Minutes of Chazy Public Library Trustees’ Meeting
Chazy Town Hall at 5 PM
3/23/2011
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
Bids were opened for advertised work, including baseboard/radiation installation and wood wrapping for the Clark Building. Seven different companies responded to the newspaper call for bids. Once all bids were opened and noted, President Castine stated: “Having opened the bids and cited names and amounts, the Board will meet in committee to decide which bids best meet our criteria. Winning bids will be announced at a public meeting. Date and time will be posted at the library and the post office in addition to being listed on the library website.”
Review of Minutes of Meeting on 02/23/2011
Motion by Debby to accept the minutes as corrected, second by Tina. Passed
Review of Minutes of Special Meeting on 2/26/2011
Motion by George to accept the minutes as read. Second by Debby. Passed.
Treasurer's Report – Debby Powers
Motion by Angela to approve the February general fund report. Second by George. Passed.
Motion by Tina to accept the February renovation fund report. Second by George. Passed.
Motion to table the budget vote pending information on per capita impact of budget increase. Second by Tina. Passed.
Director's Report - Francie Fairchild, Library Director
See attached.
Francie has received a request from three local Girl Scouts who would like to complete their silver badge by volunteering for the library.
Easter basket raffle happening soon. Tickets available at the library or from Girl Scout leaders.
Special Reports: Friends of the Library – Carolyn Harding, President
Annual membership meeting Saturday, May 14. Membership drive is underway.
Original bylaws have vanished. Caroline is working on new ones.
Current lack of bylaws has delayed distribution of $5,000 donation to the new library project. Discussion of ways to expedite the process in light of the delay in grant funding.
Discussion of ideas for Old Home Day fundraiser. Girl Scouts may be able to help.
Town-wide yard sale is scheduled for last weekend in July.
Correspondence
The Board reviewed a 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. Board cited concerns regarding proper storage, display and insurance of valuable artifacts. Emily will respond with a request to view the items being offered.
Kim Mousseau e-mailed from the Lake Champlain Weekly requesting content for a recurrent library ad/feature.
Old Business
Application for real estate tax exemption has been completed for 2011. Pat Ayer will send the forms in January next year.
CEF Workshop coming up: CEF is planning a workshop on Modern Media, to be led by Jesse Feiler. CEF is looking for feedback on whether Trustee attendance would be better on a Saturday or a weeknight.
Publicity for project status: The North Countryman ran a prominent photo/article about the Friends donation and March visit to the site.
New Business
Motion by Tina to table review of the Annual report until spring. Second by Debby. Passed.
George Brendler will be up for re-election to the board this May at CCRS. Reminder to prepare his petition.
Frank Langr has offered to perform with his musical group, After 5 Brass, at our Grand Opening. General consensus was to accept their offer. Emily will follow up.
Sunshine fund donations are due in January. Reminder by George to add this item to the Year at a Glance page of the handbook.
Reminder by George that, per Trustee handbook, a review of the planning document and mission statement is due in March. Action postponed due to construction and renovation activities.
Right to record open meetings in New York – As of April 1, New York State will give its citizens the right to record open meetings with a variety of media. Discussion of developing reasonable rules governing the use of cameras and recording devices during our open meetings. Newspaper article attached.
Project Manager’s Report
Fund-raising Team – Tina Trombly and Angela Swan
Meeting soon to begin plans for the next Book “Em fundraiser
Grants Team - Emily Castine
We had received word that 40% of our grant funds may be available as soon as March, but no funds have been received to date.
Legal Aspects Team – Angela Swan
Discussion of timeline for disposal of Hubbell building and possible addition of deed restrictions to protect the historic integrity and location of the building.
On-site Construction Team – George Brendler
Reports attached.
Motion by Tina to authorize George to purchase light fixtures as soon as grant funds arrive. Cost $3150. Second by Angela. Passed.
Furnishings Committee
Review of carpet and tile estimates. Work session scheduled for Friday to view color samples.
Stained Glass report – Debby presented samples found on eBay. Discussion of the practicality of soliciting design ideas from the public.
Shelving – Jim Bennett has requested preliminary estimates for new shelving. Emily has been checking referenced with other libraries which have recently been renovated.
Motion to Adjourn by Angela at 8:00
Respectfully submitted,
Angela Swan
Secretary
Springtime on the library grounds
Library gounds
