The Friends of the Library are hosting the Townwide Yard Sale July 24th to help raise funds for the renovation of the future Library building, the former Dr.Clark Office.
Registration forms are available at the Library or via e-mail at bigfoot7@twcny.rr.com. Make checks payable to the Friends of the Library and send them to Carolyn Harding, 19 Miner Farm Rd., Chazy, NY 12921. For further information call her at 846-7721.
Springtime on the library grounds
Library gounds
Monday, June 14, 2010
Thursday, June 3, 2010
Library Fundrasing 50-50 Raffle at the Happy Pike
Lorna Parrotte of Chazy won the Library fundrasing raffle at this year's Happy Pike in Chazy.
The Library portion was $277 dollars. Thanks Tina, Pat, and Robin for your hard work!
The Library portion was $277 dollars. Thanks Tina, Pat, and Robin for your hard work!
Thursday, May 13, 2010
Minutes of the 4-28-10 Trustees' Meeting
CHAZY PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
April 28, 2010, 5 PM, Town Hall
CALL TO ORDER:
George Brendler, President, called the meeting to order at 5:03 PM. Also present were: Trustees Emily Castine, Pat Neverett, Debby Powers, and Tina Trombly; Francie Fairchild, Library Director; and Ken Burger, president of the Chazy Friends of the Library.
SECRETARY’S MINUTES:
The minutes of March 31, 2010, were accepted as read.
M (Neverett), S (Trombly) PASSED
TREASURER’S REPORT:
This report was accepted as presented. Treasurer Powers explained that our $30,000 CD had matured, and it had accrued to $31,000. It was automatically placed in the Money Market account for the present.
M (Trombly), S (Castine) PASSED
DIRECTOR’S REPORT:
President Brendler read this report as Library Director Fairchild was detained at the library.
The Board agreed to order a 1-year subscription to the Consumer Reports Money Adviser magazine for $29.95.
COMMITTEE REPORTS:
The updating of the Policy Booklet for all trustees is nearing completion. Trustees will address the Collection Development Policy at the May meeting.
CORRESPONDENCE:
Patron Grant:
Our library was notified as the recipient of the $1,000 Patron Grant from the 45th Senatorial District and Senator Betty Little to be used for the C-E-F collection development plan. The emphasis will be on non-fiction titles, and library directors will have to document purchases.
Library Resources Article:
Director Fairchild sent trustees an e-mail from Library Resources which detailed the best practices for choosing library furniture.
Letters of Support:
President Brendler stated copies of letters of support had been sent from Dr. Joseph Burke, Trustee of the Miner Foundation, and Chairman of the Board of the Miner Institute to the Library, and from James R. Langley, Chairperson of Clinton County Legislature, to Grace Kelly, Director of the Public Library Construction Grant Program, and Renee Hotte of USDA, Rural Development, Area Specialist.
Energy Survey Results:
NYSERDA sent us a booklet of findings. Some of the recommended measures would qualify for incentives through the Existing Facilities Program.
Endnyne Asbestos Results:
President Brendler reported encouraging results from the samples he collected and took to Endyne of EMSL Analytical for testing. The green tiles in the lab, x-ray and exam rooms are the only concerns, and these could be covered with plywood sub-flooring.
Conceptual Scope:
Contact administrator Jim O’Neil, president of C. W. Augustine, Inc., gave his cost opinion for the conceptual scope of repairs to the potential Chazy Public Library as $248,900.00.
Elevation Survey:
This survey was well documented with a map and pictures by RMS (Sunderland) Co. President Brendler sent a copy to FEMA with a signed application for removal from the flood plain. He also sent a copy to Latremore’s Insurance. He expects a letter from FEMA stating that we will not need flood insurance.
Insurance Policy:
President Brendler saw Chris Latremore of Latremore’s Insurance informally and learned that our regular policy would be separate from a possible flood insurance policy. We had expected our new policy to be ready for presentation at this meeting. George will contact Chris about this.
Richard’s Tree Service:
A bid for tree removal was presented from Richard’s Tree Removal after they stopped by the property and checked out the tree situation. Giroux’s Tree Removal did not want to touch the huge stump at the rear of the building, while Richard’s agreed to remove it. This firm would be wiling to “start in June and be paid in July.”
Town Zone Variance Letter:
Bob West received a call from Attorney Heather West’s office to produce the Town’s zone variance letter. This is a requirement in the will. One page of the document packet states, “variance granted.” West will give Attorney West this documentation.
Estimators Set To Walk-Through Property on Friday, April 30:
President Brendler had set up an appointment with Bob West, Chazy Building Permit Officer and local contractor, and Jeff LeRoy, engineer with Jeffords Steel Co., to give us a reliable cost estimate for the entire project. Brendler contacted LeRoy to see if his contractor, Andy Carter of Carter Construction, would accept the O’Neil cost estimate. This is required for the grant applications. Meeting was scheduled for 2:30 PM on the 30th.
Trustee Neverett will check out the basement area to determine what furnishings and equipment would be kept or thrown out at the discretion of the Board.
UNFINISHED BUSINESS:
Quilt Gift:
It was noted that President Brendler had hung the quilt that had been given to the library by Mrs. Pam Schafer. Secretary Castine has written her a note of thanks.
Long-Range Planning Document:
This document was accepted with the deletion of the Automation Category.
M (Neverett), S (Castine) PASSED
Agreement Between the Friends of the Library and the Board of Trustees of the Library:
Friends’ President Ken Burger remarked that he would send our Understanding to all members prior to the May 15th meeting to elicit their responses. Trustee Trombly, Fund-Raising Co-Chair, will speak at that meeting, as will President Brendler.
The trustees agreed to table voting on this Understanding until after the meeting at which the Friends will discuss it.
M (Powers), S (Trombly) PASSED
SHPO Letter:
President Brendler has a note to contact the person for an update of the form we sent her.
Loan Procedures:
The Board was in consensus that we would not pursue bank loans at this time. Treasurer Powers and President Brendler had checked out some options with the local credit union and TD Bank.
Conceptual Scope Data:
It was necessary for the Board to get cost estimates for the renovation project from a reliable contractor. An important question to be asked of Grace Kelly, Program Head of the Public Library Construction Grant at the Glens Falls workshop, was, “Can the person or firm that develops a cost estimate for the project bid later to do that very construction?” Trustee Castine will ask that of Ms. Kelly at the May 5th workshop.
Gym Measurements Results:
Trustees agreed that laying out the proposed floor plan with blue tape on the CCRS gym floor clarified our vision of the new library
space.
Pointing of Stones of Current Library
Local contractor and mason, Dick West, has continued his pro bono work of pointing the stones on the library’s exterior. The trustees are most appreciative of his efforts.
NEW BUSINESS:
Evaluation of the State of the Library Policy
This policy was revised by President Brendler and Trustee Castine and accepted by the Board.
M (Neverett), S (Powers) PASSED
Appraisal of the Present Library, the Hubbell Building:
President Brendler spoke with realtor Joey Trombley who advised George to get in touch with Rosenbaum Appraisers. The cost for the appraisal would run from $350.00 - $500.00. President Brendler reported the assessment value of that land was $2,000.00 and the building, $26,100.
Project Progress Report:
Fund raising Team:
1.)Solicitation letters for funding the project to go out to community members this weekend.
2.)Individual donors sought for room naming rights: Trustee Castine reported that she had spoken to one individual who then sent a $1,000 check to the library project, and to an other who pledged to give $20,000 for naming rights to the Reading Room in memory of her parents. Castine had also spoken with four other possible donors.
Grants Team:
Committee Members, Lorna Forster and Trustee Castine are working on the Public Library Construction Grant. Castine will attend another of Grace Kelly’s workshops on that particular grant on May 5th in Glens Falls with C-E-F Grant Consultant, Julie Wever, and Jim Bennett, of the Grant Writing Committee.
The USDA Loan/Grant has been put on hold for the present. However, the Trustees went ahead with the Conceptual Scope needed for this loan/grant.
Legal Aspects Team:
Trustee Neverett checked and found out that we don’t need fencing near the river, as the river is a natural resource.
However, the trustees feel a barrier of some sort off to the side of the road entrance is needed for extra safety.
Closing Procedure:
A motion was made to look into the feasibility of having Robert Kagan as our attorney to review legal papers and attend the closing in relation to Clark’s Office property.
M (Neverett), S (Trombly) PASSED
Construction Site Team Updates
All reports covered earlier in this meeting.
Project Lead Comments:
Procedures for Stamped Plans:
We are hoping that Jeff Leroy of Jeffords Steel will be able to stamp the plans for the necessary steel beams for the new library.
Asbestos:
President Brendler stated that it looks like we have proceeded in a safe fashion for checking for asbestos.
Furnace:
Jim O’Neil advised us to repair the furnace. However, John Polewchak may not be able to repair it. Bob West will spray some penetrating oil on it to see if the bolts can be loosened safely. We definitely need it to be energy efficient.
Review of Motions:
Secretary Castine read over all motions and they were accepted as read.
Next meeting:
May 26, 5 PM, Town Hall
This will be our annual organizational meeting. We have a template for it. The Annual Vote on the School Budget will be on May 18th. The Public Hearing is one week earlier, May 11th.
ADJOURNMENT:
M (Trombly) At 6:25 PM
Respectfully submitted,
Emily F. Castine
Secretary
BOARD OF TRUSTEES MEETING
April 28, 2010, 5 PM, Town Hall
CALL TO ORDER:
George Brendler, President, called the meeting to order at 5:03 PM. Also present were: Trustees Emily Castine, Pat Neverett, Debby Powers, and Tina Trombly; Francie Fairchild, Library Director; and Ken Burger, president of the Chazy Friends of the Library.
SECRETARY’S MINUTES:
The minutes of March 31, 2010, were accepted as read.
M (Neverett), S (Trombly) PASSED
TREASURER’S REPORT:
This report was accepted as presented. Treasurer Powers explained that our $30,000 CD had matured, and it had accrued to $31,000. It was automatically placed in the Money Market account for the present.
M (Trombly), S (Castine) PASSED
DIRECTOR’S REPORT:
President Brendler read this report as Library Director Fairchild was detained at the library.
The Board agreed to order a 1-year subscription to the Consumer Reports Money Adviser magazine for $29.95.
COMMITTEE REPORTS:
The updating of the Policy Booklet for all trustees is nearing completion. Trustees will address the Collection Development Policy at the May meeting.
CORRESPONDENCE:
Patron Grant:
Our library was notified as the recipient of the $1,000 Patron Grant from the 45th Senatorial District and Senator Betty Little to be used for the C-E-F collection development plan. The emphasis will be on non-fiction titles, and library directors will have to document purchases.
Library Resources Article:
Director Fairchild sent trustees an e-mail from Library Resources which detailed the best practices for choosing library furniture.
Letters of Support:
President Brendler stated copies of letters of support had been sent from Dr. Joseph Burke, Trustee of the Miner Foundation, and Chairman of the Board of the Miner Institute to the Library, and from James R. Langley, Chairperson of Clinton County Legislature, to Grace Kelly, Director of the Public Library Construction Grant Program, and Renee Hotte of USDA, Rural Development, Area Specialist.
Energy Survey Results:
NYSERDA sent us a booklet of findings. Some of the recommended measures would qualify for incentives through the Existing Facilities Program.
Endnyne Asbestos Results:
President Brendler reported encouraging results from the samples he collected and took to Endyne of EMSL Analytical for testing. The green tiles in the lab, x-ray and exam rooms are the only concerns, and these could be covered with plywood sub-flooring.
Conceptual Scope:
Contact administrator Jim O’Neil, president of C. W. Augustine, Inc., gave his cost opinion for the conceptual scope of repairs to the potential Chazy Public Library as $248,900.00.
Elevation Survey:
This survey was well documented with a map and pictures by RMS (Sunderland) Co. President Brendler sent a copy to FEMA with a signed application for removal from the flood plain. He also sent a copy to Latremore’s Insurance. He expects a letter from FEMA stating that we will not need flood insurance.
Insurance Policy:
President Brendler saw Chris Latremore of Latremore’s Insurance informally and learned that our regular policy would be separate from a possible flood insurance policy. We had expected our new policy to be ready for presentation at this meeting. George will contact Chris about this.
Richard’s Tree Service:
A bid for tree removal was presented from Richard’s Tree Removal after they stopped by the property and checked out the tree situation. Giroux’s Tree Removal did not want to touch the huge stump at the rear of the building, while Richard’s agreed to remove it. This firm would be wiling to “start in June and be paid in July.”
Town Zone Variance Letter:
Bob West received a call from Attorney Heather West’s office to produce the Town’s zone variance letter. This is a requirement in the will. One page of the document packet states, “variance granted.” West will give Attorney West this documentation.
Estimators Set To Walk-Through Property on Friday, April 30:
President Brendler had set up an appointment with Bob West, Chazy Building Permit Officer and local contractor, and Jeff LeRoy, engineer with Jeffords Steel Co., to give us a reliable cost estimate for the entire project. Brendler contacted LeRoy to see if his contractor, Andy Carter of Carter Construction, would accept the O’Neil cost estimate. This is required for the grant applications. Meeting was scheduled for 2:30 PM on the 30th.
Trustee Neverett will check out the basement area to determine what furnishings and equipment would be kept or thrown out at the discretion of the Board.
UNFINISHED BUSINESS:
Quilt Gift:
It was noted that President Brendler had hung the quilt that had been given to the library by Mrs. Pam Schafer. Secretary Castine has written her a note of thanks.
Long-Range Planning Document:
This document was accepted with the deletion of the Automation Category.
M (Neverett), S (Castine) PASSED
Agreement Between the Friends of the Library and the Board of Trustees of the Library:
Friends’ President Ken Burger remarked that he would send our Understanding to all members prior to the May 15th meeting to elicit their responses. Trustee Trombly, Fund-Raising Co-Chair, will speak at that meeting, as will President Brendler.
The trustees agreed to table voting on this Understanding until after the meeting at which the Friends will discuss it.
M (Powers), S (Trombly) PASSED
SHPO Letter:
President Brendler has a note to contact the person for an update of the form we sent her.
Loan Procedures:
The Board was in consensus that we would not pursue bank loans at this time. Treasurer Powers and President Brendler had checked out some options with the local credit union and TD Bank.
Conceptual Scope Data:
It was necessary for the Board to get cost estimates for the renovation project from a reliable contractor. An important question to be asked of Grace Kelly, Program Head of the Public Library Construction Grant at the Glens Falls workshop, was, “Can the person or firm that develops a cost estimate for the project bid later to do that very construction?” Trustee Castine will ask that of Ms. Kelly at the May 5th workshop.
Gym Measurements Results:
Trustees agreed that laying out the proposed floor plan with blue tape on the CCRS gym floor clarified our vision of the new library
space.
Pointing of Stones of Current Library
Local contractor and mason, Dick West, has continued his pro bono work of pointing the stones on the library’s exterior. The trustees are most appreciative of his efforts.
NEW BUSINESS:
Evaluation of the State of the Library Policy
This policy was revised by President Brendler and Trustee Castine and accepted by the Board.
M (Neverett), S (Powers) PASSED
Appraisal of the Present Library, the Hubbell Building:
President Brendler spoke with realtor Joey Trombley who advised George to get in touch with Rosenbaum Appraisers. The cost for the appraisal would run from $350.00 - $500.00. President Brendler reported the assessment value of that land was $2,000.00 and the building, $26,100.
Project Progress Report:
Fund raising Team:
1.)Solicitation letters for funding the project to go out to community members this weekend.
2.)Individual donors sought for room naming rights: Trustee Castine reported that she had spoken to one individual who then sent a $1,000 check to the library project, and to an other who pledged to give $20,000 for naming rights to the Reading Room in memory of her parents. Castine had also spoken with four other possible donors.
Grants Team:
Committee Members, Lorna Forster and Trustee Castine are working on the Public Library Construction Grant. Castine will attend another of Grace Kelly’s workshops on that particular grant on May 5th in Glens Falls with C-E-F Grant Consultant, Julie Wever, and Jim Bennett, of the Grant Writing Committee.
The USDA Loan/Grant has been put on hold for the present. However, the Trustees went ahead with the Conceptual Scope needed for this loan/grant.
Legal Aspects Team:
Trustee Neverett checked and found out that we don’t need fencing near the river, as the river is a natural resource.
However, the trustees feel a barrier of some sort off to the side of the road entrance is needed for extra safety.
Closing Procedure:
A motion was made to look into the feasibility of having Robert Kagan as our attorney to review legal papers and attend the closing in relation to Clark’s Office property.
M (Neverett), S (Trombly) PASSED
Construction Site Team Updates
All reports covered earlier in this meeting.
Project Lead Comments:
Procedures for Stamped Plans:
We are hoping that Jeff Leroy of Jeffords Steel will be able to stamp the plans for the necessary steel beams for the new library.
Asbestos:
President Brendler stated that it looks like we have proceeded in a safe fashion for checking for asbestos.
Furnace:
Jim O’Neil advised us to repair the furnace. However, John Polewchak may not be able to repair it. Bob West will spray some penetrating oil on it to see if the bolts can be loosened safely. We definitely need it to be energy efficient.
Review of Motions:
Secretary Castine read over all motions and they were accepted as read.
Next meeting:
May 26, 5 PM, Town Hall
This will be our annual organizational meeting. We have a template for it. The Annual Vote on the School Budget will be on May 18th. The Public Hearing is one week earlier, May 11th.
ADJOURNMENT:
M (Trombly) At 6:25 PM
Respectfully submitted,
Emily F. Castine
Secretary
Thursday, May 6, 2010
Sunday, April 25, 2010
Story Hour with Kristin McAuliffe
Kristin is engaging the children about authors and illustators with the newly displayed Children's Quilt prominently in the background.
Dick West is finishing pointing up the stone wall
Dick West, local contractor, has been pointing up the stone in our Library walls.
He has been doing this for the second year. Something he promised to do as a long time volunteer.
Wednesday, March 10, 2010
Minutes of 2-26-10 and 3-6-10 CPLTrustees' Meeting
CHAZY PUBLIC LIBRARY
BOARD OF TRUSTEES MEETING
February 26, 2010, 5 PM, Town Hall
CALL TO ORDER: George Brendler, President, called the meeting to order at 5:05 PM. Also present were: Trustees Emily Castine, Debby Powers, and Tina Trombly; Francie Fairchild, Library Director; Jim Bennett, Grant Writing Committee member; Trustee Neverett was excused due to illness.
:
SECRETARY’S MINUTES
The minutes of January 27, 2010, were accepted as read.
M (Powers), S (Brendler) PASSED
TREASURER’S REPORT:
The proposed budget for 2010-2011 was presented. The taxation figure was proposed as $22,000.00, a $2,900.00 increase. 2. Discussion followed, and it was suggested that due to the impending cost of maintaining the new, bigger building we increase our request to $25,000. Treasurer Powers will send trustees the revised proposed budget for perusal. The matter was tabled until Trustee Neverett has had a chance to review the revised proposed budget.
M (Castine), S (Brendler) PASSED
The Financial Reports of December 2009 and January 2010 were accepted as presented.
M (Trombly), S (Brendler) PASSED
DIRECTOR’S REPORT: Director Fairchild’s Annual Report submission is her report for this month.
COMMITTEE REPORTS:
Christmas Fund Drive
President Brendler thanked Trustee Castine for her work soliciting contributions which amounted to $1,475.00.
Policies Update
President Brendler stated that he had sent out two personnel policies for our review. They were the Grievance Procedure Policy and the Performance Review.
President Brendler will send two more policies to review: The Conflict of Interest Policy and the Periodic Policy Review.
CORRESPONDENCE:
Thank-You Letter
Trustee Neverett composed a thank-you letter to Tim Castine for his help with preliminary project plans. All the trustees signed it at the meeting.
C-E-F- informed us that Horizon fees would be raised for 2011.
Proposals
Triangle Systems sent a proposal for the solar panels (NYSERDA incentive, etc.)
Duprey Technical sent a proposal for roof replacement.
Energy Audit
An Energy Audit has been completed. The Board awaits the results due in mid-March.
Church Memorial
President Brendler noted that donations in memory of Pamela Church would be made to our library. Secretary Castine was asked to send a note of appreciation to Walter and Nancy Church for naming the library as a recipient for these donations.
Letter of Support from Planning Board
President Brendler received a Letter of Support for the library relocation-renovation project from the Planning Board to take to the Zoning Board of Appeals.
Seminar
There will be a Library Construction Seminar in Glens Falls on May 5th. This is a seminar led by Grace Kelly of the New York State Library. Both Trustees Brendler and Castine attended such a seminar last year.
It was noted that there have been two excellent library-related articles in the Press-Republican lately.
Snap Shot Day
C-E-F had designated a day that photographically highlighted System activities on a normal day. Trustee Castine noted that we would need supportive pictures for our grant applications.
Survey Map
President Brendler will send a copy of this to each trustee. As this is a preliminary survey from the lawyer, he will first check with Heather West. He had already given a copy to the Zoning Appeals Board for its files.
UNFINISHED BUSINESS
The monitor filter was changed in the library and the bottom of the tank valve was thawed. Thanks to Steve LaPierre and George for helping with this.
Treasurer Powers provided an updated “Year At a Glance” with her August Summary Report.
Clarification About Contributions
We had a clarification about tax-deductible contributions in the IRS 170 (c) (1). It was determined that we do not need a 501 (c) (3).
NEW BUSINESS:
The Zoning Board of Appeals granted us a variance for an undersized lot. Trustees Neverett and Brendler attended this meeting. The old entrance is grandfathered. If we were to change the footprint, we would need another variance. Jim Bennett remarked that if we don’t change basics, and go up instead, we don’t need to apply for a variance. We have already been given the OK for five parking spaces in the back.
Bruce Ladue advised us to be careful about touching the stone.
Foundation Creation
The Trustees agreed to rescind the motion made at the December 2nd, 2009 meeting to start up a Foundation.
M (Trombly), S (Powers) PASSED
Dedicated Construction and Renovation Fund
Trustees decided to create a Dedicated Construction and Renovation Fund.
M (Powers), S (Trombly) PASSED
Team Leaders’ Expenses
Trustees agreed to table the motion for approval of team leaders’ anticipated expenses relating to the Renovation Project beyond mere petty expenses.
M (Castine), S (Brendler) PASSED
Annual Report
Trustees voted to approve the Annual Report prepared by Director Fairchild.
M (Castine), S (Trombly) PASSED
Two Personnel Policies
Trustees moved to accept the Performance Review Policy, after changing the number of trustees needed to make up the Review Committee from three to two, and the Grievance Procedure Policy as stated.
M (Trombly), S (Powers) PASSED
Political Support Letters
President Brendler presented copies of his letter to the group, while Trustee Castine read her letter to the Board.
Search for an Architect
Jim Bennett cautioned that the charges for an architect could run from 11% of entire project cost and up, as opposed to having pro bono work done for us. We will need an RFP from a prospective architect who should present drawings of past libraries he/she has designed. We should advertise in the paper for this person and would hope to receive at least three proposals. Apparently, the USDA Grant will pay such professional fees.
President Brendler will speak with Jim Bennett about the search procedure. It will take time.
Bennett voiced his concern that we don’t carry insurance on ourselves as trustees.
Design and Construction Check List
The trustees were in consensus about the checklist provided by President Brendler.
Work Session
There will be a work session on March 21st, Sunday, in the Chazy Town Hall from 2-4 PM. Brendler will have more info at the next work session.
PROJECT PROGRESS REPORT
Fundraising Team
Trustee Trombly sent the February 3rd meeting summary to all trustees.
The WEBINAR report will be given at a future time.
Trustee Trombly is in contact with Henry Lindberg, a relative of the Fiske Family tied to Dr. Clark’s Office. She is encouraging his participation in this project.
President Brendler is continuing his work on the letterhead for fundraising projects.
Legal Aspects Team
Trustee Neverett found out that we do have a deed for the Children Room’s property.
Grants Team
Trustee Castine sent out summaries of both the January 26th and February 7th meetings.
Trustee Castine and Grant Committee writer, Lorna Forster, attended a showing of the WEBINAR at C-E-F and agreed it was most helpful.
It was noted that the USDA allocation of $100M for Rural Libraries is most significant.
Political Support Letters
Political support appeal letters from President Brendler and Trustee Castine will be sent out on March 1st, 2010.
Construction Site Team Update
President Brendler sent out summaries of the January 29th walk-through and the February 5th Office visit.
February 17th Second Opinion Visit: Gerri Trombley, area contractor and builder, made a visit to inspect the building. His advice was that the interior should be gutted.
Sewer Collection Station
In discussion with Tom Roberts, President Brendler learned that the posts designating the sewer collection area could be moved, if necessary.
Solar Panels
Area metal designer John Trombly discussed solar panels with President Brendler and confirmed they were a good investment.
Preliminary Plans
The trustees were in consensus with the preliminary floor plan by designer Tim Castine, M.S. Architecture, but opinions differed about the idea of making the main entrance at the side and reserving the area in the front for a window seat solarium area.
Project Leader Brendler commented that Bob West had given him a booklet on the Code system in NYS.
SPECIAL MEETING CALLED
President Brendler called for a special meeting of the Board on Saturday, March 6th, at 8:30 AM at the library for the purpose of voting on the revised proposed budget.
REVIEW OF CURRENT MINUTES
The motions were reviewed for corrections. None noted.
NEXT MEETING
Our next meeting is set for March 31st, 2010, at 5 PM in the Town Hall.
ADJOURNMENT
The meeting was adjourned at 6:40 PM. M (Powers)
Respectfully submitted,
Emily Flachbart Castine
Secretary
CHAZY PUBLIC LIBRARY BOARD OF TRUSTEES
SPECIAL MEETING
March 6, 2010, 8:30 AM, Library
CALL TO ORDER: George Brendler, President, called the meeting to order at 8:37 AM.
IN ATTENDANCE:
Present: Trustees Emily Castine, Pat Neverett, Debby Powers, Tina Trombly, and Library Director Francie Fairchild
BUSINESS:
Budget
The trustees approved the revised proposed budget for 2010-2011. We will be requesting $25,000.00 from the school tax levy this May.
M (Neverett), S (Trombly) PASSED
ADK One Pass
The trustees agreed to send a Letter of Support to T. J. Stewart of Wired Not who is applying for the ADK One Pass Broadband Access grant which will fund public library computer centers.
M (Powers), S (Trombly) PASSED
New Construction and Renovation Account
Trustees approved the start up of the new account, the Construction and Renovation Fund, at the TD Bank in Chazy, with the transfer of $5,000.00 now and another $2500.00 when the next CD comes due.
M (Neverett), S (Trombly) PASSED
Feasibility Report Needed for the USDA Grant
President Brendler reported that he had spoken at the Walk-Through on March 5th with Jeff Leroy, a structural engineer from Jeffords Steel, who recommended the architect Michael Reynolds of Beardsley Design Associates of Malone. He, with a contractor, will provide us with a total project estimate. This is needed to apply for the USDA Grant. President Brendler along with Trustees Neverett and Trombly had agreed during that walk-through of Dr.Clark’s basement area that Brendler set up a Walk-Through for Friday, March 12th, at 2:30 PM, at Dr. Clark’s office. Mr. Leroy had suggested at least $75 up to $100.00 per hour for this service.
M (Neverett), S (Powers) PASSED
ADJOURNMENT:
The meeting was adjourned at 9:14 AM.
M (Powers)
Respectfully submitted,
Emily F. Castine
Secretary
BOARD OF TRUSTEES MEETING
February 26, 2010, 5 PM, Town Hall
CALL TO ORDER: George Brendler, President, called the meeting to order at 5:05 PM. Also present were: Trustees Emily Castine, Debby Powers, and Tina Trombly; Francie Fairchild, Library Director; Jim Bennett, Grant Writing Committee member; Trustee Neverett was excused due to illness.
:
SECRETARY’S MINUTES
The minutes of January 27, 2010, were accepted as read.
M (Powers), S (Brendler) PASSED
TREASURER’S REPORT:
The proposed budget for 2010-2011 was presented. The taxation figure was proposed as $22,000.00, a $2,900.00 increase. 2. Discussion followed, and it was suggested that due to the impending cost of maintaining the new, bigger building we increase our request to $25,000. Treasurer Powers will send trustees the revised proposed budget for perusal. The matter was tabled until Trustee Neverett has had a chance to review the revised proposed budget.
M (Castine), S (Brendler) PASSED
The Financial Reports of December 2009 and January 2010 were accepted as presented.
M (Trombly), S (Brendler) PASSED
DIRECTOR’S REPORT: Director Fairchild’s Annual Report submission is her report for this month.
COMMITTEE REPORTS:
Christmas Fund Drive
President Brendler thanked Trustee Castine for her work soliciting contributions which amounted to $1,475.00.
Policies Update
President Brendler stated that he had sent out two personnel policies for our review. They were the Grievance Procedure Policy and the Performance Review.
President Brendler will send two more policies to review: The Conflict of Interest Policy and the Periodic Policy Review.
CORRESPONDENCE:
Thank-You Letter
Trustee Neverett composed a thank-you letter to Tim Castine for his help with preliminary project plans. All the trustees signed it at the meeting.
C-E-F- informed us that Horizon fees would be raised for 2011.
Proposals
Triangle Systems sent a proposal for the solar panels (NYSERDA incentive, etc.)
Duprey Technical sent a proposal for roof replacement.
Energy Audit
An Energy Audit has been completed. The Board awaits the results due in mid-March.
Church Memorial
President Brendler noted that donations in memory of Pamela Church would be made to our library. Secretary Castine was asked to send a note of appreciation to Walter and Nancy Church for naming the library as a recipient for these donations.
Letter of Support from Planning Board
President Brendler received a Letter of Support for the library relocation-renovation project from the Planning Board to take to the Zoning Board of Appeals.
Seminar
There will be a Library Construction Seminar in Glens Falls on May 5th. This is a seminar led by Grace Kelly of the New York State Library. Both Trustees Brendler and Castine attended such a seminar last year.
It was noted that there have been two excellent library-related articles in the Press-Republican lately.
Snap Shot Day
C-E-F had designated a day that photographically highlighted System activities on a normal day. Trustee Castine noted that we would need supportive pictures for our grant applications.
Survey Map
President Brendler will send a copy of this to each trustee. As this is a preliminary survey from the lawyer, he will first check with Heather West. He had already given a copy to the Zoning Appeals Board for its files.
UNFINISHED BUSINESS
The monitor filter was changed in the library and the bottom of the tank valve was thawed. Thanks to Steve LaPierre and George for helping with this.
Treasurer Powers provided an updated “Year At a Glance” with her August Summary Report.
Clarification About Contributions
We had a clarification about tax-deductible contributions in the IRS 170 (c) (1). It was determined that we do not need a 501 (c) (3).
NEW BUSINESS:
The Zoning Board of Appeals granted us a variance for an undersized lot. Trustees Neverett and Brendler attended this meeting. The old entrance is grandfathered. If we were to change the footprint, we would need another variance. Jim Bennett remarked that if we don’t change basics, and go up instead, we don’t need to apply for a variance. We have already been given the OK for five parking spaces in the back.
Bruce Ladue advised us to be careful about touching the stone.
Foundation Creation
The Trustees agreed to rescind the motion made at the December 2nd, 2009 meeting to start up a Foundation.
M (Trombly), S (Powers) PASSED
Dedicated Construction and Renovation Fund
Trustees decided to create a Dedicated Construction and Renovation Fund.
M (Powers), S (Trombly) PASSED
Team Leaders’ Expenses
Trustees agreed to table the motion for approval of team leaders’ anticipated expenses relating to the Renovation Project beyond mere petty expenses.
M (Castine), S (Brendler) PASSED
Annual Report
Trustees voted to approve the Annual Report prepared by Director Fairchild.
M (Castine), S (Trombly) PASSED
Two Personnel Policies
Trustees moved to accept the Performance Review Policy, after changing the number of trustees needed to make up the Review Committee from three to two, and the Grievance Procedure Policy as stated.
M (Trombly), S (Powers) PASSED
Political Support Letters
President Brendler presented copies of his letter to the group, while Trustee Castine read her letter to the Board.
Search for an Architect
Jim Bennett cautioned that the charges for an architect could run from 11% of entire project cost and up, as opposed to having pro bono work done for us. We will need an RFP from a prospective architect who should present drawings of past libraries he/she has designed. We should advertise in the paper for this person and would hope to receive at least three proposals. Apparently, the USDA Grant will pay such professional fees.
President Brendler will speak with Jim Bennett about the search procedure. It will take time.
Bennett voiced his concern that we don’t carry insurance on ourselves as trustees.
Design and Construction Check List
The trustees were in consensus about the checklist provided by President Brendler.
Work Session
There will be a work session on March 21st, Sunday, in the Chazy Town Hall from 2-4 PM. Brendler will have more info at the next work session.
PROJECT PROGRESS REPORT
Fundraising Team
Trustee Trombly sent the February 3rd meeting summary to all trustees.
The WEBINAR report will be given at a future time.
Trustee Trombly is in contact with Henry Lindberg, a relative of the Fiske Family tied to Dr. Clark’s Office. She is encouraging his participation in this project.
President Brendler is continuing his work on the letterhead for fundraising projects.
Legal Aspects Team
Trustee Neverett found out that we do have a deed for the Children Room’s property.
Grants Team
Trustee Castine sent out summaries of both the January 26th and February 7th meetings.
Trustee Castine and Grant Committee writer, Lorna Forster, attended a showing of the WEBINAR at C-E-F and agreed it was most helpful.
It was noted that the USDA allocation of $100M for Rural Libraries is most significant.
Political Support Letters
Political support appeal letters from President Brendler and Trustee Castine will be sent out on March 1st, 2010.
Construction Site Team Update
President Brendler sent out summaries of the January 29th walk-through and the February 5th Office visit.
February 17th Second Opinion Visit: Gerri Trombley, area contractor and builder, made a visit to inspect the building. His advice was that the interior should be gutted.
Sewer Collection Station
In discussion with Tom Roberts, President Brendler learned that the posts designating the sewer collection area could be moved, if necessary.
Solar Panels
Area metal designer John Trombly discussed solar panels with President Brendler and confirmed they were a good investment.
Preliminary Plans
The trustees were in consensus with the preliminary floor plan by designer Tim Castine, M.S. Architecture, but opinions differed about the idea of making the main entrance at the side and reserving the area in the front for a window seat solarium area.
Project Leader Brendler commented that Bob West had given him a booklet on the Code system in NYS.
SPECIAL MEETING CALLED
President Brendler called for a special meeting of the Board on Saturday, March 6th, at 8:30 AM at the library for the purpose of voting on the revised proposed budget.
REVIEW OF CURRENT MINUTES
The motions were reviewed for corrections. None noted.
NEXT MEETING
Our next meeting is set for March 31st, 2010, at 5 PM in the Town Hall.
ADJOURNMENT
The meeting was adjourned at 6:40 PM. M (Powers)
Respectfully submitted,
Emily Flachbart Castine
Secretary
CHAZY PUBLIC LIBRARY BOARD OF TRUSTEES
SPECIAL MEETING
March 6, 2010, 8:30 AM, Library
CALL TO ORDER: George Brendler, President, called the meeting to order at 8:37 AM.
IN ATTENDANCE:
Present: Trustees Emily Castine, Pat Neverett, Debby Powers, Tina Trombly, and Library Director Francie Fairchild
BUSINESS:
Budget
The trustees approved the revised proposed budget for 2010-2011. We will be requesting $25,000.00 from the school tax levy this May.
M (Neverett), S (Trombly) PASSED
ADK One Pass
The trustees agreed to send a Letter of Support to T. J. Stewart of Wired Not who is applying for the ADK One Pass Broadband Access grant which will fund public library computer centers.
M (Powers), S (Trombly) PASSED
New Construction and Renovation Account
Trustees approved the start up of the new account, the Construction and Renovation Fund, at the TD Bank in Chazy, with the transfer of $5,000.00 now and another $2500.00 when the next CD comes due.
M (Neverett), S (Trombly) PASSED
Feasibility Report Needed for the USDA Grant
President Brendler reported that he had spoken at the Walk-Through on March 5th with Jeff Leroy, a structural engineer from Jeffords Steel, who recommended the architect Michael Reynolds of Beardsley Design Associates of Malone. He, with a contractor, will provide us with a total project estimate. This is needed to apply for the USDA Grant. President Brendler along with Trustees Neverett and Trombly had agreed during that walk-through of Dr.Clark’s basement area that Brendler set up a Walk-Through for Friday, March 12th, at 2:30 PM, at Dr. Clark’s office. Mr. Leroy had suggested at least $75 up to $100.00 per hour for this service.
M (Neverett), S (Powers) PASSED
ADJOURNMENT:
The meeting was adjourned at 9:14 AM.
M (Powers)
Respectfully submitted,
Emily F. Castine
Secretary
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