Cape Vincent Community Library

Board of Trustees Meeting

August 19, 2021

Present:       Carole Jinks, Vice President

                        Kathleen Pierce, Secretary

            Shannon Connerton,Trustee

Excused:      Elizabeth Bolton, President

Mary Titus, Trustee

Other:   Amy Pond, Library Director

               Mary Rupp, Treasurer

Visitors:  None

Vice President Jinks called the Trustees’ meeting to order at 4 p.m.

Secretary’s Report:

The minutes of the July 15, 2021, meeting were approved on a motion by S. Connerton and seconded by C. Jinks (3-0).

Treasurer’s Report

Trustees reviewed the monthly Treasurer’s Report as of July 30, 2021.  On a motion by S. Connerton and seconded by C. Jinks, the Trustees accepted and approved the Treasurer’s report.  All voting aye (3-0).   

The Treasurer requested that additional funds be transferred to the checking account in order to cover incoming bills and payroll expenses.  Trustee Connerton made a motion to transfer $30,000 from the CVCL savings account at Citizens’ Bank to the checking account at Citizens’ Bank.  K. Pierce seconded and carried; all voting aye (3-0).

Director Pond shared, for budgeting purposes for the next fiscal year, that overdrive fees will increase.

Director’s Report: 

Director Pond reported on the following items:

  • Director and Trustees’ liability insurance coverage is up for renewal.  She has some questions on the application the company wants filled out and will be in contact with them.
  • Building Report: Trustees reviewed the “Repair Work Order” and a line was added–“Date Work Completed.” 
    • July 28, 2021, it was reported to the Village DPW Supervisor that the handicapped button to open the front door did not work for a patron with a stroller.  On July 29, two Village employees took the device apart but could not fix it.  As of August 19, 2021, the handicapped button is not repaired.
    • August 4, 2021, bees were found to be flying in and out of holes by the wires going through the siding.  The Village DPW Supervisor was notified to see if the building could be sprayed.  As of August 19, 2021, there has been no communication if the building was sprayed and the holes filled.
    • August 18, 2021, the toilet handle came off the tank while cleaning at closing.  The DPW was notified and a new handle installed on August 19. 
  • Projects:

Informed the Trustees that the Library’s hours of operation are not correct on the signs on the building and on Broadway.  The Director will cover up the hours of operation on the sign on Broadway and tape the new times the Library is open on the building’s sign.

Shared that there has been a significant increase for printing from patrons’ phones and laptop computers.  Director suggested investing in a wireless printer for such requests.  The price would be the same as charged for copies made.  Trustees asked the Director to look into purchasing and installing a wireless printer as soon as possible.

The Director is following up this fall with the purchase of a fireproof filing cabinet.

  • Programs:
    • Teen Advocates have created 12 baskets for a silent auction. Bids end on August 28 at 2 p.m.
    • The Upstate Mammography van will be at the Library on August 31.
    • NCLS Annual Meeting is on September 30 from 2-4 p.m.  The meeting will be online. 
    • An online tournament with One Up Games will be on September 30 from 4-6 p.m.  All libraries in the NCLS system are invited to participate.
    • The Library is collaborating with the Improvement League and the Chamber for the Scarecrow Contest on Saturday, October 2.
  • Review of NCLS’s 5-Year Plan.  Trustees read through the forwarded documents but it was noted they were for the years 2017-2021. 
  • Having a work session on the CVCL’s Five-Year Plan was discussed.  It was decided to take the Standards the Trustees have worked on over the past several months and use the model NCLS has for their Five-Year Plan.  A draft of the Plan will be available for Trustees to review at their September meeting.
  • A document outlining building projects through grants or library funds for renovations/reconstruction/repairs is being put together for use by the Library and to aid in filing reports.
  • Thank you notes to patrons donating to the Library will be sent out.

New Business:  

Trustees discussed ideas for information to be included in the annual fund-raising letter.  The Director will begin compiling a letter for Trustees to review before it is sent out in mid-September. 

Next Meeting: 

Next Trustees’ meeting is September 23, 2021, at 4 p.m. at the Library.

Adjournment:  

At 5:23 p.m., with no further business, C. Jinks made a motion to adjourn; seconded by S. Connerton and carried; all voting aye (3-0). 

                                                                        Respectfully submitted,

                                                                        Kathleen M. Pierce

                                                                        Trustee/Secretary