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
Springtime on the library grounds
Library gounds
