Lyme Free Library Board Minutes July 10, 2017, Adopted August 14, 2017
Trustees Present: Jim Valentine, Melissa Koffs (left about 1/2 way through), Dolly Bidwell, Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde and Doug Warneck. Also present were Patti Hughes, Librarian, and Tammy Sharlow, Bookkeeper.
Special Presentation: Cole Thomas presented his Eagle Scout project to the board. He has made 3 laptop tables, and a bench. He said he could make 2 more laptop tables if we wanted, and we said that we did. He did a wonderful presentation, and his work was outstanding.
Treasurer's Report:Tammy distributed the July report and explained it . She went over the account balances and noted that the $12000 from the Town of Lyme has finally come through. Cathy Gallagher's baking classes have been a big success and $565.25 has been donated from them, and a thank you has been sent. There has also been $890 in sales from the O'Reilly prints. The mail campaign has earned $58.40. Doug asked what the cost of the mailing was, and it was not known specifically but could be figured out. After some discussion, Melissa motioned to accept the report, and Pam seconded it, all in favor, motion carried.
Secretary's Report: The minutes from the June meeting taken by Dolly were distributed, and read over. Judi motioned to accept the report and Mary seconded it.
President's Report: Jim said that information was distributed about a Retirement Open House for Steve Bolton at the Italian American Civic Association. Thank you cards received were passed around from the Lyme Kindergarten classes and Reading on the River, and one card to go to Steve Bolton was signed by all.
Librarian's report: Patti stated that $2500 in additional funding from Patty Ritchie was coming, but it was not known when.
Next, she reminded us of the book signing event coming up July 27th with Ellen Wiseman.
For the Book Sale on August 12th, trustees are asked to meet at the library at 9amon August 10th for set up. There is also a bake sale that day, and baked goods for the sale should be brought in Friday.
More advertising was discussed for the auction to get people in to bid with suggestions of advertising at the Turn Back Time store and yacht club. Judi also volunteered to try to get on the news, or have them come to the library to promote the event,
The Glassblower trip on July 20th was discussed. It has a great demonstration and donations go to the library.
Because of the success and interest in the last Victorian Tea, Cathy Gallagher will be asked if she can do another in early October.
On Sunday, September 24th there will be the Dinner/Artist Wine and cheese event. It was suggested baskets to raffle also be there for people to bid on.
Patti mentioned a thank you card needs to be sent to Cole Thomas, possibly by Bonnie.
Committee Reports: Doug gave an update on basement issues. Sean Rip will give a quote on work not including any duct work. He suggests sealing gaps in windows, some lighting wiring that is cut off, and replacing a weirdly sized door. It may be beneficial to insulate the ductwork. Plans call for insulation that isn't there. To combat the cold air coming in under the computer area, electric heat can be put in that can be controlled, but heat bills are already high. There is a lot of "mess" and leftover construction material in the basement. Contact may be made to Cole Thomas's father who mentioned that they could volunteer to do work like that.
Old Business: Basement doors will be painted green this week. Gutters have been cleaned.
The fundraising mailing has almost been completed and will be mailed out Thursday or Friday by Mary.
Mary stated that the mason, Ralph Eastman will fix the crumbling foundation soon,
New Business: Propane: It is time to think about locking in the propane price from Griffith which is $1.79 this year. There is also a furnace cleaning special going on.
Parking Lot Cleanup: The state needs to be called to trim up the trees over the guard rail of the parking lot as it is too steep for us to do.
Garden Border: The timbers are rotting and a new border is needed,
Fundraising letter: Judi is going to update a fundraising letter to advertise the book sale, clam bake, etc...together.
Building & Grounds Committee: The committee was formed with volunteers of Melissa, Mary and Doug. Powerwashing the building, and spraying for spiders was discussed. Using a different company than All Pest was discussed as it is expensive-possibly Guardian.
Jane Deline Grant: Patti stated that she would like to apply for some construction, but the guidelines aren't very specific about what kind of things they award it for.
200th Anniversary of Town of Lyme: Kim Burns Wallace suggested that the library should participate, and Mary is going to find out who is in charge of activities for this to see what we could do. Also, the library sign needs to be at the very least painted, but a totally new one would be great.
Lyme Free Library Board Minutes August 14, 2017, Adopted September 11, 2017
Trustees Present: Jim Valentine, Melissa Koffs, Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde and Doug Warneck. Also present were Patti Hughes, Librarian, and Tammy Sharlow, Bookkeeper. Not present: Dolly Bidwell
Treasurer's Report: Tammy distributed the July report and went over the account balances. There were $325 in donations from Barb and Rick Cousineau who at their 50th asked people to donate to the library in lieu of gifts. Mary asked if there was a bill for the mailing printing from Kauflyn, and it was decided they will bill the library eventually. Mary gave out approximate totals from the art auction and book sale of over $4000. She will be giving out the exact amounts at a future meeting. Having the book donation window only two weeks before the sale was a big success, and it should continue that way in the future. Thanks to Patti for thinking of that option. Melissa motioned to accept the report, and Pam seconded it, all in favor, motion carried.
Secretary's Report: The minutes from the July meeting were distributed-Judi motioned to accept the report and Melissa seconded it.
President's Report: Jim said that thanks should go out to all who helped make the art auction/book sale a success, especially Patti, Robin, & Laura. Information was gathered about what plan to use for the Propane this year. The plan being considered as the best is to lock in a price and pay it all at once. Because the library is considered a business and not residential it was still unsure if it might or might not be eligible. Guy Rigabar removed limbs on edge of creek that were encroaching on the parking lot, instead of waiting for the state to do it. The new flags for the town are not done yet, so a reminder will be sent that the library would like the flag as close to the library as possible. Melissa motioned to accept the report and Judi seconded it.
Librarian's report: Patti is on vacation from Sept 9-24th. She reminded us that she will be away right up to before the dinner/wine & cheese event, and that we should all try to contribute a platter of cheese and crackers or something like that. The artist part is at the library from 3-5, and the dinner is from 4-7.Cathy Gallagher will be having another tea in October and she suggested we think of a theme. A Downton Abby theme was suggested by Mary. A discussion was had about the Victim assistance program using the library to meet with clients. It was OK with the trustees with some questions clarified. They have to follow our policies. Doug wondered about whether conflicts might occur. Jim said he would communicate to them that we are very supportive and there would be more specifics to follow. In regards to county funding, it was suggested that the library ask for a 33.3% increase. The current amount is $3000, and the increase would be $1000, due to increases in books, payroll and energy prices. It was agreed that Heritage Calendars will be sold at the library. The Heritage Center also sold hot dogs at the art auciton/book sale for the first time this year, and it went very well, and they were going to do it again the next Saturday. Patti stated that she was able to find out more information about the Deline Grant. They told her it was not really for maintenance projects, large print books were suggested. A lot of the Deline Grant goes to the Zoo, and the YMCA. Another grant that might be applied for again is from Walmart. The library received it once, and hasn't applied for it in a while. Information was distributed about the NCLS 2017 Annual Meeting on 9/28/17 at the Best Western in Watertown. Mary said she has gone and found it worthwhile and it makes you feel a part of it all, and it is uplifting.
Committee Reports: For the buildings and grounds, Doug sent out an spreadsheet email of projects with approximate costs and priorities which were discussed. Pam took the trustees outside to go over the changes that will be made to the gardens. The garden border timbers have lasted 8 years, but some are rotting and need to be replaced. Some of the gardens are going to be reconfigured. Hostas will be moved, drains will change direction, grass planted in some areas. Lawn will be scalloped to prevent puddling at end of sidewalk. Ted will be called from All Seasons for an estimate as a starting point. Judy from the garden club will divide up lillies by the ramp. The Mason's were also mentioned-if the materials are bought they will do the project. Pam said she could work on the area by the new addition by adding cloth and stone to shape it up. Bags of stone will be bought at the local hardware store and put on account.
Old Business: The basement doors were painted and the building power washed. Mary and Doug will look into whether Ralph Eastman, mason, cleaned up well. Doug went over projects that shouldn't wait like the HVAC projects. It was brought up that when a new hot water heater is needed that a point of use heater is used instead as not much hot water is needed at the library. Pam was able to talk to Tracy about the library sign and she said she would clean it up. Doug also said he knew people that could fix it up for free.
New Business: Doug brought up a safety issue that he noticed during the book signing. He wondered about the maximum occupancy of the building, and exit signs over windows. How much weight can the balcony hold? Do the emergency lights work or not? Bernier & Carr was mentioned regarding a safety plan.
Submitted by Joy Seymour
Sept. 7, 2017
Lyme Free Library Board Minutes September 11, 2017, Adopted October 9, 2017
Trustees Present: Jim Valentine, Melissa Koffs , Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde, Dolly Bidwell
and Doug Warneck. Also present were Tammy Sharlow, Bookkeeper. Not present: Patti Hughes, Librarian
Treasurer's Report: Tammy distributed the August report and said the account balance looked good. The $54000 is to go in from the School budget vote. Judi spoke with the insurance agent who said the library's insurance was going to be cancelled because it changed companies. The library has not received any questions or reasons from the company explaining why this is. She asked why they were asking some of the questions, and was told some companies look at a places website to get information. Judi told the agent to look into it for her, and that if they were going to charge us more for the policy, then she should investigate other companies for the library. Judi gave out totals from the art auction and art auction/book sale and will distribute a comparison spreadsheet at the next meeting. She also stated that the mail campaign is going well, and that we are only $90 away from all of last year ($5750). A motion was made to move $250 dollars to children's' programming from the money earned from the book sale. Doug motioned to accept, and Pam seconded it, motion carried.
Secretary's Report: The minutes from the July meeting were distributed-after correcting two errors, Judi motioned to accept the report and Melissa seconded it.
President's Report: Two employee reviews were looked at. Also, some thank you cards were passed around. Melissa motioned to accept the report and Judi seconded it.
Librarian's report: Patti left an agenda of topics to discuss. There are a few boxes of books left on the porch, and it was decided to leave them a bit longer before taking them to the transfer site as money is still being donated. It was brought up that the times of the Dinner/Artist Wine & cheese event was wrong in the Lyme Light and Pam will correct it. Jim had talked to the Victim's Assistance Center about security, and they will get back to him. The library will participate in the School's Halloween Parade by passing out candy again this year as they go by. Dolly is working on the Legislative section of the Incentive Grant. It was decided that Kathy and Ed Dillon should be offered free tickets to the BBQ for all the donations over the last 4 years of $1000 in donations for movies.
Committee Reports: For the buildings and grounds, Doug presented an update on building project estimates from Bill Kinne:
-Add condensate pump to addition furnace and route discharge to sump
-Repair main furnace condensate pump discharge and add trap
-Add outside air intake to both furnaces
-Move 2 branch ducts from main furnace system to addition furnace system
-insulate exposed metal ductwork to both furnaces
-remove hot water heater and install point of use water heater in bathroom
-Block off foundation vents in addition
-Furnace filter doors for both surfaces
Old Business: Pam will be calling about the garden border. Doug got 16 timbers donated from Whites, and suggested all timbers be removed and put in new. Three options were discussed for propane. It was decided to stay with Griffith and opt for the fixed business price of $1.50 for 1500 gallons. Guardian has already done a spider control treatment and they are now on contract for next spring and fall. Bill Kinne's estimate for the above work was $2015 with a $1700 deposit up front. It was suggested that a signed contract was obtained from him before starting. Judi motioned to accept the report and Melissa seconded it, motion carried.
New Business: There was a raffle basket that was donated back to the library, and it was agreed that it should be donated to Dawn Vincent at NCLS. A budget meeting was tentatively scheduled for October 4th from 2-4. The town requested that a power wire needs to be raised so snowplows can go under it. Melissa requested that she have a key to the library due to the fact that Stat security calls her when there is a problem and she could shut off lights when accidentally left on and not have the librarian come back.
Submitted by: Joy Seymour
Lyme Free Library Board Minutes October 9, 2017, Adopted November 13, 2017.
Trustees Present: Jim Valentine, Melissa Koffs , Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde, Patti Hughes, Librarian and Doug Warneck. Also present were Tammy Sharlow, Bookkeeper. Not present: Dolly Bidwell
Treasurer's Report: Tammy discussed the Profit and Loss budget performances and the balances look good, especially now that the $54000 went in from the School budget vote. Judi mentioned that the mail campaign is doing much better than last year, and has seen $6415 in donations so far. There was also a $210 reimbursement from fiber optic. Judi gave out a comparison spreadsheet of the book sale totals since 2013. In 2017, the total was $5564.32 which was more than any other year. Joy motioned to accept the report, and Pam seconded it, motion carried.
Secretary's Report: The minutes from the board meetings are now being put on the website.
President's Report: No new news from the President at this time.
Librarian's report: Patti informed us that a past library President, Maggie Rood, had passed away and Joel Block suggested the library do something the gathering at the library for her. It was decided that the library would follow the wishes of the family who did not want anything done. Dolly did a great job on a book of activities/programs that the library does to help the library obtain a legislative grant, and Kate Wherle from Addie Jenne’s office called to thank the library for the legislative grant that Dolly did. They were very impressed. The library will be passing out candy to the Lyme Central students as they go by at 9:30 for their parade around town. James and Susan O’Reilly were very pleased with the turnout for the Artist Reception and send their thanks. The NCLS Outreach Mini Grant has been submitted for $1000 for large print Non-Fiction books. One hundred dollars has been approved to come out of the kid’s fund to by a large snowman to replace a Christmas tree decoration that can no longer be fixed anymore. Judi motioned to accept and Melissa seconded it, motion carried. The library is looking to schedule another Tea event with Cathy Gallagher, it may not happen until after the holidays. A website grant has been submitted for $100 for putting the minutes on the website. Also, an incentive grant is being submitted for $600.
Committee Reports: For the buildings and grounds, Pam had an estimate from All Seasons from Lowville on revamping the gardens. Timbers are being donated by Whites. Judi Kilmer from the garden club can help out with some money in a fund for the library also. Other costs need to be put in the budget. This work will be done in May. Judi motioned to accept and Melissa seconded it, motion carried.
Old Business: The budget meeting has been re-scheduled for October 11th at 3pm.
New Business: The handyman & lawn/snow contractor , Guy Ringabar, was discussed. He is to be asked to put together a proposal for the library to lay out the costs for services. The services being looked at are: Fall/spirng cleanup, including the nuts that fall, the driveway, lawn, and possibly snow removal from the sidewalk, porch and ramps. He will be asked if payments over time is possible. He is up to $500 in lawn care so far. The carpets will be clean by Anchor from Cape Vincent. Doug motioned to accept and Pam seconded it, motion carried.
Submitted by: Joy Seymour
Lyme Free Library Board Minutes November 13, 2017.
Trustees Present: Jim Valentine, Melissa Koffs , Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde, Patti Hughes, Librarian and Doug Warneck. Not present: Dolly Bidwell and Tammy Sharlow, Bookkeeper.
Treasurer's Report: Tammy was absent from this meeting, so Judi went over her report. Judi then went over the budget numbers, and stated that the tax cap information was due this Thursday. There is a new insurance company covering the library this year. The old one was bought out and they no longer want to cover places where the public comes and goes. The insurance agent is going to look around for another company as the new policy is considerably more expensive. It was also suggested to contact other small libraries in the area to see what companies they use. Judi is still working on getting the Spectrum bill sorted out. The library is not receiving the bill, she will go again to Spectrum to see what is happening with the address. It was discussed that creating an online account would be helpful so that the account can also be monitored that way. There has also been over $500 donated in honor of Maggie Rood. The Hamlin account needs to have a transfer of $500 more into it due to the need for a copier soon. Doug motioned to accept the report, and Melissa seconded it, motion carried.
Secretary's Report: The minutes were not received by everyone due to email problems with Joy’s computer. Patti was able to find it in her email and it was reviewed and approved. Pam motioned to accept the report, and Melissa seconded it, motion carried.
President's Report: There will be an executive session at the end of this meeting to discuss matters of personnel.
Librarian's report: Patti stated that the Jane Deline Grant was not going to be granted, but that she expected $100 from the Website Grant. Also submitted for $700 was an incentive grant. The library also received Bullet Aid for 2017-18 from Senator Ritchie for $2500. The library purchased the large snowman to replace a Christmas tree decoration that can no longer be fixed. The books on a bus program is being looked into. This is a program where a tote bag of books is kept on each school bus for kids to read while riding (they are not library books). NCLS may help out with the cost of the totes. The donated family DVDs were received. Robin will be handling the books for children wrapping activity. The date for that is December 13th and trustees available are asked to help at 3pm. Judi motioned to accept and Melissa seconded it, motion carried.
Committee Reports: New screws are being put in on the roof. More are being ordered to finish the job. Bill Kinne has almost completed his jobs. Tracy Kraft cleaned the outdoor sign and re-painted the parts that needed it, and it also looks much better. It was suggested and approved that she be given a gift certificate to Blue Heron as a thank you. Judi motioned to accept and Melissa seconded it, motion carried.
Old Business: The carpets have been cleaned by Anchor, and they look great.
New Business: The 2018 budget was adopted. Guy Ringabar does want to continue to do Fall/spring cleanup, including the nuts that fall, the driveway, lawn, but not snow removal. The library will be exploring options for shoveling the sidewalk, porch and ramps. It was agreed that the slate of officers remain the same. Doug motioned to accept, Pam seconded it, motion carried.
At 6:42 the meeting was adjourned into an executive session. Doug motioned to adjourn and Joy seconded it, motion carried.
Submitted by: Joy Seymour
Lyme Free Library Board Minutes February 5, 2018
Trustees Present: Melissa Koffs, Pam Oxenford, Joy Seymour, Judi Bates, Doug Warneck and Patti Hughes, Librarian . Not present: Dolly Bidwell, Jim Valentine, and Mary Hyde.
Treasurer's Report: Tammy Sharlow went over her monthly report and everything is doing fine. The Crescent BBQ bill was paid and it made $1125, with $825 of it being profit for the library. Also, the raffles from the BBQ brought in $125 for the general fund and $240 for the children’s programming. Judi stated the trustees needed to accept the annual report. Doug motioned to accept the report, and Melissa seconded it, motion carried. Judi went over that anyone who donates over $250 dollars has to be sent a letter from the accountant for tax purposes. The mail campaign continues to do well, and has brought in about $3000 more than last year (last year’s campaign had a mailing list problem). Doug motioned to accept the treasurer’s report, and Melissa seconded it, motion carried.
Secretary's Report: There were no minutes from the December meeting as the secretary forgot to attend, and the January meeting was cancelled due to weather. There was not a quorum at the December meeting, so it was informal. Melissa did take some notes and will type them up for March’s meeting.
President's Report: Pam presented the president’s report due to Jim’s absence. It was noticed that the new insurance company is charging much more than the old one. It turns out the pirate ship the children play on is the reason. Other libraries in the area were asked to see what companies they use. They all said they use the same agent as we do. It was suggested that the DePaulville library be contacted specifically to see what company (not agent) they use since they are similar to ours. The Town Supervisor is looking for people to help plan the 200th Anniversary Bicentennial Celebration and the next meeting is March 8th. It was suggested the library put a float in the parade. Judi volunteered to work on it, and Doug will help make the float. Pam suggested maybe partnering with the Girl Scouts, or other organization. An idea was put forward of having someone in a costume, like Clifford the Big Red Dog. Melissa motioned to accept and Joy seconded it, motion carried.
Librarian's report: Patti stated that the petition for the library vote has been submitted to Lyme Central School to be on the Municipal ballot for library funding. There was a library donation of a Topographical Map of the Town of Lyme in 1864 by the outgoing NCLS
Director, Steve Bolton. The fiber optic line has now been installed, and Spectrum will be contacted to cancel as the new bill will be through NCLS. The first bill through NCLS will be a two month bill for February and March and thereafter the bills will be monthly. A letter has been submitted to Lyme Central School about the books on a bus program where a tote bag of books is kept on each school bus for kids to read while riding. We are looking for ideas to get more adult involvement by offering more family programs such as fly tieing, and an astronomy speaker. Patti also stated that the library will be looking to showcase what community members have to offer with a year’s worth of programs. It will be advertised in the Lyme Light and proposals approved by the board. Cathy Gallagher is willing to do a Mother’s Day Tea. A date needs to be decided on, and then advertisement will begin. The library will be having a blue bin for recycling of books. The Stewart’s and Incentive Grant 2018 grant has been submitted. The Incentive Grant is asking for $500 for new materials, weeding out our collection and promotion. Joy and Melissa volunteered to man the library raffles/prints booth after Patti and Robin, from 12-3. We are waiting to hear from NCLS about the NYS Paid Family Leave Act. The Museum and Library Services Act of 2017 is to be reauthorized, and advocacy for this Bill is critical because it sends a strong signal of support to the Appropriations Committees. Pros and Cons of a NYS "Love Your Library" Fund check off box on people’s tax returns was discussed. Doug motioned to accept and Melissa seconded it, motion carried.
Committee Reports: Doug, from the buildings and grounds committee, reported that during the severe cold spells we had, some pipes froze and broke. The town’s meter is also in our basement, and they had to replace the meter. Bill Kinne came and opened ducts and left water running, but it did freeze again. May need another new meter. Bill Kinne is going to give the library an estimate of spray foam insulation for the foundation. Doug did put extra insulation in the rim joists for now. Judi motioned to accept and Melissa seconded it, motion carried.
New Business: Hiring of a new person to start in mid-July will be discussed at next meeting.
At 6:55 the meeting was adjourned into an executive session. Judi motioned to adjourn and Joy seconded it, motion carried.
Next meeting is March 12, 2018
Submitted by: Joy Seymour
Lyme Free Library Board Minutes March 12, 2018, Adopted April 9, 2018
Trustees Present: Melissa Koffs, Pam Oxenford, Joy Seymour, Judi Bates, Doug Warneck and Patti Hughes, Librarian . Not present: Dolly Bidwell, Jim Valentine, and Mary Hyde.
Treasurer's Report: Tammy Sharlow went over her monthly report and said the balances look fine. Judi looked into how the NYS Family Paid Leave Act would affect the library staff, and found out that the library is covered under the the NCLS policy. Donations are still arriving from the mail campaign. Doug motioned to accept the treasurer’s report, and Melissa seconded it, motion carried.
Secretary's Report: The minutes from the February minutes were distributed and looked over. Doug motioned to accept, and Melissa seconded.
President's Report: Due to Jim’s absence, Pam (Vice President) gave the president’s report again. She had attended another Bicentennial meeting. The parade route has been finalized. There will also be concerts at the beach. The 10th mountain band will be playing, and there will be fireworks. The library will be having a float in the parade as well as a large tricycle book bike! Melissa motioned to accept, and Joy seconded it.
Librarian's report: Patti stated that Dolly Bidwell resigned from the board of trustees, but will continue on as a volunteer. The terms of board members was discussed, and it was noted that the Bylaws have changed to have 2 terms ending each year. The fiber optic line has now been installed, and thank you cards will be sent to NCLS, Addie Jenne, and Pattie Richie. A letter of interest has been received from Lyme Central School about the books on a bus program so now the grant has been submitted. Cathy Gallagher has been scheduled to do a Mother’s Day Tea on May 20th from 1-3. The Incentive Grant has awarded the library $500 for new materials, weeding out our collection and promotion. The library is coordinating with Matt Corey from NCLS about a downloading e-books class at LCS. All paperwork is in for the library vote on May 15th from 7am to 8pm at LCS. There is an OPEC Catalog grant-NNYLN that will provide free hardware. Also, the summer reading fundraising letters have been sent out. And, the library is only being charged for one water meter even though two froze. Doug motioned to accept and Melissa seconded it, motion carried.
New Business: Doug will be going to a workshop called “Sustainable Lbraries-Facilities for Today and Tomorrow.
At 6:41 the meeting was adjourned. Joy motioned to adjourn and Melissa seconded it, motion carried.
Next meeting is April 9, 2018
Submitted by: Joy Seymour
Lyme Free LIbrary Board Minutes April 9, 2018, Adopted May 8, 2018
Trustees Present: Melissa Koffs, Pam Oxenford, Joy Seymour, Judi Bates, Doug Warneck and Patti Hughes, Librarian . Not present: Mary Hyde
Treasurer's Report: The monthly treasurer's report is in good shape. A short discussion was held about whether the library has a separate savings account for such things as a building project. The trustees were informed the library uses almost all of its money up each year for operating expenses, and doesn't have any left over for projects or unexpected expenses. Judi reported that donations arearriving at the request of Mary Catherine Foehl in memory of her mother. The STAT bill was also discussed because they have changed their billing to be yearly instead of a monthly payment without notification. Also, they were going to double the bill due to a clerical error on their part, but in the end STAT decided that non-profits would only be charged a flat fee of $72 more instead of another $350 dollars. The town sent over a contract letter that needs a few revisions before we accept it, so Judi will address it. Doug motioned to accept the treasurer’s report, and Melissa seconded it, motion carried.
Secretary's Report: The minutes from the March meeting were distributed and looked over. Melissa motioned to accept, and Pamseconded.
President's Report: The president only had two items (the STAT bill, and the savings account) and it was discussed with the treasurer.
Librarian's report: Patti stated a copy of the family leave policy has not been received from NCLS yet. The next topic discussed was whether to abolish overdue fines or not charge children fines, or other options. Patti stated that when she previously used a jar (“Feed the Lion" for overdue donations) she actually collected more than when they switched to specific daily fines. Joy moved to try the fine collection jar again, and Judi seconded it, motion carried. The NCLS system will continue to send overdue emails automatically. OBI wanted to Co-sponsor the Derby Hill program, and it will be considered in the future. Judi motioned, and Melissa seconded to accept the review /signing of the Memo of Understanding. The library vote is coming up on May 15th from 7am to 8pm.Ticket sales are going well for the Mother's Day Tea-half the tickets are sold already ($30 each) or 2 for $50). The summer reading fundraising is also going well and $700 has been raised already. The fundraising campaign letter is going to be updated for use in the next mail campaign. Pam and Patti will work on getting the address labels. Pam or Melissa will pick them up. Melissa will contact Doris about whether she will still be baking pies for the August bake sale, and we may need to explore more pie making options. Other fundraising ideas were discussed such as “Cocktails for a Cause”, “Sip and Paint" and “Mutts and Martinis”. Yard clean up will be completed by William Kraft, and Guy will mow and trim by the parking lot. We discussed a request to train people to do Reiki classes. It was decided this would not work as it would be happening while the library was open. Doug motioned to accept and Melissa seconded it, motion carried.
Committee Reports: Buildings and Grounds reports that they cleaned off leaves and daffodils and tulips are coming up. We have a contract to spray for spiders and bees. The new landscape borders will be coming soon. William Kraft will be doing the annual pressure washing of the building also.
New Business: Doug went to a workshop called “Sustainable Lbraries-Facilities for Today and Tomorrow”. He brought back some information about becoming more handicapped accessible and safety codes. For example, railings need to be 42” high, and the rails need to be a specific spacing apart. We also need a designated handicapped parking space. Grant applications ask if the library is handicapped accessible. Adding an elevator to get to the second floor would be very expensive, and that is why a savings account for building projects was brought up earlier. Usually grants want a 50% match in money for any project. An architects opinion may be sought.
At 7:22pm the meeting was adjourned. Melissa motioned to adjourn and Joy seconded it, motion carried.
Next meeting is May 14, 2018, though it may be changed.
Submitted by: Joy Seymour
Board Meeting: May, 8 2018, Adopted June 11, 2018.
Trustees Present: Melissa Koffs, Pam Oxenford, Joy Seymour, Judi Bates, Doug Warneck and Patti Hughes, Librarian . Not present: Mary Hyde, Jim Valentine
Treasurer's Report: Mrs. Sharlow presented the monthly treasurer's report. Then, Judi mentioned the library received another $350 bill from STAT when they agreed that nonprofits were to only be charged $72 instead of another $350 dollars. She thinks it has been worked out with the company. Next, she suggested that money donated not ear-marked for anything specific be put into a “building fund” account. Joy motioned to put extra donation money into a building fund account retroactively to January 1. Mellissa seconded it, and the motion was carried.
Secretary's Report: The minutes from the April meeting were distributed and a correction was made. Melissa motioned to accept, and Pam seconded.
President's Report: Nothing to report this month.
Librarian's report: All but 3 tickets are sold for the Mother's Day Tea. Volunteers are needed to help at a dessert baking session at Cathy’s and to work at the actual event. Doris will still be baking pies for the August bake sale. The library will be applying for a Bullet aid grant from Patti Ritchie and hopes to use it towards insulation and safety issues. There was a motion by Judi to donate $50.00 to two graduating seniors, and it was seconded by Pam, motion carried. Thanks was given to Doug for construction a lego table-the kids love it! Jim O’Reilly is donating all of his paintings to the library to sell. This will be quite a big undertaking, and it may involve creating a website even. He will be giving the library a full inventory list in the fall. The library will be looking into changing the amount of time DVDs can be taken out, and if there should be a renewal limit. William Kraft will be called to pressure wash the building before the garden work starts and before Guardian sprays for bugs.The decks need to be painted-need a painting party! Pam motioned to accept and Melissa seconded it, motion carried.
Committee Reports: Buildings and Grounds reports that Judy Kilmer will be contacted about the new timbers to edge the gardens, and Doug will arrange to get the timbers. Some issues that need to be dealt with are the basement door, spray foam insulation, exit lights, battery back ups, and heat ducts. A quote from Bill Kinne will be coming.
Old Business: A revised letter from the town with corrected wording was received, and accepted.
New Business: Pattie and Doug will attend a Construction Fund seminar. Superior Propane needs to be contacted to check on when the propane contract expires, and to start looking for the best option for the library.
At 7:16pm the meeting was adjourned. Pam motioned to adjourn and Melissa seconded it, motion carried.
Next meeting is June 11, 2018.
Submitted by: Joy Seymour
Lyme Free Board Minutes June 11, 2018, Adopted July 9, 2018
Trustees Present: Jim Valentine, Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde, Doug Warneck and Patti Hughes, Librarian . Not present: Melissa Koffs
Treasurer's Report: Mrs. Sharlow presented the monthly treasurer's report, and went over expenses for May. The bill from STAT was straightened out and the library was only charged $72 instead of another $350 dollars for their service. Judi and Mrs. Sharlow now have a separate account set up for money donated, and not ear-marked for anything specific, to be put into a “building fund” account and it already has about $600. Judi will be going over to the town offices to sign for the library money the town provides. Judi compiled a year to year report of the results of the mail campaign, and this year's came in at average levels (about $9000). The next mailing is now being organized by Mary. Pam motioned to accept the treasurer's report and Joy seconded it, motion carried.
Secretary's Report: The minutes from the May meeting were accepted. Melissa motioned to accept, and Pam seconded.
President's Report: Robin Weston's departure was discussed, as well as her party which will be June 30th from 4-6pm. Thanks to all for the Mother’s Day Tea which was very well received.
Librarian's report: The Mother's Day Tea was a great success, and Cathy Gallagher is interested in having another one next year, as well as a Christmas themed one possibly in December. Trustees signed up for buying ingredients for Doris to bake pies for the August bake sale. It was decided that the basket raffles will be drawn at the book sale instead of at the dinner. A chairperson is needed to start organizing it. The library will be applying for a Bullet Aid Grant from Patti Ritchie and hopes to use it towards insulation and safety issues. A letter has been drafted and will be delivered to her office by Doug. Fifty dollars has been donated to each of two graduating seniors. A great program was presented by Anna Stunkel from the Derby Hill Bird Observatory, and the library is going to make a donation to Derby Hill. Mary & Doug are organizing this year’s mail campaign. Pam motioned to accept and Melissa seconded it, motion carried.
Committee Reports: The garden club has cleaned out the gardens and they are ready to go. The buildings and grounds committeereports that the new timbers to edge the gardens are also here. A community grant program from Lowe's is being applied for. The manager of Lowe's has already been out to look at the situation, and it looks like their is a good chance for the library to get a grant to replace the ramp and steps with a no maintenance composite material. The front porch has been pressure washed and it was discovered that the wood underneath is in bad shape. A motion was put forth by Joy, and seconded by Judi, that the library stain it as is and buy a rug as a short term solution until a long term plan can be formed, and the motion was carried. It was found out that the library is exempt from having to put in an elevator which may have been about $200,000 because the second floor is less than 300 square feet. Some future projects being looked into are: new carpet, replacing the second floor railings and railings on porch to meet new safety/fire standards.
Old Business: New trustees are still needed.
New Business: Pattie and Doug will attend a Construction Fund seminar.
At 7:15pm the meeting was adjourned. Doug motioned to adjourn and Jim seconded it, motion carried.
Next meeting is July 9, 2018.
Submitted by: Joy Seymour
Lyme Free Library Board Minutes July 9, 2018, Adopted August 21, 2018
Trustees Present: Jim Valentine, Joy Seymour, Judi Bates, Mary Hyde, Doug Warneck and Patti Hughes, Librarian. Not present: Pam Oxenford, Tammy Sharlow
Treasurer's Report: Mrs. Sharlow was not present for this month’s meeting. The town money has still not been received, Judi left a note about it at the offices, but will go over again to address it. Judi mentioned she will be away for the book sale, so another person will be needed to run the money station at the book sale. Jim volunteered. Mary will help where needed after the IGA bake sale is over at noon. Melissa motioned to accept the treasurer's report and Doug seconded it, motion carried.
Secretary's Report: The minutes from the June meeting were accepted after a few corrections were noted. Doug motioned to accept, and Judi seconded.
President's Report: Robin Weston's party was a big success, and a thank you note from her was passed around. An executive session will be held to address personnel issues.
Librarian's report: Dolly volunteered to help out with the Authors/Artists Book Sale. Pam ran the bake sale last year, and hopefully will organize it again this year. Judi will help with calls to people to make items. Trustees will help with table set up for the book sale on August 8th at 6pm, and book set up is August 9th at 10am if possible. The storage of the books not sold at the book sale was discussed. Judi said that they will be able to be put in a trailer she has, and park it in the town parking lot with permission. Any that don’t fit in the trailer will be kept on the library porch. Judi will help with selling the excess books the next Saturday after the book sale. It will cost $75 dollars to submit forms to amend the number of trustees/board members the library has. Judi made the motion that a range of 8-12 would be best, Melissa seconded, all agreed, so the motion was carried. Cathy Gallagher wondered if having the winter dinner would be better put on at the Copely House for more room. The pros and cons of this were discussed, and the trustees felt that we wanted to keep it at the library. December 2 looked like a good date to have it, and Cathy will be contacted to see if it works for her. Judi is going to look into having the Lyme Select Chorus sing Christmas carols at the event. Trustees will be putting up the book sale signs before the Bicentennial Anniversary weekend to spread the word, and an email reminder will be sent. There is an Annual Meeting on September 17 from 9:30-2 that Patti will be attending, and others were encouraged to attend. The artist auction bids are up to $525 so far. Robin and Mary sold raffle tickets in front of the IGA and made $100. The parade float is not coming together and it looked like it was not going to happen. But, Judi and Mary formed a committee of two to see if they could still make it happen.
Committee Reports: The community grant program from Lowe's that was being applied for is not going to work for replacing the ramp and side stairs with a composite material as it will cost more than the $2000 limit of the grant, unfortunately. The library will pursue possibly having the Lowe’s grant be used for the front porch instead. Doug suggested to apply for the ramp project through a construction grant instead, and a company will be asked to donate plans. Another possible source of money for the ramp project might come through the Bullet Grant from Patti Richie, but that hasn’t been dispersed yet. Doug will work on making the ramp safe for the interim time. The landscape timbers, and the downspouts are completed.
Old Business: Jim will call Griffith to find out about the Propane costs for this winter.
At 6:50 pm an executive session was called to discuss personnel matters.
Next meeting is August 13, 2018.
Submitted by: Joy Seymour
Lyme Free Board Minutes August 21, 2018, Adopted September 10, 2018
Present: Jim Valentine, Mary Hyde, Judi Bates, Pam Oxenford, Doug Warneck, Patti Hughes, Librarian and Tammy Sharlow, Bookkeeper. Not present: Joy Seymour, Melissa Koffs
With there being no corrections to the Minutes, Judi made the motion to approve July 9, 2018 Minutes, seconded by Doug; all in favor: motion carried.
Treasurer’s Report: Tammy reported that we received $12000 from the Town of Lyme and $1000 from NCLS Local Library Service Aid. Judy reported that we did very well at the 2018 Book sale: $5652.65 total from both weekends. So far the 2018 mail campaign has $4650. This is more than we had last year at this time. Doug motioned to accept the treasurer’s report, Pam second; all in favor; motion carried.
President’s Report: Thank you to Doug and his friends for moving books. Also thank you to Will Kraft and his friends for moving books after the sale.
There was discussion about changing propane companies. Ferrell Gas has the state contract at $1.35/gal. This price is not locked in and we would have to get new tanks. Griffith (which we currently use) will waive $95 fee and lock in at 1.69/gal. It was agreed to stay with Griffith Energy. Doug motioned, Judy second; all in favor; motion carried. It was also noted that the filters on the furnace have been regularly changed and we don’t have to have the furnace cleaned.
It was discussed that we need a “Friends of the Library” group that would be in partnership with the Board of Trustees. Libraries have different models. Board members should investigate either online or other libraries to see what they use. The idea will be brought up at a future meeting. Jim will contact LCS to see if students can volunteer throughout the summer, especially to help with the book sale.
Librarian’s Report: Patti reported that there will be technology classes for senior citizens (age 60 and above)-“Senior Planet Exploration Center”. Patti hasn’t heard anything back yet about the Number of Board Members Amendment. We’re still waiting to hear from Cathy Gallagher about the winter dinner. We would like to have it at the library, 12/2/18. Books have been ordered for “Books on the bus”. Library bags will be used to hold the books. We received $1000 from the Dillon/Coleman Grant ($500 for movies, $500 for prize winning books). There was discussion about whether the library should be involved in the Three Mile Bay Fire Dept. BBQ Aug. 2019. We decided this was not something we were interested in being a part of. Rug cleaning needs to be scheduled now that the book sale is over.
Old Business: The library received the Local Lowe’s Store Grant for the front porch. Lowe’s will provide materials, up to $2000. Labor will be provided by the “Lowe’s Heroes”. Patti and Jim will pick out the color of Trex decking for the porch floor. Doug temporarily fixed the side stairs with many screws to make them sturdier.
Next meeting is September 10, 2018
Submitted by Pam Oxenford
Lyme Free Library Board Minutes September 10, 2018, Adopted October 16, 2018
Trustees Present: Jim Valentine, Pam Oxenford, Joy Seymour, Judi Bates, Mary Hyde, Doug Warneck and Patti Hughes, Librarian. Not present: Melissa Koffs
Treasurer's Report: Mrs. Sharlow went over the monthly profit/loss Budget performance report. An update on the book sale total was given with a comparison to 2017. There was a motion by Judi about the amount of money that will be asked from the town this year with reasoning, and seconded by Pam. Information on the cost of fixing/replacing the handicapped ramp will be included. Doug motioned to accept the treasurer's report and Pam seconded it, motion carried.
Secretary's Report: The minutes from the August meeting were accepted. Judi motioned to accept, and Doug seconded.
President's Report: There will be a budget meeting on October 3rd. Trustees were asked to help. Having more trustees on the board was discussed, and also the logistics of having a Volunteer group was introduced. A subcommittee was formed to look into how to start a Volunteer Group.
Librarian's report: Books on the bus have been delivered to school. Discussion was held about how to handle the O’Reilly prints donation. A website may be needed. Still looking into having a holiday dinner in early December. A “Collection Development” policy was adopted-Mary made the motion, and Pam seconded it, motion carried. Candy and pencils with the library name and hours will be handed out at Halloween parade this year. A discussion was held about having more programs for adults and kids. An Art Grant will be looked into to help fund them. Most libraries have PayPal accounts now, and whether this library should have one or not was discussed.
Committee Reports: The Building and Grounds Committee brought samples of Trex flooring to look at for the new porch deck. After a hearty discussion of pros and cons, a color and grade of Trex was picked. Furnace filters were also discussed.
New Business: A letter was passed around to check that would be sent out to help raise funds for the handicap ramp replacement project. The library will be applying for funding under the NYS Construction Grant Program (State Aid for libraries), but in order to even apply for it the library has to have 50% of the estimated costs. Bullet Aid of $2000 is expected in the future, also, that can help with that project. A proposal for needed electrical work was distributed.
Meeting was adjourned at 7:25pm
Next meeting is October 15, 2018.
Submitted by: Joy Seymour