverett and Consultant Bennett as members. It was decided by the Board to rename this ad hoc committee, the “Legal Aspects Committee”.
REPORT FILED IN NOTEBOOK
Fundraising Chair Update: Trustee Trombly remarked that her committee had met in December and the brainstorming session that resulted in a number of doable activities. Their next meeting will be held on Feb. 3, 2010, at 5:30 PM in the library. Jim Lundy will be in attendance. REPORT FILED IN NOTEBOOK
Grants Chair Update: Trustee Castine gave a detailed report of her committee that had initially met on Jan. 26th. The committee will focus on 5 major sources at this point, three large grants and two smaller ones. Committee member Bennett gave Castine a packet of Library Capital Projects from the State of New York. REPORT FILED IN NOTEBOOK
Foundation Chair Update: Trustee Powers is working on a mission statement that is needed for the start up of our Foundation under 501C3 It will cost us $350.00 to file paperwork to create such. She and her Foundation Committee will try to get at least five area people to spearhead this foundation. Jim Bennett will help with the procurement of the 501C3. A checking account will be needed for the Foundation.
Construction Site Update:
President Brendler noted his preparation of the “Phases of the Plan” which he e-mailed to each trustee. This Plan serves as a guide that will evolve as we change and refine it.
Walk-Through Results
Tim Castine, designer, had questions concerning the fuel tank, the heating system, the septic line, and the water line. He and others will do another walk through on Friday, thé 29th, at 2:30 PM. He commented that we should study the building and take time to sense its beauty. The design should be something that draws people to it, something that energizes the area. Local artisans should be considered and be utilized in this project. He is proceeding carefully, noting Board Members wishes and concerns about the building details.
Brendler has met with Bob West of the Zoning and Planning Board and found him to be very positive. The local board will give us a letter giving its blessing to take to the Zoning Appeals Board. We hope to get a variance from them for the parking. We can apply for a variance without having a deed. We will definitely need a site construction permit.
To meet ADA requirements, Brendler has asked a rep from North Country Center for Independent Living to confer with us on handicapped access and design requirements. He will hopefully be able to give us a quote on Friday, January 29th.
Scott Shipley, from Canton, will make an energy audit on Feb. 5th at 2 PM. The electric company will be sending a report on our current energy usage from CPL. We should have the results by mid-March.
It would be provident to check with Peru Library’s Becky Pace about energy usage, as her set-up is comparable to ours.
REVIEW OF CURRENT MINUTES
Motions were repeated for accuracy and noted as correct.
Each committee chair was urged to keep Brendler informed.
NEXT MEETING: February 24, 2010, 5 PM, in Town Hall
ADJOURNMENT: Meeting was adjourned at 7 PM.
M (Trombly)
Respectfully submitted,
Emily Flachbart Castine
Secretary
Springtime on the library grounds
Library gounds
