Cape Vincent Community Library

Board of Trustees Meeting

May 20, 2021

Present: Elizabeth Bolton, President

                Carole Jinks, Vice President

    Kathleen Pierce, Secretary

    Shannon Connerton,Trustee

Excused: Mary Titus, Trustee

Other:   Amy Pond, Library Director

               Mary Rupp, Treasurer

Visitors:  None

President Bolton called the Trustees’ meeting to order at 4:03 p.m.

Secretary’s Report:

The minutes of the April 15, 2021, meeting were approved on a motion by S. Connerton and seconded by E. Bolton (4-0).

Treasurer’s Report

Mary Rupp shared and discussed with the Trustees the monthly Treasurer’s Report for April 2021.  On a motion by K. Pierce seconded by C. Jinks, the Trustees approved the Treasurer’s report.  All voting aye (4-0).   

The Treasurer reviewed before the required filing of federal Form 990 with Trustees.  The filing is necessary for the library’s continued non-profit status as a 501(3c).

The Library Director requested for the June Trustees’ meeting a financial review of the half-year of budget vs. actual expenses along with projected salary expenses for five years. 

Director’s Report: 

Director Pond reported on the following items:

  • The Library’s Proposition on the school budget vote ballot passed (231 yes and 62 no).  The Library requested an increase of $7500 for the 2021-2022 year. 
  • At the June meeting, she asked that the Trustees discuss financial goals for the next five years.
  • A Zoom meeting with a lawyer is scheduled for May 21 at 1 p.m. to discuss the new changes concerning Covid guidance for libraries.  Trustees were encouraged to attend.
  • NYS has revised the quarantine recommendations for library materials from 72 hours to 24 hours.
  • NYS libraries are required to be open June 1 meeting the minimum hours requirement and by December 21, 2021, to be fully opened with no restrictions. The library is already meeting the minimum hours to be open,
  • Requested that the Trustees discuss revising the temperature requirement for patrons.  After discussion, S. Connerton made a motion to remove the temperature check requirement of patrons at the door. C. Jinks seconded and carried; all voting aye. (4-0) 
  • Brought the Trustees up to date on Covid restrictions and changes:  New zones within the building that are able to be used at the same time. Building capacity moved from 50 percent to 75 percent on May 15, but the six-foot social distancing requirement is still in effect. The meeting room can have a maximum of eight people, computer stations can have two people from different households, and browsing can happen with all patrons wearing masks.
  • Met with representatives from the Northern NY Community Foundation (NNYCF) regarding fund raising options available to the library via the library’s website.  Trustees discussed the two options available and decided on the flexible, sustainable fund.  Patrons can donate through the NNYCF and the library can access and use the funds as needed. Patrons can still donate by check or the donation jar in the library.
  • Gave a building report:  She has contacted the Village DPW to power wash the deck, a member of the Improvement League raked, cleared sticks, and weeded the grounds, a bird deterrent foundation on the beam in the front entrance to prevent a nesting situation was installed by the Director.  The preservation of the portrait of Mrs. Purcell will be scanned for preservation.  Trustee Jinks is actively pursuing this piece of the preservation.
  • Shared that the Upstate Mammography van was at the library May 14.  The schedule from 8:30 a.m. to 2:30 p.m. was full.  This opportunity provided by the library was very successful.
  • Received from an Outreach Grant through NCLS a mobile A-frame message board with letters, numbers, and symbols.
  • Discussed with Trustees creating a Memorandum of Understanding Agreement by and between the Village and Library Trustees to develop a timetable for maintenance work at the Library. The Agreement would outline routine maintenance needs and a timeframe to be performed—semi-annual, annual, etc.  The timetable would be a good tool for both the Village DPW and the library.  (The Library building was given to the Village for use as a public library in 1967 by Hazel and Robert Purcell.)  

Old Business: 

The Trustees and Director continued working on the Board’s Five-Year Plan and the minimum standards.  Standard 14, Community partnerships, was discussed and worked on.  All the Standards that the Trustees have worked on will be available at their June meeting. 

Executive Session

At 5:37 p.m. on a motion by C. Jinks and seconded by E. Bolton, the Trustees went into executive session to discuss a particular employee.  (4-0)

Open Session

At 5:50 p.m., S. Connerton made a motion and seconded by C. Jinks to return to open session. (4-0).

Next Meeting: 

The next Trustees’ meeting is June 17, 2021, at 4 p.m. at the Library.

Adjournment:

 At 5:51 p.m., with no further business, C. Jinks made a motion to adjourn; seconded by E. Bolton and carried; all voting aye (4-0). 

                                                                        Respectfully submitted,

                                                                        Kathleen M. Pierce

                                                                        Trustee/Secretary